PRESENT: Mayor McKortoff Councillors Rhodes, Youngberg, Campol and King Staff: Barry Romanko, CAO Janette Van Vianen, Director of Corporate Services Jim Zakall, Director of Financial Services Alain Cunningham, Director of Planning & Development Services Jim Dinwoodie, Director of Operational Services Gerald Davis, Director of Community Services Brianne Hillson, Deputy Corporate Officer Mayor McKortoff called the meeting to order at 2:00 PM. ADOPTION OF MINUTES 1. Committee of the Whole meeting minutes of February 15, 2016 for adoption. 2. Regular Open minutes of February 15, 2016 for adoption. MOTION 56/16 Moved by Councillor Rhodes Seconded by Councillor Campol That the Committee of the Whole minutes of February 15, 2016 and Regular Open minutes of February 15, 2016 be adopted. BUSINESS ARISING FROM PRIOR MINUTES 1. None INTRODUCTION OF LATE ITEMS 1. None. MOTION 57/16 Moved by Councillor King Seconded by Councillor Youngberg That the agenda for the March 7, 2016 Regular Open Meeting be adopted. DELEGATIONS WATER MATTERS CORRESPONDENCE Page 1
BYLAWS 1. 5 Year Financial Plan Bylaw No. 1317, 2016 for Adoption - Report from Director of Financial Services - BLW-192 MOTION 58/16 Seconded by Councillor Rhodes That Council allow for public input into the 5 Year Financial Plan MOTION 59/16 That the 5 Year Financial Plan Bylaw No. 1317, 2016 be adopted. BUSINESS 1. Business Plan Approval - Report from Chief Administrative Officer - CR-857 MOTION 60/16 Moved by Councillor Rhodes Seconded by Councillor Campol That Council approves the 2016-2019 Business Plan as presented. 2. Community Service Grants Provincial Sports Teams Funding - Report from Director of Community Services - AI-329 MOTION 61/16 Moved by Councillor King Seconded by Councillor Campol That Council approves awarding $500 each to both the South Okanagan Minor Hockey Association (SOMHA) Bantam Rep team and to the Senior Boys Basketball Team from Osoyoos Secondary School who have qualified for their respective provincial tournaments Director Davis left the meeting at 2:14 pm. Page 2
3. Report 17. Sign Bylaw No. 1282, 2012 Waiver of Fees for Replacing Amortized Roof Signs - Report from Director of Planning & Development Services - BLW-133 MOTION 62/16 Seconded by Councillor Youngberg That Council waives the sign permit fees for owners wishing to replace their roof top signs with new signage. 4. Report 3. Gyro Park Pier Advancement Study and Detailed Design - Report from Director of Planning & Development Services - CON-053 MOTION 63/16 Seconded by Councillor Rhodes That Council endorse the Gyro Park Pier Advancement Study that was completed in January of 2016 and prepared by CTQ Consultants with the removal of the boat moorage as an option; DEFEATED Mayor McKortoff, Councillor King and Councillor Youngberg were opposed MOTION 64/16 Moved by Councillor King Seconded by Councillor Youngberg That Council endorse the Gyro Park Pier Advancement Study that was completed in January of 2016 and prepared by CTQ Consultants. Councillor Rhodes and Campol were opposed MOTION 65/16 That project components 1-6 from the Gyro Park Pier Advancement Study be included in the Detailed Design. Councillor Youngberg was opposed Director Cunningham left the meeting at 2:47 pm. 5. ICBC Information Protection Policy - Report from Director of Corporate Services - AGR-038 Page 3
MOTION 66/16 Moved by Councillor Youngberg Seconded by Councillor Campol That Council approves ICBC Information Protection Policy CORP-011. 6. Wine Country Racing Association Airport Use Agreement - Report from Director of Corporate Services - AI-177 MOTION 67/16 Moved by Councillor Rhodes Seconded by Councillor Campol That Council approves the Licence to Use to Wine Country Racing Association for 2016 as attached and that the Town signatories be authorized to sign the agreement. 7. Victim Services Program Funding - Report from Director of Corporate Services - AI-315 MOTION 68/16 Moved by Councillor Youngberg That the signatories for the Town be authorized to sign the Transfer under Agreement with the Province for Victim Services for the term April 1, 2016 to July 31, 2017. Councillor Rhodes recused himself over 74 th Avenue Reconstruction 85 th Street to Main Street. Councillor Rhodes left the meeting at 2:57 PM. Director Van Vianen left the meeting at 2:57 PM. 8. 74 th Avenue Reconstruction 85 th Street to Main Street - Report from Director of Operational Services - AGR-072 Page 4
MOTION 69/16 That Council award the contract for the reconstruction of 74 th Avenue between 85 th Street to Main Street to Grizzly Excavating for $267,306.38 (GST incl.). Councillor Rhodes reentered the meeting at 3:04 pm. 9. Kinsmen Beach Wall Replacement and Pedestrian Access Spartan Drive to Gyro Park at 78 th Avenue - Report from Director of Operational Services - AGR-073 MOTION 70/16 Moved by Councillor Rhodes That Council award the contract for the Kinsmen Beach Wall Replacement and Pedestrian Access Spartan Drive to Gyro Park at 78 th Avenue construction to Sterling Consulting for $52,654.76 (GST incl.). 10. Purchase of a New Backhoe Loader - Report from Director of Operational Services - CON-061 MOTION 71/16 Moved by Councillor Rhodes Seconded by Councillor Youngberg That Council award the contract to purchase a new Backhoe Loader to Wajax Equipment for a JCB 3CX 14 Super (2015) backhoe loader for $129,470.00 (PST included). 11. Fire Hall Offsite Services 74 th Avenue to Road A - Report from Director of Operational Services - CON-037 MOTION 72/16 Seconded by Councillor Rhodes That Council award the contract for Fire Hall Offsite Services 74 th Avenue to Road A to Superior Excavating for $196,413.00 (GST incl.). Page 5
NOTICE OF MOTION 1. None REPORTS 1. Cash Requirements - 1) General Accounts $842,122.68 2) Arena Accounts $ 14,510.63 3) Net Payroll Accounts $140,615.88 January 30 to February 26, 2016 for information The General Accounts in the amount of $842,122.68 were adopted by consensus. The Arena Accounts in the amount of $14,510.63 were adopted by consensus. The Payroll Accounts were received for information. Director Zakall left the meeting at 3:22 PM. 2. Bylaw Enforcement Report for the month of February 2016 - Report from Bylaw Enforcement Officer - CON-007 MOTION 73/16 Moved by Councillor King Seconded by Councillor Youngberg That the Bylaw Enforcement Report the month of February 2016 be received as information. 3. Committee Reports None 4. CAO Report CAO Romanko presented his report, a copy of which is attached to and forms part of these minutes. MOTION 74/16 Seconded by Councillor Rhodes That the CAO Report be received. Page 6
5. Councillors Reports Councillor Campol: Encouraged public to attend School Board meeting March 8 th at 7:00pm at the Sonora Centre. Clarified that the Mayor and Council were respectful and sought to bring solutions forward to School Board during their meetings. Encouraged public to attend the Osoyoos Coyotes Playoff Games. Councillor King Encouraged public to attend School Board meeting March 8 th at 7:00pm at the Sonora Centre. Councillor Youngberg: Encouraged public to attend School Board meeting March 8 th at 7:00pm at the Sonora Centre. Encouraged public to come out and support the Osoyoos Coyotes during their playoff run. Okanagan Regional Library (ORL) has been putting a $25 Library Fee for snowbirds and there has been some concerns raised from snowbirds who live in Osoyoos. ORL is going to place the fee on their next agenda. Wishing everyone a Happy Spring. Councillor Rhodes: Attended the Museum Board meeting. The board is working very hard and they are an energized group. Kara Burton reached out to Elementary schools educating students about endangered species through funding from the Royal Bank of Canada. Encouraged people to attend the Museum Open house on Saturday March 26 th. 6. Mayor McKortoff s Report Attended the Community to Community forum at Nk Mip Conference Centre. Also attended the Regional District s 50 th Anniversary on March 4 th. Attended the Okanagan Basin Water Board meeting. There is concern of a possible flood and drought. On February 29 th the Water Sustainability Act is now published. Attended the Local Immigration Council meeting (LIP) meeting. On Saturday March 12 th there is a Solar Fair at Okanagan College in Penticton. Encourage public to stay up to date on the School issues. Page 7
ADJOURNMENT MOTION 75/16 Moved Councillor Campol That the meeting be adjourned at 3:41 PM. APPROVED: CERTIFIED CORRECT: Original Signed by Mayor Sue McKortoff MAYOR McKORTOFF Original Signed by Brianne Hillson DEPUTY CORPORATE OFFICER Page 8
REPORT Chief Administrative Officer MEETING DATE: TO: Mayor and Council CC: FROM: SUBJECT: Barry Romanko, Chief Administrative Officer CAO Report CAO Following up on actions related to school closure Met with Finance Director and the Auditor Labor management meeting discuss job descriptions and clerical staffing issues Fire hall site visit Staff from the RMI program did a RMI and community tour Gyro Park Phase B has moved along, Phase A will be receiving additional lighting this week and the remainder of the benches and sign should be placed at the end of the month. COMMUNITY SERVICES Congratulations to the Bantam Representative hockey team who have qualified for the tier 3 provincial championships in Smithers and also to the Senior Boys basketball team who are taking part in the Single A championships in Langley. The Community Services Grant Program we have received 22 grant applications($75k) and will be discussing and bringing forward to Council in the next two weeks. Compost bin sale with the RDOS started on March 1 st. The Sun Bowl Arena will be shut down on May 8 th for approximately 8-10 weeks. If you want to book some ice please call Community Services ASAP. The Volunteer Appreciation is set for April 9 at the Sonora Community Center. Please make sure to RSVP. The spring leisure guide will be ready for circulation on the next two weeks. Onsite meeting to discuss placement of new playground equipment at Lion- slated to start in late march CORPORATE SERVICES Updates to water binder Website Updates 1 FOI request was responded to Department staff met to discuss departmental roles, responsibilities, action tracker, electronic filing and 3 crew talks were given by the Director Annual report is in process of information gathering and being compiled 2016-03-07 CAO report Page 1 of 2
Delegation of Authority bylaw in drafting stage FINANCE Auditors were in all last week PLANNING & DEVELOPMENT Review new subdivision plan for Richter property PUBLIC WORKS Water Station 8 Electrical Upgrade Project - New Master Control Centre panels have been installed, 3 new motors and pumps are installed in the Station, awaiting power hook up by IITS and Fortis Street and sidewalk sweeping is continuing in the area North of Main Street. Ongoing maintenance at the Cemetery. The following contracts have been tendered and awarded: 74 Avenue, 85 to Main Street Reconstruction Kinsmen Retaining Wall Replacement and Spartan to Gyro Park Walkway Fire Hall off Site Services (74 Avenue) Backhoe Loader purchase Converted the traffic island at Kingfisher / 89 St from grass to xeriscape landscaping. Barry Romanko Chief Administrative Officer 2016-03-07 CAO report Page 2 of 2