BOWEN ISLAND MUNICIPALITY

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1 Committee of the Whole Meeting Page 1 of 10 March 24, 2003 BOWEN ISLAND MUNICIPALITY Minutes of the regular meeting of the Committee of the Whole held Monday, March 24, 2003 at 11:30 a.m. at the Municipal Hall, 981 Artisan Lane, Bowen Island, B.C. COUNCIL IN ATTENDANCE STAFF IN ATTENDANCE OTHERS IN ATTENDANCE PUBLIC IN ATTENDANCE CALL TO ORDER ADOPTION OF MINUTES RES# CW DELEGATIONS Ian Thomson, Sustainable Community Advisory Committee re: Community Energy Plan Mayor Lisa Barrett Councillor Doug Bowen Councillor Neil Boyd Councillor Terry Cotter Councillor Alan Leigh Councillor Alison Morse Councillor David Wrinch Isabell Hadford Chief Administrative Officer (CAO) Gina MacKay* - Island Community Planner Odette Brossard B.C. Community Energy Association Andrew Pape-Salmon Pembina Institute Ian Thomson and members of the Sustainable Community Advisory Committee Graham Ritchie and Carol McKinnon - Abbeyfield House of Bowen Island Society Gayle Ferguson Minute Taker Ross Carter* Rondy Dike* Stephanie Legge* Rod Le Roy* Dale Read* John Reid* Barbara Murray The Undercurrent (* Denotes partial attendance) Mayor Barrett called the meeting to order at 11:37 a.m. It was Moved and Seconded That the minutes of the regular Committee of the Whole meeting held on March 10, 2003 be adopted as amended: Page 1 & 2 Betty Bransen to Betty Brandson Page 1 & 4 Helen Shurry to Helen Sheridan Page 4, 5 th bullet change from Honorarium to presenters suggestion instead to have a.... to To cover the honorarium to presenters suggestion to have a... CARRIED Ian Thomson, Chair of the Sustainable Community Advisory Committee expressed the hope that, following the presentation of the revised Draft Bowen Island Community Energy Planning Report, Council would resolve to commit resources to the next

2 Committee of the Whole Meeting Page 2 of 10 March 24, 2003 phase of the Community Energy Plan. Odette Brassard of the B.C. Community Energy Association noted that their the mandate is to raise awareness of adopting energy use considerations, including conservation, into community plans and to provide a forum of exchange of information. She provided the Committee of the Whole with a visual presentation that included a definition of community energy planning which take into consideration air quality, unemployment, rising energy costs, affordable housing, conservation of green space and water quality. Ms. Brassard commented that Bowen Island is a case study in community energy planning that was made possible through the Climate Change Action Fund and will be shared with other municipalities in Canada. Andrew Pape-Salmon from the Pembina Institute provided the Committee of the Whole with a brief history of the Pembina Institute. He noted that the institute was an environmentally focused think tank of engineers who had recently been doing technical work for the Community Energy Planning Association. Mr. Pape-Salmon provided the Committee of the Whole with a visual presentation of the revised Draft Bowen Island Community Energy Planning Report regarding energy impacts and sustainable energy alternatives. He noted that the Partners for Climate Protection is a program managed by Federation of Canadian Municipalities and includes five milestones: 1. Taking stock 2. Setting a reduction target 3. Developing a local action plan 4. Implementing action plan 5. Measuring progress MILESTONE 1: Taking Stock Looked at energy consumption for Bowen Island transportation and electricity in residential sectors. More important than green house gas emissions is local air quality. Wood stoves affect the local air quality in small pockets on the Island as well as Ferry emissions. Emissions Management Options Criteria for Project Evaluation 1. Economic attractiveness 2. Energy impact 3. Reduction of greenhouse gas emissions 4. Reduction of local air emissions

3 Committee of the Whole Meeting Page 3 of 10 March 24, Ease of implementation 6. Replication potential Ferry Fuel Conversion Option Configuring new Ferry with a natural gas engine would be the largest opportunity for reduction in green house gases, up to 5.5 %. Off Peak Transit Service Option Enhances opportunities for those without vehicles. Land Use Planning Options Increased densification toward east Convert wood stoves to be more efficient Green certificate purchase Earth energy for the School Micro-electricity Renewable energy option MILESTONE 2- Setting Reduction Target Set a municipal target and a community target Policy Options Leadership on sustainable transportation Policy statements Land-use planning Density bonuses Building standards MILESTONE 3: Developing a Local Action Plan The next step is to set a target cost followed by a community forum to get feedback on target and options. The purpose is to come up with an action plan and a feasibility study regarding options such as a bus from Snug Cove to downtown Vancouver. The Municipality can apply to the Federation of Canadian Municipalities for 50% of the cost of the study. The Green Municipal Investment Federal Fund finances up to 15% of the total cost. Mr. Pape-Salmon noted that he had not recommended any particular option. If asked, he would suggest the bus to downtown Vancouver, converting the ferry engine and house efficiency options. However he would not recommend adopting the Kyoto protocol. He noted that some analysis had been completed regarding what is doable to get funds from the Federation of Canadian Municipalities. From a feasibility study the Municipality could choose what is practical to do. Education is the first step i.e. a community workshop, but there are second and third steps that can be taken to go beyond that such as density bonuses, strategic investments i.e. the bus and the Municipality setting an example for

4 Committee of the Whole Meeting Page 4 of 10 March 24, 2003 the community at large. Ian Thomson believed that it was important to begin community energy planning now and acquire further expertise. He also noted that the community would need to be more engaged in the process. He felt that the role of the Sustainable Community Advisory Committee is to assist Council in selecting further consultation from outside sources to determine an energy reduction target. Once a target had been identified, community input should be sought on how to achieve such target. In response to a query regarding solid waste disposal, Mr. Thomson noted that approval to apply for funding had been received and the task is now to propose a plan for solid waste disposal. RES# CW It was Moved and Seconded That the revised Draft Bowen Island Community Energy Planning Report regarding Energy Impacts and Sustainable Energy Alternatives dated January 2003 be received for information. CARRIED It was noted that an executive summary of the above report would be forthcoming from the Pembina Institute. RES# CW It was Moved and Seconded That the Committee of the Whole recommends that Council consider holding a public information session as the next step in the community energy planning process. CARRIED Mr. Thomson agreed to work with staff to decide on a date for the public meeting. Graham Ritchie, Abbeyfield House of Bowen Island Society re: Community Grant Application for Drilling for Water and Geo thermal heat. Graham Ritchie, representing the Abbeyfield House of Bowen Island Society, provided the Committee of the Whole with an update as follows: A needs assessment survey has been conducted; A project manager designer and construction manager have been contracted; An artist has been commissioned to render architectural drawings into presentation form; GVRD lands option to buy have requested a 6 month delay for the closing date for sale of this land; GVRD agreement for purchase of sale requires proof of potable water. Mr. Ritchie requested that the Committee of the Whole consider a community grant of $15,000 to cover costs associated with acquisition and disposal of water.

5 Committee of the Whole Meeting Page 5 of 10 March 24, 2003 Councillor Morse noted that the Cove Bay Water Local Management Committee had not approved supplying a service connection to Abbeyfield because it is outside the Cove Bay Water Service area. An engineering study on the storage capacity of Grafton Lake had revealed that the present capacity of Grafton Lake would not be adequate for inside the service area boundaries if all vacant lots were built on. The storage capacity cannot be expanded until rights of ways issues are resolved. In addition there is the issue of temporary lines being serviced in the Scarborough area. The Committee of the Whole discussed the following issues: Land for Abbeyfield is part of surplus land issue and would become Municipal Land; Less costly to provide a service connection than the $15,000 being requested for a well; Community well - Better to spend the money on a community well than a private well; Suggestion that the Municipality pay for the well and put the water into a 50,000 gallon storage tank with some water to go to other users; Suggestion to tie the sprinkler system into Cove Bay with a small storage tank this would make drilling for water easier and cheaper; Possibility of Council changing the boundaries of the Cove Bay Service area through bylaws; Suggestion to explore access to the School s well with the School Board. The Treasurer reminded the Committee of the Whole that there is a Management Committee in existence and they have been considering options. She felt that the Management Committee would have definite opinions on how to proceed in this situation. Ross Carter noted that the potential of an additional water supply, which would belong to Cove Bay and the Municipality, would only require the majority of lots be added be in agreement. If an arrangement was made, whereby an additional water supply were to become a part of the Cove Bay Service Area, the addition of the Abbeyfield lot could be justified. He believed that the Cove Bay Local Management Committee should be brought into the process to explore this option. CAO Hadford noted that Cove Bay is trying to implement a metering system. There have been a number of requests for service but the Committee needs to identify what the capacity of the system is. Metering would help to identify what quantity of water is being used.

6 Committee of the Whole Meeting Page 6 of 10 March 24, 2003 Ross Carter noted that the Cove Bay Water Local Management Committee had already agreed that, when metering is completed and the tolls for water are reshaped, the expected water consumption would fall and then their intent would be to add portions of the system waiting to go on. RES# CW It was Moved and Seconded That the Committee of the Whole recommends that Council guarantee that potable water will be supplied to Abbeyfield Society when it is required to a maximum of $15,000. DEFEATED Four Councillors in opposition Ross Carter noted that there are wells adjacent to upper end of the system which might be a better than the Abbeyfield lot for drilling of a well and more likely to have water. The other option is that household usage may fall to a point where others can come on to the system. He believed that Council could commit to, subject to exploration of the method, supplying water to Abbeyfield and others waiting to join the system. Cove Bay Water Local Management Committee is on record as noting such. RES# CW It was Moved and Seconded That the Committee of the Whole recommend that Council request the Cove Bay Water Local Management Committee, in light of its plans for future availability of water metering and the possibility of other sources of water for the Cove Bay system, agree to supply potable water to Abbeyfield in advance of the other applicants; and That the Council liaison bring this issue up at the April 10, 2003 Cove Bay Water Local Management Committee meeting and report back to Council on April 14, CARRIED It was noted that consideration of the Community Grant application from the Abbeyfield House of Bowen Island Society be deferred until the issue can be explored with the Cove Bay Water Local Management Committee. Adjournment of Meeting Reconvening of Meeting The meeting adjourned at 12:30 p.m. The meeting reconvened at 1:14 p.m. BUSINESS ARISING FROM MINUTES Richard Underhill, Chair of the Crown Lands Committee re: The Greenheart Conservation Company s application for a License for temporary use of Crown Lands and the CAO Hadford reported that a referral request had been received from BC Assets and Lands regarding the Greenheart Conservation Company s application for a License for temporary use of Crown Lands. She noted that the process had changed and the request is concerned only with zoning and bylaw questions. As Council s input had not been requested, it had been referred directly to the

7 Committee of the Whole Meeting Page 7 of 10 March 24, 2003 proposed additions and amendment to the Islands Trust s Crown Land in the Trust Area discussion paper planner to respond to zoning questions. She agreed to request the planner to provide Council with a copy of BC Assets and Lands report. Crown Land in the Trust Area Discussion Paper Council Morse noted that a briefing at Islands Trust on February 10, 2003, the draft principles of the Crown Land in Trust Area Discussion Paper have not yet been endorsed and community review of draft principles is still required. She noted however, that the discussion paper had already been approved at the Island Trust level. She believed that Bowen Island Municipality should indicate it is prepared to endorse the discussion paper and adopt a similar document. She noted she had some questions of specific parts of the document and suggested it would be advisable to find out what has happened to the document since November Councillor Bowen noted that the response regarding the Working Forest Initiative had been sent. Comments from the Trust staff seemed to indicate some sympathy for the Trust and this document. Councillor Morse reported that she had raised a few questions to reiterate that watershed protection should be a separate point and that watershed settlement areas should not be included in the Working Forest designation. Councillors Morse and Bowen will get clarification from Islands Trust on the changes made since the last meeting. Councillor Cotter re: Community Grants Philosophy Councillor Cotter provided the Committee of the Whole with a brief history of community grants for the years He requested that Council consider invoking a philosophical framework that could be related to possible revenue or number of people in determining amount of funds to be allocated for grant assistance. Councillor Bowen suggested that since the library would be funded in perpetuity it could be taken out of the grant process or allocated to a separate category of grant. Discussion followed regarding the merits of the present process in determining amounts to be allocated for community grants. Most Committee of the Whole members believed that the amount of funds allocated for community grants should be decided on an annual basis as part of the budget process. Councillor Terry Cotter re: Monthly Staff Project Progress Report System Councillor Cotter provided the Committee of the Whole with a summary of his proposal to establish a monthly project progress report. He believed that it would be advantageous to have a monthly reporting process where the various projects would be

8 Committee of the Whole Meeting Page 8 of 10 March 24, 2003 available in written form. He felt this would assist staff and Council to keep track of all projects and decide when, or if, additional time or resources would be needed for a particular project. He suggested that the report format be created by Council and staff. A monthly reporting process would allow everyone, including community members, to track Council s progress and direction. Councillor Cotter further suggested that as project plans are identified they could be plotted on an annual calendar. He believed it would be beneficial for Council and staff to spend time identifying staff persons in charge of particular projects and plotting timelines for the items identified as Must Dos. at the 2003 Strategic Planning Session. Priorities on a calendar with milestones would assist Council in explaining to the community why certain choices have been made. He enquired whether Council would like to choose a time to develop a 12-month work plan calendar to be amended as needed. The Committee of the Whole discussed the following issues: Suggestion - the must dos could be regularly attached to the Committee of the Whole agenda with a timeline for reporting to Council; Parks and Recreation Commission have a progress report system with timeframe and person responsible; Suggestion that staff present samples; Start with minimum reporting to Council on the items identified in the Strategic Planning Session. Identify projects and block in major milestones with a deadline and if a Councillor had a specific question regarding a milestone, it could be asked. CAO Hadford provided the Committee of the Whole with a review of the present staff reporting system. She noted that staff meets twice a month to discuss ongoing projects as well a holding a technical staff meeting related to development. There is a monthly meeting between senior Municipal staff and staff from the Parks and Recreation Commission. She suggested that projects could be tied to the proposed quarterly financial report. She believed that monthly reporting would consume too much staff time. There is available a work plan from each department for everything but not just specific projects. She agreed to provide a calendar with the must dos identified at the recent Strategic Planning sessions. The Committee of the Whole agreed that the issue of a project progress report system including various samples of reporting would be added to the next regular Committee of the Whole meeting April 14, 2003.

9 Committee of the Whole Meeting Page 9 of 10 March 24, 2003 Isabell Hadford, Chief Administrative Officer re: Spring 2003 Strategic Plan Isabell Hadford, Chief Administrative Officer re: Dog Pound Facility Konrad Jaschke, Building Inspector re: Building Bylaw No. 65, 2002 Discussion and review of the Spring 2003 Strategic Plan was deferred to the April 14, 2003 regular Committee of the Whole meeting. The Committee of the Whole agreed to discuss the dog pound facility issue at the March 24, 2003 Council meeting. Konrad Jaschke, Building Inspector provided the Committee of the Whole with a status report on Building Bylaw No. 65, He noted the following: Bylaw No. 65, 2002 was sent to the Municipal solicitor after first reading and suggested changes were made; A public meeting was held and minor changes had been made; Appendix A - permit owner signs to acknowledge responsibility; Appendix H evidence for the Municipality that the applicant is aware of his responsibility; Green Building Checklist is included in the Bylaw, as Council had requested. Councillor Boyd noted that Section 44 is in conflict with Appendix H. From his perspective it seemed that the Municipality is contracting out of liability with respect to the bylaw and increasing the fees for the builders, which sends an unfair message to the builder. Konrad Jaschke replied that the liability is being put where it should have been - with the Builder. In the past the Building Inspector was looked at as giving warranty and this is what we want now to prevent. Rod Le Roy questioned the need for a Building Inspector by the Municipality. If, as a builder, he is forced to sign Appendix H, it would be his insurance provider who would do the inspection. In the past the insurance provider would have relied on the Building Inspector s report. Legal advice had indicated that the Municipality could not force anyone to sign Appendix H. What does the Municipality do if the form is not signed? Secondly what happens if there is a conflict between the Building Inspector and the builder? He felt that inspection was being provided without any service to go with it. He suggested that the building permit fee be changed to an infrastructure fee. CAO Hadford commented that the building permit fees had not been increased since 1996 but the cost of processing applications had. She noted that the Municipality will continue to provide building inspections and process applications.

10 Committee of the Whole Meeting Page 10 of 10 March 24, 2003 Councillor Leigh left the meeting at 2:55 p.m. Councillor Morse noted the following: Appendix G Green Design Building Checklist are not enforceable and suggested legal advice be obtained regarding the inclusion of this appendix in the bylaw; Suggestion to have the checklist as a separate handout which would be better for promotional purposes; Appendix H Suggestion to change the title as it is not a guide; Appendix B is missing from the bylaw. Konrad Jaschke agreed to request legal opinion regarding the above concerns and report back on the outcome for Appendix H and whether Appendix G -the Green Design Building Checklist should or should not be included in the bylaw. Notes of the Public Information Meeting re: Building Bylaw held on March 4, 2003 ADJOURNMENT The Committee of the Whole reviewed the notes of the Public Meeting regarding the Building Bylaw held on March 4, The meeting adjourned at 3:25 p.m. Certified Correct: Lisa Barrett Mayor Isabell Hadford Chief Administrative Officer