Page AGENDA REGULAR MEETING OF COUNCIL Monday, December 4, 2017 2:00 PM in Council Chambers A. CALL TO ORDER B. ADOPTION OF MINUTES 3-36 1. Committee of the Whole Minutes from November 20, 2017 37-47 2. Regular Open minutes from November 20, 2017 C. BUSINESS ARISING FROM PRIOR MINUTES 48 1. In Camera Resolution IC172/17 from November 20, 2017 to be read and received into the open meeting. D. INTRODUCTION OF LATE ITEMS (Adoption of Agenda) E. DELEGATIONS F. WATER MATTERS G. CORRESPONDENCE H. BYLAWS I. BUSINESS 49-51 1. Contract for GIS Services Report from Director of Financial Services 52-54 2. 2017/18 Special and Standing Committees Report from Director of Corporate Services J. NOTICE OF MOTION K. REPORTS 55 1. General, Sun Bowl Arena and Payroll Accounts General and Sun Bowl cash requirements to December 4, 2017 representing balances in the following funds, amount to: General Account: $ 725,311.29 Sun Bowl: $ 14, 494.84 Page 1 of 57
Page Monday, December 4, 2017 Regular Open Meeting Agenda Package Payroll Accounts: $ 71, 262.36 Report from Payroll Clerk 56-57 2. Committee Reports 1. Community Services Advisory Committee 3. CAO Report 4. Councillors' Report 1. Councillor King 2. Councillor Youngberg 3. Councillor Rhodes 4. Councillor Campol 5. Mayor's Report L. ADJOURNMENT Page 2 of 57
TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 20, 2017 PRESENT: Mayor McKortoff Councillors Rhodes, Youngberg, Campol and King Staff: Barry Romanko, CAO Janette Van Vianen, Director of Corporate Services Brianne Hillson, Deputy Corporate Officer Mayor McKortoff called the meeting to order at 10:00 AM. INTRODUCTION OF LATE ITEMS 1. Osoyoos Signs Chris Bromage re Town Signage MOTION C 35/17 Moved by Councillor Campol Seconded by Councillor Youngberg That Chris Bromage be added as a delegation regarding Town Signage the Committee of the Whole agenda of November 20, 2017 be adopted as amended. 2. Report on Meeting on Accessibility with Mike Stiles MOTION C 36/17 Moved by Councillor Campol Seconded by Councillor Youngberg That Councillor Campol will provide an update on the accessibility meeting held be added to the Committee of the Whole Agenda as Business Item #2. MOTION C 37/17 Moved by Councillor King Seconded by Councillor Campol That the Committee of the Whole meeting agenda be adopted as amended with Chris Bromage be added as a delegation and the update on Accessibility Meeting be added as Business Item #2. DELEGATIONS 1. 2018 Plan and Budget for Destination Osoyoos - Presentation by Kelley Glazer, Executive Director - A copy of the PowerPoint Presentation is attached to and forms a part of these minutes. - Mayor McKortoff inquired about TOTA (Thompson Okanagan Tourism Association) and their work with Destination Osoyoos. - Ms. Glazer stated that Destination Osoyoos works with TOTA frequently. - Page 3 of 57 1 P a g e
TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 20, 2017 - Added film for target activities for Economic Development for 2018. - Continued with airport expansion and working with the airport society. - Working on five strategies and tactics for these strategies. - Council stated that they are happy with the clear direction that Destination Osoyoos is headed. - Mayor McKortoff thanked Ms. Glazer for her presentation. - Destination Osoyoos is in their new location and are open for business. 2. RCMP Quarterly Report - Presentation by Sgt. Bayda, RCMP - Sgt. Bayda introduced two new members to the detachment Cst. Brent Greenfield and Cpl. Dave Smith - Waiting for transfer for Cpl. Smith to the detachment. - Sgt. Bayda stated the crime statistics is not very different from other communities. - RCMP have arrested several prolific offenders who have had crime sprees in the South Okanagan. - Councillor King inquired about influx of people coming into the community in the summer and the impact on the detachment. - Sgt. Bayda stated that there is always an increase in calls for assistance with the influx of people in resort municipalities such as Osoyoos. The money that Council has given for the extra members has helped with these demands. - The RCMP could not bring as many members for the extra summer patrols this year, due to the fires as detachments across the province were expected to provide members to help out with the state of emergency. - Councillor Campol inquired about repeat offenders and the amount of time they are being incarcerated and how Crown Council purses charges. - Sgt. Bayda stated that one of the RCMP s job is to try to help solidify the evidence for Crown and fight to pursue charges against these prolific offenders. - Councillor Campol inquired about the amount of time spent with youth or adults who suffer from mental illness and who do not actually commit any crimes or offences. - Sgt. Bayda stated that there is significant time being spent on people who have not committed crimes but are suffering from mental illness and still require help. On a regional level, the Superintendent is trying to fix this issue. - Councillor Rhodes inquired about the ratio of crime to those who are actually committing the crime. - Sgt. Bayda stated that it is a very hard stat to provide numbers as there are crimes that are unsolved. However, they can provide statistics to crimes that are solved and how many crimes are being performed by the same offender. - Sgt. Bayda inquired about the possibility of Borrow a Life Jacket to be built in Osoyoos at the Marina. The RCMP will look at the liability and contact the Town s administration. Page 4 of 57 2 P a g e
TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 20, 2017 3. Chris Bromage Presentation regarding Town Signs - Mr. Bromage inquired about the Town s tender process and questioned why local business are not approached. - Mr. Bromage is unsure what criteria on deciding on specific projects. - Feels that all business should be made aware of local projects/tenders. - Mayor McKortoff stated that she feels the Town has done their due diligence and followed the proper legal procedures regarding tenders and RFPs. - CAO Romanko stated that this was not a refurbishing project and that the Town followed the purchasing policy. CAO Romanko stated that the interior signage was part of the overall Fire Hall tender and the Town did not have input. - Councillor Rhodes stated that he is empathetic to what Mr. Bromage is saying, however, the Town is required to follow legislation. Ms. Glazer left the meeting at 11:15 AM. Mr. Bromage left the meeting at 11:14 AM. BUSINESS 1. 2018 Committee Appointments - Report from Director of Corporate Services - CR-826 Discussion ensued on the Committee Appointments. 2. Accessibility Meeting - Verbal Report from Councillor Campol - AI-414 - Councillor Rhodes and Campol reached out to Mike Stiles for a meeting to hear his concerns on accessibility. - Put together a committee with accessibility challenges and a member of council, to look at challenges hearing about now and changing reactive to proactive, where conversations can happen. - CAO Romanko stated that part of the business plan to try to get a grant for an Age Friendly program that will include accessibility.. - CAO Romanko stated that the Downtown Revitalization committee could be changed and bring someone on who would represent the concerns of accessibility. - Councillor Rhodes stated that they talked to Mr. Stiles about having a group similar to the Advisory Design Panel and that a committee regarding accessibility would make recommendations on a preventive measure and be proactive. Page 5 of 57 3 P a g e
TOWN OF OSOYOOS COMMITTEE OF THE WHOLE NOVEMBER 20, 2017 MOTION C 38/17 Moved by Councillor Campol Seconded by Councillor Rhodes That Council direct staff to bring back a report on forming an Accessibly Committee that includes a representative from Council, Destination Osoyoos and members of the public. ADJOURNMENT MOTION C 39/17 Moved by Councillor King Seconded by Councillor Campol That the meeting be adjourned. That the meeting was adjourned at 11:32 AM. APPROVED: CERTIFIED CORRECT: MAYOR McKORTOFF DEPUTY CORPORATE OFFICER Page 6 of 57 4 P a g e
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Page 8 of 57 Destination Osoyoos leads Osoyoos in delivering Canada s Warmest Welcome as a vibrant fourseason community of choice.
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PRIMARY TOURISM MARKETING OBJECTIVES: Continue to grow tourism in Osoyoos in direct relation to competitive set; Boost shoulder season visitation; Develop and Support Festivals & Events that will attract unique visitors and incremental revenues; Position Destination Osoyoos as a year-round vacation destination. KEY INDICATORS OF SUCCESS - Increased Occupancy - Increased Room Revenues - Increased Visits to Visitor s Centre - Increased Website Traffic - Increased Social Media Interaction - Increased Shoulder Season Business - Increased Number of Year-Round Accommodation Packages Developed - Increased Percentage in Accommodation Package Sales - Increase in USA/Canada Border Crossings - Stakeholder Satisfaction Page 11 of 57
PRIMARY MARKETS: Regional (Okanagan and Similkameen Valley) o Weekend/Package Getaways; Festivals; Camping/RV; o Weddings; Meetings & Retreats; Corporate Retreats o Day-trippers Vancouver, Lower Mainland & Fraser Valley o Weekend/Package Getaways; Festivals; Camping/RV; o Weddings; Meetings & Retreats; Corporate Retreats Other BC and Alberta primarily Calgary, Edmonton as well as rural/farm-based communities o Weddings; Meetings & Retreats; Corporate Retreats o Snowbirds o Package Getaways; Festivals; Camping/RV Page 12 of 57 SECONDARY MARKETS: Prairie Provinces o o Washington State o o Snowbirds; Camping/RV Festivals/Travel Trade Weekend/Package Getaways; Festivals; Camping/RV Day-trippers International (Long Haul) o Festivals; Travel Trade (RTO); Camping/RV
Wine, Culinary and Agritourism Travel/Trade Page 13 of 57 Families Weddings Outdoor Adventure and Eco-tourism History, Arts and Culture Festivals and Events Meetings, Conferences and Special Events
Page 14 of 57 Wine, Culinary and Agri-Tourism Tactics: 1. Identify paid and unpaid media opportunities to promote agri-tourism related products and services; 2. Partner with Oliver & Osoyoos and Similkameen Independent Winergrowers + Okanagan Wine Festivals to support local events and encourage Osoyoos stakeholders to develop events; 3. Encourage participation of farm partners to community development workshops/seminars; 4. Work with partners and stakeholders to enhance existing agri and food tourism offerings and develop new agri and food tourism products, programs and educational experiences; 5. Develop online marketing strategies including storytelling approaches to agri-tourism promotion; focus primarily on wineries, orchards and farm gate vendors; 6. Engage Serena PR to pursue unpaid media opportunities through media fams and news releases
Families Tactics: 1. Utilize social media outlets to maintain family friendly reputation; 2. Ensure family friendly messaging in all imagery; 3. Inventory family friendly product and events/activities; Page 15 of 57 4. Identify events/products that can be packaged and promoted in conjunction with family holiday periods; 5. Create social media strategy to promote long weekend family getaways
Meetings, Conferences and Special Events Tactics: Page 16 of 57 Focused marketing efforts will be as follows; -Meetings & Conferences -Incentive Travel -Special Events 1. Create Corporate Incentive Programs; 2. Develop and market Corporate and small meeting retreats; 3. Ensure that sufficient information is provided on meeting and conference venues, packages, and related activities; 4. Support and partner with local and regional stakeholders to build and expand convention and conferences; 5. Create designated print and web collateral for trade shows
Weddings Page 17 of 57 Tactics: 1. Promote Osoyoos as the ideal location for destination weddings, bachelor/bachelorette parties and honeymoons with a focus on shoulder season; 2. Create and publish bachelor/ette packages for all seasons; 3. Create inventory of wedding venues, products & services; 4. Update wedding landing page to include bachelor/ette packages; 5. Create wedding flyer for distribution; 6. Develop lead distribution process to ensure leads are followed up + business tracked; 7. Create inventory of Romance packages for publication and website; 8. Create social media strategy that coincides with website wedding collateral: weddings, bachelor/ette, honeymoon, packages; 9. Create honeymoon contest for digital promotion
Travel/Trade Tactics: 1. Grow visitation from international markets during the shoulder season by reintroducing Osoyoos to the BC Receptive Tour Operators; 2. Build sample touring options specific to each target market; 3. Join Canadian Inbound Travel Asia Pacific (CITAP); 4. Create direct mail for BC/AB Receptive Tour Operators (RTO); Page 18 of 57 5. Host RTO luncheon in Vancouver; 6. Sales Presentations to all Vancouver RTO s; 7. Host RTO fam
Snowbird Marketing Tactics: 1. Coordinate co-op marketing opportunities for stakeholders in seniors oriented publications in Alberta, Saskatchewan, Manitoba; 2. Attend consumer trade show (fall/winter) in target market area for snowbirds 3. Build Snowbird Database through surveys & tradeshow attendance 4. Create contest to promote early booking in each province Page 19 of 57 5. Engage a local senior to act as Community Snowbird Liaise from November-April
Snowbird Marketing Continued Tactics: 6. Coordinate community activity and event calendar for distribution to all snowbird properties 7. Develop communications strategy between accommodators + Snowbird community to encourage activities program development + participation 8. Update Destination Osoyoos Winter Page Page 20 of 57 9. Create a two-tiered Snowbird specific social media strategy that will: 1) attract Snowbirds (Summer/Fall) 2) be a resource for Snowbirds in community (Winter) with a goal to increase following and engagement.
Festivals and Events Tactics: 1. Support local planners by marketing their events, targeting the appropriate demographic using paid social media, print advertising and maintaining a current Festivals and Events landing page on the Destination Osoyoos website; 2. Identify media advertising opportunities that promotes as Osoyoos diverse, year-round destination for festivals and events to key target markets; 3. Encourage local planners to expand current programs or create new ones with a focus on the shoulder season; Page 21 of 57 4. Provide Seed funding and human resources to support planners in the development of new events that will attract visitors to Osoyoos with a focus on the shoulder season
History, Arts, and Culture Tactics: 1. Create Inventory all market ready cultural product and programs; 2. Create a comprehensive list of festivals, events and activities; 4. Ensure website is current; 5. Collaborate with Osoyoos Indian Band to develop new programs; 6. Host a Event Planner event to connect planners throughout the community to share ideas, develop new programs, create co-op marketing campaigns; Page 22 of 57 7. Develop funding application for festivals and events requesting sponsorship or marketing; 8. Pursue co-op advertising opportunities with stakeholders
Outdoor Adventure and Eco-Tourism Tactics: 1. To build an inventory of market ready products and services that include but are not limited to the following: -Sports & Recreation -Water Enthusiasts -Golf -Skiing -Outdoor and Nature -Hiking and Biking -Camping/RVing -Eco Tourism Page 23 of 57 2. Develop stay and play packages that include and are representative of each activity; 3. Build DestinationOsoyoos.com interactive landing page and online presence to highlight custom experiences and ensure and cross promotion with partnered stakeholders Implement measuring tools to gauge level of interest and success
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Page 25 of 57 ECONOMIC DEVELOPMENT PRIMARY OBJECTIVES Encourage new business development opportunities; Position and market the community of Osoyoos as a desirable and affordable community for young families; Foster key Economic Development Initiatives to grow our Community.
KEY INDICATORS OF SUCCESS - Increase in new businesses from 27 new businesses in 2017 to 30 new businesses in 2018; - Increase in Stakeholder satisfaction over 2016; - Increase in relocation information requests from 79 requests in 2017 to 100 relocation information requests in 2018; - Increase in economic development website traffic from 2,000 individual users in 2017 to 4,000 users in 2018; - Increase in activity on the Film Industry page on the economic development website from 12 users in 2017 to 100 users in 2018; - Increase in following on Osoyoos Economic Development Twitter from 37 followers in 2017 to 300 followers in 2018; - Increase in new job postings from Stakeholders on the Osoyoos Job Board from 23 postings in 2017 to 35 new job postings in 2018; - Increase in new enrollment in School District 53 by 3% in 2018 by increasing relocation of families; - Increase in film location requests in Osoyoos from 3 requests in 2017 to 6 new requests in 2018; - Funding received from grant applications Page 26 of 57 Including 13 Mobile Businesses The last Business Walk Survey for stakeholders was completed in 2016 School District 53 enrollment rose from 2,222 (2015/2016) to 2,312 (2016/2017)
Young Professionals Families Entrepreneurs Investors Business Owners Page 27 of 57 Vancouver, Lower Mainland & Fraser Valley Regional (Okanagan and Similkameen Valley) Other BC and Alberta Calgary, Edmonton & rural/farm-based communities
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TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 PRESENT: Mayor McKortoff Councillors Rhodes, Youngberg, Campol and King Water Councillors Moreira and Rai Staff: Barry Romanko, CAO Jim Zakall, Director of Financial Services Gerald Davis, Director of Community Services Jim Dinwoodie, Director of Operational Services Janette Van Vianen, Director of Corporate Services Dilys Huang, Senior Planner Brianne Hillson, Deputy Corporate Officer Mayor McKortoff called the meeting to order at 2:00 PM. ADOPTION OF MINUTES 1. Committee of the Whole minutes of November 6, 2017 for adoption. 2. Regular Open minutes of November 6, 2017 for adoption. MOTION 351/17 Moved by Councillor Rhodes Seconded by Councillor Youngberg That the Committee of the Whole minutes of November 6, 2017 and the Regular Open minutes of November 6, 2017 be adopted. BUSINESS ARISING FROM PRIOR MINUTES None INTRODUCTION OF LATE ITEMS (Adoption of the Agenda) 1. Cheque presentation to Osoyoos Arts Council and Seniors Slow Pitch MOTION 352/17 Moved by Councillor Youngberg Seconded by Councillor Rhodes That the agenda of November 20, 2017 be adopted as amended with the cheque presentation be added as a delegation. DELEGATIONS 1. Cheque Presentation Councillor King and Councillor Rhodes presented cheques to Vic Brown from Seniors Slow Pitch and Sue Whittaker from Osoyoos Arts Council. Page 37 of 57 Page 1
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 WATER MATTERS 1. Water District Accounts for approval MOTION 353/17 Moved by Water Councillor Rai Seconded by Water Councillor Moreira That the Water Districts 8 & 9 financial requirements to November 20, 2017 be approved in the amount of $ 6,273.17. CORRESPONDENCE 1. Okanagan Basin Water Board (OBWB) 2017 Meeting Highlights MOTION 354/17 Moved by Councillor Rhodes Seconded by Councillor Campol BYLAWS That the correspondence be received and filed. None BUSINESS 1. Report 7. Inflatable Waterpark (PF15-04) - Report from Senior Planner - COR-521 MOTION 355/17 Moved by Councillor Campol Seconded by Councillor Rhodes That Council considers North Gyro Park as a potential location for the establishment of an inflatable waterpark and requests that Okanagan Wibit present its proposal at a public open house. Senior Planner Huang left the meeting at 2:24 PM. Councillor Campol recused himself at 2:24 PM. Page 38 of 57 Page 2
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 2. Ball Diamond Dog Park Budget - Report from Chief Administrative Officer - AI-403 MOTION 356/17 Moved by Councillor King Seconded by Councillor Youngberg That Council approves Project Option #B (Existing Ball Diamond with Dog Park Development on BMX Area: $150,200) for the Ball Diamond Dog Park and be placed into the budget discussions. Councillor Campol re-entered the meeting at 2:39 PM. 3. Terms of Reference West Bench Dog Park Committee - Report from Director of Community Services - AI-403 MOTION 357/17 Moved by Councillor Campol Seconded by Councillor King That Council approves the Terms of Reference for the West Bench Dog Park Committee. MOTION 358/17 Moved by Councillor Youngberg Seconded by Councillor Campol That Council appoints Councillor Rhodes to the West Bench Dog Park Committee. 4. Age Friendly Program - Report from Director of Community Services - COR-213 MOTION 359/17 Moved by Councillor Campol Seconded by Councillor Rhodes That Council support the proposal to become certified as an Age Friendly Community and to provide overall grant management for this project through the UBCM grant opportunity. Director Davis left the meeting at 2:47 PM. Water Councillros Rai and Moreira left the meeting at 2:49 PM Page 39 of 57 Page 3
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 5. Acting Mayor Appointments - Report from Director of Corporate Services - CR-818 MOTION 360/17 Moved by Councillor Rhodes Seconded by Councillor King That the Acting Mayor Schedule for 2017 2018 be as follows: December - Councillor Rhodes January - Councillor King February - Councillor Campol March - Councillor Youngberg April - Councillor Rhodes May - Councillor Campol June - Councillor King July - Councillor Youngberg August - Councillor Rhodes September - Councillor King October - Councillor Campol November - Councillor Youngberg 6. 2018 Council Meeting Schedule - Report from Director of Corporate Services - CR-819 MOTION 361/17 Moved by Councillor Youngberg Seconded by Councillor Campol That the January 2 nd and August 7 th Regular Council meetings be cancelled and the 2018 Regular Council meeting schedule be approved. 7. Appointment to RDOS Board and Okanagan Regional Library Board - Report from Director of Corporate Services - CR-817 MOTION 362/17 Moved by Councillor Campol Seconded by Councillor Youngberg That Mayor McKortoff be appointed to the Regional District of Okanagan Similkameen Board with Councillor Rhodes as their alternate. Page 40 of 57 Page 4
MOTION 363/17 Moved by Councillor Campol Seconded by Councillor Rhodes TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 That Councillor Youngberg be appointed to the Okanagan Regional Library Board with Councillor King as their alternate. DEFEATED Mayor McKortoff, Councillor King, Councillor Rhodes and Councillor Youngberg were opposed MOTION 364/17 Moved by Councillor King Seconded by Councillor Rhodes That Councillor Youngberg be appointed to the Okanagan Regional Library Board with Councillor Campol as their alternate. 8. Contract Award for 2017 Canal Pathway Lighting Installation - Report from Director of Operational Services - AGR-112 MOTION 365/17 Moved by Councillor Rhodes Seconded by Councillor Campol That Council award Balogh Electric Ltd. the contract for 2017 Canal Pathway Lighting Installation for $29,103.33 (taxes and contingency sum included). Director Zakall entered the meeting at 3:10 PM 9. Contact Award Town of Osoyoos Welcome Signs - Report from Director of Operational Services - AGR-113 MOTION 366/17 Moved by Councillor King Seconded by Councillor Youngberg That Council ward the RFP for the new Welcome Signs to Landmark Signs for $146,276.00 (plus taxes) from the Resort Municipal Initiative funds. Director Zakall left the meeting at 3:14 PM. Page 41 of 57 Page 5
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 10. Homelessness - Report from Director of Corporate Services - AI-408 MOTION 367/17 Moved by Councillor Rhodes Seconded by Councillor King That Council agree to be a participant in a community lead process to address homelessness in Osoyoos. 11. Emergency Social Services Grant Funding - Report from Director of Corporate Services - AI-412 MOTION 368/17 Moved by Councillor Campol Seconded by Councillor King That Council approve the Town submitting a joint application with the Town of Oliver, for the Community Emergency Preparedness Fund for Emergency Social Services to a maximum of $25,000. 12. Osoyoos Music in the Park request for Assistance - Report from Director of Corporate Services - CR-908 MOTION 369/17 Moved by Councillor Rhodes Seconded by Councillor Campol That Council direct staff to go back to the Music in the Park organizers and try to seek out options for consideration to help them move the Piano in the Park. 13. Rural Dividend Fund Application Partnership with Golf Club - Report from Chief Administrative Officer - COR-606 MOTION 370/17 Moved by Councillor Rhodes Seconded by Councillor King That Council approves partnering with the Osoyoos Golf Club to make a grant application to the Rural Dividend Fund for irrigation improvements and providing $300,000 from the sewer reserve account to assist with paying a portion of the installation of a new irrigation system. Page 42 of 57 Page 6
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 14. Town Hall Assessment - Report from Chief Administrative Officer - AGR-114 MOTION 371/17 Moved by Councillor King Seconded by Councillor Rhodes That Council accepts administrations recommendation to employ David Naime Associates to complete the Town Hall Assessment at a price of $31,378 including GST plus the $2,300 roof assessment. NOTICE OF MOTION None REPORTS 1. Cash Requirements - 1) General Accounts $ 315,046.81 2) Arena Accounts $ 691.64 3) Net Payroll Accounts $ 79,060.68 November 7 th to November 20 th, 2017 for information The General Accounts in the amount of $ 315,046.81 were adopted by consensus. The Arena Accounts in the amount of $ 691.64 were adopted by consensus. The Payroll Accounts were received for information. Director Dinwoodie left the meeting at 3:58 PM. 2. Bylaw Enforcement Report for the month of October 2017 - Report from Bylaw Enforcement Officer MOTION 372/17 Moved by Councillor Campol Seconded by Councillor King That the Bylaw Enforcement Report for the month of October 2017 be received. 3. Committee Reports None Page 43 of 57 Page 7
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 4. CAO Report CAO Romanko presented his report, a copy of which is attached to and forms part of these minutes. MOTION 373/17 Moved by Councillor Rhodes Seconded by Councillor Youngberg That the CAO Report be received. 5. Councillors Reports Councillor Campol: On November 22nd, the Stanley Cup will be onsite for the grand opening of the Osoyoos Indian Band office. On November 21st from 8:00 9:00 pm the Stanley Cup will be available for viewing at the Sonora Centre. Councillor King: Attended the Remembrance Day ceremonies. Attended Economic Development committee where the budget was finalized. Encouraged everyone attend the Christmas parade on December 1st. Councillor Youngberg: Encouraged everyone to attend the Christmas festivities that are planned in the community. Councillor Rhodes: Attended the Remembrance Day ceremonies. Thanked Brian Holgate for being the master of ceremonies at the celebration. 6. Mayor McKortoff s Report Attended the Osoyoos Lake Water Quality Society meeting last week. Attending the Regional District meeting this week where Greyhound Canada will be presenting to the RDOS directors. Signed the proclamation for Restorative Justice Week. Christmas Light up is December 1 st and 2 nd. Encouraged everyone to attend the weekend festivities. Page 44 of 57 Page 8
TOWN OF OSOYOOS REGULAR OPEN MEETING OF COUNCIL NOVEMBER 20, 2017 ADJOURNMENT MOTION 374/17 Moved Councillor Campol Seconded by Councillor King That the meeting be adjourned. The meeting was adjourned at 4:10 PM. APPROVED: CERTIFIED CORRECT: MAYOR McKORTOFF DEPUTY CORPORATE OFFICER Page 45 of 57 Page 9
REPORT Chief Administrative Officer MEETING DATE: Nov. 20 th, 2017 TO: Mayor and Council CC: FROM: SUBJECT: Barry Romanko, Chief Administrative Officer CAO Report CAO Interviews being carried out for Director of Planning and Development Met with Museum to discuss leaking roof Met with Golf Course to discuss irrigation project funding We had a labor/ management meeting Selection of Town Hall Building Assessment RFP Reviewed first draft of budget COMMUNITY SERVICES The Town of Osoyoos will be taking part in the Big Bike Ride, a fundraiser for the heart and stroke foundation, on May 9 th at 5 pm. This should be a great fundraiser for a great cause. More information will be available on the Town website. Occupational Health and Safety consultants will be conducting sessions and attending our OHS monthly meeting. This will be the last visit for this year. Upcoming programs include: guided snow shoe trek-thursday Dec. 14 at Mount Baldi and a Christmas flower wreath program-saturday, Dec. 9. Our pickle ball workshops as always have been very well attended. More information for all programs can be found in our leisure guide and online on the Town website. Rockin with Santa is coming fast. This is an annual family event scheduled for December 16 th - 2 pm at the Sun Bowl Arena CORPORATE SERVICES Director attended seminar through Municipal Insurance Association of BC on Enterprise Risk Management and Business Continuity Records Management Manual is nearing completion Year end reporting and other year end items are being worked on. Much work is being done in the HR portfolio Meeting with the Victim Services Program Manager on Thursday, November 16 to discuss budget numbers FINANCE 2017-11-20 CAO Report BR Page 1 of 2 Page 46 of 57
PLANNING & DEVELOPMENT PUBLIC WORKS Operational Services Update: Installed new street light and pole at the South end of the Bridge Contractor started work to clean and de-sludge Storage Pond No. 2 at the sewer lagoons Began installation of Christmas lights throughout the community Barry Romanko Chief Administrative Officer 2017-11-20 CAO Report BR Page 2 of 2 Page 47 of 57
MOTION IC 172/17 Moved by Councillor King Seconded by Councillor Rhodes EXTRACTED FROM THE NOVEMBER 20, 2017 IN CAMERA MEETING That Council not provide a location to homeless people to camp and/or locate their belongings for the following reasons: Liability issue Community impact Providing space to homeless people to camp could enable an action that could further deteriorate their health if they remains outdoors (future liability) Expectation of services from the Town: o Monitoring of homeless people and the area; o Washroom facilities; o Clean up/maintenance of the area MOTION IC 173/17 Moved by Councillor King Seconded by Councillor Rhodes That Motion IC 172/17 be taken out of In-Camera. Page 48 of 57
REPORT Council rww^e Usovcds Conado's /wormesl welcome MEETING DATE: December 4, 2017 TO: CC: FROM: SUBJECT: Mayor and Council Barry Romanko, CAO Jim Zakall, Director of Financial Services Contract for GIS Services BACKGROUND The contract between the Town of Osoyoos and R.D.O.S. for access to the RDOS internal mapping application expires December 31,2017. OVERVIEW TheTown of Osoyoos has utilized the R.D.O.S. GIS internet mapping services and has accessto their internet mapping application for an annual fee. This service has been a valuable asset to Town staff, assisting both office and operations staff. There has been no increase for a number of year, however the contract is increasing to $2,933 for 2018 and 2019. An increase of $393. OPTIONS 1. To authorize the signing of the contract for GIS services between the RDOS and Town of Osoyoos. 2. To discontinue the use of this service from the RDOS. BUDGET IMPLICATIONS The cost of this service will be paid through the water and sewer operating funds.. COMMUNITY IMPACT No impact. RECOMMENDATION Option 1: RDOS and Town of Osevoos. To authorize the Mayor and CAO to sign the contrac##>r Gj j services between the JimZakaJJ^ \ Barry Romanko Dlfecto/ofFinancial Services ChiefAdministrative Officer 201712 04 Report to Council - Contract for GIS Services.docx Page 1 of 1 Page 49 of 57
CONTRACT FOR GIS SERVICES AMENDMENT: dated November 17,2017 BETWEEN: Regional District of Okanagan-Similkameen 101 Martin St. Penticton, BC V2A 5J9 AND: Town of Osoyoos 8707 Main St. Osoyoos, BC V0H 1V0 the "Contractor" the "Client" Contact: Tim Bouwmeester, IS Manager Phone: 250.490.4127 Contact: Barry Romanko, CAO Phone: 250.495.6515 The Regional District of Okanagan-Similkameen (Contractor) and the Town of Osoyoos (Client) agree to the following amendment: Term: 24 months Extension / Option Terms: Renewable by negotiation. Commencement Date: January 1,2018 Completion Date: December 31,2019 Fees and Expenses: Internet Mapping Access to internal internet mapping application $2,933 annual fee (payable in full with first month's invoice of the applicable year) Professional Fees IS Administrator $80.47 per hour GIS Analyst/Programmer $58.73 per hour Page 50 of 57
CONTRACT FOR GIS SERVICES GIS Assistant $45.90 per hour THE PARTIES have duly executed this agreement this day of 20. SIGNED, SEALED AND DELIVERED by the REGIONAL DISTICT OKANAGAN- SIMILKAMEEN in the presence of: SIGNED, SEALED AND DELIVERED by the TOWN OF OSOYOOS in the presence of: Sue McKortoff, Mayor Karla Kozakevich. Chair Barry Romanko, CAO Bill Newell, CAO Page 51 of 57
REPORT Council Canada's /warmest welcome** MEETING DATE: December 4, 2017 TO: CC: FROM: SUBJECT: Mayor and Council Barry Romanko, CAO Janette Van Vianen, Director of Corporate Services 2017/18 Special and Standing Committees TRACKING NO.: CR-826 BACKGROUND Each year Mayor and Council appoints representatives to Special and Standing Committees. A Standing Committee of Council is established and appointed by the Mayor for matters the Mayor considers would be better dealt with by Committee and at least half the members of a standing committee must be council members. A Select Committee of Council is established and appointed by Council to consider or inquire into any matter and to report its findings and opinion to Council, At least one member of a select committee must be a council member. OVERVIEW Council reviewed the Committee appointments at the Committee of the Whole meeting of November 20, 2017. Council did not make any changes to the appointments from 2016. The 2017 schedule is shown in the options and the appointments must now be formally adopted by resolution. Council appointments to the Okanagan Regional Library Board and RDOS are not included in this listing as those appointments were made at the November 20 regular open meeting. IMPLICATIONS a) Community Community will benefit from Council representation on the various special and standing committees. b) Organizational None c) Budget 2017 12 04 REGAGDreport- committeeappointments.docx Page 1 of 3 Page 52 of 57
None d) Significant Dates None e) Sustainability Appointments should be made as soon as possible in order the business of the committees can continue with little disruption. OPTIONS 1. That Council make appointments to committees as follows: COMMITTEE NAME REPRESENTATIVE STAFF REPRESENTATIVES MEMBERS OF PUBUC I Airport Councillor Mike Campol Advisory Design Panel (ADP) Councillor Carol Youngberg Director of Planning S Development P&D/S Secretary Child & Youth Committee (CYC) Destination Osoyoos Board EDAC Highway 3 Coalition Municipal Insurance of BC Councillor Carol Youngberg CouncillorJim King Alternate - Councillor Carol Youngberg Councillor Jim King Alternate - Councillor Carol Youngberg Mayor McKortoff Alternate - Councillor CJ Rhodes Councillor Jim King Alternate - CouncillorCampol Janette Van Vianen Up to 5 Roger Horton Julie Hamilton Bob Stubbs Joanne Hebig Herb Wycheriy Members not appointed by Council Kevin Tulak, Program Director ARC Verla Strawn, IH - Public Health Lindsay Slobodzian, Boys & Girls Club Joan Chambers, Literacy Now SOS Chad Teigen,Desert Sun Counseling Centre David Desautels, Penticton & Area Women's Centre Legal Advocacy Hope Mendes, MCFD 3 community members Len McLean Rob Rausch Greg Sol Community Services Advisory Committee CouncillorJim King Alternate - Councillor Mike Campol Gerald Davis Sarah Dynneson 3 residents of Town of Osoyoos John Katerenchuk Mai Turner Peter Beckett Restorative Justice Committee Councillor Jim King Janette Van Vianen RCMP Contact Jason Bayda 6 members ofthe community (includes council members appointed) Brian Holgate Arlyn Greiq 2017 12 04 REG AGD report - committee appointments.docx Page 2 of 3 Page 53 of 57
School Board Liaison Traffic Safety Committee Waterfront Steering Committee Councillor Mike Campol Alternate - Councillor Carol Youngberg Councillor CJ Rhodes Alternate - Councillor Jim King Councillor CJ Rhodes Alternate -Councillor Mike Campol Barry Romanko Jim Dinwoodie Director of Planning & Development Barry Romanko Director of Planning & Development Gerald Davis Terry Underwood, TRUE Cheryl Plaskett Jeff Wiseman, Ministry of Transportation RCMP Representative Emergency Committee Executive Councillor Jim King Alternate - Mayor Sue McKortoff Barry Romanko «Janette Van Vianen RCMP Fire Chief BCHS Other Dept. Heads as required 2. That Council not make any appointments to these committees at this time. RECOMMENDATION Staff recommend option 1. 5^2^: Jaetette Van Vianen Director of Corporate Services Barry Romanko ChiefAdministrative Officer 2017 12 04 REG AGD report - committee appointments.docx Page 3 of 3 Page 54 of 57
REPORT Council MEETING DATE: December 4, 2017 TO: CC: FROM: SUBJECT: Mayor and Council Barry Romanko, CAO Kathy Fichter, Payroll Clerk General, Net Payroll and Sun Bowl Arena Financial Accounts TRACKING NO.: BACKGROUND To report on expenditures from accounts payable for Council approval and payroll information for Council to receive. OVERVIEW General, Sun Bowl Arena cash requirements and Net Payroll Accounts to December 4, 2017, representing balances in the following funds in the amount of: General cash requirements $ 725,311.29 Sun Bowl cash requirements $ 14,494.84 Net Payroll Accounts $ 71,262.36 OPTIONS 1. Approve General and Sun Bowl Arena cash requirements. 2. Receive Net Payroll funds for the period of November 21 to December 4, 2017. 3. Do not approve General, Payroll and Sun Bowl Arena cash requirements. RECOMMENDATION 1. Options 1 and 2 Kathy Fichter Payroll Clerk Jim Zakall Director of Financial Services Barry Romanko Chief Administrative Officer 2017 12 04 Council Report General Accounts Page 55 of 57
Draft Meeting Minutes Community Services Advisory Committee Tuesday, October 24 th, 2017 @ 4:30 pm Sonora Community Centre Board Room #2 Attendance: Gerald Davis, Jim king, Carol Nesdoly, Michelle Quail, Mike Stiles Regrets: Marieze Tarr, Brian Lobb, Mark Pendergraft, Mitch Fritz, and Peter Beckett. Minutes: Tamara Morgan Agenda Items 1. Call to order 4:39pm 2. Additions and/or deletions to the agenda None 3. Adoption of Minutes June 27 th, 2017 -Motion to accept minutes by Mike Stiles and seconded by Michelle Quail. Carried Unanimously. 4. Delegations -None 5. Account statements a) Sun Bowl Arena - See attached info b) Leisure Services -See attached info -Motion to accept minutes by Carol Nesdoly and seconded by Mike Stiles. Carried Unanimously. 6. Reports a) Community Services Update- See attached Directors update - Gyro Park concession, bringing to council in November. 7. Old Business a) None 8. New Business a) Adult change table Photo/media announcement -Part of our accessibility funding. Will be located in the front entrance washroom. Signage will be posted and when the table is delivered we will schedule a photo opportunity. b) Gyro Park Pier Discussion/Issues 1 P a g e Page 56 of 57
-In the process of developing a pier. The pier will not be on pilings due to the sandy bottom of the lake. Other options may include a floating pier. c) Sun Bowl Arena Discussion in relation to incident in Fernie -At our Arena we have ammonia, CO alarms, flashing lights and trained staff. - OHS Committee reviews and develops policies and procedures for safe handling of ammonia and other related substances. d) Age Friendly Designation -Received a proposal for grant/budget purposes. Council passed a resolution and assigned the community services advisory committee to manage the progress. Gerald applied for a grant from UBCM for $20,000. We will take steps to put together an age friendly plan and move forward with it. e) West Bench dog park discussion/vision -Council passed a motion to convert the current dog park back to a ball diamond. - The BMX track area will be turned into the new dog park and redesigned. f) Trails -Plans for trails are moving forward, canal trail is used often. Help bring people to have a grind trail, something more of a workout challenge, possibly located up by the gold mine golf course or at strawberry creek. One concern is lack of parking. May need at least 8-10 spots. Rotary is willing to bring money to the table in support of this. It s in discussion but would like to move forward with the project. Committee members would like to visit these areas to have a better understanding of what is proposed. 9. Correspondence/Information 10. Round Table - Jim- Asked about getting something set in place with bylaw about people jumping off the bridge. - Carol- Ringette is no longer going to be in Osoyoos. Last few years participation has been dwindling and organizers didn t want to continue. 11. Adjournment 5:45pm 12. Next Meeting Nov 28 th @ 4:30pm. (tentative) 2 P a g e Page 57 of 57