Council - 07 Apr 2021

City of Parksville | 100 Jensen Avenue East | P O Box 1390, Parksville, BC V9P 2H3

Phone 250 248-6144 | Fax 250 954-4685 | www.parksville.ca

COUNCIL MEETING AGENDA

WEDNESDAY, APRIL 7, 2021 - 6 PM

The City of Parksville recognizes the people of the Coast Salish Nations and their traditional territory upon which we gather with gratitude.

1. CONSENT AGENDA

a) Minutes of the Council meeting held March 15, 2021 - Pages 7 - 11

b) Minutes of the special Council meeting held March 15, 2021 - Pages 13

c) Minutes of the special Council meeting held March 29, 2021 - Pages 15 - 17

d) Approval of the Council meeting agenda

Recommendation: 1. THAT the consent agenda including the following recommendations be

approved: a. THAT the minutes of the Council meeting held March 15, 2021, be adopted. b. THAT the minutes of the special Council meeting held March 15, 2021, be

adopted. c. THAT the minutes of the special Council meeting held March 29, 2021, be

adopted. d. THAT the April 7, 2021, Council meeting agenda be approved.

2. CORRESPONDENCE

a) L. Helps, Victoria Mayor - Help Cities Lead Campaign - Pages 19 - 20

City of Victoria endorsement of Help Cities Lead Campaign and requesting other municipalities do the same.

Recommendation: 1. THAT the correspondence from L. Helps, Victoria Mayor dated March 10, 2021,

regarding the Help Cities Lead Campaign, be received.

b) L. Hall, City of Prince George Mayor - BC Hydro and Power Authority: 2020 Street Lighting Rate Application - Pages 21 Copy of letter to BC Utilities Commission opposing BC Hydro's proposed 2020 Street Lighting Rate Application. Recommendation: 1. THAT the correspondence from L. Hall, City of Prince George Mayor dated

March 17, 2021, opposing BC Hydro's proposed 2020 Street Lighting Rate Application, be received.

April 7, 2021 Council Agenda cont’d of 5

c) T. Brown, Chair, RDN - Meeting of Elected Officials - Pages 23 RDN proposal to hold a meeting of elected officials of District of Lantzville, City of Nanaimo, City of Parksville, Town of Qualicum Beach and Regional District of Nanaimo to facilitate intergovernmental communication (proposed date May 18, 2021). Recommendation: 1. THAT the letter from T. Brown, Chair, RDN dated February 16, 2021, regarding

a meeting of the elected officials of the District of Lantzville, City of Nanaimo, City of Parksville, Town of Qualicum Beach and Regional District of Nanaimo, be received.

d) T. Brown, Chair, RDN - Letter to Minister Malcolmson regarding Establishing Treatment

Facilities and Complex Care Housing in the Regional District of Nanaimo - Pages 25 - 26 Seeking Council's support. Recommendation: 1. THAT the letter from T. Brown, Chair, RDN dated January 27, 2021, seeking

support for a letter to be sent to the Minister of Health and Addictions, requesting adequate treatment facilities and complex care housing be built within the Regional District of Nanaimo, be received.

e) T. Brown, Chair, RDN - Acceptance of Regional Growth Strategy Amendment for

Nanaimo Airport Lands - Pages 27 - 31 Letter advising of formal commencement of legislated 60-day request for acceptance by affected local governments of proposed Regional Growth Strategy (RGS) amendment for Nanaimo Airport Lands; resolution of support required prior to May 24, 2021. Recommendation: 1. THAT the letter from T. Brown, Chair, RDN dated March 24, 2021, regarding

formal commencement of the legislated 60-day request for acceptance by affected local governments of the proposed RGS amendment for the Nanaimo Airport Lands, be received.

2. THAT Council support Regional District of Nanaimo Regional Growth Strategy Amendment Bylaw No. 1615.04, 2020.

3. THAT a copy of Council's resolution be forwarded to the RDN.

f) P. Jiggins, Chair - Parksville Qualicum Beach Tourism Association (PQBTA) - Online Accommodation Platform (OAP) / Municipal Regional District Tax Affordable Housing Plan (MRDT) - Pages 33 Follow up to recent meeting and PQBTA preferred approach to next steps.

Recommendation: 1. THAT the correspondence from PQBTA dated March 31, 2021, outlining their

preferred approach to OAP and MRDT Affordable Housing Plan recommendations, be received.

2. THAT Council endorse the recommendations as outlined in the PQBTA March 31, 2021, correspondence.

3. THAT the Regional District of Nanaimo (RDN) be notified of Council's resolution.

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3. REPORTS

a) Fire Chief - Parksville and Qualicum Beach Joint Fire Services Review - Pages 35 - 36 Public release of the Joint Fire Service Review.

Recommendation: 1. THAT the report from the Fire Chief dated March 30, 2021, entitled "Parksville

and Qualicum Beach Joint Fire Service Review" be received. 2. THAT staff return to Council with a recommendation for implementing

elements of the PVFD Fire Service Review once the Fire Chief position for Qualicum Beach has been filled.

b) Director of Finance - Tax Collection Schemes 2021 - Pages 37 - 40

Provide background to Council on property tax collection options.

Recommendation: 1. THAT the report from the Director of Finance dated March 11, 2021, entitled

"2021 Property Tax Collection Scheme Options" be received. 2. THAT the general tax collection scheme be set with a 2% penalty applied on

July 2, 2021, and an 8% penalty applied on September 30, 2021.

c) A/Director of Engineering - Bagshaw Street Renewal Project - Award of Construction Contract - Pages 41 - 46 To award the construction contract for the Bagshaw Street Renewal Project.

Recommendation: 1. THAT the report from the Acting Director of Engineering dated March 22, 2021,

entitled "Bagshaw Street Renewal Project - Award of Construction Contract" be received.

2. THAT staff be authorized to award a construction contract for the Bagshaw Street Renewal Project in the amount of $1,679,353 (plus applicable taxes) to Locar Industries Ltd.

3. THAT the 2021 General Fund Capital Budget for Bagshaw Street be amended by moving $208,900 from the Roads Capital Budget to the Drainage Capital Budget.

4. THAT the 2021 Water Capital Budget for Bagshaw Street be increased by $38,000 from the Water Fund Accumulated Surplus.

d) A/Director of Engineering - Willow Street Watermain and Storm Sewer Realignment -

Pages 47 - 50 Council approval to amend the 2021-2025 Financial Plan to include the above-noted project and approval for staff to proceed with the project in advance of budget adoption. Recommendation: 1. THAT the report from the Acting Director of Engineering dated March 24, 2021,

entitled "Willow Street Water Main and Storm Sewer Realignment" be received.

2. THAT the 2021-2025 Financial Plan budget be amended to include funding in the amount of $86,000 (plus applicable taxes) for the Willow Street Water Main and Storm Sewer Realignment project.

3. THAT staff be authorized to proceed with the work in advance of the 2021-2025 Financial Plan adoption.

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4. THAT staff be authorized to award the construction services to 616858 BC Ltd. doing business as Magnum Project Management.

e) Emergency Program Coordinator - Emergency Program Bylaw Update - Pages 51 - 64

Council support for an updated Emergency Program Bylaw and new joint Emergency Program Services Agreement between the City of Parksville and Town of Qualicum Beach emergency programs.

Recommendation: 1. THAT the report from the Emergency Program Coordinator dated March 26,

2021, entitled "Proposed Emergency Program Bylaw and Joint Emergency Program Services Agreement with the Town of Qualicum Beach" be received.

2. THAT "Emergency Program Regulatory Bylaw, 2021, No. 1570" be advanced for consideration of three readings under the bylaw section of the agenda.

3. THAT the Mayor and Corporate Officer be authorized to execute the "Joint Emergency Program Services Agreement" with the Town of Qualicum Beach.

f) Manager of Administrative Services - 2021 Community Park Mobile Food Services -

Pages 65 - 86 Consideration of proposals to provide mobile food concession services in the Parksville Community Park for 2021 summer season. Recommendation: 1. THAT the report from the Manager of Administrative Services dated March 10,

2021, entitled "2021 Community Park Mobile Food Services" be received. 2. THAT the Community Park Mobile Food Concession Service proposal

received from the Parksville and District Chamber of Commerce including a monthly pad rental bid of $5,937.50 (plus applicable taxes) for the rental of the two existing pads be accepted.

3. THAT the Mayor and Corporate Officer be authorized to execute the Community Park Mobile Food Concession licence of occupation agreement on behalf of the City for the term May 1, 2021, to August 31, 2021, and a one year option to renew at the City's discretion.

4. THAT the licence of occupation agreement include an option to extend the 2021 term to September 30, 2021, with the September rental rate and any additional conditions to be negotiated between City staff and the Parksville and District Chamber of Commerce.

g) Grant-in-Aid Select Committee - Spring 2021 Grant-in-Aid Applications - Pages 87 - 89

Grant-in-Aid applications and recommended financial allocations. Recommendation: 1. THAT the Grant-in-Aid applications received for the period ending March 1,

2021, be approved as follows: Name of Organization Approved

Oceanside Hospice Society 0 Oceanside Minor Softball Association $1,000 Parksville & District Historical Society $500 Parksville & District Rock and Gem Club 0 Parksville Curling Club $1,000

Total $2,500 2. THAT $2,500 be allocated from the 2021 Grants-in-Aid budget.

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4. BYLAWS

a) THREE READINGS

(i) "Emergency Program Regulatory Bylaw, 2021, No. 1570" - Pages 91 - 95 Emergency Program bylaw update for consideration of three readings. Recommendation: 1. THAT "Emergency Program Regulatory Bylaw, 2021, No. 1570" be read

three times.

5. PARKS AND OPEN SPACES COMMITTEE RECOMMENDATIONS

6. NOTICE OF MOTION

a) Mayor Mayne - Traffic Light Signal Timing - McCarter and Island Highway Notice of motion introduced at the March 29, 2021, special meeting of Council.

Recommendation: 1. That staff be directed to amend the timing on the traffic light signal for the

crosswalk at McCarter and Island Highway to increase the crossing time and allow those with mobility challenges additional time to get all the way across the road in this location, and that Council authorize the $3,000 cost to implement the change.

7. NEW BUSINESS

8. SPECIAL BUSINESS

Pursuant to Sections 90 (1) (c), (e) and (k) of the Community Charter, Council proceed to a closed meeting to consider items relating to labour, land and provision of services.

9. ADJOURNMENT

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CITY OF PARKSVILLE

6070. March 15, 2021

Minutes of the Council meeting held in the Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC, on Monday, March 15, 2021, at 3 pm. PRESENT: His Worship Mayor E. Mayne

Councillors: M. Chandler A. Fras A. Greir D. O'Brien T. Patterson M. Wilson

Staff: K. Kehler, Chief Administrative Officer A. Weeks, Corporate Officer B. Russell, Director of Community Planning (via Zoom) B. Woods, Director of Operations (via Zoom) J. Doxey, A/ Director of Engineering (via Zoom) D. Tardiff, Manager of Communications (via Zoom)

Mayor Mayne respectfully recognized the people of the Coast Salish Nations and their traditional territory upon which we gather with gratitude. 1. CONSENT AGENDA

21-087

Patterson - O'Brien 1. THAT the consent agenda including the following recommendations be approved:

a. THAT the minutes of the Council meeting held March 1, 2021, be adopted. b. THAT the minutes of the Special Council meeting held March 8, 2021, be adopted. c. THAT the March 15, 2021, Council meeting agenda be approved. CARRIED.

2. DELEGATIONS

a) Dr. P. Drummond, Oceanside Community Action Team (OCAT) - Space for Kiosk

P. Drummond, representing OCAT attended to provide information regarding issues of harm reduction and drug addiction in the community and requested a visible site to erect a kiosk to display photos of those who have died from drug addiction as well as to provide information.

21-088

Chandler - Wilson 1. THAT the presentation from P. Drummond, be received. CARRIED.

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Meeting Date

March 15, 2021 - Council Meeting 6071.

21-089

Fras - Patterson 1. THAT Council refer the Jensen Greenway trail location for a kiosk to display photos

of those who have died due to drug addiction to staff for consideration of potential issues and costs as well as to the Community Advisory Council for Orca Place for their input. CARRIED.

b) Parksville Downtown Business Association (PDBA) - 2020 Annual Report and 2021

Budget Pamela Bottomley, Executive Director and Michelle Jones, Secretary Treasurer attended to present the PDBA 2020 Annual Report and Financial Statements as well as initiatives for the coming year.

21-090

Wilson - Patterson 1. THAT the Parksville Downtown Business Association 2020 annual report and

financial statements be received. 2. THAT the Parksville Downtown Business Association 2021 budget be approved. 3. THAT staff be authorized to advance 25% of the levy funding to the Parksville

Downtown Business Association as per "Downtown Business Improvement Area Establishment Bylaw, 2019, No. 1556". CARRIED.

3. PRESENTATIONS

a) A/Director of Engineering - Parksville Beach Festival Society Outdoor Theatre Update J. Doxey, A/Director of Engineering provided an update on the Parksville Outdoor Theatre project, current financial commitments and some changes to the design. C. Dill and L. Derry from the Parksville Beach Festival Society also attended to review the sound and other related equipment required to host premier events.

Councillor Fras left the meeting at 4:09 pm and returned at 4:10 pm. 21-091

O'Brien - Wilson 1. THAT Council endorse the vision of the Parksville Beach Festival Society as

presented and support their collaboration with City staff in the development of an (interim) operations management plan including moving forward with their spending package. CARRIED.

Mayor Mayne opposed this motion. 4. REPORTS

a) Manager of Communications - Town Hall Meetings for Parksville Residents

Councillor Patterson left the meeting at 4:56 pm and returned at 4:59 pm.

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21-092

O'Brien - Fras 1. THAT the report from the Manager of Communications dated March 5, 2021, entitled

"Town Hall Meetings for Parksville Residents" be received. CARRIED.

Council provided general consensus that staff focus on public engagement for the pool and the Parksville Community Centre. A five minute recess was called at 5:23 pm. The meeting resumed at 5:26 pm. b) Manager of Administrative Services - 2021 Spring Grant-in-Aid Applications

21-093

O'Brien - Wilson 1. THAT the report from the Manager of Administrative Services dated March 2, 2021,

entitled "2021 Spring Grant-in-Aid Applications" be received. 2. THAT a Grant-in-Aid Select Committee be appointed to review and recommend back

to Council on the allocation of the $2,500 budgeted funds for the submissions received for the period ending March 1, 2021.

3. THAT the Grant-in-Aid Select Committee be comprised of the Manager of Administrative Services and two Councillors appointed by the Mayor. CARRIED.

Councillors O'Brien and Greir were appointed to the Grant-in-Aid Select Committee. c) Manager of Administrative Services - 2021 Parcel Tax Review Panel

21-094

Greir - Wilson 1. THAT the report from the Manager of Administrative Services dated March 1, 2021,

entitled "2021 Parcel Tax Review Panel" be received. 2. THAT the Parcel Tax Review Panel Hearing be scheduled for Monday, April 19, 2021,

at 5:45 pm in the Forum of the Parksville Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC.

3. THAT advance notice of the time and place be published in accordance with Section 204 of the Community Charter. CARRIED.

5. BYLAWS a) FINAL ADOPTION

(i) "Housing Agreement Authorization Bylaw, 2021, No. 1568"

21-095

Chandler - Wilson 1. THAT "Housing Agreement Authorization Bylaw, 2021, No. 1568" be reconsidered

and finally adopted, signed by the Mayor and Corporate Officer and the Corporate Seal affixed thereto. CARRIED.

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6. MOTIONS FROM PREVIOUS MEETINGS

a) Councillor Fras - Letter of Support for The Corporation of The City of Vernon

21-096

Fras - Wilson 1. WHEREAS cost is a significant barrier to people accessing contraception, particularly

to people with low incomes, youth, and people from marginalized communities; AND WHEREAS providing free prescription contraception has been shown to improve health outcomes for parents and infants by reducing the risks associated with unintended pregnancy, and is likely to reduce direct medical costs on the provincial health system; AND WHEREAS contraceptive methods such as condoms or vasectomies are available at low cost, no cost, or are covered by BC's Medical Services Plan, whereas all contraceptive methods for people with uteruses (such as birth control pills, intrauterine devices, or hormone injections) have high up-front costs, making access to contraception unequal and gendered; THEREFORE BE IT RESOLVED THAT the City of Parksville write to the Provincial Minister of Finance, the Provincial Minister of Health, the Premier of BC, and the local MLA supporting universal no-cost access to all prescription contraception available in BC under the Medical Services Plan. CARRIED.

Mayor Mayne and Councillors Greir and O'Brien opposed this motion. 7. NOTICE OF MOTION

a) Mayor Mayne - Individual First Aid Kits for Oceanside Detachment

Mayor Mayne received approval from the majority of Council to introduce the following

motion:

21-097

Mayne - Greir 1. THAT Council approve the allocation of $3,600 from Council contingency to equip the

Oceanside RCMP detachment with individual first aid kits. CARRIED.

8. NEW BUSINESS

9. SPECIAL BUSINESS

21-098

Greir - O'Brien Pursuant to Section 90 (1) (k) of the Community Charter, Council proceed to a closed meeting to consider an item relating to provision of service. CARRIED.

Time 5:46 pm. The regular meeting reconvened at 6:15 pm. 10. ADJOURNMENT

It was moved by Councillor Wilson and seconded by Councillor Greir that the meeting adjourn. CARRIED.

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The meeting adjourned at 6:15 pm. Certified Correct.

Original signed by E. Mayne Mayor

Original signed by A. Weeks Corporate Officer

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CITY OF PARKSVILLE

6069. March 15, 2021

Minutes of the special Council meeting held in the Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC, on Monday, March 15, 2021, at 1:31 pm. PRESENT: His Worship Mayor E. Mayne

Councillors: M. Chandler (via Zoom) A. Fras A. Greir D. O'Brien M. Wilson (via Zoom)

Staff: K. Kehler, Chief Administrative Officer A. Weeks, Corporate Officer L. Butterworth, Director of Finance (via Zoom) T. Harrison, Director of Human Resources (via Zoom) D. Tardiff, Manager of Communications (via Zoom)

Mayor Mayne respectfully recognized the people of the Coast Salish Nations and their traditional territory upon which we gather with gratitude. 1. SPECIAL BUSINESS

21-086

O'Brien - Greir Pursuant to Section 90 (1) (i) of the Community Charter, Council proceed to a closed meeting to receipt advice subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED.

Time 1:32 pm. The special meeting reconvened at 2:30 pm. 2. ADJOURNMENT

It was moved by Councillor Fras and seconded by Councillor O’Brien that the meeting adjourn. CARRIED.

The meeting adjourned at 2:31 pm.

Certified correct.



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CITY OF PARKSVILLE

6075. March 29, 2021

Minutes of the special Council meeting held in the Civic and Technology Centre, 100 Jensen Avenue East, Parksville, BC, on Monday, March 29, 2021, at 3 pm. PRESENT: His Worship Mayor E. Mayne

Councillors: M. Chandler (via Zoom) A. Fras A. Greir D. O'Brien T. Patterson M. Wilson (via Zoom)

Staff: K. Kehler, Chief Administrative Officer A. Weeks, Corporate Officer L. Butterworth, Director of Finance (via Zoom) B. Russell, Director of Community Planning (via Zoom) B. Woods, Director of Operations (via Zoom) T. Harrison, Director of Human Resources (via Zoom) J. Doxey, A/ Director of Engineering (via Zoom) M. Norris, Fire Chief (via Zoom) D. Tardiff, Manager of Communications (via Zoom)

Mayor Mayne respectfully recognized the people of the Coast Salish Nations and their traditional territory upon which we gather with gratitude. 1. APPROVAL OF AGENDA

21-099

Greir - O’Brien 1. THAT the March 29, 2021, special council meeting agenda be approved as amended

to add an item under New Business and a Notice of Motion. CARRIED.

2. DELEGATIONS

a) K. Burden, Executive Director - Parksville and District Chamber of Commerce K. Burden made a presentation to Council to seek support for a fee-for-service contract with the City to assign responsibility of economic development to the Chamber through its Oceanside Initiatives division for implementation and management of the strategy.

21-100

Chandler - O'Brien 1. THAT Council meet with the Parksville and District Chamber of Commerce to discuss

Council’s economic development goals and expectations, possible funding models for economic development programs and identify ways the Chamber and Council can work together. CARRIED.

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Meeting Date

March 29, 2021 - Special Council Meeting 6076.

3. MOTIONS FROM PREVIOUS MEETINGS

a) Island Crisis Care Society and S. Hawkins - Correspondence received March 8, 2021 L. Butterworth, Director of Finance provided information regarding costs to install additional light fixtures and garbage cans on Jensen Greenway.

21-101

Fras - Patterson 1. THAT the request for additional lighting and garbage cans on Jensen Greenway be

denied. CARRIED.

Councillor Chandler left the meeting at 3:52 pm. 4. STAFF PRESENTATIONS

a) Director of Finance - Draft 2021 - 2025 Final Financial Plan

i) Update to presentation provided March 8, 2021 L. Butterworth presented an update to the presentation provided March 8, 2021.

21-102

Greir - Fras 1. THAT Council maintain the current property taxation rates of 3.5% per year, with 0.5%

of taxes collected being allocated to a capital reserve for future infrastructure projects. CARRIED.

ii) Water and Sewer Funds budget changes for 2021-2025 L. Butterworth presented Water and Sewer Funds budget changes for 2021 - 2025.

Councillor Chandler returned to the meeting at 4:43 pm. 21-103

Greir - Fras 1. THAT Council support an additional 2021 sewer rate increase of 2% (in addition to

the 3% increase shown in the March 29, 2021, draft budget presentation), with the additional increase offset by a 2% reduction to the proposed increase in water rates. CARRIED.

iii) Public Input None received. iv) Council deliberations

21-104

Patterson - Greir 1. THAT Council direct staff to advance the 2021-2025 budget and prepare the relevant

bylaws for consideration in accordance with Community Charter legislation. CARRIED.

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March 29, 2021 - Special Council Meeting 6077.

5. NEW BUSINESS

a) Mayor Mayne - Requests for Proposals - Aquatic and Community Recreation Centre

21-105

Mayne - Greir 1. THAT staff be directed to issue Requests for Proposals immediately as follows:

a. to seek a qualified consultant to develop a comprehensive public engagement and consultation strategy for the proposed Parksville Aquatic and Community Recreation Centre, to occur this summer; and

b. to engage a professional consultant to coordinate scientific and technical assessments of the Despard site to provide Council with factual information on the site conditions and potential implications of constructing the facility in this location. CARRIED.

b) Councillor O'Brien - Support for Ballenas Track

21-106

O'Brien - Fras 1. THAT, subject to the eligibility regulations, staff be directed to allocate $250,000 from

the Gas Tax Reserve Fund to support Ballenas Track upgrades. CARRIED.

6. NOTICE OF MOTION

a) Mayor Mayne - Traffic Light Signal Timing - McCarter and Island Highway Mayor Mayne introduced the following notice of motion for consideration at the April 7, 2021, regular meeting of Council: 1. That staff be directed to amend the timing on the traffic light signal for the crosswalk

at McCarter and Island Highway to increase the crossing time and allow those with mobility challenges additional time to get all the way across the road in this location, and that Council authorize the $3,000 cost to implement the change.

7. ADJOURNMENT

Moved by Councillor Greir and seconded by Councillor O'Brien that the meeting adjourn. The meeting adjourned at 4:57 pm. Certified correct.



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AX 44

THE CITY OF VICTORIA OFFICE OF TIIE MAyOR

March 1 ( ), 202 1

Dear Colleagues.

On behalf of Victoria Cit\' Council. I am writin£ toda\' to inform \'ou that Council has voted toendorse the Help Cities Lead campaign and to request that your cit)' consider doing the sameEnlist\it)ns from buildings account for about 1 Icth of the province-s GHG emissions. This is the thirdhighest source of GHG emissions in BC- after rodd transportation (27.1 qa) and the oil and gas sectol( 1 7.6%). For municipalities. GHG emissions from existing buildings account for 40-60% ofcolnmunity emissions. In Victoria. this number is around 50% c)four community GHG inventor\'.

In British Columbia, the regulation of buildings typicaljy occurs at the provincial level. For the pastt\\ o decades British Columbia has been at the forefront of action and policies taken in Canada toreduce energy use and GHG emissions from buildings. The 2018 CleanBC' Plan moved the provincefurther in this direction n’itIl ke) commitments for the building sector such as a net-zero energ)building standard by 2032. a building upgrade standard by 2024. and exploring building energ)labelling options.

A number of local governments. including Victoria. are keen to take even bolder action. and have setambitious targets of our o\\ n to sjgnificantjy reduce GHG emissions from buildings over the next 1 Oyears in aljgnment \\-ith climate emergency declarations. The success of the Province in achievingdccp emissions reductions from the building sector are directIY connected to the success of localgovernments to achieve their own targets because most buildings are situated within thesecommunities. However. tools currently available to local governments to pursue these ambitiousreduction targets are largely limited to information campaigns and incentives. Although helpful. ontheir own these tools are insufficient to achieve broad and deep energy and GHG reductions givenlimited budgets.

Help Cities Lead (helpcitieslead.ca) is an education and an-areness campaign working to buildsupport for more focused collaboration between the Province of British Columbia and localgovernnrents on building climate polic\'.

The campaign project team identifies five regulatory measures \\ here additional authority would beinstrumental for municipalities in accelerating climate action:

I . Regulating GHG emissions for new buildings – the BC Encrgy Step Code onIY reguldtes energ)cfncicncy in new buildings. Leading local governments would also like the ability to regulate GHGemissions from new buildings.

2. N'ldndatory home energy labelling - in Canada and British Columbia. legislation requires energ}’labelling for a broad range of consumer products including motor vehicles. furnaces. u indo\\ s.lightbulbs. and kitchen appliances. However, there are no labeling requirements for the single largestpurchase a given Canadian is likel\' to make–their home.

1 Centennial Square Victoria British Columbia Canada V8W I P6

Felephone (250 ) 361-0200 Fax ( 25 o ) 361-0348 Email [email protected]\V \V \\[ , \r 1 C t or 1 a , C a

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Meeting Date

3 . Property assessed clean energy (PACE) financing - programs allow' property owners to finance theup-front cost of building energy efnciencv upgrades–such as more eftlcient heating systcnls. Ol\\ i11tJo\\ s–b)' pa)’ing the costs back over time via a voluntary property tax assessment. Theassessment is attached to the propeR\'. not an individual; if. and when. the property is sold. thetlnancing carries on \\ ith the ne\\' ou'ner.

+. Regulating GI IG emissions thr existing buildings – this u'ould include the development of a ne\\rcgLllation that \\ ould sct greenhouse gas emissions targets from existing buildings.

5 . \'landatL>ry building energy benchmarking and reporting - Energy benchmarking is the process otcollccting and monitorine energv data from a large number of buildings over time so thatgo\ crnmcnts and the private sector can compare the performance of any one pallicipating buildingagainst similar propellics.

Direction to implement the first three of these measures – enabling local governments to regulateGI1(1 emissions for new buildings. home energy labelling. and PACE financing – were included inthe lninistcrial mandate letters issued in November 2020. Help Cities Lead encourages the Provinceto move as quickly as possible and in close consultation with local governments to develop andinlplement these measures.

ltelp Cities Lead would also like the Province to enable local governments to choose. when ready. toopt into the remaining t\\o measures not addressed bY the mandate letters – namely. regulating GIIGemissions for existing buildings and building energy benchmarking and reporting.

The suite of initiatives is intended to colnplilnent what the provincial government and utilities arealready doing in this area and help to la\' the groundu'ork for eventual province-\\-ide adoption ofthese measures.

These actions \\'ould let municipalities. ready to take bolder action on climate, lead the way inregulating emissions in buildings. This would provide a template for action for other jurisdictions ande\ cn for provincial regulation in the future.As such. \ve are requesting that your city consider endorsing the Help Cities [.cad canrpaign and that} ou communicate this suppoll directl\ to the Province by \\-riting to the heIr)\\' Ministers:

•

•

•

•

@

Minister of Environment and Climate Chance Strategy. ENV.Minister'd"gov .bc.caMinister of Municipal Affairs, [email protected] of Energy. Mines. and Lo tv-Carbon Innovation. EMPR.Ministerra>gov.bc.caM in ister of Finance. FIN.Minister'£jgov.bc .caAttorney General and Minister resp-onsible for Housing. AG.Minister(d:gov.bc.ca

Fhank \ ou for your time and consideration. Please do not hesitate to reach out should you have an)questions regarding this letter.

Victoria Md vor

Tile C-itV tH \’ictciriu rccc)gIlt:es the St)llghees curd Esquinlalt Natiolls ill \vIrose trclditiotrctl territc)ries \re live utlcl \tork '- Ha)- s\rx qa

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March 17, 2021

By email: [email protected] BC Utilities Commission Suite 401, 900 Howe Street Vancouver, BC V6Z 2N3 RE: British Columbia Hydro and Power Authority (BC Hydro): 2020 Street Lighting Rate Application To Whom It May Concern: On behalf of the City of Prince George Council, please accept this letter in opposition to BC Hydro’s proposed 2020 Street Lighting Rate Application (Application). The Application, submitted by BC Hydro in November 2020, seeks approval for an increase in the monthly rate charged per street light which includes a surcharge to recover the costs incurred by BC Hydro to convert existing High Pressure Sodium (HPS) light fixtures to LED fixtures. While the City of Prince George supports the environmental benefits that will result from the conversion to LED technology, we are not in support of a surcharge rate downloaded to municipalities to cover the disposal of existing lights and their associated depreciation costs. As such, we respectfully request that the City’s concerns be considered in the evaluation of BC Hydro’s Street Lighting Rate Application. Sincerely, Mayor Lyn Hall cc: All UBCM Member Local Governments

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mailto:[email protected]

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6300 Hammond Bay Road, Nanaimo, BC V9T 6N2 www.rdn.bc.ca

February 16, 2021 Mayor Ed Mayne and Council City of Parksville 100 Jensen Avenue W Parksville, BC V9P 2H3 Re: Meeting of Municipalities – Spring 2021 Dear Mayor Mayne and Council: On behalf of the Regional District of Nanaimo Board, I am writing to seek your views on holding a meeting of the elected officials of the District of Lantzville, City of Nanaimo, City of Parksville, Town of Qualicum Beach and Regional District of Nanaimo.

Given our shared commitment to leadership in climate change mitigation, environmental stewardship, responsible growth management and economic coordination, among other priorities, such a forum could afford an opportunity to facilitate intergovernmental communication among elected officials within the RDN, providing a platform for sharing information about our respective strategic priorities and initiatives for the coming year.

If there is interest in moving forward with such an endeavour, the RDN would be honoured to host it virtually, given current health protocols. While the format for such an event may evolve over time, it is proposed that this type of event could serve as a useful mechanism for sharing information on matters of common interest and identifying opportunities for connection and collaboration.

In terms of scheduling, the afternoon May 18, 2021 is being contemplated, with the idea that the session might take about half a day. We invite your comments as to whether you are interested in participating in such a session, as well as whether the date works for you. We would be pleased to gather agenda items if you have ideas for discussion topics, such as current and upcoming initiatives in your communities.

If you have any questions, please do not hesitate to contact me. You may also contact Elizabeth Hughes, Intergovernmental Relations Manager, at 250-668-6224 ([email protected]) to indicate your interest in attending and with any agenda suggestions. Once we have ascertained the level of interest in holding such a session, we would be pleased to follow up with further information. Sincerely,

Tyler Brown

Chair, Regional District of Nanaimo

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January 27, 2021 Mayor Ed Mayne and Council City of Parksville 100 Jensen Avenue W Parksville, BC V9P 2H3 Re: Letter to Minister Malcolmson Regarding Establishing Treatment Facilities and Complex Care Housing in the Regional District of Nanaimo Dear Mayor Mayne and Council: At the January 26, 2021 meeting of the Regional District of Nanaimo (RDN) Board, the following motion was passed:

That correspondence be sent to The Honourable Sheila Malcolmson, Minister of Mental Health and Addictions, requesting that the following be built within the Regional District of Nanaimo: a. Adequate levels of treatment, recovery, detox and after-care facilities; and b. Complex care housing for our citizens that need more intensive care

than supportive housing. A related resolution was also passed at the January 26, 2021 Board meeting directing that correspondence be sent to the Mayor and Council of the City of Nanaimo, District of Lantzville, City of Parksville and the Town of Qualicum Beach seeking their support by requesting they write similar letters on behalf of their respective Councils to Minister Malcolmson. Accordingly, on behalf of the RDN Board, I enclose the Board’s letter to Minister Malcolmson and would ask that you consider sending similar correspondence on behalf of your Council as part of a collective and unified endeavour to maintain this urgent and significant issue at the forefront of the provincial agenda. I am grateful for your consideration of this request. Sincerely,

Tyler Brown, Chair Regional District of Nanaimo Attachment: Letter to The Honourable Sheila Malcolmson, Minister of Mental Health and Addictions

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January 28, 2021 The Honourable Sheila Malcolmson Minister of Mental Health and Addictions PO Box 9644 Stn Prov Govt Victoria, BC V8W 9P1 Re: Health Facilities and Complex Care Housing in the Regional District of Nanaimo Dear Minister:

I am writing on behalf of the Regional District of Nanaimo Board to request that the Ministry of Mental Health and Addictions, Ministry of Health, and Attorney General and Minister responsible for Housing work together to establish health facilities within the Regional District of Nanaimo to provide adequate levels of treatment, including for recovery, detox and after-care, as well as complex care housing for our citizens who urgently need more intensive care than supportive housing. This request aligns with priorities outlined in Premier Horgan’s mandate letter to you dated November 26, 2020. As has been highlighted and exacerbated by the pandemic, an entire continuum of services, including specialized medical support, is required to address the crisis of people experiencing, or at risk of, homelessness. While strategies such as increased availability of affordable housing and the enhanced shelter model of the proposed Navigation Centre contribute to addressing aspects of this complex social challenge, the issue is not only a housing crisis but is equally a health crisis, requiring the full spectrum of therapeutic response and expertise. Establishing such health facilities would greatly assist in addressing the underlying and often significant health-related challenges experienced by this population in a responsive, compassionate and ultimately cost-effective manner more likely to achieve long term and sustainable resolutions with immeasurable benefits for individuals and communities. On behalf of the RDN Board, I am grateful for your consideration of this matter. If I can serve as a resource, please do not hesitate to contact me. Sincerely,

Tyler Brown, Chair Regional District of Nanaimo cc: The Honourable John Horgan, MLA, Premier of British Columbia The Honourable Adrian Dix, Minister of Health and Minister responsible for Francophone Affairs The Honourable David Eby, Attorney General and Minister responsible for Housing The Honourable Josie Osborne, Minister of Municipal Affairs Doug Routley, MLA, Nanaimo - North Cowichan Adam Walker, MLA, Parksville - Qualicum

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March 31, 2021

His Worship Mayor Ed MayneCity of ParksvillePO Box 1390Parksville, BC V9P 2H3

Re: Online Accommodation Platform / Municipal Regional District Tax Affordable Housing Plan

Dear Mayor Mayne:

I am writing as a follow-up to your recent meeting with Parksville Qualicum Beach Tourism Association’s (PQBTA) Executive Director, Blain Sepos, Councillor Fras, and Councillor Wilson regarding the Regional District of Nanaimo (RDN) Board’s deferred motion on Online Accommodation Platform (OAP) / Municipal Regional District Tax (MRDT) Affordable Housing Plan recommendations. It was suggested at the above mentioned meeting that the PQBTA Board of Directors provide you with our preferred approach to the RDN Board’s deferred motion and its recommendations.

PQBTA’s Board of Directors met on March 24, 2021 and discussed the OAP Affordable Housing Plan recommendations. The following outlines PQBTA’s preferred approach to next steps:

1. PQBTA supports the motion to select the Society of Organized Services (SOS) District 69 as the affordable housing service provider for the Parksville Qualicum Beach region.

2. PQBTA welcomes the opportunity to collaborate with the SOS, RDN, City of Parksville, and Town of Qualicum Beach on a plan that addresses the unique challenges of our region.

3. PQBTA’s preferred outcome is a program tailored specifically to mitigate the chronic worker shortage suffered by most local tourism and hospitality businesses.

a. PQBTA recognizes the need for affordable housing throughout the community. However, there is a relatively small amount of OAP funds available to dedicate.

b. PQBTA prefers an efficient and focussed program that is only available to qualifying tourism and hospitality workers.

c. This program will make Parksville Qualicum Beach much more attractive to tourism and hospitality workers. Many of these workers are from a younger demographic and are looking to put down roots with their families - something we know our local governments are striving for with their own strategic plans.

d. Such a program will be well received by local accommodation owners and managers. This bodes well for future MRDT renewals that cannot be successful without accommodation support. After all, there is no OAP without MRDT.

Thank-you for consulting with PQBTA regarding OAP Affordable Housing Plan next steps. The PQBTA Board appreciates your collaborative approach on this matter.

Sincerely,

Patrick Jiggins, Chair

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March 30, 2021 REPORT TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER, PARKSVILLE D. SAILLAND, CHIEF ADMINISTRATIVE OFFICER, QUALICUM BEACH FROM: M. NORRIS, FIRE CHIEF SUBJECT: PARKSVILLE AND QUALICUM BEACH JOINT FIRE SERVICE REVIEW PURPOSE: Public release of the Joint Fire Service Review PURPOSE: The purpose of this report is to provide for the public release of the Joint Fire Service Review and provide a joint City of Parksville and Town of Qualicum Beach press release regarding the review and future direction. RECOMMENDATION: 1. THAT the report from the Fire Chief dated March 30, 2021, entitled "Parksville and Qualicum

Beach Joint Fire Service Review" be received.

2. THAT staff return to Council with a recommendation for implementing elements of the PVFD Fire Service Review once the Fire Chief position for Qualicum Beach has been filled.

BACKGROUND: The City of Parksville and Town of Qualicum Beach Councils directed staff to 3awork with a consultant to conduct a comprehensive fire services review, with a focus on establishing a fire commission governance structure for the amalgamation and joint operations of the Qualicum Beach and Parksville Fire Rescue Departments. The review was undertaken in 2020 and completed in December of the that year. The findings have been presented to both councils. During these meetings, both Councils requested additional closed meetings to have further opportunity to discuss options and implications with staff prior to releasing decisions to the public. The outcome of these deliberations is to return to separate and distinct fire departments, thereby ending the Fire Chief Secondment agreement when the Town of Qualicum Beach fills its fire chief position and finalizes its departmental structure.

AGENDA OPEN COUNCIL

April 7, 2021 DATE

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Parksville and Qualicum Beach Joint Fire Service Review Page 2 of 2 OPTIONS: 1. Receive the report for information. 2. Provide staff with alternate direction. Respectfully submitted, Original signed by M. Norris _____________________________ M. NORRIS Fire Chief CHIEF ADMINISTRATIVE OFFICER CONCURRENCE: Original signed by K. Kehler Original signed by D. Sailland _____________________________ _____________________________ K. KEHLER, MPA D. SAILLAND Chief Administrative Officer Chief Administrative Officer City of Parksville Town of Qualicum Beach

Attachment: Fire Service Review - Final Report - Behr Integrated Solutions Inc.

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https://parksville.civicweb.net/document/48878

March 11, 2021 REPORT TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER FROM: L. BUTTERWORTH, DIRECTOR OF FINANCE SUBJECT: 2021 PROPERTY TAX COLLECTION SCHEME OPTIONS PURPOSE: Provide background to Council on property tax collection options. EXECUTIVE SUMMARY: COVID-19 has put a strain on the financial resources of many property taxpayers in Parksville. Senior levels of government have provided some funding to some of those impacted but there are still likely many negative impacts on income for many homeowners and businesses. The Provincial government has not (at this time) made any adjustments to the normal property tax due date of July 2. However, municipal councils have options at their disposal relating to the property tax due dates and/or any penalties imposed. These options are available through Community Charter section 235 and include altering the due dates and/or altering the penalty dates and amounts. RECOMMENDATION: 1. THAT the report from the Director of Finance dated March 11, 2021 entitled “2021 Property Tax

Collection Scheme Options” be received for information. 2. THAT the General tax collection scheme be set with a 2% penalty applied on July 2nd and an 8% penalty

applied on September 30, 2021. BACKGROUND: The “General tax collection scheme” as defined in the Community Charter (Sec. 234) sets the due date for property taxes as July 2 of any year. Penalties and interest for unpaid property taxes are applied through the municipal tax regulation. The penalty for late payment is 10% and applies to any unpaid property taxes after July 2. Section 235 of the Community Charter allows Council to establish by bylaw various options relating to the collection dates of property taxes and the penalization of late property taxes. The City previously utilized this section to create Bylaw 1491 which reduces the late payment penalty to be applied after the property tax due date from 10% to 5%. The rest of the penalty (5%) is applied after the last business day in September for any property taxes that are still outstanding.

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2021 Property Tax Collection Scheme Options Page 2 of 4

In 2020 the Provincial government mandated that commercial penalties could not be charged until October 1, 2020 which therefore necessitated a change to the City’s Bylaw 1491 to remove the July 2nd penalty. The City adopted Bylaw 1563 which charged a 5% penalty on unpaid taxes on October 1 and another 5% on December 1. Bylaw 1563 referenced 2020 dates, so it has essentially expired and would not apply to 2021. The City’s contact at the Province has indicated that the Province will not be mandating the later penalty scheme for commercial properties in 2021 despite the continuing impacts of COVID-19. OPTIONS: 1. Change the tax penalty dates and percentage rates back to what they were in Bylaw 1491. 2. Change the penalty dates back to July and September but alter the penalty percentages 3. Leave the due dates and penalty rates as stated in Bylaw 1563.

ANALYSIS: Option 1: Changing our penalty dates and penalty percentages back to the pre-COVID-19 levels maintains

our pre-COVID status quo which was a 5% penalty after July 1 and a 5% penalty after September 30. Those that are affected and cannot pay or can only pay a portion of their taxes, will incur a cost, but a much smaller one than the default 10% penalty that the legislation dictates. The penalty applied must equal 10% in total but the dates are flexible. The downside of this option is that there may still be residents and businesses struggling with their revenues and income due to COVID-19 and the penalty would compound this challenge. This option ensures property taxes are paid prior to the City’s large tax obligation to the RDN and school authority which are due in July and early August.

Option 2: Council could elect to reduce the penalty applicable on July 2nd so that those that cannot pay

their property taxes on that date have a reduced penalty for non-compliance. For example, if the penalty was reduced to 1 or 2% it may encourage those that are minimally affected by COVID-19 issues to pay their property taxes to avoid that penalty. Those that are affected and cannot pay or can only pay a portion of their taxes, will incur a cost, but a much smaller one than with the normal 5% penalty. The second September penalty would be increased to 8% or 9% if the July penalty is reduced because the penalty applied must equal 10% in total but the dates are flexible. The downside of this option is that lowering the penalty rate may reduce the amount of property taxes that are paid prior to our large tax obligation to the RDN and school authority, potentially leaving the City short of cash flow to pay those provincially mandated obligations. However, based on the 2020 property tax collections, sufficient payments should be made prior to the penalty date to cover our large obligations even with a small penalty. This will likely reduce the actual penalty income the City normally makes (pre COVID) based on the 2020 results.

Option 3: Leaving the property tax due dates and percentages the same as 2020 will greatly assist those

struggling with their income due to COVID-19 by allowing more time to get their property tax payment together. However, the City’s obligations to the RDN and the Ministry of Finance for

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the School taxes remains the same. The City would have to rely on the good graces of the citizens to pay their taxes by the normal due date of July 2nd to ensure we have the funding to pay these large obligations. This would likely happen but there is no penalty mechanism to ensure it happens until after the due dates for those large obligations. The Province is not mandating this later penalty date or deferring school tax payments as they did in 2020, so going back to our old penalty dates would be more consistent with the Province and other municipalities.

FINANCIAL IMPLICATIONS: Based on 2020, the penalty revenues would be about $40,000 higher in Option 1 compared to Option 3 which delays the penalty dates. Option 2 is estimated to be a penalty reduction of $25,000 compared to Option 1. STRATEGIC PLAN CONSIDERATIONS: Community Safety - No perceived impact. Economic Development – No perceived impact. Healthcare - No perceived impact. Housing – No perceived impact. Recreation – No perceived impact. REFERENCES: Community Charter Sections 234 and 235 Municipal Tax Regulation 426/2003 City of Parksville Bylaw No. 1563 City of Parksville Bylaw No. 1491 (repealed) Respectfully submitted, Original signed by L. Butterworth _____________________________ G. LUCKY BUTTERWORTH, CPA, CGA Director of Finance

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CHIEF ADMINISTRATIVE OFFICER ENDORSEMENT: Original signed by K. Kehler _____________________________ K. KEHLER, MPA Chief Administrative Officer

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March 22, 2021 REPORT TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER FROM: J. DOXEY, ACTING DIRECTOR OF ENGINEERING SUBJECT: BAGSHAW STREET RENEWAL PROJECT – AWARD OF CONSTRUCTION CONTRACT PURPOSE: To award the construction contract for the Bagshaw Street Renewal Project. EXECUTIVE SUMMARY: Staff is seeking Council’s direction to award the construction contract for the Bagshaw Street Renewal Project in the amount of $1,679,353.00, plus applicable taxes, to Locar Industries Ltd. (Locar). The Bagshaw Street Renewal includes the renewal of critical water and storm infrastructure and the incorporation of sidewalk with new photometric based design of streetlights. Sanitary sewer renewal on Bagshaw will be undertaken on a separate contract due to the location and specialty nature of the planned trenchless renewal. The City received six tenders in response to publicly posted invitation to tenderers for this project. The Locar tender was found to be the preferred tenderer based on price and demonstrated ability to successfully complete this type of project. RECOMMENDATION:

1. THAT the report from the Acting Director of Engineering dated March 22, 2021 entitled, "Bagshaw Street Renewal Project – Award of Construction Contract" be received.

2. THAT staff be authorized to award a construction contract for the Bagshaw Street Renewal

Project in the amount of $1,679,353.00, plus applicable taxes, to Locar Industries Ltd.

3. THAT the 2021 General Fund Capital Budget for Bagshaw Street be amended by moving $208,900.00 from the Roads Capital Budget to the Drainage Capital Budget.

4. That the 2021 Water Capital Budget for Bagshaw Street be increased by $38,000.00 from the

Water Fund Accumulated Surplus. BACKGROUND: The impacted portion of Bagshaw Street is approximately 440 metres long and extends from the Island Highway East (Highway 19A) south to Stanford Avenue East. Some northerly sections of Bagshaw Street

AGENDA OPEN COUNCIL

April 7, 2021 DATE

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Bagshaw Street Upgrades Project - Award of Construction Contract Page 2 of 6 have been previously upgraded as part of past capital or development projects, and where feasible this infrastructure is integrated and retained within the design.

A geotechnical investigation confirmed portions of the road structure would still be viable for re-use. Base and sub-base road materials will be retained for approximately two thirds (2/3) of the length of roadway. This will help lower construction costs and expedite the construction schedule.

There are sanitary sewer mains in Bagshaw Street as well as in the statutory rights-of-way between Evergreen Street and Bagshaw street, and McVickers Street and Bagshaw Street. Video inspection of the sanitary sewer mains on Bagshaw Street, as well as the sanitary mains in the statutory rights-of-way was completed. The video investigation confirmed removal and replacement of these sanitary mains would not be required, and that these mains could be rehabilitated using trenchless cured-in-place-pipe lining technologies. The sanitary mains in the statutory rights-of-way traverses resident’s rear yards. In this situation, using trenchless technologies would reduce the cost and complexity of construction as well as the impacts of the construction to residents. The trenchless rehabilitation of these sanitary mains is specialized construction work and is not part of the tendered works requested for award to Locar within this report. The trenchless rehabilitation will be tendered later in the year when construction schedules and work plans can be coordinated to avoid working conflicts, additional costs, and impacts to residents. Minor sanitary work that is required to integrate existing sanitary mains and services into the changing streetscape will be completed by Locar as part of this contract.

The existing asbestos concrete water main on Bagshaw Street will be abandoned and replaced with a modern PVC main. Residential services and fire hydrants will also be replaced as part of this work. The existing ditches will be infilled and a new storm main will be constructed.

The streetscape configuration was based on the City of Parksville Subdivision Servicing Bylaw, 2017, No. 1540, Appendix I Engineering Standards and Specifications and refined through public engagement with the property owners, residents, and businesses owners on Bagshaw Street to reflect the nature of the corridor with access to the Jensen Greenway and commercial node at the north end of the street. The design integrates traffic calming measures such as parking pockets, raised crosswalk table with bulb out, and separate sidewalk to enhance pedestrian connectivity and safety, which was communicated by Bagshaw Street residents. A BC Hydro utility pole will be relocated to be outside of the proposed sidewalk in support of this work and BC Hydro Lease Lights will be removed and replaced with City-owned streetlights photometrically designed for Bagshaw Street.

On February 16, 2021, the City of Parksville issued an Invitation to Tenderers for the Bagshaw Street Upgrades Project to solicit contractor services for construction.

The Invitation to Tenderers was advertised on BC Bid and supplemented with notifications to local contractors. Tenders were submitted by six (6) contractors, and the bids were opened on March 18, 2021. All tenders received were determined to be complete and responsive, and checked for errors. The results are included in Table 1 below:

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Bagshaw Street Upgrades Project - Award of Construction Contract Page 3 of 6 Table 1 The tender submitted by Locar is within the engineer’s cost estimate of $1,910,650.00. Staff instructed the engineer to review the tenders, and they concluded the tender is representative of the current market value of the work and provided a recommendation to award the project. The total tender price includes no contingency or cash allowances. All changes to the contract price required due to unforeseen conditions will be required to be authorized by a change order prepared by the engineer and executed by City staff, payable from specific project contingency funds. Projects of this nature should carry a minimum 15% contingency to help insulate the City from risks associated with encountering unforeseen conditions and associated delay costs. Pending an April 7, 2021 tender award, construction work could begin in approximately three (3) weeks. Locar was provided with a maximum allowable construction duration of 120 workdays to complete the required works following the issuance of a Notice to Proceed. This would require completion in October 2021. OPTIONS: 1. Award a construction contract for the Bagshaw Street Renewal Project in the amount of

$1,679,353.00, plus applicable taxes, to Locar Industries Ltd., and direct staff to transfer budget amounts reflected in the financial section of this report to facilitate a 15% construction contingency in the specific areas.

2. Provide staff with alternate direction. ANALYSIS: The lowest tender, submitted by Locar, is considered compliant with the tendering requirements. Locar is a reputable and qualified contractor with demonstrated prior success in civil construction projects in our area. Option 1:

• Awarding the construction contract for this project will help mitigate the risk of failure to key pieces of utility infrastructure due to age.

Tenderer Total Tendered Price Locar Industries Ltd. $1,679,353.00

Milestone Contracting Inc. $1,720,092.00

Copcan Civil Ltd. $1,797,130.00

Windley Contracting Ltd. $1,804,230.00

IWC Excavation Ltd. $1,944,536.20

Knappett Industries Ltd. $2,119,104.00

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Bagshaw Street Upgrades Project - Award of Construction Contract Page 4 of 6

• Awarding the construction contract for this project will help improve pedestrian connectivity within the City and enhance the safety of pedestrians both on Bagshaw Street and the Jensen Avenue Greenway.

• Awarding the construction contract for this project following public tendering will help facilitate a continuing positive and competitive relationship with the local contractor community.

FINANCIAL IMPACT: The total costs to undertake the works required as part of the Bagshaw Street Renewal Project are:

Description Source 2021

Preliminary Budget

2021 Tender Price

2021 Existing Project

Commitments

2021 Min. 15%

Contingency Transfer

Net Surplus

Roads General Fund $1,834,900 $877,077 $73,200 $131,600 $208,836

(to Drainage) $544,187

Drainage Utilities

General Fund $395,800 $499,036 $30,800 $74,800 $208,836

(from Roads) $0

Water Utilities

Utility Fund $311,200 $286,900 $19,300 $43,000

$38,000 (from

Accumulated Surplus)

$0

Sanitary Utilities

Utility Fund $393,700 $16,339 $36,700 $2,500

($338,161 Req’d for

trenchless)

Subtotal $2,935,600 $1,679,353 $160,000 $251,900 NA $544,187

Sanitary Trenchless Rehabilitation to be Tendered Separately – Provided for Reference Only

Sanitary Trenchless Utility Fund

Budgeted Remaining Amount Engineer’s Estimate Net Projected Surplus

$338,161

$225,000

$113,161

Please note that 2021 Existing City Commitments includes costs for utility pole relocation by BC Hydro as well as engineering services during construction. The total construction costs fit within the total preliminary 2021 budget. Re-allocation of general fund, roads surplus in the amount of $208,900 to the drainage account to complete drainage works is required to proceed. Furthermore, it is requested to amend the 2021 budget to transfer $38,000 from the water fund accumulated surplus to make up the shortfall in this account.

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Bagshaw Street Upgrades Project - Award of Construction Contract Page 5 of 6 STRATEGIC PLAN IMPLICATIONS: Community Safety – This project will renew roadway, water and drainage utility networks and will reduce the risk to the City’s drinking water system as well as risks of damage to private property. This project will enhance pedestrian safety on Bagshaw Street and slow vehicular traffic by introducing traffic calming measures. Economic Development – This project will provide employment for local workers engaged in the trades and construction industry and may provide spin-off effects for food and beverage sector during construction. This project will also provide greater pedestrian and vehicular connectivity to the businesses on the north portion of Bagshaw Street. Healthcare – By establishing an enhanced pedestrian experience, this project will help facilitate greater use of active transportation, including walking and cycling. Housing – This project is not perceived to have an impact on housing at this time. Recreation – By establishing an enhanced pedestrian experience, this project will help facilitate greater use of active transportation, including walking and cycling. Respectfully submitted, Original signed by M. Lonsdale _________________________________ M. Lonsdale, AScT, LEED GA Engineering Technologist III Original signed by J. Doxey _________________________________ J. DOXEY, AScT A/ Director of Engineering REVIEWED BY: Original signed by L. Butterworth _________________________________ L. BUTTERWORTH, CPA, CGA Director of Finance

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Bagshaw Street Upgrades Project - Award of Construction Contract Page 6 of 6 CHIEF ADMINISTRATIVE OFFICER ENDORSEMENT: Original signed by K. Kehler __________________________________ K. KEHLER, MPA Chief Administrative Officer

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March 29, 2021 REPORT TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER FROM: J. DOXEY, ACTING DIRECTOR OF ENGINEERING SUBJECT: WILLOW STREET WATER MAIN AND STORM SEWER REALIGNMENT PURPOSE: To obtain Council approval to amend the 2021-2025 Financial Plan to include the above-

noted project and approval for staff to proceed with the project in advance of the budget adoption.

EXECUTIVE SUMMARY: This report is a request for Council to amend the 2021-2025 Financial Plan to include the Willow Street water main and storm sewer realignment project in the amount of $86,000 and authorize staff to proceed with the work while the current Financial Plan review is in progress. RECOMMENDATION(S):

1. THAT the report from the Acting Director of Engineering dated March 24, 2021 entitled, "Willow Street Water Main and Storm Sewer Realignment” be received;

2. THAT the 2021-2025 Financial Plan budget be amended to include funding in the amount of $86,000 (plus applicable taxes) for the Willow Street Water Main and Storm Sewer Realignment project;

3. THAT staff be authorized to proceed with the work in advance of the 2021-2025 Financial Plan adoption; and

4. THAT staff be authorized to award the construction services to 616858 BC Ltd. doing business as Magnum Project Management.

BACKGROUND: The existing storm and water mains were constructed in 1996 to service the subdivision development fronting Chinook Avenue and Willow Street. The mains were constructed within the future road right-of-way, but due to site constraints, it was routed around existing cedar trees. A statutory right-of-way was provided in the interim for the mains until such time the road would be extended. The current subdivision development at 580 Sanderson Road is required to extend the remaining section of roadway along Willow Street to Sanderson Road. The cedar trees causing the original routing will be removed as part of the road works. Realignment of the water and storm mains are not required by developer as per the Works and Services Bylaw No. 1235. There are no (future) planned capital works within the area as the adjacent developments and capital improvements occurred within the last 20 to 25 years.

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Willow Street Water Main and Storm Sewer Realignment Page 2 of 4

The above-mentioned realignment works have been designed and tendered in coordination with the developer subdivision work to take advantage of cost savings for mobilizing/demobilizing and constructing in greenfield conditions where streetscape is non-existent. The estimated cost for professional engineering and construction services is $86,000 including a 10% contingency. Refer to the below table for further details. Funds have been committed for the design services.

DESIGN SERVICES

CONSTRUCTION SERVICES

CONTINGENCY (~10%)

TOTAL

Storm Main Realignment (32m-600mmØ Conc. Pipe)

$ 3,750.00

*$ 42,000.00

$4,575.00

$50,325.00

Water Main Realignment (66m-200mmØ PVC Pipe)

$ 3,750.00 **$ 28,269.60 $3,655.40 $35,675.00

Percentage splitting, *~60% of the total tendered cost and **~40% of the total tendered cost Furthermore, there were four (4) submitted bids and the developer had awarded the development portion of the contract to the lowest bidder, 616858 BC Ltd. doing business as Magnum Project Management, in February/March of 2021. Work is underway and expected to be completed in early summer to meet the market demands. Due to this constraint, funding and approval for the water and storm mains realignment portion of the City cannot be deferred until the 2021-2025 Financial Plan is adopted. OPTIONS:

1. Amend the 2021-2025 Financial Plan to include an additional of $86,000 (plus applicable taxes) for the Willow Street Water Main and Storm Sewer Realignment project and to be funded by allocating funds from the water and general revenue fund reserves. Preapproval of the budget for this project will allow staff to proceed in coordinating with the adjacent development work.

2. Provide staff with alternate direction.

ANALYSIS: The water main and storm sewer realignment, if it can be coordinated with the adjacent development work at this time, will minimize future impacts to the roadway and adjacent neighbourhood. In general, if this was to be coordinated independently where road subsurface structure and asphalt surface restoration are required, it would cost approximately 50% more than the cost indicated above. Furthermore, the realignment will straighten and shorten the sections, which in the long-term improve the flow functionality and reduce the needs for additional operational and maintenance reoccurrences. It is recommended that Council support Option 1.

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FINANCIAL IMPACT: The above-mentioned project will not have a significant impact to the 2021 Financial Plan as it can be offset with the unused funds from Works Adjacent to Development and if unused, it would typically be directed back to the appropriate fund reserve at the end of the year. Staff is requesting Council to consider and authorize transferring funds from the general and water reserves in the amount of $50,325 and $35,675 respectively, to support the project. STRATEGIC PLAN IMPLICATIONS: Community Safety - Ensuring that our infrastructure is adequate and maintained supports economic opportunities, protects our environment and therefore the well-being of the public. Economic Development – Realignment will reduce future capital and maintenance costs to the infrastructure. Healthcare – This project is not expected to have an impact on healthcare within the City. Housing – This project is not expected to have an impact on housing within the City. Recreation -The pedestrian connectivity improvements to Willow Street may encourage more users to enjoy this space and promote active recreation in the area. REFERENCES:

• Willow Street Water and Storm Mains Realignment Sketches. Respectfully submitted, Original signed by H. Cao _____________________________ H. CAO, P.Eng. Manager, Development and Design FINANCE DEPARTMENT COMMENTS: Original signed by L. Butterworth ___________________________ L. BUTTERWORTH, CPA, CGA Director of Finance

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CHIEF ADMINISTRATIVE OFFICER COMMENTS: Original signed by K. Kehler _____________________________ K. KEHLER, MPA Chief Administrative Officer

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March 26, 2021 REPORT TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER FROM: A. DAWSON, EMERGENCY PROGRAM COORDINATOR SUBJECT: PROPOSED EMERGENCY PROGRAM BYLAW AND JOINT EMERGENCY PROGRAM

SERVICES AGREEMENT WITH THE TOWN OF QUALICUM BEACH PURPOSE: To seek Council support for an updated Emergency Program Bylaw and new Joint

Emergency Program Services Agreement between the City of Parksville and Town of Qualicum Beach emergency programs.

EXECUTIVE SUMMARY: Emergency Management Oceanside (EMO) has undertaken a review of current emergency program bylaws from the City of Parksville and Town of Qualicum Beach resulting in the proposed updated draft bylaw formalizing how EMO operates, reflecting current provincial regulations and the partnership with the Town of Qualicum Beach. The previous Emergency Resource Agreement between the City of Parksville, Town of Qualicum Beach and the Regional District of Nanaimo (RDN) expired on December 31, 2020. Staff propose to immediately enter into an agreement for a Joint Emergency Program Services Agreement between the City of Parksville and Town of Qualicum Beach, as these parties are the owners of EMO’s tangible resources. Negotiations are underway with the RDN to determine how the Board envisions participation from electoral areas. RECOMMENDATION:

1. THAT the report from the Emergency Program Coordinator dated March 26, 2021, entitled "Proposed Emergency Program Bylaw and Joint Emergency Program Services Agreement with the Town of Qualicum Beach" be received.

2. THAT "Emergency Program Regulatory Bylaw, 2021, No. 1570" be advanced for consideration of three readings under the bylaw section of the agenda.

3. THAT Council authorize the Mayor and Corporate Officer to execute the "Joint Emergency Program Services Agreement" with the Town of Qualicum Beach.

BACKGROUND: The Emergency Resource Agreement between the City, Town of Qualicum Beach and RDN providing the funding agreement for the shared Emergency Support Services (ESS), Emergency Communications Teams (ECT) and contracted Volunteer Coordinator expired on December 31, 2020. In addition, the RDN has expressed a desire to adjust its relationship with EMO in recent years. These events have provided an opportunity for the CIty to review the agreement, funding formula, and relationships and propose a replacement agreement for the continued provision of an emergency program to Oceanside residents.

AGENDA OPEN COUNCIL

April 7, 2021 DATE

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Proposed Emergency Program Bylaw and Joint Emergency Program Services Agreement Page 2 of 4 As a shared emergency program between the City of Parksville and Town of Qualicum Beach, EMO has developed a common emergency planning program and developed educational outreach materials with presentations suited to all residents rather than to individual local governments. During emergencies, residents do not identify with a particular jurisdiction. A single point of contact for emergency preparedness and emergency response provides enhanced service to residents in the region. EMO, on behalf of the City and Town of Qualicum Beach, owns and manages all of the EMO assets such as vehicles, trailers and equipment. Since EMO is based within the Oceanside area, EMO staff and volunteers have developed important relationships with businesses, resident groups, neighbouring local governments and the provincial government for the benefit of all residents to address any emergency or disaster situation. Parksville Council passed the following resolution on December 7, 2020: 20-256 1. THAT the report from the Emergency Program Coordinator dated November 27,

2020, entitled "Emergency Program Agreement Renewal" be received. 2. THAT Council express its preference to the Regional District of Nanaimo (RDN) Board

to enter into a fee for service arrangement for community emergency preparedness, to be provided by the City and Town of Qualicum Beach’s staff, for the electoral areas E to H in the Regional District.

3. THAT staff be directed to work with the Town of Qualicum Beach and the RDN to prepare an agreement and a recommended fee for service to provide emergency preparedness services to the Oceanside region. CARRIED.

Correspondence was sent to the RDN Board as outlined in Attachment 1. The RDN Board referred the matter back to staff and did not provide additional direction on the preferred governance for emergency response. Parksville’s Council unanimously expressed support for a partnership with the Town of Qualicum Beach and this report outlines the creation of a new joint agreement to fulfill this objective. There is currently no agreement in place and staff feel it is prudent to formalize the existing partnership between the City and Town, as the key owners and operators of the program’s assets and resources. The proposed agreement provides for the establishment of a service with fee options that would facilitate various levels of participation from the RDN, dependent on Board direction The proposed agreement allows EMO to work with neighbouring local governments and non-government organizations to secure mutual aid or fee-for-service agreements for approval by both Councils. Securing these types of relationships allows EMO to supply service to areas looking for support and to build capacity for our own region should it be needed during the response to and recovery from an emergency or disaster situation. In addition to the agreement, staff recommend a bylaw review be undertaken to have the same bylaw adopted by the City of Parksville and Town of Qualicum Beach formalizing the shared emergency

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Proposed Emergency Program Bylaw and Joint Emergency Program Services Agreement Page 3 of 4 program under EMO. This new bylaw will allow both local governments the same abilities to share and develop the emergency program together and provide a combined response to and recovery from an emergency or disaster. In addition to aligning the two local governments, changes to both bylaws are required to meet current provincial legislation and reflect current internal reporting structures. OPTIONS:

1. Advance the bylaw for consideration of three readings under the bylaw section of the agenda

and direct the Mayor and Corporate Officer to execute the Joint Emergency Program Services Agreement with the Town of Qualicum Beach.

2. Provide staff with alternative direction. ANALYSIS:

1. There is currently no agreement in place and the EMO program has many joint assets and resources that the City and Town have developed over many years. The proposed Joint Agreement immediately secures continuation of the strong partnership that has existed between the City and Town for many years. The agreement allows other parties to either participate directly or indirectly in EMO or access discrete services from the program. This option secures the continuation of the EMO program while staying consistent with Council’s direction for staff to negotiate a fee-for-service agreement with the RDN. This option allows Council to examine beneficial agreements with other local governments and non-government organizations for the benefit of everyone living in the Oceanside area. Maintaining the partnership with the Town of Qualicum Beach for sharing EMO allows for the benefit of a larger emergency management organization for the City at a lower cost. In addition, the prospect of possible fee-for-service agreements may reduce overall program costs to the City. Staff will continue discussions with RDN staff and present future options for partnerships to Council and the RDN Board.

2. Alternative direction would be needed if Council wishes to pursue a different course of action.

FINANCIAL IMPACT: The proposed two-way joint agreement is an overall increase of $22,000 over the now expired three-way agreement. The proposed agreement with the Town of Qualicum Beach would share costs on a 50/50 basis resulting in an annual budget increase for the City of $11,000. There would be no change to other parts of the budget and any capital project proposals would remain at the discretion of Council. As indicated, the costs may be impacted if other parties chose to participate directly in EMO or access discrete services on a fee basis.

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Proposed Emergency Program Bylaw and Joint Emergency Program Services Agreement Page 4 of 4 STRATEGIC PLAN IMPLICATIONS: Community Safety - The proposed Bylaw and Agreement would solidify the emergency program for Oceanside residents enhancing Council’s priorities for Community Safety. From this base, EMO can further develop the emergency program with a defined path for the continued safety of all residents. Economic Development - No perceived implications at this time. Healthcare - No perceived implications at this time. Housing - No perceived implications at this time. Recreation - No perceived implications at this time. Respectfully submitted, Original signed by A. Dawson _____________________________ A. DAWSON Emergency Program Coordinator CHIEF ADMINISTRATIVE OFFICER ENDORSEMENT: Original signed by K. Kehler _____________________________ K. KEHLER, MPA Chief Administrative Officer

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December 18, 2020

Regional District of Nanaimo 6300 Hammond Bay Road Nanaimo, BC V9T 6N2

Attention: Tyler Brown, Board Chair

Dear Chair Brown:

City of Parksville Office of the Mayor

SUBJECT: Proposed Fee-for-Service Agreement for Provision of Emergency Preparedness Services to Electoral Areas E, F, G and H

On behalf of the Councils of the City of Parksville and the Town of Qualicum Beach, we write regarding the provision of community emergency preparedness services in the Regional District of Nanaimo Electoral Areas E through H inclusively.

As you know, emergency preparedness and response services have been jointly delivered under the umbrella of Emergency Management Oceanside (EMO) involving City of Parksville, Town of Qualicum Beach and Regional District of Nanaimo staff. There are currently multiple agreements in place governing the provision of these services, however staff from all three local governments have identified challenges arising from the existing agreements. The upcoming expiration of the agreements provides an opportunity to enhance the delivery of the program and to ensure the best possible emergency preparedness and response services are provided to residents in the Oceanside region.

At the December 7 regular meeting, the City of Parksville Council unanimously endorsed a resolution to express its preference to enter into a fee for service arrangement with the RDN for community emergency preparedness services to be provided by the City and Town of Qualicum Beach staff. Staff were directed to work with the Town and the RDN to prepare such an agreement and a recommended fee for service. At its December 9 regular meeting, the Town of Qualicum Beach endorsed a similar resolution. The staff report provided to the City of Parksville Council is attached for reference and to provide more information.

. . ./2

City of Parksville I 100 Jensen Avenue East I P O Box 1390, Parksville, BC V9P 2H3 Phone 250 954-4661 (Mayor) I Phone 250 248-6144 (Office) I Fax 250 248-6650 I www.parksville.ca

Attachment 1

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Emergency Program Fee for Service Agreement Page 2 of 2

Consequently, we respectfully request that the Board of the Regional District of Nanaimo consider the request to enter into such an agreement and that the Board direct RON staff to work collaboratively with City and Town staff to prepare draft terms, fee and cost apportionment options and governance structure for consideration by all three parties.

Should you or other Board members require additional information, we would be happy to address any inquiries with the assistance of our respective staff members. We look forward to your timely response to this request to provide the best possible services to residents in our communities as well as in the surrounding electoral areas.

Yours truly,

ED MAYNE Mayor, City of Parksville

cc: City of Parksville Council Town of Qualicum Beach Council K. Kehler, CAO, City of Parksville D. Sailland, CAO, Town of Qualicum Beach P. Carlyle, CAO, Regional District of Nanaimo

l:\Users\ADMINISTRATION\File Rec Management - 1490\Agreements in Secure Storage - 2240\Service Agreements\Emergency Management Agreements

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JOINT EMERGENCY PROGRAM SERVICES AGREEMENT

THIS AGREEMENT dated for reference the ___ day of ______, 2021 is

BETWEEN: CITY OF PARKSVILLE PO Box 1390, 100 Jensen Avenue East Parksville, BC V9P 2H3

AND:

TOWN OF QUALICUM BEACH PO Box 130, 201 - 660 Primrose Street Qualicum Beach, BC V9K 1S7

(hereinafter called the "Parties" or "Party")

WHEREAS the City of Parksville and the Town of Qualicum each share and provide joint emergency program capability to the City of Parksville and Town of Qualicum Beach; AND WHEREAS the Parties have entered into a Joint Emergency Program Services Agreement to support the shared emergency program and resources; AND WHEREAS the Parties agree to call the shared emergency program and resources Emergency Management Oceanside (EMO); AND WHEREAS the Parties consider it to be of mutual benefit to provide financial and capital support and share resources for response to emergency incidents within the jurisdictions of the City of Parksville and the Town of Qualicum Beach; AND WHEREAS the Parties to this Agreement agree and acknowledge that the City of Parksville will act as the administrator of the agreement for collection and distribution of funds associated to the joint program; AND WHEREAS the Parties to this Agreement agree and acknowledge that the EMO Coordinator will act as the point of contact for Volunteer Resource Groups to contact when requesting resources or asking questions; AND WHEREAS the Parties wish to describe the terms and conditions for support of a joint emergency program capability to the City of Parksville and Town of Qualicum Beach; NOW THEREFORE, it is hereby agreed by and between each and all of the Parties hereto as follows: DEFINITIONS: Administrator means the City of Parksville.

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Emergency Management Oceanside Joint Emergency Program Services Agreement Page 2 of 8

Emergency Program Volunteer Coordinator means the person responsible for the staffing and administration of emergency support and communication services volunteers in accordance with Schedule "A" of this agreement. EMO Coordinator means the Emergency Program Coordinator (EPC) from the City of Parksville and/or Town of Qualicum Beach. Joint Operating Committee means the committee established under Section 3.1 of this Agreement. Primary Contact/Chair means an appointed member of the Joint Operating Committee that will organize and lead the Joint Operating Committee. Volunteer Resource Groups means the Oceanside Emergency Support Services and the Emergency Communications Team. 1.0 TERM OF AGREEMENT 1.1 The Parties agree that the term of this agreement shall be for five years commencing on

____ 1, 2021 and ending ____ 31, 2026, subject to earlier termination as herein provided.

1.2 On the expiry date in section 1.1, this agreement will continue on a month-to-month basis until either a new agreement is in place or the agreement is cancelled.

2.0 PURPOSES 2.1 To ensure the long-term, stable funding and support of a shared emergency program within

the City of Parksville and Town of Qualicum Beach. 2.2 To ensure adequately trained personnel that can respond when activated and arrive at the

emergency incident in a timely manner to act on behalf of each Local Government. 2.3 To provide for an enhanced, effective and economical level of emergency response support

services for residents or occupants who live within the area described in Section 2.1. 2.4 To provide a terms of reference for the Emergency Program Volunteer Coordinator in

accordance with Schedule "A" of this agreement. 3.0 JOINT OPERATING COMMITTEE 3.1 The Joint Operating Committee shall consist of the combined Operating Committees from

the City of Parksville and the Town of Qualicum Beach under each Parties Emergency Program Bylaw.

3.2 The Joint Operating Committee is authorized to make amendments to Schedule "A" of this

Agreement and the primary contact of the Operating Committee designated under

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Section 3.1 shall be responsible for ensuring that all changes are communicated in writing in a timely manner to each Party.

3.3 The Joint Operating Committee is authorized to review and comment on the annual

operating budget and capital budget. 3.4 The Joint Operating Committee is authorized to review and comment on the annual

accounting of operating expenses for the Volunteer Resource Groups. 3.4 The Joint Operating Committee will meet at the request of any Party to review any request

by the Volunteer Resource Groups. 4.0 OBLIGATIONS OF THE PARTIES TO THIS AGREEMENT 4.1 Upon entering this Agreement, each Party shall provide the Administrator with its applicable

payment each year on or before May 31 of each year for the duration of the agreement. 5.0 FINANCIAL OBLIGATIONS 5.1 Each of the Parties agrees to provide one half of the annual operating budget created by the

Joint Operating Committee and approved by the Councils from the City of Parksville and Town of Qualicum Beach. The volunteer program operating funds and Volunteer Coordinator amount will be paid to the City of Parksville. The Volunteer Coordinator amount will be distributed to the Emergency Program Volunteer Coordinator in accordance with the terms of the year to year contract between the successful candidate and the City of Parksville using the job description within Schedule "A" of this agreement.

5.2.1 It is agreed and acknowledged by each Party that requests by the Volunteer Resource

Groups for capital equipment, etc. will be reviewed by the Operating Committee and, subject to each local government’s budget approval, the costs for this equipment will be equally distributed between the local governments if the item is for the benefit of both Parties. Capital items for the use of one single jurisdiction will be reviewed and paid for entirely by the jurisdiction benefitting from the purchase.

5.2.2 Each of the Parties agrees to provide the remainder of the Emergency Management

Oceanside services such as public outreach, response, storage facilities, etc. as in-kind costs.

5.2.3 It is agreed and acknowledged by each Party that any savings resulting from a fee-for-service agreement or other revenue will be shared equally between the two Parties.

6.0 ANNUAL REVIEW OF OPERATING EXPENSES AND BUDGETS 6.1 Upon a request made in writing by the Town of Qualicum Beach, the City of Parksville will

produce a list of operating expenses and/or revenues associated to this agreement.

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7.0 DISPUTE RESOLUTION 7.1 Minutes including any recommendations will be made by consensus whenever possible and

reported to the designated manager and Chief Administrative Officer (CAO) for each local government. If consensus cannot be reached on an item, where possible, items will be tabled to the next meeting for discussion and solution. Where a solution cannot be found, the question will be elevated to the CAOs and subsequently the Councils of each local government for their consideration and direction to the Joint Operating Committee.

8.0 GENERAL 8.1 This Agreement enhances and is in addition to and does not derogate from any other

emergency management agreement. 8.2 In addition to Section 3.2, this Agreement shall be amended only with the written consent

of the CAOs of the Parties. 8.3 Nothing in this Agreement shall be interpreted as prejudicing or affecting the rights and

powers of the Parties in the exercise of their functions under any public and private statutes, bylaws, orders and regulations, all of which may be fully and effectively exercised as if this Agreement had not been executed.

8.4 This Agreement shall ensure to the benefit of and be binding upon the Parties hereto and

their respective heirs, administrators, executors, successors and permitted assignees. 8.5 The waiver by a Party of any failure on the part of the other Party to perform in accordance

with any of the terms or conditions of this Agreement shall not be construed as a waiver of any future or continuing failure, whether similar or dissimilar.

8.6 The headings in this Agreement are inserted for convenience and reference only and in no

way define, limit or enlarge the scope or meaning of this Agreement or any provision of it. 8.7 Wherever the singular masculine and neuter are used throughout this Agreement, the same

shall be construed as meaning the plural or the feminine or the body corporate or politic as the context so requires.

8.8 No remedy under this Agreement shall be deemed exclusive but shall, where possible, be

cumulative with all other remedies at law or in equity. 8.9 This Agreement shall be construed in accordance with and governed by the laws applicable

in the Province of British Columbia. 9.0 NOTICES 9.1 All notices and demands required or permitted to be given hereunder shall be in writing and

may be delivered personally, by email, sent by first class mail or prepaid registered mail to

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the addresses set forth below. Any notice mailed as aforesaid shall be deemed to have been given and received on the expiration of 5 business days after it was posted, addressed as follows:

Town of Qualicum Beach PO Box 130, 201-660 Primrose Street Qualicum Beach, BC V9K 1S7 Attention: Corporate Administrator Email: [email protected]

City of Parksville PO Box 1390, 100 Jensen Avenue East Parksville, BC V9P 2H3 Attention: Corporate Officer Email: [email protected]

10.0 TERMINATION 10.1 Any Party to this Agreement may terminate its participation by giving notice in writing, by

way of Council resolution, to all of the other Parties notice of termination, not less than six months in advance of the date on which it wishes to terminate its participation. The Party terminating participation in this agreement gives up the ability to use or rely on the volunteer resources or assets named in this agreement.

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As evidence of their agreement to be bound by the above terms, the Parties have each executed this Agreement below on the respective dates written below: CITY OF PARKSVILLE by its authorized signatories: ______________________________ Mayor ______________________________ Corporate Officer Date: ____________________________

TOWN OF QUALICUM BEACH by its authorized signatories: ______________________________ Mayor:

_____________________________ Corporate Administrator

Date: ____________________________

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Schedule "A"

TERMS OF REFERENCE EMERGENCY PROGRAM VOLUNTEER COORDINATOR

Reporting to the Emergency Program Coordinator for each Party, the Emergency Program Volunteer Coordinator (EPVC) is responsible and accountable for the staffing and administration of emergency support and communication services volunteers. The following information is a general description of the preferred training and principal functions of this job and is not a detailed description of all job duties: Preferred training and experience;

• Introduction to Emergency Social Services course • ESS in a BCERMS Environment course • Level One ESS course • Level One ESS Supervisors Guidelines course • Intro to EM • EOC 1 • ICS 100 • Volunteer Management (recruitment and retention) • Administrative skills • Supervision skills and experience • Knowledge of the Canadian Code for Volunteer Involvement

The EPVC must have exceptional interpersonal, communication, presentation, facilitation, negotiation, problem solving, decision making, leadership and general management skills. A proven ability to effectively lead, coach and motivate volunteers in a team environment along with the ability to address confidential and sensitive issues on a regular basis. The EPVC must ensure the following functions are completed and must also ensure appropriate direction is provided to Oceanside ESS and ECT members who provide these functions (the order of these is random): Accounting - all revenue and expenditures are tracked and approved, with bank accounts

balanced to Parksville accounting practices. Training - all volunteers receive orientation and training consistent with the needs of their

assigned areas of responsibility. Training and evaluation of team members is coordinated with the approval of the EPVC.

Volunteer management - all volunteers are supervised by the EPVC, with personal information held in confidence. Volunteers are assigned to areas of interest, where possible, and are informed of the training requirements for their assigned responsibilities; volunteers are informed when training sessions of interest to them are scheduled. The EPVC is responsible for maintaining the support and motivation of team members.

Administration - ensure computer files are established and maintained for the organization’s requirements; ensure agreements are in place and regularly reviewed and updated with

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potential suppliers of goods and services that may be required in the event of any type of emergency to which Oceanside ESS and ECT may be asked to respond to; track training, events attended etc.

Assist EPCs with emergency exercise training to ensure emergency exercises are conducted with sufficient regularity to ensure ESS and ECT members get opportunities to practice the skills they may be called upon to use in a real emergency.

In coordination with EPCs, promote public education, awareness of and support for Oceanside ESS and ECT.

To work in conjunction with EPCs to appoint an ESSD and MERC from the existing volunteers resources.

Attend meetings with and provide information to the EPC as requested. The EPVC must establish a regular meeting schedule for the ESS and ECT teams. Contract must be available to answer calls, emails from EPCs, volunteers, fire dispatch centre

and EMBC on the provided cell phone and computer, as required. In addition, the Contractor must attend and coordinate all ESS and ECT volunteer meetings.

In fulfilling his or her position requirements, it may be necessary for the EPVC to travel anywhere within the Oceanside area from Bowser to Nanoose and occasionally it will also be necessary to travel outside the Oceanside area for training or for other purposes.

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March 10, 2021 TO: K. KEHLER, CHIEF ADMINISTRATIVE OFFICER

FROM: A. WEEKS, MANAGER OF ADMINISTRATIVE SERVICES SUBJECT: 2021 COMMUNITY PARK MOBILE FOOD SERVICES PURPOSE: Consideration of proposals to provide mobile food concession services in the Parksville Community

Park for 2021 summer season. EXECUTIVE SUMMARY: At the January 18 meeting, Council authorized staff to issue a request for proposals for the occupation of the two existing mobile food vending pads in the Community Park for a one (1) year term with the option to renew for a further year. Two proposals were received in response to the City’s request for proposals. Staff are requesting direction from Council with respect to entering into an agreement for the provision of mobile food services in the Community Park for the 2021 summer season. RECOMMENDATION:

1. THAT the report from the Manager of Administrative Services dated March 10, 2021, entitled "2021 Community Park Mobile Food Services" be received.

2. THAT the Community Park Mobile Food Concession Service proposal received from the Parksville and District Chamber of Commerce including a monthly pad rental bid of $5,937.50 (plus applicable taxes) for the rental of the two existing pads be accepted.

3. THAT the Mayor and Corporate Officer be authorized to execute the Community Park Mobile Food Concession licence of occupation agreement on behalf of the City for the term May 1, 2021, to August 31, 2021, and a one year option to renew at the City's discretion.

4. THAT the licence of occupation agreement include an option to extend the 2021 term to September 30, 2021, with the September rental rate and any additional conditions to be negotiated between City staff and the Parksville and District Chamber of Commerce.

BACKGROUND: At the January 18 meeting, Council passed resolution 21-011, which authorized staff to issue a request for proposals for the seasonal occupation of the two existing mobile food vending pads in the Community Park. The resolution also included direction for flexibility to be considered for the months of May and September with the option of a daily rate, as opposed to the monthly rental fee in the licence of occupation (note: both proposals submitted indicate a monthly rate option for the month of May). Pursuant to Council Policy 3.18, a Request for Proposal (RFP) for the provision of mobile food vendor services from the pads was issued on February 1, 2021, with a closing date of February 26, 2021. As is standard City practice,

AGENDA OPEN COUNCIL

April 7, 2021

DATE

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2021 Community Park Mobile Food Services Page 2 of 4

the RFP was posted to the City’s website and advertisements were also posted in the PQB News on Wednesday, March 10, 17 and 24. At the February 26 closing date, two proposals were received. Schedule A includes a summary, comparison and staff ranking of the proposals. The annual rent proposed from the two proposals ranges from $3,575 for the rental of one pad for the five-month operating period to $23,750 for the rental of two pads over a four-month operating period. The first proposal from A. Gavin is for the rental of one of the two existing pads, with a proposed monthly rental rate of $700 plus GST for May and June, and $725 plus GST for July through September. This proposal would result in revenue of $3,575 ($4,004 including taxes) for the five-month operating period from May 1 to September 30, 2021. The second proposal from the Parksville and District Chamber of Commerce is for the rental of both existing pads with a proposed monthly rental rate of $5,937.50 plus GST; this works out to a monthly rental rate of $2,968.75 plus GST per individual pad. This proposal would result in revenue of $23,750 ($24,937 including taxes) for the four-month operating period from May 1 to August 31, 2021. In accordance with the spirit of the Memorandum of Understanding between the City and the Parksville Downtown Business Association (PDBA), the PDBA executive director was invited to review the proposals and provide comment. The comments from the PDBA are cited below:

We appreciate that the Chamber submission commits to having all participants in the food truck program become Associate Members of PDBA. The food trucks operate in the BIA and benefit from BIA levy investments in promotion.

The RFP document clearly indicated the City may unilaterally without liability, reject or accept any or all proposals. At the January 18 meeting, Council also passed resolution 21-012, which directed staff to prepare and issue an RFP for occupation of the two existing mobile food vending pads in the Parksville Community Park for the "off-season months" of October 1, 2021, to April 30, 2022. This RFP was issued at the same time as the summer season RFP but no submissions were received. Should Council wish to try again closer to the off-season a resolution to that effect would be required.

1. THAT staff be directed to re-issue a request for proposals for the occupation of the two existing mobile food vending pads in the Parksville Community Park for the "off-season months" from October 1, 2021, to April 30, 2022.

OPTIONS:

1. Council may accept the higher ranked proposal from the Parksville and District Chamber of Commerce for the occupation of both pads and authorize the Mayor and Corporate Officer to enter into the proposed occupation agreement.

2. Council may reject both proposals and direct staff to take no further action.

3. Council may reject both proposals and direct staff to re-advertise.

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4. Council may provide staff with alternate direction. ANALYSIS: 1. Council may choose to accept the higher ranked proposal from the Chamber of Commerce.

Schedule A includes a ranking of the two proposals with the Chamber proposal ranked 87 versus 47 for the Gavin proposal in terms of the stated assessment criteria. The Chamber of Commerce and its associated vendors have held the contract for occupation of the mobile food vending pads sine 2015. In general, feedback has been positive from the public regarding the level of service provided by the Chamber and its vendors. Awarding the contract to the Chamber ensures that both pads will be occupied for the duration of the season. Furthermore, the Chamber’s proposed rental rate is higher than Gavin's proposal. The Chamber proposal would provide an additional $2,253.75 in revenue per pad per month; over the operating period, this equals an additional $8,300 in revenue per pad compared to Gavin's proposal.

2. Should Council feel neither proposal is acceptable, it may choose to reject both proposals and direct staff to take no further action. This would result in no regular provision of food service in the Community Park for the 2021 summer season, except for concessions associated with a special event. Should Council choose not to ensure the provision of food service, it is anticipated that the City would receive complaints from residents, visitors and event organizers who expect a certain level of service based on past years.

3. Should Council feel neither proposal is acceptable, they may choose to reject both proposals and direct staff

to re-advertise through another RFP process. It is unknown whether an additional RFP process would attract additional proposals.

4. Council may choose to provide alternate direction to staff.

FINANCIAL IMPACT: The 2021 Financial Plan includes $26,500 for Community Park concession revenue. STRATEGIC PLAN IMPLICATIONS: Community Safety - No perceived impact at this time. Economic Development - Entering into a licence of occupation agreement would ensure the provision of mobile food services in the Community Park. As the Community Park is considered a high-profile tourist destination, this may be considered a positive impact to economic development. Healthcare - No perceived impact at this time. Housing - No perceived impact at this time. Recreation - No perceived impact at this time.

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REFERENCES:

Council resolution 21-011 authorizing issuance of an RFP for mobile food services "Food Concessions in the Community Park Policy No. 3.18" (attached) Proposed draft 2021 licence of occupation agreement (attached)

Respectfully submitted, Original signed by A. Weeks _________________________________ A. WEEKS Manager of Administrative Services OTHER DEPARTMENT COMMENTS: Original signed by B. Woods _________________________________ B. WOODS Director of Operations CHIEF ADMINISTRATIVE OFFICER ENDORSEMENT: Original signed by K. Kehler _________________________________ K. KEHLER, MPA Chief Administrative Officer ADMIN\File \Agreements\Lease Agreements\Community Park MOBILE FOOD Concession\2021\1. Report to Council - Mobile Food Vendor.docx

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SCHEDULE A - COMPARISON AND RANKING OF PROPOSALS

Score Score

/30Relevant experience, qualifications and success

Chamber has been the scheduler and organizer of food services in the Community Park since 2015. Offered food services at the Visitor Centre for the past 10 years and experience schediling food vendors through the Summer by the Sea Street Market. Currently has an agreement with seven vendors; all operators have expereince in the Parksville area, are certified by Island Health, carry appropriate insurance and coverage.

26No known history of operating a mobile food service.

10

/35 (20 menu, 15 pricing)

Proposed food items and proposed prices

General menu focus on healthy choices; as the Chamber is rotating vendors, prices will vary.

28Focus on ice cream and desserts with a mix of fuits, vegetables and locally made sauces

20

/20

Overall proposal for operating a high quality, service oriented venture

Would like use of both pads and are proposing to rotate between seven core units with a pre-planned schedule to be organized by the Chamber. All core vendors have self-contained, serviceable food trucks. Additional units available for coverage.

18

Would like use of only one pad. Proposed operation with one self-contained serviceable custom-built trailer; no noted contingency plan if unable to operate for any reason.

12

/15Total Value of proposal to the City

BOTH PADS$5,937.50 per month (plus GST); annual benefit of $23,750 (proposing May 1 to August 31)

15

ONE PAD$700 per month (plus GST) for May and June and $725 (plus GST) for July though September; annual benefit of $3,575

5

47

Angela GavinAuntie Annie's

Parksville & DistrictChamber of Commerce

Possible Score Criteria

/100 87

Description Description

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I:\Users\ADMINISTRATION\Corporate POLICY Manual - 0340\Sect 3 Admin Services\3.18 Community Park - Food Concessions.doc

CITY OF PARKSVILLE

POLICY SUBJECT: Food Concessions in the POLICY NO: 3.18 Community Park RESO. NO: 94-508(3) CROSS REF: ____________________________________________________________________ EFFECTIVE DATE: October 3, 1994 APPROVED BY: Council ____________________________________________________________________ REVISION DATE: December 18, 1995 RESO. NO: Administrator February 16, 1998 RESO. NO: 98-068 December 20, 2004 RESO. NO: 04-402 January 21, 2008 RESO. NO: 08-017 December 7, 2009 RESO. NO: 09-300 (1) January 21, 2019 RESO NO: 19 - 016 CROSS REF: PAGE 1 OF 1 PURPOSE To establish procedures with respect to food concession services in the Community Park. POLICY 1. The operation of the seasonal mobile food vending service in the Community Park shall

be decided by way of a public Request for Proposals (RFP) process. 2. The request to submit proposals to operate seasonal concession service on food truck

pads or within other designated areas shall be published in the local newspaper and on the City’s website. The RFP will include minimum requirements including expected service levels, start and end dates and operating terms.

3. Council will consider proposals for a single season submission, or multi-year service, up

to a five (5) year term. Inflationary adjustments will be made for the rental rates each year in a multi-year term.

4. Complete proposals are to be submitted to the Administrative Services department

prior to the established closing date and will be forwarded to Council for consideration. Council reserves the right to refuse any or all of the submitted proposals.

5. Once a proposal is accepted the successful applicant is required to enter into a licence

of occupation with the City as directed by Council and prepared by City staff.

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Food Concessions in the Community Park Page 2 Policy No. 3.18 6. No additional food concessions shall be permitted in the Community Park during the

operating period of any existing Licence of Occupation except when specifically associated with and authorized by the organizers of a Council approved special event. Any such concession must have a valid "Temporary Food Concession Permit" issued from the Vancouver Island Health Authority and be operating in compliance with all City bylaws, including, but not limited to business licence and zoning bylaw requirements.

ooOOoo

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DRAFT

PARKSVILLE COMMUNITY PARK MOBILE FOOD CONCESSION SERVICE LICENCE OF OCCUPATION AGREEMENT

THIS LICENCE OF OCCUPATION AGREEMENT made the _____ day of ______________, 2021 BETWEEN:

CITY OF PARKSVILLE PO Box 1390, 100 Jensen Avenue East Parksville, BC V9P 2H3

[hereinafter called the "City"] OF THE FIRST PART AND: PARKSVILLE AND DISTRICT CHAMBER OF COMMERCE

PO Box 99, 1275 Island Highway East Parksville, BC V9P 2G3

[hereinafter called the "Licencee"] OF THE SECOND PART

WHEREAS: A. The City is the registered owner of those lands and premises having a civic address of the

Parksville Community Park, 193 Island Highway East, Parksville, BC. B. The Licencee wishes to occupy the concession pads [the "Premises"], shown in Schedule A for

the purposes of providing mobile food concession services. C. Each vehicle must be fully self-contained and not exceed 10 metres (32.8 feet) in length. NOW THEREFORE in consideration of the rents, covenants and conditions set out below, the parties agree as follows: 1.00 TERM OF THE LICENCE OF OCCUPATION The City authorizes the use of the Premises to the Licencee for a term commencing on the 1st

day of May, 2021, and terminating on the 31st day of August, 2021 [the "Term"] with an option to extend the term to September 30, 2021, with the September rental rate and any additional conditions to be negotiated between the City and Licencee.

The City may offer, at its sole discretion, an extension of one year upon terms which may be

altered at the City’s sole discretion.

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PARKSVILLE COMMUNITY PARK MOBILE FOOD CONCESSION Page 2 of 15

2.00 RENT The Licencee shall pay to the City rent of $26,000 (plus applicable taxes) for the term. Rent is

due and payable in advance of the first day of each month of said season payable in installments as follows:

May 1, 2021 $5,937.50 + $296.88 GST = $6,234.38 June 1, 2021 $5,937.50 + $296.88 GST = $6,234.38 July 1, 2021 $5,937.50 + $296.88 GST = $6,234.38 August 1, 2021 $5,937.50 + $296.88 GST = $6,234.38

Inflationary adjustments will be made for the rental rates each year in a multi-year term. 3.00 LICENCEE'S COVENANTS The Licencee covenants with the City as follows: 3.01 RENT The Licencee will pay Rent in the manner and at the time specified in this agreement. 3.02 TAXES The Licencee shall pay to the City promptly as it becomes due all rates and taxes that may

during the existence of the Term be lawfully imposed or become due and payable, in respect of the business of the Licencee, the Premises and the operations of the Licencee. Any taxes so payable shall be in addition to such rent or other payments. The City shall have all the remedies for and rights of recovery of rates and taxes as it has for recovery of rent.

3.03 BUSINESS LICENSES AND PERMITS The Licencee shall obtain and maintain, at the sole expense of the Licencee, all licences, permits

or approvals from any federal, provincial, municipal or other government authorities and all private permits as may be necessary to enable the Licencee to conduct the operations in this Agreement.

The Licencee shall comply with all regulations regarding fire, traffic, safety and sanitation and

shall acquire all necessary permits. The Contractor must also comply with all COVID-19 regulations and Provincial Health Orders.

3.04 REPAIR The Licencee will repair all damage to the Premises, except for damage caused by fire, lightning

or tempest and to leave the Premises in good repair, all repairs being made in a good and workmanlike manner and to the satisfaction of the City.

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3.05 ALTERATIONS BY LICENCEE The Licencee agrees not to make any alterations, additions or improvements in or to the

Premises without obtaining the City's prior written consent and all such work shall be done only by contractors or tradesmen or mechanics approved in writing by the City and at the Licencee's sole expense and at such time in such manner as approved by the City.

REMOVAL OF ALTERATIONS BY LICENCEE

If any alterations, additions or improvements are made to the Premises by the Licencee, the Licencee shall restore the Premises to its original condition at the commencement of this Agreement not later than FIFTEEN (15) days prior to the termination of this Agreement or, if the City would prefer that any alterations, additions and improvements remain, the City may require the Licencee to restore the Premises to such extent as the City may deem appropriate, although retaining as far as possible the alteration, additions and improvements, without any compensation to the Licencee. LIENS The Licencee shall not undertake any action resulting in any liens or charges being filed against or otherwise encumbering the title to the Lands.

The Licencee shall promptly take necessary corrective action to facilitate discharge of any lien or charge that may be filed against or otherwise encumber the Lands and if the Licencee fails to do so, the City may undertake corrective action to enable the lien or charge to be discharged and all amounts paid by the City to obtain such discharge, including disbursements and actual legal costs, shall be immediately due and payable by the Licencee to the City as Additional Rent.

3.06 NUISANCE AND NEGLIGENCE The Licencee shall not do, suffer or permit any act which may in any manner, directly or

indirectly, cause injury or damage to the Premises or to any fixtures or appurtenances. The Licencee shall not do, suffer or permit any act which may be or become a nuisance to or interfere with anyone who occupies or has access to any part of the Premises or which may render the Premises or any part of it less desirable or injure the reputation of the City.

3.07 ASSIGNMENT The Licencee will not assign this licence of occupation or sublet the Premises in whole or in part

or allow or permit any other person to occupy the Premises or any part of it without the City's prior consent in writing, which consent may be withheld without reason. The Licencee also agrees to reimburse the City for all costs that it may incur to effect any assignment or sublet agreement at the Licencee's request. The minimum amount for such assignment shall be $300.

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3.08 ABIDE BY LAWS The Licencee shall abide by and comply with, at the Licencee’s sole expense, all laws, rules,

requirements, regulations and orders of every authority which in any manner relates to or affects the business of the Licencee or the use of the Premises by the Licencee and to save harmless the City from all costs, charges or damages to which the City may be put or suffer by reason of any breach by the Licencee of any such law, rule, requirement, regulation or order.

ABIDE BY CONDITIONS OF AGREEMENT The Licencee shall abide by and comply with, at the Licencee’s sole expense, all conditions of

this agreement. Should the Licencee fail to abide by any of the conditions of this agreement financial penalties of $150 per offence may be levied by the Corporate Officer in consultation with the Director of Operations or their designate

Complaints must be submitted in writing to the Corporate Officer outlining the date, nature of

offence and providing evidence of breach of agreement. The Corporate Officer will notify the Licencee of the complaint within 24 hours and the Licencee will be given an opportunity to respond. The Licencee may appeal any fines levied to Council.

3.09 INDEMNIFY AND HOLD HARMLESS The Licencee accepts and shall use the Premises, Lands and equipment at its own risk and

agrees that neither the City nor its officers, employees, servants, agents, heirs, successors and assigns have made any warranties or representations respecting the suitability or condition of the Premises.

The Licencee further agrees to reimburse the City for all expense, damages, loss or fines

incurred or suffered by the City by reason of any breach, violation or non-performance of the Licencee of any covenant or provision of this Agreement or by reason of damage to the Premises, persons or property caused by the Licencee, its employees or agents or persons visiting or doing business with the Licencee.

The Licencee further agrees that it shall indemnify, hold and save harmless the City and its

officers, employees, servants, agents, heirs, successors and assigns from and against all claims, losses, damages, costs, actions and other proceedings, including but not limited to workers’ compensation legislation, made, sustained, brought or prosecuted in any manner, based upon, occasioned by or attributable to any injury, including death, property damage, infringement or damage arising from any act or omission of the Licencee their employees, officers, volunteers, servants or agents or persons from whom the Licencee has assumed responsibility in the performance or purported performance of this Agreement or in the exercise by the Licencee of any rights arising from this Agreement including the use and occupancy of the Premises.

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3.10 GENERAL INSURANCE PROVISIONS The Licencee shall maintain and keep in force, at the Licencee's sole expense, during the term

of this agreement, the insurance coverage listed in this article. The "deductible or reimbursement" for any insurance policy required under this section shall not exceed FIVE HUNDRED DOLLARS ($500) per claim.

The policies shall include, but not necessarily be limited to, the following coverage, including all

premises and operations necessary or incidental to the performance of this Agreement: 1. Contingent Employers Liability; 2. Owners Protective Liability; 3. "Broad Form" Property Damage on an occurrence basis, including loss of use of

property; 4. Contractual Liability assumed under this Agreement; 5. Cross Liability; 6. Non-Owned Auto; 7. Products and Completed Operations Liability.

Each insurance policy required under this section shall contain an endorsement to provide all

named insureds with prior notice of changes and cancellations. Such endorsement shall be in the following form:

"It is understood and agreed that the coverage provided by this policy will not be

changed or amended in any way or cancelled until thirty (30) days after written notice of such change or cancellation shall have been given or sent by registered mail to all named insureds."

Whenever the word "City" is to appear in the insurance policies, the legal name shall be

inserted. LIABILITY INSURANCE The Licencee shall maintain and keep in force, at the Licencee's sole expense, comprehensive

general liability insurance providing coverage for death, bodily injury and property loss and damage and all other losses arising out of the occupation and use of the Premises, in the amount of not less than TWO MILLION DOLLARS ($2,000,000) per occurrence and on other terms satisfactory to the City and agrees that the City shall at all times be named as co-insured in the policy of insurance. The policy shall preclude subrogation claims by the insurer against anyone insured under it. In addition, such insurance policy shall include the following "Cross Liability" clause:

"The insurance afforded by this policy shall apply in the same manner, as though

separate policies were issued, to any action brought against any of the named insured by or on behalf of any other named insured."

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LICENCEE'S LEGAL LIABILITY INSURANCE

The Licencee shall at the time the contract is signed and prior to taking occupancy under this

Agreement, submit to the City certificate for all insurance policies or certified copies of the insurance policies (if requested) required under this article and shall also provide to the City, from time to time, as may be required, satisfactory proof that such policies are still in full force and effect.

3.11 NOT TO VOID INSURANCE The Licencee shall not do or permit anything to be done which would render any policy of

insurance on the Premises or any part of it void or voidable or which would cause an increase in the insurance premiums. In the event the Licencee does anything that would cause an increase in the insurance premiums on the Premises, the Licencee shall pay to the City that amount which represents the increase in the insurance premium by virtue of the Licencee's use or occupation of the Premises.

3.12 RULES AND REGULATIONS The Licencee and its agents and employees and all persons visiting or doing business with the

Licencee shall comply strictly with such reasonable rules and regulations as the City may from time to time adopt and of which written notice shall have been given to the Licencee. The rules and regulations as aforesaid shall be consistent with this Agreement and shall be deemed to be incorporated into and form part of this agreement.

In accordance with the City’s Business Licence Bylaw No. 1550, the Licencee will remove the vehicle / trailer from the site each day prior to park closure. The City will not provide additional parking for the Licencee’s vehicle if the Licencee tows a concession trailer. The Licencee will coordinate with the other concession operators for a smooth daily transition in and out of the concession area. No Licencee may block access or egress to and from the concession site. The Licencee shall move the vehicle when requested by City staff for any reason.

There will be no outside advertising without the prior consent of the City.

3.13 CLEANLINESS

The Licencee will clean and maintain the premises to the satisfaction of the City, including picking up of litter within a 30-metre radius of the concession unit/s. The Licencee shall be totally responsible for the removal and disposal of the garbage from the identified containers as frequently as business dictates, and to supply and insert plastic liner bags in these containers at the end of each business day. At the end of each business date, the Licencee will leave the Premises in a clean and neat condition to the satisfaction of the City.

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3.14 USE OF PREMISES The Licencee will not use the Premises for any purpose other than a mobile food concession or

such other activity as may be properly authorized, in writing, by the City and in accordance with any conditions or requirements as may from time to time be detailed by the City.

No food concessions shall be permitted in the Community Park during the operating period of

any existing Agreement except when they are specifically associated with and have been authorized by the organizers of an approved special event. Any such concession must have a valid "Temporary Food Concession Permit" issued from the Island Health Authority and must not be located within a radius of 100 metres from the Concession Licence of Occupation site(s) unless they have received prior permission in writing from the Concession Licencee(s). The Licencee(s) will be responsible to communicate with such events organizers and review the outdoor events calendar to determine the dates of the special events.

3.15 PROVISION OF FOOD CONCESSION SERVICES

The Licencee will provide a menu of items which will be offered for sale at each mobile concession. Proponents must provide healthy food choices as part of their menu, as outlined in Schedule B. Except where directed, required or permitted by health authority or other senior governmental regulations, use of individually packaged condiments is prohibited. All food and drink serving containers used shall be clearly identifiable with the Licencee’s operation and, as far as practical, will be recyclable and environmentally friendly products.

3.16 CONDUCT OF BUSINESS Recognizing it is in the best interests of the City and Licencee that the Licencee should have

exclusive use of the Premises the Licencee agrees with the City as follows: (a) The Licencee may use only professionally fabricated signs on the Premises which comply

with the City's sign bylaw and have been approved by the City, as to quality, content and location;

(b) Only one sandwich board or free standing sign shall be permitted per vehicle. Such signs must be located within 3 metres of the vehicle;

(c) As far as practical, to use only recyclable and environmentally friendly products including, but not limited to, food and drink serving containers and cleaning products;

(d) To use the Licencee’s best efforts to operate an attractive and efficient mobile concession which shall reflect positively upon the image of the City;

(e) The Licencee may not establish or erect any structure on the Premises except those approved by the City. Any changes to structure, or equipment must be approved by the City and done at the expense of the Licencee;

(f) The Licencee shall provide the City with proof of current WorkSafeBC Coverage prior to taking possession of the Premises;

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(g) The Licencee’s hours of operation shall be at a minimum from 10 am to 7 pm during the

season. Hours of operation may be reduced as a result of poor weather conditions. (h) The Licencee may place up to three (3) vehicles on the existing pads shown in

Schedule A. The vehicle(s) must be fully self-contained and not exceed 10 metres (32.8 feet) in length.

(i) The Licencee may place vehicles only on the approved existing pads shown in Schedule A and in no other locations in the Community Park except where expressly permitted in writing by City staff.

(j) The Licencee may not encroach on pathways, walkways or streets adjacent to the premises shown in Schedule A. This includes the placement of signs, tables or accessory equipment of any kind.

3.17 NO OTHER AGREEMENT No verbal agreements or conversations with any officer, agent or employee of the City, either

before or after the execution of this agreement, shall affect or modify any of the terms or obligations herein contained.

4.00 CITY'S COVENANTS

The City covenants with the Licencee as follows: 4.01 To permit the Licencee, so long as it pays the rent and complies with its covenants, to use the

Premises without interference from the City.

4.02 PROVISION OF EQUIPMENT

The City will provide each concession pad serviced with one 50 amp single-phase electrical service and water service. The City, at its sole discretion, may place additional mobile food concessions on serviced concession pads in the Community Park at a later date.

5.00 PROVIDED ALWAYS AND IT IS HEREBY AGREED AS FOLLOWS: 5.01 PROVISO FOR REMOVAL ON DEFAULT If and whenever the rent is not paid in full when due, or in case of breach of, or non-observance

or non-performance by the Licencee of any of the provisions of this agreement and if the default continues for TEN (10) days after written notice from the City to the Licencee, or if the Premises are vacated or remain unoccupied for TEN (10) days, or if the term shall be taken in execution or attachment for any cause whatever, then, in every such case, the City, in addition to any other remedy provided by law may, at its option, cancel this agreement, without any previous notice of intention and may remove all persons and property from the Premises and may use such force and assistance in making such removal as the City deems advisable and

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such shall not operate as a waiver or satisfaction in whole or in part of any right, claim, or demand arising out of or connected with any breach or violation by the Licencee of any covenant or agreement on its part to be performed.

5.02 REMOVAL OF LICENCEE'S PROPERTY All articles of personal property and all business, machinery and equipment and furniture

owned by the Licencee shall remain the property of the Licencee and may be removed by the Licencee at any time during the term of this Agreement, PROVIDED the Licencee, at its own expense, shall repair any damage to the Premises caused by such removal or by the original installation.

5.03 NO WARRANTY OF SERVICES BY CITY The City does not warrant that any service or facility provided by it in accordance with the

provisions of this Agreement will be free from interruption caused by any cause beyond the City's reasonable care and control. No such interruption shall be deemed to be a disturbance of the Licencee's enjoyment of the Premises nor render the City liable for injury to or in damages to the Licencee nor relieve the parties from their obligations under this Agreement. The City shall without delay take all reasonable steps to remove the cause of any such interruption. The City shall not allow or permit any person, corporation or organization to use the electrical services provided to the Premises without the consent of the Licencee unless such use is sanctioned by a certified electrician and the City.

5.04 CITY NOT LIABLE FOR INTERFERENCE The City shall not be liable to the Licencee for any interference or inconvenience caused by any

labour dispute or by damage to the Premises or by repairs, alterations, improvements or construction in or adjacent to the Premises or by failure or interruption of any supply of any utility.

5.05 CITY NOT LIABLE FOR INJURY TO LICENCEE The City shall not be liable for any injury or damage to the Licencee, the Licencee's agents,

employees, customers or invitees as to any of their property while in the Premises or the building, regardless of the cause of such injury or damage, except such injury or damage which may be caused by the negligence of the City, its agents, servants or employees.

5.06 ENTIRE AGREEMENT These provisions constitute the entire agreement between the parties and supersede all

previous communications, representations, warranties, covenants and agreements whether verbal or written between the parties with respect to the contained subject matter.

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5.07 ABATEMENT OF RENT If the Premises are damaged by any cause for which the City is responsible by virtue of some act

or neglect by the City, its servants or agents, then the rent shall be ceased in whole or in part according to the portion of the Premises which is not usable by the Licencee until such damage is repaired.

5.08 DAMAGE OR DESTRUCTION OF PREMISES Subject to the provisions of Section 5.09, if the Premises are damaged by fire or other casualty

against which the City is insured, the damage to the Premises shall be repaired by the City with reasonable diligence at the City's expense, except that repairs to alterations, additions or improvements made by the Licencee shall be performed by the City at the expense of the Licencee and the Licencee shall, at its own expense, make all repairs and replacements of property which belongs to the Licencee.

5.09 PREMISES RENDERED UNTENABLE If the Premises are rendered unusable by fire or other casualty against which the City is insured

and if the City decides not to restore the Premises, the City shall, within THIRTY (30) days after such fire or other casualty, give written notice to the Licencee of such decision and the term of this Agreement shall expire immediately and the Licencee shall vacate the Premises and surrender the same to the City. Upon the termination of this Agreement under the provisions of this section, the Licencee's liability for rent shall stop as of the day following the fire or other casualty.

5.10 COSTS OF RECOVERY OF RENT If the City considers it necessary to retain the services of a lawyer or any other person for the

purpose of assisting the City in enforcing any of its rights under this agreement in the event of default on the part of the Licencee, it shall be entitled to collect from the Licencee the cost of all such services as if the same were rent.

5.11 INTEREST ADDED TO COSTS OF DEFAULT Any money payable by the Licencee to the City under this agreement, other than the Rent

referred to in Section 2, shall be deemed to be Rent and shall be subject to "Interest Penalty on Overdue Rent" as outlined in Section 5.12 of this Agreement from the date due and shall be paid as additional Rent and shall be collectable as Rent and unless otherwise provided in this Agreement, shall be payable with the next installment of Rent.

5.12 INTEREST PENALTY ON OVERDUE RENT

Without waiving any right of action of the City in event of late payment or default of payment or Rents due under this agreement, the Licencee shall pay a penalty of two percent (2%) per

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month or any portion thereof compounded monthly (26.82% per annum) effective from the day the amount is due.

5.13 NO WAIVER The failure of the City to insist upon strict performance of any covenant or condition in this

Agreement or to exercise any right or option available to it shall not be a waiver or relinquishment for the future of any such covenant, condition or option and no waiver shall be inferred from or implied by anything done or omitted by the City except an express written waiver.

The acceptance of any rent or the performance of any obligation under this agreement by a

person other than the Licencee shall not be construed as an admission by the City of any right, title or interest of such person as a sub-Licencee, assignee, transferee or otherwise in the place of the Licencee.

5.14 OVERHOLDING If the Licencee continues to occupy the Premises after the expiration of the term of this

agreement and the City accept rent, the new tenancy thereby created shall be deemed to be a monthly tenancy and shall be subject to the covenants and conditions contained in this Agreement insofar as the same are applicable to a monthly tenancy except that the rent payable shall be as determined by the City.

5.15 SECURITY/PERFORMANCE DEPOSIT

The Licencee is required to supply a bid deposit in the form of a certified cheque made payable

to the City of Parksville in the amount of one thousand dollars ($1,000). The deposit of will be retained by the City as a "performance deposit" and the City will place it into an interest bearing account with the interest accruing to the depositor.

The security/performance deposit shall be held by the City as security for the payment of any

and all sums which the Licencee may become liable to pay to the City as a result of the breach of any covenant by the Licencee or any damage done by the Licencee, its servants, agents or employees to the Community Park Mobile Food Concession and to ensure that the Licencee performs for the term of this Agreement.

The application of the security deposit and any or all accrued interest by the City to any obligation of the Licencee shall not constitute a waiver nor in any way defeat or affect the rights of the City under this agreement or any or all other rights and remedies which the City may have by law.

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5.16 INTERPRETATION Wherever the singular or masculine is used, the same shall be construed as meaning the plural

or feminine or body corporate or politic as the context may require. 5.17 LAW TO THE CONTRARY This Agreement shall result in the benefit of and be binding on all parties to it despite any rule

of law or equity to the contrary. 5.18 SEVERANCE If any portion of this Agreement is held invalid by a court of competent jurisdiction, the invalid

portion shall be severed and the decision that it is invalid shall not affect the validity of the remainder of this Agreement.

5.19 GOVERNING LAW This Agreement shall be governed in accordance with the laws of the Province of British

Columbia. 5.20 HEADINGS The headings appearing in this Agreement have been inserted for reference and as a matter of

convenience and in no way define, limit or enlarge the scope or meaning of this Agreement or any provision in it.

5.21 TIME OF ESSENCE Time is of the essence in this Agreement. 5.22 GOODS AND SERVICES TAX The Licencee shall pay to the City promptly as it becomes due any Goods and Services Tax

("GST") that may during the existence of the Term be lawfully imposed or become due and payable, in respect of the rent or other payments payable to the City under this Lease and any GST so payable shall be in addition to such rent or other payments. The City shall have all the remedies for and rights of recovery of GST as it has for recovery of rent.

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IN WITNESS WHEREOF the parties hereto have affixed their signatures on the day and year first above written.

CITY OF PARKSVILLE ) ) ) Per ____________________________ ) ___________________________ ED MAYNE ) Mayor ) ) ) Per ____________________________ ) AMANDA WEEKS ) Corporate Officer ) (As to both signatures) ) PARKSVILLE AND DISTRICT CHAMBER OF ) COMMERCE: ) ) ) ____________________________ ) ___________________________ Signature ) Signature of Witness ) ____________________________ ) ___________________________ Print name ) Address of Witness ) ____________________________ ) ___________________________ Signature ) Signature of Witness ) ____________________________ ) ___________________________ Print name ) Address of Witness

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SCHEDULE A - PREMISES

The premises includes the lands described as 'Pad 1' and 'Pad 2', located at 193 Island Highway East, Parksville, commonly known as the Parksville Community Park. The pads are located in the vicinity of the washroom building and playground area as shown in the drawing below

Pad 1

Pad 2

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SCHEDULE B - HEALTHY FOOD CHOICES - CHECK MARK SYSTEM

CHOOSE MOST

CHOOSE SOMETIMES

CHOOSE LEAST

NOT RECOMMENDED

These items, including whole grain breads

and fresh vegetables, tend to be the highest

in nutrients, the lowest in unhealthy components and the

least processed.

These items, including such things as fruit

canned in light syrup, and represent choices that are moderately salted, sweetened or

processed.

These items, including such things as fries,

tend to be low in key nutrients such as iron and calcium and are

highly salted, sweetened or

processed.

These items, including candies and drinks where sugar is the

first ingredient, or the second ingredient

after water, tend to be highly processed,

or have very high amounts of salt,

sweeteners, fat, trans fat or calories relative

to their nutritional value.

Based on BC School Guidelines for Healthy Food and Beverages and the

Vancouver Coastal Health Policy

• Within the category of beverages, at least 50% of product choices will be from the Choose Most and Choose Sometimes categories. Up to 50% of product choices may be from the Choose Least or Not Recommended categories.

• Within the category of foods, at least 50% of product choices will be from the Choose Most and

Choose Sometimes categories. Up to 50% of product choices may be from the Choose Least or Not Recommended categories, with no more than 15% from the Not Recommended category.

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March 24, 2021 REPORT TO: HIS WORSHIP THE MAYOR AND MEMBERS OF COUNCIL FROM: GRANT-IN-AID SELECT COMMITTEE SUBJECT: SPRING 2021 GRANT-IN-AID APPLICATIONS PURPOSE: Grant-in-Aid applications and recommended financial allocations EXECUTIVE SUMMARY: Under the provisions of the City's Grant-in-Aid Application policy, the City of Parksville may provide direct financial assistance to community groups and organizations for events and projects that will benefit the citizens and visitors of the municipality contingent upon provisions being included in the annual operating budget. The 2021 budget for this purpose is $5,000. As provided under the policy, the award of grants is split into a spring and fall intake. The deadline for the spring intake was March 1. The purpose of this report is to establish the allocation of the $2,500 budgeted funds for the applications received by the deadline. RECOMMENDATIONS: 1. THAT the Grant-in-Aid applications received for the period ending March 1, 2021, be approved as

follows:

Name of Organization Approved

Oceanside Hospice Society 0 Oceanside Minor Softball Association $1,000 Parksville & District Historical Society $500 Parksville & District Rock and Gem Club 0 Parksville Curling Club $1,000

Total $2,500

2. THAT $2,500 be allocated from the 2021 Grants-in-Aid budget. BACKGROUND: At the March 15, 2021, Council meeting, a resolution was passed to appoint a Grant-in-Aid Select Committee to be comprised of the Manager of Administrative Services and two Councillors appointed by the Mayor. Councillors Greir and O'Brien were appointed.

AGENDA OPEN COUNCIL

APRIL 7, 2021

DATE

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Spring 2021 Grant-in-Aid Applications Page 2 of 3

The select committee was to review and recommend back to Council on the allocation of the $2,500 budgeted funds for the submissions received for the period ending March 1, 2021. Council is not obligated to allocate all or any of the budgeted funds. OPTIONS: 1. Approve the Select Committee recommended allocations. 2. Refer the submissions back to the Select Committee for further consideration. ANALYSIS: Option 1 approves the recommendations from the Select Committee. Option 2 refers the allocation of the budgeted funds back to the Select Committee for further review and consideration. FINANCIAL IMPACT: $2,500 of the $5,000 has been provided for grants-in-aid in the 2021 budget. STRATEGIC PLAN IMPLICATIONS: There are no perceived strategic plan implications associated with the recommended action. REFERENCES: • Grant-In-Aid Application Policy No. 3.26 • Five (5) Grant-in-Aid applications • Council Resolution No. 21-093 appointing a Grant-in-Aid Select Committee Respectfully submitted, Original signed by A. Greir Original signed by D. O'Brien ____ A. GREIR D. O'BRIEN Councillor Councillor Original signed by A. Weeks A. WEEKS Manager of Administrative Services

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Spring 2021 Grant-in-Aid Applications Page 3 of 3

CHIEF ADMINISTRATIVE OFFICER ENDORSEMENT: Original signed by K. Kehler K. KEHLER, MPA Chief Administrative Officer I:\Users\ADMINISTRATION\Grant in Aid - 1850-20\2021\3. Approval Report - Spring.docx

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amanda

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CITY OF PARKSVILLE

BYLAW NO. 1570 A BYLAW TO ESTABLISH AN EMERGENCY PROGRAM WITHIN THE CITY OF PARKSVILLE

WHEREAS the Municipal Council is required to prepare a local emergency plan respecting preparation for, response to and recovery from emergencies and disasters; WHEREAS the Municipal Council wishes to provide a comprehensive management program to prepare for, respond to and recover from emergencies and disasters; NOW THEREFORE the Municipal Council of the City of Parksville in open meeting assembled enacts as follows: 1. CITATION

1.1 This bylaw may be cited for all purposes as "Emergency Program Regulatory Bylaw, 2021, No. 1570".

2. INTERPRETATION

2.1 In this bylaw, "Act" means the Emergency Program Act.

2.2 Unless otherwise specifically stated, the words used in this bylaw shall have the same meaning as words have in the Act.

"Chief Administrative Officer (CAO)" means the person designated by Council as the Chief Administrative Officer or their designate. "City" means the City of Parksville. "Council" means the City Council of the City of Parksville. "Declaration of a State of Local Emergency" means a declaration of the Mayor or the Council that an emergency exists or is imminent in the City. "Disaster" means a calamity that: i. is caused by accident, fire, explosion or technical failure or by the forces of nature,

and ii. has resulted in the serious harm to the health, safety or welfare of people, or in

widespread damage to property.

AGENDA OPEN COUNCIL

APRIL 7, 2021 DATE

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Bylaw No. 1570 - Page 2

"Emergency" means a present or imminent event that: i. is caused by accident, fire, explosion or technical failure or by the forces of nature,

and ii. has resulted in the serious harm to the health, safety or welfare of people, or in

widespread damage to property.

"Emergency Management Oceanside (EMO)" means the Emergency Program Operating Committee, Emergency Program Stakeholder Working Group, Emergency Program Coordinator and such other persons appointed and functional groups established, and which are charged with emergency preparedness, response and recovery measures. "Emergency Program Coordinator" means the person appointed by the Chief Administration Officer to act in that capacity for the City who is deemed to be the coordinator for the City of Parksville pursuant to Section 6(3) of the Act. "Mayor" means the person elected as Mayor of the City of Parksville and includes the person designated as acting mayor at the relevant time when the Mayor is absent, or otherwise unable to act or when an emergency exists or is imminent in the City. "Operating Committee" means the committee established under Section 5 of this bylaw. "Stakeholder Working Group" means the working group established under Section 6 of this bylaw.

3. EMERGENCY PROGRAM (EMO) 3.1 In accordance with the provisions of the Act, an Emergency Program, comprising:

a) Mayor and Council, b) an Operating Committee, c) an Emergency Program Coordinator, d) an Emergency Program Stakeholder working group.

is hereby established.

4. THE COUNCIL

4.1 The Council is at all times responsible for the general direction of the response of the City to an emergency or disaster, specifically to;

a) declare a State of Local Emergency; b) delegate powers available under the Emergency Program Act, as required, and to

monitor the use of such powers; c) establish any emergency policy and legislation necessary to facilitate the response

to an emergency or disaster; and

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d) approve an emergency plan respecting preparation for, response to, and recovery from an emergency or disaster.

4.2 Notwithstanding the provisions of subsection 3.1, the Mayor may carry out the

responsibilities specified in subsection 4.1 (a) and (b) where, because of the circumstances of an emergency or disaster, it is not possible to assemble a quorum of the Council, and provided the Mayor has made reasonable effort to obtain the consent of the other members of Council.

4.3 The CAO will appoint an Emergency Program Coordinator to facilitate emergency

preparedness, response and recovery measures. 4.4 The Council will ensure that the sufficient budget and staff are provided to maintain an

essential level of emergency program preparedness as defined by provincial legislation. 5. EMERGENCY PROGRAM OPERATING COMMITTEE 5.1 The Operating Committee is accountable to Council.

5.2 The Operating Committee must compromise, at a minimum:

a) the Chief Administrative Officer; b) another person designated by the CAO; c) the Emergency Program Coordinator.

5.3 The Operating Committee must;

a) Provide strategic direction and oversight to the Stakeholder Working Group and Emergency Program Coordinator;

b) Prepare the annual strategic plan and budget and present to Council for approval; c) Approve Emergency Plans developed by the Stakeholder Working Group.

5.4 Subject to the approval of Council, the Operating Committee may:

a) make recommendations to Council for entering into agreements with other municipalities or regional districts for the purpose of mutual aid or fee for service arrangements;

b) make recommendations to Council for entering into agreements with individuals, bodies, corporations or other non-government agencies for the provision of goods and services.

5.5 The Operating Committee may be a combination of the City and the Town of Qualicum

Beach Operating Committees in accordance with the Joint Emergency Program Services Agreement.

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6. EMERGENCY PROGRAM STAKEHOLDER WORKING GROUP

6.1 The Emergency Program Stakeholder Working Group is accountable to the Operating Committee.

6.2 The Stakeholder Working Group must compromise, at a minimum:

a) The Emergency Program Coordinator (the chair); b) Representatives of agencies having direct operational responsibilities during a

major emergency. Member should include representatives from police, fire, ambulance, administration, public works, Emergency Support Services (ESS), Emergency Communications Team (ECT), Search and Rescue. It can also include representatives from agencies with an interest in safety and bring in others for consultation and advice.

6.3 The responsibilities of the Stakeholder Working Group include:

a) Developing and implementing the emergency program and plans as directed by the Operating Committee;

b) Ongoing assessment of hazards, risks and vulnerabilities; c) Evaluating progress of the emergency program annually; d) Assisting with development of the annual strategic plan including emergency

program priorities, specifying procedures for implementation, budget and resource requirements;

e) Supporting internal and external training and exercise programs.

6.4 The Stakeholder Working Group may be a combination of the working groups from the City and Town of Qualicum Beach in accordance with the Joint Emergency Program Services Agreement.

7. EMERGENCY RESPONSE

7.1 The Emergency Management Program will conform to the "BC Emergency Management System" (BCEMS).

7.2 The CAO is designated as the Emergency Operations Centre (EOC) Director.

a) The EOC Director is authorized to expend the City funds which are not included in the financial plan of the City, required for the preservation of life, health and the protection of property during an emergency or disaster, on the following basis:

i) Up to and including One Hundred Thousand Dollars ($100,000) at the

discretion of the EOC Director, and ii) Above One Hundred Thousand Dollars ($100,000) at the discretion of

Council.

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b) Any expenditure made in accordance with subsection 7.2 (a) must be presented to

Council at the earliest opportunity. 8. LIABILITY

8.1 As enabled by the Act, no person, including, without limitation, the Mayor, Council, members of Emergency Management Oceanside, employees of the City of Parksville, a volunteer and any other persons appointed, authorized or requested to carry out measures relating to emergencies or disasters, is liable for any loss, cost, expense, damages or injury to persons or property that result from:

a) The person in good faith doing or omitting to do any act that the person is

appointed, authorized or required to do under this bylaw, unless, in doing or omitting to do the act, the person was grossly negligent, or

b) Any acts done or omitted to be done by one or more of the persons who were,

under this bylaw, appointed, authorized or required by the person to do the acts, unless in appointing, authorizing or requiring those persons to do the acts, the person was not acting in good faith.

9. GENERAL

9.1 If any part, section, sentence, clause, phrase or word of this bylaw is for any reason held to be invalid by the decision of any court of competent jurisdiction, the invalid portion shall be severed and the decision that it is invalid shall not affect the validity of the remainder which shall continue in full force and effect and be construed as if the bylaw has been adopted without the invalid portion.

10. REPEAL

10.1 "Emergency Program Bylaw, 2006, No. 1414" and all amendments are hereby repealed. READ A FIRST TIME this READ A SECOND TIME this READ A THIRD TIME this RECONSIDERED AND FINALLY ADOPTED this

Mayor Corporate Officer

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Council - 07 Apr 2021

Documents

Transcript of Council - 07 Apr 2021