REGIONAL DISTRICT OF MOUNT WADDINGTON

AGENDA – BOARD OF DIRECTORS MEETING

July 21, 2015 at 2:00pm, Regional District Office – 2044 McNeill Road, Port McNeill

Call to Order: The meeting shall be called to order at 2:00 pm

SECTION A – Agenda / Nominations / Delegations / Recognitions Adoption of Agenda: 1. Adopt the Agenda as circulated.

SECTION B – Minutes / Correspondence on the Table / Appointments Minutes:

1. Minutes of the meeting held June 16, 2015 Pages 1-7

Correspondence on the table:

2. a) District of Port Hardy Regular meeting minutes dated May 26/15; Committee of the Whole meeting minutes dated May 26/15; Town of Port McNeill Regular meeting minutes dated Jun 15/15, Jun 1/15; Village of Port Alice Regular meeting minutes dated Jun 24/15, Jun 10/15; Special Council meeting minutes dated Jun 26/15, Jun 17/15; Village of Alert Bay Regular meeting minutes dated May 25/15, May 11/15. b) Coal Harbour LCC minutes dated May 13/15, Apr 8/15, Mar 11/15. c) Cheque Register Report dated Jun 16/15 – Jul 20/15.

SECTION C – Staff Operation Reports Administrator’s Report:

1. Monthly report from the Administrator dated July 6, 2015 Page 8 2. Monthly Travel report dated July 21, 2015 Page 9

Economic Development: 3. Monthly report from the Manager of Economic Development dated July 21, 2015

a) Tourism Coordinator report dated July 14, 2015 Pages 10-11

Operations: 4. Monthly report from the Manager of Operations dated July 8, 2015 Page 12 5. Special report from the Manager of Operations dated July 8, 2015 Pages 13-14

Planning & Development 6. Monthly report from the Manager of Planning & Development Services dated July 14, 2015

Page 15

SECTION D - Financial Reports Monthly Finance Report:

1. Monthly report from the Treasurer dated July 14, 2015. Page 16 2. Monthly Single Source Report dated July 14, 2015 Pages 17-18

SECTION E - Committee Reports Committee Reports from Directors:

1. Recommendations from the Planning Committee meeting of July 21, 2015.

Page 2 RDMW Agenda SECTION F – Bylaws

NONE

SECTION G – Correspondence Correspondence: NONE

SECTION H – Director Reports / Other Business / Next Meeting Other Board Business:

NONE

Rural Updates: Area “A” – Broughton (Malcolm Island) Area “B” – Quatsino Area “C” – Rupert Area “D” – Nimpkish

Municipal Updates:

Village of Alert Bay Village of Port Alice District of Port Hardy Town of Port McNeill

Committee Meetings:

Next month Committee meetings as required

Next Month Meeting Date and Time:

Next month meeting August 18 at 2:00pm

Adjourn:

Motion to adjourn the meeting

REGIONAL DISTRICT OF MOUNT WADDINGTON

MINUTES MINUTES of the regular Board meeting of the Regional District of Mount Waddington held

Tuesday, June 16, 2015 at the Regional District Office, 2044 McNeill Road, Port McNeill. PRESENT: CALL TO ORDER:

Chair: D. Rushton Directors: H. Soltau, P. Wainwright, A. Hory, M. Berry, J. Allen, D. Dugas, H.

Bood, S. Ackland Staff: G. Fletcher-Administrator; J. Mackenzie-Treasurer; P. English-Manager of Economic Development; J. White-Tourism

Coordinator; P. Donaghy-Manager of Operations; L. Patterson-Recording Secretary Media: North Island Gazette Public: 1 The meeting was called to order at 2:03 pm.

SECTION A Adoption of Agenda: 113/15

1. Adopt the Agenda It was moved and seconded that the Agenda be adopted as amended:

• Correct Agenda date to June 16 CARRIED

Delegations: 2. Chris Vrabel, Deputy Fire Chief-Administration

North Island 9-1-1 Corporation • Operate and maintain fire dispatch and mapping system for dispatch

of 50 fire departments covering an area of approximately 56,000 square kilometers

• Two distinct and separate services provided: 911 Call Answer service and Fire Department dispatch service

• 911 Call Answer Service o Call 911 from anywhere in the 911 service area using a

landline or cell phone o Call Answer service decides if call is police, fire or ambulance

and transfers calls to RCMP Police dispatch in Courtenay; BC Ambulance dispatch in Victoria or Fire dispatch in Campbell River

o NI 911 contracts the call answer service to E-Comm who provides the majority of 911 call answer services in British Columbia and some fire dispatch

o VOIP 911 service limited to certain cell service providers, if the service provider offers it, calls are routed to Northern 911 in Sudbury, ON, they transfer the call to the appropriate provincial operator who then transfers to the call answer service

o In 2014 more than 60,000 calls answered, about 5000 of those were abandoned calls

• Fire Department Dispatch o Fire Dispatch centre is located in Campbell River; dispatches

to 50 fire departments, systems have been built up over the last 15 years

o Two fire dispatchers on a 24/7 basis with the option to increase to four during storm or other major events; fully functional backup centre located 3km away from the primary centre

o Fire dispatch receives more than 70% of calls from BC Ambulance Victoria; their two systems are digitally linked and fire departments are dispatched within 30 seconds of receiving a call

o Fire dispatch maintains excellent in-house mapping which is

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 2 of 7

more detailed and accurate than the Provincial Digital Road Atlas

o Operate and maintain radio sites; Dogwood Tower site also generates revenue from communications companies

o In 2014 received 15,000 calls and dispatched 9,061 of which 4,381 were first responder medical calls

• Abandoned calls are a big issue, resources are tied up in responding to calls

• Fires in unserviced areas are transferred to the Coastal Fire Centre who determine the response and may request a local station to attend

• Satellite communications do not have 911 service however satellite providers can transfer 911 calls to the appropriate provincial operator

SECTION B Minutes: 114/15

1. Minutes of the meeting held May 19, 2015.

It was moved and seconded that the minutes of the Regional District of Mount Waddington board meeting held May 19, 2015 be adopted.

CARRIED

Correspondence on the table: 115/15

2. a) District of Port Hardy Regular meeting minutes dated May 12/15, Apr 28/15; Special Council meeting minutes dated May 12/15; Committee of the Whole meeting minutes dated May 4/15, Apr 28/15; Town of Port McNeill Regular meeting minutes dated May 4/15, Apr 20/15; Public Consultation meeting minutes dated Apr 20/15; Special meeting minutes dated May 6/15; Village of Port Alice Regular meeting minutes dated May 13/15; Village of Alert Bay Regular meeting minutes dated Apr 27/15, Apr 13/15, Mar 23/15, Mar 9/15; Special Council meeting minutes dated Mar 18/15, Mar 12/15, Mar 11/15.

b) Malcolm Island APC minutes dated May 25/15. c) Cheque Register Report dated May 19/15 – Jun 15/15. It was moved and seconded that the correspondence on the table be received and filed.

CARRIED

SECTION C- STAFF REPORTS: Administrator’s Report:

R. Patriquin Appointment to CHLCC 116/15 117/15

1. Monthly Report from the Administrator dated June 10, 2015. • Coal Harbour Local Community Commission

It was moved and seconded that Ray R. Patriquin of Coal Harbour be appointed to the Coal Harbour Local Community Commission effective June 16, 2015 and continuing to the next local government election in 2018.

CARRIED

• NIREP meeting in Port McNeill on Jun 11 with 20 participants • 911 Administrators meeting next week regarding a possible service

area expansion • New ARBOC bus delivered, not yet in service, waiting for an

additional farebox structure; Warranty issues of previous Arbocs make keeping an additional spare available more efficient than bringing a fleet spare from Nanaimo

• UBCM – deadline to make appointments – August 14 It was moved and seconded that the June 2015 report from the Administrator be received and filed.

CARRIED

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 3 of 7

118/15

2. Travel Report dated June 16, 2015. It was moved and seconded that the June 2015 Travel Report be approved.

CARRIED

Economic Development Report: Boardroom Expansion Plan and Canada 150 Grant Application 119/15 Letter of Support-Village of Port Alice Canada 150 Application 120/15 Federal Funding Grant Programs Application Extension 121/15

‘Namgis-Alert Bay Farmers Market Rural Tourism Action Grant 122/15 Sointula Chutzpah Festival Rural Tourism Action Grant 123/15 Brooks Bay Cable Port Alice Microwave Bandwidth Project Application Letter of Support 124/15

3. Monthly report from the Manager of Economic Development dated June 16, 2015. • Town of Port McNeill approved entering into an invasive weed

eradication program partnership with RDMW • Province has contributed $8000 for the weed eradication program on

behalf of MOTI • Proposed Board Room expansion grant application

It was moved and seconded that the Boardroom Expansion Plan and the associated application to the Canada 150 Community Infrastructure Program for $151,110 and the expenditure of $151,110 as a matching contribution to the project be approved.

CARRIED

• Village of Port Alice is preparing a Canada 150 grant application on behalf of the Port Alice Arena and requests a letter of support

It was moved and seconded that a letter of support be provided to the Village of Port Alice in support of their application to the Canada 150 Community Infrastructure Program to fund upgrades to the Port Alice Arena.

CARRIED

• Directors expressed concerns about short application deadlines and the requirement to have shovel-ready projects; this is an issue that can be brought to UBCM

It was moved and seconded that a letter be sent to Western Economic Diversification Canada to request that in view of the short application period that an extension to the deadline be considered.

CARRIED

• Recommendations from Electoral Area Directors Committee: It was moved and seconded that the recommendation from the Electoral Area Directors Committee to provide funding to the ‘Namgis First Nation in the amount of $700 to assist with marketing of a Farmers Market in Alert Bay be approved.

CARRIED It was moved and seconded that the recommendation from the Electoral Area Directors Committee to provide funding to the Sointula Chutzpah Festival in the amount of $1000 be approved.

CARRIED 4. Report Addendum from the Manager of Economic Development dated June 16, 2015.

• Network BC has invited Brooks Bay Cable to apply for funding from the Connecting BC Program through the Northern Development Initiative Trust

• Brooks Bay Cable will be submitting two applications to fund equipment installation and upgrades to provide high speed internet access to Port Alice

A. It was moved and seconded that the application to Northern Development

Initiative Trust from Brooks Bay Cable Corp. for a grant of $150,000 for the Port Alice Microwave Bandwidth project from the Connecting British Columbia account be supported.

CARRIED

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 4 of 7

Brooks Bay Cable Port Alice Bandwidth Infrastructure Project Application Letter of Support 125/15 126/15 127/15

B. It was moved and seconded that the application to Northern Development

Initiative Trust from Brooks Bay Cable Corp. for a grant of $75,000 for the Port Alice Bandwidth Infrastructure Project from the Connecting British Columbia account be supported.

CARRIED

• Growing Malcolm Island Report prepared by EcoPlan was nominated for and subsequently received an award from the Canadian Planning Association

• Public meeting in Woss June 17 hosted by the Woss Management Committee regarding the proposed Woss Telus Cell Tower

It was moved and seconded that the June 2015 reports from the Manager of Economic Development be received and filed.

CARRIED

a) Tourism Coordinator report dated June 9, 2015. • Visitor Experience Survey launching this week and closes after

the Labour Day weekend It was moved and seconded that the June 2015 report from the Tourism Coordinator be received and filed.

CARRIED

Operations Report: Telegraph Cove Road Repair-M. Balcke Contracting Agreement 128/15

4. Monthly Report from the Manager of Operations dated May 12, 2015. • Winter Harbour recycling depot is complete except for the installation

of a chain link fence • Manager has received a proposal from a local contractor to provide a

unique repair solution for a section of Telegraph Cove Road that is settling o No formal RFP process was completed although two

proposals for this same repair were received from contractors last year that utilized a traditional repair solution and were significantly higher in cost

o Directors expressed the need for taxpayers to get the “best bang for their buck” and an RFP process is a consistent method for achieving this goal

o Expenditures specific to an area may be approved by the Area Director, an agreement would then be approved by the Board

It was moved and seconded that conditional approval be given to enter into a contract with Mike Balcke Contracting Ltd. in the amount of $18,350 to repair the Telegraph Cove Road pending positive recommendation of the proposed system from Dan Olson, Ministry of Transportation and Infrastructure and confirmation from Engineer John Motherwell that this system would be suitable for use in this application.

CARRIED H. Bood Opposed

• Possible changes to Printed Paper and Packaging (PPP) Recycling

o Proposal for a second stewardship program in addition to MMBC

o Draft plan does not provide enough information as to how rural communities will be impacted; webinar on Jun 18

o Consultation period ends July 24th • Director Dugas queried if 7 Mile Landfill & Recycling Centre will be

impacted by the Sperling Hansen Technical Recommendations in the Circulation package o 7 Mile is in good shape thus far because a robust leachate

treatment system is already in place • Director Dugas has received multiple comments regarding the old

Keogh Gen Site appearing to become a derelict vehicle dump site

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 5 of 7

129/15

o Caretaker has a contract with BC Hydro to undertake mechanical work, the expectation was that the work would be in the building

o RDMW staff will need to contact BC Hydro to ensure they follow-up on their sub-lease conditions

It was moved and seconded that the June 2015 report from the Manager of Operations be received and filed.

CARRIED

Planning Recommendations: Cliffe Point Subdivision Frontage Reduction 130/15 Cliffe Point Subdivision Cash in Lieu of Parkland Dedication 131/15

5. Cliffe Point Properties Ltd. Subdivision (Quatsino Sound, Area B) It was moved and seconded that in accordance with Section 944(2) of the Local Government Act, a reduction in the statutory minimum frontage requirement of Section 944(1)(a) of that Act, for proposed Lot 13, Fractional East ½ of Section 9, Township 18, Rupert District, from 62.6 metres to 55 metres is hereby approved.

CARRIED

It was moved and seconded that cash in lieu of parkland dedication in the amount of $30,000 be requested for the subdivision proposal (SUB-2014-01 Cliffe Point Holdings, Quatsino Sound) pursuant to Section 941(1)(b) of the Local Government Act; AND FURTHER THAT the cash in lieu payment of $30,000 be deposited in to the RDMW Parks and Recreation Reserve Fund for future parkland acquisition in strategic locations.

CARRIED

SECTION D FINANCIAL REPORTS: 2014 Statement of Remuneration & Expense Report 132/15 2014 Audited Financial Statements 133/15 134/15

1. Presentation of 2014 Statement of Remuneration and Expenses Report

[(s) 814 LGA, (s) 168 CC] It was moved and seconded to approve the 2014 Statement of Remuneration and Expenses Report.

CARRIED 2. 2014 Audited Financial Statements

• MNP review of Audit Findings Report o Awarded unqualified audit report

• Treasurer review of 2014 Audited Financial Statements o Assets to liabilities ratio of 3.67-RDMW is in sound financial

health o Current financial assets to all liabilities ratio of 2.94 indicating

financial resources are on hand to finance future operations It was moved and seconded that the 2014 Audited Financial Statements be approved and submitted to the Ministry of Community, Sport and Cultural Development.

CARRIED 2. Monthly Single Source Report dated June 9, 2015. It was moved and seconded that the June 2015 Single Source awards report be approved.

CARRIED

SECTION E COMMITTEE REPORTS:

NONE

SECTION F – BYLAWS

1. Bylaw No. 888 cited as “Coal Harbour Sewer Rates and Regulations Amendment Bylaw No. 888, 2015” to be read a first, second and third time.

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 6 of 7

Bylaw No. 888 1st, 2nd & 3rd Readings 135/15 Bylaw No. 888 Adoption 136/15

It was moved and seconded that Bylaw No. 888 be read a first, second and third time.

CARRIED 2. Bylaw No. 888 to be adopted. It was moved and seconded that Bylaw No. 888 be adopted.

CARRIED

SECTION H Other Board Business:

NONE

Rural Updates:

Area “A” – Broughton (Malcolm Island) • Cut the ribbon on the new emergency services generator at the

school • Malcolm Island Seniors have developed and distributed a Seniors

Services and Assisted Living survey • Canada Day Celebration and Regatta, July 1st at the breakwater

Area “B” – Quatsino

• Successful Van Isle 360 weekend, 48 boats arrived (2 turned back due to mechanical issues), 460 servings at the barbeque-thanks to the community and local businesses

• Still hearing comments that the Winter Harbour road is closed, BCTS South 700 is closed but the industrial road is open

Area “C” – Rupert

• Fire Hall renovation is complete, this work may add another 40 years of life to a 40 year old building

• Coal Harbour Community is hosting a pig roast on July 18 • Met with Hyde Creek residents regarding high speed internet

concerns and options Area “D” – Nimpkish

• Warm and dry weather led to a shutdown last week • Heritage park was leveled and worked on • Public meeting tomorrow night regarding the proposed cell tower in

Woss

Municipal Updates:

Village of Alert Bay • Economic Development Manager posting closes June 26, 9

applications received so far • June Sports soccer this weekend • Working on development of the Community (Farmer’s) Markets

which will be held this summer in conjunction with the pocket cruises (6 total)

Village of Port Alice

• Parade, games, barbeque and fireworks for the Canada Day celebration

• Port Alice 50th Anniversary on the August long weekend, 450 people registered to attend

• New Principal, Heather Johnson, starting at Seaview Elementary in the fall

• Meeting with Vice President from Neucel tomorrow evening; Neucel has requested a reduction in taxes

District of Port Hardy

• Looking for the minutes of the North Island Heritage Society-the AGM has not taken place yet

• First Nations Relations Committee resolution to host a community-to-

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RDMW Minutes June 16, 2015 – Prior to Adoption Page 7 of 7

community (C2C) forum in September; grant applications are being prepared to facilitate this event. Would like to have all north island communities be part of the C2C; P. English will look into this opportunity and report back at the July meeting

• Filomi Days July 17-19, theme is logging and the community would like to see more float entries for the parade

• Canada Day celebrations taking place at Carrot Park Town of Port McNeill

• First Nations cultural event in May at the Harbour, 400 school children participated

• Town has provided $5000 to organize Orca Fest this year on Aug 15 • Logger Sports June 26 & 27 • Council hosted a dinner last night with two new Port McNeill doctors

who will be in the community for at least three years

• A showing of “A Man with No Borders” about Gilbert Popovich on July 18 at 1pm at the Alert Bay Legion

Committee Meetings:

Committee meetings at the Call of the Chair

Next Month Meeting Date:

Next month meeting July 21, 2015 at 2:00 pm

Adjourn: 137/15

It was moved and seconded to adjourn the meeting at 4:20 pm.

CARRIED

CERTIFIED CORRECT: SECRETARY CHAIR

Page 7 of 18

REGIONAL DISTRICT OF MOUNT WADDINGTON

REPORT

TO: BOARD FROM: Greg Fletcher, Administrator SUBJECT: July 2015 Administration Report DATE: July 6, 2015 __________________________________________________________________________________ Parks - Both Link River and Bere Point have been busy early in the season. UBCM – Directors should register before August 7th to avoid late charges. Topics for meetings with provincial officials will also need to be finalized before the August Board meeting. Holidays - I will be back from holidays on August 4th. Respectfully Submitted,

Greg Fletcher Greg Fletcher, Administrator

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REGIONAL DISTRICT OF MOUNT WADDINGTON

Travel Report

TO: BOARD FROM: Greg Fletcher, Administrator SUBJECT: July Travel Report DATE: July 21, 2015 Authorization required for the following travel outside the RDMW:

Name Purpose Location Date Est. $ Jamie Hamilton GFOA Boot Camp Victoria August 16-20 $2368.18

Motion Required.

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REGIONAL DISTRICT OF MOUNT WADDINGTON

REPORT TO: Chair and Directors FILE NO. 315.03 FROM: Pat English, Manager of Economic Development SUBJECT: Monthly Report DATE: July 21, 2015 _____________________________________________________________________________

During the past month, I undertook the following economic development activities: Grants: • The province is reviewing our application for funding from Work BC for a job creating program targeting

eradication of Knotweed. I have been advised that it is unlikely that a decision on funding will be available until mid-August and that implementation will be delayed until early September. In view of this timeline, I revised the work program to reduce the operating period from 15 weeks to 8 weeks, recognizing that by the end of October weather would like curtail our work for the season. It is not certain at this time if the Province will accept the reduced program as an eligible project for funding.

Other Matters: • The Planning Manager and I met with Simon Harvey who is planning to establish a medical marijuana

facility on land in the Cape Scott area. Mr. Harvey has been advised that in February 2014 the Regional District Planning Committee directed staff to prepare zoning bylaw amendments that would prohibit the production of marijuana for medical purposes in residential, commercial, rural and recreational zones and accordingly, a rezoning of the Cape Scott property to an industrial zone would be required to accommodate his proposal.

• We have been advised that ICET and MJTST are contributing $30,000 to the Regional District to work

with North Island communities to prioritize regional economic initiatives for implementation. I am meeting with MJTST representatives later this month and will provide additional information on this initiative at the Board meeting in August.

• I attended a Telus open house/information session in Woss on the erection of a cell tower on the Telus

property. This session was hosted by Telus who had 6 representatives available to provide information to the approximately 30 community members who attended. The Manager of Planning will provide additional information during his report.

Respectfully submitted,

Manager of Economic Development

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July 14, 2015 Pat English Manager of Economic Development Regional District of Mount Waddington P.O. Box 729 Port McNeill, BC Canada Re: Vancouver Island North Tourism Report; June/July 2015 Visitor Experience Survey Ballot Collection

Submitted over 250 ballots from 14 locations in first round of collection, remaining 6 locations submitted ballots by mail in self-addressed and stamped envelopes

Response rate yet to be determined as visitors receive the first wave of electronic surveys by email Community Tourism Foundations

Final plan document circulated to all planning session participants and the Vancouver Island North Tourism Advisory Committee

The plan will be reviewed by the advisory committee at the fall planning sessions Remarkable Experiences Pilot Project

8 tourism businesses have confirmed their participation in the Remarkable Experiences program being delivered through Destination British Columbia

Pre-program research will begin in July

Education and experience design modules will begin in the fall

Destination BC Co-operative Marketing Partnerships Program

Received notification on June 30 of the new co-op program guidelines being implemented for Destination BC, this program will replace the existing Community Tourism Opportunities program

Vancouver Island North Tourism will be eligible to apply for the Open Pool of funds, the minimum application amount is $20,000 and the maximum is $250,000

Eligible activities will include online marketing, paid advertising, print/online collateral, market research, and consumer shows

Applications will be collectively reviewed against four criteria categories: increased tourism revenue in BC, building Super, Natural British Columbia Brand Equity, strength of the marketing plan, resources to execute the program effectively

Applications will be accepted from November 1 to December 31, 2015; Review and approval will happen by the end of January 2016

Additionally;

Sales have begun for the Vancouver Island North Tourism cooperative ads in the annual Tourism Vancouver Island Vacation Guide and Outdoor Guide

The online community event calendar has been updated with all North Island events that have been shared with Vancouver Island North.

Respectfully Submitted,

Joli White, Tourism Coordinator Vancouver Island North 250 902-8281 | joli@vancouverislandnorth.ca

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REGIONAL DISTRICT OF MOUNT WADDINGTON

REPORT

TO: Chair and Directors FILE NO. 315.04 FROM: Patrick Donaghy, Operations Manager SUBJECT: July Report DATE: July 8, 2015 The Manager of Operations has been on vacation for much of the period since the last Board meeting so the following report is brief. It is expected that the repairs to Telegraph Cove Road whose funding the Board approved at the last meeting should be completed by the July meeting. With this project competed, the RDMW will substantively have completed most of the repairs to the road identified in the Motherwell report released in 2014 with the exception of some crack sealing which hopefully can be accomplished by the end of 2015 dependent upon the availability of qualified contractors. The Manager of Operations and the four fire chiefs of Coal Harbour, Sointula, Hyde Creek and Woss have made initial contact with the developers of the FirePro management software with the intent of exploring the opportunities to better track training and other requirements of firefighting operations. These efforts if successful should reduce the administrative burdens on the fire departments and prepare them for Fire Commissioner’s Play Book requirements which will become active come June 2016. The Regional District has also received a letter from the Minister of Environment, Mary Polak, approving the amendment to the RDMW Solid Waste Management Plan to bring the community of Quatsino into the Regional Solid Waste Program. The Manager of Operations will now work with the residents of Quatsino to establish their local solid waste service. The Coal Harbour LCC has recommended to the Director of Area C that $5,000 be allocated for the necessary equipment needed to establish a proper office in the upgraded fire hall. The funds are sourced exclusively from Coal Harbour’s local service budget but it is requested that the Board approve this allocation. Other endeavours that will hopefully be completed by the July Board meeting include the Sointula Capital Asset Management Plan and the power kiosk upgrade project for Coal Harbour. Finally, the Manager of Operations would like to bring attention to the Special Report regarding the StewardChoice plan that is under a consultation process. If there should be any questions, please contact me at your convenience. Respectfully submitted _________________________________________ Patrick Donaghy PEng, MSc Manager of Operations

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REGIONAL DISTRICT OF MOUNT WADDINGTON

REPORT

TO: Chair and Directors FILE NO. 315.04 FROM: Patrick Donaghy, Operations Manager SUBJECT: Special Report Regarding The Proposed StewardChoice Plan DATE: July 8, 2015 The following report is in response to the StewardChoice’s consultation process regarding the opportunity to review the updated Packaging and Printed Paper (PPP) Stewardship Services Plan v3.0 (Plan 3.0). On June 18, 2015, the Manager of Operations from the Regional District of Mount Waddington (RDMW) participated in an online meeting with StewardChoice that reviewed the key points of Plan 3.0 and posed questions to the presenters. Based on reading Plan 3.0 and what was learned from the online meeting, the following details the Manager of Operations’ concerns regarding the proposed plan. A review of the Plan 3.0 document results in more questions than answers as specifics regarding quality control and how the program will function are very limited. Given that Multi Material BC’s (MMBC) program has been operational for over a year, it is critical that any new program being proposed to run parallel to it must be clearly laid out so that its potential impacts, both positive and negative can be assessed. Unfortunately, the Plan 3.0 document is too vague and only hints at what the proponents have in mind. That being said, one element hinted at in the written document and more or less confirmed in the online presentation’s question and answer session is very troubling. The RDMW’s biggest concern is the first item of the table in section 1.4 where it states that the PPP material will be owned by the Recycling Services Companies (RSCs). RSCs being interpreted as any organization that contracts to StewardChoice to collect recyclables either through depots or by a curbside collection program. Based on the response provided at the online session’s question and answer, this program will only pay for the collection of PPP after which the material is no longer the responsibility of StewardChoice. This delivery model would be a huge retreat of responsibility by the participating retailers/manufacturers of PPP in relation to MMBC’s program and would represent a significant burden on remote communities. For many communities, especially small and/or remote ones, the majority of costs for diverting materials from the waste stream lie outside of manning a depot or having a truck go house to house picking up curbside recycling. The costs of getting materials to a processing plant, baling the materials so they can be shipped and then transporting said materials to a broker far outweigh collection costs. This is doubly so for small remote communities and experience shows the remuneration received for the tonnage sent comes nowhere near the handling cost. The cost potential is heightened when markets are not peaking or worse, are tanking. Anyone in the recycling business will remember 2008 where steel was getting around $200/tonne in January and $20/tonne by December. The MMBC program has retailers/manufacturers cover the total cost of diverting PPP from the waste stream including all transportation and preprocessing costs and it compensates depots at a set cost per tonne for the material received. There have been times that cardboard prices far exceeded MMBC’s compensation but the price offered is representational of market prices for the past five years. MMBC also has the headache of managing the unexpected such as Vancouver port strikes and Chinese green walls which can jam the system up leaving recycling material piling up and overwhelming a community’s recycling facility. Potentially, if StewardChoice’s PPP manufacturers/retailers clients are not exposed to the burdens of ownership of the PPP material, the SC can charge far lower fees giving these clients a competitive advantage over those companies who signed up with MMBC. By charging a lower price, StewardChoice would siphon off support from MMBC as PPP producers would migrate towards a cheaper option. Inevitably MMBC would need to cost rationalize its program likely at the expense of smaller remote communities whose

Page 13 of 18

unit costs are far higher than large urban centers. This negative outcome is heightened, as SC’s proposal shows no real commitment to servicing all of British Columbia as compared to MMBC’s start up where every local government and First Nation community was offered the opportunity to join the PPP stewardship program with no preference given to size or location. Beyond the issue of PPP producers needing to bear the full cost of diverting their materials from the waste stream, the RDMW should take issue with the contention that a parallel program is required to fill in the gaps of orphaned communities who are not covered by MMBC’s services. It is the RDMW’s understanding that MMBC would expand its coverage to unserved communities but lacks the resources to do so because some PPP generating businesses or sectors of the economy refuse to meet their legal obligations despite the British Columbia (BC) Recycling Regulation (B.C. Reg. 449/2004) under the Environmental Management Act coming into effect as of May 2014. There is no real assurance that hold-outs to the regulations would rally to StewardChoice’s banner. More likely financial support would come from PPP producers migrating away from MMBC to StewardChoice as its represents a lower level of responsibility in regards to their stewardship responsibilities. The last issue that the RDMW should raise relates to the level of contamination of PPP collected that will be determined by what is acceptable to the RSC. The absence of a consistent standard of performance regarding contamination degrades the overall market value of recyclable materials coming from British Columbia that impedes reutilization and contributes to greater wastage. Without consistent standards, how can RSCs be audited and held accountable? A tonne of material collected with 3% contamination versus 20% contamination (which is not without precedent) is a significant deviation. In conclusion, the RDMW should insist that the Province reject any plan that does not meet the following requirements as MMBC has demonstrated they can be met over a broad cross section of communities: Stewardship programs must cover the total costs of diverting PPP materials from the street front of a house or the local recycling depot through to the brokers who purchase the materials. That depots be compensated on a per tonnage basis for materials received based on established long-term market based prices. Furthermore, the RDMW should strongly recommend that the Province bring all PPP producers into compliance with the British Columbia (BC) Recycling Regulation (B.C. Reg. 449/2004) by the end of 2015. It is only through this action that “orphaned” communities can gain the benefit of MMBC’s services which their residents are paying for in their daily purchases. If you should wish to discuss the contents of this report, please contact me at your convenience. Respectfully submitted _________________________________________ Patrick Donaghy PEng, MSc Manager of Operations

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TO: Board of Directors File: 315.05

FROM: Jeff Long, Manager of Planning & Development Services

SUBJECT: May – June, 2015 Planning & Development Services Summary Report

DATE: July 14, 2015

Greetings to the Board of Directors, I am pleased to be back working for the Regional District of Mount Waddington after an almost three year absence during which I was employed with the District of Port Hardy in a position that has helped me to broaden my experience in local government administration. I hope to utilize this new experience in my role here at the Regional District. I look forward to re-establishing prior working relationships and establishing new ones with the new faces at the Board table as well as those amongst staff, and the Regional District’s Local Community Commission and Advisory Planning Commissions. I have been at the Regional District for just over two weeks now and in the first week, I was able to spend significant time with Administrator Fletcher over four days to discuss and get up to speed on a variety of planning and administrative matters. The administrative items are of particular importance given that Administrator Fletcher is away on holidays for the month of July and I am attending to those in his absence. Given that this position has been vacant for almost two months, there is quite a bit of catch up to do and this has become readily apparent to me during my short time here. In addition, there is no list of active planning files available that identifies the status of each that I can use to do so. As a result, I am undertaking a review of all paper files in the planning office and 2014/2015 electronic planning files with a view to compiling such a list to help guide my work efforts. Day to day application submissions by the public are a priority. All telephone messages from the past nine weeks and emails sent to me since I started on June 29th are caught up. While I have been trying to get through email messages, there are still almost three hundred that have been sent to my predecessor that I must review to determine if a response or action is required. I will have a more traditional monthly report available for next month’s Board meeting. Respectfully submitted,

Jeff Long Manager of Planning & Development Services

REGIONAL DISTRICT OF MOUNT WADDINGTON

PLANNING & DEVELOPMENT SERVICES

MONTHLY REPORT

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REGIONAL DISTRICT OF MOUNT WADDINGTON

REPORT

FILE NO. 315.06 TO: Regional District Board: Meeting to be held 21 July 2015 FROM: Treasurer SUBJECT: Monthly Report DATE: 14 July 2015 ______________________________________________________________________

Finance Department clerical staff continue to deal competently with their core responsibilities as they grow more and more familiar with the complexities of their work with the RD. In this regard they are both looking forward to their upcoming educational courses at MATI and Boot Camp respectively. The Treasurer continues to work with the Auditors regarding Regional Hospital Board matters and various non-material matters arising from the 2014 audit of the R.D. on which we want mutual agreement going forward. Respectfully submitted Joe Mackenzie Treasurer.

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July 14, 2015 Single Source Report Page 1 of 2

REGIONAL DISTRICT OF MOUNT WADDINGTONSingle Source Awards

TO: BOARD

FROM: Jamie Hamilton, Finance Clerk

DATE: July 14, 2015

Policy # II - 2:1 Tendering Procedure and Policy requires that instanceswhere there has been a single source procurement or the lowest quote has not been accepted the reasons therefore shall be reported to the next meeting of theBoard for information, the following is submitted:

Single Source Procurements

DATE CHEQUE # PAYABLE TO AMOUNT SERVICE30-May 47934 Macandale's 132.16$ Compactor rental Knotweed project

30-May 47883 Port McNeill Enterprises 3,122.56$ Concrete mix/drop off Woss TS Ramp

08-Jun 47880 K&K Electric 206.69$ 7 Mile main baler repair

08-Jun 47881 Mike Balcke Contracting 3,197.25$ Telegraph Cove Rd asphalt patch

08-Jun 47885 Windsor Plywood 2,442.65$ Woss Rec Centre stairs

08-Jun 47885 Windsor Plywood 246.29$ Woss Transfer Stn cement pad

08-Jun 47955 Van Houtte Coffee Services 447.30$ Coffee supplies/Hot Choc Arena

08-Jun 47878 Art's Landscaping 1,383.38$ Concrete for MI TS

08-Jun 47878 Art's Landscaping 5,617.50$ Develop 5 new campsites Bere Point

10-Jun 47893 Hi-Pro Sporting Goods 821.18$ Arena protective netting

10-Jun 47893 Hi-Pro Sporting Goods 656.25$ Arena board cleaning

10-Jun 47893 Hi-Pro Sporting Goods 2,187.87$ Arena panel painting/logos

10-Jun 47893 Hi-Pro Sporting Goods 2,305.31$ Arena board painting/ad board kits

10-Jun 47890 CLN Machining and Fabricating 560.03$ Arena custom light socket holes

10-Jun 47965 Black Cat Repairs 4,189.58$ Brake repair/backing plate CH Fire truck - 1989 F800

11-Jun 47917 Island Foods 216.30$ Cardboard pickup MI TS

17-Jun 47974 Monk Office Supply 141.61$ Ink toners for 7 Mile printer

18-Jun 47929 The Source 330.39$ Cell phone/SIM/Case new Planning Mgr

18-Jun 47923 Monk Office Supply 167.83$ Ink toners for office printer

18-Jun 47915 Henlors Mechanical 150.42$ Mechanic for Forklift 7 Mile

18-Jun 47909 A Step A-Head Engine 1,030.84$ Forklift/skid steer repair/mntce 7 Mile

18-Jun 47914 Global Industrial Canada 1,135.73$ Water refilling station

19-Jun 47935 Parr's Construction 5,786.80$ CHFD exterior lighting upgrade

22-Jun 47938 Northern Lights 252.00$ REP lunch meeting

22-Jun 47938 Northern Lights 138.60$ Board lunch meeting

22-Jun 47948 CLN Machining and Fabricating 192.30$ Zamboni repair Arena

22-Jun 47942 Island Scales Ltd 2,141.16$ Repair of scale at 7 Mile

22-Jun 47939 Cleartech Industries 959.25$ Soda Ash for CH Water

22-Jun 47951 Busy B's Distributin 358.85$ Choc bars/chips/dogs for Arena

22-Jun 47953 Island Foods 306.88$ Beverages/cream for Arena

22-Jun 47950 Nevco Inc 808.01$ Rear lighting Captions Scoreboard Arena

26-Jun 47957 Henlors Mechanical 1,420.46$ Repairs to Forklift 7 Mile

29-Jun 47985 Western Traffic Ltd. 415.80$ Traffic control TC Rd repair (Mike Balcke)

02-Jul 47994 Alternative Fire Extinguisher 249.42$ 1 New extinguisher for Arena

02-Jul 47998 Sunco Plywood 239.03$ Galvanized chain/shackles for Huson caves

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July 14, 2015 Single Source Report Page 2 of 2

02-Jul 47998 Sunco Plywood 302.85$ Reinforcing mesh for Woss TS ramp (Ed Noble)

02-Jul 47998 Sunco Plywood 1,480.68$ Chainlink fencing for Woss Rec Heat pump at Community Hall (Tony Freund)

02-Jul 48000 Crocker Equipment 6,184.97$ Zamoni service/new tires Arena

03-Jul 48006 Planet Clean 138.02$ 4 EZ reachers for Parks

03-Jul 48001 K&K Electric 4,200.00$ Woss Rec Pool lighting GASTAX project

07-Jul 48013 Duncan Electric Motor 322.34$ Upper guide bar holders Sointula LS

07-Jul 48026 V-Echo Restorations 480.48$ Fuel pump/filter F250 Parks

07-Jul 48014 Henlors Mechanical 1,739.25$ Bailer repair 7 Mile

07-Jul 48018 Progressive Diesel 267.32$ Annual CVI Hyde Creek Firetruck #1

07-Jul 48018 Progressive Diesel 554.40$ Annual CVI Sointula Firetruck #1

07-Jul 48018 Progressive Diesel 554.40$ Annual CVI Sointula Firetruck #2

07-Jul 48015 Hi-Pro Sporting Goods 641.99$ 3/4 hp jet pump for Arena

13-Jul 48033 Shop-Rite 182.81$ Road marking paint for Arena

13-Jul 48032 CMJ Equipment 1,602.30$ NH3 Sensor replacement - compressor Arena

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