THE CORPORATION OF THE CITY OF VERNON

MINUTES OF THE SPECIAL MEETING OF COUNCIL

Monday, December 04, 2023 at 9:00 A.m. - 10:00 A.m.

CITY HALL COUNCIL CHAMBER

3400 30 Street

Vernon B.C.

Mayor and Council Members Present:

• Mayor V. Cumming
• T. Durning
• K. Fehr
• K. Gares
• B. Guy
• A. Mund
• B. Quiring

Staff Present:

• P. Bridal, Chief Administrative Officer
• K. Poole, Director, Corporate Administration
• J. Nicol, Corporate Officer
• D. Law, Director, Financial Services
• J. Rice, Director, Operation Services
• D. Lind, Chief, Fire Rescue Services
• A. Hofsink, Deputy Chief, Operations
• B. Bandy, Manager, Real Estate
• B. DeDood, Assistant Manager, Protective Services
• C. Isles, Deputy Corporate Officer
• C. Ovens, General Manager, Public Works
• D. Pridham, Manager, Recreation Operations
• G. Lefebvre, Manager, Aquatics
• G. Mulligan, Manager, Infrastructure Systems
• I. Adkins, Manager, Roads, Drainage and Airport
• J. Winquist, Communications Officer
• M. Dowhaniuk, Manager, Infrastructure
• S. Patterson, Director, Human Resources
• S. Wright, Manager, Community Recreation
• S. Kozin, Manager, Water Reclamation
• S. Melenko, Info. Tech I
• S. Mitchell, Manager, Recreation Facilities
• T. Martens, Manager, Financial Planning & Reporting
• T. Christiansen, Manager, Operations Administration
• D. Devries, Transportation Planner
• M. Podger, Manager, Fleet Services
• J. Blood, Director, Recreation Services
• T. Barton, Director, Planning and Community Services
• K. Satchell, Manager, Information Services
• G. Gaucher, General Manager, Municipal Support Services

Also Present:

• Supt. S. Baher, OIC, Vernon RCMP

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1.

CALL SPECIAL MEETING TO ORDER

Mayor Cumming called the Special Meeting to order at 9:01 am. 

1.a

Land Acknowledgement

As Mayor of the City of Vernon, and in the spirit of this gathering, I recognize the City of Vernon is located in the traditional territory of the Syilx People of the Okanagan Nation.

2.

ADOPTION OF AGENDA

• Moved by: Councillor Gares
  Seconded by: Councillor Mund

  THAT the Agenda for the December 4 and 5, 2023 Special Meeting of Council be adopted.

  CARRIED

3.

NEW BUSINESS

3.a

2024 - 2028 Financial Plan

The Chief Administrative Officer provided an overview of the proposed Budget for 2024. 

The following points were reviewed:

• Development is busy in the City and continues to be strong as we move into 2024
• We anticipate an increase in taxation due to newly constructed homes and facilities
• 11 service level adjustments brought forward for consideration - total of 1.31% is all approved
• Infrastructure program has now met its 10 year commitment, program generates $7.2M
• Capital program has already been endorsed by Council
• Budget process began in June 2023 with the goal of not requiring a budget increase greater than 4%
• One time changes for Rec Services - budget amended due to the successful fee for service agreement with Coldstream and Areas B and C
• Rec Services tax funding equals $527,000 or 0.98%
• Estimated non market change of $630,000 based on preview roll from BC Assessment 
• Tax base overall for 2024 is $55,531,000
• Total tax funded and service level adjustments of $1,530,000
• Overall tax increase proposed to be 6.39% 
• Administration is not recommending $525,000 service level adjustment for Parks as we are currently conducting an organizational management plan that will be brought forward for next year
• Expected tax impact for 2025 is $2,793,000 - 5.03% which includes the 3.5% for the Active Living Centre

The Director, Financial Services reviewed the process proposed for review of the 2024 - 2028 Financial plan.  Different scenarios were outlined along with an overview of the pre approved Service Level Adjustment's. 

3.b

Divisional Budget Review, including Change Requests

3.b.1

RCMP (P. 346)

• Moved by: Councillor Mund
  Seconded by: Councillor Durning

  THAT Council receives and approves, in principle, the 2024 RCMP Contract, in the amount of $12,721,085, as presented.

  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Fehr

  THAT Council approves, in principle, the following Change Request to the 2024 RCMP Contract Budget:

  • 4086 *Additional 2 RCMP Members
    $463,232 (Taxation)
  CARRIED

3.b.2

Fire Rescue Services (P. 167)

Councillor Durning left the meeting at 9:57am and returned at 9:59 am. 

• Moved by: Councillor Mund
  Seconded by: Councillor Quiring

  THAT Council receives and approves, in principle, the 2024 Fire Rescue Services Divisional Budget, in the amount of $8,670,017, as presented.

  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council approves, in principle, the following Change Request to the 2024 Fire Rescue Services Divisional Budget:

  • 4085 * 4 Additional Firefighters (mid-year start)
    $240,000 (Taxation)
  CARRIED
• Moved by: Councillor Guy
  Seconded by: Councillor Durning

  THAT Council approves, in principle, the following Change Request to the 2024 Fire Rescue Services Divisional Budget:

  • 4082 * FireSmart Coordinator Position
    $104,009 (Taxation)
  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Durning

  THAT Council approves, in principle, the following Change Request to the 2024 Fire Rescue Services Divisional Budget:

  • 4106 * Fire Rescue Vehicle Operating Component
    $3,000 (Taxation)
  • 4099 * Fire/Rescue Vehicle Purchase (reserve-funded)
    $69,000 ($23,000 - Climate Action Reserve, $46,000 - Prior Year Uncommitted Unexpended Balance)
  CARRIED
• Moved by: Councillor Durning
  Seconded by: Councillor Fehr

  THAT Council approves, in principle, the following Change Request to the 2024 Fire Rescue Services Divisional Budget:

  • 4100 * Electric Vehicle Fire Suppression Equipment (reserve-funded)
    $80,000 (Climate Action Reserve)
  CARRIED

3.b.3

Operation Services (P. 189)

3.b.3.1

Operations General (P. 193)

• Moved by: Councillor Fehr
  Seconded by: Councillor Durning

  THAT Council receives and approves, in principle, the 2024 Operations General Department Budget, in the amount of ($712,578), as presented.

  CARRIED

3.b.3.2

Infrastructure (P. 196)

• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council receives and approves, in principle, the 2024 Infrastructure Department Budget, in the amount of $715,797, as presented.

  CARRIED
• Moved by: Councillor Quiring
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Infrastructure Department Budget:

  • 4089 * Senior Project Manager – funding change
    $116,000 ($81,000 – Infrastructure levy reserve, $35,000 – Sewer Fund)
  CARRIED
• Moved by: Councillor Quiring
  Seconded by: Councillor Mund

  THAT Council approves, in principle, the following Change Request to the 2024 Infrastructure Department Budget:

  • 4098 * GIS/Asset Management Analyst – conversion from temporary to permanent starting in 2025
  CARRIED

3.b.3.3

Public Works (P. 199)

• Moved by: Councillor Durning
  Seconded by: Councillor Guy

  THAT Council receives and approves, in principle, the 2024 Public Works Department Budget, in the amount of $6,354,498, as presented.

  CARRIED

3.b.3.4

Parks Services (P. 224)

• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council receives and approves, in principle, the 2024 Parks Department Budget, in the amount of $4,011,150, as presented.

  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council approves, in principle, the following Change Request to the 2024 Parks Department Budget;

  • 4092 * Carlson Park – west trail maintenance
    $5,000 (Taxation)
  CARRIED

3.b.3.5

Facility Services (P. 279)

• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council receives and approves, in principle, the 2024 Facilities Department Budget, in the amount of $1,709,478, as presented. 

  CARRIED

3.b.3.6

Fleet Services (P. 308)

• Moved by: Councillor Guy
  Seconded by: Councillor Mund

  THAT Council receives and approves, in principle, the 2024 Fleet Department Budget, with no increase, as presented.

  CARRIED
• Moved by: Councillor Gares
  Seconded by: Councillor Mund

  THAT Council approves the following Change Request to the 2024 Fleet Department Budget:

  • 4107 * Slip-in Flushing/Anti-Icing unit purchase (reserve-funded)
    $150,000 (Prior Year Uncommitted Unexpended Balance)
  CARRIED

4.

RECESS

Mayor Cumming called a recess at 10:56 am, Public Input will begin at 11:00 am. 

5.

RECONVENE

Mayor Cumming reconvened the meeting at 11:03 am and opened Public Input. 

6.

Public Input (11:00 am)

Dawn Tucker 

• Parks -  who decides which parks to close and which to open during winter, one issue is the gate at Lakeshore Park, the Park is no longer accessible as no one is opening or closing the gate 
• Development Positions - Is the Planning Department sufficiently resourced? How many "Long Range Planning and Sustainability" staff do we currently employ
• Why are Vernon Tax payers the only ones on the hook for the Active Living Centre
• Vernon residential sewer customers on the hook for sewer upgrades
• How will Council ensure that the District of Coldstream pays its share of future Vernon sewer plant upgrades
• Irrigation water rates have been frozen for many years. With the irrigation system requiring expensive repairs, is Council prepared to share any of these costs with the actual users of this irrigation water
• Polson Park project will disrupt the windmill and Ogopogo landmarks, will these be removed during construction and replaced once complete
• Transportation department communications not being addressed due to staffing. No continuity with changes to manager position. 
• When is the Development Approvals Department expected to be sufficiently resourced and how much more does Council expect to invest in approving development
• The City lowered Development Cost Charges in 2020, is the City prepared to review this. Developers should have to pay a fair share of infrastructure costs
• Parking downtown - concern with proposed Cultural Centre, losing parking lot and no plan in place to replace. Why has no underground parking been considered? 
• Great work with planning for wildfires but when alert issued, some people, particularly seniors, have no internet or app availability. What are we doing long term to plan for possible evacuation event, is there a plan in place? Have we told people, have we done mock drills? What happens if we have to actually evacuate the City. If the time comes there won't be enough RCMP, Fire Services etc to conduct full scale evacuation. What happens if a fire sweeps through downtown. 

Jeff Moore 

• Reporting process of financial state of past, present and future referendum projects -  Kal Tire Place, Greater Vernon Athletic Park, Active Living Centre, proposed Cultural Centre, Performing Arts Centre
• Would like to understand how these are being paid down year over year and status of loans. Not able to find anything in financial plan regarding the multiple referendum loans. Is there some other document that can be released to advise the public of the status to allow for future decision making and celebration of completed projects. Why do residents not receive a reduction in property taxes once assets are paid for? 

Mayor Cumming - projects requested include Performing Arts Centre, Kal Tire Place, Kal Tire Place North, and Greater Vernon Athletic Park - all 4 have been jointly funded with the Regional District of North Okanagan. The Performing Arts Centre and Kal Tire Place have been paid for and announcements made however agree this information should be more readily available.  Kal Tire Place North and Greater Vernon Athletic Park are in payment stages. This information is tracked by the Regional District of North Okanagan rather than the City of Vernon however Council will address with the Regional District board. 

7.

NEW BUSINESS CONT'D

7.a

Divisional Budget Review, including Change Requests Cont'd

7.a.1

Operations Services Cont'd

7.a.1.1

Utilities (Storm, Water, Sewer, Utility)(P. 321)

• Moved by: Councillor Durning
  Seconded by: Councillor Guy

  THAT Council receives and approves, in principle, the 2024 Utilities Department Budget (including Storm, Water Services and Sewer Utility Services), in the amount of $379,049, as presented.

  CARRIED

7.a.1.2

Vernon Water Reclamation Centre (P. 321)

• Moved by: Councillor Gares
  Seconded by: Councillor Fehr

  THAT Council receives and approves, in principle, the 2024 Vernon Water Reclamation Centre Department Budget, with no increase, as presented.

  CARRIED

7.a.2

Capital Budget (P. 452)

• The following resolution was ratified and confirmed at the November 6, 2023 Regular Open meeting:

  ‘THAT Council receive the memorandum titled “2024 Infrastructure Program” dated October 30, 2023 and respectfully submitted by the Manager, Infrastructure;
  AND FURTHER, that Council support the 2024 Infrastructure Program as presented and detailed in the memorandum titled “2024 Infrastructure Program” dated October 30, 2023;
  AND FURTHER, that Council endorse early budget approval for Project #2024-08 Pleasant Valley Road At 39th Avenue Roundabout, Project #2024-09 32nd Avenue Reconstruction – 20th Street to 18th Street and Project #2024-18 Spray Irrigation Infrastructure Replacement and Renewal.’
• Moved by: Councillor Mund
  Seconded by: Councillor Guy

  THAT Council ratifies and confirms the following resolution adopted at the November 27, 2023 Committee of the Whole meeting of Council:

  'THAT Council endorse Year 1 (2024) of the Rolling 5 Year Infrastructure Program - 2024-2028 and supports in principle years 2025-2028 (subject to Council's Strategic Plan), contained in Attachment 1 of the report titled "Rolling 5 Year Infrastructure Program - 2024-2028", dated November 7, 2023 and respectfully submitted by the Manager, Infrastructure. '

  CARRIED

7.a.3

Planning & Community Services (P. 91)

• Moved by: Councillor Mund
  Seconded by: Councillor Quiring

  THAT Council receives and approves, in principle, the 2024 Planning and Community Services Divisional Budget, in the amount of $5,050,824, as presented.

  CARRIED
• Moved by: Councillor Guy
  Seconded by: Councillor Mund

  THAT Council approves, in principle, the following Change Requests to the 2024 Planning and Community Services Divisional Budget:

  • 4083 * Conventional Transit Expansion – new Route 10 & holiday service
    $43,500 (Taxation)
  • 4084 * Custom Transit Expansion – Sunday & holiday service
    $9,600 (Taxation)
  • 4088 * Conventional Transit Expansion – increase in donations of service
    $6,000 (Taxation)
  CARRIED
• Moved by: Councillor Guy
  Seconded by: Councillor Mund

  THAT Council approves, in principle, the following Change Request to the 2024 Planning and Community Services Divisional Budget:

  • 4090 * Plans Examiner Position – conversion from temporary to permanent
    $47,430 (Taxation)
  CARRIED
• Moved by: Councillor Guy
  Seconded by: Councillor Gares

  THAT Council approves, in principle, the following Change Request to the 2024 Planning and Community Services Divisional Budget:

  • 4097 * Current Planning Manager Position
    $151,000 (Taxation)
  CARRIED

7.a.4

Recreation Services (P. 350)

• Moved by: Councillor Gares
  Seconded by: Councillor Mund

  THAT Council receives and approves, in principle, the 2024 Recreation Services Divisional Budget, in the amount of $3,470,459, as presented. 

  CARRIED

7.a.5

Human Resources (P. 179)

• Moved by: Councillor Guy
  Seconded by: Councillor Quiring

  THAT Council receives and approves, in principle, the 2024 Human Resources Divisional Budget, in the amount of $2,000,355, as presented. 

  CARRIED

7.a.6

Administration / Council (P. 85)

• Moved by: Councillor Gares
  Seconded by: Councillor Durning

  THAT Council receives and approves, in principle, the 2024 Administration/Council Divisional Budget, in the amount of $1,009,133, as presented. 

  CARRIED

7.a.7

Financial Services (P. 147)

• Moved by: Mayor Cumming
  Seconded by: Councillor Gares

  THAT Council direct Administration to withdraw $50,000 allocated to the O'Keefe Ranch from the Financial Services Operating Budget;

  AND FURTHER, that Council directs Administration to bring forward a comprehensive assessment of O'Keefe Ranch in early 2024.

  WITHDRAWN
• Moved by: Councillor Mund
  Seconded by: Councillor Fehr

  THAT Council receives and approves, in principle, the 2024 Financial Services Divisional Budget, in the amount of ($5,158,079), as presented

  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Financial Services Divisional Budget:

  • 4080 * Financial Analyst Position 
    $130,012 (Taxation)
  CARRIED
• Moved by: Councillor Fehr
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Financial Services Divisional Budget:

  • 4081 * Utility Clerk Position (0.6 FTE) 
    $48,000 (Taxation)
  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Gares

  THAT Council not support the following Change Request to the 2024 Financial Services Divisional Budget:

  • 4101 * O’Keefe Ranch additional funding (reserve-funded) 
    $100,000 (Prior Year Uncommitted Unexpended Balance)
  CARRIED
• Moved by: Councillor Gares
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Financial Services Divisional Budget:

  • 4103 * Library Sunday Openings 
    $18,529 (Taxation)
  CARRIED

7.a.8

Corporate Administration (P. 117)

• Moved by: Councillor Mund
  Seconded by: Councillor Fehr

  THAT Council receives and approves, in principle, the Corporate Administration Divisional Budget, in the amount of $6,591,905, as presented. 

  CARRIED
• Moved by: Councillor Guy
  Seconded by: Councillor Mund

  THAT Council approves, in principle, the following Change Request to the 2024 Corporate Administration Divisional Budget:

  • 4087 * Bylaw Compliance Traffic Controller hours (0.2 FTE)
    $14,346 (Taxation)
  CARRIED
• Moved by: Councillor Durning
  Seconded by: Councillor Fehr

  THAT Council approves, in principle, the following Change Request to the 2024 Corporate Administration Divisional Budget:

  • 4091 * Information Services Technician Position
    $102,000 (Taxation)
  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Corporate Administration Divisional Budget:

  • 4093 * RCMP Support – Reader/Analyst Position
    $114,420 (Taxation)
  CARRIED
• Moved by: Councillor Fehr
  Seconded by: Councillor Guy

  THAT Council approves, in principle, the following Change Request to the 2024 Corporate Administration Divisional Budget:

  • 4094 * RCMP Support – Court Liaison hours (0.4 FTE)
    $29,999 (Taxation)
  CARRIED
• Moved by: Councillor Mund
  Seconded by: Councillor Durning

  THAT Council not approve, at this time, the Parks Asset Management Plan Funding in the amount of $525,000.

  For (4)

  Mayor Cumming, Councillor Mund, Councillor Quiring, and Councillor Guy

  CARRIED (4 to 3)

8.

RECESS MEETING

Mayor Cumming called a recess at 2:18 pm, Public Input will begin at 3:00 pm. 

9.

RECONVENE

Mayor Cumming reconvened the meeting at 3:00 pm and opened Public Input.

10.

Public Input (3:00 pm)

Rob Fraser 

• Concerned with the trajectory of taxes in the City - expecting hefty increase this year 
• Budget process - once it's adopted, that is the actual budget and should not change.  
• Pg. 65 2023 budget - total expenditures Pg 71. no reference to adopted budget but rather to amended budget
• No mention of fiscal discipline in the Financial Plan
• High percentage of expenditures fit into must do category, others in should do.  
• Small category of could do or nice to do, only way to get there is to challenge presenters
• FireSmart position as example - money should not be put elsewhere
• Tax funds vs. Reserve funds
• Budget feedback survey should be kept open to July 1 

Dawn Tucker

• 8100-8200 block of Okanagan Landing Road pooling and icing - hazard should be recognized with proper resources to sand the road
• Master drainage plan for Predator Ridge will impact lake quality, encourage commitment to ensure sewer connectivity to all of Vernon's neighbourhoods
• Encourage City to investigate integrity of McKay Reservoir and accompanying receiving ponds and control structure. Leaking reservoir is causing E.coli run off
• More bus stops around city core with covered shelter 
• O'Keefe Ranch - residents will be surprised at what was discussed today ie insurance, loan and the amount of money being given. Need to consider what is OKeefe Ranch to us, how many buildings are heritage, how many buildings have been altered. 
• RCMP - can we keep non emergency open for Saturdays
• Parks - maintenance plan, examples Girourard Cabin, Polson Park clock garden - a lot of parks in disrepair, need attention. 

• Moved by: Councillor Fehr
  Seconded by: Councillor Durning

  THAT Council receives and endorses the 2024 Divisional Budgets and all approved Service Level Adjustments, with the two additional RCMP Members to be funded from the RCMP Contingency Reserve, as presented at the December 4, 2023 Special Meeting.

  For (5)

  Councillor Fehr, Councillor Gares, Councillor Mund, Councillor Durning, and Councillor Guy

  CARRIED (5 to 2)

11.

LEGISLATIVE MATTERS

12.

CLOSE

• Moved by: Councillor Gares
  Seconded by: Councillor Quiring

  THAT the Special Meeting of Council be adjourned. 

  CARRIED
• Mayor Cumming closed the Special Meeting of December 4, 2023 at 3:47 pm.