Courtenay Council Meeting Highlights for September 25

This update covers highlights from the September 25, 2024, Council meeting. If there is something from the meeting that you would like more detail on, the full agenda, video and minutes (when available) of each meeting are posted on the City of Courtenay’s website at www.courtenay.ca/councilmeetings. 

Council respectfully acknowledged that the lands on which this meeting was conducted are the Unceded traditional territory of the K’ómoks First Nation.

Announcements

The Mayor, on behalf of Council, recognized that September 30 marks the National Day for Truth and Reconciliation. He noted that the City of Courtenay will raise the "Every Child Matters" flag on September 27 in honour of the children forcibly taken from their families and communities to attend residential schools.

The Mayor encouraged the community to mark September 30, a federal statutory holiday, by joining the Comox Valley Spirit Walk and wearing orange, which symbolizes the loss of culture, freedom and self-esteem that Indigenous children endured for generations.

Delegations

Comox Valley Food Policy Council - Update
An in-person presentation was given by the Co-Chair of the Comox Valley Food Policy Council (CVFPC), Naomi Robert. The CVFPC is coordinated by LUSH Valley Food Action Society, with financial support from the Comox Valley Regional District. It examines the operation of our local food system, providing ideas and policy recommendations for how it can be improved.

During the presentation, Robert highlighted the group's 2023-24 Annual Report and accomplishments from the last fiscal year, which included stepping into cross-jurisdictional work, connecting members across municipalities and silos, celebrating federal funding for national school food programs and a focus on emergency planning and drought preparedness after yet another summer of forest fires and heat domes.

Comox Valley Arts - Update
An in-person presentation was given by the Comox Valley Arts’ Executive Director (ED), Jennifer Casey, who provided an update to Council on community projects completed during their operating year. Comox Valley Arts supports, promotes and celebrates our vibrant and inclusive arts community by actively educating and promoting the Comox Valley as a creative and dynamic arts-producing centre.

Project highlights included laying the groundwork for Summer Pulse on the Plaza, initiating conversations about a public art policy, and the creation of a pilot program called Digital Creation Hub.

Casey also introduced Jemima Thomas over Zoom, who will be the interim ED in Casey’s absence. Thomas highlighted goals for next year, including growing and deepening key partnerships, diversifying their audience and expanding promotional networks.

Staff Reports

Development Variance Permit No. 2407- 844 3rd Street
The property owners of 844 3rd Street are seeking variances to rear yard, northeast side yard and landscape screening requirements of Zoning Bylaw No. 2500, 2007 in order to permit the conversion of an existing nonconforming (side and rear yard setback siting) combined garage, workshop, and carport into a one-storey, detached accessory dwelling unit with small workshop and carport. Council approved this permit with variations.

Temporary extension of designated work hours at 1540-2751 Cliffe Avenue
Council approved a temporary extension of designated work hours from 10:00 p.m. to 7:00 a.m., Monday to Friday, and 10:00 p.m. to 8:00 a.m. on weekends for three weeks beginning September 26, 2024, until October 17, 2024. This applies to the construction works regulated under building permit BP015649 for the subject property located at 1540-2751 Cliffe Avenue (CIBC).

Audit Service Plan for year ending December 31, 2024
Council appointed MNP LLP as the City’s auditors for 2024, and approved the 2024 Audit Service Plan as presented for the year ending December 31, 2024. The Audit Service Plan documents the overall approach and the general arrangements for the conduct of the 2024 audit. Its purpose is to help Council understand both the scope of, and the approach to, the audit work. MNP LLP will be commencing preliminary on-site audit work by late October 2024 with the goal of finalizing audit work mid-April 2025. 

Grant-in-Aid program 2024
Upon completion of the one-year trial arrangement between the City and the Comox Valley Community Foundation (CVCF) for the administration and distribution of the City’s Grant-in-Aid program, Council agreed to continue the partnership by entering into a three-year agreement with the CVCF.

The Grant-in-Aid program distributes funds to eligible community service organizations. There were a total of ten recipients during 2023/24, including Project Watershed Society, LUSH Valley Food Action Society, and Upper Island Women of Native Ancestry Society. The full list of recipients can be found in the staff report. Council adopted Grant-in-Aid and other forms of Financial Support Policy 1850.00.04.

2024 Volunteer and Composite Fire Departments Equipment and Training – Grant Application
Based on the September 25, 2024, staff report, “2024 Volunteer and Composite Fire Departments Equipment and Training – Grant Application,” Council approved OPTION 1: authorizing an application made to the Union of BC Municipalities Community Emergency Preparedness Fund for $23,000 to be used in 2025 to purchase portable radio equipment. Replacing radios with modern, durable units will help ensure that communication lines remain open, reducing risks to both firefighters and the community.

Strategic Cultural Plan Update – Draft Report
Council received the draft Strategic Cultural Plan and directed staff to proceed with the next steps towards its completion as detailed in the staff report. Initiated in 2023, the Strategic Cultural Plan is a 2023-2026 Strategic Priority that is supported by several City policy and background documents: Cultural Services Review (2019), Parks and Recreation Master Plan (2019), and Official Community Plan (2022).

Internal Reports and Correspondence

Cart Exchange Portal Launch
Council received the "Cart Exchange Portal Launch" briefing note. The note informed Council of the start of the City’s Solid Waste Cart Exchange Program, including details related to the communications, implications and exchange options.

Operational Implications – Downtown Courtenay Business Improvement (DCBIA) Garbage Can Additions
Council received the "Operational Implications – DCBIA Garbage Can Additions" briefing note. The note provided an overview of the existing garbage collection program, including service levels, program costs and the financial implications of program expansion.

Council Reports
Members of Council are given the opportunity to describe various meetings and events they have attended. See attachments in the agenda with submitted written reports.

In Camera Resolution

Council closed the meeting to the public for private discussions pursuant to the Community Charter subsections 90 1 (b).

Mayor Wells terminated the open portion of the meeting at 5:55 p.m. Following the conclusion of the in-camera portion of the meeting, Mayor Wells terminated the meeting at 6:26 p.m. The next meeting is Wednesday, October 9, and will be available on the City of Courtenay’s website at www.courtenay.ca/council