NOTICE OF MEETING
ELECTORAL AREAS SERVICES COMMITTEE


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Monday, August 12, 2019
Boardroom, 550B Comox Road, Courtenay, BC commencing at 10:00 am.

The purpose of this meeting is for committee members to consider the matters included on the agenda below. The chair of the committee will preside over the meeting according to the CVRD procedure bylaw. This meeting is not meant for general public input. If members of the public wish to speak at a meeting, they should contact the CVRD legislative services department to request to appear as a delegation.

In the event of an emergency the public gathering place is the parking lot outside the boardroom.
 
 
AGENDA
 
    Section Who Votes How Vote Counted
   
A. RECOGNITION OF TRADITIONAL TERRITORIES:
B. DELEGATIONS:
C. MANAGEMENT REPORT:
Electoral Areas Services Committee management report dated August 2019 for receipt. [Item
208All1 person/1 vote
 
D. REPORTS:
1) ADVISORY PLANNING COMMISSION MINUTES
 
Minutes of the Electoral Area A Advisory Planning Commission meeting held July 16, 2019 for receipt. [Item
208All1 person/1 vote
 
Minutes of the Electoral Area C Advisory Planning Commission meeting held July 18, 2019 for receipt. [Item
208All1 person/1 vote
 
Minutes of the Electoral Area B Advisory Planning Commission meeting held July 23, 2019 for receipt. [Item
208All1 person/1 vote
 
2) ELECTORAL AREA A - DEVELOPMENT VARIANCE PERMIT DV 5A 19 - 3719 CAMERON ROAD (STAPLES)
 
Report dated July 30, 2019 regarding a Development Variance Permit that would increase the maximum regulated height of a house from 10 metres to 10.45 metres on the subject property for receipt. [Item
208 and 213A, B, C1 person/1 vote
 
Consideration of the addendum will be given regarding adjacent property owner comments relating to DV 5A 19 - 3719 Cameron Road (Staples).

Additionally, the Electoral Areas Services Committee will consider any comments or presentations from adjacent property owners in attendance at the meeting.
 
Recommendation:
 
THAT the Board approve the Development Variance Permit DV 5A 19 (Staples) to increase the maximum permitted height of the principal building from 10.0 metres to 10.45 metres on the property described as Lot B, Section 28, Township 11, Nelson District, Plan VIP77130, PID 025- 965-506 (3719 Cameron Road);

AND FINALLY THAT the Corporate Legislative Officer be authorized to execute the permit.
208 and 213A, B, C1 person/1 vote
 
3) ELECTORAL AREA B - DEVELOPMENT VARIANCE PERMIT DV 9B 19 - 1919 THURBER ROAD (BARNSLEY)
 
Report dated July 30, 2019 regarding Development Variance Permit to reduce the minimum rear yard setback for a secondary dwelling for receipt. [Item
208 and 213A, B, C1 person/1 vote
 
Consideration of the addendum will be given regarding adjacent property owner comments relating to DV 9B 19 - 1919 Thurber Road (Barnsley).

Additionally, the Electoral Areas Services Committee will consider any comments or presentations from adjacent property owners in attendance at the meeting.
 
Recommendation:
 
THAT the Comox Valley Regional District Board approve the Development Variance Permit DV 9B 19 (Barnsley) to:

1. Reduce the minimum rear yard setback for the proposed secondary dwelling from 7.5 metres to 5.0 metres; and

2. Reduce the minimum rear yard setback for the eaves of the proposed secondary dwelling from 5.5 metres to 4.5 metres;

for the property described as Lot 7, District Lot 91, Comox District, Plan 31278, PID 001-163-248 (1919 Thurber Road);

AND FINALLY THAT the Corporate Legislative Officer be authorized to execute the permit.
208 and 213A, B, C1 person/1 vote
 
4) ELECTORAL AREA B - DEVELOPMENT VARIANCE PERMIT DV 7B 19 - 5956 ALDERGROVE DRIVE (CLARKE)
 
Report dated July 30, 2019 regarding Development Variance Permit to reduce the minimum side yard road setback for the dwelling and to reduce the minimum side yard and front yard setback for the accessory building for receipt. [Item
208 and 213A, B, C1 person/1 vote
 
Consideration of the addendum will be given regarding adjacent property owner comments relating to DV 7B 19 - 5956 Aldergrove Drive (Clarke).

Additionally, the Electoral Areas Services Committee will consider any comments or presentations from adjacent property owners in attendance at the meeting.
 
Recommendation:
 
THAT the Comox Valley Regional District Board approve the Development Variance Permit DV 7B 19 (Clarke) to:

1. Reduce the minimum side yard road setback from 4.5 metres to 2.75 metres for the dwelling (2.5 metres to 2.15 metres for the eaves);

2. Reduce the minimum front yard setback from 7.5 metres to 6.0 metres for the accessory building (5.5 metres to 5.37 metres for the eaves); and

3. Reduce the minimum side yard setback from 1.75 metres to 1.3 metres for the accessory building (0.88 metres to 0.63 metres for the eaves).

For the property described as Lot 20, Block 29, Comox District, Plan 11986, PID 001-293-052 (5956 Aldergrove Drive);

AND FINALLY THAT the Corporate Legislative Officer be authorized to execute the permit upon receipt of a setback permit from the Ministry of Transportation and Infrastructure.
208 and 213A, B, C1 person/1 vote
 
5) ELECTORAL AREA C - DEVELOPMENT VARIANCE PERMIT DV 5C 19 - 8575 LORY ROAD (LOCKETT AND HOLEHOUSE)
 
Report dated July 30, 2019 regarding Development Variance Permit to increase the maximum building height from 6.0 metres to 6.91 metres for a partially constructed accessory building for receipt. [Item
208 and 213A, B, C1 person/1 vote
 
Consideration of the addendum will be given regarding adjacent property owner comments relating to DV 5C 19 - 8575 Lory Road (Lockett and Holehouse).

Additionally, the Electoral Areas Services Committee will consider any comments or presentations from adjacent property owners in attendance at the meeting.
 
Recommendation:
 
THAT the board approve the Development Variance Permit DV 5C 19 (Lockett and Holehouse) to increase the maximum building height from 6.0 metres to 6.91 metres for an accessory building at property described as Lot 7, Block 29, Comox District, Plan 28903, PID 001-453-793 (8575 Lory Road);

AND THAT the Corporate Legislative Officer be authorized to execute the permit. [Item
208 and 213A, B, C1 person/1 vote
 
6) BYLAW ENFORCEMENT SEMI-ANNUAL REPORT
 
Report dated August 7, 2019 regarding bylaw enforcement files and activities for receipt. [Item
209A, B, CWeighted
 
7) STRATEGIC PLANNING FOR ELECTORAL AREAS
 
Report dated July 30, 2019 regarding a response to a request by the Electoral Areas Services Committee to explore options associated with a strategic planning session dedicated to the electoral areas for receipt. [Item
208All1 person/1 vote
 
8) DENMAN WORKS! REQUEST FOR DENMAN ISLAND ECONOMIC DEVELOPMENT SERVICE RESERVE FUNDS TO SUPPORT ADDITIONAL 2019 LOCAL ECONOMIC DEVELOPMENT GRANTS
 
Report dated August 6, 2019 regarding a request from the Denman WORKS! Economic Enhancement Society to access funds from the Denman Island Economic Development service reserve to provide two additional community project grants to eligible applicants on Denman Island for receipt. [Item
207All1 person/1 vote
 
Recommendation:
 
THAT the 2019 – 2023 financial plan and capital expenditure program for the Denman Island Economic Development service, function 555, be amended by increasing operational grant expenditures by $27,000 in 2019 to be funded by way of a contribution from future expenditure reserve from reserves function #555.
207All1 person/1 vote
 
9) HORNBY ISLAND ARTS COUNCIL – COMMUNITY WORKS FUNDS REQUEST
 
Report dated August 7, 2019 regarding the request by the Hornby Island Arts Council for $175,000 in Community Works Funds (CWF) to support the construction of a new Arts Centre on Hornby Island for receipt. [Item
208All1 person/1 vote
 
Recommendation #1:
 
THAT the Comox Valley Regional District authorize the implementation of a formalized process as outlined in the August 6, 2019 staff report for the consideration of future requests from external non-profit organizations within the Comox Valley for financial support utilizing Community Works Funds
208All1 person/1 vote
 
Recommendation # 2:
 
THAT the request from the Hornby Island Arts Council (HIAC) for $175,000 in Community Works Funds (CWF) to support the construction of a new Arts Centre on Hornby Island be declined at this time based on:
• The anticipated high demand for CWF funds to support Comox Valley Regional District (CVRD) service related projects on Hornby and Denman Islands as outlined in the August 7, 2019 staff report;
• The lack of alignment between HIAC’s project proposal and the CVRD’s current strategic priorities as approved by the Board; and
• The perception of an unfair advantage being granted to HIAC when other Comox Valley non-profit organizations have not had a similar opportunity nor been made aware of such funds being available.
208All1 person/1 vote
 
10) CVRD GRANTS/FUNDING SERVICES – CRITERIA AND PROCEDURES REVIEW
 
Report dated August 7, 2019 regarding creating criteria for the various grant and funding services offered and administered by the Comox Valley Regional District for receipt. [Item
209AllWeighted
 
Recommendation:
 
THAT staff review the Electoral Areas Arts and Culture Grant service (function 615); Grant-In-Aid services (function 120-124); Denman and Hornby Recreation Grant Services (functions 605 and 606) and Heritage Conservation Service (functions 691 – 695), for the purpose of:
a. developing guidelines for applicants;
b. ensuring a transparent process and equal opportunity to funding;
c. determining if some initiatives should be funded by contract rather than relying on grant processes;
d. determining whether new community hall services are warranted; and
e. evaluating the possibility of consolidation of services or grant programs.

AND THAT staff bring back a report reviewing the above and providing recommendations.
209A, B, CWeighted
 
E. NEW BUSINESS:
F. ADDENDUM - UPON APPROVAL OF THE COMMITTEE:
Recommendation:
 
THAT the addendum be considered.
208All1 person/1 vote
 
1) Adjacent property owner comments regarding Development Variance Permit Application DV 5A 19 - 3719 Cameron Road (Staples)
 
Comments from property owners adjacent to the property pertaining to DV 5 A - 3719 Cameron Road (Staples) will be posted here prior to the meeting.
 
2) Adjacent property owner comments regarding Development Variance Permit Application DV 9B 19 - 1919 Thurber Road (Barnsley)
 
Comments from property owners adjacent to the property pertaining to DV 9B 19 - 1919 Thurber Road (Barnsley) will be posted here prior to the meeting.
 
3) Adjacent property owner comments regarding Development Variance Permit Application DV 7B 19 - 5956 Aldergrove Drive (Clarke).
 
Comments from property owners adjacent to the property pertaining to 7B 19 - 5956 Aldergrove Drive (Clarke) will be posted here prior to the meeting.
 
4) Adjacent property owner comments regarding Development Variance Permit Application DV 5C 19 - 8575 Lory Road (Lockett and Holehouse).
 
Comments from property owners adjacent to the property pertaining to DV 5C 19 - 8575 Lory Road (Lockett and Holehouse) will be posted here prior to the meeting.
 
G. MEDIA QUESTIONS:
H. IN-CAMERA:
Recommendation:
 
THAT the committee adjourn to an in-camera session pursuant to the following sub-section(s) of section 90 of the Community Charter:
90(1)(e) The acquisition, disposition or expropriation of land or improvements, if the committee/board considers that disclosure might reasonably be expected to harm the interests of the municipality.
208All1 person/1 vote
 
I. TERMINATION:
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