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The Regional District of Central Okanagan (RDCO)

Policy and Procedure

LAST UPDATE September 28, 2016

Click on your refresh button in the top menu, to be sure you see any updates.

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Here are some of RDCO's Policies and Procedure we found:

RDCO's Policy and Procedure Manual - Index
RDCO told us they won't publish RDCO's Policy and Procedure manual itself on RDCO's website but RDCO did send us the Policy and Procedure Manual's Index by snail mail.  If you wish to order a specific policy or procedure from this Index that RDCO mailed to us, just go to the Freedom of Information Act webpage on RDCO's website and download and fill out RDCO's FOI Act Form and then mail it to RDCO at

Attn: Freedom of Information Dept
1450 K.L.O. Road
Kelowna, B.C.
V1W-3Z4

RDCO's Freedom of Information Policy and Procedures Manual

RDCO's Freedom of Information Bylaw No. 611 and Amendment Bylaw No. 1276

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About being a delegate

.pdf icon http://www.regionaldistrict.com/media/28266/DelegationPresentationPolicy.pdf

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Regional District of Central Okanagan Procedure Bylaw

.pdf icon Item 5.1 Regional Grant In Aid Policy Approval Oct 28, 2013 RDCO Board Meeting

.pdf icon Regional Board Procedure Bylaw No. 1278, 2010 - Repeals Bylaw 950
This is the most recent Procedure Bylaw as of Dec 19, 2010 highlighted in yellow
Please check RDCO's website to see if there is a new Procedure Bylaw since Dec. 19, 2010

.pdf icon Regional Board Procedure Bylaw No. 950, 2001 - Repeals Bylaw 862

.pdf icon Regional Board Procedure Bylaw No. 862, 2000 - Repeals Bylaw No. 25, Repealed By Bylaw No. 950

.pdf icon Regional Board Procedure Bylaw No. 25, 1970 - Repealed By Bylaw No. 862

RDCO's website - Bylaws in Alphabetical Order

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BC Stats Maps of the boundaries of Municipalities, Regional Districts, Electoral Areas, etc.

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Ask a Building Code Question

http://www.housing.gov.bc.ca/building/code_questions/index.htm

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Regional districts must make available, upon request, a report respecting how a fee or charge was determined.

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.pdf icon Grant-in-aid Policy

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July 23, 2007 RDCO Board Agenda
Fringe Area Development Policies
.pdf icon Item 6.1b Fringe Area Development Policies

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.pdf icon Official Community Plan Bylaw - Enforcement Policies March 16, 2005

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.pdf icon September 8, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Shelter Cove Estates Extension Request
The Regional Board has agreed to a second, one year extension to a rezoning application and a Development Variance Permit application for Shelter Cove Estates Limited. The applicant continues efforts with outside agencies to address key servicing issues for the partially developed subdivision. The property adjacent to Westside Road is regulated under a Land Use Contract which permits subdivision of the parcel into 42 vacation home sites. The applicant is proposing to subdivide the property into 36 separate properties with permission for full-time occupancy.

Secondary Suite Application Approvals
The Regional Board has directed development of a policy allowing staff approval of applications from property owners who wish to install new or legalize existing secondary suites. Several other Central Okanagan local governments have such policies for approving secondary suite applications rather than a formal bylaw amendment process that requires Board or Council approval. It’s anticipated the public will be consulted about this proposal as part of the 2017 Electoral Area Planning program plan.

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.mp3 file icon - click here for help with audio September 8, 2016 audio of entire RDCO Board meeting - .mp3 (28.2 MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.1 Extension Request for Application Z14/04 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.2 Extension Request for Application VP-14-02 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 9.1 Rise & Report from the Governance & Services Committee Meeting - Sept 8, 2016 - Secondary Suites and only about Item 9.1.1 Secondary Suite Applications In The Electoral Areas - .wma (425 MB)

.pdf icon September 8, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.1 Extension Request for Application Z14/04 Shelter Cove Estates Ltd.

.pdf icon Item 7.2 Extension Request for Application VP-14-02 Shelter Cove Estates Ltd.

.pdf icon Item 9.1 Rise & Report from the Governance & Services Committee Meeting - Sept 8, 2016 - Secondary Suites

.pdf icon Item 9.1.1 Secondary Suite Applications In The Electoral Areas

*Note* click links above for entire content

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.mp3 file icon - click here for help with audio September 8, 2016 audio of entire RDCO Board meeting - .mp3 (28.2 MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.1 Extension Request for Application Z14/04 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.2 Extension Request for Application VP-14-02 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 9.1 Rise & Report from the Governance & Services Committee Meeting - Sept 8, 2016 - Secondary Suites and only about Item 9.1.1 Secondary Suite Applications In The Electoral Areas - .wma (425 MB)

.pdf icon September 8, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

7. COMMUNITY SERVICES

7.1 Extension Request for Application 214/04 Shelter Cove Estates Ltd. c/o D.E. Pilling & Associates Ltd, Lot 1, Plan KAP60766, District Lot 3546, ODYD,4401 North Westside Road (Custom Vote - Electoral Areas & West Kelowna - 1 Director, 1 Vote, Simple Majority)

Staff report dated August 30, 2016 outlined the application to allow subdivision of the existing development into 36 single family residential lots. The applicant continues to work on the servicing issues for the development.

CARSON/FINDLATER
THAT the Regional Board approve a one-year extension for Application File No. Z14/04.
CARRIED Unanimously

=======================

7.2 Extension Request for Application VP-14-02 Shelter Cove Estates Ltd. c/o D.E. Pilling & Associates Ltd, Lot 1, PlanKAP60766, District Lot 3546, ODYD, 4401 North Westside Road (Custom Vote - Electoral Areas & West Ke/owna - 1 Director, 1 Vote, Simple Majority)

FINDLATER/CARSON
THAT the Regional Board approve a one-year extension for Application File VP14-02.
CARRIED unanimously

=======================

9. NEW BUSINESS

9.1 Rise & Report from the Governance & Services Committee Meeting Sept 8, 2016

9.1.1 Secondary Suite Applications In The Electoral Areas (All Directors Unweighted Corporate Vote - Simple Majority - LGA 208.1)

FINDLATER/FORTIN
THAT the Regional Board direct staff to include consideration of secondary suite applications by policy approval rather than bylaw amendment in the 2017 Program Plan (111-Electoral Planning).
CARRIED Unanimously

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.mp3 file icon - click here for help with audio September 8, 2016 audio of entire RDCO Board meeting - .mp3 (28.2 MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.1 Extension Request for Application Z14/04 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 7.2 Extension Request for Application VP-14-02 Shelter Cove Estates Ltd. - .wma ( MB)

Click this Windows Media Audio icon for help with audio files September 8, 2016 audio of RDCO Board meeting only about Item 9.1 Rise & Report from the Governance & Services Committee Meeting - Sept 8, 2016 - Secondary Suites and only about Item 9.1.1 Secondary Suite Applications In The Electoral Areas - .wma (425 MB)

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.pdf icon August 22, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

7. CORPORATE SERVICES

7.1 Board Policy Review - Corporate Services (All Directors - Unweighted Corporate Vote - Simple Majority - LGA 208.1)

Staff report dated August 15, 2016 outlined the final Corporate Service policies for review and Board consideration.
SIEBEN/BAKER
THAT the Regional Board rescind Board policies:
1. No. 2.20 entitled "Directors' Letterhead" adopted June 6, 1983; and
2. No. 2.40 entitled "Freedom of Information & Protection of Privacy" dated June 2010.
AND THAT the Regional Board amend and confirm Board policy:
1. No. 2.39 entitled 'Delegation/Presentation Policy' adopted February 11, 2010
AND FURTHER THAT the Regional Board confirm Board policy:
1. No. 2.37 entitled 'Building with Wood' adopted February 13, 2006.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio August 22, 2016 audio of entire RDCO Board meeting - .mp3 (311 MB)

Click this Windows Media Audio icon for help with audio files August 22, 2016 audio of RDCO Board meeting only about Item 7.1 Board Policy Review - Corporate Services - .wma (6.12 MB)

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.pdf icon July 25, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 7.1 Proposed Amendments to RDCO Board Procedure Bylaw No. 1278

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.mp3 file icon - click here for help with audio July 25, 2016 audio of entire RDCO Board meeting - .mp3 (168 MB)

Click this Windows Media Audio icon for help with audio files July 25, 2016 audio of RDCO Board meeting only about Item 7.1 Proposed Amendments to RDCO Board Procedure Bylaw No. 1278 - .wma (1.03 MB)

.pdf icon July 25, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

7. CORPORATE SERVICES

7.1 Proposed Amendments to RDCO Regional Board Procedure Bylaw No. 1278

Staff report dated July 4, 2016 outlined the amendments to the Board's procedure bylaw. Due to changes in provincial legislation the timing requirements for the Board's inaugural statutory meeting moves from December to November. Four other minor housekeeping amendments are being proposed as well.

7.1.1. RDCO Regional Board Procedure Amendment Bylaw No. 1392, 2016 1st, 2nd and 3rd Reading and Adoption [All Directors - Unweighted Corporate Vote 208.1/208.2(d)(i) - 1 Director, 1 Vote, [2/3rds votes cast- 214 (b)]

STACK/FINDLATER
THAT RDCO Regional Board Procedure Amendment Bylaw No. 1392, 2016 be given first, second and third readings and adopted.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio July 25, 2016 audio of entire RDCO Board meeting - .mp3 (168 MB)

Click this Windows Media Audio icon for help with audio files July 25, 2016 audio of RDCO Board meeting only about Item 7.1 Proposed Amendments to RDCO Board Procedure Bylaw No. 1278 - .wma (1.03 MB)

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.pdf icon July 14, 2016 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

Minutes of RDCO Governance and Services Committee meetings are not usually posted to RDCO's website until after the following meeting which would be September 8th.  If the minutes are not posted here yet, you can check RDCO's website to see if they are posted there yet.  If you want a copy of the minutes before then, contact RDCO who will have a copy of the minutes at their office within 7 days after you request a copy of the minutes.  This is in accordance to Local Government Act Procedure Bylaws and Enforcement section 794 (5) and Community Charter Other records to which public access must be provided section 97 (2)

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.mp3 file icon - click here for help with audio July 14, 2016 audio of entire RDCO Governance and Services Committee meeting - .mp3 (145 MB)

Click this Windows Media Audio icon for help with audio files July 14, 2016 audio of RDCO Governance and Services Committee meeting only about Item 7.1 Board Policy Review – Corporate Services - .wma (4.53 MB)

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.pdf icon July 14, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

8.1.2 Board Policy Review - Corporate Services (All Directors Unweighted Corporate Vote - Simple Majority- LGA 208.1)
SIEBEN/BAKER
THAT the Regional Board rescind Board Policies:
1. No. 2.29 entitled 'Councils to Meet Yearly' adopted May 13, 1996;
2. No. 2.31 entitled 'Volunteers - Policy & Procedures' adopted January 29, 2001;
3. No. 2.32 entitled 'Late Items to Regional Board' adopted January 27, 2003;
4. No. 2.33 entitled 'Release of In-Camera Minutes' adopted May 12, 2003;
5. No. 2.34 entitled 'Director Expenses for Election' adopted November 22, 2002,
AND
6. No. 2.36 entitled 'FCM Convention Attendance' adopted March 08, 2004
AND THAT the Regional Board confirm Board Policy 2.35 entitled 'Corporate Vehicle Engine-Idling' adopted February 9, 2004.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio July 14, 2016 audio of entire RDCO Board meeting - .mp3 (58.7 MB)

Click this Windows Media Audio icon for help with audio files July 14, 2016 audio of RDCO Board meeting only about Item 8.1.2 Board Policy Review – Corporate Services - .wma (367 KB)

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.pdf icon June 9, 2016 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

8. CORPORATE SERVICES
8.1 Board Policy Review - Corporate Services
The Board had previously directed staff to systematically bring forward all Regional Board policies for review over the next 18 to 24 months.
Staff report dated May 30, 2016 outlined six corporate services current policies for review to determine if they are bona fide Board policies and not reports, restatement of legislation, provisions superseded by bylaw, or policies that are
operational or procedural in nature.
Staff provided an overview of the policies.
FORTIN/GRAY
THAT the Governance & Services Committee recommends the Regional Board rescind Board Policies:
1. No. 2.22 entitled 'Advertising in Private Publications' adopted April 27, 1992;
2. No. 2.23 entitled 'Found Bicycles in Regional District' adopted May 17, 1993;
3. No. 2.24 entitled 'O.B.W.B - Study Funds' adopted April 25, 1994;
4. No. 2.25 entitled 'Use of Board Room & Committee Rooms' adopted May 9, 1994;
5. No. 2.26 entitled 'Art Wall Work' adopted January 9, 1995;
AND THAT the Governance & Services Committee recommends the Regional Board confirm Board Policy No. 2.27 entitled 'Display of Material in Foyer' adopted March 20, 1995.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio June 9, 2016 audio of entire RDCO Governance and Services Committee meeting - .mp3 (303 MB)

Click this Windows Media Audio icon for help with audio files June 9, 2016 audio of RDCO Governance and Services Committee meeting only about Item 8.1 Board Policy Review - Corporate Services - .wma (4.0 MB)

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.pdf icon June 9, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

6.1.2 Board Policy Review - Corporate Services (All Directors - Unweighted Corporate Vote - LGA 208.1 - Simple Majority)
Staff report dated May 30, 2016 and Board policies were presented to the Governance & Services Committee on June 9, 2016 for consideration.
FINDLATER/GAMBELL
THAT the Regional Board rescind Board policies:
1. No. 2.22 entitled 'Advertising in Private Publications' adopted April 27, 1992;
2. No. 2.23 entitled 'Found Bicycles in Regional District' adopted May 17, 1993;
3. No. 2.24 entitled 'O.B.WB - Study Funds' adopted April 25, 1994;
4. No. 2.25 entitled 'Use of Board Room & Committee Rooms' adopted May 9, 1994;
5. No. 2.26 entitled 'Art Wall Work' adopted January 9, 1995.
AND FURTHER THAT the Regional Board confirm Board Policy No. 2.27 entitled 'Display of Material in Foyer' adopted March 20, 1995.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio June 9, 2016 audio of entire RDCO Board meeting - .mp3 (24.1 MB)

Click this Windows Media Audio icon for help with audio files June 9, 2016 audio of RDCO Board meeting only about Item 6.1.2 Board Policy Review - Corporate Services - .wma (252 KB)

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.pdf icon May 12, 2016 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6. CORPORATE SERVICES

6.1 Board Policy Review - Corporate Services

In January 2016, the Board directed staff to systematically review all Board policies over the next 18-24 months. Staff have begun the review, the first being Administration/Corporate Service policies. The review includes: if they are a bona
fide Board policy and not a report, reinstatement of legislation, provisions superseded by bylaw, or something that is operational or procedural in nature, and should the policy be administrative. Review of policy definitions was outlined.
Five 'policies' are brought forward for consideration:
1. Communication Plan - administrative policy which has been updated on a regular basis.
2. Emergency 911 Policy and Procedure - 911 PSAP services are now contracted to ECOMM. New operating guidelines are part of the contract with ECOMM. This policy is redundant
3. Regional Board meetings - this policy is part of the RDCO Procedure Policy and therefore redundant.
4. Awarding of small jobs - the RDCO has a purchasing policy, therefore redundant.
5. No smoking policy for arenas - the RDCO no longer operates arenas, therefore this policy is redundant.
FINDLATER/BAKER
THAT the Governance & Services Committee recommends the Regional Board rescind Board policies:
• No. 2.0 entitled 'Communication Plan' adopted March 12, 2001;
• No. 2.16 entitled 'Emergency 911 Policies and Procedure' adopted April 29, 1996;
• No. 2.18 entitled 'Regional Board Meetings' adopted May 5, 1975;
• No. 2.19 entitled 'Awarding of Small Jobs' adopted June 5, 1978; and
• No. 2.21 entitled 'No Smoking Policy - Arena's' adopted November 18, 1991.
CARRIED Unanimously
FINDLATER/FORTIN
THAT the Governance & Services Committee recommends the Regional Board approve the Policy Definitions in Appendix 'A' of the CAO's Board Policy Review report dated April 27, 2016.
CARRIED Unanimously

6.2 Health & Safety Policy Approval
An update of the RDCO Occupational Health & Safety Statement Policy was presented. Distinct roles and responsibilities are identified in the new policy statement.
The question was raised on Page 10 second paragraph - 'your health and safety' is the word 'your' required? It was agreed it is not. It is best practice for policies to be reviewed on an annual basis. It is also a requirement under WorkSafe BC to review the Health & Safety Policy annually. There are no financial
considerations in regards to the policy.
BAKER/FINDLATER
THAT the Governance & Services Committee recommends the Regional Board rescind Board Policy No. 2.17 entitled "Health & Safety Policy Statement" as adopted on June 29, 1992;
AND THAT "Occupational Health and Safety Statement Policy NO.3 - 2016", attached as Appendix 'C' be approved, as amended (remove your);
AND FURTHER THAT with the exception of Occupational Health and Safety Statement Policy NO.3 - 2016, the Board confirms the administrative authority of the CAO to approve all future occupational health and safety programs, and amendments made thereto, unless Board approval is required by law, or it is recommended by the CAO for policy best practices.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio May 12, 2016 audio of entire RDCO Governance and Services Committee meeting - .mp3 (297 MB)

Click this Windows Media Audio icon for help with audio files May 12, 2016 audio of RDCO Governance and Services Committee meeting only about Item 6.1 Board Policy Review - Corporate Services - .wma (5.54 MB)

Click this Windows Media Audio icon for help with audio files May 12, 2016 audio of RDCO Governance and Services Committee meeting only about Item 6.2 Health & Safety Policy Approval - .wma (2.83 MB)

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.pdf icon May 12, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

9. Rise From the Governance & Services Committee – May 12, 2016
9.1 Board Policy Review - Corporate Services (All Directors - Unweighted Vote - LGA 208.1)
#110/16 OPHUS/BARTYIK
THAT the Regional Board rescind Board policies:
- No. 2.0 entitled ‘Communication Plan’ adopted March 12, 2001;
- No. 2.16 entitled ‘Emergency 911 Policies and Procedure’ adopted April 29, 1996;
- No. 2.18 entitled ‘Regional Board Meetings’ adopted May 5, 1975;
- No. 2.19 entitled ‘Awarding of Small Jobs’ adopted June 5, 1978; and
- No. 2.21 entitled ‘No Smoking Policy – Arena’s’ adopted November 18, 1991.
AND FURTHER THAT the Board approve the Policy Definitions in Appendix ‘A’ of the CAO’s Board Policy Review report dated April 27, 2016.
CARRIED Unanimously

9.2 Occupational Health and Safety Statement Policy Approval (All Directors - Unweighted Vote - LGA 208.1)
#111/16 FORTIN/DEHART
THAT the Regional Board rescind Board Policy No. 2.17 entitled “Health & Safety Policy Statement” as adopted on June 29, 1992;
AND THAT “Occupational Health and Safety Statement Policy No. 3 – 2016”, attached as Appendix ‘C’ be approved;
AND FURTHER THAT with the exception of Occupational Health and Safety Statement Policy No. 3 – 2016, the Board confirms the administrative authority of the CAO to approve all future occupational health and safety programs, and amendments made thereto, unless Board approval is required by law, or it is recommended by the CAO for policy best practices.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio May 12, 2016 audio of entire RDCO Board meeting - .mp3 (68.1 MB)

Click this Windows Media Audio icon for help with audio files May 12, 2016 audio of RDCO Board meeting only about Item 9.1 Board Policy Review - Corporate Services - .wma (173 KB)

Click this Windows Media Audio icon for help with audio files May 12, 2016 audio of RDCO Board meeting only about Item 9.1 Board Policy Review - Corporate Services - Addition - .wma (158 KB)

Click this Windows Media Audio icon for help with audio files May 12, 2016 audio of RDCO Board meeting only about Item 9.2 Occupational Health and Safety Statement Policy Approval - .wma (114 KB)

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.pdf icon March 31, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Code of Conduct Policy

The Regional Board has adopted a new Code of Conduct policy. The new policy establishes a common understanding of behaviour and ethical conduct expected throughout the Regional District organization. It replaces the previous Internal Code of Conduct in place since 2011.

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.mp3 file icon - click here for help with audio March 31, 2016 audio of entire RDCO Board meeting - .mp3 (84.4 MB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct - .wma (487 KB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct amendments - .wma (592 KB)

.pdf icon March 31, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.1 RDCO Code of Conduct

*Note* Below is only a snippet, please click link above for entire content

SUBJECT: Request for Decision – RDCO Code of Conduct
Purpose: To bring forward requested amendments to the Regional District of Central Okanagan (RDCO) Code of Conduct for Board consideration and approval.
Executive Summary:
At the regular Regional Board meeting held on March 21st, 2016 the Board was requested to consider a new RDCO Code of Conduct Policy. The Board discussed various aspects of the new policy and during its deliberations questioned, under Section 11 [Political Activity] what process would be followed if a regional district employee decided to run for elected office. It was suggested that adding language to the policy to address this issue may be advisable.
Having confirmed that this was the only area of the policy that needed further work the Board resolved to “defer this matter until the next Board meeting” so staff could address the Board’s concern.

Before being nominated to office as a member of the board of the regional district, or as a member of a council of a municipality that is within the regional district an employee must give written notice to his or her employer of their intention to consent to nomination. They must also arrange for a leave of absence for the duration of the nomination period and, if successfully elected resign their position with the RDCO prior to making their oath of office.

For clarity, this language has been added to the RDCO Code of Conduct Policy and can be found under Section 11.5. As well, the scope has been clarified to apply to Board members, exempt staff, contract workers and advisory body members. As directed by the Board this policy is now being brought back to the Board for final consideration and approval.

RECOMMENDATION:
THAT the Board approve RDCO Code of Conduct Policy attached to the report from the CAO dated March 23, 2016 entitled “RDCO Code of Conduct”.

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.pdf icon Item 6.3 Request for Consideration RDCO Code of Conduct Review
7. Interactions of Board Members, Staff and Advisory Body Members
7.9. There are distinct and specialized roles expected of staff both in carrying out their responsibilities and in dealing with the Board. Staff are accountable to the Chief Administrative Officer and the Chief Administrative Officer is accountable to the Board. As such, it is inappropriate for Board members to involve themselves in matters of administration, departmental management, personnel or other administrative responsibilities that fall within the jurisdiction of the Chief Administrative Officer;

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.mp3 file icon - click here for help with audio March 31, 2016 audio of entire RDCO Board meeting - .mp3 (84.4 MB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct - .wma (487 KB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct amendments - .wma (592 KB)

.pdf icon March 31, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

6. BUSINESS ARISING
6.1 RDCO Code of Conduct [All Directors – Unweighted Vote – 208(1)]
BAKER/FINDLATER
THAT the postponed motion #73 be brought to the table for consideration.
CARRIED Unanimously
Staff report dated March 23, 2016 outlined amendments to the draft policy including amendment to language in 11.5 to clarify political activity.
BAKER/FINDLATER
THAT the Board approve the RDCO Code of Conduct Policy as amended.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio March 31, 2016 audio of entire RDCO Board meeting - .mp3 (84.4 MB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct - .wma (487 KB)

Click this Windows Media Audio icon for help with audio files March 31, 2016 audio of RDCO Board meeting only about Item 6.1 RDCO Code of Conduct amendments - .wma (592 KB)

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.pdf icon March 21, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Respectful Workplace Policy
The Regional Board has adopted an updated policy to maintain a respectful, harassment-free workplace. The new Respectful Workplace Policy replaces the previous Bullying and Harassment Policy in place since 2013 and includes updated information to clarify the obligations of the RDCO, its employees, supervisors and managers, the Board, Advisory Commission members and contractors to encourage a respectful workplace, while preventing and addressing bullying and harassment in the work environment.

Nothing was mentioned in the Highlights about item 6.3 Request for Consideration RDCO Code of Conduct Review, item 6.4 Request for Decision Format of Minutes, item 6.5 Request for Consideration Elected Officials Oath of Office.

Late Director Recognized
The Regional Board acknowledged the sudden passing of former Director Ben Lee and conveyed its condolences to his family. Ben was an appointed Director from the City of Kelowna from 1983 – 1996 and served as a long-time chair of the RDCO Parks Advisory Commission. Among his many passions, Ben was a champion of the Regional Parks system and brought the highest standards to his community and volunteer service.

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.mp3 file icon - click here for help with audio March 21, 2016 audio of entire RDCO Board meeting - .mp3 (204 MB)

Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Item 6.2 Request for Policy Decision RDCO Respectful Workplace Policy - .wma (8.98 MB)

Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Item 6.3 Request for Consideration RDCO Code of Conduct Review - .wma (11.8 MB)

Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Item 6.4 Request for Decision Format of Minutes - .wma (7.10 MB)

Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Item 6.5 Request for Consideration Elected Officials Oath of Office - .wma (7.14 MB)

Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Late City of Kelowna Director passing away - .wma (1.60 MB)

.pdf icon March 21, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 6.2 Request for Policy Decision RDCO Respectful Workplace Policy

.pdf icon Item 6.3 Request for Consideration RDCO Code of Conduct Review

.pdf icon Item 6.4 Request for Decision Format of Minutes

.pdf icon Item 6.5 Request for Consideration Elected Officials Oath of Office

*Note* Below is only a snippet, please click link above for entire content

Item 6.2 Request for Policy Decision RDCO Respectful Workplace Policy
SUBJECT: Request for Decision - RDCO Respectful Workplace Policy
Purpose: To seek Board approval for a Respectful Workplace Policy that creates and maintains a respectful, harassment-free workplace.
Executive Summary:
At the request of the Board staff has undertaken a review of the current Bullying and Harassment Policy 8.12. The request was based on a need to clarify the scope, applicability and role of elected officials in complying with Provincial regulations and Regional District policy in this regard.
In addition to the Workers Compensation Act, in 2013, WorkSafe BC implemented policies that mandate the creation and maintenance of a respectful, harassment-free workplace. The policy was developed to clarify the obligations of employers, workers and supervisors to prevent and address workplace bullying and harassment. In our circumstance the "employer" is the corporation of the Regional District of Central Okanagan (RDCO) which includes not only workers and supervisors but also Board members, advisory body (committee & commission) members, contract workers and senior management.
Staff has identified 5 key areas that should be changed in the current policy:
1. Clarify the applicability of the scope of the policy by specifically adding Board members, advisory body members, and contract workers to the existing RDCO employee group;
2. Convert the current Administrative Policy into a Regional Board Policy;
3. Add clear roles and responsibilities applicable to this policy for RDCO workers, supervisors and managers as well as Board members and advisory body members;
4. Add clear procedures for the investigation process along with a list of potential outcomes for proven contraventions of this policy; and
5. Rename this policy for what it is, a Board approved RDCO Respectful Workplace Policy.
RECOMMENDATION:
THAT the Board approve Respectful Workplace Policy No. 8.12 as attached as Schedule "A" to the report from the CAO dated March 8th, 2016 entitled "RDCO Respectful Workplace Policy".
Respectfully Submitted:
CAO Brian Reardon

Item 6.3 Request for Consideration RDCO Code of Conduct Review
SUBJECT: REQUEST FOR CONSIDERATION - RDCO CODE OF CONDUCT REVIEW
Purpose: To present background information and options for a revised Code of Conduct.
Executive Summary:
The Regional District of Central Okanagan (RDCO) adopted its current "Internal Code of Conduct" on October 13th , 2011 (attached). Considering where the Regional District was at that time, this document has served its purpose well however, the organization has evolved and as such the Code of Conduct should be reviewed to reflect the culture/ethics of the current Board.
Although there is no legislative requirement for local governments in British Columbia to have a Code of Conduct or a Code of Ethics Policy they are relatively common. They tend to be found in high performing organizations who embrace a values-based leadership style. This type of policy is considered a Best Practice for local government organizations who are committed to organizational excellence and effective, ethical governance.
At the request of the Board, staff has undertaken a review of the current RDCO Code of Conduct with a view of broadening its scope, using best practices, to support the Board's vision of being an acknowledged leader in regional governance, creating organizational excellence in delivering exceptional, professional services, and meeting the needs of our citizens. The policies from the City of Vancouver and the Cariboo Regional District have been used as a reference in the development of a proposed new Code of Conduct for the RDCO.
The purpose of a Code of Conduct is to establish a common understanding of the standards of behaviour and ethical conduct expected within the organization. It should apply to everyone supporting the Board's decision making process including staff and advisory body members.
The attached Code of Conduct is presented for the Board's consideration and deliberation.
Staff are seeking feedback from the Board at this time. Should the Board reach consensus to adopt the proposed Code of Conduct then a motion to that effect would be in order.
RECOMMENDATION:
THAT the Board receives this report for information.
Respectfully Submitted:
CAO Brian Reardon

Item 6.4 Request for Decision Format of Minutes
SUBJECT: REQUEST FOR DECISION - FORMAT OF MINUTES
Regional Board Report
Purpose: To seek Board approval for a policy on format of minutes.
Executive Summary:
Recently, the Board of Directors has questioned the format of our Board meeting minutes and asked for a policy review of the matter. Currently, there is no Board Policy dealing with this issue however there is an administrative policy requiring the "Administrative Assistant" to prepare the minutes as soon as possible after a Board Meeting and have them placed on the next Board Meeting Agenda.
The issue raised at the Board was questioning the level of detail that is included in the Board Meeting minutes. There are three categories of minutes described as follows:
1. Verbatim Minutes -
2. Decisions-only Minutes-
3. Anecdotal Minutes capture the discussions and decisions word for word;
capturing decisions and follow-up items; AND adding concise point form summaries of discussions, without attributing comments to individuals Eli Mina, a prominent author, lecturer and parliamentarian in British Columbia advises organizations to abandon "verbatim minutes" in favour of a "decisions-only" or "anecdotal" approach depending on the type of meeting. He recommends formal meetings such as regular/special/in-camera Board meetings use a "decisions-only" format with less formal meetings such as advisory body (Committee & Commission) meetings using an "anecdotal" format for minute taking.
Due to the complex nature of voting rules used for Regional Districts in British Columbia there is value in recording the Mover and Seconder of a motion as well as any Directors voting in Opposition of a motion as a way of confirming the correct voting rule was used.
RECOMMENDATION:
THAT the Board approve the use of a "decisions-only format" for all Board meeting minutes and an "anecdotal format" for all advisory body meeting minutes;
AND FURTHER THAT that Board request staff bring forward a Board Policy to this effect.
Respectfully Submitted:
CAO Brian Reardon

Item 6.5 Request for Consideration Elected Officials Oath of Office
SUBJECT: REQUEST FOR CONSIDERATION - ELECTED OFFICIALS OATH OF OFFICE
Purpose: To present background information and options for a revised Oath of Office for Elected Officials.
Executive Summary:
At the request of the Board staff has undertaken a review of the current Elected Officials Oath of Office. Currently, the Regional District of Central Okanagan (RDCO) uses the oath or solemn affirmation of office prescribed by regulation. The wording in this regulation is very basic, isn't particularly inspiring or meaningful, and certainly does not reflect the core values, ethics and objectives of the current Board of Directors.
The Local Government Act allows a Board to establish its own Oath of Office by bylaw. Five options for a new oath of office have been developed, in addition to the current Oath of Office prescribed by Regulation, for the Board's consideration. These options are based on examples of other jurisdictions that have chosen to customize their Oath of Office such as the City of Kelowna, City of Vancouver and the Central Coast Regional District.
As the legislation does not prescribe any specific requirements or elements that must be included in the Oath of Office, these six options can be endorsed in the form presented, be rewritten or combined in any manner. Should the Board reach consensus on a preferred option, a resolution requesting staff to bring forward a bylaw with the new elected official oath of office would be in order.
RECOMMENDATION:
THAT the Board receive the Elected Officials Oath of Office report for information.
Respectfully Submitted:
Brian Reardon

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.mp3 file icon - click here for help with audio March 21, 2016 audio of entire RDCO Board meeting - .mp3 (204 MB)

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Click this Windows Media Audio icon for help with audio files March 21, 2016 audio of RDCO Board meeting only about Late City of Kelowna Director passing away - .wma (1.60 MB)

.pdf icon March 21, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

6.2 Request for Policy Decision - RDCO Respectful Workplace Policy (All Directors - Unweighted Vote - 208.1)
Staff report dated March 8, 2016 outlined a revised respectful workplace policy.
HODGE/STACK
THAT the Board approve Respectful Workplace Policy 8.2 as attached as Schedule "A" to the report from the CAO dated March 8, 2016 entitled "RDCO Respectful Workplace Policy".
CARRIED (opposed Hanson/Carson)

6.3 Request for Consideration - RDCO Code of Conduct Review (All Directors - Unweighted Vote - LGA 208.1)
Staff report dated March 14, 2016 outlined a revised Code of Conduct.
BASRAN/OPHUS
THAT the Board approve the new RDCO Code of Conduct.
Amendment to the main motion:
OPHUS/FINDLATER
THAT the main motion be POSTPONED to the March 31, 2016 Board meeting to allow staff to confirm under Section 11 [Political Activity] what process would be followed if a Regional District employee decided to run for elected office.
CARRIED Unanimously
The Main Motion was Postponed

6.4 Request for Decision - Format of Minutes (All Directors - Unweighted Vote - LGA 208.1)
Staff report dated March 8, 2016 outlined a policy on format of minutes.
FINDLATER/BASRAN
THAT the Board approve the use of a "decisions-only format" for all Board meeting minutes and an "anecdotal format" for all advisory body meeting minutes;
AND FURTHER THAT the Board request staff bring forward a Board policy to this effect.
CARRIED (Opposed Hanson/Fortin)

6.5 Request for Consideration - Elected Officials Oath of Office (All Directors - Unweighted Vote - LGA 208.1)
Staff report dated March 16, 2016 outlined options for the Board’s consideration for a new Oath of Office to be used by the Regional District.
FINDLATER/CARSON
THAT the Board receive the Elected Officials Oath of Office report dated March 16, 2016 for information.
CARRIED Unanimously

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.mp3 file icon - click here for help with audio March 21, 2016 audio of entire RDCO Board meeting - .mp3 (204 MB)

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.pdf icon January 25, 2016 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Board Policies and RDCO Bylaws Reviews

The Regional Board has directed staff to review all policies of the Regional Board and RDCO bylaws with the goal of ensuring all documents reflect the culture, vision and strategic objectives of the Board and are consistent with legislative requirements. It’s envisioned the work will be done over the next 18 months and the Board will consider updates and amendments to relevant policies and bylaws while potentially deleting those that are no longer needed.

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.mp3 file icon - click here for help with audio January 25, 2016 audio of entire RDCO Board meeting - .mp3 (230 MB)

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.pdf icon January 25, 2016 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.2 Systemic Review Of Current Board Policies

.pdf icon Item 7.3 Systemic Review Of RDCO Bylaws

*Note* Below is only a snippet, please click links above for entire content

SUBJECT: REQUEST FOR DIRECTION - SYSTEMATIC REVIEW OF CURRENT BOARD POLICIES
Purpose: To seek direction from the Board to systematically review all Board Policies over the next 18 to 24 months.

===============

SUBJECT: REQUEST FOR DIRECTION - SYSTEMATIC REVIEW OF RDCO BYLAWS
Purpose: To seek direction from the Board to systematically review all RDCO Bylaws over the next 12 to 18 months.

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.mp3 file icon - click here for help with audio January 25, 2016 audio of entire RDCO Board meeting - .mp3 (230 MB)

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.pdf icon January 25, 2016 Regional District of Central Okanagan Regular Board Meeting Minutes

7.2 Systematic Review of Current Board Policies - Request for Direction (All Directors - Unweighted Vote)

Chief Administrative Officer report dated January 18, 2016 outlined the requirement for review of RDCO policies to ensure they are relevant, and amend where necessary. This review will be conducted over the next 18-24 months.

In discussion it was suggested to separate Administrative policies from the Board policies. Is it necessary to review both policies and bylaws at the same time, and are there staff resources to complete these projects. The Administrator noted that this work needs to be done and believes many of the policies will not take long to review.

FINDLATER/GRAY
THAT the Board direct staff to systematically bring forward all Regional Board policies for review over the next 18 to 24 months.

CARRIED Unanimously

================

7.3 Systematic Review of RDCO Bylaws - Request for Direction (All Directors Unweighted Vote)

Chief Administrative Officer report dated January 18, 2016 outlined the requirement for review of all pertinent RDCO bylaws and update them with proper references to the newly enacted Local Government Act. This review will be conducted over the next 12-18 months.

FINDLATER/BAKER
THAT the Board direct staff to systematically bring forward all Regional District bylaws for review over the next 12 to 18 months.

CARRIED Unanimously

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.mp3 file icon - click here for help with audio January 25, 2016 audio of entire RDCO Board meeting - .mp3 (230 MB)

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.pdf icon July 27, 2015 Highlights of the Regional District of Central Okanagan Regular Board Meeting

These were Director Items, so there are no Highlights about this.

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.mp3 file icon - click here for help with audio July 27, 2015 audio of entire RDCO Board meeting - .mp3 (147 MB)

Click this Windows Media Audio icon for help with audio files July 27, 2015 audio of RDCO Board meeting only about Director Item - Director Carson mentioning that he is still waiting for a site plan for the Sugar Loaf transfer station promised a couple meetings ago, a house with no permit on Hodges, and he has been waiting for a report on the houseboat problem, the power pole in the middle of Killiney Beach problem, and about the burned house on Pinecrest - .wma (1.28 MB)

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.pdf icon July 27, 2015 Regional District of Central Okanagan Regular Board Meeting Minutes

9. DIRECTOR ITEMS

a) Director Carson asked when staff will be responding to the issue of houseboats moored along the shores of Central Okanagan West. Staff is working on a report to bring to the Board. He also raised other electoral area questions regarding specific properties and was asked to speak to the CAO. The question was raised what the protocol is for electoral area directors to bring issues forward at a Board meeting. The CAO will meet with Director Carson to review the issues he has raised.

b) Director Baker noted that there has been vandalism at the safe harbour in Lake Country. Staff is repairing the damage-it is sad that irresponsible citizens damage public property at a cost to all taxpayers.

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.mp3 file icon - click here for help with audio July 27, 2015 audio of entire RDCO Board meeting - .mp3 (147 MB)

Click this Windows Media Audio icon for help with audio files July 27, 2015 audio of RDCO Board meeting only about Director Item - Director Carson mentioning that he is still waiting for a site plan for the Sugar Loaf transfer station promised a couple meetings ago, a house with no permit on Hodges, and he has been waiting for a report on the houseboat problem, the power pole in the middle of Killiney Beach problem, and about the burned house on Pinecrest - .wma (1.28 MB)

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.pdf icon July 17, 2014 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 6.1 Okanagan Wetlands Strategy

.pdf icon Item 6.2 Guide To Site Specific Amendment Applications Process For Medical Marijuana Production Facilities

*Note* This is only a snippet, please click links above for entire content

At the April 28, 2014, Regional Board Meeting, the Board directed staff to develop a policy guideline checklist that would be used at time of considering site specific amendment applications to permit medical marihuana production facilities on parcels less than 8 ha in size.   The guide is intended to supplement information that is required by staff in accordance with RDCO Development Applications Procedure Bylaw No. 944.

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.mp3 file icon - click here for help with audio July 17, 2014 audio of entire RDCO Governance and Services Committee meeting - .mp3 (35.4 MB)

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.pdf icon July 17, 2014 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6. Community Services

6.1 Okanagan Wetlands Strategy - Update by Nelson Jatel, Water Stewardship Director - Okanagan Basin Water Board Nelson Jatel addressed the Committee:
- Values: valley-wide approach; benefits the basin as a whole and equity
- Guiding principles for the project are: think regionally and think long-term; protect nature for the benefit of all; anticipate change-plan accordingly; balance multiple priorities; and clear communication.
- Ten key wetland values reviewed.
- Economic value of wetlands - for every hectare that is protected has a value of $22,000 per hectare per year (1994 costs)
- Wetland loss in the Okanagan: 92% of shrubbery birch/dogwood wetlands; 40% of cattail marshes; 84% of flow elevation wetlands have been lost, and 93% of Okanagan River wetlands, channelized and dyked in 1948, reduced from 212ha to 15 ha.
- Phase 1 reviewed:
o Project team involved RDCO, OBWB and BC Wildlife Federation
o Phase 1 included: outreach, data collection, prioritization and mapping
o Provide foundation for immediate and long-term conversation and restoration effectors on Okanagan wetlands
o Project Objectives: summarize existing wetland information; gather input from stakeholder groups; conduct assessment and mapping to classify and rank wetland habitats for conservation and restoration priorities
o Summarize in a report with recommendations for management strategies, governance framework and steps to be taken in future phases of the project.
o Study area - three regional districts with focus on the Okanagan basin.
o Recommendations reviewed.
- Phase 2 includes hiring an environmental coordinator. Environment Canada has provided the grant funds ($50,000 for the next two years).
- Phase 3 will build on phase 2: what is the governance, the challenges and develop a strategy for the Okanagan.

Director Findlater left at 10:45 a.m.

GRAY/EDGSON
THAT the presentation by Nelson Jatel, Okanagan Basin Water Board on the Okanagan Wetlands Strategy be received for information.

CARRIED Unanimously

=====================

6.2 Report on 'The Guide to Site Specific Amendment Applications Process for Medical Marihuana Production Facilities'

Staff report dated July 8, 2014 provided an update and guide for site specific amendment applications that propose medical marihuana production facilities not meeting provisions of Zoning Bylaw No. 871 or Joe Rich Rural Land Use Bylaw No. 1195.

The Board had discussed a policy guideline checklist. Staff have reviewed other jurisdiction approvals and have come up with is a guide which indicates what the process is for a site specific application.

It was noted the Province is looking at possible guidelines for medical marihuana production facilities and that it may be prudent to delay further discussions until more is known what the Province is intending to do.

Director Findlater returned 10:55 a.m.

Staff noted a temporary use permit will be coming forward at the next Board meeting. There are no site specific applications in process at this time.

BAKER/GRAY
THAT further discussion be postponed regarding the Guide to Site Specific Amendment Application Process for Medical Marihuana Production Facilities until more is known what the Province is intending to do with regards to production facilities.

CARRIED Unanimously

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.mp3 file icon - click here for help with audio July 17, 2014 audio of entire RDCO Governance and Services Committee meeting - .mp3 (35.4 MB)

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.pdf icon July 17, 2014 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 6.1 Development Applications Procedure Amendment Bylaw No 944

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.pdf icon July 17, 2014 Regional District of Central Okanagan Regular Board Meeting Minutes

6. COMMUNITY SERVICES

Planning
6.1 RDCO Development Applications Procedure Amendment Bylaw No. 944-9, 1st, 2nd and 3rd reading and Adoption (All Directors- Unweighted Vote)

Staff report dated July 8, 2014 outlined the amendment to the above bylaw to allow extension periods of one year for development applications. This amendment brings inline the region's bylaw with other local government bylaws and policies.

Staff recommends that an amendment be made to the bylaw proposed changing the wording from "twelve (12) months" to "up to 12 months".

GIVEN/EDGSON
THAT RDCO Development Applications Procedure Amendment Bylaw No. 944-9 be given first, second and third readings as amended and adopted this 17th day of July 2014.

Amendment: 2.1.1. delete "twelve (12) months" and replace with "up to twelve (12) months".

CARRIED Unanimously

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.pdf icon February 24, 2014 Highlights of the Regional District of Central Okanagan Regular Board Meeting

There was nothing in the Highlights about Item 7.1 Review Of Purchasing Policy Commitments Exceeding 100,000, or about Item 9.1 Fourth Quarter Purchase Commitments Over 100,000

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.pdf icon February 24, 2014 Regional District of Central Okanagan Regular Board Meeting Minutes

7. OLD BUSINESS

7.1 Review of Purchasing Policy - Commitments Exceeding $100,000 (All Directors - Unweighted Vote)

Staff report dated February 14th outlined the current Purchasing Policy language on sole sourcing of contracts; an overview of the biosolids management contract extension; and an option around sole source provisions in the Policy.

In discussion, staff reviewed the reason for sole sourcing the biosolids contract: the original contract had expired, staff were waiting for WFN on a new site approval-in the end WFN did not approve, there was an urgent requirement to move the biosolids and there was insufficient time to run a RFP--based on that the contract was extended for a further 12 months.
Staff noted the current policy works and provisions are similar to the policy at Kelowna and West Kelowna.

Discussion:
• Is the sole sourcing policy over $75,000 compliant with TILMA? Staff believe the RDCO could defend the policy on urgent sole sourcing requirements.
• Need to ensure processes are transparent and defendable.
• With a contract in the amount for extending the biosolids, it would have been appropriate to make the Board aware of the contract extension.

EDGSON/STACK
THAT the Regional Board receive for information the Review of the Purchasing Policy - Commitments Exceeding $100,000 report;
AND FURTHER THAT the Purchasing Policy be amended by adding:
"3.5 Notwithstanding section 3.4, staff shall seek Board approval to sole source any purchase exceeding $75,000, except where the CAO deems the purchase is urgently required and delay would be injurious to the public interest.
Should this be required, the CAO will Subsequently provide a report informing the Board of the sole source contract."

CARRIED Unanimously

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9. FINANCE & ADMINISTRATIVE SERVICES

9.1 Information Report - Purchase Commitments> $100,000 during 40-2013 (All Directors - Unweighted Vote)

EDGSON/ZIMMERMANN
THAT the Regional Board, as per section 4.6 of the RDCO Purchasing Policy receive for information the report on the purchase commitments which exceeded $100,000 made during the fourth quarter, ending December 31, 2013.

CARRIED Unanimously

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.mp3 file icon - click here for help with audio February 24, 2014 audio of entire RDCO Board meeting - .mp3 (38.3 MB)

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.pdf icon January 27, 2014 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the Highlights about Item 10.1 Capital Expenditure Commitment Authority Policy For First Quarter

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.pdf icon January 27, 2014 Regional District of Central Okanagan Regular Board Meeting Minutes

10. FINANCIAL & ADMINISTRATIVE SERVICES

10.1 Capital Expenditure / Commitment Authority Policy for First Quarter (All Directors - Unweighted Vote)

Staff report dated January 20,2014 outlined that it has been the practice of the RDCO that capital commitments and expenditures not proceed in the current year until the budget has been approved in March. Operationally this practice
can be restrictive as projects previously budgeted in the 5-Year Financial Plan are unable to get underway sooner. Many projects don't get done in the first quarter - an example is the ortho-photo project which has been in the budget for a couple of years. The best time for flying is in the spring when leaves are not on the trees by delaying final budget approval the window for flying could be missed.

Staff noted under the Purchasing Policy a capital expenditure, if amount is approved under the budget bylaw, it would not come to the Board for consideration. The CAO approves purchases over $75,000. The dollar limit that would apply is approved in the financial plan.

The draft policy is oulined:
'Purchasing commitments and expenditures for certain capital projects may proceed during the first quarter of the current year, in advance of the current year budget and 5-Year Financial Plan approval in March provided the following criteria are met:
• The amount was identified in the prior year 5-Year Financial Plan;
• The total amount being committed or expended cannot exceed the amount identified in the 5-Year Financial Plan approved by the Board;
• The commitment or expenditure request must be reviewed and approved by both the Director of Finance and Administration and the Chief Administrative Officer.'

In discussion, concern was expressed that the Board should know what they are approving, in terms of the type of projects. In principle agree to the policy, but would want to know what the projects are in advance. It was noted that most of
the projects would come from reserves previously budgeted. The 5-Year Plan acts as authorization of operating expenses. The question was raised whether the projects being considered could be identified in November. What specific project(s) is staff currently considering for early expenditure? Staff noted the ortho photo project is one identified, a value of $75,000.

FINDLATER/EDGSON
THAT staff be directed to review further the draft Q1 purchasing commitments and expenditure policy to include consideration by the Board in the last quarter of the year, for the projects identified for early expenditure during the first quarter of the following year;
AND FURTHER THAT the Board authorizes the expenditure of the ortho photos to a maximum of $75,000.

CARRIED Unanimously

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.mp3 file icon - click here for help with audio January 27, 2014 audio of entire RDCO Board meeting - .mp3 (24.1 MB)

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.pdf icon October 28, 2013 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Revised Regional Grant-in-Aid Policy
The Regional Board has approved a revised policy for considering Regional Grant-in-Aid requests. Among the updates, organizations must submit financial statements and a program budget with their applications and organizations that receive funding from a Regional District service will not be eligible for Regional Grant-in-Aid funds. The Board requested the review of the policy as it was concerned about the increasing number of applications and the growth in the amount of funds requested.

Electoral Area Grant-in-Aid
The Regional Board has approved the following Central Okanagan West Electoral Area Grant-in-Aid:
- Westside Road Improvement Committee - $1,500 in 2013 and $3,500 in 2014 for Historic Westside Road theme route community marking-naming signs

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.mp3 file icon - click here for help with audio October 28, 2013 audio of entire RDCO Board meeting - .mp3 (10.2 MB)

Click this Windows Media Audio icon for help with audio files October 28, 2013 audio of RDCO Board meeting only about Item 5.1 Regional Grant In Aid Policy Approval - .wma (1.28 MB)

Click this Windows Media Audio icon for help with audio files October 28, 2013 audio of RDCO Board meeting only about Item 9.1 Central Okanagan West Electoral Area Grant In Aid For Westside Road Improvement Committee - .wma (537 KB)

.pdf icon October 28, 2013 Regional District of Central Okanagan Regular Board Meeting Minutes

5. BUSINESS ARISING

5.1 Approval of Regional Grant in Aid Policy 7.22 (All Directors - Unweighted Vote)

Staff report dated Oct. 21 st outlined the amendments to the regional grant in aid policy further to Board discussion on October 10th.

BASRAN/FIELDING
THAT the Regional Grant In Aid Policy 7.14 be repealed, and that Regional Grant in Aid Policy 7.22 be approved.

CARRIED

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.mp3 file icon - click here for help with audio October 28, 2013 audio of entire RDCO Board meeting - .mp3 (10.2 MB)

Click this Windows Media Audio icon for help with audio files October 28, 2013 audio of RDCO Board meeting only about Item 5.1 Regional Grant In Aid Policy Approval - .wma (1.28 MB)

Click this Windows Media Audio icon for help with audio files October 28, 2013 audio of RDCO Board meeting only about Item 9.1 Central Okanagan West Electoral Area Grant In Aid For Westside Road Improvement Committee - .wma (537 KB)

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.pdf icon June 13, 2013 Highlights of the Regional District of Central Okanagan Regular Board Meeting

There is nothing mentioned in the Highlights about Item 9.1 Human Resources Policies

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.mp3 file icon - click here for help with audio June 13, 2013 audio of entire RDCO Board meeting - .mp3 (1.56 MB)

There doesn't seem to be any audio about 9.1 Human Resources Policies

.pdf icon June 13, 2013 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon There is nothing in the Agenda on RDCO's website about Item 9.1 Human Resources Policies

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.mp3 file icon - click here for help with audio June 13, 2013 audio of entire RDCO Board meeting - .mp3 (1.56 MB)

There doesn't seem to be any audio about 9.1 Human Resources Policies

.pdf icon June 13, 2013 Regional District of Central Okanagan Regular Board Meeting Minutes

9. RISE & REPORT FROM THE IN CAMERA MEETING

9.1 Human Resources Policies

The Regional Board at its' April 22, 2013 meeting adopted the following policies:

8.10 Performance Review, Goal Evaluation and Development Plan Excluded Staff and Chief Administrative Officer Policy
8.11 Excluded Staff Administration Policy

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.mp3 file icon - click here for help with audio June 13, 2013 audio of entire RDCO Board meeting - .mp3 (1.56 MB)

There doesn't seem to be any audio about 9.1 Human Resources Policies

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.pdf icon April 12, 2012 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 6.3 Regional Grant-in-Aid Policy-Application Review.pdf

*Note this is only a snippet, please click link above for entire content*

REGIONAL DISTRICT OF CENTRAL OKANAGAN

Agenda No.: 6.3
Mtg Date: April 12, 2012

Regional Grant in Aid Policy
The Regional Board may provide Regional Grants in Aid to organizations on the following basis:
1. The organization must provide a service to all residents of the Regional District
2. An application must be submitted by the first working Friday of January in the year.
3. Late applications will NOT be received nor considered.
4. The amount of the grant must be approved by the Regional Board and included in the annual budget.
5. The grant amount will be apportioned on the basis of converted land and improvement assessment values.
6. Each member municipality and electoral area will vote on whether or not they wish to participate in the grant in aid request.
7. The amount of the grant in aid request will be reduced by the percentage of assessment values of any non-participating member.
8. Final grant approval is not provided until the end of March and grants must be expended by December 31st
9. An accounting of other funds received from member municipalities and electoral areas is required.
10.Any funds not expended by December 31st are to be returned to the Regional District.
11. An accounting of the grant funds expended and a final report on the program is required by December 31st

The Regional District is comprised of the following municipalities and electoral areas: the City of Kelowna, District of West Kelowna, District of Lake Country, District of Peachland, Central Okanagan West Electoral Area (which includes the area of North Westside Road, Trepanier and Brent Road) and Central Okanagan East Electoral Area (which includes the area of Joe Rich, South Lakeshore, June Springs and Ellison).

click link above for more

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.mp3 file icon - click here for help with audio April 12, 2012 audio of entire RDCO Governance and Services Committee meeting - .mp3 (329 MB)

Click this Windows Media Audio icon for help with audio files April 12, 2012 audio of RDCO Governance and Services Committee meeting only about Item 6.3 Regional Grant-in-Aid Policy-Application Review - .wma (9.96 MB)

.pdf icon April 12, 2012 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6.3 Review of Regional Grant in Aid Policy/Application

The Regional Board in review of the 2012 regional grant in aid requests and subsequent allocations expressed concern whether the grant policy needs to be reviewed. Overall discussion included:
o Is there a need to look at the policy? Yes.
o Do funding decisions need to be made on the same day as funding requests are discussed? Applicants are anxious to hear if funding will be considered and to what level. Final decision is not made until the end of March.
o Would it be advisable to have Christene Walsh, Social Development Coordinator, involved in the process, and what would that involvement be?
Staff could possibly identify priorities but no make specific recommendations.
o The decision on the funding and the amount remains a political decision.
o Are presentations/or question period required? There was general consensus it is not-the information should be in the application, it takes too much time and doesn't add to the process.
o Directors like the flexibility to decide to participate or not.
o If program is cancelled, individual municipalities would likely have an increase in funding requests.
o Is it clear to an applicant, if they receive funds from a municipality for the
program they cannot receive regional grant in aid funds?
o Electoral area grant in aid funding to remain as it currently is. Request goes to the director for consideration at any time throughout the year. The director provides a recommendation to the Board for approval. This is a separate fund, budgeted within the electoral area budget.

There was consensus on the following points:
-In the future there isn't a need for applicants to present or ask questions to the Committee. The application is their opportunity to present the facts.
-Tighten up some of the wording in the application in regard to whether the applicant receives funding from a municipality and therefore would not be eligible to receive funding through the regional grant in aid process.
-Decision on funding to be made as soon as possible, in a public meeting, after consideration of the applications (municipal directors caucus and then come back to the table).
-Staff (C. Walsh) to be involved in review and vetting of the application (ie: clarify request, request more information if required, report on strengths and weakness but no recommendation to the Committee).

GRAY/EDGSON
THAT staff revise the Regional Grant In Aid policy based on the Committee's discussion and bring forward a new policy for consideration.

CARRIED

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.mp3 file icon - click here for help with audio April 12, 2012 audio of entire RDCO Governance and Services Committee meeting - .mp3 (329 MB)

Click this Windows Media Audio icon for help with audio files April 12, 2012 audio of RDCO Governance and Services Committee meeting only about Item 6.3 Regional Grant-in-Aid Policy-Application Review - .wma (9.96 MB)

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.pdf icon February 9, 2012 Highlights of the Regional District of Central Okanagan Regular Board Meeting

New Purchasing Policy Adopted

The Regional Board has adopted a new Purchasing Policy for the Regional District. The policy is consistent with those in other local governments and international standards and further improves the internal efficiency and clarity of the purchasing process for prospective suppliers.

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.mp3 file icon - click here for help with audio February 9, 2012 audio of entire RDCO Board meeting - .mp3 (15.9 MB)

Click this Windows Media Audio icon for help with audio files February 9, 2012 audio of RDCO Board meeting only about New Purchasing Policy Adopted - .wma (76.8 KB)

.pdf icon February 9, 2012 Regional District of Central Okanagan Regular Board Meeting Minutes

7. COMMITTEE RECOMMENDATIONS

7.1 Rise and Report - Governance & Services Committee meeting of February 9, 2012

c) New RDCO Purchasing Policy (All Directors - Unweighted Vote)

BLANLEIL/GAMBELL
THAT the Regional Board approve the new Purchasing Policy.

CARRIED (Ophus/Findlater opposed)

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.mp3 file icon - click here for help with audio February 9, 2012 audio of entire RDCO Board meeting - .mp3 (15.9 MB)

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IN THE SUPREME COURT OF BRITISH COLUMBIA
Citation: Talarico v. Town of Fort Nelson, 2008 BCSC 861
Date: 20080702
Docket: 0423657
Registry: Prince George
Date and Place of Hearing: April 28, 29, 30, 2008
Prince George, B.C.

[42] I must then address the question whether the Town is liable in nuisance. The definition of nuisance in Dugdale, ed., Clerk v. Lindsell on Torts, 18th ed. (London: Sweet & Maxwell, 2000) at 974 is:

Nuisance is an act or omission which is an interference with, disturbance of or annoyance to, a person in the exercise or enjoyment of (a) a right belonging to him as a member of the public, when it is a public nuisance, or (b) his ownership or occupation of land or of some easement, or other right used or enjoyed in connection with land, when it is a private nuisance.

[43] Allen Linden and Bruce Feldthusen, Canadian Tort Law, 8th ed. (Markham, Ont.: LexisNexis, 2008) describe nuisance in this way at 559:

Nuisance is a field of liability. It describes a type of harm that is suffered, rather than a kind of conduct that is forbidden. In general, a nuisance is an unreasonable interference with the use and enjoyment of land by its occupier or with the use and enjoyment of a public right to use and enjoy public rights of way. For the most part, whether the intrusion resulted from intentional, negligent or non-faulty conduct is of no consequence, as long as the harm can be categorized as a nuisance. …

[44] The test for liability in nuisance approved by the Court of Appeal for British Columbia in Ross v. Wall (1980), 23 B.C.L.R. 294 (C.A.), referring to Sedleigh-Denfield v. O'Callaghan, [1940] AC 880 (U.K.H.L.), is whether the defendant created a dangerous condition or failed to take reasonable steps to abate a dangerous condition when the defendant knew or ought to have known of its existence. In Sedleigh-Denfield, the owner of property was held responsible for damages caused by water overflowing from a pipe laid by a trespasser on that property.

[45] Recently, in Railtrack plc v. Mayor & Burgesses of London Borough of Wandsworth, [2001] EWCA Civ 1236, the England and Wales Court of Appeal (Civil Division) considered a claim that the owner of a railway bridge was responsible for a public nuisance created by pigeon droppings on the sidewalk under the bridge. The court referred with approval to an academic article by Professor Goodhart on the subject of nuisance, at para. 9:

In an important article in 4 Cambridge Law Journal in 1930 Professor A.L. Goodhart considered liability for things naturally on the land. He therefore looked at both public and private nuisance, and at page 30 he said —

“The correct principle seems to be that an occupier of land is liable for a nuisance of which he knows, or ought to know, whether that nuisance is caused by himself, his predecessor in title, a third person or by nature. Whether a natural condition is or is not a nuisance is, of course, a question of fact. Is the injury caused by the natural condition more than a reasonable neighbour can be asked to bear under the rule of live and let live? In other words, the ordinary rules of nuisance apply in the case of natural conditions. As we must all bear with our neighbour’s piano-playing so we must also submit to his thistle down. This does not mean that we have no remedy if he introduces a large orchestra, or if he allows his tree, even of natural growth, to remain in a dangerous condition along the highway.”

[58] The Supreme Court of Canada held in Just v. British Columbia, [1989] 2 S.C.R. 1228, and Swinamer v. Nova Scotia (Attorney General), [1994] 1 S.C.R. 445, that once a government has made a policy decision to undertake some activity, such as road maintenance, it may have a duty of care to carry out the activity in a non-negligent manner. However, absent a policy decision to undertake an activity, the necessary proximity to found a duty of care may not exist, and policy decisions themselves are exempt from tortious claims.

[67] Where a government has made a policy decision to undertake an activity, choices made in carrying out that activity may also qualify as policy decisions that are shielded from liability. In Gobin (Guardian ad litem of) v. British Columbia, 2002 BCCA 373, 2 B.C.L.R. (4th) 323, Braidwood J.A., writing for the majority, noted at paras. 11-13 and 52:

It is clear that a true policy decision may shield the government from liability. In the decision of Just v. R. in Right of British Columbia (1989), 64 D.L.R. (4th) 689 at p. 705, the following appears:

True policy decisions should be exempt from tortious claims so that governments are not restricted in making decisions based upon social, political, or economic factors.

At the same time, however, “complete Crown immunity should not be restored by having every government decision designated as one of policy” (Just, supra, at p. 704). Courts must weigh the particular circumstances of any given case in order to distinguish between policy and operation.

The analysis does not end here, however. Even where contested decisions are clearly ones of policy, the operational implementation of a policy decision may still leave government susceptible to a tort claim, as the matter essentially “reverts” to an operational one. Courts may therefore be required to assess whether policy matters under review are manifestations of the operational implementation of a policy choice. Where, ultimately, the contested decision is operational, the standard tort analysis applies, and the requisite standard of care is one of reasonableness. Where, in comparison, the decision at issue is one of policy, liability may be imposed only for decisions that are made in bad faith or that are so irrational or unreasonable that they cannot be said to constitute a proper exercise of discretion: Kamloops (City of) v. Nielsen, [1984] 2 S.C.R. 2.

It has been confirmed in prior cases that “lower level” choices may qualify as policy decisions. In Just, the Court held that a “lower level” policy decision to spot check manufactured items rather than check each item individually (a choice based on the lack of both trained personnel and funds) could very well qualify as a policy decision. Cory J. held (at p. 707) as follows:

Thus, a true policy decision may be made at a lower level provided that the government agency establishes that it was a reasonable decision in light of the surrounding circumstances.

In determining what constitutes such a policy decision, it should be borne in mind that such decisions are generally made by persons of a high level of authority in the agency, but may also properly be made by persons of a lower level of authority. The characterization of such a decision rests on the nature of the decision and not on the identity of the actors. As a general rule, decisions concerning budgetary allotments for departments or government agencies will be classified as policy decisions. Further, it must be recalled that a policy decision is open to challenge on the basis that it is not made in the bona fide exercise of discretion. If after due consideration it is found that a duty of care is owed by the government agency and no exemption by way of statute or policy decision-making is found to exist, a traditional torts analysis ensues and the issue of standard of care required of the government agency must next be considered.

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.pdf icon February 9, 2012 Highlights of the Regional District of Central Okanagan Regular Board Meeting

New Purchasing Policy Adopted

The Regional Board has adopted a new Purchasing Policy for the Regional District. The policy is consistent with those in other local governments and international standards and further improves the internal efficiency and clarity of the purchasing process for prospective suppliers.

(There was nothing mentioned in the Agenda about the New Purchasing Policy Adoption)

-------------------------------

.mp3 file icon - click here for help with audio February 9, 2012 audio of entire RDCO Board meeting - .mp3 (15.9 MB)

Click this Windows Media Audio icon for help with audio files February 9, 2012 audio of RDCO Board meeting only about New Purchasing Policy Adopted - .wma (76.8 KB)

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.pdf icon February 9, 2012 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

9. Administrative and Financial Services

9.1 Proposed New RDCO Purchasing Policy

Staff report dated February 9, 2012 outlined a proposed new purchasing policy for the Regional District. The last amendment to the policy was in 2003 and various internal and external changes have occurred which require that the policy be revised.

Staff provided an outline of the changes to the policy. Concern was raised that the requirement for Board approval on tenders over $100,000 has been removed. It was noted that the budget item to be tendered would have already been approved
by the Board in its annual budget. The new policy provides assurance that a process is in place. While some municipal policies provide a ceiling, many others rely on the annual budget approvals.

It was noted that staff had been requested to report to the Board on the following issues. It is believed the new purchasing policy will deal with each of these issues and no further reporting is necessary:
-review general policies currently in place that deal with contracting of large projects,
-review bulk vehicle purchasing arrangements, and green fleet vehicles,
-policy on developing design cost estimates.

FIELDING/EDGSON
THAT the Governance and Services Committee recommends that the Regional Board approve the new Purchasing Policy.

CARRIED (opposed Ophus, Findlater)

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Below is only a snippett of a court case

[2] Section 274 of the Community Charter in part provides:

Actions by municipality

274 (1) A municipality may, by a proceeding brought in Supreme Court, enforce, or prevent or restrain the contravention of,

(a) a bylaw or resolution of the council under this Act or any other Act, or

(b) a provision of this Act or the Local Government Act or a regulation under those Acts ....

(3) The authority under subsection (1) is in addition to any other remedy or penalty provided under this Act or the Local Government Act and may be exercised whether or not a penalty has been imposed for the contravention.

Source:
The Fraser Valley Regional District v. Van Geel, 2010 BCSC 129

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1. The Zoning Bylaw

A) Is the Continued Use of the Land for Kennels Permitted as a Legal Non-Conforming Use?

[16] The Zoning Bylaw makes the operation of kennels an impermissible use of land, except for Electoral Areas E and F. The Land is not in Electoral Areas E or F. The defendants argue that because they lawfully occupied the Land prior to the amendment, the continued operation of the kennels is permissible through the doctrine of legal non-conforming use as it is set out in s. 911 of the Local Government Act.

[17] Section 911 of the Local Government Act allows for the continued use of a building after the enactment of a bylaw, if the use was permitted before the amendment to the bylaw was enacted. The purpose of s. 911 of the Local Government Act is to protect the status quo (Cowichan Valley (Regional District) v. Little 1992 CanLII 5975 (BC C.A.), (1992), 71 B.C.L.R. (2d) 356, 96 D.L.R. (4th) (B.C.C.A.). The onus is on those alleging lawful non-conforming use to prove it (Country Lane Developments v. Coquitlam (City), 2003 BCSC 1121 (CanLII), 2003 BCSC 1121).

[18] In the case at bar, it is clear that the defendants meet the requirements set out in s. 911 of the Local Government Act. The defendants lawfully operated a kennel prior to the amendment of the bylaw, and this use continues. As such, the present use of the property for a kennel is not illegal.

Source: http://www.canlii.org/

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[82] The standard of review of the reasonableness of a municipal council’s decision was most recently considered by the Court of Appeal in Catalyst Paper at para. 34:

[34] This accords with the obviously political – as opposed to administrative or adjudicative – functions of municipal councils. Members of such councils are elected to act in what they believe is in the best interests of the municipality rather than to play an independent role in adjudicating between specific interests. They bring certain views – on the basis of which they are elected – to bear on municipal decisions. These views may include ideologies that may or may not place value on the presence of industrial enterprises in the municipality, even those that employ large numbers of workers. Other members of the same council may have different views. Compromises are often necessary. Council members do not give reasons in any formal sense. Finally, they are ‘accountable’ in a way no court or administrative tribunal is accountable – i.e., at the ballot box. As was noted by Ann McDonald in “In the Public Interest: Judicial Review of Local Government” (1983) 9 Queen’s L.J. 62:

Once elected ... the council is entrusted with responsibility for governing, not just in the interest of those who elected them, but in the interest of the community generally, that is, in the public interest. This is a fairly vague and controversial concept, however. It is a generalized judgment of what is best for individuals, as a part of a community. From the perspective of particular individuals and interest groups, the public interest may be conceived differently and, as amongst them, views of the public interest will inevitably conflict. A council making its decision on the public interest will identify and weigh a wide variety of competing considerations: the demands of various interested parties, the advice of its experts, data from its own research resources. And it will undoubtedly be influenced by the preferences expressed by the electorate. The decision is ultimately a matter of choice and what a council decides is necessarily its own collective perception of the public interest.

The voters of a community give their elected council members the final judgment in this controversy. Whether the councillors are right or wrong in their judgment depends on the vantage point of the person making this assessment, but in any event, this is the decision they were elected to make. There may, in fact, be no right or wrong in the matter. Persons displeased with a council's decision have “a remedy at the polls”. [At 100, quoted by McLachlin C.J.C. in dissent in Shell Canada, supra. at para. 22.]

Source: International Bio Research v. Richmond (City), 2011 BCSC 471

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This letter from RDCO dated Feb. 25, 2010 says the following:

RDCO quote, "Delegations are not normally for issues on a specific agenda unless the Board requests a specific presentation.  The Policy does not provide an opportunity for the public to comment on specific agenda items."

On August 1, 2010 an online complaint was filed with the BC Ombudsman in regards to delegation requests at Regional Board Meetings and Governance and Services Committee Agenda's.

Letter from RDCO dated Feb 25, 2010 states quote, "Delegations are not normally for issues on a specific agenda unless the Board requests a specific presentation.  The Policy does not provide an opportunity for the public to comment on specific agenda items."
click letter for larger print.

keep reading below for more about this

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FOI request asks RDCO for manuals, instructions, and guidelines issued to the officers or employees of the public body as well as substantive rules or policy statements adopted by the public body as in Section 70 (1) Freedom of Information Act.


Section 70 (1) Freedom of Information Act

 

RDCO said it doesn't post its policies to the web like the City of Kelowna and the District of West Kelowna do.

click the letter to read it

RDCO's policy manual Index

 

District of West Kelowna Policies

City of Kelowna Policies

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.pdf icon April 18, 2011 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Nothing was mentioned in the highlights about Item 9.7 Zoning Amendment Bylaw No 871-209 Spring (below)

.pdf icon April 18, 2011 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 9.7 ZoningAmendBylawNo871-209-Spring.pdf

*Note* This is only a snippett, please click link for entire 12 pages

Agenda No: 9.7
Meeting Date: April 18, 2011

DEVELOPMENT SERVICES DEPARTMENT REPORT For the Regional Board April 18, 2011

TO: Chair & Members of the Regional Board
FROM: Ron Fralick, Planner 1
DATE: April 11 ,2011
SUBJECT: Zoning Amendment Bylaw No. 871-209 (Application Z11/01) (William & Jennifer Spring)
LOCATION: Adjacent to Columbia. Way in Westshores Estates (Central Okanagan West Electoral Area)
LEGAL: Lot 8, District Lot 3688, ODYD, Plan 26101

RECOMMENDATION:
1. THAT Zoning Amendment Bylaw No. 871-209, application Z11/01 be given first reading;
2. AND FURTHER THAT the application be scheduled for a Public Hearing.

PURPOSE:
To amend the zoning from R1 Single Detached Housing to R1s Single Detached Housing (Secondary Suite) to permit a legal suite within the lower level of the existing single detached residence.

POLICY:
The issue of secondary suites was discussed at the May 12, 2004 Planning and Environment Committee meeting. The Committee recommended that the provision of secondary suites continue to be supported in all applicable zones subject to meeting all technical requirements (ie.: on-site parking, sewage disposal, water supply, etc.).

Policy of Rural Westside OCP Bylaw No. 1274 (formerly North Westside OCP) identifies the need to provide more affordable housing (ie: secondary suites) while maintaining sensitivity to the existing rural character of the North Westside area.

RATIONALE:
>- The Regional District's Governance & Services Committee (formerly the Planning and Environment Committee) supports the allowance of secondary suites provided that all technical issues are addressed.
>- The required provisions of the Zoning Bylaw for secondary suites can be met.
>- Property is serviced with community water and proof of an adequate sewage disposal system would need to be confirmed prior to issuance of a building permit.
>- The secondary suite will not detract from or negatively impact the rural residential character of the neighbourhood.
>- Secondary suites are an appropriate form of infill housing that provides affordable housing options without a significant impact on the character of a neighbourhood.
>- No objections have been received from any of the referral agencies.

click link above for more

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.pdf icon - You need Adobe Reader to view these type of files December 13, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon - You need Adobe Reader to view these type of files Item 11.1 Park Dedication Proposal - Westside Road.pdf

Note* This is only a snippett, click link above for entire contents

POLICY:
Section 941 of the Local Government Act, which governs park dedication requirements, will apply to this subdivision application. The applicant is required to identify 5% of the total development as parkland or equivalent cash in lieu of parkland.

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.pdf icon November 4, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

About adding a service review date to the service bylaw

and

About the change to order of business at Board Meetings now that the new procedure bylaw is in place

There was nothing mentioned in the Highlights or Minutes about these subjects.

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.mp3 file icon - click here for help with audio November 4, 2010 audio of entire RDCO Board meeting .mp3 (55.6 MB)

Windows Media File Icon November 4, 2010 audio of RDCO Board meeting only about adding a service review date to service bylaw  - .wma (795 KB)

Windows Media File Icon November 4, 2010 audio of RDCO Board meeting only about the order of business with the new procedure bylaw  - .wma (100 KB)

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.pdf icon October 25, 2010 Highlights of the Regional District of Central Okanagan Board Meeting

Nothing mentioned in the highlights about the Regional Board Procedure Bylaw No. 1278, 2010

---------------------------------------------------

.mp3 file icon - click here for help with audio October 25, 2010 audio of entire RDCO Board meeting .mp3 (286 MB)

Windows Media File Icon October 25, 2010 audio of RDCO Board meeting only about RDCO Procedure Bylaw - .wma (156 KB)

.pdf icon October 25, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 4.1 RDCO Regional Board Procedure Bylaw No. 1278, 2010.pdf (11 pages)

*Note - This is only a snippett, please click link for entire 11 pages

Agenda No: 4.1
Mtg Date: Oct. 25/10

REGIONAL DISTRICT OF CENTRAL OKANAGAN

BYLAW NO. 1278

A bylaw to regulate the meetings of the Regional District Board.

WHEREAS pursuant to Section 794 of the Local Government Act, the Regional District Board must by bylaw establish procedures for the conduct of Board and Committee meetings;

AND WHEREAS, the Regional District of Central Okanagan has enacted the Regional District of Central Okanagan Regional Board Procedure Bylaw No. 950, 2001 and considers that it is necessary to repeal the bylaw;

NOW THEREFORE, the Regional District of Central Okanagan in open meeting assembled enacts as follows:

click link above for entire contents, as this was only a snippett of the 11 pages

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.mp3 file icon - click here for help with audio October 25, 2010 audio of entire RDCO Board meeting .mp3 (286 MB)

Windows Media File Icon October 25, 2010 audio of RDCO Board meeting only about RDCO Procedure Bylaw - .wma (156 KB)

.pdf icon October 25, 2010 Regional District of Central Okanagan Board Meeting Minutes

4. UNFINISHED BUSINESS

4,1 Regional District of Central Okanagan Regional Board Procedure Bylaw No. 1278, 2010, Adoption (All Directors - Unweighted Vote)

OPHUS/REID
THAT the Regional District of Central Okanagan Regional Board Procedure Bylaw No, 1278, 2010 be adopted this 25th day of October 2010.

CARRIED

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.mp3 file icon - click here for help with audio October 25, 2010 audio of entire RDCO Board meeting .mp3 (286 MB)

Windows Media File Icon October 25, 2010 audio of RDCO Board meeting only about RDCO Procedure Bylaw - .wma (156 KB)

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October 14, 2010 Regional District of Central Okanagan Special Board Meeting Agenda

Item 2.2 RDCO Regional Board Procedures Bylaw.pdf

* This is only a snippett, please click link above for entire contents * (18 pages)

Agenda No: 2.2
Mtg: Date: October 14, 2010

Regional Board Report
TO: Regional Board
DATE: October 6, 2010
FROM: Mary Jane Drouin Corporate Services Coordinator
RE: RDCO Regional Board Procedure Bylaw

Recommendation:
THAT RDCO Regional Board Procedure Bylaw be given first, second and third readings this 14th day of October, 2010.

Background
The Regional Board's Procedure Bylaw No. 950 was adopted in 2001. Staff has reviewed the bylaw and considers that it would be appropriate to bring forward a new bylaw to incorporate the reality of the day. Procedure bylaws from many of the regional districts were considered in this review including: Metro Vancouver, North Okanagan, Okanagan Similkameen, Kootenay Boundary, East Kootenay, Central Kootenay, Capital Region, Albertni-Clayoquot, Kitimat-Stikine and Squamish-Liollooet. As required under the Local Government Act, notice of the intent to bring forward a new procedure bylaw has been provided to the Regional Board.

The Governance and Services Committee has reviewed the bylaw at its October 14,2010 meeting and recommends that it be forwarded to the Regional Board for consideration.

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Agenda No: 5.1
Mtg Date: Oct. 14, 2010

TO: Governance & Services Committee
DATE: October 6,2010
FROM: Mary Jane Drouin
Corporate Services Coordinator
SUBJECT: Regional Board Procedure Bylaw

Recommendation
THAT the Governance & Services Committee recommends that RDCO Regional Board Procedure Bylaw be forwarded to the Regional Board for consideration.

BACKGROUND
The Regional Board's Procedure Bylaw No. 950 was adopted in 2001. Staff has reviewed the bylaw and considers that it would be appropriate to bring forward a new bylaw to incorporate the reality of the day. Procedure bylaws from many of the regional districts were considered in this review including: Metro Vancouver, North Okanagan, Okanagan Similkameen, Kootenay Boundary, East Kootenay, Central Kootenay, Capital Region, Albertni-Clayoquot, Kitimat-Stikine and Squamish-Liollooet.

As required under the Local Government Act, notice of the intent to bring forward a new procedure bylaw has been provided to the Regional Board.

The following major amendments have been made to the bylaw:
• Part 1 Addition of definitions
• Part 2 Election of Board Chair and Vice Chair - the corporate officer will conduct the election of Board Chair and Vice Chair (2.1 (1))
Outlines exactly how the election will be conducted. (2.2-2.8)
• Part 3 Adds that a regular board meeting will be held following the Governance and Services Committee meeting. (3.1)
Notice of meeting times and location posted at least 72 hours prior to a regular Board meeting (previously it was one week) (3.6).
Notice of meeting shall be forwarded electronically to the Board (3.7)
Electronic participation at Regular meetings has been added (3.8-3.10)
• Part 4 Quorum for a meeting is the majority of all Members (4.1)
• Part 5 Addenda agenda and materials shall be sent electronically (5.1)
How delegations are managed has been added (5.2)
The Board policy on late items has been added to the bylaw (5.3)
Order of business has been amended to include specific items such as: addition of late items, adoption of the agenda, and director items (5.9)
• Part 6 Keeping Order has been added including expelling a person and behavior (6.16.2)
Use of audio or video recording devices (6.3-6.6)
• Part 7 Duties of Standing and Select Committees and Commissions (7.3-7.15)

The bylaw sets out the procedure for all meetings of the Board and its Committees and Commissions. In cases not provided for under the Local Government Act or the Community Charter, Robert's Rules of Order shall apply. Staff believes the new bylaw covers the basics of how this regional district has conducted its meetings in the past, and therefore recommends that
the bylaw be forwarded to the Regional Board for consideration and adoption.
Attached is the Regional District's current procedure bylaw No. 950.
This is for your consideration.

-------------------------------------

Special meetings - calling and conduct
3.12 In accordance with the Act, on request of the Chair or any two Directors, a Special Meeting must be called by the Corporate Officer who will, at least five days before a Special Meeting:
(a) give advance public notice stating the general purpose of the Special Meeting, and the day, hour and place of the Special Meeting by way of a notice posted at the Posting Places; and

3.13 The notice of a Special Meeting may be waived by a unanimous vote of the Board.

3.14 In an emergency, with the consent of the Chair and two Directors, notice of a Special Meeting may be given less than five days before the date of the meeting, and notice of the Meeting need not be given in writing.

------------------------------------------

Attendance of public at meetings
3.16 Except where provisions of the Act and Charter apply, all Board Meetings must be open to the public.
3.18 Sections 3.13 and 3.14 apply to meetings of bodies referred to in the Charter, including, without limitation:
(a) Standing and Select Committees;
(b) Board of Variance;
(c) parcel tax roll review panel;
(d) advisory committees, commissions, or other advisory bodies established by the Board under the Act.

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Delegations
5.2 Any Member, person, persons or organization wishing to present a delegation on the Regular Meeting agenda for consideration by the Board or Committees, shall follow the Board's Delegation/Presentation Policy.

RDCO Delegation Policy webpage mentions you must apply in advance of the board meeting and ask to be a delegate two weeks before knowing what the agenda even is???

You must notify the Corporate Officer (or designate) in writing at least two weeks prior to the Board or Committee meeting by filing out and submitting the Online Delegation Request form or printing off a Delegation Request Form and sending it to: (Source - RDCO's Delegation webpage)

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Expelling a person
6.1 In accordance with the provisions of the Charter (Section 133), if the Chair considers that another person at the Meeting is acting improperly, the Chair may order that the person is expelled from the Meeting. If a person who is expelled does not leave the Meeting, a peace officer may enforce the Chair's order as if it were a court order.

Behavior
6.2 Those in attendance will refrain from applause, cheering, heckling, booing, inappropriate language, other expressions of emotion, outbursts or criticisms aimed at individuals or groups whether in favor of, or opposition to, any particular application or argument. Placards, posters, signs and other distracting material are not permitted.

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Use of audio or video recording devices
6.3 No person, other than the media, shall use or operate any Audio or Video Recording Devices at a Meeting without the permission of the Chair, and such devices are to be placed in a location designated for that purpose.

6.4 Notwithstanding 6.3, audio or visual recording devices must not be used or operated during a closed meeting.

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Repeal
8.1 Regional District of Central Okanagan Regional Board Procedure Bylaw No. 950, 2001 as adopted by the Regional Board of the Regional District of Central Okanagan on the 19th day of November 2001 is hereby repealed.

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.mp3 file icon - click here for help with audio October 14, 2010 audio of entire RDCO Board meeting .mp3 (58.5 MB)

Windows Media File Icon - click for help with audio October 14, 2010 RDCO Board meeting audio clip only about RDCO's procedure bylaw .wma (94.4 KB)

Windows Media File Icon - click for help with audio October 14, 2010 RDCO Board meeting audio clip only about RDCO's terms of reference .wma (4.98 MB)

October 14, 2010 Regional District of Central Okanagan Special Board Meeting Minutes

2.2 RDCO Regional Board Procedure Bylaw No. 1278, 2010, 1st, 2nd and 3rd readings (Unweighted Vote - All Directors)

EDGSON/BAKER
THAT Regional District of Central Okanagan Regional Board Procedure Bylaw No. 1278, 2010 be given first, second and third readings this 14th day of October 2010.

CARRIED

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.mp3 file icon - click here for help with audio October 14, 2010 audio of entire RDCO Board meeting .mp3 (58.5 MB)

Windows Media File Icon - click for help with audio October 14, 2010 RDCO Board meeting audio clip only about RDCO's procedure bylaw .wma (94.4 KB)

Windows Media File Icon - click for help with audio October 14, 2010 RDCO Board meeting audio clip only about RDCO's terms of reference .wma (4.98 MB)

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.pdf icon October 14, 2010 Regional District of Central Okanagan Governance and Services Committee Agenda

.pdf icon Item 5.1 Regional Board Procedure Bylaw.pdf (17 pages)

*Note - This is only a snippett, please click link above for entire 17 pages

Agenda No: 5.1
Mtg Date: Oct 14/10

TO: Governance & Services Committee
DATE: October 6,2010
FROM: Mary Jane Drouin
Corporate Services Coordinator
SUBJECT: Regional Board Procedure Bylaw

Recommendation

THAT the Governance & Services Committee recommends that RDCO Regional Board Procedure Bylaw be forwarded to the Regional Board for consideration.

BACKGROUND
The Regional Board's Procedure Bylaw No. 950 was adopted in 2001. Staff has reviewed the bylaw and considers that it would be appropriate to bring forward a new bylaw to incorporate the reality of the day. Procedure bylaws from many of the regional districts were considered in this review including: Metro Vancouver, North Okanagan, Okanagan Similkameen, Kootenay
Boundary, East Kootenay, Central Kootenay, Capital Region, Albertni-Clayoquot, Kitimat-Stikine and Squamish-Liollooet.

As required under the Local Government Act, notice of the intent to bring forward a new procedure bylaw has been provided to the Regional Board. The following major amendments have been made to the bylaw:

.pdf icon October 14, 2010 Regional District of Central Okanagan Governance and Services Committee Minutes

5. Corporate Services

5.1 Regional Board Procedure Bylaw

Staff report dated October 6, 2010 outlined changes to a new procedure bylaw for the Regional Board, In particular, the Regional Board has previously requested that they have the ability to attend meetings electronically and in order to save paper have board notices forwarded to them electronically. The proposed bylaw sets out the procedure for all meetings of the Board and its committees and commissions, In cases not provided under the Local Government Act or Community Charter, Robert's Rules of Order shall apply. Notice of the bylaw has been provided to the Board.

A question was raised regarding whether directors would be allowed to only attend meetings electronically? The intention for electronic participation at meeting is for instance when directors are out of town, on holiday, emergency meetings or duringinclement weather. The question was raised regarding the possibility of moving to electronic board packages for directors. The Board expressed concern that incamera items should not be sent electronically as not all directors had secured sites.

#GS69/10 BAKER/OPHUS
THAT the Governance & Services Committee recommend that the RDCO Regional Board Procedure Bylaw be forwarded to the Regional Board for consideration.

CARRIED

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Community Charter
[SBC 2003] CHAPTER 26
This Act is Current to September 8, 2010

Part 4 — Public Participation and Council Accountability

Division 4 — Public Notice and Access to Records

Other records to which public access must be provided

97 (1) The following municipal records, or copies of them, must be available for public inspection:

(a) all bylaws and all proposed bylaws that have been given first reading;

(b) all minutes of council meetings, other than a meeting or part of a meeting that is closed to the public;

(c) all minutes of meetings of bodies referred to in section 93 [application of rules to other bodies], other than a meeting or part of a meeting that is closed to the public;

(d) the annual municipal report under section 98;

(e) all disclosure statements under section 106 [disclosure of gifts];

(f) the report under section 168 [council remuneration, expenses and contracts];

(g) the written disclosures referred to in section 6 (1) [disclosures by council members and nominees] of the Financial Disclosure Act;

(h) any applicable agreements under section 9 (5) [concurrent authority agreements].

(2) The obligation under subsection (1) is met if the record is made available at the municipal hall within 7 days after it has been requested.

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To Vernon Morning Star in response to July 10, 2010 Vernon Morning Star "Resident wants improved policy"

I agree with Former mayor and Spallumcheen resident Geunter Rieger about Regional Districts needing to change their delegation policy. I have no faith in local or provincial government. The way the HST was brought in was not democratic, and neither is the way local government works. I believe government is a dictator myself, because it is not a democracy when people are not permitted to even speak about what their Regional District is going to vote on at their next Board or Committee meeting unless you have ESP (Extra Sensory Perception).

Residents are required to formally request to be a delegate two weeks before they even know what is on RDCO's agenda.
Quote from RDCO's website,
"You must notify the Corporate Officer (or designate) in writing at least two weeks prior to the Board or Committee meeting by filling out and submitting the Online Delegation Request form or printing off a Delegation Request Form and sending it to the Corporate Services Coordinator."
http://www.regionaldistrict.com/boards_committees/delegation.aspx

Residents are sometimes only given a weekends notice about what may be on the agenda at the following RDCO Board meeting. It says on the Regional District of Central Okanagan's website quote, "Regional Board meeting agenda are posted here by noon on the Friday before the meeting".
http://www.regionaldistrict.com/regional-board-committees/agenda.aspx

I received a letter dated Feb 25, 2010 from the Regional District of Central Okanagan that stated quote, "Delegations are not normally for issues on a specific agenda unless the Board requests a specific presentation. The policy does not provide an opportunity for the public to comment on specific agenda items."

I have since written a letter to the BC Ombudsman about this issue and am waiting for a decision. Hopefully the BC Ombudsman will choose a democratic decision.

North Westside Road resident

See next article "Resident wants improved policy"

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Resident wants improved policy
Vernon Morning Star - July 10, 2010

Former mayor and Spallumcheen resident Geunter Rieger questioned procedural bylaw at the Township of Spallumcheen’s council meeting on Monday.

Rieger was unhappy about a policy that requires citizens requesting to be delegates at council meetings to sign up on Tuesday, when the agenda is not released until Friday.

Mayor Will Hansma explained that resolutions may not be ratified until two weeks later, therefore citizens still have two weeks to state any concerns.

Concerns were also raised by council members regarding a woodlot in the northeastern part of Spallumcheen.

Coun. Janice Brown pointed out that the town’s watershed is within the woodlot’s boundaries. And that type of industry taking place so close to the watershed makes her nervous.

“All council can do is express concerns,” said Hansma.

“We can’t tell them what to do.”

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Ombudsperson Fairness Checklist

Communication

• Public information is available and understandable

• Forms are in plain language

• Clients are given all the information they need

• Clients are treated with courtesy
 

Facilities and Services

• Telephones are answered promptly

• Voicemail, answering machines or toll-free numbers are available

• Premises are easily accessible and suited for wheelchairs

• The environment is safe and healthy for workers

• The public's right to privacy is respected
 

Decision Procedures

• Those affected by a decision have a chance to give information and evidence to support their position

• Decisions are made within a reasonable time

• Reasons are given for decisions
 

Appeal, Review, and Complaint Procedures

• At the time of decisions, people are told of any existing appeal or review procedures

• Complaint procedures are clearly defined

• The public is asked for ideas on improvements in service
 

Organizational Issues

•Staff are given clear titles for the functions they perform

•Agencies consider whether reorganizing would provide better quality service

•Agencies cooperate with one another to provide better service to the public
 

Agency Review and Planning

• The public is invited to participate in planning programs

• How decisions will be made is clear from the beginning

• Statistical information needed to evaluate and improve performance is recorded and maintained

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Regional District of Central Okanagan Policy and Procedures Manual

Inspections Services

Inactive building permits / stop work orders with a bylaw contravention notice

Dated July 9, 2009

We received this copy through the Freedom of Information Act February 14, 2010

Regional District of Central Okanagan - RDCO - Policy and Procedure Manual - Inactive Building Permits - Stop Work Order - Bylaw Contravention Notice
click for larger page to read

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Review of Governance and Servicing Issues 2003

Growth Management Strategy Bylaw No. 851

Regional Growth Strategy Monitoring Progress Report 2001

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No question can arise as to the right of a municipality to build roads within its boundaries for the use of the municipality. It has complete authority so to do under the provisions of The Rural Municipality Act, supra. But the question for determination is whether authority is required under The Water Rights Act.

Source http://scc.lexum.umontreal.ca/en/1956/1956scr0-763/1956scr0-763.html

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June 10, 2010 Highlights of the Regional District of Central Okanagan Regional Board Meeting

New Special Events Bylaw Deferred

The Regional Board has deferred readings of a proposed new bylaw that would regulate Special Events within the Central Okanagan East and Central Okanagan West Electoral Areas. Instead, the Board has given staff additional direction about changes it would like included in the proposed bylaw. Staff will redraft the bylaw and present it for consideration at a future date. The existing bylaw has been in place since 1974 and requires updating to make it consistent with others around the Province.

.pdf icon June 10, 2010 Regional District of Central Okanagan Regular Board Meeting Minutes

1.2 RDCO Special Events Bylaw, 1st, 2nd and 3rd readings, and Adoption (Unweighted Vote - All Directors)

BAKER/HODGE
THAT the Regional District of Central Okanagan Special Events Bylaw be referred back to staff for further review following input provided by the Governance and Services Committee.

CARRIED

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.pdf icon June 10, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 4.2 RDCO Special Events Bylaw.pdf

16 pages

It says if you have more than 500 people on your property or at an event, you need a permit and it costs a heafty deposit up to $10,000 per day depending on how RDCO feels.  Which this bylaw could maybe be thrown out for not being specific enough maybe??

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.pdf icon June 10, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 3.1 RDCO Freedom of Information Amendment Bylaw.pdf

Agenda No: 3.1
Mtg Date: June 10, 2010
Regional Board Report
TO: Regional Board
FROM: Mary Jane Drouin
Corporate Services Coordinator
DATE: May 27,2010
SUBJECT: Freedom of Information Bylaw Amendment

RECOMMENDATION

THAT Regional District of Central Okanagan Freedom of Information Amendment Bylaw be
given first, second and third readings, and adopted this 10th day of June 2010.

BACKGROUND
Due to staff changes at the Regional District, the RDCO Freedom of Information Bylaw requires an amendment to correct position titles for the Information and Privacy Committee, as well as designating the staff member responsible to be the Information and Privacy Coordinator.

This is for your consideration.

Regional District of Central Okanagan Bylaw No.
A bylaw to amend the Regional District of Central Okanagan Freedom of Information Bylaw No. 611, 1994.

WHEREAS, the Regional District of Central Okanagan has enacted the Regional District of Central Okanagan Freedom of Information Bylaw No. 611;

AND WHEREAS, the Regional District of Central Okanagan considers that it is necessary to amend the Regional District of Central Okanagan Freedom of Information Bylaw;

NOW THEREFORE, the Regional District of Central Okanagan in open meeting assembled enacts as follows:

1. Definitions and Interpretation
Delete "Information and Privacy Committee" means a committee appointed under section 785 of the Municipal Act
And replace with:
"Information and Privacy Committee" means a committee appointed under section 77 of the Act.

2. Delete 3.3 - "The Board appoints the persons occupying the following positions to the Information and Privacy Committee, hereinafter referred as the "Head"
a) Administrator
b) Director of Finance
c) Director of Personnel
And replace it with:
3.3 The Board appoints the persons occupying the following positions to the Information and Privacy Committee, hereinafter referred as the "Head":
a) Chief Administrative Officer
b) Deputy Chief Administrative Officer
c) Corporate Services Coordinator

3. Delete 3.4 - "The Board hereby designates the Director of Personnel to be the Information and Privacy Coordinator".
And replace it with:
3.4 The Board hereby designates the Corporate Services Coordinator to be the Information and Privacy Coordinator.

4. This bylaw may be cited for all purposes as the Regional District of Central Okanagan Freedom of Information Amendment Bylaw No. _

.pdf icon June 10, 2010 Regional District of Central Okanagan Regular Board Meeting Minutes

3. NEWS BUSINESS

3.1 Regional District of Central Okanagan Freedom of Information Amendment Bylaw No. 1276, 2010, 1st, 2nd and 3rd readings and Adoption (Unweighted Vote - All Directors)

SHEPHERD/FINDLATER
THAT Regional District of Central Okanagan Freedom of Information Amendment Bylaw No. 1276, 2010 be given first, second and third readings and adopted this 10th day of June 2010.

CARRIED

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.pdf icon April 26, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 9.1 Public Hearing Policy.pdf

Agenda No: 9.1
TO: Regional Board
DATE: April 20, 2010
SUBJECT: Public Hearing Policy

Regional Board Report

RECOMMENDATION
THAT the Regional Board adopt the Public Hearing Policy 3.37.

BACKGROUND
Staff were asked to develop a Public Hearing Policy, in particular, timing of presentations. Staff have taken the opportunity to incorporate previous Public Hearing policies including location and public hearing correspondence (attached).

A guideline on how Public Hearings are conducted at the Regional District of Central Okanagan is presented for consideration.

Regional District Of Central Okanagan Policy and Procedures Manual
Chapter: 3. DEVELOPMENT SERVICES (Planning)
Section: 3.37 Public Hearing Policy
Policy Resolution No: 3.37
Repeals Policy No: 3.07 & 3.32
Page: 337
Resolution Date:

3.37 Public Hearing Policy
Resolution #
THAT the Regional Board adopt the Public Hearing Policy No. 3.37.

REGIONAL DISTRICT OF CENTRAL OKANAGAN PUBLIC HEARING POLICY

1. SCOPE
This statement outlines the policy for holding Public Hearings regarding Official Community Plan Bylaw or a Zoning Bylaw Amendment.

2. REASON FOR POLICY
To provide a guideline on how Public Hearings are conducted at the Regional District of Central Okanagan.

3. AUTHORITY TO ACT
LGA Div 4 s.890 (3)
At the Public Hearing all persons who believe that their interest in property is affected by the proposed bylaw are afforded a reasonable opportunity to be heard or to present written submissions respecting matters contained in the bylaw that is the Subject of the hearing.
LGA Div 4 s.890 (3.1)
Subject to subsection (3), the Chair of the Public Hearing may establish procedural rules for the conduct of the Hearing.

4. POLICY
GENERAL
4.1 A draft schedule for Public Hearing dates is adopted by the Regional Board annually. As deemed necessary, further Public Hearing dates may be added throughout the year.

4.2 No more than two (2) separate Public Hearing bylaws are to be held prior to the regular board meetings unless otherwise directed by the Regional Board.

4.3 Public Hearings are to be held in the Woodhaven Board Room, with the exception of cases where the location and scope of the application may warrant holding the Public Hearing in the electoral area.

4.4 The Public Hearing must be held after first reading of the bylaw and before third reading.

4.5 More than one bylaw may be included in one notice of a Public Hearing, and more than one bylaw may be considered at a Public Hearing.

4.6 A written report of each Public Hearing, containing a summary of the nature of the representations respecting the bylaw that were made at the Hearing, must be prepared and maintained as a public record.

4.7 A report under subsection (4.6) must be certified as being fair and accurate by the person preparing the report and if applicable, by the person to whom the Hearing was delegated.

4.8 A Public Hearing may be adjourned and no further notice of the Hearing is necessary if the time and place for the resumption of the Hearing is stated to those present at the time the Public Hearing is adjourned.

5. BOARD
5.1 The Board must not adopt an Official Community Plan bylaw or a zoning bylaw without holding a Public Hearing on the bylaw for the purpose of allowing the public to make representations to the local government respecting matters contained in the proposed bylaw.
Note: Section 890 (4) of the Local Government Act provides the opportunity for a local government to waive the holding of a Public Hearing on a proposed bylaw if:
a) An Official Community Plan is in effect for the area that is subject to a proposed zoning bylaw, and
b) The proposed bylaw is consistent with the plan.

5.2 No decision regarding the application/amendment will be made by the Board at the Public Hearing

6. APPLICANT
An owner or applicant, or their representative, whose Land Use development application is proposed at the Public Hearing, shall be provided an opportunity to
(1) Make a presentation limited to fifteen (15) minutes;
(2) Respond to questions from the Board and the Public;
(3) Clarify points raised.

7. DELEGATION
Any person who believes their interest in property will be affected by a proposed bylaw has an opportunity to address the Board at a Public Hearing in a timely and orderly fashion and shall be dealt with in the following manner:

7.1 Person(s) wishing to speak at the Public Hearing:
(1) Are asked to provide their name, address and indication as to whether they support or are against the proposal;
(2) On behalf of an organization i.e.: community group, resident's association, notfor- profit organization, etc. must identify their authority to speak on behalf of the organization and provide the name(s) of the person(s) who have provided the authority;
(3) Are limited to five (5) minutes;
(4) Are allowed to speak a second time for three (3) minutes to provide additional information, after all other speakers are heard from for the first time;
(5) Must yield to the next speaker when the allotted time for speaking expires;
(6) Will not debate a point of view with another speaker, but will seek clarification through the Chair.

7.2 A timing/lighting device may be used to monitor individual(s) allotted time.

7.3 A speakers list may be used if twenty or more members of the public are in attendance at the start of the hearing.

7.4 The Chair will only entertain submissions that pertain to the land use bylaw under consideration.

7.5 Those in attendance at the Public Hearing will refrain from applauses, or other expressions of emotion, whether in favour of, or opposition to, any particular application or argument. In appropriate language, outbursts or criticisms aimed at
individuals or groups are not allowed.

8. PUBLIC HEARING CORRESPONDENCE
Development Services must receive any correspondence or other written material submitted as part of a development application by 4:00 p.m. of the business day prior to the Public Hearing. Any correspondence or written submission received after this time will NOT be circulated to the Regional Board. However, this information may be read into the minutes at the Public Hearing by staff or by the public as speaking notes.

9. PROCEDURE
The following procedures will be carried out by the Chair:

(1) Call the meeting to order, provide the purpose for the Public Hearing to be held and the dates that the Public Hearing was advertised (pursuant to the Local Government Act);

(2) Provide information on the roles of the Chair, Regional Board members and person(s) wishing to speak at the Public Hearing;

(3) Accept written correspondence regarding the proposed bylaw at the Public Hearing;

(4) Request staff to describe the proposed application/amendment and to read out written correspondence that has been submitted at the Public Hearing and will have copies of previously submitted submissions for the public to review;

(5) Invite the applicant to comment or elaborate on application;

(6) Invite those in attendance at the Public Hearing to present their views on the application or amendment;

(7) Invite the Board members to express any comments or to ask questions;

(8) Invite the applicant to respond to or clarify issues raised by the Board or person(s) in attendance;

(9) Invite those in attendance to provide any new additional information.

10. PUBLIC HEARING CLOSED
Once all submissions have been heard or received, the Board has the option of keeping the Public Hearing open or closing it.

11. PROTOCOL DURING PUBLIC HEARINGS
Persons appearing at a Public Hearing should:
(1) Address the Chair as "Mr./Madam Chair;
(2) Address or provide comment to the Regional Board, staff or the applicant through the Chair;
(3) Be aware that comments on some issues may be restricted by legal requirements or policy.

12. This policy may be varied as per RDCO Procedural Bylaw or the Regional Board.

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.pdf icon April 26, 2010 Regional District of Central Okanagan Regional Board Meeting Minutes

9. NEW BUSINESS

9.1 Public Hearing Policy (All Directors - Unweighted Vote)

In discussion, it was agreed to amend the policy to allow the applicant ten minutes to present their application and a further five minutes to clarify any points raised.

EDGSON/SHEPHERD
THAT the Regional Board adopted the Public Hearing Policy 3.37, as amended.

• Section 6 (1) - applicant presentation limited to 10 minutes;
• Section 6 (3) - clarify points, limited to 5 minutes.

CARRIED

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.pdf icon April 8, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6. Development Services

6.1 Bylaw Dispute Adjudication Program (follow-up report)

Staff report dated March 30, 2010 outlined the background information on the bylaw adjudication program. Since late 2009 staff have further participated in meetings by the Okanagan Valley Adjudication Group and took the opportunity to explain why participation of the Regional District is not appropriate in that the program is intended for minor issues such as parking violations. The Regional District does not have a traffic bylaw and tickets are primarily issues under the dog
control function. Due to the complexities in dog control service, these tickets are not suitable for the adjudication program.

Staff highlighted the dog control policies with regards to ticketing. The public has the option to dispute a ticket, and if they do, the court system is the only option.

Staff are reviewing the compliance issues and actions.

#GS32/10 OPHUS/EDGSON
THAT the Regional District of Central Okanagan not participate in the Okanagan Valley Bylaw Dispute Adjudication Program;

AND FURTHER THAT staff be directed to investigate the Okanagan Valley Program for actual costs and results in the year after its implementation.

CARRIED

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.pdf icon April 8, 2010 Highlights of the Regional District of Central Okanagan Regional Board Meeting

Nothing mentioned about Item 2.4 Bylaw Dispute Adjudication Program in the Highlights of the Board Meeting

.pdf icon April 8, 2010 Regional District of Central Okanagan Regional Board Meeting Agenda

.pdf icon Item 2.4 Bylaw Dispute Adjudication Program.pdf

Agenda No: 2.4
Mtg Date: April 8, 2010
TO: Regional Board
DATE: April 8, 2010

Regional Board Report

SUBJECT: Bylaw Dispute Adjudication Program
Full report from the April 8, 2010 Governance & Services Committee Meeting Recommendation

THAT the Regional Board not participate in the Okanagan Valley Bylaw Dispute Adjudication Program;

AND FURTHER THAT staff be directed to investigate the Okanagan Valley Program for actual costs and results in the year after its implementation.

----------------------------------------------------------------

G & S Committee Agenda No: 6.1
Mtg Date: April 8, 2010
Governance & Services Committee Report
TO: Governance & Services Committee
FROM: Rhoda Mueller, Chief Bylaw Enforcement Officer
DATE: March 30, 2010
SUBJECT: Bylaw Dispute Adjudication Program

RECOMMENDATION:
That the Regional Board not participate in the Okanagan Valley Bylaw Dispute Adjudication Program and that staff investigate the Okanagan Valley Program for actual costs and results in the year after it's implementation.

BACKGROUND:
On November 12, 2009, staff reported on the Okanagan Valley Bylaw Adjudication Program with a recommendation not to participate in the program as it is intended as an alternative approach for processing and resolving minor bylaw infractions.

The Board requested that the Regional District of Central Okanagan defer the decision to not participate in the Okanagan Valley Bylaw Dispute Adjudication Program; and that staff attend the information meetings, reconfirm costs for setup and participation in the program and confirm whether it makes sense for the Regional District to participate in the program.

The Regional Board raised the question again at the March 11, 2010 meeting for a report back on the bylaw adjudication system.

Staff participated in a meeting by the Okanagan Valley Adjudication Group on December 4, 2009 and took opportunity to address the group about why the RDCO was not participating at this time. Input from the group was that their Councils were requesting higher fine amounts and participants confirmed that the program was intended for minor issues such as parking violations.

Since this meeting, the Okanagan Valley Bylaw Adjudication Group is proceeding with an implementation schedule of September 2010. In their attempt to keep the process moving they have frozen the participants to the existing partners and any additional organizations will have to wait a year to be included.

The Group has estimated annual costs of $50,000 which is shared by the group based on population for each area. Kelowna will administer the registry and the adjudication hearing process. The Group estimated the Regional District of Central Okanagan's portion of the shared costs at $5,300. Each participant is responsible for their own setup for screening and
administration leading to adjudication hearings. The Adjudication System has been adopted in other BC municipalities, and has proven to be successful as an alternative approach for processing and resolving minor bylaw infractions.

The Regional District of Central Okanagan does not have a traffic bylaw and tickets are issued primarily under the dog control function. Two tickets were issued for all other bylaws in 2009.
The weed program and unsightly premises bylaws are direct enforcement programs where work is carried out and no tickets are issued. Because of the complexities in dog control services, these tickets are not suitable for the adjudication program. Most tickets involve witnesses and exhibits. Costs of the program administration and adjudication process are additional to the budgets set for 2010.

As service levels within the bylaw department evolve, the adjudication program may become a required tool. An example of this might be issuing more tickets for no dog licenses as public compliance drops off due to increased late penalties. Current limits to staff resource time for setting up the program and ongoing administration and housekeeping would be a challenge at this time.

Staff recommend that the Regional Board not participate in the Okanagan Valley Bylaw Dispute Adjudication Program. However, the Regional Board may decide to participate in the Program without expectations until such time that applicable or appropriate cases dictate the suitability to the program. Additional costs would be easier to estimate for the setup, screening and administration after the Group's first year's activities.

Respectfully submitted,

Rhoda Mueller,
Chief Bylaw Enforcement Officer

Dan Plamondon,
Director of Development Services

.pdf icon April 8 2010 Regional District of Central Okanagan Special Board Meeting Minutes (Pg. 2)

2.4 Bylaw Dispute Adjudication Program

SHEPHERD/OPHUS
THAT the Regional District of Central Okanagan not participate in the Okanagan Valley Bylaw Dispute Adjudication Program;

AND FURTHER THAT staff be directed to investigate the Okanagan Valley Program for actual costs and results in the year after its implementation.

CARRIED

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February 11, 2010 Highlights of the Regional District of Central Okanagan Regional Board Meeting

Delegation Policy Adopted

The Regional Board has adopted a new policy for requests for delegations from those wishing to appear or make a presentation to the Regional Board and Board Committee meetings. Requests to appear must be made in writing at least two weeks in advance of the scheduled Board or Committee meeting. A maximum of two delegations will be permitted per meeting and presentation may not be longer than ten minutes. Information about the new policy will be available on the Regional District website: http://www.regionaldistrict.com/boards_committees/delegation.aspx

February 11, 2010 Regional District of Central Okanagan Regular Board Meeting Minutes

2.2 Approve Delegation/Presentation Policy (All Directors - Unweighted Vote)

The Governance and Services Committee at its February 11th meeting reviewed the proposed Delegation/Presentation Policy and agreed to remove Section 7 of the draft which limited the amount of time to ten minutes to clarify questions to the respective presenters. The amended version was presented for approval.

EDGSON/JAMES
THAT the Regional Board adopt the Delegation/Presentation Policy for delegations and/or presentations appearing before the Board and Board Committee meetings.

CARRIED

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February 11, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

Item 7.1 Draft Delegation-Presentation Policy.pdf

.pdf icon February 11, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

7. Governance

7.1 Review of draft Delegation/Presentation policy
Staff report dated January 23, 2010 outlined the proposed recommendations for amendments to the draft delegation policy which the Committee reviewed at its January 14th meeting. At that time it was suggested that a presentation policy also
be considered and staff have added that policy in Section 6 of the policy draft.

It was agreed to remove Section 7.1 which limited the amount of time for clarifying questions, and that the 'Delegation Request Form' be included in the written material provided to the Board. Staff will look at whether it is possible to have
residents complete the form on line.

#GS10/10 EDGSON/OPHUS
THAT the Governance and Services Committee recommends that the Regional Board adopt the Delegation/Presentation Policy for delegations and/or presentations appearing before the Board and Board Committee meetings including the amendments as
discussed.

CARRIED

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January 14, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6.2 Review start times for Governance and Services Committee meetings

The question has been raised regarding the start times of Governance and Services Committee meetings and whether it should be moved to 10:00 a.m. The Committee discussed the pros and cons and agreed that for the remainder of the year, the start time for Governance and Services Committee meetings will be moved to an 8:30 a.m. start and reviewed at the end of the year.

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January 14, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Minutes

6. Governance

6.1 Review of draft delegation policy
In 2009, the Regional Board requested staff draft a policy on delegations to the Board and its committees. The Committee reviewed the draft noting:

What is a delegation versus a presentation? Presentations where the Board has requested someone to speak, as was done earlier in this meeting, may require more time to present and for questions, possibly 15 minutes.

Will individuals have to represent a group in order to appear? Individuals must identify their authority to speak on behalf of a group.

What is the process for reporting to the Board on petitions? The Board does not necessarily need to have a copy of the petition but should be notified one has been received.

Public Hearing input is different.
Repeat delegation requests: how do you determine what is new information? How many times do you allow an interest group to continue to come back? It was noted there are other ways to present this information ie: suggest the individual/group send the new information and it can be circulated for the Board's information. It was felt that 4.6 covers this but add -- give the discretion for the Chair or Administration to vet.

ADD: Section 8 'or by the Regional Board'.
Should open sessions be held? It was noted that unscripted time to meeting agendas can be a challenge noting that you are only hearing one side of an issue. It's important to have public input and that can be managed in various ways ie: letters to the Directors, petitions, direct communication with a Director.

ADD: When delegations are denied the right to present by the Chair and/or Administrator, the Board will be informed of the group/individual that was denied.

Staff will make the following changes to the policy.
o Clarify, identify source of authority with names.
o Develop second policy for presentations.
o Notwithstanding clause in Section 8.
o When requests are denied the Board is to be informed and the reasons why.
o Delegations are to provide written documentation to the Board in advance.

#GS05/10 SHEPHERD/HODGE
THAT staff be directed to amend the draft delegation policy as discussed and bring back to the Regional Board for final approval.

CARRIED

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January 14, 2010 Regional District of Central Okanagan Governance and Services Committee Meeting Agenda

.pdf icon Item 6.1 Delegation Policy.pdf

Governance and Services Committee Report

TO: Governance and Services Committee
FROM: Mary Jane Drouin Corporate Services Coordinator
DATE: January 4,2010
SUBJECT: Delegation Policy

Recommendation

THAT the Governance and Services Committee recommends that the Regional Board adopt the Delegation Policy for delegations requesting to appear before the Board and Board Committee meetings.

BACKGROUND
The Regional Board requested staff draft a policy on delegations to the Board and/or Board Committees. This policy provides definitions on how the Board and staff will handle delegation requests in the future including authority to act, public input during meetings, and incorporates the Regional District's new timing/lighting device once it is installed in the very near future.

Once approved, the Delegation Policy and Request Form will be added to the Regional District's website for easy access to the public.

This is for your consideration.

-------------------------------------------------

REGIONAL DISTRICT OF CENTRAL OKANAGAN
POLICY AND PROCEDURES MANUAL

Chapter: 2 CORPORATE SERVICES
Policy Resolution No: _/10
Section: 2.39 Delegation Policy
Page: 239
Resolution Date: , 2010

2.39 Delegation Policy
_/1O(RESOLUTION #)
THAT the Regional Board adopt the Delegation Policy for delegations requesting to appear before the Board and Board Committee meetings.

1. SCOPE
This Policy applies to all requests to appear as a delegation to the Board or Board Committees.

2. REASON FOR POLICY
To provide direction in the handling of requests to appear as a delegation to the Regional Board or Board Committee.

3. AUTHORITY TO ACT
3.1 The Chairperson and/or Corporate Officer or designate is granted the authority to screen and if deemed appropriate deny a request to appear as a delegation if:

  (1) the issue is not within the mandate or jurisdiction of the Regional District Board; or

  (2) if a delegation has addressed the Board on a particular issue and no new significant information is being provided.

3.2 The Chairperson and/or Corporate Officer, or designate are granted the authority to review and approve delegation requests and determine on which Board or committee agenda the delegation is to be placed.

4. POLICY
Requests to appear before the Regional Board and Board Committee shall be dealt with in the following manner:

4.1 Delegations must notify the Corporate Officer or designate no later than two (2) weeks prior to the Regional Board and/or Board Committee meetings in writing utilizing the Delegation Request Form (Appendix 1).

4.2 Delegations will be limited to two per meeting.

4.3 Delegations are limited to a maximum of ten minutes unless agreed to by 2/3 majority of the members of the Regional Board or Board Committee.

4.4 Organizations wishing to address the Regional Board or Board Committee are limited to a maximum of ten (10) minutes regardless of the number of representatives of the group wishing to speak.

4.5 Delegations are not to appear for the sole purpose of promoting an individual business.

4.6 Delegations that have previously appeared before the Regional Board or Board Committee on a subject matter will not be allowed to present again unless new information is provided relating to the matter.

4.7 Presentations by an owner or applicant, or their representative, whose Land Use development application has received a negative recommendation by staff, shall be provided an opportunity to make a presentation limited to five (5) minutes, to the Board prior to the Boards consideration of the application.

4.8 The Board shall not permit a delegation to address a meeting of the Regional Board regarding a bylaw in respect to which a Public Hearing has been held, or where a Public Hearing is required under an enactment as a prerequisite to the adoption of the bylaw.

4.9 Every petition presented to Regional Board shall include the name of the petitioner and the petitioner's address. In the case of a corporation, the authority given by the corporation to sign the petition shall be produced in connection therewith. The notice of petition shall name a spokesperson for the delegation, and shall indicate the purpose for which it is desired to appear.

4.10 The Board shall not permit a delegation to address a meeting of the Board regarding a matter to be dealt with as a grievance under a Collective Agreement.

4.11 A timing/lighting device will be used to monitor delegation(s) allotted time.

5. PROCEDURE
5.1 The following procedure will be followed for all requests to appear as a delegation before the Regional Board or Board Committee:

  (1) Written requests will be directed to the Corporate Officer or designate.

  (2) The Corporate Officer or designate will review the request and direct to the appropriate meeting.

  (3) The delegate will be notified of the decision.

  (4) Delegations approved to appear before the Regional Board or Board Committee will be:

      a) notified of the scheduled time and date of the delegation.

      b) requested to forward any supporting documentation for publication in the Agenda no later
          than the Tuesday of the week prior to the Board or Committee meeting at which they
          will be appearing.

(5) Delegations denied the opportunity to appear before the Board or Committee will be:

  a) offered the opportunity to provide written information for distribution to the Regional Board or Board Committee.

  b) informed of their right to appeal the decision to the Chair of the Board/Committee.

6. PUBLIC INPUT DURING MEETINGS
6.1 Public input may be permitted at a Regional Board or Board Committee meeting on an agenda item to a maximum of five (5) minutes per person, group, organization, body or delegation, if agreed to by 2/3 majority of the members of the Regional Board or Board Committee. Public input is not permitted on any items not on the Regional Board or Board Committee agenda

6.2 A person, other than a Board member or an officer or employee of the Regional District, shall only address the Regional Board or Board Committee during a meeting:

  a) if that person is providing a report or presentation that has been scheduled to the agenda for the meeting, or

  b) if Regional Board or Board Committee has passed a resolution to hear from that person at that time.

7. DELEGATION PROTOCOL
7.1 Persons appearing before the Regional Board as a delegation should:
  (1) address the Chair as "Mr./Madam Chair
  (2) address the Regional Board or staff through the Chair
  (3) address Directors as "Director <....>".
  (4) address Staff either by title such as, "Chief Administrative Officer" or by name such as, "Mr. Brown".

8. This policy may be varied as per RDCO Procedural Bylaw

APPENDIX 1

Delegation request form (click link to see the request form)

-------------------------------------------------------------

To facilitate constructive and effective public engagement, the following information is provided:

1. A ten-minute time limit is necessary regardless of how many people will speak. Try to leave time for questions.

2. Name of person or group and subject will be published in agenda (available to public and on internet)

3. If your material is not published in agenda, bring sufficient handouts for the Board (15 copies minimum). The RDCO will not provide reproduction services.

4. Direct your presentation to the Regional Board or Board Committee.

5. Use the microphone provided.

6. Participate with integrity. A collaborative and respectful approach is appreciated.

7. Be concise.

8. Do not expect an immediate answer - your issue may be referred to staff for more information or to another meeting for further consideration.

9. Delegations regarding any aspect of an Official Community Plan or a Zoning application are prohibited between the conclusion of Public Hearing and Adoption of the Bylaw.

10. Your presentation may not be on date requested due to prior commitments or staff resources. Your delegation is not confirmed until you are contacted by RDCO staff to confirm your place on the agenda.

Helpful Suggestions:

Arrive in advance of the meeting start time as delegations are heard as one of the first items of business.
Turn off cell phones and pagers.
Be prepared.
Have purpose.
Support your position with facts.
Consider the big picture, as many issues are inter-related and shouldn't be considered in isolation.
State your request, if any.
Provide the Recording Secretary with any relevant notes if not handed out or published in the agenda.
I understand ....

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.pdf icon January 14, 2010 Regional District of Central Okanagan Regular Board Meeting Minutes

.pdf icon 1.1 Approve Delegation Policy (All Directors - Unweighted Vote)

WITHDRAWN FROM THE AGENDA to be discussed at a future meeting

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.pdf icon April 11, 2010 Highlights of the Regional District of Central Okanagan Regular Board Meeting

Official Community Plan Bylaw Enforcement

The Regional Board has adopted amendments to the Municipal Ticket Information Bylaw allowing designated staff to enforce the Official Community Plans (OCP) for Ellison, Westside and North Westside. This replaces the previous complaint driven enforcement policy and will allow staff to monitor and react to violations at development sites before irreparable damage is done.

.pdf icon April 11, 2010 Regional District of Central Okanagan Regular Board Meeting Agenda

.pdf icon Item 7.2 OCP Bylaw, Enforcement Policies.pdf

REPORT

To: Chair and Members of the Regional Board
From: Kelly Roth, Director of Inspection Services
Date: March 16, 2005
Re: Official Community Plan Bylaw, Enforcement Policies

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Recommendation:

That the Board authorize staff to enforce the Ellison, Westside and North Westside Official Community Plans provisions in a proactive manner and that the Board give three readings and adopt the attached Municipal Ticket Information Bylaw amendment that provides ticketing offences for Official Community Plan Bylaw Violations.

Background:
It has become apparent that complaint driven enforcement of the Official Community Plan Bylaw provisions are not an effective way to reach the values that are sought after through an Official Community Plan. Few, if any people complain that the provisions of an Official Community Plan are not being met, therefore significant work can be carried out on development sites and the values that were planned to be addressed as part of the sites development are damaged or lost. Allowing staff to monitor and react to violations of the requirements of an Official Community Plan will place the Regional District of Central Okanagan in a better position to have the communities develop in accordance with our various plans.

Yours truly,
Kelly Roth
Director of Inspection Services

.pdf icon April 11, 2010 Regional District of Central Okanagan Regular Board Meeting Minutes

7.2 Official Community Plan Bylaw, Enforcement Policies (All Directors - Unweighted Vote)

Regional District of Central Okanagan Ticket Information and Utilization Amendment Bylaw No. 1111, 2005, 1st, 2nd and 3rd readings, and Adoption (All Directors - Unweighted Vote)

This bylaw amendment replaces the previous complaint driven enforcement policy and will allow staff to monitor and react to violations at development sites before irreparable damage is done. Staff will notify UDI of the change in order to communicate this to developers.

The question was raised whether the Regional District has photographic information of the current land characteristics? Staff noted that in 2002 orthophotos of Westbank were completed and last spring JoeRich/Ellison was done. The remainder of the Westside will be completed this year.

#158/05 DINWOODIE/HARRIMAN
THAT the Board authorize staff to enforce the Ellison, Westside and North Westside Official Community Plans provisions in a proactive manner;

AND FURTHER THAT Regional District of Central Okanagan Ticket Information and Utilization Amendment Bylaw No. 1111, 2005 be given first, second and third readings, reconsidered and adopted this 11th day of April 2005.

CARRIED

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