TOWN OF SMITHERS MINUTES OF THE REGULAR MEETING OF COUNCIL HELD IN THE COUNCIL CHAMBERS, 1027 ALDOUS STREET, SMITHERS, B.C. ON TUESDAY, JANUARY 22, 2019, AT 6:30 P.M. Council Present: Taylor Bachrach, Mayor Gladys Atrill, Councillor Lorne Benson, Councillor Greg Brown, Councillor Casda Thomas, Councillor Frank Wray, Councillor. Council Excused: John Buikema, Councillor. Staff Present: Dianna Plouffe, Acting Chief Administrative Officer and Director of Corporate Services Leslie Ford, Director of Finance Mark Allen, Director of Development Services Keith Stecko, Fire Chief Rob Blackburn, Airport Manager Roger Smith, Director of Works and Operations Janice McKay, Recording Secretary. Media Present: S. Bogdan, Moose FM; and C. Gareau, The Interior News. 1. CALL TO ORDER Mayor Bachrach called the meeting to order (6:30 p.m.). 1.1 ACKNOWLEDGEMENT Mayor Bachrach stated the following: The Town of Smithers acknowledges the Gidimt'en Clan and the Witsuwit'en people, on whose unceded traditional territory we live, work and play. 1.2 APPROVAL OF AGENDA (including Supplemental Items) R19.026 Atrill/Brown THAT Council approves the agenda, as amended, by varying the order of the agenda to bring Item 12.1 - Presentation by the Smithers Saltos Gymnastics Club forward to follow Item 5.1 - Presentation by the Smithers Rod and Gun Club. 1.3 PUBLIC COMMENT PERIOD (one minute per speaker regarding agenda items only). Regarding Item 9.3 and Item 10.1, I. Oevermann suggested that Council encourage BC Hydro to switch its street lights to LED lights, as the Town is responsible for paying electricity usage costs for the inefficient street lights. Page 1 of 17
2. PUBLIC HEARING 3. APPROVAL OF MINUTES 3.1 REGULAR - MINUTES JAN 8 R19.027 Thomas/Atrill THAT the minutes of the Regular Meeting of Council held January 8, 2019, be adopted. 3.2 SPECIAL OPEN - JAN 4 R19.028 Atrill/Thomas THAT the minutes of the Special Open Meeting of Council held January 4, 2019, be adopted. 4. BUSINESS ARISING FROM THE MINUTES None. 5. PETITIONS AND DELEGATIONS 5.1 BV ROD & GUN CLUB Brian Atherton, President, Bulkley Valley Rod and Gun Club, provided an overview which included the Club's programs, partnerships, growing membership, extensive facility usage by others groups, and its contributions to the community, local tourism, and wildlife conservation. 5.2 SMITHERS SALTOS GYMNASTICS CLUB Lara Collingwood, Smithers Saltos Gymnastics Club, explained the rationale for their requests for letters of support to: a) accompany their Bulkley Valley Community Foundation grant application for the Equipment Revitalization Project, indicating that the Town will partner with the Club to allow funds to flow through the Town of Smithers, should the application be successful; and b) accompany their expression of interest in becoming a beneficiary of the 2019 Air Canada Smithers Charity Golf Tournament for the Club's Safety Equipment Upgrade Initiative. (See Item 12.1 for motions relating to these requests). Page 2 of 17
5.2 cont d Other requests for Council's consideration include the following: a) the need to have a discussion regarding the state of the building and plans for forward movement on necessary building improvements; b) permission to apply for grants to address building concerns, keeping in mind that no grants cover one hundred percent of capital projects; c) the proposal for a one dollar per year Lease Agreement (as is the case for other non-profit groups), or to apply the current lease payments specifically to go towards building upgrades; and d) the proposal that the Town would inherit all equipment if the Bulkley Valley Gymnastics Association were ever in the position where the Association was unable to sustain itself. 6. COUNCIL REPORTS 6.1 COUNCILLOR ATRILL 6.1.1 CHANDLER PARK FIELD UPGRADES ADVISORY COMMITTEE - MINUTES JAN 11 The minutes of the Chandler Park Field Upgrades Advisory Committee meeting held January 11, 2019, were presented. 6.1.2 DRAFT PROTOCOL AGREEMENT - TOWN & SOCCER GROUPS The draft Protocol Agreement between Smithers Soccer Groups and the Town of Smithers for the Chandler Park Field Upgrades Capital Project, was presented. R19.029 Atrill/Brown THAT Council approves the draft Protocol Agreement between Smithers Soccer Groups and the Town of Smithers for the Chandler Park Field Upgrades Capital Project. 6.1.3 ATRILL REPORT Councillor Atrill advised that she attended the January 21, 2019, Access Smithers meeting. 6.2 COUNCILLOR BENSON 6.2.1 BENSON REPORT Councillor Benson reported that he attended the following: a) The North Matters presentation held January 12, 2019; b) the Smithers District Chamber of Commerce Executive meeting held January 15, 2019; and c) a meeting with W. Bergen, Smithers Public Library Board, held January 15, 2019, regarding fundraising and programs. Page 3 of 17
6.3 COUNCILLOR BROWN 6.3.1 FINANCE - MINUTES JAN 14 R19.030 Brown/Atrill THAT the minutes of the Finance Committee meeting (Capital Budget) held January 14, 2019, be adopted. 6.3.2 FINANCE - JAN 14 - MOTIONS ONLY The motions from the Finance Committee meeting (Capital Budget) held January 14, 2019, were presented for Council's ratification. R19.031 Brown/Atrill THAT Council ratifies all of the motions made by the Finance Committee at the Finance Committee meeting (Capital Budget) held January 14, 2019. The following is the list of motions ratified by Council: Motion 1: THAT the Finance Committee recommend to Council that Council reduce the West Fraser Room carpet replacement 2019 budget from $40,000 to $20,000, with funding as presented; AND THAT the Council Chambers horseshoe desk realignment be moved from 2019 into the 2020 budget, with funding as presented. Motion 2: THAT the Finance Committee recommend to Council that Council repair the broken Town Hall natural gas furnace in 2019, using $5,000 from the Facility Maintenance Capital Reserve; AND THAT Council move forward in 2019 with a project to heat the entire Town Hall building with renewable energy with funding for assessment and design to come from $10,000 of the Facility Maintenance Capital Reserve; AND THAT once designed the Town applies for a Federation of Canadian Municipalities Green Municipal Fund Grant to cover 50% of the project costs. Page 4 of 17
6.3.2 cont d Motion 3: THAT the Finance Committee recommend to Council that Council move the Chamber of Commerce window replacement budget of $15,000, from 2019 into the 2020 budget, with funding as presented. Motion 4: THAT the Finance Committee recommend to Council that Capital Item A Municipal Facility Small Capital Maintenance/Upgrades Five-Year Plan 2019-2023, be approved as amended. Motion 5: THAT the Finance Committee recommend to Council that Capital Item D - Gymnastics Building Envelope Upgrades $90,000 budget be included in the 2020 Capital Budget to complete an envelope upgrade to the LB Warner Centre Gymnastics Building with funding from 100% grants, pending a conversation with the Gymnastics Club. Motion 6: THAT the Finance Committee recommend to Council that Capital Item E - Old Arena Roof Replacement remain in the 2020 capital plan pending results of a future old arena condition assessment, with funding as presented; AND THAT the Finance Committee recommend to Council that Capital Item F - Arena Chiller Replacement remain in the 2019 capital plan, pending results of the Ice Plant Consolidation and Heat Reclaim Feasibility Study, with funding as presented. Motion 7: THAT the Finance Committee recommend to Council that Capital Item G - Airport Storage Building Alternate Energy Project of $150,000 be approved in the 2020 Capital Plan, with funding as presented. Motion 8: THAT the Finance Committee recommend to Council that Capital Item H - Airport Terminal Modernization Project remaining project costs be carried forward to the 2019 Capital Plan and be adjusted once 2018 year end is completed, with funding as presented. Motion 9: THAT the Finance Committee recommend to Council that Capital Item I - BV Arts and Culture Centre Phase I Library/Art Gallery project costs of $15,872,000 be placed into the Five-year 2019-2023 Capital Plan, with funding as presented. Page 5 of 17
6.3.2 cont d Motion 10: THAT the Finance Committee recommend to Council that Capital Item J - Works and Operations Salt Storage Building $100,000 project be approved in the 2019 Capital Budget, with funding from Capital Works/Land Sales Statutory Reserve. Motion 11: THAT the Finance Committee recommend to Council that Capital Item K - Fire Department Fleet Purchases Five Year Plan 2019-2023 Machinery and Equipment Replacement program be approved as presented. Motion 12: THAT the Finance Committee recommend to Council that Capital Item L - Works and Operations 20 Year Fleet/Equipment Replacement Program Five Year 2019-2023 Machinery and Equipment Replacement Program be approved as presented; AND THAT Council request Staff to provide a report at the 2020 Capital Budget deliberations with regards to analyzing the potential to transition the Works and Operations Fleet into electric vehicles. Motion 13: THAT the Finance Committee recommend to Council that Capital Item M - IT Software/ Hardware/ Communication Replacements in 2019 and 2020 be approved as presented. Motion 14: THAT the Finance Committee recommend to Council that Staff provide a report at the 2020 Capital Budget deliberations outlining the costs associated with installing an in-house video channel to broadcast Regular meetings of Council. 6.3.3 FINANCE - MINUTES JAN 15 R19.032 Brown/Wray THAT the minutes of the Finance Committee meeting (Capital Budget Part 2) held January 15, 2019, be adopted. Page 6 of 17
6.3.4 FINANCE - JAN 15 - MOTIONS ONLY The motions from the Finance Committee meeting (Capital Budget Part 2) held January 15, 2019, were presented for Council's ratification. R19.033 Brown/Benson THAT Council ratifies all of the motions made by the Finance Committee at the Finance Committee meeting (Capital Budget Part 2) held January 15, 2019. The following is the list of motions ratified by Council: Motion 1: THAT the Finance Committee recommend to Council that Capital Item C - Town Hall Second Storey Development $45,000 budget be included in 2020 Capital Budget to renovate a portion of the second floor of the Town Hall building for Museum temporary storage of artifacts, with $22,500 to come from grant funding and $22,500 to come from the Wetzin'kwa Community Forest Donation Reserve. Motion 2: THAT the Finance Committee recommend to Council that Council increase the Road Capital Paving Program by $50,000 per year in the 2020-2023 budget, with funding from the Road Capital Tax. Motion 3: THAT the Finance Committee recommend to Council that Capital Item O - Proposed Road Capital Upgrades Five Year Plan be approved as amended. Motion 4: THAT the Finance Committee recommend to Council that the Capital Item P Sidewalk Capital Upgrades 2019 budget be amended to $110,000, with funding to come from an increase in the Road Capital Tax; AND THAT the Sidewalk Capital Upgrade program be increased by $10,000 per year, for the years 2020-2023, with funding to come from the Road Capital Tax. Page 7 of 17
6.3.4 cont d Motion 5: THAT the Finance Committee recommend to Council that for Capital Item Q - Proposed Five Year Accessibility Upgrade Plan $50,000 be annually placed into the five year capital plan for accessibility upgrades; AND THAT the 2019, 2020, and 2021 accessibility plans include construction of handicap letdowns as well as new sidewalk connectivity sections. Motion 6: THAT the Finance Committee recommend to Council that for Capital Item R - Chandler Park Soccer Fields Phase II Completion the 2018 budget $165,250 be transferred into the 2019 capital plan to complete Field 3 and to modify Field 1. Motion 7: THAT the Finance Committee recommend to Council that Capital Item S - Frontage Road Gravel Sidewalk (Fulton to 16th Avenue) be removed from the Five Year 2019-2023 Capital Plan. Motion 8: THAT the Finance Committee recommend to Council that Capital Item T - Perimeter Trail Upgrades 2018 project be moved into the 2019 Capital Plan. Motion 9: THAT the Finance Committee recommend to Council that Capital Item U - Skateboard Park Expansion project be moved from 2018 into the 2020 Capital Plan. Motion 10: THAT the Finance Committee recommend to Council that Capital Item V - Airport Paving Program $100,000 funded from Airport Infrastructure Statutory Reserve funds be placed into the 2019 budget to complete ongoing Airport paving work. Motion 11: THAT the Finance Committee recommend to Council that Capital Item W - Rosenthal Road Paving Pilot Project be removed from the Five Year 2018-2023 Capital Plan. Page 8 of 17
6.3.4 cont d Motion 12: THAT the Finance Committee recommend to Council that Capital Item X - Cemetery Upgrades Columbarium 2018 budget be transferred to the 2019 capital plan with an additional $11,000 added to the budget to allow for presented upgrades. Motion 13: THAT the Finance Committee recommend to Council that Capital Item Y - Airport Water System Upgrades capital budget be moved from 2019 into 2020. Motion 14: THAT the Finance Committee recommend to Council that Capital Item Z - Sewer Rehabilitation Program 2019-2023 Capital Plan be approved, as presented; AND THAT the Sewer Rehabilitation Program to commence again in 2020. Motion 15: THAT the Finance Committee recommend to Council that Capital Item AA - Riverside Pump Replacement $25,000 budget be included in the 2019 Capital Plan, with funding to come from Utility Surplus. Motion 16: THAT the Finance Committee recommend to Council that Capital Item BB - Storm Sewer Outfall Extension (Astlais Place) remaining 2018 budget be carried forward into the 2019 Capital Plan. Motion 17: THAT the Finance Committee recommend to Council to approve adding at total of $41,500 to the 2019 airport budget including; $25,120 office ceilings, lighting and interior wall painting, $13,000 accessible washrooms, $2,500 siding replacement as capital repairs to the Central Mountain Air hangar offices; AND THAT funding is approved to come from the Airport Infrastructure Reserve. Page 9 of 17
6.4 COUNCILLOR BUIKEMA None. 6.5 COUNCILLOR THOMAS 6.5.1 APC - MINUTES JAN 10 The minutes of the Advisory Planning Commission meeting held January 10, 2019, were presented. (See Staff Reports). 6.5.2 THOMAS REPORT Councillor Thomas advised that she attended: a) a meeting with Mayor Bachrach and Cormac Hikisch to discuss joint opportunities in the community around health; b) Smithers Health Committee meeting; and c) Smithers Art Gallery Board meeting. 6.6 COUNCILLOR WRAY 6.6.1 WRAY REPORT Councillor Wray advised that he did not contact BV Taxi regarding ride hailing services (Item 10.1 of the January 8, 2019, Regular Meeting) and that Council has missed the deadline to respond to the Legislative Assembly of BC's request for input. 6.7 REPORT OF MAYOR BACHRACH 6.7.1 MAYOR'S REPORT - JAN 22 Mayor Bachrach presented his written Mayor's Report dated January 22, 2019 (0550-01). 6.8 REPORT OF RDBN AREA A DIRECTOR None. Page 10 of 17
7. STAFF REPORTS 7.1 STAFF (A) REPORTS 7.1.1 APEX DIAMOND DRILLING - LEASE AGREEMENT Report ADM 19-007 dated January 4, 2019, from D. Plouffe, Director of Corporate Services, recommending signing of a Lease Agreement between the Town and Apex Diamond Drilling Ltd., for a final term expiring on October 14, 2021, was presented (Vault). R19.034 Atrill/Benson THAT Council authorizes the Mayor and Chief Administrative Officer to sign the Lease Agreement between the Town and Apex Diamond Drilling Ltd. for a final term, expiring on October 14, 2021. 7.1.2 DV 18-12 - 1106 MAIN ST. - RBC Report DEV 19-004 dated January 11, 2019, from D. Chandran, Planner, recommending Council deny Development Variance Permit Application DV18-12 for 1106 Main Street (RBC) to vary the Sign Bylaw, was presented (3030-20/DV18-12). R19.035 Atrill/Thomas THAT Council deny Development Variance Permit Application DV18-12 for 1106 Main Street, legally described as Lots 19-21 Block 54 District Lot 5829 Range 5 Coast District Plan PRP 1054, to vary the following sections of the Town of Smithers "Bylaw No. 1841 Sign Bylaw": Section 7.6, to permit the proposed fascia signs to be internally lit using LED lights; Section 7.11, to permit the use of vinyl as a material for the proposed signs; Section 7.12, to exempt one fascia and the freestanding sign from regulations related to lettering; and Section 8.4, to increase the maximum permitted area for fascia signs at the subject site, from 4.32 m2 to 9.8 m2. Page 11 of 17
7.1.3 JANITORIAL SERVICES CONTRACT AMENDMENT AGREEMENT Report ADM 19-008 dated January 16, 2019, from D. Plouffe, Director of Corporate Services, recommending signing of a Contract Amendment between the Town and 2nd Effort Cleaning Services, was presented (Vault). R19.036 Wray/Thomas THAT Council authorize the Mayor and Chief Administrative Officer to sign a Contract Amendment between the Town and 2nd Effort Cleaning Services to extend the term by three years of the Janitorial Services Contracts for Municipal Hall, Firehall, Works Yard, Ranger Park and Airport Maintenance Garage to expire December 31, 2021. 7.2 STAFF (B) REPORTS 7.2.1 NOTIFICATION OF STAFF VACANCIES Report ADM 19-006 dated January 4, 2019, from D. Plouffe, Director of Corporate Services, notifying Council of three Staff vacancies, was presented (Vault). 7.2.2 2019 ASSESSMENT ANALYSIS Report FIN 19-020 dated January 10, 2019, from L. Ford, Director of Finance, providing an assessment analysis for 2019, was presented (1610-01). 7.2.3 ACTIVE TRANSPORTATION PLAN - COMMUNITY ENGAGEMENT UPDATE Report DEV 19-002 dated January 2, 2019, from M. Allen, Director of Development Services, presenting an update on the Active Transportation Plan project, was presented (6440-01). 7.2.4 MUNICIPAL MARKERS - NOV Municipal Markers, November 2018, were presented (0640-20). 8. BYLAWS 8.1 BYLAW NO. 1852 R19.037 Brown/Atrill THAT "Bylaw No. 1852 - Oath of Office", be adopted. Page 12 of 17
8.2 BYLAW NO. 1854 R19.038 Wray/Thomas THAT "Bylaw No. 1854 - Five-Year (2018-2022) Financial Plan Bylaw No. 1834, Amendment No. 2", be adopted. 9. CORRESPONDENCE (A) ITEMS 9.1 SMITHERS HEALTH COMMITTEE The letter dated January 7, 2019, from the Smithers Health Committee inviting a member of Council to attend Smithers Health Committee meetings, was presented (0360-20). R19.039 Atrill/Brown THAT Councillor Casda Thomas be Council's liaison to the Smithers Health Committee, with Councillor Lorne Benson as the Alternate. 9.2 ALPINE VILLAGE ESTATES - DEAD-END WATER LINES The letter dated January 6, 2019, from Alpine Village Estates Strata Council regarding connecting dead-end water lines between Alpine Village Estates and Schibli Street, was presented (0550-20). R19.040 Benson/Atrill THAT the letter dated January 6, 2019, from Alpine Village Estates Strata Council regarding connecting dead-end water lines between Alpine Village Estates and Schibli Street, be referred to the Standing Committee on Strategic Priorities. OPPOSED: COUNCILLORS ATRILL, BENSON, DEFEATED. BROWN, THOMAS, WRAY, AND MAYOR BACHRACH. R19.041 Atrill/Benson THAT the letter dated January 6, 2019, from Alpine Village Estates Strata Council regarding connecting dead-end water lines between Alpine Village Estates and Schibli Street, be included on the agenda for the February 12, 2019, Regular Meeting of Council, for a follow-up discussion, under Business Arising. Page 13 of 17
9.3 NCLGA - 2019 RESOLUTIONS The email dated January 11, 2019, from the North Central Local Government Association regarding submission of 2019 resolutions, was presented (0230-20). Mayor Bachrach and Councillor Atrill will draft a resolution for Council's consideration at the February 12, 2019, Regular Meeting of Council, for submission to the North Central Local Government Association, regarding BC Hydro street lighting. (See Item 1.3). 9.4 NEW HAZELTON - NORTHERN BC TOURISM Councillor Atrill declared a conflict of interest, as the Chair of Northern British Columbia Tourism Association, and left the Chambers (7:42 p.m.). The email dated January 15, 2019, from the District of New Hazelton presenting a letter to the North Central Local Government Association requesting that Northern BC Tourism be part of future regular conference agendas, was presented (0230-20). R19.042 Brown/Benson THAT a letter be sent to the North Central Local Government Association, in support of the District of New Hazelton's request that the NCLGA include Northern British Columbia Tourism on future regular conference agendas. OPPOSED: COUNCILLOR WRAY. Councillor Atrill returned to Chambers (7:44 p.m.). 10. CORRESPONDENCE (B) ITEMS - RECEIVE FOR INFORMATION 10.1 WEST COAST ENVIRONMENTAL LAW - CLIMATE CHANGE IMPACTS The letters dated December 7, 2018, and January 25, 2017, regarding local climate change impacts and the fossil fuel industry, were presented (0550-20, 5280-06). 10.2 PNG ENERGY CONSERVATION & INNOVATION PROGRAM The email dated January 10, 2019, from Pacific Northern Gas regarding their British Columbia Utilities Commission funding application for the 2019-2020 Energy Conservation and Innovation Program, was presented (5500-03). Page 14 of 17
11. CORRESPONDENCE (D) ITEMS 12. SUPPLEMENTAL ITEMS APPROVED FOR DISCUSSION 12.1 SMITHERS SALTOS GYMNASTICS CLUB R19.043 Atrill/Thomas THAT Council grants an exemption to Policy FIN-012 - Gifts to the Town of Smithers (Section 2.b.) and sends a letter of support to the Smithers Saltos Gymnastics Club, to accompany their Bulkley Valley Community Foundation grant application for the Equipment Revitalization Project, indicating that the Town will partner with the Club to allow funds to flow through the Town of Smithers, should the application be successful. R19.044 Atrill/Brown THAT a letter be sent to the Smithers Saltos Gymnastics Club supporting their expression of interest in becoming a beneficiary of the 2019 Air Canada Smithers Charity Golf Tournament for the Club's Safety Equipment Upgrade Initiative. R19.045 Atrill/Brown THAT the remaining requests from the Smithers Saltos Gymnastics Club, that were not dealt with at the January 22, 2019, Regular Meeting of Council, be included for Council's consideration at the February 12, 2019, Regular Meeting of Council, as Business Arising, namely: a) the need to have a discussion regarding the state of the building and plans for forward movement on necessary building improvements; b) permission to apply for grants to address building concerns, keeping in mind that no grants cover one hundred percent of capital projects; c) the proposal for a one dollar per year Lease Agreement, or apply the current lease payment to go towards building upgrades; and d) the proposal that the Town would inherit all equipment if the Bulkley Valley Gymnastics Association were ever in the position where the Association was unable to sustain itself. Page 15 of 17
12.2 CMA BUILDING REPAIRS Report AIR 19-02 dated January 11, 2019, from R. Blackburn, Airport Manager, recommending single source award of the Central Mountain Air building repairs to Stewart Construction Ltd., was presented (8480-20). R19.046 Wray/Benson THAT Council approve the single source award of work to Stewart Construction Ltd. of Smithers for the quoted price of $45,000 to be paid for out of Airport Infrastructure Reserve for repairs to the Central Mountain Air hangar and offices. 13. OTHER/NEW BUSINESS None. 14. PUBLIC QUESTION PERIOD 14.1 P. Wojdak, Chair of the Alpine Village Estates Strata Council, addressed Council regarding the rationale for the Strata Council's request that the dead-end water lines between Alpine Village Estates and Schibli Street be connected (Item 9.2). 14.2 Further to Items 1.3 and 9.3, I. Oevermann provided statistics on the amount of wasted power, given off as heat, by incandescent street lights. 15. ADJOURNMENT R19.047 Benson/Thomas THAT the Regular Meeting of Council be adjourned (7:59 p.m.). Taylor Bachrach Mayor Dianna Plouffe Acting Chief Administrative Officer Page 16 of 17
Certified a True and Correct Copy of the minutes of the Regular Meeting of Council held Tuesday, January 22, 2019, at 6:30 p.m. in the Council Chambers, 1027 Aldous Street, Smithers, B.C. Dianna Plouffe Corporate Officer Page 17 of 17