TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 18, 2013

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1 PRESENT: Mayor Wells Councillors Ryan, McKortoff and Plante Water Councillors Moreira and Laranjo Staff: Barry Romanko, CAO Jim Zakall, Director of Financial Services Ron Doucette, Director of Operational Services Gerald Davis, Director of Community Services Lori Scott, Deputy Corporate Officer Mayor Wells called the meeting to order at 2:00 PM. ADOPTION OF MINUTES 1. Committee of the Whole minutes of November 4, 2013 for adoption. 2. Regular Open minutes of November 4, 2013 for adoption. 3. Public Hearing minutes of November 12,2013 for receipt. 4. Public Meeting minutes of November 12, 2013 for receipt. The Committee of the Whole minutes of November 4, 2013 and the Regular Open minutes of November 4, 2013 were adopted by consensus. The Public Hearing minutes of November 12, 2013 and the Public Meeting minutes of November 12, 2013 were received. BUSINESS ARISING FROM PRIOR MINUTES INTRODUCTION OF LATE ITEMS th Street Paving Budget Reallocation The above item was added and the agenda was adopted by consensus as amended. DELEGATIONS WATER MATTERS 1. Water District Accounts in the amount of $6, for approval. MOTION 276/13 Moved by Water Councillor Moreira and seconded by Water Councillor Laranjo and resolved that the Water District Accounts in the amount of $6, be approved. CORRESPONDENCE 1. Report from Okanagan Basin Water Board November 2013 meeting highlights The report was received for information by consensus Page 1

2 2. Kiwanis Club of Osoyoos Share the Christmas Spirit campaign - to Town staff to make a donation for one family - Councillor McKortoff and Mayor Wells will participate MOTION 277/13 Moved by Councillor McKortoff and seconded by Councillor Ryan and resolved that Town staff be contacted to consider making a Christmas donation for one family under the Kiwanis Share the Spirit Campaign. 3. Association for the Protection of Fur-bearing Animals Municipal Trapping and Goose Management BYLAWS The correspondence was received for information by consensus. 1. Board of Variance Amendment Bylaw No , 2013 MOTION 278/13 Moved by Councillor McKortoff and seconded by Councillor Ryan and resolved that Board of Variance Amendment Bylaw No , 2013 be adopted. BUSINESS 1. Reclaimed Water Booster Station Tender Award - Report from Director of Operational Services - located near right entrance to tennis courts - includes line to secondary school - Cllr. Ryan queried how costs compare to figures presented at budget Director of Finance Jim Zakall joined the meeting at 2:08 p.m. - Total budget for project $657,000 of which a portion is construction and a portion is engineering fees and contingency - First component was piping; second was building and pumps MOTION 279/13 Moved by Councillor McKortoff and seconded by Councillor Plante and resolved that Council approves awarding the tender for the construction of the reclaimed water booster station to Cumming Construction in the amount of $399, Water Councilors Moreira and Laranjo left the meeting at 2:12 p.m. 2. Sun Bowl Arena Management Agreement - Report from Director of Community Services - Recreation Agreement covers programming outside of the Arena - Town owns land; RDOS owns the building - Self-renewing agreement Page 2

3 MOTION 280/13 Moved by Councillor Plante and seconded by Councillor Ryan and resolved that Council approves the Sun Bowl Arena Management Agreement with an automatic renewal subject to terms and conditions review every 5 years and that it be forwarded to the RDOS for signing. 3. Multi-materials BC (MMBC) Contracts - Report from CAO - Additional recyclable products to be picked up at curb side starting May 19, New program will not accept plastic bags; styrofoam packaging will be collected and will not go into the landfill - Private sector may also set up collection depots - Existing contracts do not contain CPI increase costings will incur an annual fee increase - Termination of Convenience clause is included - No formal multi-family dwelling program - Community will require training and participate in increased separation of recyclables - Savings to taxpayer plus increase in service - Hope for eventual inclusion of service for multi-family dwellings MOTION 281 /13 Moved by Councillor McKortoff and seconded by Councillor Ryan and resolved that Administration be directed to sign the final Multi-materials BC (MMBC) contract documents prior to November 30, Director Davis left the meeting at 2:54 p.m. 4. LATE ITEM 89 th Street Paving Budget Reallocation - Report from CAO - Surplus funds are available to complete the entire 89 th Street paving; redirected funds from Public Works overlay budget, Road Maintenance budget, and Community Development budget - No future projects foreseen for 89 th Street - Director Doucette reported that 89 th requires repairs and as it is a very busy road, it would be money well spent - Council expressed concern about what is the overall finished product in the completed project; in favour of roads assessment report MOTION 282 /13 Moved by Councillor Ryan and seconded by Councillor McKortoff and resolved that Council approves reallocating funds from the Community Development fund toward completion of the 89 th Street Paving project, to a maximum of $44, Directors Doucette and Zakall left the meeting at 3:05 p.m. NOTICE OF MOTION REPORTS Page 3

4 1. Cash Requirements - 1) General Accounts $726, ) Arena Accounts $ 7, ) Net Payroll Accounts $ 66, October 23, 2013 to November 8, 2013 for information. The General Accounts in the amount of $726, were adopted by consensus. The Sun Bowl Arena Accounts in the amount of $7, were adopted by consensus. The Payroll Accounts were received for information. 2. Committee Reports 3. CAO Report Barry Romanko presented his report, a copy of which is attached to and forms part of these minutes. The CAO Report was received. 4. Councillors Reports Councillor Ryan: Deferred his report to the next meeting Councillor Plante: Congratulations to organizers of Kids Clothing Swap held at Sonora. Boxes set up to collect donations for the Splash Park and raised $200. Councillor McKortoff: Attended Remembrance Day ceremony at Sonora Centre, very well attended; many participants Public Hearing on Home Business bylaw; Public Meeting on Wish Property ALR DO Board meeting tourism and economic development Helped to plant 400 tulips in front of Town Hall. Frances at Home Hardware ordered 1,200 bulbs to plant on Main Street in recognition of Home celebrating 50 years in 2015 Attended breakfast with MP Atamanenko and his wife, stepping down at end of this term Lots of events Soroptomists hosting Crackin Me Up by Vancouver Theatre Sports; and a Western Dinner Dance at Sr. Centre on Nov. 23 rd Winter in Wine Country December many events held throughout the area Festival of the Trees set up Nov 22 to 24 at Spirit Ridge Osoyoos Festival Society Christmas light up Dec. 6 and 7 anyone interested in being in the parade call Nancy or Osoyoos Times. Page 4

5 Councillor Rhodes absent 5. Mayor Wells Report Remembrance Day - thanked Dr. Ritchie, School Band, bugler and piper Splash Park encouraged everyone to make a donation - tax receipts will be issued Public Hearing and Public meeting were well attended Met with Airport Committee financial feasibility report being prepared Met with Vice-President of TELUS Met with MP Atamanenko Attended DO Board meeting Upcoming RDOS budget meeting and governance session ADJOURNMENT MOTION 283/13 Moved Councillor Ryan and seconded by Councillor Plante and resolved that the meeting be adjourned at 3:21 PM. APPROVED: CERTIFIED CORRECT: Original signed by Mayor Stu Wells MAYOR WELLS Original signed by Lori Scott DEPUTY CORPORATE OFFICER Page 5

6 REPORT Chief Administrative Officer MEETING DATE: November 18 th, 2013 TO: Mayor and Council CC: FROM: SUBJECT: Barry Romanko, Chief Administrative Officer CAO Report CAO Continue to work through MMBC contract issues including a conference call meeting and a meeting with MoE. Meet with landfill contractor to discuss MMBC landfill operational impacts. Ongoing linking with TELUS Attended Airport Expansion Group meeting. Worked on lease of Spartan Dr property for summer parking. Fire hall project meeting with Osoyoos Rural Fire Protection District COMMUNITY SERVICES RFABC - Ice facility Operators Course started today at Sun Bowl arena. We have 12 registered participants for the week long course and received a free in house registration. ($850 bucks) working on budget Agreement for arts council is signed and will get underway asap This past weekend we sold over 30 tables for the kids swap meet...proceeds going to Splash Park. Councillor Plante said he is going to report on this. Have contacted the insurance company about moving forward with the repairs at Desert Park. McMullen and Associates is doing a confined space workshop for staff today and tomorrow. CORPORATE SERVICES Finalized Cottonwood License to Use agreement Prepared RFP Documents for janitorial services for town hall, fire hall, Planning and Development, Destination Osoyoos and Public Works. Closing date November 29. Prepared RFP ad for Gyro Beach non-motorized water sport activities closing date November 29 Prepared town office for carpet cleaning and reorganized council chambers Arranged for voluntary flu shot clinic for staff Budget prep quotes and presentation from photocopy companies Re-posted Relief Recreation Facilities Attendant position Prepared agendas for public hearing and public meeting CAO Report BR Page 1 of 2

7 Staff coverage scheduling Obtained quotes for carpet cleaning, floor cleaning and window cleanings for town facilities FINANCE Fire Department Budget Prep Reviewing October accounts Reconciliation of accounts. PLANNING & DEVELOPMENT The Director attended the first meeting of the new Agricultural Plan Implementation Committee which is developing options for public input on implementing land use zoning issues identified in the Plan prepared jointly by Area A and the Town. Also present at the meeting were Mark Pendergraft RDOS Chair, Evelyn Riechert RDOS Planner, and Gerry Hesketh and Manfreed Freese from the agricultural industry. Agenda items included a framing protection area, agri-tourism accommodation units, farm worker housing and secondary suites, farm sales, and parcel coverage for greenhouses etc. It is hoped to harmonize agricultural zoning provisions between both areas. Reviewed and provided feedback on first draft of Gyro Park Plans. PUBLIC WORKS Barry Romanko Chief Administrative Officer CAO Report BR Page 2 of 2