Municipality of North Cowichan
Regular Council
AGENDA

Wednesday, November 06, 2024 at 3:00 P.m. - 5:00 P.m.

Municipal Hall - Council Chambers & Electronically

This meeting which is open to the public, will be conducted in-person in Council Chambers and by video conference using the Cisco Webex platform, and will be streamed live and archived for viewing on demand at www.northcowichan.ca. All representations to Council form part of the public record.

 

Members of the public may attend the Municipal Hall [7030 Trans-Canada Highway] in person, or join the meeting electronically to participate during the 'Public Input' and 'Question Period' portions of the agenda. Please visit northcowichan.ca/virtualmeeting for instructions on how to connect online or you may dial 1.844.426.4405, enter 1# for English, enter the meeting ID 2771 152 3962, and then enter the meeting password 1111.

---

1.

CALL TO ORDER

As soon as there is a quorum present after the time specified for the Council meeting, the Mayor shall call the meeting to order. If there is no quorum of Council present within 15 minutes of the scheduled time for the meeting, the Corporate Officer records the names of the members present and those absent and adjourns the meeting until the next scheduled meeting.

2.

RESOLUTION TO CLOSE THEMEETING TO THE PUBLIC [3:00PM – 5:00PM]

A resolution of Council must be passed during the open portion of the meeting stating the basis under the Community Charter in which the public shall be excluded.

• Recommendation:

  THAT Council close the meeting at [time] p.m. to the public on the basis of the following sections of the Community Charter: 

  • 90(1)(c) labour relations or other employee relations.
  • 90(1)(e) the acquisition, disposition or expropriation of land or improvements, which the council considers that disclosure could reasonably be expected to harm the interests of the municipality.
  • 90(1)(g) litigation or potential litigation affecting the municipality.
  • 90(1)(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

  Any matters that must or may be closed to the public in accordance with section 90 of the Community Charter shall appear here.

2.1

Approval of in-camera meeting Agenda

2.2

Adoption of in-camera meeting Minutes

2.3

In-camera meeting Items

2.3.1

Closed under section 90(1)(g) Litigation and 90(1)(i) Legal Advice

2.3.2

Closed under section 90(1)(c) Labour Relations

2.3.3

Closed under section 90(1)(e) Proposed Land Disposition

2.4

Rise and report

3.

RECESS UNTIL 5:00PM

4.

APPROVAL OF CONSENT AGENDA

To adopt all recommendations appearing on the Consent Agenda in one motion, without discussion or debate. Included are items that are regular, non-controversial, or routine in nature. Any item may be moved out at the request of any Council member for discussion or debate, before the agenda is approved. Items removed from the Consent Agenda will be placed under New Business, as per Council's Consent Agenda Policy.

• Recommendation:

  THAT Council approve the Consent Agenda and the recommendations contained therein.

4.1

Items for Decision

All recommendations provided under each of the items listed below will be adopted once the Consent Agenda is approved, unless removed and placed under New Business. 

4.1.1

Council Meeting Minutes for Adoption

Purpose: To consider if there were any errors or omissions prior to adopting the minutes of previous meetings of Council.

• Recommendation:

  THAT Council adopt the minutes of their regular meeting held October 16, 2024.

4.1.2

Request for a Letter of Support from Cowichan Green Community

Purpose: To consider providing the Cowichan Green Community a letter in support of their application to the Local Food Infrastructure Fund.

• Recommendation:

  THAT Council authorize the Mayor to provide a letter of support to Cowichan Green Community in support of their application to the Local Food Infrastructure Fund.

4.1.3

Request for a Letter of Support from Lookout Housing and Health Society

Purpose: To consider providing the Lookout Housing and Health Society with a letter in support of their Community Gaming Grant application to Street Sweepers Social Club for the Peer Outreach Program.

• Recommendation:

  THAT Council authorize the Mayor to provide a letter of support to the Lookout Housing and Health Society in support of their Community Gaming Grant application to Street Sweepers Social Club for the Peer Outreach Program.

4.1.4

Vancouver Island Regional Library (VIRL) Appointments for 2025

Purpose: To appoint a trustee and alternate representative to the Vancouver Island Regional Library Board for 2025.

• Recommendation:

  THAT Council appoint Councillor Manhas as Trustee, and Councillor Justice as Alternate Trustee to the Vancouver Island Regional Library Board for 2025.

4.1.5

Cowichan Valley Regional District Regional Growth Strategy Steering Committee

Purpose: To appoint a representative to the Cowichan Valley Regional District Regional Growth Strategy Steering Committee.

• Recommendation:

  THAT Council appoints Amanda Young, Director, Planning and Building, as the staff representative to the Cowichan Valley Regional District’s Regional Growth Strategy Steering Committee.

4.2

Items for Information

All items listed below will be received for information purposes only once the Consent Agenda is approved, unless removed and placed under New Business where Council may consider taking action. 

4.2.1

Doug Holmes, Mayor, District of Summerland re: Notes from the Agricultural Municipalities Meeting

Purpose: To receive for information, the September 19, 2024 meeting notes from the Agricultural Municipalities meeting at UBCM from Doug Holmes, Mayor, District of Summerland.

• Recommendation:

  THAT Council receive for information, the September 19, 2024 Agricultural Municipalities meeting notes from Doug Holmes, Mayor, District of Summerland.

4.2.2

Prime Minister's Award re: Nominations Now Open

Purpose: To receive for information, the October 25, 2024 email from the Prime Minister's Award advising that the nomination period is now open.

• Recommendation:

  THAT Council receive for information, the October 25, 2024 email from the Prime Minister's Award.

4.2.3

Charles Borg re: Proposal for Veteran Crosswalks

Purpose: To receive for information the October 27, 2024 email from Charles Borg requesting that Council consider a proposal to create a series of Veteran crosswalks.

• Recommendation:

  THAT Council receive for information, the October 27, 2024 email from Charles Borg requesting that Council consider a proposal for Veteran Crosswalks.

4.2.4

2025 AVICC AGM and Convention

Purpose: To receive for information the AVICC Executive calling for resolutions to be considered at the 2025 AGM and Convention being held April 11-13, 2025.

• Recommendation:

  THAT Council receive for information the AVICC resolutions notice request for submissions at the 2025 AGM and Convention.

4.2.5

2024 AVICC at UBCM re: Transport Canada – OPP – Request for Feedback

Purpose: To receive for information the October 17, 2024 letter from AVICC regarding Transport Canada – OPP – Request for Feedback.

• Recommendation:

  THAT Council receive the information, the October 17, 2024 email from AVICC.

4.2.6

Ministry of Public Safety and Solicitor General re: E-Comm Cost Deferral for Police Dispatch Services

Purpose: To receive the October 22, 2024 letter from the Honourable Douglas Scott, Deputy Solicitor General, in response to Mayor Douglas' letter dated September 26, 2024 requesting clarity on E-comm 911 costs for the 2025 budget year for municipalities.

• Recommendation:

  THAT Council receive the October 22, 2024 letter from the Honourable Douglas Scott, Deputy Solicitor General.

5.

APPROVAL OF MEETING AGENDA

5.1

Introduction of Late Items

To consider a late item of business not included in the agenda it must be introduced and approved at the time the agenda is adopted, and placed under New Business.

5.2

Changes to Order of Business

Matters must be taken up in the order that they are listed on the agenda unless changed at this time.

• Recommendation:

  THAT the agenda be adopted as circulated (as amended). 

6.

MAYOR'S REPORT

The Mayor may provide an update to Council on recent activities and important announcements. 

7.

PUBLIC INPUT ON AGENDA ITEMS

Public Input is an opportunity for the public to provide their feedback on matters included on the agenda. The maximum number of speakers to be heard during the public input period is limited to five, with a maximum of three minutes allotted to each speaker.  Members of the public attending the meeting in person must register at least 10 minutes prior to the meeting by signing the sheet posted outside of Council Chambers. Members of the public attending electronically must raise their hand once the meeting has been called to order. Please visit northcowichan.ca/virtualmeeting for instructions on how to raise your hand. Speakers are asked to state their name and residential address when commencing their address to Council.

8.

PRESENTATIONS AND PETITIONS

8.1

Presenters

A Presenter is not subject to the 10 minute speaking limit.

8.1.1

Boys Road Trunk Main Replacement Project

Purpose: Jeff Miller to present an update to Council on the status of the Boys Rd Trunk Main (Hyprescon) Replacement project.

8.2

Delegations

Delegations are limited to 10 minutes to address Council unless extended by a vote passed by two-thirds of all Council members present.

8.2.1

Cowichan Region Workforce Housing Strategy

Purpose: Barry O’Riordan, Manager, Economic Development Cowichan, Cowichan Valley Regional District (CVRD), to present the Cowichan Valley Workforce Housing Strategy.

8.3

Petitions

Petitioners are limited to 5 minutes to address Council unless extended by a vote passed by two-thirds of all Council members present.

8.3.1

Petition re: Proposed preschool facility at the foot of Berridge Street in Crofton

Purpose: To consider an informal petition submitted by John Ivison, containing 39 signatures, received in three parts on October 17, October 21 and October 24, objecting to the proposed preschool facility, requesting that Council conduct an external traffic study to predict the impact of allowing a daycare facility at Berridge Street/Dyke Road.

9.

STATUTORY HEARING MATTER

This section includes matters where a person has a statutory right to be heard under provincial legislation.

9.1

Statutory Right to be Heard

Explanation of the hearing process

The Mayor will provide an explanation of the Statutory Hearing process, noting that where a person has a statutory right to be heard, that person shall be provided such an opportunity during the Statutory Hearing.

9.1.1

Temporary Use Permit: 6493 Paddle Road and 6495 Paddle Road

The order of business for this statutory hearing shall be conducted as follows:

1. Introductory presentation provided by staff
2. Applicant provides details of their application
3. Summary by the Corporate Officer of correspondence received
4. Comments from persons affected by the permit
5. Response by staff and the applicant to new information or factual matters raised

Purpose: To consider a Temporary Use Permit (TUP00035) to permit two existing single-family dwellings (6493 and 6495 Paddle Road) to remain occupied for a period of up to 3 years to facilitate lot consolidation for future multi-family development.

• Recommendation:

  THAT Council approves the issuance of Temporary Use Permit TUP00035 at 6493 and 6495 Paddle Road.

10.

BYLAWS

Bylaws appearing under this section will be listed in order of readings as follows: (a) bylaws for adoption shall appear first, followed by (b) bylaws receiving third reading, then (c) bylaws receiving first and second or first three readings.

10.1

Zoning Amendment Bylaw No. 3965, 2024 [6531 Bird's Eye Drive] for adoption

Purpose: To consider adoption of Zoning Amendment Bylaw No. 3965, 2024, which received first three readings June 19, 2024 and the 219 covenant has now been registered on title. If adopted, this bylaw will permit a detached accessory dwelling unit at 6531 Bird's Eye Drive.

• Recommendation:

  THAT Council adopt Zoning Amendment Bylaw No. 3965, 2024.

10.2

OCP Amendment Bylaw No. 3976, 2024

Purpose: To rescind second reading of OCP Amendment Bylaw No. 3976, 2024 so that Council can fix a typographical error in the bylaw and consider North Cowichan’s 2024 Five-Year Financial Plan after first reading.

• Recommendation:
  1. THAT Council rescinds second reading of Official Community Plan Amendment Bylaw No. 3976, 2024.  
  2. THAT Council rescinds the resolution that Council has considered the Official Community Plan Amendment Bylaw No. 3976, 2024 in conjunction with the North Cowichan 2022 Five-Year Financial Plan.  
  3. THAT Council has considered Official Community Plan Amendment Bylaw No. 3976, 2024, in conjunction with North Cowichan’s 2024-2028 Financial Plan.  
  4. THAT Official Community Plan Amendment Bylaw No. 3976, 2024 be amended by replacing the words “January 2021” in the whereas clause with the words “August 2024 Interim”.
  5. THAT Council gives second reading to Official Community Plan Amendment Bylaw No. 3976, 2024, as amended. 

10.3

Amendments to the Election and Assent Voting Bylaw and the Sign Bylaw

Purpose: To introduce amendments to:

1. Election and Assent Voting Amendment Bylaw No. 3979 which proposes to amend Election and Assent Voting Bylaw No. 3837 to correct an inaccurate reference, and
2. Sign Bylaw Amendment Bylaw No. 3980, which proposes to amend Sign Bylaw No. 3479 to improve regulations for political sign placement.

• Recommendation:

  THAT Council:

  1. Gives first, second and third readings to Election and Assent Voting Amendment Bylaw No. 3979, 2024, and
  2. Gives first, second and third readings to Sign Bylaw Amendment Bylaw No. 3980, 2024.

11.

REPORTS

This section includes reports from staff requiring a decision of Council and/or staff presentations. Staff reports for information only are placed in the Consent Agenda.

11.1

2025 Budget Outreach

Purpose: To seek Council direction to conduct broader public engagement as part of the 2025 Budget process by hosting three public open houses and special Committee of the Whole meetings in Chemainus, Crofton and the South End in November and December 2024, as well as other supporting engagement activities in order to allow the general public an opportunity to have their say on project and budgetary priorities.

• Recommendation:

  THAT Council approves the following 2025 budget engagement and meeting schedule:

  1. Open House at 4:30 p.m. followed by a Special Committee of the Whole meeting to be held in person at 6:00 p.m. at the Crofton Community Centre, in Crofton BC, on Tuesday, November 26, 2024.
  2. Open House at 4:30 p.m. followed by a Special Committee of the Whole meeting to be held in person at 6:00 p.m. in the Heritage Hall at the Cowichan Community Centre, Duncan BC, on Tuesday, December 3, 2024.
  3. Open House at 4:30 p.m. followed by a Special Committee of the Whole meeting to be held in person at 6:00 p.m. at the Chemainus Fire Hall, in Chemainus BC, on Tuesday, December 10, 2024.

  AND THAT Council cancels the December 10, 2024 Committee of the Whole meeting scheduled for 5:00 p.m. at Municipal Hall in order to accommodate the 2025 budget engagement and meeting schedule.

11.2

CVRD Cowichan Workforce Housing Strategy

Purpose: To provide the Cowichan Workforce Housing Strategy (WHS) to Council with an assessment of consistency with North Cowichan’s policy context and current projects, and provide formal comment to the CVRD in response.

• Recommendation:

  THAT Council receives the draft Cowichan Workforce Housing Strategy (WHS) attached to the Planning Manager’s November 6, 2024 report, and provides the following comments:

  1. The Municipality of North Cowichan offers qualified general support for the strategies and actions outlined within the draft WHS and has not identified fundamental conflicts with its 2022 Official Community Plan (OCP);
  2. North Cowichan has already made progress towards some of the action items identified within the draft WHS and is willing to explore collaboration, dialogue, partnership and information-sharing with regional partners to further these items insofar as they remain aligned with the OCP;
  3. Support for these actions, including investigation into the creation of a Housing Corporation is given on a “without prejudice” basis to any future decisions Council may make. Participation in any initiatives and resourcing implications will be considered by Council on a case-by-case basis;
  4. The Municipality will exercise significant caution in considering proposals for modular or seasonal RV sites, expansion of campgrounds, or other temporary housing solutions. Establishment of such sites with any substantial degree of longevity, particularly outside the Urban Containment Boundary, does not necessarily address long-term housing challenges. This may also be contrary to OCP policy, particularly with regard to extending municipal servicing beyond established service areas. Such sites can also cause environmental, safety and waste disposal problems.

11.3

Emergency Management Cowichan (CVRD) Grant Applications to UBCM

Purpose: To seek Council’s approval to support the Cowichan Valley Regional District in applying for grants from the Union of BC Municipalities Community Emergency Preparedness Fund Emergency Support Services, Emergency Operations Centre, and Evacuation Route Planning streams.

• Recommendation:
  1. THAT Council support the Cowichan Valley Regional District (CVRD) to apply for, receive and manage the Union of BC Municipalities (UBCM) Community Emergency Preparedness Fund Emergency Support Services 2025 Grant funding up to $200,000 on behalf of the Municipality of North Cowichan.
  2. THAT Council support the CVRD to apply for, receive, and manage the UBCM Community Emergency Preparedness Fund Emergency Operations Centre 2025 grant funding up to $200,000 on behalf of the Municipality of North Cowichan.
  3. THAT Council support the CVRD to apply for, receive, and manage the 2025 UBCM Community Emergency Preparedness Fund for Public Notification and Evacuation Route Planning grant funding up to $200,000 on behalf of the Municipality of North Cowichan.

12.

NEW BUSINESS

This section includes external items that require a decision of Council, items that have been removed from the Consent Agenda, and motions submitted by Council members, where previous notice has been given, for Council consideration.

12.1

Acting Mayor Appointment

Purpose: To designate a Councillor to serve as the Acting Mayor in accordance with section 2.1 [Annual Designation of Acting Mayor] of the Council and Committee Procedure Bylaw No. 3945, from November 6, 2024 to December 31, 2025

• Recommendation:
  1. THAT Council suspend the rule set out in section 2.1 [Annual Designation of Acting Mayor] of the Council and Committee Procedure Bylaw No. 3945, that Council must by resolution, at the first regular Council meeting held in December, designate a Councillor to serve as the Acting Mayor for the ensuing calendar year, so that the designation can be done now.
  2. THAT Council designate Councillor [insert name] to serve as Acting Mayor when the Mayor is absent or unable to act, from November 6, 2024 to December 31, 2025.

12.2

Appointment to the Cowichan Valley Regional District Board

Purpose: To appoint a Councillor to serve as Municipal Director to the Cowichan Valley Regional District Board from November 6, 2024 to October 31, 2026, in accordance with the External Appointment policy.

• Recommendation:

  THAT Council appoint Councillor [insert name] as Municipal Director to the Cowichan Valley Regional District Board for the remainder of Council's term ending October 31, 2026.

13.

NOTICE OF MOTIONS

This section includes notices of motions submitted by Members of Council for introduction only, discussion and debate of the motion shall occur at a future meeting. Introductory remarks or clarifying questions are not permitted at this time as per Council’s Notice of Motion Policy.

14.

QUESTION PERIOD

Question Period is an opportunity for the public to ask brief questions regarding the business discussed during the meeting. When invited by the Mayor, members of the public who are attending the meeting in person may step up to the podium to ask their question(s) and members of the public who are attending electronically may raise their hand at this time. Please visit northcowichan.ca/virtualmeeting for instructions on how to raise your hand.

15.

ADJOURNMENT

Once all the business is done and over with, the Mayor may declare the meeting adjourned without requiring a resolution of Council.