ADVISORY IN ATTENDANCE:

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1 DISTRICT OF SQUAMISH Minutes of the Meeting of the Committee of the Whole held Tuesday, February 12, 2013 at 2:00p.m. in Council Chambers, Municipal Hall, Second Avenue, Squamish, BC. IN ATTENDANCE: Mayor Rob Kirkham Councillor Susan Chapelle Councillor Patricia Heintzman Councillor Ted Prior Councillor Doug Race Councillor Bryan Raiser (arr: 2:07p.m.) ABSENT: Councillor Ron Sander ADVISORY IN ATTENDANCE: Corien Speaker, CAO Robin Arthurs, GM Corporate Services Christina Moore, Communications Manager Mayor Kirkham called the meeting to order at 2:05 p.m. 1. ADOPTION OF AGENDA moved by Councillor Race, THAT the Committee adopt the February 12, 2013 Committee of the Whole Agenda. 2. STAFF REPORTS A. CORPORATE SERVICES (i) Film Commission Presentation Gordon Hardwick, Manager of Community Affairs, BC Film Commission attended and presented on the direction of film production in the Province of British Columbia. Information included: Film Commission established in 1978 Staff of 10 Lead agency for film production in Province of BC Responsible for showcasing BC, liaison between industry and municipalities Marketing and sales, productions services, community affairs, operations and performance Partner with BC Film and Media and the two will be soon be merging Seven member Board BC Tax Incentives Programs Administration and Project Development Fund, Offer market expertise New organization will be Creative BC How do we get on the map using current resources Creative Entertainment Economy Cluster o Core Industry workers available o Intellectual Creation Cluster o Wider creative industries such as design, advertising and culinary o Supporting sections (such as IT related, distribution, retail related) Motion Picture Production Industry brings over $1billion annually into BC Labour intensive industry 25,000 directly or indirectly employed Diverse economic benefits 1 billion annually in infrastructure production

2 Page 2 Minutes for the Committee of the Whole December 4, 2012 Striving to be a green industry Client base was reviewed local, US, international Stakeholders base was reviewed industry stakeholders, labour stakeholders, partnerships with levels of government, Tourism DMO s, regional commissions, community and general public Who benefits? BC families, hotel, restaurant, tourism, direct service and supply, specialized accounting and legal, transportation, retailers and wholesalers, private property location owners, local tax base Manufacturing process reviewed through to distribution Convergence of digital media with physical environment Challenges of the Global Marketplace were reviewed: o Aggressive international competition o Weak US dollar o Montization challenges o Centralized permiting Film LA/Toronto/New York o Ontario and Quebec Tax credits o Rising costs and expectations o American Protectionism Strengths were reviewed Focus on client services Partners on Screen Location choices based on creative team and budgets to meet requirements - parks, wilderness areas, roads, rail, water o Availability of location o Agility/flexibility o Accessibility and practicality o Affordability fees, budget Communities want appropriate notification to plan around production Ongoing communication around production imperative, impacts, changes, special effects, fair compensation for property use and business impacts Producers want timely decisions and streamlined processes, control of the area where they work and assumption of risk, privacy and anonymity Location resource management includes frequency, duration and impact Barriers include attitude and culture need to develop a culture of support, unpredictable and inconsistent guidelines and policies, numerous permiting authorities, high rates for non-revenue generating public properties, unrealistic revenue expectations, changing streetscapes, complicated time consuming processes Provincial Film Location Policy content reviewed Best Practices Code of Conduct shall be adopted by industry Questions from Council: Squamish experience Downtown Revitalization Local employment base, benefit, most locals working in the Lower Mainland and productions coming to Squamish often bring a crew What is the local economic impact post production Squamish gathers exit survey 220 production days in 2012

3 Page 3 Minutes for the Committee of the Whole December 4, 2012 Is there a need for a local or regional film commission in Squamish? o Squamish falls outside of the Lower Mainland production zone o Most regions in Province do not have a separate film commission o Local film commission composition was discussed Streamlining processes between the municipalities and the Regional Districts and one stop licensing Vancouver benefitting from the technology sector, Squamish offering the environment Offer of fiber optic communication will help locals work without commuting wouldn t have to physically be at studio Provincial grant money to update Squamish presence on the BC Film Commission website Get local payroll figures where available Capilano University film and media program and curriculum (ii) Filming Process and Summary For information Council called for a 5-minute recess at 3:15 p.m. Meeting reconvened at 3:22 p.m. with all of Council attending, except Councillor Sander, as well as C. Speaker, R. Arthurs, C. Bishop, S. FooFat and S. McJannet B. DEVELOPMENT SERVICES (i) Land Development Procedures Bylaw 2229, 2012 Landscape Security Policy D08C-01 Land Development Application File Extension and Closure Policy D08A-02 Sabina FooFat, Planner, and Sarah McJannet, Planner, attended and presented on streamling process approvals for development applications, including: New Development Procedures Bylaw and Application extensions and file closures Proposed delegation of authority to issue certain types of Development Permit (DP) approvals Streamling processes is the desired outcome Council reporting on simple, smaller, uncomplicated projects can add weeks to the construction timeline Fees adjustment Review of works which require a DP Proposing to delegate environmental and riparian DPs Delegate to Approving Officer for certain types of strata conversions Staff were requested to investigate with the lawyers whether Council may delegate strata conversions to the Approving Officer and is there an opportunity for Council review or reconsideration, like the DP s, since Council cannot review Approving Officer decisions related to subdivision. Update Landscape and Bonding Policy and provide clearer guidance and planning on requirements for the Development Community General Manager discretion for landscape security on works valued at less than $25,000 File extension and closure policy update to better define process and management of files

4 Page 4 Minutes for the Committee of the Whole December 4, 2012 Are there minimum lot sizes or remediation aspects for reducing or waiving the landscaping requirements? Two year permit timeframe with a one-time 24-month extension at the discretion of staff. After that time, a new application is required Procedure Bylaw does not indicate when Qualified Professionals are required, but identifies discretionary items and delegated authorities. The QP is identified withing the Development Permit Guidelines Would staff change ADP referrals or see turning an application back to ADP at the extension Should the District refer the strata conversions to the General Manager as opposed to the Approving Officer DPs coming to Council are in the public, they have a chance to see the application how will Council and the public be made aware? Will there be a quarterly report? Transparency aspect to decisions and changes Add section for appeals to Council for DP extensions when staff have denied DP extension should be consistent with other community standards What happens to the applications that are in process? Will there be a transition period? Case-by-case basis dependent upon previous extensions, type of development. Should the applications in the system be granted a one-time, one-year only extension? Development Information Policy, requirement for public information meetings, attendance, costs and ineffectiveness were reviewed New Policy suggests moving to web-based, 24/7 comment Website Development and Project Showcase featured on new website, project description, solicit comment Also to be used for certain municipal projects How much monitoring and transparency of comments should be provided to the rest of the public Still require signage and newspaper notices. Steer to website and retain signage Communications will not be static. When there is a lot of interest, questions and comments received there may be requirement for a public information meeting How can the District get more attendance at public information meetings or any public meeting Use of social media Change 15 day comment period to schedule the PIM to 21 days Place a comment box to solicit comments Add framework for applicable comments. Try to weed comments that may not be applicable or be something Council or staff can consider Next steps include focus group from the development community Revise based on community input and receive final legal review Initiate formal bylaw process and launch the website showcase Development community will have opportunity to provide feedback into the process for soliciting feedback. Ask the public via the e- news and do an advertisement.

5 Page 5 Minutes for the Committee of the Whole December 4, 2012 moved by Councillor Chapelle, seconded by Councillor Race, THAT the District of Squamish review and solicit feedback from the Development Community focus group and general public on the following: i. Draft Land Development Procedures Bylaw 2229, 2012 ii. iii. Landscape Security Policy D08C-01; Land Development File Extension and Closure Policy D08A-02 AND THAT the District of Squamish Council endorse the proposed consultation program on the draft procedural bylaw associated Council policies prior to formal Council consideration. (ii) Land Development and Project Communication Policy moved by Councillor Heintzman, THAT the District of Squamish Council approve Development and Project Communication Policy No. D80A-01 as amended with clause 2.c amended to read the first 21 calendar days. 3. MOTION TO CLOSE moved by Councillor Heintzman, seconded by Councillor Raiser, THAT the meeting be closed to the public for the purpose of considering litigation or potential litigation affecting the municipality and the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality. Meeting closed to the public at 4:46 p.m. Meeting reopened to the public at 5:32 p.m. with all of Council except Councillor Sander in attendance as well as C. Speaker, R. Arthurs, N. Plumb 3. TERMINATION Meeting terminated at 5:33 p.m. moved by Councillor Raiser, THAT the meeting be terminated. Rob Kirkham, Mayor CERTIFIED CORRECT: Robin Arthurs, GM Corporate Services