Council Committee of the Whole Brovold Room April 19, 2016 at 7:00pm

Transcription

1 Council Committee of the Whole Brovold Room April 19, 2016 at 7:00pm 1. Call to Order 2. Public Input Delegation Yolanda Broderick 3. General Matters 3.1 Delegation Request: Yolanda Broderick, dated March 5, 2016 File: Pages 3-4 Minutes 4. Adoption of Minutes 4.1 File: Pages 5-8 Recommendation: THAT the minutes of the Committee of the Whole meeting of Tuesday, April 5, 2016 be adopted Action Plan to Address Knotweed on City Lands Pages New Business 5.1 Report: Development Services Department Sustainability Division, dated April 8, 2016 File: / Recommendation: THAT the use of herbicide application, as a means to initiate the removal of knotweed at select sites on City property as part of the 2016 Knotweed Action Plan for City lands, be endorsed subject to approval of the 2016 capital project budget, as recommended in the report dated April 8, 2016 from Development Services Department Sustainability Division regarding 2016 Action Plan to Address Knotweed on City Lands. Council s Vision: Port Moody, City of the Arts, is a unique, safe, vibrant waterfront city of strong neighbourhoods; a complete community that is sustainable and values its natural environment and heritage character. Please note that Committee of the Whole meetings are recorded and streamed live to the City s website. Any comments you make at the meeting as well as your image may appear on the City s website. Document:

2 2016 Community Grants Budget $19,000 Pages Memo: General Manager of Financial Services, dated April 12, 2016 File: Council direction is requested. 6. Adjournment City of Port Moody Council Committee of the Whole April 19,

3 COTW - Agenda Item 3.1 Application for Delegation to Council Please forward completed form to: Legislative Services Department (t) (f) (e) clerks@portmoody.ca City Hall, 100 Newport Drive, Port Moody, BC V3H 5C3 Please complete the following: date; Merch 5, 2016 NAME: REPRESENTING (NAME OF GROUP OR ORGANIZATION): Yolanda Broderick MAILING ADDRESS: STREET ADDRESS (IF DIFFERENT FROM MAILING ADDRESS): FOIPPA S. 22 ardiff Way, Port Moody TELEPHONE NUMBER (DAYTIME) FAX NUMBER: FOIPPA S FOIPPA S. 22 broderick@gmail.com PREFERRED MEETING DATE FOR DELEGATION TO COUNCIL ALTERNATIVE COUNCIL MEETING DATE: (Please Refer to the Council Meeting Schedule) April VI, 2016 IF THERE IS AN URGENCY TO YOUR DELEGATION TIMING, PLEASE PROVIDE THE DETAILS BELOW: IN THE SPACE BELOW, PLEASE BE VERY SPECIFIC ABOUT WHAT ACTION YOU WOULD LIKE COUNCIL TO TAKE IN RESPONSE TO YOUR DELEGATION. PLEASE ATTACH COMPLETE BACKGROUND INFORMATION IN SUPPORT OF YOUR REQUEST. Request motion by council to include affordable housing policy in by-laws and affordable housing in OCR. (background information to follow). IN YOUR PRESENTATION TO COUNCIL, ARE YOU REQUESTING ANY FINANCIAL/IN-KIND ASSISTANCE? YES I NO [71 If yes, in what amount PLEASE INDICATE WHAT, IF ANY, SPECIAL PRESENTATION EQUIPMENT YOU REQUIRE FOR YOUR PRESENTATION: (WIRELESS MICROPHONE, OVERHEAD PROJECTOR, VCR, FLIP CHART, EASEL, ETC.) projector, microphone Following your delegation, Council members may have questions for clarification. Council may then either refer the issue to the next or a subsequent meeting of Council, refer the issue to staff for a report, and/or refer the issue to a committee for consideration and recommendation back to Council. You will be advised in writing of Council's further action. THANK YOU FOR YOUR INTEREST IN YOUR COMMUNITY. COUNCIL AND STAFF WILL STRIVE TO ADDRESS YOUR CONCERNS. All personal information is collected and maintained pursuant to the Freedom of Information and Protection of Privacy Act. Questions can be directed to the Corporate Officer, Document:

4 COTW - Agenda Item 3.1 This Page Intentionally Left Blank

5 COTW - Agenda Item 4.1 City of Port Moody Minutes Committee of the Whole Meeting Council Chambers Tuesday, April 5, 2016 at 6:00pm Present: Absent: In Attendance: Mayor M.E. Clay Councillor D.L. Dilworth Councillor R.G. Glumac Councillor B.A.J. Junker Councillor M.P. Lahti Councillor R. Vagramov Councillor P.Z.C. Royer Kevin Ramsay City Manager Anita Andreychuk Committee Clerk Neal Carley General Manager of Engineering and Parks Mary De Paoli Manager of Planning Remo Faedo Fire Chief Ron Higo General Manager of Community Services Rosemary Lodge Manager of Civic Affairs Robyn MacLeod Manager of Building, Bylaw, and Licensing Angie Parnell General Manager of Corporate Services Paul Rockwood General Manager of Financial Services Dorothy Shermer Corporate Officer James Stiver General Manager of Development Services Will Ying-udomrat Committee Coordinator 1. Call to Order Councillor Junker called the meeting to order at 6:09pm, noting that the meeting will be recessed for the Land Use Committee meeting at 7:00pm. 2. Public Input Council s Vision: Port Moody, City of the Arts, is a unique, safe, vibrant waterfront city of strong neighbourhoods; a complete community that is sustainable and values its natural environment and heritage character. Please note that Committee of the Whole meetings are recorded and streamed live to the City s website. Any comments you make at the meeting as well as your image may appear on the City s website. Document:

6 COTW - Agenda Item 4.1 Delegation Alouette Boat Charters Inc. DBA BC Boat Rentals 3. General Matters 3.1 Delegation Request: Gordon Travis and Guy Steeves, dated March 14, 2016 File: Gordon Travis, on behalf of BC Boat Rentals, presented a proposal requesting permission to offer and operate power boat rides from Rocky Point Park from May 1 to October 31, Mr. Travis noted possible locations for operations, the plan s purpose, method of implementation, and ideas for the future, such as a water taxi service from Rocky Point to Deep Cove and a Driver Education Training Centre. Mr. Travis responded to questions regarding demand, land leasing opportunities at Flavelle Sawmill, mobile trucks, insurance coverage, and exclusivity of licensing. Delegation Port Moody Station Museum 3.2 Delegation Request: Jim Millar, dated March 12, 2016 File: Jim Millar, Executive Director of the Port Moody Station Museum, noted that the Museum has been commemorating the 100 th anniversary of World War I. Mr. Millar noted that the honour roll from 1917 identified ten Port Moody soldiers who were killed in action. Of the ten identified, eight have been verified. Mr. Millar requested that the 100 th anniversary of the dates of their deaths be commemorated. Mr. Millar noted that he would like to hold a commemoration event in the future to honour all the men who served from Port Moody. Presentation Dance-A-Thon Cheque 3.3 Verbal Report: Mayor Clay Mayor Clay presented a cheque for $880 to Crossroads Hospice Society. The cheque represents proceeds from a Dance-A-Thon fundraiser held at the Recreation Complex on February 2, Jody Fitzpatrick, Recreation Programmer, noted that the Recreation Complex holds a fundraiser every year and that Anita Siu, Dance Instructor, had donated her time for the Dance-A-Thon this year. Jason Jakubec, Chair of Crossroads Hospice Society Board, and Tereza McDermid, Executive Director of Crossroads Hospice Society, accepted the cheque on behalf of Crossroads Hospice. Ms. McDermid noted that the donation will go toward patient care and family support. The meeting was recessed at 6:57pm. The meeting was reconvened at 7:47pm. City of Port Moody Council Committee of the Whole April 5,

7 COTW - Agenda Item Adoption of Minutes Minutes 4.1 File: CW16/071 Moved, seconded, and CARRIED THAT the minutes of the Committee of the Whole meeting of Tuesday, March 15, 2016 be adopted. Public Consultation Plan for the Review of Land Use Policies in the Moody Centre Transit- Oriented Development Area 5. New Business 5.1 Report: Development Services Department Planning Division, dated March 24, 2016 File: CW16/072 Moved and seconded THAT the proposed consultation plan outlined in the report dated March 24, 2016 from Development Services Department Planning Division regarding Public Consultation Plan for the Review of Land Use Policies in the Moody Centre Transit- Oriented Development Area be endorsed; AND THAT, per section 475 of the Local Government Act, the City formally notify the following organizations in writing of the review of land use policies for this area that is under way: the Greater Vancouver Regional District (Metro Vancouver); School District 43; TransLink; the municipalities potentially affected by land use changes for this area, being: the City of Coquitlam and the City of Burnaby; and, affected First Nations, being: Musqueam Nation, Kwikwetlem First Nation, Sto:lo Nation, Sto:lo Tribal Council, Skawahlook First Nation, Soowahlie First Nation, Seabird Island Band, Shxw owhamel First Nation, Lyackson First Nation, Penelakut Tribe, Hul qumi num Treaty Group, Stz uminus First Nation, Cowichan Tribes, Halalt First Nation, Lake Cowichan First Nation, Squamish Nation, and Tsleil-Waututh Nation. CW16/073 Moved, seconded, and DEFEATED THAT the foregoing motion be amended by adding the following clause: AND THAT the proposed consultation plan also include consultation with the public on the expansion of park space tied to new development in accordance with the Parks and Recreation Master Plan. (Voting against: Councillors Dilworth, Junker, Lahti, and Mayor Clay) The question on the main motion (CW16/072) was put to a vote; the motion was CARRIED. CW16074 Moved, seconded, and CARRIED THAT staff report back on mechanisms to achieve park expansion targets as outlined in the Parks and Recreation Master Plan that are tied to new developments in the City. City of Port Moody Council Committee of the Whole April 5,

8 COTW - Agenda Item 4.1 Staff Parking at Rocky Point Park 5.2 Report: Development Services Department Building, Bylaw, and Licensing Division, dated March 28, 2016 File: CW16/075 Moved, seconded, and CARRIED THAT Option 3 be endorsed as outlined in the report dated March 28, 2016 from Development Services Department Building, Bylaw, and Licensing Division regarding Staff Parking at Rocky Point Park. (Voting against: Councillor Vagramov) 6. Adjournment Councillor Junker declared the meeting adjourned at 8:38pm. Certified correct in accordance with Section 148(a) of the Community Charter. D. Shermer, Corporate Officer Confirmed on the day of, M.E. Clay, Mayor City of Port Moody Council Committee of the Whole April 5,

9 Council Agenda Information ES COW April 19, Item 5.1 City of Port Moody Report/Recommendation to Council Date: Aprils, 2016 File No / Submitted by: Development Services Department - Sustainability Division Subject: 2016 Action Plan to Address Knotweed on City Lands Purpose / Introduction To provide Council with the 2016 Action Plan to address knotweed on City property and request Council endorsement of the use of herbicides in 2016 at select sites on City property as part of the removal program component of this plan. Recommended Resolution THAT the use of herbicide application, as a means to initiate the removal of knotweed at select sites on City property as part of the 2016 Knotweed Action Plan for City lands, be endorsed subject to approval of the 2016 capital project budget, as recommended in the report dated April 8, 2016 from Development Services Department - Sustainability Division regarding 2016 Action Plan to Address Knotweed on City Lands. Background According to the World Conservation Union (WCU), invasive species are the second biggest threat to biodiversity. Due to their rapid growth and spread, invasive plants can out-compete native vegetation and threaten biodiversity and habitat, pose risks to health and safety, and increase costs by damaging infrastructure, resulting in greater maintenance needs. The City undertakes a number of activities and programs within a collaborative, multi-departmental approach to address invasive plants and mitigate adverse impacts. As part of the invasive plants program to support the implementation of a systematic and strategic approach to invasive plant removal, an inventory of invasive plants on City lands was completed in The inventory identified 17 different invasive plant species in City parks, greenways, and other property, with invasive plants covering approximately 2.7 hectares (6.7 acres). Knotweed is the second most abundant invasive plant on City property. About Knotweed Knotweed is an invasive plant that is able to rapidly grow, spread, and dominate its surrounding environments, and is one of the most difficult invasive plants to control once established. The WCU has designated it as one of the world's worst invasive species. Knotweed out-competes native plant communities and impacts overall biodiversity and habitat quality for fish and wildlife. Infestations reduce vegetative ground cover, and a combination of exposed bare soil and a weak EDMS-# v8-lnvasives_-_RTC_Report_to_Council_-_Knotweed_Management_and_Action_Plan_2016.docx 1

10 COTW - Agenda Item 5.1 Report/Recommendation to Council 2016 Action Plan to Address Knotweed on City Lands Aprils, 2016 root system leads to increased risk of slope erosion. Along city roads, sidewalks, and trail edges, knotweed can reduce safety by impairing sightlines. With the ability to grow through a variety of barriers and hard surfaces (e.g. landscape fabric, plastic, asphalt, cracks in cement), knotweed can also reduce structural integrity and damage public infrastructure. In the UK, studies have shown that the extent of knotweed infestation has resulted in impacts on property values. All knotweed species found in BC have been designated as Noxious Weeds by the Province under the BC Weed Control Act since The Act places a duty on all landowners, including the City, to control provincially listed Noxious Weeds on their property. Management Options Knotweed is a particularly challenging invasive plant to address due to its high risk of spread, with growth emerging from very small plant fragments. In some cases, efforts to remove knotweed have actually worsened conditions and led to an increase in infestations. To assist the City in ensuring that action deployed would not inadvertently worsen conditions and would actually achieve the desired objectives to contain and reduce infestations, a Technical Guidance Document (Guidance Document) was commissioned by the City to evaluate existing infestations on City lands and provide recommendations on action to be taken given site-specific considerations. The Guidance Document includes detailed inventory work, documenting 135 knotweed sites on City property (Attachment 1). Combined, these sites result in an approximately 0.7 hectare (1.7 acre) area of infestation. Approximately 50% of the sites are located within City parks, primarily along trails and pathways. The remaining 50% of sites are located primarily along roads and sidewalks. The Guidance Document recommends a comprehensive and systematic approach to addressing knotweed growth on City property with action recommended across the following five key areas: 1. Education and awareness; 2. Detection and inventory management; 3. Spread prevention; 4. Removal; and 5. Management (i.e. policies and funding). To support effective removal practices, the Guidance Document provides an assessment of existing options. According to the Guidance Document, mechanical removal methods (e.g. pulling, excavating, etc.) are not recommended because they are rarely effective in removing infestations due to the extent of the root systems and the ability of the plant to re-grow from very small plant fragments. Mechanical methods have also been found to increase infestations on-site and contribute to spread to other areas during removal, transport, and disposal. Mechanical methods are also often simply not feasible because underlying root systems may necessitate the removal of a significant amount of soil and there is often no off-site disposal option available for this soil. No biological treatment options exist. EDMS-# v8-lnvasives_-_RTC_Report_to_Council_-_Knotweed_Management_and_Action_Plan_2016.docx 2

11 COTW - Agenda Item 5.1 Report/Recommendation to Council 2016 Action Plan to Address Knotweed on City Lands Aprils, 2016 As such, the Guidance Document identifies responsible herbicide application to be the only effective option for reducing infestation areas on City properties. Application of glyphosate is the most widely used technique to address knotweed in the Lower Mainland. It has low toxicity, and as it is readily degraded has low persistence. Until recently, two types of techniques were being used to apply the herbicide: foliar application, where glyphosate is applied directly to the knotweed plant using back-pack spray equipment; and stem injection, where a higher concentration of glyphosate is injected directly into the plant. Either technique may be appropriate for different infestation sites, depending on infestation size and other factors. The Guidance Document identifies which technique would be most applicable for each site. Since completion of the Guidance Document, the Province has indicated that stem injection is not a legally-available technique at this time due to product label restrictions. The Province has indicated that it is reviewing options for addressing these limitations. Discussion A 2016 Knotweed Action Plan (Action Plan) has been developed based on information in the Guidance Document, and includes action to prevent further spread and initiate control of knotweed infestations (Attachment 2). The Action Plan includes initiation of activities across the recommended key action areas in the Guidance Document with highlights including enhanced training and awareness for City crews, installation of on-site mow barriers, and initiation of a targeted removal program. For the targeted removal program, the Action Plan is proposing that foliar application of glyphosate be conducted on select sites where treatment using this type of application is recommended. This approach enables sites suitable for stem injection to be considered next year when this technique may be made available. Sites selected will also be only those where there is an impact to infrastructure, as this enables the City to be in compliance with its Pesticide Use Control Bylaw. The Action Plan seeks to apply treatment to approximately 30 sites. Herbicide application would be conducted in accordance with provincial requirements for pesticide use, including application by certified professionals and placement of signage prior to herbicide application. Initial application would be in early summer, with follow-up treatment for re-growth in early fall as per the technical recommendations provided in the Guidance Document. Input from Environmental Protection Committee In response to a Council referral to seek input on the use of herbicide on knotweed from the Environmental Protection Committee (EPC) (Attachment 3), the 2016 Knotweed Action Plan and proposed removal program were brought before the EPC. At its meeting on March 21, 2016, the EPC adopted the following resolution: THAT Council endorse the 2016 Knotweed Action Plan. Next Steps The Action Plan is the City's first effort at addressing knotweed infestations on City-owned property. Results of the Action Plan, including results and effectiveness of the knotweed removal EDMS-# v8-lnvasives_-_RTC_Report_to_Council_-_Knotweed_Management_and_Action_Plan_2016.docx 3

12 COTW - Agenda Item 5.1 Report/Recommendation to Council 2016 Action Plan to Address Knotweed on City Lands April 8, 2016 component, will be reported to Council at the end of 2016, and used to guide future plans. Sites receiving herbicide treatment in 2016 will likely require at least two additional years of follow-up treatment to be effective. As such, treatment this year should only proceed with the understanding that subsequent application is necessary to achieve knotweed removal. Subsequent treatments typically require 50-75% less effort. The 2016 Action Plan initially targets knotweed on municipal lands to best ensure that, as a first step, the City is working to meet its legislated responsibilities. It is envisioned that in subsequent years, efforts will incorporate partnership opportunities to better assist residents in addressing knotweed on private property. In 2015, the invasive plant section of the City's website was enhanced to provide more comprehensive information and resources to the community on how to best address invasive plants. Other Options THAT Council provide alternative direction for addressing knotweed removal on City land. Financial Implications A capital project of $35,000 has been submitted as part of the 2016 budget process to support the implementation of knotweed management on City property. Implementation of the removal activity under the 2016 Knotweed Action Plan is subject to approval of the 2016 Budget. Communications / Civic Engagement Throughout the year, the City uses a variety of communication channels including its website, social media, and Focus newsletter to raise awareness about invasive plants and inform the community of control measures used by the City. Actions to specifically address knotweed on City property will be included in these ongoing communications. In addition, should the knotweed removal program using targeted herbicide application be endorsed by Council, notifications required by the Province for pesticide application on public land will be posted (e.g. signage before and after application), and property owners immediately adjacent to any targeted treatment sites will be notified directly (e.g. mail-out information cards) prior to pesticide application, as appropriate. Council Strategic Plan Objectives Implementing a knotweed management plan aligns with the Preserving the Environment and Parks and Recreation priorities in the Council Strategic Plan. Attachments: 1. Inventory of Knotweed on City Lands Knotweed Action Plan. 3. Previous Council Direction. EDMS-# v8-lnvasives_-_RTC_Report_to_Council_-_l<notweed_Management_and_Action_Plan_2016.docx 4

13 COTW - Agenda Item 5.1 Report/Recommendation to Council 2016 Action Plan to Address Knotweed on City Lands April 8, 2016 Prepared by: Reviewed by: 0'W\lo<.S Margot Davis, MRM Manager, Sustainability James Stiver, MAES, MCIP, RPP General Manager, Development Services Reviewed for Form and Content / Approved for Submission to Council: City Manager's Comment/Concurrence V ' si A ('.J! City Manager Corporate Review i Initials Engineering and Parks Corporate Communications For Committee of the Whole Reports. To be completed by Legislative Services. Refer to Regular ÿ Refer to Regular ÿ Direct staff to ÿ Receive for Council as recommended. Council with amendments prepare new report for information. as discussed. Committee of the Whole. EDMS-# v5-lnvasives_-_RTC_Report_to_Council_-_Knotweed_Managenient_and_Action_Plan_2016.docx

14 COTW - Agenda Attachment 1. In.ventory of Knotweed on City Lands City of Port Moody KNOTWEEDINVENTORY Park Site o Road S ite 14 Item 5.1 Attachment 1

15 COTW - Agenda Item 5.1 Attachment 2 Attachment Knotweed Action Plan Action Area 2016 Work Plan Timing in 2016 Communication and Education Detection and Inventory Spread Prevention Provide information to operational staff on identification and reporting of knotweed on City lands Proactively provide information on City 2016 Knotweed Action Plan on website Develop a GIS-based system for monitoring knotweed sites Add new knotweed occurrences into inventory system as reported Track 2016 treatment program activities and monitoring results Install mow barriers where needed Develop best management practices for spread prevention for operational staff Spring Summer Spring Ongoing Fall Spring Removal Program Herbicide treatment of targeted knotweed sites, to prevent the deterioration of hard landscapes, and where foliar application is the recommended treatment options Summer and Fall Policy Review Review Pesticide Use Control Bylaw No with respect to management of knotweed Monitor relevant Provincial regulations related to knotweed treatment Fall Ongoing Program Funding and Reporting Estimate program costs for future years based on initial results Summer 2016 Report on progress and effectiveness of 2016 action activities to Council Winter 2016

16 COTW - Agenda Item 5.1 Attachment 3 Attachment 3. Previous Council Direction At the December 4, 2012 Special Meeting of Council, following a delegation visit by Moody Centre Community Association and subsequent staff report, Council adopted the following resolution: THAT staff enhance the invasive plant information on the City website; AND THAT the Moody Centre Community Association's request for the City to consider an invasive species bylaw, monitoring of properties, and the use of herbicide on knotweed be forwarded to the Environmental Protection Committee for review.

17 COTW - Agenda Item 5.2 Memorandum To: Council T CC: i Kevin Ramsay, City Manager i Rosemary Lodge, Manager of Civic Affairs File #: Date: April 12, 2016 From: Paul Rockwood, General Manager, Financial Services Department Subject: 2016 Community Grants Budget - $19,000 As part of the Financial Plan deliberations, Council reinstated the Community Grants Program at $19,000. At the March 1, 2016 Committee of the Whole Meeting, Council considered the attached report dated February 18, 2016 from Financial Services Department regarding Participatory Budgeting - Community Grants Allocation Policy. The policy was approved as a means of disbursing the $19,000 in funds through a participatory budgeting process and the following motion was ratified at the March 8, 2016 Regular Council Meeting: CW16/ and 061 THAT the Community Grants Allocation Policy for the allocation of annual community grants be approved as presented in the report dated February 18, 2016 from Financial Services Department regarding Participatory Budgeting - Community Grants Allocation Policy; AND THAT the Community Grants Allocation Policy be amended on Page 3, Solid Bullet Point 7 by replacing: "Council will vote to break the tie, or award proportionally" with: "grants will be awarded proportionally";. AND THAT the Community Grants Allocation Policy be amended on Page 3, by replacing Solid Bullet Point 6 with: "Where there is excess funding in one of the categories, funding will be awarded to applicants in other categories, with any surplus funds set aside in a reserve for future allocation."; AND THAT the Community Grants Allocation Policy be amended on Page 3, by replacing Solid Bullet Point 8 with: "Once the funding for each group has been allocated and Council has authorized the release of funds, successful applicants will be announced by Council, and the results posted to the City website". The participatory budgeting process shifts decision-making authority for grants away from Council by placing the decision-making power in the hands of residents in a voting fair format. This process is estimated to cost $2,000 to administer. Staff had planned to launch the new program in early December 2016, accept grant applications up until January 15, 2017, and then hold a voting fair in February 2017, as laid out in the approved policy. This time frame would Document Number:

18 COTW - Agenda Item 5.2 also allow staff to get the proposed new event coordinator into position to assist in planning the event. As the new participatory budget process for grant allocations is planned for 2017, staff are seeking direction as to how to allocate the $19,000 set aside for the Community Grants Program in The funding could be informally allocated to groups that approach Council seeking grant funding throughout 2016, with any unexpended amounts carried forward to the 2017 participatory budgeting process. Document Number:

19 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting Council Agenda Information El cow March 01,2016 Item 4.3 City of Port Moody Report/Recommendation to Council Date: February 18,2016 File No Submitted by: Financial Services Department Subject: Participatory Budgeting - Community Grants Allocation Policy Purpose / Introduction To provide the draft Participatory Budgeting - Community Grants Allocation Policy for Council's consideration for the allocation of the annual community grants budget through a participatory budgeting process. Recommended Resolution THAT the Community Grants Allocation Policy for the allocation of annual community grants be approved as presented in the report dated February 18, 2016 from Financial Services Department regarding Participatory Budgeting - Community Grants Allocation Policy. Background The following committee motions have been ratified by Council with regard to participatory budgeting: July Finance Committee FC15/099 THAT the issue of re-establishment of the grant program be referred to Council for further discussion and consideration. October Committee of the Whole CW15/070-1 THAT a grant program be reinstated and incorporated into the 2016 budget; AND THAT staff report back with options on a process for approving grant applications and identifying a budget for the aforementioned grant program, including inviting Mayor Josie Osborne of Tofino to give a presentation on participatory budgeting for grant funding. Document Number:

20 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW - Agenda Item 4.3 Report/Recommendation to Council Participatory Budgeting - Community Grants Allocation Policy February 18, 2016 November Committee of the Whole CW15/082 THAT the report dated October 22, 2015 from Financial Services Department regarding Options for Re-establishment of a Community Grant Program be received for. information; CW15/084 AND THAT a budget amount of $19,000 be established and included in the 2016 Financial Plan; CW/085 AND THAT staff be directed to finalize arrangements with Mayor Josie Osborne of Tofino to attend the December 1, 2015 Committee of the Whole meeting to give a presentation on Participatory Budgeting as an option to allocate the annual grant budget at an estimated cost of $750 funded from Council Contingency; AND THAT the policy discussion be held on December 1, December Committee of the Whole CW15/120 THAT staff report back with a Terms of Reference for a participatory budgeting process ^ for community grants. CW16/040. amended by CW16/041. CW16/042. CW16/043. CW16/044. and CW16/045 THAT Council proceed with Participatory Budgeting based on Option 2 - Voting Fair or Expo; AND THAT the format be one in which participants are given the opportunity to give a presentation to the community in the Inlet Theatre within a three-minute time limit, with all those in attendance eligible to vote in support of the applicants; AND THAT voting take place at the end of all presentations; AND THAT the presentations be live-streamed on the City website, with voting limited only to those physically in attendance at Inlet Theatre; AND THAT the grant structure presented on page 9 of the report be amended to include three ranges $0 to $1,000; $1,001 to $2,500; and $2,501. to $5,000 and followed; AND THAT voters be allowed to cast one vote per range of grant amount; AND THAT staff report back with a new cost estimate for this Participatory Budgeting process.

21 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW- Agenda Item 4.3 Report/Recommendation to Council Participatory Budgeting - Community Grants Allocation Policy February 18, 2016 Discussion As previously noted, the City's policy template is more suited than a terms of reference to capture processes and procedures of this nature, and therefore, attached for the Committee's consideration is a draft corporate policy (Attachment 1) outlining a process for participatory budgeting titled Participatory Budgeting - Community Grants Allocation Policy # , and a draft Grant Application Form (Attachment 2). The Policy identifies that the City has agreed to disburse funds set aside in its annual Community Grant Program through a participatory budgeting process, shifting the decision making authority away from elected officials to members of the community. The Policy empowers the community by placing decision-making power in the hands of residents of the City of Port Moody. Process The Policy requires community groups seeking funding to annually apply to the City, prepare a presentation that attendees of a voting event will rank by casting ballots, and participate in the voting event as well. As different groups will be seeking different levels of funding, the following matrix identifies the ranges of grant funding available. Grant Range Amount Maximum Number of Grants Maximum Amount Available Voting Ballot Colour > $0 to 1,000 9 $9,000 RED $1,001 to 2,500 2 $5,000 BLUE $2,501 to 5,000 1 $5,000. GREEN 12 $19,000 The attached Policy identifies a process for: community groups applying for grants (applicants); applicants presenting their funding requests at a voting event; voting and voter eligibility; «awarding the grants, including how ranking ties will be broken and surplus grant funds could be re-allocated by Council; and notification of grant awards to successful applicants. Costing At the February 16, 2016 Committee of the Whole meeting, staff were asked to provide an updated cost estimate for undertaking a participatory budget process for allocation of community grants as described in the attached Policy. While the estimates provided below are based on the best information available to staff, there is a level of cost uncertainty due to the City's inexperience with running such an event.

22 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW- Agenda Item 4.3 Report/Recommendation to Council Participatory Budgeting - Community Grants Allocation Policy,February 18, 2016 Item Cost Advertising $500 Labour - facility/technical setup (2 6 hours) $500 Labour - event staff to run the event (3 5 hours) $700 Labour - communication staff to prepare and track materials $300 $2,000 Costs based on event in the Inlet Theatre on a Saturday from 1pm to 5pm Other Options Council could direct staff to report back with additional information. Financial Implications As discussed above. Communications / Civic Engagement Once the participatory budgeting format has been determined, the new program will be posted on the City website, and promoted through social media and print advertisements. Council Strategic Plan Objectives The provision of financial support to community groups is consistent with Council's goal of nurturing the community under the Strategic Priority of Arts and Culture. Attachments: 1. Draft Corporate Policy # Participatory Budgeting - Community Grants Allocation. 2. Draft Grant Application Form.

23 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW - Agenda Item 4.3 Report/Recommendation to Council Participatory Budgeting - Community Grants Allocation Policy February 18, 2016 Prepared by: (l&t v PaulRockwood, CPA CGA, CRM GM, Financial Services Department Reviewed by: Supervisor (initials): Department Head (initials): Reviewed for Form and Content / Approved for Submission to Council: City Manager's Comment/Concurrence 'V a ~ / J City Manager Corporate Review Initials Corporate Communications For Committee of the Whole Reports. To be completed by Legislative Services. v Refer to Regular ÿ Refer to Regular ÿ Direct staff to ÿ Receive for Council as recommended. Council with amendments prepare new report for information. as discussed. Committee of the Whole.

24 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW - Agenda Corporate Policy 100 Newport Drive, Port Moody, BC, V3H 5C3, Canada Tel ,4500 Fax 604,469, Item 4.3 Attachment 1 Section: : Finance Sub-Section: ; Grants to Organizations Title' ' Participatory Budgeting - Community Grants Allocation ; Policy Related Policies I Number r r ^ Title Approvals Approval Date: Amended: Amended: Amended: Approved by: Approved by: Approved by: Approved by: Resolution # Resolution # Resolution # Resolution # Document Number:

25 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW - Agenda Item 4.3 Corporate Policy Manual Attachment 1 Participatory Budgeting - Community Grants Allocation Policy Policy The City supports the enhancement of a positive quality of life for all its residents and believes that providing financial assistance to groups that contribute to the general interest and benefit of its residents and businesses is an important means of meeting its social, cultural, and economic goals. To that end, the City is committed to building a strong and vibrant volunteer and community group base within Port Moody with financial support through its annual Community Grant Program. The Community Grant Program is intended to provide financial support to groups that provide benefits to the community. The City of Port Moody Council has agreed to disburse funds set aside in its Community Grant Program through a participatory budgeting process. The participatory budgeting process shifts decision-making authority away from elected officials to members of the community by placing the decision-making power in the hands of residents of the City of Port Moody. Participatory budgeting has been implemented in municipalities around the world, at varying levels, all with a common goal of engaging residents to participate in real financial decisions of the City. For the City of Port Moody, thi.s means community members have the opportunity to vote on the community groups seeking financial support that they determine provides the best value for, or best enhances the life of, the community as a whole. For grant applicants, this means community groups seeking financial support have the opportunity to present to the community benefits of the funds they are requesting. The intent is that the result of the voting exercise is binding in that what the people choose is what gets funded. This Policy lays out a participatory budgeting process for the allocation of community grants for the City of Port Moody Community Grant Program. Procedures Overview The Participatory Budgeting process will be used to rank or prioritize community groups seeking annual funding, with Council approving the final award. Community groups seeking funding will be asked to formally apply for funding, and attend and participate in a grant award event to be held in a City venue, (e.g. Inlet Theatre). All attendees will vote on the presentations at the end of the event, and grant funding will be awarded based on the number of votes each community group receives in the range categories below: Grant Range Amount Maximum Number of Grants Maximum Amount Available Voting Ballot Colour $0 to 1,000.9 $9,000 RED $1,001 to 2,500 2 $5,000 BLUE $2,501 to 5,000 1 $5,000 GREEN 12 $19,000 2

26 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW-Agenda Corporate Policy Manual Participatory Budgeting - Community Grants Allocation Policy Item 4.3 Attachment 1 Process Community groups seeking funding from the Community Grant Program (applicants) will be asked annually to formally apply for grant funding by January 15th of each year by filling out a Grant Application Form outlining: o the name and date of inception of the organization seeking funding, including contact person information; o the amount of the funding request, including in-kind services; o their organizational goals and objectives; o the purpose and benefits to the community for the funding; and o their annual budget and other funding partners and/or other revenues. Applicants will be asked to attend a grant award event held in a City venue (e.g. Inlet Theatre) to present their funding requests to the attendees, and participate in a voting process to allocate funding to other applicants. Applicants will prepare a presentation based on the information provided in their application. The presentation can be in any form (e.g. verbal, PowerPoint, video), but must be no longer than three (3) minutes. All residents and presenters are eligible to participate as voters. Resident voters must register at the event, show proof of residency, and be at least 12 years of age at the date of the event. Voters will receive a booklet of applications and a coloured ballot for each of the three "Grant Range Amounts" listed above. Voting will commence after the last presentation. Grant funding will be awarded based on the number of votes each community group receives in each category. 9 Where there is excess funding in one of the categories, Council has the discretion to award part requests to applicants in other categories, or set the surplus funds aside in a reserve for future allocation. For example, if there is no applicant for the $5,000 grant, Council may at their discretion award up to five (5) $1,000 grants, or transfer the $5,000 in unallocated funding to a designated grant reserve. Where a tie transpires, causing a Grant Range Amount category to be oversubscribed, Council will vote to break the tie, or award proportionally (e.g. two tying groups split the amount). Once Council has approved the amount of funding each group will be allocated, all successful applicants will be notified, and the results posted to the City website. NOTE: Voting events may be live-streamed to the City website. Monitoring/Authority Port Moody City Council 3

27 COTW - Agenda Item 5.2 Considered at the March 1, 2016 Committee of the Whole Meeting CoW-Agenda Grant Application Form 100 Newport Drive, Port Moody, BC, V3H SC3, Canada Tel ,4500 < Fax * Item 4.3 Attachment 2 Please note: The deadline for grant applications is January 15th. If you are submitting this form after that date, please provide reasons why your organization could not reasonably have foreseen the need for funding at the deadline. ' 1. Identification Name of Organization: Mailing Address: 2. Organization Information What is your organization's goals, objectives and activities? Contact Person: Phone: I What service does your organization provide to the community? Amount of grant request: $ If you are requesting in-kind services, please describe: In-Kind Services: $ Total: $ What is the purpose of the grant and the proposed allocation of funds? If the grant is approved, how will the community benefit?. Do you have other community support or sponsorship? Please describe: 4. Financial Information Checklist You must submit a copy of the proposed year's budget that details expenditures and revenues, including other grants and donations. > Date: Signature: Submit the completed original application to the General Manager of Financial Services, City of Port Moody, 100 Newport Drive, Port Moody, BC, V3H 5C3 PORT MOODY CITY OF THE ARTS

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