council in committee meeting of pitt meadows city tuesday, december...

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Minutes of the COUNCIL IN COMMITTEE MEETING of Pitt Meadows City Council held on Tuesday, December 13, 2011 at 6:00 p.m. in the Meadows Room of the Pitt Meadows City Hall, 12007 Harris Road, Pitt Meadows, British Columbia.

PRESENT: Elected Officials: Mayor D. Walters Councillor B. Bell Councillor D. Bing Councillor J. Elkerton Councillor T. Miyashita Councillor G. O’Connell, Chair Staff J. Rudolph, Chief Administrative Officer D. Rear, Director of Finance K. Grout, Director of Operations, Development Services/

Deputy Chief Administrative Officer L. Darcus, Director of Corporate Services D. Boag, Director of Parks and Facilities D. Cramb, Senior Recreation Manager, Pitt Meadows Area Chief D. Jolley, Fire and Rescue Service C. Harding, Manager of Financial Services L. Kelly, Deputy Clerk

The meeting was called to order at 6:00 p.m.

A. ADOPTION OF AGENDA

MOVED by Mayor Walters, SECONDED by Councillor Bell, THAT the Agenda for the December 13, 2011 Council in Committee Meeting be amended by adding Item E.3 – Communication from Kanaka Education and Environmental Partnership Society; AND THAT the Agenda be adopted, as amended.

CARRIED.

B. ADOPTION OF MINUTES

1. Minutes of the November 8, 2011 Council in Committee Meeting.

MOVED by Councillor Bell, SECONDED by Councillor Miyashita, THAT the Minutes of the Council in Committee Meeting held on November 8, 2011, be adopted.

CARRIED.

C. DELEGATIONS AND PRESENTATIONS

There were no items received for this Meeting.

Minutes of the Council in Committee Meeting - December 13, 2011

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D. REPORTS

1. Financial and Business Plan Overview.

The Director of Finance provided a PowerPoint presentation which is included as Attachment 1 and forms part of these minutes.

Opportunity for Public Input.

The following comments were made by the public; as well, staff’s responses were noted:

Peter Jongbloed urged Council to try to keep the tax rate increase as low as possible.

Bill Wilde questioned the tax rate increase percentages year over year up to 2025.

Mr. Rear responded that it was difficult to extrapolate the amounts over the long term; however, it seems there will be an average increase of 4%, but there will always be highs and lows during the long term. It has to be looked at year to year.

Bill Wilde asked if any discussion had taken place about trying to hold, or lower, the tax increase?

Mr. Rear responded that it depends on whether the City will maintain the service levels that the residents are requesting. Staff always asks, are there easier or more efficient ways to provide those services?

Mike Stark questioned why the surplus was not used to reduce the tax rate increase.

Mr. Rear said surpluses are hard to predict, and if the surplus is reduced the following year, there will be a need to come up with additional funds that next year. The key drivers for the 2011 surplus are RCMP vacancies, which cannot be predicted accurately, and development revenue, which is also hard to predict. Pitt Meadows is small and very elastic, so when there is active development, revenues increase, but if there is little or no development, those revenues are not there; in addition, we cannot accurately predict when development will happen.

Bill Wilde stressed the need for restraint on wages.


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1. Financial and Business Plan Overview Cont’d.

MOVED by Mayor Walters, SECONDED by Councillor Bell, THAT the presentation by the Director of Finance be received into the record.

CARRIED.

(D. Rear and C. Harding left the meeting at 6:50 p.m.)

2. Election 2011 Results. (09-4200-01/11)

Council provided three suggestions to be taken into consideration for the 2014 election: (1) a third polling station, (2) provision of voting cards, and (3) additional advance polling days. Staff will provide Council with estimates of the costs for these additions just prior to the next election.

MOVED by Councillor Bell, SECONDED by Councillor Elkerton, THAT the Committee recommends THAT Council receive into the record the report ‘Election 2011 Results’ from the Director of Corporate Services dated December 5, 2011.

CARRIED.

3. 2011 Community Recreation Program Grant.

MOVED by Councillor Bell, SECONDED by Mayor Walters, THAT the Committee recommends THAT Council:

A. Authorize the weight room and seniors centre repurposing project at the Pitt Meadows Family Recreation Centre and give direction to staff to submit an application to the 2011 Community Recreation Program Grant.

CARRIED.

4. Development Permit Application for 12409 Harris Road. (3360-20-2009-01 and 3060-20-2011-10).

The Director of Operations, Development Services/Deputy Chief Administrative Officer provided a PowerPoint presentation which is included as Attachment 2 and forms part of these minutes.

MOVED by Councillor Miyashita, SECONDED by Councillor Bing, THAT the Committee recommends THAT Council:

A. Authorize the issuance of Development Permit No. 2011-010. CARRIED.


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5. Development Variance Permit Application at 12438 Harris Road - Langley Farmers Market. (3090-20-2011-06)


MOVED by Councillor Elkerton, SECONDED by Councillor Miyashita, THAT the Committee recommends THAT Council:

A. Authorize staff to notify surrounding property owners that Council will consider Development Variance Permit No. 2011-008 for the canopy extension as shown in drawings by Horizon Interiors Inc. dated April 11, 2011 at the January 17, 2012 Regular Meeting of Council; AND

B. Consider any public input and the issuance of Development Variance Permit No. 2011-008 at the January 17, 2012 Regular Meeting of Council.

CARRIED.

6. Development Variance Permit Application for 18951 119th (Residential Infill). (3360-20-2011-03)


Comments by Council:

Would approval of the Development Variance Permit set a precedent?

Ms. Grout replied that Council has approved variances in the past and could do so in the future.

Would it be more practical to use the $6,000 to purchase new trees rather than the current proposal; this would eliminate the possibility of the trees dying and being replaced anyway.

A. MOVED by Councillor Elkerton, SECONDED by Councillor Murray, THAT the Committee recommends THAT Council authorize staff to notify surrounding property owners that Council will consider Development Variance Permit No. 2011-004 at the January 17, 2012 Regular Meeting of Council, subject to the registration of a restrictive covenant that:


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6. Development Variance Permit Application for 18951 119th (Residential Infill) Cont’d. (3360-20-2011-03)

i. Regulates the proposed building footprints, building setbacks, building envelope and building character, as shown on the drawings prepared by Heffelfinger Designs Ltd. dated August 2011; and

ii. Provides for the payment of $6,000 to the City prior to the registration of the variance to be used by the City to retain an arborist to assess the condition of the trees along the eastern property edge and direct their replacement, if necessary, up to 18 months after occupancy of the western most house.

Before the question was called, it was further:

MOVED by Councillor Elkerton, SECONDED by Councillor Bell, THAT staff present two options to the applicant and the neighbour and report back to Council:

1. Payment by the developer of $6,000 to the City to be used by the City to retain an arborist as described in ii above; or

2. Payment by the developer of $6,000 to purchase new trees. CARRIED as amended.

B. MOVED by Councillor Miyashita, SECONDED by Councillor Bell,

THAT the Committee recommends THAT Council rescind First and Second Readings of Bylaw No. 2515, 2011.

CARRIED.

7. Highway and Traffic Bylaw Amendment No. 2481, 2011.

MOVED by Councillor Miyashita, SECONDED by Councillor Bing, THAT the Committee recommends THAT Council:

A. Rescind final adoption of Highway and Traffic Bylaw Amendment No. 2481, 2011; AND

B. Forward Bylaw Amendment No. 2481, 2011 to TransLink to seek their endorsement before giving the bylaw final adoption.

CARRIED.


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8. Urban Beekeeping.

Council requested that staff ensure that all liability issues are protected.

MOVED by Mayor Walters, SECONDED by Councillor Elkerton, THAT the Committee recommends THAT Council:

A. Authorize staff to consult with residents and hold a public information meeting in regards to urban beekeeping in January 2012; AND

B. Direct staff to report back with the results of the public consultation. CARRIED.

With Councillor O’Connell voting in the negative.

E. CORRESPONDENCE

MOVED by Councillor Elkerton, SECONDED by Councillor Miyashita, THAT the following correspondence be received into the record.

CARRIED.

1. Communication from the Union of British Columbia Municipalities (UBCM) dated December 1, 2011, regarding Notification of Executive Vacancies.

2. Communications from the Lower Mainland Treaty Advisory Committee (LMTAC) dated November 28, 2011, regarding Restructuring and Next Steps and dated December 5, 2011, regarding LMTAC Table Representatives.

MOVED by Mayor Walters, SECONDED by Councillor Bell, THAT the item with respect to the two communications from the Lower Mainland Treaty Advisory Committee dated November 28, 2011 and December 5, 2011, be deferred until after the Greater Vancouver Regional District Board Meeting in January 2012 has been held.

CARRIED.

3. Email communication from the Kanaka Education and Environmental Partnership Society received December 11, 2011, regarding letter of support.


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MOVED by Councillor Bing, SECONDED by Councillor Murray, THAT the Committee receive into the record the email communication from the Kanaka Education and Environmental Partnership Society (KEEPS) dated December 9, 2011; AND while recognizing the merits of the Metro Vancouver Parks application, advise KEEPS that the City of Pitt Meadows has made application for a grant under the same program to improve the Pitt Meadows Family Recreation Centre; AND FURTHER, while the City has no objection to the Metro Vancouver application, the City of Pitt Meadows project is Council’s priority.

CARRIED.

F. NEW BUSINESS

G. COMMITTEE ROUND TABLE

Attended a basketball game (Councillor Murray) - it honoured the return of Coach Rich Goulet after an illness.

Tour of the Airport in the New Year (Mayor Walters) – suggested that for the tour Council members should think about the City’s vision for the airport.

H. QUESTION PERIOD

Gregory Kerr, Pitt Meadows. said he favoured urban beekeeping but proper regulations are needed and he did not think Council should move forward too quickly; he felt it was a golden opportunity to correct what is not being done properly now.

Dave Capman, Pitt Meadows, questioned the time the meeting began as 7 pm was the time advertised. (The error was noted, correct times were posted on notices and on the Council meeting pages of the web site.)

I. ADJOURNMENT

MOVED by Councillor Elkerton, SECONDED by Mayor Walters, THAT this meeting now be adjourned at 8:13 p.m.

CARRIED.

Chair

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2012 – 2016 FINANCIAL PLAN OVERVIEW

City of Pitt MeadowsDM #94656

2012-2016 Financial Plan2

AGENDA

Financial Planning Process

Highlights of the 2012 Proposed Budget

Non Market Growth

Budget Risk

Taxpayer Impact

Long Term Considerations

ATTACHMENT 1:Minutes of the Council in Committee Meeting - December 13, 2011 530

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2012-2016 Financial PlanProcess

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Setting of Targets & Guidelinesg g

Budget Preparation

Preparation of Business Plans

Review with Management

Presentations to Council All presentations are advertised and the public is

encouraged to attend

2012-2016 Financial PlanProcess

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Budget Finalization

Fi i l Pl B l Financial Plan Bylaw Summarizes revenue sources and expenditures for at least five

years as required by the Community Charter

Required to be adopted by May 15th each year

Rate Bylaws Utility Rate Bylaws Utility Rate Bylaws

Tax Rate Bylaw

Establishes mill rates after revised assessment roll is received from BC Assessment Authority

Minutes of the Council in Committee Meeting - December 13, 2011 531

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2012-2016 Financial PlanBudget Highlights

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2012 WATER UTILITY HIGHLIGHTS

GVWD Levy increase – 5.9% Contributions to Reserves - $711,000 Capital Program of $1.39M

Blakely Road Main Replacement Ford Road Main Replacement Water Meter Program

Proposed water rate increase – 3.5% on flat charges, GVWD rate flowed through for metered Impact of $14 on average home


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2012 SEWER HIGHLIGHTS

GVSDD Levy increase – 3.5%

Contributions to reserves $333,500

Capital Program of $875,000 114B Lift Station Replacement

P d t i 3 5% Proposed sewer rate increase – 3.5% Impact of $11 for average home


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2012 SOLID WASTE HIGHLIGHTS

Increase in tipping fees of 10.3%

Proposed Curbside Organics Collection Total increased operating costs - $128,000

Would result in a rate increase of 11.3% Impact of $27 for average home Impact of $27 for average home

Propose Tax Rate Stabilization Offset Hold rate increase to 5%, “Status Quo” level

Impact of $11 for an average home


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2012 DRAINAGE HIGHLIGHTS

Increased operating costs - $47,000 Maintenance & Cleaning

Contributions to reserves $335,200 Proposed Capital Program of $2.14M

Mckechnie Drainage Area Improvements Mckechnie Floodbox Culvert Replacementsp

Funded through drainage levies and separate mill rate Proposed rate increase of 3.5% Impact of $4 for average home


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GENERAL FUND- 2012 OPERATING HIGHLIGHTSHIGHLIGHTS

Total operating budget of $19.4 million

6.3% increase in planned expenditures

Key Service Drivers:

New Library Operating Costs

Increased Provisions to Asset/Infrastructure Increased Provisions to Asset/Infrastructure Reserves

Strategic Capital Reserve Provision

Reduce Tax Rate Stabilization Subsidy

Debt Service Costs for New/Upgraded Facilities


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$ Change

Tax Rate Increase Impact

Expenditures:

Library 157,731$ 1.10%Parks and Leisure 148,123 1.03%Police Services 159,431 1.11%Increase Transfer to Reserves for Asset and Infrastructure Replacement 224,500 1.56%Increase Transfer to Reserves for Strategic Capital 135,000 0.94%Debt Service 168,606 1.17%Direct City Operations 152,424 1.06%

1,145,815 7.96%Revenues:

Property Taxation - Non Market Change In Assessed Values (365,000) (2.53%)Property Taxation - Reduction in Prior Year Assessments 77,000 0.53%Adjustments to Other Revenues (103,554) (0.72%)Reduction of Tax Rate Stabilization Transfer 129,617 0.90%Other Adjustments to Fund and Reserve Transfers (199,878) (1.39%)

(461,815) (3.21%)

Proposed General Fund Tax Rate Increase: 684,000$ 4.75%


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NON-MARKET CHANGE IN ASSESSMENT


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REVENUE FROM NON-MARKET CHANGE


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TAXATION BY ASSESSMENT CLASS


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2012 GENERAL FUND CAPITAL HIGHLIGHTS

G l C it l P f $4 8MGeneral Capital Program of $4.8M– McMyn Park Development

– Caretaker House at Pitt Meadows Athletic Park

– Harris Park Sports Field Reno

– Kennedy Road Repave – Lougheed to Ferry Slip

– Thompson Road Bridge Replacement

Funded by Reserves, Development Cost Charge’s, Third Party Contributions, Grants and Borrowing


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CAPITAL DECISION PACKAGES

Pedestrian Activated Traffic Signal - $81,000

Bikeway and Pedestrian Master Plan - $35,000

Paperless Agenda Implementation - $15,000


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WHERE THE MONEY GOES


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WHERE THE MONEY COMES FROM

2012-2016 Financial PlanBudget Risks

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Assessment appealsV ll h b d f RCMP Vacancy allowances have been made for RCMP staffing

Allowances for potential staffing vacancies based on past patterns

Land Sale – Timing and how Council decides to allocate proceedsp

Debt Servicing Rates Inflation gap Little in discretionary spending


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2012-2016 Financial PlanTaxpayer Impact

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Rate Rate

Estimated Charges and Changes

Charge Type2011 Total Charges

Rate Change

%

Rate Change

$

2012 Total Charges

Municipal Property Taxes $ 1,307 3.75% $ 49 $ 1,356 Strategic Capital 14 1.00% 14 28 Drainage Mill Rate 45 3.50% 2 47 Drainage Flat Rate 31 3.50% 2 33 Solid Waste Charge 235 5.00% 11 246 Sewer Charge 289 3 50% 11 300Sewer Charge 289 3.50% 11 300 Water Charge 394 3.50% 14 408

Total Municipal Charges 2,315 4.45% 103 2,418 Other Governments (estimated) 950 3.00% 28 978

Total Property Taxes 3,265 4.01% 131 3,396 Less: Home Owners Grant 570 570

Net Property Taxes Payable 2,695$ 2,826


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GROSS CHARGES ON THE BILL


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Municipal Cost CentresAnnual Cost

2012 Cost Per Day

Water 408.00$ 1.12$ Police Services 313.58 0.86 Sewer 300.00 0.82 Transfers to General Reserves 271.45 0.74 Solid Waste 246.00 0.67 General Government 231.70 0.63 Parks and Leisure Services 147.80 0.40 Transportation and Public Works 124.66 0.34 Development Services 99.52 0.27 Fire, Rescue and Emergency Services 90.50 0.25 Drainage 80.00 0.22 Library 60.92 0.17 Debt Servicing 43.87 0.12

2,418.00$ 6.62$

2012-2016 Financial PlanLong Term Considerations

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Regular increases in funding for reserves for replacing assets/infrastructure

Continued increases in provisions for Strategic Capital initiatives

Inflationary adjustments for other expenditures where not specifically knownexpenditures where not specifically known

Revenue from growth in the assessment base of approximately 2.5% per annum


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2012-2016 Financial PlanConclusion

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GENERAL FUND OPTIONS

% $ Impact

General Tax Rate Increase per Proposed Budget 3.75% 49.00$

Increase in Provision for Strategic Capital 1.00% 14.00

Incremental Decision Packages:Support for the Farmers Market 0.03% 0.42

4.78% 63.42$

2012-2016 Financial Plan24

Thank You

Dean Rear, CADirector of Finance

(604) 465 – 5454 [email protected]


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Development Permit Application p pp12409 Harris Road

Council in Committee Meeting b 13th 2011December 13th, 2011

Neighbourhood Context


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Site Plan/Landscape Plan

South and East Elevations


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Residential Access At‐Grade Treatment

Commercial At‐Grade Treatment


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Parking

• Residential Parking Spaces– Total: 68 spaces (62 underground/6 surface)Total: 68 spaces (62 underground/6 surface)– Visitor: 9 surface spaces – Tandem stalls: 13 spaces

• Commercial Parking Spaces– Total: 7 surface spaces, 3 underground

• Street parking– Possibly 4 additional stalls

Proposed Massing –Roof line articulation


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Roof Plan

Expanded patio areas


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Development Variance PermitApplication

12438 Harris Road

Langley Farm Market

Site PlanProperty Line

Existing canopy

Setback requiring a variance

Proposed canopy extension


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Development Variance Permit A li tiApplication

18951 119th Avenue

Council in Committee Meetingg

December 13th, 2011

Context and Zoning Map


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Lot Dimensions and Requested Variances

Required Proposed

Lot Area 409 m2 514 7 m2Lot Area 409 m 514.7 m

Lot Width 12 metres 10.66 metres

Lot Depth 30 metres 48.28 metres

Lot width variance from 12 metres to 10.66 metres o d a a ce o e es o 0 66 e es

Proposed Site Plan

N

119th Avenue


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Streetscape

Building Elevation


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Trees

Cedar Trees / HedgeCedar Trees / HedgeCedar Trees / Hedge

Cedar Trees / Hedge

Subject Property

Covenant • Building design

• Site gradingSite grading

• Arborist & Security for Trees

• Setbacks and footprints

Additional requirementAdditional requirement• Site profile under contaminated sites regs


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