000714 Minutes of the Executive Committee meeting of the Counc. l of the City of Abbotsford held November 24, 2003, at 1 :00 p.m. in the Matsqui Centenrn.ial Auditorium Council Present: Mayor M. Reeves; Councillors B. Beck, IE. Fast, S. Gibson, M. Gill, L. Harris, G. Peary, P. Ross, and M. Warawa Staff Present: City Manager - G. Guthrie; Director of Adbninistration and Corporate Planning - T. Strong; Director of Engineering Services - J. Gordon; Director of Parks and Recreation - M. Taylor; and Director of Corporate Services - D. Bottrill Staff Present for a Portion of the Meeting: Chief Constable - L Mackenzie; Finance Officer - S. Bursill; Constable - D. Hennann; Manager of Fi:nancial Services - 1. Lewis; Budget Manager - K. Sinclair; Fire Chief - R. Lawrie:; Manager, Transportation and Drainage - A. Kastelein; Manager, Parks Services - J. Laframboise; Manager, Arboriculture, Trails, and Projects T. Gross; Economic Development Manager - 1. Teichroeb; Assistant Manager, Property Services - B. Flitton; Senior Planners - R. Brennan and M. A. Thornton; Library Manager - A.M. Matthieu; Manager of Administration - E. Storrier; and Administrative Manager, Corporate Services - S. Kowalchuk Media Present: The Abbotsford News; and Shaw Communications Public Present: 34 1. CALL TO ORDER Mayor Reeves called the meeting to order at 1 :00 p.m. 2. ADOPTION OF MINUTES.1 Executive Committee Meeting Minutes - November 17, 2003 Moved by Councillor Gill, seconded by Councillor Warawa, that the minutes of the Executive Committee meeting of Council, held November 17,2003, be adopted. E352-2003 CARRIED.
000715 held November 24,2003, at I :00 p.m. in the Matsgui Centennial Auditorium Page 2 2. BUSINESS QUT QF MINUTES.1 Current Location of the Air Quality Monitoring Station - Notice of Motion At the November 17, 2003, Executive Committee meeting, Councillor Ross gave notice to discuss, at the next Executive Committee meeting of Council, the current location of the air quality monitoring station. The station was relocated by the Greater Vancouver Regional District, from the Clearbrook Library to a City park. The Abbotsford Air Quality Committee believes that an accurate reading of air quality in the City cannot be achieved at the present location, as there is less traffic in that area. Moved by Councillor Ross, seconded by Councillor Fast, that the City of Abbotsford correspond with the Fraser Valley Regional District, requesting that the Greater Vancouver Regional District be asked to relocate the air quality monitoring station to a location to be determined by the City and the Abbotsford Air Quality Committee. E353-2003 CARRIED.. 2 Bill 75 - Significant Projects Streamlining Act (0135-20) Moved by Councillor Ross, seconded by Councillor Gill, that Report No. BLD45-2003, dated November 20, 2003, be received from the Director of Development Services, regarding Bill 75 - Significant Projects Streamlining Act; and the Mayor correspond with the Minister of Competition, Science and Enterprise, expressing concern with the potential impact of the proposed legislation on the City's autonomy to regulate land use and development in the City, and timing of the legislation. Council discussed the proposed legislation, which staff interprets as being intended to facilitate major projects having a significant public interest extending beyond the local government's jurisdiction. The Bill has the potential to impact the autonomy of local governments to regulate land use and construction, and appears to be inconsistent with the intent of the Community Charter to delegate increased autonomy and powers to local governments. It was noted that many of the impediments to expeditious approval of development applications result from the requirements of existing provincial legislation. It was agreed that Cowlcil will review the letter before it is sent. The motion was then put and E354-2003 CARRIED.
000716 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 3.3 Triland Development Inc., and Garren Development Ltd., 30415 Progressive Way; Update on Building Design (3360-20/D03-032) The Senior Planner updated the revised building design for the Triland Development Inc., and Garren Development Ltd. property at 30415 Progressive Way, as requested by Council at the November 17,2003, Executive Committee meeting. 3. DELEGATIONS Moved by Councillor Warawa, seconded by Councillor Peary, that the verbal report be received from the Senior Planner; and the revised building design for the Triland Development Inc., and Garren Development Ltd. property, located at 30415 Progressive Way, be approved. E355-2003 CARRIED..1 G. Tough, Chair, Sister City Select Committee; Annual Report (0450-20) G. Tough, Chair, Sister City Select Committee, introduced members L. Brown and A. Flavelle. L. Brown, University College of the Fraser Valley, provided a brief history of the educational exchanges of both students and teachers, established between Abbotsford and Fukagawa, Japan. A. Flavelle, Vice President of the Canada/Japan Friendship Association, spoke of the differences between the two cultures, and encouraged continued exchanges between the communities, which is an economic benefit to the City through the Intemational Homestay Program. G. Tough highlighted the various exchanges that occurred over the years; cultural events hosted; and future plans of the Committee. Moved by Councillor Peary, seconded by Councillor Gill, that the delegation of G. Tough, Chair, Sister City Select Committee, presenting the Committee's Annual Report, be received. E356-2003 CARRIED.
000717 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 4.2 A. Joy, Community Liaison Coordinator, Safer City Abbotsford (5460-01) A. Joy, Community Liaison Coordinator, Safer City Abbotsford, provided a year-end progress update for the Safer City project, and introduced the proposed 2004 Road Safety Plan for the City. In conjunction with the Abbotsford Police Department, UCFY, ICBC and the City, the Integrated Corridor Pilot Project will be introduced in 2004. The aim of the project is to reduce motor vehicle accidents along travel corridors experiencing a high number of accidents. Constable D. Hermann, Abbotsford Police Department, encouraged the public to report unsafe drivers to the Police, who will follow-up with a warning or enforcement. He reported that warnings are effective, as in the Harris Road study, where targeted drivers were warned, resulting in safer driving habits. Moved by Councillor Harris, seconded by Councillor Gill, that the delegation of A. Joy, Community Liaison Coordinator, Safer City Abbotsford, presenting a 2003 update, be received; and that the Integrated Intervention Corridor Project be supported in principle. E357-2003 CARRIED..3 J. Field, Abbotsford Symphony Society; Banner (0230-20) K. Young, President of the Abbotsford Symphony Society, thanked Council for its support. She introduced J. Field, Yice President, who requested approval to hang a banner across South Fraser Way, advertising upcoming symphony events. She advised that the banners would be made and donated by students of W.J. Mouat Secondary School, according to the City's specifications. Moved by Councillor Warawa, seconded by Councillor Ross, that the delegation of K. Young, be received; and the request from the Abbotsford Symphony Society, seeking approval to hang a symphony banner across South Fraser Way, be approved, with all costs being borne by the Abbotsford Symphony Society. One Councillor pointed out that the request does not comply with the City'S current policy, which provides for banners to be displayed, promoting or advertising City organized or conducted events. It was felt that the banners could be displayed under the policy, as the City supports the Symphony through its grant. As Council will be phasing out the Symphony's grant in 2004, it was requested that the policy be reviewed in early 2004. The motion was then put and E358-2003 CARRIED.
held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 5 4. 2004-2008 Financial Plan Presentation (1700-02) L. Stagg, Vice President, Abbotsford Youth Commission, introduced several members of the Youth Commission and its Board of Directors who were in attendance. He provided background to the establisrunent of the Commission, and introduced youth representatives, K. Dhaliwal and R. Dyck, who highlighted some of the Commission's activities, programs, and services. L. Stagg presented the 2004 Youth Commission budget, which included a 1.5% increase over 2003 in the fee-for-service provided by the City, due to increased staffing costs. The fee-for-service forms 65% of the Commission's overall budget, and L. Stagg pointed out this would be the first increase since 1999. Mayor Reeves requested that the Commission's financial statements be provided regularly. Moved by Councillor Peary, seconded by Councillor Fast, that the delegation of L. Stagg, Vice President, Abbotsford Youth Commission, presenting the Annual Report and 2004 Budget, be received. E359-2003 CARRIED. The Director of Corporate Services presented the 2004 Financial Plan, which provided clarification of previous presentations for parks operations and roads infrastmcture. A reduction in the Development Cost Charge (DCC) assist factor from 5% to 1 %, and reallocating $100,000 from the Gateway Greening Program to DCCs were proposed as alternatives to finance road infrastmcture. Councillor Beck highlighted his alternative budget presentation, which proposed securing a gas tax from the Provincial Government by January 1, 2005; eliminating changes proposed to DCCs; reducing the proposed Police budget, contributions to the Debt Sinking Fund, and Council's contingency fund; and providing a 2% increase for fee-forservice contracts, while maintaining grants-in-aid at 2003 levels. Councillor Beck calculated a net savings from the proposed 2004 budget of $2.75 million. He suggested that efficiencies of scale be pursued between the Police Service and City Hall, and policing provided for special events be decreased. Councillor Beck maintained that his proposal of a 1.99% increase provides higher levels of service, with the lowest tax increase since 1996. 1.A. Murphy, 33338 Nelson Avenue, commented on the proposed gas tax; increased development in the City, which results in greater demand on services; that higher
000719 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 6 assessment rates in 1995 and 1996 resulted in lower tax increases; and that he currently pays approximately $36,000 a year in taxes for his commercial propeiiy. He suggested that, rather than trees, the greenways be planted with lower maintenance vegetation to reduce costs and motor vehicle accidents. He advised that the City has not responded to his request two years ago, to remove shrubs on the road allowance at his property, due to lack of visibility. There were no further comments from the public. Council discussed pursuing a gas tax, but it was generally felt that the City would not be successful in acquiring the revenue from the Province. While some Councillors supported the Police increase, others felt that it was too high, and that the Department should be investigating other efficiencies, or using auxiliary support. One Councillor cautioned that, if infrastructure is not maintained, the City will face increased costs in the future. The Chief Constable advised that the Police Board reduced the original request for 17 officers to 15, to be hired incrementally, resulting in a reduction of $620,000 for 2004. He pointed out that the 2417 operation of the Department has its own complexities with regard to human resource and finance functions; however, the Department will work with City Hall in an effort to find efficiencies. Report No. COR12-2003, dated November 19, 2003, from the Library Manager and Director of Corporate Services, presented the Fraser Valley Regional Library (FVRL) budget. An increase of $133,888, primarily for salary increases and Sunday openings, was requested. The Director of Corporate Services clarified that the library tax IS a separate line item on the tax notice, which is collected and remitted to the FVRL. Moved by Councillor Gill, seconded by Councillor Peary, that Report No. COR12-2003 dated November 19, 2003, be received from the Library Manager and the Director of Corporate Services; and that the 6.9% budget increase for City of Abbotsford library services, proposed by the Fraser Valley Regional Library, be approved. E360-2003 CARRIED. Further discussion of the Financial Plan was deferred until the end of the meeting to allow Council to deal with Administration and Development Services reports.
000720 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 7 5. REPORTS 5.1 ADMINISTRATION.1 Administrative Fees Bylaw, 2003; Amendments (1810-02) Moved by Councillor Beck, seconded by Councillor Harris, that Report No. ADM66-2003 dated November 19, 2003, be received from the Manager of Administration; and Bylaw No. 1277-2003, "Administrative Fees Bylaw, 2003", proceed for three readings at the next Regular meeting of Council. E361-2003 CARRIED. 5.2 DEVELOPMENT SERVICES.1 J. and H. Khosa, 32153 Austin Avenue; Amendment to LUC (3360-201R02-034) Moved by Councillor Fast, seconded by Councillor Gill, that Report No. DEV204-2003 dated November 18, 2003, be received from the Assistant Planner, and: (1) staff prepare and present a bylaw to amend Land Use Contract No. 177 for the J. and H. Khosa property, located at 32153 Austin Avenue, to permit the residential building on the lot to contain an Accessory Secondary Suite; and (2) the Mayor and Director of Administration and Corporate Planning be authorized to execute all documents related to this matter. E362-2003 CARRIED..2 "Treetop Drive, Blueberry Court and Applewood Drive", 3300 block of Westview Boulevard - Street names (5450-20) Moved by Councillor Gill, seconded by Councillor Warawa, that Report No. DEV200-2003 dated November 17, 2003, be received from the Assistant Planner, and the new roads located at 3300 Block of Westview Boulevard be named "Treetop Drive", "Blueberry Court" and "Applewood Drive". E363-2003 CARRIED.
000721 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 8.3 Amendments to the Tree Protection Bylaw (3900-20) Moved by Councillor Harris, seconded by Councillor Ross, that further consideration of Report No. BLD41-2003 dated November 20, 2003, from the Director of Development Services, recommending amendments to the Tree Protection Bylaw, be deferred for one week. E364-2003 CARRIED. Moved by Councillor Gibson, seconded by Councillor Fast, that the November 24, 2003, Executive Committee meeting of Council be recessed. (4:20 p.m.). CARRIED. The Executive Committee meeting reconvened at 5:00 p.m., to conclude discussion of the 2004 Financial Plan. 4. 2004-2008 Financial Plan Presentation (1700-02) Further discussion ensued regarding the financial plan and process to determine a rate for 2004 taxation. Some Councillors believed instituting a gas tax, or relying on receiving gas tax funds from the Provincial Government, was optimistic. Clarification of the budget item for tree maintenance was sought. Staff advised that approximately $29,000 is required for maintenance of trees planted in 2003, with additional funding needed to address care and maintenance of existing plantings and trail maintenance. The revised budget proposal from the Chief Constable, discussed earlier in the day, was revisited. Moved by Councillor Warawa, seconded by Councillor Ross, that the revised Abbotsford Police Department budget proposal of 15 officers, and 9 civilians, be approved for 2004.
000722 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 9 Staff confirmed that the proposal would reduce the police portion of the budget from 4.1 % to 3.1 % of the total budget. Some Councillors were opposed to dealing with the Police budget in isolation, believing it would impact other departments; others believed it was a significant compromise and worthy of support. The motion was then put and E365-2003 DEFEATED. Opposed: Mayor Reeves, and Councillors Beck, Fast, Gibson, Gill, Harris, and Peary, and Vlarawa * Amended by Resolution E369, December 1, 2003. Moved by Councillor Warawa, seconded by Councillor Ross, that staff report back within 90 days on gas tax options for future budgets, including a share of the Provincial gas tax and a new gas tax for the City. E366-2003 CARRIED. Opposed: Councillor Fast Consideration of Report No. ENG 59-2003 dated November 7,2003, from the Director of Engineering and the Director of Corporate Services, regarding budget implications of proposed updates to Development Cost Charges Bylaw No. 1019-2001, was deferred for one week. Report No. ENG 54-2003 dated October 29, 2003, from the Director of Engineering, discussing residential cleanup options, was considered. The pros and cons of a spring and fall clean-up were discussed, including: abuse of the program; scavengers; unsightliness; an additional fee for all, versus user-pay; and whether it would reduce illegal dumping activities. Moved by Councillor Ross, seconded by Councillor Fast, that Report No. ENG 54-2003 dated October 29, 2003, be received from the Director of Engineering; and the City not reinstate residential cleanup. E367-2003 CARRIED.
000723 held November 24, 2003, at 1 :00 p.m. in the Matsqui Centennial Auditorium Page 5 7. ADJO~ENT Moved by Councillor, seconded by Councillor, that the November 24, 2003, Executive Committee meeting of Council be adjourned (6:30 p.m.). CARRIED. Certified Correct: / ~ -WJ MayO~~