CARIBOO REGIONAL DISTRICT

(REVISED AGENDA)

Meeting #:
Date:	Wednesday, May 02, 2018
Time:	9:45 A.m. - 4:45 P.m.
Location:	Elks Hall 98 First Avenue South Williams Lake, BC

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1.

CALL TO ORDER

(The meeting is scheduled to commence at 9:45 a.m.)

1.1

Adoption of Agenda

Corporate Vote - Unweighted

• ​That the agenda items be adopted as presented.

2.

ADOPTION OF MINUTES

2.1

Minutes of the Cariboo Regional District Board Meeting - April 13, 2018

Corporate Vote - Unweighted

• That the minutes of the Cariboo Regional District Board meeting, held April 13, 2018, be received and adopted.

3.

DELEGATIONS/GUESTS

3.1

Memorandum of Business - Delegations

Corporate Vote - Unweighted

• That the Delegations Memorandum of Business, as of May 2, 2018, be received.

3.2

11:30 a.m. - MLA Donna Barnett (Cariboo-Chilcotin)

MLA Donna Barnett will appear before the Board to discuss forest service road deactivations in the Cariboo.

4.

PLANNING BYLAWS FOR CONSIDERATION OF ADOPTION

4.1

Area L - BL 5066 and 5067

Stakeholder Vote - Unweighted - All Electoral Areas
Lot 2, District Lot 1465, Lillooet District, Plan KAP85641
From Commercial designation to Lakefront Residential designation
From Special Exception Tourist Commercial (C 2-4) zone to Lakeshore Residential (RL) zone
(3360-20/20160064 - Jorgensen/Spreitzer)
Director Coakley

• #1: That Cariboo Regional District Interlakes Area Official Community Plan Amendment Bylaw No. 5066, 2016 be adopted this 2^nd day of May, 2018.

• #2: That Cariboo Regional District South Cariboo Area Zoning Amendment Bylaw No. 5067, 2016 be adopted this 2nd day of May, 2018.

5.

DEVELOPMENT VARIANCE PERMIT APPLICATIONS

5.1

Area L - DVP20180005

Stakeholder Vote - Unweighted - All Electoral Areas
Lot 12, District Lot 3721, Lillooet District, Plan 21280
(3090-20/20180005 - Andever Holdings Ltd.) (Agent: Dave-Go Services Ltd.)
Director Coakley

• #1: That the application for a Development Variance Permit pertaining to Lot 12, District Lot 3721, Lillooet District, Plan 21280 be received. Further that a Development Variance Permit be rejected to vary:

  Section 4.14 (e) Table 2 of the South Cariboo Area Zoning Bylaw No. 3501, 1999 as follows:

  i) That the combined maximum floor area of all ancillary buildings and structures on properties less than 0.4 ha (0.99 ac) in size be increased from 250 sq. m (2,691 sq. ft.) to 312.89 sq. m (3,368 sq. ft.) to allow for the construction of a proposed 142.69 sq. m (1,536 sq. ft.) shop.

• #2: That a Development Variance Permit be approved to vary:

  Section 4.14 (e) Table 1 of the South Cariboo Area Zoning Bylaw No. 3501, 1999 as follows:

  ii) That the maximum height for detached ancillary buildings and structures on the properties less than 0.4 ha (0.99 ac) in size be increased from 6 m (19.7 ft.) to 6.587 m (21.6 ft.) to allow the construction of a proposed 142.69 sq. m (1,536 sq. ft.) detached shop.

5.2

Area A - DVP20180006

Stakeholder Vote - Unweighted - All Electoral Areas
Area A - DVP20180006
Lot A, District Lot 3965, Cariboo District, Plan EPP69877
(3090-20/20180006 - Gamache/Michon)
Director Armstrong

• That the application for a Development Variance Permit pertaining to Lot A, District Lot 3965, Cariboo District, Plan EPP69877 be received. Further, that a Development Variance Permit be issued to vary Section 5.17.2 (b) - (iii) of the Quesnel Fringe Area Zoning Bylaw No. 3504, 1999 as follows:

  That the interior side yard setback be reduced from 7.6 m (24.9 ft.) to 4.57 m (15 ft.) from the southern property line for the construction of an RV storage garage.

5.3

Area A - DVP20180010

Stakeholder Vote - Unweighted - All Electoral Areas
Lot 2, District Lot 3971, Cariboo District, Plan 25230
(3090-20/20180010 - LeBlanc)
Director Armstrong

• That the application for a Development Variance Permit pertaining to Lot 2, District Lot 3971, Cariboo District, Plan 25230 be received. Further, that a Development Variance Permit be issued to vary:

  Section 5.12.2 (b) (ii) of the Quesnel Fringe Area Zoning Bylaw No. 3504, 1999 as follows:

   i) That the required exterior side yard setback be reduced from 7.6 m (24.9 ft.) to 4.9 m (16.1 ft.) and rear yard setback be reduced from 3 m (9.84 ft.) to 1.9 m (6.2 ft.) to allow the construction of an RV shelter; and

  Section 5.12.2(b) (iv) of the Quesnel Fringe Area Zoning Bylaw No. 3504, 1999 as follows:

  ii) That the required rear yard setback be reduced from 3 m (9.84 ft.) to 1.0 m (6.2 ft.) to allow the construction of an RV shelter.

6.

AGRICULTURAL LAND COMMISSION APPLICATIONS

6.1

Area F - ALR1807

Stakeholder Vote - Unweighted - All Electoral Areas
District Lot 9539, Cariboo District
(3015-20/20180007 - Patenaude) (Agent: Doug Dodge)
Director Sorley

• That the Provincial Agricultural Land Commission application for non-farm use to create a permitted quarry to supplement ranch income and use the rock as a building material on neighbouring ranches pertaining to District Lot 9539, Cariboo District, be received and submitted to the Provincial Agricultural Land Commission with a recommendation for approval.

7.

DEVELOPMENT SERVICES - OTHER BUSINESS

7.1

Municipalities and Cariboo Regional District Building Statistics Reports

Corporate Vote - Unweighted

• That the agenda item summary from Todd Conway, Chief Building Official/Deputy Manager of Development Services, dated April 20, 2018 with attached Municipalities Building Inspection Statistics Report, Cariboo Regional District Statistics Report and the Inspection Activity Report for March 2018, be received.

8.

COMMUNITY SERVICES

8.1

NDIT Application – Arts on the Fly

Corporate Vote - Unweighted

• That the agenda item summary from Miriam Schilling, Regional Economic & Community Development Officer, dated April 18, 2018, regarding a grant application from the Arts on the Fly Festival Society to the Northern Development Initiative for $5,000 in funding from the Fabulous Festivals and Events Program to support their Arts on the Fly event, be received. Further, that the application be supported.

9.

ADMINISTRATION

9.1

Request for Permissive Tax Exemption for Forest Grove Legion

Corporate Vote - Unweighted

• That the agenda item summary from Scott Reid, Chief Financial Officer, dated April 23 2018, with attached request from the Forest Grove Branch of the Royal Canadian Legion for permissive tax exemption, be received.

10.

BOARD REPORTS AND CORRESPONDENCE

10.1

Consent Calendar

Corporate Vote - Unweighted

• That the consent calendar items, as of May 2, 2018, be received.

10.1.1

Woodlot Communicator - Spring 2018

10.1.2

Tatla Lake School - Appreciation for Grant for Assistance

10.2

Responses to Board Correspondence

10.2.1

Ministry of Education - Replacement of Quesnel Junior Secondary School

Corporate Vote - Unweighted

• That the letter from the Honourable Rob Fleming, Minister of Education, dated April 12, 2018, regarding the replacement of Quesnel Junior Secondary School, be received.

10.2.2

Community Energy Association - FCM Grant Application Approval for Electric Vehicle Charging Network Project

Corporate Vote - Unweighted

• That the email from Dale Littlejohn, Executive Director for the Community Energy Association (CEA), dated April 24, 2018, advising of the successful funding application for an electric vehicle charging network initiative, be received.

11.

COMMITTEE/COMMISSION MINUTES AND RECOMMENDATIONS

11.1

Emergency Preparedness Committee Minutes - March 22, 2018

Corporate Vote - Unweighted

• That the minutes of the Emergency Preparedness Committee meeting, held March 22, 2018, be received.

11.1.1

Butterfly Effects Communications - 2017 Wildfires Consultation Report

Stakeholder Vote - Weighted - All Electoral Areas

• That the following recommendation from the Emergency Preparedness Committee meeting, held March 22, 2018, be considered for endorsement:

  That the recommendations in the Butterly Effects Communications – 2017 Wildfires Consultation Report be reviewed one at a time by the committee and rated on a scale of 1 to 4 according to how achievable they are, with 1 being easily attainable, 2 being achievable with some work, 3 requiring action from the Province and 4 being something that would be beneficial but is out of the Cariboo Regional District’s control.

  Further that priorities be assigned to the following recommendations as noted:

  Assigned Priority / Notes	Recommendation
  4	Communications for each liaison agency must come under the EOC structure of the regional district. This includes all provincial, regional and local agencies. This includes providing a trained Information Officer who is assigned and located at the EOC for the regional district, and will be a key member of their agency information team, thus receiving full access to information for both their agency and the regional district. Of importance, those agencies with multiple operations, must provide a representative from each operation, in order to greatly increase communications across internal operations. This was shown to impact residents negatively, consistently, over the entire length of this disaster. This model is recommended for all regional districts in British Columbia.
  2	Regional districts must also contribute to seamless coordination of communication activities during disasters across district boundaries, and may consider combining operations under one centre to combine resources, improve organization and information dissemination. We heard many times through the consultations that fires don’t have boundaries, and boundaries mean nothing to residents during disasters. Therefore, this is supported by both nature and residents.
  1	Information Officers must coordinate a group which develops a communication plan and structure to be used in emergencies.   This group should meet once quarterly to discuss challenges and gaps, and continually develop the structure to support their coordination as a group during and after emergencies.
  1	Reduce the spokesperson roles to one primary and one secondary for each level of media. For local media and videos, there should be one spokesperson with one secondary. For non-local media and videos, there should also be one spokesperson and primary. This will reduce confusion, and increase response time. Generally, the local role should be filled by the Information Officer within the EOC - which is generally not accessible by those in political roles. Political leader(s) are saved for key moments, which are selected by the Information Officer, to highlight the importance of the information they will share. They should not be serving as regular contacts for media beyond those key moments, as they add an extra step of external communication for the information team, which was abnormal in this disaster and does not follow the EOC structure or best practices.
  1	Appropriate resources - one person on the information team tasked solely to social media when EOC is activated at Level 3 or higher. This will allow an opportunity to monitor activities and upgrade responses to individuals, which may answer other resident’s questions as well, and will reduce calls to the information line.
  1	Increased use of video is essential in future emergencies. Using a laptop, camera, tripod, and microphone, recorded videos can be completed. The laptop must have Windows 10 (64 bit OS), Intel i3 or better multi-core processor, 2GHz or above, at least 3GB physical RAM (8GB required for HD and 4K videos), and at least 2GB free hard-disk space for installation (SSD-Solid State Disk recommended for editing HD and 4K videos).   For live video, a mobile cell phone booster, battery backup, mobile tripod and mobile phone are required.   To support video production, one information team member should be dedicated to producing videos at all times during Level 3 and higher EOC activations. This team member must have previous video production experience, and be able to also conduct research, coordination and interviews as required, or be supported by another team member who can conduct interviews.   Tasks include coming up with ideas for videos, arranging people to be in interviews, conduct interviews, work with video equipment and editing software, and uploading to online services.
  2	Using audio from videos as a source, uploading audio to SoundCloud or similar, which at least matches videos and telephone audio updates. This would be included in the duties of the Information Officer tasked with video production. This will include creating short, seconds-long quotes to be used for radio sound bites, which can be linked in media-specific Twitter updates and media releases.
  1	An alternate system to gather messages and align them to responses would increase satisfaction for residents, reduce response times, reduce staff hours, and reduce mixed messages to residents from multiple sources. This could be done with a frequently-asked-question database accessible online, and possibly by phone. This is a system which could be used in normal business operations, and populated and updated during an emergency.
  N/A	For communication between agencies, there are multiple alternates to email including Slack and Facebook, which would improve organization and ability to manage incoming and outgoing information into categories immediately. One should be selected and adopted by all agencies, and used during regular operations as well as during emergencies.
  1	Education campaigns in spring, fall and winter to prepare residents for emergency. Education on terms, preparedness and prevention should be a focus of the first year of education.
  2/3	Significant public education planning and program to reduce the number of human-caused fires within the CRD. The education will focus on cleaning equipment, staying out of the forest when under high hazard, reduction of careless activities, and the impact of wildfires on residents.
  1	Develop a comprehensive crisis communications plan.
  1 – Provide links to existing resources	Develop a communication toolkit for use in emergencies. This will include specific documents for businesses, which will help them prepare for evacuation, the impacts of evacuation on businesses, and tips upon re-entry.
  1	Creation of a dark site, which is turned on for medium and larger emergencies, and uses an external server. It is recommended this also integrate with social media pages used by the CRD. The dark site should be able to provide an archive of past emergency events for public record, and will still direct users to the CRD web site where applicable.
  1	A policy and procedure on the expectations and role of an elected official during an emergency, including what are acceptable and unacceptable actions and behaviours.
  1	Providing regular recorded updates on a phone line should be used whenever the EOC is activated. These can be provided live with various partners, with recording placed on phone line as an option.   The information line must be opened within the first few hours of the EOC activation, and be open hours to match the emergency (even if overnight). Residents require the information line especially when a evacuation order or alert is put in place, to answer specific questions about their safety and property. Use of a menu and recorded messages can reduce the number of calls which need to be directed to an operator.
  2	CBC consider either activating those transmitters across the country (this is not an issue just in the CRD) or handing over ownership of those transmitters to local agencies responsible for emergency operations. Preferable would be for the expert body, CBC, to engage these devices and ensure they are ready for use for emergencies.   Dependent on results with the CBC, the CRD should set up a network of AM transmitters which would be used for emergency information updates to all residents, especially those in remote areas who lack access to telephone, mobile, radio, and television networks.
  2 – and/or other widely available channels (on-screen information banner)	Request Weather Network to provide specific local updates regularly for areas with evacuations.
  1	Upgrading internet access points at community halls which will be used as information or evacuation centres, to be ready for emergencies when residents will gather to those points to gain information.   Immediately request mobile internet and cellular boosting units to be set up in areas impacted by an emergency which have no, limited, or overwhelmed internet/cellular service in their area.   Advocacy for cellular network expansion. Strong advocacy to federal and provincial governments to ensure service is greatly improved in rural areas within two years. Significant penalties should be considered if requirements are not met.
  1	Support development of this network by providing grants for amateur networks for equipment, and integrate operators into the EOC information team. This will improve communications in all locations, and increase local knowledge to decisions made in the EOC.

   

11.2

South Cariboo Rural Directors Caucus Minutes - April 9, 2018

Corporate Vote - Unweighted

• That the minutes of the South Cariboo Rural Directors Caucus meeting, held April 9, 2018, be received.

11.2.1

Water Tower Park / Rest Station - Request for Assistance

Corporate Vote - Weighted

• That the following recommendation from the South Cariboo Rural Directors Caucus meeting, held April 9, 2018, be considered for endorsement:

  That the request from the Lone Butte Historical Association for funding assistance towards costs related to the water park and rest station in Lone Butte, be received.  Further, that the Cariboo Regional District enter into a contribution agreement to support the Lone Butte Historical Association in the amount of $3,000 per year for three years through the South Cariboo Economic Development function.

11.3

South Cariboo Joint Committee Minutes - April 9, 2018

Corporate Vote - Unweighted

• That the minutes of the South Cariboo Joint Committee meeting, held April 9, 2018, be received.

11.3.1

100 Mile Nordics

Stakeholder Vote - Weighted - Electoral Areas G, H, L and the District of 100 Mile House

• That the following recommendation from the South Cariboo Joint Committee meeting, held April 9, 2018, be considered for endorsement:

  That the information provided by the 100 Mile Nordics be received.  Further, that staff work with the club to identify funding sources, including Cariboo Regional District Community Works Funds for LED upgrades.

11.4

Committee of the Whole Minutes - April 12, 2018

Corporate Vote - Unweighted

• That the minutes of the Committee of the Whole meeting, held April 12, 2018, be received.

11.4.1

NSTQ Agreement in Principle Language

Corporate Vote - Unweighted

• That the following recommendation from the Committee of the Whole meeting, held April 12, 2018, be considered for endorsement:

  That a letter be forwarded to the Minister of Aboriginal Relations and Reconciliation inviting him to meet with the Cariboo Regional District Board as soon as possible to discuss the potential taxation implications of the language contained within the draft NSTQ Agreement in Principle (AIP). 

11.4.2

Cariboo Regional District Boardroom Technological Upgrades

Corporate Vote - Weighted

• That the following recommendation from the Committee of the Whole meeting, held April 12, 2018, be considered for endorsement:

  That the Administration budget be amended to include the additional capital expenditure of $75,000 for the CRD boardroom technological upgrades as proposed.

11.4.3

Refuse Site Lighting

Stakeholder Vote - Weighted - All except City of Quesnel

• That the following recommendation from the Committee of the Whole meeting, held April 12, 2018, be considered for endorsement:

  That staff investigate options and related costs for installation of solar lighting at all CRD refuse sites.

11.4.4

Solid Waste Function Review

Stakeholder Vote - Weighted - Electoral Areas G, H, L and the District of 100 Mile House

• That the following recommendation from the Committee of the Whole meeting, held April 12, 2018, be considered for endorsement:

  That staff work with the South Cariboo Joint Committee with regard to feasibility and possible amalgamation of the South Cariboo Solid Waste Management with the Rural Refuse function.

11.4.5

Utility Billing

Corporate Vote - Unweighted

• That the following recommendation from the Committee of the Whole meeting, held April 12, 2018, be considered for endorsement:

  That staff be requested to prepare one management bylaw to regulate all CRD sewer systems rather than having a separate bylaw for each system and bring back to the Board for approval. Further, that the bylaw contain clarification with regard to parcel tax and user fees.

11.5

South Cariboo Regional Airport Commission Minutes - April 17, 2018

Corporate Vote - Unweighted

• That the minutes of the South Cariboo Regional Airport Commission meeting, held April 17, 2018, be received.

11.5.1

Renewal of Hangar License

Corporate Vote - Weighted

• That the following recommendation from the South Cariboo Regional Airport Commission meeting, held April 17, 2018, be considered for endorsement:

  That the Hangar License with 1124498 Alberta Ltd be renewed for another 10 year term with an increase to the current lease rate of $3.85 per square metre.

12.

DIRECTORS' REQUESTS, REPORTS AND APPOINTMENTS

12.1

Request from Director Bruce to Access Electoral Area B Director Initiative Funds

Policy requires 2/3rds of Electoral Area Directors in Favour

• That the agenda item summary from Alice Johnston, Corporate Officer, dated April 18, 2018, regarding a request from Director Bruce to access up to $1,500 from Electoral Area B Director Initiative funds to conduct public meetings in Electoral Area B, be received. Further action at the discretion of the Board.

12.2

Request from Director Richmond to Access Electoral Area G Director Initiative Funds

Policy requires 2/3rds of Electoral Area Directors in Favour

• That the agenda item summary from Lore Schick, Deputy Corporate Officer/Executive Assistant, dated April 24, 2018, regarding a request from Director Richmond to access up to $500 from the Electoral Area G Director Initiative Fund to assist with costs to host a National Fire Smart meeting at the 108 on May 5, 2018, be received. Further action at the discretion of the Board.

12.3

Northern Medical Programs Trust AGM and Nomination of Directors

Corporate Vote - Unweighted

• That the agenda item summary from Lore Schick, Deputy Corporate Officer/Executive Assistant, dated April 24, 2018, regarding the Northern Medical Programs Trust AGM and Nomination of Directors, be received. Further action at the discretion of the Board.

12.4

Request from Director Forseth – BC Employer Health Tax/Impact to Local Governments

Corporate Vote - Unweighted

• That the agenda item summary from Alice Johnston, Corporate Officer, dated April 25, 2018, regarding a request from Director Forseth for the Board’s consideration to forward a letter to the Provincial Government with regard to the BC Employer Health Tax and its impacts to local governments, be received. Further action at the discretion of the Board.

12.5

Request from Director Sorley – 50th Anniversary Celebrations at CRD Libraries

Corporate Vote - Unweighted

• That the agenda item summary from Alice Johnston, Corporate Officer, dated May 1, 2018, regarding a request from Director Sorley for reconsideration of the 50^th Anniversary Celebrations at CRD Libraries, be received. Further action at the discretion of the Board.

12.6

Request from Director Sorley – Chilcotin War of 1864

Corporate Vote - Unweighted

• That the agenda item summary from Alice Johnston, Corporate Officer, dated May 1, 2018, regarding a request from Director Sorley for the Board’s consideration to support the Provincial and Federal governments in their acts of apology and exoneration of the Tsilhqot’in Chiefs in the Chilcotin War of 1864, be received. Further action at the discretion of the Board.

13.

DISCUSSION ITEM

13.1

Discussion of June Board on the Road

14.

CHAIR REPORT/CAO REPORT

(Report from the Chair added at late publishing.)

• That the report from Chair Wagner, up to and including April 30, 2018, be received.

15.

DIRECTORS' ROUNDTABLE

The Directors may provide any brief reports/updates/appointments at this time.

16.

ADJOURNMENT

Corporate Vote - Unweighted

• That the meeting of Cariboo Regional District Board be adjourned at (TIME) p.m. May 2, 2018.