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PO Box I 390, I 00 E. Jensen Avenue, Parksville, BC V9P 2H3 Telephone: (250) I 44 Fax: (250)

City of PARKSVILLE PO Box I 390, I 00 E. Jensen Avenue, Parksville, BC V9P 2H3 Telephone: (250) I 44 Fax: (250) COMMITTEE OF THE WHOLE AGENDA WEDNESDAY. MARCH :00
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City of PARKSVILLE PO Box I 390, I 00 E. Jensen Avenue, Parksville, BC V9P 2H3 Telephone: (250) I 44 Fax: (250) COMMITTEE OF THE WHOLE AGENDA WEDNESDAY. MARCH :00 P.M. 1. ADOPTION OF MINUTES a) of the March 10, 2008 meeting of the Committee of the Whole meeting - Pages 1 to 4 2. PUBLIC PRESENTATIONS 3. CORRESPONDENCE 4. STAFF PRESENTATIONS a) Director of Engineering and Operations - Water Supply Agreement - Nanoose Water Connection - Pages 5 to 14 Recommendation: THAT the Mayor and Director of Administrative Services be authorized to execute, on behalf of the City of Parksville, the Water Supply Agreement for the Nanoose water service area with the Regional District of Nanaimo for the period May 1, 2008 to and including April 30, 2013, as attached to the report from the Director of Engineering and Operations dated March 13, 2008 entitled Water Supply Agreement - Nanoose Water Connection . b) Planner - Issuance of Development Permit [371 Alberni Highway] - Pages 15 to 39 Recommendation: THAT a Development Permit be issued to Oceanside Projects Ltd. to permit 26 townhouse units and associated site improvements on Lot 10, District Lot 14, Nanoose District, Plan 2536 except Plans 733 RW and VIP65392 (371 Alberni Highway); AND THAT the Development Permit authorize a variance to reduce the front lot line setback from 4.5 metres to 2.43 metres to facilitate the siting of the building, subject to: (a) A landscaping bond in the amount of $118, be received prior to the issuance of the permit March 26, 2008 Committee of the Whole Page 2 of 3 c) Grant-In-Aid Select Committee - Spring 2008 Grant-In-Aid Applications - Page 40 Recommendation: THAT the Grant-In-Aid applications received for the period ending February 29, 2008 be approved and/or denied as follows: Name of Organization Requested Approved! Denied Bal/enas Secondarv Orv Grad Committee District 69 Citizens on PatrolfSneed Watch! District 69 Familv Resource Association ffra) The Nature Trust of BC fbrant Festiva/l 1, Oceanside Communitv Arts Council 1, Parksville & District Association for Communitv Livina Parksville & District Historical Societv Parksville & District Musical Association Vancouver Island Opera (formerly Oceanside Lvric Ensemble) 1, Total $2, AND THAT $2, be allocated from the 2008 Grants-In-Aid budget. d) Director of Administrative Services Special Events Applications - Pages 41 to 48 Recommendation: THAT the following organizations be permitted use of City property and roads for a special event at the specified time and on the road outlined in the application attached to the report from the Director of Administrative Services dated March 19, 2008 entitled 2008 Special Events Applications : A.L.S. Society of BC - Mid-Island Walk for A.L.S. on June 8, :00-2:30 p.m. (From PCTC plaza; up Craig Street to Hamilton Avenue; left on Hamilton Avenue to Coffield Street; down Coffield Street to Stanford Avenue; right on Stanford Avenue to Shelly Road; left on Shelly Road to Island Highway; left on Island Highway to Craig Street; left on Craig Street returning to PCTC); Oceanside Hospice - Hike for Hospice on May 4, 2008; (Walking on Chattel/ Road to Greig Road and returning). AND THAT the approval for each event be granted on condition that the organizers adhere to their signed Terms and Conditions forms attached to the report from the Director of Administrative Services dated March 19, 2008 entitled 2008 Special Events Applications . e) Chief Administrative Officer - Assignment of Shelly Park Centre Operating Agreement - Pages 49 to 53 Recommendation: THAT Council consent to the request from the Kinsmen Club of Parksville that the Shelly Park Centre Operating Agreement between the City and the Kinsmen Club of Parksville for the period of March 26, 2008 Committee of the Whole Page 3 of 3 January 1, 2007 to December 31, 2011 be assigned to the Bard to Broadway Theatre Society. f) Chief Administrative Officer - Renewal of Lease Agreement for the District 69 Arena - Pages 54 to 67 Recommendation: THAT the Mayor and Director of Administrative Services be authorized to execute the Lease Agreement between the City of Parksville and the Regional District of Nanaimo for a specified area of land within the Community Park to operate the former District 69 Ice Arena for a further five year term commencing on the 1st day of June 2008 and ending on the 31st day of May NEW BUSINESS 6. ADJOURNMENT oooooo March 10, 2008 Minutes of the Committee of the Whole meeting held in the Civic and Technology Centre, 100 E. Jensen Avenue, Parksville, BC, on Monday, March 10, 2008 at 6:00 p.m. r ~;~'.~~l PRESENT: Her Worship Mayor S. R. Herle ~ c,..j,... ' 1 l (,'l.. 1 ~-~;:~~;~~~~,,~I Councillors: C. R. Burger - -~ ' '' j M. Lefebvre J. B. Johnston T. C. Patterson S. Powell C. Robinson Staff: F. Manson, Chief Administrative Officer L. Taylor, Director of Administrative Services 1. MINUTES Johnston - Burger THAT the minutes of the Committee of the Whole meeting held February be adopted. CARRIED. 2. PUBLIC PRESENTATIONS a) Duane Round representing the Parksville Lions Housing Society requested a waiver of the development cost charges and miscellaneous fees that would be associated with the Society's proposed redevelopment of their Jensen Avenue facility to house people with mental and physical disabilities. Burger - Johnston THAT staff be directed to review the Lions Housing Society proposal and provide a recommendation to Council to waive the development cost charges and miscellaneous fees in relation to the redevelopment of the Jensen Avenue facility. CARRIED. b) Dr. Kathryn Gemmell presented the 2008 Code Blue water conservation program initiative to deal with the problem of leaky toilets in the Oceanside area. c) Ann Cameron presented the 2008 Parksville Downtown Business Association Budget. 3. CORRESPONDENCE Nil PAC3E.. ~.~l~.. ~ March 10, 2008 Committee of the Whole Page 2 of 4 4. STAFF PRESENTATIONS Mayor Herle noted that all recommendations adopted by the Committee at this meeting will be forwarded to Council for consideration at their March 17, 2008 meeting. Recommendations: a) Director of Administrative Services - Parksville Downtown Business Association 2008 Budget Lefebvre -Powell THAT the report from the Director of Administrative Services, dated March 4, 2008, entitled Parksville Downtown Business Association 2008 Budget , be received; AND THAT the Parksville Downtown Business Association 2008 Budget attached to the report from the Director of Administrative Services dated March 4, 2008 entitled Parksville Downtown Business Association 2008 Budget, be approved. CARRIED. b) Chief Administrative Officer - Oceanside Tourism Association 2008 Fee for Services Agreement Main Motion: Lefebvre- Patterson THAT the report from the Chief Administrative Officer, dated March 3, 2008, entitled Oceanside Tourism Association 2008 Fee for Services Agreement , be received; AND THAT the Mayor and Director of Administrative Services be authorized to execute the 2008 Fee for Service Agreement with the Oceanside Tourism Association as set out in Schedule 1 attached to the Chief Administrative Officer's report dated March 3, Amending Motion THAT the motion regarding the 2008 Fee for Service Agreement with Oceanside Tourism Association be amended by adding the following: AND THAT Council endorse the Oceanside Tourism Association's application to become an eligible entity under the Hotel Room Tax Act. CARRIED. Main Motion As Amended: Lefebvre- Patterson THAT the report from the Chief Administrative Officer, dated March 3, 2008, entitled Oceanside Tourism Association 2008 Fee for Services Agreement , be received; AND THAT the Mayor and Director of Administrative Services be authorized to execute the 2008 Fee for Service Agreement with the Oceanside Tourism Association as set out in Schedule 1 attached to the Chief Administrative Officer's report dated March 3, AND THAT Council endorse the Oceanside Tourism Association's application to become an eligible entity under the Hotel Room Tax Act. CARRIED. March 10, 2008 Committee of the Whole Page 3 of 4 c) Director of Administrative Services Parcel Tax Review Panel Lefebvre - Burger THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled 2008 Parcel Tax Review Panel , be received; AND THAT the Parcel Tax Review Panel Hearing be scheduled for Monday, April 21, 2008 at 5:45 p.m. in the Civic and Technology Centre, 100 E. Jensen Avenue, Parksville, BC; AND FURTHER THAT advance notice of the time and place be published in accordance with Section 204 of the Community Charter. CARRIED. d) Director of Administrative Services Spring Grant-In-Aid Applications Patterson - Robinson THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled 2008 Spring Grant-In-Aid Applications , be received; AND THAT a Grant-In-Aid Select Committee be appointed to review and recommend back to Council on the allocation of the $2, budgeted for the submissions received for the period ending March 1, 2008; AND FURTHER THAT the Grant-In-Aid Select Committee be comprised of the Director of Administrative Services and two Councillors appointed by the Mayor. CARRIED. Mayor Herle appointed Councillors Lefebvre and Powell to the Grant-In-Aid Select Committee. e) Director of Administrative Services - Board of Variance Appointments Burger - Powell THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled Board of Variance Appointments , be received; AND THAT Mr. Allen R. Carpenter be appointed to the Board of Variance for a three year term of office commencing April 1, 2008 and ending April 1, CARRIED. f) Director of Administrative Services - Community Events Sign Policy Patterson - Powell THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled Community Events Sign Policy , be received; AND THAT the Community Events Sign Policy No attached to the report from the Director of Administrative Services dated March 3, 2008 entitled Community Events Sign Policy , be adopted. CARRIED. March 10, 2008 Committee of the Whole Page 4 of 4 g) Director of Administrative Services Special Events Applications Lefebvre -Burger THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled 2008 Special Events Applications , be received; AND THAT the following individuals/organizations be permitted use of the identified areas of the Community Park for special events during the specified times and in the areas outlined in the applications attached to the report from the Director of Administrative Services dated March 3, 2008 entitled 2008 Special Events Applications : The Nature Trust of BC on April 5, 2008 W. LeBlanc Wedding on June 14, 2008; Coastal Community Credit Union Employee Picnic on July 20, 2008; P/Q SPCA Theatre Under the Stars on August 2, 2008 J. Windley Wedding on August 16, 2008 AND THAT the following organizations be permitted use of City property and roads for a special event at the specified time and on the road outlined in the application attached to the report from the Director of Administrative Services dated February 25, 2008 entitled 2008 Special Events Applications : Business Improvement Association - Pitch-In-Canada Celebration on April 26, :30-5:30 p.m. (from Clock on Morison Avenue to approx. 100 metres along Morison Avenue) Royal Canadian Legion Battle of the Atlantic on April 27, 2008 at 11 :00 a.m.; (Stedman's Parking Lot along Craig Street to Cenotaph) AND FURTHER THAT the approval for each event be granted on condition that the organizers adhere to their signed Terms and Conditions forms attached to the report from the Director of Administrative Services dated March 3, 2008 entitled 2008 Special Events Applications . CARRIED. h) Director of Administrative Services - RCMP Community Consultative Group Powell - Burger THAT the report from the Director of Administrative Services, dated March 3, 2008, entitled RCMP Community Consultative Group be received; AND THAT the City's Chief Administrative Officer be appointed as the City's representative on the selection committee for the RCMP Community Consultative Group. CARRIED. Powell - Burger Rise and Report to Council at their March 17, 2008 meeting. The meeting ended at 7:46 p.m. Mayor DATE: March 13, 2008 MEMO TO: FRED MANSON CHIEF ADMINISTRATIVE OFFICER FROM: SUBJECT: GARY O'ROURKE DIRECTOR OF ENGINEERING & OPERATIONS WATER SUPPLY AGREEMENT - NANOOSE WATER CONNECTION OURFILE: AWS I. ISSUE: Agreement to cover water supply between the Regional District of Nanaimo (at Nanoose) and the City of Parksville. II. EXECUTIVE SUMMARY In 2002 the City of Parksville entered in to an Agreement with the Regional District of Nanaimo (RDN) covering the conveyance of A WS bulk water, through the City of Parksville river intake and watermains, to a connection to the Nanoose area of the RDN. The Agreement has lapsed and staff of the two jurisdictions has agreed to the terms of a proposed five year renewal of the same. The new Agreement is substantially the same as the original document. The only substantial change is to the limits on the maximum water supply rates to the RDN, based on current operating conditions. The RDN would continue to compensate the City for all costs associated with the use of City infrastructure. The Agreement is considered appropriate and consistent with the 'spirit' of the AWS Joint Venture, and staff recommends approval. III. REFERENCE: Water Supply Agreement dated October 21, Proposed Water Supply Agreement date stamped March 13, IV. BACKGROUND: Prior to the commissioning of the Arrowsmith Dam, a water connection was proposed between the City of Parksville and Regional District of Nanaimo water systems. It was intended that water would be conveyed to the RDN (at Nanoose) during peak demand periods in the summer, and the RDN would supply water to the City in the winter, during times when the city river intake was not in use. Any water being conveyed to the RDN would be part of the bulk water supply allocated to the RDN under the tenns of the Arrowsmith Water Supply Joint Venture (i.e. they 'own' the water). The City of Parksville has no immediate need for winter water from the RDN. PAGE. 0 In 2001 the RDN constructed the connection between the City of Parksville and Nanoose water networks at their expense, and the City and the RDN entered in to a Water Supply Agreement. Water has been supplied by the City to the RDN since completion of the connection (only when the river station is in operation). The RDN has paid for all related costs incuned by the City. The 2002 Water Supply Agreement covering the Nanoose Connection has now lapsed and RDN and City of Parksville staff has negotiated the terms for a new Agreement. Some of the key terms and conditions contained in the Agreement (i.e. both the 2002 and proposed 2008 renewal) are: I. A five year term (a longer term would require an alternate approval process . 2. The City has the option ofrequiring the RDN to supply 'winter water' to Parksville upon giving three months notice to the RDN of such requirement. 3. Maximum volumes to be provided are specified in accordance with technical recommendations, to ensure City of Parksville demands can be met. 4. Charges are specified for the costs associated with the provision of the water. The RDN will be charged for City costs to supply the metered volumes to Nanoose for operation, maintenance and capital replacement of infrastructure (i.e. pro-rata, based on the volume conveyed to Nanoose versus the total volumes conveyed to both the City and the RDN). The only significant change in the proposed renewal of the Agreement, as compared to the original version, is to the limits on the maximum water volumes to be supplied to the RDN. In the original Agreement the maximum rate of supply was restricted to 500 gallons per minute. In the new Agreement the rate is restricted to 500 gallons per minute, and an average of 300 gallons per minute each day. These restrictions are based on an appropriate technical review of the City's water supply network. Other minor administrative changes have been made to the Agreement to reflect appropriate dates and circumstances. RDN staff advises that they are recommending approval by the Board. Financial Implications The Agreement requires the RDN to compensate the City of Parksville for all costs incurred to convey bulk water to the Nanoose area. There is no net cost to the City. Sustainability Considerations The Nanoose Connection is a practical anangement to help address the current water supply requirements of one of the Joint Venture Partners (i.e. the RDN). Such approach is in the spirit of the Joint Venture anangement and involves the sharing of infrastructure as an efficient method of managing the growth in water demands. V. OPTIONS: 1) Execute the proposed agreement on behalf of the City of Parksville. 2) Do not enter into the agreement. 3) Propose amendments to the agreement prior to execution. Analysis: 1) Council could agree to enter into the proposed Agreement. The Agreement is for the conveyance of water allocated to the RDN as part of the A WS bulk water supply. The Agreement requires that the RDN pay for the costs associated with utilizing City Infrastructure to convey water to the RDN system. This Agreement is consistent with the long-term water supply plans of both the City of Parksville and the Regional District of Nanaimo. The initial concept was approved by residents through the original A WS referendum. 2) Council could decide not to enter into the Agreement. This could be viewed by the RDN as being contrary to the spirit of the Arrowsmith Water Service Joint Venture. 3) Council could propose amendments to the Agreement. This would require Council direction. It is recommended that Council support Option I. VI. RECOMMENDATION: That the Mayor and Director of Administrative Services be authorized to execute, on behalf of the City of Parksville, the Water Supply Agreement for the Nanoose water service area with the Regional District of Nanaimo for the period May I, 2008 to and including April 30, 2013, as attached to the report fr9m the Director of Engineering and Operations dated March 13, 2008. I 6, ~/ /!!${ ' u-j CHIEF ADMINISTRATIVE OFFICER COMMENTS: ~/7 /.///,/... Y' - ~~2,- ::: -:,,;:;;.;;::;;;'':: ::~:::...,..,. ' == Fred Manson, CAO GOR:re l:\users\gary\admin\reports\council 2008\MTC,A WSNanooscAgree1nent(fin).doc PAGE 1- P''*'~~;)i\l?%1\l~~ MM\ City of Parksville and Regional District of Nanaimo WATER SUPPLY AGREEMENT THIS AGREEMENT made the day of, 2008, BETWEEN: CITY OF PARKSVILLE P.O. Box E. Jensen Avenue Parksville, BC V9P 2H3 (the City ) AND: REGIONAL DISTRICT OF NANAIMO 6300 Hammond Bay Road Nanaimo, BC V9T6N2 (the RDN ) WHEREAS A. The City operates a water distribution system. B. The RDN operates a local service for the supply and distribution of water in the Nanoose area of the Regional District. C. The City and the RDN and the Town of Qualicum Beach have entered into an agreement for the development of the Arrowsmith Dam and associated water supply and distribution works (the Joint Venture ). D. The Joint Venture Agreement contemplates the construction of a new intake facility on the Englishman River (the Intake ). E. Until the Intake is constructed and in operation: i) the City is prepared to supply water to the RDN through the City's existing intake, (during periods when that intake is operating) and through the City's water distribution system for use in the Nanoose water service areas, subject to the terms of this Agreement; ii) the RDN is prepared to supply water to the City from the Nanoose water distribution system for use in the City, subject to the terms of this Agreement. PAGE 'i5 THEREFORE in consideration of the terms and conditions in this Agreement, the City an
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