Minutes of the Executive Committee of Council meeting held Tuesday, October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium

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1 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Council Present: Mayor G. Ferguson; Councillors - B. Boyes, K. Funk, S. Gibson, W. Lee (part); J. Robertson, P. Ross, R. Sweeney, M. Warawa, and C. Wiebe Staff Present: City Manager - H. Cochran; Director of Administration/ City Clerk - R. Beauchamp; Director of Development Services - R. Danziger; Manager, Current Development - G. Boyle; Manager, Community Planning - W. Gordon; Senior Planner - T. dejong; Assistant Planner - A. Stewart; Director of Engineering - E. Regts (part); Manager, Engineering Services - 1. Duckworth; Manager, Utilities - R. Bomhof; Manager, Transportation and Drainage - A. Kastelein; Development Engineer - B. Twerdoff; Director of Finance - D. Bottrill; Treasurer - B. McIntyre; Budget and F.LS. Manager - 1. Trueman; Accountant! Budget Officer - A.M. Taylor; Director of Parks and Recreation - K. Yates; Economic Development Officer - M. Harvey; Council Recording Secretary - A. Cooper Media Present: Abbotsford News, Aldergrove Star, 85 Radio MAX, and Rogers Cablesystems Public Present: 2 1. CALL TO ORDER The Chairman called the meeting to order at 1 :03 p.m. 2. ADOPTION OF MINUTES.1 Executive Meeting of Council - September 25, 1995 Moved by Councillor Wiebe, seconded by Councillor Warawa, that the minutes of the Executive Committee meeting held September 25, 1995, be adopted. E CARRIED.

2 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 2 3. BUSINESS OUT OF MINUTES.1 Twinning - Abbotsford and Cherepovets, Russia (File No.: ) Correspondence dated August 25, 1995 from the Mayor of Cherepovets, Russia, encouraging twinning between the Cities of Abbotsford and Cherepovets, was reconsidered, pursuant to Section 240 of the Municipal Act. At its Executive Committee meeting of September 11, 1995, Council defeated a motion to defer the request pending a staff report on the financial implications. Moved by Councillor Boyes, seconded by Councillor Warawa, that ramifications and benefits of twinning with Cherepovets be investigated, on the understanding that there will be no cost to the City. E CARRIED. Opposed: Councillor Wiebe 4. DELEGATIONS None. 5. REPORTS 5.1 DEVELOPMENT.1 Communications Tower Proposal Ross Road (File No.: ) Report No from the Director of Development Services reviewed a request from LeBlanc and Royle Telcom Inc. of Langley to locate a cellular communications facility at 8010 Ross Road, as shown in Map 1 attached to the report. A notice was circulated to land owners within the area shown on Map 2, and the only two letters of objection were subsequently withdrawn in writing. Staff supported the request.

3 00079'/ October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 3 Moved by Councillor Wiebe, seconded by Councillor Sweeney, that Council notify Communications Canada that it has no objection to the location of a cellular communications facility at 8010 Ross Road comprising a communication tower 61 m in height and equipment building (2.6 m x 3.3 m). E CARRIED Paramount Crescent (Paramount Industrial Park) No.: 301O-20/LUC No. 62) (File Report No from the Director of Development Services provided an update on the status of the property at 2150 Paramount Crescent, as requested at the Executive Committee on June 26, The owner of the property has constructed a fence along the westerly and southerly perimeter, removed the rear addition, provided access to the building from the north side, and cleaned up the yard. He also intends to provide sound buffers. He has advised that he plans to operate a fabrication business in keeping with licences previously issued. Moved by Councillor Wiebe, seconded by Councillor Boyes, that Report No , providing an update on Paramount Industrial Park, be received. E CARRIED..3 Secondary Suite Study (File No.: 6645-D2/ ) Report No from the Director of Development Services discussed the findings of the secondary suite study conducted by Waugh Research, and reviewed the process for legalizing secondary suites. Moved by Councillor Robertson, seconded by Councillor Warawa, that the secondary suites study, as prepared by Waugh Research, be received, and that staff make preparations for public information meetings with the schedule being subject to Council approval. K. Waugh clarified a number of points in the report, and considerable discussion followed as to the method of proceeding with public meetings.

4 00079}j October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 4 Moved by Councillor Gibson, seconded by Councillor Funk, that the motion be amended to delete the provision that suites would be permitted in single-family zones by right. DEFEATED. Opposed: Councillors Boyes, Robertson, Ross, Sweeney, and Warawa The original motion was then put and E CARRIED. Opposed: Councillors Funk, Gibson, and Wiebe Councillor Lee joined the meeting during discussion of the following item.. 4 New City of Abbotsford Official Community Plan (File No.: ) Report No from the Manager, Community Planning reported preliminary observations about the future shape of the community, commented on the timetable, adoption process, and citizen input opportunities for the new Official Community Plan, and requested feedback from Council on its level of satisfaction with the current Abbotsford and Matsqui Official Community Plans. Issues raised by several Council members concerned the possible impact of secondary suites on water and sewer capacity, the inclusion of the east Aldergrove and Upper Sumas Mountain Road areas as residential reserves, the future status of Electoral Area A, and the need for more emphasis on east/west and north/ south corridors. Moved by Councillor Boyes, seconded by Councillor Sweeney, that: (1) the Official Community Plan discussion paper entitled "City of Abbotsford Growth Estimates" dated October 1995 be received; (2) staff be directed to address issues contained in this paper in the new Official Community Plan; and (3) a chart entitled "Official Community Plan Process" dated October 1995 be approved as a guide for the preparation of a new Official Community Plan. E CARRIED.

5 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 5.5 Corporate Strategic Plan - Employee Survey (File No.: ) The Manager, Community Planning presented his Report No , deferred from the Executive Committee of September 25, W. Gordon went over details of the results of a recent employee opinion poll conducted in conjunction with the Corporate Strategic Plan project, and illustrated that the results were substantially the same as the public surveys conducted earlier in the year. Moved by Councillor Boyes, seconded by Councillor Wiebe, that Report No , providing the results of an employee opinion poll on the Corporate Strategic Plan, be received. E CARRIED.. 6 Fine Changes to Municipal Ticket Information By-law No (File No.: ) Report No from the Manager of Inspection Services recommended changes to fine amounts which reflect Council's concerns, along with revisions to Schedule 3 - Noise By-law, as suggested by the Attorney General's office. Moved by Councillor Gibson, seconded by Councillor Wiebe, that Municipal Ticket Information By-law No be forwarded for readings. E CARRIED. 5.2 ENGINEERING.1 Beechwood Drive - Traffic Control (File No.: ) Report No. 113 from the Manager, Transportation and Drainage followed up on Report No which recommended the eastern end of Beechwood Drive be converted to a one-way road in the eastbound direction. Following direction by Council at its September 11, 1995 Executive Committee, the local residents were canvassed. Of the 21 residents to whom letters were sent, five registered opposition. Staff advised that instructions have been given to proceed with the change.

6 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 6 Moved by Councillor Warawa, seconded by Councillor Robertson, that Report No. 113 advising that work is to proceed to convert the eastern end of Beechwood Drive to a one-way road eastbound, be received. E CARRIED..2 Residential Solid Waste Collection Study (File No.: /1) Report No. 104 from the Director of Engineering presented a copy of the report "Residential Solid Waste Collection Service Levels and Costs" prepared by R.F. Dolphin and Associates in July The report reviewed in-house collection methods and compared costs with those of other jurisdictions. Members of Council were critical of the report. Concerns included the actual cost of the service compared with the amount charged for it; the need for consistency throughout the City; and a question as to precisely what is meant by "administration costs". Moved by Councillor Funk, seconded by Councillor Boyes, that the subject of solid waste collection be deferred pending further information, including a report prepared by K. Lagan for the former District of Abbotsford. E CARRIED. Opposed: Councillor Wiebe 5.3 FINANCE.1 Permissive Tax Exemptions (File No.: ) Report No from the Director of Finance addressed policy issues related to the provision of property tax exemptions. It listed agencies currently receiving tax exemption, along with recommendations for 1996.

7 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 7 Moved by Councillor Boyes, seconded by Councillor Robertson that, as recommended in Report No : (1) tax exemptions be provided for land and improvements owned or held by an athletic or service club or association, and used principally as a public park or recreation ground or for public athletic or recreational purposes that the municipality would otherwise provide given adequate resources; (2) organizations or associations which received a tax exemption in 1995, and do not meet the above criteria, receive two-thirds of the current exemption for 1996; (3) the request from Mr. Jespersen for a full or partial tax exemption for assessments at Bevan Lodge be denied as it does not meet the above standards; (4) the Abbotsford Tennis Club receive a 50% exemption for the property with six outdoor tennis courts; and (5) correspondence be issued to those organizations which will receive a tax exemption indicating the percentage amount of the exemption for It was pointed out that E. Klassen of the Fraser Valley Child Development Centre had expressed the wish to make a presentation to Council when this issue was discussed. E. Klassen was not present. While some members supported the recommendations in the report, others believed that the criteria for exemption were too vague and inconsistent, and that priorities needed to be adjusted. One Councillor questioned giving exempt status to recreational facilities and not to health and service groups. Another asked why one church operating in a rental facility was exempt while others were not. Moved by Councillor Lee, seconded by Councillor Warawa, that the subject of permissive tax exemptions be deferred, that a separate meeting be held prior to the October 16, 1995 Executive Committee meeting, and that E. Klassen be invited to the meeting as spokesperson for charitable organizations. E CARRIED. Opposed: Councillors Funk and Sweeney

8 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 8.2 Amended 1994 Budget By-laws (File No.: /1994) Report No from the Treasurer provided background information for the requirement to amend the 1994 budget by-laws. Moved by Councillor Boyes, seconded by Councillor Robertson, that the amending Annual Budget By-laws Nos and proceed to third reading. E CARRIED..3 Financial Variances (File No.: ) Report No from the Accountant/Budget Officer presented financial variances with annual budget comparisons to September 15, Moved by Councillor Sweeney, seconded by Councillor Warawa, that the Financial Variance Report for the 9Vz-month period ending September 15, 1995, be received. E CARRIED..4 Tax Exemption By-laws Nos and (File No.: / ) Report No from the Treasurer introduced two by-laws dealing with exempting church and private school lands from property taxation. Moved by Councillor Robertson, seconded by Councillor Warawa, that By-laws Nos and , cited as "Private Schools Property Tax Exemption By-law" and "Church Land Tax Exemption By-law", respectively, proceed for first, second, and third readings. E CARRIED. In conjunction with these by-laws, a report dated October 5, 1995 from the Deputy City Clerk explained the requirement to repeal redundant tax exemption by-laws.

9 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 9 Moved by Councillor Robertson, seconded by Councillor Warawa, that Redundant By-laws Repeal By-law No proceed for readings. E CARRIED..5 Purchasing Policy Revisions (File No.: ) Report No from the Purchasing Manager requested approval to amend existing materiel supply policies, and introduced a new policy dealing with recycled and environmentally-friendly products and services. Moved by Councillor Lee, seconded by Councillor Ross, that Purchasing Policies to be approved as amended. E CARRIED. 5.4 ADMINISTRATION.1 Proposed B.C. Airports Association ( ) A report dated October 3, 1995 from the Economic Development Officer discussed a proposal from the British Columbia Aviation Council to re-establish a B.C. Airports Association. Moved by Councillor Sweeney, seconded by Councillor Robertson, that the concept of a British Columbia Airports Association be endorsed in principle, subject to the following: (a) the proposed association not duplicate the efforts of the "common front" group formed by D.B.C.M.; (b) a cost/benefit analysis comparing B.C.A.C. to D.B.C.M. for the provision of a secretariat be prepared; and (c) the aims and objectives of the proposed association be reviewed to focus on achievable aims and avoid duplication of services available from existing organizations.

10 October 10, 1995, at 1:03 p.m. in the Matsqui Centennial Auditorium Page 10 Speaking to the report, M. Harvey indicated that the proposal was to proceed with U.B.C.M. and negotiate an acceptable deal. Some Council members preferred not to act until it was certain that the City would take over the airport, while others believed it was time to take a positive approach to a good opportunity. Potential hidden costs were also mentioned as a concern. The motion was then put and DEFEATED. Opposed: Councillors Boyes, Funk, Lee, Ross, Warawa, and Wiebe 6. NEW BUSINESS.1 Proposed Provincial Railway Taxation The subject of Provincial legislation dealing with taxation of railways and linear utilities was discussed. Moved by Councillor Lee, seconded by Councillor Boyes, that staff report on the impact of the reduced taxation levels for railways and linear utilities. E CARRIED. 7. ADJOURNMENT Moved by Councillor Wiebe, seconded by Councillor Gibson, that the Executive Committee meeting be adjourned. (3:30 p.m.) Certified Correct: /'1,... ~1?J~. Clerk