REGIONAL DISTRICT OF CENTRAL OKANAGAN REGULAR BOARD MEETING AGENDA

Transcription

1 REGIONAL DISTRICT OF CENTRAL OKANAGAN REGULAR BOARD MEETING AGENDA Monday, December 11, :00 p.m. Woodhaven Board Room 1450 K.L.O. Road, Kelowna, BC Pages 1. CALL TO ORDER Chair Given acknowledged that the meeting is being held on the traditional territory of the Syilx/Okanagan Peoples. 2. ADDITION OF LATE ITEMS 3. ADOPTION OF THE AGENDA (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Recommended Motion: THAT the agenda be adopted. 4. ADOPTION OF MINUTES 4.1 Regional Board Meeting Minutes - November 27, (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Recommended Motion: THAT the Regional Board meeting minutes of November 27, 2017 be adopted. 5. CORRESPONDENCE 5.1 City of West Kelowna - Regional Emergency Program 6-7 (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Recommended Motion: THAT the November 30, 2017 letter from the City of West Kelowna regarding the Regional Emergency Program be received for information; AND FURTHER THAT the letter be referred to staff for consideration as the Regional Emergency Program and bylaw is being updated in 2018.

2 5.2 Okanagan Basin Water Board Meeting Highlights - December 7, (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Recommended Motion: THAT the Okanagan Basin Water Board meeting highlights of December 7, 2017 be received for information. 6. FINANCIAL SERVICES 6.1 Falcon Ridge Water System Reservoir Upgrade 9-12 (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 207.5) Recommended Motion: THAT the Regional Board approve the use of $164,000 of Gas Tax - Community Works Funds to complete the Falcon Ridge Water System improvements upgrades, subject to receipt of Federal/Provincial approvals Financial Plan Amendment Bylaw No st, 2nd and 3rd Readings and Adoption (All Directors - Weighted Vote - Majority - LGA 210.2) Recommended Motion: THAT Regional District of Central Okanagan Financial Plan Amendment Bylaw No be given first, second and third readings and adopted. 6.3 Capital Spend Carryover & Q Capital Spend (All Directors - Weighted Vote - Majority - LGA 210.2) Recommended Motion: THAT the Regional Board approve the Capital Projects listed under Categories 2 and 4, for commitment/expenditure in 1Q 2018, ahead of the 2018 Financial Plan approval; AND THAT the Regional Board approve the Capital Projects listed under Categories 5 and 6 for commitment/expenditure, ahead of the 2018 Financial Plan approval in Q1 2018, subject to budget amendment approvals and receipt of Federal/Provincial approvals relating to grants; AND FURTHER THAT the Regional Board receive for information the report on projects listed in Categories 1 and Purchase Commitments >$100,000 During 3Q (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Recommended Motion: THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the third quarter, ending September 30, 2017.

3 7. DEVELOPMENT SERVICES 7.1 Ministry of Energy, Mines & Petroleum Resources Referral Application Paradise Sand and Gravel Ltd. (Applicant) - Lot 2, DL 1380 Plan KAP ODYD & North Portion of Lot 12, DL 1380, Plan ODYD, 4543 Trepanier Road [Our File: GREX-17-01] (Central Okanagan West Electoral Area) (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1)

4 Recommended Motion: THAT the Regional Board conditionally support Ministry of Energy, Mines and Petroleum Resources referral application for the expansion of the Paradise Pit sand and gravel quarry operation subject to the following being addressed prior to issuance of, or applied as conditions to approval: Recommendations from the Peachland Watershed and Source Protection Plan (Golder, 2010) and Best Management Practices to protect source water are followed; Further sediment and erosion control measures be taken to mitigate the impacts that stormwater/overland runoff have at the Trepanier Road and Paradise Valley Road intersection; Gravel trucks should only enter the District of Peachland municipally owned roads when they are delivering product to Peachland addresses; Commissioning of a Greenhouse Gas Assessment and Reduction Strategy; Completion of and adherence to a comprehensive drainage, sediment and erosion control plan prepared by a qualified professional, including ongoing monitoring to ensure there are no detrimental impacts to Trepanier Creek; the plan is to ensure that any culverts under Trepanier Road have sediment control measures implemented downstream of the culvert outlets; Submission of a more detailed and progressive, phased reclamation plan including reporting methods and adequate performance bond to cover reclamation; Construction and maintenance of secure fencing clearly marking the covenant area on Lot 12 to ensure that it remains undisturbed; Approval is granted on an incremental basis for a maximum of five years initially. Extension to this time frame not be considered unless the applicant demonstrates that all conditions of the original permit are being adhered to; Operations be confined to the hours of 8:00 am to 5:00 pm, Monday to Friday excluding holidays; A biologist be consulted to complete a wildlife habitat reclamation plan that takes into account the local Mule Deer Winter Range; and Noise Control Plan using current Best Management Practices. AND FURTHER THAT the Development Services Report dated December 4, 2017 be forwarded to the Ministry of Energy, Mines and Petroleum Resources for their information. 8. CORPORATE SERVICES 8.1 CAO Update (verbal) 9. NEW BUSINESS (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1)

5 10. DIRECTOR ITEMS 11. ADJOURN IN CAMERA (All Directors - Unweighted Corporate Vote - Simple Majority -LGA 208.1) Recommended Motion: THAT pursuant to Section 90 (c) of the Community Charter the Regional Board adjourn and convene to an In-Camera session to discuss: Labour relations or other employee relations.

6 Minutes of the REGIONAL BOARD MEETING of the Regional District of Central Okanagan held at Regional District Offices, 1450 KLO Road, Kelowna, B.C. on Monday, November 27, 2017 Directors: Regrets: Staff: J. Baker (District of Lake Country) C. Basran (City of Kelowna) W. Carson (Central Okanagan West Electoral Area) M. DeHart (City of Kelowna) C. Zanon, alternate for R. dejong (City of West Kelowna) D. Findlater (City of West Kelowna) C. Fortin (District of Peachland) G. Given (City of Kelowna) T. Gray (City of Kelowna) M. Bartyik, alternate for P. Hanson (Central Okanagan East Electoral Area) B. Sieben (City of Kelowna) L. Stack (City of Kelowna) T. Konek (Westbank First Nation) C. Hodge (City of Kelowna) B. Reardon, Chief Administrative Officer R. Fralick, Manager of Development Services C. Griffiths, Director of Economic Development M. Kopp, Director of Parks Services P. Rotheisler, Manager of Environmental Services B. Smith, Communications C. Teschner, Manager of Financial Services M. Drouin, Manager - Corporate Services (recording secretary) 1. CALL TO ORDER Chair Given called the meeting to order at 7:00 p.m. The Chair acknowledged the meeting is being held on the traditional territory of the Syilx/Okanagan Peoples. 2. ADDITION OF LATE ITEMS There were no additional items to the agenda. 3. ADOPTION OF THE AGENDA #184/17 BAKER/STACK THAT the agenda be adopted. CARRIED Unanimously 1

7 Regional District of Central Okanagan Regular Board Meeting Minutes November 27, 2017 (Pg. 2) 4. ADOPTION OF MINUTES #185/17 STACK/BAKER 4.1 Regional Board Statutory Meeting Minutes November 9, 2017 (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) THAT the Regional Board Statutory meeting minutes of November 9, 2017 be adopted. CARRIED Unanimously #186/17 FINDLATER/FORTIN 4.1 Regional Board Regular Meeting Minutes November 9, 2017 (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) THAT the Regional Board Regular meeting minutes of November 9, 2017 be adopted. CARRIED Unanimously 5. CORRESPONDENCE 5.1 Okanagan Basin Water Board Meeting Highlights - November 8, 2017 (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) #187/17 BARTYIK/GRAY THAT the Okanagan Basin Water Board meeting highlights of November 8, 2017 be received for information. CARRIED Unanimously 6. CORPORATE SERVICES 6.1 Rapid Bus 2009 Gas Tax Grant Agreement amendment - Queensway Security Pavilion and Washrooms (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) City of Kelowna staff report dated November 27, 2017 outlined the request to remove a project in the Regionally Significant Gas Tax Funding agreement and reallocate those funds to another project. The costs of the project far exceed the funds available through the existing funds. 2

8 Regional District of Central Okanagan Regular Board Meeting Minutes November 27, 2017 (Pg. 3) #188/17 BAKER/SIEBEN THAT the Board receive the report of the City of Kelowna Transit and Programs Manager dated November 27, 2017; AND THAT the Board approve the removal of the Queensway Security Pavilion and Washrooms from the list of eligible projects in the Rapid Bus 2009 Regionally Significant Gas Tax Funding agreement and reallocate those funds to the Rutland Transit Exchange Phase 2 project. CARRIED Unanimously 7. DEVELOPMENT SERVICES 7.1 Agriculture Land Commission Application - City of Kelowna - Application A-17-02, Part of Lot 1, District Lot 122, ODYD, Plan 1608, Except Plan B5035, 8953, Bulman Road (located adjacent to the Kelowna International Airport) for approval of non-farm use to allow for Instrument Landing System, Runway End Safety Area, Approach Lighting System and a non-public access road (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Staff report dated November 20, 2017 outlined the application from the City of Kelowna for approval of non-farm use for property at the Kelowna International Airport. RDCO staff and City of Kelowna staff, Joe Yakimchuk, provided background information on the application. #189/17 FINDLATER/FORTIN THAT the Regional Board conditionally supports application A-17-02, applicant City of Kelowna, to allow a non-farm use to occur within the Agricultural Land Reserve pursuant to Section 34(4) of the Agricultural Land Commission Act, on part of the following property: Lot 1, District Lot 122, ODYD, Plan 1608, Except Plan B5035, 8953 and Bulman Road, subject to: Consideration of appropriate measures to reduce the proposed use s impact on the surrounding ALR land; and The issuance of a Regional District of Central Okanagan Aquatic Ecosystem Development Permit prior to any land disturbance or construction activities. CARRIED Unanimously 3

9 Regional District of Central Okanagan Regular Board Meeting Minutes November 27, 2017 (Pg. 4) 8. COMMUNITY SERVICES #190/17 FINDLATER/FORTIN 8.1 RDCO Solid Waste Management Regulation Amendment Bylaw No. 1409, 1st, 2nd and 3rd readings and Adoption (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Staff report dated November 14, 2017 outlined the amendments to increase tipping fees for the Westside Residential Waste Disposal and Recycling Centre. THAT consideration of RDCO Solid Waste Management Regulation Amendment Bylaw No be DEFERRED until staff have an opportunity to present to West Kelowna, Peachland and WFN Councils on the tipping fee amendments proposed. CARRIED Unanimously #191/17 FINDLATER/FORTIN 8.2 Westside Regional Wastewater Treatment Plant Outfall Expansion (Stakeholder Vote [West Kelowna & Peachland] - Weighted Vote - Majority - LGA 209.1) Staff report dated November 21, 2017 outlined the results of the Invitation to Tender for the outfall expansion which have come in over budget and require consideration for a budget amendment. THAT the Regional Board approve the award of contract for the Westside Regional Wastewater Treatment Plant Outfall Expansion Project to Kelsey Pipelines Ltd. of Saskatoon, Saskatchewan for a price of $2,754,000. CARRIED Unanimously 9. FINANCIAL SERVICES #192/17 FINDLATER/FORTIN Financial Plan Amendment Bylaw No. 1408, 1st, 2nd and 3rd readings and Adoption (All Directors - Weighted Vote - Simple Majority - LGA 210.2) THAT Financial Plan Amendment Bylaw No. 1408, 2017 be given first, second and third readings and adopted. CARRIED Unanimously 4

10 Regional District of Central Okanagan Regular Board Meeting Minutes November 27, 2017 (Pg. 5) 10. NEW BUSINESS #193/17 SIEBEN/STACK 10.1 UBCM Electoral Area Directors' Forum and LGLA Leadership Forum (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1) Staff report dated November 17, 2017 outlined the request for electoral area directors to attend the 2018 Electoral Area Directors Forum and 2018 LGLA Leadership Forum. Discussed ensued. THAT the Regional Board authorize Director Carson s attendance at the 2018 UBCM Electoral Area Directors Forum and LGLA Leadership Forum in accordance with Policy #194/17 BAKER/FORTIN CARRIED Unanimously THAT the Regional Board authorize Alternate Director Bartyik s attendance at the 2018 UBCM Electoral Area Directors Forum and LGLA Leadership Forum in accordance with Policy 7.15 CARRIED Unanimously 11. DIRECTOR ITEMS Manager of Development Services, Ron Fralick, was congratulated on his retirement after 39 years of service. Director Basran requested that Kelowna Council s October 2 (5.6 & 5.7) meeting report on the Glenmore Landfill be provided as background information when staff attend Council meetings on the tipping fee amendments. Director Carson noted that parents will be meeting with him re: school issues. 12. ADJOURN There being no further business the meeting was adjourned at 8:35 p.m. CERTIFIED TO BE TRUE AND CORRECT G. Given (Chair) B. Reardon (Chief Administrative Officer) 5

11 IyVESI KELO\,VNA Offrce ofthe MaYor 2760 Cameron Road, West Kelowna, British Columbia VlZ 2T6 Tel (778) Fax (778) 797 '1001 November 30,2OI7 Chair and Board Regional District of Central Okanagan 1450 KLO Road Kelowna, BC VLW 324 Dear Chair and Board: Re: Regional EmergencY Program our region is no stranger to emergencies. Flooding, fires and other disasters have become a regular event. our Regional Emergency Management Program, including the Regional Emergency operations center (EOC) has lead our region through some very tough times' our practice to coordinate the response to emergencies regionally is a model that is held in high regard across the province, however the level of operational activity and the complexity of emergency management is increasing. The Regional Eoc was active lor L27 days in 2oL7 and l-o's of millions of dollars flowed through the EOC to support emergency response and recovery' The Regional Emergency Management Bylaw and the policy contained in the regional emergency plan requires modernization. RDCO Bylaw #635 was last revised in 1995' Since that time' numerous changes have evolved in the practice of emergency management and we have gained significant experience managing, nr*b", of large and diverse emergency events' The bylaw does not reflect the incorporation of the city of west Kelowna or the creation of westbank First Nation as a self-governing entity. ln its present form, the bylaw essentially delegates the majority of the responsibility for emergency management to the city of Kelowna. As the largest partner in 1995' the city of Kelowna was the only party with the capacity to perform the required functions' with the evolution of other locar governments over the pasr 22 years, this has changed and other local governments now possess the skills and experience to contribute to the planning for and management of an emergency. west Kelowna council has resolved to request that in 2018 the RDCO collaborate with all regional partners to: 6

12 o establ sh a secondary/backup Eoc located in west Kelowna at the RcMP building' o update the Regional Emergency Plan to incorporate these changes' west Kelowna recognizes that the modernization of our Emergency Program Bylaw' Emergency Plan and other associated projects may require additional resources to complete in a timely manner. west Kelowna supports a financial allocation in the RDCO budget in 2018 to complete the review. Regional emergency management is a critically important service for the residents of our region and a regisrated requirement. we rook forward to a modernization of the bylaw and policy that defines our Regional Emergency Program' Sincerely, on behalf of West Kelowna Council, i Doug Findlater Mayor cc West Kelowna Council Westbank First Nation City of Kelowna District of Peachland D str ct of Lake Country 7

13 BOARD REPORT: December 7, 2017 OBWB Directors Tracy Gray - Chair, Regional District of Central Okanagan Juliette Cunningham - Vice- Chair, Regional District of North Okanagan Doug Dirk, Regional District of North Okanagan Rick Fairbairn, Regional District of North Okanagan Doug Findlater, Regional District of Central Okanagan Cindy Fortin, Regional District of Central Okanagan Ron Hovanes, Regional District of Okanagan- Similkameen Sue McKortoff, Regional District of Okanagan- Similkameen Peter Waterman, Regional District of Okanagan- Similkameen Lisa Wilson, Okanagan Nation Alliance Toby Pike, Water Supply Association of B.C. Brian Guy, Okanagan Water Stewardship Council The next regular meeting of the OBWB will be 10 a.m. February 6, 2018 at the Regional District of Central Okanagan in Kelowna. Okanagan Basin Water Board Meeting Highlights Water Board receives update on 2017 mussel outreach partnership: Okanagan and Similkameen Invasive Species Society (OASISS) provided the board with an update on invasive mussel outreach in The group receives OBWB funding to extend the efforts of the Water Board s Don t Move A Mussel campaign to boaters and others, as well as to conduct mussel monitoring in Okanagan lakes. Water samples were taken three times from 16 locations on five Okanagan Lakes. The group also deployed 14 substrate monitors for ongoing monitoring to see if any mussels attach. No evidence of mussels has been found. A number of enforcement gaps were noted, similar to those identified by OBWB, such as at Canada-U.S. border crossings and limited B.C. inspection station hours. South Okanagan wetland project to move ahead: Directors were told work on a constructed wetland for the Okanagan Falls wastewater treatment plant will be proceeding in The wetland will receive treated wastewater and provide another level of filtration to reduce endocrine disrupting compounds before the water enters the Okanagan River channel, an important salmon spawning area. The OBWB provided project funding through its Sewage Facilities Assistance grant program. Part of the plan is to develop the area as an outdoor classroom with boardwalk and signage. Directors to send follow-up letter to feds urging mussel response: The board voted to send another letter to the federal government, following up on their Ottawa meeting and letter sent in June. With the end of another boating season, gaps have been identified in ensuring proper invasive zebra and quagga mussel protection at Canada s borders. Also, the federal government noted that in the 2017 budget, $43.8 mill. was available over five years to fight aquatic invasive species but nothing has been announced. The OBWB wants to ensure invasive mussels are included. Preparation for floodplain mapping projects underway: The Water Board has been working with Regional Districts of North and Central Okanagan, Okanagan Similkameen, and City of Kelowna, to help coordinate floodplain mapping grant applications to the Union of B.C. Municipalities. Updated maps will help communities understand where flooding is most likely to occur and help make better planning decisions. The proposal is to include a LiDAR remote-sensing flight over the valley to measure topography and have most of the valley mapped by the end of OBWB participates in sustainable tourism strategy: The board was updated on OBWB participation in Destination BC s 10-year Okanagan tourism strategy. The Thompson Okanagan Tourism Association, recently awarded international Biosphere Destination certification, wants to ensure sustainability is built into this plan, including water sustainability. With growing interest in lake and backcountry access, the OBWB is providing input on the implications and the importance of ensuring appropriate protection of riparian areas, water sources, and water quality. 8 For more information, please visit:

14 TO: FROM: Regional Board Peter Rotheisler Manager of Environmental Services Regional Board Report DATE: December 8, 2017 SUBJECT: Request for Decision Approval to Use Gas Tax Community Works Funds Falcon Ridge Water System Reservoir Upgrade Voting Entitlement: All Directors Unweighted Corporate Vote Simple Majority LGA 207.5) Purpose: To request a decision from the Board on whether to proceed with the Falcon Ridge Water System Reservoir Upgrade Project using Gas-Tax Funds. Executive Summary: On November 30, 2017 the Invitation to Tender for the Falcon Ridge Reservoir and Water Treatment Upgrade Project closed. Five submissions were received and following an analysis of the tender results the low bid of $679,706 was confirmed to have met all technical and bonding requirements. This low bid is approximately $160,206 over the budgeted construction estimate. With minor adjustments to overhead and contingency amounts, the net budget increase for this project is $164,000. Staff recommends Gas Tax Community Works Funds be used to cover the projected shortfall for the projects. Should the Regional Board decide to approve the recommendation below, approval of a subsequent budget amendment bylaw will be required in order to proceed with these projects. RECOMMENDATION: THAT the Regional Board approve the use of $164,000 of Gas Tax - Community Works Funds to complete the Falcon Ridge Water System improvements upgrades, subject to receipt of Federal/Provincial approvals. Respectfully Submitted: Peter Rotheisler Manager of Environmental Services Approved for Board s Consideration Brian Reardon, CAO 9

15 Falcon Ridge Water System Upgrade Update Report Page 2 Implications of Recommendation: Strategic Plan: Financial: Manage infrastructure to service growing population. Operate in an accountable and fiscally responsible manner. Background: Staff is reporting out on the results of the Falcon Ridge Reservoir and Water Treatment Upgrade Invitation to Tender due to all of the bids being over budget. Five tender submissions were received prior to the November 30, 2017 deadline and ranged from $679,706 to $957,518. All five tenders were compliant with all mandatory technical and bonding requirements. A comparison of the pre-invitation to Tender budget and the proposed Falcon Ridge Reservoir and Water Treatment Upgrade budget based on the tender results is provided in the table below. Engineer/RDCO pre-itt Budget Proposed Budget Difference Revenue Provincial/Federal Grant $ 602,082 $ 602,082 $ - Reserve $ 132,618 $ 132,618 $ - Community Works Fund $ - $ 164,000 $ 164,000 Total $ 734,700 $ 898,700 $ 164,000 Expenses Construction $ 519,500 $ 679,706 $ 160,206 Contract Administration, $ 112,550 $ 112,550 Permit and Engineering Contingency $ 71,012 $ 67,744 $ (-3,268) Overhead (Admin, Engineeering) $ 31,638 $ 38,700 $ 7,062 Total $ 734,700 $ 898,700 $ 164,000 The total budget shortfall is projected to be $164,000. Increased construction costs are responsible for more than $160,000 of the shortfall. The RDCO awarded two similar reservoir construction projects a year ago (Fall 2016) and comparable construction costs are approximately 40% higher, based on the low bid for the Falcon Ridge Reservoir Upgrade ITT. Staff recommends proceeding with project and the use of Gas Tax Community Works Funds to fund the shortfall. No other funding options are available that can be approved in time to award under the current Falcon Ridge Reservoir Upgrade ITT. 10

16 Falcon Ridge Water System Upgrade Update Report Page 3 If the RDCO does not proceed with this project at this time it is very likely that the $602,082 Clean Water Wastewater Fund grant will be lost. Projects funded by the Clean Water and Wastewater Fund must be completed by March 31, Contractually, we are not in a position to retender the same project until The scope of the project cannot be reduced to accommodate the budget shortfall and meet the requirements of the grant. Not proceeding with the project may result in the following operational, financial and legal risks: Loss of the $602,082 Clean Water and Wastewater Fund grant for the project. The grant money must be spent by March 31, Bid Shopping. If RDCO decides to cancel this Invitation to Tender process, we would not be able to re-issue this ITT with the same scope of work for at least 2 years, in order to avoid a potential legal challenge of bid shopping. Bid Shopping is generally considered the practice of soliciting bids from the market, disclosing bid prices, and then using that information to re-test or re-negotiation pricing. Not meeting the requirements of the Drinking Water Protection Act, Drinking Water Treatment Objectives (Microbiological) for Surface Water Supplies in British Columbia. The Province requires all water systems to meet the requirements by Market Pricing. There is no indication that construction market conditions will become more favorable given the large scale infrastructure projects that are planned and in progress throughout the Central Okanagan and British Columbia. The Falcon Ridge Water System provides drinking water to 54 residential customers in the Joe Rich area of the Central Okanagan East Electoral Area. The water source for the system is Mission Creek. The Falcon Ridge Reservoir Upgrade and Water Treatment projects includes the construction of a new 390 cubic meter reservoir and the addition of a water treatment room that will include new water filtration and UV disinfection systems. Currently, the system is served by an undersized 170 cubic meter reservoir using chlorine disinfection with no filtration process. The proposed project will result in the Falcon Ridge Water System having significantly more water storage to provide adequate fire flows, to meet customer demand during extended power outages, and to minimize the need to pump poor quality water from Mission Creek during high turbidity events. In addition, the water filtration and UV disinfection systems will bring the system in compliance with the Drinking Water Protection Act, Drinking Water Treatment Objectives and reduce water quality- related health risks. Financial Considerations: The following supplementary funding sources were also considered: Additional grant funding from Clean Water Wastewater Fund (CWWF) 11

17 Falcon Ridge Water System Upgrade Update Report Page 4 Falcon Ridge Water System Equipment Reserves Short and long term borrowing (debt). Additional CWWF funds were requested from The Provincial Ministry of Community, Sport and Cultural Development. Provincial staff informed RDCO staff that CWWF funds are fully allocated and no supplementary funding is available. Equipment reserves for the Falcon Ridge Water System are fully allocated until Reserves were fully allocated in order to leverage the largest CWWF grant possible for this project. Based on the current RDCO Financial Plan, the Falcon Ridge Water System is projected to have a $433 Equipment Reserve balance at the end of Short term borrowing involves an amortization period of less than five years. Amortizing $164,000 over five years would result in an annual payment of approximately $677 per service area parcel for a five year period. Staff feels it is inappropriate to recommend the use of short term debt with a significant financial impact without proper consultation. Proper consultation would prevent the award of the contract and there is a high risk that delaying the project would result in a further construction cost increase and loss of the CWWF grant. Long term borrowing requires assent voting or alternative approval process that would significantly delay the project and put CWWF grant at risk. Alternative Recommendation: While not supported by staff, the Board could choose to cancel the current Falcon Ridge Reservoir Upgrade Invitation to Tender process by adopting the following resolution: THAT the Regional Board approves the cancellation of the Invitation to Tender Process T for the Falcon Ridge Reservoir and Water Treatment Upgrade Projects. Considerations not applicable to this report: General Organizational Policy Legal/Statutory Authority 12

18 TO: FROM: Regional Board Marilyn Rilkoff Director of Financial Services Regional Board Report DATE: December 6, 2017 SUBJECT: Amendment to RDCO Financial Plan Bylaw No. 1410, 2017 Voting Entitlement: All Directors Weighted Vote Simple Majority LGA Purpose: To amend the RDCO Financial Plan Bylaw No. 1400, 2017 (copies of original pages attached to report). Executive Summary: Amendments are being proposed in order to authorize the following changes: 303 Falcon Ridge Water System: Add $164k for Water Treatment Project to be funded by Gas Tax Community Works Funds in Crime Prevention & Alarm Control: To add costs for development of a payment management system ($8.5k in 2017, $24k in 2018) and on-going future licencing costs of $8k per year, to be covered by program revenues. RECOMMENDATION: THAT Regional District of Central Okanagan Financial Plan Amendment Bylaw No be given first, second and third readings and adopted. Respectfully Submitted: Marilyn Rilkoff Director of Financial Services Approved for Board s Consideration Brian Reardon, CAO 13

19 Budget Amendment Bylaw No Page 2 Implications of Recommendation: Strategic Plan: Financial: Legal/Statutory Authority: Ensure Asset, Service, and Financial Sustainability Nurture Responsible Growth and Development Protect and Promote our Environment and Lifestyle Budget amendments as noted in bylaw amendment Regional District of Central Okanagan Financial Plan Bylaw 1400, 2017 Regional District of Central Okanagan Financial Plan Amendment Bylaw 1402, 2017 Regional District of Central Okanagan Financial Plan Amendment Bylaw 1403, 2017 Regional District of Central Okanagan Financial Plan Amendment Bylaw 1405, 2017 Regional District of Central Okanagan Financial Plan Amendment Bylaw 1407, 2017 Regional District of Central Okanagan Financial Plan Amendment Bylaw 1408, 2017 Background: Additional information has been received which has resulted in the proposed amendments to the Financial Plan. The amendments are required because spending commitment would be required at the end of 2017, and these items are not currently budgeted. Page Falcon Ridge Water System: The capital budget is being amended to show an addition of $164k for the Water Treatment Project in 2018 that is proposed to be funded with Gas Tax Community Works Funds. Commencement of this and the Reservoir project are subject to Federal/Provincial approvals relating to grant funding. A separate Board Report is being presented giving an update on the water system projects. In addition to approving the budget amendment bylaw, the Board would also need to approve use of $164k of Gas Tax Community Works Funds, subject to the above mentioned approvals being received. A copy of the Central Okanagan West Gas Tax Community Works Funds Usage over the years and remaining commitments is attached. In 2018, the uncommitted amount prior to approval of this project is expected to be $240k. Page Crime Prevention & Alarm Control: To add costs for development of a payment management system ($8.5k in 2017, $24k in 2018) and on-going future licencing costs of $8k per year to be covered by program revenues. The Alarm Control Program is a self-funding program through fees and fines. The system will focus on providing a positive customer service experience for individual residential permit holders and those businesses with multiple locations, and increasing the responsibility for alarm monitoring companies to pay and renew alarm permits. It is necessary to build an online alarm payment management system to supplement Crywolf software which will integrate with Vadim. 14

20 Budget Amendment Bylaw No Page 3 Financial Considerations: Budget amendments as noted above and in bylaw amendment. Alternative Recommendation: The Board could choose to approve only portions of the bylaw amendment and staff would amend accordingly. Considerations not applicable to this report: General Organizational Organizational Issues External Implications Attachment(s): History of RDCO Community Works Funds Receipt and Approved Usage for CO East Projects. RDCO Financial Plan Amendment Bylaw No Current Budget Bylaw Pages 16 & 45 15

21 History of RDCO Community Works Funds Receipt and Approved 2017 Usage: CO East Projects: CO East Community Works Funds Payments & Interest: Payments CWF Payments Received ( ) - Based on population of EA 1,373, CWF Payment received in , Interest ( ) 50, Total 1,600, CO East Projects Underway or Completed: Budgeted & Approved to be Spent in 2017 & Spent Future Years Spent Total -- Committed Total Ellison Community Hall HVAC (2008) (20,430.00) Natural Gas Conversion (2014) (12,774.93) Facility Assessment (2015) (976.95) Facility Assessment (2016) (488.00) Building Future Use Assessment & Building Renovation (40,000.00) (34,669.88) (74,669.88) Ellison Fire Department Firehall Renovations LED Lighting & Window Film (2013) (5,609.50) Firehall Natural Gas Conversion (2014) (7,907.59) Firehall Natural Gas Conversion (2015) (9,367.08) Firehall Attic Sprinkler Replacement (2015) (8,285.89) Facility Assessment (2015) (915.89) Facility Assessment (2016) (549.00) (32,634.95) (32,634.95) Joe Rich Community Hall HVAC (2008) (13,426.03) Hall HVAC (2010) (66,886.00) Washroom (2015) (20,000.00) Facility Assessment (2015) (976.95) Facility Assessment (2016) (488.00) Kitchen Upgrades (2016)- Reduced (25,000.00) Potable Water System Upgrades (2016)- Cancelled Asset Management Improvments (2017) (50,000.00) (101,776.98) Joe Rich Fire Department Joe Rich Firehall Doors, Water, Compressor (2014) (53,051.00) Facilities Assessments (2015) (1,831.78) Facilities Assessments (2016) (1,074.00) Firehall Water (2015) (33,394.37) Firehall Water (2016) (287,002.21) (105,153.79) Joe Rich Fire Hall LED Lighting (3,315.00) (176,776.98) 16

22 (379,668.36) (484,822.15) Falcon Ridge Water System Metering Control & Instrumentation (2010) (27,786.00) Metering Control & Instrumentation (2011) (32,214.00) Pumps, Well, Blow Offs & Valves (2012) (37,773.82) Pumps, Well, Blow Offs & Valves (2013) (44,726.00) Engineering Design Reservoir (2014) (12,688.00) Engineering Design Reservoir (2015) (9,475.95) Engineering Design Reservoir (2016) (2,836.05) Infiltration Gallery (2015) (17,936.65) (57,063.35) Water Intake (2016) (85,693.00) (185,436.47) (328,192.82) Sunset Ranch Water System Well Head Protection (2010) (3,979.00) Well Head Protection (2013) (29,453.35) VFD (2014) (9,249.83) (42,682.18) (42,682.18) EA Planning CO East share - Flood Plain Assessment (2014) (767.12) CO East share - Flood Plain Assessment (2016) (6,586.56) (377.02) CO East share - Flood Plain Hazard Ph. 2 (2017) (25,000.00) (7,353.68) (32,730.70) Eastside Parks Goudie Playground (2015) (67,447.51) Joe Rich Community Park Sport Rink Lighting, Playground, Tank Toilet (2015) (71,775.52) Facilities Assessment (2015) (976.55) Facilities Assessment (2016) (488.00) Joe Rich Community Park Irrigations System Retrofit (10,000.00) Scotty Creek Community Park Sport Box Development (2016) (10,481.29) (99,518.71) Scotty Creek Ph. 2 Sport Surface (100,000.00) EA CO East EA CO East Tracking & Assessing Facilities & Infrastructure (2016) (2,607.00) (151,168.87) (360,687.58) (2,607.00) (2,607.00) Spent Subtotal (937,998.37) Previously Approved and Committed by Board, in 2016 Budget to be spent (597,805.87) (597,805.87) Additional 2017 Amounts and Changes to be Approved Total Spent & Committed (1,535,804.24) (1,535,804.24) Remaining Uncommitted 64, Estimated To be received in , Estimated Uncommitted Amount 240, Note: Prior to 2014 agreement was extremely restrictive as to qualifying projects (primarily water, heating, energy projects). After 2014 agreement, scope was broader and included parks, etc. 17

23 REGIONAL DISTRICT OF CENTRAL OKANAGAN BYLAW NO A bylaw to amend the Regional District of Central Okanagan Financial Plan WHEREAS the Regional District of Central Okanagan adopted the Regional District of Central Okanagan Financial Plan Bylaw 1400, 2017 on March 27 th, 2017: AND WHEREAS the Board may amend the Financial Plan at any time by bylaw: NOW THEREFORE the Regional Board of the Regional District of Central Okanagan in open meeting assembled enacts as follows; 1. Replace pages 1 to 8 to reflect revised totals as a result of budget changes. 2. Page Falcon Ridge Water System is deleted in its entirety and replaced with the attached page Electoral Area Fire Prevention Program Amendment Dec 11, 2017 to reflect changes in the 2018 Water Capital Fund Budget. 3. Page Crime Prevention & Alarm Control is deleted in its entirety and replaced with the attached page Crime Prevention & Alarm Control Amendment Dec 11, 2017 to reflect changes in the General Revenue Operating Fund Budgets. 4. This bylaw may be cited as the Regional District of Central Okanagan Financial Plan Amending Bylaw No READ A FIRST TIME THIS 11 th DAY OF December 2017 READ A SECOND TIME THIS 11 th DAY OF December 2017 READ A THIRD TIME THIS 11 th DAY OF December 2017 ADOPTED THIS 11 th DAY OF December 2017 CHAIRPERSON DIRECTOR OF CORPORATE SERVICES I hereby certify the foregoing to be a true and correct copy of Bylaw No. 140X cited as the Regional District of Central Okanagan Financial Plan Amending Bylaw No.1410 as adopted by the Regional Board on the 11 th day of December, Dated at Kelowna this 11 th day of December 2017 DIRECTOR OF CORPORATE SERVICES 18

24 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN Funds Summary GENERAL REVENUE FUND: Revenues $ (64,057,832) (56,917,614) (49,768,495) (45,791,988) (44,972,324) Expenditures $ 64,057,832 56,917,614 49,768,495 45,791,988 44,972,324 (Surplus)/Deficit $ 0 (0) (0) (0) (0) GENERAL CAPITAL FUND: Revenues $ (7,276,934) (2,399,288) (1,919,222) (1,320,712) (1,359,753) Expenditures $ 7,276,934 2,399,288 1,919,222 1,320,712 1,359,753 (Surplus)/Deficit $ WATER REVENUE FUND Revenues $ (1,550,078) (1,476,685) (1,489,514) (1,501,815) (1,513,764) Expenditures $ 1,550,078 1,476,685 1,489,514 1,501,815 1,513,763 (Surplus)/Deficit $ (0) (0) WATER CAPITAL FUND Revenues $ (4,989,641) (833,475) (88,240) (3,588,240) (88,240) Expenditures $ 4,989, ,475 88,240 3,588,240 88,240 (Surplus)/Deficit $ SEWER REVENUE FUND Revenues $ (4,629,004) (4,551,693) (4,628,172) (4,706,181) (4,785,751) Expenditures $ 4,629,004 4,551,693 4,628,172 4,706,181 4,785,751 (Surplus)/Deficit $ SEWER CAPITAL FUND Revenues $ (3,702,263) (1,047,168) (233,235) (183,110) (183,110) Expenditures $ 3,702,263 1,047, , , ,110 (Surplus)/Deficit $ /11/

25 REVENUE SUMMARY REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN GENERAL REVENUE FUND Conditional Transfers - Provincial Electoral Area CO West Requisitions $ (1,823,917) (1,935,859) (2,011,510) (2,060,929) (2,109,205) Electoral Area CO East Requisitions (1,802,179) (1,902,650) (1,967,662) (2,016,739) (2,068,896) Parcel Taxes (209,003) (209,003) (199,837) (199,837) (189,920) Conditional Transfers - Kelowna Requisition (11,354,435) (11,943,952) (12,387,518) (12,648,727) (12,930,286) Parcel Taxes (322,597) (322,597) (322,597) (322,597) (322,597) MFA Debt (22,685,063) (22,308,792) (14,982,140) (10,686,433) (9,480,524) Conditional Transfers - Peachland Requisition (514,299) (541,885) (561,099) (573,075) (586,035) Parcel Taxes (794) (794) (794) (794) (794) MFA Debt (475,257) (475,257) (475,257) (429,564) (429,564) Conditional Transfers - Lake Country Requisition (1,242,036) (1,308,843) (1,356,341) (1,385,261) (1,416,539) Parcel Taxes (102,440) (102,440) (102,440) (102,440) (102,440) MFA Debt (1,579,697) (1,553,929) (1,473,691) (1,348,977) (1,222,995) Conditional Transfers - West Kelowna Requisition (2,778,741) (2,922,575) (3,028,075) (3,092,644) (3,162,304) Parcel Taxes (13,284) (13,284) (13,284) (13,284) (13,284) MFA Debt (1,937,934) (1,881,258) (1,878,628) (1,783,823) (1,670,916) Other Revenues (14,409,345) (9,494,497) (9,007,622) (9,126,865) (9,266,025) Prior Year Surplus (2,806,811) TOTAL REVENUES (64,057,832) (56,917,614) (49,768,495) (45,791,988) (44,972,324) EXPENDITURE SUMMARY General Government Services Regional District Board $ 574, , , , , Administration 1,420,341 1,457,788 1,447,844 1,469,101 1,495, Finance 1,194,843 1,214,840 1,238,297 1,262,223 1,286, Engineering 313, , , , , Human Resources 315, , , , , Information Systems 973, , , , , Electoral Areas Only 98, ,010 74,727 77,511 78, Westside Regional Office 52,398 10,096 10,298 10,504 10, Electoral Area Ellison / Joe Rich 8,391 8,559 8,730 8,905 9, Regional Grants In Aid 27, Elect. Area Westside Grants in Aid 7,800 7,800 7,800 7,800 7, Elect. Area Ellison / Joe Rich Grants in Aid 5,500 5,500 5,500 5,500 5,500 Total General Government 4,992,466 4,953,828 4,970,296 5,065,784 5,148,844 Protective Services Upper Ellison Fire Protection Boundary Ext $ 9,917 9,917 9,917 9, Electoral Area Fire Prevention 45,892 53,527 54,598 55,689 56, Lakeshore Road Fire Protection 19,929 19,771 20,166 20,569 20, Ellison Fire Department 554, , , , , Joe Rich Fire Department 370, , , , , North Westside Road Fire / Rescue 477, , , , , Wilson's Landing Fire Department 155, , , , , Ridgeview Fire 12,048 12,048 12,048 12,048 12, June Springs Fire Protection 12,684 12,938 13,196 13,460 13, Brent Road Fire Protection 30,815 31,371 31,939 32,518 33, Regional Rescue Service 7,841,342 2,256,529 2,269,539 2,313,390 2,358, Emergency Telephone Service 1,079,463 1,277,972 1,178,560 1,229,105 1,279, Wilson's Landing Boundary Ext. Bella Vista 1, Shelter Cove (Wilsons) Fire Ext. 9,166 9, Crime Stoppers 243, , , , ,896 Protective Services Cont'd Victims / Witness Assistance 357, , , , ,

26 Regional Crime Prevention 334, , , , , Business Licenses 29,452 29,737 30,024 30,314 30, Building Inspection 525, , , , , Dog Control 1,416,382 1,313,970 1,337,009 1,360,509 1,384, Mosquito Control 191, , , , , Starling Control 20,119 20,119 20,119 20,119 20, Prohibited Animal Control 1,087 1,109 1,131 1,154 1,177 Total Protective Services 13,740,237 8,078,945 8,049,436 8,246,184 8,434,496 Transportation Services Transportation Demand Management $ 612,791 13,047 13,308 13,574 13, Lakeshore Road Improvements 6,361 6,303 6,303 6,303 6, Scotty Heights Street Lights 15,558 15,725 16,040 16,361 16, Ellison Transit 15,536 11,767 12,002 12,242 12,487 Total Transportation Services 650,246 46,842 47,653 48,480 49,323 Environmental Health Services Effluent Disposal $ 582, , , , , SWM: Westside Waste Disposal & Recycling 818, , , , , SWM: Westside Sanitary Landfill / Waste Disposal & Recycling Centre 147,743 36,000 36,000 36,000 36, SWM: Solid Waste Management 1,221,577 1,220,369 1,244,636 1,269,390 1,294, SWM: Solid Waste Collection 506, , , , , Okanagan Basin Water Board 2,102,847 2,144,904 2,187,802 2,231,558 2,276, Air Quality Monitoring 183, , , , , Noise Abatement 8,088 8,250 8,415 8,583 8, Untidy Premises 12,952 13,211 13,475 13,745 14,020 Total Environmental Health 5,584,619 5,414,860 5,520,837 5,628,935 5,739,194 Environmental Development Services Regional Planning $ 372, , , , , Electoral Area Planning 567, , , , , Noxious Insect Control 20,029 23,870 19,217 19,571 20, Weed Control 111, , , , , Sterile Insect Release Program 1,496,796 1,536,627 1,577,255 1,618,696 1,660, Economic Development Commission 858, , , , ,061 Total Environmental Development 3,426,150 3,322,893 3,372,414 3,443,242 3,528,339 Recreational and Cultural Services Ellison Community Heritage Hall $ 149, , , , , Joe Rich Community Hall 40,763 43,492 44,319 46,080 49, Westside Municipal Recreation 32,487 33,137 33,799 34,475 35, Johnson Bentley Aquatic Centre 12,165 12,408 12,656 12,910 13, Killiney Community Hall 23,153 23,579 23,961 24,253 24, Winfield Recreation Centre 55,000 55,000 55,000 55,000 55, Regional Parks 7,667,840 7,577,193 7,678,650 7,775,329 7,911, Westside Community Parks 218, , , , , Eastside Community Parks 98, , , , , Okanagan Regional Library 304, , , , , OK Regional Library Borrowing - Admin Bldg 382, , , , ,868 Total Recreational and Cultural 8,986,163 8,881,010 8,998,144 9,110,565 9,268,130 Municipal Finance Authority Debt Member Municipalities $ 26,677,951 26,219,236 18,809,716 14,248,797 12,803,999 Total M.F.A. Debt 26,677,951 26,219,236 18,809,716 14,248,797 12,803,999 TOTAL EXPENDITURES 64,057,832 56,917,614 49,768,495 45,791,988 44,972,

27 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN GENERAL CAPITAL FUND REVENUE Transfer from Equipment Reserves $ (847,708) (868,713) (278,003) (211,563) (600,432) Tsfr from CWF Cap Fac Reserve (611,673) (94,563) (100,437) (150,000) 0 Transfer from Cap. Facility Reserve Fund (1,624,496) (1,367,012) (1,372,586) (890,149) (688,321) Regionally Significant Gas Tax Projects (71,753) Grant / Fundraising (570,814) (4,000) (4,000) (4,000) (4,000) Internal Transfer / Sale of Asset (54,242) (5,000) (50,000) (5,000) (7,000) Transfer from Parks Legacy Reserve (1,099,484) Transfer from Park Land Reserve (2,308,214) Capital Financing (14,540) 0 (54,195) 0 0 Transfer from General Revenue Fund (74,010) (60,000) (60,000) (60,000) (60,000) TOTAL REVENUE (7,276,934) (2,399,288) (1,919,221) (1,320,712) (1,359,753) EXPENDITURES Board $ 31,900 51, , Administration 344,844 36, ,375 25,750 25, Finance 38,110 51,500 17,510 17,510 15, Engineering 41,240 5,150 5,150 5,150 49, Information Systems 177, , , , , Electoral Areas Only 0 76, Electoral Area Fire Protection 4, Ellison Fire Department 80,905 36,396 58,085 34,913 50, Joe Rich Vol. Fire Dept & Hall 152,135 53, ,195 43,353 47, North Westside Vol Fire/ Rescue Dept 114, ,499 64,283 37,805 53, Wilson's Landing Fire 60,739 29,536 35,448 30,776 40, Regional Rescue Service 85, ,000 65,000 65,000 65, ,190 19,190 19,190 19,190 19, CrimeStoppers 4, Victims Services 42, Crime Prevention 2,575 5, Building Inspection 72, Dog Control 167,847 95,085 10,300 15,450 87, Effluent/Water Disposal 15, , Westside Waste Disposal & Recycling 17,853 10,162 10,162 5,012 5, Solid Waste Management 36, Solid Waste Collection (EA's) 50,625 7,588 7,588 7,588 7, Economic Development Commission , , Ellison Heritage School Community Ctr 107,828 15,000 77, , Joe Rich Community Hall 76, Regional Parks 5,019,544 1,131, , , , Westside Community Parks 184,730 91,350 10,150 10,150 10, Eastside Community Parks 212, , , Vehicle Operations 117, ,153 TOTAL EXPENDITURES 7,276,934 2,399,288 1,919,221 1,320,712 1,359,

28 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN WATER REVENUE FUND REVENUE User Fees $ (594,816) (609,349) (623,533) (638,005) (652,764) Maintenance/Asset Renewal Fees (744,678) (745,992) (746,768) (746,767) (746,767) Rental (600) (600) (600) (600) 0 Debt / Parcel Tax (227,141) (227,141) (227,141) (227,141) (227,141) Prior Year (Surplus) / Deficit (87,156) (0) (0) 0 (1) Engineering Administration OH Recovery 23,118 23,580 24,053 24,533 25,023 Administration Overhead Recovery 81,195 82,817 84,475 86,165 87,886 TOTAL REVENUE (1,550,078) (1,476,685) (1,489,514) (1,501,815) (1,513,764) EXPENDITURES Killiney Beach Water $ 431, , , , , Falcon Ridge Water 50,425 57,871 58,525 59,190 59, Sunset Ranch Water 189, , , , , Trepanier Bench Water 19,891 23,035 23,361 23,696 23, Westshores Water 498, , , , , Fintry / Valley of the Sun Water 360, , , , ,629 TOTAL EXPENDITURES 1,550,078 1,476,685 1,489,514 1,501,815 1,513,

29 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN WATER CAPITAL FUND REVENUE Grants $ (2,224,843) (113,847) 0 (2,840,750) 0 Sale of Asset 0 (1,000) (1,000) 0 0 Transfer from Gas Tax Cap Fac Reserve (1,065,506) (164,000) Transfer from Reserve Funds (1,699,292) (554,628) (87,240) (747,490) (88,240) TOTAL REVENUE (4,989,641) (833,475) (88,240) (3,588,240) (88,240) EXPENDITURES Killiney Beach $ 2,803, ,530 20,750 3,520,750 20, Falcon Ridge Water 747, ,465 5,150 5,150 5, Sunset Ranch Water System 37,220 53,620 26,050 26,050 26, Trepanier Bench Water 2,060 2,060 2,060 2,060 2, Westshore Water 1,382,853 18,630 18,630 18,630 18, Fintry / Valley of the Sun Water 16,120 43,170 15,600 15,600 15,600 TOTAL EXPENDITURES 4,989, ,475 88,240 3,588,240 88,

30 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN SEWER REVENUE FUND REVENUE Sewer User Fees $ (122,800) (129,256) (135,841) (142,558) (149,409) Services - Peachland (511,472) (548,738) (558,217) (567,885) (577,747) Services - West Kelowna (3,419,664) (3,487,994) (3,545,114) (3,603,376) (3,662,803) Services - WFN (988,706) (1,015,022) (1,032,207) (1,049,735) (1,067,613) Other Revenue (2,400) Parcel Tax (32,180) (37,717) (37,717) (37,717) (37,717) Transfer from Operating Reserve (6,000) Prior Year (Surplus) / Deficit (217,701) Engineering Admin OH Recovery 149, , , , ,453 Administration Overhead Recovery 522, , , , ,086 TOTAL REVENUE (4,629,004) (4,551,693) (4,628,172) (4,706,181) (4,785,751) EXPENDITURES Westside Sewer System $ 3,752,225 3,709,524 3,768,988 3,829,641 3,891, RDCO Collector Systems 413, , , , , WFN Collector Systems 128, , , , , Peachland Collector Systems 185, , , , , Ellison Sewer System 111, , , , ,903 Sewer Debt Financing 37,717 37,717 37,717 37,717 37,717 TOTAL EXPENDITURES 4,629,004 4,551,693 4,628,172 4,706,181 4,785,

31 REGIONAL DISTRICT OF CENTRAL OKANAGAN 2017 BUDGET AND FINANCIAL PLAN SEWER CAPITAL FUND REVENUE Internal Transfer or Sale of Asset (9,300) From Equipment Reserves (125,596) (133,908) (60,725) (10,600) (10,600) From Capital Facility Reserves (629,294) (200,260) (172,510) (172,510) (172,510) Transfer from DCC Reserve Fund (2,938,073) (713,000) TOTAL REVENUE (3,702,263) (1,047,168) (233,235) (183,110) (183,110) EXPENDITURES Westside Sewer System $ 3,508,435 1,010, , , , Westside Sewer System: RDCO 183,228 26,050 26,050 26,050 26, Ellison Sewer System 10,600 10,600 10,600 10,600 10,600 TOTAL EXPENDITURES 3,702,263 1,047, , , ,

32 Program: Department: REGIONAL DISTRICT OF CENTRAL OKANAGAN Five Year Program Budget Projections Falcon Ridge Water System Community Services (Water Systems) Water Revenue Fund Budgets Amendment Dec 11, Projected Projected Projected Projected Budget Budget Budget Budget Budget Revenue: Water User, Late Pmt & Insp. Fees (37,000) a (38,375) (39,143) (39,925) (40,724) Maintenance / Asset Renewal Fee (25,245) b (25,245) (25,246) (25,246) (25,245) Previous Year's Surplus/Deficit 6, (0) (0) Engineering Admin OH 1,249 1,274 1,299 1,326 1,352 Administration OH 4,387 4,474 4,564 4,655 4,748 Total Revenue (50,425) (57,871) (58,525) (59,190) (59,869) Expenses: Operations 30,462 c 31,071 31,693 32,327 32,973 Transfer to Equip Reserves 19,963 b 26,800 26,832 26,863 26,896 Total Expenses 50,425 57,871 58,525 59,190 59,869 (Surplus) / Deficit 0 0 (0) (0) (0) FTE's Water Capital Fund Budgets Projected Projected Projected Projected Budget Budget Budget Budget Budget Revenue Grants (488,235) g (113,847) g Tsfr from Gas Tax Cap Fac. Rsrv (142,756) c (164,000) f,g Transfer From Equip Reserves (116,902) (32,618) (5,150) (5,150) (5,150) Total Revenue (747,893) (310,465) (5,150) (5,150) (5,150) Expenses Wells 154,328 c,d Reservoir 588,235 e,g 146,465 e,g Water Treatment 0 164,000 f,g Equipment & Improvements 5, ,150 5,150 5,150 Total Expenses 747, ,465 5,150 5,150 5,150 (Surplus) / Deficit Equip Reserve Fund Bal at Y/E (6,512) (433) (22,068) (43,950) (66,084) Notes a. Transfer asset renewal fees to reserves. b. Increase: Collection Fees $0.9k. Decreases: Travel $1k, Payroll $1k, misc $1k. c. Community Works Fund Gas Tax (from the Capital Facilities Reserve Fund) projects: $57,063 for Infiltration Gallery and $85,693 for Water Intake. d. This amount includes all phases of the project, and includes construction, contract administration, staff time, administration and engineering overheads, and other project expenses e. Total project $734,700 includes all phases of the project, construction, contract administration, administration and engineering overheads and other project expenses. Project approval is for spending over 2 years. f. Addition of $164,000 for Water Treatment using Community Works Gas Tax Funding. g. Projects are contingent on approval relating to grant funding. 12/11/

33 REGIONAL DISTRICT OF CENTRAL OKANAGAN Five Year Program Budget Projections Program: Crime Prevention & Alarm Control a Department: Community Services (Policing Services Liaison) Amendment Dec 11, 2017 General Revenue Fund Budgets Revenue: Projected Projected Projected Projected Budget Budget Budget Budget Budget RDCO Crime Prevention Share of Alarm Control Revenue (35) (35) (35) (35) (35) Tax Requisition - Peachland (15,310) (16,885) (17,388) (17,902) (18,429) Tax Requisition - Lake Country (37,610) (41,479) (42,714) (43,978) (45,272) Tax Requisition - West Kelowna (87,264) (96,243) (99,109) (102,043) (105,045) Tax Req - EA Cent Ok. West (10,562) (11,648) (11,995) (12,350) (12,714) Tax Req - EA Cent Ok East (10,090) (11,128) (11,459) (11,799) (12,146) Previous Year's Surplus/Deficit (12,428) b,c (0) 0 (0) (2) Services - WFN (4,350) (5,394) (5,690) (5,868) (6,050) Administration OH - Crime Prev 21,732 22,167 22,610 23,062 23,523 Administration OH - Alarm Control 24,022 a 29,110 26,237 26,761 27,296 Alarm Licenses (202,441) a,g,h (232,655) g,h (207,769) g,h (209,946) g,h (212,146) g,h Total Revenue (334,336) (364,190) (347,312) (354,098) (361,018) Expenses: Operations - Crime Prev 150,917 b,d 153, , , ,357 Operations - Alarm Control 175,319 a,e,g 202,155 g 182,198 g 185,842 g 189,559 g Debt Payments 0 Transfer to CP Equip.Reserves 5,000 f 5,000 5,000 5,000 5,000 Transfer to Alarm Equip. Reserves 3,000 a 3,000 3,000 3,000 3,000 Transfer to Crime Prev. Rev. RDCO 35 a Transfer to City of Kelowna - Alarms 65 a Total Expenses 334, , , , ,016 (Surplus) / Deficit (0) 0 (0) (2) (1) FTE's Tax Levy: Tax Requisition (160,836) (177,383) (182,665) (188,072) (193,606) Residential Tax Rate (per $1000 of assessment) Maximum Tax Rate General Capital Fund Budgets Projected Projected Projected Projected Budget Budget Budget Budget Budget Revenue Transfer from Alarm Reserves (2,575) (5,150) Total Revenue (2,575) (5,150) Expenses Alarm Control - Comp & Equip 2,575 5, Total Expenses 2,575 5, (Surplus) / Deficit CP Equipment Reserve Bal at Y/E (34,813) f (40,161) (45,563) (51,019) (56,529) Alarm Control Equip Reserve (2,440) (263) (3,266) (6,299) (9,362) Notes a. Includes the Alarm Control function. Note - The alarm control function is completely self-sustaining. Surpluses are paid out to the partners at year end, and any deficits are invoiced to the City of Kelowna or transferred to this function. Alarm Control is netted to zero at year end. It is considered part of Crime Prevention Program, but they are tracked in 2 separate cost centres. The budget lines are separated for tracking purposes. b. The tax increase to this budget is due to the increase in operating expenses for Crime Prevention of $12k and the change in surplus carrryforward from prior years of $6k, for a total requistion increase of $18k. c. A prior year adjustment relating to an error from 2000 was investigated and required to clean up a long outstanding item. This item reduced the surplus that would have been carried forward for the year. d. Crime Prevention: Increases: Payroll $8.4k, Advertising & Promotion $4k, Speed Watch $1k, Office Supplies $1k, misc $1.8k. Decreases: Vehicle Operations $2.5k, misc $1k. Working on Crime Reduction Strategy via advertising, promotion and partnerships. e. Alarm Control: Increases: Payroll $11.3k, Advertising & Promotion $5k, Clerical / Rent Kelowna $3k, Collection Fees $2.5k, Contract Services $1k, Office Supplies $1k, misc $2.2k. f. Reserves for future vehicle replacement. g. Alarm Control payment management system to simplify payment process funded by additional revenues being received from program. 2017: $8.5k for architecture & design. 2018: $19k for construction of app and $5k for Vadim integration : $8k annual fee. h. Actual Revenues in 2017 and 2018 are anticipated to be higher and would cover development costs. 12/11/

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36 TO: FROM: Regional Board Marilyn Rilkoff Director of Finance & Administrative Services Regional Board Report DATE: December 8, 2017 SUBJECT: Board Approval for 1Q 2018 Capital Project Spending Voting Entitlement: All Directors Weighted Corporate Vote Simple Majority LGA Purpose: To seek Board approval to issue RFPs/Tenders and make Capital Expenditure commitments in 1Q 2018 ahead of the 2018 budget approval process, and also to provide information on capital project budget carryover from Executive Summary: In January 2014, the Board directed the following via Board Resolution #19/14: THAT staff be directed to review further the draft Q1 purchasing commitments and expenditure policy to include consideration by the Board in the last quarter of the year, for the projects identified for early expenditure during the first quarter of the following year. In accordance with this, and under a process similar to last year, staff are now making this request for Capital Project expenditure in 1Q 2018 for the projects detailed. RECOMMENDATION: THAT the Regional Board approve the Capital Projects listed under Categories 2 and 4, for commitment/expenditure in 1Q 2018, ahead of the 2018 Financial Plan approval; AND THAT the Regional Board approve the Capital Projects listed under Categories 5 and 6 for commitment/expenditure, ahead of the 2018 Financial Plan approval in Q1 2018, subject to budget amendment approvals and receipt of Federal/Provincial approvals relating to grants; AND FURTHER THAT the Regional Board receive for information the report on projects listed in Categories 1 and 3. Respectfully Submitted: Approved for Board s Consideration Marilyn Rilkoff Director of Finance & Administrative Services Brian Reardon, CAO Prepared by: Andy Brennan, Purchasing Manager 31

37 Board Approval for 1Q 2018 Capital Spend Report Page 2 Implications of Recommendation: Strategic Plan: Supports Sustainability and Growth Management Policy: Board Resolution #19/14 Legal/Statutory Authority: Regional District of Central Okanagan Financial Plan Bylaw 1400 and Amendments. Background: In January 2014, staff requested the Board approve some expenditure on Capital Projects to occur in in the first quarter of 2014 (before 2014 budget approval in late March). These projects were already in the 5-year Capital Plan approved by the Board. In providing that approval, it was agreed by the Board, that this request would be made each year in the fall, for expenditure in 1Q of the following year, via Board Resolution #19/14: THAT staff be directed to review further the draft Q1 purchasing commitments and expenditure policy to include consideration by the Board in the last quarter of the year, for the projects identified for early expenditure during the first quarter of the following year. In accordance with this direction staff has categorized carryover projects into 6 categories outlined in the table below: Category Year Project Was Budgeted (in 5 Year Budget Plan) Not budgeted (unforeseen circumstance) Partly budgeted in Additional Amount Being Added. Project Status: Purchase already committed in 2017, payments to occur in 2018 Purchase not yet committed. Seeking carryover of budget to 2018 with commitment in 1Q. Purchase not yet committed. Will seek carry over and re-approval of budget in 2018 with commitment in 2Q-4Q. Not started. Benefit in commencing in 1Q (before 2018 budget approval) Not started. Benefit in commencing in 1Q (before 2018 budget approval) Projects have been tendered are over budget. Seeking carryover of 2017 funds to 2018, plus addition of new funds for expenditure in 2018 (ahead of 2018 budget approval). Approval Sought from the Board: None for information only 2017 commitment must be carried forward and re-budgeted for Approval to carry over budget and make purchase commitments in 1Q 2018 None -- for information only. Will be reviewed via 2018 budget process along with any new priorities. Approval to make these purchase commitments in 1Q 2018 If the Board agrees, a budget amendment will follow in January. Subject to approval of the bylaw amendment, purchase commitments could then be made in 1Q 2018, or as noted. Approval to make purchase commitment in Dec 2017, subject to receipt of further Federal/Provincial approvals relating to grants. Using 2017 approved budget funds, plus new 2018 amounts. Budget Amendment to be presented at this Board Meeting. 32

38 Board Approval for 1Q 2018 Capital Spend Report Page 3 This process is similar to last year. It should be noted that although category 3 relates to expenditure after 1Q 2018, it has been included as an information item to provide the board with greater transparency on the projects which are being carried over from Expenditures / Commitments for Board Approval: In accordance with the categories above, the following detail on projects under each category is provided for the Board s review and approval (where requested): Category 1 Year Budget Approved For: 2017 Status: Purchase already committed in 2017, but payments to occur into 2018 Approval Sought: None - for information only commitment must be carried forward and re-budgeted for See APPENDIX A for the list of projects. * Budget carried into 2018 will not exceed the approved 2017 budget amount. Figure shown is the remaining budget amount as at November 30 th, Category 2 Year Budget Approved For: 2017 Status: Approval Sought: Purchase not yet committed. Seeking carryover of budget to 2018 with commitment in 1Q. Approval to carryover budget and make purchase commitments in 1Q ** Budget to be used in 1Q 2018 will not exceed the approved 2017 budget amount. Figure shown is the remaining budget amount as at November 30 th, Project Name: Cost Centre: 2017 Budget Budget to carryover to 1Q 2018** Reason for Carryover to 1Q 2018: Concrete repair work Clarifier and fermenter s 401 $50,000 $50,000 Work plan for this project was disrupted by loss of RDCO staff member that was leading the project. Black Mountain/ sntsk il ntən Regional Park 142 $50,750 $50,750 Project is in partnership with the Friends of Black Mountain, project to commence in Q1. Goats Peak Entrance Project 142 $31,600 $31,600 Working with WFN in partnership to determine solutions to culturally sensitive sites prior to issuing tender to complete trail works. 33

39 Board Approval for 1Q 2018 Capital Spend Report Page 4 Project Name: Cost Centre: 2017 Budget Budget to carryover to 1Q 2018** Reason for Carryover to 1Q 2018: Goats Peak Trail and Entrance Project Goats Peak Cultural Site Protection Project Gellatty Nut Farm Cabin 45 Restoration Scenic Canyon Field Road Security Contractor Residence Asset Sale and Site Remediation 142 $71,753 $71, $15,225 $15, $30,450 $30, $6,090 $6,090 Working with WFN in partnership to determine solutions to culturally sensitive sites prior to issuing tender to complete trail works. Working with WFN in partnership to determine solutions to culturally sensitive sites prior to issuing tender to complete trail works. Structure stabilization design in progress, would like to proceed with contract to stabilize structure in Q1. Funding supported by the Gellatly Nut Farm Society Delayed due to resource pressures from flooding and fire events in the summer of Would like to proceed with project in Q1. Mission Creek Water Fountains 142 $20,300 $5,075 Water fountains have been purchased in 2017, installation to commence in Q1, Bertram Creek Security Contractor Residence Asset Removal 142 $6,090 $6,090 Delayed due to resource pressures from flooding and fire events in the summer of Wish to proceed with project in Q1. Kaloya Security Contractor Residence Asset Removal Regional Park Land Purchase EECO Programmable Sound Station Killiney Beach Park Park Improvements (Swim Float, Picnic Table, Dog Swim Beach Trial Area, etc.) 142 $20,300 $20, $1,113,000 $1,113, $12,500 $12, $15,000 $15,000 Delayed due to resource pressures from flooding and fire events in the summer of Wish to proceed with project in Q1. Property negotiations are currently on-going. Staff is working to determine a carpenter to build a cabinet for the programmable sound station. Delayed due to resource pressures from flooding and fire events in the summer of Wish to proceed with project in Q1. Category 3 Year Budget Approved For: 2017 Status: Approval Sought: Purchase not yet committed. Will seek carryover and re-approval of budget in 2018 with commitment in 2Q-4Q. None- for information only. Will be reviewed via 2018 budget process along with any new priorities. See APPENDIX B for the list of projects. 34

40 Board Approval for 1Q 2018 Capital Spend Report Page 5 Category 4 Year Budget Approved For: 2018 (in 5 Year Budget Plan) Status: Not started. Benefit in commencing in 1Q (before 2018 budget approval) Approval Sought: Approval to make these purchase commitments in 1Q 2018 Project Name: Cost Centre: Project Budget: Reason to commence in 1Q2018 Curbside Cart Purchase 095 $15,040 Cart purchase is being done by all member municipalities in Q1, Trailer Equipment Replacement Woodhaven Meeting Room Audio / Visual System Upgrade Mission Creek Bridge Replacements 092 $20, $51, $20,300 Major trailer equipment replacement (trailer walking floor) required immediately in 1Q, Audio / Visual upgrade required for Woodhaven Meeting Room as soon as possible in Bid process for audio system should commence in 1Q. These funds will be used to complete detailed design in 1Q in order to go to tender for construction prior to the start of the Ministry of Environment fish window. Note: Additional funding of $55,825 will be requested as part of the 2018 budget process in order to increase the construction budget for this project. Turn Out Gear 022 $10,430 Joe Rich Fire Dept. unforeseeably received 8 new recruits after a recruit drive. That high of a number was not expected, however JRFD does not want to have to turn down new members due to a lack of personal protective equipment. Joe Rich would like access to 2018 budget in Q1. 35

41 Board Approval for 1Q 2018 Capital Spend Report Page 6 Category 5 Year Budget Approved For: Status: Approval Sought: Not budgeted (unforeseen circumstance) Not started. Benefit in commencing in 1Q (before 2018 budget approval) If the Board agrees, a budget amendment will follow in January. Subject to approval of the bylaw amendment, purchase commitments could then be made in 1Q 2018, or as noted. Project Name: Cost Centre: Project Budget: Reason to commence in 1Q2018 Regional Park 2017 Freshet Post Flooding Recovery Project 142 $172,300 These funds will be required to complete detailed design for the repairs to all impacted Regional Parks (Mission Creek Greenway, Mill Creek, Glen Canyon, Hardy Falls, Woodhaven, and Okanagan Centre Safe Harbour), 80% of these funds will be recoverable from Disaster Financial Assistance. Killiney Beach and Fintry Beach Access #1 (Boat Launch) 2017 Freshet Post Flooding Recovery Project Automated Park Gates Systems (2018/2019 Phased Program) 143 $70, $186,138 These funds will be required to complete detailed design for the repairs to both Killiney and Fintry. It is requested that these funds be received from Community Works Funds (Gas Tax), 80% of these funds will be recoverable from Disaster Financial Assistance. If automated gates in Phase 1 are installed in Q1 of 2018 then operational cost savings will be realized as the proposed Phase 1 parks (Regional Parks - North Zone, West Zone and 2 parks in the Central Zone) would no longer be required for inclusion in a rd party security services contract that is scheduled for implementation in in April The installation of Phase 1 and Phase 2 gates in 2018/ 2019 in concert with reduced annual security services contract operational costs will result in a projected capital cost recovery for this investment by Payment App Development for Crime Prevention & Alarm Control : $8, : $24,000 Note: ongoing licence of $8k per year thereafter Note: The budget amendment for this project is being presented at this Dec 11 th Board Meeting. Funds are required to develop a new payment app for alarm control. Time sensitive as new app functionality needed urgently to support program. 36

42 Board Approval for 1Q 2018 Capital Spend Report Page 7 Project Name: Cost Centre: Project Budget: Reason to commence in 1Q2018 Ellison Community Hall Furnace Repairs North Westside Fire Hall Stn 101 Water Main and Insurance Repairs 121 $6, Unknown Estimated up to $30k at this time. Amount could change. New HVAC maintenance report has identified mechanical issues to the furnace and heat pump equipment that need to be resolved. Due to a water main issue under the hall the structure has been compromised, requiring a new water line to the hall and repair work to the structure that is still being assessed. These are emergency works that must proceed as soon as possible. As allowed under the Act & Charter, the budget amendment will be done as soon as the full costs are known. Commitment to proceed is already under way. At this time, costs are not expected to exceed $30k. Reserves and insurance will cover the costs. 37

43 Board Approval for 1Q 2018 Capital Spend Report Page 8 Category 6 Year Budget Approved For: Status: Approval Sought: Partly budgeted in Additional Amount Being Added. Projects have been tendered are over budget. Seeking carryover of 2017 funds to 2018, plus addition of new funds for expenditure in 2018 (ahead of 2018 budget approval). Approval to make purchase commitment in Dec 2017, subject to receipt of further Federal/Provincial approvals relating to grants. Using 2017 approved budget funds, plus new 2018 amounts. Budget Amendment to be presented at this Board Meeting. Project Name: Cost Centre: 2017 Approved Budget Amount from 2017 Budget Remaining New Funds Requested, to be committed in Q Reason Falcon Ridge Reservoir and Water Treatment 303 $734,700 $572,433 $146,465 Separate Board Report has been submitted for these projects. Invitation to Tender was completed. Lowest compliant bidder exceeds our budget. Requesting additional funds ahead of 2018 budget so that contract commitment can be made. Alternative Recommendation: All projects listed under Categories 2, 4, 5 and 6 above could be delayed to be re-approved as part of the 2018 Budget Process, as no purchase commitment has been made. 38

44 Board Approval for 1Q 2018 Capital Spend Report Page 9 Category 1 Year Budget Approved For: 2017 APPENDIX A Status: Purchase already committed in 2017, but payments to occur into 2018 Approval Sought: None - for information only commitment must be carried forward and re-budgeted for * Budget carried into 2018 will not exceed the approved 2017 budget amount. Figure shown is the remaining budget amount as at November 30 th, Project Name: Cost Centre: 2017 Budget Budget Carried into 2018*: Reason for Continuation into 2018: Environmental Services: Falcon Ridge Intake WRWTP Outfall Expansion Killiney Beach Water System Improvements Westshore Reservoirs 303 $154,328 $60,689 Final invoicing for the project will occur in Q1, C/F = $2,693, $2,805, budget = 713,000 Note: new 2018 funds were approved under Financial Plan Amendment Bylaw No (November 27 th, 2017) 301 $2,722,861 $911,925 Final invoicing for the project will occur in Q1, $1,312,875 $376,328 Final invoicing for the project will occur in Q1, Variable Frequency Drive 305 $10,300 $10,300 Purchase committed. Delivery and payment will occur in Q1,2018. HVAC Upgrade (WRWTP) Solid Waste Transfer Station Design and Improvements 401 $159,000 $146, $40,600 $40,600 New HVAC unit is installed. Final invoicing for project will occur in Q1, Project commenced in Q4, 2017 and will continue in Q1, Centrifuge Control Panel (WRWTP) 401 $50,000 $50,000 Delta V Server Redundancy 401 $60,000 $60,000 Purchase committed. Delivery and payment will occur in Q1, Purchased committed. Delivery and payment will occur in Q1,

45 Board Approval for 1Q 2018 Capital Spend Report Page 10 Project Name: Cost Centre: 2017 Budget Budget Carried into 2018*: Vehicle Outfitting -Capsule 401 $29,073 $29,073 Vehicle Electrician truck F $89,223 $55,567 Clarifier Launder Brush 401 $20,000 $20,000 Fire Services: Turnout Gear 019 $4,010 $4,010 North Westside Firehall Lighting Upgrade Parks Services: 023 $7,336 $7,336 Reason for Continuation into 2018: Purchase committed. Delivery and payment will occur in Q1, Purchase committed. Delivery and payment will occur in Q1, Purchase committed. Brush delivery will occur in Q1, Purchase to be committed in 2017, delivery in Purchase commitment to occur in December Payment to occur in January Black Mountain/ sntsk il ntən Regional Park Fencing Project Phase 2 Woodhaven Heritage Building Assessment Visitor Services Registration Software Bellevue Creek Intake and Dike Improvement Project at Woodhaven Joe Rich Community Hall Kitchen Upgrades Joe Rich Community Hall Renovations Ellison Heritage Community Centre Exterior Stair Replacement 142 $101,500 $101, $10,150 $7, $15,225 $15, $300,000 $90, $9,275 $9, $48,355 $48, $101,500 $101,500 Contract to be executed in December 2017, and work to commence in Q1 Consulting contract issued and continues into RFQ issued in Q4 2017, implementation in Q Project commenced in Q and expected to potentially carry over into Project is currently in progress, works to continue into Q1. Project is currently in progress, works to continue into Q1. Project deferred as a result resource restrictions from flood and fire situations. RFP to commence in Dec

46 Board Approval for 1Q 2018 Capital Spend Report Page 11 APPENDIX B Category 3 Year Budget Approved For: 2017 Status: Approval Sought: Purchase not yet committed. Will seek carryover and re-approval of budget in 2018 with commitment in 2Q-4Q. None- for information only. Will be reviewed via 2018 budget process along with any new priorities. Project Name: Cost Centre: Budget Carried Forward to 2018: Reason for carryover to 2018 Goats Peak Habitat Restoration Project 142 $117,003 Working with the City of West Kelowna to identify a suitable project for expenditure of restoration funds. Rose Valley Volunteer Trail Support Container 142 $25,000 Developing volunteer trail support at Rose Valley. Anticipate implementation in Q2. Woodhaven Security Contractor Residence Repurposing for Public Programming Traders Cove Park Improvements Regional Park Information Plaza and Accessible/Age Friendly Trail at Mission Creek 142 $20, $15, $20,300 Implementation of recommendations from Heritage Consultant and Repurpose of building. Consultant support for development of Park Improvement Design. Project did not start due to flood and fire issues. Project delayed due to awaiting on word of success on an accessibility grant. To proceed in Mission Creek Security Contractor Residence Repurposing/Programming Kopje Security Contractor Residence Repurposing Computerized Maintenance Management System 142 $15, $5, $34,510 Determining appropriate repurposing uses for structure and in discussions with potential partners. Project delayed due to resource pressures from flooding and fire events in the summer of Would like to proceed with project in Q2. As part of the Asset Management program parks would like to proceed with a system to assist management of resources and assets. 41

47 Board Approval for 1Q 2018 Capital Spend Report Page 12 Project Name: Mill Creek Regional Park Fuel Modifications Shannon Lake Regional Park - Trail Completion Killiney Beach Park Roadway Upgrades/Maintenance Star Park Trail Connection to Trepanier Brigade Trail (Peachland to Summerland) Westshore Estates Community Park Completion Joe Rich Community Park Irrigation Upgrades Cost Centre: Budget Carried Forward to 2018: 142 $64, $5, $50, $30, $50, $7, $10,150 Reason for carryover to 2018 Delayed due to resource pressures in Delayed due to resource pressures and high lake levels. Due to flooding and recovery operations, proposed to combine funds with additional CWF/DFA funding to complete park repairs (road, dock, boat launch) Delayed due to resource pressures from flooding and fire events in the summer of Would like to proceed with project in Q2. Continue to work with WFN and Province to secure crown tenure. Delayed due to resource pressures and high lake levels. Delayed due to resource pressures in

48 TO: FROM: Regional Board Andy Brennan Purchasing Manager Regional Board Report DATE: December 6, 2017 SUBJECT: Information Report Purchase Commitments >$100,000 during 3Q 2017 Voting Entitlement: All Directors Unweighted Corporate Vote Simple Majority LGA Purpose: To report all purchase commitments exceeding $100,000 during 3Q 2017 in accordance with section 4.6 of the Board s Purchasing Policy. Executive Summary: Those purchase commitments exceeding $100,000 made during 3Q 2017 were as follows: Contract Contract Awarded To Contract Value (excl. taxes) WRWTP Air Handling Unit Replacement (#T17-361) Competitive Process Followed Kimco Controls Ltd $104,716 Invitation to Tender RECOMMENDATION: THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy, receive for information the report on the purchase commitments which exceeded $100,000 made during the third quarter, ending September 30, Respectfully Submitted: Approved for Board Consideration Andy Brennan Marilyn Rilkoff Brian Reardon, CAO Purchasing Manager Director of Financial Services 43

49 TO: FROM: Regional Board Ron Fralick Manager of Development Services Regional Board Report DATE: December 4, 2017 SUBJECT: Ministry of Energy, Mines and Petroleum Resources Referral Application Ministry File: (Our File: GREX-17-01) Paradise Sand and Gravel Ltd. Applicant Lot 2, DL 1380 Plan KAP ODYD & North Portion of Lot 12, DL 1380, Plan ODYD 4543 Trepanier Road (Central Okanagan West Electoral Area) Voting Entitlement: All Directors Unweighted Corporate Vote Simple Majority LGA Purpose: To consider a Ministry of Energy, Mines and Petroleum Resources referral application to permit expansion of an existing sand and gravel quarry operation. Executive Summary: The applicant is requesting an expansion of the existing sand and gravel quarry operation on Lot 2, DL 1380 Plan KAP ODYD; to include the north portion of Lot 12, DL 1380, Plan ODYD. The expansion area is +/ ha (1.26 acres). Subsequent to a previous referral application to expand operations, a license of approval was issued by the Province in 2006 which proceeded without support from the Regional Board. Since this time, the 2013 Aggregate Supply and Demand Update & Analysis Report was completed for the Central Okanagan to guide the review of these applications. RECOMMENDATION: THAT the Regional Board conditionally support Ministry of Energy, Mines and Petroleum Resources referral application for the expansion of the Paradise Pit sand and gravel quarry operation subject to the following being addressed prior to issuance of, or applied as conditions to approval: Recommendations from the Peachland Watershed and Source Protection Plan (Golder, 2010) and Best Management Practices to protect source water are followed; Further sediment and erosion control measures be taken to mitigate the impacts that stormwater/overland runoff have at the Trepanier Road and Paradise Valley Road intersection; Gravel trucks should only enter the District of Peachland municipally owned roads when they are delivering product to Peachland addresses; Commissioning of a Greenhouse Gas Assessment and Reduction Strategy; 44

50 Ministry of Energy and Mines Referral Application Our File: GREX Page 2 Completion of and adherence to a comprehensive drainage, sediment and erosion control plan prepared by a qualified professional, including on-going monitoring to ensure there are no detrimental impacts to Trepanier Creek; the plan is to ensure that any culverts under Trepanier Road have sediment control measures implemented downstream of the culvert outlets; Submission of a more detailed and progressive, phased reclamation plan including reporting methods and adequate performance bond to cover reclamation; Construction and maintenance of secure fencing clearly marking the covenant area on Lot 12 to ensure that it remains undisturbed; Approval is granted on an incremental basis for a maximum of five years initially. Extension to this time frame not be considered unless the applicant demonstrates that all conditions of the original permit are being adhered to; Operations be confined to the hours of 8:00 am to 5:00 pm, Monday to Friday excluding holidays; A biologist be consulted to complete a wildlife habitat reclamation plan that takes into account the local Mule Deer Winter Range; and Noise Control Plan using current Best Management Practices. AND FURTHER THAT the Development Services Report dated December 4, 2017 be forwarded to the Ministry of Energy, Mines and Petroleum Resources for their information. Respectfully Submitted: R. Fralick, MCIP, RPP Manager of Development Services Prepared by: Danika Dudzik, Environmental/Land Use Planner Approved for Board s Consideration Brian Reardon, CAO 45

51 Ministry of Energy and Mines Referral Application Our File: GREX Page 3 Implications of Recommendation: Strategic Plan: Conditionally supporting the referral application complies with Strategic Priorities Plan, Strategic Priority 3: Nurture Responsible Growth and Development. Policy: Conditionally supporting the referral application complies with Regional Growth Strategy Bylaw No Brent Road / Trepanier Official Community Plan Bylaw No Background: The applicant, Paradise Sand & Gravel Ltd. proposes to expand the current sand and gravel extraction mine currently located on Lot 2, DL 1380 Plan KAP ODYD. The expansion area is proposed to the west of the existing pit, located within Lot 12, DL 1380, Plan ODYD. Proposal: The proposed works on site will include excavating sand/gravel deposits and crushing and screening. The proposal is to operate year round, with various operating functions within a seasonal schedule from 7:00 a.m. to 7:00 p.m. The proponents intend to extract 59,000 tonnes of material annually with a proposed finish date of A reclamation program is in place and ongoing reclamation works will be continuous. The intent of the referral application is to permit a pit expansion (identified below as grey) for an area of +/ ha (1.26 acres) to the west of the existing pit (identified below as brown). The remaining area in green represents un-reclaimed lands. Figure 1: Site Plan Prepared by WSP History for Aggregate Tenure: Prior to the 2013 Aggregate Supply and Demand Update & Analysis prepared by EBA for the Regional District of Central Okanagan, there was a lack of guidance and consistency for local government reviewing Mines Act referrals. Consequently, this led to frustration from community members residing near these sites. There was also concern and frustration with the sand and gravel extraction approval process throughout the region. As part of the 2013 report a site suitability assessment (SSA) template was prepared to inform the review of aggregate referral applications. 46

52 Ministry of Energy and Mines Referral Application Our File: GREX Page 4 The Regional District of Central Okanagan previously considered a similar sand and gravel referral application (File: GREX-06-03), which was in conjunction with an earlier referral application (File: GREX-05-01) to permit a sand and gravel mine operation within the vicinity of the Aggregate tenure for Paradise Pit. The 2006 referral application, to consider an amendment to the Paradise Pit Reclamation Permit and enlarge the operation was not supported by the Regional Board at the July 9, 2007 meeting. The Board passed the following resolution, however the proponents received approval of a License from the Province for quarrying purposes despite the recommendation by the Regional Board: #277/07 THAT the Regional District of Central Okanagan recommends to the Ministry of Energy, Mines and Petroleum Resources that the application to amend the Paradise Pit Reclamation Permit and to enlarge the operation not be supported for the following reasons: Gravel extraction is not a use permitted under Land Use Contract 277; Crushing and screening are not permitted uses within the current RU-2 zone of the Regional District s zoning bylaw; Incremental negative impacts arising from the density of existing permitted and proposed gravel operations in the immediate vicinity within the confined Trepanier Valley; and Proximity to residences, fish bearing stream, domestic wells and surface water intakes. AND THAT should the Ministry of Energy, Mines and Petroleum Resources amend the Paradise Pit Reclamation Permit (GREX-06-03) and enlarge the operation for Paradise Sand and Gravel Ltd, that it be conditional upon the following: Commissioning of a visual quality assessment from Okanagan Connector Highway 97C; Commissioning of an air quality management strategy for the Trepanier Valley with respect to the density of gravel operations currently permitted and proposed within the confines of the valley; Commissioning of a water quality and hydrology study for the Trepanier Valley with respect to the number of current and proposed gravel operations; Completion of and adherence to a comprehensive drainage, sediment and erosion control plan prepared by a qualified professional, including on-going monitoring to ensure there are no detrimental impacts to Trepanier Creek; Demonstration that adequate dust control measures are in place; Submission of a progressive, phased reclamation plan and adequate performance bond to cover reclamation; Incorporation of recommendations from referral agencies; Construction and maintenance of secure fencing clearly marking the amended covenant area to ensure that it remains undisturbed; Operations be confined to the hours of 8:00 am to 5:00 pm, Monday to Friday excluding holidays; and Meaningful consultation with neighboring property owners. AND FURTHER THAT the provision of a temporary access over a portion of the covenant area abutting the south west corner of Lot 1 be supported subject to a 3:1 replacement of the area impacted, and the replacement area is to be secured by covenant protecting steep slopes and visual quality on upper portions of Lot 13; AND FURTHER THAT the Planning Services Department Report dated July 4, 2007 be forwarded to the Ministry of Energy, Mines and Petroleum Resources for their information. CARRIED 47

53 Ministry of Energy and Mines Referral Application Our File: GREX Page 5 Regional Growth Strategy Bylaw No Policy No : Support the protection of the rural areas that offer a rural lifestyle choice. Policy No : Encourage access to and opportunity for development of Crown resources and rural land that provide economic opportunities that contribute revenues to support community social, health, education and transportation services for the citizens of the Central Okanagan while having minimal impacts to the land, wildlife, and sensitive environmental areas. Policy No : Support the continued exchange of information with provincial agencies on future land use decisions that impact the interface of the boundaries of crown land adjacent to municipalities and regional districts and best management practices for resource extraction to minimize negative impacts in the Region (e.g., truck traffic, environmental considerations, land use conflicts, nuisances. Policy No : Encourage the examination of future land use designations that consider the Region s aggregate resource based on the site suitability checklist prepared in the Aggregate Supply and Demand Update (2013). Policy No : Continue efforts to improve air quality by supporting the Regional Air Quality Management Plan. Brent Road / Trepanier Official Community Plan Bylaw No Part 2, Section 4.2.1, Policy No.8: Provincial resource development activities will be supported in this designation subject to Best Management Practices and compatibility with tenure holders and neighbouring land uses Part 2, Section 5.1.1, Policy No. 11: Encourage and support the analysis of ground water hydrology, in areas with high water tables or identified aquifers, and require environmental assessments in advance of considering zoning amendments for uses such as heavy industrial, mining, fuel storage and/or sewage containment. Part 2, Section 5.1.1, Policy No. 13: Recommend that Provincial land and water Managers manage the drainage areas by controlling access to community water supplies and intakes, limiting development including resource leases with the maintenance of water quality and quantity as prime considerations. The community water supply should be protected. Part 2, Section 5.1.2, Policy No. 22: Encourage the maintenance and protection of natural linkages. Protect as open space those lands, which are riparian areas, ravines, steep slopes and sensitive ecosystems in a way that provides for overall ecosystem connectivity in the Brent Road and Trepanier area, especially between parks. Part 2, Section 7.2, Policy No.1: Support a proactive leadership role for the Regional District in economic development. Part 2, Section 7.2, Policy No.7: Encourage the provincial government to provide permits for aggregate and timber extraction only in accordance with Provincial Best Management Practices, a detailed environmental review and neighbourhood impact review. Recognize that aggregate extraction has road safety, noise and air quality impacts on nearby rural residential areas. 48

54 Ministry of Energy and Mines Referral Application Our File: GREX Page 6 Site Context: The subject lands are located within the Brent Road / Trepanier Official Community Plan (OCP) Bylaw No and identified within the Future Land Use Map as Rural Residential. The OCP identifies Paradise Pit as one of the four mineral aggregate tenures suitable for sand and gravel extraction within the OCP plan boundary. In accordance with Bylaw No the expansion area is subject to Sensitive Terrestrial Ecosystem, Hillside, and Wildfire Development Permit Area provisions. Additional Information: Applicant: Paradise Sand and Gravel Ltd. Legal: Lot 2, DL 1380 Plan KAP ODYD & North Portion of Lot 12, DL 1380, Plan ODYD Area Size: Sand and gravel expansion is proposed within +/ ha (1.26 acres) area. Existing Use: RU2 Rural 2 Existing Aggregate Operation & LUC 277 (Vacant/Rural Residential) Surrounding Uses: North: South: East: West: A:L.R.: Fire Protection: Crown Land Trepanier Road and Trepanier Creek Maxwell Road / Vacant LUC 277 (Vacant / Rural Residential) Not within the A.L.R. Not within the Brent Road Fire Protection Area The property is located adjacent to a fish-bearing stream (Trepanier Creek), and located upstream of a community water intake (District of Peachland). AGENCY REFERRALS/TECHNICAL COMMENTS: District of Peachland staff advises that District of Peachland Council does not support the application to amend the Paradise Pit Reclamation Permit and to enlarge the operation as the subject property is located within the District of Peachland's watershed; in immediate proximity to the Trepanier Creek Water Intake. In the event that the aggregate expansion application is supported by the Regional Board the following conditions should apply: Demonstration of how detrimental impacts to Trepanier Creek will be mitigated; Gravel trucks should only enter the District of Peachland municipally owned roads when they are delivering product to Peachland addresses; Recommendations from the Peachland Watershed and Source Protection Plan (Golder, 2010) and Best Management Practices to protect source water are followed. District of Lake Country staff indicates that their interests are unaffected. City of West Kelowna staff concurs with previous recommendations identified in the RDCO Planning Services Department Report to the Regional Board dated July 4, 2007 regarding the existing aggregate operation on Lot 2, DL 1380 Plan KAP It was noted that in consideration of a proposed expansion to Paradise Pit, maintaining a buffer between the extraction area and Trepanier Road/Trepanier Creek is necessary to alleviate the environmental concerns associated with potential runoff into the watercourse. Further sediment and erosion 49

55 Ministry of Energy and Mines Referral Application Our File: GREX Page 7 control measures must be taken to mitigate the impacts that stormwater/overland runoff have at the Trepanier Road and Paradise Valley Road intersection. City of Kelowna Regional Air Quality Program staff identify one of the goals of the 2015 Central Okanagan Clean Air Strategy is reducing PM2.5 in the region. The proposal is a source of PM10 and PM2.5 and could have an impact on the wellbeing of the residents and the local air quality. Through various neighborhood associations, a few complaints regarding Fugitive Dust from similar operations were received in This has led to a request that local governments focus on how to regulate, prevent and control fugitive dust. It is requested that a Dust Management Plan that includes Preventive, Mitigative and Contingency Dust Control Measures with Thresholds / Triggers for Management be provided. Ministry of Transportation and Infrastructure staff advises that the proposed expansion to the existing sand and gravel operation must utilize the existing access provided to Lot 2, DL 1380 Plan KAP ODYD. There shall be no new access on Trepanier Road to accommodate the proposed expansion. Archaeology Branch Ministry of Forests, Lands, Natural Resource Operations and Rural Development staff advises according to provincial records there are no known archaeological sites recorded on either of the subject either properties. However, archaeological potential modeling for the area indicates there is the possibility for unknown/unrecorded archaeological sites to exist in this location. In the absence of a confirmed archaeological site, the Archaeology Branch cannot require the proponent to conduct an archaeological study or obtain a permit prior to development. In this instance it is a risk management decision for the proponent. RDCO Environmental Advisory Commission recommends support of the proposed referral application provided that the existing compensation plan, site management, and environmental monitoring continue to be carried out. It is recommended that all future referrals from the Ministry of Energy, Mines and Petroleum Resources include all documents pertaining to proposed reclamation plans. Further, on-going status updates on environmental rehabilitation initiatives associated with these operations would be appreciated. RDCO Planning Section staff notes the following: Regional Growth Strategy Bylaw No policies apply Brent Road / Trepanier OCP Bylaw No policies and objectives apply. Although the proposed expansion area is identified under Land Use Contract No. 277 and does not contemplate aggregate use, it is noted that in accordance with the Local Government Act, activities involving the mining of aggregates cannot be regulated by land use bylaws. A bylaw can regulate the use of land, buildings and structures, which includes permanent platforms for screening or crushing equipment. Therefore, the activities of extraction itself (ie: excavating and processing with mobile equipment) are not controlled by zoning or the respective Land Use Contract. In order to achieve consistency with the referral process that takes into consideration potential impacts to the local community and environment, the proposal was evaluated using the Aggregate Supply and Demand Update and Analysis Site Suitability Assessment (SSA) template. 50

56 Ministry of Energy and Mines Referral Application Our File: GREX Page 8 The referral application included provisions to mitigate visual sensitivity, dust control measures, response plan for hazardous waste, mine emergency response plan, and general silt and erosion control plan. There are several potential impacts that have not been identified or considered within the referral application. As per the SSA the following potential impacts are to be considered and addressed for the proposed expansion of the aggregate operation: Groundwater - Undertake an assessment of potential impacts to on-site and adjacent groundwater and mitigation plans; Adjacency - Noise Control Plan using current Best Management Practices; Greenhouse Gases - Provide a Greenhouse Gas Assessment and Reduction Strategy (using Assessment Tool for Aggregate Production online); and And outstanding mitigation and reclamation plans identified throughout the report. The items above have been included in the Recommendations regarding conditions of approval. External Implications: Jurisdiction for approving the application lies with the Province of BC. There is no formal RDCO public notification process required for aggregate referral applications. Alternative Recommendation: THAT the Regional Board not support Ministry of Energy, Mines and Petroleum Resources referral application for the expansion of the Paradise Pit sand and gravel quarry operation. AND FURTHER THAT the Development Services Report dated December 1, 2017 be forwarded to the Ministry of Energy, Mines and Petroleum Resources for their information. Considerations not applicable to this report: General Financial Considerations Organizational lssues Attachment(s): Location Map and Site Plan Subject Area Orthophoto Map Dust Mitigation Plan 51

57 SUBJECT AREA Proposed Expansion Area 52

58 NOW # legend USER: springsteads CTB: _mmm-partialcolour.ctb XREFS: DESN_ dwg LAYOUT: C100 IMAGES: PLOTTED: :28 PM FILE: w:\17m\ _paradise_pit\3_tech\3_cadd\3_sheets\site_plans.dwg PARADISE VALLEY DRIVE TREPANIER ROAD MAXWELL ROAD no issue: drawn by: designed by: checked by: approved by: scale: filename sheet no date project no. drawing no. C100 revision description ISSUED FOR INFORMATION date: LANDMARK II KELOWNA, BC V1Y 9S4 TEL: FAX: PARADISE GRAVEL PIT CENTRAL OKANAGAN SITE PLAN CIRCA MARCH 2017 revision no. 8 by ISSUED FOR INFORMATION 53

59 ORTHOPHOTO e xw Ma ll R Proposed Expansion Area d Trepanier Rd Parad ise Va lle y Dr Existing Mine # File: GREX :4, Drawn by: JM Date: Oct. 23, 2017 Lot 2, Plan KAP 91594, DL 1380 ODYD and North Portion of Lot 12, Plan 33145, DL 1380 ODYD m