Municipality of North Cowichan
Regular Council
AGENDA

Wednesday, May 17, 2023 at 4:00 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 596 7425, and then enter the meeting password 1111.

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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 30 minutes of the scheduled time for the meeting, the meeting is adjourned until the next scheduled meeting.

2.

RESOLUTION TO CLOSE THE MEETING TO THE PUBLIC

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 ____ p.m. to the public on the basis of the following sections of the Community Charter.

  • 90(1)(a) - personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality.
  • 90(1)(c) - labour relations or other employee relations.
  • 90)(2)(b) - the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.

3.

CLOSED SESSION [4:00 - 5:00PM]

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

3.1

Approval of in-camera meeting agenda

3.2

Adoption of in-camera meeting minutes

3.3

In-camera meeting items

3.3.1

Closed under section 90(1)(a) – committee appointments

3.3.2

Closed under section 90(1)(a) – committee appointments

3.3.3

Closed under section 90)(2)(b) – confidential information received from the Province

3.3.4

Closed under section 90(1)(c) – labour matter

3.4

Rise and Report

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.

• 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 special and regular meetings held May 3, 2023 and their special meeting held May 9, 2023.

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

Committee of the Whole meeting minutes

Purpose: To receive for information the minutes from the May 9, 2023 Committee of the Whole meeting.

• Recommendation:

  THAT Council receive for information the minutes from the May 9, 2023 Committee of the Whole meeting.

4.2.2

Western Forest Products application for Waste Discharge Permit

Purpose: To receive the April 28, 2023, letter from Brad McRae, Director, Government Relations, Western Forest Products notifying Council of their application to amend the current authorization of effluent discharge under their Waste Discharge Permit. Council may send written comments to the applicant with a copy to the Director of Environmental Protection within 30 days after the last notice has been published.

• Recommendation:

  THAT Council receive for information the April 28, 2023 letter from Western Forest Products.

5.

APPROVAL OF REGULAR AGENDA

To consider any items of business not included in the Agenda that are of an urgent nature they must be introduced and approved at the time the agenda is adopted. Matters must be taken up in the order that they are listed unless changed at this time.

• Recommendation:

  THAT the agenda be adopted as circulated [or as amended].

6.

MAYOR'S REPORT

Mayor’s opportunity to make announcements and update Council and the community on various matters which the Mayor has participated in since the last meeting.

7.

DELEGATIONS

Delegations appear before Council in order to make a presentation, enter a request for action, or bring Council up to date on a project, idea, or concept, or to provide further information on an issue currently before Council for a decision. Delegations are limited to 10 minutes to make their address to Council unless extended by a unanimous vote of all Council members present. A delegation may not address Council on a bylaw for which a public hearing has been held or where a public hearing is required.

7.1

Quamichan Lake Neighbourhood Association - Tree Bylaw

Purpose: Cynthia Montgomery, on behalf of the Quamichan Lake Neighbourhood Association will be providing a presentation to Council regarding the benefits of enacting a tree bylaw in North Cowichan.

8.

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.

9.

BYLAWS

10.

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.

10.1

Temporary Use Application for 1444 Maple Bay Road

Purpose: To consider a request to temporarily use 1444 Maple Bay Road for motion picture and television filming.

• Recommendation:

  THAT Council issue Temporary Use Permit No. TUP00027 to Emily Yaeger of Kale Media Inc. to allow motion picture and television filming at 1444 Maple Bay Road on August 15, 16, 18, 21, 23, 24, 28, 29, 31 and September 1, 2023.

10.2

Request for Special Public Hearing on June 7, 2023

Purpose: To consider scheduling a public hearing for June 7, 2023.

• Recommendation:

  THAT Council schedule a public hearing on June 7, 2023, at 7:00 p.m. for Zoning Amendment Bylaw No. 3908, 2023, and Zoning Amendment (Section 53 exemption) Bylaw No. 3909, 2023.

10.3

Maple Bay Rowing Club Grant Funding Support

Purpose: To consider providing the Maple Bay Rowing Club (MBRC) a letter of permission for the upgrades to the building located at 6735 Beaumont Avenue so that the MBRC can apply for grant funding.

• Recommendation:

  THAT Council:

  1. Authorize the Mayor to sign a letter granting permission to the Maple Bay Rowing Club (MBRC) to proceed with the repair and improvements at 6735 Beaumont Avenue, which includes interior and exterior work such as upgrading the kitchen, bathroom, heating, and plumbing and electrical; installing new flooring, windows, fencing, siding, and insulation; repairing the roof; and painting; and,
  2. Authorize staff to provide the MBRC with a signed letter of commitment demonstrating a firm commitment to renew the lease for an additional term to be submitted by the MBRC with their grant application to the Community Gaming Grants Branch.

10.4

Use of Gender-Neutral Language and Pronouns Policy

Purpose: To consider the Use of Gender-Neutral Language and Pronouns Policy to promote gender equality by communicating in a gender-neutral way.

• Recommendation:

  THAT Council:

  1. Approve the Use of Gender-Neutral Language and Pronouns Policy as presented, and,
  2. Amend the Council Advisory Body Policy by:
     1. Striking out “other than Indigenous peoples” from the definition of “Visible Minority,”
     2. Striking out “Visible Minority” for the term defined in section 3 and replacing it with “Racialized Group” and,
     3. Striking out “Visible Minority” in section 5.12 and replacing it with “Racialized Group.”

11.

NOTICES OF MOTIONS

12.

UNFINISHED AND POSTPONED BUSINESS

13.

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.

13.1

Ecological Impacts of Trails

Purpose: For Councillor Justice to move the motion that was introduced at the May 3, 2023 regular Council meeting.

• Recommendation:

  THAT Council directs staff to supplement the biodiversity protection policy project to:

  1. Assess, through literature review and consultation with experts in other jurisdictions, the potential risks and impact of various types of trails and trail use ­­- including but not limited to hiking, downhill and cross-country mountain biking, equestrian, and off-leash dog walking - on wildlife, soils, ecology, vegetation and water;
  2. Develop general criteria and guidance for recreation and trail planning and management in our forest areas;
  3. Identify where trails and specific recreational uses either are or are not appropriate given ecological sensitivities, and;
  4. Identify needed mitigations to existing trails, if and where necessary.

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.