REGULAR COUNCIL MEETING AGENDA August 12, :00 p.m.

Transcription

1 REGULAR COUNCIL MEETING AGENDA August 12, :00 p.m. CALL TO ORDER 1. ADOPTION OF AGENDA 2. ADOPTION OF MINUTES a. July 15, 2013 Regular Council Meeting Minutes 3. PUBLIC HEARINGS a. C , C and C Amendments to the MDP, the Heritage Estates ASP and the Land Use Bylaw - McLaughlin Commercial - Simpson b. C Public Hearing Land Use Bylaw Amendment - Redistricting McLaughlin Stage 4b - Simpson 4. PRESENTATIONS 5. DELEGATIONS 6. PUBLIC QUESTION & ANSWER PERIOD 7. COUNCIL UPDATES 8. ADMINISTRATIVE UPDATES a. City Manager Updates - Goodwin 9. BYLAWS a. C Second Reading - Municipal Development Plan - Amendment to Figures 8 and 11 - Simpson b. C Second Reading Heritage Estates Area Structure Plan Amendment McLaughlin Commercial to Residential - Simpson 1

2 c. C Second Reading Land Use Bylaw Amendment - Redistricting McLaughlin Commercial to Residential - Simpson d. C Second Reading - Land Use Bylaw Amendment - Redistricting McLaughlin Stage 4b - Simpson e. C Third Reading - Land Use Bylaw Amendment - Redistricting Springate Stage 15B - Simpson f. C First Reading - Business License Bylaw - Simpson 10. BUSINESS ITEMS a Corporate Plan Update - Goodwin b. Rotary Ornamental Tree Planting - Phase 2 - Simpson c. 2013/2014 Transit Service Contract with Edmonton Transit System - Simpson 11. INFORMATION ITEMS a. Various Board and Committee Meeting Minutes 12. CLOSED SESSION 13. BUSINESS ARISING FROM CLOSED SESSION ADJOURNMENT 2

3 Adoption of Minutes Item #: 2. a. Regular Council Meeting Agenda Meeting Date: 08/12/2013 July 15, 2013 Regular Council Meeting Minutes Department: Corporate Services Information Recommendation That the July 15, 2013 Regular Council Meeting Minutes be approved as presented. Purpose n/a Background n/a Options n/a Impacts/Consultation n/a Implementation/Communication n/a Strategic Goals n/a Financial Considerations: n/a Fiscal Impact Attachments July 15, 2013 Regular Council Meeting 3

4 THE CITY OF SPRUCE GROVE Minutes of the Regular Meeting of Council held July 15, 2013 in Council Chambers Present: Mayor Houston and Aldermen Acker, Baxter, Kesanko, Rothe, Steinburg and Turton Also In Attendance: Diane Goodwin, Acting City Manager Robert Kosterman, Acting General Manager of Community and Protective Services Jim Simpson, Acting General Manager of Planning and Infrastructure Jennifer Hetherington, Manager of Corporate Communications Glen Jarbeau, Manager of Finance Neil Riley, Manager of Human Resources Debra Irving, Director of Planning and Development Paul Simons, Director of Assets Amber Nicol, Sustainability Planner Tania Shepherd, City Clerk Marj Bradshaw, Recording Secretary CALL TO ORDER Mayor Houston called the meeting to order at 6:04 p.m. DRAFT 1. ADOPTION OF AGENDA (CS) Moved by Alderman Rothe that the agenda be adopted as presented. Carried 2. ADOPTION OF MINUTES a. June 24, 2013 Regular Council Meeting Minutes (CS) Moved by Alderman Steinburg that the June 24, 2013 Regular Council Meeting Minutes be approved as presented. Carried Regular Council Meeting Minutes July 15, 2013 Page 1 of 7 4

5 3. PUBLIC HEARINGS a. C Land Use Bylaw Amendment - Redistricting Prescott Phase 2 Mayor Houston called the Public Hearing to order at 6:05 p.m. on Bylaw C Land Use Bylaw Amendment - Redistricting Prescott Phase PRESENTATIONS There were no written or verbal submissions received. Mayor Houston declared the Public Hearing closed at 6:13 p.m. a. Outstanding Achievement Presentation - Members of Parkland Pirates Aquatics Club 5. DELEGATIONS Mayor Houston and Aldermen Rothe and Steinburg presented members of the Parkland Pirates Aquatics Club with Certificates of Outstanding Achievement for their medal wins at the Swim Alberta - Alberta Age Group Championships held in Calgary on the weekend of March 1-3, a. Long-Term Financial Planning Impacts Paper DRAFT Michael Capus with KPMG came before Council to present the City s long-term financial planning impacts paper Moved by Alderman Acker that the long-term financial planning impacts paper be accepted as information. b. Spruce Grove Public Library 2014 Budget Presentation Regular Council Meeting Minutes July 15, 2013 Page 2 of 7 Carried Brad Mastaler and Tammy Svenningsen with the Spruce Grove Public Library presented the library's 2014 Budget Moved by Alderman Kesanko that the Spruce Grove Public Library presentation be received as information. Carried 5

6 6. PUBLIC QUESTION AND ANSWER PERIOD There were no questions asked of Council. Mayor Houston called for a recess at 7:47 p.m. Mayor Houston reconvened the meeting at 8:03 p.m. 7. COUNCIL UPDATES No council updates were provided. 8. ADMINISTRATIVE UPDATES a. City Manager Updates 9. BYLAWS There were no updates provided. a. C Land Use Bylaw Amendment Redistricting Prescott Phase (P&I/CS) Moved by Alderman Kesanko that second reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting Prescott Phase 2, as amended. Carried DRAFT b. C Land Use Bylaw Amendment - Redistricting Harvest Ridge Stage (P&I/CS) Moved by Alderman Rothe that third reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting Harvest Ridge Stage 15. Regular Council Meeting Minutes July 15, 2013 Page 3 of 7 Carried c. C Land Use Bylaw Amendment Redistricting - Deer Park Stage 6A (P&I/CS) Moved by Alderman Steinburg that third reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting Deer Park Stage 6A. Carried 6

7 d. C Land Use Bylaw Amendment Redistricting Deer Park Stage 6B (P&I/CS) Moved by Alderman Baxter that third reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting Deer Park Stage 6B. Carried e. C Municipal Development Plan Amendment - Figures 8 and (P&I/CS) Moved by Alderman Turton that first reading be given to Bylaw C Municipal Development Plan Amendment to Figures 8 and 11. f. C Heritage Estates Area Structure Plan Amendment McLaughlin Commercial to Residential (P&I/CS) Moved by Alderman Acker that first reading be given to Bylaw C Heritage Estates Area Structure Plan Amendment McLaughlin Commercial to Residential. DRAFT Carried Carried g. C Land Use Bylaw Amendment - Redistricting McLaughlin Commercial to Residential (P&I/CS) Moved by Alderman Baxter that first reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting McLaughlin Commercial to Residential. Carried h. C Land Use Bylaw Amendment Redistricting McLaughlin Stage 4b (P&I/CS) Moved by Alderman Kesanko that first reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting McLaughlin Stage 4b. Carried Regular Council Meeting Minutes July 15, 2013 Page 4 of 7 7

8 10. BUSINESS ITEMS a. Pre-Approval 2014 Fleet Equipment Replacement Plan Long Lead Time (P&I) Moved by Alderman Acker that $711,000 to replace three (3) pieces of City equipment that are at the end of their lifecycle be pre-approved for expenditure in Carried b. Lease of Municipal Reserve Land - Portion of Lot 4MR, Block 15, Plan (P&I) Moved by Alderman Turton that Administration be authorized to negotiate a lease with TELUS Communications for square meters of municipal reserve, being a portion of Lot 4MR, Block 15, Plan c. Library Board Member Appointment DRAFT Carried (CAPS) Moved by Alderman Rothe that Nicole Merrifield be appointed to the Spruce Grove Public Library Board to complete the term expiring December 31, Carried d. TransAlta Tri Leisure Centre Governance Review Recommendations (CM) Moved by Alderman Turton that the Governance Review Report dated May 1, 2013 be accepted as information, and that the recommendations contained in the July 2, 2013 report be adopted as presented, and that Administration be directed to work with the partnering municipalities and the General Manager of the TransAlta Tri Leisure Centre to develop an implementation plan. Regular Council Meeting Minutes July 15, 2013 Page 5 of 7 Carried 8

9 11. ACCEPTANCE OF INFORMATION ITEMS a. Various Board and Committee Meeting Minutes Moved by Alderman Acker that the various board and committee meeting minutes presented be accepted as information Moved by Alderman Steinburg that Council go into Closed Session at 8:57 p.m. Mayor Houston called for a recess at 8:57 p.m. Mayor Houston reconvened the meeting at 9:10 p.m. 12. CLOSED SESSION Council went into Closed Session as permitted under the Freedom of Information and Protection of Privacy Act, RSA 2000, c.f-25 to discuss the following: a. Transit Review Phase 1 - Project Update and Next Steps b. Collective Bargaining - IAFF Settlement Moved by Alderman Baxter that Council come out of Closed Session at 10:34 p.m. DRAFT 13. BUSINESS ARISING FROM CLOSED SESSION Carried Carried Carried (HR) Moved by Alderman Kesanko that the negotiated terms and conditions of the collective bargaining agreement between the City of Spruce Grove and the International Association of Fire Fighters (IAFF) Local 3021 be approved as presented. Carried Regular Council Meeting Minutes July 15, 2013 Page 6 of 7 9

10 ADJOURNMENT Moved by Alderman Kesanko that the Regular Meeting adjourn at 10:35 p.m. Carried MAYOR RECORDING SECRETARY DRAFT Regular Council Meeting Minutes July 15, 2013 Page 7 of 7 10

11 Public Hearings Item #: 3. a. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C , C and C Amendments to the MDP, the Heritage Estates ASP and the Land Use Bylaw - McLaughlin Commercial - Simpson Department: Planning & Infrastructure Information Recommendation That those in attendance be thanked for their input. Purpose The purpose of this public hearing is to hear from anyone who may be affected by Bylaws C , C and C Together, these bylaws will provide an opportunity to develop high density residential on a site currently designated for commercial development. Background Council will hear from staff and anyone who may be affected by the following bylaws: Bylaw C This bylaw will amend the Municipal Development Plan Your Bright Future (MDP) (MDP) by redesignating Lot 1, Block 16, Plan (50 McLaughlin Drive) from Vehicle Oriented Commercial to Residential on Figure 8 Future Land Use and by removing this site from Figure 11 Major Employment Areas. Bylaw C This bylaw will amend the Heritage Estates Area Structure Plan by: 1. redesignating Lot 1, Block 16, Plan from Commercial to Residential, and 2. amending Table 1 Land Use Statistics to reflect the changes in Commercial and Medium/High Density Residential land use. Bylaw C This bylaw will redistrict Lot 1, Block 16, Plan (50 McLaughlin Drive) from C2 Vehicle Oriented Commercial to R2 Mixed Medium to High Density Residential. For more information regarding these bylaws, please refer to the Request for Decision reports that have also been forwarded to council for consideration on August 12, Options N/A Impacts/Consultation 11

12 The proposed amendment was circulated internally for other departments comments. Capital Region Board In accordance with Section 3.1 of the Regional Evaluation Framework (REF), the Municipal Development Plan amendment was referred to the Capital Region Board (CRB). Public Hearing Notice A public hearing notice for the subject bylaws appeared in the newspaper on July 26 and August 2, The public hearing notice was also mailed to landowners within, and adjacent to, the plan area. The public hearing notice is attached to this report. Implementation/Communication N/A Strategic Goals Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachment A, Public Hearing Notice Attachments 12

13 NOTICE OF PUBLIC HEARINGS BYLAW C , BYLAW C AND BYLAW C MUNICIPAL DEVELOPMENT PLAN AMENDMENT, HERITAGE ESTATES AREA STRUCTURE PLAN AMENDMENT AND LAND USE BYLAW AMENDMENT: REDISTRICTING It is the intention of Council to consider Bylaw C , a bylaw to amend Your Bright Future: Municipal Development Plan ; Bylaw C , a bylaw to amend the Heritage Estates Area Structure Plan; and Bylaw C , a bylaw to amend the City of Spruce Grove Land Use Bylaw C McLaughlin Drive The purpose of Bylaw C is to amend the Municipal Development Plan by: 1. redesignating Lot 1, Block 16, Plan , in SW , from Vehicle Oriented Commercial to Residential on the Future Land Use map, and 2. removing this site from the Major Employment Areas map. The purpose of Bylaw C is to amend the Heritage Estates Area Structure Plan by: 1. redesignating this site from Commercial to Medium/High Density Residential, and 2. amending Table 1 Land Use Statistics to reflect the changes in Commercial and Medium/High Density Residential land use. The purpose of Bylaw C is to redistrict Lot 1, Block 16, Plan (50 McLaughlin Drive) from C2 - Vehicle Oriented Commercial to R2 Mixed Medium to High Density Residential, as shown on the map. The purpose of these bylaws is to allow for apartment development on the subject site. REPRESENTATION: 13

14 If you or someone you represent is affected by the proposed bylaws, you may address City Council at the public hearing. Monday, August 12, 2013 at 6 p.m. Council Chambers, City Hall 315 Jespersen Avenue Written submissions will be received by the City Clerk until noon on Wednesday, August 7, Written representations received before the designated time will be reviewed before oral presentations are heard. Copies of the proposed bylaws are available from the Planning and Development Department, Second Floor, City Hall, 315 Jespersen Avenue, 8:30 a.m. to noon and 1 to 4:30 p.m., Monday to Friday. QUESTIONS: Call Debra Irving, Director of Planning and Development, at (780)

15 Public Hearings Item #: 3. b. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Public Hearing Land Use Bylaw Amendment - Redistricting McLaughlin Stage 4b - Simpson Department: Planning & Infrastructure Information Recommendation That those in attendance be thanked for their input. Purpose The purpose of this public hearing is to hear from anyone who may be affected by Bylaw C which will allow for residential development of McLaughlin Stage 4b. Background Council will hear from staff and anyone who may be affected by Bylaw C which will redistrict approximately 2.81 ha (including road alignments) in NW from UR Urban Reserve to R1 Mixed Low to Medium Density Residential. This will result in 40 single detached residential lots. For more information regarding this bylaw, please refer to the Request for Decision report that has also been forwarded to council for consideration on August 12, Options N/A Impacts/Consultation The proposed amendment was circulated internally for other departments comments. Public Hearing Notice A public hearing notice for the subject bylaws appeared in the newspaper on July 26 and August 2, The public hearing notice was also mailed to landowners within, and adjacent to, the plan area. The public hearing notice is attached to this report. Implementation/Communication N/A Strategic Goals 15

16 Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachment A, Public Hearing Notice Attachments 16

17 NOTICE OF PUBLIC HEARING BYLAW C LAND USE BYLAW AMENDMENT: REDISTRICTING It is the intention of Council to consider Bylaw C , a bylaw to amend the City of Spruce Grove Land Use Bylaw C McLaughlin Stage 4b The purpose of this bylaw is to redistrict a portion of NW from UR - Urban Reserve to R1 Mixed Low to Medium Density Residential District, as shown on the map below. The purpose of the bylaw is to allow for subdivision and development of McLaughlin Stage 4b. REPRESENTATION: If you or someone you represent is affected by the proposed bylaw, you may address City Council at the public hearing. Monday, August 12, 2013 at 6 p.m. Council Chambers, City Hall 315 Jespersen Avenue Written submissions will be received by the City Clerk until noon on Wednesday, August 7, Written representations received before the designated time will be reviewed before oral presentations are heard. A copy of the proposed bylaw is available from the Planning and Development Department, Second Floor, City Hall, 315 Jespersen Avenue, 8:30 a.m. to noon and 1 to 4:30 p.m., Monday to Friday. QUESTIONS: Call Debra Irving, Director of Planning and Development, at (780)

18 Bylaws Item #: 9. a. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Second Reading - Municipal Development Plan - Amendment to Figures 8 and 11 - Simpson Department: Planning & Infrastructure Information Recommendation That second reading be given to Bylaw C Municipal Development Plan Amendment to Figures 8 and 11. Purpose The purpose of this bylaw is to amend the Municipal Development Plan Your Bright Future (MDP) by redesignating a commercial site in the McLaughlin neighbourhood as residential. Lot 1, Block 16, Plan (50 McLaughlin Drive) is located north of McLeod Avenue, between Dog Creek and McLaughlin Drive. Figure 8, Future Land Use will be revised to redesignate the site from Vehicle Oriented Commercial to Residential. Figure 11 Major Employment Areas will be revised to exclude this site from the major employment area associated with Vehicle Oriented Commercial development. Melcor Developments Ltd. has applied to amend the Heritage Estates Area Structure Plan (ASP) to redesignate the subject site from Commercial to Medium/High Density Residential. This change does require an amendment to the Municipal Development Plan. Therefore, Melcor has requested that the City amend the MDP to facilitate the ASP amendment and subsequent redistricting. Background Capital Region Board In accordance with Section 3.1 of the Regional Evaluation Framework (REF), the Municipal Development Plan amendment must be referred to the Capital Region Board between first and third reading of the proposed amendment. Municipal Development Plan Your Bright Future, Your Bright Future: Municipal Development Plan, (MDP) is the City s primary statutory plan. The subject site is currently designated as Vehicle Oriented Commercial on the Future Land Use Map (Figure 8) and as part of a major employment area associated with Vehicle Oriented Commercial development on Figure 11 Major Employment Areas. The proposed amendment will redesignate the subject site to Residential. 18

19 Heritage Estates Area Structure Plan In 2006, the original (2001) Heritage Estates Area Structure Plan (ASP) and the McLeod Avenue West Commercial Corridor ASP were rescinded. The new Heritage Estates ASP added the commercial lands from the McLeod Avenue ASP and expanded the commercial land use north of McLeod Avenue between Jennifer Heil Way and Dog Creek. It was intended that this expanded commercial area would function with surrounding higher density residential uses to form a complementary mixed use node providing nearby shopping and services for area residents. However, north of McLeod Avenue, no single-use building was allowed to exceed 3720 m 2 (40,000 ft 2 ) in size. In September, 2012, a new Heritage Estates ASP was adopted, replacing the 2006 version and subsequent amendments. While much of the commercial area, particularly south of McLeod Avenue, has been/is being developed for commercial uses, there has been more interest in developing the subject site for residential purposes. The site is a good location for high density residential development, on major roads and within walking distance of the Dog Creek natural area, the TransAlta Tri Leisure Centre, major shops and services, and public transit stops. The site is designated Commercial on the Development Concept map. A bylaw to amend the Development Concept map, designating the subject site as Medium/High Density Residential, and the land use statistics is concurrently under consideration by Council (Bylaw C ). Land Use Bylaw The subject site is currently districted C2 Vehicle Oriented Commercial. A bylaw to redistrict the site to R2 Mixed Medium to High Density Residential is concurrently under consideration by Council (Bylaw C ). Options N/A Impacts/Consultation The proposed amendment was circulated internally for other departments comments. In accordance with Section 3.1 of the Regional Evaluation Framework (REF), the Municipal Development Plan amendment was referred to the Capital Region Board. Implementation/Communication N/A Strategic Goals 19

20 Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachments Attachment A, Bylaw C Attachment B, Schedule 1 Figure 8 Future Land Use Attachment C, Schedule 2 Figure 11 Major Employment Areas 20

21 CITY OF SPRUCE GROVE BYLAW C YOUR BRIGHT FUTURE: MUNICIPAL DEVELOPMENT PLAN AMENDMENT WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000, c. M-26, including amendments, a municipality must adopt a municipal development plan and may amend the municipal development plan, AND WHEREAS, the City of Spruce Grove wishes to amend Bylaw C , the City of Spruce Grove Municipal Development Plan, NOW THEREFORE, the Council for the City of Spruce Grove, duly assembled, hereby enacts as follows: THAT, the Municipal Development Plan be amended as outlined in Schedule 1 and Schedule 2 which are attached to and form part of this Bylaw. The proposed amendment involves a change to Figure 8, the Future Land Use map, to redesignate Lot 1, Block 16, Plan in SW , from Vehicle Oriented Commercial to Residential, and removal of this site from Figure 11, the Major Employment Areas map. This bylaw comes into force and effect when it receives third reading and is duly signed. First Reading Carried 15 July, Public Hearing Second Reading Carried Third Reading Carried Date Signed, 20. Mayor City Clerk 21

22 Figure 8 Future Land Use Residential Urban Village Mixed Use First Ave Commercial Vehicle Oriented Commercial Industrial/Business Park Institutional Open Space Special Study Area City Centre Boundary Spruce Grove Boundary MDP Amendment Boundary Municipal Development Plan km 22 June 2013

23 Figure 11 Major Employment Areas City Centre Vehicle Oriented Commercial Urban Village Industrial Park Special Study Areas City Centre Boundary Spruce Grove Boundary Municipal Development Plan km 23 June 2013

24 Bylaws Item #: 9. b. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Second Reading Heritage Estates Area Structure Plan Amendment McLaughlin Commercial to Residential - Simpson Department: Planning & Infrastructure Information Recommendation That second reading be given to Bylaw C Heritage Estates Area Structure Plan Amendment - McLaughlin Commercial to Residential. Purpose The purpose of this bylaw is to amend the Heritage Estates Area Structure Plan by: 1. redesignating Lot 1, Block 16, Plan (50 McLaughlin Drive), approximately 2.03 ha located north of McLeod Avenue between Dog Creek and McLaughlin Drive, from Commercial to Residential; and 2. amending Table 1 Land Use Statistics to reflect the changes in Commercial and Medium/High Density Residential land use. The landowner, Melcor Developments Ltd., believes there is more interest in developing the subject site for high density residential use rather than for commercial use. Background Municipal Development Plan Your Bright Future, Municipal Development Plan, (MDP) is the City s primary statutory plan. The subject site is currently designated as Vehicle Oriented Commercial on the Future Land Use map (Figure 8) and as part of a major employment area associated with Vehicle Oriented Commercial development on Figure 11. Melcor has requested that the City amend the MDP (Bylaw C ) to facilitate the ASP amendment and subsequent redistricting. Policy encourages the City to: Promote contiguous development of commercial and industrial areas and encourage infill and redevelopment of existing commercial and industrial areas. Lot 1 is separated by McLeod Avenue and McLaughlin Drive from the remaining commercial development. Policy requires the City to: Increase residential densities with a variety of housing types, lot sizes and development layouts. 24

25 Several Neighbourhood Design and Housing policies are applicable to this application: Integrate a variety of housing types and densities to create diverse streetscapes in neighbourhoods and increase diversity in the housing stock and Focus higher density and seniors housing in proximity to amenities, transit and gathering places. Capital Region Board MDP In accordance with Section 3.1 of the Regional Evaluation Framework (REF), the Municipal Development Plan amendment must be referred to the Capital Region Board between first and third reading of the proposed amendment. ASP The proposed area structure plan amendment does not meet the Regional Evaluation Framework criteria for submission to the Capital Region Board: the land is not intended for heavy industrial use; the net residential density assigned to Spruce Grove is not affected; the subject site is not within 0.8 km of a road identified on the Regional Transportation Infrastructure map. The subject site is within 1 km of a Long Term Intermunicipal Bus route (Highway 16A) identified on the Regional Transportation Infrastructure map. However, as a general rule, the Capital Region Board (CRB) encourages CRB municipalities to consider proposed amendments from a regional impact perspective. In terms of The Capital Region Growth Plan, the proposed amendment and subsequent development will not have a regional impact. Heritage Estates Area Structure Plan In 2006, the original (2001) Heritage Estates Area Structure Plan (ASP) and the McLeod Avenue West Commercial Corridor ASP were rescinded. The new Heritage Estates ASP added the commercial lands from the McLeod Avenue ASP and expanded the commercial land use north of McLeod Avenue between Campsite Road (now Jennifer Heil Way) and Dog Creek. It was intended that this expanded commercial area would function with surrounding higher density residential uses to form a complementary mixed use node providing nearby shopping and services for area residents. In September, 2012, a new Heritage Estates ASP was adopted (C ), replacing the 2006 version and subsequent amendments. While much of the commercial area designated on the ASP Development Concept, particularly south of McLeod Avenue, has been/is being developed for commercial uses, there has been more interest in and demand for developing the subject site for residential purposes. This may be partly due to the fact that north of McLeod Avenue no single-use

26 building was allowed to exceed 3720 m 2 (40,000 ft 2 ) in size. This was to prevent the location of big box stores north of McLeod Avenue and the potential for conflicts with existing and future residential development. The site is a good location for high density residential development, on major roads and within walking distance of the Dog Creek natural area, the TransAlta Tri Leisure Centre, major shops and services, and public transit stops. The proposed amendment will increase the amount of land designated for Medium/High Density Residential (from 3.91 ha to 5.94 ha). If the site is built to the maximum of 120 units per hectare, the number of Medium/High Density Residential units could increase from 461 to 701. The amount of land available for Commercial development (excluding Neighbourhood Commercial) will decrease from ha to ha. Economic Development Strategy The City s Economic Development Strategy aspires to an eventual 80/20 residential/non-residential assessment split. However, the removal of 2.03 ha of apparently less viable commercial land in McLaughlin will be offset by the hotel and commercial development on the 5-acre site south of the TransAlta TriLeisure Centre. Land Use Bylaw The subject site is currently districted C2 Vehicle Oriented Commercial. The purpose of the C2 District is to provide for the development of commercial uses servicing vehicle traffic on sites adjacent to arterial roads and Highway 16A and Highway 16. A bylaw to redistrict the site to R2 Mixed Medium to High Density Residential is concurrently under consideration by Council (Bylaw C ). Options N/A Impacts/Consultation The proposed amendment was circulated internally for other departments comments. The City s Engineering Department has requested that the applicant prepare a Traffic Impact Analysis (TIA) for the proposed high density residential development (a TIA was previously prepared for commercial development in this area). Implementation/Communication N/A Strategic Goals Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. 26

27 Fiscal Impact Financial Considerations: N/A Attachments Attachment A, Bylaw C Attachment B, Schedule 1 proposed Development Concept and Land Use Statistics C Existing Stats and Development 27

28 CITY OF SPRUCE GROVE BYLAW C HERITAGE ESTATES AREA STRUCTURE PLAN AMENDMENT WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000, c. M-26, including amendments, a municipality may adopt and amend an area structure plan, AND WHEREAS, the City of Spruce Grove wishes to amend Bylaw C , the Heritage Estates Area Structure Plan, NOW THEREFORE, the Council for the City of Spruce Grove, duly assembled, hereby enacts as follows: THAT, the Heritage Estates Area Structure Plan be amended as outlined in Schedule 1 which is attached to and forms part of this Bylaw, The proposed area structure plan amendment includes a change to the Development Concept map, redesignating Lot 1, Block 16, Plan in the McLaughlin neighborhood in SW from Commercial to Medium/High Density Residential, and an amendment to the land use statistics in Table 1 to reflect this redesignation. This bylaw comes into force and effect when it receives third reading and is duly signed. First Reading Carried 15 July, Public Hearing Second Reading Carried Third Reading Carried Date Signed, 20. Mayor City Clerk 28

29 AREA STRUCTURE PLAN HIGHLANDS WAY HICKORY TRAIL HAWTHORNE GATE HEATHERGLEN DRIVE LEGEND LOW/ MEDIUM DENSITY RESIDENTIAL MEDIUM/ HIGH DENSITY RESIDENTIAL PARK/ OPEN SPACE JENNIFER HEIL WAY WESTGROVE DR. DOG CREEK NATURAL AREA STORMWATER MANAGEMENT FACILITY UTILITY/PIPELINE CORRIDORS COMMERCIAL WESTGROVE DRIVE NOISE BERM TRAIL SYSTEM ASP BOUNDARY EXACT ROAD CROSSING LOCATION TO BE DETERMINED IN CONSENSUS WITH CITY OF SPRUCE GROVE McLEOD AVENUE PROPOSED DEVELOPMENT CONCEPT N.T.S. HIGHWAY 16A HERITAGE ESTATES THE CITY OF SPRUCE GROVE _01_PRF002.DWG Jcalder June 7, 2013 FIGURE 2 29

30 Development Statistics - Heritage Estates ASP Amendment Use Hectares % Units % Pop % Gross Area Arterials Roadways and Widenings 1.37 Environmental Reserve 2.99 Utility / Pipeline Right-of-Ways 0.84 Sub-total 5.20 Gross Developable Area Other Land Uses Stormwater Management Facility % Municipal Reserve % Circulation % Neighbourhood Commercial % Commercial % Subtotal- Other Uses % Residential Low to Medium Density Residential % 1, % 3, % Medium to High Density Residential % % 1, % Subtotal - Residential % 1, % 4, % Capital Region Board % Notes: Residential Density Low to Medium Density Residential Medium to High Density Residential Population Density Low to Medium Density Residential Medium to High Density Residential 25 units / ha 118 units / ha 3.0 persons / unit 2.5 persons / unit 6/11/2013 STATS HeritageEstatesASP xls Proposed HE ASP 30

31 AREA STRUCTURE PLAN HIGHLANDS WAY HICKORY TRAIL HAWTHORNE GATE HEATHERGLEN DRIVE LEGEND LOW/ MEDIUM DENSITY RESIDENTIAL MEDIUM/ HIGH DENSITY RESIDENTIAL PARK/ OPEN SPACE JENNIFER HEIL WAY WESTGROVE DR. DOG CREEK NATURAL AREA STORMWATER MANAGEMENT FACILITY UTILITY/PIPELINE CORRIDORS COMMERCIAL WESTGROVE DRIVE NOISE BERM TRAIL SYSTEM ASP BOUNDARY EXACT ROAD CROSSING LOCATION TO BE DETERMINED IN CONSENSUS WITH CITY OF SPRUCE GROVE McLEOD AVENUE APPROVED DEVELOPMENT CONCEPT N.T.S. HIGHWAY 16A HERITAGE ESTATES THE CITY OF SPRUCE GROVE _01_PRF001.DWG Jcalder June 7, 2013 FIGURE 1 31

32 Development Statistics - Heritage Estates ASP Amendment Use Hectares % Units % Pop % Gross Area Arterials Roadways and Widenings 1.37 Environmental Reserve 2.99 Utility / Pipeline Right-of-Ways 0.84 Sub-total 5.20 Gross Developable Area Other Land Uses Stormwater Management Facility % Municipal Reserve % Circulation % Neighbourhood Commercial % Commercial % Subtotal- Other Uses % Residential Low to Medium Density Residential % 1, % 3, % Medium to High Density Residential % % 1, % Subtotal - Residential % 1, % 4, % Capital Region Board % Notes: Residential Density Low to Medium Density Residential Medium to High Density Residential Population Density Low to Medium Density Residential Medium to High Density Residential 25 units / ha 118 units / ha 3.0 persons / unit 2.5 persons / unit 6/11/2013 STATS HeritageEstatesASP xls Approved HE ASP 32

33 Bylaws Item #: 9. c. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Second Reading Land Use Bylaw Amendment - Redistricting McLaughlin Commercial to Residential - Simpson Department: Planning & Infrastructure Information Recommendation That second reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting - McLaughlin Commercial to Residential. Purpose The purpose of this bylaw is to redistrict Lot 1, Block 16, Plan (50 McLaughlin Drive) from C2 Vehicle Oriented Commercial to R2 Mixed Medium to High Density Residential. Lot 1 is approximately 2.03 ha located north of McLeod Avenue between Dog Creek and McLaughlin Drive. The landowner, Melcor Developments Ltd., believes there is more interest in developing the subject site for high density residential use rather than for commercial use. Background Municipal Development Plan Your Bright Future, Municipal Development Plan, (MDP) is the City s primary statutory plan. The subject site is currently designated as Vehicle Oriented Commercial on the Future Land Use map (Figure 8) and as part of a major employment area associated with Vehicle Oriented Commercial development on Figure 11. Melcor has requested that the City amend the MDP (Bylaw C ) to facilitate the Area Structure Plan (ASP) amendment (C ) and subsequent redistricting. Several Neighbourhood Design and Housing policies are applicable to this application: Integrate a variety of housing types and densities to create diverse streetscapes in neighbourhoods and increase diversity in the housing stock and Focus higher density and seniors housing in proximity to amenities, transit and gathering places. The site is a good location for high density residential development, on major roads, adjacent to high and medium density residential development, and within walking distance of the Dog Creek natural area, the TransAlta Tri Leisure Centre, major shops 33

34 and services, and public transit stops. Capital Region Board MDP In accordance with Section 3.1 of the Regional Evaluation Framework (REF), the Municipal Development Plan amendment must be referred to the Capital Region Board between first and third reading of the proposed amendment. ASP As a general rule, the Capital Region Board (CRB) encourages CRB municipalities to consider proposed area structure plan amendments from a regional impact perspective. In terms of The Capital Region Growth Plan, the proposed amendment and subsequent development will not have a regional impact. Heritage Estates Area Structure Plan In 2006, the original (2001) Heritage Estates ASP and the McLeod Avenue West Commercial Corridor ASP were rescinded. The new Heritage Estates ASP added the commercial lands from the McLeod Avenue ASP and expanded the commercial land use north of McLeod Avenue between Campsite Road (now Jennifer Heil Way) and Dog Creek. It was intended that this expanded commercial area would function with surrounding higher density residential uses to form a complementary mixed use node providing nearby shopping and services for area residents. In September, 2012, a new Heritage Estates ASP was adopted, replacing the 2006 version and subsequent amendments. While much of the commercial area designated on the ASP Development Concept, particularly south of McLeod Avenue, has been/is being developed for commercial uses, there has been more interest in and demand for developing the subject site for residential purposes. This may be partly due to the fact that north of McLeod Avenue no single-use building was allowed to exceed 3720 m 2 (40,000 ft 2 ) in size. This was to prevent the location of big box stores north of McLeod Avenue and the potential for conflicts with existing and future residential development. The site is designated Commercial on the Development Concept map. A bylaw to amend the Development Concept map, designating the subject site as Medium/High Density Residential, and the land use statistics is concurrently under consideration by Council (Bylaw C ). Land Use Bylaw The subject site is currently districted C2 Vehicle Oriented Commercial under Land Use Bylaw C This district is intended to provide for the development of commercial uses serving vehicle traffic on sites adjacent to arterial roads and Highway 16A and Highway 16. An application has been made to redistrict the site to R2 Mixed Medium to High Density Residential. The R2 district allows residential densities ranging from 40 to 150 units per net hectare. 34

35 Options N/A Impacts/Consultation The proposed amendment was circulated internally for other departments comments. Implementation/Communication N/A Strategic Goals Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachment A, Bylaw C Attachments 35

36 CITY OF SPRUCE GROVE BYLAW C LAND USE BYLAW AMENDMENT REDISTRICTING WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000, c. M-26, including amendments, a municipality shall pass a land use bylaw and may amend the land use bylaw, AND WHEREAS, the City of Spruce Grove wishes to amend Bylaw C , the Land Use Bylaw for the City of Spruce Grove. NOW THEREFORE, the Council for the City of Spruce Grove, duly assembled, hereby enacts as follows: THAT, the Land Use Districts Map, attached to and being part of the Land Use Bylaw of the City of Spruce Grove, be amended as follows: To redistrict Lot 1, Block 16, Plan , in SW , from C2 Vehicle Oriented Commercial to R2 Mixed Medium to High Density Residential, as shown on the map below. The purpose of the bylaw is to allow for multi-unit residential development. This amending bylaw shall be consolidated into Bylaw C

37 This bylaw comes into force and effect when it receives third reading and is duly signed. First Reading Carried 15 July, Public Hearing Second Reading Carried Third Reading Carried Date Signed, 20. Mayor City Clerk 37

38 Bylaws Item #: 9. d. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Second Reading - Land Use Bylaw Amendment - Redistricting McLaughlin Stage 4b - Simpson Department: Planning & Infrastructure Information Recommendation That second reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting - McLaughlin Stage 4b. Purpose The purpose of this bylaw is to redistrict approximately 2.81 ha (including road alignments) in NW from UR Urban Reserve to R1 Mixed Low to Medium Density Residential. This will result in 40 single detached residential lots. Originally, Select Engineering on behalf of Melcor Developments Ltd. applied to redistrict 1.41 ha, including a 1.07 ha parcel immediately north of the quarter section line, as McLaughlin Stage 4. However, Melcor has agreed to lease the 1.07 ha parcel to the Nelson family until the latter no longer requires the land for storage purposes. This will allow the existing buildings to remain in the interim. This lot will therefore not be serviced this year and cannot be included in the Development Agreement for this stage. Melcor has decided to redistrict and subdivide the land immediately to the north and west of the 1.07 ha parcel. Background Municipal Development Plan Your Bright Future: Municipal Development Plan, (MDP) is the City s primary statutory plan. Figure 8 Future Land Use shows the subject area as Residential. Heritage Estates Area Structure Plan The Heritage Estates Area Structure Plan was updated and amended in September, The subject area is designated Low/Medium Density Residential on the Development Concept map. Land Use Bylaw The subject lands are districted UR Urban Reserve. The reclassification of land to other land use districts is normally required before subdivision and development can occur. Options N/A 38

39 Impacts/Consultation The proposed amendment was circulated internally for other departments comments. Implementation/Communication N/A Strategic Goals Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachment A, Bylaw C Attachments 39

40 CITY OF SPRUCE GROVE BYLAW C LAND USE BYLAW AMENDMENT REDISTRICTING WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000, c. M-26, including amendments, a municipality shall pass a land use bylaw and may amend the land use bylaw, AND WHEREAS, the City of Spruce Grove wishes to amend Bylaw C , the Land Use Bylaw for the City of Spruce Grove, NOW THEREFORE, the Council for the City of Spruce Grove, duly assembled, hereby enacts as follows: THAT, the Land Use Districts Map, attached to and being part of the Land Use Bylaw of the City of Spruce Grove, be amended as follows: To redistrict a portion of NW from UR - Urban Reserve to R1 Mixed Low to Medium Density Residential District, as shown on the map below. The purpose of the bylaw is to redistrict the subject lands to allow for subdivision and development of McLaughlin Stage 4b. This amending bylaw shall be consolidated into Bylaw C This bylaw comes into force and effect when it receives third reading and is duly signed. 40

41 First Reading Carried 15 July, Public Hearing Second Reading Carried Third Reading Carried Date Signed, 20. Mayor City Clerk 41

42 Bylaws Item #: 9. e. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C Third Reading - Land Use Bylaw Amendment - Redistricting Springate Stage 15B - Simpson Department: Planning & Infrastructure Information Recommendation That third reading be given to Bylaw C Land Use Bylaw Amendment - Redistricting - Springate Stage 15B. Purpose The purpose of this bylaw is to redistrict the following in NE : 1. Stage 15B North, 3.62 ha (including road alignments) in the upper northwest corner of NE 5, and 2. Stage 15B South 1.11 ha (including road alignments) in the lower southwest corner of NE 5 from UR Urban Reserve to R1 Mixed Low to Medium Density Residential. Background Qualico Communities has applied to redistrict approximately 4.73 ha in NE for low to medium density residential development. This is Stage 15B of the Springate neighbourhood. This will result in 52 single detached residential lots in Stage 15B North. Stage 15B South will be developed with Lot 9, Block A, Plan , immediately to the east, resulting in a total of 54 semi-detached residential lots. Municipal Development Plan Your Bright Future: Municipal Development Plan, (MDP) is the City s primary statutory plan. The proposed residential redistricting is consistent with Figure 8 Future Land Use. Policy states that new residential developments should: Achieve an overall density level of 25 to 30 units per net residential hectare with a minimum of 30% Level 2 housing in new area structure plans and in area structure plan amendments where less than 30% of the plan area is developed. The Stage 15B North will have a density of 21.9 units per net residential hectare; Stage 15B South, with semi-detached dwellings, will have a density of 35.3 units per net residential hectare. 42

43 In Stage 15B North, two small lots are unsuitable for residential development. The existing sanitary sewer right-of-way has left a ha sliver of land at the intersection of Grove Drive and the proposed road alignment. Qualico proposes to develop this remnant lot and adjacent Public Utility Lot (PUL) as a grand entrance with landscaping components native to the area and requiring minimal maintenance. Administration has recommended that this lot be developed both as an entrance feature and as a trail node for pedestrians using the trails that converge at this point from Grove Drive and 34 PUL. Some benches and waste receptacles would make this a useful feature that could be maintained as part of trail maintenance. A second area, ha, adjacent to the stormwater management facility, contains the sanitary sewer easement and a storm runoff easement; the land between the easements is too small to create a residential lot. Qualico considered putting a play structure in this area; however, the City is already planning a playground for Lot 43MR, Block 1, Plan (311 Spruce Ridge Road). Policy of the MDP states that the City should prevent the development of non-contributing open space except where unavoidable in the provision of utilities. Areas of this type that cannot be integrated into the open space network should not receive municipal reserve credit. Both lots will be taken as Public Utility Lots at the time of subdivision. West Area Structure Plan The West Area Structure Plan was updated in May, 2012 (Bylaw C ). The proposed redistricting is consistent with the Low/Medium Density Residential designation. Land Use Bylaw The subject lands are districted UR Urban Reserve. The reclassification of land to other land use districts is normally required before subdivision and development can occur. Options N/A Impacts/Consultation The proposed amendment was circulated internally for other departments comments. Following the recommendation of Administration, Qualico discussed the remnant sliver of land with Melcor, the adjacent landowner, but the subject parcel did not fit into Melcor s anticipated plan for the NW 5. Implementation/Communication N/A Strategic Goals 43

44 Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Financial Considerations: N/A Fiscal Impact Attachment A, Bylaw C Attachments 44

45 CITY OF SPRUCE GROVE BYLAW C LAND USE BYLAW AMENDMENT REDISTRICTING WHEREAS, pursuant to the Municipal Government Act, R.S.A. 2000, c. M-26, including amendments, a municipality shall pass a land use bylaw and may amend the land use bylaw, AND WHEREAS, the City of Spruce Grove wishes to amend Bylaw No. C , the Land Use Bylaw for the City of Spruce Grove, NOW THEREFORE, the Council for the City of Spruce Grove, duly assembled, hereby enacts as follows: THAT, the Land Use Districts Map, attached to and being part of the Land Use Bylaw of the City of Spruce Grove, be amended as follows: To redistrict two portions of NE from UR-Urban Reserve to R1 Mixed Low to Medium Density Residential, as shown on the map below. The purpose of the bylaw is to redistrict the subject lands to allow for subdivision and development of Stage 15B of the Springate neighbourhood. This amending bylaw shall be consolidated into Bylaw C

46 This bylaw comes into force and effect when it receives third reading and is duly signed. First Reading Carried 25 February, Public Hearing 25 March, Second Reading Carried 25 March, Third Reading Carried Date Signed, 20. Mayor City Clerk 46

47 Bylaws Item #: 9. f. Regular Council Meeting Agenda Meeting Date: 08/12/2013 C First Reading - Business License Bylaw - Simpson Department: Planning & Infrastructure Information Recommendation That first reading be given to Bylaw C Business License Bylaw. Purpose The last major revision of the City's Business License Bylaw (BLB) took place in 1997, with only two minor amendments in the intervening years. This bylaw will bring the BLB up to date. In addition, the new bylaw will streamline and simplify the administration of the bylaw while continuing to provide the same level of service to the community. Background The Planning and Development Department was the first department to participate in the Organizational Effectiveness Review with KPMG in 2012, which resulted in recommended areas to improve efficiency. The first process approved for efficiency review is the integration of business licensing in the CityView software. There are two components to the project: 1) process mapping and efficiency review; and 2) software programming. Both of these components need to be completed by the end of November 2013, in order to be used in the next business license cycle, which goes from Jan. 1 to Dec. 31 each year. Staff conducted a comprehensive review of business licensing over the past few months. Staff mapped existing processes, determined where service bottlenecks exist, and where adequate levels of service are not being met. Also reviewed was the current Business License Bylaw, and administrative time spent processing business licenses, both productive and unproductive. There have been a number of minor changes to the bylaw. Streamlining the existing regulations was made a priority. In addition, Administration discovered that the renewal of business licenses is highly inefficient, and a new process is proposed. The following description details current practices and proposed changes to the bylaw. Renewals The existing process used by all businesses is as follows: Businesses are required to pay an annual license fee. The City issues invoices to all business license holders at the end of the year, 47

48 including those that have had one-time project licenses or are non-resident businesses. The invoice for business license renewal is sent out in January and provides a deadline of 30 days, but there is no penalty for late payments; in 2013 only half of invoiced businesses paid within the 30-day deadline. The City's sole business license inspector (approximately 0.5 FTE) calls businesses as time permits to collect payment over the remainder of the year. There is no penalty for businesses who do not pay, and they remain on the business directory. Enforcement rarely occurs since the inspector spends time collecting invoiced payments. The total time spent on collecting payments takes over 200 hours per year, and will last until December when accounts are cleared and licenses canceled. With this system in place, the City spends most of its time inefficiently collecting funds with little time spent on issues such as consulting with external agencies, conducting enforcement and other responsibilities identified in the bylaw. In essence, there is no value added for the community based on the time spent collecting payments. Administration is proposing a unique approach to business license renewals, described below. Resident Businesses (including Tri-Municipal license holders): Businesses will pay a one-time fee on their initial application for a business license. The resident business will receive a notice in mid-november to advise them that their business license renewal is free if they verify their information (either online, in person, or by mail) by January 15 each year. Resident businesses that miss the free renewal deadline will be sent a second notice with a request to submit a new business license application and applicable fee by February 15. Business owners will be warned through this notice that the next step by the City will be enforcement action. Resident businesses that do not meet the second deadline will have their business license canceled, be removed from the directory and will be visited by the business license inspector and/or a community peace officer, and may be issued a ticket. Existing resident businesses would not be required to pay a $250 fee, as they will be automatically placed into the free renewal process (as long as renewal information is provided to the City within specified timelines). Given that 2014 will be the first year under this renewal system, Administration is prepared to be flexible with renewal deadlines as existing business get used to the new system. Non-Resident Businesses: Non-resident businesses will continue to pay business license fees annually. The non-resident business will receive a notice in mid-november to advise them that they will need to apply for a new business license by January 15 if they wish to continue doing business in Spruce Grove. They will be warned of penalties for doing business without a valid license. Non-resident businesses who fail to re-apply for a license will have their account closed. Those who are known to be doing business without a license will be sent a 48

49 final notice after January 15 and enforcement will commence after February 15. The proposed renewal process for non-resident businesses is the status quo for the region. However, the one-time payment for resident businesses is a new approach. Business License Inspector and Administrator In the current bylaw, responsibility for carrying out the provisions of the bylaw are held solely by the business license inspector, although that role includes bylaw enforcement. In the proposed bylaw, the duties fall primarily to the business license inspector. However, duties for community peace officers around enforcement, and the ability for other administrative staff to accept applications and issue some licenses on behalf of the inspector are made explicit. Under the City's current system, there is only one inspector responsible for all application processing, issuance and enforcement. This has been an inefficient process, as there are limited business license services provided to customers while the inspector is away from the office, resulting in the Department not meeting adequate levels of service. Therefore, the clarification of roles and the addition of administrative functions will address the coverage issue under the current system, providing better service to customers. Reduction of License Classes In the current bylaw, there are 7 subclasses of business licenses within the Resident and Non-Resident umbrella. After looking at a variety of business license bylaws from the region, Administration saw that some of the regulations put into place are better served through a careful evaluation of new development permits. Our confidence in the new Land Use Bylaw means that we are able to simplify our categorization into Resident and Non-Resident licenses, with the ability for resident businesses to also obtain a Tri-Municipal license for the region. The only additional concession is to include a Temporary license class for businesses who will be working for 72 hours or less, in order to charge a lesser fee for those who will do a small, one-time project or sales event. New Provisions for Trade Shows Under the existing bylaw, all businesses are required to procure a business license to do business in the city. There is no specific language surrounding trade shows, meaning that each vendor should apply for a business license under current regulations. In practice, however, this rarely occurs. The proposed BLB adds language to provide more flexibility for trade show organizers, exempting individual vendors from applying for a business license as long as the trade show organizer provides written confirmation that they will be checking vendors for all provincial licensing and permits required under the BLB. Consistency Most of the changes made to the bylaw involved elimination of redundancy between 49

50 sections, and ensuring that wording and definitions matched the Land Use Bylaw and other policies. Staff in Enforcement Services ensured that the section on Offences and Penalties contained the appropriate wording. In addition, timelines for processes were checked to ensure they matched similar processes in other areas (such as appeals). Finally, the proposed bylaw now ensures that the regulations match up with the ability to administer and enforce the bylaw effectively. Options Council may request changes or additions to the proposed bylaw. Impacts/Consultation Planning consulted with Community and Protective Services, Economic Development, and Information Systems to ensure that the concerns of all parties were considered and implemented into the bylaw. Information Systems is currently working on the programming to implement business licensing into the CityView system. Staff have the ability to accommodate changes made to the bylaw as it moves forward in the process of adoption. A meeting took place with representatives of the Spruce Grove Chamber of Commerce, and the initial feedback was positive. A letter of support from the Chamber is attached to this report. Implementation/Communication Should the bylaw be adopted, Planning will work with Communications to ensure that businesses understand how the changes will impact their business license applications and renewals. Planning staff will also work closely with Information Services to ensure notices provide clear instructions to business owners regarding the renewal process. Strategic Goals Goal Two - Economic Development - The City of Spruce Grove will promote the development of economic opportunities and attractions and the diversification of Spruce Grove's industrial and commercial tax base. Goal Four - Providing Quality Services - The City of Spruce Grove will continue to improve the effectiveness of how it delivers its services, promoting improvements and efficiencies in delivering services to the community and in the internal operations of the City itself. Financial Considerations: Fiscal Impact 50

51 Information on Business Bylaw Fee Restructure In conjunction with the changes to the Business License Bylaw, Administration will be bringing forward amendments to the Development Fees Bylaw C relating to business licenses. The Planning and Development Department conducts an annual fee review that is presented in October and November, so it is Administration s intent to bring forward the changes below as part of the larger fee review. Summary of Proposed Fee Changes Administration is proposing to simplify the Business License Bylaw by removing fee types thereby consolidating the fee groupings. In addition, there would be no renewal fee for business licenses, as long as each business provides information confirmation during the renewal period. A full analysis of the fee changes is provided in Council's attachments and will be presented during the meeting. Administration has modeled the new fee structure and anticipates the changes to be revenue neutral, as shown in Attachment 3. Attachments Bylaw C License Fees in Region License Revenue (Current and Proposed) Summary of Fee Changes Chamber of Commerce Letter of Support 51

52 CITY OF SPRUCE GROVE BYLAW C BUSINESS LICENSE BYLAW Being a bylaw of the City of Spruce Grove in the Province of Alberta to provide for the licensing, regulation and control of businesses within the City of Spruce Grove, pursuant to the Municipal Government Act R.S.A NOW, THEREFORE the Council of the City of Spruce Grove enacts the Business License Bylaw as follows: (1) TITLE This bylaw is the Business License Bylaw of the City of Spruce Grove in the Province of Alberta, and is referred to throughout as this bylaw. (2) INTERPRETATION (a) (b) (c) The term City in this bylaw shall refer to the municipal corporation of the City of Spruce Grove in the Province of Alberta, unless otherwise noted. The term City Manager in this bylaw shall refer to the Chief Administrative Officer of the City of Spruce Grove. The term Council in this bylaw shall refer to the Council of the municipal corporation of the City of Spruce Grove in the Province of Alberta. (3) DEFINITIONS In this bylaw and any amendments made hereto, the definitions set out in the following section shall be used. Appellant Business A person who has filed a notice of appeal in accordance with this bylaw. As per the Municipal Government Act: (a) (b) (c) A commercial, merchandising or industrial activity or undertaking; A profession, trade, occupation, calling or employment; or An activity providing goods or services; 52

53 Whether or not for profit and however organized or formed, including a cooperative or association of persons. Business License A license issued pursuant to this bylaw. Business License Administrator A person appointed by the City Manager having some authority to carry out the provisions of this bylaw under the direction of the Business License Inspector. Business License Inspector A person appointed by the City Manager having all authority to carry out the provisions of this bylaw. Business Location The site used or occupied for the conduct of a business. Charitable or Non-Profit Organization An organization defined pursuant to the Charitable Fund-Raising Act, and registered as such. Community Peace Officer A person appointed by the City Manager to carry out enforcement of this bylaw under the direction of the Business License Inspector. Also referred to as a bylaw enforcement officer, and may include members of the RCMP. Non-Resident Business A business which is not carried on from a business location within the City, but is otherwise conducted partly or wholly within the City. Resident Business Temporary A business which is carried on from a business location within the City. A business which is carried on for a period of 72 hours or less. 53

54 Tri-Municipal The region consisting of three municipalities: the City of Spruce Grove, the Town of Stony Plain and Parkland County. (4) BUSINESS LICENSE INSPECTOR (a) (b) The City Manager shall appoint a Business License Inspector to carry out the provisions of this bylaw. The Business License Inspector shall: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) Process applications for business licenses; Keep and maintain for the inspection of the public during office hours, a copy of this bylaw and all amendments thereto and ensure that copies of the same are available to the public at a reasonable charge; Consider and decide on applications by issuing business licenses (with or without conditions) or refusing to issue a license; Cancel, suspend or alter any business license when appropriate; Inspect any business to determine whether it is in compliance with the bylaw; Initiate action as deemed necessary to ensure compliance with the provisions of this bylaw and conditions of the business license, including legal action if required; Keep records as required for the administration of this bylaw; and Issue each business license. (5) BUSINESS LICENSE ADMINISTRATOR (a) (b) The Business License Administrator shall assist the Business License Inspector as directed. The Business License Administrator shall (i) Receive applications for business licenses; 54

55 (ii) (iii) Process applications for business licenses as directed by the Business License Inspector; and Issue business licenses as directed by the Business License Inspector. (6) CONTROL OF BUSINESS LICENSING (a) (b) Except as otherwise provided in this bylaw or in provincial or federal legislation, no person shall carry on a business unless a business license has been issued pursuant to the provisions in this bylaw. A valid business license must be displayed in a prominent manner at the business location. Where the business is not carried out in a single location, the business license must be made available for inspection on request. (7) WHERE A BUSINESS LICENSE IS NOT REQUIRED (a) A business license is not required for the following organizations or businesses, but shall nonetheless comply with the provisions of this bylaw and must be carried out in accordance with all other applicable legislation, regulations and bylaws: (i) (ii) (iii) (iv) (v) (vi) Municipal Government offices and services; Provincial Government offices and services; Federal Government offices and services; Any person specifically exempt from municipal licensing by legislation; Non-resident businesses that supply bulk goods for the purpose of resale to a resident business holding a valid license; and Any person under the age of 18 providing occasional light duty services and labor as an individual. (b) (c) Notwithstanding any exemption, any business organization shall register business and contact information by submitting a completed application form to the Business License Inspector or Administrator. A charitable or non-profit organization may request an exemption from payment of fees as part of their business license application. The request must include a current copy of charitable or non-profit status. 55

56 (d) In the case of a trade-show or community event, the organizer may provide a written statement to indicate that they have verified each vendor has a valid business license and any other required licenses. Where such a statement is provided, no business license is required for vendors. (8) APPLICATION FOR A BUSINESS LICENSE (a) (b) (c) Every business shall have a separate license. A business with more than one business location shall have a separate business license for each business location. A new application must be submitted for: (i) (ii) (iii) (iv) Amendments to an existing business license, including a change to a different business name or a change to the nature of the business; A transfer of a business license to a different owner; An exemption as described in Section 6(a); or Renewal of a non-resident business license. (d) (e) Information updates, such as a change of contact information, shall not require a new application, but must be submitted to the Business License Inspector in writing. Every application for a business license shall contain the following information: (i) (ii) (iii) (iv) (v) The business location, with both the legal land description and the municipal address; The legal and operating business names; A description of the type of business to be carried on; The name of the business owner and contact information including a mailing address, address, fax number and phone number; Authorization and signature from the registered owner or designated agent of the property where the proposed business is 56

57 located if the registered property owner is different from the business owner; (vi) (vii) (viii) The license or certificate number for any provincial or federal license required to carry out the business; The date on which the business will commence operations; and The applicant s signature. (f) (g) (h) (i) (j) All business license applications shall be accompanied by the relevant fee set forth in the Development Fees Bylaw, as amended. Any business requiring a development permit under the Land Use Bylaw must obtain development approval prior to the issuance of a business license. Notwithstanding Section 7(d), the Business License Inspector may request any other information or involve any agency or department deemed necessary to issue a business license in accordance with this bylaw. If an application for a business license is refused because a development permit cannot be obtained, the fee for the business license will be refunded. If a business license application is withdrawn prior to processing, the fee for the business license will be refunded. (9) VALIDITY OF BUSINESS LICENSE (a) (b) (c) (d) All business licenses are valid from January 1 of a given year until 11:59:59 on December 31 of the same calendar year, unless the license is revoked by the Business License Inspector. If the Business License Inspector determines that information provided on the application is incomplete or incorrect, the business license may be refused, or deemed invalid if it has already been issued. A business license may be considered invalid for any business that fails to comply with federal or provincial legislation or licensing, or fails to comply with a bylaw of the City of Spruce Grove. If a business license is lost or damaged, a new one may be issued. An administrative fee for the reissue will be levied in such a case. 57

58 (e) If the Business License Inspector determines that there are reasonable grounds to invalidate a business license: (i) (ii) (iii) The business owner shall be notified in person or by registered mail; If delivered by registered mail, the notice shall be deemed received after five business days; The business owner shall cease operation of the business until such time as a new business license is issued or written notice of reinstatement is received from the Business License Inspector. (10) RESIDENT BUSINESS LICENSE (a) (b) A resident business license shall be issued for a business that has a business location within the municipal boundary of the City. A resident business must comply with all bylaws and policies of the City of Spruce Grove in order to obtain and maintain a current business license. (11) NON-RESIDENT BUSINESS LICENSE (a) A non-resident business license shall be issued for a business that has a business location outside the municipal boundary of the City. (12) TEMPORARY BUSINESS LICENSE (a) (b) A temporary business license shall be issued for a business that intends to conduct business within the City for a period of 72 consecutive hours or less, whether resident or non-resident. A business which exceeds the 72 hour time limit for its operations must submit an application for a resident or non-resident business license. (13) TRI-MUNICIPAL BUSINESS LICENSE (a) (b) A tri-municipal business license shall be issued for a business that has a business location within the municipal boundary of the City, and wishes to conduct additional business in Stony Plain and Parkland County. A person who carries on a non-resident business and holds a valid trimunicipal license issued by Parkland County or the Town of Stony Plain is entitled to carry on business within the City without obtaining a nonresident business license. 58

59 (14) RENEWALS (a) (b) (c) (d) (e) A renewal notice shall go out to all resident businesses, including Tri- Municipal license holders, at the mid-point of November to allow for business owners to renew their business license and update information at no charge. A resident business that has not renewed its business license by January 15 of a given year will be issued an expiration notice and required to submit an application to obtain a new business license. A letter shall go out to all non-resident businesses at the mid-point of November to remind business owners to reapply for a business license if they wish to continue to conduct business in the City. Any non-resident business known to be operating in the City without a valid business license as of January 15 of a given year will be sent a final notice for re-application. Any business operating in the City without a valid business license as of February 15 of a given year will be issued a penalty as described in Section 15. (15) APPEALS (a) (b) (c) (d) Any person affected by a decision of the business license inspector, other than a decision to issue a violation ticket, may appeal the decision to Council by delivering a written notice of appeal and the appeal fee to the City Clerk within 14 calendar days of the decision. A notice of appeal shall state the name, address and telephone number of the appellant, and include a description stating why the decision is being appealed with all relevant facts and information, such as dates, places, persons and events. Upon receipt of an appeal, the City Clerk shall ensure that the notice is complete. If the notice of appeal is not complete, the City Clerk shall notify the appellant who shall have 3 business days to amend the notice of appeal to the City Clerk s satisfaction. Upon confirmation of a complete notice of appeal the City Clerk shall: (i) Make arrangements for Council to hear the appeal within 30 calendar days; 59

60 (ii) (iii) Notify the appellant and all other affected parties in writing of the date, time and place of the appeal hearing; and Provide a copy of the hearing notice and all relevant documentation to the Business License Inspector. (e) (f) (g) (h) During the appeal hearing, Council shall hear the appellant or their designate and the Business License Inspector, and may hear any other party affected by the appealed decision. At the conclusion of the appeal hearing, Council may uphold, vary or rescind the decision of the Business License Inspector, and may elect to refund the appeal fee to the appellant. The City Clerk shall record the proceedings of the appeal hearing and advise the affected parties of the outcome within 7 calendar days of the date on which the appeal decision is made by Council. An appeal decision by Council in respect of this bylaw is final and binding. (16) OFFENCES AND PENALTIES (a) (b) (c) (d) (e) A business owner and their agents, employees, managers, partners, principals or directors who violates any of the provisions of this bylaw or who permits any act or thing to be done in contravention of any of the provisions of this bylaw, or who neglects or refrains from doing anything required by the provisions of this bylaw, or fails to comply with any order, notice, or direction given under this bylaw is guilty of an offence. Each day that a violation is permitted to exist shall constitute a separate offence. Where the Business License Inspector believes that a person has contravened this bylaw, they may request a Community Peace Officer to issue a violation ticket in accordance with the Provincial Offences Procedures Act. A penalty of $50 for a first offence and $250 for each subsequent offence shall be issued for contravention of this bylaw. The provisions of this section shall not prevent any Community Peace Officer from issuing a violation ticket requiring the court appearance of a person in violation of this bylaw, or laying an information, pursuant to the Provincial Offences Procedures Act. 60

61 (f) Any person who is convicted of an offence pursuant to this bylaw is liable on summary conviction to a fine not exceeding $10,000 and in default of payment of any fine imposed, to imprisonment for up to 6 months. This Bylaw comes into force and effect on January 1, Bylaws C , C and C are hereby repealed. First Reading: Public Hearing: Second Reading: Third Reading: Mayor City Clerk 61

62 License Type 1 Existing Spruce Grove Fee Edmonton St. Albert Stony Plain Leduc Fort Saskatchewan Proposed Fee Non-resident business Resident business Non-profit/charitable Free 40 Free Free Free Free Free organization Temporary business (up to n/a 50 n/a hours) 3 Tri-municipal License 50 n/a n/a 50 n/a n/a 50 4 Appeal Fee 50 n/a 30 n/a 50 n/a 50 License Replacement Fee n/a 42 n/a n/a All fees are paid annually unless otherwise noted. 2 This would be a one-time fee, with free renewal as described in the Business License Bylaw. 3 Temporary currently means up to 60 days. 4 This would be a one-time fee, with free renewal as described in the Business License Bylaw. 62

63 Revenue Under Existing Fee Schedule Business License Type Fee # of Applications Total Resident Business (Renewal) Resident Business (New) Non-resident Business (Renewal) Non-resident Business (New) Hawker/Peddler Gaming machines Temporary business/project (resident) Temporary business/project (non-resident) Home based business & day home(new) Home based business & day home (renewal) Tri-Municipal License (new) Tri-Municipal License (renewal) Appeal Fee Total permit revenue $236,520 Actually collected 1 $224,408 1 Permit revenue is based upon actual business licenses issued and indicate what should have been collected for permit types and the number of applications. However, at year end, not all funds were collected and are assumed to be due to errors in manual recordkeeping. CityView software and reporting features will provide better information to Administration, allowing for better enforcement and accounting. 63

64 Revenue Under Proposed Fee Schedule Business License Type Fee # of Applications Total Resident Business (Renewal) 2 Free Resident Business (New - 1 time fee) Non-resident Business (new and renewal) Vendors (up to 3 days) Account maintenance Tri-Municipal License (Renewal) 5 Free Tri-Municipal Licenses (New business) $233, Includes resident businesses and home based businesses under previous fee schedule. Assumes 100% of renewals will provide information to City within renewal deadline. Revenues could be higher if 100% compliance is not achieved. 3 Includes resident business, home based businesses and four project/temporary licenses under existing fee schedule. Over time, it is anticipated that the number of new businesses will drop to approximately 150 per year. 4 This is a new fee type, which will be used when businesses change owners. 5 Assumes 100% of renewals will provide information to City within renewal deadline. Revenues could be higher if 100% compliance is not achieved. 6 Administration believes that the new fee schedule will result in a revenue neutral program. CityView reporting features will assist with enforcement and compliance, which would result in greater number of business license applications and will likely also result in collection of enforcement revenue. 64

65 SUMMARY TABLE OF PROPOSED FEE CHANGES Fee Type (Annual Collection) Existing Fee Proposal Resident Business (excluding classification listed below) $100 $250 new business fee, with no annual collection charge if renewal information provided by deadline. Businesses that do not return information by the deadline are assessed a new business fee. Non-resident businesses (excluding classifications $300 $350 listed below) Contractor resident $100 Delete fee, and consolidate with Resident Business Contractor non-resident $300 Delete fee, and consolidate with Non-resident Business Adult Entertainment Resident $2,000 Delete fee, and consolidate with Resident Business Adult Entertainment Non-resident $4,000 Delete fee, and consolidate with Non-resident Business Day Care (fewer than six children) $50 Delete fee, and consolidate with Resident Business Day Care (Six or more children) $100 Delete fee, and consolidate with Resident Business Gaming machines $20 per machine (in addition to the Resident/Nonresident Delete additional fee. fee as required) Escort Business Resident $2,000 Delete fee, and consolidate with Resident Business Escort Business Non-resident $4,000 Delete fee, and consolidate with Non-resident Business Temporary Business (not to exceed 60 days) $50 $50; however, will be changed to apply to businesses not to exceed 3 days Home based business $100 Delete fee, and consolidate with Resident Business Tri-municipal license $50 $50 fee for new businesses, with no annual collection charge if renewal information provided by deadline. Businesses that do not return information by the deadline are assessed another $50 if they want to retain a Tri-municipal license. Cheritable/non-profit organizations No charge (on profit of non-profit status) No charge (on proof of non-profit status) Appeal Fee $50 $50 65

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67 Regular Council Meeting Agenda Meeting Date: 08/12/ Corporate Plan Update - Goodwin Department: Corporate Services Business Items Item #: 10. a. Information Recommendation That the 2013 corporate plan update be accepted as information. Purpose To provide Council with an interim update of the 2013 corporate plan. Background Council approved the 2013 corporate plan on November 26, The corporate plan is the City s principal guiding document for governance, community development and service delivery. The goal of the plan is to continue providing residents with a high quality of life at an affordable rate, while also staying the strategic course of municipal economic sustainability. The corporate plan outlines the City s plans and projects for the next three years. Throughout the year, new opportunities and requests for changes to the approved corporate plan arise. Depending on the nature of the request, either Council or the Strategic Leadership Team will approve whether the request will proceed in the current year. These changes to the corporate plan are included in the interim update to Council. Options N/A Impacts/Consultation Corporate plan updates were provided by the department assigned to each initiative. Implementation/Communication The corporate plan updates were reviewed by the Strategic Leadership Team. Strategic Goals The corporate plan supports each of the City's strategic goals. Goal One Sustainability, Goal Two Economic Development, Goal Three Partnerships and Goal Four Providing Quality Services. Fiscal Impact 67

68 Corporate Plan Update Attachments 68

69 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Corporate - CAO - CAO External Participate in the Planning for a Regional Policing Centre Corporate - External Corporate - External Corporate - External Corporate - External Corporate - External Corporate - External CAO - Economic Development CAO - Economic Development CAO - Communications CAO - CAO Planning & Infrastructure - Planning & Infrastructure Admin Planning & Infrastructure - Planning & Infrastructure Admin Develop and Implement an Industrial Marketing Plan for Spruce Grove Implement Action Plan on Competitive Fundamentals Recommended by EDAC Resident Satisfaction Survey Pursue Feasibility of Expanding the Tri- Leisure Centre Transit Service Review Develop a Policy for Natural Areas Management Start date Jan-11 Jan-12 Jan-12 Mar-13 Jan-11 Jan-11 Jan-13 Quarter 2 updates Participating in the planning of the regional facility with the Town of Stony Plain. Industrial sector targeting, marketing and incentives study completed. Presented to EDAC and now being reviewed with developers. Work is underway to compare business costs across capital region municipalities; community brochure completed; industrial brochure under development; commercial brochure to be done in the fall. The survey is complete and the results presentation is in progress. No action at this time as the priority is the TLC lifecycle maintenance requirements. Work underway. Three part presentation approach will be starting with Council July 15. Project remains on budget. Discussions in progress to split review into Phase 1 and Phase 2. Work to be completed in Q3 and Q4 in

70 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Corporate - CAO - Economic Develop External Development and Implement Strategy and Action Plan for Event Tourism Corporate - External Corporate - External Corporate - External Corporate - External CAO - Economic Development Community & Protective Services - Recreation CAO - Economic Development Community & Protective Services - Recreation Develop and Implement a Formal Sponsorship Program Develop Action Strategy for Regional Leisure Services Plan Develop a Vision and Plan for Downtown Redevelopment Within Spruce Grove, in Alignment with the Strategies Defined in the MDP Work Collaboratively with the Tri- Region Municipalities for the Implementation of the Indoor Recreation and Culture Facilities Strategy Start date Jan-13 Jan-13 Jan-11 Sep-13 Jan-13 Quarter 2 updates Regional steering committee formed with Stony Plain, Parkland and TLC. Request for proposal was initiated to hire consultant; selection process is underway. A joint application was submitted for the Regional Collaboration grant. Policy development is underway for completion in September. The audit study of sponsor opportunities is planned for the fall of Community & Protective Services has submitted initiatives and service changes as part of the Corporate Plan that can be directly tied to recommendations included in the Leisure Services Master Plan. It is recommended that this project be deferred until after the municipal election in October and thereby provide Council with an opportunity to provide some further direction, clarity and expectations related to the initiative as part of the Corporate Plan approval process. Community & Protective Services has submitted initiatives and service changes as part of the Corporate Plan that can be directly tied to recommendations included in the Regional Indoor Recreation & Culture Facility Strategy. 70

71 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Corporate - Corporate Internal Services - Implement Corporate Recommendations Services Admin from the Governance Corporate - Internal CAO - Communications Capital CAO - Economic Development Capital Planning & Infrastructure - Asset Management Capital Planning & Infrastructure - Asset Management Capital Planning & Infrastructure - Asset Management Capital Community & Protective Services - Protective Services Capital Corporate Services - Finance Capital Planning & Infrastructure - Asset Management Capital Community & Protective Services - Recreation Review Develop and Implement Strategy for Internal Communications Five Acre Site Sale of Land and Tri Leisure Village Project Public Works Site Design and Expansion AM.14 - City Hall Access Control System Upgrade AM.41 - King Street Mall Expansion Option Purchase PS.33 - Fire Services Training Centre Upgrades FI.22 - Replace Commercial Water Meters AM.44 - City Hall Build-Out RE.34 - Refit of the Brookwood Rink Start date Sep-12 May-13 Jan-11 Jan-11 Mar-12 Oct-13 Feb-12 Jan-13 Jan-13 Jan-13 Quarter 2 updates Meetings have taken place with a consultant and a framework for the implementation of the recommendations has been developed. Currently researching best practices, gathering data and compiling information for development of the strategy. Site preparation started in May; construction of the hotel is underway; 2nd phase development permit application expected in September. Project is underway and the scheduled construction completion is September Project is complete. Option to purchase has been exercised. Working on details with owner. Still awaiting the removal of debris and leveling of site. Grounds remain unusable and burn buildings are ready for delivery. Cost of project will be over budget by $4,000. Project complete. Expenses were less than budget because replacement work was performed by staff instead of contractor. Most of the City Hall furniture has been ordered and awaiting delivery. Project has been deferred and resubmitted for the Corporate Plan. 71

72 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Capital Planning & EN.30 - Century Infrastructure - Road Overpass Engineering Upgrade Capital Corporate Services - Information Systems Capital Planning & Infrastructure - Asset Management Capital Planning & Infrastructure - Engineering Capital Community & Protective Services - Recreation IS.37 - Architecture Study on VMware System TransAlta Tri- Leisure Centre Facility Retrofit EN.26 - New Growth Parks RE.42 - Relocate CLASS Database Start date Jan-13 Jan-13 Jan-13 Jan-12 May-13 Quarter 2 updates Project is on schedule and budget. Several workshops were held with the IBM consultant in which the existing design was communicated. The consultant provided the City with a draft report that included initial recommendations. A second draft was provided with more detail and further recommendations that included storage replication and backup best practices. To date, all price quotations for equipment have been received and we are awaiting the final report which is to be delivered the third week of July. Project is 95 per cent complete. The FAME report recommendations are being implemented. Work is underway to complete the Hawthorne and Harvest Ridge parks, including the planting of trees. Park equipment, benches and other amenities were installed in Project work is presently in progress. 72

73 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Capital Planning & EN.21 - New Infrastructure - Growth Engineering Transportation Capital Planning & Infrastructure - Engineering Capital Planning & Infrastructure - Public Works Capital Planning & Infrastructure - Asset Management Capital Planning & Infrastructure - Public Works Capital Planning & Infrastructure - Public Works Capital Planning & Infrastructure - Public Works Capital Planning & Infrastructure - Asset Management Capital Community & Protective Services - Recreation Capital Community & Protective Services - Protective Services EN.23 - New Growth Sanitary Sewer PW.37 - Utilities Shoring and Trailer Integrated RCMP Facility PW.36 - Hydro Excavation Truck PW.21 - Bobcat (Skid Steer) PW.38 - Plow Truck/ Tandem AM.15 - City Hall Building Cooling RE.39 - Elks Hall Revitalization Analysis & Phase I Upgrade PS.17 - Alberta First Responders Radio Communication Network Start date Jan-12 Jan-12 Jan-13 Jan-11 Jan-13 Jan-13 Jan-13 Jan-12 Feb-13 Mar-10 Quarter 2 updates The budget and scope of work for this initiative was revised and approved by Council early in The work on Century Road is underway and expected to be substantially completed by mid-october. The traffic signals on Grove Drive at Grove Meadows Drive and Harvest Ridge are expected to be completed by the end of August. The pioneer trunk sewer is expected to be completed by the end of July. Modifications made to trailer and shoring equipment to be ordered. Project is being lead by Stony Plain. No current updates. The skid unit has been ordered and the truck is still to be ordered. Equipment has been purchased. The unit has been ordered with expected delivery between November and December. Cooling system is expected to be operational by the end of July. Revitalization analysis has been completed. Phase I upgrade is included in the Corporate Plan. Project has been resubmitted for the Corporate Plan. 73

74 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Capital Planning & Sports & Infrastructure - Recreation Facility Asset Management Capital Community & Protective Services - Protective Services Capital Corporate Services - City Clerk Departmental Planning & Infrastructure - Planning & Development Departmental Corporate Services - Finance Departmental Corporate Services - City Clerk Departmental Corporate Services - Information Systems Departmental Planning & Infrastructure - Planning & Development PS.35 - Hand Held Laser - Enforcement Services Council Chambers Renovations PD.10 - Business License Process Analysis and CityView Expansion FI.37 - Long-Term Capital Plan Development CC.21 - Develop Standards for Use of Network Storage IS.36 - Explore New Options for Hosting City Web Server PD.11 - Document and Scan Planning Records Start date Jan-12 Jan-13 May-13 Jan-13 Jan-13 Jan-13 Jan-13 Mar-13 Quarter 2 updates The concept plan and revised budget for the Sports and Recreation facility has been approved by Council. Equipment purchased and in operation. Completed physical space changes. Waiting for furniture delivery. Council chamber sound system upgrades of $12,000 were done as part of lifecycle work. Project started, forecasted to be completed by the end of Work on the project has commenced. Not started yet. Project will follow the corporate records structure review which is currently underway. Requirements have been established for the hosting services. Several vendor data centers have been reviewed. The City is waiting on a quotation from Telus for the new contract service requirement and this will serve as the baseline for quotations from other vendors for the web server and VPN service. City has signed an agreement with the provider, and will begin scanning records by the end of July. Projected to be completed by end of year. 74

75 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Departmental Community & PS.37 - Reengineer Protective School Services - Zone to School Protective Area - King Street Services and Weston Drive Departmental Planning & Infrastructure - Planning & Development Departmental Corporate Services - Information Systems Departmental Planning & Infrastructure - Public Works Departmental Planning & Infrastructure - Asset Management Departmental Community & Protective Services - Recreation Departmental Planning & Infrastructure - Planning & Infrastructure Admin Departmental Corporate Services - City Clerk Departmental Community & Protective Services - Cultural Services PD.12 - Permitting Web Portal IS.31 - Implement Critical Technical Security Policies to Protect City Data PW.02 - Plan for the Evolution of the Eco Centre AM.42 - Contributions for Tri-Region Ladder Truck purchases RE.29 - Jubilee Park Programs and Operations Plan PA.11 - Evaluate options to improve utility flushing analysis (water conservation) CC.24 - Process Review and Design of Legislative Document Tracking System CU.03 - Redesign of the Horizon Stage Web Site Start date Jun-13 Jan-13 Feb-12 Jun-13 Jan-13 Jan-13 Jan-13 Jan-13 Jan-13 Quarter 2 updates Gathering quotes and scheduling work. Project not yet started. The Security Task Force has completed a review of all policies. A communication strategy was designed and approved by the task force. Several policies require procedures to be developed and these are in progress. The communications strategy will be implemented in the last quarter of Project start date is now projected as August 1, The ladder truck for the Town of Stony Plain has been delivered. Project work is presently in progress. Work to be completed in Q3 and Q4 in Completed. The redesign of the website is underway. 75

76 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Departmental Corporate Services - Information Systems Departmental Corporate Services - City Clerk Departmental Community & Protective Services - Recreation Departmental Community & Protective Services - Protective Services Departmental Planning & Infrastructure - Asset Management Departmental Community & Protective Services - Protective Services IS.38 - Business Analysis for GIS system CC.25 - Facilitate a Coordinated City Response to Province's Review of the MGA RE.36 - Structural Assessment of Skate Park and Bicycle Jump Park PS.38 - Capital Region Emergency Exercise AM.43 - Green Fleet Baseline Evaluation PS.36 - Fire Services Training Centre Business Plan Departmental CAO - CAO CA.05 - Municipal Benchmarking Alberta Service Change Service Change Service Change Corporate Services - Information Systems Planning & Infrastructure - Planning & Development Planning & Infrastructure - Public Works FTE for Application Support FTE Planning Technician FTE Roads Operator (2013) Start date Feb-13 Oct-12 Jan-13 Mar-12 Sep-13 Jan-13 Quarter 2 updates Project has been kicked off. Full system analysis will follow throughout the rest of Participated in AUMA sessions, awaiting Municipal Affairs sessions for municipalities following election. Project is scheduled to commence in August. Completed. Moved into the operating budget and work plan for Project has been deferred and resubmitted for the Corporate Plan. Jan-13 City of Spruce Grove input to KPMG is nearing completion through the dedicated effort of various staff within the organization. Mar-13 Applicant has been evaluated and hired and is functioning fully in the Application Support role for Worktech, CLASS, CityView and AgendaQuick. Hiring is complete. Jul-13 Position hired on July 8, Mar-13 Position has been hired. 76

77 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Service Corporate Change Services - Corporate Services Admin Service Change Service Change Service Change Service Change Service Change Service Change Service Change Service Change Service Change Service Change Service Change Planning & Infrastructure - Public Works Planning & Infrastructure - Public Works Corporate Services - Finance Corporate Services - Finance Planning & Infrastructure - Asset Management Planning & Infrastructure - Asset Management Planning & Infrastructure - Public Works Planning & Infrastructure - Public Works CAO - Human Resources Corporate Services - City Clerk Corporate Services - Finance FTE Administrative Support Position FTE Parks Operator (2013) FTE Field Foreman (Roads) FTE Tax and Assessment Clerk FTE Payroll Administrator Fleet Oil Analysis preventative maintenance program FTE Fleet Stores Labourer FTE Field Foreman (Parks) Full-Time Labourer and 2 Temporary Labourers (0.5 FTE each) FTE HR Consultant - Employee and Labour Relations Customer Service Program Enhancements Develop an Annual Report Start date Jul-13 Apr-13 Apr-13 Jul-13 Jul-13 Jan-13 Jul-13 Mar-13 Apr-13 Jul-13 Jan-13 Jan-13 Quarter 2 updates Interviews are taking place, projecting August start date. Position has been hired. Position has been hired. The review of the Treasury staffing plan is being completed before the position is hired, tentatively scheduled for September Position has been hired. Starting the analysis in August. Position has been hired. Position has been filled, probationary period ongoing. Permanent position started on April 8th and the temporary positions started on April 29th. Position will be posted in July with an anticipated start date in September Customer Service workshops are being scheduled for the fall of Annual report prepared and distributed to residents. 77

78 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Service Corporate License Change Services - Cemetery Finance Operations Service Change Service Change Service Change Service Change Service Change Service Change Service Change Community & Protective Services - Community Services Admin Planning & Infrastructure - Asset Management Community & Protective Services - Community Services Admin Community & Protective Services - Recreation Community & Protective Services - Community Services Admin Corporate Services - Finance Community & Protective Services - Community Services Admin FTE RCMP Front Counter Clerk Environmental Monitoring Increase to the Specialized Transit Services operating grant Sports & Recreation Facility Operations FTE RCMP Detachment Watch Clerk (2013) Regional Assessment Review Boards Additional RCMP Officer Start date Jan-13 Sep-13 Jan-13 Jan-13 Jan-13 Sep-13 Jan-13 Nov-13 Quarter 2 updates Initiative deferred because staff resources were allocated to other work. Resubmitted for consideration for the Corporate Plan. Position has been changed from a Front Counter Clerk to a Detachment Watch Clerk. Interviews are completed, anticipated start date of September 1, Ongoing environmental monitoring of the closed Public Works landfill is planned to start in August or September. The total 2013 STS program contribution was $128,000. The start date for this service change has been moved from 2013 to 2015 to coincide with the anticipated opening of the facility, Interviews are completed, anticipated start date of September 1, Contacted Parkland County administration about a regional board that the County would lead. Interest was expressed informally, but there has been no solid interest in pursuing. City needs to wait for the County to take the lead. The request has been submitted for one additional officer for

79 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project Service Community & Change Protective Services - Community Services Admin Service Change Service Change Service Change Service Change Service Change 91 New Corporate - External Planning & Infrastructure - Public Works Corporate Services - Corporate Services Admin Planning & Infrastructure - Public Works Community & Protective Services - Cultural Services Corporate Services - City Clerk Corporate Services - Finance 92 New Departmental Planning & Infrastructure - Asset Management Increase to the Spruce Grove Public Library Operating Grant Median Nose Painting Update Corporate Planning Document for GFOA Budget Award Submission City Beautification - Flower Planters FTE Theatre Manager for Horizon Stage Operations Youth Engagement in Municipal Government Long Term Financial Plan Impacts Paper Fleet preventative maintenance software Start date Quarter 2 updates Jan-13 The appropriation for 2013 is $584,000. Jan-13 Work completed under annual traffic markings contract. Jan-13 Deferred to Jan-13 Jun-13 Jan-13 Jan-13 Apr-13 Flower planters installed for the season. The position has been hired and started in July Conducted mock Council meetings with students this spring. Impacts paper accepted by Council and endorsed by management. The Paper will be further developed to increase awareness in the organization and move toward incorporating long term financial planning into the corporate planning process. Implementing software to manage preventative maintenance and provide regulatory reporting requirements for City vehicles and equipment. Currently testing data and functionality in the system and the reporting is being developed. The software is anticipated to be operational in August. 79

80 C O R P O R A T E P L A N U P D A T E S Row # Corporate Plan page Project type Department Project 93 New Service Community & Temporary parttime Change Protective FCSS Services - FCSS Administrative Assistant 94 New Departmental Community & Protective Services - Cultural Services 95 New Corporate - External Community & Protective Services - Cultural Services Edmonton Eskimos Fan Day Naming of dog offleash park Start date Jul-13 Feb-13 Feb-13 Quarter 2 updates With the volume of intake services having increased substantially since the relocation to the Queen Street Medical Facility, a temporary/part-time staff member has been hired in FCSS to assist in providing client reception, information & referral services and administrative support to the FCSS Office. The term is effective July 15th to December 31st, The Edmonton Eskimos fan day was held at Fuhr Sports Park and was a great success. The naming of the dog offleash park is complete and the ceremony to name the park is in the final planning stage. 80

81 Business Items Item #: 10. b. Regular Council Meeting Agenda Meeting Date: 08/12/2013 Rotary Ornamental Tree Planting - Phase 2 - Simpson Department: Planning & Infrastructure Information Recommendation That the City of Spruce Grove participate in the proposed Rotary Club Ornamental Tree Planting partnership as described in this report and funding of $23,500 be allocated from Council contigency to serve as matching funds to participate in this initiative and that Administration work with the Rotary Club to ensure appropriate recognition for their contribution to this tree planting program. Purpose To authorize an expenditure of funds from Council Contingency. Background On June 28, 2013, the City received a request from the Rotary Club of Spruce Grove to provide matching funds for an initiative to plant ornamental trees throughout the community (attached). Total funds available for this initiative would be $47,000 - $23,500 from the Rotary Club and an additional $23,500 from the City of Spruce Grove. As this opportunity is an emerging issue, the use of Council Contingency as a funding source is appropriate. The Rotary Club has also requested installation of various signage for recognition of their contribution. Options N/A Impacts/Consultation This project has been initiated by a proposal from the Rotary Club of Spruce Grove. It is expected that any increase in maintenance operations can be absorbed in the current budget for the initial year. Once the additional plantings have passed their warranty period, their ongoing maintenance will be added to the status quo budget. Administration held a meeting with representatives of the Rotary Club to discuss their request. Implementation/Communication Engineering completed some preliminary work on this concept in the past and will have to finalize the design and scope now that the available funding for the work is known. At this point in the season, the availability of appropriate planting stock through suppliers is unknown but the intent is that all work be completed by the end of this construction season if possible. 81

82 Administration will work with the Rotary Club to ensure proper recognition of their contribution to the planting of trees on Jennifer Heil Way and Grove Drive through the proposed signage program. Administration will also work with the Rotary Club to identify and implement new means for the Rotary Club of Spruce Grove to promote the service work it does in our community. Strategic Goals Goal Three - Partnerships - The City of Spruce Grove will continue to seek partnerships that create opportunities for improved collaboration and enhancement of services, programs and facilities that benefit the community. Goal Four - Continuing to Enhance Services - The City of Spruce Grove will continue to improve and enhance its services, promoting improvements and efficiencies in delivering services to the community and in the internal operations of the City itself. Fiscal Impact Financial Considerations: Council Contingency Total Budget - $75,000 Expenses to Date - $18,500 Expenses for Consideration: Rotary Tree Partnership - $23,500 Funds Remaining - $33,000 Rotary Club Letter Attachments 82

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84 Business Items Item #: 10. c. Regular Council Meeting Agenda Meeting Date: 08/12/ /2014 Transit Service Contract with Edmonton Transit System - Simpson Department: Planning & Infrastructure Information Recommendation That the City of Spruce Grove enters into an agreement with the City of Edmonton to supply commuter transit services for September 1, 2013 to August 29, Purpose To enter into an agreement with the City of Edmonton allowing finalization of the schedule for September and continuation of our commuter transit service without interruption. Background The City's peak hour commuter transit service between Spruce Grove and Edmonton is offered through an annual contract with the City of Edmonton. Ridership on Route 197 declined slightly last year (3.5%) but remains consistent with the level of ridership experienced in 2009 and Approximately 85,000 trips were made in 2012 with an average of 340-riders per day (varies by time of year). The 2013/2014 contract is attached for Council's consideration. Despite discussions happening at the regional level and work continuing on the Transit Service Review, it is unlikely that any major changes will occur during the term of this agreement. Highlights of the Contract Service levels will be maintained at the same level as last year (7 runs in each direction for most of the year, 7 runs morning, and 6 runs afternoon during July and August). The contract commences on September 1, 2013 and continues until August 29, This is intended to address the scheduling needs under Edmonton Transit Services (ETS) collective agreement with their operators. The agreement may be terminated with 120 days notice without cause by either party. An additional clause was added this year that notes the agreement will be terminated within 120 days notice if it does not conform to the Capital Region Growth Plan (note: the City's service does conform to this plan so this clause should not be an issue). Edmonton can terminate the agreement at any time with 48-hours notice in specific circumstances dealing with provincial and federal regulations or force majeure (including labour disputes, Section 1.5). The City of Spruce Grove is obligated to maintain all stops (this work has been incorporated into our operating budget since the inception of the service in 2006). 84

85 The City of Edmonton's Information Centre will handle all scheduling requests while the City of Spruce Grove will handle all non-scheduling inquiries and complaints (Section 3). The City of Spruce Grove is responsible to set all fares and produce all ticketing products independently from ETS. There is no change in monthly pass costs ($125) and they will still be distributed at City Hall and Mac s Convenience Stores. There also is no change anticipated in this contract cycle for local/commuter cash fare rates ($2/$6). The $6 commuter cash rate was introduced in the 2013 budget (from $5) and implemented in February As in previous years, there is no transferability between Route 197 and the rest of the ETS system. While regional discussions are currently looking at fare structures and transferability, no change is anticipated during this contract cycle. The 2013/2014 contract framework is almost identical to the 2012/2013 contract. The contracts are standardized across all of the ETS suburban contract service agreeements. Options That the City of Spruce Grove enters into an agreement with the City of Edmonton to supply commuter transit services for September 1, 2013 to August 29, Impacts/Consultation N/A Implementation/Communication N/A Strategic Goals Goal One - Sustainability - The City of Spruce Grove will proactively and collaboratively work to promote sustainability in all its forms. Goal Four - Providing Quality Services - The City of Spruce Grove will continue to improve the effectiveness of how it delivers its services, promoting improvements and efficiencies in delivering services to the community and in the internal operations of the City itself. Fiscal Impact Financial Considerations: The new agreement is for a 12 month term. Costing includes per service hour charges (maintenance, drivers, administration), inspections, and capital costs. The contract pricing is based on three different periods and rates: Sept. 1, 2013-Dec. 31, $4,370 per day (83 days = $362,681) Jan. 1, 2014-Jun.29, $4,448 per day (126 days = $560,505) June 30, 2014-Aug.29, $4,101 per day(42 days = $172,224) Total contract costs for the 2013/2014 period are $1,095,410 of which $243,700 is attributed to capital costs from ETS. 85

86 Overall the contract costs are up approximately 6.7% over last year's contract. As the rates for the Sept-Dec period are higher than the estimates used for the 2013 budget preparation (3%), there will be a $23,000 negative impact on the 2013 budget cycle. As this rate of increase is similar to the rate of increase viewed in the last contract, the status quo budget estimates will be completed using a conservative 7% rate of increase rather than the standard 3% rate. The City's 2012 cost-recovery ratio (i.e. the cost of the service that is recovered from user fees) is 42%. The annual per rider subsidy in 2012 was $1,741 compared with $1,560 in Of note, this subsidy does not factor in the funds directed toward the transit system from the Municipal Sustainability Initiative Operating Grant program as these funds could be allocated elsewhere. This means the direct tax-base supported subsidy in 2012 was $705 (compared with $567 in 2011). The City received notice in spring 2013 that the MSI Operating Grant program will be phased out over the next three years which will have a major impact on the transit status quo budget going forward. In 2013 the City received $360,000 from this program. This will be reduced to $240,000 in 2014, $120,000 in 2015, and then zero in /2014 Transit Contract Attachments 86

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