District of Clearwater Annual Report 2011
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Contents A MESSAGE FROM THE MAYOR ......................................................................................................... 4 Mayor and Council ............................................................................................................................ 5 ORGANIZATIONAL CHART.................................................................................................................. 6 PURPOSE OF THE REPORT – OUR GOALS ........................................................................................... 7 CHIEF ADMINISTRATIVE OFFICER’S MESSAGE .................................................................................... 8 Services ......................................................................................................................................... 9 Community ................................................................................................................................... 9 Our Focus .................................................................................................................................... 10 DEPARTMENT OVERVIEW ................................................................................................................ 11 ADMINISTRATION / CORPORATE SERVICES...................................................................................... 12 2011 Highlights for Administration and Corporate Services ......................................................... 12 2012 Plans & Initiatives ............................................................................................................... 13 Grants ......................................................................................................................................... 14 Strategic Community Investment Funds Plan and Progress Report .............................................. 14 Grant in Aid ................................................................................................................................. 14 PROTECTIVE SERVICES ..................................................................................................................... 15 2011 Highlights ........................................................................................................................... 15 Fire Department .......................................................................................................................... 15 2012 Plans & Initiatives ............................................................................................................... 15 INFRASTRUCTURE S ERVICES ........................................................................................................... 16 2011 Highlights ........................................................................................................................... 16 Public Works ............................................................................................................................... 16 Public Works ............................................................................................................................... 17 2012 Plans & Initiatives ............................................................................................................... 18 PARKS AND RECREATION................................................................................................................. 19 2011 Highlights ........................................................................................................................... 19 2012 Plans & Initiatives ............................................................................................................... 21 TRANSIT .......................................................................................................................................... 22 2011 Highlights ........................................................................................................................... 22 2012 Initiatives ............................................................................................................................ 22 PLANNING & DEVELOPMENT SERVICES ........................................................................................... 23 Building & Development Services ................................................................................................ 23 2011 Highlights ........................................................................................................................... 24 2012 Plans & Initiatives ............................................................................................................... 24 Page | 2
ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT ................................................................. 25 2011 Highlights ........................................................................................................................... 25 2012 Plans & Initiatives ............................................................................................................... 25 FINANCE.......................................................................................................................................... 26 Financial Services ........................................................................................................................ 26 2011 Highlights ........................................................................................................................... 27 2012 Initiatives ............................................................................................................................ 27 Property Tax Comparisons ........................................................................................................... 28 2011 Revenues and Expenditures Distribution ............................................................................. 29 Permissive Property Tax Exemptions for 2011 ............................................................................. 30 2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012 .................................................................. 31 BYLAWS AND POLICIES TO BE COMPLETED ...................................................................................... 35 FINANCIAL STATEMENTS ................................................................................................................. 36 CONTACT INFORMATION ................................................................................................................ 37
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Mayor and Council An elected Council, comprised of a Mayor and six Councillors governs the District of Clearwater. Under the Community Charter the Council has the authority to set budgets, levy taxes, and establish policies to guide the growth, development and operations of the District for the benefit and protection of it citizens. The powers of Mayor and Council are exercised through the adoption of resolutions or enacting bylaws at regularly scheduled Council meetings. Regular Open Council meetings are on the first and third Tuesday of each month and hold only one meeting in July and August at 7:00 p.m. in the Council Chambers at 132 Clearwater Station Road. At 5:00 p.m. Preceding Regular Council meetings are Committee of the Whole meetings, these committees are comprised of Economic Development, Finance and Audit, Infrastructure and Parks and Recreation. Elected in November 2011, these Council members will serve until November 2014.
It is the Mayor’s duty to chair meetings of Council, hold ex-officio membership in all Council Committees and all bodies to which Council has the right to appoint members. The rules governing the conduct of the meetings are outlined in the Council’s Procedure Bylaw and Robert’s Rules of Order. Regular Council and Committee meetings are open to the public. Agendas are available at the Municipal Hall or on the District’s website www.districtofclearwater.com. In-Camera meetings are held as per Section 90 of the Community Charter where necessary.
Declarations of Disqualification made under Section1 11 of the Community Charter for the year 2011 In accordance with Section 98 (2) (e) of the Community Charter, the District of Clearwater advises that there were no disqualifications under Section 111 of the Community Charter for the year 2011.
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Mayor and Council
Mayor John Harwood (centre) Councillors: Ken Kjenstad, Gord Heisterman, Jon Kreke Shelley Sim, Barry Banford, Merlin Blackwell
ORGANIZATIONAL CHART
Citizens of Clearwater
Mayor John Harwood and Council
Leslie Groulx Chief Administrative Officer
Sheila Thiessen Director of Finance
Mike Smith (.50) Fire Chief Roger Mayer Rec Facilities Supervisor Wayne Wysoski (.02) Maintenance Guy Holland Deputy Fire Chief
Volunteer Fireman 15
Bob Behan Operations Lead Hand
Concession Staff (5) Skate Patrol (2) Seasonal
Rob Griffiths Maintenance Foreman
Rec Facilities Attendants Don Pendergast (.06) Elijah Wicks/ Joe Timms Casual/on-call
Lynne Frizzle Legislative Assistant Penny Harper Receptionist/File Clerk
Heather Wurm Tammy Rutsatz Accounting Clerks
Bryan Lipp Maintenance Worker
Lisa Jensen Katie McArthur (.02) MV/ICBC Clerks
Theresa Affleck Custodian (.012)
Organization Chart Page | 6
Margaret Anne Proulx MV/ICBC Clerk
PURPOSE OF THE REPORT – OUR GOALS The Community Charter requires that all BC municipalities publish an Annual Report with municipal objectives for the past, current and future years and on the progress that the municipality has made in meeting those objectives. Though there is no prescribed format for these reports, there are reporting guidelines. The report explains the foundation of the District of Clearwater’s success – our values, goals and people. It contains information that will outline what we have been able to achieve over the past year and what we plan to accomplish in 2012. The report outlines the departments within the municipality; Highlights of major projects achieved during the year, 2012 Plans and Initiatives Statistics, Permissive tax exemptions, and Audited financial statements. For more information on the District of Clearwater please visit: www.districtofclearwater.com
Purpose of the Report – Our Goals
THE ADVENTURE STARTS HERE….
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Community
Services
The District of Clearwater is situated on the Yellowhead Highway #5, approximately 125 km north of Kamloops at the gateway to the world famous “Wells Gray Park�. The largest community in the Upper North Thompson Valley, the community spans over 5,447 hectares of land and approximately 247 hectares of foreshore and land covered by water. Clearwater is a vibrant community of approximately 2,331 people and is the main centre for business, financial and government services in the North Thompson Valley. As the main gateway to Wells Gray Park on route to Jasper, it is also a hub for providing services and supplies to the travelling public.
The District of Clearwater provides the following services:
Clearwater is a thriving community with an economy based in forestry, tourism, retail and agriculture, with tourism experiencing significant growth as travelers from around the world flock to the wilderness that surrounds the community. Municipal Hall is where the primary tasks of running municipal government are carried out. The Municipality is committed to ensuring that citizens receive excellent customer service from everyone working on their behalf. The staff is committed to service excellence. The Community offers a safe and peaceful environment that includes all the amenities of a sustainable community including education, health care and recreational opportunities. Education is available from kindergarten to Grade 12 with postsecondary opportunities also available through Thompson Rivers University. The community has its own hospital and medical clinic that services the surrounding area. Emergency services include a Volunteer Fire Department, RCMP Police detachment, BC Ambulance Service, Search and Rescue operation and Emergency Social Services. Recreational opportunities abound in the area with up to date facilities and some of the most spectacular scenery and wilderness in the world. Current infrastructure, which includes an extensive water system and a newly constructed sewage lagoon, is capable of serving an ever-increasing population. Other services include financial, legal, realty offices, and over 300 other businesses.
Bylaw Enforcement; Cemetery; Development Services: Planning, Subdivision Approvals, Zoning Amendments, Amendments to the Official Community Plan, Development Permits, and other Development Permit applications; Economic Development & Tourism promotion; Emergency Management; Fire Protection; ICBC/Motor Vehicle Appointed Agent; Parks and Recreation: North Thompson Sportsplex, Community Parks, Ball Diamonds, Healthy Living Well Program; Public Works: Water System, Sewer System, Dykes, Facilities maintenance etc. Roads (September 2013) Street Lighting; Transit Service.
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District of Clearwater
1.
Our Focus
To ensure Clearwater is the “Best place to live, work and play” while maintaining a socially, culturally, economically and environmentally sustainable community.
OUR CORE BELIEFS AND VALUES
Having integrity, honesty, reliability, accountability, awareness, openness, transparency; Providing good customer service, treating others with respect, having empathy for others; Protecting our environment, being fiscally responsible, promoting a “can do” attitude; Being innovative, progressive, current, visionary, forward thinking, dedicated, accommodating, fair; Having fun, being passionate and energetic, educated, knowledgeable, valuing employees and each other.
GOALS AND OBJECTIVES 1. Ensuring organization capacity and effectiveness o Building core foundation with staffing, bylaws and policy development; 2. Achieving operational excellence o Operational Health and Safety Program, Emergency Management Response and Operations & Maintenance Manuals for the water system, Community capacity building through development of community partnerships and relationships; 3. Strengthening District infrastructure and managing assets o Water and sewer upgrades, infrastructure master plan, development of roads systems, green energy, and more; 4. Managing Growth and Community Development o Official Community Plan, Development Procedures and Subdivision Servicing Bylaws. o Community Economic Development Strategic Plan (CEDSP) focusing on forestry, tourism, agriculture and healthy living initiatives; 5. Ensuring Financial resilience o Currently the District is in a sound financial position with sufficient reserves and surpluses.
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Our Focus
MISSION STATEMENT
DEPARTMENT OVERVIEW
Financial Services Infrastructure Services Protective Services
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Planning and Development
Department Overview
Corporate and Community Services
Information Technology
In 2011 the District amalgamated the CAO and Corporate Administration positions. The Administration department has 3 full time employees and is responsible for guiding and overseeing the work of all department managers in the delivery of municipal services on behalf of the elected Council. Administration is also responsible for soliciting and providing advice and information to Council a full range of legal and policy matters. It is important to understand that it is Council that sets corporate policies, enacts bylaws and regulations, and approves the annual budget. Administration continues to encourage positive, mutual partnerships and respectful relationships with all District stakeholders. Corporate Services is responsible for processing all business as it relates to the Council, performing all statutory requirements as required under the Local Government Act and the Community Charter. The Administration Department encourages open communication with the community to create a better understanding and appreciation of the Council’s role, its policies and its statutory responsibilities.
Other responsibilities: Co-ordinate all local government elections and other voting opportunities Provide advise with respect to Council procedures, policies, and functions; Administer and process all request to access information through the Freedom of Information and Protection of Pricy Act Store and maintain all vital records of the municipality such as agreements and bylaws; Execute all legal documents on behalf of the District; Provide administration support to Committee of the Whole and Council and recording secretarial support for the various advisory bodies; Administer and coordinate events specific to District functions. Oversee the following departments: Public Works, North Thompson Sportsplex, Parks and Recreation, Economic Development and Planning and Development
2011 Highlights for Administration and Corporate Services
Strengthen relationships with external agencies, community stakeholders and Provincial and Federal Ministers Continued a positive with the Simpcw First Nation to enhance our relationship and discuss common interests Continued to implement Council’s Strategic Priorities Council engages Clearwater Secondary School in Local Government Awareness Week, Adopted 16 Bylaws and 6 District Policies Managed 2011 Elections for Municipal Council and assisted with TNRD Area A Elections Continued implementation of the records management system for all departments Prepared various leases, contracts and Letter of Agreements Staff job descriptions
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Administration / Corporate Services
ADMINISTRATION / CORPORATE SERVICES
2012 Plans & Initiatives
Administration: To ensure efficient use of the Council’s time to conduct business by coordinating staff input, public input and council of issues before the District, 2012 Plansconsideration and Initiatives To continue to maintain excellent working relationships with staff, external agencies, community stakeholders and Provincial and Federal ministries, Complete 2012 Strategic Planning, Complete CUPE Union Negotiations, To develop and present a Staffing Plan, Design and execute a Community Satisfaction Survey, Develop and administer Occupational Health & Safety Program Manual
Corporate Services: Provide all relevant information in a clear and concise manner with appropriate recommendations and options in order that Council may make an informed decision, adequately notify the public of the resulting decision, Ensure that the records of the District are secure and managed in accordance with the requirements of the provincial legislation, Provide the public with the maximum permitted access to District records, Develop and implement electronic records management system for all departments, Coordinate a revamp of the District’s website, Continue reviewing and updating inherited bylaws from the Clearwater Improvement District and the Thompson Nicola Regional District, Develop and implement a Continuity Plan for the Districts administration office and all departments
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Administration / Corporate Services
Customer Service: To provide excellent service to our clients, customers, and the citizen of Clearwater, Continue to work towards improving tracking and handling of complaints, Continuous improve for service delivery, Develop and distribute a Community Newsletter
Grants The Council works with staff to identify the programs and infrastructure suitable for available grant programs, the following are grants approved in 2011. Towns for Tomorrow Grant for UV Disinfection System (Provincial) Roads Strategic Plan Grant (Provincial) Infrastructure Master Plan (Provincial) Micro-hydro feasibility study (SIBAC) Canada Day grant (Heritage Canada) Age Friendly planning grant (UBCM) Green Energy Scan (SIBAC)
$400,000 $145,000 $14,100 $20,000 $2,000 $17,600 $15,000 Value: $610,000
Fuel Management Program (Federal / Provincial)
Value: $897,000
The Council continues to focus on the sustainability of the District programs and infrastructure in the face of increasing demands and uncertain funding, recognizing it is NOT prudent to rely solely on grant dollars to maintain growth.
The Council recognizes the value to the community of local clubs, groups, non-profit organizations and charities under Policy 2008-02 the District provides guidelines for grant in aid funding applications to Council. Council approved the disbursement of grant in aid funds for the following projects in 2011: Pee Wee Girls BC Championship Hockey Tournament Food Bank – Christmas Hampers Rotary Club Mayday Parade Clearwater Secondary School Pac Speaker Presentation Clearwater Community / Business Online Directory (CSS) Clearwater Elks #499 Programs Value: $4,200
Strategic Community Investment Funds Plan and Progress Report 1. SCI Funds received Date Received April 4, 2011 June 30, 2011 Total Received
Use General Government Services General Government Services
Amount $228,586 $328,919 $557,505
2. SCI Funds intended use, performance targets and progress made Intended Use Use funding to stabilize tax rates
Performance Target To minimize tax increases in 2011
Progress Made With the SCI funds Council was able to ensure that the 2011 tax rates were a minor increase over 2010 tax rates
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Administration / Corporate Services
Grant in Aid
PROTECTIVE SERVICES 2011 Highlights
Fire Department The District of Clearwater has a part-time Fire Chief, a maintenance worker and 15 on-call volunteer fire fighters. The Clearwater Volunteer Fire Department engages in mutual aid agreements with Blackpool and Vavenby Fire Departments. The Fire Chief overseas the operation of the Clearwater Volunteer Fire Department with the provision of providing services for the protection of lives and property from fire hazards. Providing a comprehensive fire prevention and suppression service, the Fire Department is complimented by a Deputy Fire Chief, Captains, 2 Safety Officers and 11 firefighters.
Addition of Locker Room Quarterly reporting to Council All active members received First Aid Training Participated in District Celebrations – Canada Day and Canoe Regatta Purchase Turn out gear Partnered in the District’s Fuel Management Program Fuel Management Open House Skills Training and Evaluation for basic recruitment
Main Responsibilities: Administration, Burning permits, Commercial and residential fire alarms, Wildfire and bush fires with District boundaries, Carbon monoxide, gas and miscellaneous calls, Equipment maintenance, Schools programs
2012 Plans & Initiatives
Fire Hall Upgrades – 5 year plan Develop Fire Service Inspection Policy and implement Fire Inspections Joint Partnership for Co-Terminus Fire Services Purchase AED and train team on the use Secure a “live fire practice” site Continue Safety Training with the Schools
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Protective Services
Other responsibilities: Perform fire prevention, inspection and fire investigations, Implement fire evacuation to public buildings. Provincial forestry backup, Suppression, rescue, mutual aid, haz mat awareness response, first responder, disaster planning, fire prevention, public awareness, Weekly training sessions for volunteer fire fighters, Follow incident command procedures.
INFRASTRUCTURE S ERVICES
Public Works The Public Works department has two full time employees and 2 part-time/on-call employees. The department provides technical support, upgrades and maintenance for the District’s infrastructure and capital projects in consultation to the Districts engineers The operate the District’s water and sewer treatment and distribution system, maintain fire hydrants, District facilities, and are responsible for Riverview Cemetery, burials and cremations. The Public Works Department ensures the delivery of potable water to the community and maintains the water treatment and distribution system. This includes one gravity system (Russell / McDougall / Hashcheak Creek watershed) and 2 Wells.
2011 Highlights Cemetery
Temporary Cemetery Committee establish guidelines for Columbarium Brochure developed for Columbarium Services Volunteer committee to do spring cleanup
The department experienced a challenging year implementing Conditions of Permit for the Water System through directives by Interior Health Authority.
Infrastructure Services
Other responsibilities: Reviews servicing of development and subdivision applications Manages Capostinsky Ball Park Receives and executes applications for water and sewer service connections
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Public Works
General Fire Hydrants – 3 installed LGMA Teamworks program – a complete review of the functions of the Public Works Department Implement a maintenance tracking system for work scheduling, work orders, maintenance to vehicles, monitoring of water and sewer usages and maintenance Full inventory of the public works tools and equipment Pave cutline’s in the various municipal roads
Sewer Strawberry Flats sewer Service investigation Completed a comprehensive report on a SCADA Monitoring System for the District’s sewer and water infrastructure
Water
Line painting of centre and fog lines Initiated Fire Hydrant mapping program Washroom and new fence at Capostinsky Park Chlorine Analyzer installed at Reservoir
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Infrastructure Services
Improved water sampling program Removal of the beaver dam on Russell Creek Ultra Violet Disinfection System –design
2012 Plans & Initiatives General
Cleanup of the public works yard and cemetery Upgrades to Capostinsky Ball Park o dugouts, red scale sand, o weed control on warning track and fence line, Roads Investment Strategy Infrastructure Master Plan Hwy #5 / Clearwater Village Road Access Plan Dike Review and Assessment Signage on all Public Works Facilities
Sewer
Water
Installation of standalone water testing stations Installation of 8 Fire Hydrant Russell Creek Water System UV Upgrades Water Conservation Plan New Water License Application for gravity feed system Maintenance Management Plan and Operation Manual Emergency Response Plan Phase 1 of Leak Detection Survey
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Infrastructure Services
Flushing Sewer Main Maintenance program for the sanitary sewer services Feasibility Study on sanitary sewer expansion to Dutch Lake area residents Apply for a grant to expand the sanitary sewer system to Dutch Lake residents Phase 1 of a 5 phase installation program for the SCADA control system on the water and sewer facilities Partner with the Thompson Nicola Regional District for the submission of a grant to design and install for a Septic Receiving Plant
PARKS AND RECREATION The District of Clearwater has something for everyone; this is especially true in our community parks. Experiences can range from tot parks to cultural to natural this reflects the District’s commitment to family and our natural heritage. There are 10 community parks, 8 of which are developed. The District also has a sports arena which encompasses hockey, figure skating and curling, this is maintained by District staff. A contractor maintains the myriad of park amenities including playing fields, playgrounds, picnic areas, beaches, docks, memorials and the salmon viewing platform. A full range of accessible recreational opportunities are available for all ages and stages of life within the District. The District is committed to providing diverse and accessible recreational opportunities that will contribute to the holistic health and well being of the community. A Community Recreation (Outreach) program was developed as a follow-up to the District’s Living Well Program which was initiated in 2009 and operated intermittently over the past couple years. The Clearwater Secondary School is the main centre for offering the programs resulting in increased programs and registration. This has had a positive effect for Clearwater Secondary School by attracting many citizens that haven’t traditionally used the school facility.
2011 Highlights
North Thompson Sportsplex (maintained by District staff) Ice rentals January to March - 714 hours, 11% increase from 2010 Hosted a variety of tournaments throughout the winter, spring and fall season Provincial Female Peewee Championships with an approximate economic spin off of $350,000 Figure Skating Carnival and Christmas Exhibition and a test day 2 Curling Bonspiels Minor hockey registrations up by 12%. Raft Mountain Skating Club ice rentals up 35%. Offered a course for Building Service Worker 2 weekend Hockey Camps in September Offered free family skating nights sponsored by Community Businesses Raft River Parents Advisory Council received a $7,000 grant from the Community Forest to start a “learn to skate program” for Raft River and Vavenby elementary Schools. Capital projects completed – electrical panel replaced, washroom expansion, arena boards Submitted grant application for Community Recreation – expansion of the Arena
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Parks and Recreation
Recreation Programming (contract coordinator in partnership with Secondary School) Completed a Recreation programming Needs Assessment survey 8 programs offered from November 23, 2011 to December 16, 2011 with 66 participants (as of May 2012 there have been 429 participants) Pilot program included the following with youth and adults participating: o Yoga for youth o Christmas light tour o Floor hockey o Youth Week Committee o Resistance training and o Clearwater CAN conditioning o Smoking Cessation Program o Christmas baking exchange
Community Parks
District Community Parks (maintained by a parks contractor): Chad Memorial Park Dutch Beach Park Raft River Viewing Park Reginald Small Park Rotary Sports Park Weyerhaeuser Pioneer Park Wyndhaven Park Park Drive Park (undeveloped) Fawn Park (undeveloped) Ball Diamond – Capostinsky Ball Park:
2011 Capital Projects Capostinsky Ball Park – Washroom renovations, heightening of fence Dutch Lake Beach - sand Reginald Small Park – Concrete Picnic Table Rotary Sports Park – concrete picnic table Wyndhaven Park - Swing Set Replacement Clearwater Center Plan Flower Beds upgraded
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Parks and Recreation
Slo-Pitch Tournaments Minor Ball holds several games and teams compete in the provincials throughout the province
2012 Plans & Initiatives
Community Recreation: Further enhance and expand the recreation programming under the Healthy Living component North Thompson Sportsplex Expansion of the facility with 5 new dressing rooms o Services installed for expansion, Arena boards replacement Community Parks: Slo-Pitch Tournaments Minor Ball holds several games and teams compete in the provincials throughout the province Skate 8 Clinic held at Rotary Sports Park Swimming Lessons hosted by CRC Capital projects: Capostinsky Park: Player Benches in dugouts, red ball sand, Sterilize warning track and fence line Dutch Lake Beach Park, 18x20’ float, Bampton Signage Raft River Viewing: Stain platform
Weyerhaeuser Pioneer Park: Stain planks on bridge; frame playground area; new at Risk Sign Wyndhaven Park: rock retaining wall, pea gravel
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Parks and Recreation
Rotary Sports Park: Update concession ,Sealant for Skate Park
TRANSIT In partnership with the Thompson Nicola Regional District (TNRD) and BC Transit, the District of Clearwater contracts transit services through Yellowhead Community Services. Two primary services are provided as outlined below:
2011 Highlights
Vavenby-Kamloops Social Bus: Operating Thursdays and connecting citizens of the North Thompson valley with health care and other services offered only in Kamloops. Regular Community Transit: Has scheduled local runs five days per week.
2012 Initiatives
Transit
Social bus continuation with partnership funding from TNRD, United Way and Wells Gray Community Forests Pilot bus run for Saturday’s to Farmers Market and Dutch Lake Beach Pilot bus run to Wells Gray Provincial Park for tourism New signage at bus shelters Increased promotion of service through Facebook, Website, newspaper and newsletter.
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PLANNING & DEVELOPMENT SERVICES
Building & Development Services Planning and Development are provided under contract by the Thompson Nicola Regional District. Planning takes a lead role in land use planning and many of the inspection and permitting processes for the District.
Other responsibilities: Administration of development application and current planning; Provide council with advice on planning matters; Develop policies pertaining to land use; Official Community Plan Investigate complaints about possible violations of municipal bylaws and enforce these bylaws; Administer the BC Building Code and ensure that all buildings in the District are constructed to the standards of the Building Code; Process applications for development permit and development variance permits, rezoning and Official Community Plan amendment, temporary use permit, Agricultural Land; Process all building, and plumbing permits
Building: At $2.8million building permit values up in Clearwater over 2010. While total construction values show some fluctuation from year to year, the number of building permit values are relatively stable. Year 2008 2009 2010 2011
# of Permits 67 35 27 28
Value/Mil $4.5 $2.9 $2.2 $2.8
2011 Application Type # Applications Agriculture Land Reserve 1 Rezoning 1 Official Community Plan 1 Development Variance Permit 2 Subdivision 4
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Planning and Development Services
The principal functions of the Planning Department are: Building Inspection, planning, and Bylaw Enforcement, The building inspection function addresses residential, commercial, institutional and industrial building construction within the District.
2011 Highlights
Reviewed and processed 9 development applications Continued to work towards the completion of the Official Community Plan appointed an Approving Officer Amended Development Procedures Bylaw Produced Development Procedure Brochures o Sub-Divisions Guide & Application o Re-Zoning and OCP Amendment Guide & Application o ALR Guide & Application o Floodplain Exemption Guide o Temporary Use Permit Guide & Application Continued to improve and process efficiently all land use planning applications In August 2011 renewal of Development Services Contract with TNRD.
Launch a complete Development Bylaw, Subdivision & Development Services Bylaw, Development Cost Recovery Bylaw Continue to implement Corporate Climate Action Planning Initiatives Update Development Services public information on the website Completion and adoption of the Official Community Plan Continue to review, process and approve development applications Continue to work towards assisting citizens in finalizing their building permits
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Planning and Development Services
2012 Plans & Initiatives
ECONOMIC DEVELOPMENT & GROWTH MANAGEMENT Presently, the community is actively pursuing new light and major industry and commercial ventures; we are no longer primarily a single industry community. Clearwater abounds with outdoor recreation opportunities, fully serviced residential and commercial properties and, most importantly, a community prepared to encourage new business enterprise.
Forestry, tourism, retail and agriculture form a diversified economic base for the area. Forestry is the dominant industry; however tourism is expanding the quickest. The phenomenal growth of tourism is characterized by a substantial increase in tourism based businesses throughout the area and the recognition as a destination vacation spot. Agriculture, though small in scale still represents a substantial importance to the local economy and food security in the area.
2011 Highlights
Completed a Community Economic Development Plan Designed and distribution of a Visitor Guides Worked with North Thompson Valley communities and BC Hydro to expedite construction of long term sustainable power supply in the Valley Meetings with Ministers at UBCM o improve access to Trophy Mountain meadows and Clearwater River Roads o development of speed limit issue and proposed roundabout off Hwy 5 o Development of long term plans for the Info Centre Funding to complete a Green Energy Scan in partnership with SIBAC, District of Barriere, TNRD Area A, B & 0 Micro-Hydro power generation feasibility study. Initialize Business Retention and Expansion Program
2012 Plans & Initiatives Continue to work with outside organizations such as Community Futures, Ministry of Job Innovation and Tourism, Clearwater Employment Services, Clearwater & District Chamber of Commerce, Yellowhead Community Services Continue to work with the Provincial government on the McLure to McBride Economic Pilot Project Maintain a membership with Economic Development BC Continue to liaison with resource based industry leaders Continue to implement goals and objectives for the Community Economic Development Plan Development Age Friendly Assessment Plan Development of an Agriculture Land Use Inventory Continue to work towards a higher standard of internet and broadband access
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Economic Development & Growth Management
In partnership with TNRD Area A, the District funds Tourism Wells Gray to manage tourism and marketing for Clearwater. The purpose of the association is to represent the tourism industry within the District of Clearwater and Wells Gray Country. Tourism Wells Gray is committed to overseeing the development and direction of tourism and to increase the value of tourism to the economy within Wells Gray Country and the broader North Thompson Valley region.
FINANCE
Sheila Thiessen – Director of Finance
Financial Services The Financial Services department has 3 fulltime employees within finance and 2 full time employees and 1 part time employee with Motor Vehicle/ICBC. The Financial Services department’s responsibilities and authority are legislated by the Community Charter, provincial and federal statutes and municipal bylaws.
The Financial Services department works with all other departments in order to provide timely, relevant and accurate information for reporting and decision making.
Other responsibilities include: Ensuring IT services are functional and effective Filing all necessary progress and claim reports for projects that are funded by grants Preparing all statutory financial reports required Administration of o Transit o Noxious Weed Program o Riverview Cemetery o Motor Vehicle and ICBC Office o Driver licensing and Motor Vehicle Insurance Protecting the District’s financial position by monitoring investments, reserve and debt levels
Finance
These responsibilities include stewardship of municipal assets including investments, tangible capital assets and liabilities, through Financial Planning, reporting and risk management.
Motor Vehicle/ICBC receiving an Award of Excellence
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2011 Highlights Update of phone system to include conference capabilities MV/ICBC office recognized with an Award of Excellence for accuracy and customer service Recruited and trained new staff member in MV/ICBC due to retirement Director of Finance kept up to date on municipal finance requirements and issues by attending Government Financial Officers professional development sessions. Updated Payroll setup and processes Streamlined HST reporting process Held tax sale Established accounting processes to track reserve funds
Work with all departments to develop a District asset management and long term capital planning process. Provide council with relevant information in relation to funding priorities for capital projects and replacement and refurbishment of infrastructure. Establish a process and timeline for developing the 5 year Financial Plan in an efficient and effective manner. Refine and streamline Financial Software applications and processes. Online Purchase Orders Utilizing new technology to reduce paper output Review Utility user fees to ensure security and sustainability of water and sewer systems Continuous improvements in Customer Service through staff training and streamlining processes Research and report to Council on Business licensing process Review purchasing policies and supplier contracts to maximize the value received Develop and implement systems for Climate Action Reporting Review and document all Finance Department processes to ensure that they are effective and efficient Develop IT maintenance plan and update hardware and software as required Working with Southern Interior Weed Management Committee Inventory noxious weeds within District Develop policies and plans to eliminate and maintain noxious weeds inventory Riverview Cemetery Establish electronic recordkeeping system Update Cemetery Bylaw Establish a schedule maintenance program, including working with Yellowhead Community Services and the Challenger program Plant trees using funds received from Trees Canada Grant
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Finance
2012 Initiatives
Property Tax Comparisons The chart shows the property taxes and utilities paid on an average single family home in the District of Clearwater for 2011 and 2010.
2011 $ Assessment Municipal Tax
The other authorities that the District of Clearwater collects taxes for are; School Taxes Regional District  Provides solid waste management, library, E911, emergency preparedness, mosquito control, and other services Regional Hospital Provincial Police, BC Assessment and the Municipal Finance Authority Funds for Utilities are maintained separately as Water and Sewer Funds. There are two types of charges for each utility. The first is a parcel tax and this is a flat rate charged on every parcel of land within the respective service area. The second is the user fees and these are a variable rate based on the type of service and charged only on those properties that are hooked up to the system. The rates for Utilities did not change in 2011.
185,500 177,500
Change
4.5%
572
542
5.6%
436
433
0.7%
301
318
-5.2%
43
41
4.2%
59
52
14.6%
12
12
-2.3%
851
855
-0.5%
1,423
1,397
1.8%
80
80
0.0%
240
240
0.0%
30
30
0.0%
255
255
0.0%
605
605
0.0%
Other Authorities School Tax Regional District Regional Hospital
The municipal tax portion makes up 40% of the tax bill. The other 60% is taxes collected for other authorities.
2010 $
Police Tax BC Assessment/MFA Subtotal Total Taxes Utilities Water Parcel Tax User Fees Sewer Parcel Tax User Fees Total Utilities
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Finance
Property Taxes Property taxes are calculated using a mil rate multiplied by the assessed value. The only rate that the District of Clearwater sets is the Municipal Tax rate. Council, during the budgeting process makes an effort to ensure that property taxes are reasonable and fairly distributed amongst the property classes. In this example the municipal taxes paid on this property went up 5.6%, this was due to an increase in both the mil rate and the assessed value of the property. Services provided by the municipality with these taxes include: General operating and administration Parks and Recreation North Thompson Sportsplex Planning and Economic Development Public Works Fire Protection Street Lighting
2011 Revenues and Expenditures Distribution
2011 Revenue Sources Shared Other Services Revenue 5% 2% Sale of Services 20%
Government Grants 38%
Property Taxes 35%
2011 Expenditures Parks and Recreation Transportation 3% Sewer 4% 2% Protective Services 5%
Public Health and Welfare 1%
General Government 43%
Planning and Development 21% Water 8%
Finance
North Thompson Sportsplex 13%
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Permissive Property Tax Exemptions for 2011 Under the Community Charter, a municipal council may provide for tax exemptions (known as permissive tax exemptions) for properties belonging to charitable, philanthropic or other nonprofit organizations. The Community Charter indicates that the Annual Report must include a statement of the exemptions granted in 2011, and the amount of property taxes that would have been imposed on the property if it were not exempt for that year. The following properties were granted exemptions in 2011: Legal Description Lot 42, Plan 13657, DL 5040 Lot 1, Block 1721,
Civic Address
Organization
Value of Permissive Exemption
72 Taren Drive
Benevolent and Protective Order of Elks Clearwater Lodge #499
$1,276.01
495 Sunshine Valley Road
Central North Thompson Rod and Gun Club
$1,912.34
Lot A, Plan 26029, DL 2622
556 Dunn Lake Road
Clearwater Ski Club
$7,985.20
Lease 342064
556 Dunn Lake Road
Clearwater Ski Club
$1,037.91
423 Hydro Road
Dennis Ellah/Martin Dowds/William Miller (Kingdom Hall of Jehovah Witnesses)
$601.81
24 E Old North Thompson Highway
Evangelical Free Church of Canada
$596.04
144 Evergreen Place
Evergreen Acres Senior Citizens
$7,885.89
146 Evergreen Place
Evergreen Acres Senior Citizens
$3,243.34
40 Old North Thompson Highway
Freshwater Fisheries Society of BC
$5,087.82
664 Clearwater Village Road
Guru Tegh Bahadur Sikh Temple
$304.39
324 Grant Road
Roman Catholic Bishop of Kamloops
$678.56
257 Glen Road
Royal Canadian Legion Branch #259
$7,206.86
612 Park Drive
Yellowhead Community Services Society
$7,904.58
Lot 3, Plan 34141, DL 3856 Lot 1, Plan 4889, DL 2620 Lot A, Plan 27173, DL 1719 Lot 1, Plan 30487, DL 1719 Lot 2, Plan 33856, DL 2620 Lot B, Plan 33001, DL 1719 Lot 3, Plan 24642, DL 1720 Lot 1, Plan 25222, DL 1680 Lot 1, Plan KAP 70712, DL 1719
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2011 GOALS, OBJECTIVES AND ACTIONS – 2011 & 2012
Progress Report GOAL
What have we accomplished (2011)
What we will be doing (2012)
1. Ensuring organization capacity and effectiveness: Strategic Planning Process
Citizen engagement
Continue excellent working relationships with Senior levels of government
CUPE Union/ Management Team CUPE Contract Negotiations
Emergency Planning
Continual review of corporate strategic priorities
Ongoing review of corporate strategic priorities
Interview and survey citizens for input on the Community Economic Development Plan Held Open House for public input into Fuel Management Program
Hold Open house for roundabout Survey and input on development of Age Friendly Plan Stakeholder involvement on Forestry Working Group Develop and initiate customer satisfaction survey
Met with Provincial Ministers during the 2011 Union of BC Municipalities Convention Met with Federal MP on emergent issues Proactively scheduled meetings with Member of Parliament, MLA’s, and Ministers on emergent issues, ie: the proposed Roundabout, back country roads issues, ongoing physician shortage, and related medical service delivery issues, and ongoing power needs for the valley Established CUPE Union/DOC Management Team
Meeting with Provincial Ministers during the 2012 Union of BC Municipalities convention Continue to liaison with Provincial Ministers and Federal MP on emergent issues, ie: as ongoing physician shortage, much needed power source for the valley, a nd the continual erosion of government services
Completed Job Descriptions for Inside / Outside Workers Commenced contract merger
Complete CUPE contract negotiations Research of options to improve the employee benefit plan completed. Bring report to Union members and Council
Held table top scenarios to enable training of local stakeholders with regard to responding to emergency situations within the community. Activated an Emergency Operation Centre during dangerous goods spill
Investigate expanding roll of Emergency Planning by implementing Neighbourhood Emergency Response Persons program
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2. Achieving operational excellence
Meet Conditions of Operating Permit for Water Source (IHA)
Water Source
Roads Management Program – September 2013 Accessible Municipal Hall and community Businesses Lease of School District property
Completed the following: System Classification – EOCP Ensure certified Operators for the system Water Quality Monitoring and Sampling Program Reporting – monthly, annual Applied for grant to complete Infrastructure Master Plan – water source included Review options for road maintenance program – work on Road Strategy with consultant
Develop and implement the following: Operation & Maintenance Manual / Schedule Emergency Response Plan – Water Cross Connection Control Program Complete Infrastructure Master plan to include securing a long term domestic water source for the community. Research options for managing roads network and prepare report for Council.
Applied for an accessibility grant for handicap access to municipal hall
Continue to research grant opportunities for creating a handicap accessible facility
Finalized lease of School District property for Rotary Sports Park and North Thompson Sportsplex use
Research and develop a shared use agreement with School District #73 for use of school facilities
3. Strengthening District infrastructure and managing assets Septage handling for Clearwater area
Dutch Lake Improvements Screening at Wastewater Treatment Plant Expansion of District Utilities
Sportsplex Upgrades
Work towards a solution for septage receiving program
Partner with TNRD to apply for grant to construct a septage receiving plant at the District’s lagoon location Research easement options on Canfor property to access plant
Land acquisition and beach upgrade completed.
Promotion of Bampton trail and concept plan
Research and evaluate adding a screening system to wastewater treatment plant to screen out solids before they enter system.
Propose to implement screening system with septage handling plant
Initiate discussion on where the community wants to go with expanding water and sewer services Submitted a grant application for the expansion of 5 new dressing rooms for the complex
3 hydrants replaced in 2011 Fire hydrant replacement program
Standpipe #48 on Musgrave Rd Standpipe # 8 on Weber Rd Standpipe # 56 on Wadlegger Rd
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Complete study for sanitary sewer expansion Apply for grant to expand sewer service to Dutch Lake areas Upon grant award will complete Engineered drawings and prepare the grounds in 2012 for completion of expansion in 2013 8 hydrants scheduled to be replaced in 2012 2012 Planned: NTSP expansion Standpipe - #38 on Lake Summit, Worbey / Norfolk Road Dutch Lake Subdivision area Clearwater Station Road (front of Rooted by the River) Camp two – Eco Depot 2011 Outstanding Harby Road Clearwater Ski Hill
4. Managing Growth and Community Development GOAL Official Community Plan (OCP) update
Community Economic Development Strategic Plan
Climate Action Change
Fuel Management Program (Job Opportunities) Community Wildfire Protection Plan (CWPP) Interior Health Land Exchange Seniors Housing Project
Community to Community Forum (C2C)
Event Planning/Social Wellness
What have we accomplished (2011) Consultation with the Steering Committee, consultant and the public for a revamp of the OCP Bylaw
Finalized and adopted Community Economic Development Strategic Plan (CEDSP)
Commenced identification of the District’s community action plans into the Official Community Plan Initiated a Green Energy Scan to determine what is possible for the reduction of GHG’s Implement green energy initiatives at the Sportsplex Finalize fuel management program treatment areas, Submit final grant reporting to CAF/UBCM Finalize and adopted CWPP Submit grant reporting for program to UBCM Continue to work with Interior Health to complete land exchange process Assisted in establishment of 10 new units at Evergreen Acres Held Non-Timber forest products – C2C with Wells Gray Community Forests, / Simpcw/District Attended two C2C Forums – one hosted in Clearwater Grant report submitted to UBCM Continued to host local events by facilitating and providing guidance in planning events for the Community, such as Canada Day, Canoe Regatta, Winter Fun Days, Simpcw First Fish Ceremony, Healthy Living, May Day Parade
Living Well Program/Sports Programming
Partnership with School District No. 73 to offer healthy living activities
UNESCO World Heritage Park Designation
In partnership with TNRD Area A and Tourism Wells Gray investigate where Wells Gray Park is in the process to receive UNESCO World Heritage Park designation – what is the role of local government
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What we will be doing (2012) Complete referrals to stakeholders (TNRD, st MOE, TRANS, etc.) for comment. After 1 reading of bylaw, OCP will be presented to the public and final adoption of OCP Bylaw Core trail identification, develop trail standards Initiate goals and objectives of the CEDSP: Establish Forestry Working Group Apply for Age Friendly Planning Grant Establish an Age Friendly Advisory Committee Complete Agriculture Land Use Inventory continue work towards implementing the District’s corporate and community actions towards reduction of GHG’s through implementing policy statements in the OCP Participate in BC Hydro’s Community Energy Emissions Program (CEEP) Evaluate District facilities for reduction measures on GHG’s
Continue to work with Interior Health to complete land exchange process Continue to work with Provincial agencies to establish additional seniors housing in the community Host C2C Forum in Clearwater with key stakeholders in attendance – BC Hydro and Yellowhead Mines Continue to develop working relationships with Simpcw Continue to host the Clearwater Canoe Regatta, Canada Day, Winter Fest celebrations Continue to partner with Simpcw – First Fish Ceremony, and Raft River School Program Continue to work with Rotary Club – Mayday Celebrations Partner and Implement a Community Recreation Healthy Living Program Partner with TNRD to contract a Sports Coordinator
ON HOLD due to lack of funds and resources
Business Communication
Implementing the Business Retention and Expansion Program – complete individual interviews with business community Participate in regional discussions and Economic Development Association of BC (EDABC) Worked with potential investment groups ie: Yellowhead Mines, Canadian BioCoal, Imperial Metals, etc Participated in the Bio Energy Conference in Austria
Tourism Marketing
Provided funding to Tourism Wells Gray
Doctor recruitment
Partner with Success by Six on initiatives
Continue to work with Interior Health representatives toward attracting doctors and other health care professionals to Clearwater Partnered with Success by Six on “Family Friendly Business” program
Continue to provide funding for Tourism Wells Gray Ongoing liaison with IHA and community physicians Attended Rural Physician Conference Continue to work with Success by Six Research Provincial Government regulations and bylaws from other municipalities and prepare a report for Council’s consideration.
Business Licensing
Food Coalition
Ongoing communication with Chamber of Commerce, and business community Ongoing work to engage in Trade’s Investment programs Continue to investigate bio energy initiatives for District facilities through P3 partnerships
Continue to work with Food Coalition to promote use and sale of locally produced food Food Action planning Committee – completed a Food Action Network website
Develop a food action Charter
5. Ensuring Financial Resilience GOAL TNRD Contracts
Report on Budget Cutbacks
Restructuring of staffing
Maintaining relevant, timely and accurate financial records
What have we accomplished (2011) Renewed TNRD contracts for Building Inspection, Planning, and Bylaw Enforcement through economies of scale Completed report on budget cutbacks for the North Thompson Sportsplex hours of operation versus user hours and Public Works for efficiencies With retirement of staff, a staffing plan for restructuring senior staff was complete Teamworks program to review public works function of efficiencies Worked with Auditors and Financial Software providers to complete transition to new Financial Software package.
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What we will be doing (2012) Evaluation on TNRD contracts for Building Inspection, Planning, and Bylaw Enforcement Initiate further efficiencies in Public Works Department
Present Staffing Plan for restructure to Council for consideration Work with Auditors and financial software providers to maintain and update financial data records to meet standards and statutory requirements in a cost effective way.
BYLAWS AND POLICIES TO BE COMPLETED DRAFT OPERATIONAL BYLAWS Fees & Charges
2011
2012
Prepare draft bylaw and report for Council to include all fees and charges imposed in the District
Research Provincial Government regulations and bylaws from other municipalities re use of streets & roads, including signs, abandoned vehicles, etc. and prepare draft bylaw and report for Council. Get input on bylaw from Ministry of Transportation & Infrastructure st representatives and RCMP. After 1 draft of bylaw adopted by Council, present to public Develop Board of Variance bylaw to review development application appeals. Appoint members to Board. Research Provincial regulations re cemeteries and re-draft existing bylaw to include updates Research Provincial Government regulations and bylaws from other municipalities re development approval procedures and prepare draft bylaw and report for Council. After 1st draft of bylaw adopted by Council, present to public Research Provincial Government regulations and bylaws from other municipalities re subdivision servicing and prepare draft bylaw and report for Council. After 1st draft of bylaw adopted by Council, present to public Research Provincial Government regulations and bylaws from other municipalities re development cost charges and prepare draft bylaw and report for Council. After 1st draft of bylaw adopted by Council, present to public Draft policy to protect privacy of information contained in computer programs Establish written policies and procedures for handling internal affairs such as procedures for financial controls/audit, accounts payable/receivables process, human resources policies, NTSP operation, etc.
Use of Streets & Roads
Board of Variance
Cemetery
Development Approval Procedures Bylaw
Subdivision Services Bylaw
Development Cost Charges Bylaw
Computer use policy
Internal Policies and Procedures Occupational Health and Safety Program
Draft bylaw that encompass all fees and charges within the District
Commenced the development of an Operational Health and Safety Program Manual
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Complete the OH&S Program manual
CONTACT INFORMATION District of Clearwater 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone (250) 674 2257 Fax (250) 674 2173 admin@docbc.ca www.districtofclearwater.com (250) 377 8673 (250) 377 7076
Fire Department Phone Fax: msmith@docbc.ca
(250) 674 3733 (250) 674 3021
ICBC / Motor Vehicle Agent 132 Station Road Box 157, Clearwater BC V0E 1N0 Phone Fax:
(250) 674 2733 (250) 674 2731
North Thompson Sportsplex 428 Murtle Crescent Clearwater V0E 1N1 Phone: (250) 674 2143 rmayer@docbc.ca www.norththompsonsportsplex.com
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Contact Information
Building Inspector Inspection Request Line