REGIONAL DISTRICT OF NANAIMO
REGULAR BOARD MEETING
AGENDA
 

Tuesday, June 14, 2022

1:00 P.m. - 3:00 P.m.

Board Chambers (Webstreamed)

This meeting will be recorded

 

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1.

CALL TO ORDER

The Chair will call the meeting to order and respectfully acknowledge the Coast Salish Nations on whose traditional territory this meeting takes place.

2.

APPROVAL OF THE AGENDA

3.

ADOPTION OF MINUTES

• (All Directors - One Vote)

  That the minutes of the Regular Board meeting held May 24, 2022, be adopted.

3.1

Regular Board Meeting - May 24, 2022

4.

CORRESPONDENCE

5.

COMMITTEE MINUTES

• (All Directors - One Vote)

  That the following minutes be received for information:

5.1

Executive Committee Meeting - May 24, 2022

5.2

Community Grants Committee Meeting - May 31, 2022

5.3

Oceanside Services Committee Meeting - May 30, 2022

5.4

Drinking Water and Watershed Protection Technical Advisory Committee Meeting - May 12, 2022

5.5

Liquid Waste Management Plan Monitoring Committee Meeting - May 26, 2022

5.6

District 69 Swimming Pool Service Select Committee Meeting - June 7, 2022

5.7

Electoral Area F Governance and Services Study Committee - May 18, 2022

6.

CONSENT AGENDA

Note: Directors may adopt in one motion all recommendations appearing on the Consent Agenda or, prior to the vote, request an item be removed from the Consent Agenda for debate or discussion, voting in opposition to a recommendation, or declaring a conflict of interest with an item.

Committee recommendations on the Consent Agenda were Carried Unanimously at the Committee level.

(Voting rule varies as noted - Unanimous vote required)

That the following items on the Consent Agenda be adopted by consent:

6.1

OCEANSIDE SERVICES COMMITTEE RECOMMENDATIONS

6.1.1

Booking of the Multi Use Public Courts at the Dunsmuir Park

Please note: Committee recommendation has no accompanying staff report

• (All Directors - One Vote)

  That staff be directed to provide the Oceanside Services Committee a report outlining options for booking policies and procedures specific to the sport court at Dunsmuir Community Park in Electoral Area H.

6.1.2

Oceanside Services Recreation Grant Sub-Committee

Please note: Committee recommendation has no accompanying staff report

• (Parksville, Qualicum Beach, Electoral Areas E, F, G, H - Weighted Vote)

  1. That the following Oceanside Recreation Services Youth Grant applications be approved for funding:

  • Ballenas Secondary School - Ballenas Dry Grad Prom 2022 - $2,500.00
  • District Parent Advisory Council/DPAC 69 - Accessible bikes - $2,500.00
  • Lighthouse Community Hall Society - Summer Break camp - Facility rentals and supplies - $2,500.00
  • MAC School for the Creative Arts (OCAC) - Youth Art Lab - Program supplies and facilities - $2,500.00
  • Oceanside Minor Softball Association - Training equipment - $2,000.00
  • Ravensong Aquatic Club - Ravensong pool rental - $2,500.00
  • Sources Community Resource Centre - Youth events – Supplies and transportation costs - $2,500.00
  • Town of Qualicum Beach - Qualicum Beach Family Day - Ravensong pool rental fees - $430.00

  Total: $17, 430

• 2. That the following Oceanside Recreation Services Community Grant applications be approved for funding:

  • Bow Horne Bay Community Club - Dog Days of Bowser - $1,400.00
  • Bow Horne Bay Community Club - Lighthouse Country Fall Fair - $2,500.00
  • Bowser Tennis Club - Purchase of windscreens - $2,500.00
  • Forward House Community Society - Recreational outings - $2,413.59
  • MAC School for the Creative Arts (OCAC) - Creative Kids Program - Program supplies - $2,500.00
  • Parksville Lawn Bowling Club - Mobility aids for lawn bowling - $780.00
  • Parksville Seniors Activity and Drop-in Centre - Yoga equipment - $892.50
  • Town of Qualicum Beach - Beach Day 2022 - Equipment rental, advertising, transportation - $1,000.00
  • Qualicum Beach Seniors’ Activity Centre - Participant financial assistance - $2,400.00

  Total: $16,386.09

• 3. That the Parksville Community Centre Society's grant application not be approved and that staff refer the Society to the City of Parksville Grant-in-Aid Program.

6.1.3

Additional Information Requested for Reconsidered Grant Applications

Please note: Committee recommendation has no accompanying staff report

6.1.3.1

Oceanside BMX - Vandalism repairs - Equipment rentals, materials - $2,500.00

• (Parksville, Qualicum Beach, Electoral Areas E, F, G, H - Weighted Vote)

  That the grant application from Oceanside BMX for $2,500.00 be approved for funding.

6.1.3.2

Oceanside Track and Field - Throwing circle - Concrete pad replacement - $2,500.00

• (Parksville, Qualicum Beach, Electoral Areas E, F, G, H - Weighted Vote)

  That the grant application from Oceanside Track and Field Club for $2,500 be approved for funding with the condition of written approval from School District 69 to install the concrete pad. 

6.1.4

Funding Request from Sources BC

Please note: Committee recommendation has no accompanying staff report

• (Parksville, Qualicum Beach, Electoral Areas E, F, G, H - Weighted Vote)

  That the request from Sources BC be referred to staff for a report on recommendations for going forward with increased funding.

6.2

COMMUNITY GRANTS COMMITEE RECOMMENDATIONS

6.2.1

Applications for Community Grants

Please note: Committee recommendation has no accompanying staff report

• (All Directors - Weighted Vote)

  That the Board award the following Community Grants:
  
  2422 Royal Canadian Scottish Regiment Sponsoring Committee - Restructure storage space to run outdoor activities (shelving units, hangers, etc.) - $1,318 
  
  Big Brothers Big Sisters of Central Vancouver Island - Two outdoor canopy tents - $2,000
  
  Cedar Farmers Market Agricultural Organization - Expand seating area for guests to enjoy free live music shows - $965
  
  Coastal Invasive Species Committee Society - Education and awareness, field programs, reporting and data management, including media campaigns, digital education and outreach, a reporting hotline, outreach events and invasive species treatment - $4,000
  
  District Parent Advisory Council (DPAC69) - Purchase of huka orthoros bike - $4,000
  
  Errington Preschool Parents Society - Art supplies and outdoor play equipment - $2,000
  
  Fairwinds Community Association - Equipping existing Neighbourhood Emergency Preparedness Program Volunteers with essential equipment, gear and supplies in order to respond to urgent and immediate needs of neighbours in the event of an emergency disaster - $4,000
  
  Forward House Community Society - Upgrade equipment and purchase supplies for programs, as well as supplies to provide take-home kits for clients - $4,560
  
  Gabriola Arts Council - Purchase two folding garden carts for the annual Cultivate Festival to haul materials from one end of the site to the other; the carts will be available to the
  
  Gabriola Commons community to keep the Commons operating  smoothly - $1,000
  
  Gabriola Historical & Museum Society (GHMS) - To install the Timber Frame Building donated by the Timber Frame School on Gabriola, and upgrade two public washrooms to be accessible and inclusive to all - $4,000
  
  Island Futures Society - To engage citizens via different forms of communication to play a role in achieving the envisioned goals of the Sustainable Gabriola Community Sustainability Plan - $2,000
  
  Mid-Island Air Search and Rescue Society - GPS units for navigators and ground teams - $4,265
  
  Mid-Island Farmers Markets - Rack cards to be distributed on/at BC Ferries, regional tourist centres, and six local farmer's markets - $1,222
  
  Mudge Island Citizens Society (M.I.C.S.) - Purchase and install a propane generator, which would provide emergency power to a building which could be used as an emergency shelter - $4,000
  
  Nanaimo Foodshare Society - The development of proper infrastructure at the Five Acres Farm to make it a safe, inclusive, and educational space for everyone - $4,000
  
  Nanaimo-Ladysmith School District No. 68 PAC - Outdoor classroom, outdoor playground - $4,000
  
  Nanoose Bay Lions Club - Breakfast and lunch materials, and equipment rental for food concession stands for the swap meet put on by the Vintage Car Club of Nanoose Bay - $1,900
  
  Nanoose Community Services Association (NCS) - Maintain current level of funding  for the Food Voucher Program to offset rising costs, maintain annual funding to the Nanoose Bay Elementary to support low-income students, and pay for the Food Share Program - $4,000
  
  Oceanside Building Learning Together Society - Support the WOW bus which delivers the StrongStart BC program from SD69; this includes a food security and food literacy component for  families in need to make healthy meals at home - $2,500
  
  Oceanside Hospice Society - Volunteer training - $2,500
  
  Parksville & District Historical Society - Creation of an immersive railway exhibit - $3,000
  
  Qualicum Community Education and Wellness Society - Creation of "conversation nooks" with a conversation host, to encourage conversations and social connections among community members - $520
  
  Take a Hike - Support the outdoor adventure-based learning component of the program, which will support up to 40 vulnerable youth in accessing the benefits of outdoor areas and recreation spaces - $4,000
  
  The Friends of Nanoose Library Centre Society - Refurbish or replace exterior sign,  and landscaping - $3,500

                                                                                                                               TOTAL     $69,250

6.3

EXECUTIVE COMMITTEE RECOMMENDATIONS

6.3.1

Director Expenses

Please note: Committee recommendation has no accompanying staff report

• (All Directors - One Vote)

  1. That a Staff Report be provided to the Board demonstrating a summary of what the Board-approved comparison organizations [City of Nanaimo, City of Delta, City of Kamloops, City of Kelowna, District of North Vancouver, City of Prince George, Capital Regional District, Cowichan Valley Regional District, and the Comox Valley Regional District] and the City of Parksville are paying for Director’s travel expense allowances for meals, overnight per diem and private dwelling accommodation.

• 2. That staff review the current policy regarding Board members’ equipment and expense claims and review how the policy is administered to Electoral Area Directors and Municipal Directors to ensure internal equity.

6.4

DISTRICT 69 SWIMMING POOL SERVICE SELECT COMMITTEE RECOMMENDATIONS

6.4.1

Taxation Apportionment Models for District 69 Swimming Pool Service

Please note: Committee recommendation has no accompanying staff report

• (All Directors - One Vote)

  1. That a referendum be held with public engagement, at the “involve” level of participation within the Board’s engagement policy, to amend the Regional District of Nanaimo District 69 Swimming Pool Service Establishment Bylaw No. 899, 1993 (Bylaw 899), to include Electoral Areas E, F, G, H, City of Parksville and Town of Qualicum Beach, based on an apportionment model of 1/3 assessment, 1/3 population, and 1/3 usage.

• 2. That staff prepare a report on the possibility of holding the referendum during the upcoming election on October 15, 2022, as well as other options.

7.

ITEMS REMOVED FROM THE CONSENT AGENDA

8.

COMMITTEE RECOMMENDATIONS

8.1

EXECUTIVE COMMITTEE RECOMMENDATIONS

8.1.1

Board Remuneration 2022

• (All Directors - Weighted Vote)

  To continue with Option 1 (Base rate not including meeting fees) in the Board Remuneration 2022 staff report.

9.

REPORTS

9.1

June 2022 Strategic Plan Update

• (All Directors - One Vote)

  That the Board receive the June 2022 Strategic Plan Update for information.

9.2

Regional District of Nanaimo General Local Election Amendment Bylaw No. 1772.01

• (All Directors - One Vote)

  1. That “Regional District of Nanaimo General Local Election Amendment Bylaw No. 1772.01, 2022” be read three times.

• (All Directors - One Vote / 2/3)

  2. That “Regional District of Nanaimo General Local Election Amendment Bylaw No. 1772.01, 2022” be adopted.

9.3

Update to Board Code of Conduct Policy A1-37

• (All Directors - One Vote)

  That the Board approve the updates to Board policy “A1-37 Code of Conduct” as per this Staff Report dated June 14, 2022.

9.4

Financial Report - January to March 31, 2022

• (All Directors - One Vote)

  That the Financial Report for the period January 1, 2022 to March 31, 2022 be received for information.

9.5

2022-2026 Financial Plan - Key Initiatives Update

• (All Directors - One Vote)

  That the 2022-2026 Financial Plan key initiatives update of June 14, 2022 be received for information.

9.6

2021 Statement of Financial Information

• (All Directors - One Vote)

  That the 2021 Statement of Financial Information be approved as presented.

9.7

2022 RDN Fall Borrowing

• (All Directors - Weighted Vote - must be taken separately)

  1. That “Nanoose Bay Peninsula Water Service Area Capital Improvements Security Issuing Bylaw No. 1855, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  2. That “Nanoose Bay Peninsula Water Service Area Capital Improvements Security Issuing Bylaw No. 1855, 2022” be adopted.

• (All Directors - Weighted Vote)

  3. That “Regional District of Nanaimo Electoral Area ‘E’ Parkland Acquisition Security Issuing Bylaw No. 1854, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  4. That “Regional District of Nanaimo Electoral Area ‘E’ Parkland Acquisition Security Issuing Bylaw No. 1854, 2022” be adopted.

• (All Directors - Weighted Vote)

  5. That “Regional District of Nanaimo Electoral Area ‘E’ Parkland Acquisition Temporary Borrowing Bylaw No. 1853, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  6. That “Regional District of Nanaimo Electoral Area ‘E’ Parkland Acquisition Temporary Borrowing Bylaw No. 1853, 2022” be adopted.

• (All Directors - Weighted Vote)

  7. That “Southern Community Sewer Local Service Secondary Treatment Capital Improvements Security Issuing Bylaw No. 1857, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  8. That “Southern Community Sewer Local Service Secondary Treatment Capital Improvements Security Issuing Bylaw No. 1857, 2022” be adopted.

• (All Directors - Weighted Vote)

  9. That “Southern Community Sewer Local Service Secondary Treatment Capital Improvements Temporary Borrowing Bylaw No. 1858, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  10. That “Southern Community Sewer Local Service Secondary Treatment Capital Improvements Temporary Borrowing Bylaw No. 1858, 2022” be adopted.

• (All Directors - Weighted Vote)

  11. That “Southern Community Sewer Local Service Departure Bay Forcemain Capital Improvements Security Issuing Bylaw No. 1856, 2022” be introduced and read three times.

• (All Directors - 2/3 Weighted Vote)

  12. That “Southern Community Sewer Local Service Departure Bay Forcemain Capital Improvements Security Issuing Bylaw No. 1856, 2022” be adopted.

9.8

Overview of RDN Investments

• (All Directors - One Vote)

  That the current RDN investments overview dated June 14, 2022 be received for information.

9.9

Microsoft Enterprise Licence Renewal Agreement 2022-2025

• (All Directors - Weighted Vote)

  That the Board approve a three-year Enterprise Licence Agreement with Microsoft for 2022-2025 for the use of Microsoft software products by the Regional District of Nanaimo (RDN) for $210,590 per year for a total cost of $631,772.

9.10

City of Nanaimo Special Event Transit Shuttle Request 2022

• (All Directors, except Electoral Areas B and F - Weighted Vote)

  That the Board approve the Regional District of Nanaimo provide the City of Nanaimo transit shuttle service for community event days, for a minimum of four event days.

9.11

Zoning Amendment Application No. PL2020-071 Lot 4 Springhill Road, Amendment Bylaw No. 500.436, 2021 – Adoption, Electoral Areas F and G

• (Electoral Area Directors, except EA B - One Vote)

  That the Board adopt “Regional District of Nanaimo Land Use and Subdivision Amendment Bylaw No. 500.436, 2021”.

9.12

Zoning Amendment Application No. PL2018-213 3452 Jingle Pot Road, Amendment Bylaw No. 500.432, 2021 – Adoption, Electoral Area C

• (Electoral Area Directors, except EA B - One Vote)

  That the Board adopt “Regional District of Nanaimo Land Use and Subdivision Amendment Bylaw No. 500.432, 2021”.

9.13

Grant Application to ICIP CleanBC Communities Fund (ICIP/CCF) Revision

• (All Directors - One Vote)

  1. That the Regional District of Nanaimo apply to the 2022 Investing in Canada Infrastructure Program CleanBC Communities Fund to support the Oceanside Place Arena Emission Reduction and Energy Recovery Project.

• (All Directors - Weighted Vote)

  2. That the RDN allocate up to $249,631 of assigned funds from the RDN’s Climate Action Reserve Incentive Program – Corporate Climate Action Reserve Fund towards the applicant share (26.67%) of eligible project costs under the Investing in Canada Infrastructure Program CleanBC Communities Fund program.

• 3. That, the RDN allocate up to $680,000 from the Climate Action Reserve Incentive Program - Corporate Climate Action Reserve Fund and $256,000 from the Arena Services budget to cover up-front project costs (total $936,000), subject to the receipt of an Investing in Canada Infrastructure Program CleanBC Communities Fund grant that will reimburse these reserve funds for up to 73.33% of eligible project costs ($686,369).

• 4. That the RDN allocate up to $20,000 from the Climate Action Reserve Incentive Program - Corporate Climate Action Reserve Fund towards ineligible project costs determined by the grant program, and any potential cost overruns.

• 5. That the 2022-2026 Financial Plan be amended accordingly if the Investing in Canada Infrastructure Program CleanBC Communities Fund grant is approved by CleanBC.

9.14

Northern and Southern Communities Wastewater Development Cost Charges 2022

• (Electoral Area Directors - One Vote - must be taken separately)

  1. That the Board give third reading to “Northern Community Sewer Service Area Development Cost Charges Amendment Bylaw No. 1442.04, 2022”;

• 2. That the Board give third reading to “Southern Community Sewer Service Area Development Cost Charges Amendment Bylaw No. 1547.02, 2022”;

• 3. That Bylaws No. 1442.04, 2022 and 1547.02, 2022 be forwarded to the Inspector of Municipalities for approval following third reading.

9.15

Southern Community Search and Rescue Bylaw Amendment

• (All Directors - One Vote)

  That “Southern Community Search and Rescue Contribution Service Amendment Bylaw No. 1552.03, 2022” be introduced and read three times and forwarded to the Inspector of Municipalities for approval.

9.16

Budget Amendment Request – Nanoose Peninsula Water Pumpstation (WT-0025)

• (All Directors - Weighted Vote)

  That the budget for the Nanoose Bay Peninsula Water Pump Station (WT-0025) be increased by $10,455 to $2,225,456 with the increase funded from the capital reserves, and that the 2022-2026 financial plan be amended accordingly.

10.

BYLAWS - WITH NO ACCOMPANYING REPORT

10.1

Northern Community Search and Rescue Contribution Service Amendment Bylaw No. 1736.01, 2022

• (All Directors - One Vote)

  That Northern Community Search and Rescue Contribution Service Amendment Bylaw No. 1736.01, 2022, be adopted.

11.

DELEGATIONS - ITEMS NOT ON THE AGENDA

11.1

Deborah Hollins and Jason Harrison, Nanaimo Community Advisory Board, re Reaching Home: Canada’s Homelessness Strategy and the Nanaimo Community Advisory Board

11.2

Chris Burger, Corcan Meadowood Residents Association, re Meadowood Community Centre Update

12.

BUSINESS ARISING FROM DELEGATIONS

13.

NEW BUSINESS

13.1

Director Hemmens, Rescinding Declaration of Conflict of Interest re, Contract Renewal Update for the Oceanside Health and Wellness Network

14.

IN CAMERA

• (All Directors - One Vote)

  That pursuant to the following sections of the Community Charter the Board proceed to an In Camera meeting:

  • 90(1)(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of the municipality if they were held in public; and
  • 90(1)(m) a matter that, under another enactment, is such that the public may be excluded from the meeting.

15.

ADJOURNMENT