NOTICE OF MEETING
ELECTORAL AREAS SERVICES COMMITTEE


Monday, November 8, 2021
Civic Room, 770 Harmston Avenue, Courtenay, BC commencing at 10:00 am.

The chair of the committee will preside over the meeting according to the CVRD procedure bylaw. This meeting may include participation by members of the committee via electronic communication.

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. Live webcasts and recordings are available at www.comoxvalleyrd.ca/minutes-agendas

In the event of an emergency the public gathering place is the parking lot outside the Civic Room.
 
 
AGENDA
 
    Section Who Votes How Vote Counted
   
A. RECOGNITION OF TRADITIONAL TERRITORIES:
B. DELEGATIONS:
C. MANAGEMENT REPORT:
Electoral Area Services Committee management report dated November 2021 for receipt.
208All1 person/1 vote
 
D. REPORTS:
1) ADVISORY PLANNING COMMISSION MINUTES
 
The following items are presented for receipt:
208All1 person/1 vote
 
- Minutes of the Area C Advisory Planning Commission meeting held October 7, 2021; and
 
Note: The Area C APC minutes was replaced with revised minutes on Monday, November 8, 2021 at 8:38 am to reference the delegation.
 
- Minutes of the Agricultural Planning Commission meeting held October 14, 2021.
 
2) COMOX VALLEY EMERGENCY PROGRAM – SERVICE AGREEMENTS EXTENSIONS
 
Report dated October 5, 2021 regarding extension of the Comox Valley Emergency Program (CVEP) Service Administration Contract and Mutual Aid Agreements for receipt.
209A, B, CWeighted
 
Recommendation:
 
THAT Comox Valley Emergency Program Service Administration Contract and Mutual Aid Agreement be extended for two years;

AND FINALLY THAT written consent be received from the City of Courtenay, Town of Comox and the Village of Cumberland in support of the extensions.
209A, B, CWeighted
 
3) COMOX VALLEY REGIONAL DISTRICT FIRE DEPARTMENT OPERATIONAL GUIDELINES
 
Report dated October 25, 2021 regarding the annual updates to the Comox Valley Regional Distinct (CVRD) Fire Services Operational Guidelines Manual for receipt.
207All1 person/1 vote
 
Note: The above-noted staff report was updated to include Appendix A on Monday, November 8, 2021 at 9:49 am.
 
Recommendation:
 
THAT the Board endorse the updates to the Comox Valley Regional District Fire Department Operational Guidelines Manual as per Appendix A attached to the Comox Valley Regional District Fire Department Operational Guidelines staff report, dated October 25, 2021.
207All1 person/1 vote
 
4) UPDATE ON THE EXTENSION OF SEWER SERVICES SOUTH
 
Report dated November 4, 2021 regarding the status of the Sewer Extension South Project given the recent announcement of a new intake under the Investing in Canada Infrastructure Program for receipt.
208All1 person/1 vote
 
Recommendation #1:
 
THAT staff proceed with the development of a funding application strategy for the Sewer Extension South Project for consideration by the Electoral Areas Services Committee at its December 6, 2021 meeting.
208All1 person/1 vote
 
Recommendation #2:
 
THAT staff proceed with a virtual open house on November 30 and an in-person open house on December 2 at Union Bay Hall on the topic of sewer planning for the Royston and Union Bay communities.
208All1 person/1 vote
 
5) MOUNT WASHINGTON FIRE HALL – INTRODUCTION OF BYLAWS AND AAP LOGISTICS
 
Report dated November 4, 2021 regarding the required bylaws and alternative approval process logistics for the proposed Mount Washington Fire Hall Project for receipt.
207All1 person/1 vote
 
Recommendation #1:
 
THAT Bylaw No. 685 being “Mount Washington Resort Community Fire Protection Service Establishment Bylaw No. 433, 2016 Amendment No. 1” and Bylaw No. 686 being “Mount Washington Resort Community Fire Protection Service Loan Authorization Bylaw No. 686, 2021”, be introduced and read a first, second and third time;

AND FURTHER THAT the Board authorize participating area approval for Bylaw No. 685 to be given by the electoral area director consenting in writing in accordance with Section 349 of the Local Government Act;

AND FURTHER THAT the Corporate Officer be directed undertake an alternative approval process to determine the opinion of the electors with regard to Bylaw No. 686;

AND FINALLY THAT Bylaw No. 685 and Bylaw No. 686, together with the associated staff reports, be forwarded to the Inspector of Municipalities for approval.
207All1 person/1 vote
 
Recommendation #2:
 
THAT upon receiving approval of the Inspector of Municipalities of Bylaw No. 686 and as soon as applicable publication deadlines allow, Comox Valley Regional District (CVRD) staff be directed to publish the Notice of Alternative Approval Process in accordance with section 86(3)(a) of the Community Charter including the following information, as generally outlined in the staff report dated November 4, 2021;

a. 542 as the total number of eligible electors within the Mount Washington Resort Community Fire Protection Service Area as established by Bylaw No. 433 being “Mount Washington Resort Community Fire Protection Service Establishment Bylaw No. 433, 2016”, to which the Alternative Approval Process applies;

b. the Notice of Alternative Approval Process shall be published in the Comox Valley Record, as well as additional notice provided via the CVRD website;

c. the deadline for receiving elector responses shall be established as 4:30 pm on the next business day following the 30-day statutory elector response period, with the start date of the 30-day statutory elector response period being the first business day following the second publication date in the newspaper noted above;

d. the elector response form will provide for only a single elector response on each form and will be available at the CVRD offices and on the CVRD website from the first publication date of the Notice of Alternative Approval Process until the deadline of the elector response period as determined above; and

e. elector response forms are able to be submitted in any one of the following manners:

i. In person at: 770 Harmston Avenue, Courtenay, BC (Monday to Friday, 8:30 am - 4:30 pm, excluding Statutory Holidays);
ii. Via mail to: 770 Harmston Avenue, Courtenay, BC, V9N 0G8;
iii. Via fax at: 250-334-4358; or
iv. Via email attachment to: elections@comoxvalleyrd.ca
207All1 person/1 vote
 
6) BC SAFE RESTART GRANT PROGRAM FUNDING - SECOND INSTALLMENT ALLOCATIONS
 
Report dated November 5, 2021 regarding proposed allocations for the additional $402,000 BC Safe Restart funds prior to the December 31, 2021 deadline as set by the BC Ministry of Municipal Affairs for receipt.
208All1 person/1 vote
 
Recommendation:
 
THAT the Electoral Area Services Committee recommends to the Comox Valley Regional District Board that the $402,000 additional BC Safe Restart grant funding be allocated to support the initiatives as presented in the November 5, 2021 staff report.
208All1 person/1 vote
 
7) COVID-19 RESTART RECOVERY SECOND INTAKE OPPORTUNITY
 
Report dated November 4, 2021 regarding the last of Restart Funding provided to Comox Valley Regional Emergency Operations Centre to support organizations whom directly work or provide services to vulnerable community members impacted by COVID -19 for receipt.
208All1 person/1 vote
 
8) MACAULAY ROAD - MRANA EMERGENCY ROUTES/ROAD SAFETY
 
Report dated November 2, 2021 regarding options that could be considered in supporting the Macaulay Road and Area Neighbourhood Association (MRANA) to address road safety and emergency egress routes for receipt.
208All1 person/1 vote
 
Recommendation:
 
THAT staff work with the Ministry of Transportation and Infrastructure (MOTI) to develop the terms of reference and costs to complete a report to identify future alternative public access for Macaulay Road for consideration in the 2022-2026 budget planning process.
208All1 person/1 vote
 
9) HORNBY ISLAND - COMPOSTING TOILET STUDY FOLLOW-UP
 
Report dated November 3, 2021 regarding an update on the initiative to support the use of composting toilets on Hornby Island for receipt.
207All1 person/1 vote
 
Recommendation:
 
THAT staff continue to collaborate with the Hornby Island Residents’ and Ratepayers’ Association on development of a composting toilet residuals management program for Hornby Island.
207All1 person/1 vote
 
10) SEPTIC SYSTEM REGULATORY PROGRAM OPTIONS - UPDATE
 
Report dated November 3, 2021 regarding an update on septic system regulatory program implementation considerations for receipt.
208All1 person/1 vote
 
Recommendation:
 
THAT staff be directed to investigate options for environmental monitoring in the priority areas as identified in the staff report dated November 3, 2021.
208All1 person/1 vote
 
11) COMMUNITY WORKS FUNDS STATUS REPORT - OCTOBER 31, 2021
 
Report dated November 4, 2021 regarding a Community Works Fund (CWF) status report for the period ending October 31, 2021 for receipt.
208All1 person/1 vote
 
Recommendation:
 
To further explore projects highlighted in the November 4, 2021 Community Works Funds status report through the 2022 – 2026 financial planning process to determine allocations by spring 2022.
208All1 person/1 vote
 
E. NEW BUSINESS:
1) TELECOMMUNICATION ANTENNA POLICY
 
Correspondence dated October 27, 2021 from Director Grieve regarding the installation of various types of communication antenna systems within the rural areas for receipt.
208All1 person/1 vote
 
Requested Action:
 
THAT staff be directed to bring forward a telecommunications antenna policy that provides for a broader process for public consultation and relevant considerations.
208All1 person/1 vote
 
2) HIGHWAY REST STOP AMENITIES
 
Correspondence dated November 2, 2021 from J. Warren, Deputy Chief Admnistrative Officer, Comox Strathcona Waste Management Service, regarding advocating to the Ministry of Transportation to expand existing highway rest stop amenities to include additional locations for receipt.
208All1 person/1 vote
 
Requested Action:
 
THAT the following resolution be submitted to the Association of Vancouver Island and Coastal Communities 2022 Convention for consideration:

WHEREAS the Ministry of Transportation and Infrastructure maintains a network of rest areas along highways that include public amenities such as washrooms and waste receptacles;

AND WHEREAS increased travel and tourism throughout the province has led to rest areas and roadside stops, many without such services and facilities, being inundated with litter and general waste that pollutes adjacent forests, beaches and waters;

THEREFORE BE IT RESOLVED THAT that the UBCM request the Ministry of Transportation and Infrastructure to work with local governments, including regional districts and municipalities, to identify additional locations for provincial highway amenities to be established
208All1 person/1 vote
 
3) TREE REMOVAL AND WATER RETENTION
 
Correspondence dated November 5, 2021 from Director Hamir regarding tree removal and water retention in the rural areas, for receipt.
208All1 person/1 vote
 
Requested Action:
 
THAT a report be provided on options for the protection of forest habitat and tree canopy in the rural areas.
208 and 213A, B, C1 person/1 vote
 
Note: the agenda was updated at 9:00am on November 8, 2021 to insert the requested action.
 
F. ADDENDUM - UPON APPROVAL OF THE COMMITTEE:
G. MEDIA QUESTIONS:
H. IN-CAMERA:
Recommendation:
 
THAT the commission adjourn to an in-camera session pursuant to the following sub-section of section 90 of the Community Charter:

90(1)(k) Negotiations and related discussions respecting the proposed provision of a regional district service that are at their preliminary stages and that, in the view of the committee/board, could reasonably be expected to harm the interests of the regional district if they were held in public.
208All1 person/1 vote
 
I. TERMINATION:
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