regular council - 11 jun 2018

Canal Flats

Agenda

Regular Council Meeting

Monday, June 11, 2018 @ 6:30 PM

Columbia Discovery Centre

Page

1. CALL TO ORDER 2. APPROVAL OF AGENDA a) Introduction of late items b) Adoption of Agenda (with possible late items) 3. ADOPTION OF MINUTES a) Adoption of Minutes from Regular Council Meeting held on May 28, 2018

THAT the Minutes from the Regular Council Meeting held May 28, 2018 be adopted. Regular Council - 28 May 2018 - Minutes - Pdf

4 - 8

4. QUESTION PERIOD REGARDING ITEMS ON THE AGENDA 5. PUBLIC AND STATUTORY HEARINGS 6. PRESENTATIONS, DELEGATIONS AND PETITIONS 7. CORRESPONDENCE (RECEIVE & REPLY) 1) Receive Only 2) For Council Resolution or Action 8. REPORTS 1) Receive Only 1)1. CAO Report

THAT the CAO Update Report for April and May, 2018 be received for information.

Report - CAO Update Apr May, 2018

9 - 10

1)2. Public Works Report

THAT the Public Works Report, prepared by Bill Doroshuk, Public Works Coordinator, be received for information. Public Works Report

11

2) For Council Resolution or Action 2)1. Statement of Financial Information Report for 2017

THAT the 2017 Statement of Financial Information (SOFI) report be

12 - 15

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approved and that the Mayor and Director of Finance be authorized to sign the approval form. Statement of Financial Information 2017

2)2. Village Staff 2018 Workplans

THAT the Village of Canal Flats 2018 staff workplans be received for information. 2018 Staff Workplans

16 - 42

2)3. Highway Attraction Signage Change

THAT Council authorize staff to instruct the Ministry of Transportation and Infrastructure to change the signage on Highway 93/95 as outlined below.

Report - Highway Signage

43 - 44

2)4. Resurfacing of Beatty Avenue west of Shaunessy Street

THAT Council authorize staff to enter into contract with Kootenay Paving for $66,420 plus GST for repaving of a portion of Beatty Avenue west of Shaughnessy Street. Report - Beatty Ave Paving

45

2)5. 2017 Annual Report

THAT Council adopt the Annual Report for January 1, 2017 to December 31, 2017. Annual Report Jan - Dec 2017

46 - 81

2)6. COTW Meeting with Eagles Nest Neighbourhood Residents

THAT a Committee of the Whole Meeting be organized with Eagle's Nest neighbourhood residents pending adoption of Bylaw 176.

Report - Midden Road Docks

82

2)7. Flow Meter Kiosk Project Budget

THAT Council authorize withdrawal of up to $30,000 additional dollars (above the budgeted amount of $80,000) from Gas Tax Fund Account to complete the Flow Meter Kiosk Project.

Report - Flow Meter Kiosk

83 - 85

3) Mayor and Council Reports 9. BYLAWS 10. NEW BUSINESS, MOTIONS AND NOTICES OF MOTION 11. CONVENE IN CAMERA MEETING a) Section 90 (1)(g) - Legal 12. ADJOURNMENT

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a)

b) Resolutions listed above are recommendations only and are subject to Council approval.

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MINUTES

Regular Council Meeting

Monday, May 28, 2018 @6:30 PM

Columbia Discovery Centre

COUNCIL PRESENT: Mayor Ute Juras, Councillor Erin Gornik, Councillor Marie Delorme, Councillor Paul Marcil, and Councillor Karl Sterzer

COUNCIL ABSENT:

STAFF PRESENT: Chief Administrative Officer Adrian Bergles and Corporate Officer Sylvie Hoobanoff

PUBLIC PRESENT: 5

1. CALL TO ORDER

2. APPROVAL OF AGENDA

INTRODUCTION OF LATE ITEMS

2018-8608 Moved by Councillor Sterzer seconded by Councillor Marcil

THAT attendance at the TechDev101 Workshop be added to Item 2-2-6.

CARRIED.

ADOPTION OF AGENDA (WITH POSSIBLE LATE ITEMS)

2018-8609 Moved by Councillor Sterzer seconded by Councillor Gornik

THAT the agenda be adopted as amended.

CARRIED.

3. ADOPTION OF MINUTES

ADOPTION OF MINUTES FROM REGULAR MEETING HELD ON MAY 14, 2018.


Page 1 of 5

AGENDA ITEM #a)

Adoption of Minutes from Regular Council Meeting held on May 28, 2018 of 85

Canal Flats

Regular Council Minutes – May 28, 2018

THAT the Minutes from the Regular Council Meeting held May 14, 2018 be adopted.

CARRIED.

4. QUESTION PERIOD REGARDING ITEMS ON THE AGENDA

Mr. Pickering asked if a decision on Eagles Nest Dock Society is on the agenda. Mayor Juras responded.

5. PUBLIC AND STATUTORY HEARINGS

6. PRESENTATIONS, DELEGATIONS AND PETITIONS

CHRIS FIELDS, ECONOMIC DEVELOPMENT UPDATE

Mr. Fields made a presentation on the status of the economic development projects.

7. CORRESPONDENCE (RECEIVE & REPLY)

7.1. RECEIVE ONLY

7.2. FOR COUNCIL RESOLUTION OR ACTION

8. REPORTS

8.1. RECEIVE ONLY

BUILDING PERMIT REPORT - MARCH AND APRIL


THAT the Building Permit Report for March and April 2018 prepared by Sylvie Hoobanoff, Corporate Officer be received for information.

CARRIED.

FIRE CHIEF REPORT


THAT the Fire Department Report for April 2018, prepared by Fire Chief David Ferguson, be received for information.

CARRIED.

Page 2 of 5

AGENDA ITEM #a)


Canal Flats


EXTERNAL FUNDING TRACKER - MAY 2018


THAT the External Funding Tracker to May 2018 be received for information.

CARRIED.

VILLAGE SIGNAGE PROJECT REPORT


THAT the the Village Signage Projects Report be received for information.

CARRIED.

FINANCIAL REPORT TO APRIL 30, 2018


THAT the April 30, 2018 Financial Report be accepted.

CARRIED.

8.2. FOR COUNCIL RESOLUTION OR ACTION

ADDITION OF ANDRE CHAMPAGNE, DOG CONTROL OFFICER TO MIA POLICY

2018-8613 Moved by Councillor Gornik seconded by Councillor Marcil

THAT Council authorize the addition of Andre Champagne, Dog Control Officer as named insured to the Minicipal Insurance Association Liability Policy.

CARRIED.

CLIMATE ACTION REVENUE INCENTIVE PROGRAM (CARIP) 2017 REPORTING TEMPLATE


THAT the 2017 CARIP Reporting Template be received for information.

CARRIED.

MIXED USE REVITALIZATION - CONTRACT AWARD


Page 3 of 5

AGENDA ITEM #a)


Canal Flats


THAT Council authorize staff to contract with WSP $20,000 for development of Streetscape Visualization of Mixed Use Revitalization of Central Canal Flats

CARRIED.

INDUSTRIAL LAND STRATEGY - CONTRACT AWARD


THAT Council authorize staff to contract with B&A Planning Group for $59,891.16 for Industrial Land Strategy development.

CARRIED.

HOTEL STUDY - CONTRACT AWARD

2018-8617 Moved by Councillor Gornik seconded by Councillor Sterzer

THAT Council authorize staff to contract with CBRE Hotels for $15,000 for Hotel Economic Feasibility Study - Canal Flats.

CARRIED.

VILLAGE OF CANAL FLATS AMENDMENT BYLAW NO. 176, 2016 (WATER ZONES) - RESCIND SECOND AND THIRD READINGS


THAT second and third readings of "Village of Canal Flats Bylaw No. 45, 2008 - Amendment Bylaw No. 176, 2016 (Water Zones)" be rescinded.

CARRIED.

TECHDEV101 WORKSHOP


THAT Councillor Delorme and Councillor Marcil be authorized to attend the TechDev101 Workshop in Invermere on June 7, 2018.

CARRIED.

8.3. MAYOR AND COUNCIL REPORTS

9. BYLAWS

VILLAGE OF CANAL FLATS AMENDMENT BYLAW NO. 176, 2016 - SECOND READING

Page 4 of 5

AGENDA ITEM #a)


Canal Flats



THAT "Village of Canal Flats Bylaw No. 45, 2008 - Amendment Bylaw No. 176, 2016 (Water Zones)" be read a second time.

CARRIED.

2018-8612 Moved by Councillor Marcil seconded by Councillor Sterzer

THAT a Public Hearing be scheduled for June 18, 2018 at 6:30pm

CARRIED.

10. NEW BUSINESS, MOTIONS AND NOTICES OF MOTION

11. CONVENE IN CAMERA MEETING

SECTION 90 (1)(G) LEGAL

2018-8613 Moved by Councillor Sterzer seconded by Councillor Delorme

THAT the meeting be adjourned to In-Camera at 7:32pm.

CARRIED.

12. ADJOURNMENT


THAT the Regular Council Meeting of May 28, 2018 be adjourned at 8:26pm.

CARRIED.

Mayor Ute Juras Sylvie Hoobanoff, Corporate Officer

Page 5 of 5

AGENDA ITEM #a)


The Village of Canal Flats Report to Council

Meeting Type and Date: Regular Meeting – June 11, 2018 From: Adrian Bergles, Chief Administrative Officer

Prepared By: Adrian Bergles, Chief Administrative Officer Subject: CAO Update, April, May, 2018 Recommendation: That the CAO Update Report for April and May, 2018 be

received for information

Request for Decision ☐ Department Report ☐ Information Report X

Implications of Recommendation:

Financial: Y

Policy: Y

Strategic Plan: Y

SUMMARY INFORMATION

Met with members of the public, when requested

Attended Council meetings on April 9, 23, May 14, 28

Began PADM 240 – Administrative Law course at Camosun College

Engaged trail crew to plan trail route from Source trail to Granger and Grainger to beach

Participated in five-year financial planning process and all day COTW meeting with Council April

7. Worked with Council to adopt five-year financial plan and tax rates bylaws

Oversaw forest fuel reduction work on lands adjacent to village

Met with members of Columbia Valley Fire Rescue on various occasions

Coordinated several phone calls and site visits with contracted economic development officer

Oversaw and executed publication of four RFPs – OCP/Zoning bylaw, Industrial land strategy,

Visualization of mixed use revitalization downtown, Hotel feasibility study

AGENDA ITEM #1)1.

CAO Report of 85

Commenced OCP project with B&A Planning Group

Staff meeting held April 12

Attended meeting with representatives of Council, staff, landowner and provincial dike

regulation authority April 16

Attended Local Government Management Association of BC Chapter AGM in Invermere April 26

and 27

Led staff work plan workshop

Met with local land developers/entrepreneurs

Met with Council and provincial staff, May 2

Posted, interviewed, and hired new janitor for CDC, Fire Hall, Public Works

Oversaw Arena improvement project commencement

Dealt with HR matter

Assisted, and attended a location with, bylaw enforcement officer

Met with organizer who would like to bring a trail running race to Canal Flats area

Met with contractors about mural for north exterior wall of CDC

Developed policy for vendors in Village municipal buildings

Respectfully submitted:

Adrian Bergles

Chief Administrative Officer

AGENDA ITEM #1)1.

CAO Report of 85

Villaqe "r- ICana¡FlatsThe Village of Canal Flats

Report to CouncÍl

Meeting Type and Date:From:Prepared By:

Subject:

Regular Meeting - June I1./20L8Bill DoroshukPublic Works CoordinatorPublic Works Report

Recommendation: For information

Request for Decision I Department Report I Information Report E

lmplications of Recommendation:Financial: Y/NPolicy: Y/NStrategic Plan: Y/N

SUMMARY INFORMATION

-Paving at Bighorn Estates completed-Paving and pot holes will begin in July-Clean up of the east side of Grainger near completion / grass cutting underway-deep service for the water metering in now completed, apertures and Kiosk will be our finalstep for the construction end of the project.-Lift station pumps repaired-Power to the Rec property underway, Permit and design, also the pole is in place.-abatement of contaminates at the curling rink completed-lnterface fire protection at our Water reservoir completed- Draft Park Plan completed, work plan completed, various planning / subdivision/ servicingin discussion.

Respectfu lly subm itted

Bill DoroshukPublic Works Coordinator

AGENDA ITEM #1)2.

Public Works Report of 85

V*il.:*.l *f hCanalFiats

The Village of Canal FlatsReport to Council

Meeting Type and Date:From:

Prepared By:

Subject:

Regular Council Meeting of June L1.,20L8Adrian Bergles, Chief Administrative OfficerCheryl Otting, Financial ConsultantStatement of Financial lnformation Report for 2OL7

Recommendation: THAT, the 2017 Statement of Financial lnformation (SOFI)

report be approved and that the Mayor and Director ofFinance be authorized to sign the approval form.

Request for Decision ! Department Report ! lnformation Report E

SUMMARY INFORMATION

Each year the municipal finance department is required to prepare a Statement of Financial

lnformation (SOFI) report that shows a reconciliation of vendors paid in the prior year with theannual audited financial statements total expenditures. We must also report on employee

salaries and related expenses, Council indemnities and related expenses and severance

agreements paid out in the prior year.

A Statement of Financial lnformation Approval must also be signed and forwarded to theMinistry of community, Sport and Cultural Development along with the SOFI report.

The SOFI report is also attached to the Annual Report of the Village which mustl be made

available to the public prior to June 30th, 2Ot8.

Respectfu lly subm itted :

CherylOttingFinancial Consu nt

AGENDA ITEM #2)1.

Statement of Financial Information Report for 2017 of 85

Villaq e of Ganal Flats

STATEMENT OF FINANCIAL I NFORMATION APPROVAL

The undersigned, as authorized by the Financial lnformationRegulation, Schedule 1, subsection 9(2), approves all the statementsand schedules included in this Statement of Financial lnformation,produced under the Financial lnformation Act.

Adrian BerglesDirector of Financial ServicesJune ,2018

Ute JurasMayorJune ,2018

AGENDA ITEM #2)1.


STATEMENT OF FINANCIAL INFORMATION .2017

Financial lnformation Act - Section 6 (2Xbl

Salaries over $75,000W. Doroshuk - PW Co-ordinator

Total salaries over $75,000

Total Salaries under $75,000

Total salaries and expenses(includes volunteer firemen)

VILLAGE OF CANAL FLATS

FOR YEAR ENDED DECEMBER 31, 2OI7

Salaries Taxable Benefits ExpensesBCL/PBC/MPP/WCB/CPP/EI

95,612.62 2,174.70 1,237 .68 18,403.69

95,612.62

509,262.63

2,174.70

20,323.34

1,237.68

22,002.25

18,403.69

91,879.18

604,875.25 22,498.04 23,239.93 110,282.87

Financial lnformation Act - Section 6 (2Xa)

Council Remuneration & Expenses

Councillor Marie DelormeCouncillor Erin GornikMayor Ute JurasCouncillor Paul MarcilCouncillor Karl Sterzer

Remuneration

Expense Allowanceincluded in

Remuneration ExpensesTaxableBenefits

3,792.283,792.296,216.883,792.283,792.28

1,264.091,264j02,072.291,264.091,264.09

1,485.02

3,767.43204.30

4,380.10

21,386.01 7,128.67 9,836.85

Financial Information Act Requlation - Section 6(7Xa & b)There were two severance agreements paid out in 2017 for compensation periods of 4 months plus related benefits foreach.

AGENDA ITEM #2)1.



FOR YEAR ENDED DECEMBER 3I, 2Of7

Financial Information Act - Section 7 (1Xa & b)

Venders Over $25,000

BC HydroBlackline Paving LtdCervus AG Equipment LPDenham Ford (BC) LtdFairbank Architects LtdMinister of Finance - School taxMunicipal Pension PlanMunicipal lnsurance Association of BCOtting, CherylPacific Blue CrossRascalMillworkReceiver GeneralRegional District of East KootenayRBC - VisaSummit Valley Contracting LtdTayntonBay Electrical LtdThunderhill Sand & GravelTrainor Mechanical Contractors LtdUrban Systems LtdTotal over $25,000

Total VendersCouncil, staff & firemen remunerationLess: 2016 accounts payablesAdd: 2017 accounts payablesLess: other government tax paymentsLess: MPP employee portionLess: Receiver General employee portionAdd: 2016 prepaid expensesLess: 2017 prepaid expensesLess: capital expenditures paidLess: refunds for taxes & securitiesLess: employee payroll advances & RRSP paymentsAdd: lease & loan pmts interest direct through bankAdd: services charges through bankAdd: other direct payments through bankLess: GST ITC's and rebatesAdd: other miscellaneousAdd: amortization & gain/loss

Totalexpenses per F/S alDec31l17

114,323.6042,310.5443,680.0048,776.7237,500.96

145,701.7080,667.7634,594.0046,769.6428,244.7026,767.65

184,767.38108,720.0039,097.9583,389.1758,276.7135,768.24

135,253.9151,309.42

1,345,920.05

Venders under $25,000 - total 714 176.11

TotalVenders 2,060,096.16

Reconciliation to Consolidated Statement of Operations at December 31 . 2017 - Financiallnformation Act Requlation Section 7 (1Xc)

2,060,096.r6636,264.15

(433,708.00)433,745.00

(280,831.00)(32,842.34)

(118,165.96)37,461.00

(24,156.00)(657,333.00)

(4,168.02)(10,400.00)73,126.00

3,864.00

(60,739.00)25,050.01

1,095,988.00

2,743,251.00 2,743,251.00

AGENDA ITEM #2)1.



Meeting Type and Date: Regular Meeting – June 11, 2018 From: Adrian Bergles, Chief Administrative Officer Prepared By: Adrian Bergles, Chief Administrative Officer Subject: Village staff 2018 workplans Recommendation: That the Village of Canal Flats 2018 staff workplans be

accepted for information

Request for Decision ☐ Department Report ☐ Information Report X

Implications of Recommendation: Financial: Y Policy: Y Strategic Plan: Y

SUMMARY INFORMATION Working with staff we have come up with a list of workplans for all permanent staff presently at work at the village office (staff on leave have not done 2018 workplans). These workplans encapsulate the major elements of the various employees’ jobs. They are a tool to help staff remain on track with their work and to provide transparency around the various jobs in the Village organization. Workplans are public documents and not confidential. They are presented for information. Respectfully submitted: Adrian Bergles Chief Administrative Officer

AGENDA ITEM #2)2.

Village Staff 2018 Workplans of 85

cäääràt,Department: Admin Pos¡t¡on: CAO Work Plan Year: 2018

Goal: Support of Council in their Priorities

OBJECTIVE STRATEGTES/ACflVlTrES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPLETION

DATE (rF

APPt¡CABtEICarry out goals

in Council's 2018

"PriorityProjects" list

Work with all staffand manycontractors tocomplete tasks onlist

Budget, grants Staff, contractors,other levels ofBovernment

2018 Items on "priorityprojects list completed"

Dec.31,2018

Support 2018election as

deputy electoralofficer

Support electoralofficer in completionof all election-relatedtasks

Elections BC September 4to oct. 20,2018

Successful electionheld, five Councillors inplace

Oct.20,2018

Training for newCouncil

Trainingopportun¡t¡es

Budget, grants LGMA, UBCM,facilitator,electoral officer

Nov. - Dec.,

2018 (and

ongoing into2019)

Facilitated workshopfor new Council onroles

Dec.31,2018

{but could beongoing toearly 2019)

Village of Canal Flats Work Plan

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Village Staff 2018 Workplans

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cääãrät,Department: Admin Pos¡t¡on: CAO Work Plan Year: 2018

Goal: Continued improvement of planning (community, financial, etc.) processes

OBJECTIVE STRATEGT ES/ACTrVrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPLETION

DATE (rF

APPTICABTE)

To do five-yearfinancial plan as

early as possible

on20t8lt9

And continueddevelopment ofTaxation strategy

Budget, grants Council, FinancialConsultant

Fall2018 Five year financial plan

and tax strategyinitiated before end ofthe year.

Dec.31,2018

Development ofOCP and ZoningBylaw

Contracting withplanning firm fordevelopment of newvillage OCP/ZoningBylaw

Grants Council,community, staff,planningcontractor

May 2018through endof year

Draft OCP and Zoningbylaws prepared andready for adoption inearly 2019

Dec. 31, 2018

Ongoing workwith contractedEconomicDevelopmentOfficer

-Tax incentive bylaw-lndustriallandstrategy-Hotel study-Visualization ofmixed userevitalizationdowntown CanalFlats

EDO, PlanningContractor(s), BC

RuralDividendgrant

EDO, PlanningContractor(s)

20t8 Development of all taxincentive, lndustr¡alland strategy, hotelstudy, visualization ofmixed use downtown

Dec.31,2018

Strategicplanning

Development ofCouncil strategic plan

- can be part oftraining for newCouncil

budget facilitator Nov. - Dec.,

20t8(possibly in2019 early)

Fac¡l¡tated strategyworkshop

Dec.31,2019(possibly in2019 early)


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cääåràt,Department: Position: Work Plan Year: 2018

Goal: Strengthen community engagement

OBJECTIVE STRATEGT ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPLICABLE)

Community wellinformed onmunicipal issues

Engagement with keydecision makers inbusiness community,local stakeholders,first nations, MLA,MP

Personalcommunication,newsletter,webpage, OCP

projectoutreach, openhouses as

needed

Businesscommunity, othergovernments,planningcontractor

2018 Continued strongrelationships

Dec.31,2018


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cäxåràt,Department: Admin Position: CAO Work Plan Year: 2018

Goal: Effective Management of Village Staff

OBJECTIVE STRATEGT ES/ACTrVrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPLETION

DATE (rF

APPLICABLE}

High functioningteam withconfident,qualified staffand contractors

Develop staffworkplans/reviewjob descriptions

Review organizationcapabilities {staffinganalysis)

Encourageprofessionaldevelopment forstaff (within budgets)

HR Downloads,training budget

Staff 2018 Workplans done andjob descriptionsreviewed

Dec.31,2018


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cääärät,Sylvie Hoobanoff Department: Administration Pos¡t¡on: Corporate Officer Work Plan Year: 2018

Goal: High Quality Adm¡n¡strat¡on and Governance Support

OBJECTIVE STRATEGT ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPTETION

DATE (IF

APPLICABLE)

Election 2018 - Advertisements- Preparedocuments/forms

- Hire staff- Manage electionopportunities

- Report to applicableagencies

ElectionsBC

CiviclnfoRDEK (school

trustee)2018 lnformed candidates

and 5 elected membersof council

January 201-9

Council Supportand lnformation

-To continue learningiCompass program foragenda preparationand minute taking

-Train Denise in theprogram

iCompass Administrativestaff

On going All members ofAdministrationDepartment to be ableto prepare agendasand minutes

December20t8

Signage(cemetery,arena,directional)

- Completion of signprojects from2OtT

-lssue RFP for Cemeterysign

cAoCouncil

Sign Contractor May/une -advertiseRFP

Constructionin summermonthsCBT signs tobe

completedMav 3L't

lmproved signage inthe village

October 31,

2018


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cärårät,OBJECTIVE STRATEGT ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPTETION

DATE (rF

APPLICABLE)

Mappingprogram review

To update existingmapping or toinvestigate using adifferent program

Pitney BowesWeb basedprograms

On going An accurate andefficient mappingprogram for staff

Dec. 31 2018

BylawPreparation

Bylaws to prepare:- Procedures- Officers- Dog Control- OCP/Zoning

Review- R-1(s)- Tax Exemption- Sewer

Frontage/Waterparcel

CiviclnfocAoCommunityCharterLocal

Government Act

Council On going Adopted bylaws Dec. 31- 20L8

FundingOpportunitiesand Reporting

To complete grantapplications andprepare applicablereports as required

cAoFinance

Department

Funding PartnerscAoFinance

Public WorksCouncil

On going Successful fundingapplications and finalreports submitted as

scheduled.

Dec.31 2018


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cääärät,OBJECTIVE STRATEGt ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPTICABTE)

OfficeProcedures

-Supervise filingsystem

- Property taxpreparation

- Front desk training &procedures (cash

receipting, customerservice)

cAoFinance

LGMA

CiviclnfoVadim

On going Excellent customerservice providingaccurate and informedinformation

Dec. 31 2018


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cäääràt,Department: Admin Position: Admin Assistant Work Plan Year: 2018

Goal: To continue to become more knowledgeable on Village and other government policies

OBJECTIVE STRATEGT ES/ACTrVrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPLETION

DATE (rF

APPLICABTE}

To get filingprojectscompleted

Filing LGMARecords

ManagementBinderFellow Staff

CAO - AdrianCO - Sylvie

Ongoing To stay on top and notfeel overwhelmed

Ongoing

Give bestcustomer servicepossible.

Get more info onCanal Flats fortourists

To be informed re:Bylaws and touristattraction

TouringGettinginformation fromlong termresidents

Co-workers Ongoing When public comes andwant info re: our villagetourist attraction I cangive them direction

End of 20L8

Familiarizemyself with taxregulations andHOG

Property Tax

Home Owners GrantDeferment Payment

CAO - AdrianCO- Sylvie

Governmentwebsites

Tax season

and beforethat timeframe

When property ownerscome in askingquestions regards theirtaxes I can fellcomfortable answeringthem.

End of 2018


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cäiüràt,Department: Admin Position: Bylaw Enforcement Work Plan Year: 2018

Goal: EFFECTIVE ENFORCEMENT OF VILLAGE BYLAWS


DATE (IF

APPLICABLE)

Respond tobylaw infractionsas directed bysenior staff andcomplaint formhanded by public

Weekly patrol tour ofvillage

Communication ofbylaw to community

Bylaws Other localgovernment

Senior staff

Council

Ongoing, Compliance with bylaws Dec 3L, 201.8,

ongoing

To be moreknowledgeablein bylawenforcement

Educate myselfthrough training,weather online orattend classes

Attend workshopWebinar

Workshops

Courses on lineor going toschool

JIBC (Justice

lnstitute of BC)

CommunityCollege

GovernmentProgram

Ongoing For me to continue togrow in and bestunderstand my role as

the Bylaw EnforcementOfficer

Dec 31, 2018


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Vrll¿rõ.ôl \CanalFlatsDepartment: ADMIN Position: EMERGENCY PROGRAM COORDINATOR Work Plan Year: 2018

Goal: TO BE ABLE TO RUN AN EFFECTIVE EMERGENCY OPERATIONS CENTRE

OBJECTIVE STRATEGT ES/ACTtVtTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPLETION

DATE (rF

APPTICABLE}

Respond to allsort ofemergency

Continue going toEMBC workshops.

Attend any EMBC

table top emergencytraining.

Want to Attend theyearly province wideconference inVancouver.

EMBC

SAR

RCMP

FIRE DEPARTMENT

RDEK

Other localEmergencygroup

RDEK

Public Works

cAo

On-going To properly work welland know my role ifever we needed to openan EOC in case of an

emergency in theVillage

On-going

For staffto beable to knowtheir role in case

of an emergency

To hold an

emergency table-topworkshop for staffand council.

Workshop

Gov. sites

Gary Burford (EPC

for Columbia Valley)

RDEK

Anita Charest

Terry Balan (RDEK)

Sharon Pasowisty(ESS)

CAO- Adrian

Other local

EmergencyGroup

On- going An emergency table-topworkshop for staff andcouncil

Before theend of 2018


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cänårät,Department: Parks / Rec Position: Manager Work Plan Year: 2018

Goal: lmprove, protect and maintain Village Rec Property assets in an ongoing and timely manner

OBJECTIVE STRATEG r Es/ACTtVtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (IF

APPLICABLE)-Operation ofQUALIW BEACH FOR

ENJOYMENT OF

Visitors and Villagers

-Cleaning and weeding-Building ma¡ntenance-Docks and swim lines-irrigation-playground and tablemaintenance

-Beach staff-Public works

-cLss May 13t to Oct1st 2018

-Clean and well-maintainedbeach

Ongo¡ngthroughout thebeach season

-Repair reta¡n¡ngwall at the beach

-undermine ex¡stingfootings-epoxy rebar to footing-Pour concrete

Parks and rec staff-concrete provider

May lst to June1st

Reta¡n¡ng repaired at beach June lst

Provlde safe andclean arena facilitiesto staff and public

-Prideful janitorial work-quality ice maintenance-safe work environmentmeet¡ng all relevantsafety requirements

-Rec staff -Cimco-MlA inspector-Bu¡lding lnspector

-On going

during hockeySeason

-Clean and well maintainedarena

-Ongoing

Dressing room 3&4improvements

Re-construction of showerand washroom-removing and replacingflooring

-Rec staff-contractors

Building inspector June 1 to Sept 1 Project completed Oct 1


AG

END

A ITEM #2)2.


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cäiåràt,OBJECTIVE STRATEGT ES/ACTlVtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (IF

APPTICABLEI

Maintaining of parks

and equipment

-Weekly playgroundinspection-Weekly groundmaintenance includingmowing and irr¡tationinstall and repairs

-Rec staff-public works

-MlA inspectors Ongoing fromApr¡l 1to Oct 1

Create a safe environmentfor the public to enJoy

Ongoingthroughout theseason


AG

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cääåràt,Department: Public works/Arena Position: Grounds keeper/Arena Operator Work Plan Year: 2018

Goal: Achieve and maintain a high standard of appearance and functlonality in all public parks, buildings, and operating systems

OBJECTIVE STRATEGT ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPTETION

DATE (rF

APPTICABLE)Arena plant safetyupdatescompleted(Ammonialnitiatives)

Ammonia relief stacksensorSafety shower/eyewashPersonal Gas monitorEmergency responseplan

Work Safe BC ctMcoContractors

Dec 17-Oct 18 All initiatives complied with

Proper icemaintenance andarena appearance

Zamboni maintenancescheduleRegular ice maintenanceand ice tap scheduleArena HousekeepingProper supply ¡nventoryCoordinate with team

Josh, Mathieu On going Housekeeping records keptZamboni log sheet updatedlce tap records keptReturn guests

Fewer/ Lack of complaints

Optimumrefrigeration plantoperat¡on

Daily checks andrecording in log bookRegular ma¡ntenanceschedule followedProper parts/Supplies

used

crMco clMco On going log book always kept up todateNo unscheduled down timeReduced number of calloutsNo leaks


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cääåràt,


DATE (rF

APPLICABTE)

Maintainappearance ofcommunity parksand gardens

Clean up yard waste,branches, rocks,garbageTrim bushes and prunetreesPlant & tend flowergardens

Public works On going fromspring to fall

Keep log books of lawn andpark carelmpeccable appearance ofparks and other publicfacilities

Maintainirrigation systems

Testing properoperation of irrigationsystemsReplace broken partsand water lines as

needed

TORO Public workscAo

Ongoing fromspring to fall

Regular watering schedulesfollowedLeaks and issues resolvedlrrigation system sprinklersturn and water properly

Maintain lawncare equ¡pment

Filter, fluid changesGreased as necessary

Machines kept cleanBlades changed atprope( intervals

John DeereMowers/Lawntools

Public workscAo

Ongoing Proper log book recordingof maintenanceNo machine breakdownsEquipment issues identifiedand resolved


AG

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\cääálrlátsDepartment: Public Works Pos¡t¡on: Operators Work Plan Year: 2018

Goal: Safe, passable, road network for Village

OBJECTIVE STRATEGT ES/ACTrVrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPLETION

DATE (rF

APPLICABTE)

Plow and Sand

allVillage roadsand HeadwatersWalkway inwintertime

-Plowing and sanding -Public worksdept. machinery-Public worksstaff-Backup

'replacement'drivers-Sand and gravel

-Sand and gravelcompany

Wintertimeas needed

-Bus routes clearedbefore school-FD cleared top of list-Roads/paths cleared ina safe and passable

condition

Dec.31,2018

Daily visualinspections ofroadwayconditions(asphalt andsignage)

-Daily visualinspections, repair asneeded on roadwaysand signs

-Public Worksstaff

-Pavingcontractors

Ongoing, as

needed-Safe, passable, roadswith good appearance

Dec.31,2018

Spring streetsweeping

-Street sweeping -Public Worksstaff-Public Worksequipment

Spring,dependenton springmelt

Roads cleaned to agood standard

May 15,2018

Ditching alongroadways invillage

-Brushing/contouringbeside roadways

-Public Worksstaff-Public Worksequipment

Ongoing,mostlysummer,some winterwork

-lmproved waterdrainage off roads-Less maintenancerequired on roadways-Village beautification

Dec.31,2018


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cärå¡àt,Department: Public Works Pos¡t¡on: Operators Work Plan Year: 2018

Goal: Provide quality water/sewer seruice for the village

OBJECTIVE STRATEGt ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPLICABTE}

-WeeklySampling ofwater forquality/safety

-Weekly samplingfrom three locationsin Village

-ALS -Public Worksstaff-lnterior Health

-Ongoing -Weekly test results-Safe water withouttreatment-lHA continuedcompliance

Dec.31,2018

-Monthly lineflushing at mainline dead ends

-Once per monthflushing of non-looped water mains

-Public WorksStaff

-Ongoing -Maintain clean, safewater throughout thewater mains

Dec.31,2018

-Repair of curbstop/line leaksas needed

-leak detection-responding toquestions/complaintsfrom public

-Public Worksstaff-Water systemrepaircontractors as

needed

-Public -Ongoing Timely repair ofleaks/curb stops

Dec.31,2018

-Dailyinspections ofwater system

-Check pumps dailyand log records ofreservoir level-Daily visits to Watercompound boosterstat¡ons and logrecords of flowmetre/hourmetre/start metre

-Public Worksstaff

-Electrician as

needed-Ongoing -Continued reliable

operations of watersystem

Dec.31,2018


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cääãrät,-Dailyinspections oflift stations 1,2

and sewerlagoons

-Daily visits and logbook record keepingof hours on pumps atlift stations / recordsheet checklist forsewage lagoons

-Public Worksstaff

-Public (providesinput on theeffectiveness ofsewer drainage)

-Ongoing -Continued reliableoperat¡on of l¡ftstations and sewerlagoons

Dec.31,2018

-Maintenance ofsewer mains

-Checking of manholecovers and recordingof conditions-Flushing of sewermains

-Village staff -Annually oras needed

-Continued goodoperations of sewermains

Oct. 15, 2018

Cleaning of liftstat¡onswetwells

-Pressure washingand vacuuming ofdebris at liftstat¡ons/wet wells

-Public Worksstaff

-Vac Truckcontractor

-Biannual(spring andfall)

-Reliable operations oflift stations

Oct. 15.2018


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cäxålàtuDepartment: Public Works Position: Operators Work Plan Year: 2018

Goal: Reliable, Safe, equipment for public works department

OBJECTIVE STRATEGT ES/ACT|VtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPLICABTE)-Regularmaintenance ofpublic worksmachinery

-Major service doneat/by dealer-Minor maintenancedone by PublicWorks Staff

-Public WorksStaff-MaintenanceBudget

-EquipmentDealers

Ongoing, as

needed-Safe, reliable, publicwork departmentmachinery

Dec.31,2018


AG

END

A ITEM #2)2.


of 85

cäråràt,Department: PublicWorks Pos¡t¡on Public Works Coordinator Work Plan Year: 2018

Goal: Roadways that are safe and reliable including a long term plan for Repair and Maintenace

OBJECTIVE STRATEGt ES/ACTtVtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPTETION

DATE (rF

APPLICABLE)

Continue toimprove drainagethrough brushingand clearing

-remove brush andcreate swales topromote drainage offroadways-long term goal isreducedmaintenancerequirements

-public workscrew

-localresidents(input/feedback)-Top Crop(grasses andtrees)-Parks andRecreation Crew(additionallabour)

Ongoing All ditches areconverted to swalesimproving drainage androadway longevity,sight lines improved as

bush is cleared

Dec.31,2018

Street surfacesthat are 40 years

and older havethe utilities (mainLine)water/sewerinspected beforerepaving

-excavate certainareas of water/sewerlines to inspectcurrent condition-replace our uratermains that do notmeet the standardsof village bvlaws

-water workscontractors (leakdetection/ironanalysisf-Public workscrew

-water worksretailers-engineers

Ongoing,prioritized insome, older,areas

-streetsrepairs/rebuilds withdeep services as part ofthe overall projectconsiderations.

Dec.31,2018

lmplementationof Asset

Managementlnvestment Plan

(AMrP)

-Apply the Road

Condition Survey(2011)

-Applythe AMIP

-Council (budgetsett¡ng)-Chief FinancialOfficer-Public Worksstaff-Gas Tax andother grants

-Engineers Ongoing,each budgetseason

Village roadinfrastructure that is

wellfunded

Dec. 31,2018


AG

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v,ll¿úcôt \

CanálFlatsDepartment: PublicWorks Pos¡t¡on : Public Works Coordinator Work Plan Year: 2018

Goal: Effective Management of Village sewer lnfrastructure

OBJECTIVE STRATEGT ES/ACTrVtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOMT COMPLETION

DATE (rF

APPTICABLE)

Video analysis ofsewer maincondition

-document andrecord the overallcondition of oursewer system byremote camera

-Public Workscrew- contractors

-McGill'sIndustrial Services-Urban Systems-SNC Lavalin

Finished byOctober 31,

2018

-video data of ourentire sewer mainSystem

October 31,2018

Analysis of liftstat¡ons 1 and 2

-lift station study-man hole repair- lagoonrevitalization

- engineeringcontractor

-Urban Systems Finished byOctober 31,

2018

lift station studycompleted and shelfready for grantavailability

October 31,2018

To maintain andupgrade theVillage Sewersystem

-Effectivemanagement ofpublic worksoperators-Effectivemanagement ofcontractors

-Public Workscrew- contractors

- McGill'slndustr¡al Services-Urban Systems-SNC Lavalin

Ongoing -cont¡nued goodoperation our sewersystem

Dec.31,2018


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cääårät,lmplementationof AssetManagementlnvestment Plan(AMrP)

-Applythe AMIP -Council (budget

sett¡ng)

-Chief Financial

Officer

-Public Worksstaff

-Grants

-Engineers-sewercontractors

Ongoing,each budgetseason

Village sewerinfrastructure that iswellfunded

Dec.31,2018


AG

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cäxärät,Department: Public Works -Water Position: Public Works Coordinator Work Plan Year: 2018

Goal: To continue to supply high quality drinking water to the Residents of the V¡llage of Canal Flats

OBJECTIVE STRATEGT ES/ACT|VrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABTE OUTCOME COMPLETION

DATE (rF

APPLICABLE)

To implementmonitoring toregulate andprotect theVillage's watersupply

-implement final stepof well head andaquifer protect¡onplan (monitoringquality and metering)

-public workscrew-lnterior Health

-lnterior Health- EngineeringContractor- Buildingcontractor-VillageAdministration

October 31,2018

- Continued safe andreliable source ofuntreated water - toIHA standard, withoutboil water advisory

October 31,2018

BatterCommunityawareness /education ofaquifer

- Use

communicationsmethods (newsletter,Facebook) to ¡nformpublic of protectionof this valuableresource

-lnterior Health-VillageAdministration

-Public-lnterior Health

Ongoing - Continued safe andreliable source ofuntreated water - toIHA standard, withoutboil water advisory(and betterunderstanding ofpublic's role in meetingthis coal)

Dec.31,2018

To collect andstore applicabledata on thelocation of ourmain lines

- Recovery of oldmaps and drawings- New records andphotos in the field

- past operators- Engineers- public works- General public

- Surveyors- contractors

on8orng -accurate records ofwhat is in the ground-a reliable way toretrieve thatinformation (paper fornow, digital in thefuture)

Dec.31,2018


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cääåràt,- Continuingeducation forOperators

- continuingeducation throughclass room and fieldwork- work experiencegained 'in the field'

- EnvironmentalOperatorsCertificationProgram- otherMunicipalities

- EnvironmentalOperatorsCertificationProgram- Water worksContractors(Teal'sl

ongoing - Confident, competent,well trained operatorslearning and improvingat all times

Dec.31,2018

lmplementationof AssetManagementlnvestment Plan(AMtPl

-Applythe AMIP -Council (budget

sett¡ng)

-Chief Financial

Officer

-Public Worksstaff

-Grants

-Engineers-Water workscontractors


Village waterinfrastructure that is

safe and well-funded

Dec.31,2018


AG

END

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cäääràt,Department: PublicWorks Position: Public Works Coordinator Work Plan Year: 2018

Goal: Subdivision and rezoning as a resource for Strategic development of the village

OBJECTIVE STRATEGT ES/ACTrVrTr ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPLICABLE)

Effective landplanning anduse in the village

-street networkingplan-welldesignatedZoning-OCP compat¡b¡l¡tv

- Local Residence-Planners-Administration-Engineers

-otherMunicipalities-Developers

Ongoing,New OCP

development

A well-planned Villageprepared for growth

Dec.31,2018

To provide andapply a usablebuilding andservicing bylawsto assistDevelopers intheir projects

-continue torecommend bylawamendments to bestmeet needs withinthe village

-Council-Administration

-Lawyers (as

needed)-Other ApprovingOfficers-BC

Hydro/MOTI/MOE

Ongoing, as

neededComprehensive bylawsthat are simple yetprecise

Dec.31,2018


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V'1,.,"".,1 \CanalFlatsDepartment: Buildings Position: Public Works Coordinator Work Plan Year: 2018

Goal: That our Buildings continue to be an asset to the Village

OBJECTIVE STRATEGt ES/ACT¡VtTt ES RESOURCES PARTNERSHIPS TIME FRAME MEASURABLE OUTCOME COMPTETION

DATE (rF

APPLICABTE)

Work to reducethe amount ofmaintenanceneeded for eachbuilding eachyear

-keeping the weatherout-when repairing orreplacing items use

only high-qualityhardware-Record allreplacements(Furnace to Roofing)

-Public WorksStaff-Buildinglnspector- MIABC- people whowork in thebuilding on a

regular basis(Village Staff)

-Contractors(Carpenters,

Electricians,Roofers,Plumbers)-Village staff

Ongoing, as

needed

-Village-ownedbuildings that requireless maintenance overtime

Dec. 31,2018

Provide safe,comfortablebuildings forusers (public,council, staff)

-Assess buildings toant¡c¡pate potentialproblems-considermold/lead/asbestoson reno projects-Assess and mitigatebest as possibleflood/fire hazard

-Public worksstaff-Engineer (as

needed)-Health andSafety Officials-Fire ControlMaintenance

-Contractors (pest

control,carpenters,Electricians,Roofers,Plumbers, etc.)-Buildinginspector-Fire Chief

ongoing -insuring a safe andhealthy environmentwith each building

Dec.31,2018

lmplementationof AssetManagementlnvestment Plan(AMrP)

-Apply the AMIP -Council(budgetsett¡ng)

-Chief Financial

Officer

-Engineers-Buildingcontractors


Village buildinginfrastructure that ¡s

wellfunded

Dec.31,2018


AG

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cäxå¡ät,-Public Works

staff

-Grants


AG

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Meeting Type and Date: Regular Meeting – June 11, 2018 From: Adrian Bergles, Chief Administrative Officer Prepared By: Adrian Bergles, Chief Administrative Officer Subject: Highway attraction signage change Recommendation: That Council authorize staff to instruct the Ministry of

Transportation and Infrastructure to change the signage on Highway 93/95 as outlined below.

Request for Decision X Department Report ☐ Information Report ☐

Implications of Recommendation: Financial: N Policy: N Strategic Plan: Y: Economic Development

SUMMARY INFORMATION In February, 2018 two members of Council and the CAO met with MOTI staff and changing the Highway 93/95 signage 2 kms north and south of Canal Flats to the modern MOTI standard was discussed. MOTI has been in touch with Village staff and proposed some possibilities and a willingness to implement changes. Working with Contracted EDO Chris Fields, staff recommends the following new sign format:

AGENDA ITEM #2)3.

Highway Attraction Signage Change of 85

The key community amenities suggested for the sign: -Source of the Columbia Trail -Arena (doesn’t need to say Canal Flats given Header) -Tilley Memorial Park (Lake Access) “Lake Access” would be requested to be included (in brackets) because everyone loves lake access. The five essential services are suggested to be (minus the anchor):

If promoting the launch is problematic given parking capacity at the lake, we could use a grocery sign:

But the recommendation is to promote the lake (given it’s not visible from highway) and entice people into town. This signage does not relate to proposed wooden community entrance signs. Respectfully submitted: Adrian Bergles Chief Administrative Officer

AGENDA ITEM #2)3.

Highway Attraction Signage Change of 85


Meeting Type and Date: Regular Council Meeting June 11,2018 From: Adrian Bergles – Chief Administrative Officer

Prepared By: Bill Doroshuk – Public Works Coordinator Subject: Resurfacing of Beatty Avenue west of Shaughnessy Street Recommendation: To authorize staff to enter into

contract with Kootenay Paving for $66,420 plus GST for repaving of a portion of Beatty Avenue West of Shaughnessy Street.


Implications of Recommendation:

Financial: Y: Budgeted for in 2018 (budgeted amount is $75,000)

Policy: Y/N

Strategic Plan: Y/N

SUMMARY INFORMATION

This project was budgeted for completion in 2018 ($75,000) and is part of the planned repaving

program for 2018.

The village asked for and received three quotes for this work, Kootenay Paving, 66,420.00 plus

GST is the lowest bidder on this project.

Contracting with Kootenay Paving on this project is recommended by Village staff.

Respectfully submitted:

Name: Bill Doroshuk

Title: Public Works Coordinator

AGENDA ITEM #2)4.

Resurfacing of Beatty Avenue west of Shaunessy Street of 85

Phone: 250-349-5462

Fax: 250-349-5460

Email: [email protected]

PO Box 159

8866 Grainger Road

Canal Flats, BC

V0B 1B0

Village of Canal Flats

Annual Report for the Village of Canal Flats January 1, 2017 to December 31, 2017

AGENDA ITEM #2)5.

2017 Annual Report of 85

2

Table of Contents

Message from the Mayor …...….………………….…… Page 3 2018 Council ………………….…………………….…… Page 4 2018-2022 Financial Plan Policy Statement ………… Page 5 Statement of Property Tax Exemptions ……………… Page 7 Report Respecting Municipal Services Operations a) For the prior year 2017 - Annual Plan .…..... Page 8 b) Current year 2018 - Annual Financial Plan .. Page 9 c) Future Year 2019 ……………………..………. Page 10 Consolidated Financial Statements Year Ended December 31, 2017 …………………….……. Page 11 Statement of Financial Information 2017 …………….. Page 36

AGENDA ITEM #2)5.


3

3

An open letter to the Citizens of the Village of Canal Flats from Mayor Ute Juras

On behalf of Council, I am very pleased to present the Village of Canal Flats Annual Report for 2017. The Annual Report highlights Council’s objectives and achievements for the prior year, works in progress including objectives and measures for the current year and plans respecting objectives for the upcoming year. The Annual Report is one means of reporting our activities and efforts and being accountable to the public. 2017 was another busy year for the Village. Council and staff continue to work very hard at future planning to preserve and enhance municipal facilities and infrastructure. Economic Development continues to be one of our main priorities. In July 2017, the Economic Development Officer placed development of a new Canal Flats Visual identity as a priority. The rationale is that to change the conversation about the community for residents, investors and tourists, and to position it for a new future, a refreshed, positive image is an importa-tion foundation. Canal Flats is beginning the process of rewriting a new Official Community Plan. Our existing OCP has served the community since 2005. Since this time, the Village of Canal Flats has seen extensive new build-ing occur, significant infrastructure projects undertaken and, of course, big changes in the economic base of the community with the closure of the sawmill in 2015. A new OCP will help the Village become a sustainable community be being one that is economically, environmentally and socially healthy and resilient. A new Zoning Bylaw will be written to align with the new Official Community Plan. The review, re-write and update project will provide the basis for ensuring consistency within existing plans and policies by determin-ing current gaps and inconsistencies. Tilley Memorial Park upgrades have long been a priority for Council. The Village started the process in 2016 and over a two year span new washrooms with a septic system was built, new playground, upgraded picnic tables, and new docks were installed. The parking area was repainted to allow for more parking stalls. We are very proud of our Park and were so excited about showcasing the new improvements at a Grand Open-ing Celebration on June 30, 2017. The much needed upgrades at the Canal Flats Arena will begin in the spring 2018. The facility itself is very well maintained, second to none in communities of our size, however there was a need to expand change rooms to accommodate female hockey teams and tournaments. As well, exterior insulation and cladding will make the facility usable for additional activities when the ice is out. The project will be finished prior to the 2018 hockey season. As you will see through reading the 2017 Annual Report, Council has many more initiatives on the go and big plans for the future. On behalf of Council, I would like to thank you for placing your confidence in us and we will continue to work hard to meet your expectations. We welcome your input, either informally on the street or as a delegation at a Council meeting. By working together we can ensure that Canal Flats continues to thrive and grow and that we all have a community that we are proud to call home.

Message from the Mayor

AGENDA ITEM #2)5.


4

Council consists of a Mayor and four Councillors who were elected for a four year term expiring in October 2018. The Community has the opportunity to provide input to Council on various issues such as: budgets, taxes, development and community needs. Council’s powers are exercised through the adoption of resolutions or bylaws or by setting policy. Council meetings are regularly scheduled for the second and fourth Monday of each month at 6:30pm at the Columbia Discovery Centre at 8866 Grainger Road and are open to the public. Agendas are published on the website at www.canalflats.ca Thursday afternoons prior to the meetings. The public can address Council at these meetings regarding items on the agenda during the public question period. If a member of the public wishes to address Council about other items, arrangements should be made in writing, using the Delegation Request Form prior to noon on the Wednesday before the meeting. The Council Meeting Schedule for the year can be found in the Meeting Calendar section of the Village website.

Left to right: Councillor Marie Delorme, Councillor Paul Marcil, Councillor Erin Gornik, Councillor Karl Sterzer, Mayor Ute Juras

AGENDA ITEM #2)5.


5

2018-2022 FINANCIAL PLAN POLICY STATEMENT

The Community Charter requires that municipalities provide explicit policy and objective statements as part of the financial plan that relate specifically to the proportions of revenue proposed to come from the various funding sources, the distribution of property taxes among property classes, and the use of permissive exemptions.

Requirement: the proportion of total revenue proposed to come from each funding source

It is the objective of Council to operate an efficient and self-sufficient municipality while maintaining a well-serviced, safe and livable community. Council’s focus is providing for maximum efficiency with minimal taxation, while also making provision for future infrastructure and service needs.

With respect to the proportions of revenue proposed to come from the various funding sources, the following applies:

a. Council will attempt to mitigate the impacts of market change on the residential tax burden. The rate of taxation will be held as stable as possible.

b. The revenue from water parcel taxes and sewer frontage taxes will be used towards capital projects of the respective utilities and to provide part of the services of the respective utilities.

c. The revenue from road frontage taxes will be used towards the transportation section of the financial plan in relation to roads operating costs and roads capital costs.

d. The Village supports fee for service and will be increasing fees on a graduated basis over a period of time. Demand for service largely dictates projected fee revenues.

e. Revenue from other services is largely dependent on senior government grants and transfers. The municipality will be opportunistic in pursuit of such funding when the funding serves the Village’s purposes. f. The municipality will borrow when necessary to achieve its objectives, while being cognizant of the additional costs imposed by borrowing, and of how these costs get transferred to the future users of infrastructure financed through borrowing.

Table 1 shows the proportion of total revenue proposed to be raised from each funding source in 2017. The Village is a relatively young municipality with its property tax base mainly residential, causing the Village to be very dependent upon borrowing and government grants for major capital projects.

Other income and user fees and charges form the third largest portion of planned revenue. Many municipal services, such as water and sewer usage, can be measured and charged for on a user-pay basis while devel-opment service fees are dependent on the ongoing growth of the municipality. This basis attempts to fairly apportion the value of a municipal service to those who make use of it.

AGENDA ITEM #2)5.


6

2018-2022 FINANCIAL PLAN POLICY STATEMENT - Continued

Table 1: proportions of total revenue

Requirement: the distribution of property taxes among the property classes

Table two provides the distribution of property tax revenue among the property classes. The practice of Coun-cil has been to set tax rates in order to maintain tax stability yet be cognizant of the economic uncertainty of the day.

Table Two: distribution of property taxes

Requirement: the use of permissive tax exemptions

Permission tax exemptions granted for 2018 shall amount to $2,207 in exempted municipal taxes.

Revenue Source % Total Revenue

Property value taxes 19.0%

Parcel and frontage taxes 7.2%

User fees and charges 12.9%

Government grants 42.6%

Other sources 16.3%

Proceeds from borrowing 2.0%

TOTAL 100.0%

Property Class % of Total Assessment

% of Property Taxes

Residential (1) 92.8% 84.8%

Utilities (2) .9% 4.2%

Major Industry (4) 0% 0%

Light Industry (5) .4% 1.6%

Business (6) 5.6% 9.1%

Managed Forests (7) 0% 0%

Recreational (8) .2% .2%

Farm (9) .1% .1%

TOTAL 100.0% 100.0%

AGENDA ITEM #2)5.


7

Statement of Property Tax Exemptions

In accordance with Section 98(2)(b) of the Community Charter, we disclose that the following properties were provided permissive property tax exemptions. Permissive tax exemptions are those exemptions granted by bylaw in accordance with Section 224 of the Community Charter.

Roll Number Organization Address

0002000.000 Nature Trust of BC 8390 Bighorn Sheep Lane

0004884.000 Nature Trust of BC Grainger Road

0001878.226 Headwaters Arts Society 8866 Grainger Road

0001878.227 Invermere Family Resource Centre 8866 Grainger Road

AGENDA ITEM #2)5.


8

Report Respecting Municipal Services and Operations Progress Report for the prior year 2017

1. The Village completed the Tilley Memorial Park Upgrade Project. New docks were installed, the

parking lot was repainted to allow for more stalls and an engineered parking lot expansion study was

completed. A basket swing was added to the playground area. An accessible washroom with flush

toilets was constructed. A community event was held on June 30th to celebrate the grand opening of

the upgrades, washroom and Canada 150.

2. The Village received a Columbia Basin Trust Recreation Grant and Enabling Accessibility Fund for up-

grades to the arena. The project will include exterior insulation and cladding, construction of additional

dressing rooms and a new accessible entrance to the arena. A consultant was retained to provide con-

sulting services and the project will begin in 2018.

3. Doors and a deck to the Civic Centre were installed to allow for outdoor access to the washrooms.

4. The demolition of the curling rink was deferred to 2018.

5. The Village received a CBT Initiatives Grant to hire a trail planner to prepare a plan to expand the trail

system at the south end of Columbia Lake and connecting to Tilley Memorial Park. The project was

deferred to 2018.

6. A contractor was hired in 2016 to complete Phase 3 of the Interface Fire Protection. This phase is

expected to be completed in 2018 and is funded through the Strategic Wildfire Prevention Initiative

and the Columbia Basin Trust.

7. The Village proceeded with recommendations in the economic development plan adopted in 2016. A

new application to the BC Rural Dividend was prepared for a Mixed Use Revitalization project.

8. The fleet was increased through the purchase of a new service truck for Public Works and a used

Ambulance for the First Aid Association.

9. A new pump was installed in the Sewer Lift Station #1 which replaced the confined space pump. This

provides a safer work environment for public works.

10. A second dedicated pipeline from the compound to the water reservoir per the 20 year capital plan was

deferred indefinitely.

11. A wifi communications line from the water compound to the reservoir was installed due to buried line

problems.

AGENDA ITEM #2)5.


9

1. Construction on the Canal Flats Arena Upgrade Project will begin. The project will include exterior

insulation and cladding, construction of additional dressing rooms and a new accessible entrance to

the arena. The construction to be completed prior to the hockey season in September.

2. As part of the demolition of the curling rink, it was discovered that asbestos remediation was required.

The asbestos work has been completed. Demolition of the building has been deferred.

3. The Directional Signage Project was completed. The project consisted of new wording for the

directional signs, additions to the signs and a new Source of the Columbia Trail sign. A visitor map will

be installed at the Canal Flats Arena after the upgrade project is complete. An RFP for a new

Cemetery sign will be issued and a contractor hired.

4. A contractor was hired in 2016 to complete Phase 3 of the Interface Fire Protection. This phase is

expected to be completed in 2018 and is funded through the Strategic Wildfire Prevention Initiative

and the Columbia Basin Trust.

5. The Village will continue with the implementation of the economic development plan adopted in 2016

by the Economic Development Consultant. A new logo has been adopted, an Investment Guide pre

pared and new website designed. A Revitalization Tax Exemption Bylaw and Residential Small Lot

Zone bylaw amendments have been written and will be adopted.

6. The Village received a grant of $100,000 from the BC Rural Dividend fund for a Visualization of Mixed

Use Revitalization in Downtown Canal Flats project. The project will consist of a 1) Visualization of

Mixed Use Revitalization in a cross-section of downtown Canal Flats; 2) Industrial Land Strategy; 3)

Hotel Feasibility Study. RFP’s will be issued and contracts awarded. The project is to be completed

November 2018.

7. The Village received a grant in the amount of $110,000 through the Gas Tax Strategic Priorities Fund

for a new Official Community Plan and Zoning Bylaw Update. An RFP will be issued and a contract

awarded. The project is to be completed by October 1, 2019.

8. A Sewage Lift Station Assessment received funding through the Infrastructure Planning Grant in the

amount of $7,450. The project is to be completed by September 30, 2018.

9. A Canal Flats Trail Plan will be adopted in principle. The plan will assist in obtaining funding to expand

the trail system.

10. A turbidity flow meter will be installed in the spring/summer of 2018.

11. A newer dump truck with a snow plow will be purchased.

Current year 2018—Annual Financial Plan

AGENDA ITEM #2)5.


10

Future Year of 2019

1. The Village will continue with the implementation of the economic development plan. Reports and stud-ies will be completed regarding Mixed Use Revitalization in Downtown Canal Flats and the recommen-dations will be implemented.

2. A newly elected Council and staff will retreat to determine strategic short and long term goals,

objectives and priorities. 3. A new Official Community Plan and Zoning Bylaw will be adopted. 4. Interface Fire Protection will continue through the Strategic Wildfire Prevention Initiative and the Columbia Basin Trust.

AGENDA ITEM #2)5.


AGENDA ITEM #2)5.


STATEMENT OF FINANCIAL INFORMATION .2017

Financial lnformation Act - Section 6 (2Xb)

Salaries over $75,000W. Doroshuk - PW Co-ordinator


FOR YEAR ENDED DECEMBER 31, 2017

Salaries Taxable Benefits Expenses

95,612.62 2,174.70 1,237 .68 18,403.69

BCL/PBC/MPP/WCB/CPP/EI

Total salaries over $75,000

Total Salaries under $75.000

Total salaries and expenses(includes volunteer firemen)

Financial lnformation Act - Section 6 (2Xa)

Council Remuneration & Expenses

Councillor Marie DelormeCouncillor Erin GornikMayor Ute JurasCouncillor Paul MarcilCouncillor Karl Sterzer

604,875.25 22,498.04 23,239.93 110,282.87

95,612.62

509,262.63

2,174.70

20.323.s4

1,237.68

22,O02.25

18,403.69

91,879.18

Remuneration

Expense Allowanceincluded in

RemunerationTaxableBenefits Expenses

3,792.283,792.296,216.883,792.283,792.28

1,264.091,264.102,072.291,264.091,264.09

1,485.02

3,767.43204.30

4,380.10

21,386.01 7,128.67 9,836.85

Financial Information Act Requlation - Section 6íXa & blThere were two severance agreements paid out in 2017 for compensation periods of 4 months plus related benefits foreach.

AGENDA ITEM #2)5.



FOR YEAR ENDED DECEMBER 31. 2017

Financial lnformation Act - Section 7 llXa & b)

Venders Over $25,000

114,323.6042,310.5443,680.0048,776.7237,500.96

145,701.7080,667.7634,594.0046,769.6428,244.7026,767.65

184,767.38108,720.0039,097.9583,389.1758,276.7135,768.24

135,253.9151 309.42

1,345,920.05

Venders under $25,000 - total 714,176.11

Total Venders 2,060,096.16

Reconciliation to Gonsolidated Statement of Operations at December 31. 2017 - Financiallnformation Act Requlation Section 7 (lXc)

BC HydroBlackline Paving LtdCervus AG Equipment LPDenham Ford (BC) LtdFairbank Architects LtdMinister of Finance - School taxMunicipal Pension PlanMunicipal lnsurance Association of BCOtting, CherylPacific Blue CrossRascal MillworkReceiver GeneralRegional District of East KootenayRBC - VisaSummit Valley Contracting LtdTayntonBay Electrical LtdThunderhill Sand & GravelTrainor Mechanical Contractors LtdUrban Systems LtdTotal over $25,000

Total VendersCouncil, staff & firemen remunerationLess: 2016 accounts payablesAdd: 2O17 accounts payablesLess: other government tax paymentsLess: MPP employee portionLess: Receiver General employee portionAdd: 2016 prepaid expensesLess: 2017 prepaid expensesLess: capital expenditures paidLess: refunds for taxes & securitiesLess: employee payroll advances & RRSP paymentsAdd: lease & loan pmts interest direct through bankAdd: services charges through bankAdd: other direct payments through bankLess: GST ITC's and rebatesAdd: other miscellaneousAdd: amortization & gain/loss

Total expenses per F/S atDec31l17

2,060,096.16636,264.15

(433,708.00)433,745.00

(280,831.00)(32,842.34)

(118,165.96)37,461.00

(24,156.00)(657,333.00)

(4,168.02)(10,400.00)73,126.00

3,864.00

(60,739.00)25,050.01

1,095,988.00

2,743,251.00 2,743,251.00

AGENDA ITEM #2)5.



Meeting Type and Date: Regular Meeting – June 11, 2018 From: Adrian Bergles, Chief Administrative Officer Prepared By: Adrian Bergles, Chief Administrative Officer Subject: COTW Meeting with Eagles Nest Neighbourhood Residents Recommendation: That a Committee of the Whole meeting be

organized with Eagle’s Nest neighbourhood residents pending adoption of bylaw 176


Implications of Recommendation: Financial: N Policy: N Strategic Plan: N

SUMMARY INFORMATION Further to previous presentations to council by delegations, staff suggests a COTW meeting with neighbourhood residents at Eagles Nest pending adoption of bylaw 176 – Water Zone Amendment. Respectfully submitted: Adrian Bergles Chief Administrative Officer

AGENDA ITEM #2)6.

COTW Meeting with Eagles Nest Neighbourhood Residents of 85


Meeting Type and Date: Regular Meeting – June 11, 2018 From: Adrian Bergles, Chief Administrative Officer Prepared By: Adrian Bergles, Chief Administrative Officer Subject: Flow Meter Kiosk Project Budget Recommendation: That Council authorize withdrawal of up to $30,000

additional dollars (above the budgeted amount of $80,000) from Gas Tax Fund Account to complete the Flow Meter Kiosk Project


Implications of Recommendation: Financial: Yes: $30,000 from gas tax Policy: N Strategic Plan: N

SUMMARY INFORMATION The previously budgeted amount was based on a “Class C” engineering estimate. Current cost estimate of $106,725 is based on work completed to date and quote to get project to completion. This is $26,725 over the amount budgeted for this project in 2018. Staff does not recommend having village staff complete part of the install, as contemplated in the attached memo. Use of Gas Tax funds does not affect municipal taxation. At the beginning of the year the Village’s Gas Tax Fund account was at $225,235. Including this suggested amount $130,000 of this may be spent this year. The Village will receive $86,720 from the Federal Gas Tax this year. Respectfully submitted: Adrian Bergles Chief Administrative Officer

AGENDA ITEM #2)7.

Flow Meter Kiosk Project Budget of 85

WSP Canada Inc.

303-535 Victoria Avenue North Cranbrook, BC, Canada V1C 6S3 Tel.: +1 250 489-8025 Fax : +1 250 489-8053

wsp.com

May 28, 2018 File No: 171-13528-00

The Village of Canal Flats 8866 Grainger Road Canal Flats, BC V0B 1B0 Attention: Bill Doroshuk via email: [email protected] Public Works Coordinator RE: Construction Budget Review – Flow Meter Kiosk – Project to Completion Canal Flats, BC Further to the completion of the installation of the below ground infrastructure in May 2018, relating to the Village of Canal Flats well compound above ground flow meter kiosk, we have compiled the following table of total expenditures. Flow Meter Kiosk – Expenditures to Date

Project Item Description Construction Cost Contract Items to Install water valves and tees to isolate the supply system to the reservoir from the kiosk

$19,666.50

Supply and Install DI riser pipes, vertical 90 degree bends, structural fill, floor drain and rock pit, 200mm thick concrete slab on grade, and electrical conduits

$20,290.73

Engineering Fees To Date $6,513.93 Total Expenditure (Excluding GST): $46,471.16

In addition to the above, we have received two quotes from suppliers to supply and install the kiosk, piping/fittings/instrumentation inside the kiosk and the supply and installation of the turbidity meter inside the newly construction concrete block walled well compound building, complete with commissioning and onsite training/calibration of the instrumentation provided by the turbidity meter and flow meter suppliers. The two quote totals are summarized in the table on the following sheet.

AGENDA ITEM #2)7.


Flow Meter Kiosk – Cost to Complete Supplier Provided Quote for Remainder of Kiosk and

Instrumentation (Excluding GST) Mearls Machine Works Ltd $59,054 Venture Mechanical Systems Ltd $71,719

We understand that the available project budget is $95,000, plus GST. With the lowest price to complete provided above, plus the remaining estimated engineering fees of $1,200, the estimated total project cost is $106,725, plus GST. This was based on a Class C construction cost estimate (prior to design) provided in May 2017 by WSP Canada Inc. The project bid pricing has increased in several areas due to market changes, including the turbidity meter and flow meter supply costs, which added up to an additional $8,000. Mearls Maching Works Ltd (Mearls) provided the lowest supply bid price for the remaining project and they have also offered that the installation of the works can be removed from their contract, should the Village staff elect to proceed with the install by their own forces. This was discussed with Village staff and staff have agreed this is something they can proceed with. Should the remainder of the work proceed in 2018, we suggest obtaining a final quote from Mearls to supply the materials to the site, based on the work now completed, with the understanding that Village staff will complete the install. The install cost provide by Mearls was $14,980, plus GST. This full amount can be deducted from the above total for an estimated cost to complete of $91,750, pending Village staff completing the remainder of the install. Should you have any questions regarding the above, please do not hesitate to call and discuss. We look forward to your direction on the next steps for this project. Sincerely, WSP Canada Inc Jean Horton, PEng Cranbrook Branch Engineering Manager /jh

AGENDA ITEM #2)7.


regular council - 11 jun 2018

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