REGULAR AGENDA - AMENDED REGIONAL DISTRICT OF NORTH OKANAGAN

REGULAR AGENDA - AMENDED REGIONAL DISTRICT OF NORTH OKANAGAN
REGIONAL DISTRICT OF NORTH OKANAGAN
GREATER VERNON ADVISORY COMMITTEE MEETING
Thursday, February 6, 2014
8:00 am
REGULAR AGENDA - AMENDED
A.
APPROVAL OF AGENDA
1. Greater Vernon Advisory Committee – February 6, 2014
(Opportunity for Introduction of Late Items)
(Opportunity for Introduction of Late Items – In Camera Agenda)
RECOMMENDATION 1
That the Agenda of the February 6, 2014 Greater Vernon Advisory Committee
meeting be approved as presented.
B.
ADOPTION OF MINUTES
1. Greater Vernon Advisory Committee – January 16, 2014
RECOMMENDATION 2
Page 1
That the Minutes of the January 16, 2014 Greater Vernon Advisory Committee
meeting be adopted as circulated.
C.
DELEGATIONS
D.
UNFINISHED BUSINESS
E.
NEW BUSINESS
1. PRV 1 Pump Station 30 - Separation of Controls
− Staff report dated January 22, 2014
RECOMMENDATION 3
Page 6
That it be recommended to the Board of Directors, early budget approval of funds be
given for the PRV 1 Pump Station 30 separation project in the amount of $125,000 of
which the additional $65,000 will be funded from 2014 revenue.
2. OBWB 2014 Water Conservation and Quality Improvement Grants
− Staff report dated January 24, 2014
Greater Vernon Advisory Committee
Agenda – Regular
-2-
February 6, 2014
RECOMMENDATION 4
Page 9
That it be recommended to the Board of Directors, applications to the Okanagan
Basin Water Board 2014 Water Conservation and Quality Improvement Grant be
endorsed for the following projects:
1. Water Ambassador Summer Program
2. Water Sustainability Educational Program
3. North Kalamalka Lake Intake Protection Zone Storm Water Reclamation
Project
4. Water Quality Monitoring in Cosens Bay
3. PRV 24 Upgrades
− Staff report dated January 23, 2014
RECOMMENDATION 5
Page 16
That it be recommended to the Board of Directors, early budget approval of funds be
given for the PRV 24 Upgrade project in the amount of $425,000 of which the
additional $270,000 will be funded from 2014 revenue.
4. Master Water Plan – Phase 1 Funding Options
− Staff report dated January 14, 2014
RECOMMENDATION 6
Page 19
That it be recommended to the Board of Directors, staff be directed to proceed with
an Alternative Approval Process to approve borrowing of up to $70 Million dollars to
fund Phase 1 of the 2012 Master Water Plan comprising the following projects:
Water Supply and Treatment
1. Duteau Creek WTP – Stage 1, 110 ML/d
2012 Cost Estimate
(Million)
$26.5
2. Aberdeen Dam Improvements – Raise Dam by 4 m
$6.41
3. Domestic System Distribution Investments
$9.80
4. Lavington System Separation
$19.5
5. Twinning Transmission Main (Oversizing)
$3.5
6. Okanagan Lake Pump Station
$2.6
Total (2012 Cost Estimate)
$68.3
5. Greater Vernon Arts, Culture and Youth Project Grant - 2014
− Staff report dated January 24, 2014
RECOMMENDATION 7
Page 30
That it be recommended to the Board of Directors, funding be awarded as outlined in
report from the Community Development Coordinator, titled Greater Vernon Arts,
Culture and Youth Project Grant – 2014 and dated January 24th, 2014.
Greater Vernon Advisory Committee
Agenda – Regular
-3-
February 6, 2014
RECOMMENDATION 8
That it be recommended to the Board of Directors, $10,000 for the Greater Vernon
Arts, Culture and Youth Grant receive early budget approval in the 2014 Financial
Plan.
6. Greater Vernon Museum & Archives Board – Greater Vernon Advisory
Committee Representative Appointment
− Staff report dated January 30, 2014
RECOMMENDATION 9
Page 43
That it be recommended to the Board of Directors, (Committee member name) be
appointed to the Greater Vernon Museum & Archives Board as the Greater Vernon
Advisory Committee Representative.
7. Early Budget Approval for Pleasant Valley Road Water Main Replacement
Project – 41st. Ave. To 48th Ave. (excluding 16th St. To 45th. Ave.), City of Vernon
− Staff report dated January 20, 2014
RECOMMENDATION 10
Late Circulation
That it be recommended to the Board of Directors, early budget of funds be given for
the Pleasant Valley Road Water Main Replacement Project in the amount of
$980,000 which will be funded from 2014 revenue.
F.
BUSINESS ARISING FROM DELEGATIONS
G.
REPORTS
1. Administrator’s Report
2. Chair’s Report
H.
IN CAMERA
RECOMMENDATION 11
That, pursuant to Section 92 of the Community Charter, the regular meeting of the Board
of Directors convene In Camera to deal with matters deemed closed to the public in
accordance with Section 90(1)(k) of the Community Charter.
I.
ADJOURNMENT
GVAC - REGULAR AGENDA
February 6, 2014 - Item B.1
REGIONAL DISTRICT OF NORTH OKANAGAN
MINUTES of a REGULAR meeting of the GREATER VERNON ADVISORY COMMITTEE of
the REGIONAL DISTRICT OF NORTH OKANAGAN held in the Boardroom at the Regional
District Office on Thursday, January 16, 2014
Members:
Staff:
Alternate Director J. Cunningham
Alternate Director B. Spiers
Director R. Sawatzky
Councillor G. Kiss
Councillor M. Besso
Director B. Fleming
Director M. Macnabb
City of Vernon
City of Vernon
City of Vernon
District of Coldstream
District of Coldstream
Electoral Area "B"
Electoral Area "C"
T. Hall
Administrator
Corporate
Officer/Human
Resources
Manager
General Manager, Engineering
General
Manager,
Electoral
Area
Administration
General Manager, Finance
Community Development Coordinator
Parks Planner
Clerk – Parks, Recreation and Culture
(taking minutes)
J. Byron
D. McTaggart
L. Mellott
D. Sewell
T. Nelson
K. Pinkoski
H. Roseberry
Also Present: Director D. Dirk
Director C. Lord
Media and Public
(Chair)
(Vice Chair)
District of Coldstream
City of Vernon
CALL MEETING TO ORDER
The meeting was called to order at 8:05 a.m.
ELECTION OF GREATER VERNON ADVISORY COMMITTEE CHAIR
The Corporate Officer called three times for nominations for the office of Chair of the Greater
Vernon Advisory Committee pursuant to the provisions of Section 792 of the Local Government
Act.
Director Fleming nominated Director Macnabb.
Councillor Kiss nominated Alternate Director Cunningham.
Councillor Besso nominated Councillor Kiss
Voting by secret ballot was conducted. Alternate Director Cunningham was declared elected as
Chair of the Greater Vernon Advisory Committee.
Page 1 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item B.1
Greater Vernon Advisory Committee
Minutes – Regular
-2-
January 16, 2014
Moved and seconded by Alternate Directors Cunningham and Spiers
That the ballots used in voting for Chair for the Greater Vernon Advisory Committee, be
destroyed.
CARRIED
ELECTION OF GREATER VERNON ADVISORY COMMITTEE VICE CHAIR
The Corporate Officer called three times for nominations for the office of Vice Chair of the
Greater Vernon Advisory Committee pursuant to the provisions of Section 792 of the Local
Government Act.
Director Sawatzky nominated Councillor Kiss.
There being no other nominations, Councillor Kiss assumed the role of Vice Chair of the Greater
Vernon Advisory Committee by acclamation.
CARRIED
Alternate Director Cunningham assumed the Chair.
APPROVAL OF AGENDA
Greater Vernon Advisory Committee – January 16, 2014
Moved and seconded by Directors Sawatzky and Macnabb
That the Agenda of the January 16, 2014 Greater Vernon Advisory Committee meeting be
approved with the following additions:
−
−
Item E.6 – Request for GVAC Subcommittees
Item F.1 – Ribbons of Green Trails Plan
CARRIED
ADOPTION OF MINUTES
Greater Vernon Advisory Committee – December 5, 2013
Moved and seconded by Directors Macnabb and Sawatzky
That the Minutes of the December 5, 2013 Greater Vernon Advisory Committee Special meeting
be adopted as amended.
CARRIED
Greater Vernon Advisory Committee – Special – December 19, 2013
Moved and seconded by Directors Macnabb and Sawatzky
That the Minutes of the December 19, 2013 Greater Vernon Advisory Committee meeting be
adopted as amended.
CARRIED
Page 2 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item B.1
Greater Vernon Advisory Committee
Minutes – Regular
-3-
January 16, 2014
NEW BUSINESS
Early Budget Approval – McMechan Pump Station Improvements
Moved and seconded by Directors Sawatzky and Macnabb
That it be recommended to the Board of Directors, early budget approval be given for the supply
and installation of a jockey pump and replacement of the Motor Control Central and associated
electrical works at the McMechan Pump Station at an estimated cost of $240,000.
Moved and seconded by Alternate Director Spiers and Councillor Besso to amend the motion as
follows:
That the motion be amended by adding the words, “to be financed by DCC’s”.
Motion as amended
That it be recommended to the Board of Directors, early budget approval be given for the supply
and installation of a jockey pump and replacement of the Motor Control Central and associated
electrical works at the McMechan Pump Station at an estimated cost of $240,000 to be financed
by DCC’s.
CARRIED
History of Funded Arts, Culture and Youth Organizations
Moved and seconded by Director Sawatzky and Alternate Director Spiers
That it be recommended to the Board of Directors, the report from the Community Development
Coordinator titled, History of Funded Greater Vernon Arts, Culture and Youth Organizations,
and dated December 23, 2013, be received for information.
CARRIED
Caetani Cultural Centre – 2014 Facility Funding
Moved and seconded by Director Sawatzky and Alternate Director Spiers
That it be recommended to the Board of Directors, $7,500 be approved in the 2014 Greater
Vernon Parks, Recreation and Culture (060) budget for grounds maintenance at the Caetani
Cultural Centre; and further,
That $10,700 be approved in the 2014 Greater Vernon Parks, Recreation and Culture (060)
budget for electrical upgrades and furnace replacement at the Caetani Cultural Centre.
DEFEATED
Moved and seconded by Alternate Director Spiers and Councillor Kiss
That it be recommended to the Board of Directors, $7,500 be approved in the 2014 Greater
Vernon Parks, Recreation and Culture (060) budget for grounds maintenance at the Caetani
Cultural Centre.
CARRIED
Moved and seconded by Councillor Besso and Alternate Director Spiers
That it be recommended to the Board of Directors, $10,700 be approved for electrical upgrades
and furnace replacement at the Caetani Cultural Centre out of the 2014 Greater Vernon Arts,
Culture and Youth Project Grant Budget.
CARRIED
Page 3 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item B.1
Greater Vernon Advisory Committee
Minutes – Regular
-4-
January 16, 2014
Planning Process for New Vernon Public Art Gallery and Greater Vernon Museum &
Archives Expansion
Moved and seconded by Directors Macnabb and Fleming
That it be recommended to the Board of Directors, $20,000 be pre-approved in the 2014
Greater Vernon Parks, Recreation and Culture budget (060) for phase 1 of the development of
an arts and culture master plan, as outlined in the staff report dated December 31, 2013; and
further,
That $80,000 be included in the 2014 Greater Vernon Parks, Recreation and Culture budget
(060) for phase 2 of the development of an arts and culture master plan, as outlined in the staff
report dated December 31, 2013; and further,
That any decisions on cultural facility development be deferred until the completion of the arts
and culture master plan and cultural facility strategic plan.
CARRIED
Sub-Regional Masterplan – DCC Bylaw Amendment
Moved and seconded by Directors Macnabb and Fleming
That it be recommended to the Board of Directors, $30,000 be included in the 2014 Capital
Budget for the creation of a new Sub-Regional Parks DCC Bylaw and further;
That prior to proceeding with the study, the list of land priorities with sub-regional significance be
brought forward to the Greater Vernon Advisory Committee and the Regional Board.
CARRIED
Request for GVAC Subcommittees
Moved and seconded by Councillor Besso and Director Sawatzky
That it be recommended to the Board of Directors, the letter dated January 14, 2014 from the
District of Coldstream regarding the establishment of subcommittees for the North Okanagan
Arts, Youth and Culture Service and Master Water Plan be received for information.
CARRIED
BUSINESS ARISING FROM DELEGATIONS
Ribbons of Green Trails Plan
Moved and seconded by Director Sawatzky and Alternate Director Spiers
That it be recommended to the Board of Directors, the relevant subregional sections of the
Ribbons of Green 2013 – 2033 trails plan as presented be incorporated into the process of
developing the Subregional Master Parks Plan.
CARRIED
IN CAMERA
Moved and seconded by Councillor Besso and Director Macnabb
That, pursuant to Section 92 of the Community Charter, the regular meeting of the Greater
Vernon Advisory Committee convene In Camera to deal with matters deemed closed to the
public in accordance with Section 90(1)(e) of the Community Charter.
CARRIED
Page 4 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item B.1
Greater Vernon Advisory Committee
Minutes – Regular
-5-
January 16, 2014
The Regular meeting of the Greater Vernon Advisory Committee adjourned to meet In Camera
at 9:41 a.m.
The Regular meeting of the Greater Vernon Advisory Committee meeting reconvened at 10:41
a.m.
ADJOURNMENT
There being no further business, the meeting was adjourned at 10:41 p.m.
CERTIFIED CORRECT
Chair
Juliette Cunningham
Corporate Officer
Jeanne Byron
Page 5 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.1
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5760.2014.24
TO:
Greater Vernon Advisory Committee
FROM:
Engineering
DATE:
January 22, 2014
SUBJECT:
PRV 1 Pump Station 30 -Separation of Controls
RECOMMENDATION:
That it be recommended to the Board of Directors that early budget approval of funds be given for the
PRV 1 Pump Station 30 separation project in the amount of $125,000 of which the additional $65,000
will be funded from 2014 revenue.
SUMMARY:
The project was budgeted in 2013 at $60,000. After a detailed review by District of Goldstream (DoC)
operators and Regional District of North Okanagan (RDNO) staff, additional requirements were
identified and a request for quotes was issued. Two quotes were received at $116,170 and $118,000.
Allowing a contingency for change orders, the total cost estimate to complete the works is estimated
at $125,000. Thus, an additional $65,000 is required to be budgeted in 2014. This cost includes
design, construction and contingencies.
DISCUSSION:
There are two main issues at the Greater Vernon Water (GVW) site referred to as PRV 1: 1) there are
different operators accessing different parts of the site facilities, and 2) the pump chamber on-site
does not meet WCB regulations.
PRV 1 has two facilities; a building that houses pressure reducing valves (referred to as "PRV1") and
a separate underground chamber that houses pumps (referred to as pump station 30 or "PS30").
PRV1 is operated by the City of Vernon (as it mainly supplies Vernon and Electoral Area B and C
customers) while PS30 is operated by the District of Goldstream (DoC) (supplying the subdivision off
Cypress Drive). The controls for PS30 are currently located inside the PRV1 building 8 meters away,
introducing difficulties in access, maintenance, and operations for DoC operators.
The separation of controls of PS30 and the distance from PRV 1 also does not meet WCB
requirements. The document "Confined Space Entry Program, a Reference Manual" published by
WCB in 2005 states that:
For every confined space entry, a worker must be assigned as a standby person, who checks on
the well-being of workers inside the space by visually observing them or using another method of
Page 6 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.1
File No.: 5760.2014.24
Re: PRV 1 Pump Station 30 - Separation of Controls
Dated : January 22, 2014
Page 2 of4
checking. The standby person also summons help in the event of an emergency. Workers inside
the space must be able to contact the standby person at any time, either through voice or visual
contact. The standby person must be stationed outside the confined space, never inside.
The underground pump station is considered a confined space, and the fact that the controls are 8
meters away from the entry hatch and inside a building makes it difficult for the standby person to see
or hear the workers in the chamber. To satisfy WCB, additional staff would be needed on site, or the
controls would need to be moved closer to the entry hatch.
When RDNO staff met with the DoC operators on site to discuss how to improve this situation, a few
other issues were identified. One of the pumps has a variable frequency drive (VFD) while the other
does not. The pump with no VFD is required to turn on prior to another pump station on Ravine Drive
coming on to ensure there is sufficient water in the line through the subdivision up to the Ravine pump
station. The operators requested that the second pump be outfitted with either a Soft Start option or a
VFD . Both options will reduce wear and tear on equipment and reduce risk of pipe breaks between
PRV 1 and Ravine Road while the VFD will also result in a small savings on BC Hydro charges
estimated at $25 per year.
The power for the pump station can continue to be fed through the PRV station but it was suggested
that an outlet for a portable generator be installed into the PRV building so that when the power goes
out in the area, a generator can be set up to run both stations. This will enable the operators to
maintain water supply in this area during outages.
Finally, it was suggested that we improve the SCADA reporting from this station to reduce the
frequency to enter the underground station. Due to the increase in scope of work from the original
concept, the prices that were received came in higher that the amount budgeted in 2013. It was
decided that the project additions were important features to improve safety and reduce operating
cost at the site and to proceed, the additional amount would be budgeted in 2014.
The project total is $125,000 including design, construction costs, and contingencies. To fund this
project, $60,000 was carried over from 2013 and the remaining $65,000 is to be included in the 2014
budget.
HISTORY:
PRV 1 was built in the early 70's under the ARDA program. PRV 1 reduces the pressure in the trunk
water line that feeds Duteau Creek water to the BX and Swan Lake areas. As the water system
developed, it also fed drinking water to portions of the City of Vernon . The underground Pump Station
was added around 1990 to feed water up to the subdivision around Cypress and Raven Drives.
Another pump station was added on Raven Drive with a reservoir, to serve the highest properties. The
existing PRV building was expanded in 1990 to place the pump station controls inside.
EXISTING POLICY:
The Water Distribution, Operations, Maintenance & Repair Agreements between RDNO and the two
operating authorities came into effect on February 1, 2013. As part of the Agreement, protocols are
being developed to guide the requirements and responsibilities of each party. The agreements state
Page 7 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.1
File No.: 5760.2014.24
Re: PRV 1 Pump Station 30 - Separation of Controls
Dated: January 22, 2014
Page 3 of4
that all parties are to give each other reciprocal access, however, separation of the areas of work is
preferred to reduce potentials access issues and improve emergency response.
FINANCIAL/BUDGETARY CONSIDERATIONS:
The two quotes received were very close. The prices were reviewed and are considered to be
reasonable for the work to be done. The original estimate for the 2013 budget did not include
improvements to the station that will save the utility time and resources.
EXTERNAL AGENCY/PUBLIC COMMENTS:
The DoC operators have been involved in the development of this project, as per Protocol 9: Capital
Works Project and Planning. RDNO staff will manage the project.
COMMUNICATIONS CONSIDERATIONS:
RDNO Staff will be responsible for keeping DoC and local residents informed of any interruption in
water service that are expected during construction of the project; however, DoC staff will provide
assistance if required.
Rod Pleasance, P.Eng.
Project Engineer
Reviewed and endorsed by:
u.v m'I .
~
~Eng
(
JJ ~r;
Dale MeTa
General Manager, Engineering
Approved for inclusion:
Page 8 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5780.05
TO:
Board of Directors
FROM:
Engineering/ Planning and Building Departments
DATE:
January 24, 2014
SUBJECT:
OBWB 2014 Water Conservation and Quality Improvement Grants
RECOMMENDATION:
That it be recommended the Board of Directors endorse applications to the Okanagan Basin
Water Board 2014 Water Conservation and Quality Improvement Grant for the following
projects:
1. Water Ambassador Summer Program
2. Water Sustainability Educational Program
3. North Kalamalka Lake Intake Protection Zone Storm Water Reclamation Project
4. Water Quality Monitoring in Cosens Bay
DISCUSSION:
Recommendation: The Okanagan Basin Water Board (OBWB) grant application requires a
resolution of support from the local government or regional district. This report outlines four
projects for which the RDNO is seeking funding support from the OBWB.
1. Water Ambassador Summer Program - The aim of this project is to expand upon the
successful 2013 residential water audit program to cover commercial and agricultural
customers. To do so, two summer staff will be hired as Ambassadors for water
sustainability in the North Okanagan and trained in performing water assessments.
These staff will also participate in Farmers' Markets, community events, and public
demonstrations where they will deliver educational material on making water work.
Ambassadors will also work with local organizations to promote water protection,
stewardship, sustainability, and conservation. This project promotes education in order
to empower the general public to make informed decisions about water sustainability. By
performing water assessments, the Ambassadors are providing tools to residential,
commercial, and agricultural customers to help them use water efficiently. The outreach
involved in this project will communicate water challenges faced by our community, and
dispel the myth of abundance. This project builds on recommendations made by the
GVW Drought Response Team in the 2012 Drought Management Work Plan.
2. Water Sustainability Education Program - Community education for water conservation
is a responsibility of the Water Sustainability Coord inator. In the past, this duty was
completed in part through water sustainability themed presentations to local elementary
schools upon request. However, these presentations lack student engagement, and are
Page 9 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
Report to Greater Vernon Advisory Committee
Subject: OBWB 2013 Water Conservation and Quality Improvement Grant Program
- 2-
ineffective at building water conservation enthusiasm. The improvement of these
lectures has been hampered by the intensive process needed to develop innovative
educational material, and the difficulty of marketing to teachers and principals in School
District No. 22. The proposed Water Sustainability Education Program will be a
collaborative project between RDNO and a local educational institution (e.g., the
Okanagan Science Centre), and will result in the development and delivery of
educational programming on the topics of water sustainability, water quality, and water
conservation as they relate to local watershed issues. The interactive programs will be
prepared for Grade 4-7 audiences and will be free for teachers in the North Okanagan.
The programs, which will be linked to BC curriculum, will be delivered to over 150
students in the com ing school year. This initiative will educate youth on water related
topics and connect them to community resources in order to empower students to take
action in water stewardship. The education of our youth will help RDNO meet its long
term water sustainability goals.
3. North Kalamalka Lake Intake Protection Zone Storm Water Reclamation ProjectAt the Oct. 17, 2012, Board of Directors meeting, the following resolution was endorsed:
"That it be recommended to the Board of Directors that a Goldstream Creek - Kalamalka
Lake Watershed Protection and Assessment Response Planning process in the fall of
2012 be supported; and further,
That the Board of Directors endorse the Terms of Reference for the Kalamalka Lake
Goldstream Creek Watershed Protection and Assessment Response Planning
Committee as outlined in Appendix B of the report dated August 16, 2012 and further,
That a Goldstream Creek - Kalamalka Lake Watershed Protection and Assessment
Response Plan budget and capacity requirement be developed."
To support this process, staff's application for $20,000 from the OBWB grant will allow
for the continued improvement to storm water managemeJ!t. The Kalamalka Lake Storm
Outfall Sampling project completed in 2012 identified three ·storm outfalls within the
Intake Protection Zone (the area surrounding and influencing the intake) as risks to
drinking water quality due to contamination. Analysis of these outfall catchment areas is
necessary to determine sources of contamination and ways to mitigate water quality
risks to the Lake. GVW will work with the District of Goldstream to identify and map
catchment areas, perform appropriate tests to analyze the source of contamination (i.e.
cross connection testing between sanitary sewers and storm drains), and determine
solutions to reduce contamination to Kalamalka Lake.
Additionally, during the initial stage of this project, at least three outfalls could not be
sampled because they discharged beneath the surface of the lake and were
inaccessible at the time. Further investigation into the exact locations of these outfalls
was recommended, along with the development of sampling methodology. Some of
these unsampled outfalls are large and may contribute sign ificantly to contamination .
This project will enhance the understanding of source water risks, and will respond to the
current state of contamination through management practices. This project will also
address infrastructure design and improve the current water collection system to mitigate
water pollution.
4. The proposed study involves a water quality sampling program in Cosens Bay to
determine if there is any influence or impact from septic systems in this area. There is a
mixture of modern homes and older cottages stretching along 3 km of shoreline in
Cosens Bay. Approximately 100 lots are perched along the shoreline with soils of
variable drainage and rockiness. The proposed sampling would contrast water quality
Page 10 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
- 3-
Report to Greater Vernon Advisory Committee
Subject: OBWB 201 3 Water Conservation and Quality Improvement Grant Program
and periphyton growth in the fall to that of the summer months to see if the seasonal
peak in septic system use causes any detectable impacts on water quality in Cosens
Bay.
The Proposed Study Design which identifies the sampling methods and duration of the
study is attached as Attachment A.
FINANCIAL I BUDGETARY CONSIDERATIONS:
The RDNO will be applying for four OBWB grants, seeking a total of $45,700. The funds will be
split among the projects as follows:
1. Water Ambassador Summer Program....... .... ........... ..... ............................ ......... $8,000
2. Water Sustain ability Educational Program .......... .... ........ ...................... .... ......... $8,000
3. North Kalamalka Lake Intake Protection Zone Storm Water Reclamation
Project............. .... .. .... ................................... ......... ................ ..... ................. ..... .$20,000
4. Water Quality Monitoring in Cosens Bay.... ........... ............ ........ ....... ................ .. $9,700
If OBWB funding is not awarded, we will need to seek other funding opportunities or scale back
the proposed projects.
• The Water Ambassador Summer Program is currently seeking additional funding
through the Canada Summer Jobs Program. Without funding from an external source,
this program may have to be scaled back to one student.
• The Water Sustainability Educational Program would be delayed if OBWB funding is not
received. Classroom visits will continue on request.
• The Storm Water Reclamation Project will move forward in 2014; however, reduced
funds will impact the progress and implementation of improvement projects.
• The Water Quality Monitoring in Cosens Bay may qualify for Community Works Funding
if not successful with an OBWB grant.
PERSONNEL IMPLICATIONS:
The four proposed projects will be led by RDNO staff as project managers. This work has been
planned as part of existing programs. The Storm Water Reclamation Project will require
contract work and in-kind support from the District of Goldstream due to the nature of this
project. The Water Quality Monitoring in Cosens Bay will also require contract work. This
sampling program can be incorporated into the current Kalamalka Lake Sampling Program.
In conclusion , a resolution of support from the Board of Directors is required as part of the
application packages to the OBWB 2014 Water Conservation and Quality Improvement Grant
Program.
Submitted by:
Submitted by:
Emma Posluns, M.Sc.
Water Sustainability Coordinator
I
/
Page 11 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
Report to Greater Vernon Advisory Committee
- 4-
Subject: OBWB 2013 Water Conservation and Quality Improvement Grant Program
Water Quality Manager
Reviewed and Endorsed by:
LIS;~~
McTagg~~
Dale
General Manager Engineering
Approved For Inclusion:
Attachment A- Proposed Study Design for the Water Quality Monitoring in Cosens Bay
Page 12 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
LARRATT
AQUATIC
Cost Estimate Proposal for Kalamalka Lake SamplingCosens Bay, 2014
Prepared for: Regional District of North Okanagan,
Sustainability and Planning
9848 Aberdeen Rd., Coldstream, BC VlB 2K9
Study Purpose:
The proposed study involves a water quality sampling program in Cosens Bay to
determine if there is any influence or impact from septic systems in this area. There is a
mixture of modern homes and older cottages stretching along 3 km of shoreline.
Approximately 100 dwellings are perched on rocky shoreline and soil cover is generally
thin. The proposed sampling would contrast water quality and periphyton growth in the
fall to that of the summer months to see if the seasonal peak in septic system use
caused any detectable impacts on Cosen's Bay.
Proposed Study Design:
LAC proposes to use the same sampling times as the existing Kalamalka Long-Term
Monitoring Project which runs monthly May to October, with chemistry samples going
to Caro Labs, Kelowna and algae/microflora sam ples identified by LAC. Collecting a subset of the parameters already analyzed on Kalamalka Lake samples using the same
methods, labs and dates means that the Cosens data can be compared against the main
body of Ka lamalka Lake data.
Larratt Aquatic Consult ing Ltd. 3025 Ens ign Lane, West Kel owna, B.C. V4T 2Z4
Phone: 250.769.5444
Fax: 250.769.3233
Ema il: [email protected]
Page 13 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
A list of water quality parameters that may be of interest to RDNO in Cosens Bay at an
approximate cost of 128.00 per sample from Caro Labs include:
NUTRIENTS: Nitrogen (Total, Nitrate + Nitrite, ammonia) Phosphorus (Total and
dissolved, low detection)
GENERAL: Turbidity, Conductance, pH, Sulphate, Chloride
BACTERIOLOGICAL: E. coli
This list is compatible with the list currently used for Kalamalka Lake samples.
We would suggest sampling near-shore using batched samples to keep costs down. This
would involve batch ing 5 sub-samples from one sample site into a single sample . LAC
would establish and GPS 3 sites in the suspected impact area and 1 in an undeveloped
area as a reference control site. We will take advantage of the already completed SHIM
(Sensitive Habitat Inventory Mapping) to help with site selection. The total sample load
would be 4 samples per sampling trip. We would suggest sampling in July, August,
September and October when the lake is still stratified, for a total of 16 samples. The
advantages of confining the sampling to these months includes:
• Avoiding the confounding influences of whole-lake circulation
• Avoiding the confounding influences of freshet (spring run-off)
• The proposed months have long day-length and span two high-use inhabited
months and two low-use months
Water quality samples alone would only tell part of the story for Cosens' Bay. We would
propose to do periphyton (algae attached to rocks near shore) instead of the
phytoplankton (free-floating/swimming algae) we do for the water suppliers. Algae are
highly sensitive to subtle changes in nutrient status. We would put out artificial
substrates to avoid having problems with differences in algae arising from differences in
the natural substrates they are growing on. For statistical analysis of the results, we
would deploy 5 samplers for July/August (60 day deployment) versus 5 samplers for
Sept/Oct (60 day deployment) to give us workable data. The artificial substrate of
choice is honed stone tiles mounted in anchoring frames. These samplers would be
deployed at one meter depths in non-shaded areas, and be equipped with
temperature/light loggers. A known surface area would be sampled from the tiles at the
end of each deployment. Two samples would be collected from the samplers. One
Sample set would be sent to Caro Labs for volatile solids (ash-free dry weight (AFDW)}
and dry weight analysis. The dry weight includes inorganic silts, marl etc, while the
volatile analysis includes only the organic algae/biofilm component. The second sample
set would be analyzed by LAC for taxonomy and cells counts. We currently do this type
of work for BC Hydro on the Columbia and Peace Rivers.
Page 14 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.2
LAC would then propose to prepare a very brief stand-alone report for Cosen's Bay,
separate from the existing one for the Kalamalka Lake water suppliers. However, we
would suggest that the reports be shared since possible impacts of septic systems would
be of interest to the municipalities and general trends in Kalamalka Lk would also affect
Cosen's Bay. We would suggest that one year of this program would provide the data
RDNO seeks and repeating this program should not be necessary until changes (if any)
occur in the projected nutrient load to Cosen's Bay.
Proposed Study Cost:
In this proposal, we have split the travel time to I from Kelowna, sample delivery to labs,
prep. time etc. among the three parties interested in sampling Kalamalka Lake. The
total proposed cost is 9708.00 (Caro = 2408.00 LAC;::: 7300.00)
This 2014 cost estimate will not be exceeded without permission.
Additional work will be accepted as time permits.
All equipment will be provided by LAC at no additional cost to RDNO.
RDNO staff are welcome to call with questions or observations during the study period.
If you have any questions or comments on this proposal, please don't hesitate to call.
Mrs. H. Larratt
Aquatic Biologist, R.P. Bio
Page 15 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.3
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5760.2013.08
TO:
Greater Vernon Advisory Committee
FROM:
Engineering
DATE:
January 23, 2014
SUBJECT:
PRV 24 Upgrades
RECOMMENDATION:
That it be recommended to the Board of Directors that early budget approval of funds be given for the
PRV 24 Upgrade project in the amount of $425,000 of which the additional $270,000 will be funded
from 2014 revenue.
SUMMARY:
The project was budgeted in 2013 at $175,000. After a detailed review by District of Coldstream
(DoC) operators and Regional District of North Okanagan (RDNO) staff, the scope of the project was
increased substantially and detailed design progressed. The Consultant estimated the Construction
costs based on the final design at $387,884. Additional funds were put into the Capital Budget request
for 2014 to cover the extra costs. Tenders were prepared and issued on December 23, 2013, with a
closing date of January 16, 2014. Nine (9) bids were received with a low bid of $346,092.
Approximately $20,000 was spent in 2013 on Design. Allowing a contingency for change orders, the
total cost to complete the works in 2014 is estimated at $425,000. Thus, an additional $270,000 is
required to be budgeted in 2014 on top of the carry over of $155,000 from 2013. This cost includes
design, construction, permits and contingencies.
DISCUSSION:
The original purpose of upgrading this station was to increase safety and eliminate a confined space.
Some initial concepts that were considered included raising the pilots (the adjustable parts of the
equipment) to the surface or installing stairs into the ground to have an access into the side of the
existing chamber.
At a site visit during the Request for Proposals (RFP) stage, it was determined that the existing
Pressure Reducing Valves (PRV) were installed around 1970. As the average life of such a valve is
around 25 years, it became apparent that the valves needed to be replaced as well as they were 15
years beyond their life expectancy. If these PRV's failed, the customers on Middleton Mountain would
be impacted.
The successful proposal had two options, a vault or a new building. It was noted that the existing
chamber was built around the valves, and it is not an option to build stairs down to the current vault
and make an entry into the side of it. Hence, by maintaining the current vault, the confined space
Page 16 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.3
File No.: 5760.2013.08
Re: PRV 24 Upgrades
Dated: January 23, 2014
Page 2 of 4
would remain. The operators requested the new building design to ease operations and reduce staff
requirements as confined space entry requires two operators on-site. By installing a building, only
one operator was required when completing site checks. It was decided that the value added by
choosing a building was worth the additional cost. Growth projections were taken from the Master
Water Plan to size the valves that would be required and the consultant proceeded with design.
During the design process, several additional features were added. These included isolation valves
outside the station, an interconnection between the Duteau and Goldstream systems in the area, and
the ability to expand the station in the future if additional pressure reducing is required when
separation reaches this area. It was decided that these additions were important features to improve
the safety and reliability of the water utility and reduce future potential costs.
In late November 2013, the consultant estimated the construction cost would be around $380 ,000 and
identified that the budget allocated would not be sufficient. Staff allocated funds in the 2014 budget
request to cover the additional costs.
The project total is estimated at $445,000 including design, construction costs, permits and
contingencies. Of this, $20,000 was spent in 2013 on design. The remainder will be funded with
$155,000 of carry over from 2013 and $270,000 from revenue in the 2014 budget.
HISTORY:
PRV 24 was built around 1970 under the Agricultural and Rural Develolpment Act (ARDA) program.
PRV 24 reduces the pressure from the trunk water line that comes from Duteau Creek and feeds
water into the Middleton Mountain area from Aberdeen Road to Kalamalka Lake Road and from
Hwy 6 to Kalamalka Road. The equipment in this station has gone beyond its normal lifespan, and
failure of this station during irrigation season would have serious consequences.
EXISTING POLICY:
The Water Distribution, Operations, Maintenance & Repair Agreements between RDNO and the two
operating authorities came into effect on February 1, 2013. As part of the Agreement, protocols were
developed to guide the requirements and responsibilities of each party. DoC has been involved in the
design reviews as per Protocol 9.
FINANCIAL/BUDGETARY CONSIDERATIONS:
Tendering at the start of the year generally gives good prices. There were nine tenders received, and
the lowest four were within 5% of each other.
EXTERNAL AGENCY/PUBLIC COMMENTS:
The DoC operators have been involved in the development of this project, as per Protocol 9: Capital
Works Project and Planning. RDNO staff will manage the project.
Interior Health (IH) has reviewed the designs and issued a construction permit.
Page 17 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.3
File No.: 5760.2013.08
Re: PRV 24 Upgrades
Dated: January 23, 2014
Page 3 of4
COMMUNICATIONS CONSIDERATIONS:
RDNO Staff will be responsible for keeping DoC and local residents informed of any interruption in
water service that are expected during construction of the project; however, DoC staff will provide
assistance if required.
Su1!J 111~
Rod Pleasance, P.Eng.
Project Engineer
Reviewed and endorsed by:
~-
I
UQJ/1~
McTag~ng
Dale
General Manager, Engineering
Approved for inclusion:
Page 18 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5730.15.10/Phs1
TO:
Greater Vernon Advisory Committee
FROM:
Engineering
DATE:
January 14, 2014
SUBJECT:
Master Water Plan – Phase 1 Funding Options
RECOMMENDATION:
That it be recommended to the Board of Directors that staff be directed to proceed with an Alternative
Approval Process to approve borrowing of up to $70 Million dollars to fund Phase 1 of the 2012
Master Water Plan comprising the following projects:
Water Supply and Treatment
1. Duteau Creek WTP – Stage 1, 110 ML/d
2012 Cost Estimate
(Million)
$26.5
2. Aberdeen Dam Improvements – Raise Dam by 4 m
$6.41
3. Domestic System Distribution Investments
$9.80
4. Lavington System Separation
$19.5
5. Twinning Transmission Main (Oversizing)
$3.5
6. Okanagan Lake Pump Station
$2.6
Total (2012 Cost Estimate)
$68.3
DISCUSSION:
On March 11, 2011 an Order was received from Interior Health (IH) outlining the requirements to
update the Greater Vernon Water (GVW) Master Water Plan (MWP) to meet the requirements of the
Drinking Water Protection Act and Regulations. Following receipt of the Order, AECOM Canada Ltd,
Kerr Wood Leidal Associated Limited and Associated Engineering Limited (the “Consulting
Engineers”) were contracted to develop an updated 2012 Master Water Plan (MWP) for Greater
Vernon Water (GVW). The Consulting Engineers had extensive experience and the background
knowledge required to complete the Plan.
In September 2011 the Consulting Engineers began an extensive review of GVW. A Technical
Advisory Committee (TAC) was formed to participate in the review and provide technical and
stakeholder feedback to the Consulting Engineers. The TAC was comprised of representatives from
the City of Vernon, District of Coldstream, Agricultural Representatives and RDNO staff. The first
meeting was held on November 22, 2011 and they continued to the end of June 2013. 24 meetings of
Page 19 of 48
Report to: GVAC
From: Engineering
Re: Master Water Plan – Phase 1 Funding Options
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
File No.: 5730.15.10
January 14, 2014
Page 2 of 6
the TAC were held to review and provide comment and feedback to the Consulting Engineers on
every aspect of the MWP.
The Consulting Engineers presented 9 separate options that were extensively reviewed by the
TAC. The options examined were:
Option 1
Maintain Current System
Option 2
Partial System Separation, Duteau Creek and Mission Hill Treatment Facilities
Option 3
Complete System Separation
Option 4
Complete System Separation, Centralized Treatment – Mission Hill (Kalamalka Lake
Source)
Option 5
Complete System Separation, Centralized Treatment – Duteau Creek
Option 6
Complete System Separation, Centralized Treatment – Mission Hill (Okanagan Lake
Source)
Option 7
Complete System Separation, Centralized Treatment – Mission Hill _ Additional flow
from Kalamalka Lake
Option 8
Complete System Separation, Additional Filtration at Duteau Creek with Mission Hill
Filtration Deferrable with Kalamalka Lake Intake Extension
Option 9
Partial System Separation – Centralized Treatment at Duteau Creek
In addition to the TAC meetings, seven (7) Special Greater Vernon Advisory Committee Meetings
were held to inform the GVAC so that they could reach recommendation to bring forward to the Board
of Directors to finalize the 2012 MWP which is comprised of the following Technical Memorandums
(TM’s):
TM1
TM2
TM3
TM4
TM5
TM6
TM7
TM8
TM9
TM10
Domestic and Agricultural Water Demand Forecast
Evaluation of Water Supply Sources
Source Storage and Supply
Domestic Water System Analysis
Independent Agricultural System
Water Conservation Strategies
Water Treatment
GVW Financial Issues and Principles to Support the Master Water Plan
System Separation Option Analysis
GVW Financial Plan
At the Board of Directors meeting held on June 26, 2013 the following resolution was passed:
Recommendation
That staff be directed to implement Option 2 – Treatment at Duteau Creek Water Treatment Plant and
Mission Hill Water Treatment Plant with Partial System Separation with the provision that twinning the
transmission main be oversized for Option 3 - Treatment at Duteau Creek Water Treatment Plant and
Mission Hill Water Treatment Plant with Complete System Separation; and further,
That the Financial Plan be amended to include the capital projects and associated time frame
identified under Option 2 - Partial System Separation, Water Treatment Plant at Mission Hill and
Page 20 of 48
Report to: GVAC
From: Engineering
Re: Master Water Plan – Phase 1 Funding Options
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
File No.: 5730.15.10
January 14, 2014
Page 3 of 6
Duteau Creek with the addition of the twinning transmission main oversizing included in Option 3 as
follows:
Water Supply and Treatment
Year
2012 Cost
Estimate
(Million)
1. Duteau Creek WTP – Stage 1, 110 ML/d
2017
$ 26.50
2. Mission Hill WTP – Stage 1, 56 ML/d
2022
$ 30.00
3. Aberdeen Dam Improvements – Raise Dam by 4m
2022
$
6.41
4. Gold-Paradise Extension
2037
$
3.60
5. Domestic System Distribution Investments
2013 - 2017
$
9.80
6. Lavington System Separation
2013 - 2017
$ 19.50
7. Irrigation Main Twinning
2013 - 2017
$
9.80
8. Twinning Transmission Main (Oversizing)
2013 - 2017
$
3.50
$
2.60
9. Okanagan Lake Pump Station
2014
Total
$111.71
Following endorsement of the 2012 Master Water Plan by the Board of Directors, the MWP, in its
entirety, was forwarded to IH for their consideration to satisfy the conditions of the Order issued in
March of 2011. After recipt and review of the 2012 Master Water Plan and other associated
documentation, IH notified the RDNO that the “Order Issued March 11, 2011, under the Drinking
Water Protection Act is Rescinded”.
On January 13, 2014, IH advised the RDNO that “Option 2 as the primary direction for the 2012
Master Water Plan, in principle, demonstrates a compliance strategy required to satisfy the Drinking
Water Treatment Objectives (Microbiological) for Water Supplies in BC…” (Letter dated January 13,
2014 attached as Schedule A)
Phase 1 of the MWP would encompass the following timeframe and capital works:
Water Supply and Treatment
Year
1. Duteau Creek WTP – Stage 1, 110 ML/d
2017
2012 Cost
Estimate
($Million)
$26.5
2. Aberdeen Dam Improvements – Raise Dam by 4 m
2022
$6.41
3. Domestic System Distribution Investments**
2014 - 2019
$9.80
4. Lavington System Separation
2013 - 2017
$19.5
5. Twinning Transmission Main (Oversizing)
2013 - 2017
$3.5
2021
$2.6
6. Okanagan Lake Pump Station
Total (2012 Cost Estimate)
$68.3
Page 21 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
Report to: GVAC
From: Engineering
Re: Master Water Plan – Phase 1 Funding Options
File No.: 5730.15.10
January 14, 2014
Page 4 of 6
**Domestic System Distribution Improvements summary/timeframe:
Description
1. Electrical and Controls Upgrades on Combined Service Pump
Stations
2012 Cost Estimate
($million)
$2.4
2. School Road Watermain
$0.22
3. Learmouth Drive Watermain
$0.52
4. Kal Pump Station Upgrade
$2.5
5. Mission Hill WTPO Supply Main from Kal Lake PS Twinning
$0.97
6. McMechan Reservor Dedicatied Supply Main
$1.7
7. PZ431 SW Vernon Reservoir
$1.5
Total (2012 Cost Estimate)
$9.8
Phase 2 of the MWP would encompass the following timeframe and capital works:
Water Supply and Treatment
Year
1. Mission Hill Filtration – 54 ML/d
2022
2012 Cost
Estimate
($Million)
$30
2. Gold-Paradise Extension
2037
$3.6
Total (2012 Cost Estimate)
FUNDING OPTIONS:
To advance the MWP in the identified timelines and to moderate rate shocks, it is recommended that
the RDNO enter into long term borrowing as its predominant funding strategy. Unlike legislation
provided under the Community Charter for Liquid and Solid Waste Management Plans which allow for
projects to be exempted from obtaining elector approval if these Master Plans have been previously
approved by the Inspector of Municipalities, financing of major water works through long term
borrowing require the approval of the electorate. This requirement can create unnecessary delays in
required projects to proceed thereby exposing the public to risk. In 2012, at the annual UBCM
Convention, elected officials and senior staff met with Ministry staff to discuss current legislation in the
Drinking Water Protection Act – specifically Part 5 – Drinking Water Protection Plans. The RDNO put
forward the following resolution at the 2012 UBCM conference for consideration.
WHEREAS local government is mandated to provide safe, clean, reliable drinking water
as an essential component of a healthy community;
AND WHEREAS the financing of most major water works projects will realistically
require borrowing liabilities of over five years;
AND WHEREAS the Community Charter requires elector approval of any liability over
five years in duration, thereby requiring a process of acquiring elector approval and
Page 22 of 48
Report to: GVAC
From: Engineering
Re: Master Water Plan – Phase 1 Funding Options
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
File No.: 5730.15.10
January 14, 2014
Page 5 of 6
creating unnecessary delays in essential projects, exposing the public to ongoing risk
and cost without commensurate public benefit;
THEREFORE BE IT RESOLVED that UBCM lobby the Ministry of Community, Sport and
Cultural Development to adopt legislation to amend the Community Charter to provide
for the exemption of obtaining elector approval for necessary water works projects if the
projects have been previously approved by the Inspector of Municipalities through a
Master Water Management Plan.
The Convention endorsed the recommendation and the Ministry of Community, Sport and Cultural
Development have advised that they would be interested in further discussions. The UBCM
resolution and Provincial Response are attached as Schedule B. Staff expect that this decision will be
considered in future given its importance to public health and safety and impact to local government,
however, the timeline to put forward and adopt such legislation to effect the desired exemptions from
electoral consent is uncertain. Further meetings are being sought with the Ministry of Community,
Sport and Cultural Development to further this exemption from consent initiative. Accordingly, the
RDNO is left with three (3) options to consider funding Phase 1 of the MWP at this time.
Option 1 – Short Term Borrowing:
Short term borrowing: capped at $5 million with a repayment term over 5 years. To meet the MWP
schedules, a minimum of $70M is required from 2014 – 2021 and this option falls far short of the
funding required. Staff do not consider short term borrowing a viable option.
Option 2 – Pay As You Go
Pay as you go: this option would involve significant rate increases to be applied to the customer as
capital projects are incurred. To meet the MWP schedule, the $70M would require an increase in
revenue by $10M/year from 2014 – 2021 resulting in a63% increase in water rates immediately. Staff
do not consider pay as you go a viable option to fund projects totaling $70M.
Option 3 – Long Term Borrowing
Approximately $70 Million (2012 estimate) is required to fund Phase 1 of the MWP. To meet the
MWP schedule, the $70M would be borrowed over the next five (5) years and would achieve a slower
increase in water rates with a total 35% increase in water rates being phased in over five (5) years. To
facilitate long term borrowing in order to fund the works required the following options are available:
1. Alternative Approval Process (AAP): could borrow the $70 million over a 20 year repayment. The
Regional District can use the AAP under Part 4, Division 2 of the Community Charter. The AAP is
a more economical option than a referendum and can be used whenever the legislation requires
approval of the electors.
For an AAP process to proceed the RDNO would be required to publish notice of the intent to
borrow in conformance with Section 86 (Alternative Approval Process) and Section 94 (Public
Notice Requirements) of the Local Government Act. The electorate has 30 days following the final
publication to register their opposition against the borrowing. If more than 10% of the electors
Page 23 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.4
Report to: GVAC
From: Engineering
Re : Master Water Plan - Phase 1 Funding Options
File No.: 5730.15.10
January 14, 2014
Page 6 of6
respond against the borrowing then the RDNO could not proceed with the borrowing under the
AAP process.
AAP would allow the RDNO to proceed quickly in gauging public support to fund the capital
requirements of the 2012 MWP. If the AAP failed, the RDNO could then go to referendum.
2. Referendum : could borrow the $70 million over a 20 year repayment. A referendum could be
held in conjunction with the fall 2014 elections. In order to gain authority to borrow the funds
under referendum, greater than 50% of the voters would have to vote in favor. Cost savings could
be realized by having the referendum in conjunction with the 2014 fall elections, however, it would
delay the implementation of the MWP.
OTHER CONSIDERATIONS
On January 16, 2014, the Crown handed down its sentencing with regard to the Antwerp Springs case
where the RDNO was found guilty on 4 charges. The fine laid totaled $18,540.00.
While the judge gave significant praise to the people at the RDNO for their conduct before, during and
after the Antwerp incident, in finding the RDNO guilty, the lesson we should take away is that the
RDNO is required to invest more in removing risk rather than managing risk. This decision underlines
the necessity of moving forward with our Master Water Plan. Accordingly, staff recommend that, in
order to gauge public opinion in the most efficient and cost effective manner the Board endorse
proceeding to an AAP to approve borrowing of up to $ 70 Million dollars to fund Phase 1 of the 2012
Master Water Plan.
Attachments:
- Schedule A: Interior Health - Letter dated January 13, 2014
- Schecule B: UBCM Resolution and Provincial Response- Letter dated February 15, 2013
Submitted by:
='kji~J
General Manager Engineering
Approved for Inclusion:
Page 24 of 48
- REGULAR AGENDA
SCHEDULE 'A'GVAC
TO REPORT
DATED JAN 14/14
February 6, 2014 - Item E.4
RE: MWP - PHS 1 FUNDING OPTIONS
b
Interior Health
January 13, 2014
VIA: MAll & EMAIL
Greater Vernon Services/
Regional District of North Okanagan
9848 Aberdeen Road
Coldstream, B.C. VlB 2K9
Attention: Dale McTaggart, P.Eng., General Manager of Engineering
Dear Mr. McTaggart,
RE: Greater Vernon Water Utility • 2012 Master Water Plan Review
Further to my last correspondence dated July 10, 2013, I can advise that the Option 2 as the primary
direction for the 2012 Master Water Plan, in principle, demonstrates a compliance strategy required to
satisfy the Drinking Water Treatment Objectives (Microbiological) for Water Supplies in BC. The plan is
also considered to address the majority of outstanding objectives for the current Conditions on Permit,
with the development of a Long Term Improvement Plan. As such a review of the Conditions on Permit
will be completed in consideration of compliance with the Drinking Water Protection Act [SBC 2001] C.9
and updated accordingly. Additionally, the plan clearly demonstrates a clear commitment towards
achieving the Treatment Objectives with the endorsement from the Regional District Board of Directors
to Install filtration technology at the Duteau Creek Water Treatment Plant by 2017, and at the Kalamalka
Lake source Mission Hill Water Treatment Plant by 2022.
As an outcome ofthe internal review process as mentioned above, the pian will be accepted with
following key comments prepared for your consideration,
TM4
•
TM7
•
•
Both the Duteau and Mission Hill Treated water systems currently lack adequate infrastructure
to ensure continuity of service in the event of a major power loss. In the event of a failure these
deficiencies could contribute towards the causation of serious public health hazard, depending
on system demand and source water quality.
Ensure to properly reference the Drinking Water Treatment Objectives (Microbiological) for
Water Supplies in British Columbia, as applicable throughout the document and provide
adequate background information as necessary.
It is acknowledged that the source water from Duteau Creek is of a quality that requires
additional treatment than is currently provided, in order to meet the legislative requirements to
provide assured potable water; however it is recognized that plans have been articulated within
to meet the necessary objectives by 2017.
Bus: 250·549-57l5Fax: 250-549-6367
Email: [email protected]
Web: interiorhealth.ca
HEALTH PROTECTION
Less Risk - Better Health
Vernon HeaJth Centre
1440- 14"' Avenue
Vernon, B.C. VIB lTI
Page 25 of 48
- REGULAR AGENDA
SCHEDULE 'A'GVAC
TO REPORT
DATED JAN 14/14
February 6, 2014 - Item E.4
RE: MWP - PHS 1 FUNDING OPTIONS
Page 2
GVWU- 2012 MWP Review
January 6, 2014
TM7-Cont'd
• With the potential delay of construction of the filtration technology at the Mission Hill Water
Treatment Plant until 2022, and the variable raw water quality from Kalamalka Lake, the need
for completing and implementing the source watershed control program as soon as possible is
paramount.
•
In order to confirm risk management details for consideration of the filtration deferral
application received June 28, 2013, a supplementary review of the process controls and other
operational parameters of the treatment plant will be necessary. Further details on the status of
the deferral application will be addressed in subsequent correspondence.
TM8:
• There is established financial framework to support projected timelines the master water plan,
however is with the understanding that the plan was produced with inherent limiting factors,
and there are no details on how the plan can be accelerated If it became necessary.
•
TM9:
•
•
It is strongly recommended, given the scope of the estimated capital projects contained within
this Technical Memorandum and The Plan as a whole that a copy is provided to the Ministry of
Community, Sport, and Cultural Development to ensure adherence to financial best practices.
As part of the Non-cost Considerations, governance and operational management of the utility
must not been seen to adversely impact t he progress of the long term plan towards meeting the
Drinking Water Treatment Objectives for the domestic water supply or the ability to maintain
those standards once achieved.
Given the current 2014 date, are the projected completion dates of2017 and 2022 for
installation of the filtration technologies at both water treatment plants still going to be
achievable, considering the need to garner public support to finance these improvements?
In closing, it is acknowledged that there has been significant time and effort taken to develop this fairly
comprehensive long term compliance strategy. Of note, the projected increase in domestic water
supply demand appears to be well understood with the proposed management plan, recognizing that
the value to partially separate the agricultural supply system in order to reduce overall improvement
costs. Should there be any specific questions or concerns regarding the highlighted matters pleased feel
free to contact the undersigned directly.
cc.
Dr. Rob Parker, Medical Health Officer, IHA
J. lvor Norlin, Manager - Infrastructure Programs, IHA
Wayne Radomske, P.Eng.,- Public Health Engineer, IHA
Glen Brown, Ministry of Community, Sport and Cultural Development
Zee Marcolin, P.Eng. - Manager - Greater Vernon Water
Bus: 250-549-5725Fax: 250-549-6367
Email: s ordon.m [email protected]!orhcalth.ca
Web: inte rlorhealth.ca
HEALTH PROTECTION
Leu Risk - Setter Health
Vernon Health Centre
14-40 - 14th Avenue
Vernon, B.C. VIB lTI
Page 26 of 48
- REGULAR AGENDA
SCHEDULE 'B'GVAC
TO REPORT
DATED JAN 14/14
February
6, of
2014
- Item E.4 ies
Union
BC Municipalit
RE: MWP - PHS 1 FUNDING
OPTIONS
Suite 60 10551 Shellbridge Way
Richmond, BC, Canada V6X 2W9
Phone: 604.270.82"26
Email: ubcm®ubcm.Gl
February 15, 2013
Chair Patrick Nicol
North Okanagan Regional District
9848 Aberdeen Road
Coldstream BC V1 B 2K9
H!:GION;\1 f)l::i 1 riiCT 0!-NOH ill Qf(ANAGM4
Dear Chair Nicol:
Re: 2012 Resolutions
Please find attached the provincial response to the 2012 resolution(s) put forward by
your Board and endorsed by the UBCM membership at Convention.
I trust this information will be of assistance to you. Please feel free to contact Reiko
Tagami, UBCM Information & Resolutions Coordinator with any questions.
Tel: 604.270.8226 ext. 115 Email: rtagami®ubCll\.Ca
Sincerely,
Mayor Mary Sjostrom
President
Enclosure
ubcm27. ca
Page
of 48
- REGULAR AGENDA
SCHEDULE 'B'GVAC
TO REPORT
DATED JAN 14/14
February 6, 2014 - Item E.4
RE: MWP - PHS 1 FUNDING OPTIONS
2012 853
REQUIREMENTS TO EXEMPT NECESSARY WATER
WORKS PROJECTS FROM ELECTOR APPROVAL
North Okanagan RD
Central Okanagan RD
WHEREAS local government is mandated to provide safe, clean, reliable drinking water as an
essential component of a healthy community;
AND WHEREAS the financing of most major water works projects will realistically require
borrowing liabilities of over five years;
AND WHEREAS the Community Charter reqttires elector approval of any liability over five years in
duration, thereby requiring a process of acquiring elector approval and creating unnecessary delays
in essential projects, exposing the public to ongoing risk and cost without commensurate public
benefit:
THEREFORE BE IT RESOLVED that UBCM lobby the Ministry of Community, Sport and CUltural
Development to adopt legislation to amend the Community Charter to provide for the exemption of
obtaining elector approval for necessary water works projects if the projects have been previously
approved by the Inspector of Municipalities through a Master Water Management Plan.
CONVENTION DECISION:
ENDORSED
PROVINCIAL RESPONSE
Ministnj of Community, Spm·t and Cultural Development
Currently, the only exemption from obtaining electoral approval for necessary water works projects is provided
through the Municipal Liabilities Regulation (Community Charter);
Drinking water protection oJ'ders - installation of treatment works1 s.B:
Approval of the electors is not required under section 175 (2) [liabilities .und_er agreements] or 180 (1) [loan
authorization bylaws] of the Community Charter if
·
(a) the liability is to be incurred Jot the purpose of complying with an order of a drinking water officer under the
Drinking Water Protection Act that expressly requires the municipality to install treatment works, and
(b) the inspector of municipalities approves the proposed liability.
And the Regional District Liabilities Regulation (Local Government Act);
Drinking watet· protection. orders - installation of treatment works, s.4
Elector approval is not required if
(a) tl1e liability is to be incurred for the purpose of complying with an order of a dtinking water officer under the
Drinking Water Protection Act that expressly requires the regional district to install treatment works, and
(b) the inspector of municipalities approves the proposed liability.
All other instances require electoral assent. The rationale for this is where a local government is entering into a
long-term debt, the term of that debt is in place for a longer term than the given council, and as such, a broader
mandate should be obtained from the elect-orate. It also provides the electorate an opportunity to identify what
level of support should be given (e.g. different options and costs).
Page 28 of 48
- REGULAR AGENDA
SCHEDULE 'B'GVAC
TO REPORT
DATED JAN 14/14
February 6, 2014 - Item E.4
RE: MWP - PHS 1 FUNDING OPTIONS
While there is no current l.egislation that provides for an exemption from obtaining elector approval for
necessary water works projects, the Ministry is interested in further discussions on how the development of a
Master Water Management Plan could be utilized analogous to the development of a Liquid Waste
Management Plan, in developing a long term plan with public participation/consultation, that could potentially
lead to an exemption from obtaining electoral approval for the. works identified in the plan. T11.ese discussions
would have to also include Ministry of Environment and Minist1y of Health.
Page 29 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5801
TO:
Greater Vernon Advisory Committee
FROM:
Parks, Recreation and Culture
DATE:
January 24, 2014
SUBJECT:
Greater Vernon Arts, Culture and Youth Project Grant- 2014
RECOMMENDATION:
That it be recommended to the Board of Directors, funding be awarded as outlined in the report from
the Community Development Coordinator, titled Greater Vernon Arts, Culture and Youth Project Grant
-2014 and dated January 241h, 2014.
That it be recommended to the Board of Directors, $10,000 for the Greater Vernon Arts, Culture and
Youth Grant receive early budget approval in the 2014 Financial Plan.
BACKGROUND/HISTORY:
At their regular meeting held on September 5, 2012, the Board of Directors adopted policy GVPRC004 Greater Vernon Arts, Culture and Youth Project Grant Policy (Attachment "A"), which provides
guidelines for a grant program for the purpose of supporting arts, culture and/or youth projects,
through the Greater Vernon Parks, Recreation and Culture function (060).
The grant program was advertised on-line, and four applications were received by the application
deadline of September 30, 2014.
DISCUSSION
Grant Evaluation Process
A grant evaluation rubric has been developed, and is included as Attachment "B". The Greater
Vernon Arts, Culture and Youth Grant Evaluation Rubric includes three areas of evaluation:
Excellence and Innovation; Impact; and Management.
Excellence and Innovation focuses on application clarity, support of funding objectives (encourage the
development of arts, culture and youth though projects), project innovation and confidence in project
success. This area of evaluation is given a weight of 40% of the overall application grade.
Impact focuses on the accessibility of the project to the Greater Vernon community, multi-sector
content (arts/culture/youth), involvement of community partners and the sustainability/contribution of
the project. This area of evaluation is given a weight of 30% of the overall application grade.
Management focuses on the history and ability of the applicant organization(s) and fiscal stability.
This area of evaluation is given a weight of 30% of the overall application grade.
Page 30 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Report to: Greater Vernon Advisory Committee
From: Parks, Recreation and Culture
Re: Greater Vernon Arts, Culture and Youth Project Grant- 2014
File No.: 5801
Date: January 24, 2014
Page 2 of2
Grant Evaluation Results
The applications have been evaluated using the Greater Vernon Arts, Culture and Youth Grant
Evaluation Rubric, and the results are included as Attachment "D". Funding recommendations are
included but it is anticipated that the Greater Vernon Advisory Committee may choose to make
adjustments to these recommendations.
Full grant applications are available for review, upon request.
Early budget approval has been requested to allow for organizations to proceed with project planning
and execution, as funds are intended to be used for a project within the current budget year.
EXISTING POLICY:
RDNO Policy: GVPRC-004 Greater Vernon Arts, Culture and Youth Project Grant (Attachment "A")
FINANCIAL/BUDGETARY CONSIDERAliONS:
At a special budget meeting held on December 191h, 2013, the Greater Vernon Advisory Committee
recommended to the Board of Directors that $44,000 to be approved in the 2014 Greater Vernon
Parks, Recreation and Culture (060) budget for the Greater Vernon Parks, Recreation and Culture
Youth Project Grant ($30,000 new and $14,000 carried forward from a 2013 approved project). The
intention of this funding is to support arts, culture and youth projects, with the application and
selection process outlined in the GVPRC-004 Greater Vernon Arts, Culture and Youth Project Grant
policy.
Subsequent to that meeting, the Greater Vernon Advisory Committee recommended that the $30,000
be reduced to $17,500 to provide for capital works required at the Caetani Cultural Centre. It is the
remaining $17,500 that is being considered in this report. For clarity, only $10,000 of funding is being
recommended.
COMMUNICATION CONSIDERATIONS:
Organizations awarded funding will receive a formal letter of funding approval.
ATTACHMENTS:
A RDNO Policy: GVPRC-004 Greater Vernon Arts, Culture and Youth Project Grant
B. Grant Evaluation Rubric
C. 2014 Applications Summary
D. Evaluation Results I Recommended Funding Levels
Approved for Inclusion:
Ta ni Nelson
Co
unity Development Coordinator
Page 31 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Attachment "A"
REGIONAL DISTRICT OF NORTH OKANAGAN
BOARD POLICY
GVPRC- 004
Greater Vernon Arts, Culture and Youth Project Grant Guidelines
Board Approval Date:
September 19th, 2012
Amendment Date(s):
PURPOSE
To provide guidelines for Greater Vernon Arts, Culture and Youth Project Grants,
including eligibility, application process, and reporting requirements.
DEFINITIONS
Capital Improvement is the addition of a permanent structural improvement or
the restoration of some aspect of a property that will either increase its useful life
or enhance its value for existing or planned use.
Project is an individual or collaborative enterprise that is carefully planned and
designed to achieve a particular aim, which may be one-time and may be
characterized by:
• creation of new work or materials;
• one-time capital improvement that will support on-going art, culture or
youth programs and/or
• new or emerging technologies, media, techniques and practices.
Festival is a series of events, performances and/or activities that take place,
usually in one place, which may occur over more than one day, and demonstrate
established or potential audience support from a broad range of the community.
Event is an organized performance, gathering, activity or cluster of activities that
occurs on a single day.
Art includes all genres within the following disciplines (list is not exhaustive and
two or more genres or disciplines may be combined):
• Performance (music, dance, theatre, spoken word, improvisation)
•
•
•
•
Visual (two and three dimensional I performance I fine or artisanal craft I
site specific or temporary installation)
Literary (poetry/prose)
Media I new media (film/video/photography)
Design (fiber arts/graphic)
Page 32 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Attachment "A"
Greater Vernon Arts, Culture and Youth Operating Grant Guidelines
GVPRC- 004
Culture is broadly conceived to include both tangible and intangible
characteristics of the following elements, with activities and expression that
explore, interpret and celebrate:
•
•
Human diversity
Ecology and environment (as themes for artistic practice or interpretation)
•
•
Heritage collections, archives , documentation, interpretation
Storytelling, narratives, traditions and values, artisanal methods
Youth Programs are a system of services, activities or projects that focus on
youth development through art, culture or recreation, which are designed to
involve people who are 18 years or younger.
Publicly Accessible means all members of the public can access the benefits of
the Service without discrimination.
POLICY STATEMENTS
Greater Vernon Arts, Culture and Youth Project grants are intended to provide funding
for a festival, event or project (including capital works) that feature publicly accessible
arts, culture and/or youth based elements for the public benefit of Greater Vernon
residents.
Preference will be given to projects that demonstrate innovation and collaboration across
sectors and interests.
PROCEDURES
1.0 Funding Allocation
The budget for project grants will be established annually by the Board of Directors.
Funding applications will be approved by the Board of Directors based on
recommendations from an adjudication process.
2.0 Eligibility
In order to be eligible for Project Grants, all festivals, events and projects as defined
above must:
• Be open and/or accessible to the public, and reach beyond the organization's
members and artists to the broader community;
• Offer a unique experience not duplicated by other ongoing organizations and
their activities;
• Be a one-time or new initiative, or if existing, demonstrate expansion and growth
(e.g. a trend of increase in audience, participation and/or activity);
• Be supported by budgets which are distinct from regular operating budgets of the
lead organization; and
- 2-
Page 33 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Attachment "A"
Greater Vernon Arts, Culture and Youth Operating Grant Guidelines
GVPRC- 004
•
•
Prominently feature art, cultural and/or youth content.
Be conducted within the budget year for the funding awarded.
•
Be provided to Greater Vernon residents without exclusion to anyone by reason
of religion, ethnicity, gender, age, sexual orientation, language, disability or
income;
Project grants will only be awarded to organizations that meet all of the following criteria :
•
Be a registered not-for-profit society that operates in Greater Vernon;
•
Have an independent, active governing body composed of volunteers (i.e. Board
of Directors). Voting members of the Board of Directors of a Society receiving
funds from RDNO may not concurrently hold a paid staff position with the society,
and may not be paid for services to the society (excluding reimbursement for
expenses);
•
Be in good standing with the B.C. Registrar of Societies and must have operated
for at least one fiscal year prior to the application deadline;
•
Be able to demonstrate financial stability, sound administration and the
organizational capacity necessary to carry out the project;
•
Demonstrate a proven track record of public service and excellence in
programming and cultural production;
•
Demonstrate strong community ties and relationships;
•
Adhere to the accountability requirements set out with the approval of any
discretionary grant;
•
Not be any one of the following :
o
lndividual(s);
o
Political parties and advocacy groups;
o
Religious groups;
o
Educationallnstitutions;
o
Third parties raising funds solely for charity or their own purposes.
An organization's operating costs, including lease payments, staffing costs or other
operating expenses, will not be eligible for funding within a Project Grant.
3.0 Application and Reporting Requirements
Organizations must complete the application form, included as Schedule "A" and forming
part of this policy.
The application deadline for submission will be September 301h of the year prior to the
year that the funding is requested for.
Eligible organizations will have the opportunity to apply for project funds annually, using
the application and reporting form attached and forming part of this policy.
- 3-
Page 34 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Attachment "A"
Greater Vernon Arts, Culture and Youth Operating Grant Guidelines
GVPRC- 004
Specific projects can only receive project funding for two consecutive years, and must
demonstrate potential for growth to be eligible for a second year.
- 4-
Page 35 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Attachment "B"
Grant Evaluation Rubric- Greater Vernon Arts, Culture and Youth Project Grant
Score
Value
Description
Excellent
Strongly demonstrates public value of arts, culture
92-100
and/or youth. Merits investment of funding.
Good
Satisfactorily demonstrates public value of arts,
80-91
culture and/or youth. Merits investment of funding.
Fair
Does not sufficiently demonstrate public value of
arts, culture and/or youth. Does not merit
investment of funding.
61-79
Weak
Makes an incomplete or inadequate case for the
public value of arts, culture and/or youth. Does
not merit investment of funding. Information is
unclear and/or lacks specific detail.
0-60
Page 36 of 48
Excellent
37-40 points
Good
32-36 points
Fair
25-31 points
Weak
0-24 points
Clear Project Description
Project description
Project description
clearly describes
describes proposed
proposed project and the project and the project
project prominently
prominently features
features arts, culture
arts, culture and/or youth
and/or youth.
Project description
describes proposed
project but the project
does not prominently
feature arts, culture
and/or youth.
Project description does
not clearly describe
project and the project
does not prominently
feature arts, culture
and/or youth.
Support for Development
of Arts, Culture and/or
Youth
Project strongly supports
the development of arts,
culture and/or youth in
Greater Vernon.
Project provides limited
support for the
development of arts,
culture and/or youth in
Greater Vernon.
Project does not clearly
provide support for the
development of arts,
culture and/or youth in
Greater Vernon.
Clear Goals and
Measureable Objectives
Identifies clear goals and Identifies clear goals and Identifies goals and
Does not identify goals
fully measureable
measureable objectives limited measure-able
and very minimal
objectives
and activities
objectives and activities objectives and activities.
Confidence in Success
Confident in the ability of Very minimal concerns Concerns about the
the organization to carry about the ability of the
ability of the organization
out the project
organization to carry out to carry out the proposal
the proposal.
Unique and Innovative
Project offers a unique
experience, not currently
offered by other
organizations.
Project supports the
development of arts,
culture and/or youth in
Greater Vernon.
Project offers an
experience, not currently
offered by other
organizations.
Multiple concerns about
the ability of the
organization to carry out
the proposal
Project offers an
Project offered by other
experience that is similar organizations.
to one provided by other
organizations.
Page 37 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Excellence and Innovation (up to 40 points)
Excellent
28-30 points
Good
24-27 points
Fair
19-23 points
Weak
0-18 points
Accessible to community
Project is fully
accessible to the public,
and reach beyond the
organization's members
to the broader
community;
Project is accessible to
the public, and reach
beyond the
organization's members
to the broader
community;
Project has limited
accessibility to the
public, and there is
limited reach beyond the
organization's members
to the broader
community.
Project is not accessible
to the public and has
limited or no reach
beyond the
organization's members
to the broader
community.
Features Art/CultureNouth
Project prominently
features a combination
of art, cultural and/or
youth content.
Project features art,
culture and/or youth
content.
Project features minimal Project does not feature
art, culture and/or youth art, culture and/or youth
content.
content.
Community Partners
Project involves six or
more community
partners
Project involves three or Project involves less
more community
than three community
partners
partners.
Activity
Extensive activities are
proposed and are
achievable within the
grant period.
Reasonable activities
are proposed and are
achievable within the
grant period.
Sustainability
Very confident in the
Very minimal concerns
ability of the applicant to about sustainability
sustain the project after
the grant period.
Project does not involve
any community partners.
Limited activities are
proposed and/or there
are concerns about
achieving the activities
within the grant period.
Very minimal activities
are proposed and/or
there are serious
concerns about
achieving the activities
within the grant period.
Concerns about
sustainability
Multiple concerns about
sustainability.
Page 38 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Impact (up to 30 points)
~
c
Excellent
28-30 points
Good
24-27 points
Fair
19-23 points
Weak
0-18 points
Key Personnel
Key personnel and
partners have clearly
defined roles with
related experience
Key personnel and
partners have defined
roles with some related
experience
Key personnel and
partners have loosely
defined roles with
minimal related
experience
Key personnel and
partners do not have
defined roles and/or
have minimal related
experience
Project History
Organization has
successfully completed
a project of similar
magnitude
Key personnel have
successfully completed
a project of similar
magnitude.
Organization and/or key
personnel have
successfully completed
a similar project of
smaller scale.
Organization and/or key
personnel have not
completed a similar
project.
Volunteer Support
Volunteer
training/support is
thorough.
Volunteer
training/support is
provided.
Volunteer support is
provided.
Minimal volunteer
support provided.
Fiscal Stability
Very confident in the
organization's fiscal
stability and ability to
carry out the proposed
activities given proposed
budget and fiscal
information.
Very minimal concerns
about the organization's
fiscal stability and ability
to carry out the
proposed activities given
proposed budget and
fiscal information.
Concerns about the
organization's fiscal
stability and/or ability to
carry out the proposed
actrivities given the
proposed budget and
fiscal information.
Multiple concerns about
the organization's fiscal
stability and ability to
carry out the proposed
activities given the
proposed budget and
fiscal information.
Reporting History
Exemplary reporting
history and current
compliance.
Very minimal concerns
about the applicant's
reporting history and
current compliance.
Concerns about the
applicant's reporting
history and current
compliance.
Multiple concerns about
the applicant's reporting
history and current
compliance.
Q)
E
.<::
0
m
~
Page 39 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
Management (up to 30 points)
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
2014 Greater Vernon Arts, Culture Youth Project Grant Summary
Attachment "C"
Caetani Culture Centre Society
Project: Artist in Residency Program- May 1 to Oct 31, 2014
The program will be based at the CCC and will provide 4 accomodation suites, 6 day use
artists I writers studios and a shared artist workspace. The objective of the program is to
support and attract artists to the community, allowing artists to experiment, develop new
ideas and interact with fellow artists and the community through presentations, workshops
and exhibitions.
Proposed Partners: USC Okanagan, TRU, Teen Junction, Okanagan Science Centre, Allan
Brooks Nature Centre, Vernon Community Arts Centre, Okanagan Regional Library
Allan Brooks Nature Centre
North Okanagan Nature Festival - September 25-28, 2014
The festival will showcase and celebrate the abundance and diversity of nature and naturebased products and experiences in the North Okanagan . Among the many objectives the
festival will provide opportunities for learning about local/regional ecosystems, wildlife,
culture and/or history that are entertaining and authentic and will encourage youth and adults
to get interested and inspired in nature. The festival aims to immerse attendees in the
natural environment, expose them to local ecosystems and link with other major segments of
the regional tourism industry. Proposed for various locations.
Projected Attendance: The festival will attract local and regional families as well as people
from outside the region. An attendance of between 500 and 800 people is expected.
Various media will be used to reach out to the target audience including print, magazine, and
radio. Marketing will include print materials inthe Vancouver and Calgary markets.
Proposed partners:
Nature's Fare Market, Vernon Tourism , Sparkling Hill Resort, Silver Star Resort, Outdoor
Discoveries
AURA Chamber Choir
AURA Chamber Choir 35th Anniversery Gala Concert- April12, 2014
In celebration of its 35th anniversary, AURA Chamber Choir proposes to perform Mozart's
Grand Mass (Mass in C minor) with a professional orchestra and professional soloists all
under the direction of lmant Raminsh. Raminsh is an internationally acclaimed composer
and is the founding conductor of AURA. The twenty eight orchestral players will be primarily
members of hte Okanagan Symphony Orchestra with soloists from the Okanagan and
Kamloops area. The concert will take place in Vernon on April 12, 2014. Additional singers
from other North Okanagan choirs will augment AURA's 38 voices for a total complement of
fifty singers. An audience of up to four hundred people is expected for what is a premiere
perforll)ance of this choral masterpiece in the Okanagan Valley.
Projected Attendance: Audience of 400 with an orchestra of 28 and choir of 50.
Proposed partners: NA
Page 40 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
2014 Greater Vernon Arts, Culture Youth Project Grant Summary
Attachment "C"
North Okanagan Optimists Club
Project: Unplug and Play- April 26th- May 4th, 2014
The purpose is to encourage more children to live an active healthy lifestyle, and to spend
less time in front of the TV and computers. Encourage structured as well as unstructured
play and focus on financially disadvantaged children.
Passports are created and various arts, culture and sport activities are lined up and
advertised through a newsletter that is distributed to each child in the Greater Vernon area.
Children can try activities, free of charge or low-cost, and get their passports stamped as
they participate to be entered to win prizes.
This year will add activities in parks, and try to reach financially disadvantaged children.
Projected attendance: is 4500 children based on 2013 numbers.
Proposed Partners: may arts, culture and youth sports, Early Childhood Coalition,
Page 41 of 48
GVAC - REGULAR AGENDA
February 6, 2014 - Item E.5
GRANT EVALUATION POINTS
OrganlzaUon
Project Typo
Project Name
Focus
Funding
Requested
Percent
Meets
Eligibility
Requirements
CUct.anl Cultural
Centro
Project
Artist In Rcnidcnco Program
Culture
$10,000
10%
TBD
Allan Brooks
Nature Centro
Project
Nature Festival
Youth, Culture
$5,000
B%
Meets Eligibility
Requirements
Aura Choir
Event
AURA Chamber Choir 35th
Anniveroory Gala Concert
Culture
$13,000
49%
Meets Eligibility
Requirements
NA
North Okanagan
Optimists Club
Project
Unplug & Play
Youth, Culture, Arl$5,000
20%
Meets Eligibility
Requirements
Second year for project,
but has adequately
demonntrated significant
growth and expansion.
Eligibility Issues
Second year for project.
Growth and expansion
detail provided.
Excellence 1
lnnovaUon
Impact
Management
TOTAL
37.6
25.8
26.0
89.4
Z7.6
28.3
~' 92.7
30.8
17.5
25.5
40.0
28.0
30.0
Funding Recommended
Ra.Uonale
Page 42 of 48
GroolorVcmon ArtnCutturo Youlh PIOJcclGront- 201<4
$0
The capital funding for the Caetani Centre was taken out of this funding allocation. Caetunl Culture Centre
should be encouraged to apply to be conisdered again In the future for their artlut In residence program.
$5,000 -
This project involves u number of partncro and provides a variety of arts, culture and youth opportunities.
Festivals arc eligible, after one successful year, for legacy funding, which gives this project a signficant
chance of succoss for achieving a uustulnable model.
73.8
$0
This project Involves a llml!ed number or partners (uinglc), and limited arts and culturdevolopmont. Tho
project as propoaed would provide a community cultuml performance, but thoro uro similar performances
offered by other orgnlzatlons.
98.0
$5,000
This project Involves many partnem, Including art&, culture and youth. II was very successful, with over
4,500 youth partldpantsin tho first year. The Intention Is to expand the progmm to provide more activities In
the parks and neighbourhoods, which would require supervisors. A significant portion of the cost Is to print
tho flyer and the passports, which arc provided to each student In Greater Vernon.
GVAC - REGULAR AGENDA
February 6, 2014 / ITEM E.6
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 7762
TO:
Greater Vernon Advisory Committee
FROM:
Parks, Recreation and Culture
DATE:
January 30, 2014
SUBJECT:
Greater Vernon Museum & Archives Board - GVAC Representative
Appointment
BACKGROUND:
The Greater Vernon Museum & Archives operates under a Regional District bylaw, the Greater
Vernon Board of Museum and Archives Bylaw No. 1452, 1997 (Bylaw, Attachment “A”).
The Greater Vernon Museum & Archives Bylaw No. 1452 stipulates that there is to be one member of
the Greater Vernon Parks and Recreation Committee (now the Greater Vernon Advisory Committee)
appointed to the Greater Vernon Museum and Archives Board of Directors.
The City of Vernon has recently modified their Council committee appointments, moving the current
Museum Board representative off of the Greater Vernon Advisory Committee. Subsequently, it is
necessary to appoint a new representative to the Museum Board, as the existing representative is no
longer on the Committee.
DISCUSSION:
The Greater Vernon Museum and Archives Board currently meets on the first Monday of each month
at 8:30 am at the Greater Vernon Museum and Archives, although the meeting time has recently been
under discussion.
Staff is recommending that the Greater Vernon Advisory Committee appoint a new representative to
the Greater Vernon Museum and Archives Board of Directors and, once ratified by the Board of
Directors, that a formal notification of the new appointment be sent to the Museum Board. A
suggestion for the appointment resolution is below.
Proposed resolution wording:
That it be recommended to the Board of Directors that (committee member name) be appointed to the
Greater Vernon Museum & Archives Board as the Greater Vernon Advisory Committee
representative.
Page 43 of 48
Report to: Greater Vernon Advisory Committee
From: Parks, Recreation and Culture
Re: Greater Vernon Museum and Archives Board- GVAC Representative Appointment
Submitted by:
GVAC - REGULAR AGENDA
February 6, 2014
/ ITEM E.6
File No.: 7762
Date: January 30, 2014
Page 2 of2
Approved for Inclusion:
/son
unity Development Coordinator
Page 44 of 48
GVAC - REGULAR AGENDA
February 6, 2014 / ITEM E.6
Attachment "A"
REGIONAL DISTRICT OF NORTH OKANAGAN
BYLAW NO. 1452
A Bylaw to provide for the establishment
of a Board of Museum and Archives for Greater Vernon
·wHEREAS the Regional District of North Okanagan established the Greater Vernon Museum
and Archives Board in 1982;
AND WHEREAS the Board of the Greater Vernon Museum and Archives has requested changes
to Bylaw 1222, cited as the "Greater Vernon Board ofMuseum and Arc.hives Bylaw No. 1222,
1994" to clarify confusion as to the proper name of the Board;
NOW THEREFORE the Regional Board of the Regional District of North Oka.t').agan in open
meeting assembled enacts as follows:
Citation and Repeal
1.
(1)
This bylaw may be cited as the "Greater Vemon Museum and Archives Bylaw No.
1452, 1997".
(2)
Bylaw No. 1222, being "Greater Vernon Board of Museum and Archives Bylaw No.
1222, 1994" and all amendments thereto are hereby repealed.
Interpretation
2.
(1)
All words and phrases shall have their normal or common meaning, except where the
same is changed, modified or expanded within this bylaw.
(2)
Hereinafter, the Greater Vernon Museum and Archives shall be referred to as the
"Museum".
Purpose (objects)
3.
(1)
The purpose of the Board of the Greater Vernon Museum and Archives shall be to
collect, preserve, document, exhibit and research any article of value which falls
within the guidelines of the Museum Collections Policy, which may be in place from
time to time, as a museum piece or archival document, on behalf of Designated Area
No. 1 described in Supplementary Letters Patent dated March 31, 1976 as amended
granting the function 6f Community Parks and Recreational Programmes and
Facilities (hereinafter called G.V.P.R.D.)
(2)
To encourage all citizens in the G.V.P.R.D. and the surrounding Districts to assume
their share of the responsibilities and to participate in the support of the Greater
Vernon Museum and Archives activities, and to give recognition therefor.
Page 45 of 48
GVAC - REGULAR AGENDA
February 6, 2014 / ITEM E.6
Attachment "A"
Bylaw 1452
(3)
Page 2
To assist the G.V.P.R.D. on matters related to the planning and development of the
Museum and Archives facilities.
Board Members
4.
(1)
(2)
Ten (10) members to be nominated by the Greater Vernon Parks and Recreation
District Committee and be appointed by the Regional Board who shaH represent the
G.V.P.R.D. at large.
(a)
One (l) member who shall be a member of the Greater Vernon Parks &
Recreation District Standing Committee and nominated by the Committee;
(b)
One (1) member who shall be the G.V.P.R.D. Director or Parks and Recreation.
his Deputy or Assistant or his representative;
(c)
Eight (8) members to be nominated by the Greater Vernon Parks and
Recreation District Committee and be appointed by the Regional Board who
shall represent the G.V.P.R.D. at large.
Appointments to the Board of the Greater Vernon Museum and Archives as outlined
in Section 4(1)(c) above shall be as follows:
(a)
To provide continuity all members appointed for two years with one half ofthe
members of the Board to be up for reappointment each year.
(b)
A Board member may resign on presentation of a written notice at a regular
meeting of the Board of the Greater Vernon Museum and Archives.
(3)
The Greater Vernon Parks and Recreation District Committee shall nominate and the
Regional Board shall appoint a member to fill any vacancy for the unexpired portion
of any term.
(4)
Should a member be absent for three (3) consecutive meetings without cause or
notice, it shall be deemed that such member has resigned his appointment.
(5)
Effective with the appointments made for the years 1994 and 1995, no person may
be appointed to serve more than four (4) consecutive terms as a member.
Board Procedures
5.
(1)
Annually, the Board shall elect one of its members as Chairman, and such other
officers as deemed necessary.
(2)
The Board may appoint one of its members as Secretary, or may request the
appointment of a person other than a Board member to act as Secretary to the Board;
Page 46 of 48
GVAC - REGULAR AGENDA
February 6, 2014 / ITEM E.6
Attachment "A"
1452
3
(3)
The Minutes shall be open for inspection at any time by any member of the Regional
Board, the Councils of the City of Vernon and District of Coldstream, and any other
person so authorized by resolution of the Greater Vernon Parks and Recreation
Standing Committee.
(4)
The Board shall have the power to regulate the procedures of all meetings called by
the Board.
(5)
At any meeting, no less than five {5) voting members of the Board shall constitute
a quorum.
General Provisions (Duties and Powers)
6.
(1)
The Board may establish such sub-committees as may be deemed necessarr, and may
direct such sub-committees in accordance with the regulations of the Board.
(2)
No expenditures shall be made nor any liability incurred which is not provided for
in the Annual Budget of the Regional District of North Okanagan.
(3)
The Board shall, on or before the 1st day of October of each year, advise the Greater
Vernon Parks and Recreation Standing Committee of recommendations pertaining to
the Provisional Budget for the coming year.
(4)
The Board shall prepare and present to the Greater Vernon Parks and Recreation
Standing Committee an annual report of its yearly activities, not later than January
15th ofthe following year.
(5)
The Board shall ensure specimens, artifacts and archival material in the possession
of the Museum are properly documented and cared for in accordance with
internationally accepted museum practices and procedures.
(6)
The Board shall carry out duties concerning the formulation and maintenance of
general policies, direction, goal setting and operational continuity in a manner which
best serves the public interest as it relates to the Museum and Archives.
(7)
The Board shall have the power to enter into arrangements for the display of any
article, or articles, in suitable premises within the G.V.P.R.D. limits.
(8)
The Board shall be responsible for the hiring and appointing of various persons
required to operate the Museum.
(9)
The Board shall work in conjunction with the G.V.P.R.D. to prepare long term plans
for the operation of the Museum and Archives. The Plan shall be in the form of a
five year Master Plan, plus future long range plans. Such a plan to be reviewed
every two years and updated.
Page 47 of 48
GVAC - REGULAR AGENDA
February 6, 2014 / ITEM E.6
Attachment "A"
Bylaw 1452
(1 0)
Page 4
The Board shall recommend to the G.V.P.R.D. Committee policies and procedures
to appropriately operate the Museum and Archives. Such policies shall include, but
not be limited to:
a.
Standard of operation
b.
Collections
c.
Sale of artifacts
d.
Loan of artifacts
e.
Fee for provisions of cer"tain services
f.
Programming guidelines
g.
Membership fees and services
h.
Personnel
- job descriptions
- staff training
READ a FIRST, SECOND and THIRD TIME
Reconsidered, Finally Passed and ADOPTED
,-C-A ,,;;::p-..--/
Chairperstn
this ..1.~
this
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.
day of cx:..\oB~€
.1.srtl day of c>croa 1!!0
' 1997 .
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Page 48 of 48
GVAC - Regular Meeting - February 6, 2014
AMENDED AGENDA ITEM E.7
REGIONAL DISTRICT
of
NORTH OKANAGAN
REPORT
File No.: 5760.2013.372-30
TO:
Greater Vernon Advisory Committee
FROM:
Engineering
DATE:
January 20, 2014
Early Budget Approval for Pleasant Valley Road Water Main
Replacement Project - 41 Avenue to 48 Avenue (excluding 16 Street to
45 Avenue) City of Vernon
SUBJECT:
RECOMMENDATION:
That it be recommended to the Board of Directors, early budget of funds be given for the Pleasant
Valley Road Water Main Replacement Project in the amount of $980,000 which will be funded from
2014 revenue.
SUMMARY:
The City of Vernon (CoV) recently obtained budget approval of their 2014 Financial Plan which
includes resurfacing of Pleasant Valley (PV) Road from 41 Ave. to 48 Ave. The section of water main
pipe in this proposed project area has been identified by Greater Vernon Water (GVW) as being
100mm diameter asbestos cement pipe that is approximately 40 years old which is under sized for fire
protection in this area. This pipe replacement has been scheduled for 10 years. The existing main is
proposed to be replaced with a 250 mm diameter PVC water main. GVW is requesting early budget
approval to replace the existing main in conjunction with the CoV resurfacing project to achieve
maximum cost savings for GVW.
The PV Road Water Main Replacement Project has been identified in the 2014 GVW Financial Plan
(Capital Projects) with the works to be completed in conjunction with the road works being done by
the City of Vernon Engineering Department. The total cost estimate to complete the proposed works
is $980,000. The estimated cost includes net construction costs, general items, engineering design,
contingencies (10%) and PST on supplies and materials.
DISCUSSION:
The CoV and GVW are committed to work together to complete necessary water works upgrades
when the CoV is scheduling to complete road and/or utility upgrades or resurfacing. This strategy
assists in reducing costs for both the CoV and GVW while also protecting CoV roadways by reducing
asphalt repairs due to leaks/breaks in the old water mains should they not be replaced.
The CoV and GVW meet in the fall of each year to identify road and utility improvement projects the
CoV are scheduling the following year so that GVW can then coordinate water main improvements in
the same budget year. CoV will provide a list of road, sewer and/or storm projects they plan to carry
File No.: 5760.2013.372-11
Re: PV Road Water Main Replacement Project
Dated: January 20, 2014
Page 2 of 3
GVAC - Regular Meeting - February 6, 2014
AMENDED AGENDA ITEM E.7
out the following year and GVW examines the water main affected by the proposed projects and
assesses if GVW will participate based on pipe age, pipe material, diameter, area fire flow
requirements, break history and water quality history. After reviewing the CoV proposed works
projects, GVW will identify and include necessary projects in the GVW following years capital works
budget for approval by the Board of Directors (BoD).
The PV Road project was designed in 2013 by the CoV and the project is ready to proceed to tender.
The CoV has already obtained budget approval and wishes to tender as soon as possible for their
portion of the works in order to get good pricing. The following provides an estimated breakdown of
the proposed GVW project costs
PV Road Pipe Replacement
Construction (1130 m of pipe)
Total
$800,000
Engineering and Geotech
Contingency (1 0%)
PST on materials (30% of project
costs)
Totals
$73,000
$87,000
$20,000
$980,000
EXISTING POLICY:
The Water Distribution, Operations, Maintenance & Repair Agreement between the CoV and RDNO
came into effect on February 1, 2013. As part of the Agreement, protocols are being developed to
guide the requirements and responsibilities of each party. Protocol 9: Capital Works Project and
Planning was development to identify a process and schedule that the Owner and Operator will work
together to plan and undertake capital works to reduce costs.
FINANCIAL/BUDGETARY CONSIDERATIONS:
The CoV Engineering Department has obtained approval for the construction of road , sewer and/or
storm rehabilitation and replacement along PV Road from 41 Ave to 48 Ave. The estimated total cost
for the water pipe line replacement is $980,000 and would be funded from the current revenue of the
2014 GVW budget.
STAFFING CONSIDERATIONS:
The CoV will act as the prime contractor for all infrastructure renewal capital works and will organize
all required permitting with external agencies. RDNO staff will provide engineering support as
required.
File No.: 5760.2013.372-11
Re: PV Road Water Main Replacement Project
Dated: January 20, 2014
Page 3 of 3
GVAC - Regular Meeting - February 6, 2014
AMENDED AGENDA ITEM E.7
COMMUNICATIONS CONSIDERATIONS:
CoV Engineering Staff will be responsible for keeping RDNO and local residents informed of any
interruption in water service that are expected during construction of the project; however, RDNO staff
will provide assistance if required .
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