MINUTES OF A COMMITTEE OF THE WHOLE MEETING

Transcription

1 MINUTES OF A COMMITTEE OF THE WHOLE MEETING February 28, 2018 Council Chambers, District of Hope Municipal Office 325 Wallace Street Hope, BC Council Members Present: Mayor Wilfried Vicktor Councillor Scott Medlock Councillor Heather Stewin Councillor Donna Kropp (arrived at 7:01pm) Councillor Dusty Smith Absent: Councillor Bob Erickson Councillor Gerry Dyble Staff Present: Dale Courtice, Director of Finance Donna Bellingham, Director of Corporate Services/Acting CAO Kevin Dicken, Director of Operations Tom DeSorcy, Fire Chief Linda Goglin, Accounting Supervisor Jessica Harknett, Deputy Corporate Officer/EA Public Present: 5 Media Present:1 1. MAYOR VICKTOR CALLED THE MEETING TO ORDER AT 6:48 PM 2. APPROVAL OF AGENDA Moved by Councillor Medlock / Seconded by Councillor Stewin THAT the February 28, 2018 Committee of the Whole agenda be adopted as presented. 3. ADOPTION OF MINUTES Moved by Councillor Smith / Seconded by Councillor Stewin CARRIED. THAT the Minutes of the Committee of the Whole Meeting held January 8, 2018 be adopted as presented. 4. OTHER PERTINENT BUSINESS Council s Review of the Draft 2018 Financial Plan Councillor Smith took leave of Council Chambers at 7:10pm and he returned at 7:12pm. The Director of Finance provided an overview of the 2018 Financial Plan and explained each department in detail. Specified amounts are categorized into a colour coordinated legend under the following categories: Bound by bylaw, Insurance (premiums are set), Contractual obligations, Wages (per contracts policies), Set by

2 other agencies, Per District policy/council resolution, Utilities/Communications (little or no wiggle room), To be calculated/determined later (no impact on budget), Actual revenue already determined. The highlights of some of these items are as follows: General operating fund has a $48,000 deficit; General fund revenues are $11,926,700; Fire protection agreements are estimated at a revenue of $65,000; Building permits and fees revenue are estimated at $100,000; BC Tourism Grant is $25,000; 2018 Municipal Election expense allocations are estimated at $21,800; Grant in Aids are $25,000 ATCO trailer rental at the Tourism Centre, expense allocations are $11,000; Renovations, training, supplies at firehalls has been added at an estimated expense of $25,000; There is a more detailed breakdown of vehicles and equipment to indicate repairs and maintenance; There is an increase for ice and snow removal, contracts are $160,000 and salt, sand, brine is $120,000; Golf course Coquihalla River erosion project was allotted an expense of $95,000. Staff indicated that the project is almost nearing completion and the costs are at $77, A Cost of $13, was incurred in 2017 and has been expensed in that year. The budget for this project will be reduced to $65,000 to cover only actual and estimated expenses for the 2018 fiscal year. Coquihalla River gravel deposit assessment expense is estimated at $55,000; Capital Expenditures included in the Financial Plan for Council s consideration are as follows: Water: Equipment and Tools (new water meter reading equipment and software, spare pump well 10, generator for well 11, SCADA upgrades); Sewer: The fund is balanced, PCC conditional grants and unclaimed bonuses have been carried forward into 2018; Administration: Municipal Office roof replacement at $85,000, new phone system at $15,000, new roof for 444 Park St building at $85,000, District Hall roof repair at $85,000; Finance: Computer Equipment replacement at $10,500; Police: The fund is balanced; Fire Department: New fire engine at $400,000 and new command truck at $65,000, thermal imaging camera $12,000; Roads: East Kawakawa Lake Drainage improvements at $40,000, capital pavement projects at $1,200,000 (as per paving management plan); Vehicles and Equipment: Diagnostic scan tool at $8,000; 2

3 Public Works: Public works yard improvements (Security upgrade, fencing, security cameras, storage container, portable lunchroom, 2 new fuel tanks) at $139,000, $55,000 of this amount is carried over from 2017; Parks: 6 th Ave park irrigation system at $20,000; There was discussion that the washrooms 6 th Ave park and Memorial park are in poor condition, there are washroom fixtures available now that could better withstand the abuse; There were questions and discussion on the following subjects: Richmond Hill/Truck pullout This project (a multi purpose pathway) can be included in the Financial Plan, so that it is eligible for grant opportunities to fund the project. The Director of Operations indicated there are two options for this project. The first one involves using current hydro poles for the installation of lighting and the second option is to install ornamental lighting along the pathway. The estimates are $466,000 for the first option and $835,000 for the second option. The Mayor noted that a lot of people walk and cycle in this area and it would improve safety and is favorable to the residents. Council had concerns that if this area of road is reduced to 2 lanes, people will no longer be able to pass as they are used to doing. A marked crosswalk at the truck pull off was also suggested to improve safety. The Director of Operations will bring the designs for this proposed project to an upcoming Council meeting. There may be funding available through Bike BC. The Director of Operations has been working with AdvantageHOPE to prepare a Cycle network plan. A dog park Council questioned whether this is included in the budget as the residents have been talking about this. Staff noted that a specific location has not yet been identified, however it was suggested that it be constructed alongside the Curling Club building. The Director of Operations will provide an estimated cost for construction of a fence at the next meeting. It was suggested that stakeholders of the dog park group engage in some fundraising efforts; Hope Disc Golf Course The Mayor suggested that if we were to offer half of the requested funds of $10,000, that perhaps, the group could fundraise for the remaining funds. The Director of Corporate Services will contact the group to discuss this possibility; Water Master Plan Council sought an update from the Director of Operations on the Water Master Plan. There were recommendations out of the 2016 plan and it recognized that the District needs to update and establish plans for utilities. Staff indicated that when a new development is proposed, we need to be aware if there is adequate servicing for sewer and water. If there is not sufficient capacity, then we would need to determine what upgrades are required. There is a plan to do a complete study on the water system this year. The study would look at our wells, low pressure areas and in particular, one of the wells in the Kawakawa Lake area that we are having some issues with. The estimated cost for the Water Master Plan is $100,000. 3

4 The 753 Water system was also discussed. Council questioned if there were more connections to this system, if it would be connected to the District and if looping the system is part of the plan. The Director indicated that small connections have been made and this system is part of the master plan. Portable lunch room The Director of Operations indicated that staff at the Public Works Yard have brought forward concerns about rodents in the existing lunch room. He explained that the issue is being addressed through pest control abatement. The lunch room is also a coat room and washroom and Worksafe BC regulations state that a washroom shall not open onto an eating area. When the building was originally built, these regulations were not applicable. Councillor Smith took leave of Council Chambers at 7:55pm and he returned at 8:05pm. Pavement Management Plan The Director of Operations explained that this is a 10-year plan and there is $700,000 per year allotted to roads maintenance. Council commented how great it was to see a plan and questioned the method and level of maintenance for roads being paved. The Director of Operations indicated that the substrates varied for many of the roads they worked on last year. A lot of them required 2 inches of new road base. The Mayor questioned the plan for the road at the Glen Alice subdivision, as it is in poor condition. The Director of Operations explained that this area isn t considered a high priority in the Management Plan, however, it will be considered for future maintenance. Council questioned if the large amount of asphalt grindings that are currently stock piled could be used for paving this area to reduce costs. The Director of Operations indicated that the grindings could be used in road maintenance and currently, we are at full capacity for storage. Council would like these piles removed from the Coquihalla River Park and the Sports Bowl due to the upcoming events being held this year. It was noted that it is a sought after product and revenue could be generated if it was sold. Available grants The Mayor mentioned he would like to see an inventory prepared of all of the available grants. The Director of Operations indicated there are grants available for the water utility master plan and the river gravel study. He has had success with these $10,000 grants and the application process is relatively quick. River gravel study The Director of Operations explained that the Coquihalla river hydrology study and draft report, completed by Brian LeCas, indicated that some of the dykes are not a sufficient height in areas. In the last 10 years, there has been a metre lost of free board from our dykes. The best option for repair is to raise the dykes where it is possible and to remove gravel to increase the free board. There may be funding available from the Province to assist with this project. He indicated there is a plan to proceed with obtaining approvals from the Province and Fisheries this year, and to include it in 2019 budget. 4

5 Fire Department Vehicles The Fire Chief indicated that a Fire Truck at Kawkawa Lake is 32 years old and is overdue for replacement. The command truck is no longer safe, it is becoming exceedingly unreliable and it almost caught fire in his driveway. The Fire Chief stressed how critical it is to have a reliable service and first response vehicle. He noted the Fire Service contract agreements make capital cost contributions yearly. The new engine truck is listed as a capital expenditure of $400,000 and the command truck is listed at $65,000. The sale of the vehicles could offset these amounts. The Fire Chief did point out that a new vehicle would reduce the burden on the operating budget due to vehicle warranties. Council questioned if Fire Hall No. 3 at Kawkawa Lake is being utilized to its full potential. The Fire Chief indicated that a lot more of their members now live in Kawkawa Lake, there is minimal maintenance on the buildings and firehall No. 3 is being utilized. Council commented that the kilometers of the command truck are low at 112,000km and that it wasn t necessary to replace the command truck. It would be more favorable to pay for the vehicle towing. The Fire Chief explained that as a first responder, it is imperative to have a reliable vehicle and respond in a timely manner. 4. MAYOR VICKTOR CLOSED THE COMMITTEE OF THE WHOLE MEETING AT 8:30 P.M. Certified a true and correct copy of the Minutes of the Committee of the Whole meeting held on February 28, 2018 in Council Chambers of the District of Hope, British Columbia. Original Signed by Mayor Wilfried Vicktor Mayor Original Signed by Donna Bellingham Director of Corporate Services 5