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1 Agenda for the 7:00 pm Monday, May 11,2015, Town of Qualicum Beach Regular Council Meeting to be held in the Council Chamber, Municipal Office, 660 Primrose Street, Qualicum Beach, BC Page No. (This meeting may be recorded) ADOPTION OF THE AGENDA THAT Council adopts the Monday, May 11,2015 regular Council meeting agenda APPROVAL OF THE MINUTES THAT Council approves the April 27,2015 regular Council meeting minutes. THAT Council approves the May 6,2015 special Council meeting minutes. 3. BUSINESS ARISING FROM THE MINUTES (1) Qualicum Beach Farmer's Market - Request for Additional Market Staff Recommendation: THAT Council instructs staff to encourage the Qualicum Beach Farmer's Market (QBFM) to work with the Qualicum Beach Downtown Business Association to incorporate the QBFM vendors into the Thrusday night street market for the months of July and August (2) Review of Policy , Purchasing and Disposition of Assets Staff Recommendation: THAT Town of Qualicum Beach Policy "Purchasing and Disposition of Assets" be referred to the Comrnittee of the Whole Meeting on July 9, (3) Review of Policy (a), DCC Application Staff Recommendation: THAT Town of Qualicum Beach Policy (a) "DCC Application" be referred to the Committee of the Whole Meeting on October 21, (4) Review of Policy , Tangible Capital Assets Staff Recommendation: THAT Town of Qualicum Beach Policy "Tangible Capital Assets" be referred to the Committee of the Whole Meeting on September 10, DELEGATIONS (1) Dave Petryk, Tourism Vancouver Island, presenting on the value of Tourism in the Vancouver Island Region - For Information (2) Madeleine Dwyer, Kwalikum Food Forest and Monica Shore, Mount Arrowsmith Biosphere Reserve, presenting on the Kwalikum Food Forest and requesting in-kind support from the Town to put forth suggestions for future fee-for-service opportunities. 5. CORRESPONDENCE 30 (1) Correspondence Log - May 11, For Information (2) Dave Field, Chairman, Seaside Cruizers Society (20 Apr 2015), requesting funding for portable toilets and shuttle service for the annual event on June 20 and 21,2015 PAGE

2 Town of Qualicum Beach May 11, 2015 Regular Council Meeting Agenda Page 2 of4 36 (3) Laurel Johannson, President, Bard to Broadway Theatre Society (1 May 2015), requesting permission to hold their annual opening night reception on July 2,2015 Staff Recommendation: THAT Council directs Town staff to assist with the July 2,2015 Bard to Broadway opening night reception through in kind services by providing traffic barriers and garbage cans; AND FURTHER THAT the lane be closed to traffic from the Echo Players Village Theatre on Second Avenue West to the Qualicum Foods parking lot from 5:00 pm to 7:30 pm on Wednesday, July 2, COMMITTEE & LIAISON REPORTS (1) General Government (Mayor Teunis Westbroek) (2) Arts & Culture (Councillor Barry Avis) (3) Parks & Recreation (Councillor Neil Horner) (4) Protective Services (Councillor Bill Luchtmeijer) (5) Community Development (Councillor Anne Skipsey) 7. STAFF REPORTS (1) Chief Administrative Officer (Daniel Sailland) (a) Monthly Management Update Corporate Administration Human Resources Special Event planning Licence of Occupations for events Policy review Freedom of Information Planning Harlech Road Site Planning Public Engagement Training Special Projects Planner - Temporary Position Finance Property tax and utility bills New internet based property tax search program Municipal financial reporting for the Provincial Government Completed Fire Hall Loan Authorization information Engineering Building envelope assessment of Town Hall Water meter reading and billing Beach Creek culverts rehabilitation Training and certifications.

3 Town of Qualicum Beach May 11,2015 Regular Council Meeting Agenda Page 3 of (b) Collaboration and Coordination with Qualicum Beach Community Education and Wellness Society Staff Recommendation: THAT the discussion around options for collaborative work with the Qualicum Beach Community Education & Wellness Society be referred to the Committee of the Whole meeting on June 3,2015 (2) Corporate Administrator (Heather Svensen) (a) Announcement of Council Meeting Motions March 30,2015 special meeting motions: (1) THAT Council instructs staff to investigate and provide a report outlining options for natural traffic calming devices in the appropriate areas along Village Way. (2) THAT Council instructs staff to review the safety aspects of roadway and trail connectivity at Laburnum Road and Qualicum Beach Elementary School. (3) THAT Council instructs staff to provide a detailed proposal to complete the works dealing with storm drainage in the Town core to the beachfront that includes East West Crescent and the rain garden. (4) THAT Council instructs staff to develop a business plan for the Qualicum Beach Airport (5) THAT Council instructs staff to request support from MLA Michelle Stilwell to apply for grant funding to complete the Memorial Avenue upgrade/improvement to include drainage improvements; intersection at Village Way and Memorial Avenue and West Crescent and Memorial Avenue (b) Options and Costing for Web-streaming Staff Recommendation: THAT Council instructs staff to enter into a contract with Granicus Inc. to provide web-sheaming services for the Town of Qualicum Beach. (3) Fire Department (Darryl Kohse, Fire Chief) (a) Monthly Fire Department Report - For Information (4) Planning (Luke Sales, Director of Planning) (a) Monthly Construction and Building Permit Report - For Information 48 (b), Student Requests from Mrs. Waters Grade 4 Class, Arrowview Elementary School - For Information (c) Asset Management Planning Program Staff Recommendation: THAT Council directs staff to apply for a $10,000 grant from the Asset Management Planning Program (5) Engineering, Utilities & Airport (Bob Weir, P.Eng., Director) (a) Public Works Department - verbal report as required PAG

4 Town of Qualicum Beach May 11, 2015 Regular Council Meeting Agenda Page 4 of (b) Memorial Avenue Storm Drainage Improvements and Beach Creek - For Information (c) Laburnum Road Barricades - For Information 8. BYLAWS (1) Property Tax Rates Bylaw No. 697,2015 THAT the bylaw entitled "Town of Qualicum Beach Tax Rates (2015) Bylaw No. 697,2015" be adopted. 9. COMMENTS FROM THE GALLERY (Maximum 2 minutes each for comments only (no questions or dialogue), regarding business discussed by Council at this meeting except public Itearings topics) 10. ADJOURNMENT THAT Council adjourns the meeting. NEXT SCHEDULED REGULAR COUNCIL MEETING: Monday, June 8,2015

5 DRAFT Minutes of the 7:00 pm Monday, April 27,2015, Town of Qualicum Beach Regular Council Meeting to be held in the Council Chamber, Municipal Office, 660 Primrose Street, Qualicum Beach, BC PRESENT: Council: Mayor Teunis Westbroek Councillor Barry Avis Councillor Neil Horner Councillor Bill Luchtmeijer Councillor Anne Skipsey ALSO PRESENT: Staff: Daniel Sailland, CAO John Marsh, Financial Adrninistrator, Deputy CAO Bob Weir, Director of Engineering Al Cameron, Superintendent of Public Works, Parks & Buildings Darryl Kohse, Fire Chief Heather Svensen, Corporate Administrator Karla Duarte, Office Assistant The Mayor called the meeting to order at 7:00 pm ADOPTION OF THE AGENDA Council, by unanimous consent, adopted the April 27,2015 regular Council meeting agenda with the addition of: the Federation of Canadian Municipalities (FCM) Loan and Grant Agreement for the Qualicum Beach Fire Hall; the April 20,2015 minutes of the Advisory Planning Commission; and an addition to the Strategic Plan, regarding Community Engagement. APPROVAL OF THE MINUTES Council, by unanimous consent, adopted the: March 18 special Council meeting minutes; March 25 special Council meeting minutes; March 30 and April 1 special Council meeting minutes; April 13,2015 regular Council meeting minutes; April 17,2015 special Council meeting minutes; and April 22,2015 special Council meeting minutes, as corrected for grammar. BUSINESS ARISING FROM THE MINUTES (1) Notice of Motion from April 13,2015 (Councillor Horner) Councillor Horner MOVED and Councillor Skipsey SECONDED, THAT Council refers the concern over the increase in invasive species (bunnies, bullfrogs, broom) to the Committee on Environment and Sustainability, which will be formed in the short term. CARRIED P GE

6 Town of Qualicum Beach April 27,2015 Regular Council Meeting Minutes - DRAFT Page 2 of 6 (2) Notice of Motion from April 13,2015 (Councillor Skipsey) Councillor Skipsey MOVED and Councillor Luchtmeijer SECONDED, THAT staff be directed to prepare a report on the timelines and costs necessary to record and/ or stream Council meetings, including the Committee of the Whole meetings, in future. CARRIED DELEGATIONS (1) Mark McGorman, McGorman McLean - presented the Town's Auditor Report - For Information (2) Dr. Carol Stuart, Vancouver Island University (VIU) - presented an update on the Centre for Healthy Aging at VIU's Parksville/Qualicum Centre - For Information CORRESPONDENCE (1) Correspondence Log - April 27, For Information (2) Mimi Schewchuk, Qualicum Beach Farmers' Market Manager (21 April 2015), requesting permission to hold a "Food Only" market on Wednesday evenings from 4pm- 6:30pm during the months of July, August and September on Veterans Way. Councillor Horner MOVED and Councillor Avis SECONDED, THAT Council grants permission to the Qualicum Beach Farmers' Market to hold a "Food Only" market on Wednesday evenings from 4 pm to 6:30 pm during the months of July, August and September on Veterans Way. Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT Council defers the motion on the floor to the May 11* Council meeting for further consideration. CARRIED (3) Tina Lutz, Heart & Stroke Foundation of B.C & Yukon (23 Apr 2015) requesting permission to hold the Big Bike event in Qualicum Beach on Wednesday June 3,2015 from 8:00 am to 8:00 pm. Councillor Horner MOVED and Councillor Luchtmeijer SECONDED, THAT Council grants permission for the Big Bike event on Wednesday, June 3,2015 from 8:00 am to 8:00 pm, subject to the applicant working with Town staff to finalize street use; AND FURTHER authorizes placement of signage on Town-owned property. CARRIED COMMITTEE & LIAISON REPORTS (1) General Government (Mayor Teunis Westbroek) Mayor Westbroek commented on: Elk Club flag raising April 27 Rotary Club's Oceanside Community Clean-Up event Attending the following: o the local Wilderness Committee's Earth Day Celebration o the Flourishing in a Green Economy event at the Civic Centre Open House o Zoning bylaw as it pertains to weekly rentals in Qualicum Beach PAGE

7 Town of Qualicum Beach April 27, 2015 Regular Council Meeting Minutes - DRAFT Page 3 of 6 Reviewing the Town's policies on Tangible Capital Assets ( ); Purchasing and Disposition of Assets (6000-2), and the Development Cost Charges (3006-3) Mooring buoys on the waterfront Walkability along Berwick Road and improving the walkability along Garden Road and Berwick Road (2) Arts & Culture (Councillor Barry Avis) Councillor Avis commented on: Attending the following: o St. Mark's Fair planning meeting o Society of Organized Services ribbon cutting o Earth Day Celebration o Hamilton Marsh tour o Flourishing in a Green Economy o Job fair in Parksville (3) Parks & Recreation (Councillor Neil Horner) Councillor Horner commented on: Attending the following: o Society of Organized Services ribbon cutting o Earth Day Celebration (4) Protective Services (Councillor Bill Luchtmeijer) Councillor Luchtmeijer commented on: Attending the Kiwanis Affordable Housing fundraising event Emergency Preparedness expo May 6 th (Civic Centre) and May 7 th (City of Parksville) (5) Community Development (Councillor Anne Skipsey) Councillor Skipsey commented on: Attending the Earth Day Celebration Errington Elementary School visit to Town Hall Attending the Qualicum Beach Community Education and Wellness Society (QBCEWS) Attending the Chamber of Commerce unveiling of the road map at the visitor pullout STAFF REPORTS (1) Chief Administrative Officer (Daniel Sailland) (a) Strategic Focus Areas Update - D. Sailland commented on: the addition to the Community Engagement component of the Strategic Plan the development of sound financial management, business plans and a review of the Town's approach to special events the review of the Grants-in Aid policy the coordination of community groups and volunteers (b) Advisory Planning Commission minutes from April 20,2015 College Heights Development: Councillor Avis MOVED and Councillor Horner SECONDED, THAT Counpy^

8 Town of Qualicum Beach April 27, 2015 Regular Council Meeting Minutes - DRAFT Page 4 of 6 instructs staff to form a community group, in cooperation with the developer, to work on improvements on the town owned land and the developers land surrounding the College Heights Development. CARRIED Laburnum Road/Aldermuir Cohousing Application Councillor Horner MOVED and Councillor Avis SECONDED, THAT Council instructs staff to commission an independent report as to what wetland buffer zone criteria should apply generally in the West Qualicum Beach Open Space Development Area, and specifically, what wetland buffer criteria should apply to the subject property, in order to be consistent with the ecosystem preservation policies in the Official Community Plan (OCP). CARRIED Councillor Horner MOVED and Councillor Avis SECONDED, THAT Council instructs staff to review the wetland buffer zone with the applicant for the Laburnum/ Aldermuir Development upon completion of the study for the site located at 560/570 Laburnum Road. CARRIED Councillor Horner MOVED and CouncUlor Avis SECONDED, THAT Council instructs staff to notify the applicants for the Laburnum Road/ Aldermuir Cohousing Development that they provide a consultant report(s) on environmental and hydrological impacts for their proposal. CARRIED (2) Corporate Administrator (Heather Svensen) (a) Announcement of Council Meeting Motions April 22,2015 special Council meeting: (1) THAT Council appoints Evelyn Clark as the representative from the Chamber of Commerce; and Susan Stark and Julie Edwards as members at large to the Select Cornrrmtee on Beach Day Celebration for a term ending October (2) THAT Council appoints Kevin Monahan to the Advisory Planning Commission for a two-year term ending December 31,2016. (b) Annual Youth Appreciation Day Lunch - May 7,2015 Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT Council directs staff to work with the Kwalikum Secondary School (KSS) to organize and promote the 2015 hot dog lunch for Qualicum Beach youth to be held on Thursday, May 7,2015 in the Glassford Square from 11:15 am to 12:00 pm. CARRIED (c) Vancouver Island University Memorandum of Understanding - Mount Arrowsmith Biosphere Reserve Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT the Memorandum of Understanding between Vancouver Island University and the Town of Qualicum Beach for the Mount Arrowsmith Biosphere Reserve be approved; AND FURTHER THAT Council authorizes the Mayor and Corporate

9 Town of Qualicum Beach April 27, 2015 Regular Council Meeting Minutes - DRAFT Page 5 of 6 Administrator to enter into the agreement on behalf of the Town, for a term ending December 31,2015. CARRIED (3) Financial Administration (John Marsh) (a) Monthly Financial Report - For Information (b) FCM Combined Loan and Grant Agreement for Qualicum Beach Fire Hall Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT the Federation of Canadian Municipalities (FCM) $4,644,672 Loan and $464,467 Grant Agreement for the Fire Hall Project between the Town of Qualicum Beach, Federation of Canadian Municipalities and the Municipal Finance Authority of British Columbia be approved; AND FURTHER THAT Council authorizes the Corporate Administrator to enter into the agreement on behalf of the Town. CARRIED Councillor Horner MOVED and Councillor Skipsey SECONDED, THAT Council approve borrowing from the Municipal Finance Authority of British Columbia, as part of the 2015 Fall Borrowing Season, $4,644,672, as authorized through the "Town of Qualicum Beach Fire Hall Loan Authorization Bylaw No. 695, 2014"; AND FURTHER THAT the Regional District of Nanaimo (RDN) be requested to consent to the Town of Qualicum Beach borrowing over a 10-year period and include the borrowing in the RDN Security Issuing Bylaw. CARRIED (4) Engineering, Utilities & Airport (Bob Weir, P.Eng., Director) (a) Nenzel Road & Primrose Street Lighting Councillor Luchtmeijer MOVED and Councillor Horner SECONDED, THAT Council directs staff to request an additional BC Hydro leased light on Primrose Street between Fifth and Sixth Avenues. CARRIED BYLAWS (1) Councillor Horner MOVED and Councillor Luchtmeijer SECONDED, THAT the bylaw entitled "Town of Qualicum Beach Tax Rates (2015) Bylaw No. 697,2015" be read a third time. CARRIED COMMENTS FROM THE GALLERY - Nil Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT the meeting be closed to the public for the purposes of considering labour relations and other employee relations. CARRIED

10 Town of Qualicum Beach April 27, 2015 Regular Council Meeting Minutes - DRAFT Page 6 of 6 MEETING CLOSED TO THE PUBLIC: 9:00 pm MEETING REOPENED TO THE PUBLIC: 9:33 pm with all of Council in attendance. Also: D. Sailland and J. Marsh. ADJOURNMENT Councillor Luchtmeijer MOVED and Councillor Skipsey SECONDED, THAT Council adjourns the meeting. CARRIED MEETING ADJOURNED: 9:33 pm Certified Correct: Heather Svensen Corporate Administrator Teunis Westbroek Mayor

11 DRAFT Minutes of the 9:30 am Wednesday, May 6,2015, Town of Qualicum Beach Special Council Meeting to be held in the Committee Room, Municipal Office, 660 Primrose Street, Qualicum Beach, BC PRESENT: Council Councillor Barry Avis Councillor Neil Horner Councillor Bill Luchtmeijer Councillor Anne Skipsey Absent: ALSO PRESENT: Staff: Mayor Teunis Westbroek Daniel Sailland, CAO Heather Svensen, Corporate Administrator The Acting Mayor Horner called the meeting to order at 10:00 am. ADOPTION OF THE AGENDA Council adopted, by unanimous consent, the May 6,2015 special Council meeting agenda. MOTION TO CLOSE Councillor Avis MOVED and Councillor Skipsey SECONDED, THAT the meeting be closed to the public for the purposes of considering: Whether dealing in public with a matter relating to the acquisition and disposition of land or improvements, which might reasonably be expected to harm the interests of the municipality; and if Council determines that such harm might reasonably be expected, the meeting be closed to the public for the purpose of considering the disposition of land or improvements of land by the municipality; discussions with municipal officers and employees respecting municipal objectives, measures and progress reports for the purposes of preparing an annual report under section 98 [annual municipal report]; CARRIED MEETING CLOSED TO THE PUBLIC: 10:00 am MEETING REOPENED TO THE PUBLIC: 11:43 am with Councillors Avis, Horner, Skipsey and Luchtmeijer in attendance. Also: D. Sailland and H. Svensen. ADJOURNMENT Councillor Avis MOVED and Councillor Skipsey SECONDED, THAT Council adjourns the meeting. CARRIED MEETING ADJOURNED: 11:43 am Certified Correct: Heather Svensen Corporate Administrator Neil Horner Acting Mayor

12 Town of Qualicum Beach MEMORANDUM TO: Daniel Sailland, CAO FOR: Regular Council May 11,2015 FROM: SUBJECT: Heather Svensen, Corporate Administrator Qualicum Beach Farmer's Market - Request for Additional Market RECOMMENDATION THAT Council instructs staff to encourage the Qualicum Beach Farmer's Market (QBFM) to work with the Qualicum Beach Downtown Business Association to incorporate the QBFM vendors into the Thursday night street market for the months of July and August PURPOSE To provide recommendations in reply to the Qualicum Beach Downtown Farmer's Market (QBFM) request to expand their market to a "Food Only" market to be held on Veteran's Way on Wednesday evenings from 4 pm to 6:30 pm for the months of July, August and September BACKGROUND The Qualicum Beach Farmer's Market has been operating at their current location on Veterans' Way since The Town has worked cooperatively with the QBFM in accommodating several requests over the years to assist with the expansion of the famers' market from Fir Street to Veterans' Way; (eg., water service; electrical outlets; permission for a permanent sign on Memorial Avenue; access to storage; access to full service washrooms; etc.). With the assistance from the Town, the QBFM has evolved over the years including the following: Council approval for: (a) winter market on Saturdays operated out of the Community Hall; (b) expansion of the market in 2010 to include all of Veterans' Way for a portion of the season; (c) expansion of the market to include the Spirit Square and the grass area between the curling club and the Tennis Courts. In 2014 the Town entered into a five year Licence of Occupation with the QBFM to use and maintain a community farmers' market every Saturday from 7am to 1 pm annually, with the exception of the Saturday of the annual St. Mark's Fair held in July where the market is relocated to the former bus garage site on Memorial Avenue. PROJECT In late 2014 the QBFM requested permission to hold an evening "Food Only" market on Wednesday evenings from 4 pm to 6:30 pm on Veterans' Way during the months of July, August and September from 2015 onward. Staff was in contact with the market manager and notified her that the request would be reviewed in 2015 when a comprehensive evaluation of all event requests for 2015 would be undertaken. Staff reviewed the request made by the QBFM and began a process of consultation with die Qualicum Beach Downtown Business Association (QBDBA). Meetings were held v rt^h& Pl

13 Qualicum Beach Farmer's Market May 11, 2015 Council Meeting Page 2 of 3 various parties including a recent meeting held with the QBDBA, the Chamber of Commerce and the QBFM in an effort to come to a common solution to the issues raised by all parties. As part of the discussions we can clarify that the QBFM comment that their request to hold a "Food Only" market on Wednesday evenings aligns with the schedules of the fresh food farmer's who like to harvest their goods mid week. It must be noted that the "Food Only" market on Wednesday evenings would include food vendors other than those producing fresh produce (ie, chocolates; baked goods, jams, etc.). The QBDBA, in partnership with the Qualicum Beach Chamber of Commerce, is putting forth a concerted effort to bring an expanded street market to the downtown core on Thursday evenings. They are coordinating with local businesses, artists (TOSH) and hope to include food vendors with the objective of supporting and enhancing the town core with a complete market experience for citizens and visitors alike. The discussion hosted by the Town Staff did not succeed in creating consensus between the QBDBA and the QBFM regarding this issue. Some key considerations of staff regarding the matter are as follows. There is concern around the introduction of a Wednesday, food only market due to the fact that it comes at the potential cost of vendors withdrawing from their participation in the Thursday market. This view is based on the above noted understanding that the food market, although it will be a food only, will not be limited to fresh produce and thus there remains the likelihood that venders will have the choice around which night to partake in. Separating the two markets will impact the opportunity for natural synergies. The synergies we refer to are those that can occur between fresh produce vendors, gift and art vendors and the established businesses within the downtown core. The possible synergies from having both markets on one night is that individuals would have the option of buying their fresh produce and then potentially staying a little longer to take in the experience of the larger market. As people do this there is greater incentive for our local businesses to also stay open later on Thursday evening which further adds to the experience of the market while generating potential interest for other ongoing evening activities within our downtown. This increase in evening activity can make an important difference to our local businesses, which represent an important portion of our tax base, and this difference would come from the fact that the town is working with both mobile vendors coming to our community and standing businesses alike. Having the two markets on separate nights will most likely lead to lower densities for each market and, the resulting possibility, that neither will offer as good an experience as if they were a larger group offering more together, in one night. This also means that customers looking for a market experience have two lesser choices to choose from and that local business are provided with less incentive for remaining open in the evening.

14 Qualicum Beach Farmer's Market May 11, 2015 Council Meeting Page 3 of 3 STRATEGIC GOAL One of Council's Strategic goals in the Strategic Plan is to ensure the community is involved in Town processes with open and meaningful engagement. The Town has been working with the Chamber of Commerce to undertake community outreach in the coming months to gauge the effects of special events and functions like the Thursday night street market and the Saturday farmer's market. Staff recommends a review of the effects of the 2015 Thursday night street market on local businesses prior to expanding further markets. ALTERNATIVES: 1. Approve the QBFM to hold a "Food Only" market on Thursday evenings on Veterans' Way from 4 pm - 6:30 pm. 2. Provide alternate direction to staff. r Heather Svensen, Corporate Administrator Report Writer Concurrence PAGE

15 Town of Qualicum Beach Policy Manual Subject: Purchasing & Disposition of Assets - General - Purchasing Policy Number: Purpose Policy To achieve maximum value from limited purchasing dollars in the acquisition of goods and services for the Town. The Town of Qualicum Beach must engage in the procurement of goods and services. The purchasing function shall be semi-decentralized with central control in the Finance Department. To achieve uniformity, maximum value, efficiency and effectiveness in the acquisition of goods and services, the Town has effected certain guidelines that are applicable to purchasing conducted by all Departments. The Freedom of Information and Protection of Privacy Act provides the legislative framework for information and privacy rights, and as such, this policy shall comply with the Act. Procedure 1. Purchasing Responsibility The Department Head is responsible to ensure their department's purchasing practices serve the best interests of the Town and are in conformance with the Town's purchasing policy. This should include utilizing standing offers to obtain a fixed price for a specified period where it is deemed financially advantageous. All invoices and purchase orders will be approved by Department Head or their designates. Purchases are not to be split so as to circumvent the dollar approval level requirements contained within this policy. 2. Budget Approval Department Heads, or their designates, are responsible for ensuring budget funds are available in duly authorized accounts before making commitments for goods and services. 3. Award of Contract/Vendor Selection The Town's policy is to seek the greatest possible value for its purchasing dollars. In determining the "best buy" the following factors will be taken into consideration, which are not listed in any particular order. a) Price - analysis of "best buy" will always begin with price. b) Quality of goods or services. c) Availability of the goods or services. Urgency, at times, will be an important factor in the "best buy" analysis. d) Degree of suitability with requirements and/ or specifications. e) Vendors financial stability and business reputation. Approved: 2 Mar 98 Amended: 23 Nov 11 Approved By: Council

16 Town of Qualicum Beach Policy Manual Policy No Page 2 of 6 f) Source of supply - in cases where tie bids, or bids that are not significantly different, are received on equally suitable materials, the source of supply will be taken into consideration. Generally speaking, under such circumstances, preference will be given to local suppliers. g) Sole Source Items - A sole source item is a product/function for which there is no substitute. Competitive bidding does not always provide a suitable purchasing method for sole source items. This may necessitate requesting bids on an approved product/function or negotiating with the sole source supplier. Professional services that are provided to the Town on a hourly basis are treated as sole source items. h) Timeliness and quality of service, support and follow-up. i) Whether the vendor has a valid Qualicum Beach business license. 4. Buying Process Definitions a) Request for Prices - least formal, and typically the fastest and simplest way to obtain prices. This method is reserved for low value (less than $5,000), routine purchases where the Town's requirement can easily and accurately be communicated over the phone, or fax machine. For purchases under $5,000 two telephone or written quotations may be requested, subject to time constraints and the resulting cost/benefit. b) Request for Quotation - Least formal way of obtaining price and product information. This method is intended for low/medium value purchases ($5,000 - $25,000). At least two written quotations must be requested, subject to the availability of suppliers. c) Formal Quotation - Used for medium/high value purchases (greater than $25,000). Formal quotations may be used where the time lines are short and do not permit the more lengthy pubhc formal tender process or the number of supphers is limited. Formal quotations must be advertised and bids submitted by way of written offers and opened in a pubhc forum. d) Formal Tenders - Used for major construction and pubhc works projects and are accompanied by detailed specifications, special provisions, bonding instructions to Bidders, etc. The most current version of the Master Municipal Construction Documents which provides instructions to tenderers, general conditions, specifications and standard detailed drawings wiu be used as the basis for providing the required information to proceed with a tender process. Formal tenders must be advertised and bids submitted by way of written offers and opened in a pubhc forum. The tender must be advertised and Council approval is required to award the tender. Approved: 2 Mar 98 Amended: 23 Nov 11 p Approved By: Council ^

17 Town of Qualicum Beach Policy Manual Policy No Page 3 of 6 e) Hourly Work - is similar to sole source items in that competitive bidding may not be available due to a number of reasons including timeliness, quality of service, experience with the Town, insufficient bidders, lack of proper construction documents, etc. For these types of reasons, it may be appropriate to negotiate hourly rates with a contractor, professional services provider or consultant. f) Proposal Calls - The Town may choose to utilize a Request for Proposal (RFP). A RFP seeks the creative input of the marketplace where detailed specifications and provisions can not be specified in advance of the request. It generally details the "what", the "when", and the "why", but not the "how". How a project is to be completed is usually left up to the respondent to address. Professional services requiring an engineer for the design of projects in excess of $100,000 would come under the classification of Proposal Call. Public-Private Partnerships would come under the classification of Proposal Call and would be subject to obtaining direction from Council prior to requesting proposals. Proposal Calls in excess of $25,000 must be advertised. Bids must be submitted by way of written offer and opened in a public forum. A minimum of three written proposals should be received, subject to the availabihty of three suppliers. Council approval is required to award a Proposal Call to a bidder where value is in excess of $25,000. g) Written Offers - Written offers include bids submitted in sealed envelopes either by mail or hand delivered and also include s and facsimiles. Staff will endeavor to have s and facsimiles placed in sealed envelopes as soon as possible after receipt. 5. Security a) The Town reserves the right to require bid bonds, or an alternate security deposit to be posted by bidders. b) A performance bond or alternate approved security may be requested by the Town from the successful bidder in any contract to ensure contract completion. 6. Responsibility of Bidders All successful bidders who are awarded the right to supply goods and/ or services to the Town shall comply with all applicable regulations including, but not necessarily limited to, permits, business licenses, insurance, W.C.B. regulations, and W.H.M.I.S. Approved: 2 Mar 98 Approved By: Council Amended: 23 Nov 11 p/\(3b

18 Town of Qualicum Beach Policy Manual Policy No Page 4 of 6 7. Submission and Receipt of Formal Quotations and Formal Tenders a) Formal quotations, formal tenders and proposal calls will be date stamped, initialed and opened in a public forum. b) Any formal quotation, formal tender or proposal call received after the specified closing time will be returned to the tenderer unopened with reason for rejection. c) The Town reserves the right to accept facsimiles or other electronic mailings on any part of formal quotations, formal tenders or proposal calls provided that the information is received prior to the specified closing time. d) The Town reserves the right to accept any part of any formal quotation, formal tender or proposal call unless it is clearly stated on the offer that part of the offer may not be accepted. 8. Selection and Rejection of Bids The Town reserves the right to reject any or all Quotations/Tenders/Proposal, to waive informalities in any bid or Quotations/Tenders/Proposal documents and to accept any Quotations/Tenders/Proposal offer which it may consider to be in the best interests of the Town. The lowest or any Quotations/Tenders/Proposal will not necessarily be accepted. 9. Purchase Procedure a) Purchases Under $5,000 The Department Head or their designate must ensure that proposed purchases are within budget. A purchase order may be issued. Pricing information should be attached to the purchase order or invoice and forwarded to the Finance Department for inclusion with the accounts payable information. b) Purchases Over $5,000 and Under $25,000 The Department Head or their designate will prepare and forward to the Finance Department a purchase order for all purchase requests in excess of $5,000 prior to the purchase being committed. Purchase orders must be approved by the Department Head, or their designate, and countersigned by the Financial Administrator or Deputy Financial Administrator. Bid/ quote information must be attached to the purchase order and forwarded to the Finance Department for inclusion with the accounts payable information. Should the lowest quotation/tender not be the recommended award, the Department Head or their designate will forward the quotations/tenders along with the appropriate reasons for the recommended award to the Financial Adrninistrator or Deputy Financial Administrator. It will be the decision of the Financial Approved: 2 Mar 98 Approved By: Council Amended: 23 Nov 11

19 Town of Qualicum Beach Policy Manual Policy No Page 5 of 6 Adrninistrator to pursue further approvals or authorize the purchase order. c) Purchase Over $25,000 The Department Head or their designate will prepare necessary specifications and drawings and forward a "Request for Quotation/Tender" to a rninimum of three suppliers which will contain, when appropriate, the time and place where quotations will be opened. The appropriate departmental representative plus one other senior staff employee or consultant will open the quotations. The Chief Administrative Officer or the Financial Adrninistrator shall approve the proposed bidders list and the Quotation/Tender package prior to the document being sent to bidders. The Department Head or their designate will prepare or cause to be prepared a purchase order to be approved by the Financial Administrator or Deputy Financial AcLrninistrator prior to the purchase being accepted. Should the lowest quotation/ tender not be the recommended award, the Department Head or their designate will forward the quotations/tenders along with the appropriate reasons for the recommended award to the Financial Adrninistrator. It will be the decision of the Financial Administrator or the Deputy Financial Administrator to pursue further approvals or authorize the purchase order. d) Hourly Work Hourly work expected to be in excess of $5,000 must be approved by the Financial Administrator or Deputy Financial Administrator in advance of the work commitment by way of a Purchase Order. Hourly work in excess of $75,000 must receive Council approval. e) Proposal Calls The Department Head or their designate must obtain approval from the Chief Administrative Officer prior to proceeding with a Request for Proposal. A RFP must describe in detail a project to be undertaken, the intended results and criteria for choosing the choosing the successful bidder. The steps that may be taken in a RFP include: Prepare statement of the general description of the project and objectives to be achieved in regard to the project. Request qualifications from bidders by a specified date and advertise the Request for Qualifications. Conduct a bidders meeting for everyone who expresses an interest in participating in the Request for Qualification process to discuss the proposed project, selection and evaluation process, and related Approved: 2 Mar 98 Amended: 23 Nov 11 prqe Approved By: Council

20 Town of Qualicum Beach Policy No Policy Manual Page 6 of 6 matters. This meeting would be after the public advertising, but before the closing date for submission of qualification from bidders. Prepare a short list of bidders based on the qualifications and requirements provided by bidders. Finalize the Request for Proposal specifying the information that must be provided by the bidders, the evaluation criteria, and the deadline for submission. Review the RFP submissions from the short listed bidders and short-list. Interview short-listed bidders to clarify RFP particulars and to answer questions. Select a bidder and then enter into negotiations with the successful bidder with a view to entering into a detailed contract. 10. Variations to Purchase Procedures Although it is the intent that the foregoing purchasing policy shall be strictly followed, there will be times when policy variations/opportunities are required. These instances could be as a result of time considerations or an inadequate number of qualified bidders can not be obtained. The Chief Administrative Officer or the Financial Administrator will have the authority to modify the purchasing procedures in these instances where the interests of the Town would be adequately protected. Any variation/ opportunity are to be noted and presented to Council as soon as possible. Variations/opportunities that result in expenditures in excess of $75,000 must receive Council approval. Responsibility Distribution Chief Administrative Officer Financial Administrator Deputy Financial Adrninistrator Department Heads Finance Department Council All Departments Approved: 2 Mar 98 Approved By: Council Amended: 23 Nov 11 P A G E

21 Town of Qualicum Beach Policy Manual Policy No.: (a) Date of Implementation: July 27, 2005 DCC Application PURPOSE PROCEDURE To ensure consistency of interpretation and compliance with Section 933(11) of the Local Government Act, the application of Development Cost Charges as per Bylaw shall be in accordance with this policy. At the commencement of the approval process the Director of Planning or Building Inspector shall inform applicants for development approvals that Development Cost Charges apply to all projects costing over $50, on the basis of this policy. For Development Cost Charges payable at Building Permit issuance a DCC invoice shall be prepared by the Building Inspector. The Director of Planning or Financial Administrator shall review and approve the invoice prior to payment. APPLICATION 1. Residential use DCC's in accordance with Section 1(b) Schedule A of Bylaw located in the R1 and R7 Residential Zones of Bylaw No. 580 and amendments thereto only apply to a second dwelling unit constructed on the lot. 2. Multiple family residential buildings are to be charged DCC's for the second and successive unit with the first unit to be credited an amount to be calculated on the area of the smallest unit of the multi family residential building. 3. The following are not considered to impose new capital cost burdens: agricultural buildings constructed under the Farm Building Code not on the water or sewer parcel tax roll, residential accessory buildings alterations (excluding additions) that do not result in a change of use as defined by Bylaw No extensions to an existing residential use in accordance with Section 1(b) structures not on the water and/or sewer parcel tax roll (for the application of Sanitary and/or Water DCC's only) Storm Drainage shall not be considered to impose new burdens if: Town of Qualicum Beach Policy Manual Section 3-Building Inspection! /2 1

22 Policy No (a) Con't in the A1 Zone, dispersal is onsite within the required setbacks, or in other zones, dispersal is onsite in accordance with an engineered design approved by the Director of Engineering and CAO or Deputy CAO. 5. Park DCC's are to be applied at the discretion of the Director of Planning and CAO or Deputy CAO. (eg. dedication of a significant area of park land) 6. Development Cost Charge credits shall be applied as follows: existing floor areas demolished for the purposes of new construction shall be credited on the basis of the previous use category being demolished. a construction value for residential demolitions will be deducted from the construction value of subsequent replacement construction at the same rate in determining the Building Permit value for DCC applicability. 7. Development Cost Charges apply to a change of use as follows: a DCC credit is applied to the existing floor area on the basis of the existing use. DCC's are applied to the renovated floor area on the basis of the new use. Town of Qualicum Beach Policy Manual Section 3 - Building Inspection

23 Town of Qualicum Beach Policy Manual Subject: Administration - General - Tangible Capital Assets Purpose Policy Number: The objective of this policy is to establish accounting standards for the treatment of the Town's tangible capital assets. Tangible Capital Assets should be capitalized and recorded according to the thresholds set out in Schedule A. Further refinement to threshold levels will occur as the Town develops an understanding of its assets and reporting needs. Any variances from these threshold amounts as approved by the Financial Administrator shall be brought to the attention of the auditors. The following expenditures will be capitalized and recorded in the asset register: Asset purchased that meets/ exceeds the threshold; Asset purchased that is below the threshold and it is determined by the Financial Administrator; Grouped asset that meets/exceeds the threshold; Improvement that extends the useful life of the asset and meets/exceeds the threshold; and All developer contributions. The following expenditures will not be capitalized or recorded in the asset register: Asset repair(s) or maintenance; Asset with costs below the threshold, unless determined by the Financial Administrator; Historical treasures; and Works of art. 1. Valuation of Tangible Capital Assets Tangible capital assets are recorded at cost, plus all additional charges necessary to place the asset in its intended location and condition of use. For PSAB 3150 implementation purposes, where historical cost records are not available, the Town will discount the asset's estimated reproduction, replacement, or appraised cost back to the year of acquisition to arrive at the asset's estimated original cost. Approved: 11 June 2012 Amended: n/ a Approved By: Council D * 2:

24 Town of Qualicum Beach- Policy Manual Policy No Page 2 of 7 The cost of purchased assets is the gross amount of consideration paid to acquire the asset and includes all: non-refundable taxes; duties; freight; delivery charges; installation; and/ or site preparation costs. Cost of land includes: purchase price; legal fees; land registration fees; transfer taxes; and/or any costs to make the land suitable for intended use (eg. site improvements). When two or more assets are acquired for a single purchase price, the purchase price is allocated based on the fair value of each asset at the time of acquisition or some other reasonable basis (eg. assessment value) if fair value is not readily determinable. Cost of acquired, constructed, or developed assets includes all costs directly attributable to the asset. Carrying costs, such as administrative costs and borrowing costs, are not capitalized. The cost of donated or contributed assets is equal to the fair value at the date of contribution to the Town. Fair value may be determined using market or appraisal values. 2. Componentization Tangible capital assets may be accounted for using either the single asset or component approach. The Town of Qualicum Beach will use the single asset approach. 3. Amortization The Town sets amortization rates on a straight line basis based on the number of years the asset has been in service less salvage value (if applicable). The amortization method and estimate of the useful life of the remaining unamortized Approved: 11 June 2012 Approved By: Council Amended: n/a P

25 Town of Qualicum Beach Policy Manual Policy No Page 3 of 7 portion of the Town's tangible capital assets is reviewed on a regular basis and revised when appropriate. All assets except land will be amortized over its useful life using the straight line method. All assets included in the land category will not be amortized. In the year that the asset is put into service, amortization will be calculated for the full year. In the year that the asset is disposed of, amortization will not be calculated nor added to the accumulated amortization of the asset. 4. Disposal Each Town of Qualicum Beach Department Head will be responsible for disposing of the tangible capital asset and notifying the Financial Administrator of the disposal. The Finance department will be responsible for amending the asset register and adjusting the accounting records to record the loss or gain on disposal. All disposals of tangible capital assets will be recorded in the Town's financial statements in accordance with the standards specified in PSAB Procedure Responsibility References In the preparation of the financial documents required for year-end reporting the policy will be followed when accounting for all of the Town of Qualicum Beach's Tangible Capital Assets. Financial Administrator PSAB Tangible Capital Assets GLOSSARY OF TERMS Amortization - annual charge that the Town applies to expenditures to account for the reduction of the asset's value to the use of the asset. Building assets - enclosed constructions that have a roof and walls and stand more or less permanently over a plot of land. Typically they have window and/ or more than one level. Approved: 11 June 2012 Approved By: Council Capital lease - lease with contractual terms that transfer substantially all the benefits and risks inherent in ownership of property to the

26 Town of Qualicum Beach Policy Manual Policy No Page 4 of 7 Town. For substantially all of the benefits and risks of ownership to be transferred to the lessee, one or more of the following conditions must be met: There is reasonable assurance that the Town will obtain ownership of the leased property by the end of the lease term; The lease term is of such duration that the Town will receive substantially all of the economic benefits expected to be derived from the use of the leased property over its life span; and/or The lessor would be assured of recovering the investment in the leased property and of earning a return on the investment as a result of the lease agreement. Developer Contributions - those works and services carried out by the developer of land to provide supporting infrastructure and/ or other community amenities (eg. parkland) necessary to enable the development to take place. Once installed, these assets become the property of the Town of Qualicum Beach and are capitalized accordingly. Disposal - a tangible capital asset will be considered a disposal when the asset is; Taken out of service; Destroyed; Replaced due to obsolescence; Scrapped; or Dismantled. Drainage assets - components of the system of watercourses for the conveyance of storm water. For all capital additions after the year 2008, drainage system components will include the manholes, catch basins, and other services necessary for the installation and function of the drainage system. Fair value - value that would be agreed upon in an arm's length transaction between knowledgeable and willing parties. Grouped assets - those assets that have a unit value below the capitalization threshold, but meet or exceed the capitalization threshold when combined together. Approved: 11 June 2012 Approved By: Council

27 Town of Qualicum Beach- Policy Manual Policy No Page 5 of 7 A grouped asset will be considered for only the implementation of the TCA policy as a single asset with one combined value. After the multiple unit values are combined as a single asset, the value of that single asset will be considered to determine whether the asset is capitalized or expensed. Improvements - subsequent expenditures on tangible capital assets that: Increase the previously assessed physical output or service capacity; Lower associated operating costs; Extend the useful life of the asset; or Improve the quality of the output. Other expenditures not considered as improvements would be considered a repair or maintenance and, as a result, expensed in the same period. Any improvements added to the asset register will have a similar description as the original asset that the improvements were made to. Land assets are areas of ground with specific boundaries that are owned by the Town including: Land for parks; Land for Town owned facilities; Land under roads; and Land under sidewalks. Linear assets - those assets that are: Constructed or arranged in a continuous and connected network parallel to the ground; Most easily characterized by a measurement in one direction; and Cannot be included in the Watermain, Sewer, Drainage, Roads, or Parks category Parks assets - assets, not including the land, that are necessary for the regular operation of the parks and/ or parkland. Approved: 11 June 2012 Approved By: Council Road assets - assets intended for the direct purpose of vehicles or pedestrian travel or to aid vehicle or pedestrian travel. These assets include roads, lanes, and traffic intersections. For all capital additions after the year 2008, road system components will include the Amended: n/a

28 Town of Qualicum Beach Policy Manual Policy No Page 6 of 7 sidewalks, street lights, signage, and other services necessary for the installation and function of the road system. Sewer assets - hollow cylinders of metal, wood, or other material used for the conveyance of waste water and excrement. For all capital additions after the year 2008, sewer system components will include the mains, valves, pump stations, and other services necessary for the installation and function of the sewer system. Tangible Capital Assets - assets having physical substance that: Are used on a continuing basis in the Town's operations; Have useful lives extending beyond one year; and Are not held for re-sale in the ordinary course of operations Useful life - number of years a tangible capital asset is expected to be in use. This value will be used for amortization purposes rather than the asset's physical useful life. Refer to Schedule A for a guide for the useful life of assets. Vehicle and equipment assets - assets that are used by staff in the Town's regular operation or activities. These assets are segmented at a unit level for threshold purposes. Vertical assets - assets that: Are characterized by an X Y location, and then rise in the Z direction; and Cannot be included in the Buildings category, Parks category, or the Equipment and Vehicles category. Water assets - hollow cylinders of metal, wood, or other material used for the conveyance of water. For all capital additions after the year 2008, water system components will include the mains, valves, pump stations, and other services necessary for the installation and function of the water system. Distribution Council Management Financial Administration Department Attachment Schedule A Approved: 11 June 2012 Approved By: Council Amended: n/a

29 Town of Qualicum Beach Policy Manual Policy No Page 7 of 7 Schedule A Asset Category Threshold Useful Life Land Capitalize Only Indefinite Building $25, Vehicles / Equipment $5, Water $10, Sewer $10, Drainage $10, Roads - Top Layer $10, Roads - Bottom Layer $10, Vertical Assets $5, Linear Assets $5, Parks $10, N:\Pollcy\Draft Polides\Policy No Tangible Capital Assets.doc Approved: 11 June 2012 Approved By: Council Amended: n/a P A G E

30 THE TOWN OF QUALICUM BEACH B 1 DATE REC'D COUNCIL CORRESPONDENCE LOG May 11, 2015 Apr D. White Regarding the rabbit problem in Qualicum Beach Received for Apr Apr J. Vanderwal, Senior Manager, Fraser Basin Council K. Stephens, Executive Director, Partnership for Water Sustainability inbc Regarding the new BC Funding Program to Support Energy Leadership Program Regarding Qualicum Beach resident Faye Smith and her dedication to stream stewardship and watershed health Apr B. Fleming-Smith Providing background information regarding wetland buffers information Received for information Received for information Received for information Apr R. Buechert Regarding the Aldermuir co-housing proposal Received for App Apr Apr Access Oceanside Association M. Stambulic, Manager, Heart & Stroke Foundation S.Norum, Wastewater Program Coordinator, Regional District of Nanaimo Regarding the Wheel Walkabout on Friday, May 22 nd Requesting support for the National Health & Fitness Day Inviting residents to attend the French Creek Pollution Control Centre Open House on May 9 th Apr D. Golson Regarding storm water management at Aldermuir Apr NLCC Admiral Yanow /169 development Invitation to attend the 28 th Annual Ceremonial Review on June 4th information Received for information Response sent noting policy Received for information Received for information Received for information Apr D.von Eugen Thanking the Town staff for work done Received for information Apr D. James Regarding the groundwater assessment of Grandon Received for Apr L. Strand, volunteer, Oceanside Community Arts Council Creek and the Aldermuir co-housing project Providing the Oceanside Community Arts Council Strategic Plan May 1.15 P. Manly Regarding the Blue Dot presentation at the RDN and bringing forward a resolution at UBCM May 1.15 F. Lucht Regarding the Farmers' Market and parking restrictions information Received for information Received for information Received for information Note: Copies of the correspondence listed on the Council Correspondence Log are available to review in the binder at the Municipal Offices information counter, # Primrose Street, Qualicum Beach, BC. The Correspondence Log contains letters not already on a regular agenda, and does not contain form letters/solicitations and letters that are not routinely releasable. 9 ^-^pfc J^L>

31 Box 455, Parksville, B.C. V9P 2G6 April 20, 2015 Cartel, PZ,±M.j BLA^HT 1 - poov 11 A. The Mayor and Council of QuaHcum Beach, Primrose St., P.O. Box 130, Qualicum Beach, B.C, V9K 1S7 Dear Mayor & Council, Thank you for once again approving our request to hold our annual Father's Day Show *n Shine on Sunday June 21, 2015 and our annual community Street Dance in the evening of Saturday June 20, We will be in touch with Jimmy Foulds to ensure all the Town's requirements are met by our organization. I also read with great interest, and am pleasantly surprised, that the Council has very generously approved providing portable toilets and possibly a shuttle service for the St. Marks Fair organization. As you are aware, the Seaside Cruizers Society ( o/a as the Seaside Cruizers Car Club) and the Town of Qualicum Beach hosts the largest annual car show on Vancouver Island and the largest annual event in Qualicum Beach. The number of visitors for our event is estimated to be 20,000+ and is one of, if not the best day, for many Qualicum Beach and nearby businesses. As a non-profit community fundraising group of volunteers, we also donate the net proceeds from our show back into the local community. Enclosed you will find a list of our donations for the past six years which exceed $ 80, We have been donating back to local groups since If we are able to obtain financial help to offset some expenses then we are able to increase our donations. Therefore, in addition to our first letter and in light of Council's increased willingness to financially support local non-profit organizations with their events, lam asking that the Town of Qualicum Beach provide the funding for

32 our portable toilets. I have enclosed our 2015 quotation from Coast Enviornmental for the number of portable toilets needed. Also, parking is always a challenge for people coming to our event and some park as far away as beyond the roundabout. We have considered organizing a Shuttle Service which could move visitors from the KSS parking lot or some other nearby location to the Downtown area. If the Town is considering supplying a shuttle service to St. Mark's Fair organizers for their event, then we ask that we also be included for the same type of shuttle service for our event. The number of visitors for our event exceeds any other event in Qualicum Beach during the summer. Thank you for taking our requests into consideration and we look forward to your approval. Yours truly, Dave Field - Chairman Seaside Cruizers Society Cell gdfield49@gmail.com Enclosures (2)

33 SEASIDE CRUIZERS CHARITABLE D0MTSONS 2B14 :: TOTAL RECIPIENTS Air QuttmSft Surety &f!»«eut nw : :i2q0 woo ^ BC CWWreifs Hospta! Q O 2000 O O 2000 D&srwocd Fife Dejii, IGOO QO Dragon ftoal (Canoaf Support) 0 750; 0 0 : 10QO food Baf*-SaH*atidnAniny : 200Q 2000' 2000 mm SQ Heart's. Stroke Pound'sttan 15Q : 2S a KSS Auto Shop ' 0 O KSS Sard Programme SOD 0 503; Ctee«ts!«a Hospice Society Htt^es-^Mf Cart f*a** 'Funds aooa WOO 2800: : o : ; Q8 Slementary r^^'h>«qb Comrwiriity Garden a Q: o o:. a Q QB Fire Dept SOD 500 1Q0O ; QB Senior Centre o O Salvation Army (T? arts Ameeica) 0 : e. V :.&PCA 2m 250 o soo SOO SOO Trie Old School House (TCSB ) ' 0 SOO Tour de fioi*'' (Cancer Support) 2S o a 450 Trillium todgs o Q 0 o: V#iate'r's Foojstsali Tmm Society 1008 tooe; mo v>>> Words en Wtswls ROMP Victim Services' o 100Q o

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35 Puncon (250) ViciOliO (250} Campbell River (250) Courtenay (250) 33S-5233 Enviro n mental Nanaimo (250) Cbemalnus {250} Fax Line f25d I6 loll Wee )1 PO Box 755, Duncon, BC V9L 3Y1 Bmaikchattef cqasfenvhanmenfalca \ *~ ora i tfanri 'Company PORTABLE TOILET QUOTATION Name: Seaside Cruizers Attn: Me! Acct # 5226 Phone/Fox: Dale: 17-Nov-14 meirnar59@hotm8il.com Event: Cor Show Event Dotes: July ii-i4,20t5 Location: "<3uahcurn Beocti Coast Environmental ltd is piease to offer you he following quotation QTY nmmscmmon UNIT Your Special Your Reg Pricing Reg Price Price Per Speciol Per Unif Unit Pricing Event units Per $75.00 $1, R 400,00 $ Wheel Chair Unit Per $90.00 $ ,00 $ Hand Sanitizer Per $0.00 Donated $ $15,00 Delivery and Pick up Flat $ $ $ $ Vfeekend Surcharges Sat/Sun Per $100,00 $ $ $ **Any addiioris or Increases to this' quote will be extra above this quote & may be subject to regular rates. Qui in-kiik.l Cantittoulkm towards You/ tvenl Subtotal $1, $2, 'Plus applicable taxes Quoie will be valid for 30 days. Payment terms: 50% Desposit required a minimum two weeks prior to event & balance to be paid at time of completion. Some of the speciol limited quantity units are 50% ot time ot booking & balance al or prior to delivery. Thank you, Coast Environmental Ltd :;>M>,i Hull* I challetqcoastenvironmerttal.cs Dispatcher w>," ',ivi.,t «t run rtt<* < < i ! 1 PAGE 3i-

36 HARD TO BKOAOWAY THIWTRESfH-JLTY Bard to Broadway Theatre. Society PO Box 427, Qualicum Beach, B.C. Canada V9K 1S9 (250) April 30 th, 2015 The Mayor and Council ' - Town of Qualicum Beach Good People: We are once again preparing to kick off Sard to Broadway's 16 th season and our 5 th year performing at The Village Theatre in our beautiful downtown Qualicum Beach I This year, we will present three wonderful shows, starting with a Preview Night of The 39 Steps" on Thursday, July 2 nd, on the evening prior to the opening night of the same show. This special evening is for invited guests onfy to give thanks to All our dignitaries, present and past sponsors, media and local businesses who have been so generous over these past IS years. This year the Reception will be back in the theatre, both upstairs in the lounge, downstairs in the foyer, and subject to your approval, we would like to put a couple of tents outside in the parking lot for overflow and for those folks who would prefer to be outdoors as well as to indicate that there is something special taking place at the theatre. This event is strictly invited guests only. The evening will start at 6:30 pm with light foods and refreshments. A cash bar will be available and the liquor licensing at the Village Theatre is already In place. We will continue to serve free (non-alcoholic) beverages and we will make sure to have good signage stating that absolutely no alcoholic beverages are allowed outside the building. We would like to block off the parking area with signs stating no parking after 5:00 pm and would ask, if the Town would once again provide the barriers and garbage cans. We will be contacting the Credit Union as well in regard to using their parking lot. We welcome the opportunity to host you and council at the show (Invitations will be sent out by June 1st.) Again -thartk-you for your generous assistance and support. Sincerely yours, For Laurel Johannson President /d! PRODUCING QUALITYUVETHEATRE ON CENTRAL VANCOUVER ISLAND mm BROAD AUDIENCE APPEAL WHILB PROVtMNB STIMULATING EDUCATIONAL OPPORTUNITIES, SKILL DEVELOPMENT, AND COMMUNITY PARTICIPATION IN THE PERFORMING ARTS»

37 Town of Qualicum Beach MEMORANDUM REPORT TO: Council For: Council Meeting May 11, 2015 FROM: SUBJECT: Daniel Sailland, Chief Administrative Officer. Collaboration and Coordination with Qualicum Beach Community Education and Wellness Society RECOMMENDATION: THAT the discussion around options for collaborative work with the Qualicum Beach Community Education & Wellness Society be referred to the Committee of the Whole meeting on June 03, PURPOSE: To present Council with an overview of two conceptual options for collaborative work with the Qualicum Beach Community Education & Wellness Society. BACKGROUND: The Qualicum Beach Community School Steering Committee was formed last year during School District 69's process for closing schools. Excited about the possibilities, this group of communityminded individuals formed the Qualicum Beach Community Education & Wellness Society (QBCEWS). Once the society was formed the QBCEWS approached Council on March 02,2015 with a request to work collaboratively toward the achievement of common values and objectives. On March 02, 2015 Council directed staff of the Town of Qualicum Beach to coordinate with the QBCEWS on developing common initiatives and ways through which the Town and the QBCEWS could work together. The collaboration was to focus on revitalization of the Qualicum Commons to potentially include: elements of multi-generational educational and experiential programs (life-long learning); after-school or correlated programs that complement or enhance the educational experience of families within Qualicum Beach; engagement of the grounds at the Qualicum Commons to teach and/or pilot areas of strategic interest for the Town such as food security and sustainability, digital media and technology and environmental protection. The possible collaboration was also to consider the coordination of existing services and volunteer interest within the community as well as the opportunity to access grants for Town programs and/ or projects. PROJECT INFORMATION AND DISCUSSION: Staff have met with the QBCEWS and have considered various options that may potentially address the above noted. The discussion and options considered the coordination or collaboration of existing

38 Town of Qualicum Beach May 11, 2015 Collaboration and Coordination with QBCEWS Page 2 of 2 volunteer groups and services; the value of volunteerism toward meeting unfulfilled needs, the enhancement of existing partnerships and fee for service agreements, as well the possible quantitative measures for identifying and understanding how any collaborative initiative could be understood and calculated. As a result of the discussions, staff would like to highlight two likely options. The first is to increase the role of staff toward achieving the joint goals identified by the Town in collaboration with the QBCEWS. The second option would be the consideration of a Community Coordinator position through the QBCEWS Society and in collaboration with the Town. At this time, staff feel that it would be beneficial for Council to consider and discuss a joint pilot project between the Town and the QBCEWS that would see the QBCEWS hire a Community Coordinator position. This initiative could be considered as a term pilot project with defined measures and outcomes within the context of, jointly established, goals that include but need not be limited to:. The development and implementation of multi-generational community programs; The coordination of community based resources with a focus on identifying, supporting and linking community needs;. The drafting and submission of grants for community projects or services; The creation of partnerships and leveraging funding toward better integration of services and more effective use of public facilities. There would be some financial considerations under either of the highlighted approaches however these would likely vary greatly depending on the direction and final objectives established. STRATEGIC ALIGNMENT This initiative is not explicitly identified within the strategic plan however is aligned with the goal of Community Engagement - Explore possible partnerships with key stakeholders and government entities; and Financial Management - Investigate new revenue sources. RECOMMENDATION: THAT the discussion around options for collaborative work with the Qualicum Beach Community Education & Wellness Society be referred to the Committee of the Whole meeting on June 03, Chief Administrative Officer PAGE

39 Town of Qualicum Beach MEMORANDUM TO: Daniel Sailland, CAO FOR: Regular Council May 11,2015 FROM: SUBJECT: Heather Svensen, Corporate Administrator & Arnold Schwabe, GIS/IT Coordinator Options and Costing for Web-Streaming STAFF RECOMMENDATION THAT Council instructs staff to enter into a contract with Granicus Inc. to provide web-streaming services for the Town of Qualcum Beach. PURPOSE To provide Council with options and costing to offer web-streaming and recording of Council and Committee of the Whole meetings. BACKGROUND One of the primary goals of the Town of Qualicum Beach Corporate Vision is to "Improve Communication" and further, to demonstrate "Effective and transparent Town operation". In response to those goals for more open, accessible, and visible government, several municipalities have already implemented a system for broadcasting and/or recording Council and Committee meetings. Broadcasting of meetings may support those goals by providing an easily accessible means to keep the public informed on matters before Council and subsequent decisions. It may allow residents to stay more informed without having to attend meetings in person, and may also provide an opportunity to educate the public about local government and the decision making process. EXISTING PRACTICE Currently, the Town of Qualicum Beach does not use any broadcasting service, nor do they make any recordings available to the public. There is a camera in the Council chambers but it is used only to display audio and video on a monitor in the lobby when there is insufficient seating in the Council Chamber. Minutes are taken from meetings and are made available on the Town website within a few days of the meeting being held. ANALYSIS Web-streaming has been implemented in a majority of municipalities because it offers several benefits:

40 May 11,2015 Council Meeting Options and Costing for Web-Streaming - The ability to demonstrate the goal of "Effective and transparent Town operation". - Increased access to Council and Committee meetings. - The chance to increase citizen awareness of municipal issues and the process of local government. - The opportunity to contribute to staff efficiency by allowing staff to follow the broadcast of the meeting and arrive at a time when required, rather than attend the entire meeting. As with other video applications in Town, the disadvantage of web-streaming meetings is the impact it may have on the ability to protect personal privacy. There are clear concerns with the viewing and recording of personal information and the ability to identify individuals. While the Council and Committee meetings are open meetings, the Town should take the necessary steps to ensure all requirements are met to protect personal privacy. OPTIONS In discussion with other Vancouver Island municipalities, it appears there are two companies to consider for web-casting Council meetings: 1. Granicus Inc. Corporate Headquarters th Street Suite 4000 Denver, CO www.granicus.com 2. NeuLion Canada - West Coast 5595 Roy Street Suite 201 Burnaby, BC V5B 3A5 http: / / In comparing offerings from both companies, there are several factors to consider: 1. Government Regulations: The information being recorded and stored in the video could be considered personal information and would be subject to current privacy laws. As such, there is a requirement for this information to be stored in Canada. Both companies offer an on-line storage facility within Canada. 2. Functionality: Both systems have very similar functionality for streaming, recording, and viewing. The viewer from NeuLion does have a few more PAGE

41 May 11,2015 Council Meeting Options and Costing for Web-Streaming options in the viewer but they do not appear to significantly enhance the viewing experience. Options such as linking and indexing are available in both systems but the video indexing from NeuLion is a bit more limited in the number of indexes available. Of note is that the Granicus solution is geared towards governments and processes, rather than a general viewer, and more functionality is available for linking agendas and minutes. 3. Price: The offerings from both Granicus and NewLion are similar in the original capital investment. Where they differ significantly is in the ongoing monthly costs. Depending on the options required, the solution from NeuLion is 3-5 times the cost of the Granicus solution. The initial start up costs are outlined in the tables below and detailed quotes can be found in the attached documents. The quotes are for the hardware to stream, record, and store the meetings. There is other hardware necessary for this system to work such as a reliable network (hardwire or wireless) and a quality camera. As part of past upgrades, this infrastructure already exists in most of the Town buildings so the capital cost of those items is not included in these quotes. Both companies also offer added options to their systems, which can increase the monthly costs. Granicus Solution Hardware Name QTY. Unit (upfront) Total (upfront) Encoding Appliance - Government 1 $3,500 $3,500 Transparency Suite Shipping 1 $250 $250 Software as a Service Name QTY. Unit (upfront) Total (upfront) Open Platform 1 $0 $0 Government Transparency Suite 1 $200 $200 Encoding Appliance Software - Government Transparency Suite 1 $100 $100 Professional Services (Training and Installation) Name QTY. Unit (upfront) Total (upfront) Encoding Appliance Config. - Government Transparency Suite 1 $875 $875 Total Upfront Costs $4,625 Total Monthly Costs $300 PAGE Hi

42 May 11,2015 Council Meeting Options and Costing for Web-Streaming NeuLion Solution The NeuLion system requires that we commit to a three-year contract and the total amounts on the attached quotation reflect those values. Hardware Name QTY. Unit (upfront) Total (upfront) Encoder 1 $2,200 $2,200 Software as a Service Name QTY. Unit (upfront) Total (upfront) Monthly Platform Licensing Fee 1 $979 $979 Options (Upfront and monthly) One time set up fee for mobile 1 $500 $500 Monthly mobile device deliver}/ 1 $500 $500 Professional Services (Training and Installation) Name QTY. Unit (upfront) Total (upfront), One time set up fee for new platform 1 $2,500 $2,500 Total Upfront Costs $4,700 Total Monthly Costs $979 Optional Upfront Costs $500 Optional Monthly Costs $500 CONCLUSION The ability to stream and provide recorded access to Council and Committee meetings would demonstrate the Town's commitment to "Effective and transparent Town operation" and may have the added benefits of increased citizen awareness and staff efficiency. However, it will require an initial and ongoing financial commitment as well as attention to personal privacy regulations.

43 May 11,2015 Council Meeting Options and Costing for Web-Streaming Based on the quotations, staff recommends the system offered by Granicus to provide the requested web-streaming for Council and Committee meetings. The monthly costs are considerably less and the focus on government solutions makes this option more desirable. Heather Svensen, Corporate Administrator Report Writer / Ārnold Schwabe Report Writer < anielsailland, Concurrence

44 Town of Qualicum Beach FIRE DEPARTMENT MEMORANDUM TO: John K. Marsh, Financial Adrrdnistrator/Deputy CAO FOR: Regular Council, May 11,2015 FROM: Darryl Kohse, Fire Chief SUBJECT: Monthly Fire Department Report PURPOSE To provide Council with the April Fire Rescue Department report. BACKGROUND The Qualicum Beach Fire Department services the Town of Qualicum Beach and Regional District areas of approximately 34.5 square kilometres with an estimated population of 10,500 in the fire protection area. Fire Rescue services range from structure fires, interface fires, automobile accidents and specialized service SUMMARY Between April 1 and April 30,2015 the department has had a total of 15 calls of service. The following is a breakdown of the incidents: 4 Motor Vehicle Accidents 4 Duty Officers 4 Medical Aids 1 Mutual Aid 1 Alarm Activation 1 Chimney Fire Incident Staff Hours: Average Response Time: 59 hours, 27 rninutes 5.93 minutes TOTAL CALLS OF SERVICE: Calls of Service There has been a total of 74 responses since December 1, The following is a breakdown of total incidents in 2015 to date: December incidents January incidents (11 incidents reported) February incidents (16 incidents reported) March incidents April incidents Incidents recorded for monthly reports may vary due to report submission deadlines. INSPECTIONS The department has conducted 25 inspections for the month of April. TRAINING During the month of April, the department completed 12 two hour training sessions. The following is a breakdown of the training for March: 10 Regular Sessions 2 Special Training Sessions 53 Total Session Hours

45 Town of Qualicum Beach Fire Department May 11,2015 Regular Council Meeting Monthly Fire Department Report, April 2015 Page 2 of 2 EQUIPMENT All equipment is in good repair and vehicle servicing is up to date. EMERGENCY PREPAREDNESS The Town of Qualicum Beach in conjunction with the City of Parksville and the Regional District of Nanaimo hosted a Emergency Expo on May 6,2015 in Qualicum Beach and May 7,2015 in Parksville. The local expo was well attended by local residents in both communites. There were many displays and lots of information on preparing for emergencies. Topics ranged from how to check your fire extinguisher to how to shut off your gas manifold. Emergency Support Services and the Emergency Communication Team were also on hand to answer questions. We are very pleased with the turnout of the community and hope to expand on our efforts in the future. FIRE DEPARTMENT HISTORY/ FACTS APPARATUS The Qualicum Beach Fire Department has served QuaHcum Beach and area for the past 68 years since incorporation back in 1947, two years after the Parksville fire department. The first fire truck was a used army truck that was converted over to supply water from a tank with an external pump. Qualicum Beach's first brand new fire apparatus was Engine 52, a 1962 Ford with a 450 gallon per minute pump. Although there is not much history on this fire truck, it is believed to have been used up until the late 1980's. This truck is still used by the department for parades and public events but is no longer able to keep up with the modern day apparatus in fighting fires. Currently the department has two engines, two tenders, one ariel, two rescues, a special operations unit and two command trucks. This fleet allows the department to deal with many different types of emergencies that include: Confined space, high angle, hazardous materials, motor vehicle accidents and fires. Although we are called a fire department, fires are a small portion of what we actually do as a emergency service. Firefighters have to consistently train to maintain the different skills required to be part of thetirejaepartment and the services we provide. Darpyl Kohse Fire Chief _John~KrMarsh, C Concurrence File: FIRE N:\ Admin\0360 C&C\Councfl\2015\05\ll\Regular\Fire Report for April 2015

46 TOWN OF QUALICUM BEACH 2015 Construction and Building Permit Report No. Permit* Roll # Civic Street Scope of Work April *of Units SFD not Units See. Suites R E S I D E N T I A L #of Units Multi SFD Additions and/or m^i(n^ y" : ; :j : ROT^:;:i:4SS;: /M MultiX-r/\ (new) / / / / / / Totals Year to Date as at March 31, $3,729,000 i ; $0 : : " : :^ $2,000 if $p;;, : ; $3,000 $4,256, Eagle Ridge PI. Single Family Dwelling 1 $425, Crescent Rd.W. Addition $100, EaglecrestDr. Single Family Dwelling 1 $370, Primrose St. Tenant Improvement $90, Arbutus St. Mobile Home -move Poplar St. Renovation $2, Second Ave. W. Install Ventilation $9, Crescent Rd. E. Deck $7, Bluffs Dr. Single Family Dwelling 1 $350, Dorset Rd. Addition $6, $115,400 $1,145,800 $0 $99,500 ll $p1;: ;! ;i *:,$0. $0 $1,360,700 Year to Date as at April 30, $638,300 $4,874,800 $0 lllilibijisbo! : : ; : :: $0 :: ; $3,000 $5,617,600

47 TOWN OF QUALICUM BEACH 2014 Construction and Building Permit Report Units See. Units Permit* Roll* Civic Street Scope of Work SFD Suites Multi #of R E S I D E N T I A L Units #of SFD Multi Additions and/or / (new) (new) / Renos / / Year to Date as at March 31, o o $819,000 $3,294,000 $0 $0 $0 $0 $0 $4,113,000 April Burnham Rd. Single Family Dwelling 1 $550, First Ave. W. Demolition Canyon Cres. Rd. Addition $30, College Rd. Addition $58, Alder St. Kitchen addition $17, Mill Rd. Upper Deck Addition $10, Dogwood Rd. Extension $45, Muirfield CI. Single Family Dwelling 1 $301, Nootka Rd. Enclose Porch $8, Berwick Rd. N. Addition & Renovation $285, Juniper Dr. Accessory building $5, $458,000 $851,000 $0 $0 $0 $0 $0 $1,309,000 Year to Date as at April 30, $1,277,000 $4,145,000 $0 $0 $0 $0 $0 $5,422,000, i cr

48 MEMORANDUM To: From: Luke Sales, Director of Planning Allan Cameron, Superintendent of Public Works & Parks Date: May 7,2015 Subject: Student Requests from Mrs. Waters Grade 4 Class, Arrowview Elementary School PURPOSE: To investigate requests from Mrs. Waters Grade 4 Class at Arrowview Elementary School. DISCUSSION: On April 7,2015 the Town received a letter from Mrs. Waters Grade 4 Class. The following is a Ust of the requests, along with the actions that staff will be taking. REQUEST RECOMMENDATION 1 New garbage can at Bennett Road and Sunrise Drive Looked at area of request and determined no litter. No action required. 2 New Walk of Thought Path New Walk of Thought Path would be located on the path near the east end of Fern Road East. 3 More reminder signs for dog walkers Print decals on doggy bag dispensers that "Owners are responsible for the removal of pet faeces" 4 Locate more garbage cans on trails All of the Dollymount Trail was assessed for garbage can placement. No action required 5 Locate garbage cans closer together Garbage cans are located in areas accessible by the garbage truck. No action required. 6 Position the recently painted garbage can lid by Quality Foods The painted garbage can lid is in place at Quality Foods. No action required. 7 Position more signs to stop Uttering Staff will encourage Mrs. Water's students to work with the High School or other groups to make a wooden (or other material) "no littering" sign. The maximum size is to be 14" x 18" and will be installed on existing posts. 8 Locate more garbage cans on the beach Garbage cans are placed in areas as needed. No action required. 9 Promote the public to use washable or reusable shopping bags RDN Solid Waste Advisory Committee is coming forward with reuse, recycle and compost recommendations this year. Grocery bags is one area they are focusing on. No action required. Allan Cameron Superintendent of Public Works, Parks & Bldgs. File: N:\ Engineering & Public Works\5210 Engineering & PubKc Works\ General\Memo A Cameron to L Sales. Student Requests Mrs. Waters Grade 4 PAG C

49 Town of Qualicum Beach MEMORANDUM TO: Luke Sales, Director of Planning FOR: Council Meeting, May 11,2015 FROM: Arnold Schwabe, GIS/IT Coordinator SUBJECT: Asset Management Planning Program RECOMMENDATION THAT Council directs staff to apply for a $10,000 grant from the Asset Management Planning Program; PURPOSE To recommend Council support for an Asset Management Planning Program grant application. BACKGROUND The Asset Management Planning Program was created in 2014 through a $1.5 million grant from the Ministry of Community, Sport & Cultural Development. The intent of the program is to assist local governments in delivering sustainable services by extending and deepening asset management practices within their organizations. Matching grants of up to $10, are available to support activities that advance a local government's asset management planning or practices, and facilitate better integration of asset management planning with long term financial planning. The Town applied for a $10,000 grant from the Asset Management Planning Program to help fund a software package, consulting, integration, and training to help improve the current asset management processes. The application has been approved in principle, subject to provision of a supporting Council resolution. STRATEGIC ALIGNMENT "Undertake asset management planning" is one of the strategic goals in the draft Corporate Strategic Plan under the category of "Financial Management". Through this initiative, the Town will fulfill the objective of "Review software and other relevant implementation platform options." SUMMARY The Town of Qualicum Beach has been working towards implementing a fully integrated asset management system. Several years have been spent collecting information and developing an asset register. The Town has a fully functioning GIS system with asset management tools and applications but the complexity of required reporting has outgrown the in-house support. As part of the asset management system development, the next step is to integrate our information from several disparate systems into a system that provides full accounting, modeling, and reporting for full lifecycle plarvning and management. Once the integration is complete, staff training will take place on the planning and management processes and cost reporting. With the requested $10,000 funding support, the Town will finalize its review of asset management software, proceed with licensing and integration of the software, and provide training over the course of a one year asset inventory PAG

50 May 11,2015 Council Report: 2015 Asset Management Planning Program Grant Application development trial period. The Town's financial obligation in this process will be up to $15,000, including a combination of in-kind and cash contribution. An asset management program will integrate the process of inventory, valuation, use, strategic reviews, reporting and auditing of fixed assets. For strategic, operational and financial reasons, asset management is an increasingly important area of decision making. At the end of the one-year grant project the Town of Qualicum Beach will have: A fully functional asset management system with a single source for all information Tools capable of predictive modeling, asset accounting and reporting, and full lifecycle management and costing. - A comprehensive system fully compliant with the National Asset Management Strategy (NAMS) guidelines. - The ability to produce reports on long term financial decisions for asset management. - Increased understanding of the Town's asset management software requirements. ALTERNATIVES 1. THAT Council directs staff not to accept the $10,000 grant from the Asset Management Planning Program; 2. THAT Council provides alternative direction to staff. Arnold Schwabe GIS/IT Coordinator^ Report Wri ter _ fp y Luke Sales, MCIP, RPP Director of Plarvning incurrence, Bob^Weir/P. Eng Director of Engineering, Util. and Airport Concurrence DanielSailland Chief Administrative Officer Concurrence N:\ ADMINISTRATION\0360 COMMITTEES AND COMMISSIONS\Council\2015\0511 regular open agenda\memoassetmanagementgrant.ls.docx

51 Town of Qualicum Beach MEMORANDUM TO: Daniel Sailland, CAO FOR: Council Meeting, May 11,2015 FROM: Bob Weir, P.Eng., Director of Engineering, Utilities & Airport SUBJECT: Memorial Avenue Storm Drainage Improvements and Beach Creek RECOMMENDATION: For information PURPOSE: To present information to Council regarding the Beach Creek drainage basin and the impact of storm drainage improvements proposed for Memorial Avenue. BACKGROUND: The Town of Qualicum Beach is drained by two principal creeks, Beach Creek and Grandon Creek. These two sub-basins are delineated roughly at Jones Street. Significant lengths of both creeks have been preserved in a natural state. These areas have high aesthetic, ecological and recreational values. The desirability of preserving the natural state of the creeks has been recognized by the Official Community Plan, as well as by past and current Town policies. From the point of view of storm water management, both the quality and quantity of runoff discharged to the creeks needs to be controlled, in an effort to not adversely affect the state and health of the creeks. High flows can cause erosion and damage to natural habitat and pollutants can be toxic to fish and other species. DISCUSSION: The Beach Creek drainage basin extends from Jones Street in the west to the height of land between Qualicum Road and Hollywood road in the east. Figure 1 is attached to this memo showing the watershed boundaries. The headwaters of Beach Creek are the depression lands that are now developed as the Pheasant Glen golf course and the ALR lands south of Mant Road. The commercial and residential area east of Jones Street and south of the railway tracks comprises the other principal headwaters of Beach Creek. These two sub catchments respond very differently to rainfall events. Drainage studies have been conducted for the Town in 1980 by Associated Engineering and in 1995 by Koers and Associates Engineering. None of the recommendations of the 1980 report were ever acted upon, probably due to the lack of funding from senior levels of government and the high cost of the identified improvements. The 1995 study formed the basis of a Development Cost Charge Bylaw that has underpinned significant improvements to the storm drainage network since that time. Both Grandon and Beach Creek had significant shortcomings at their outlets where they discharged to the Strait of Georgia. Beach Creek had been culverted from Elizabeth Street to the waterfront, and the Old Dutch Inn (now the Qualicum Beach Inn) had been constructed on top of it. The culvert was a barrier to fish passage and it was estimated that no spawning salmon had been in Beach Creek for 65 years. As the only route of discharge, if the culvert was overtopped as a result of extreme flow or inlet clogging, property damage of the Old Dutch Inn was likely to occur. PA<

52 Memorial Storm Drainage Improvements In 1999 the Town of Qualicum Beach, in conjunction with the Qualicum Beach Streamkeepers, undertook an innovative, fish friendly diversion of Beach Creek around the Old Dutch Inn that provided significantly more hydraulic capacity and re-established fish migration into Beach Creek. The original culvert remains in place under the newly redeveloped Qualicum Beach Inn, however these two piped inlets remain susceptible to debris clogging from the wooded and natural upstream reaches of the creek. As noted above, the quality and quantity of runoff discharged to the creeks needs to be controlled and to this end, the Storm Drainage Study of 1995 identified several possible diversions to assist with this objective. The areas targeted were the commercially zoned and developed areas of the downtown. The highly impervious nature of the built and paved area sheds the runoff of rainwater in a very rapid and concentrated fashion, carrying with it all of the surface pollutants. Peak discharges from this built up area are generated during high intensity short duration events. The upper basin of the ALR properties and Pheasant Glen, in contrast, has a low percentage of impervious surfaces, is relatively flat and sheds runoff over longer distances on vegetated and less regular terrain that allows for more temporary storage in the form of localized ponding. The upper basin produces peak discharges from longer duration events that typically have lower overall instantaneous rainfall intensities. Given these differences, the 1995 Storm Drainage Study modeled the commercial areas with a short duration high intensity storm and the upper basin with a long duration low intensity storm. At that time the climate data did not suggest that peak discharges from both basins would coincide. Theses assumption may no longer be valid. In the twenty years since the study, it has become generally accepted that extreme weather events are occurring with greater frequency and higher intensity. By way of example the Parksville storm of September 2013 recorded 33mm of rainfall in 18 minutes. As an instantaneous intensity, this far exceeds what is predicted by our Rainfall Intensity-Duration-Frequency Curves for a 100 year return period storm. (That is to say a storm that statistically has a 1 % chance of occurring in any given year). In January 2005 our own data recorded 4 events in 5 days that were statistically 5 year return period storms. The significance of these examples is that near peak discharges from the rapidly draining commercial basins and peak discharges from the slower to respond upper basins could superimpose and generate very large discharges at the outlet, in excess of mything experienced to date. The two diversions identified in the 1995 Drainage Study are shown in the Figure 2 attached to this memo. The Commercial North West Basin diversion has already been accomplished with previous storm sewer projects in the railway right of way, on Beach Road, and the Qualicum Beach Memorial Golf Course. The Commercial North East Basin diversion would be accomplished with the works currently proposed for Memorial Avenue. The 2015 Memorial Avenue Intersection and Storm Drainage Upgrades figure prepared for grant application and previously presented to Council is also attached to this memo as Figure 3. The realignment of Crescent Road West at Memorial Avenue would provide an opportunity to create a rain garden where low volume "first flush" discharges from the commercial basin could be diverted to accomplish some natural cleansing. The first rainfall after a period of no precipitation (first flush) will produce runoff containing pollutants from vehicles (oils, gas, and other particulates from tires and exhaust) as well as other surface debris and contaminants. It is estimated that 75% of the total volume of rainfall is in the form of small storms, and the runoff from them contains the most contaminants. A P A G

53 Memorial Storm Drainage Improvements low flow hydraulic diversion structure would be incorporated to direct this contaminant laden runoff to the rain garden for natural cleansing. The rain garden, while desirable, is not an essential feature of the proposed Memorial storm sewer works to accomplish the Commercial North East diversion, and provision can be made for the construction of the rain garden at a later date. The large flows from extreme storms, intended to be diverted away from Beach Creek, would not be routed through the rain garden but would be directed straight down Memorial to the outlet structures which are downstream of the culvert inlets of concern to the Qualicum Beach Inn. The rain garden does, however, require the realignment of the Crescent Road and Memorial Avenue intersection since much of the footprint of the rain garden is on the existing roadway. FINANCIAL IMPLICATIONS: The total project cost estimate submitted with the Town's grant application under the Gas Tax Agreement's General Strategic Priorities Fund, was $1,850,000. The rrurdmum investment required to accomplish the Commercial North East basin diversion is the storm sewer works estimated to cost $200,000. The Crescent Road and Memorial Avenue intersection realignment is estimated to cost $575,000, and the rain garden construction is estimated at $275,000. The final component of the grant application was the Village Way and Memorial Avenue intersection realignment estimated at $800,000, RECOMMENDATION: For information " Bob %ir^p«ng. Director of Engineering, Utilities & Airport Concurrence Concurrence N:\ ADMINISTRATION\0360 COMMITTEES AND COMMISSIONS\Council\2015\04 27 regular open agenda\memo.memorialstormdrainagebeachcreek2015.bw.docx

54 Laburnum Road Barricades

55 Laburnum Road Barricades

56 Laburnum Road Barricades STORM SEWER UPGRADE: HOYLAKE RD. TO CRESCENT RD. (New 4500 Culvert at 549 Memorial Ave Driveway) CONTRACT #1: (COMPLETED) WATERMAIN & STORM SEWER UPGRADES. HOYLAKE ROAD TO VILLAGE WAY STORM SEWER UPGRADE: EXTEND TO SOUTH EDGE OF VILLAGE WAY Figure 3

57 Town of Qualicum Beach MEMORANDUM TO: Daniel Sailland, CAO FOR: Council Meeting, May 11,2015 FROM: Bob Weir, P.Eng., Director of Engineering, Utilities & Airport SUBJECT: Laburnum Road Barricades RECOMMENDATION For Information PURPOSE To present information to Council regarding their request to investigate pedestrian separation barricades along Laburnum Road south of Claymore. BACKGROUND The Laburnum/ Rupert Ring Road was constructed with significant departures from normally accepted road design practices, in an attempt to provide the best possible compromise between safe road design and several conflicting environmental objectives. The project received significant Federal Government funding through the Western Economic Diversification program and was therefore subjected to a Canadian Environmental Assessment Act process punctuated by strong opposition from the Canadian Wildlife Service. Conditions imposed by this process resulted in features like the section of Laburnum, south of Claymore where the separated pedestrian walkway was required to abut the roadway to narrow the road structure and rrlinimize the impact in an area designated as environmentally sensitive. The potential need to review and reconsider some of these design aspects was identified in 2005 by Paul de Leur, Ph.D., P.Eng., Road Safety Engineering Specialist who conducted a Safety Review of the Laburnum/Rupert Ring Road Completion Project, Phase 2, to assess the value decisions made between environmental preservation and road safety. The addition of barriers, bollards or fencing through these sections was one of his suggestions to improve pedestrian safety if observations of compromised safety became apparent. DISCUSSION: Following the request of Council, staff investigated different types of barriers and pursued quotations of three of these. Tuff Curb and Turnpike Grade Curb are plastic lane delineators that provide reflective uprights at the lane edge to enhance lane separation. They offer impact recovery (they spring back if struck) but they do not provide a continuous physical barrier to prevent vehicle intrusion to the pedestrian walkway. It is speculated that there would be an ongoing maintenance requirement with these plastic delineators. The other barrier investigated was a traditional low profile concrete barrier. Concrete barriers do not have the high visibility of the plastic barriers but offer the significant safety advantage of providing a continuous interlocked physical barrier to prevent vehicle intrusion into the pedestrian walkway. A total of 262 metres of barrier would be required to protect the walkway from Claymore to the point where the walkway becomes separated.

58 Laburnum Road Barricades FINANCIAL IMPLICATIONS: The quotations for 262 metres of barrier are as follows: Concrete barrier (installed, including traffic control and tax) $17,992 F6 300 Turnpike Curb System (not including installation and tax) $41,920 Tuff Curb Traffic Separator (not including installation and tax) $55,000 SUMMARY/CONCLUSIONS: If Council desires a barrier to be installed on Laburnum Road south of Claymore, a standard low rise concrete barrier curb would provide the greatest degree of safety and would be the lowest cost option. RECOMMENDATION: For information ALTERNATIVES 1. THAT Council direct staff to install concrete barrier 2. THAT Council direct staff to not install a barrier 3. THAT Council provides alternative direction to staff. f i t Bob Weir, P.Eng. Director of Engineering, Utilities & Airport Concurrence DameTSaillano Chief Adrriinistrative Officer Concurrence N:\ ADMINISTRATION\0360 COMMITTEES AND COMMISSIONS\Council\2015\04 27 regular open agenda\memo.laburnumroadbarricades.bw.docx

59 mm

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61 HIGH PERF1RI11CE TRIFFIC SEPARATOR CUR1 by impact recovery S Y S T E M S UTILIZING IMPACT RECOIEif SYSTEMS' SPRING IOUITED SIGNAGE. PROVEN Of ER 111 OlER AGAIN TO BE THE IOST LONG LISTIIG, WRIBLE TRAFFIC DEICE 01 Til MARKET. Each curb section measures 40" and is constructed of highly durable polyethylene and is equipped with the IRS Quick Release System designed to allow upright installation/replacement in less than 5 seconds. End caps measure 18" long and should be used at the beginning and end of installation. Uniquely designed ribs underneath curb are made to transfer load to the road eliminating stress on the mounting hardware. Wide variety of NCHRP 350 approved uprights to choose from. Solid color throughout for high visibility. Curb is offered in yellow or white. Other colors available for special order No special tools, pins, or soapy water required. No scuppers to catch debris and impede water flow. Simply place curbing 1/2" to 1" apart to create a natural water flow. Utilizes two raised pavement markers for maximum visibility to motorists. Distributed By: INPROTECT SYSTEMS INC. BRITISH COLUMBIA PH: FAX: TUFF curb: PAG JiL.

62 Turnpike Grade Curb System The FG 300 Turnpike Grade curb system is a raised lane separator with durable upright channelizer posts that provide efficient and cost-effective channelization of traffic on Managed Lanes, 2-way 2-lane Work Zones, and other areas where discontinuous channelization is desired. The picket fence effect divides lanes going in the same direction or opposite direction in high-speed, high-volume applications where continuous curb is too costly or not needed. Use where pavement markings alone are not sufficient to safely channelize traffic. Low maintenance; super-tough polyurethane posts impact tested at 70 MPH / 112 km/h Engineering polymer alloys for superior toughness at all temperature extremes Engineered to stand up to the toughest of conditions Only requires 4 bolts per unit, quick & easy to install Installs with bolts, or adhesive for temporary projects Only curb and post combination warranty in the industry: 5-year limited prorated warranty on curb unit; 1-year limited warranty on the EFX upright post MUTCD-compliant & NCHRP 350 approved. (FHWA Letter #WZ-282) Applications for the FG 300 TG Curb System 8 HOT and HOV Lane installations 2-way 2-lane detours on Interstate rehab projects» To prevent cross-overs where a continuous barrier is not needed Divided highway entrance/exits -r 3 Stable Platform for High-Speed Installations Low-profile base for low-impact roll over 8 Smooth transition from road surface - no hard lines Superior Retro-reflectivity Curb leading edge has an imbedded cube corner reflective lens Reflectivity meets ATSM D-4280 for raised pavement markers Optional retro-reflective road studs Available in white and yellow. Other colors available upon request Accepts all grades of FG 300 posts: PE, UR and EFX

63 Town of Qualicum Beach MEMORANDUM TO: Daniel Sailland, CAO FOR: Regular Council Meeting May 11,2015 FROM: SUBJECT: John Marsh, Financial Administrator/Deputy CAO Property Tax Rates Bylaw RECOMMENDATION THAT the bylaw entitled "Town of Qualicum Beach Tax Rates (2015) Bylaw No. 697,2015", be adopted. BACKGROUND The Community Charter requires all municipalities to develop specific policies and objectives on sources of revenue, distribution of property taxes and permissive property taxation exemption. These policies and objectives are incorporated in the five-year Financial Plan Bylaw No. 694 for the years 2015 to 2019 that was adopted by Council on October 20 th, These adopted policies and objectives follow: Objectives Over the next five years, the tax burden between residential and commercial should continue to be reviewed to ensure fairness. Maintain the property tax rate for Commercial/Other (Class 6) at a rate competitive with surrounding communities. Tax increases should be stable and, where possible, targeted to specific areas. Policies Supplement, where possible, revenues from user fees and charges to help offset the burden on the entire property tax base. Continue to maintain and encourage community and appropriate economic development initiatives designed to enhance the community. Align the distribution of tax rates among the property classes with the social and community development initiatives established by Council. Regularly review and compare the Town's taxes with comparable surrounding communities. The Tax Rate Bylaw includes General Mumcipal Taxes for the Town, Regional District General, Regional District Sewer, Regional Hospital and Library. The General Municipal Taxes are retained and used by the Town for municipal operations. The other taxes are collected by the Town and then paid over to the other taxing authorities. REPORT ANALYSIS 2015 Property Tax Information A power point presentation is attached that provides property tax information including comparison to other communities. The 2015 property tax information and rates is based on

64 Property Tax Rates Bylaw May 11,2015 Regular Council Page 2 the Town's 2015 Financial Plan. This plan includes a 3.5% increase in property taxes for 2015 comprised of 2.5% for inflation / service charges and 1% for new fire hall. Distribution of property taxes among the classes The legislation requires Council to consider how the property tax burden is distributed among the various property classes. The residential to commercial tax ratio is the most significant factor regarding the comparison between property classes. This ratio is calculated by dividing the commercial tax rate $8.85 by the residential tax rate of $3.61 resulting in a ratio of 2.45 for 2015 which is the same as The ratio was 2.44 in 2013 and 2.54 in Qualicum Beach currently has six assessment classes as noted below. Please note that the 2015 taxes and 2015 tax rates shown below are for the Town's portion of the taxes only. The other tax levies for the Regional District, School, Hospital, Library and BC Assessment are collected by the Town and the monies are paid directly to the other taxing authorities. Class of Property 2015 Taxes (Town portion) 2015 Rate (Town portion) 2014 Rate (Town portion) 2015 Ratio 2014 Ratio Residential $6,583, % Utility $30, % Commercial $785, % Managed Forest $ % Recreation $33, % Farm $ % $7,432,752 Impact to the Property Owner Property assessments also impact the change in property taxes from one year to the next. This assessment impact results in many home owners receiving increases (and in some cases decreases) different from the total 3.5% increase in revenue that the Town will receive. Also, this memorandum focuses on the Town's approximately 48% share of property taxes. The remaining 52% of property taxes is collected for other governments such as Provincial school and regional district. "v John K. Marsh, CMA Financial Administrator Report Writer -DHrrM'Saillancl^ Chief Administrative Officer Concurrence N:\ ADMINISTRATION\0360 COMMITTEES AND COMMISSIONS\Council\2015\0511 Regular Open Agenda\Property Tax Rates 2015 adoption.docx

65 2015 TAX RATE ANALYSIS MAY 11, 2015

66 2014 vs Total Property Taxes Hilli t!y Town Portion of Taxes QB Town - Grants in lieu of taxes QB Town - Parcel Taxes QB Town - Municipal Taxes (Actual) (Budget) Difference 220, ,675 7,105, , ,000 7,432,272 19, ,597 Subtotal QB Town Taxes: $ 8,272,173 $ 8,618,487 $ 346,314 Other Gov't Taxes BC Assessment & MFA V.I. Regional Library Regional Hospital Regional District Provincial School Subtotal Other Gov't Taxes: 2014 (Actual) 128, , ,962 3,356,793 4,548, (Budget) 127, , ,620 3,516,457 4,599,135 Difference ,932 12, ,664 50,705 $ 8,897,764 $ 9,140,874 $ 243,110 TOTAL PROPERTY TAXES: $17,169,937 $17,759,361 $ 589, Q

67 Municipal Tax Detail ^ ^ ^ ^ ^ ^ ^ ^ Municipal Operations 5,861,634 6,057, ,670 New Fire Hall (3%) 142, ,968 80,792 Pavement Overlay (2%) 142, ,645 6,469 RCMP (2%) 142, ,645 6,469 Museum (0.5%) 35,544 37,161 1,617 Emergency/Storm (2%) 142, ,645 6,469 Building Maintenance (2%) 142, ,645 6,469 Fire Equipment (2%) 142, ,645 6,469 Equipment (5%) 355, ,614 16,173 $ 7,105,675 $ 7,432,272 $326,597

68 Portion of RDN District 69 Tax Administration 62,472 78, , ,435 Transit 185, , , ,445 RDN Regional Parks 134, , , ,607 D69 Recreation 216, , ,906 1,335,334 D69 Arena 351, , ,755 1,823,828 D69 Pool 644, ,658 1,118,473 2,525,074 D69 Emergency , , , ,714 Sewer & Liquid Waste 1,485,491 2,193, ,253 4,590,044 Other Services 172, , , ,166 $ 3,371,322 $ 4,825,137 $ 5,487,188 $ 13,683,647

69 QB Residential 2015 Tax Example Category No Grant Under 65 Over 65 General Municipal 1,437 1,437 1,437 School RDN Other RDN Sewer Hospital Library BCAA & MFA Parcel Taxes Sub Total $3,381 $3,381 $3,381 Less Home Owners Grant ,045 Total Net Tax Owing $3,381 $2,611 $2,336 Note: This example is based on the average house price in Qua icum Beach ($398,000) as provid ed by BC Assessment.

70 Residential 2015 Municipal Tax Rate Comparison

71 Residential 2015 Total Tax Rate Comparison