000731 the Matsqui Centennial Auditorium Council Present: Mayor G. Ferguson; Councillors: E. Fast, S. Gibson, M. Gill, W. Lee, G. Peary, P. Ross, M. Warawa, and C. Wiebe Staff Present: Acting City Manager - E. Regts; City Clerk - T. Strong; Director of Development Services - R. Danziger; and Committee Clerk - T. Harder Staff Present for a Portion of the Meeting: Manager, Current Development - G. Boyle; Deputy Approving Officer - R. Hintsche; Environmental Manager - P. Andzans; Senior Planners: S. Elbe and T. Mahler; Development Engineer - E. Clark; Director of Finance - D. Bottrill; Deputy Treasurer/Collector - S. Westby; Director of Parks and Recreation - K. Yates; and Assistant Manager, Property Services - B. Flitton Media Present: 85 Radio MAX, The News (part), Rogers Cablesystems, and The Times Public Present: 16 1. CALL TO ORDER Mayor Ferguson called the meeting to order at 4:00 p.m. 2. ADOPTION OF MINUTES.1 Executive Committee Meeting Minutes - June 22, 1998 Moved by Councillor Gill, seconded by Councillor Wiebe, that the minutes of the Executive Committee meeting of Council held June 22, 1998, be adopted. E284-98 CARRIED. 3. BUSINESS OUT OF MINUTES None.
000732 the Matsqui Centennial Auditorium Page 2 4. DELEGA TIONS.1 Correctional Services Canada - Regional Health Centre G. Mills, Executive Director, highlighted the Regional Health Centre's (R.H.C.) proposed expansion, which would involve relocating 120 beds from Matsqui Institution and establishing 80 new beds at the Centre, for a total capacity of 380 beds. He summarized the types of professional services provided at the facility, which are available to inmates from several regional facilities, and outlined the general profiles of offenders/patients at the RH.C. Mr. Mills indicated that maximum security procedures are in place at R.H.C., which also provides psychiatric and psychological assessments for the National Parole Board. M. Nash, Assistant Warden, Management Services, Regional Health Centre, submitted a preliminary design of the proposed R.H.C. expansion. It was emphasized that funding for the project has not been approved by the Federal Government, and that expanding the existing facility would be more cost-effective than constructing a new institution. Assurances were offered that consultation would take place in the future to identify a plan for the proposed expansion. Council comments related to the potential for future expansions, and the burden placed on the community by outside support groups, i.e. families of inmates housed in correctional facilities. It was clarified, however, that many of the problems being created in the community are related to the Matsqui Institution and the Sumas Community Correctional Centre, not the Regional Health Centre. Responding to a Council question, S. Thiessen, Area Director, Fraser Valley Parole District, stated that a small percentage of inmates at Sumas Community Correctional Centre were on statutory release with residency. She noted that Correctional Services Canada has its own system of assessing offenders' needs and risk levels, while the Abbotsford Police Department makes assessments based on its own information and criteria. The Police Department determines what details are released to the public. Moved by Councillor Peary, seconded by Councillor Gibson, that the delegation of S. Thiessen, Area Director, Fraser Valley Parole District; M. Siemens, Regional Communications Manager; B. Lang, Director of Community Corrections; G. Mills, Executive Director, Regional Health Centre; and M. Nash, Assistant Warden, Management Services, Regional Heath Centre, be received. E285-98 CARRIED.
000733 the Matsqui Centennial Auditorium Page 3.2 1. Robertson, Western Canada Summer Games Legacy Committee J. Robertson, Chair, Western Canada Summer Games Legacy Committee, spoke to his submission dated July 6, 1998, which requested an amendment to Resolution No. E 167-98 of the April 20, 1998, Executive Committee meeting, which authorized a full referendum for a $7.5 million loan authorization by-law to allow the construction of the proposed multi-plex/middle school project on the W.J. Mouat site, subject to the Ministry of Education (M.O.E.) funding the middle school. Given that M.O.E. funding is not available for the proposed middle school in 1998, it was agreed that this requirement should be removed. The Board of School Trustees had resolved to grant the City the required 99-year lease for the multi-plex portion of the project, subject to a joint use agreement being obtained by M.O.E.; however, without the formal commitment by M.O.E., the Legacy Committee felt it would be necessary to pursue the alternative site located on the Exhibition Park property. In response to Council concerns regarding the proposed deadline for execution of the 99-year lease agreement by M.O.E., staff clarified that, in order to proceed with a referendum on November 28, the site specific Loan Authorization By-law would require three readings on July 27, 1998. The by-law would then be forwarded to the Ministry of Municipal Affairs for approval. Moved by Councillor Warawa, seconded by Councillor Ross that, as outlined in correspondence dated July 6, 1998, from the Chair, Western Canada Summer Games Legacy Committee, Resolution No. E167-98, of the April 20, 1998, Executive Committee meeting, be amended by replacing the words "on the W.J. Mouat School site, subject to the Ministry of Education funding the attached middle school" with "on the W.J. Mouat School site, subject to receipt by July 27, 1998, of a letter from the Ministry of Education approving a 99-year lease for approximately five acres to the City of Abbotsford for this purpose, and in the event such approval is not received, the facility may be constructed on Abbotsford Exhibition Park property".
000734 the Matsqui Centennial Auditorium Page 4 1. Smith, School District No. 34, referred to correspondence from the Ministry of Education which indicated support in principle of the proposed muiti-pleximiddleschool project on the W.J. Mouat site. In his view, a 99-year lease was not necessarily required; however, the School District would attempt to have the Ministry of Education approve the document as soon as possible. Council generally preferred the W.1. Mouat site for the muiti-pleximiddle school over Exhibition Park, particularly given the lack of formal discussion on the issue. Moved by Councillor Lee, seconded by Councillor Fast, that the motion be amended by deleting the last sentence: "and in the event such approval is not received, the facility may be constructed on Abbotsford Exhibition Park property". E286-98 CARRIED. The original motion, as amended, was then put and E287-98 CARRIED. Moved by Councillor Peary, seconded by Councillor Wiebe, that the delegation of J. Robertson, Chair, Western Canada Summer Games Legacy Committee, requesting an amendment to a resolution for the proposed construction of a muiti-pleximiddleschool facility on the W.J. Mouat school site, be received. E288-98 CARRIED.
000735 the Matsqui Centennial Auditorium Page 5 5. REPORTS 5.1 DEVELOPMENT SERVICES.1 Ministry of Transportation and Highways, 1400 Block Bradner Road (Southwest Comer of King and Bradner Roads) - Agricultural Land Commission Application for Inclusion (3040-20IA98-9) Report No. 98-203 dated June 29 from the Senior Planner, reviewed an application from the Ministry of Transportation and Highways to include approximately 27.96 ha of land in the 1400 block of Bradner Road, in the Agricultural Land Reserve. The subject property is approximately 37.67 ha in size, is currently being used as a gravel pit, and contains some significant wooded areas. The gravel pit has about 40 years of productive capacity, and the land will eventually be reclaimed per A.L.R. requirements. As part of the University College of the Fraser Valley's efforts to exclude lands located south the existing campus from the A.L.R., M.O.T.H. was approached to consider making this application, so that there would be no net loss of lands in the Land Reserve. The Ministry of Transportation and Highways submitted their application conditional upon receiving soil removal permits for two other sites within the City of Abbotsford. Moved by Councillor Lee, seconded by Councillor Warawa that, as recommended in Report No. DEV 98-203 dated June 29, 1998, from the Senior Planner, the Ministry of Transportation and Highways' application for inclusion of approximately 27.96 ha of land in the 1400 block of Bradner Road in the Agricultural Land Reserve, be forwarded to the Agricultural Land Commission with an endorsement for support without any conditions. E289-98 CARRIED..2 Acme Land Development Corporation, North of McKee Road and West of Blauson Boulevard - Development Variance Permit (3020-201D98-206) Report No. DEV 98-206 dated June 30, 1998, from the Deputy Approving Officer, highlighted a development variance permit application from Acme Land Development Corporation for property north of McKee Road and west ofblauson Boulevard. If approved, the minimum depth and rear setback requirements would be relaxed for several proposed residential lots within Phase 1 of the Auguston Development. It was noted that, despite the relaxations, all of the lots meet or exceed the minimum area and width requirements of the respective zones, and all could accommodate a reasonable building footprint.
000736 the Matsqui Centennial Auditorium Page 6 Moved by Councillor Wiebe, seconded by Councillor Warawa that, as recommended in Report No. DEV 98-206 dated June 30, 1998, from the Deputy Approving Officer: (1) the development variance permit application from Acme Land Development Corporation, for its property north of McKee Road and west of Blauson Boulevard, be approved in principle; (2) a permit be prepared for an upcoming Council hearing; and (3) the Mayor and City Clerk be authorized to execute all documentation relating to this information. E290-98 CARRIED.. 3 Pinegrove Properties Inc., 3252 Mt. Lehman Road - Development Permit Application (3020-20/D98-19) In Report No. DEV 98-208 dated July 2, 1998, the Senior Planner reviewed a development permit application from Pine grove Properties Ltd. to allow the construction of a commercial development, consistent with the Freeway Commercial Zone (CFC), on property at 3252 Mt. Lehman Road. The development would include a gas station, car wash, convenience store, two drive-through restaurants, one sit-down restaurant, and two other buildings. The site is in a Gateway Development Permit Area, which requires development to be visually attractive and promote compatibility between uses within the corridors and adjacent land uses. Staff concerns with the proposal related to: (a) the turning radius into drive-through restaurant "D" ; (b) the 1 m landscape strip in front of the drive-through, rather than the required 3 m; (c) trees as part of the perimeter planting being located inside the property line; (d) the location of underground fuel tanks which could create traffic conflicts; (e) the lack of information of the landscape plan; and (f) the siting of drive-through restaurant "C", which would require vehicles to negotiate a left-hand turn and drive around the site to exit. The applicant, who had agreed to revise the plan for items (a) to (e), was opposed to changing the siting of the drive-through restaurant "C". Moved by Councillor Wiebe, seconded by Councillor Warawa that, as recommended in Report No. DEV 98-208 dated July 2, 1998, from the Senior Planner, the development permit application from Pinegrove Properties Inc., for its property at 3252 Mt. Lehman Road, be referred back to staff to negotiate changes to the siting of drive-thrurestaurant "C" to improve on-site circulation, for consideration by Council within one week.
000737 the Matsqui Centennial Auditorium Page 7 Responding to Council questions and comments, staff indicated that access/egress and traffic circulation on the site were reviewed relative to the future widening of Mt. Lehman Road and possible future improvements to its interchange at Highway No.1. It was noted that the proposed development would maximize the ability for traffic flows in and arolmd the subject property, would not impede any future roads or expansions around the site, and that access points would be sited to permit adequate storage for left-turn movements. 1. Annand, architect for the developer, was opposed to staffs proposal to change the siting of drive-through restaurant "C". He maintained that it would be a key building on the site, the proposed circulation was reasonable, and a direct right-turn from drive-through restaurant "C" could affect peak traffic flows. P. and D. Reimer, Forewest Construction Ltd., noted that a traffic consultant had been retained to determine traffic circulation for the site. It was stated that the development design, as proposed, was exceptional, and frustration was expressed at additional expenses incurred by delays. Mssrs. Reimer requested that the permit be approved, in principle, as presented, with adjustments being made as necessary. The motion was then put and E291-98 CARRIED. Councillor Wiebe left the meeting at 5:50 p.m..4 Secondary Suite By-law Enforcement - Legal Action (6645-20) Report No. DEV 98-192 dated June 12, 1998, from the Director of Development Services, sought authorization to commence legal action against a number of property owners with illegal secondary suites in land use contract areas. The property owners registered their suites; however, they failed to apply for the necessary land use contract amendments. All property owners were notified by the City about the proposed legal action but failed to respond.
000738 the Matsqui Centennial Auditorium Page 8 Moved by Councillor Gibson, seconded by Councillor Ross that, as recommended in Report No. DEV 98-192 dated June 12, 1998, from the Director of Development Services, the City Solicitor be authorized to commence legal action against the following properties for containing illegal suites: (1) Z. and F. Kassam, 2901 Century Crescent; (2) S. and R. Madhuar, 32107 Austin Avenue; (3) G. and R. Cheema, 3129 Coronation Court; (4) N. and R. Dhaliwal, 32138 Astoria Crescent; (5) D. Waite, 35126 McKee Road; (6) S. and R. Bansi, 31412 Springhill Street; (7) S. and K. Dhaliwal, 3813 Chadsey Crescent; (8) J. and K. Dhillon, 3145 Princess Court; (9) D. and K. Ahl~a, 32183 Mouat Drive; (10) R. and P. Khangura, 3327 Jervis Crescent; (11) P. Gill, 3060 Tims Street; (12) M. and M. Grewal, 3330 SaturnaCrescent; (13) R. and H. Narang, 3818 Chadsey Crescent; (14) A. and T. Sangha, 33340 Century Crescent; (15) B. Davesar, 32874 Gatefield Avenue; (16) N. and N. Aujla, 32147 Astoria Crescent; (17) T. and M. Nutt, 3807 Lindsay Street; (18) B. and N. Sandhu, 32117 Austin Avenue; (19) D. Thomson, 3485 Old Clayburn Road; and (20) G. and P. Chand, 3828 Harwood Crescent. E292-98 CARRIED..5 The Renewal of Trust in Residential Construction (Barrett Report) (3760-20) Report No. DEV 98-204 dated July 2, 1998, from the Director of Development Services, briefly summarized the findings of the Barrett Report as it applied to the City of Abbotsford. The Barrett Report contained 82 recommendations relating to all parties involved in the housing industry, including municipalities, developers, architects, banks, and federal and provincial governments. The recommendations of the Commission were far-reaching in terms of the residential construction industry, and based on its findings, a regulatory system may be created to improve quality and give buyers greater assurance of a well-built home. A preliminary analysis indicated that changes were not required in the City'S regulations; however, a more detailed assessment will be undertaken. Councillor Wiebe returned to the meeting at 5:55 p.m.
00073~} the Matsqui Centennial Auditorium Page 9 Moved by Councillor Lee, seconded by Councillor Gill, that Report No. DEV 98-204 dated July 2, 1998, be received from the Director of Development Servcies, summarizing the Barrett Report on leaky condominiums as it applies to the City of Abbotsford. E293-98 CARRIED..6 City Stream Conservation Program Funding (5280-30) In Report No. DEV 98-199 dated June 25, 1998, the Environmental Manager, provided an update on the funding situation of the City's stream conservation related programs and the Bio-physical Inventory/Environmentally Sensitive Areas mapping project. The three primary areas of focus in the stream conservation program are: (1) establishing a Lowland Ditch Maintenance protocol with senior government fisheries agencies in order to allow the City to carry out major ditching work, and working to secure fisheries approvals on various types of municipal infrastructure or maintenance projects; (2) preparing a Bio-physical Inventory/Environmentally Sensitive Areas mapping program and an associated stream classification system; and (3) working with various community stream stewardship groups to develop an "umbrella" association to provide coordination, resources, and other assistance, through the Abbotsford StreamKeepers. Total funding for the Stream Conservation Coordinator currently comes from the Provincial Urban Salmon Habitat Program (U.S.H.P.); however, supplementary funding would be necessary to continue this function in the future. Some concern was expressed regarding the program's cost and impact on local ditch cleaning; however, there was general agreement that the approach was proactive, prescriptive, and economical. Opposed: Councillor Wiebe Moved by Councillor Lee, seconded by Councillor Gibson, that Report No. DEV 98-199 dated June 25, 1998, be received from the Environmental Manager, providing an update on the funding of the City's stream conservation related programs and the Bio-physical InventorylEnvironmentallySensitive Areas mapping project. E294-98 CARRIED.
000740 the Matsqui Centennial Auditorium Page 10 5.2 ENGINEERING.1 Vedder River Setback Dykes (5225-03/S and 2280-01) Report No. ENG 98-55 dated June 25, 1998, from the Director of Engineering, attached a letter dated June 17, 1998, from Mayor Les of Chilliwack to Mayor Ferguson, which outlined the need for improvements to the Vedder River dykes and requested that Abbotsford share in the cost of $48,000. Following completion of flood control works, under the A.R.D.S.A. program, Abbotsford and Chilliwack had disagreed on the responsibility for the improvements and maintenance to ditches and channels. Chilliwack, which took the position that each authority should be responsible for works within its boundaries, has not paid a share of the drainage and ditching within Abbotsford which provides services to lands within the Chilliwack boundaries. The requested dyking improvements are located within Chilliwack's boundaries. Moved by Councillor Wiebe, seconded by Councillor Lee that, as recommended in Report No. ENG 98-55 dated June 25, 1998, from the Director of Engineering, the District of Chilliwack be informed that, under the Operations and Maintenance Agreement, Chilliwack is responsible for the cost of dyke repairs within its boundaries, and that Abbotsford is not prepared to share in these costs; however, if Chilliwack wishes to have this type of work covered by the agreement in the future, Abbotsford is prepared to agree to necessary changes. Given that the 1998/99 Provincial Flood Protection Assistance Fund will provide 75% of the net costs for the project, and that improvements to be completed on the South Setback Dyke would protect Yarrow and Sumas Prairie from flooding, several members of Council were of the opinion that Abbotsford should contribute 50% of the municipal portion of the total project cost. The motion was then put and DEFEATED. Opposed: Councillors Gill, Lee, Peary, Warawa, and Mayor Ferguson
000741 the Matsqui Centennial Auditorium Page 11 Moved by Councillor Warawa, seconded by Councillor Gill, that Abbotsford pay $48,000, from the Dyking Budget, towards Vedder River dyke repairs. E295-98 CARRIED. Opposed: Councillors Fast, Gibson, and Ross Councillor Ross left the meeting at 6:25 p.m..2 Columbia Bitulithic Ltd., "Strong Pit" East of Lefeuvre Road - Soil Removal Permit No. 113 (4520-20/SRP#I13) 5.3 ADMINISTRATION Moved by Councillor Warawa, seconded by Councillor Wiebe that, as recommended in Report No. ENG 98-57 dated July 2, 1998, from the Manager, Engineering Services, the request by Columbia Bitulithic Ltd., to extend the extraction for Soil Removal Permit No. 113, in the "Strong Pit", subject to relocation of the asphalt plant by July 1, 1999, be approved. E296-98 CARRIED..1 1998 Abbotsford Agrifair Signs (1480-02) Moved by Councillor Fast, seconded by Councillor Gill that, as recommended in Report No. ADM 53-98 dated June 30, 1998, from the Economic Development Officer, the Abbotsford Agrifair be permitted to cover the three Abbotsford Airshow signs presently located on Highways Nos. 1 and 11 with temporary signs to promote the 1998 Abbotsford Agrifair. E297-98 CARRIED. Councillor Ross returned to the meeting at 6:27 p.m.
000742 the Matsqui Centennial Auditorium Page 12 5.4 FINANCE The Deputy Treasurer/Collector reported that $91 million in taxes was collected from May 22 to July 2, 1998, with $64 million being collected during the last five business days in the period. In total, 93.6% of taxes due for 1998 were collected, which compares to 93% in 1997 and 92% in 1996. Payments through financial institutions accounted for $17 million, and $5.4 million was collected through the City's pre-payment plan. Six hundred property owners signed up for the pre-payment plan this year, bringing the total using this option to approximately 4,000, and over 10,000 used the return envelopes provided with the new legal sized form. Moved by Councillor Wiebe, seconded by Councillor Gill, that the verbal report regarding the 1998 Property Tax Collection, presented by the Deputy Treasurer/Collector, be received. E298-98 CARRIED. 7. ADJOURNMENT Moved by Councillor Gill, seconded by Councillor Gibson, that the Executive Committee meeting of Council be adjourned. (6:30 p.m.) CARRIED. Certified Correct: