REGULAR MEETING OF CITY COUNCIL CITY HALL, A STREET, DAWSON CREEK MONDAY, MAY 12, 2014 AT 8:30 AM. AGENDA

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1 REGULAR MEETING OF CITY COUNCIL CITY HALL, A STREET, DAWSON CREEK MONDAY, MAY 12, 2014 AT 8:30 AM. Page AGENDA 1. CALL MEETING TO ORDER 2. NEW/COUNCILLOR BUSINESS 3. MINUTES Minutes of the Regular Meeting of Council (April 28, 2014) for adoption Minutes of the Budget Meeting of Council (April 28, 2014) for adoption. 4. BUSINESS ARISING 5. CORRESPONDENCE Letter from Peter Rantucci, General Manager, Regional Transit Systems, BC Transit (April 29, 2014) re: Request for approval of transit term extension Letter from Clinton Shane Ekdahl, Founder of "Day of the Honey Bee" (April 29, 2014) re: various requests regarding Day of the Honey Bee Letter from Tracy Krauss, art teacher and artist (April 26, 2014) re: concern of cancellation of Visual Arts program. 6. DELEGATIONS (9:00 A.M.) Shirley Grayston, Gloria Carlstad, Bill and Lorraine Lawrence in attendance re: Norwegian Constitution Day request to fly Norwegian Flag Page 1 of 126

2 Page REGULAR COUNCIL MEETING MONDAY, MAY 12, 2014 May 17th. 6.2 Lonnie Shoop and Sgt. West in attendance for Appeal Hearing re: Decline of application for Chauffeur License. (9:30 am) 7. REPORTS Report No from the Chief Financial Officer re: 2013 Draft Financial Statements Report No from the Director of Corporate Administration re: Smoke Free Public Places Report No from the Director of Corporate Administration re: Communications Plan Report No from the Director of Corporate Administration re: Residential Develpment Committee Report No from the Deputy Director of Infrastructure and Sustainable Development re: Infraction of Bylaw Report No from the Deputy Director of Community Services re: 2014 City Hall Flooring Capital Project. 8. BYLAWS 8.1 Financial Plan Bylaw No. 4201, 2014 for consideration of adoption. 8.2 Tax Rates Bylaw No. 4202, 2014 for consideration of adoption. 8.3 Local Area Service Parcel Tax Roll Preparation Bylaw No. 4209, 2014 for consideration of adoption. 8.4 Local Area Service Parcel Tax Bylaw No. 4210, 2014 for consideration of adoption. 9. MAYOR'S BUSINESS 9.1 Temporary Foreign Worker Program. 9.2 Northern Development Initiative Trust- Economic Development Capacity Page 2 of 126

3 Page REGULAR COUNCIL MEETING MONDAY, MAY 12, 2014 Building Funding. 9.3 Sure Water Forum. 9.4 North Central Local Government Association. 9.5 Intersection improvement at Alaska Highway and 17th Street. 10. DIARY 10.1 Calvin Kruk Centre for the Arts Update. 11. CONSENT CALENDAR Consent Calendar items to be received: 1. Letter from Derek R. Corrigan, Mayor, City of Burnaby (April 16, 2014) re: Resolution in response to the alteration of the ALR by the Provincial Government. 2. Letter from Malcolm D. Brody, Mayor, City of Richmond (April 29, 2014) re: Agricultural Land Reserve decision. 12. STRATEGIC PRIORITIES CHART Strategic Priorities Chart. 13. QUESTION AND ANSWER PERIOD 14. COMMITTEE OF THE WHOLE (11:00 A.M.) 15. MEDIA QUESTION PERIOD 16. RECESS TO CLOSED MEETING 16.1 Resolution to move into the Meeting of Council Closed to the Public. Agenda Items Section 90 (1) (k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages` Agenda Items Section 97 (1) (b) Minutes - as previously noted. Agenda Item 6.1- Section 90 (1) (j) `Information that is prohibited under the Freedom of Information and Protection of Privacy Act` Agenda Item 6.2- Section 90 (1) (g) `Litigation or potential litigation Page 3 of 126

4 Page REGULAR COUNCIL MEETING MONDAY, MAY 12, 2014 affecting the municipality` 17. RECONVENE TO OPEN MEETING TO ADJOURN Page 4 of 126

5 ITEM 3.1 MINUTES OF THE REGULAR MEETING OF CITY COUNCIL City Hall, A Street, Dawson Creek, BC on MONDAY, APRIL 28, 2014 COUNCIL PRESENT Mayor Dale Bumstead- Chair Councillor Charlie Parslow Councillor Sue Kenny Councillor Terry McFadyen Councillor Duncan Malkinson Councillor Shaely Wilbur STAFF PRESENT Jim Chute, Chief Administrative Officer Shelly Woolf, Chief Financial Officer Brenda Ginter, Director of Corporate Administration Tyra Henderson, Recording Secretary ABSENT Councillor Cheryl Shuman ALSO IN ATTENDANCE Josh Anderson, New Harvest Media Andrea Dion, CJDC News Jonny Wakeham, Alaska Highway News Jill Earl, Northeast News Kathleen Connolly, Dawson Creek Chamber of Commerce Brad Lyons, Northern Lights College Communications Officer Dwayne Stewart, Item 6.5 Susan Johnston, Item CALL MEETING TO ORDER Mayor Bumstead called the meeting to order at 8:30 am. 2. NEW/COUNCILLOR BUSINESS April 14, 2014 Minutes Seals Swim Meet 3. MINUTES 3.1 MCFADYEN/MALKINSON, That the Minutes of the Regular Meeting of Council (April 14, 2014) be adopted. CARRIED 4. BUSINESS ARISING 5. CORRESPONDENCE 5.1 PARSLOW/WILBUR, That the letter from Julianne Sellmeyer, President, Dawson Creek Seals Swim Club (April 18, 2014) re: Annual Invitational Swim Meet be received; further, that Council authorize overnight parking for meet participants during the Swim Meet May 30 th June 1 st in the Kenn Borek Aquatic Centre parking lot and direct staff to provide garbage bins, barricades, and picnic tables for the event. CARRIED Page 5 of 126

6 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 2 of 8 Air Liquide 5.2 PARSLOW/MCFADYEN, That the letter from Ozhan Yamac, Dawson Creek Plant Manager, Air Liquide (April 22, 2014) re: Environmental Protection Notice be received for information. In response to Councillor Parslow, the Chief Administrative Officer suggested that the City is not aware of the total emissions in the community and that perhaps the Energy Manager could provide a comparison of the emission levels noted in the letter to the City s emissions for Council s reference. CARRIED 6. DELEGATIONS (9:00 A.M.) The Chair varied the agenda at 8:40 am to continue with regular agenda items prior to delegations scheduled for 9:00 am. DVP Clock Agmt. 7. REPORTS 7.1 PARSLOW/WILBUR, That Report No from the Director of Infrastructure and Sustainable Development re: Development Variance Permit No for Jonathan Eagles, requesting the combined maximum floor area for accessory buildings be increased from 70 square metres to 81.8 square metres at 9129 Calverley Crescent, be received; further, that Development Variance Permit No be refused on the basis that the building will alter the residential character of the neighbourhood. CARRIED 7.2 MCFADYEN/KENNY, That Report No from the Deputy Director of Community Services re: Memorial Arena Concession and Time Clock Lease Agreement be received; further, that Council direct staff to separate the Memorial Time Clock from the Memorial Concession Agreement and issue a request for proposals for a concession operator; further, that the Memorial Arena Time Clock agreement between the City of Dawson Creek and the Dawson Creek Minor Hockey Association be approved for a five year term commencing April 1, 2014 and ending March 30, CARRIED In response to Councillor Malkinson, the Chief Administrative Officer advised that the Leisure Access Policy does not apply to this agreement as it is a long standing agreement with little relevance of a public/private good differentiation. The clock was originally not a City asset though now it is considered a fixture of the rink. Budget Variance Rack Em' Up 7.3 WILBUR/MCFADYEN, That Report No from the Chief Financial Officer re: March 31, 2014 Consolidated Budget Variance Report be received for information. CARRIED MALKINSON/KENNY, That Report No from the Deputy Director of Infrastructure and Sustainable Development re: Rack Em Up Business License Suspension be received and the business license reinstatement be considered. CARRIED Page 6 of 126

7 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 3 of 8 Business Lic. Animal Control Officer Parking Bylaw 4214 Loan Auth Bylaw 4199 Loan Auth Bylaw 4216 Local Area Service PARSLOW/MCFADYEN, That the Rack Em Up Business License be reinstated based on the operational business parameters noted below, as agreed to in writing by Mr. Kisch: 1. The shed on the property will remain locked and only be accessible by the current landlord, Wade Benning. Mr. Benning plans to sell, move or dismantle the shed as soon as weather permits. 2. There are to be no further illegal activities on the property. 3. Drug free zone signs will be placed on the property. 4. There will be an additional inspection of the business by the Building Department and the Fire Prevention Officer. 5. If it is determined by the RCMP that further illegal activities are happening on the property, the business license will be permanently revoked in accordance with Bylaw 3758, Section 10, Part 1 (c) and (e) and an appeal would not be considered. CARRIED 7.5 MALKINSON/WILBUR, That Report No from the Director of Corporate Administration re: Appointment of Bylaw Enforcement Officer - SPCA be received; further, that Aaron Avey be appointed as a City Bylaw Enforcement Officer and the appointment of Shannon Kowal be rescinded. CARRIED 8. BYLAWS 8.1 MALKINSON/KENNY, That Parking Bylaw No. 4214, 2014 be adopted. CARRIED 8.2 MCFADYEN/KENNY, That Report No from the Director of Corporate Administration re: Loan Authorization (Sewer Trunk Line 2014) Bylaw No. 4199, 2014 be received; further, that as approval from the electors has been received through the alternate approval process; that Loan Authorization Bylaw No. 4199, 2014 be adopted. CARRIED 8.3 PARSLOW/WILBUR, That Report No from the Chief Financial Officer re: Loan Authorization Bylaw No be received; further, that Loan Authorization (2014 Sidewalk Replacements) Bylaw No. 4216, 2014 be given first three readings and staff be directed to forward the Loan Authorization Bylaw to the Ministry for approval; further that the deadline for elector response forms be set for at least 30 days after the second advertisement is published; and further that the elector response form attached to the report be approved. CARRIED 8.4 MALKINSON/KENNY, That Report No from the Director of Corporate Administration re: Local Area Service Bylaws be received; further, that Local Area Service Parcel Tax Roll Preparation Bylaw No. 4209, Parcel Tax Bylaw No. 4210, Local Area Service Establishing Bylaw No. s 4211, 4212 and 4213, and Loan Authorization Bylaw No be given first three readings; further that staff be directed to forward the Loan Authorization Bylaw and the Local Area Service Establishing Bylaws to the Ministry for approval; further that the deadline for elector response forms be set for at least 30 days after the second advertisement is published; and further that the elector response form attached to the report be approved. CARRIED Page 7 of 126

8 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 4 of 8 Vary agenda NLC Visual Arts Program The Chair varied the agenda and returned to scheduled delegations at 8:58 am. 6. DELEGATIONS 6.1 Kit Fast, Dawson Creek Art Gallery and Barbara Swail, South Peace Art Society spoke to Council regarding the cancellation of the Visual Arts program at the NLC. Mr. Fast spoke strongly in support of the continuation of the program in the community, as it serves the entire region, provides economic impact and diversity to graduates, and supports the vibrant arts community that the City is known for. He suggested that the Art Society wishes to create a dialogue with the college, City and Province about the impact the cancellation will have on the community. Ms. Swail suggested that the City is losing one of its key pillars of cultural sustainability and capacity and stated that she has lived in many communities, none of which had such a vibrant and powerful arts community as Dawson Creek, thanks in part to the Visual Arts Progarm. She urged Council to support the reinstatement of the program to maintain the cultural component of our changing and growing community. Ms. Swail stated that the Art Society will meet with the Peace River Regional District and has already contacted the MLA. She asked for the City s support to meet with the college to suggest alternatives and identify alternative funding sources that may be available through the energy industry, which often provides funding for the communities in which they work. Mayor Bumstead thanked the delegation for attending and advised that Council would consider how the City can be involved. Drinking Water Week Clean Up Campaign 6.2 Mayor Bumstead proclaimed May 4-10, 2014 as Drinking Water Week in Dawson Creek. Crystal Brown, John Kalinczuck, and Melanie Turcotte spoke about the many events planned to celebrate Drinking Water Week. Ms. Brown thanked the City of Dawson Creek for their efforts to provide and promote safe, clean drinking water for all. 6.3 Tara Mayoros and Erin Oliver provided Council with an update on the Annual Clean Up Campaign and Swap and Shop that will be held on May 10, Ms. Mayoros thanked the Rotary Clubs that have volunteered once again to pick up yard waste for seniors, and stated that groups are still needed to assist with the clean-up day on May 10 th, as sixty areas have been identified and about forty groups are currently registered. RECESS: Mayor Bumstead declared a brief recess at 9:30 am. RECONVENE: The Chair reconvened the meeting at 9:35 am. Energy Mgr update 6.4 Matthew MacWilliam, City Energy Manager provided Council with an update on the Dawson Creek Energy Management Program over the past two years. He noted the many positive steps taken to improve operational efficiencies resulting in decreased energy usage and in some instances, cost savings in many City facilities despite increasing utility costs. Page 8 of 126

9 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 5 of 8 Development Issues storm water ponds DCC charges 6.5 Dwayne Stewart attended to discuss the Official Community Plan with Council, particularly as it addresses storm water management and the Harvest View/Sunset Ridge neighbourhood plan. He asked that the City consider some mechanism to trigger access to the lands designated for storm water detention that are owned by other owners and are required by his company to continue development of their properties according to the plan. He suggested that Council purchase the property for the infrastructure and then assess a latecomer fee to future developers within the planned area to recoup the costs of land acquisition. Mr. Stewart also requested that developments planned by his company prior to implementation of the Development Cost Charge bylaw be exempt from that bylaw. He noted that his company is constructing the water line to and from the new reservoir, at its own cost, and asked Council to consider this contribution when considering his request for development cost charge exemption. The Chair thanked Mr. Stewart for the information and advised that Council would contact him once a decision had been made. Parking Bylaw Parking bylaw 6.6 Susan Johnston addressed Council regarding the towing of her vehicle in the winter of She advised that she parked her vehicle in front of th Street on February 20 th, and when she returned to the community on April 17 th, her vehicle had been towed. Ms. Johnston requested that Council reimburse her for the towing bill as there was no visible signage to alert motorists of the 24 hr. maximum parking and as she was not notified following her vehicle being towed, as required by the bylaw. The Chief Administrative Officer confirmed that the 24 hr. limit on parking is enforced by complaint only but 13 th Street receives additional snow removal for emergency vehicle access and therefore is posted no parking whenever overnight snow removal efforts are scheduled. Mayor Bumstead thanked Ms. Johnston for the information and advised that Council would contact her once a decision had been made. He resumed the agenda at Item 9 at 10:24 am. 9. MAYOR'S BUSINESS 9.1 Councillor Parslow declared a conflict due to his position on the Board of the Society for Community Living and left the meeting at 10:25 am. Peace River Haven Mayor Bumstead briefed Council on the letter sent to Northern Health requesting that they delay the sale of Peace River Haven and consult with interested community groups and affected municipalities. The Chief Administrative Officer advised that the Mayor of Pouce Coupe was aware of the proposed letter but was unable to get approval from his Council prior to its issuance. He noted that Mayor Bumstead exercised his authority as economic development officer to support the letter and that should Council concur, a motion of ratification would be in order. Peace Haven sale MCFADYEN/MALKINSON, That the Council of the City of Dawson Creek endorse the letter sent to Northern Health requesting deferral of the sale of Peace Haven pending community and stakeholder consultation. CARRIED Page 9 of 126

10 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 6 of 8 Councillor Parslow returned to the meeting at 10:27 am. Budget Consultation 9.2 Mayor Bumstead reminded Council and the community of the Budget Public Consultation on Tuesday, April 29, 2014 at 7:00 pm at O Brien Gym. Sure Water Phase Mayor Bumstead reminded Council and the community of the public consultation regarding water on May 8 th at 5 pm at the Encana Events Centre. Mayor's Caucus 9.4 Mayor Bumstead noted his attendance at Mayor s Caucus meetings in Cranbrook where he had the opportunity to meet colleagues from across the Province and discuss areas of mutual concern. Grandstands 9.5 Mayor Bumstead provided Council with an update on the reconstruction of the Exhibition Grounds grandstands. He noted that the project is well underway and anticipated to be complete in time for the annual Fall Fair. Visual Arts Program 9.6 Mayor Bumstead initiated discussion regarding the cancellation of the Visual Arts Program at Northern Lights College. He suggested that Council should meet with college representatives to fully understand the financial funding model for the college and how they interact with the Provincial Government. He suggested that once Council understands the situation, they could write to the MLA and the Minister of Education in support of the program. Councillor Parslow suggested that the advisory board suggested by Mr. Fast during his presentation may be a great idea whose time has passed, as there was little consultation to this point and the decision has now been made. He also suggested that Council needs to have a dialogue with the Board that made the decision, not the college staff. Councillor Wilbur also stated her concern with the lack of awareness of the impending decision a year ago, which would have allowed the groups opposing the decision to come forward much earlier and have more influence on the decision. NLC Visual Arts program Storm Water & DCC charges MCFADYEN/WILBUR, That staff be directed to invite the Northern Lights College Board to meet with Council to discuss program funding and allocation parameters; further, that following that meeting, that the Mayor be authorized to write to MLA Bernier and the Minister of Advanced Education about the importance of the program to the community and appealing its discontinuation. CARRIED 9.7 Mayor Bumstead initiated discussion on the requests from Dwayne Stewart regarding storm water detention requirements in the Official Community Plan and development cost charges. PARSLOW/MALKINSON, That staff be directed to prepare a report for Council regarding the storm water detention issue and the waiver of development cost charges including recommendations where available and appropriate, for Council consideration. CARRIED Page 10 of 126

11 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 7 of 8 Development concerns 9.7 continued The Chief Administrative Officer suggested that Council will see two reports, as the one issue involving land acquisition is properly discussed at an In-Camera meeting, and the second report will address the regulations around development cost charges. He also noted that the storm water detention ponds are not to be considered an aesthetic feature of a park area, as the area in question has been an agricultural area for many years which absorbs water and once fully developed will be hard surfaced creating storm water catchment requirements. 9.8 Mayor Bumstead initiated discussion regarding the parking bylaw issue raised by Susan Johnston. Parking Bylaw process PARSLOW/WILBUR, That staff be directed to provide Council with a summary of the notification requirements and process required by the parking bylaw and information regarding the process that was followed in Ms. Johnston s situation. Councillor McFadyen suggested that this is a one-off situation and that Council should consider reimbursing Ms. Johnston for the impound fees. Councillor Parslow cautioned Council against setting a precedent and stated that he is particularly interested in whether the RCMP or the owner were notified, according to the bylaw. The Chair called the Question to the Motion: 10. DIARY CARRIED Consent calendar 11. CONSENT CALENDAR 11.1 MALKINSON/WILBUR, That the following consent calendar item be received for information: 1. Report No from the Director of Corporate Administration re: Items to be released from previous In-Camera minutes. CARRIED 12. STRATEGIC PRIORITIES CHART 13. QUESTION AND ANSWER PERIOD RECESS: The Chair declared a recess at 11:00 am. RECONVENE: The Chair reconvened the meeting at 11:05 am. Department reports 14. COMMITTEE OF THE WHOLE REPORTS Department Heads including Staff Sergeant MacDonald, Fire Chief Smith, the Director of Corporate Administration, Chief Financial Officer, Director of Infrastructure & Community Development, and the Director of Community Services provided Council with updates on the activities of their respective departments during April Page 11 of 126

12 ITEM 3.1 Minutes of the Regular Meeting of City Council - April 28, 2014 Page 8 of MEDIA QUESTION PERIOD 16. RECESS TO CLOSED MEETING No Closed to the Public meeting was held this date. The Chair recessed the meeting at 11:43 am until after the Budget Meeting scheduled for 1:00 pm. Watershed Steward RECONVENE: 6.7 The Chair reconvened the meeting at 1:15 pm to hear the delegation of Reg Whiten, Watershed Steward, regarding the Kiskatinaw Watershed program. Mr. Whiten provided Council with information learned to date about the watershed in general, the recharge of Bear Hole lake, and the many technical studies ongoing to further understanding of the watershed and its capabilities. He made recommendations to Council about the continuation of inter-agency cooperation regarding watershed monitoring and management, starting with a formalized Inter-Agency Watershed Working Group and seeking formal designation of a community watershed from the Provincial Government. Adjourn 17. ADJOURN 17.1 WILBUR/MALKINSON, That the meeting be adjourned at 1:52 pm. CARRIED CERTIFIED A TRUE AND CORRECT COPY OF THE MINUTES OF THE REGULAR MEETING OF COUNCIL HELD MONDAY, APRIL 28, Mayor Dale Bumstead Chair BRENDA GINTER DIRECTOR OF CORPORATE ADMINISTRATION Brenda Ginter Director of Corporate Administration Page 12 of 126

13 ITEM 3.2 MINUTES OF THE BUDGET MEETING OF CITY COUNCIL, City Hall, A Street, Dawson Creek, BC on MONDAY, APRIL 28, 2014 COUNCIL PRESENT Mayor Dale Bumstead Chair Councillor Sue Kenny Councillor Duncan Malkinson Councillor Terry McFadyen Councillor Charlie Parslow Councillor Shaely Wilbur STAFF PRESENT Jim Chute, Chief Administrative Officer Shelly Woolf, Chief Financial Officer Brenda Ginter, Director of Corporate Administration Tyra Henderson, Recording Secretary ABSENT Councillor Cheryl Shuman Call to order Minutes Bylaws 4201 & CALL TO ORDER The Chair called the meeting to order at 1:00 pm. 2. MINUTES 2.1 MCFADYEN/WILBUR, That the Minutes of the Budget Meeting of Council (April ) be adopted. CARRIED 3. REPORTS 3.1 MALKINSON/WILBUR, That Report No from the Chief Financial Officer re: 2014 Financial Plan Bylaw No and Tax Rates Bylaw No be received; further, that Financial Plan Bylaw No. 4201, 2014 and Tax Rates Bylaw No. 4202, 2014 be given first three readings. CARRIED 4. ITEMS FOR DISCUSSION 4.1 The Chief Administrative Officer advised that the City s tax ratio is 2.66:1, regardless of what may be reported in the press, as often the calculation is incorrectly done by external parties as the flat tax of $ per parcel must be factored in. Adjourn 5. ADJOURN 5.1 KENNY/MALKINSON, That the budget meeting be adjourned at 1:12 pm. CARRIED CERTIFIED A TRUE AND CORRECT COPY OF THE MINUTES OF THE BUDGET MEETING OF COUNCIL HELD MONDAY, APRIL 28, Mayor Dale Bumstead Chair BRENDA GINTER DIRECTOR OF CORPORATE ADMINISTRATION Brenda Ginter Director of Corporate Administration Page 13 of 126

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26 ITEM 7.1 REPORT TO COUNCIL DATE: April 25, 2014 REPORT NO.: SUBMITTED BY: Shelly Woolf, CPA, CA FILE NO.:3-1-0 Chief Financial Officer SUBJECT: 2013 Draft Financial Statements PURPOSE To respectfully request that Council approve the 2013 Draft Financial Statements and reserve transfer schedule as presented. SUMMARY/BACKGROUND In accordance with the Community Charter S167 (1) Council is required to approve and accept the annual audited financial statements. In accordance with PSAAB auditing standards, Council must first approve the Draft Financial Statements prior to attaching the auditor s report. The next step will be to formally approve the audited financial statements by Council resolution at the special meeting on May 14, 2014 after the auditor makes his presentation in accordance with S171(1) of the Community Charter and then send them to the Ministry of Community Services and the City s banking institution by May 15, Attached for your information are the 2013 Draft Financial Statements and the Schedule of Reserve transactions. Below is a brief summary of financial information included in the 2013 Financial Statements. Consolidated Statement of Financial Position Financial Assets The City s consolidated cash balance at December 31, 2013 was $20.0M compared to $16.6M in 2012 and is approximately $3.4M higher than in The increase is mainly due to funding held for 2013 unfinished capital projects that will be completed in Some of the changes in the City s bank accounts are as follows: o Gaming Funds Bank Balance decreased by $1.1M compared to 2012 o General Bank Balance increased by $1.8M compared to 2012 o Global Spectrum Bank Balance decreased by $552K compared to 2012 o Capital Reserves Bank Balance increased by $2.3M compared to 2012 o Statutory Reserves Bank Balance increased by $107K compared to 2012 The City s Receivables balance at December 31, 2013 was $5.4M compared to $7.5M Page 26 of 126

27 ITEM 7.1 Report re: 2013 Draft Financial Statements Page 2 of 5 in 2012 and was approximately $2.1M lower than in Note 13 includes the various categories and the major changes occurred in lower government grant claims, the payout of the capital lease related to the Chamber building and lower year end amounts for general, property tax and utility receivables. Liabilities The City s Short Term Capital Borrowing balance of $59K was paid off in This Short Term borrowing was related to the five year borrowing of $295K to fund the purchase of the Old Post Office building (Calvin Kruk Centre for the Performing Arts). Temporary borrowing outstanding at December 31, 2013 was $2.52M compared to $2.86M in The 2013 balance relates to General Capital borrowing for 2013 Road works in progress (Bylaw # 4169) and 2013 Water Capital borrowing for the Loran Treated Water Reservoir in progress (Bylaw # 4167) amounts outstanding were completed and converted to debenture debt during the year. Payables outstanding at December 31, 2013 were $8.3M compared to $8.1M in The increase of $200K is due mainly to holding more bid bond and security deposit amounts for ongoing development and a number of holdbacks on capital projects such as the Calvin Kruk Arts Centre. Deferred revenue at December 31, 2013 was $1.1M compared to $1.8M in Deferred revenue represents payments received in one year (2013) that relate to services or rentals in a future year. The balance is $700K lower than in 2012 and relates mainly variances in contract revenue and the timing of events at the Encana Event Centre. Debenture debt outstanding at December 31, 2013 was $26.6M compared to $25.5M in The $1.1M increase relates added debt in the general fund from capital road works and the sewer fund borrowing related to the truck fill station. The Capital lease obligation outstanding in $600K was paid out in The proceeds from this five year lease were used to fund the purchase of kitchen equipment at the Encana Events Centre. Tangible Capital Assets at December 31, 2013 were $184M compared to $181M in The $3M increase represents 2013 additions net of additional amortization for the year. Capital additions were approximately $9.8M, the largest component being additions to buildings (Calvin Kruk Arts Centre), $1.9M for the new Loran Treated Water Reservoir and $1.6M in road works. Accumulated Surplus at December 31, 2013 was $157M compared to $151M in This surplus is made up of cash surplus and investment in capital asset surplus. Capital reserves are $13.3M compared to $11M in 2012 and general operating surplus is $5.3M compared to $5.5M in Refer to Note 13 for details. Page 27 of 126

28 ITEM 7.1 Report re: 2013 Draft Financial Statements Page 3 of 5 In summary, the City s net debt position improved by $3.5M from $30.9M to $27.3M as a result of the changes reported above. Consolidated Statement of Operations and Change in Surplus Revenues 2013 Consolidated revenues were $43.9M compared to $48.9M in 2012 and were approximately $2.3M higher than budget. The decrease compared to last year is due mostly to decreased capital contributions from subdivision development ($565K in 2013 compared to $3.5M in 2012). Also 2012 had $1.8M more government transfers than in 2013 (related to the Calvin Kruk Centre for the Arts and the Provincial Emergency Program). Comparing amounts to budget, revenue increases occurred in sale of services $458K and other revenue from own sources $828K. Also, $1.6M in amortization of deferred capital contributions (non cash transaction) related to the Shell funding/effluent exchange agreement for reclaimed water was not budgeted in the 2013 Financial Plan. Expenses 2013 expenses including depreciation and interest were approximately $1.4M higher than in 2012 and $500K lower than budget. Changes compared to 2012 by service area are as follows: Increase - General Government Services $137K, (Decrease) - Protective Services $27K, Increase - Transportation Services $395K, Increase - Air Transport $144K, Increase - Environmental Waste Services $6K, (Decrease) - Public Health & Welfare $8K, Increase - Environmental Development Services $97K, Increase - Recreational and Cultural Services $198K, Increase - Water and Sewer Services $468K, Amortization of tangible capital assets amounted to $6.2M compared to $5.9M in 2012 and is included as a cost to the individual service areas. In summary, total revenues were 5.6% above budget and total expenditures were 1.4% below budget. This reflects satisfactory budget management for the year. Schedule of Capital Fund Operations Capital Revenues In 2013, capital revenue was $2.9M compared to $8.8M in The decrease of $6M was due mostly to higher Developer asset contributions in the previous year and the government grant received in 2012 for the Calvin Kruk Arts Centre project. Page 28 of 126

29 ITEM 7.1 Report re: 2013 Draft Financial Statements Page 4 of 5 Capital Expenses Capital expenses include depreciation of $6.3M compared to $5.9M in Capital Fund Surplus at December 31, 2013 was $13.3M compared to $11.0M in 2012 and the $2M increase relates mostly to funding held for unfinished capital projects. The balance is comprised of $3.6M in general capital funds, $7.5M in water capital funds and $2.1M in sewer capital funds. Encana Events Centre Note 17 to the Financial Statements on page 15 highlights the transactions for the Encana Events Centre. The 2013 net cost to the City amounted to $1,473,558 compared to $1,453,658 in Gross revenue increased by approximately $1M with gross profit remaining relatively stable at $1.4M. Prior Period Adjustments Note 20 to the Financial Statements on page 16 include a number of adjustments related to prior periods. These adjustments were mostly related to ensuring the financial statement amounts were aligned with the public sector reporting standards (removal of the cemetery trust fund from surplus and separating the City s land holdings between parcels for resale and those held as tangible capital assets). An adjustment was also necessary to revise how yearend estimates for utility receivable are calculated Transfer Schedule The schedule of transfer amounts shows the transfers between funds and are provided to Council for information and approval. ALTERNATIVES For information only IMPLICATIONS (1) Social N/A (2) Environmental N/A (3) Personnel N/A (4) Financial As reported above. GUIDING PRINCIPLES Approving the 2013 annual financial statements and related financial information is in keeping with the City s guiding principle on Trust and Integrity by; Pledging to align our actions with the guiding principles that support our vision; modeling competence and anchoring behaviour on enduring values; communicating with care and respect and sharing information in timely and comprehensive ways. Page 29 of 126

30 ITEM 7.1 Report re: 2013 Draft Financial Statements Page 5 of 5 STRATEGIC PRIORITIES N/A IMPLEMENTATION/COMMUNICATION After Council approves the 2013 Draft Financial Statements, the audit report will be attached and the Audited Financial Statements will be brought to Council on May 14, 2014 for approval after the Auditor presents the annual audit report. Staff will then forward the approved financial statements to the appropriate authorities as required. RECOMMENDATION That Report No be received; further, that Council receive and approve the 2013 Draft Financial Statements and the 2013 Reserve Transfer Schedule as presented, further, that a Special Meeting be held at 8:30 am on May 14, 2014 to formally approve the audited financial statements. Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Shelly Woolf, CPA, CA Chief Financial Officer SW/jr Page 30 of 126

31 ITEM 7.1 Draft Annual Financial Statements For the year ended December 31, 2013 Page 31 of 126

32 ITEM 7.1 Mayor & Council 2013 Mayor Bumstead, Dale Councillors Kenny, Sue Malkinson, Duncan McFadyen, Terry Parslow, Charlie Shuman, Cheryl Wilbur, Shaely Draft Page 32 of 126

33 ITEM 7.1 City Hall Officials Chief Administrative Officer Jim Chute Chief Financial Officer Shelly Woolf Director of Infrastructure & Sustainable Development Kevin Henderson Director of Corporate Administration Brenda Ginter Director of Community Services Barry Reynard Fire Chief Gordon Smith Banker TD Canada Trust Auditor Sander Rose Bone Grindle LLP Draft Page 33 of 126

34 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK CONTENTS DECEMBER 31, 2013 Page Management Report 1 Auditors Report 2 Consolidated Statement of Financial Position 3 Consolidated Statement of Operations and Change in Surplus 4 Consolidated Statement of Changes in Net Debt 5 Consolidated Statement of Cash Flows 6 Notes to the Consolidated Financial Statements 7 Auditor s Report on Supplementary Information 20 Schedule of Operating Fund Operations 21 Draft Schedule of Capital Fund Operations 22 Schedule of Statutory Reserve Fund Operations 23 Page 34 of 126

35 Page 35 of 126 ITEM 7.1

36 Page 36 of 126 ITEM 7.1

37 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 3 CONSOLIDATED STATEMENT OF FINANCIAL POSITION December 31, Restated (Note 20) Financial Assets Cash (Note 2) $ 19,961,944 $ 16,589,128 Receivables (Note 3) 5,398,880 7,461,450 Inventory of property held for resale (Note 4) - - Municipal finance authority deposits and demand notes (Note 5) 1,870,975 1,835,529 27,231,800 25,886,107 Liabilities Short term capital borrowing (Note 6) - 59,000 Temporary Borrowing (Note 7) 2,518,455 2,862,364 Payables (Note 8) 8,271,928 8,108,950 Accrued interest on long term debt 225, ,380 Deferred revenue 1,135,818 1,835,774 Municipal finance authority debt reserve (Note 5) 1,870,975 1,835,529 Debenture debt (Note 9) 26,578,380 25,537,314 Deferred capital contribution (Note 10) 13,958,261 15,617,253 Capital lease obligations (Note 11) - 599,692 54,558,957 56,687,257 Net Debt (27,327,157) (30,801,150) Non Financial Assets Prepaid expenses 256, ,321 Inventory of supplies held for consumption 257, ,890 Tangible capital assets (Note 12) 184,306, ,261, ,821, ,940,910 Accumulated Surplus (Note 13) $ 157,493,895 $ 151,139,760 See accompanying notes to consolidated financial statements Draft $ 157,493, Approved by: Shelly Woolf, CPA, CA, B. Mgmt., Chief Financial Officer Page 37 of 126

38 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 4 CONSOLIDATED STATEMENT OF OPERATIONS AND CHANGE IN SURPLUS December 31, 2013 Revenue Expenses Actual Budget Actual (unaudited) Restated (Note 20) Net municipal property taxes (Note 14) $ 14,031,034 $ 14,057,238 $ 13,138,183 Grants in lieu of taxes 514, , ,071 Sale of services 3,851,719 3,393,406 4,056,616 Other revenue from own sources 2,274,268 1,446,055 5,521,749 Government transfers (Note 15) 13,820,793 14,396,272 16,371,166 Return on investments 499, , ,225 Amortization of deferred capital contribution 1,658, ,669 Land sales 3,825-53,216 Utility fees 7,294,946 7,620,983 7,283,535 Actuarial adjustment 576, ,109 (Loss) Gain on sale of asset (583,652) - 143,901 43,942,083 41,610,334 48,858,440 General government services 3,388,862 3,675,783 3,251,950 Protective services 7,226,912 7,700,399 7,253,058 Transportation services 6,621,997 6,795,583 6,226,985 Air transport 1,994,127 1,416,412 1,850,019 Environmental waste services 570, , ,510 Public health and welfare 77, ,861 85,927 Environmental development services 1,244,883 1,398,796 1,147,399 Recreational and cultural services 10,712,615 10,302,931 10,514,439 Water and sewer utility services 5,750,734 6,101,889 5,282,192 37,587,948 38,100,565 36,176,479 Annual Surplus 6,354,135 3,509,769 12,681,961 Accumulated surplus, beginning of year, as previously reported 150,809, ,237,431 Prior period adjustment (Note 20) 330, ,368 Accumulated surplus, beginning of year, as restated 151,139, ,139, ,457,799 Accumulated surplus, end of year $ 157,493,895 $ 154,649,528 $ 151,139,760 See accompanying notes to consolidated financial statements Draft Page 38 of 126

39 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 5 CONSOLIDATED STATEMENT OF CHANGES IN NET DEBT December 31, Actual Budget Actual (unaudited) Restated (Note 20) Annual Surplus $ 6,354,135 $ 3,509,769 $ 12,681,961 Amortization of tangible capital assets 6,211,045 6,246,328 5,881,466 Acquisition of tangible capital assets (9,839,408) (21,392,128) (20,839,770) Loss (Gain) on sale of tangible capital assets 583,653 - (143,901) Proceeds on sale of tangible capital assets ,688 Acquisition of prepaid expenses (613,641) - (707,677) Use of prepaid expenses 764, ,733 Acquisition of supplies inventory (1,285,318) - (1,439,815) Consumption of supplies inventory 1,299,259-1,447,666 Increase (Decrease) in net debt 3,473,993 (11,636,031) (2,153,649) Net Debt, beginning of year (30,801,150) (30,801,150) (28,647,501) Net Debt, end of year $ (27,327,157) $ (42,437,181) $ (30,801,150) See accompanying notes to consolidated statements (27,327,157) Draft Page 39 of 126

40 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 6 CONSOLIDATED STATEMENT OF CASH FLOWS December 31, Restated (Note 20) Operating Activities Annual surplus $ 6,354,135 $ 12,681,961 Add (deduct) non-cash items: Actuarial adjustment (576,122) (555,109) Loss (Gain) on sale of tangible capital assets 583,652 (143,901) Amortization of tangible capital assets 6,211,045 5,881,466 Amortization of deferred capital contribution (1,658,992) (972,669) 10,913,718 16,891,747 Decrease in receivables 2,062,570 1,194,343 Decrease (Increase) in prepaid expenses 150,626 (28,944) Decrease in inventory of supplies held for consumption 13,941 7,851 Increase in payables 162, ,174 (Decrease) Increase in accrued interest on long term debt (6,241) 36,143 Increase in deferred capital contribution - 4,981,559 (Decrease) Increase in deferred revenue (699,956) 677,690 12,597,636 24,453,564 Capital Activities Acquisition of tangible capital assets (9,839,408) (20,839,770) Proceeds on sale of tangible capital assets - 287,688 Draft (9,839,408) (20,552,082) Financing Activities Debenture debt proceeds 3,235,496 6,390,268 Temporary borrowing proceeds 2,518,455 3,747,975 Temporary borrowing repayment (2,862,364) (3,327,806) MFA lease payments (599,692) (700,199) Short term borrowing principal repayment (59,000) (59,000) Debenture debt principal repayment (1,618,307) (1,487,510) 614,588 4,563,728 Change in Cash and Investments 3,372,815 8,465,210 Cash and Investments, beginning of year 16,589,128 8,123,918 Cash and Investments, end of year $ 19,961,944 $ 16,589,128 Cash consist of the following: Petty Cash $ 92,944 $ 7,326 Bank 5,779,647 4,842,127 Reserve deposits 14,089,353 11,739,675 See accompanying notes to consolidated financial statements $ 19,961,944 $ 16,589,128 Page 40 of 126

41 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 7 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, 2013 General The City of Dawson Creek is incorporated under the provisions of the British Columbia Local Government Act. Its principle activities include the provision of local government services to the residents of the incorporated area. 1 Significant Accounting Policies The consolidated financial statements of The Corporation of the City of Dawson Creek are the representations of management and conform to Canadian generally accepted accounting principles as applicable to British Columbia municipalities. The financial statements have been prepared in accordance with local government accounting standards established by the Public Sector Accounting and Auditing Standards Board (PSAAB) of the Canadian Institute of Chartered Accountants. The significant accounting policies are as follows: a) Basis of Presentation Previous year amounts have been restated to conform to the current year's presentation. The City follows the fund basis of accounting. Funds are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations. Currently in use are: 1) General Revenue Funds - to account for all financial resources except those required to be accounted for in another fund. The General Revenue Fund is the corporation's operating fund including collection of taxation, administering operations related to general government, protective, transportation, waste, development and recreational services. These funds include the General Operating, Water Operating and Sewer Operating Funds. 2) Capital Funds - to account for all capital assets of the corporation and offset by long term debt and investment in capital assets. These funds include the General Capital, Water Capital and Sewer Capital Funds. 3) Reserve Funds - to account for the activities in reserves established for specific purposes by bylaw or the Local Government Act. The use of each reserve is governed by it's own bylaw or the Local Government Act. These funds include the Equipment Pool, Tax Sale, Land Sale and Off Street Parking Funds. b) Basis of Accounting The City follows the accrual method of accounting for revenues and expenses. Revenues are recognized in the period in which the transactions or events occurred that gave rise to the revenues. Expenditures are generally recognized in the period the goods and services are acquired and a liability is incurred or transfers are due. c) Financial Instruments The City's financial instruments consist of cash, receivables, Municipal Finance Authority reserve deposits, temporary borrowing, short term capital borrowing, payables, accrued interest on long term debt, Municipal Finance Authority demand notes, capital lease obligations and longterm debt. Unless otherwise noted, it is management's opinion that the City is not exposed to significant interest, currency or credit risks arising from these financial instruments. The fair value of these financial instruments approximate their carrying values, unless otherwise noted. d) Use of Estimates Draft These financial statements have been prepared in accordance with accounting practices generally accepted in Canada. In preparing these financial statements management has made estimates and assumptions that affect the amounts reported. Actual results could differ from those estimates. Significant estimates include assumptions used in estimating useful lives of tangible capital assets and related amortization, contributed tangible capital assets, developer contributions, inventory of property held for resale and provisions for accrued liabilities. e) Reporting Entity The consolidated financial statements reflect the assets, liabilities, revenues and expenditures, changes in fund balances and changes in financial position of the reporting entity, being The Corporation of the City of Dawson Creek. Financial transactions of the Encana Events Centre are managed by a related party, Global Spectrum Facility Management, LP and are consolidated into the City 's financial statements as a governmental unit (refer to Note 20, Related Party Transactions). Page 41 of 126

42 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 8 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Significant Accounting Policies (Continued) f) Revenue Recognition Revenues are recognized in the period in which the transaction or events occurred that gave rise to the revenues. All revenues are recorded on an accrual basis, except when the accruals cannot be determined with a reasonable degree of certainty or when their estimation is impractical. (i) Government Transfers Government transfers are recognized in the financial statements as revenues in the period the transfers are authorized and any eligibility criteria have been met, except when and to the extent that the transfer gives rise to an obligation that meets the definition of a liability for the recipient government. Transfers received which meet the definition of a liability are included in deferred revenue. (ii) Taxation Revenue Taxes are recognized as revenue in the year they are levied. Levies imposed by other taxing authorities are not included as taxes for municipal purposes. g) Deferred Revenue Certain user charges and fees are collected for which the related services have yet to be performed. Revenue is recognized in the period when the related expenses are incurred or the services are performed. h) Reserves for Future Expenditures Reserves for future expenditures are non-statutory reserves which represent an appropriation of surplus for specific purposes. Transfers to reserves for future expenditures include funds to finance incomplete projects and accumulations for specific purposes. i) Non Financial Assets Non financial assets include tangible capital assets that have an economic life extending beyond the accounting period. They are available for use, require operating and maintenance expenditures, and may need to be replaced in the future. They include assets on hand and available for use by government in the near future, such as equipment, and assets for use over a longer period, such as buildings and land. Governments also acquire and make available to the public tangible capital assets that are complex network systems such as water and sewer utility systems. Also included in non financial assets are prepaid expenses which represent payments made in the current accounting period for expenditures to be made in the provision of services in future years, and inventory of supplies held for consumption which will be consumed in the provision of services in future years. Tangible capital assets and other non financial assets are accounted for as assets by the government because they can be used to provide government services in future periods. These assets do not normally provide resources to discharge the liabilities of the government unless they are sold. (i) Prepaid Expenses Prepaid expenses consist of amounts paid in the current year for supplies and/or services used in the following year. Draft (ii) Inventory of Supplies Held for Consumption Inventories of supplies held for consumption are recorded at the lower of cost and net realizable value. Page 42 of 126

43 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 9 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Significant Accounting Policies (Continued) (iii) Tangible Capital Assets Asset Useful life-years Land Not amortized Land improvements 20 Building base structures 50 Building improvements 20 Machinery and equipment 7-30 Transportation infrastructure Water and sewer utility infrastructure Annual amortization is not charged in the year of acquisition or disposition. Assets under construction (Work in Progress) are not amortized until the year following the year the asset is available for use. i) Budget Presentation Tangible capital assets are recorded at cost, which includes all amounts directly attributable to acquisition, construction, development or betterment of the asset. Interest on funding related to a capital project is not capitalized as a part of the asset cost. The cost, less residual value, of the tangible capital assets are amortized on a straight line basis over their estimated useful lives as follows: The City does not own any works of art and/or historical treasures. The budget approved in May 2013 is presented in the financial statements, any subsequent amendments have not been included. 2 Cash Unrestricted Cash Bank $ 5,779,647 $ 4,867,242 Petty cash 92,944 7,326 Internally Restricted Cash Bank 14,089,353 11,714,560 Total Cash $ 19,961,944 $ 16,589,128 3 Receivables Trade and other receivables Federal Government $ 1,205,834 $ 1,362,616 Provincial Government 742,604 1,556,448 General 820,201 1,394,240 Capital lease - 129,353 Property taxes 1,577,690 1,711,583 Utilities 1,052,551 1,307,210 $ 5,398,880 $ 7,461,450 Draft Page 43 of 126

44 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 10 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Inventory of property held for resale Opening Additions Disposals Balance Balance Balance at cost Property acquired for taxes subject to redemption $ 109,160 $ 316,089 $ (90,799) $ 334,450 $ 109,160 Tax property not subject to redemption 700,552 81, , ,552 Unsold land 22, ,050 22,050 Allowance for loss (831,762) (397,307) 90,799 (1,138,270) (831,762) $ - $ - $ - $ - $ - 5 Municipal Finance Authority Reserve Deposits and Demand Notes The City issues its debt instruments through the Municipal Finance Authority. As a condition of these borrowings, a portion of the debenture proceeds are withheld by the Municipal Finance Authority as a debt reserve fund. The City also executes demand notes in conjunction with each debenture whereby the City may be required to loan certain amounts to the Municipal Finance Authority. The details of the cash deposits and demand notes are as follows: Cash Demand Total Total Deposits Notes General Fund Operations $ 276,758 $ 889,399 $ 1,166,157 $ 1,085,305 Water Fund Operations 211, , , ,527 Sewer Fund Operations 18,691 51,469 70,160 47,697 6 Short Term Capital Borrowing $ 506,869 $ 1,364,107 $ 1,870,975 $ 1,835, Short term capital borrowing $ - $ 59,000 7 Temporary Borrowing Temporary borrowing $ 2,518,455 $ 2,862,364 8 Payables Trade and other payables Federal Government $ 743,561 $ 778,421 Provincial Government 180, ,848 General 6,369,584 5,668,171 Capital 978,603 1,314,510 $ 8,271,928 $ 8,108,950 Draft Page 44 of 126

45 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 11 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Debenture Debt City Purpose Interest Issued Redeemed Outstanding Outstanding Bylaw # Rate Local improvements 4.78% $ 1,280,000 $ 1,280,000 $ - $ 157, Local improvements 4.55% 40,000 30,698 9,302 13, Local area service 4.55% 69,900 53,646 16,254 23, Local area service 4.55% 45,000 34,536 10,464 15, Local area service 4.55% 45,000 34,536 10,464 15, Local area service 4.55% 70,000 53,722 16,278 23, Capital works 4.55% 250, ,865 58,135 85, Local area service 4.55% 919, , , , Local area service 4.17% 25,350 19,455 5,895 8, Local area service 4.17% 23,485 18,024 5,461 8, Local area service 4.17% 56,375 43,266 13,109 19, Local area service 4.43% 4,983 3,278 1,705 2, Local area service 4.43% 1,671 1, Local area service 4.43% 29,179 19,196 9,983 13, Local area service 4.43% 175, ,135 59,880 78, Local area service 4.52% 82,915 45,808 37,107 45, Local area service 4.52% 57,843 31,956 25,887 31, Local area service 4.52% 50,051 27,652 22,399 27, Local area service 4.52% 110,442 61,016 49,426 60, Local area service 4.52% 3,120 1,724 1,396 1, Local area service 4.52% 4,550 2,514 2,036 2, Local area service 4.52% 30,028 16,589 13,439 16, Local area service 4.52% 66,666 36,831 29,835 36, Local area service 4.52% 61,940 34,220 27,720 33, Local area service 4.52% 63,606 35,140 28,466 34, Capital works 4.52% 26,251 14,503 11,748 14, Ball diamond relocation 4.52% 622, , , , Local area service 4.82% 250, , , , Local area service 4.82% 144,395 79,773 64,622 79, Local area service 4.82% 33,500 18,508 14,992 18, Local area service 4.82% 14,585 8,058 6,527 8, Local area service 4.82% 17,350 9,585 7,765 9, Local area service 4.82% 50,000 27,623 22,377 27, Local area service 4.82% 17,675 9,765 7,910 9, Local area service 4.82% 53,800 29,723 24,077 29, Local area service 4.82% 43,020 23,767 19,253 23, Local area service 4.82% 22,625 12,500 10,125 12, Local area service 4.82% 49,500 27,347 22,153 27, Local area service 4.82% 45,550 25,165 20,385 25, Local area service 4.82% 16,500 9,116 7,384 9, South Peace Multiplex 5.11% 9,850,000 2,194,057 7,655,943 8,058, Capital works 4.65% 731, , , , Capital works 4.65% 71,500 32,256 39,244 46, Capital works 2.90% 4,000, ,327 3,865,673 4,000, Capital works 2.90% 81,007 6,747 74,260 81, Capital works 2.90% 804,005 66, , , Capital works 2.90% 1,505, ,374 1,379,882 1,505, Capital works 3.15% 2,700,000-2,700,000 - Total General Draft $ 24,717,727 $ 6,565,112 $ 18,152,615 $ 16,812,600 Page 45 of 126

46 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 12 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Long Term Debt (Continued) City Purpose Interest Issued Redeemed Outstanding Outstanding Bylaw # Rate Water improvements 8.50% $ 550,000 $ 550,000 - $ 42, Water improvements 9.52% 375, ,000-55, Water improvements 4.75% 50,000 50,000-10, Water improvements 7.75% 377, ,009 82, , Water improvements 4.82% 328, ,672 93, , Water improvements 4.65% 375, , , , Water improvements 4.65% 550, , , , Water improvements 5.49% 620, , , , Water improvements 5.49% 2,250,000 1,340, ,147 1,038, Water improvements 5.99% 500, , , , Water improvements 6.36% 195, ,201 89, , Water improvements 6.06% 750, , , , Water improvements 4.86% 1,200, , , , Water improvements 4.78% 375, , , , Water improvements 4.86% 700, , , , Water improvements 4.86% 1,971, ,273 1,313,727 1,401, Water improvements 4.52% 556, , , , Water improvements 4.52% 555, , , , Water improvements 4.82% 1,844, ,946 1,433,954 1,509,332 Total Water 14,123,400 6,636,274 7,487,126 8,249, Sewer improvements 4.75% 140, ,000-30, Sewer improvements 5.49% 485, , , , Sewer improvements 4.17% 300,000 92, , , Sewer improvements 3.85% 535, ,496 - Total Sewer 1,460, , , ,888 $ 40,301,623 $ 13,723,243 $ 26,578,380 $ 25,537,314 Future debt principle reductions on existing debt: General Water Sewer Total 2014 $ 1,263,678 $ 417,876 $ 70,754 $ 1,752, ,263, ,876 70,754 1,752, ,135, ,876 70,754 1,623, ,117, ,460 70,754 1,594, , ,540 70,754 1,423,282 $ 5,735,802 $ 2,056,628 $ 353,770 $ 8,146, Deferred Capital Contribution In an agreement in 2010, the City partnered with Shell Canada to build a water reclaimation plant. The project was completed in The total project cost was $18.3 million. Shell Canada funded $16.6 million of the total project cost in exchange for 3,400 cu/m of reclaimed water a day for a period of 10 years. Future amortization reductions are as follows: Draft Opening Balance Annual Amount Closing Balance 2014 $ 13,958,261 $ 1,658,992 $ 12,299, ,299,269 1,658,992 10,640, ,640,277 1,658,992 8,981, ,981,285 1,658,992 7,322, ,322,293 1,658,992 5,663, Capital Lease Obligations Municipal Finance Authority $ - $ 599,692 Page 46 of 126

47 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 13 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Tangible Capital Assets Net Book Value Opening Annual Ending Ending Continuity Balance WIP Additions Net of Amortization Net Balance Balance Schedule 2013 Reallocation Disposals of Disposals Land $ 8,917,193 $ 23,188 $ 169,272 $ (207,159) $ 8,902,494 $ 8,917,193 Buildings 87,605, , ,988 (2,503,301) 86,173,527 87,605,267 Equipment 6,352,127 26,117 1,123,774 (961,291) 6,540,726 6,352,127 Roads 33,127, ,857 1,377,861 (1,350,654) 33,635,920 33,127,856 Utility Infrast. 31,608, ,295 (693,960) 31,746,285 31,608,950 Work in Prog. 13,650,306 (1,106,735) 4,763,884-17,307,456 13,650,306 $ 181,261,699 $ - $ 8,761,074 $ (5,716,365) $ 184,306,408 $ 181,261,699 Cost Continuity Schedule Land Buildings Equipment Roads Utility Infrast. Work in Prog. Amortization Continuity Schedule Land Buildings Equipment Roads Utility Infrast. Opening Ending Ending Balance WIP Balance Balance 2013 Reallocation Additions Disposals $ 11,553,028 $ 23,188 $ 169,272 $ - $ 11,745,489 $ 11,553, ,051, ,573 1,302,588 (807,600) 111,123, ,051,723 14,594,630 26,117 1,123,774-15,744,520 14,594,630 63,243, ,857 1,644,176 (266,315) 65,101,920 63,243,200 45,254, ,721 (4,426) 46,085,908 45,254,614 13,650,306 (1,106,735) 4,763,884-17,307,455 13,650,306 $ 258,347,501 $ - $ 9,839,414 $ (1,078,341) $ 267,108,576 $ 258,347,501 Opening Ending Ending Balance Annual Balance Balance 2013 Amortization Disposals $ 2,635,835 $ 207,159 $ - $ 2,842,994 $ 2,635,835 22,446,456 2,728,624 (225,323) 24,949,756 22,446,456 8,242, ,291-9,203,794 8,242,503 30,115,344 1,616,969 (266,315) 31,465,998 30,115,344 13,645, ,970 (3,010) 14,339,624 13,645,664 $ 77,085,802 $ 6,211,012 $ (494,648) $ 82,802,166 $ 77,085,802 Contributed Tangible Capital Assets Additions Additions Roads, streets and sidewalks $ - $ 1,094,565 Utility infrastructure 565,269 2,392,171 $ 565,269 $ 3,486,736 (i) Work In Progress Work In Progress are costs related to projects currently under planning, development or construction that will result in a finished asset at a future date. Costs related to planning, development or construction are capitalized until such time as the property is ready for use. Work In Progress assets are not amortized until the year after the asset is put into service. (ii) Contributed Tangible Capital Assets Contributed capital assets have been recognized at fair market value at the date of contribution. (iii) Write-down of Tangible Capital Assets Draft Tangible capital assets are written down when conditions indicate that they no longer contribute to the City's ability to provide goods and services. Any impairment is accounted for as an expense in the consolidated statement of operations. No impairments were identified or recorded during the year ended December 31, 2013 and Page 47 of 126

48 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 14 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Accumulated Surplus Operating Capital Invested in Fund Fund Tangible Surplus Surplus Capital Assets General Fund $ 4,266,668 $ 3,627,414 $ 100,733,353 $ 108,627,435 $ 106,916,829 Water Fund 424,939 7,536,474 21,473,138 29,434,551 26,984,809 Sewer Fund 603,582 2,146,753 15,902,862 18,653,197 16,567,000 Statutory Reserves , ,122 $ 5,295,189 $ 13,310,641 $ 138,109,353 $ 157,493,895 $ 151,139, Net Municipal Property Taxes Municipal Property Taxes $ 14,032,550 $ 13,111,150 Add: Requisitions collected on behalf of other taxing authorities Ministry of Finance (school taxes) 5,931,019 5,497,123 Peace River Regional District 1,631,341 1,599,562 Peace River Regional Hospital District 1,239,601 1,156,724 British Columbia Assessment Authority 144, ,808 Municipal Finance Authority Total property taxes collected 22,979,446 21,496,752 Less: Requisitions paid out to other taxing authorities (8,948,411) (8,358,569) Net Municipal Property Taxes $ 14,031,034 $ 13,138, Government Transfers Unconditional Small Communities $ 241,629 $ 516,991 Carbon Tax Rebate 85,527 89,723 Industrial tax program (FairShare) 11,807,658 10,854,217 12,134,814 11,460,931 Conditional Regional Peace River Regional District Rural Fire Protection 227, ,905 Regional 911 Service 210, ,761 Sub Regional Recreation 419, ,002 Watershed Steward Cost Sharing 40,000 40,000 Green Fund 26, Northern Development Initiative Trust 35,000 32,500 Economic Development - Grant Writing Support Program 7,500 10,000 Economic Development Capacity 15,000 15,000 Total - Regional 980, ,768 Provincial Arterial Lighting - Ministry of Transportation 1,718 1,385 Building Canada Fund - Calvin Kruk Centre for the Arts - 1,329,449 Education grants - City Kids Daycare 17,193 21,641 Energy Electric Vehicle Station Grant 18,205 7,000 Legacies Now Program Provincial Emergency Program 18, ,668 Community Works Fund Agreement - Gas Tax 492, ,187 Traffic fine revenue sharing 123, ,248 Planning Grant 9,674 14,901 Total - Provincial 681,960 2,624,478 Federal Tree Canada - 6,540 Community Infrastructure Improvement Fund 23,191 - Building Canada Fund - Calvin Kruk Centre for the Arts - 1,329,449 Total - Federal 23,191 1,335,989 Total - Conditional 1,685,979 4,910,235 $ 13,820,793 $ 16,371,166 Operational $ 13,820,793 $ 13,099,027 Capital - 3,272,139 Total Government Transfers $ 13,820,793 $ 16,371,166 Draft Page 48 of 126

49 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 15 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Pension Liability The Corporation of the City of Dawson Creek and its employees contribute to the Municipal Pension Plan (Plan), a jointly-trusted pension plan. The Board of Trustees, representing plan members and employers, is responsible for overseeing the management of the Plan, including investment of the assets and administration of the benefits. The Plan is a multi-employer contributory pension plan. Basic pension benefits provided are based on a formula. The Plan has about 179,000 active members and approximately 71,000 retired members. Active members include approximately 160 contributors from The Corporation of the City of Dawson Creek. The most recent actuarial valuation as at December 31, 2012, indicated an unfunded liability of $1,370 million funding deficit for basic pension benefits. The next valuation will be as at December 31, 2015, with results available in Employers participating in the Plan record their pension expense as the amount of employer contributions made during the fiscal year (defined contribution pension plan accounting). This is because the Plan records accrued liabilities and accrued assets for the Plan in aggregate with the result that there is no consistent and reliable basis for allocating the obligation, assets and cost to the individual employers participating in the Plan. The Corporation of the City of Dawson Creek paid $814,680 ( $799,128) for employer contributions to the plan in fiscal 2013, while employees contributed $692,629 ( $667,079) to the plan in fiscal Related Party Transactions The Relationship The City of Dawson Creek has related party transactions through a management agreement with Global Spectrum Facility Management, LP (GS). The City of Dawson Creek entered into a management agreement on January 1, 2008 with GS to manage and operate the Encana Event Centre and common areas housed in the South Peace Community Multiplex located at #1 300 Highway 2 in Dawson Creek. GS acts on behalf of and as an agent for the City. The management services covered under this agreement include the following: a) Management and operational services related to events b) Responsibility for maintenance and operation of all HVAC, electrical and mechanical systems c) Sale of commercial rights of the Complex d) Ticketing system for the Complex e) Food system services for the Complex f) Exterior security services for the Complex Management services not covered under this agreement (excluded services) are as follows: a) Aquatic Centre operations b) Agriplex Centre operations c) Maintenance of parking lots and surrounding grounds Term The term of the agreement begins January 1, 2008 and ends December 31, Compensation Draft In exchange for the management services provided by GS, the City will pay a fixed management fee as follows: 2014 $ 173,891 (3% CPI increase) ,108 (3% CPI increase) ,481 (3% CPI increase) ,015 (3% CPI increase) ,715 (3% CPI increase) If the consumer price index (CPI) rises higher than 3%, alump sum payment will be made in year six of the agreement to compensate GS for the difference between actual CPI and 3%. Page 49 of 126

50 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 16 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Related Party Transactions (Continued) In addition, an incentive fee equal to 20% on an improvement in a benchmark amount is payable to GS beginning in the 2009 budget year. The benchmark amount shall be equal to a mutually agreed net bottom line number in the 2009 operating budget. The benchmark may be adjusted if a hockey tenant is secured at the facility. For 2013, the benchmark was adjusted to $1,550,010 ( $1,450,000) and the resulting liability is $19,110 ( $14,250). The City of Dawson Creek as the owner of the facility is required to provide funding to the manager (GS) through an annual budget allocation. All revenues and expenditures, profits and losses are the City's responsibility. Budget allocations for the Event Centre in 2014 and the next four years are as follows: 2014 $ 1,550, ,588, ,628, ,669, ,710,910 Transactions The assets and liabilities have been consolidated on a line by line basis in the statement of financial position and the revenues and expenditures have been netted in the statement of financial activities. These transactions were in the normal course of operations and are measured at the exchange amount, which is the amount of consideration established and agreed to by the related parties. At the end of the year, the amounts due to (from) GS are as follows: (Income) loss due (to) from the City of Dawson Creek $ 8,005 $ 3,658 Advances issued by the City of Dawson Creek for intercompany transactions - 37,173 Expenses paid on behalf of the City of Dawson Creek 2,000 43,616 $ 10,005 $ 84,447 These amounts are non-interest bearing and have no set terms of repayment Assets Cash $ 1,119,533 $ 1,585,843 Receivables - trade 321, ,548 Prepaid expenses and deposits 91, ,625 1,532,886 2,228,016 Liabilities Payables 651, ,009 Deposits - 75,862 Deferred revenue 891,297 1,740,593 1,542,891 2,312,463 Due to Global Spectrum $ 10,005 $ 84,447 Draft Revenue Sales $ 6,353,296 $ 5,386,272 Cost of sales (4,926,366) (4,049,190) Gross profit 1,426,930 1,337,082 Interest 18,873 11,464 1,445,803 1,348,546 Expenses 2,919,361 2,802,204 Net loss before other items (1,473,558) (1,453,658) Subsidy from City of Dawson Creek 1,465,553 1,450,000 Loss due from the City of Dawson Creek 8,005 3,658 $ - $ - Page 50 of 126

51 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 17 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Contingent Liabilities Contingent liabilities represent items that, at December 31, 2013, are not recognised in the Statement of Financial Position because there is significant uncertainty at that date as to the necessity of the entity to make payments in respect of them. Following are details of the more significant of these contingent liabilities. 115th Avenue Construction Waste Dump Site Usage of this dumpsite started in the 1960's/1970's as a dumpsite for construction waste. There was little or no control over the types of substances being dumped at the site. It wasn't until 1992 that the City took measures to ensure that only uncontaminated wastes were to be deposited at this site. At this time, the City is unable to determine if there is contaminated waste present at the site. In order to determine the presence of contaminated waste, an environmental study would be required. Without this study, it is not currently possible to estimate the cost (if any) to remediate the site. 19 Funds held in trust The Cemetery Care Fund is restricted by legislation as to the principal amount; interest earnings are available for ongoing maintenance of cemetery grounds as required. These funds are not included in the consolidated financial statements Opening Balance $ 271,434 $ 265,727 Additions 3,979 5,707 Interest Earned 3,451 3, , ,785 Transfer to Cemetery Operations (3,451) (3,351) Closing Balance $ 275,413 $ 271, Prior Period Adjustment & Restatement of Previously Reported Results The consolidated financial statements for the year ended December 31, 2012, as initially reported, have been amended and restated to correct three errors: 1) The Cemetery Perpetual Care fund ($271,434) as well as Cemetery land ($64,239) were removed from the City's financial statements to comply with PS Trusts Under Administration. This decreases the December 31, 2012 accumulated surplus by $335,673. 2) Land, totalling $304,413, previously reported as Property Held for Resale has been moved to the tangible capital assets inventory since they are not for sale. This increases the accumulated surplus by $304,413 since there was an allowance for the full value of the land. 3) Water utility receivable - $361,514 increase in 2012 surplus due to an error in the way the December/January utility billing was posted. The accumulated surplus for the year ended December 31, 2012 increased by $330,254 due to the restatement. The effect of the restatement on the consolidated statement of financial position for the year ended December 31, 2012 is as follows: Draft Year ended December 31, 2012 As Reported Adjustments Restated Cash $ 16,860,562 $ (271,434) $ 16,589,128 Receivables 7,099,936 $ 361,514 7,461,450 Tangible capital assets 181,021, , ,261,698 Net Debt (30,891,230) 90,080 (30,801,150) Accumulated Surplus 150,809, , ,139,760 The effect of the restatement on the consolidated statement of operations and change in surplus for the year ended December 31, 2012 is as follows: Year ended December 31, 2012 As Reported Adjustments Restated Accumulated surplus, beginning of year $ 138,237,431 $ 220,368 $ 138,457,799 Accumulated surplus, end of year 150,809, , ,139,760 The effect of the restatement on the consolidated statement of changes in net debt for the year ended December 31, 2012 is as follows: Year ended December 31, 2012 As Reported Adjustments Restated Net debt, beginning of year $ (28,627,693) $ (19,808) $ (28,647,501) Net debt, end of year (30,891,230) 90,080 (30,801,150) Page 51 of 126

52 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 18 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Prior Period Adjustment & Restatement of Previously Reported Results (Continued) The effect of the restatement on the consolidated statement of cash flows for the year ended December 31, 2012 is as follows: Year ended December 31, 2012 As Reported Adjustments Restated Cash and Investments, beginning of year $ 8,395,352 $ (271,434) $ 8,123,918 Cash and Investments, end of year 16,860,562 (271,434) 16,589,128 The effect of the restatement on the schedule of capital fund operations for the year ended December 31, 2012 is as follows: Year ended December 31, 2012 As Reported Adjustments Restated Capital Funds, beginning of year $ 133,200,906 $ 240,174 $ 133,441,080 Capital Funds, end of year 144,709, , ,949,567 General capital reserve 99,270, ,174 99,510,573 Note 12 - Tangible Capital Assets - has been restated to reflect the increase in the 2012 ending balance for Land by $240,174 Note 13 - Accumulated Surplus - has been restated to reflect the increase in the 2012 ending balance by $330, Line of Credit The City has a line of credit agreement with TD Bank of 75% of the whole amount of taxes levied in the preceding year. There are no borrowings against the line of credit at December 31, 2013 and The line of credit bears interest at the bank's prime lending rate - 0.5%. 22 Commitments Royal Canadian Mounted Police Services The Province of British Columbia and the Federal Government have an agreement with the Royal Canadian Mounted Police to provide police services for various municipalities in the Province. This agreement has a 20 year term expiring March 31, Segmented Information The City has presented segmented financial information for services it provides to its citizens, which include Protective, Transportation, Airport, Environmental Waste, Public Health & Welfare, Environmental Development, Recreation & Culture and Water and Sewer services. For management reporting purposes, the City's operations and activities are organized and reported by Service Area. Service Areas were created for the purpose of recording specific activities and related objectives in accordance with legislated requirements. General Government This category of functions is used to report activities that provide for the overall operation of The City, which is common to, or affect all of the services provided by The City, including Council and legislative, general administration and finance expenses. Draft Protective Services This category of functions is used to report activities that provide for the public safety of the residents and businesses of the City, including police services provided by the Royal Canadian Mounted Police, fire protection services, bylaw enforcement, building inspection services, safety and animal control. Transportation This category of functions is used to report activities related to the delivery of municipal public works services related to the planning, development and maintenance of streets and roads, bridges, drainage systems, streeet lights, traffic lights and signals, parking lots and on-street parking, and public transit as well as maintenance of workshops, yards and other buildings. Airport This function is used to report activities related to the Dawson Creek Airport, which is owned and operated by The City. Environmental Waste This function is used to report activities related to the collection of garbage and other waste material. Public Health and Welfare This function is used to report activities related to cemetery maintenance and operations. Environmental Development This function is used to report activities related to the preparation of land use plans, bylaws and policies for sustainable development of the City and for reviewing and approving new land and building development. Recreation and Cultural This function is used to report activities related to providing recreational and cultural opportunities for the community. Facilities managed within this area include parks, playgrounds, arenas, the Encana Events Centre and the Dawson Creek Public Library. Water This function reports on activities related to acquiring, supplying, treating and distributing water to the City. The water utility is accounted for in its own fund. Sewer This function reports on activities related to the removal, treatment and disposal of sanitary sewage. The sewer utility is accounted for in its own fund. Page 52 of 126

53 THE CORPORATION OF THE CITY OF DAWSON CREEK 19 NOTES TO CONSOLIDATED FINANCIAL STATEMENTS December 31, Segmented Information (Continued) Page 53 of 126 Public Environ- Recreation General Environmental Health and mental and Reserve Capital Government Protective Transportation Airport Waste Welfare Development Cultural Water Sewer Funds Funds Total Total Revenue Property taxes $ 14,031,034 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 14,031,034 $ 13,138,183 Grants in lieu 514, , ,071 Sale of services - 773,424 86,140 1,264, ,956 31,486 24,000 1,038, ,851,719 4,056,616 Other revenue 447, , ,387 4, ,522 2,274,268 5,521,749 Government transfers 12,090, ,488 1, , ,233 49, ,820,793 16,371,166 Return on investment 131, , , , ,225 Amortization of deferred capital contribution ,658,992 1,658, ,669 Land sales ,825-3,825 53,216 Tax sale property land sales Utility fees ,019,785 2,275, ,294,946 7,283,535 (Loss) Gain on sale of equipment (583,652) (583,652) 143,901 Actuarial adjustment , , ,109 27,214,660 1,334,912 88,114 1,264, ,956 31, ,291 2,345,769 5,073,861 2,275,161 15,958 2,858,351 43,942,083 48,858,440 Expenses Salaries, wages and employee benefits 1,581,660 3,700,343 1,396, ,358 73,399 65, ,671 3,617, , , ,270 10,153 12,562,102 12,214,946 Travel and training 109,896 80,756 14,814 36, ,765 30,508 29, , ,873 Advertising 37, ,268 25,574 1, ,251 38,457 1, ,266 84,977 Community grants and sponsorships , , , , ,978 Consulting 159,289 44,023 24, ,436 6, ,416 71, , ,777 Contracted and general services 449,214 2,901,822 1,391, , , ,648 1,971, , , ,378,985 8,030,015 Materials, goods and supplies 178,465 61, ,248 1,020, ,492 49, , , , ,536,173 2,432,606 Repairs and maintenance 13,122 75,103 34, , , , , ,110, ,084 Equipment pool charge out 47,068 30, , ,896 21,468 10, , , ,429 (378,270) (10,153) 1,523,701 1,207,685 Telephone 30,239 12,274 8,402 15, ,434 15,880 1, , ,880 Utilities 38,327 59, ,968 58,874 3, , , , ,364,327 1,312,278 Insurance 120,740 17,927 8,983 14, ,390 43,599 23, , ,422 Interest on long term debt 45, , , ,574 37, ,708,655 1,692,200 Audit and legal 166, , , ,171 Amortization 198, ,007 1,895, ,394 7,542-15,084 2,243, , , ,211,046 5,881,466 Other 213,562 63,981 (159,083) (75,065) (6,351) (3,061) 117,218 (102,424) (4,315) 31, , ,121 3,388,862 7,226,912 6,621,997 1,994, ,530 77,288 1,244,883 10,712,615 3,605,992 2,144, ,587,948 36,176,479 Draft Annual Surplus (Deficit) $ 23,825,798 $ (5,892,000) $ (6,533,883) $ (729,563) $ 63,426 $ (45,802) $ (439,592) $ (8,366,846) $ 1,467,869 $ 130,419 $ 15,958 $ 2,858,351 $ 6,354,135 $ 12,681,961 ITEM 7.1

54 Page 54 of 126 ITEM 7.1

55 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 21 SCHEDULE OF OPERATING FUND OPERATIONS December 31, 2013 (Unaudited) Revenue Expenses Actual Budget Actual (unaudited) Net municipal property taxes (Note 14) $ 14,031,034 $ 14,057,238 $ 13,138,183 Grants in lieu of taxes and utility taxes 514, , ,071 Sale of services 3,851,719 3,393,406 4,050,910 Other revenue from own sources 1,423,746 1,346,055 1,796,028 Government transfers (Note 15) 13,820,793 13,322,752 13,099,026 Return on investments 134,755 77,500 83,482 Utility fees 7,294,946 7,620,983 7,283,535 41,071,225 40,319,163 39,946,235 General government services 3,190,856 3,433,839 2,996,576 Protective services 7,047,539 7,521,392 7,101,335 Transportation services 4,691,324 4,908,731 4,249,483 Air transport 1,884,733 1,307,018 1,733,555 Environmental waste services 562, , ,510 Public health and welfare 77, ,861 85,927 Environmental development services 1,229,799 1,383,712 1,136,287 Recreational and cultural services 8,461,050 8,059,036 8,301,903 Water and sewer utility charges 4,179,556 4,539,279 4,061,535 31,325,133 31,854,237 30,231,111 Excess of Revenue over Expenses 9,746,092 8,464,926 9,715,124 Interfund Transfers Net transfer to capital funds (9,286,809) (9,491,628) (8,183,560) Net transfer to reserve funds (683,163) (586,568) (497,468) Draft (9,969,972) (10,078,196) (8,681,028) Change in Fund Balances (223,880) (1,613,270) 1,034,096 Prior Period Adjustment (Note 20) ,628 Operating Funds, beginning of year 5,519,069 5,519,069 4,233,346 Operating Funds, end of year $ 5,295,189 $ 3,905,799 $ 5,519,069 Summary of General Fund Surplus Appropriated Surplus Reserve for future expenditures $ 1,079,706 $ 672,176 $ 705,403 Contingency reserve 900, , ,793 Unappropriated Surplus General 2,286,169 1,692,806 2,215,656 Water 424, ,341 1,272,457 Sewer 603, , ,760 $ 5,295,189 $ 3,905,799 $ 5,519,069 Page 55 of 126

56 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 22 SCHEDULE OF CAPITAL FUND OPERATIONS December 31, 2013 (Unaudited) Revenue Expenses Actual Budget Actual (unaudited) Restated (Note 20) Municipal Finance Authority cash refunds $ 169,867 $ - $ 52,639 Government transfers - 1,073,520 3,272,139 Return on investment 186, , ,318 Amortization of deferred capital contribution 1,658, ,669 Partner contributions 285, , ,500 Cash Communtations ,485 Developer Contributions 565,269-3,486,736 (Loss) Gain on sale of equipment (583,653) 143,901 Actuarial adjustment 576, ,109 2,858,351 1,283,520 8,849,497 General government services 198, , ,374 Protective services 194, , ,836 Transportation services 1,930,672 1,886,852 1,977,503 Waste Services 7,542 7,542 - Air transport 109, , ,464 Recreational and cultural services 2,251,565 2,243,895 2,212,536 Water and sewer utility charges 1,571,178 1,562,610 1,220,657 6,262,812 6,246,328 5,945,370 (Deficiency) Excess of Revenue over Expenses (3,404,462) (4,962,808) 2,904,127 Interfund Transfers Net transfer from general funds 9,286,809 9,491,628 8,183,560 Net transfer from reserve funds 588, , ,800 Draft 9,874,888 10,151,628 8,604,360 Change in Capital Funds 6,470,427 5,188,820 11,508,487 Capital Funds, beginning of year 144,949, ,949, ,200,906 Prior period adjustment (Note 20) ,174 Capital Funds, end of year $ 151,419,994 $ 150,138,387 $ 144,949,567 Summary of Capital Fund Surplus Cash reserves General capital reserve $ 3,627,414 $ 688,424 $ 3,584,403 Water capital reserve 7,536,474 7,196,572 5,256,572 Sewer capital reserve 2,146,752 1,989,285 2,202,435 13,310,640 9,874,281 11,043,410 Investment in tangible capital assets General capital reserve 100,733, ,950,206 99,510,573 Water capital reserve 21,473,138 21,865,363 20,455,780 Sewer capital reserve 15,902,861 14,448,537 13,939, ,109, ,264, ,906,157 $ 151,419,994 $ 150,138,387 $ 144,949,567 Page 56 of 126

57 ITEM 7.1 THE CORPORATION OF THE CITY OF DAWSON CREEK 23 SCHEDULE OF STATUTORY RESERVE FUND OPERATIONS December 31, 2013 (Unaudited) Revenue Interfund Transfers Actual Budget Actual (unaudited) Land sales $ 3,825 $ - $ 53,216 Return on investments 8,682 3,950 3,785 12,507 3,950 57,002 Net transfer from operating funds 683, , ,468 Net transfer to capital funds (588,079) (660,000) (420,800) 95,084 (73,432) 76,668 Change in Reserve Funds 107,591 (69,482) 133,670 Reserve Funds, beginning of year 671, , ,452 Reserve Funds, end of year $ 778,712 $ 601,640 $ 671,122 Summary of Statutory Fund Surplus Statutory Reserves Land sales $ 78,155 $ 2,593 $ 2,342 Off street parking 13,591 13,397 13,419 Equipment replacement 615, , ,601 Tax sale 71,672 71,481 70,761 Draft $ 778,712 $ 601,640 $ 671,122 Page 57 of 126

58 ITEM 7.1 City of Dawson Creek For the Twelve Months Ending December 31, Transfer Report 2013 Actual 2013 Financial Plan 2013 FP vs A GRF - Transfer to Capital Reserve N1 $ 3,324,339 $ 3,380,000 $ 55, GRF - Transfer from Carbon Reserve to Capital 326, ,000 36,654 GRF - Transfer from Airport Reserve to Capital N4 112,645 - (112,645) GRF - Transfer Surplus to Equip Pool N2 569, ,140 (122,090) GRF - Transfer from Cemeteries (3,451) (3,700) (249) WRF - Transfer to water capital fund 2,656,480 2,656, WRF - Transfer Surplus to Equip Pool N2 79,324 94,173 14, SRF - Transfer to Capital Reserve 590, , SRF - Transfer Suplus to Equip Pool N2 34,608 45,255 10, GCF - Transfer from Operating Funds (3,324,339) (3,380,000) (55,661) GCF - Transfer from Statutory Reserves (588,079) (660,000) (71,921) GCF - Transfer from Operating Reserves N4 (438,991) (363,000) 75, WCF - Transfer from Operating Fund (2,656,480) (2,656,480) WCF - Transfer from Capital Reserves SCF - Transfer from Operating Fund (590,000) (590,000) SCF - Transfer from Capital Reserves LSR - Transfer to general capital fund N3 (71,921) - 71, BSC - Transfer to general revenue fund 1,217 1,200 (17) CCR - Transfer to general revenue fund 2,234 2, EP - Transfer to Capital Fund 660, , EP - Transfer from GRF (569,230) (447,140) 122, EP - Transfer from SRF (34,608) (45,255) (10,647) EP - Transfer from WRF (79,324) (94,173) (14,849) Total Transfers $ - $ - $ - Notes: N1: The variance of $55,661 is due to aligning transfers to capital additions per the Tangible Capital Asset (TCA) policy N2: Equipment pool transfers are $683,162 and higher than budget due to aligning EP Charges to the TCA amortization policy. Any surplus from the monthly and annual charges are transferred into the reserve for future replacement. N3: $71,921 - Proceeds from the payout on the Chamber building capital lease were required to be deposited into the land sale reserve in accordance with the terms of the Statutory reserve. This transfer was not included in the 2013 Financial Plan as the agreement was not yet in place. N4: The variance is due to the airport tree removal project for $112,645 that was not included in the 2013 Financial Plan but approved by Council during Page 58 of 126

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65 ITEM 7.2 REPORT TO COUNCIL DATE: May 2, 2014 REPORT NO.: SUBMITTED BY: Brenda Ginter FILE NO.: Bylaw No Director of Corporate Administration SUBJECT: Smoke Free Public Places PURPOSE To provide Council with information gathered to date regarding a smoke free public places bylaw. SUMMARY/BACKGROUND On October 7 th, Kerensa Medhurst from the Canadian Cancer Society addressed Council regarding the Cancer Society s public policy priorities and benefits associated with implementation of an Outdoor Tobacco Bylaw. Following this presentation, staff was directed to work with the Society to investigate best practices regarding development and implementation of a bylaw which limits or prohibits smoking in outdoor public places, and to report the information back to Council for consideration. Action on this task was deferred until other bylaws such as the Property Maintenance and the Parking Bylaws were reviewed and revised. The Emergency Planning Bylaw is also awaiting review (since July, 2013) and should be considered prior to the adoption of the Smoke Free Public Places Bylaw. In the meantime, it is suggested that Council and staff partake in a committee of the whole workshop, together with a representative from the Canadian Cancer Society, to discuss enforcement levels, signage, education, specific locations, etc. Information gathered to date: Since November, staff have been communicating with other municipalities, requesting copies of their bylaws, enforcement levels/challenges etc. On March 26, Megan Klitch, Health Promotion Coordinator from the Canadian Cancer Society, BC and Yukon Division provided the City with information from various Canadian cities regarding tobacco bylaw compliance and enforcement. (attached for Council review) More recently, on April 8, 2014, the Corporate Administrator and the Chief Bylaw Enforcement Officer took part in a municipal smoke-free spaces webinar presented by the Heart & Stroke Page 65 of 126

66 ITEM 7.2 Report re: Smoke Free Public Places Page 2 of 4 Foundation, BC Lung Association and BC Healthy Communities and Healthy Families BC. This webinar outlined evidence to support outdoor smoking restrictions including protection, prevention, and cessation benefits. Ian Wilson from Kelowna and Sheena Fraser from Pemberton shared their experiences of implementing local bylaws and programs to promote smoke-free outdoor places. Following this webinar, the Chief Bylaw Enforcement Officer conducted another review of bylaws within other municipalities and has provided two bylaws for Council review; one from Surrey that is very restrictive and one from Tofino that was found to be the least intrusive. It is up to Council to provide direction regarding the content of the bylaw in order for it to meet the needs of the Dawson Creek citizens and visitors. Should Council request a workshop with representatives from the BC Cancer Society, staff suggests the following items be included in the discussion: - What level of restrictions should be included in a bylaw? - What level of enforcement should be applied? - What level of public consultation should be provided? - Before a bylaw is adopted under section 2(a) or (b) of BC Reg 42/2004, a copy of the bylaw must first be deposited with the Minister of Health and consultation has occurred with the Medical Health Officer responsible for health matters within the City of Dawson Creek. What level of consultation is required? - What areas of the City should be smoke free? Would they include bus stops, workplace patios, outdoor events such as the beer gardens at the fall fair? - Should there be a trial period at Rotary Lake? - Some districts have the public health office handle enforcement and public education (such as the Capital Regional District). Is this an option for Dawson Creek? - Is there any grant funding available for this purpose? Current City Practices: - Smoking Bylaw No (consolidated version) and the Smoke Free Space Policy are attached to this report for Council review. - Specific direction can be included within agreements such as with the Lakota Agri-Plex Operating Agreement that includes the following clause: Subject: Smoking and Smoke-Free Space City Council believes that smoking is addictive and that tobacco smoke is not conducive to good health. The desire of Council is to provide a situation where all designated areas of work; assembly and public use will be smoke-free in accordance to Bylaws 2730 and ALTERNATIVES 1. Council could set the parameters for the bylaw without seeking further direction from the Canadian Cancer Society and direct staff to prepare a draft bylaw for consideration. Page 66 of 126

67 ITEM 7.2 Report re: Smoke Free Public Places Page 3 of 4 2. Council may choose to leave the Smoking Bylaw or the Smoke Free Space Policy as is. Staff suggests that the Bylaw is very outdated and requires some amendments to bring it up to the levels currently accepted by society. The Policy also requires an amendment to include the 10M no smoking zone surrounding all City buildings and playgrounds. This was a Council resolution on August 14, 2006 which prompted signage to be placed accordingly, but the policy itself was not amended at that time. IMPLICATIONS (1) Social It is desirable for the health and safety of Dawson Creek citizens to prohibit or regulate smoking. (2) Environmental Increased restrictions on smoking in outdoor spaces will assist with both fire protection and litter control. (3) Personnel Staff time would be required from the Corporate Administrator, the Chief Bylaw Enforcement Officer and Administration staff. Increased communication efforts may require additional staff time and/or a communication consultant, depending on the direction of Council. (4) Financial Signage costs would be between $50 to $100 each. If Council wishes to have an increased consultation plan, additional funding would be required for advertising, printed materials, etc. GUIDING PRINCIPLES We will optimize opportunities for health living by developing an environment free from undue risk and enhancing the cleanliness and aesthetic appearance of our community. STRATEGIC PRIORITIES The Smoke Free Bylaw is included within the Department of Corporate Administration s list of bylaws requiring review in IMPLEMENTATION/COMMUNICATION If approved by Council, staff will contact the Canadian Cancer Society to request one or more representatives to attend a workshop with Council. RECOMMENDATION That Report No from the Director of Corporate Administration re: Smoke Free Public Places be received; further, that a representative from the Canadian Cancer Society be invited to attend a 1 2 hour committee of the whole workshop to discuss various aspects of a revised Smoke Free Public Places Bylaw and/or Policy. Page 67 of 126

68 ITEM 7.2 Report re: Smoke Free Public Places Page 4 of 4 Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Brenda Ginter Director of Corporate Administration BG Attachments: - Surrey Bylaw - Tofino Bylaw - Dawson Creek Smoking Bylaw - Dawson Creek Smoke Free Space Policy - Excerpts Tobacco Bylaw Compliance Page 68 of 126

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79 ITEM 7.2 THE CORPORATION OF THE CITY OF DAWSON CREEK BYLAW NO A Bylaw of The Corporation of the City of Dawson Creek (hereinafter called "The City") to regulate smoking in public places; WHEREAS, the Council of a municipality, pursuant to the provisions of Section 692 and Section 932 of the Municipal Act, R.S.B.C., 1979, C. 290 and amendments thereto, may regulate persons, their premises and their activities, to further the care, protection, promotion and preservation of the health of the inhabitants of the municipality; AND WHEREAS, it has been determined that smoking is a health hazard or discomfort for many of the City's inhabi tants; AND WHEREAS, it is deemed desirable for the health, safety and welfare of the City's inhabitants to prohibit or regulate smoking or both in certain areas; AND WHEREAS, the approval of the Minister of Health has been obtained, pursuant to the provisions of Section 692(4) of the Municipal Act as aforesaid; NOW THEREFORE, the Council of the City of Dawson Creek in an open meeting assembled enacts as follows: 1. TITLE. This bylaw may be cited as the REGULATION OF SMOKING BYLAW NO. 2730, INTERPRETATION In this bylaw, unless the context otherwise requires, Designtated Non-Smoking Area means a defined space within which smoking is prohibited; "Financial Institution" means a bank, credit union, trust company, savings or loan company, or similar institution; "Government Office" means an office of the Government of the Province of British Columbia, a regional district, or a municipality; "Personal Services Establishment" means an establishment in which a person provides a service to or on the body of another person and includes but is not limited Page 79 of 126

80 ITEM 7.2 to a barber shop, beauty parlor, health spa, massage parlor, tattoo shop, sauna, and steam bath; "Place of Public Assembly'' means a building or portion thereof used for the gathering together of persons for the purpose of education, worship, entertainment, recreation, business or amusement, but does not include a place where a private social function is being held, or a restaurant; "Private Social Function" means a special event in an entire room or hall reserved for the purpose, and at which attendance is limited to people who have been specifically invited or designated by the sponsor, but does not include an event which is held privately for the purpose of business, sales or education; "Proprietor" means controls, governs or directs the activity carried on with the kinds of premises referred to in this bylaw, and includes the person actually in charge. "Reception Area" means the public space used by an office or establishment for the receiving or greeting of customers, clients or other persons dealing with such office or establishment; "Resident or Patient Care Area" means any area of a medical care facility or hospital utilized for the care of or occupied by residents or patients; "Restaurant means any food premises, whether permanent or temporary, fixed or mobile, in which prepared food is served to the public in exchange for money or services or any place to which the public has access for the purpose of purchasing prepared food for human consumption on the premises, and includes but is not limited to dining lounges, lounges, cafeterias, lunch counters, canteens, neighbourhood public houses and night clubs, and which is capable of seating 31 persons or more; "Retail Shop" means a building or part of a building, booth, stall or place where goods are exposed or offered for retail sale but does not include a place where the only trade or business carried on is that of a custom blending of tobaccos, or sale of tobaccos, pipes, cigars, or smoker's sundries; "Service Counter" means a table surface, railing or other like physical structure, or an area of floor space provided by a Proprietor for the purpose of receiving, meeting, interviewing and serving members of the public; "Service Line" means an indoor line of two or more persons awaiting service of any kind, whether or not such service involves the exchange of money, and includes but is not limited to sales, provision of information, transactions, advice, and transfers of money or goods; Page 80 of 126

81 ITEM 7.2 "Smoke or Smoking" includes a lighted cigar, cigarette, lighted smoking equipment, the carrying of a pipe, or other lighted smoking equipment. 3. APPLICATION This bylaw does not apply to a Private Social Function. PART A - REGULATION OF SMOKING 4. PROHIBITION OF SMOKING No person may smoke a) in a school bus or public bus: b) in a taxicab, except with the consent of all passengers, if any, and the driver of the taxicab: c) in an elevator, or escalator, or an inside stairway for use of the public: d) at a Service Counter in a Financial Institution or Government Office: e) in a Resident or Patient Care Area in a hospital or medical care facility: f) in premises utilized for Service Purposes, except in a part of the premises used as an office or offices by members of the staff, or in a room set aside for staff to which the public is not admitted: g) in a Designated Non-Smoking Area in i) the public area of a hospital or medical care facility: ii) a Personal Services Establishment: iii) a Place of Public Assembly: iv) a Reception Area: or v) a Restaurant: or vi) a Retail Shop: or h) in the seating areas of theatres, motion picture theatres, music halls, auditoriums, gymnasiums, swimming pools, indoor sporting areas, including but not limited to bowling alleys, billiard parlours, libraries, and the display areas of museums and art galleries. i) in any facility owned & operated by the City. Comment [AC1]: Amended by Bylaw No MANDATORY DESIGNATED NON-SMOKING AREAS The Proprietor of a premises of a kind mentioned below shall provide a Designated Non- Smoking Area the minimum size of which is as follows: Page 81 of 126

82 ITEM 7.2 a) 50% of the floor area to which the public is permitted in a hospital or medical care facility, exclusive of places in which Smoking is prohibited by the Fire Commissioner, or by any law, bylaw or regulations and exclusive of the Resident or Patient Care Area: b) 25% of the floor area to which the public is permitted in a Personal Services Establishment having a seating capacity of more than 10 persons: c) 50% of the floor area of a Place of Public Assembly, exclusive of the floor areas included in i) the seating areas of theatres, motion picture theatres, music halls, lecture halls, classrooms, concert halls, auditoriums, gymnasiums, swimming pools, indoor sporting areas, and libraries; ii) the display areas of museums and art galleries; and iii) an area in which smoking is prohibited Fire Commissioner or by any other law, bylaw or regulation; d) 50% of the floor area of a Reception Area. e) 15% of the floor area or a minimum of 8 seats in a Restaurant. 6. VOLUNTARY DESIGNATED NON-SMOKING AREAS a) Notwithstanding the provisions of Section 4) g) vi): the proprietor of any retail shop may designate any portion or portions of such retail shop as a designated smoking area or areas. PART B - SIGNAGE 7. SIGNS REQUIRED The Proprietor of a Restaurant and of any premises in which smoking is prohibited in whole or in part shall install and maintain signs as prescribed by this bylaw, in conspicuous locations and so as to clearly identify the area of the premises or facility to which the signs refer. Page 82 of 126

83 ITEM SIGN SPECIFICATIONS Signs shall; a) bear messages as follows: i) for an area in which smoking is prohibited, "No Smoking, or the following symbol: ii) for an area in which smoking is permitted and a Designated Non-Smoking Area adjoins, "Smoking in This Area Only"; iii) in the case of a Restaurant or Retail Shop, whichever of the following signs apply: "Smoking and Non Smoking Seating Available" "No Non-Smoking Seating" "Non-Smoking Seating Only" "Smoking Permitted"; such sign to be located at each public entrance and visible from outside the Restaurant or Retail Shop b) in t he case of a sign with lettering, il have the lettering on a contrasting background ii) have a minimum letter size of 25mm c) in the case of the symbol illustrated in subsection a) i), i) be on a white background with the circle and interdictory stroke in red and the signet in black ii) the diameter of the circle be a minimum diameter of loomm and d) include the message "Regulation of Smoking Bylaw" in 5mm letters. Page 83 of 126

84 ITEM ENFORCEMENT Any officer of the City has the right of entry and may enter onto any land or into any building at all reasonable hours in order to ascertain whether the provisions of this bylaw are being observed, and any person interfering with or obstructing the entry of any such building to which said entry is made or attempted, pursuant to the provisions of this section of the bylaw, is guilty of an infraction of this bylaw. For purposes of this bylaw, Bylaw Enforcement Officers, Inspectors, Licence Inspectors and Peace Officers are considered officers of the City and are designated to enforce this bylaw pursuant to Section 264 (1) (b) of the Community Charter. This Bylaw is designated pursuant to s. 264(1) of the Community Charter, as a bylaw enforceable by means of a ticket in the form prescribed in the Community Charter Bylaw Enforcement Ticket Regulation, B.C. Reg. 425/2003. Pursuant to section 264 of the Community Charter, the words or expression in the OFFENCE column of Schedule A to this bylaw designate the offence committed. Pursuant to section 265 of the Community Charter, the fine amount in the FINE column of Schedule A to this bylaw is the fine amount that corresponds to the words or expression in the OFFENCE Column. 10. SMOKING OFFENCE WHERE PROHIBITED Comment [AC2]: Amended by Bylaw 4195 Comment [AC3]: Amended by Bylaw 4195 Comment [AC4]: Amended by Bylaw 4195 Comment [AC5]: Amended by Bylaw 4195 Any person who smokes in contravention of this bylaw is guilty of an offence and liable to a penalty of not more than $ NON-CONFORMITY WITH BYLAW AN OFFENCE Any Proprietor or person who fails or neglects to perform any duty imposed upon him by this bylaw is guilty of an offence and liable to a penalty of not more than $ SEVERABILITY If any section, subsection, sentence, clause or phrase of this bylaw is for any reason held to be invalid by the decision of any Court of competent jurisdiction, such decision shall not effect the validity of the remaining provisions of this bylaw. 13. EFFECTIVE DATE a) This bylaw, except Sections 7 and 8, comes into effect upon adoption. Page 84 of 126

85 ITEM 7.2 b) Sections 7 and 8 come into force and take effect 90 days after adoption. READ a first time this 8th day of May, READ a second time this 8th day of May, READ a third time this 24th day of July, RECEIVED THE APPROVAL of the Minister of Health this 18th day of September, RECONSIDERED AND ADOPTED this 16 th day of October, The Corporate Seal of THE CORPORATION OF THE CITY OF DAWSON CREEK was hereto affixed in the presence of: R.S. Trail - MAYOR Page 85 of 126

86 ITEM 7.2 Bylaw 2730 SCHEDULE A REGULATION OF SMOKING BYLAW NO Comment [AC6]: Amended by Bylaw 4195 OFFENCE SECTION FINE Smoking in School Bus Or Public Bus 4 (a) $50.00 Smoking in a Taxicab 4 (b) $50.00 Smoking in an elevator Or escalator 4 (c) $50.00 Smoking at a Service Counter 4 (d) $50.00 Smoking in a Health Care Facility 4 (e) $50.00 Smoking in a Personal Service Establishment 4 (g) (ii) $50.00 Smoking in a Reception Area 4 (g) (iii) $50.00 Smoking in a Restaurant 4 (g) (iv) $50.00 Smoking in a Retail Shop 4 (g) (v) $50.00 Smoking in City Owned & Operated Facilities 4 (i) $50.00 Failure to Post Signs 7 $50.00 Comment [AC7]: Removed from Bylaw No & added to No November 2013 by Bylaw No Report Page 86 of 126

87 ITEM 7.2 Policy Health & Safety SUBJECT: SMOKING AND SMOKE-FREE SPACE The Council believes that smoking is an addictive habit and that tobacco smoke in the City of Dawson Creek work environments is not conducive to good health. It recognizes the negative impact and discomfort of others smoking on non-smokers, but it also recognizes that there are smokers under its employ. The desire of the Council is to provide a situation where all designated areas of work, assembly and public use will be smoke-free. APPROVED BY COUNCIL: DATE: REAFFIRMED BY COUNCIL: DATE: Page 87 of 126

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92 ITEM 7.3 REPORT TO COUNCIL DATE: May 5, 2014 REPORT NO.: SUBMITTED BY: Brenda Ginter FILE NO.: Director of Corporate Administration SUBJECT: Communications Plan PURPOSE To provide Council with a Communications Plan and draft work plan for consideration. SUMMARY/BACKGROUND As part of Council s Strategic Priorities for 2013, a Communication Engagement Workshop was tasked to the Department of Corporate Administration as one of their Operational Strategies. In June, Joel McKay from Northern Development Initiative Trust held workshops for both City staff and Council in order to gather information to create a communications strategy for the City of Dawson Creek. From this engagement plan, staff proceeded to survey staff and Council on communications issues and hold individual meetings with senior staff to determine the most important communications issues currently facing the City. In consultation with Mr. McKay a draft Communications Plan was created. This is an ambitious plan with 5 significant goals identified. A Communications Committee was formed with representatives from each department to review the draft plan and provide recommendations on which goals should be started first. While many of the goals are equally important, with limited staff resources, they can not be addressed at the same time. The Committee identified goals 1 and 2 as the ones they believe should be started first and acknowledged that goal 5 was also important. It was strongly expressed that the most important item to work on first is internal communications. Better informed staff will be able to communicate with the public in more meaningful ways. As both goal 1 and 2 address internal communications it was felt they could both be started immediately. Although the City website is addressed in goal 3 it is a central part of all communication and work should also begin on that immediately. The website is a tool that is utilized in every strategy of every goal. Information should be easy to find and this tool should be leveraged to Page 92 of 126

93 ITEM 7.3 Report re: Communications Plan Page 2 of 3 its full capacity. All communications, whether it is a poster, an or an advertisement, provides a link to the City website. If information cannot be found on the website then the City has not communicated well. This impacts both staff and the public. Council has expressed an interest in an official City app for smart phone users. This was investigated and a company was located that could provide a very useful tool for $5,000. As the implementation of this app would fall under Goal 3, it will be considered once the work for Goal 1 and 2 are complete. Work Plan Task Draft a work plan for communicating Council decisions to all staff levels. Draft a Communications protocol for interdepartmental communication. Investigate costs and uses for a City intranet, an internal newsletter or other internal communications tools. Investigate communication methods for staff who do not have access to a computer. Develop a work plan and investigate costs for upgrading the website to a more user friendly platform. Report to Council on the progress of Goals 1 and 2 and present a work plan for Goals 3 and 5. Start Date May 2014 July 2014 May 2014 June 2014 May 2014 September 2014 ALTERNATIVES 1. Council could direct staff to develop a work plan and begin work on a different goal. 2. Council could approve the plan as presented and identify other specific actions for staff to take. IMPLICATIONS (1) Social Effective internal communications will provide staff with the knowledge they need to perform their jobs effectively and to communication accurate, timely information to the public. (2) Environmental N/A (3) Personnel The City of Dawson Creek does not have a dedicated communication staff person however we do have staff with Page 93 of 126

94 ITEM 7.3 Report re: Communications Plan Page 3 of 3 communications knowledge and experience. Administration staff will direct all work on the plan. (4) Financial The proposed 2014 economic development budget includes $20,000 for the Communications Plan. GUIDING PRINCIPLES Governance We will strive to make decisions that reflect the needs and desires of our community by providing opportunities for engaged, active citizens to help create and participate in developing solutions for pressing issues and by encouraging a wide range of agencies and citizens to take a meaningful role in decision making. Trust and Integrity We will have a reputation for acting with integrity and will earn the trust of our stakeholders by communicating with care and respect, working to develop positive relationships and by sharing information in timely and comprehensive ways. STRATEGIC PRIORITIES A Community Engagement Workshop was one of the 2013 Operational Strategies for the Corporate Administration Department. This plan is the result of the information gathered from the workshops held in June. IMPLEMENTATION/COMMUNICATION If approved by Council, staff will begin with goals 1 and 2 of the Communications Plan. Progress will be reported monthly in the Committee of the Whole report. RECOMMENDATION That Report No from the Director of Corporate Administration re: Communications Plan be received; further, that the Communication Plan 2014 be approved as presented. Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Brenda Ginter Director of Corporate Administration BG/jr Page 94 of 126

95 ITEM 7.3 This Communications Plan provides 5 broad goals to improve communications with staff and residents based on feedback gathered from staff, Council and the community. Communication Plan 2014 Page 95 of 126

96 ITEM 7.3 Communication Plan 2014 The City of Dawson Creek s Communication Plan outlines specific goals, objectives and actions to improve communications with key stakeholders; the community and employees, as well as to promote the City to investors, families and travellers. Proactive stakeholder engagement is the most effective way to communicate important City initiatives and foster an atmosphere of community collaboration and ensure an open and transparent democratic process. The City s Vision, Mission and Guiding Principles will guide the process of effective communication. One of the City s Guiding Principles is Trust and Integrity and states that trust can be earned by Pledging to align our actions with the guiding principles that support our vision. If the City aligns communications with the Guiding Principles it will communicate with integrity and earn the trust of the citizens. The key to effective communication is to keep it relevant, accurate and current. It is important that every method used to communicate is done well. It must be honest, in plain language and it must be clearly branded as information from the City. The City Communications Plan will outline the goals and the work that needs to be done. It is by no means the end of a process; rather, it is the beginning of a process. From this plan will flow several plans for specific departments or activities as well as protocol for effective communication. Each communication tool will need protocol attached to it to ensure that it meets City standards and criteria for appropriate communication. Analysis Feedback on City communications has been gathered in the following ways: March 2011 Community Survey November 2013 employee survey November 2013 Council survey January 2014 individual discussions with senior staff An internal Communications Committee with representatives from each department There were several common messages received: Information to the public and staff needs to be more timely and easy to find. Employees are frustrated about learning City business in the newspaper rather than at work and they do not always feel they have all the information they need to be City ambassadors. The methods (website, , Facebook etc) used to communicate information are not always the appropriate one for each message and the message is not always timely or informative. Information on the City website is difficult to locate and out of date. 1 Page 96 of 126

97 ITEM 7.3 Communication Plan 2014 Communication Approach and Tactics Guiding all goals, strategies and actions are the following universal communications principles: 1. Provide information that is timely, accurate, clear, accessible and responsive. 2. Consider the range of communication tools at our disposal and use those most appropriate to address the needs associated with each circumstance. 3. Work collaboratively across the organization to ensure that information is thorough, factual and timely. 4. Respect the access to information and privacy rights of citizens and employees. 5. Support opportunities for engagement to inform public policy. 6. Strive to achieve a culture of two-way communication and communications excellence practices. Goal One Increase staff knowledge of Strategic Priorities and Council decisions. STRATEGY Communicate Council decisions to staff in a timely manner. Proposed Actions Ensure all current staff and new staff who have computer access are subscribed to website updates. Provide website News to staff who do not have computer access either by providing either a computer or monitor in staff lunch rooms, printed news updates or a digital information screen at work sites (similar to what is seen in airports with updated information). Design work flow to ensure Council meeting updates are posted to the website immediately following a Council meeting. STRATEGY Regularly communicate Strategic Priorities to staff. Proposed Actions Once annual Strategic Priorities are set by Council develop a communication flow to communicate all of those priorities to staff. Develop a communication protocol to provide staff with updates that are provided to Council in the Committee of the Whole reports. 2 Page 97 of 126

98 ITEM 7.3 Communication Plan 2014 Goal Two Improve the quality of internal communications. STRATEGY Make information about City activities, new initiatives, programs and hot topics easy to access. Proposed Actions Promote and leverage online resources as a database for frequently accessed information and frequently asked questions for employees to find answers. Investigate costs, uses and staff capacity to maintain a City intranet. As with Goal One, provide website News to staff who do not have computer access either by providing either a computer in a staff lunch rooms, printed news updates or a digital information screen at work sites (similar to what is seen in airports with updated information). Clean up the S drive, determine it s usefulness and make use of it. STRATEGY Ensure employees at satellite locations feel a strong connection to the organization. Proposed Actions Increase opportunities for employees across the organization to collaborate through crossdepartmental projects, initiatives, and teams. Host employee events at satellite locations. Continue to inform employees of matters affecting them before informing the public. Provide access to electronic resources in satellite lunch rooms. STRATEGY Increase knowledge of departmental objectives and activities between departments. Proposed Actions Increase information sharing capacity at clerical meetings. Have departments communicate key departmental initiatives to all departments. Perhaps this information can be relayed to one Administration staff person for appropriate dissemination of information. 3 Page 98 of 126

99 ITEM 7.3 Communication Plan 2014 Goal Three Increase capacity to communicate with citizens in timely and meaningful ways. STRATEGY Create annual departmental communications plans. Proposed Actions Work with Directors and Managers to identify annual communication priorities for the coming year; build actions into yearly work plans for staff. Determine resource requirements. Identify key audiences and determine how and when to engage. Dedicate a departmental staff person in all departments as a central point person to gather and prioritize City information for distribution. STRATEGY Standardize common operational procedures for communicating the City s message and receiving feedback from citizens. Proposed Actions Create regular patterns of work across the organization for listening to citizens, sending out messages, alerting the media, hosting events, updating the website, informing staff, etc. (Ensure the City Reception receives accurate, timely information in this process) Filter communications through one or more key staff persons to ensure consistency and timely messaging. Identify best practices for communication processes in procedure documents and circulate these to staff. Update and distribute the City s current style guide and templates. Ensure City branding is evident in all communication tools. Maintain efficient and cooperative relationships with members of the media. Develop an Emergency Communications Plan for before, during and after a major emergency. STRATEGY Embrace the corporate identity of the City and translate it into how we do business with our customers through responsible, professional and transparent interactions so that all citizens receive quality customer service and results Proposed Actions Develop an employee ambassador program to educate staff and encourage better engagement with citizens. 4 Page 99 of 126

100 ITEM 7.3 Communication Plan 2014 Give staff ownership to follow through on citizen inquiries. Provide staff with appropriate customer service training. Provide staff with the resources to follow through on inquiries. STRATEGY Improve quality of communication tools and standardize the use of them. Proposed Actions Purchase an app that allows for two way communication between the City and residents. Specifically a garbage schedule app that allows for additional messaging to be added to it from the City and allows citizens to report infrastructure or service issues to the City. Replace the City website to a platform with easy navigation and a user friendly Content Management System. Improve the quality of information on the City website and remove all secondary sites that detract from the City site. Develop protocol for website updates. Develop Facebook protocol to ensure Facebook updates are regular, relevant and content is informative and easily understood. Investigate costs and uses for Public Display Screens in City facilities. Conduct a review of all print communication tools to clearly define the message and the audience and target those communications appropriately. Goal Four Increase participation in local government and the public process. STRATEGY Develop a public engagement strategy to guide the public consultation process. Proposed Actions Create more informal opportunities for public feedback. Always respond to public inquiries within 12 hours (regardless of the platform they use to communicate). Consider more consultation activities in different locations. Explore best practices in public engagement. Increase public awareness of engagement opportunities. Balance the use of traditional consultation methods (e.g. public meetings, surveys) and emerging methods (e.g. online forums) to best suit the situation. STRATEGY Secure larger turnouts during community consultations. 5 Page 100 of 126

101 ITEM 7.3 Communication Plan 2014 Proposed Actions Coordinate events in conjunction with popular public gatherings. Plan events in advance to access prime advertising opportunities. Identify barriers that may exist to public participation and how these barriers influence citizen turnout. Communicate the purpose of the event and the event details in multiple platforms. Share contact lists between departments for mail outs and s to contact more people. STRATEGY Inform citizens about how to get involved and stay informed about City government utilizing public meetings. Proposed Actions Educate citizens about the role of Council. Make guidelines for citizen participation clear by providing information on the various processes on the website. Simplify language used in all publications. Don t use government speak and don t use acronyms. Goal Five Build the City reputation as a desirable place to live and do business. STRATEGY Raise awareness in BC and Alberta of the quality of life in Dawson Creek. Proposed Actions Advertise in publications targeted to people who may be looking to relocate. Actively pursue articles profiling Dawson Creek. Allocate resources for Economic Development. STRATEGY Develop positive working relationships with industry leaders. Proposed Actions Have the City Economic Development representative attend industry events. Maintain memberships in Economic Development or business focussed organizations. 6 Page 101 of 126

102 ITEM 7.3 Communication Plan 2014 Communication Tools The information in these publications and web tools is important however the vast number of places to find the information causes confusion and misinformation. In keeping with the core principle of providing information that is timely, accurate, clear, accessible and responsive, having too many tools leaves too much room for error and too much staff time to keep it all up to date. All communication tools should be appropriately branded to ensure it is recognizable as communication from the City. Electronic Status Details City Website K This site can be vastly improved. Information needs to be easy to find Content should be concise and in simple language Information should belong to the City providing information from other sources makes it impossible to ensure accuracy (ie: school district and Northern Health information do not belong) Dawson Creek in the News website D This site is underutilized (very few visits recorded in analytics) and the information is repeating information found in other sources. Delete this website. Planning for People website Planning for Youth website Dawson Creek Library Website Dawson Creek Community Profile website 7 I D K I The Planning For People Website contains important environmental information and should be given a page on the City website. This will add legitimacy to the information provided. At a time when resources are available to commit to this project, it could be brought back in partnership with the School District but at the moment the information is outdated and has no audience. The website has an active audience and it is managed by the library well. There should be a link to it from the City website and the library site should be branded properly. This is the same information that is provided in the print publication. The information should be reviewed for appropriate audience and messaging and the website should be a page on the City site not a separate site. FACEBOOK: City (1223 likes) K This page needs protocol developed and messaging filtered through one or two staff to ensure effective and consistent messaging. Watershed Stewardship Program (80 likes) Aquatic Centre Facebook (220 likes) KBAC Climbing Wall Facebook I K I This page is not identified as an official City page, it has few likes and it has very little interaction. If the information shared here is important then it should be shared on the City Facebook page. While it is a generally accepted rule that organizations should only have one Facebook page, in this case the pool page is effective and it provides very specific information to people who are interested. Protocol needs to be developed for communicating on this page and sharing the posts on the City page. This page should be removed after advising its followers to like the Aquatic Centre page for updates. The Aquatic Centre can provide Page 102 of 126

103 ITEM 7.3 Communication Plan 2014 (30 likes) updates on the whole facility not just the pool. Dawson Creek Library Facebook K As with the website, this page is managed well and serves a very specific audience. DC In the News Facebook (70 likes) D This page merely shares links from other Facebook pages and as such has little value. It is not the role of the City to regurgitate information from other sources. DC In the News Twitter (15 followers) D As with the Facebook, page this platform is only sharing information from other sources. NEW* Internal Intranet An intranet would provide accurate, timely information to staff on corporate objectives, council decisions, and strategic planning. Resourcing the site should be discussed. NEW* Garbage pick up app The cost for this product is relatively inexpensive and it would provide another platform for engagement with citizens. It also would not require a lot of staff resources to manage. Print Publications Keep? Annual Report K This is required by legislation. Identify specifically what is required by legislation and streamline the process to provide a quality document using the least amount of resources. Is there an audience for this beyond the legislative requirements? Can it be produced as an online report only? DC Community Guide(Annual) DC Community Profile K K The content for the Guide and the Profile should be reviewed. Who is the audience and what is the message? Can the publications be combined or are the separated? How are they different? Should any (Annual) information overlap? Community Leisure Guide K As a trial this publication could be only available at City facilities for pick up. A card could be mailed the first time to citizens letting them know where it is available and advising it will no longer be mailed. Public feedback will determine the success. Our Community Dawson Creek Newsletter (as needed). Mailed out. Dawson Creek in the News (not printed since March 2012) K N A review of the value of this publication is warranted. Does it reach the desired audience? Is there another way to reach that audience that is more cost effective? This publication is no longer used. Brochures K Brochures are used in several departments. The design of these brochures should be consistent. All print material should have a City look about it. Administration should have a copy of all brochures in use. Perhaps a basic template for brochures should be designed. 8 Page 103 of 126

104 ITEM 7.3 Communication Plan 2014 Other Keep? Council Meetings K Required. News Releases K This is still an effective way to reach a large number of people on important issues. Protocol should be developed to assist in determining when a news release is required. Public Hearings K Required. Y Individual s are an effective way to provide direct communication. Newsletters by (as needed) D A strategic shift from newsletters to subscribers on the website will provide more timely information to citizens. Often by the time a newsletter is produced the information has already been in the news and it is dated. Advertising newspaper, television and radio K As required however other methods of communication should be explored and cost effectiveness reviewed. Events K This is still an effective way to communicate. There is a small group of citizens who still prefer these. More effort into increasing attendance at these meetings. It also meets the City Guiding Principal of Providing opportunities for engaged, active citizens to help create and participate in developing solutions for pressing issues. Portable Sign K The sign is inexpensive and easy to update. It can also be used to drive traffic to the website or Facebook page where more detailed information can be provided. * Status K Keep I Discontinue use of the tool but integrate information into other tools. D Discontinue use of this tool. 9 Page 104 of 126

105 ITEM 7.4 REPORT TO COUNCIL DATE: May 7, 2014 REPORT NO.: SUBMITTED BY: Brenda Ginter FILE NO.:1-3-2 Director of Corporate Administration SUBJECT: Residential Development Committee PURPOSE To provide Council with information regarding the Residential Development Committee. SUMMARY/BACKGROUND On March 31, 2014 Council approved a work plan for a Residential Development Committee and directed staff to form the committee. There were two advertisements placed in the local paper and approximately 150 letters sent out to contractors, realtors and owners of rental properties in Dawson Creek. To date the City has received expressions of interest from the following: - Doug Scott, Real Flow Investments - Sylvia Hartnell, property owner and rental manager - Shayne McNulty, resident - Rudy Van Spronsen, Chamber of Commerce - Kathleen Connolly, Chamber of Commerce - Joe Mottishaw, Engineering Technician ALTERNATIVES 1. Council could direct staff to re-advertise for additional committee members. This will delay the start of the committee work. 2. Council may choose to proceed with the committee, appointing the six volunteers as voting members, and Council, a Building Inspector, the Director of Infrastructure and Sustainable Development, and a City Planner as non-voting members. City staff would hire a consultant to assist with the completion of the work plan. Due to the City Planner position still being vacant, this expertise would need to be provided by another qualified consultant. Page 105 of 126

106 ITEM 7.4 Report re: Residential Development Committee Page 2 of 2 3. Council may choose to abandon the committee and reconsider Zoning Amendment Bylaw No. 4204, 2014 based on information already gathered. IMPLICATIONS (1) Social It is desirable for a committee to be comprised of a broad spectrum of interested parties. (2) Environmental N/A (3) Personnel Staff from the Department of Infrastructure and Sustainable Development and Corporate Administration will be assisting the Residential Development Committee to complete the work plan. (4) Financial The cost of an advertisement is approximately $200. GUIDING PRINCIPLES We will strive to make decisions that reflect the needs and desires of our community by: - providing opportunities for engaged, active citizens to help create and participate in developing solutions for pressing issues - Encouraging a wide range of agencies and citizens to take a meaningful role in decision making. STRATEGIC PRIORITIES This project is not included within Council s Strategic Priorities for IMPLEMENTATION/COMMUNICATION Upon Council direction, staff will either begin advertising for interested committee members and compiling background information for the initial information meeting; or in the alternative staff will begin scheduling future meetings with the current applicants. RECOMMENDATION That Report No from the Director of Corporate Administration re: Residential Development Committee be received; further, that staff be directed to advertise for committee members in the local paper and social media for a further two weeks. Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Brenda Ginter Director of Corporate Administration Page 106 of 126

107 ITEM 7.5 REPORT TO COUNCIL DATE: April 30, 2014 REPORT NO.: SUBMITTED BY: Shawn Dahlen FILE NO.:1-6-0 Deputy Director of Infrastructure and Sustainable Development SUBJECT: Infraction of Bylaw 3123 PURPOSE To provide Council with information surrounding the Parking Bylaw and the downtown snow removal and the process followed for towing vehicles. SUMMARY/BACKGROUND Resident of Unchaga Court Apartments, Susan Johnston, left her vehicle parked on 13 th Street between Alaska Avenue and 102 nd Avenue while she was out of town from February 20, 2014 until April 17, Upon her return she found that her vehicle had been towed during a downtown snow removal which took place on February 27, Downtown snow removals are done in accordance to Council s snow plowing and removal policy and coordinated in accordance to the snow plowing priority map. During a snow removal, no parking signs are put out a day in advance in order to give vehicle owners a chance to make sure their vehicle is not in the way during snow removal. A downtown snow removal cannot be properly carried out if vehicles are in the way of snow removal equipment. It is also stated under Parking Bylaw 3123 that no vehicle is to be parked on any street for more than a twenty-four hour period without being moved. The Bylaw Department enforces this on a complaint basis only, and does not proactively seek out vehicles that have been in the same spot for more than twenty-four hours. It should be noted that Ms. Johnston felt that we as the City never followed through properly with Section 5, Article d) of Bylaw 3123 which states: If a motor vehicle is removed, detained or impounded for a period of five (5) or more days, written notice shall be given to the registered owner at his address as shown on the records of the Registrar of Motor Vehicles advising him of the seizure, the sum payable to release the vehicle and the date of advertising for sale by public auction if unclaimed. Unfortunately this did not happen, nor has it been able to happen for quite some time. The RCMP cannot release the owner information on the vehicle to the City nor can the tow company look inside the vehicle to obtain information on Page 107 of 126

108 ITEM 7.5 Report re: Infraction of Bylaw 3123 Page 2 of 3 ownership from the insurance, therefore, it is not possible to determine ownership. It is not possible to follow through with Section 5, Article d). Because of this, Bylaw 4214 which went to Council on April 28, 2014 was revised, removing Article d) of Section 5. When a vehicle is towed, the tow company notifies the RCMP via fax of the towed vehicle if it has not been claimed after a period of one week. Unfortunately even if we could have followed through with Section 5 Article d), there is no way Susan Johnston would have received the notification as she was out of town for approximately two months. Susan Johnston claimed to Council that she had no place to park, however the City Bylaw Department contacted Unchaga Court, Ms. Johnston s place of residence, regarding their parking policies. Unchaga Court advised that all of their tenants are made aware that parking on 13 th Street is not recommended as there is a chance of being towed during snow removal. The City was further advised tenants are provided a parking stall under the building, however the stalls come with a fee and some tenants choose not to pay the fee. The City was also informed that the building provides free parking on the back side of the building (west side) for those who choose not to pay for an underground space. ALTERNATIVES 1. Council could decide to pay the bill for Ms. Johnston. 2. Council could decide to pay a portion of the bill for Ms. Johnston. IMPLICATIONS (1) Social Council has determined snow plowing and removal priorities based on community needs and safety. (2) Environmental N/A Removing parked vehicles during snow plowing and removal in areas other than the downtown core has been discussed on numerous occasions. (3) Personnel Staff notifies the downtown core of removal by means of no parking signage a day in advance in order to accommodate downtown snow removals. (4) Financial Staff budgeted $2208 in the 2014 operational budget to tow vehicles if required during downtown snow removals. This budget is already at 102% for the year. There is no budget to pay for individual citizens parking infractions. Susan Johnston s tow and impound fee for two months was $1500. The towing company returned her vehicle for $800. Page 108 of 126

109 ITEM 7.5 Report re: Infraction of Bylaw 3123 Page 3 of 3 GUIDING PRINCIPLES We will have a reputation for acting with integrity and will earn the trust of our stakeholders by pledging to align our actions with the guiding principles that support our vision. STRATEGIC PRIORITIES N/A IMPLEMENTATION/COMMUNICATION Staff will advise Ms. Johnston of Council s decision. RECOMMENDATION That Report No from the Deputy Director of Infrastructure and Sustainable Development re: Infraction of Bylaw 3123 be received; further, that Council deny Ms. Johnston s request to reimburse the $800 bill for her parking infraction. Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Shawn Dahlen AScT, Deputy Director of Infrastructure and Sustainable Development SD/jr Page 109 of 126

110 ITEM 7.5 THE CORPORATION OF THE CITY OF DAWSON CREEK PARKING BYLAW NO. 3123, 1995 (CONSOLIDATED VERSION FOR CONVENIENCE ONLY) Amendment Bylaw 3198, 1996 incorporated Amendment Bylaw 3252, 1997 incorporated Amendment Bylaw 3645, 2003 incorporated Amendment Bylaw 3989, 2008 incorporated Page 110 of 126

111 ITEM 7.5 THE CORPORATION OF THE CITY OF DAWSON CREEK BYLAW 3123 A Bylaw for the Regulation, Control, or Prohibition of the stopping, standing or parking of vehicles in the Municipality of Dawson Creek. WHEREAS, pursuant to Section 120 of the Motor Vehicle Act R.S.C.B C.288 as amended and Sections of the Municipal Act R.S.B.C C.290, the Council is authorized to regulate the parking of vehicles within the Municipality. NOW THEREFORE: the Municipal Council of the City, in open meeting assembled enacts as follows: SECTION 1 - SHORT TITLE: This Bylaw may be cited for all purposes as the "CITY OF DAWSON CREEK PARKING BYLAW NO. 3123, 1995". SECTION 2 - DEFINITIONS: In this Bylaw, unless the context requires otherwise, the following words and terms shall have the following meanings assigned to them. "Boulevard" means that portion of a highway between curb lines or the lateral lines of a roadway and the adjoining property or roadway, and includes curbs, sidewalks and ditches. "Clerk" means the Municipal Clerk of the City. "Commercial Vehicle" means motor vehicles used or intended for use in the conduct of a business or enterprise. "Council" means the Council of the City. "Crosswalk" means (a) any portion of the roadway at an intersection or elsewhere distinctly indicated for pedestrian crossing by signs or by lines or other markings on the surface, or (b) the portion of a highway at an intersection that is included within the connection of the lateral lines of the sidewalks on the opposite sides "Cycle" means a device having any number of wheels that is propelled by human power and on which a person may ride. "Engineering Manager" means the person designated by Council as head of the Engineering Department, or his authorized representative. "Highway" includes every highway within the meaning of the Highway Act or Motor Vehicle Act and every road, street, lane or right-of-way designed or intended for or used by the general public for the passage of vehicles and every place or passage way owned or operated by the City for the purpose of providing off street parking or for the use of pedestrian or cycle traffic. "Lane" means any highway not exceeding 8 m in width. "Metered Space" means a section of highway at which a parking meter has been installed. Page 111 of 126

112 ITEM 7.5 Parking Bylaw No Consolidated Version Page 3 of 11 "Motor Vehicle" means a vehicle that is designed to be self propelled. "Municipality" means the City of Dawson Creek. "Park" means the standing of a vehicle, whether occupied or not. "Peace Officer" means an RCM Police Officer, a City Parking Control Officer, a City Bylaw Enforcement Officer, the City Clerk or other person designated a Peace Officer by City Council or under the provisions of the Police Act. "Person" shall include any corporation, partnership, firm or association and for the purpose of this Bylaw, shall include the registered owner of a motor vehicle. "Residential Area" means any area zoned residential in the zoning bylaw of the City currently in force and shall include the highways abutting such zones and where the zone is different on the two sides of the highway, the dividing line shall be taken to be the centre line of the highway. "Roadway" means the portion of the highway that is improved, designed or ordinarily used for vehicular traffic but does not include the shoulder and where a highway includes two or more separate roadways, the term "roadway" refers to any one roadway separately and not all of the roadways collectively. "Sidewalk" means the area between the curb lines or lateral lines of a roadway and the adjacent property lines improved for use of pedestrians or any other improved area set aside for pedestrian use only. "Traffic" includes pedestrians, ridden or herded animals, vehicles, cycles and other conveyances, either singly or together, while using a highway for purposes of travel. "Traffic Control Device" means a sign, signal, parking meter, marking, space, barrier or device placed or erected by authority of the Council or person duly authorized by the Council to exercise such authority. SECTION 3 - ENFORCEMENT: Part A - Offences Except when necessary to comply with Provincial or Federal Enactments, or to the directions of a Peace Officer and except while operating a Municipal or Provincial utility vehicle or vehicles of a public utility corporation while engaged in their duties, no person shall stand or park a vehicle: 1. on a sidewalk or boulevard; 2. in front of a public or private driveway; 3. in any lane except an attended commercial vehicle actually loading or unloading and provided the vehicle is so placed to leave 3 m of clear roadway; 4. within 5 m of fire hydrant; 5. on a crosswalk or within 6 m of the approach side of the crosswalk; 6. within 6 m upon the approach to a stop sign or traffic control signal located at the side of a roadway; Page 112 of 126

113 ITEM 7.5 Parking Bylaw No Consolidated Version Page 4 of upon a highway for the principal purpose of: a) displaying a vehicle for sale; b) wrecking, storing or repairing any vehicle; c) displaying signs; d) selling any commodity or article; 8. in such a way as to obstruct traffic; 9. on the roadway side of a vehicle stopped or parked at the edge of a curb or roadway (double parking); 10. upon a bridge; 11. in any place where a traffic control device gives notice that stopping, standing or parking is prohibited or restricted in such a place; 12. in such a manner as to obstruct the visibility of any standard traffic control device; 13. upon a two-way roadway other than the right side of the roadway and with the right hand wheels parallel to that side; 14. on a roadway more than 30 cm from the curb of such roadway if a curb has been constructed; 15. in an angle parking zone where the length of such vehicle and trailer attached thereto exceeds 7 m; 16. on any highway for a continuous period exceeding twenty-four (24) hours without first obtaining written permission from the Clerk; 17. within 3 m of the entrance or exits of a lane; 18. exceeding one (1) ton rate capacity in any residential area (except vehicles required for construction, repair or service of the premises); 19. more than one boat or vessel per property in a residential area; 20. more than one recreational vehicle per property in a residential area; 21. more than one commercial vehicle under one (1) ton rate capacity per property in a residential area; 22. upon any portion of the highway where traffic control devices consisting of lines are painted upon the surface of the highway to designate parking areas, except within such designated space or area; 23. at any metered space for a duration in excess of two (2) consecutive hours. Vehicles exceeding the two (2) hour limit may be towed away at the owner's expense; 24. at any metered space for a duration of one (1) consecutive hour or less, except where the required fee for that period of time has been deposited in the meter and the time expired flag is not showing on the meter; 25. on any public parking lot operated by the City where traffic control devices indicate the length of time allowed for parking in contravention of length of time indicated on the applicable traffic control device; 26. in a Loading Zone as designated by an applicable traffic control device unless actively engaged in the loading or unloading of a vehicle; 27. in a Handicapped Parking Only Zone as designated by an applicable traffic control device unless displaying a valid Handicapped Certificate issued by S.P.A.R.C or a valid Handicapped Permit issued pursuant to this bylaw; 28. any vehicle in a designated Taxi Only Zone except a taxi licenced under the City's Taxi Bylaw # 2631; 29. traffic control devices (parking meters) will be in effect Monday through Saturday on a regular daily basis excluding statutory holidays. (9 a.m. to 6 p.m. Monday through Saturday except Friday which will be (9 a.m. to 9 p.m.). 30. on a roadway where a traffic control device indicates that parking is restricted to residents only, unless the vehicle bears a resident parking permit issued by the Page 113 of 126

114 ITEM 7.5 Parking Bylaw No Consolidated Version Page 5 of 11 Part B - Zones 1. Parking Meters Engineering Manager, and the Engineering Manager may for that purpose issue a resident parking permit authorizing the parking of a vehicle with a specified license number adjacent to specified residential premises on a portion of a roadway where such a traffic control device has been installed, if the applicant provides satisfactory evidence that they reside at that location. a) The Council may establish metered parking zones and place or install or cause to be placed or installed mechanical or electronic parking meters for the purpose of collecting a fee for the use or occupation of each metered parking space. Areas designated metered parking zones are outlined by resolution of Council. b) The Council may establish the amount of the fee for use or occupation of a metered parking space. These fees will be shown on Schedule "A" attached to this Bylaw. c) A designated metered parking space where no parking meter is in place will be available for parking up to one (1) consecutive hour (unless otherwise posted) at no fee. d) The Council may establish a AParking Permit@ which will be available on an annual basis to Utility Companies, Tradespeople and Delivery People whose work necessitates frequent or extended stops at metered spots. Parking Permits would provide for a maximum of two hour parking at metered spaces during the regular working day. 2. Restricted Zones The Council or the Engineering Manager may establish Loading, Taxi, Handicapped Only, No Parking and Time Restricted parking zones. Zones of this type located adjacent to metered parking zones are outlined by resolution of Council. Part C - Penalties Any person who violates any of the provisions of this Bylaw or who suffers or permits any act or thing to be done in contravention of this Bylaw, or who is the registered owner of a motor vehicle parked in contravention of the Bylaw is liable on summary conviction to a fine not exceeding One Thousand Dollars ($1,000.) Any Peace Officer, City Parking Control Officer, City Bylaw Enforcement Officer, City Clerk or other person so designated by Council may enforce this Bylaw and may issue violation tickets where a vehicle is parked in contravention of this Bylaw. Fines will be assessed as shown in Schedule "B" of this Bylaw. Part D - Compliance 1) Any peace officer, City Parking Control Officer, City Bylaw Enforcement Officer, City Clerk or other person so designated by Council may enter, at all reasonable times, upon any property subject to the regulations of this Bylaw in order to ascertain whether there is compliance with the provisions of this Bylaw. Page 114 of 126

115 ITEM 7.5 Parking Bylaw No Consolidated Version Page 6 of 11 2) No person, other than the owner or operator of a motor vehicle, shall remove any notice or ticket placed thereon or affixed thereto by an authorized person as provided for in this Bylaw. 3) No person shall remove, obliterate, or otherwise interfere with any markings in use by an authorized person as provided for in this Bylaw to determine the length of time a vehicle remains parked in the location (Chalk mark or other). 4) No person shall interfere with the functioning of a parking meter or attempt to receive time on a metered space without paying the fee required. SECTION 4 - EXCEPTIONS: a) Senior Citizen The Council may authorize City staff to issue exemption stickers to persons 65 years of age or older. These stickers allow such persons to park at a metered space without paying the designated fee, provided that such parking does not exceed one (1) or two (2) consecutive hours as depicted by the metre concerning the relevant space. Senior Citizen exemption stickers expire on December 31st of each year, with a five dollar ($5.00) yearly fee payable prior to the issuance or renewal of such sticker. b) Handicapped (i) Handicapped - Permanent Individuals with permanent handicaps will be required to obtain a sticker from the Social Planning & Research Council of British Columbia (SPARC. Applications are available from City Hall. These stickers allow such persons to park at a metered parking space without paying the designated fee, provided that such parking does not exceed one (1) or (2) consecutive hours as depicted by the metre concerning the relevant space. Holders of valid handicapped stickers will also be entitled to park up to one (1) hour at any designated Handicapped Only zone and may use designated loading zones while actually loading or unloading a handicapped passenger. Registered owners of vehicles used to transport physically disabled persons may obtain handicapped stickers so long as they display these stickers only when actually using the vehicle for that purpose. (ii) Handicapped - Temporary Temporary Handicapped stickers are available from the City of Dawson Creek for a fee of $5.00. Temporary stickers are for use when the individual has difficulty walking for the short term. The stickers when issued will include an expiry date or will automatically expire on December 31st of the year, whichever is sooner. Temporary stickers entitle the holder to the same privileges as those with a permanent handicapped sticker as outlined above. c) Display Senior Citizen Exemption Stickers are to be affixed only to the window of the vehicle in respect Page 115 of 126

116 ITEM 7.5 Parking Bylaw No Consolidated Version Page 7 of 11 d) Permit of which they have been issued and are to be placed on the inside of the front windshield, at the lowest possible point on the extreme driver's side of the vehicle. Handicapped Exemption Stickers are to be displayed only in the vehicle in respect of which they have been issued and are to be placed face up on the dashboard on the driver's side of the vehicle. No person shall display a Senior Citizen exemption sticker unless a person 65 years of age or older is operating or is a passenger in such vehicle. No person shall display a Handicapped exemption sticker unless a person with a physical disability that renders walking difficult is operating or is a passenger in such vehicle. Fines applicable for displaying an exemption sticker contrary to the provisions of this Section will be assessed as shown in Schedule "B" of this Bylaw. The City Director of Operations may issue a permit to a licensed commercial vehicle, the operator of which has complied with the provisions hereof but such exemptions shall only be in force so long as the permit for such remains valid. SECTION 5 - REMOVAL OF VEHICLES/CHATTELS: a) Where any vehicle is standing or parked in contravention of this bylaw, a Peace Officer, City Parking Control Officer, City Bylaw Enforcement Officer, City Clerk, Engineering Manager or other person so authorized by City Council may: i) move the vehicle or require the driver or person in charge of the vehicle to move it to a position determined by the authorized person; ii) move the vehicle or take the vehicle into his custody and cause it to be taken to and stored in a place determined by the authorized person. b) Any chattel or obstruction occupying any portion of a highway or public place may be removed, detained or impounded by any person authorized to do so by the Engineering Manager or a Peace Officer. c) If a motor vehicle has more than five (5) outstanding parking violations (tickets) the said vehicle may be removed and impounded if found parked on any highway or public place. d) Claiming Vehicle - Any vehicle, obstruction or chattel may be recovered by the owner by firstly paying all fines, violations or tickets issued by the City at the Treasury Department at City Hall, then by presenting proof of such payment along with proof of ownership to the City's removal contractor at the contractor's place of business. All fees for removal and storage must be paid directly to the contractor prior to release of said vehicle. - If a motor vehicle is removed, detained or impounded for a period of five (5) or more days, written notice shall be given to the registered owner at his address as Page 116 of 126

117 ITEM 7.5 Parking Bylaw No Consolidated Version Page 8 of 11 SECTION 6 - SEVERABILITY: shown on the records of the Registrar of Motor Vehicles advising him of the seizure, the sum payable to release the vehicle and the date of advertising for sale by public auction if unclaimed. - Any vehicle, chattel, or obstruction not claimed by its owner within thirty (30) days of its impounding or detention may be sold at public auction; which auction shall be advertised at least once in a newspaper circulating in the City. - The proceeds of such Auction Sale shall be applied firstly to the cost of the sale, secondly to the fees, costs and expenses of the City or its contractors and thirdly the balance, if any, shall be held by the City for one (1) year from the date of the sale for the owner. If unclaimed at the end of the year, such sum shall be paid into the General Revenue of the City. - Notwithstanding the preceding provisions, where any garbage, rubbish, abandoned or unlicenced motor vehicle with an apparent market value of less than five hundred dollars ($500.00) is left on any highway or public place, such article may be removed and disposed of by the City at the expense of the owner. If any section, subsection, sentence, clause or phrase of this Bylaw is for any reason held to be invalid by the decision of any Court of Competent Jurisdiction, such decision shall not effect the validity of the remaining provisions of this Bylaw. SECTION 7 - ADMINISTRATIVE: 1) Singular/Masculine/Feminine terms to apply: Wherever the singular, masculine or feminine is used in this Bylaw, it shall be considered as the plural, feminine or masculine has been used, where the context so requires. 2) Repeal: This Bylaw hereby repeals the City of Dawson Creek Traffic Bylaw # 2345, 1983 and amendments thereto in its entirety. 3) Effect: This Bylaw shall take effect upon the adoption by the affirmative vote of a majority of Council present at the meeting at which the vote is taken. Page 117 of 126

118 ITEM 7.5 Parking Bylaw No Consolidated Version Page 9 of 11 READ a first time this 10 day of July, READ a second time this 10 day of July, READ a third time this 16 day of October, ADOPTED this 23 day of October, Certified a True and Correct Copy of the "CITY OF DAWSON CREEK PARKING BYLAW NO. 3123, 1995". Jim Noble - CITY CLERK The Corporate Seal of THE CORPORATION OF THE CITY OF DAWSON CREEK was hereto affixed in the presence of: Bill Kusk - MAYOR Jim Noble - CITY CLERK Page 118 of 126

119 ITEM 7.5 Parking Bylaw No Consolidated Version Page 10 of 11 SCHEDULE "A" Parking Meters Fees for occupying a metered space -- For each twelve (12) minutes Five Cents ($0.05) For Annual Parking Permit $ per year Page 119 of 126

120 ITEM 7.5 Parking Bylaw No Consolidated Version Page 11 of 11 SCHEDULE "B" VIOLATION COLUMN 1 COLUMN 2 ** Penalty for Violation **Penalty reduced to Section 3, Part A Subsection: (if paid within seven (7) days of issuance) 1) on sidewalk or boulevard $25.00 $ ) in front of driveway $25.00 $ ) in a lane $25.00 $ ) within 5 m of a hydrant $25.00 $ ) within 6 m of a crosswalk $25.00 $ ) within 6 m of a stop sign $25.00 $ ) on a highway for advertising, repair or sales $25.00 $ ) obstructing traffic $25.00 $ ) double parked $25.00 $ ) on a bridge $25.00 $ ) contravening traffic control device $25.00 $ ) obstructing visibility $25.00 $ ) wrong way parking $25.00 $ ) more than 30 cm from curb $25.00 $ ) more than 7 m long in angled space $25.00 $ ) 24 hours on highway $25.00 $ ) 3 m from lane entry/exit $25.00 $ ) exceeding one ton rate in residential area 1st offence 2nd offence 3rd offence $50.00 $75.00 $ $25.00 $50.00 $ ) more than one boat $25.00 $ ) more than one R.V. $25.00 $ ) more than one commercial vehicle $25.00 $ ) outside marked space $25.00 $ ) more than 1 hour at a meter $25.00 $ ) meter violation $25.00 $ ) overtime in City lot $25.00 $ ) in a loading zone $25.00 $ ) in a handicapped zone $ $ ) in a taxi zone $25.00 $ ) commercial permit Meter Rate plus $5.00 admin fee 30) No permit in resident-only parking area $25.00 $25.00 Section 3, Part D Subsection: 2) removing ticket $75.00 $ ) obscuring chalk $75.00 $ ) obstructing meter $75.00 $75.00 Section 4 Subsection: c) display exemption sticker when not permitted $75.00 $75.00 Page 120 of 126

121 ITEM 7.6 REPORT TO COUNCIL DATE: May REPORT NO SUBMITTED BY: Duncan Redfearn FILE NO Deputy Director of Community Services SUBJECT: 2014 City Hall Flooring Capital Project PURPOSE To review and make recommendations regarding changing the scope of work for the City Hall flooring 2014 capital project. SUMMARY/BACKGROUND Staff included a proposed budget of $130,000 in the 2014 capital budget submissions to replace the carpet on the main floor, upper floor and to modify the customer service counter in the finance department in the City Hall building. As noted in the budget submission, the flooring at City Hall has become worn over the years and is in need of replacement in the near future. The project included renovations to the finance/reception area in order to provide a centralized customer service area. Over the last year, staff has reviewed the customer service model at City Hall and looked at opportunities to centralize services to create a single service area as opposed to multiple areas on multiple floors. As we have progressed through the tender drawing and development phase staff has determined that the customer service renovation requires further review in order to ensure the renovation meets all of the needs of the future staffing model. Staff recommend that the 2014 City Hall Flooring Capital project be changed and split into two phases: Phase 1: Phase 2: Remove and replace all carpet on the main floor of City Hall, and minor renovations to the finance customer service area in order to accommodate a progression towards a centralized customer service counter. Renovations to the finance area including construction of a new customer service centre, and removal and installation of flooring. ALTERNATIVES 1. Council may direct staff to complete the work in two phases. This option will allow staff to replace the flooring on the third floor of City Hall during the summer when there will be less disruption to Council meetings and staff in general. Page 121 of 126

122 ITEM 7.6 Report re: City Hall flooring capital project Page 2 of 2 2. Council could choose not to complete any work at City Hall in 2014 and reallocate the money. 3. Council may direct staff to proceed with the project as originally proposed during the 2014 budget submissions. This option may result in new flooring in the finance department having to be removed in order to accommodate future renovations. IMPLICATIONS (1) Social N/A (2) Environmental N/A (3) Personnel If approved, the phasing of this project will accommodate carpet installation on the third floor during the summer. Further, staff will have an opportunity to complete minor renovations to the finance customer service area, accommodating a shift, while allowing time for senior management to further engage staff regarding the model. (4) Financial If approved staff will use the $130,000 allocated in the 2014 budget to complete this work. GUIDING PRINCIPLES This project is in line with Council s Guiding Principle of inclusivity, we will create an invitational climate by ensuring all individuals have equal access to services and opportunities for success. STRATEGIC PRIORITIES N/A IMPLEMENTATION/COMMUNICATION If approved staff will proceed with Phase 1 of this project as per the City purchasing policy. RECOMMENDATION That Report No from the Deputy Director of Community Services re: 2014 City Hall Flooring Capital Project be received; further, that Council direct staff to split the 2014 City Hall capital project into two phases; phase 1 being the removal and installation of carpet on the third floor of City Hall as well as minor renovations to the finance customer service counter; and phase two being the removal and replacement of the carpet on the main floor of City Hall as well as broader renovations to the Finance Department. Respectfully submitted, ORIGINAL SIGNED BY APPROVED FOR AGENDA BY CAO Duncan Redfearn Deputy Director of Community Services Page 122 of 126

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