District of Summerland COMMITTEE OF THE WHOLE MEETING AGENDA

District of Summerland COMMITTEE OF THE WHOLE MEETING AGENDA Monday, July 8th, 2013-8:30 a.m. Council Chambers Municipal Hall, 13211 Henry Ave. Summerland, BC Page 1. Call to Order 3-5 2. Adoption of Minutes 2.1 Adoption of Minutes Recommendation: THAT the Committee of the Whole meeting minutes dated June 24th, 2013, be adopted. 3. Adoption of Agenda 4. Delegations 4.1 Delegation: Darrell Swetlishoff, Auditor for White, Kennedy Accountants Presentation of District of Summerland 2012 Financial Statements 6-11 4.2 Delegation: Steve Harvard, BC Transit Staff Report re Transit Planning in Summerland Recommendation: THAT Mayor and Council enter into an Agreement with BC Transit to provide service between Summerland and Penticton which will include a component of local service; AND THAT transit service includes four return trips per weekday; AND THAT transit service also includes two weekday stops in Trout Creek; AND FURTHER THAT transit fares are $2.00 per one way trip within Summerland, and $4.00 per one way trip to Penticton. Page 1 of 14

Page 5. Regular Meeting Agenda Review 6. Unfinished Business 12-14 7. New Business 7.1 Surface Treatment of Interior Roads at Landfill Director of Works and Utilities - Staff Report Recommendation: THAT Council approve the spending of $20,000.00 from the Landfill Area Reserve Account for surface treatment of interior roads at the Summerland Landfill. 7.2 Union of British Columbia Municipalities (UBCM) Convention - September 2013 Proposed topics for discussion with Ministries 8. Resolution to Close Meeting to the Public 8.1 Resolution to Close Meeting to the Public Recommendation: THAT this meeting now be closed to the public pursuant to Sections 90(1) (a), (c) and (e) of the Community Charter for council to discuss officer appointments, committee reorganization, labour and employee relations; and the expropriation of land. 9. Adjourn Page 2 of 14

MINUTES OF THE COMMITTEE OF THE WHOLE HELD AT DISTRICT OF SUMMERLAND COUNCIL CHAMBERS 13211 HENRY AVENUE, SUMMERLAND, BC ON MONDAY, JUNE 24, 2013 MEMBERS PRESENT: Her Worship Mayor Janice Perrino Councillor Lloyd Christopherson Councillor Robert Hacking Councillor Bruce Hallquist Councillor Orv Robson Councillor Marty Van Alphen Member absent: Councillor Peter Waterman Staff Present: Tom Day, CAO Ian McIntosh, Director of Development Services Don Darling, Director of Works and Utilities Dale MacDonald*, Director of Parks and Recreation Dave Hill*, Superintendent of Works and Utilities Glenn Noble, Fire Chief Maureen Fugeta, Corporate Officer (*denotes partial attendance) 1. CALL TO ORDER Mayor Perrino called the meeting to order at 8:30 a.m. 2. ADOPTION OF MINUTES Moved and Seconded, THAT the Committee of the Whole meeting minutes dated June 10th, 2013 be adopted. Carried. 2.1 Adoption of Minutes Page 3 of 14

Committee of the Whole June 24, 2013 3. ADOPTION OF AGENDA By consensus, members adopted the agenda. 4. DELEGATIONS 4.1 Delegation: John Lathey, President - Summerland Rotary Club Mr. Lathey provided staff and members with an update on the Rotary Club s recent Lakeside Trail project. Discussion and questions included the following: Summerland s economy and tourist industry Regional project building cycling trails to attract tourism to the South Okanagan In the process of forming a Society to streamline process and have all stakeholders involved Fund raising for project Community to support project Walking path on the west side of highway vs lakeside Applying for Provincial grants Provincial requirements (highways/environmental) and approvals Staff meeting with Ministry of Highways (MOH) and Ministry of Environment (MOE) Conceptual design of trail/walkway to provide to MOH and MOE 2014 Budget (design drawings) It was determined that the Director of Parks and Recreation will be sitting in on the committee meetings with Mr. Lathey, and will be providing Council members with updates on their progress. 5. NEW BUSINESS 5.1 Summerland Beaches (Smoke Free) Director of Parks and Recreation - Verbal Report Members and staff discussed smoking in public parks and beaches; second hand smoke, Smoke Free Bylaw; signage and enforcement. Members agreed that appropriate signage in parks and beach areas may be sufficient, without enforcement. It was agreed that the Director of Parks and Recreation will be discussing this with the Parks and Recreation Commission, for possible implementation of signage for the summer of 2014. 2.1 Adoption of Minutes Page 4 of 14

Committee of the Whole June 24, 2013 6. UNFINISHED BUSINESS 6.1 Former RCMP Site Director of Development Services - Verbal Report The Director of Development Services advised that a letter had been sent to the BC Fruit Association to enquire whether they still had an interest in purchasing the property of the old RCMP site on Jubilee Road; adjacent to the Summerland packing house. He added that he has had a few enquiries from interested developers as well. Members and staff discussed producing a Request for Proposal for anticipated sale of the property to be developed under the District s Residential Pocket Neighbourhood (RPN) zone. Members further discussed leasing the property, single family dwellings, affordable housing and design build proposals. 7. Urban Growth Strategy - Next Steps Director of Development Services - Verbal Report Councillors Bruce Hallquist and Lloyd Christopherson left the meeting at 9:35 a.m., stating a conflict, as both own property in the urban growth area. The Director of Development Services provided members and staff with an index map showing potential growth areas within the District. Members discussed costs to provide sewer, consultant s analysis, survey, public consultation (open house; survey) and environmental issues. 8. ADJOURN The meeting adjourned at 11:20 a.m. Certified Correct: Mayor Corporate Officer /mf 2.1 Adoption of Minutes Page 5 of 14

THE CORPORATION OF THE DISTRICT OF SUMMERLAND COUNCIL REPORT DATE: July 4, 2013 TO: Tom Day, Chief Administrative Officer FROM: Ian McIntosh, Director of Development Services Prepared by Julie McGuire, Long Range Planner SUBJECT: Transit Planning in Summerland STAFF RECOMMENDATION: THAT Mayor and Council enter into an agreement with BC Transit to provide service between Summerland and Penticton which will include a component of local service; AND THAT transit service includes four return trips per weekday; AND THAT transit service includes two weekday stops in Trout Creek; AND FURTHER THAT transit fares are $2.00 per one way trip within Summerland, and $4.00 per one way trip to Penticton. PURPOSE: To design a fixed route transit service which services local areas within Summerland and also links to Penticton. BACKGROUND: BC Transit has agreed to partner with Summerland Council to provide fixed route, scheduled transit service between Penticton and Summerland. Regular transit service will enable Summerland residents to access jobs, school, recreation, and medical services in Penticton. Summerland has an existing Paratransit service available upon request, between Summerland and Penticton, but preference is given to riders with disabilities and medical appointments. BC Transit had a booth at Summerland s Earth Week festival on April 19 th to obtain feedback from the public regarding transit route options. About 50 people stopped at the booth and 83 people completed an online survey. Option #2 as shown in Schedule A was the preferred option which has stops downtown, the library, Nesters, bus stop on Rosedale, the Health Centre, IGA, and Trout Creek. 4.2 Delegation: Steve Harvard, BC Transit Page 6 of 14

DISCUSSION: Options for Existing Service The District of Summerland currently has a Paratransit service between Summerland and Penticton with one operating 20 passenger bus running 2,250 hours per year. The new fixedroute service should shift some of the users from the Paratransit service to free up some of the hours for fixed-route service within Summerland. The District of Summerland could keep the existing service as it is and re-evaluate in the future after the new fixed-route service has been in place for a while. Trout Creek Stop During the public consultation process, 90 percent of survey respondents voted in favour of having a stop in Trout Creek. See Schedule B for the proposed route should Summerland choose the option of a transit stop in Trout Creek. The stop in Trout Creek would add an additional 14 minutes per round trip. The options are: Don t stop in Trout Creek. Only stop in Trout Creek twice a day during peak hours (two return trips) (120 Hours/Year extra). Stop in Trout Creek for all trips. Initially, the District of Summerland could have two stops per day in Trout Creek and monitor ridership. If ridership is high, then the District may consider increasing the service. Proposed Routing in Penticton Once the transit bus arrives in Penticton, there are two routing options, one has a stop at Penticton Hospital and the other does not. Schedule C shows the two options. Option A has the bus stopping at the Penticton Recreation Centre, Okanagan College and Cherry Lane Mall. The terminus at Cherry Lane Mall allows connections to both the Penticton and Naramata Transit systems. People can transfer there to reach other parts of Penticton including the Hospital. If the Summerland bus were to route via the Penticton hospital, it would add an additional 15 minutes to a round trip. This is another stop that could be re-evaluated in the future. Initially, it might be wise to keep riding time to a minimum. The issue of transferring between Penticton and Summerland buses is still being discussed with no decision at this time. Estimated Cost of New Service The District of Summerland would cost share transit service with BC Transit with the District paying 53.31 percent of the total cost and keep the fare revenue. The following routing options are provided for Council consideration: Option 1: Four return weekday trips excluding Trout Creek and the Penticton Hospital routing along Main Street in Penticton would cost the District of Summerland approximately $48,000 (being 53.31% of total costs) for 1,250 hours per year. Option 2: Four return weekday trips excluding Trout Creek but including the Penticton Hospital routing along Government Street in Penticton would cost the District of Summerland approximately $52,000 for 1,500 hours per year. 4.2 Delegation: Steve Harvard, BC Transit Page 7 of 14

Option 3: Four return weekday trips with two trips stopping in Trout Creek, but excluding the Penticton Hospital routing along Main Street in Penticton would cost the District of Summerland approximately $50,000 for 1,370 hours per year. Option 4: Four return weekday trips with two trips stopping in Trout Creek and including the stop at Penticton Hospital routing along Government Street in Penticton would cost the District of Summerland approximately $54,000 for 1,620 hours per year. The basic route excluding a stop at the Penticton Hospital and including Trout Creek stops twice a day would keep the route time to 75 and 90 minutes for a round trip and cost the District approximately $50,000. Transit Fares Transit fares are set by the District of Summerland. The fare structure on the existing paratransit system is $2.00 for a one way trip within Summerland and $4.00 for a one way trip to Penticton. The fare for the new service could be the same as the existing service and be re-evaluated in the future. A lower initial fare could encourage ridership. Council may wish to consider some form of initial promotion such as every taxpayer receiving a one month transit pass. FINANCIAL IMPLICATIONS: The financial implications range between $48,000 and $54,000. Transit service from September to December, 2013 would cost the District of Summerland approximately $16,666.00 for Option 3, excluding fare revenue. The District has $20,000.00 budgeted for this new transit service for 2013. The District of Summerland would have to budget for $50,000.00 for each following budget year. CONCLUSION: The most efficient transit service to launch in Summerland appears to include round trip service with four trips per day to Penticton. This would include two stops in Trout Creek and exclude service to the Penticton Hospital (Option 3). The service would terminate at the Cherry Lane transit exchange where the Penticton transit service is available. For this new service to be successful, it is important to keep travel time to a minimum. It is also recommended that some form of initial promotion be implemented such as a free one month transit pass for every taxpayer. ALTERNATIVES TO STAFF RECOMMENDATION: An alternative could be to add the Penticton Hospital as a stop on the route or pick one of the other options. Respectfully Submitted Approved for Agenda Ian McIntosh (Director) July 4, 2013 CAO Date 4.2 Delegation: Steve Harvard, BC Transit Page 8 of 14

Schedule A 4.2 Delegation: Steve Harvard, BC Transit Page 9 of 14

Schedule B Trout Creek Route Routing Estimated Time # to be confirmed Number of return weekday trips (minutes/day) 2 3 4 5 Main Street Penticton 35 minutes* (75 min round trip) Minutes/day 150 225 300 375 Hours/Year 625 938 1250 1563 Government Street via Hospital 42+ minutes *(90 min round trip) Minutes/day 180 270 360 450 Hours/Year 750 1125 1500 1875 Trout Creek Addition + 7 minutes (14 min round trip) Additional hours to be added Minutes/day 28 42 56 70 Hours/Year 120 175 240 290 4.2 Delegation: Steve Harvard, BC Transit Page 10 of 14

Schedule C Penticton Route Option A Penticton Route Option B Recreation Centre, Okanagan College, Cherry Lane Mall Recreation Centre, Okanagan College, Penticton Hospital, Cherry Lane Mall 4.2 Delegation: Steve Harvard, BC Transit Page 11 of 14

THE CORPORATION OF THE DISTRICT OF SUMMERLAND COUNCIL REPORT DATE: July 2, 2013 TO: Tom Day, CAO FROM: Don Darling, Director of Works & Utilities SUBJECT: Surface Treatment of Interior Roads at Landfill STAFF RECOMMENDATION: THAT Council approve the spending of $20,000 from the Landfill Area Reserve Account for surface treatment of interior roads at the Summerland Landfill. PURPOSE: To reduce maintenance costs by installing asphalt millings on interior roads at the Summerland Landfill. BACKGROUND: Dust control, pot holes, and road maintenance on the internal gravel roads at the Landfill has been a concern for many years. The current standard of applying soil binders, dust suppressants, grading, and water trucks are short-term ineffective solutions that cost the District an average of $2500 to $3000 per year. DISCUSSION The installation of a compacted dust free surface on the most frequently travelled road surfaces within the Landfill has been a sought after maintenance solution for many years. Due to cost, asphalt is considered too extravagant where asphalt millings are considered more affordable and provide almost the same benefit. Asphalt millings, when placed and compacted during hot weather at thicknesses of at least 100 mm, turn into an extremely durable surface that is comparable in most aspects to hot-mix asphalt but at a fraction of the cost. Asphalt millings are not readily available and if purchased from outside the District the hauling costs can significantly reduce any anticipated cost savings. The recent repaving of the asphalt surface in front of the Baptist Church on Victoria Road South produced millings that are currently being stored at the construction site on Brown Street. These millings can be purchased from the Prairie Valley Road Upgrade Project for the net cost of having the asphalt milled. The Brown Street location will also reduce hauling costs thereby maximizing the savings to the Landfill. The District has received a quote of $15,000 from H&M Contracting to haul, place, and compact asphalt millings on the interior roadways within the Landfill. The cost of purchasing the millings is $5,000 which brings the total cost of this project up to $20,000. There was some discussion on using these asphalt millings for the parking lot at the intersection of Prairie Valley Road and Rosedale Avenue but it is felt that the asphalt 7.1 Surface Treatment of Interior Roads at Landfill Page 12 of 14

millings would not stand up to the tight turning of vehicular tires in this very narrow parking area. FINANCIAL IMPLICATIONS: The cost of these interior road improvements is estimated to be $20,000 which would be paid for out of the Landfill Area Reserve Account. CONCLUSION: The Works and Utilities Department considers the use of asphalt millings for the surface treatment of interior roads at the Landfill a viable low-cost long-term solution for road maintenance. ALTERNATIVES TO STAFF RECOMMENDATION: Council could decide that the work is not necessary and that interior road maintenance will remain at the current standard for the foreseeable future. Respectfully Submitted Approved for Agenda Don Darling July 4, 2013 CAO Date 7.1 Surface Treatment of Interior Roads at Landfill Page 13 of 14

7.1 Surface Treatment of Interior Roads at Landfill Page 14 of 14