COUNCIL-IN-COMMITTEE MEETING Monday, February 26,2018

Transcription

1 CoQuitlam City of Coquitlam MINUTES - REGULAR COMMITTEE MEETING COUNCIL-IN-COMMITTEE MEETING Monday, February 26,2018 A Regular Meeting of the Council-in-Committee convened on at 2:01 p.m. in the Council Committee Room, City Hall, 3000 Guildford Way, Coquitlam, BC with the following persons present: COMMITTEE MEMBERS: STAFF: Mayor Richard Stewart (arrived at 2:02 p.m.) Councillor Brent Asmundson Councillor Craig Hodge Councillor Dennis Marsden Councillor Terry O'Neill Councillor Teri Towner (arrived at 2:02 p.m.) Councillor Mae Reid Councillor Chris Wilson Councillor Bonita Zarrillo Pete Steblin, City Manager John DuMont, Deputy City Manager Raul Allueva, General Manager Parks, Recreation and Culture Services Jozsef Dioszeghy, General Manager Engineering and Public Works Andreea Toma, General Manager Strategic Initiatives Jim Mclntyre, General Manager Planning and Development Michelle Hunt, General Manager Finance and Technology Jim Ogloff, Fire Chief Sean Maloney, RCMP Superintendent George Fujii, Director Development Services Nikki Caulfield, Director HR and Corporate Planning Ian Radnidge, Director Strategic Projects Bob Ambardar, Director City Lands Kathleen Vincent, Manager Corporate Communications Steffanie Warriner, Manager Environmental Services Dan Mooney, Manager Transportation Danny Bandiera, Manager Information and Communication Technology Andrew Merrill, Manager Community Planning Eric Kalnins, Tourism Manager Wendy Wiederick, Parks Operations Manager Rhonda Anderson, Revenue Services Manager James Andrusiw, Application Services Manager Darren Browett, Technical Services Manager Darlene Soque, ICT Project Manager Brent Galpin, Telecom Services Manager Tyler Kuny, Senior Transportation Planning Engineer Chris McBeath, Major Project Planner File#: /601/ Doc#: V1

2 Page 2 Rebecca Chaster, Planner l Jay Gilbert, City Clerk Sean O'Melinn, Legislative Services Manager Rachel Cormack, Committee Clerk OTHERS PRESENT: Phi Ho, Technology Consultant, Aspyr Technology Consultation Councillor Hodge, as per the Acting Mayor schedule, assumed the role of Chair at this time. icalttq.orderv- i Mayor Stewart arrived at this time (2:02 p.m.). Councillor Towner arrived at this time (2:02 p.m.). ADOPTION OF KAINUTES. : ^ ^, :: 1. Minutes of the Council-in-Committee Meeting held on Monday, February 19, 2018 A member of the Committee requested clarification in regards to the phrasing of Question 3 on page 6 of the minutes and the outcome of said question. The Committee clarified that the Question and subsequent staff direction requested a reduction of line items by combining the Police Services line item into the Municipal Services line item. The Minutes of the Council-in-Committee Meeting held on Monday, February 19, 2018 were approved. DELECATIO NS. 2. Austin Heights Business Improvement Association - Request Transitional Tax Exemption Bylaw for Austin Heights Area Ms. Lisa Landry of the Austin Heights Business Improvement Association appeared before the Committee. She introduced the executive members of the Austin Heights Business Improvement Association, and invited members of her delegation to introduce themselves and the businesses they represented in the Austin Heights area. Ms. Landry noted that an increase in the Austin Heights area property values have resulted in an increase in property taxes which she believes will drive many small business owners in the area out of business. She referenced the BC Assessment presentation to Council-in-Committee on February 19, 2018 and noted that she believed that the information they provided did not fully explain the property tax increase. She stated that File#: /601/ Doc#: V1

3 Pages she contacted the Honourable Selina Robinson's office and received direction from an aide to the Minister that the City of Coquitlam could provide an exemption on specific area's property taxes through a provision in the Co/r7mL/n/ty C/7orfer. She stated that other municipalities, specifically the City of Richmond, had implemented such bylaws. Ms. Landry requested information that would explain why the Austin Heights Community Plan did not uniformly affect property values. In response to a question from Ms. Landry, the General Manager Planning and Development provided background information relative to the Austin Heights Community Plan and property values. He noted some factors that may impact land values. Ms. Landry requested assurances from staff and Council that there would be tax relief provided to protect the businesses in the Austin Heights area. Discussion ensued relative to the following: That staff are unable to make assurances of property tax relief That the City of Coquitlam has no role in the assessment of property values The potential solutions the City of Coquitlam is pursuing to assist businesses with the impact Of higher assessments In response to a question from the Committee, the General Manager Finance and Technology provided information regarding the application of the bylaw proposed under the Community Charter (revitalization bylaw), how the City collects property tax, and the potential impacts of providing exemptions. The need for the province to change the property assessment process as BC Assessment is governed by provincial legislation The Issue of implementing a similar bylaw as the City of Richmond That the City has been implementing a yearly 'tax shift' to slowly move taxes from commercial to residential properties to correlate with the increase of housing in Coquitlam The understanding that BC Assessment is doing what it can under the current legislation The belief that properties should be taxed at the rate that they are zoned for The desire to direct staff to create a municipal solution until the province is able to create legislative change The possibility of reversing or reinstating the moratorium on height restrictions In response to a question from the Committee, the General Manager Planning and Development stated that the City could amend the Austin Heights Official Community Plan because it is a bylaw. He noted the requirements of BC Assessment to adjust property File#: /601/ Doc#: V1

4 Page 4 assessments. He stated the potential issues with reversing the building height moratorium. Discussion continued relative to the possibility of moving businesses into other buildings. In response to a question from the Committee, the General Manager Planning and Development noted the consultation and notification process that the City undertook regarding removing the building height moratorium in the Austin Heights area. Discussion continued relative to the desire to have City staff work with the Austin Heights Business Improvement Association to ease businesses and property owners through the property assessment changes. The General Manager Planning and Development noted that both the Planning and Development, and Finance and Technology departments could create a scope and process report to provide Council with a full understanding of consultation options, if directed by Council. The General Manager Finance and Technology described the process that would be required to implement a revitalization bylaw if directed by Council and that it would not affect property taxes until the next assessment period in She provided an update as to the work the City of Vancouver has been pursuing in terms of relieving the burden of property assessments for businesses. The General Manager Planning and Development noted the process of establishing a revitalization bylaw in Maillardville and that it was designed to ease the 'improvement' portion of the property tax bill rather than the land assessment. Discussion ensued relative to the following: The desire to protect the Austin Heights business area The process the City of Richmond undertook to establish their City Centre Transitional Property Tax Exemption Bylaw The General Manager Finance and Technology noted that it took the City of Richmond 4 years to get the province to pass a bill in provincial legislature to approve their time limited bylaw. She noted that it was not renewed by the province. Councillor Zarrillo left atthis time (2:47 p.m.) Discussion continued relative to the issue of property speculation affecting property values regardless of restrictions in building height. Councillor Towner left at this time (2:50 p.m.) File#: /601/ Doc#; V1

5 Page 5 Councillor Zarrillo retuned at this time (2:51 p.m.) Discussion continued relative to the issue of property being assessed for its residential potential yet being taxed at a commercial rate. Councillor Towner returned at this time (2:52 p.m.) The potential effect of allowing property tax deferral The desire to assist both the property owners and business owners in the Austin Heights area Clarification as to what the Austin Heights Business Improvement Association is requesting In response to a question from the Committee, Ms. Landry noted that she does not know what the overall membership of the Business Improvement Association would request to address the land value property assessment issue. She noted that she could bring the issue to the Association to see what they would be interested in seeing moving forward. The responsibilities of the provincial government with respect to housing supply and assisting businesses to adjust to increasing assessments The desire to invite the Minister's aide to explain the direction given to Ms. Landry That property assessments are subject to appeal In response to a question from the Committee, the General Manager Finance and Technology noted that a provincial tax deferral program similar to the provincial residential program would be established through provincial legislation. The Chair provided an overview of the previous discussion with the intention of directing staff to send a letter to the Minister. The General Manager Finance and Technology noted the City of Vancouver's work to provide split assessments and split billing on properties. the Committee conducted a "straw poll" to generate direction for staff. The Chair put the following question to the Committee: File#: /601/ Doc#: V1

6 Page 6 Question l: Should the Committee direct staff to send a letter to the Honourable Selina Robinson regarding the concerns of Council and the impact of increased business property assessments in the Austin Heights area including: The unintended consequences of creating greater residential housing density through Official Community Plan changes and the resulting taxation of business properties at a commercial rate at an assessment value based on potential residential development; Clarification of the application of section 226 of the Community Charter and the ability to use the provision to provide an exemption from property tax to businesses; The ability of the province to provide a tax deferment system for businesses; and The ability of the province to provide split assessments? The Committee agreed to direct staff to send a letter to the Honourable Selina Robinson. Discussion ensued relative to the desire to receive input from the Austin Heights Business Improvement Association. The General Manager Planning and Development noted that there could be a consultatio^n process between City staff and the Austin Heights Business Improvement Association to discuss what kind of policy the City considers. The Committee directed staff to liaise with the Austin Heights Business Improvement Association to discuss possible methods of property tax easement including the potential reinstatement of the moratorium and return to Council with a report regarding the discussion. Discussion continued relative to the limitations of implementing a revitalization bylaw. The Committee thanked Ms. Landry and the Austin Heights Business Improvement Association for their presentation. REPORTS l\la IT' IV 1 C )F STA \v. 3. Parks Water Management Review The General Manager Parks, Recreation and Culture Services provided introductory comments relative to the report. He noted that this is additional information to a Bylaw being presented at the February 26 Regular Council Meeting by the Engineering and Public Works department in regards to water management in the City. He noted the creation of the Water Management Plan that was developed between the Parks, Recreation and Culture Services and Engineering and Public Works departments to better manage water conservation efforts during the summer season. File#; /601/ Doc#: V1

7 Page 7 Discussion ensued relative to the following: The possibility of increasing rain water collection capacity Clarification that the report is focused on potable water conservation The Chair of the Committee provided a photograph on-screen of Town Centre Park in He noted that due to drought conditions that year, many of the cedar trees died due to low water conditions. The desire to utilize zone specific irrigation to protect trees during low water conditions The various watering processes utilized to protect horticulture in Coquitlam parks during low water conditions Theweatherconditionsthat resulted in the drought and stage three water conservation in 2015 The possibility of utilizing Lafarge Lake as a source of water to irrigate surrounding trees The Parks Operation Manager noted that Lafarge Lake is a function feature within Town Centre Park, and that removing water for tree irrigation could have unintended consequences. The City Manager noted that there are water outflow pipes in Lafarge Lake for the fire department to utilize in case of emergency. The possibility of operating spray parks with recycled water The desire to manage streetscape designs to ensure they remain visually appealingyear round The Parks Operation Manager noted that City Park staff will be auditing the amount of water utilized during low water conditions to ensure the minimum amount of water is being used to maximum potential. The Deputy City Manager noted that the City of Vancouver is developing a study on the preservation and utilization of rain water as well as recycled water in The Committee received the report of the General Manager Parks, Recreation and Culture Services dated February 20, 2018 and entitled "Parks Water Management Review" for information. 4. Pipeline Road Functional Design - Community Feedback - Second Session The General Manager Engineering and Public Works appeared before the Committee to provide introductory comments relative to the report. He noted that it is an update on the File #: /601/ Doc #; V1

8 Page 8 Pipeline Road Functional Design Community Feedback Session. He stated that the design favoured by public feedback will require the removal of more trees than other options available. Discussion ensued relative to the following: Clarification that Pipeline Road is designated as a temporary truck route The potential for Pipeline Road to become a permanent truck route The designation of Pinetree Way as a permanent truck route The possibility of transferring the permanent truck route from Pinetree Way to Pipeline Road The desire for a consultation process with truck companies and gravel pit " operators as to the benefit of Pipeline Road being a permanent truck route The desire for a comprehensive public consultation in regards to the Pipeline Road redevelopment and the possible impact it would have on current trees in the area In response to a question from the Committee, the Manager Transportation noted that there were extensive visual representations as to the trees that would be affected at the public consultation. He stated that he believed that the trees that would be removed were less preferable to the designed streetscapes in the option that was chosen via public consultation. He also noted that some of the removed trees would be able to be relocated instead of destroyed. The Committee received the report of the General Manager Engineering and Public Works dated February 16, 2018 and entitled "Pipeline Road Functional Design - Community Feedback - Second Session" for information. New Curbside Garbage Collection Schedule and Zone Changes Rollout - Update The General Manager Engineering and Public Works appeared before the Committee to provide introductory comments relative to the report. He noted that the Engineering and Public Works department has been working towards enhancing curbside pickup to allow for split collection days. He noted that the changes are substantial but should reduce the amount of human-bear conflicts reported in previous years due to garbage cans being left curbside overnight. Discussion ensued relative to the following: The belief that public notification is important Potential methods of notification delivery The current process of public notification being used to advertise the new collection schedule Concern in regards to having recycle collection not being synchronized with the garbage and green waste collection In response to a question from the Committee, the Manager Environmental Services noted that the ultimate goal of the new collection times was to reduce wildlife attractants. She noted that RecycleBC believes that due to its pickup efficiency it cannot File#; /601/ Doc#: V1

9 Page 9 stagger collection to correspond with the City's garbage and green waste collection. She stated that residents will still have the benefit of having collection on the same day. Clarification as to the history of RecycleBC's contract with the City of Coquitlam and the possibility of there being a review period on their contract The City Manager noted that upon agreeing to a contract with RecycleBC the City was required to fulfill contractual obligations as laid out by the province. He stated that in return the City was able to reduce utility taxes for residents. Utilizing additional trucks during the transition period to ensure garbage collection The belief that the collection service provided by the City and RecycleBC is optimal The desire for Coquitlam to remain a leader in recycling standards Concern that increasing garbage and green waste collection to once a week during the transition period will creation confusion In response to a question from the Committee, the Manager Environmental Services noted that due to the collection cycle shift, some residents would have missed collection for 3 weeks. She noted that moving to a short period of weekly pick up will allow people to reset their garbage collection cycle. She stated that there is notification on the temporary nature of the weekly collection; Discussion continued relative to the structure of the notification insert. In response to a question from the Committee, the Manager Environmental Services noted thatthere will be an increase in customer service staff during the schedule transition and that the City welcomes residents contacting customer service in regards to questions towards the new collection schedule. The Committee received the report of the General Manager Engineering and Public Works dated February 20, 2018 and entitled "New Curbside Garbage Collection Schedule and Zone Changes Rollout - Update" for information. 6. Capital Construction Projects Update - February 2018 The General Manager Strategic Initiatives appeared before the Committee to provide introductory comments relative to the report. She noted that this is one of two yearly reports committed to Council on Gonstruction updates. Discussion ensued relative to the potential for future park development to be completed by City of Coquitlam construction crews in the same manner as the Parks, Recreation and Culture Services Park Blitz project. File#: /601/ Doc#: V1

10 Page 10 In response to a question from the Committee, the General Manager Parks, Recreation and Culture Services noted that the Park Blitz project is completed with City construction crews. He stated that the City staff would be unable to complete all the work required for Parks, Recreation and Culture Services projects. He noted that the Parks, Recreation and Culture Services department could keep track of construction statistics on how much work is completed by City staff. The desire to continue the partnership with developers to construct parks Potential locations for accessible public washrooms in the Burquitlam area Councillor Reid left at this time (4:03 p.m.) The desire for the Committee to be able to review the Poirier Sport and Leisure Complex expansion blueprints The logistics of upgrading Poirier Sport and Leisure Complex to create as little disruption to programs and ice rentals as possible The details of the Poirier Sport and Leisure Complex expansion Councillor Reid returned at this time (4:07 p.m.) Staff agreed to provide a report on the design of the expansion to the Committee prior to the tender being awarded. The Committee received the report of the General Manager Strategic Initiatives dated February 16, 2018 and entitled "Capital Construction Projects Update - February 2018" for information. 7. Technology Roadmap The General Manager Finance and Technology appeared before the Committee to provide introductory comments relative to the report. She noted that the report was developed over the past year to provide the City with a focused path in terms of technological development. She stated that the Technology Roadmap will eventually allow the Information, Communication and Technology (ICT) department to move forward from being a service provider to being a strategic business partner with other departmerits. She highlighted a few ICT strategies she believed to be particularly exciting for the Committee. The Manager Information and Communications Technology provided an on-screen presentation entitled "Technology Roadmap Presentation" and referred to slides titled as follows: ICT Current State Assessment What is a Technology Roadmap? Six Enabling Technology Strategies Implementation Timeframe Implementation Approach File#: /601/ Doc#: V1

11 Page 11 Resourcing 2018 Key Initiatives Next Steps Thankyou! Discussion ensued relative to how the City of Coquitlam would implement large technological strategies. In response to a question from the Committee, the General Manager Finance and Technology noted that the Technology Roadmap has been designed to allow Coquitlam to be proactive in adopting new technologies that will better enhance Coquitlam. She stated that this is designed to be an annual report to keep Council apprised on the technological advancements embraced by Coquitlam. The belief that technology is evolving into something that is integral to resident's lives Applications utilized by other municipalities that allow residents to engage with their local governments The desire for applications and technology to not supersede personal engagement with residents The possibility of utilizing technology advancements, such as information kiosks, to be a potential avenue of providing public notification The belief that the structure of the Technology Roadmap will keep ICT within budget The General Manager Finance and Technology noted that by utilizing incremental implementation of new technologies will allow residents to provide feedback on usability and design. Discussion continuedfelative to the following: The possibility of developing a cell phone Wi-Fi system to track people who might get lost within Coquitlam parks Privacy issues with respect to locating people through cell phone Wi-Fi systems The possibility of creating technology to assist the RCMP and Coquitlam Fire department Clarificafion of the scope of the future Coquitlam engagement application The (Ceneral Manager Finance and Technology noted that when the application is launched it will not have full functionality. Functiohalityvvill be upgraded incrementally. The desire for Council to be able to provide feedback as to the name of the Coquitlam engagement application The desire to have an update as to the amount of people utilizing the solar power device charging stations File#: /601/ Doc#: V1

12 Page 12 The potential service of the new data points for staff to utilize when providing information to Council The potential designs of information kiosks Clarification that the corporate website upgrade will encompass both design and software The future update of Council webcasting technology The Committee received the report of the General Manager Finance and Technology dated February 12, 2018 and entitled "Technology Roadmap" for information. OfHER:BUSINE^- '. " ' "t-! OB-1 Notification Process for the Expansion of the Housing Choices Program A member of the Committee sought clarification regarding the consultation and notification processes with respect to Item 2 (City of Coquitlam Zoning Amendment Bylaw No. 4807, 2018) of the Public Hearing scheduled for February 26, In response to a question from the Committee, the General Manager Planning and Development advised that through the/.oco/government Act that mail notification is not required if 10 or more properties owned by 10 or more persons are the subject of the bylaw amendment. Discussion ensued relative to the following: The notification process for Public Hearing Items Possible avenues for further notification efforts The General Manager Planning and Development provided the Committee with the options available to Council when considering the text amendment that evening. The City Clerk noted that withdrawing the item and requesting further work by staff would eventually lead to another Public Hearing if Council supported the proposed changes at first reading. He clarified that the City's policy with regard to notification is based upon the structure established by legislation. He also noted that public notification differs from public consultation. The difficulty of reaching the public when there is a cultural shift away from newspapers and other traditional approaches The belief that legislation has not kept current with the evolving needs of the Community and that we are currently in a transitional phase The desire for Council to be able to hear from the public on issues that will affect their properties/neighbourhoods File#: /601/ Doc#: V1

13 Page 13 The desire to make a Committee Recommendation to withdraw Item 2 from the Public Hearing arid have staff undertake a more robust consultation process The desire to further review the process for public notification and consultation The desire to improve clarity and ensure that residents are aware of terminology used by the City to describe individual neighbourhoods within Coquitlam In response to a question from the Committee, the City Manager provided clarification regarding the process to consider recommendation made by Committees. The City Clerk noted the options available to Council should it desire to withdraw the Public Hearing Item from the agenda. He noted that announcing the Item 2 withdrawal would provide Council the opportunity to inform the residents that their feedback was received and that it would be considered as part of the renewed consultation process. Discussion continued relative to the desire to consider the expansion of the Housing Choices Program in conjunction with a review of'monster houses'. The Committee recommends: COMMITTEE RECOMMENDATION That Council direct staff to withdraw the application relating to City of Coquitlam Zoning Amendment Bylaw No. 4807, 2018 and that the Mayor communicate the context of that decision, and anticipated next steps, to those present at the start of the February 26, 2018 Public Hearing. The Committee directed that this recommendation be considered at the start of the Council Meeting scheduled to take place immediately following the adjournment of the Council-in-Committee Meeting. Nil!!jrMEE IJ^Gj mte; ^Marchl5tS?il!iiil j#^ File#: /601/ Doc#; V1

14 Page 14 ArkirtllDWiAACMT ' ^ ' - '.. ADJOURNMENT vi f/ }.. The meeting adjourned at 5:19 p.m. MINUTES GERTIFIED CORRECT CHAIR I hereby certify that I have recorded the Minutes of the Council-in-Committee Meeting held Monday, February 26, 2018 as instructed, subject to amendment and adoption. Rachel Cormack Committee Clerk File#: /601/ Doc#: V1