GREATER VANCOUVER WATER DISTRICT (GVWD) BOARD OF DIRECTORS

Transcription

1 Meeting 4 of 7 GREATER VANCOUVER WATER DISTRICT (GVWD) BOARD OF DIRECTORS REGULAR BOARD MEETING Friday, February 24, :00 A.M. 2 nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia Membership and Votes A G E N D A 1 A. ADOPTION OF THE AGENDA 1. February 24, 2017 Regular Meeting Agenda That the GVWD Board adopt the agenda for its regular meeting scheduled for February 24, 2017 as circulated. B. ADOPTION OF THE MINUTES 1. November 25, 2016 Regular Meeting Minutes That the GVWD Board adopt the minutes for its regular meeting held November 25, 2016 as circulated. C. DELEGATIONS D. INVITED PRESENTATIONS E. CONSENT AGENDA Note: Directors may adopt in one motion all recommendations appearing on the Consent Agenda or, prior to the vote, request an item be removed from the Consent Agenda for debate or discussion, voting in opposition to a recommendation, or declaring a conflict of interest with an item. 1 Note: Recommendation is shown under each item, where applicable. February 16, 2017 Greater Vancouver Water District - 1

2 GVWD Board Agenda February 24, 2017 Agenda Page 2 of 3 1. CLIMATE ACTION COMMITTEE REPORTS Water Sustainability Innovation Fund Applications That the GVWD Board approve the allocation from the Water Sustainability Innovation Fund for the following projects: a) Earthquake Early Warning System: $100,000; and b) Smart Watering App: $80, UTILITIES COMMITTEE REPORTS 2.1 Transfer of Sewerage, Drainage and Water Facilities Policies That the GVWD Board approve the Transfer of Water Facilities Policy as presented in the report dated January 16, 2017, titled Transfer of Sewerage, Drainage and Water Facilities Policies. 2.2 Watershed Access Policy That the GVWD Board approve the revised Watershed Access Policy as presented in the report dated January 30, 2017 titled Watershed Access Policy. 2.3 Agreement for Beneficial Use of Drinking Water Treatment Residuals with Lafarge Canada Inc. That the GVWD Board authorize: a) A three-year agreement to supply Lafarge Canada Inc. with drinking water treatment residuals for beneficial use as raw material in its cement manufacturing process, at a total cost of up to $1.3M; and b) The Commissioner and the Corporate Officer to execute the required documentation. F. ITEMS REMOVED FROM THE CONSENT AGENDA G. REPORTS NOT INCLUDED IN CONSENT AGENDA H. MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN I. OTHER BUSINESS J. BUSINESS ARISING FROM DELEGATIONS K. RESOLUTION TO CLOSE MEETING Note: The Board must state by resolution the basis under section 90 of the Community Charter on which the meeting is being closed. If a member wishes to add an item, the basis must be included below. That the GVWD Board close its regular meeting scheduled for February 24, 2017 pursuant to the Community Charter provisions, Section 90 (1) (k) as follows: Greater Vancouver Water District - 2

3 GVWD Board Agenda February 24, 2017 Agenda Page 3 of 3 90 (1) A part of a board meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following: (k) negotiations and related discussions respecting the proposed provision of a regional district service that are at their preliminary stages and that, in the view of the board or committee, could reasonably be expected to harm the interests of the regional district if they were held in public. L. RISE AND REPORT (Items Released from Closed Meeting) M. ADJOURNMENT/CONCLUSION That the GVWD Board adjourn/conclude its regular meeting of February 24, Greater Vancouver Water District - 3

4 Section B 1 GREATER VANCOUVER WATER DISTRICT BOARD OF DIRECTORS Minutes of the Regular Meeting of the Greater Vancouver Water District (GVWD) Board of Directors held at 10:07 a.m. on Friday, November 25, 2016 in the 2 nd Floor Boardroom, 4330 Kingsway, Burnaby, British Columbia. MEMBERS PRESENT: Port Coquitlam, Chair, Director Greg Moore Vancouver, Vice Chair, Director Raymond Louie Anmore, Director John McEwen Belcarra, Director Ralph Drew Burnaby, Alternate Director Pietro Calendino for Sav Dhaliwal Burnaby, Director Derek Corrigan Coquitlam, Director Craig Hodge Coquitlam, Director Richard Stewart Delta, Director Lois Jackson Electoral Area A, Director Maria Harris Langley City, Director Rudy Storteboom Langley Township, Director Charlie Fox Langley Township, Alternate Director Jack Froese for Bob Long Maple Ridge, Director Nicole Read New Westminster, Director Jonathan Coté North Vancouver City, Director Darrell Mussatto North Vancouver District, Director Richard Walton Pitt Meadows, Director John Becker Port Moody, Director Mike Clay Richmond, Director Malcolm Brodie Richmond, Director Harold Steves Surrey, Alternate Director Tom Gill for Linda Hepner Surrey, Director Bruce Hayne Surrey, Alternate Director Starchuk for Mary Martin Surrey, Director Judy Villeneuve Surrey, Alternate Director Woods for Barbara Steele Tsawwassen, Director Bryce Williams Vancouver, Director Heather Deal Vancouver, Director Geoff Meggs Vancouver, Director Andrea Reimer Vancouver, Director Gregor Robertson Vancouver, Director Tim Stevenson West Vancouver, Director Michael Smith Commissioner Carol Mason (Non-voting member) MEMBERS ABSENT: Burnaby, Director Colleen Jordan Vancouver, Director Kerry Jang STAFF PRESENT: Agata Kosinski, Assistant to Regional Committees, Board and Information Services Chris Plagnol, Corporate Officer A. ADOPTION OF THE AGENDA 1. November 25, 2016 Regular Meeting Agenda It was MOVED and SECONDED That the GVWD Board adopt the agenda for its regular meeting scheduled for November 25, 2016 as circulated. CARRIED Minutes of the Regular Meeting of the Greater Vancouver Water District (GVWD) Board of Directors held on Friday, November 25, 2016 Page 1 of 4 Greater Vancouver Water District - 4

5 B. ADOPTION OF THE MINUTES 1. October 28, 2016 Regular Meeting Minutes C. DELEGATIONS No items presented. It was MOVED and SECONDED That the GVWD Board adopt the minutes for its regular meeting held October 28, 2016 as circulated. CARRIED D. INVITED PRESENTATIONS No items presented. E. CONSENT AGENDA It was MOVED and SECONDED That the GVWD Board adopt the recommendations contained in the following items presented in the November 25, 2016 GVWD Board Consent Agenda: 1.1 Water Wagon Program & Water Restrictions Communications 2016 Update 1.2 Regional Water Conservation Campaign 2016 Update 1.3 Water Shortage Response Plan Review Update CARRIED The items and recommendations referred to above are as follows: 1.1 Water Wagon Program & Water Restrictions Communications 2016 Update Report dated September 30, 2016 from Larina Lopez, Corporate Communications Division Manager, External Relations, providing an update of Metro Vancouver s 2016 engagement activities with the Water Wagon and Tap Water Team and water restrictions communications. Recommendation: That the GVWD Board receive for information the report titled Water Wagon Program & Water Restrictions Communications 2016 Update dated September 30, Adopted on Consent 1.2 Regional Water Conservation Campaign 2016 Update Report dated September 30, 2016 from Larina Lopez, Corporate Communications Division Manager, External Relations, updating the Board on the 2016 regional water conservation campaign, supported in part by the Water Sustainability Innovation Fund. Minutes of the Regular Meeting of the Greater Vancouver Water District (GVWD) Board of Directors held on Friday, November 25, 2016 Page 2 of 4 Greater Vancouver Water District - 5

6 Recommendation: That the GVWD Board receive for information the report titled Regional Water Conservation Campaign 2016 Update, dated September 30, Adopted on Consent 1.3 Water Shortage Response Plan Review Update Report dated November 10, 2016 from the Utilities Committee together with report dated November 2, 2016 from Inder Singh, Director, Policy, Planning and Analysis, and Nermine Tawfik, Acting Program Manager, Public Involvement, Water Services, updating the Board on the status of the Water Shortage Response Plan (WSRP), and seeking authorization to consult on the proposed changes. Recommendation: That the GVWD Board: a) Receive for information the report titled Water Shortage Response Plan Review Update, dated November 10, 2016; and b) Direct staff to consult on the proposed changes to the Water Shortage Response Plan. Adopted on Consent F. ITEMS REMOVED FROM THE CONSENT AGENDA No items presented. G. REPORTS NOT INCLUDED IN CONSENT AGENDA No items presented. H. MOTIONS FOR WHICH NOTICE HAS BEEN GIVEN No items presented. I. OTHER BUSINESS No items presented. J. BUSINESS ARISING FROM DELEGATIONS No items presented. Minutes of the Regular Meeting of the Greater Vancouver Water District (GVWD) Board of Directors held on Friday, November 25, 2016 Page 3 of 4 Greater Vancouver Water District - 6

7 K. RESOLUTION TO CLOSE MEETING It was MOVED and SECONDED That the GVWD Board close its regular meeting scheduled for November 25, 2016 pursuant to the Community Charter provisions, Section 90 (1) (e) as follows: 90 (1) A part of a board meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following: (e) the acquisition, disposition or expropriation of land or improvements, if the board or committee considers that disclosure could reasonably be expected to harm the interests of the regional district. CARRIED L. RISE AND REPORT (Items Released from Closed Meeting) No items presented. M. ADJOURNMENT/CONCLUSION It was MOVED and SECONDED That the GVWD Board adjourn its regular meeting of November 25, CARRIED (Time: 10:07 a.m.) CERTIFIED CORRECT Chris Plagnol, Corporate Officer Greg Moore, Chair FINAL Minutes of the Regular Meeting of the Greater Vancouver Water District (GVWD) Board of Directors held on Friday, November 25, 2016 Page 4 of 4 Greater Vancouver Water District - 7

8 Section E 1.1 To: From: Climate Action Committee Inder Singh, Director, Policy, Planning and Analysis, Water Services Department Date: January 20, 2017 Meeting Date: February 1, 2017 Subject: 2017 Water Sustainability Innovation Fund Applications RECOMMENDATION That the GVWD Board approve the allocation from the Water Sustainability Innovation Fund for the following projects: a) Earthquake Early Warning System: $100,000; and b) Smart Watering App: $80,000 PURPOSE This report summarizes the staff evaluation of applications for support from the GVWD Sustainability Innovation Fund and provides recommendations for the Climate Action Committee s consideration. BACKGROUND The Water Sustainability Innovation Fund was created by the Board in 2004 to provide financial support to water utility projects that contribute to the region s sustainability. The GVWD Board adopted the GVWD Sustainability Innovation Fund Policy on June 27, 2014, with further amendments in 2016, to guide the use and management of the Fund. The Policy describes a process of generating, submitting, evaluating and recommending proposals for funding each year. The Climate Action Committee is responsible for overseeing the Fund, and for making all funding recommendations to the Board. Staff assist the Climate Action Committee in reviewing and evaluating all proposals that are submitted for consideration. This report brings forward the 2017 projects recommended for consideration of funding for the Water Sustainability Innovation Fund. WATER SUSTAINABILITY INNOVATION FUND POLICY On an annual basis, Water projects are submitted to an internal staff Steering Committee, representing a cross-section of the organization, to evaluate projects and initiatives based on the Board s evaluation criteria. Evaluation criteria includes the following elements: Consistent with the portfolio of responsibilities of the Water function within Metro Vancouver; Contribute to the sustainability of GVWD infrastructure, facilities and/or operations; Support resource conservation, organizational climate change and energy objectives, integrated resource recovery, and water research; Demonstrate innovation; and Facilitate action. Greater Vancouver Water District - 8

9 2017 Water Sustainability Innovation Fund Applications Climate Action Committee Meeting Date: February 1, 2017 Page 2 of 4 The Sustainability Innovation Fund is designed to support projects of the water utility that contribute to the region s sustainability objectives as captured in the Drinking Water Management Plan and the Board Strategic Plan. The Fund will be used to support the following types of projects: Opportunity projects in the capital project planning process. Generally, opportunity projects benefit from a demonstration or pilot project stage or require a payback period that is longer than normally considered in the capital planning process at Metro Vancouver. Innovative projects that are outside the drinking water core functions that address crosscutting organizational objectives. Public engagement and education programs designed to change behaviour or otherwise involve residents and businesses in the realization of the goals of the Drinking Water Management Plan or the Board Strategic Plan. On an annual basis the Climate Action Committee receives a report on the projects supported by the Fund including the deliverables, outcomes, and the measurable benefits of these projects to the region s sustainability APPLICATION PROCESS An internal call for proposals within Water Services closed in November, 2016 and three proposals were considered by the cross-departmental Sustainability Innovation Fund Steering Committee, comprised of representatives from seven different departments within Metro Vancouver. STEERING COMMITTEE REVIEW In December 2016, the Steering Committee evaluated the submissions and determined two of the proposals have superior merit with strong alignment to promoting regional sustainability and innovation. The two proposals readily met the criteria established in the Policy for the Fund and demonstrated a clear understanding of the dimensions of sustainability. The proposals deemed deserving of financial support under the Sustainability Innovation Fund are listed in the table below with additional detail provided in the executive summaries (Attachment 1). The projects recommended for funding by the Steering Committee are presented in the following table: Recommended allocation from the Water Sustainability Innovation Fund Project Title Year Amount Requested Earthquake Early Warning System 2018 $100,000 Smart Watering App 2018 $80,000 Total $180,000 Greater Vancouver Water District - 9

10 2017 Water Sustainability Innovation Fund Applications Climate Action Committee Meeting Date: February 1, 2017 Page 3 of 4 Earthquake Early Warning System This project will investigate the opportunities and benefits of installing primary (P-wave) monitoring devices on critical water infrastructure that would potentially provide a 30 to 90 second warning before an earthquake. The project will permit Metro Vancouver to explore the opportunities for an early warning system that could potentially enhance business continuity in the provision of water to the region in the event of a major earthquake. It may also speed up the restoration of services to some or all areas of the region due to steps undertaken to minimize earthquake impacts on people and infrastructure. The knowledge gained from this project will be directly transferable to the protection of other Metro Vancouver infrastructure, such as the liquid waste system and housing assets. The project will build capacity in the region for assessing the usefulness of early warning systems as well as reducing impacts on the natural environment. Smart Watering App The Smart Watering App will be a tool for residents and businesses providing easy to understand advice on outdoor watering needs based on the Water Shortage Response Plan (WSRP) watering restrictions, historical and forecasted weather data, landscape characteristics and other userspecified factors. This application will be similar in appearance to a local 7-day weather forecast, with simple easy to follow instructions on how long to water various landscapes. The project will produce an online application accessible through the Metro Vancouver website as well as Android and ios versions of the application. Further details on the project proposals are provided in the executive summaries included in the Attachment to this report. ALTERNATIVES 1. That the GVWD Board approve the allocation from the Water Sustainability Innovation Fund for the following projects: a) Earthquake Early Warning System: $100,000; and b) Smart Watering App: $80, That the GVWD Board receive for information the report dated January 17, 2017, titled 2017 Water Sustainability Innovation Fund Applications and provide alternate direction to staff. FINANCIAL IMPLICATIONS As of December 31, 2016, the balance in the Water Sustainability Innovation Fund was $10.42 million. If the Board approves alternative one, $180,000 for the two projects will be disbursed from the Fund during The annual contribution to the Fund is $723,000 and this, along with accrued interest, will maintain a balance of approximately $11.07 million at the end of 2017 and approximately $11.84 million at the end of 2018 to ensure that the Fund is available to provide support for innovative proposals in subsequent years. A summary of the Water Sustainability Innovation Fund cash flow for 2016 to 2018 is provided in Attachment 2. The total amount disbursed from the Fund in any year is at the discretion of the GVWD Board. Approved projects will be incorporated into the 2018 work plans and budgets for Water Services. Greater Vancouver Water District - 10

11 2017 Water Sustainability Innovation Fund Applications Climate Action Committee Meeting Date: February 1, 2017 Page 4 of 4 SUMMARY / CONCLUSION The Water Sustainability Innovation Fund was created by the Board in 2004 to provide financial support to water utility projects that contribute to the Region s sustainability. In 2014 the GVWD Board adopted the Water Sustainability Innovation Fund Policy to guide the use and management of the Fund, with further amendments being adopted in The Policy guides the use and management of the Fund and describes the process of generating, submitting, evaluating and recommending proposals for funding each year. The Climate Action Committee is responsible for overseeing the Fund, and for making all funding recommendations to the Board. Staff assist the Climate Action Committee in reviewing and evaluating all proposals that are submitted for consideration. This report presents the Steering Committee s recommendation to fund the following project proposals: Earthquake Early Warning System. Smart Watering App. Additional details of each project are provided in the executive summaries (Attachment 1). A summary of the Water Services Sustainability Innovation Fund cash flow for 2016 to 2018 is presented in Attachment 2. Staff recommend that the Climate Action Committee endorse the Steering Committee s recommendations for funding the proposals and forward the recommendations to the GVWD Board for consideration. Staff recommendations are presented as Alternative 1. Attachments: 1. Water Services Sustainability Innovation Fund Executive Summaries 2. Water Services Sustainability Innovation Fund Projects Cash Flow (Doc # ) Greater Vancouver Water District - 11

12 ATTACHMENT 1 Sustainability Innovation Fund: Water Services Executive Summary Project Name: Earthquake Early Warning System Purpose: Investigate the opportunities and benefits of installing primary wave (P-wave) monitoring devices on critical water infrastructure that would potentially provide a 30 to 90 second warning before an earthquake. The timing of this initiative aligns well with operational measures underway to automate reservoir isolation valves and the recent provincial interest in Earthquake Early Warning (EEW) capabilities. Recommendation: The Steering Committee recommends funding for this project in the amount of $100,000 Project Objectives: To assess available technology for earthquake early warning systems To identify areas of the water system that may benefit from an EEW system To review provincial plans for EEW and identify areas of potential collaboration Identify preliminary requirements, including preliminary costs and schedule for a pilot EEW system water system To recommend options and next steps, including a pilot project if feasible, for implementing an EEW system for the water system Contributions to Regional Sustainability: This project will permit Metro Vancouver to explore the opportunities for an early warning system that could potentially enhance business continuity in the provision of water to the region in the event of a major earthquake. It may also reduce the recovery time to restore services to some or all areas of the region. The knowledge gained from this project will be directly transferable to the protection of other Metro Vancouver infrastructure such as the liquid waste system and housing assets. The project will build capacity in the region for assessing the usefulness of early warning systems as well as reducing impacts on the natural environment. Innovation Element: The use of P-wave early warning technology in general, and for water systems in particular, is at its infancy. While Metro Vancouver s Water Services Department is already taking measures to protect its infrastructure, the capability to use early warning systems has not been explored. Assessing and applying that potential in the context of emerging early warning system technologies in the marketplace constitutes an innovative and non-conventional extension of present capabilities to protect the water system. Greater Vancouver Water District - 12

13 Tangible Benefits and Outcomes: Early warning systems would potentially allow enough time to close critical valves, shut down sensitive equipment, protect staff and reduce impacts and/or recovery-time in providing continued services to the region. Corporately, early warning systems may assist in reducing financial impact, expedite service recovery, protect assets, and enhance coordination and emergency response with the Province and Local Governments. If an earthquake early warning system for Water Services is determined to be viable, it will identify the potential reduction in adverse environmental impacts (e.g. due to prevention of some water leaks), social/community savings (e.g. increased water availability for fire-fighting; prevention of some injuries due to early warning), and economic/financial benefits (e.g. potential for time and money saved due to fewer repairs of damaged infrastructure). The information obtained from this project will identify pros/cons and costs/benefits of such a system, and if applicable recommend testing as part of a pilot project. The benefits of the project can be measured to a certain extent through the pilot project, but full benefits would not be measurable until after a major earthquake. Members and other Partners: Water Services will lead this project with participation from Corporate Services (SSEM). Information sharing from the Province (Emergency Management BC), Federal government (NRCan), UBC and other agencies engaged in research, development and/or implementation will be sought. Through a consultant, the project will also search and review available private sector solutions. Amount Requested from Sustainability Innovation Fund: $100,000 Greater Vancouver Water District - 13

14 Sustainability Innovation Fund: Water Services Executive Summary Project Name: Smart Watering App Purpose: The Smart Watering App will be a tool for residents and businesses providing easy to understand advice on outdoor watering needs based on the Water Shortage Response Plan (WSRP) watering restrictions, historical and forecasted weather data, landscape characteristics, and other user-specified factors. This application will be similar in appearance to a local 7-day weather forecast, with simple easy to follow instructions on how long to water various landscapes. The project will produce an online application accessible through the Metro Vancouver website as well as Android and ios versions of the application. Recommendation: The Steering Committee recommends funding for this project in the amount of $80,000. Project Objectives: To develop a Smart Watering App that integrates WSRP watering restrictions, historical and predicted weather data in conjunction with representative landscape information to output simple, easy to use daily forecasts on when and how much to water lawns, vegetable gardens, flowers, shrubs, and trees. Contributions to Regional Sustainability: This project reflects the region s ongoing commitment to the sustainable use of our water resources. The application will enhance public awareness and knowledge on the efficient use of water, augmenting compliance with summer sprinkling regulations and improving the adaptability of our water demands to anticipated hotter and drier summers due to changing climates. Innovation Element: Several American cities and water districts have implemented similar online tools for residential outdoor water use; however, many do not incorporate weather forecast data that greatly influences outdoor watering. It will be the first application in Canada that provides a real-time, location and weather based resource for reducing outdoor water use. Awareness of plant watering requirements specific to weather and vegetation type will lead to more efficient summer water use and ideally, lessen the need for regulatory enforcement. Tangible Benefits and Outcomes: The Smart Watering App is a predictive tool that will inform Metro Vancouver residents and businesses on how to effectively and efficiently water outdoor plants, by providing location specific and weather based watering requirements that adhere to the WSRP. This will encourage smarter outdoor water use habits, reducing the impacts of peak summer water use on the region s water supply, and improve regulatory compliance. This tool will support the WSRP by enhancing public knowledge on efficient watering of gardens and lawns. Greater Vancouver Water District - 14

15 Members and other Partners: Water Services will lead this project with assistance from the External Relations Web & Design Division. Historical and forecasted weather data from Environment Canada will provide location specific information for different parts of the region. Local government staff will be part of the project team. The project outcome is expected to assist local governments in reducing water demand and improving compliance and enforcement of local government water use and sprinkling bylaws. The Smart Watering App will complement existing Metro Vancouver web-based initiatives such as the Go Green Guide and We Love Water campaign. Amount Requested from Sustainability Innovation Fund: $80,000 Greater Vancouver Water District - 15

16 ATTACHMENT 2 Water Services Sustainability Innovation Fund Projects Project title Amount Approval Year Barnston/Maple Ridge Pump Station Energy Recovery $95, $95,000 Climate Change Impacts and Adaptation Strategy $100, $100,000 Water Conservation Research and Campaign $260, $260,000 Watershed Invasive Plant Removal and Control Project $90, $90,000 5 Mountain Lake Tapping $125, $125,000 6 Assessing Densification Impacts on Water Demand $155, $155,000 7 Earthquake Early Warning System $100, $100,000 8 Smart Watering App $80, $80,000 Annual Cash Flow N/A $545,000 $280,000 $180,000 N/A N/A Estimated Sustainability Innovation Fund Year End Balance: $10.03 million $10.42 million $11.07 million $11.84 million $12.81 million $13.79 million Greater Vancouver Water District - 16

17 Section E 2.1 To: From: Utilities Committee Fred Nenninger, Director - Policy, Planning and Analysis, Liquid Waste Services Inder Singh, Director - Policy, Planning and Analysis, Water Services Date: January 16, 2017 Meeting Date: February 9, 2017 Subject: Transfer of Sewerage, Drainage and Water Facilities Policies RECOMMENDATION 1. That the GVS&DD Board approve the Transfer of Sewerage and Drainage Facilities Policy as presented in the report dated January 16, 2017, titled Transfer of Sewerage, Drainage and Water Facilities Policies. 2. That the GVWD Board approve the Transfer of Water Facilities Policy as presented in the report dated January 16, 2017, titled Transfer of Sewerage, Drainage and Water Facilities Policies. PURPOSE To seek Board approval of two separate policies for the GVS&DD and the GVWD that will provide clarity on the criteria used to define regional versus local government sewerage, drainage and water facilities, and identify the key steps in the process that may be considered when contemplating the transfer of ownership of sewerage, drainage and water facilities to, or from, the regional sewerage, drainage and water systems. The policies were considered and endorsed by the Regional Engineers Advisory Committee (REAC) at their meeting on November 18, BACKGROUND In the fall of 2002, both the Regional Engineers Advisory Committee (REAC) and Regional Administrative Advisory Committee (RAAC) endorsed criteria to assist the GVS&DD in defining regional facilities. These recommendations were subsequently submitted to the GVS&DD Board who passed the following resolution on November 29, 2002: That: 1. All existing and committed regional major sewerage facilities and their proposed upgrades and replacements shall remain the responsibility of the GVSⅅ 2. The GVS&DD Board adopt the following definition for new major sewerage facilities only: i. a regional trunk sewer that goes through one municipality to service another or services more than one municipality; or ii. a regional trunk sewer that is required for operational efficiency or to provide adequate redundancy for reliability and security of the regional system; or Greater Vancouver Water District - 17

18 Transfer of Sewerage, Drainage and Water Facilities Policies Utilities Committee Meeting Date: February 9, 2017 Page 2 of 3 iii. a facility which if taken off-line affects a municipality other than the one in which it is located. 3. The capital cost sharing arrangements between the GVS&DD and member municipalities for new major sewerage facilities continue to be determined on a case by case basis. While this criteria was approved to provide guidance on the ownership of facilities within the GVS&DD, it did not specifically apply to GVWD facilities. As a result, during the process of developing the 2005 Drinking Water Management Plan (DWMP), Metro Vancouver and local government staff considered how to expand the definition of regional sewerage facilities adopted by REAC and RAAC in 2002 and apply it to regional water facilities under the DWMP. Subsequently, in September 2005 the GVWD Board approved within the DWMP the following action built into the Plan: To facilitate the efficient planning of the future water system, the GVWD and member municipalities will follow the approved principles defining what facilities will be owned and operated by the GVWD. TRANSFER OF OWNERSHIP CONSIDERATION On occasion, as the municipal systems evolve, some facilities owned by a local government may begin to function as regional sewerage, drainage or water facilities. Once this occurs, Metro Vancouver and the local government may work together to explore the option of transferring ownership of the facilities to the GVS&DD or GVWD as appropriate. Conversely, on occasion, as the regional systems evolve, some facilities may no longer serve a regional function, or may no longer be needed to provide regional sewerage, drainage or water service. Once this occurs, Metro Vancouver and the local government may work together to explore the following options: Transfer of ownership of the facilities to the local government; or Discontinue or abandon the facilities if they are redundant and/or of no value to the local government. The attached policies (Attachments 1 and 2) formalize the criteria and identify key steps to be considered when contemplating the transfer of ownership. The key steps that are typically followed when considering a transfer of ownership include: identifying the facility to be considered for transfer; working together to confirm that the facility meets the transfer criteria; communicating the request for transfer; developing a draft transfer agreement including technical and operational review, properties review, financial review, and legal review; preparing staff reports to seek approval of the transfer; and for sewerage and drainage facilities, amending the GVS&DD Facility Plan by bylaw if required under section 6 of the Greater Vancouver Sewerage and Drainage District Act Greater Vancouver Water District - 18

19 Transfer of Sewerage, Drainage and Water Facilities Policies Utilities Committee Meeting Date: February 9, 2017 Page 3 of 3 ALTERNATIVES 1. That the GVS&DD Board approve the Transfer of Sewerage & Drainage Facilities Policy as presented in the report dated January 16, 2017, titled Transfer of Sewerage, Drainage and Water Facilities Policies ; and That the GVWD Board approve the Transfer of Water Facilities Policy as presented in the report dated January 16, 2017, titled Transfer of Sewerage, Drainage and Water Facilities Policies. 2. That the Utilities Committee receive the report for information and provide alternate direction to staff. FINANCIAL IMPLICATIONS If the Board approves Alternative 1, a Board policy will be approved that guides decision making on determining when an asset should remain municipal or regional. A financial review will be required on a case-by-case basis for each proposed facility transfer. Following the transfer of an asset between a local government and the GVS&DD or the GVWD, each entity will need to adjust their registries of capital assets in accordance with accounting practices for the public sector. SUMMARY / CONCLUSION Since 2002, planning and development of the regional sewerage, drainage and water systems and associated facilities have followed the 2002 criteria. To improve clarity, staff have prepared policies for both the GVS&DD and the GVWD to formalize these criteria and identify the key steps that may be considered when contemplating the potential transfer of ownership of facilities. The policies were considered and endorsed by the Regional Engineers Advisory Committee (REAC) at their meeting on November 18, Staff recommend the approval of the two policies as presented in alternative one. Attachments: 1. Transfer of Sewerage and Drainage Facilities Policy (Doc # ) 2. Transfer of Water Facilities Policy (Doc # ) Greater Vancouver Water District - 19

20 ATTACHMENT 1 BOARD POLICY TRANSFER OF SEWERAGE AND DRAINAGE FACILITIES Effective Date: Approved By: GVS&DD Board PURPOSE Using the criteria that define regional versus local government sewerage and drainage facilities, this policy identifies the process that may be considered when contemplating the transfer of ownership of sewerage and drainage facilities to, or from, the regional sewerage and drainage systems. DEFINITIONS GVS&DD Act means the Greater Vancouver Sewerage and Drainage District Act References to facilities in this policy are references to facilities as defined in section 2 of the GVS&DD Act. POLICY Pursuant to section 6(1) of the GVS&DD Act, the Greater Vancouver Sewerage and Drainage District s (GVS&DD s) objects are the construction, maintenance, operation and administration of its major sewerage and drainage facilities. Planning, development, ownership and operation of the regional sewerage and drainage systems and associated facilities will include consideration of this policy. On November 29, 2002 the GVS&DD Board endorsed criteria to better define regional versus municipal utility projects and to define major sewerage facilities. The criteria and definition are as follows: 1. All existing and committed regional major sewerage and drainage facilities and their proposed upgrades and replacements shall remain the responsibility of the GVS&DD. 2. New major sewerage and drainage facilities are defined as: i. a regional trunk sewer that goes through one municipality to service another or services more than one municipality; or ii. a regional trunk sewer that is required for operational efficiency or to provide adequate redundancy for reliability and security of the regional system; or iii. a facility which if taken off line affects a municipality other than the one in which it is located. 3. The capital cost sharing arrangements between the GVS&DD and member municipalities for new major sewerage and drainage facilities continue to be determined on a case by case basis Transfer of Sewerage and Drainage Facilities Policy Page 1 of 2 Greater Vancouver Water District - 20

21 BOARD POLICY KEY STEPS WHEN CONSIDERING A TRANSFER OF OWNERSHIP Generally, the intent of transferring ownership of facilities is to better align ownership, responsibility, and operational and management flexibility for facilities. As such, a key principle is that all transfers will be voluntary so that both parties cooperatively enter into the process to transfer ownership of infrastructure. The key steps that may be followed when considering a transfer of ownership are summarized below. 1. Identification of the facility to be considered for transfer Where a facility owned by a local government is within the definition of a regional facility, the local government will identify the facility and in consultation with the GVS&DD, consider whether to explore transfer of ownership of the facility to the GVS&DD. Similarly, where a facility owned by the GVS&DD is no longer within the definition of a regional facility, the GVS&DD will identify the facility and in consultation with the local government, consider whether to explore transfer of ownership of the facility to the local government. 2. Confirm that the facility meets the transfer criteria In either case, the facility in question needs to be tested against the criteria endorsed by the GVS&DD Board to confirm that the facility is eligible to be transferred. 3. Communicate the request to transfer Once the facility to be transferred has been identified and confirmed to meet the transfer criteria, one of the parties as appropriate may formally initiate a request in writing to transfer ownership of the facility. 4. Develop a Transfer Agreement An agreement to transfer infrastructure may be developed on a case by case basis, typically as a formal proposal from one party to another, or through a transfer agreement. In developing the agreement, a number of studies and reviews may be undertaken, including technical (such as condition and capacity), operational impacts, properties, financial, and legal. Staff time and related costs to undertake the studies and develop the transfer agreement are the responsibility of each party. 5. Approval of the Transfer by Council and Board The transfer must be approved by both the local government Council and the GVS&DD Board. Approval is sought through a staff report, along with an attached transfer agreement or proposal Transfer of Sewerage and Drainage Facilities Policy Page 2 of 2 Greater Vancouver Water District - 21

22 ATTACHMENT 2 BOARD POLICY TRANSFER OF WATER FACILITIES Effective Date: Approved By: GVWD Board PURPOSE Using the criteria that define regional versus local government water facilities, this policy identifies the process that may be considered when contemplating the transfer of ownership of water facilities to, or from, the regional water system. DEFINITIONS GVWD Act means the Greater Vancouver Water District Act. References to facilities in this policy are references to the facilities described in sections 5(1)(b), 5(1)(c) and 48 of the GVWD Act. POLICY Pursuant to sections 5(1)(b), 5(1)(c) and 48 of the GVWD Act, the Greater Vancouver Water District s (GVWD s) powers include the acquisition, construction and maintenance of waterworks and waterworks systems and their associated lands, water, buildings, mains and pipes, and the power to designate the mains or pipes of its system and the location thereof as main conduits. Planning, development, ownership and operation of the regional water systems and associated facilities will include consideration of this policy. During the process of developing the 2005 Drinking Water Management Plan (DWMP), GVWD and municipal staff considered how to include the definition of regional water facilities adopted by the Regional Engineers Advisory Committee and the Regional Administrative Advisory Committee in Subsequently, in September 2005 the GVWD Board approved within the DWMP the following action built into the Plan. To facilitate the efficient planning of the future water system, the GVWD and member municipalities will follow the approved principles defining what facilities will be owned and operated by the GVWD. The criteria and definition are as follows: 1. As of November 29, 2002, all existing and committed regional major water facilities and proposed upgrades and replacements shall remain the responsibility of the GVWD. 2. New regional major water facilities are defined as: i. a regional main conduit that goes through one municipality to service another or services more than one municipality; or Transfer of Water Facilities Policy Page 1 of 2 Greater Vancouver Water District - 22

23 BOARD POLICY ii. iii. a regional main conduit that is required for operational efficiency or to provide adequate redundancy for reliability and security of the regional system; or a facility which if taken off line affects a municipality other than the one in which it is located. 3. The capital cost sharing arrangements between the GVWD and member municipalities for new major water facilities continue to be determined on a case by case basis. KEY STEPS WHEN CONSIDERING A TRANSFER OF OWNERSHIP Generally, the intent of transferring ownership of facilities is to better align ownership, responsibility, and operational and management flexibility for facilities. As such, a key principle is that all transfers will be voluntary so that both parties cooperatively enter into the process to transfer ownership of infrastructure. The key steps that may be followed when considering a transfer of ownership are summarized below. 1. Identification of the facility to be considered for transfer Where a facility owned by a local government is within the definition of a regional facility, local government will identify the facility and in consultation with the GVWD, consider whether to explore transfer of ownership of the facility to the GVWD. Similarly, where a facility owned by the GVWD is no longer within the definition of regional facility, GVWD will identify the facility and in consultation with the local government, consider whether to explore transfer of ownership of the facility to the local government. 2. Confirm that the facility meets the transfer criteria In either case, the facility in question needs to be tested against the criteria endorsed by the GVWD Board to confirm that the facility is eligible to be transferred. 3. Communicate the request to transfer Once the facility to be transferred has been identified and confirmed to meet the transfer criteria, one of the parties as appropriate may formally initiate a request in writing to transfer ownership of the facility. 4. Develop a Transfer Agreement An agreement to transfer infrastructure may be developed on a case by case basis, typically as a formal proposal from one party to another, or through a transfer agreement. In developing the agreement, a number of studies and reviews may be undertaken, including technical (such as condition and capacity), operational impacts, properties, financial, and legal. Staff time and related costs to undertake the studies and develop the transfer agreement are the responsibility of each party. 5. Approval of the Transfer by Council and Board The transfer must be approved by both the local government Council and the GVWD Board. Approval is sought through a staff report, along with an attached transfer agreement or proposal Transfer of Water Facilities Policy Page 2 of 2 Greater Vancouver Water District - 23

24 Section E 2.2 To: From: Utilities Committee Jesse Montgomery, Acting Director, Watershed/Environmental Management & Quality Control, Water Services Date: January 30, 2017 Meeting Date: February 9, 2017 Subject: Watershed Access Policy RECOMMENDATION That the GVWD Board approve the revised Watershed Access Policy as presented in the report dated January 30, 2017 titled Watershed Access Policy. PURPOSE To seek Committee and Board approval of a revised Watershed Access Policy. BACKGROUND Since 2011 there have been a number of requests from First Nations seeking access into the watersheds for the purposes of practicing traditional or ceremonial activities. While the 2011 Policy specifically references First Nation access requests, it does not provide a mechanism for processing these requests. As a result, under the current policy all requests from First Nations must be approved by the Board. The processing of a spring 2016 Coquitlam Watershed access request from the Kwikwetlem First Nation (KFN) for a self-guided archaeology and heritage sites tour, created an impasse between Metro Vancouver and the KFN and revealed that the existing process for Board approval of routine access requests requires reassessment. This issue, and the proposed policy revision, was identified in a report dated June 29, 2016 to the Utilities Committee meeting of July 14, PROPOSED AMENDMENTS TO WATERSHED ACCESS POLICY The principle of protecting GVWD watersheds by restricting access has always been a fundamental component of ensuring high quality GVWD source drinking water supplies. A key strategy of Metro Vancouver s Drinking Water Management Plan is to ensure that the region s water supply system provides multiple barriers to water contamination, starting with watershed protection. Watershed access is primarily limited to utility personnel for business purposes, but a number of other types of valid watershed access requests are received by staff. The existing policy, Watershed Access Request and Approval Procedures, was updated in 2011 to add greater clarity to the Policy and recognize revised approaches to watershed management. For example, between the time of the 1996 Watershed Access Request and Approval Procedures Policy and 2011, the GVWD had stopped the practice of logging in the watersheds. The approach of the 2011 revisions was to specifically delineate those requests that staff could consider and approve and all other requests had to be approved by the Board. Greater Vancouver Water District - 24

25 Watershed Access Policy Utilities Committee Meeting Date: February 9, 2017 Page 2 of 2 The proposed revisions to the Policy would grant staff the authority to approve routine First Nation access requests. Staff authority to grant access would be restricted to those activities outlined in the proposed policy update (Attachment 1). Mutually agreed upon watershed access protocols between Metro Vancouver and First Nations would be required prior to watershed entry. Granting staff the necessary authority to approve routine First Nations requests will lead to better working relationships and improved efficiencies. Maintaining highly restricted watershed access and the protection of pristine source drinking water supply will remain utmost priorities. Staff have identified other operational deficiencies with the current policy. The proposed policy update has primarily focused on the Criteria for Approval of Watershed Access Requests listed on pages 2 and 3 of the policy. Revisions include a number of matters that would be recognized by the Board and would authorize staff approval: public watershed tours and education programs, search and rescue and emergency response personnel, fish hatchery staff, and watershed entrants for onetime or short duration visits escorted by Watershed Security or other authorized staff. ALTERNATIVES 1. That the GVWD Board approve the revised Watershed Access Policy as presented in the report dated January 30, 2017 titled Watershed Access Policy. 2. That the Utilities Committee receive the report for information and provide alternate direction to staff. FINANCIAL IMPLICATIONS There are no anticipated financial implications from the proposed amendments to this policy. SUMMARY / CONCLUSION The Watershed Access Request and Approval Procedures Policy was last updated in This policy does not authorize staff level approval of First Nation access requests, even those of a routine nature. A revised policy is required with the specific inclusion of Board direction on First Nation watershed access requests. Additional content is also required to allow specifically authorized staff approval of operational requests and programs not formerly recognized in Board policy. The proposed update will provide a comprehensive, clear and concise policy for staff and watershed entry applicants to follow. Maintaining the protection of watersheds for pristine source drinking water supply remains a top priority for Metro Vancouver. An updated Watershed Access Policy will improve operational efficiencies and contribute to stronger working relationships with First Nations. The existing policy requires a number of key updates to meet these objectives and Alternative 1, for the Board to approve the revised policy, is recommended by staff. Attachments: 1. Watershed Access Policy Greater Vancouver Water District - 25