FRASER VALLEY REGIONAL DISTRICT

BOARD OF DIRECTORS

OPEN MEETING AGENDA

Thursday, March 23, 2023

( Immediately following the FVRHD Open Meeting )

FVRD Boardroom, 45950 Cheam Avenue, Chilliwack, BC

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1.

LAND ACKNOWLEDGEMENT

2.

CALL TO ORDER

3.

APPROVAL OF AGENDA, ADDENDA AND LATE ITEMS

All/Unweighted

• MOTION FOR CONSIDERATION

  THAT the Agenda, Addenda and Late Items for the Fraser Valley Regional District Board Open Meeting of March 23, 2023 be approved;

  AND THAT all delegations, reports, correspondence committee and commission minutes, and other information set to the Agenda be received for information.

4.

BOARD MINUTES & MATTERS ARISING

4.1

Draft Fraser Valley Regional District Committee of the Whole Open Meeting Minutes - February 16, 2023

All/Unweighted 

• MOTION FOR CONSIDERATION

  THAT the Minutes of the Fraser Valley Regional District Board Open Meeting of  February 16, 2023 be adopted.

4.2

Draft Fraser Valley Regional District Board Meeting Minutes - February 23, 2023

All/Unweighted 

• MOTION FOR CONSIDERATION

  THAT the Minutes of the Fraser Valley Regional District Board Open Meeting of  February 23, 2023 be adopted.

5.

COMMITTEE MINUTES FOR INFORMATION AND MATTERS ARISING

5.1

Emergency Management Executive Committee Open Meeting Minutes - December 13, 2022

5.2

Electoral Area Services Committee of the Whole Open Meeting Minutes - February 2, 2023

5.3

Draft Regional and Corporate Services Committee Open Meeting Minutes - March 9, 2023

5.4

Draft Electoral Area Services Committee Open Meeting Minutes - March 9, 2023

6.

LEGISLATIVE SERVICES

6.1

FVRD Privacy Breach Policy

All/Unweighted

• Corporate report dated February 2, 2023 by Jaime Van Nes, Director of Legislative Services/Privacy Officer
• Draft Privacy Breach Policy
• Privacy Breach Checklist
• Privacy Breach Guidelines

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board endorse and adopt the draft FVRD Privacy Breach Policy.

7.

FINANCE

7.1

Public Feedback on the FVRD 2023-2027 Financial Plan

FOR INFORMATION ONLY

• Verbal report by Kelly Lownsbrough, Director of Corporate Services & CFO

7.2

2022 Grant-in-Aid Financial Accountability Reporting

FOR INFORMATION ONLY

• Corporate report dated March 9, 2023 by Kinga Williams, Accountant
• Grant-In-Aid Summary

7.3

2023 Grant-in-Aid Application – Boston Bar Community Charities Association, Electoral Area A

All/Unweighted

• Corporate report dated March 9, 2023 by Kinga Williams, Accountant
• Grant-In-Aid Application
• Sample Cascadia Program

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize a grant-in-aid in the amount of $1,700 to the Boston Bar Community Charities Association, funded from the 2023 Electoral Area A grant-in-aid budget, to offset the cost of hosting a concert by the Cascadia Wind Ensemble at the Boston Bar Community Hall.

7.4

2023 Grant-In-Aid Request – Sunshine Valley Ratepayers Association, Electoral Area B

All/Unweighted

• Corporate report dated March 9, 2023 by Melanie Jones, Accountant
• Grant-In-Aid Application
• 2022 Income Statement

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize a grant-in-aid in the amount of $8,800 to the Sunshine Valley Ratepayers Association (SVRA), funded from the 2022 Electoral Area B grant-in-aid budget, to help offset the costs of hosting community events and workshops, the Skagit River Garbage Cleanup, and to purchase supplies for their community gardens.

7.5

2023 Grant-In-Aid Request – Post Creek Ratepayers Association, Electoral Area E

All/Unweighted

• Corporate report dated March 9, 2023 by Melanie Jones, Accountant
• Grant-In-Aid Application

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize a grant-in-aid in the amount of $4,000 to the Post Creek Ratepayers Association, funded from the 2023 Electoral Area E grant-in-aid budget, to purchase emergency communications and emergency preparedness equipment.

8.

BYLAWS

8.1

Cultus Lake Zoning Bylaw Update, Progress Update, March 2023

FOR INFORMATION ONLY

• Corporate report dated March 9, 2023 by Andrea Antifaeff, Planner I

8.2

Electoral Areas E and H Bylaw Update Project

All/Unweighted

• Corporate report dated April 14, 2022 by Pam Loat, Legislative Coordinator
• Draft Bylaw 1656, 2022
• Draft Bylaw 1657, 2022
• Draft Bylaw 1658, 2022

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board adopt the bylaws cited as:

  • Fraser Valley Regional District Regional Enhanced 9-1-1 Emergency Telephone Service Area Revision Bylaw No.1656, 2022;
  • Fraser Valley Regional District Regional Fire Dispatch Service Area Revision Bylaw No. 1657, 2022: and
  • Fraser Valley Regional District Mosquito Control Service Area Revision Bylaw No. 1658, 2022.

8.3

Fraser Valley Regional District 2023 – 2027 Financial Plan Bylaw No. 1697, 2023

• Corporate report dated March 23, 2023 by Kinga Williams, Accountant and Beth Klein, Manager, Financial Operations
• Draft Bylaw 1697, 2023
• Appendix A: Public Consultation
• Appendix B: Orientation Tool
• Appendix C: Combined E911 Budget 246

• MOTION FOR CONSIDERATION

  MOTION NO. 1

  All/Weighted

  THAT the Fraser Valley Regional District Board give first reading to the bylaw cited Fraser Valley Regional District 2023 - 2027 Financial Plan  Bylaw No. 1697, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 2

  All/Weighted

  THAT the Fraser Valley Regional District Board give second and third readings to the bylaw cited Fraser Valley Regional District 2023 - 2027 Financial Plan  Bylaw No. 1697, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 3

  All/Weighted (2/3 Majority)

  THAT the Fraser Valley Regional District Board adopt the bylaw cited Fraser Valley Regional District 2023 - 2027 Financial Plan  Bylaw No. 1697, 2023.

8.4

Zoning Amendment Bylaw No. 1620, 2021 to facilitate the development of an Indoor Film Production Facility at 44390 Bayview Road, Electoral Area C

EAs/Unweighted

• Zoning amendment Bylaw No. 1620, 2021
• Letter of withdrawal from applicant
• Bylaw No. 1620, 2021
• Bylaw No. 1621, 2021
• Public hearing report

• MOTION FOR CONSIDERATION

  THAT proposed Fraser Valley Regional District Zoning Amendment Bylaw No. 1620, 2021 and Official Community Plan Amendment Bylaw No. 1621, 2021 not be given any further readings and that the applications be refused.

8.5

Fraser Valley Regional District Water Supply System, Fees and Other Charges Amendment Bylaw No. 1693, 2023

• Corporate report dated March 23, 2023 by Sterling Chan, Manager of Engineering and Infrastructure 
• Draft Bylaw 1693, 2023

• MOTION FOR CONSIDERATION

  MOTION NO. 1

  All/Weighted

  THAT the Fraser Valley Regional District Board give first reading to the bylaw cited Fraser Valley Regional District Water Supply Systems Regulations, Fees and Charges Amendment Bylaw No. 1693, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 2

  All/Weighted

  THAT the Fraser Valley Regional District Board give second and third readings to the bylaw cited Fraser Valley Regional District Water Supply Systems Regulations, Fees and Charges Amendment Bylaw No. 1693, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 3

  All/Weighted (2/3 Majority) 

  THAT the Fraser Valley Regional District Board adopt the bylaw cited Fraser Valley Regional District Water Supply Systems Regulations, Fees and Charges Amendment Bylaw No. 1693, 2023.

8.6

Fraser Valley Regional District North Cultus Sewer System Fees and Charges Amendment Bylaw No. 1694, 2023

• Corporate report dated March 23, 2023 by Sterling Chan, Manager of Engineering and Infrastructure
• Draft Bylaw 1694, 2023

• MOTION FOR CONSIDERATION

  MOTION NO. 1

  All/Weighted

  THAT the Fraser Valley Regional District Board give first reading to the bylaw cited Fraser Valley Regional District North Cultus Sewer System Fees and Charges Amendment Bylaw No. 1694, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 2

  All/Weighted

  THAT the Fraser Valley Regional District Board give second and third readings to the bylaw cited Fraser Valley Regional District North Cultus Sewer System Fees and Charges Amendment Bylaw No. 1694, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 3

  All/Weighted (2/3 Majority)

  THAT the Fraser Valley Regional District Board adopt the bylaw cited Fraser Valley Regional District North Cultus Sewer System Fees and Charges Amendment Bylaw No. 1694, 2023.

8.7

Fraser Valley Regional District North Bend Sewer System Fees and Charges Amendment Bylaw No. 1695, 2023

• Corporate report dated March 23, 2023 by Sterling Chan, Manager of Engineering and Infrastructure
• Draft Bylaw 1695, 2023

• MOTION FOR CONSIDERATION

  MOTION NO. 1

  All/Weighted

  THAT the Fraser Valley Regional District Board give first reading to the bylaw cited Fraser Valley Regional District North Bend Sewer System Fees and Charges Amendment Bylaw No. 1695, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 2

  All/Weighted

  THAT the Fraser Valley Regional District Board give second and third readings to the bylaw cited Fraser Valley Regional District North Bend Sewer System Fees and Charges Amendment Bylaw No. 1695, 2023;

• MOTION FOR CONSIDERATION

  MOTION NO. 3

  All/Weighted (2/3 Majority)

  THAT the Fraser Valley Regional District Board adopt the bylaw cited Fraser Valley Regional District North Bend Sewer System Fees and Charges Amendment Bylaw No. 1695, 2023.

9.

PERMITS

[ OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO BE HEARD ]

9.1

Development Variance Permit 2023-01 to reduce the setback for a manure pit at 40628 Lougheed Hwy, Electoral Area G

EAs/Unweighted

• Corporate report dated March 9, 2023 by Tracey Heron, Planning Technician
• Draft Permit
• DVP Application

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board issue Development Variance Permit 2023-01 to reduce the side lot line setback for a manure pit from 30.0 metres to 10.4 metres, measured from the toe of the berm, at 40628 Lougheed Hwy, Electoral Area G, subject to consideration of any comments or concerns raised by the public.

9.2

Development Variance Permit 2022-15 to increase the maximum size for an accessory building at 10371 Parkwood Drive, Electoral Area D

EAs/Unweighted

• Corporate report dated March 9, 2023 by Amy Hsieh, Planning Technician
• Draft Permit
• DVP Application
• Letter from Jesse Rayner, JCR Design Ltd. (February 9, 2023)

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board issue Development Variance Permit 2022-15 for 10371 Parkwood Drive, Area D to increase the maximum height of an accessory building from 5.0 metres to 5.9 metres, and to increase the maximum gross floor area of an accessory building from 45 square metres to 107.2 square metres, subject to consideration of comments or concerns raised by the public.

10.

CONTRACTS, COVENANTS AND OTHER AGREEMENTS

10.1

Covenants for the Protection of the Environment, Protection from Geohazards and Site Servicing relating to the subdivision of land and construction of a Medical Care Centre at 46090 Lougheed Highway, Electoral Area C

All/Unweighted

• Corporate report dated March 9, 2023 by David Bennett, Planner II
• Medical Centre Site Plan

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize its signatories to execute all documents relating to subdivision file 3320-20-2022-00504 and development permit file 3060-20-2022-28 for the proposed Medical Care Centre at 46090 Lougheed Highway Electoral Area C.

10.2

Columbia Valley Fire Department Land Lease Agreement

All/Weighted

• Corporate report dated March 9, 2023 by Trina Douglas, Manager of Protective Services and Deanne Bozek, Protective Services Specialist

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize its signatories to enter into a renewed lease agreement for a three year term with the Columbia Valley Ratepayer’s Association for a portion of land at 1202 Kosikar Road, Lindell Beach, BC, on which the Columbia Valley Fire Hall is situated, not to exceed $6,000 per year.

10.3

Agricultural Land Lease - Fraser Valley Regional Airpark

All/Weighted

• Corporate report dated March 9, 2023 by Christina Vugteveen, Manager of Parks

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board authorize its signatories to enter into a five-year agreement with Lorenzetti Acres for the purpose of agricultural forage production on 17 acres of available land located at the Fraser Valley Regional Airpark in Hope at a cost of $300 per acre, per year, for a total annual revenue of $5,100 plus GST. 

11.

OTHER MATTERS

11.1

2023 Community Emergency Preparedness Fund Emergency Operations Centre Grant Application

All/Unweighted

• Corporate report dated March 23, 2023 by Tarina Colledge, Manager of Emergency Management

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board endorse a grant application to the 2023 UBCM Community Emergency Preparedness Fund Emergency Operations Centres & Training grant;

  AND THAT the Board confirm for UBCM that FVRD will provide for the overall management of this grant should the grant application be approved.

11.2

2023 Community Emergency Preparedness Fund Public Notification and Evacuation Route Planning Grant

All/Unweighted

• Corporate report dated March 23, 2023 by Tarina Colledge, Manager of Emergency Management

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board endorse a grant application for the 2023 UBCM Community Emergency Preparedness Fund Public Notification and Evacuation Route Planning Grant;

  AND THAT the Board confirms to UBCM that FVRD will provide overall grant management should the grant be approved.

11.3

2023 Forest Enhancement Society of BC Grant for Wildfire Fuel Management Prescriptions

All/Unweighted

• Corporate report dated March 9, 2023 by Andrew Schellenberg, FireSmart Coordinator

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board support receiving a funding approval for the 2023 Forest Enhancement Society of BC grant for wildfire fuel management prescriptions up to $118,981.

11.4

Evacuee Support Services (ESS) Program Guide

All/Unweighted

• Corporate report dated March 9, 2023 by Peyton Bradley, Emergency Management Assistant

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board Chair prepare a letter to the Minister of Emergency Management and Climate Readiness expressing concerns regarding the new Emergency Support Services Program.

11.5

Major Official Community Plan and Zoning Amendments to facilitate the redevelopment of the gravel pit at 43837 & 43873 Lougheed Highway, Electoral Area C, into a residential subdivision with commercial and multifamily land uses

EAs/Unweighted

• Corporate report dated March 9, 2023 by FVRD EA Planning and Development and FVRD Strategic Planning & Initiatives
• Public Information Meeting Comments
• Letter from Applicant (February 21, 2023)
• Initial public comments
• Applicant letter response to public comments
• Letter from Applicant (June 19, 2022)
• Strategic Planning Referral Comments

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board defer consideration of bylaws to facilitate the redevelopment of the existing gravel pit located at 43837 & 43873 Lougheed Highway Electoral Area C to a future meeting of the FVRD Board;

  AND THAT in accordance with Fraser Valley Regional District Development Procedures Bylaw No. 1377, 2016 section 4.1.2 a) the FVRD Board require the applicant, at the applicant’s expense, to submit the supplementary information required to address the information gaps outlined in the FVRD staff report dated March 9, 2023;

  AND THAT the Board request the applicant to enter into a capacity funding agreement with the FVRD to provide planning, engineering and financial consulting services to address the information gaps outlined in the FVRD staff report dated March 9, 2023;

  AND THAT in accordance with Section 4.6 of the Fraser Valley Regional District Development Procedures Bylaw No. 1377, 2016, the FVRD host a public information meeting to present and review the supplementary information required to address the information gaps outlined in the FVRD staff report dated March 9, 2023;

  AND FURTHER THAT the Fraser Valley Regional District Board endorse the process for the review of the application as generally outlined in the FVRD staff report dated March 9, 2023

12.

ADDENDA ITEMS/LATE ITEMS

13.

ITEMS FOR INFORMATION AND CORRESPONDENCE

13.1

Fraser Basin Council Update (March 2023)

13.2

New Invasive Insect – The Brown Marmorated Stink Bug

13.3

Update to Development Application Fees Bylaw No. 1560, 2019

13.4

Letter from Sylvia Pranger, Mayor, District of Kent RE: Regional Approach to Biosolids Management (March 10, 2023)

13.5

CEDAR Network Update

14.

REPORTS BY STAFF

15.

REPORTS BY BOARD DIRECTORS

16.

PUBLIC QUESTION PERIOD FOR ITEMS RELEVANT TO AGENDA

IN PERSON PARTICIPATION

FVRD Board Room

ONLINE PARTICIPATION

Email submissions can be made to [e-mail] before 1 pm, March 22, 2023.

Alternatively, you may participate in public question period live on Zoom, by phone or computer using the Zoom information provided on the FVRD website.

17.

RESOLUTION TO CLOSE MEETING

All/Unweighted

• MOTION FOR CONSIDERATION

  THAT the meeting be closed to the public, except for Senior Staff and the Executive Assistant, for the purpose of receiving and adopting Closed Meeting Minutes convened in accordance with Section 90 of the Community Charter and to consider matters pursuant to:

  • Section 90(1)(c) of the Community Charter - labour relations or other employee relations;
  • Section 90(1)(e) of the Community Charter -  the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality;
  • Section 90(1)(g) of the Community Charter -  litigation or potential litigation affecting the Regional District;
    
  • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose;
  • Section 90(1)(k) of the Community Charter -  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;
  • Section 90(2)(b) of the Community Charter -  the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party;

  R E C E S S

18.

RECONVENE OPEN MEETING

19.

RISE AND REPORT OUT OF CLOSED MEETING

20.

ADJOURNMENT

All/Unweighted

• MOTION FOR CONSIDERATION

  THAT the Fraser Valley Regional District Board Open Meeting of March 23, 2023 be adjourned.