governance and operations committee - 26 nov 2018

AGENDA

FOR THE GOVERNANCE AND OPERATIONS COMMITTEE MEETING

TO BE HELD MONDAY, NOVEMBER 26, 2018 COMMENCING AT 4:30 P.M.

IN COMMITTEE ROOM #2 IN CITY HALL

Page

1. OPERATIONAL REPORTS

2 - 52 1.1 Dan Rodlie, Communities in Bloom Committee

2. GENERAL GOVERNMENT/FINANCE

53 - 54 2.1 December 2018 Operations - City Hall

RECOMMENDATION: That Council authorize the closure of City Hall from Monday, December 24 through Friday, December 28, 2018.

55 - 56 2.2 Local Government Leadership Academy - 2019 Elected Officials' Seminar

RECOMMENDATION: That Council determine interest in sending members to the LGLA elected officials' seminar and approve the expenditure as required.

3. GRANTS-IN-AID / SPONSORSHIPS

57 - 59 3.1 Report on Grants to Organizations dated November 21, 2018

RECOMMENDATION: That the report be received.

60 - 62 3.2 Boxing Day Classic - Request for Prize Donation

63 - 66 3.3 Trail Retirees Curling Club - Request for Rental Waiver

4. ADJOURNMENT

of 66

AGENDA ITEM #1.1

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AGENDA ITEM #1.1


AGENDA ITEM #1.1


Evaluation Form

2018 City of Trail,

British Columbia

AGENDA ITEM #1.1


2018 Evaluation Form

2 | P a g e T r a i l , B r i t i s h C o l u m b i a , C a n a d a

AGENDA ITEM #1.1




Community: City of Trail Province: British Columbia Category: Class of Champions - Small

Tidiness 131.00 / 150.00 Environmental Action 126.25 / 150.00 Heritage Conservation 125.50 / 150.00

Urban Forestry 141.25 / 175.00 Landscape 167.25 / 200.00 Floral Displays 154.50 / 175.00 Total 845.75 / 1000.00

Percentage : 84.58%

Bloom rating: 5 Blooms – Bronze

Five Blooms - Bronze Bloom rating: Up to 55%: 1 bloom. 56% to 63%: 2 blooms. 64% to 72%: 3 blooms 73% to 81%: 4 blooms. >82%: 5 blooms.

National and International Edition, for evaluated communities only. 82 to 83.9%: 5 Blooms. 84 to 86.9%: 5 Blooms (Bronze). 87 to 89.9%: 5 Blooms (Silver). 90% and over: 5 Blooms Gold

Mention: Teck Environmental Stewardship and Financial Support Representative (s) of Community Name: Carol Dobie Function: Trail Councillor

Name: Dan Rodlie Function: CiB Chair

Name: Lana Rodlie Function: CiB Volunteer

Judges

Name: Cliff Lacey Name: Cynthia Boyd

Evaluation date: July 26, 2018

AGENDA ITEM #1.1




IMPORTANT NOTES:

Evaluation is adjusted to the climate and environmental conditions of the community.

Some aspects of the evaluation might not be applicable: scoring will be prorated.

The score will vary from the previous year based on the facts that the evaluation form is subject to modifications each year and that the scores are based on the perception of the current judges.

SECTORS OF EVALUATION Municipal:

- Municipal properties, parks and green spaces, streets, streetscapes

- Properties owned and run by municipality such as museums, historical sites

Business and Institutions:

Properties owned and managed by

- Business: commercial sector, shopping centres, commercial streets, industrial parks, manufacturing plants

- Institutions: schools, universities, churches, hospitals, service and community organization buildings (such as YMCA, Legion), private museums, Government and Crown Corporations buildings (such as Canada Post, provincial and federal parks, etc.)

- Tourism bureaus and Chamber of Commerce offices

- Farms: in rural communities, farms can be considered in this section

Residential:

- Citizens and citizen groups acting within their own properties

- Residential property owners, rate payer groups

Community Involvement:

The principle of community involvement is so fundamental to the program that it is considered in each segment of the evaluation.

- Individuals, community organizations, citizen groups (includes youth programs) – all contributing to various aspects of community improvement, including municipal spaces maintained through the efforts of volunteers and community

- Organized clubs such as horticultural societies, garden clubs, community associations, school groups

- Service clubs such as Rotary, Lions, Optimist

- Participation (financial and/or in-kind or employee participation) by the municipality, businesses and institutions.

AGENDA ITEM #1.1




GENERAL COMMENTS AND SUGGESTIONS

Congratulations on achieving 5 Blooms - Bronze in the Class of Champions, Small Community category in the National Communities in Bloom Program. Given the City’s long and successful record in the program, the judges recommend you enter this category once again in 2019, as you have consistently performed at a very high standard over the 16 years you have been in the Communities in Bloom Program. Well done! One can only marvel at the City of Trail! With its rich ethnic diversity and heritage, stunning public gardens and parks, beautiful Riverfront Esplanade, and fully operational industrial core, Trail offers so much to residents and visitors alike. The local CiB committee and its many volunteers and supporters have had an enormous influence on the beautification of this City. Teck Resources supports projects and programs of the local CiB committee in Trail (and the national CiB) which has resulted in the success of these initiatives. The local CiB in partnership with the City of Trail has converted many of their flower containers to self-watering planters. To conserve water and save City crews from additional tasks surrounding irrigation, these planters have been incredibly useful to the community. They are extremely attractive with harmonious plantings that feature a combination of annuals, trailing vines, and summer bulbs. Tidy, clean, and continuously maintained, the garden beds, public parks, and landscaping throughout the City of Trail are a treat to behold. Sculptures form impressive backdrops to many of the notable areas of the City such as Veterans Square and the Family Park. The incredible array of painted murals depicting the cultural heritage of Trail are so varied and numerous, it is no wonder that visitors frequently return to this City to admire them all! The City of Trail has managed and maintained trees throughout the community, and in nearby areas such as Tadanac. Please continue to update your tree inventory as well as managing your program to replenish and replant the tree canopy when the more mature trees are no longer viable (due to age or storm damage). The local CiB have worked in partnership with both, the Scottish and Italian communities, on several heritage-related projects and developments: notably the Scottish tartan banners near Gyro Park and the Colombo Piazza in the downtown area. The Gulch forms a wonderful “Italian” neighbourhood in the heart of Trail. Residential properties throughout this neighbourhood are filled with amazing little gardens. The dry stack rock walls within this neighbourhood are an incredible legacy of the dedicated and diligent stone masons of the Trail community. Mounted on these walls are beautiful bronze plaques which pay tribute to this craftsmanship. The City of Trail has implemented water conservation and energy saving initiatives that are commendable for a City of this size.

AGENDA ITEM #1.1




The children and youth of Trail are involved in many of the CiB committees’ garden plantings. Volunteers throughout Trail diligently pick up litter along streets and on stairways, individual businesses maintain attractive store fronts, and the Graffiti Grannies continue to monitor and remove tagging wherever they see it. All these efforts by residents young and old are a testament to the civic pride so evident in the City of Trail. Working in partnership with so many organizations, the CiB committee has had a phenomenal impact on the community of Trail: The Silver City that continues to shine! On a personal note, the judges thank the Communities in Bloom committee for providing us with such a warm welcome to the City. We certainly experienced the unique ethnic characteristics of the City with some of your planned activities. It was great! We do hope Trail continues in its pursuit of excellence in the Communities in Bloom Program in 2019.

AGENDA ITEM #1.1




AGENDA ITEM #1.1




TIDINESS Tidiness includes an overall tidiness effort by the municipality, businesses, institutions and the residents throughout the community. Elements for evaluation are parks and green spaces, medians, boulevards, sidewalks, streets; municipal, commercial, institutional and residential properties; ditches, road shoulders, vacant lots, signs and buildings; weed control, litter clean-up (including cigarette butts and gum), graffiti prevention/removal and vandalism deterrent programs.

Max Actual

Municipal

Overall Impressions Tidiness, order, cleanliness and first impressions 10 8.25

Anti-litter Community anti-litter awareness programs 10 8.5 Regulations Effective bylaws, programs and policies and enforcement; litter control, unsightly private property maintenance by-laws, graffiti prevention and eradication, graffiti removal kits to residents

10 8.75

Cleanliness Of public green infrastructure: parks, streetscapes (sidewalks, planters, urban signage and furniture such as benches, litter and recycling containers etc.) 15 13.75

Municipal Properties Appearance Visual appeal and condition of municipal buildings and properties (including city hall grounds), 15 13.25

Business & Institutions

Overall Impressions Tidiness, order and cleanliness and first impressions 15 13.5 Site Conditions Condition of buildings (exterior maintenance), grounds, sidewalks and parking lots 15 13.5

Furniture Appearance Condition of urban furniture: benches, litter and recycling containers 5 3.25

Residential

Overall Impressions Tidiness, order and cleanliness 20 17

Property Conditions Condition of buildings, grounds and yards 15 13

Community Involvement

Public Participation In community, neighbourhood or individual street tidiness, clean-up programs, activities and annual maintenance (including promotion, organization, innovations involving youth and seniors, etc.)

10 9

Community Support Financial and/or in-kind or participation by the municipality, businesses and institutions for community clean-up programs 10 9.25

Tidiness Total 150.00 131.00

AGENDA ITEM #1.1




TIDINESS Observations: Trail is “a garden with 7,000 residents,” as stated by City Councillor Sandy Santori who was quoting an Italian visitor to the City. This is a gorgeous community, on a spectacular river, with a marvellous group of volunteers working to keep the City clean and attractive. Trail’s downtown is very nicely laid out with commercial properties that are well maintained. The City has a by-law to control properties that have fallen into disrepair and the judges witnessed a few locations where civic action was taking place to tidy yards in the residential area above the downtown. The employees of Career Development Services (CDC) do a tremendous job cleaning the streets and alleys in the downtown core and the green spaces of the community. This is a wonderful initiative by the City to give these workers a chance to contribute to the community. The Graffiti Grannies have been very successful in suppressing this form of “street art;” so much so that there was not a single instance of graffiti noted on the judges’ tour. The CiB committee has arranged for several utility boxes to be wrapped with a vinyl covering that is both beautiful and functional. The wrap features the images by local photographers. The graffiti “taggers” do not deface these attractive canvases. Community members help remove goose droppings in the parks, collect garbage along the highways, and pick up litter up and down the multitude of stairs in the community.

AGENDA ITEM #1.1




Recommendations: The judges noticed that some residential properties were very cluttered with tree limbs and other debris; these may, or may not, be on the by-law officer’s list of properties to be tidied up. There was also a possibility that one of the properties was a lot owned by the City. The judges recommend constant vigilance to clean up any unkempt properties. Perhaps in the future, the judges’ tour could include a list of offending properties to highlight the on-going enforcement work that the City is involved with. The screen in the bottom of the fountain in the Piazza is exposed, while the rest of the fountain is covered with attractive rock. Perhaps members of the Colombo Lodge would agree to placing rock over the screen to provide a more natural look to the fountain. It was observed that weeds were growing in several of the playgrounds in the community. Roots of these weeds work to stabilize the sand and gravel mixture. This is not what is desired. City crews should remove weeds before they begin to stabilize the sand and gravel base. The weed roots can reduce the shock absorbent quality of this material and injuries to children may occur as a result. The judges noted several park areas (Colombo, to name one) where the irrigation systems were not fully covering the turf and brown, dry spots were evident. This makes for a very unattractive turf area. Hot weather highlights the shortcomings of irrigation systems, especially when installed on well-drained soil. It is recommended that City crews examine these areas and rectify the dry spot problems. The judges observed several of areas in the downtown where weeds were a problem. The judges recommend getting local businesses to keep parking lots weed free.

AGENDA ITEM #1.1




AGENDA ITEM #1.1




ENVIRONMENTAL ACTION Environmental action pertains to the impact of human activities on the environment and the subsequent efforts and achievements of the community with respect to: policies, by-laws, programs and best practices for waste reduction and landfill diversion, composting sites, landfill sites, hazardous waste collections, water conservation, energy conservation, and environmental stewardship activities under the guiding principles of sustainable development pertaining to green spaces.

Max Actual

Municipal

Sustainable Development Strategies Policies, programs, guidelines, long-term planning/vision; effective bylaws/policies and their enforcement; and public education programs and activities 20 16.75

Waste Reduction Reduction of waste going to landfill and results (3-R: reduce, reuse and recycle), municipal composting programs, including activities such as composting sites, yard waste collections, mulching of wood debris (Christmas trees, hedge trimmings, etc.) & reclamation of cut trees. Handling of hazardous waste including e-waste collection and reuse of compost material.

20 17

Water Conservation Use-reduction programs such as promotions, efficient irrigation, use of non-potable water, water restriction policies 15 12.5

Energy Conservation Programs such as alternate forms of energy (ex. geothermal, biomass, wind, solar) and initiatives such as: energy-efficient appliances, shielding for night skies, efficient street lighting

15 13.5

Environmental Initiatives, Innovations and Actions - Development and expansion of sustainable mobility and active transportation network such as

bike lanes and multi-used pathways; - Horticultural practices such as green roofs, green walls, green lanes, living fences, buffer zones;

re-use of sites; engineered wetlands, bio-swales, permeable surfaces and rain water management - Brownfield redevelopment, remediation, land reclamation - Air quality programs such as anti-idling, reduction of greenhouse gas emission (carbon reduction).

10 8.5


Participation in The Environmental Effort Waste management (reduce, reuse and recycle), water conservation, energy conservation, brownfield management 10 7.75

Corporate Environmental Action Innovation/stewardship, initiatives, activities (for example: environmental clean-up activities) 10 9.25

Residential

Participation in Environmental Initiatives 3-R (reduce, reuse and recycle), composting 10 8.25

Water Conservation Practices such as water use reduction, rainwater collection and rain gardens 15 12.25


Public Participation – Civil Action Participation in public forums and policy development on environmental issues 5 4

Public Participation in Activities Community (including children/youth), neighbourhood or individual street environmental activities and programs (including promotion, organization and evidence of taking ownership, etc.)

10 8.5

Community Support Financial and/or in-kind or participation by the municipality, businesses and institutions in public environmental activities and programs 10 8

Environmental Action Total 150.00 126.25

AGENDA ITEM #1.1




ENVIRONMENTAL ACTION Observations: Teck Resources Limited has been a key player in the Trail community, working to improve the environment of this City. They provide financial assistance to many local CiB initiatives as well as undertaking significant plant upgrades to improve the overall health of residents in the community and surrounding environs. Teck provides over sixty percent of the taxes paid to the City, and on top of that, they make sizable donations for projects in Trail. It is notable that Teck contributed $1.7 million to the new Trail Riverfront Centre, for example. Water quality and conservation is one of Teck Resources’ six primary focus areas. The company has a new water policy, water governance and water guidance protocol, all of which are focused on minimizing the use of water. This is a laudable initiative for the company. Trail washes streets weekly to remove dust from Teck plant operations. Air quality is monitored throughout the valley to ensure federal standards are met or exceeded. Lead levels of residents (especially of children) are monitored through blood testing. In cases where high lead levels are detected in the soil, and remediation is needed, Teck will replace the topsoil in a resident’s yard. All these actions are evidence of Teck’s on-going commitment to the health of the Trail community. The City has invested heavily in reducing energy costs at the Cominco Arena. A $1.25 million upgrade of the arena included an insulating membrane that reflects light back onto the playing surface. As well, the lights were replaced with LED lights that consume far less energy. The new LED street lights offer further savings. The lights themselves are more efficient than the former street lights, and they have a feature that allows light intensity to be adjusted according to need. These are all commendable and very progressive actions by the City. The City landfill is conveniently close to the downtown. Residents can drop off large items that are too big for regular pick up. The City runs spring and fall clean-up programs which allow for the collection of leaves and/or branches from residential areas. This not only provides material for composting, but it reduces drainage problems that could occur in the storm system. The Glenmerry students participated in the Wildsights Eco-Stewards program. The students collected data on two streams in the area and developed informative brochures about those streams. This is an important initiative that encourages these young students to take an interest in the natural environment around them.

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Recommendations: Teck Resources is on a non-potable water system for their own industrial use, but the company may want to adopt some watering practices that the City uses. Irrigation systems should only be activated between 6 p.m. and 10 a.m. each day to reduce the loss of water due to evaporation as it is being applied. The judges observed that there were instances when this was not the case. While there was some discussion regarding bees in Trail, the judges recommend that the CiB committee encourage a solitary bee education program in the community. The worldwide honey bee hive collapse has meant that it is now a wise initiative for any community to encourage an increase in solitary bees to ensure that we have pollinators for our food and flower crops (please see other recommendations regarding pollinators in the Landscape criteria). In 2017 the judges suggested tracking the amount of material that was recycled through the blue box program. This information was not presented in 2018. The judges recommend that this information be gathered as a measure of the success of the blue box program and waste handling generally. Now that the City has the new Columbia Skywalk Pedestrian (and cycle) Bridge the logical next step is to encourage the use of bicycles in the City. The judges recommend an update to the City’s road plan to designate bike lanes and bike parking areas.

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HERITAGE CONSERVATION Heritage conservation includes efforts to preserve natural and cultural heritage within the community. Preservation of natural heritage pertains to policies, plans and actions concerning all elements of biodiversity including flora and fauna ecosystems and associated geological structures and formations. Cultural conservation refers to the heritage that helps define the community including the legacy of tangible (built/hard assets) elements such as heritage buildings, monuments, memorials, cemeteries, artifacts, museums and intangible elements such as traditions, customs, festivals and celebrations. The participation of groups such as historical societies and conservation groups is considered. Max Actual

Municipal Natural Heritage Strategic Plans Policies, by-laws and their enforcement and effective programs 10 8

Natural Heritage Management Plans Management and preservation initiatives: including eco systems, eco parks, protection of sensitive habitats, species at risk, support for at risk pollinators, grasslands, naturalization, wetlands, urban agriculture/farming, and wildlife

15 11.5

Natural Heritage Promotion Management and promotion of natural heritage (through communications, information and support programs, economic development/tourism) including activities and programs (year-round) for education and use of natural heritage sites for and by the public

15 11.5

Cultural Heritage Strategic Plans Policies, by-laws and plans and preservation initiatives for heritage buildings, cemeteries, artefacts, museums, monuments, heritage trees and gardens, including their integration with streetscapes and landscape

15

13.75

Cultural Heritage Activities Initiatives throughout the year including festivals and celebrations along with preservation of traditions and customs 10 9


Natural Heritage Assets Conservation, restoration and integration of natural heritage, including eco parks, conservation areas, heritage gardens, trees and landscapes.

15 12.5

Cultural Heritage Assets Conservation, restoration and reuse of heritage buildings and artefacts including their integration with the built/hard, streetscapes and green landscapes 10 8.5

Residential

Cultural Heritage Initiatives Conservation/restoration and reuse of heritage buildings, artefacts on residential lands 10 8.5


Natural Heritage Public Participation Participation in community (including children/youth), neighbourhood or individual natural heritage programs including developing policies and plans, site improvements and management, conservation and education initiatives

15

12.5

Natural Heritage – Community Support Financial and/or in-kind or participation by the municipality, businesses and institutions (including environmental groups) in community-initiated natural heritage activities and programs

15 12.25

Cultural Heritage - Public Participation Participation in community (including children/youth), neighbourhood or individual cultural heritage programs including year-round heritage community events/activities, festivals and celebrations along with preservation of traditions and customs

10 8.75

Cultural Heritage - Community Support Financial and/or in-kind or participation by the municipality, businesses and institutions (including historical societies) in community-initiated cultural heritage activities and programs.

10 8.75

Heritage Conservation Total 150.00 125.50

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HERITAGE CONSERVATION Observations: The local CiB group, in partnership with Trail Historical Society has designed and mounted attractive plaques and interpretive storyboards throughout Trail that provide residents and visitors fascinating insight into the many neighborhoods of this fair city. From Glenmerry to Shaver’s Bench, the public can read descriptions of the neighborhoods that bring together the people and places that encompass what has become the Trail community. Trail Riverfront Centre integrates the Trail Visitor Centre, Trail Museum and Archives, and the Trail and District Public Library all under one roof and what a roof it is. The incredible use of natural light in this building is impressive. The Trail and District Public Library focuses on more than texts and technology; it has been designed to welcome people of all ages and interests, into its library spaces. The judges commend all those involved in the design of the Library for incorporating a working space specifically created to allow both children and youth to engage in hands-on activities, such as window box gardens, natural history, cooking and crafts. Portable library shelving and furnishings allow this space (and others) to shift and adapt according to whatever activity is on offer, any given day or week throughout the year. The Trail Riverfront Centre placed in proximity to the Esplanade, White Garden, Columbia River Skywalk Pedestrian Bridge, and downtown amenities and businesses, has allowed this facility to become Trail’s hub for education, arts and culture. The judges applaud the efforts of Museum, Archive, and Library staff, Westwind Design Group of Calgary, and residents’ input in providing two floors of fascinating displays and exhibits that offer visitors a window into the heritage and culture of Trail. The first floor of this museum features sport history, with specific reference to the Trail Smoke Eaters. Appropriately, the second floor Museum exhibit has illustrated storyboards and integrated artefacts that focus on the impact of Teck Resources (and previously, Cominco) on the Trail community. Further information on the history of sport can be seen through additional displays at the Trail Memorial Centre. Trail is also filled with impressive painted murals on different buildings throughout the City; these profile the multicultural facets of this community. The judges enjoyed many of the interactive displays at the Teck Interpretive Centre which describes the day to day workings and end products of Teck Resources. One of the more engaging stations at this Centre was that featuring a computer with an amusing but informative robot who explains the multi-uses and chemical properties of zinc, SO2, silver, and lead (among others). The Italian and Scottish communities have shaped and influenced many areas of the City of Trail. The CiB volunteers and the City have worked in partnership with the Scottish community by producing and installing tartan banners (with family names) along the walkway of Gyro Park. The Columbia Power Corporation, Trail’s Scottish families, and CiB volunteer Jessie Hendrigan are to be commended for this combined effort. These banners are an excellent tribute to Scottish families still living and working in Trail and nearby communities.

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The Italian community’s influence is particularly evident in the design of the Colombo Piazza in downtown Trail. The local CiB and City of Trail have worked in partnership with the Societa Cristoforo M.S. Colombo Lodge to provide maintenance and planting of the garden beds and container planters within the Piazza. Overall, the CiB committee has created positive and impressive working relationship with many ethnic groups who have, in turn, given back to Trail through their support of many beautification initiatives. How wonderful that the Italian community can shop and eat at local grocery stores and restaurants that feature authentic Italian food. The judges were amazed by the goods supplied by Star Grocery and Ferraro Foods, especially the varieties of olive oil, vinegar, and deli items specific to the cultural heritage of Italy. The dry stack rock walls supporting streets and residences, especially within the Italian community of the Gulch, have clean and professional bronze plaques that document the makers of these walls. These plaques serve as a legacy to the many hardworking stone masons who lived and worked in Trail. The publication, A Guide to Historic Buildings and Places in Trail BC is a wonderfully illustrated booklet that showcases the folklore and history of the murals, buildings, and rock walls of Trail. Trail Airport has an interesting and well documented aviation history of Trail, located on a large wall inside the terminal. Interpretive storyboards in airport terminals are an innovative concept that is gaining popularity; these provide something for the public to view and read before they travel onward. Recommendations: The CiB committee in partnership with the Trail Historical Society maintains banners, plaques, murals and storyboards that provide the historic narrative of the City of Trail. This is an excellent partnership that the judges hope continues to grow and expand. The judges recommend that these organizations along with the Trail Garden Club work together to consider how the homes, gardens, and streets of Trail’s special Italian communities (the Gulch, West Trail) be recognized nationally as a designated heritage site. Admittedly, this would be a huge undertaking, but there are several helpful resources in place to assist in identifying what steps need to be taken to start the process. For information, please see Parks Canada’s, Standards and Guidelines for the Conservation of Historic Places in Canada at www.pc.gc.ca as well as the Columbia Basin Trust’s directory for built heritage resource assistance and funding programs and grants: https://ourtrust.org.

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http://www.pc.gc.ca/

https://ourtrust.org/



In documenting these gardens, the City and CiB committee could hire summer students under the Canada Youth Works program to assist in organizing oral history interviews in which the owners (past and present) could be asked about their gardens (what they planted and why). If photographs are available from the owners, these would also aid in documenting the gardens further. During the many years of annual garden tours, the judges suspect that tour participants took photographs while visiting the gardens: a call could go out to the wider community (and/or through the Garden Club’s membership) to ascertain if the public might provide photographs of significant gardens of Trail to augment the documentation process of these important cultural landscapes. In the process of this documentation, CiB volunteers, Trail Historical Society, and the Trail Garden Club could also produce a publication guide (much like that already produced about the buildings of Trail, see above) about these gardens and their owners. Perhaps one of the many artists who have been commissioned to paint a mural in Trail could be commissioned to illustrate some of the gardens in such a publication. Finally, the judges suggest that since there has been such a long history of flower and vegetable gardening in Trail, the local CiB, in partnership with the Garden Club, should consider having a mural produced demonstrating the community of gardens and gardeners that define the City of Trail, with a slogan such as: “Silver City turns Green!” This could be an occasion to enlist the assistance of the public by having a competition in which residents of Trail could enter a title for this mural and receive a miniature version of the mural as a prize if their title is picked.

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URBAN FORESTRY Urban forestry includes the efforts of the municipality, businesses, institutions and residents with regards to written policies, by-laws, standards for tree management (selection, planting, and maintenance), long and short-term management plans, tree replacement policies, pollinator-friendly tree selection, tree inventory, and Integrated Pest Management (IPM), heritage, memorial and commemorative trees.

Max Actual

Municipal

Overall Impression Overall impact, benefit and first impression of the urban forest 10 7.75 Strategic Plans Policies, regulations and tree by-laws, tree protection and planting on public and private lands 15 13

Urban Forestry Plan Plan, design and inventory management including integration with overall green infrastructure landscape plan, and measures to preserve, protect, manage and expand overall tree inventory, including woodlots

20 15

Plan of Action Procurement, species diversity (including native trees), selection of hardy and pollinator habitat tree species, recommended tree list and tree planting standards. 10 7.5

Integrated Pest Management (IPM) / Plant HealthCare (PHC): plan of action for invasive pest detection and control, information on current infestations and diseases 10 7.5

Public Information Programs Provides information on good planting techniques, best practices and maintenance programs 15 12.25

Maintenance Quality Best practices with demonstrated results 10 7.25 Qualified Resources Qualified personnel (including seasonal staff and/or qualified experienced contractors) and/or in place training programs 5 3.75


Tree inventory Contribution to expanding overall tree inventory, with consideration of design and diversity including native and hardy species of trees, on properties owned by businesses and institutions.

15 12

Maintenance Quality Programs, best practices with demonstrated results: watering, pruning, IPM 10 7.75

Residential

Tree Planting Contribution to expanding overall tree inventory, with consideration of design and diversity including native and hardy species of trees on residential properties 15 13

Maintenance Quality Best practices with demonstrated results 10 8.5


Public Participation Participation (including children/youth) in tree planting and conservation programs such as Green Streets Canada, Arbor Day, Maple Leaf Day, and other tree planting and maintenance programs and activities on public lands (including promotion, organization etc.)

20 17.5

Community Support Financial and/or in-kind or participation or promotion by the municipality, businesses and institutions for community tree planting and conservation programs on public lands

10 8.5

Urban Forestry Total 175.00 141.25

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URBAN FORESTRY Observations: Tree growth has improved so much in Trail. From the denuded slopes that surrounded the community in the mid-1900s to the lush growth evident along the urban streets, Trail has changed so much for the better. Our CiB hosts explained the effort Teck has made in trying to reforest the slope down to the river, below the main smelter building. The development of the “City of Trail Acceptable Tree List” is certainly an excellent beginning in offering guidance for residents interested in planting trees on private property. The tree policy that is in place to protect trees from unnecessary removal is a very progressive policy and should be mirrored by other communities. Strict adherence to this policy should help to maintain the urban tree inventory. The gorgeous Silver Maples that populate the streets of Tadanac are magnificent in their age and size. The judges commend those who were involved in their planting, as well as those who developed the tree inventory which included these majestic beauties. The work completed by the Rotary and Trail Interact Club in planting 1000 Douglas Fir trees and Lodgepole Pines will really aid in the reforestation of the hillside behind the arena. This is an excellent example of service clubs working for the greater good of the community. The City’s partnership with a local arborist to monitor tree conditions and prune trees is a good initiative. Trees in the downtown core appear well maintained. Teck, itself, has planted and maintained both deciduous and coniferous trees that act as a buffer between the smelter plant premises and the City of Trail. Recommendations: The short list of trees recommended by the City should be expanded. The judges recommend contacting the City of Castlegar to obtain the tree list they have developed to determine if any or all those trees might not be suitable in Trail. The Silver Maples in Tadanac were not pruned in a manner that the judges support when they were last given attention. The method of branch removal was more of a pollarding of the limbs rather than a pruning of the tree to promote healthy, strong growth. When the trees are again pruned, the tree specialists should be requested to prune for form and health, to promote the trees’ natural appearance. They should not pollard the trees.

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The coniferous trees along highway 3B near the RCMP offices present a problem. Conifers generally do not like road salt on their needles as it will seriously damage tree health. This is not an issue with deciduous trees, as they have no leaves when salt is used on roadways. With the application of even small amounts of salt on the highway, it will be difficult to keep the conifers alive. The judges suggest a planned replacement of these trees with deciduous trees. If this plan can be implemented soon, some of the conifers may be removed by tree spade to a park location better suited to their needs. The judges were advised that the Black Locust was used in the 1900s to stabilize the hillsides around Trail that had been denuded due to sulphur emissions. This tree is now considered an invasive species. The judges recommend that a program to cut and remove these trees from City lands be initiated, before this problem gets out of hand. In 2017 the judges recommended a memorial tree program be undertaken. There was no mention of this in the 2018 visit. Although the City website lists a program is planned, the judges strongly recommend this program be undertaken immediately. Tree circles in the downtown core are choking many of the boulevard trees that are planted there. The judges recommend action be taken to open up these circles so the trees have room to grow. If these actions are not taken, trees will die. These tree assets are significant contributors to making the downtown core a more liveable space on a hot or windy day. There was an unsightly dead tree on the hillside above the Colombo Piazza that appeared to be on land owned by the City. Regardless of specific ownership, this tree should be removed since it is not only unattractive, but it could cause serious injury if it falls when people are visiting the Grotto area of the Piazza. It is also a threat to the Grotto’s stonework as a dead tree that size could cause substantial damage if it fell.

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LANDSCAPE Landscape includes planning, design, construction and maintenance of parks and green spaces suitable for the intended use and location on a year-round basis. Elements for evaluation include: native and introduced materials; balance of plants, materials and constructed elements; appropriate integration of hard surfaces and art elements, use of turf and groundcovers. Landscape design should harmonize the interests of all sectors of the community. Standards of execution and maintenance should demonstrate best practices, including quality of naturalization, use of groundcovers and wildflowers along with turf management.

Max Actual

Municipal

Gateway Impressions First impressions of the community including gateway/entrance treatments 10 9

Sustainable Designs – Soft Landscape Sustainable designs (seasonally adjusted year round): energy efficient, use of green materials, naturalization, xeriscaping, suitable plant varieties (including pollinator friendly) , traffic calming, bank stabilisation

10 7.75

Sustainable Designs - Hard Landscape Urban and civic design standards for streetscape and public places: flags, banners, public art, fountains, site furnishings, signage, seasonal design and décor, walkways and paving materials

10 9

Landscape Plan Integrated and implemented throughout the municipality 10 8.75 Turf Management Programs Integrated Pest Management (IPM), Plant Health Care (PHC), alternative solutions to diseases and infestations when appropriate, increased naturalization and adapted maintenance programs

10 8.5

Landscape Maintenance Policies, Standards, Best Practices and Programs 10 8.25

Landscape Quality Landscape maintained to appropriate standards, specs and best practices. 5 3.75 Qualified Resources Qualified personnel (including seasonal staff) and/or in place training programs and/or qualified experienced contractors 10 8.25

Year-round use Demonstrated year-round opportunities and programs for education and use of parks and green spaces (urban agriculture, community gardens, parks and recreation programs) 10 8.75


Sustainable Designs (Seasonally adjusted year-round): energy efficient, use of green materials, naturalization, xeriscaping, alternate groundcovers, urban agriculture 10 7.75

Integrated Plan Contribution to urban & civic design and public green spaces above requirements: such as public art, streetscape, site furniture, fountains & innovation in concept & design 15 12.25

Maintenance Quality Adequate ongoing life cycle management (ongoing maintenance, ground & asset management, rehabilitation & replacement) of all landscape elements

10 7.75

Residential

Streetscape Appeal Of landscapes (year-round, seasonal, themed) 15 12.75

Maintenance Quality Lawn care, trees and shrub maintenance (with demonstrated results) 15 12.75

Plant Selection Selection of plant material (native, local, innovative, edible & pollinator friendly plants) 10 8


Public Participation in community programs (including children/youth) such as: urban agriculture, community gardens, "yard of the week", volunteer park maintenance, holiday illumination & decoration (promotion, organization, etc.)

20 17

Volunteer Recognition Recognition (by municipality and/or volunteer groups) of volunteer efforts in all aspects of the Communities in Bloom program including activities in all evaluated criteria 20 17

Landscape Total 200.00 167.25

AGENDA ITEM #1.1




LANDSCAPE Observations: The landscapes within Trail are well maintained and offer many green spaces to residents in the smaller neighbourhoods. The turf in the parks is attractive overall and monitored by City crews on a weekly basis. Passive parks are mowed at a higher cutting height than sports-related parks such that the turf in most parks – that the judges observed - appeared lush and attractive. The landscape along the Riverfront Esplanade is inviting to pedestrians, dog walkers, and tourists. Floral container plantings and hanging baskets take up a large area between walkways and the curbside area of the street, but the green turf near mature and newly planted trees is monitored on a regular basis and is well tended. The trees also look extremely healthy here. The Columbia Skywalk Pedestrian Bridge is surrounded in a beautifully landscaped area with red benches as a tribute to Canada 150 celebrations. This is a welcoming space that acts as an opportunity for everyone to see the beauty of the area; the bridge is also a boon to Trail tourism and presents city-wide beautification. The entry area of Teck’s fertilizer plant is impressive with abundant container plantings and a koi filled water feature directly in front of its main office. An attractive elephant sculpture appears in the middle of the water garden, an historic icon popularized by Cominco in earlier days (other examples of this elephant icon can be seen in the Trail Museum and Archives). The local CiB and City of Trail do an excellent job promoting xeriscape gardening in the community, and residents have access to a short list of acceptable trees that are suited to this horticultural zone. The community of Tadanac has immaculate private gardens and public green spaces with an abundance of Silver Maples, along with many coniferous specimens. It is evident how well the City of Trail crews maintain Tadanac’s public landscapes and manage the tree canopy throughout the community. The Trail Airport was only recently landscaped in and around the front entrance with a drought-tolerant planting scheme, in addition to container plantings with brightly coloured annuals. When the drought tolerant ornamental grasses and shrubs mature, this will be a welcome oasis for travelers using this facility. It is an excellent initiative.

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Recommendations: While many of Trail’s public parks are well maintained by City crews, the judges observed that there were many brown and/or bare patches of dying or dead grass in McBride’s Park, especially in front of the chain link fence. The judges were made aware that this park is not particularly well-used by resident children as many of them have grown up and few families have moved back into this neighbourhood who would benefit from this small park. The judges suggest that pickle-ball courts might be added to McBride’s Park to provide a location for this popular activity for current residents of the City. The landscape directly in front of the White Garden is very well maintained. However, one of the judges noted (the morning following the initial CiB tour) that a City crew drove their truck over the grass and then over the curb as a shortcut, presumably, to get to the parking area. It is hoped that this is not a common practice as it will eventually cause much damage to the attractive turf and curbsides that are maintained so beautifully in Trail. The Family Statue Park is a lovely area that is eye-catching to all passersby because of the handsome statue, landscaping, and planting scheme. The judges noticed however that the edging in and around the statue needed to be tidied up as grass had overgrown and spilled onto the hardscaped area and a few tiles were loose along the edge of the plaza area. The judges do note the fact that the B.C. Little League Championships were being staged in Trail at the same time as the judges’ visit and preparation for this event may have taken resources away from normal maintenance practices. Upon viewing Centennial Park sliding hill, the judges were made aware of the effort that is made to mow the turf on this difficult hillside landscape. While it is currently well maintained, the judges recommend that one possible alternative to having City crews mow grass at such a dangerous angle would be to create a wildflower meadow or plant a variety of ornamental grasses. Native species and/or drought tolerant species should be chosen that would be particularly conducive to the growing conditions of Trail and surrounding area. Interpretive signs (out of the way of those using the hill as a sliding area) and/or banners indicating the kinds of native species chosen for the hillside would be useful to residents and visitors interested in re-creating a similar wildflower meadow and/or ornamental grass area in their own gardens. Leaflets or brochures could also be made available that would list and describe the plants used and their growing conditions; this informative publication could also be accessed on the City’s website. Having a hillside filled with either wildflowers and/or ornamental grasses that are pollinator friendly, is on the cutting edge of sustainable landscaping and gardening practices in North America. With so many public and private gardens, cultivated landscapes and parks in Trail, a hillside covered in wildflowers and/or ornamental grasses would encourage the arrival of pollinators crucial to the production of flower and food crops in the area. If Trail decided to implement such a landscape into Centennial Park, this would set precedence for other towns and cities.

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The Trail Airport entrance with landscaped areas filled with drought tolerant plants is an innovative alternative to just having container plantings (though these are attractive as well). The ornamental grasses and shrubs will provide year-round interest and thus, are sustainable. The judges recommend, however, that the plants have labels or that a map be implemented into the landscape to describe and name the specific plants used in the design. With an informative map and/or a series of labels, visitors will become acquainted with the kinds of drought-tolerant plants that this landscape supports, many of which they might want to incorporate into their own garden schemes.

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FLORAL DISPLAYS Floral displays evaluates efforts of the municipality, businesses, institutions and residents to design, plan, execute, and maintain floral displays of high quality standards. Evaluation includes the design and arrangements of flowers and plants (annuals, perennials, bulbs, ornamental grasses, edible plants, water efficient and pollinator friendly plants) in the context of originality, distribution, location, diversity and balance, colour, and harmony This pertains to flowerbeds, carpet bedding, containers, baskets and window boxes.

Max Actual

Municipal Floral Display Plan of Action Integration into overall landscape plan and distribution through community. Concept and design including sustainable design 15 13.25

Diversity of Displays Flowerbeds, raised beds, planters, hanging baskets, window boxes, carpet bedding, mosaics 20 18

Diversity of Plants Annuals, perennials, bulbs, grasses, woody plants, natural flora, pollinator friendly plants

10 9

Maintenance Quality Maintenance to appropriate specifications and standards, best practices: watering, weeding, edging, dead heading, etc. 20 17.25

Qualified Resources Qualified personnel (including seasonal staff) and/or in place training programs and/or qualified experienced contractors

10 8.25


Design Concept and design (including arrangement, diversity, colour of display and plants) on grounds 15 13.5

Overall Plan Contribution to, and integration with, overall community floral program 10 7.75 Maintenance Quality Of planting and maintenance: watering, weeding, edging, dead heading, etc. with demonstrated results. 10 7.75

Residential

Concept and Design (including arrangement, diversity, colour of display and plants) on residential properties including Pollinator gardens and/or inclusion of pollinator plants in gardens

20 17.75

Maintenance Quality Of planting and maintenance with demonstrated results. 15 13.5


Public Participation In community projects, volunteer initiatives (including children/youth), outreach programs in floral displays (including promotion, organization, etc.) 15 14.25

Community Support Financial and/or in-kind or participation by the municipality, businesses and institutions for community floral displays activities 15 14.25

Floral Displays Total 175.00 154.50

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FLORAL DISPLAYS Observations: Trail boasts an incredible array of colourful bedding schemes maintained by both CiB volunteers, staff and City crews. The main entrance to the City of Trail is a combination of nicely landscaped turf, a baseball sculpture, and floral displays that are well maintained despite dry conditions in July. CiB contractor, Rachel Brown and a volunteer group of youth worked together to produce many beautiful annual and perennial beds. She must be commended for her hard work in the stunning “Arrivederci” bedding scheme which incorporates shrubs, roses, annuals, perennials and ornamental grasses in harmonious combinations. The judges were also particularly struck by her design of a “Rainbow” bed that can be seen to great effect from the windows of the Trail and District Library in the Trail Riverfront Centre. The City of Trail and Teck Resources have both been incredibly supportive of the local CiB group and their many initiatives for garden bedding schemes, container plantings, and hanging baskets within the community. The Town Hall has a wonderful display of container plantings and hanging baskets. While the container plantings around Veteran’s Square and the Cenotaph are also attractive and well maintained, there is another series of bedding and container plantings that stands out nearby. Trail United Church has a created a ‘natural’ series of beds in and around the Church and Church hall. The staff of the Church and/or volunteers are to be commended for incorporating drought tolerant ornamental grasses, succulents, perennials, and annuals with mature conifers and a Japanese Maple, all of which blend perfectly with the beautiful yellow and brown stonework of the Church. In maintaining hundreds of container plantings and hanging baskets during drought-ridden summers, the local CiB group in partnership with the City had purchased additional self-watering containers. The judges were impressed with the result! What an arresting set of containers filled with petunias, Canna lilies, Castor Bean plants, grasses, and Sweet Potato Vines! These were especially attractive along the Esplanade and the Riverfront Centre. Staff and volunteers of CiB and City of Trail have produced exceptional floral displays. White Garden The judges thoroughly enjoyed the tranquil and cool beauty of the White Garden in Jubilee Park on the Esplanade. What incredible, undulating bedding schemes running parallel to the River. The judges witnessed so many pedestrians enjoying a mid-day stroll or a brief rest on a bench at the White Garden. Connie Smith has been instrumental in maintaining this White Garden by starting unusual perennials from seed and successfully transplanting those seedlings into the beds with amazing results. White lavender and Liatris, Japanese Anemone, Pieris, Hydrangea, Lilies, and Phlox feature prominently in the White Garden. Congratulations Connie Smith and volunteers on such a fantastic monochromatic scheme!

AGENDA ITEM #1.1




Residential Gardens There are many intricately planted and wonderfully diverse residential gardens throughout the City of Trail. On Mariana Crescent for instance, the judges were bowled over by six-foot stems of Oriental Lilies numbering a dozen or more butter yellow blooms at #1145. Another residential property on Third Avenue features a cottage garden that is total inspiration! Connie Smith is to be commended for her carefully designed garden, filled with sun-loving Lilies, Daylilies, Roses, and Zinnias, along with multi-textured shade loving Hostas and Heucheras. This garden is like a little masterpiece. An expert gardener, Connie has incredible success growing unusual perennials and annuals from seed, the bounty of which she often shares by placing them into local CiB garden schemes like the White Garden and the Colombo Piazza. Recommendations: In general, the judges suggest that the plants in the larger bedding schemes in Trail be augmented with labels so that visitors and residents can identify the plants that they might want to grow in their own gardens. It was explained to the judges that dog urine is causing damage to the bark of newly planted trees in one or two areas of the Garden. While the judges commend the CiB volunteers for their outstanding hard work on the White Garden, it is recommended that the CiB committee consider placing a sign in a prominent area that provides some basic tips on garden visiting etiquette for all visitors, residents, and wedding participants. Although the judges observed no one hopping into the beds to take photographs or mistreating the White Garden in any way, a sign that clearly states how guests should behave in a public garden would be a wise undertaking. The judges also suggest Clematis Armanii as a hardy, more durable alternative to a white climbing rose for the arbour in the White Garden. Clematis Armanii has lush dark green foliage with bunches of small fragrant flowers. An additional perennial for the White Garden which would provide airy white flowers above fern-like foliage is Myrris Odorata or Sweet Cicely; this plant does particularly well in shady conditions and is an early spring bloomer. Drought-tolerant, Eryngium “Miss Willmot’s Ghost” would also provide ethereal whitish-grey flower heads that would add to this garden; its thorny flower heads would do double duty as a deterrent to those visitors who happen to wander from the grass into the White Garden on occasion. Despite the local CiB’s wide range of container plantings and bedding schemes throughout the City, the CiB committee has not influenced some businesses in the downtown area to provide a tidy appearance or a colourful container to their entrance areas. In front of a camera business on Eldorado Street, one judge witnessed a large quantity of mangled dead weeds in a damaged wooden container, and evidence of deadly Nightshade growing in a small square planter nearby. It would not take too much extra time for a delegation of CiB volunteers to walk through the main streets of the downtown, weeks prior to the judges’ visit, to find areas that need improvement, not just to impress the judges, but to tidy up the City.

AGENDA ITEM #1.1




Though tidy and clean, two popular thrift stores in downtown Trail could really do with a few container plantings to liven up their entrances. These stores are busy hubs of community activity and they would benefit from a visit by CiB volunteers who might ask if they could provide some assistance in creating a container planting for their front entrances. As these are charity-based second hand shops, they are staffed by volunteers and/or CDC employees who might enjoy learning about container gardening. Now that the Graffiti Grannies’ efforts have resulted in very little graffiti left for them to cover up, they might be enlisted to help beautify the front entrances of local charity shops. The judges suggest that the local CiB (in partnership with Trail Garden Club and Trail Historical Society) document the most notable residential gardens that are still maintained in the many unique neighbourhoods of Trail. The judges were made aware of the Hill and Valley Garden tours that occurred in Trail through the combined efforts of the CiB volunteers and the Garden Club. Among the diverse gardens visited by residents during these Tours, there are likely several that the local CiB and Garden Club recognize as especially significant, but these do not necessarily have to be old; contemporary gardens begun and maintained since the 1980s should also be documented if these gardens, or remnants of them, still exist within living memory. The judges often noted that several large local CiB bedding schemes appear to have only been recently planted, some planted ‘just in time’ for the judges’ arrival. While it is understood that there are few local greenhouses or nurseries near Trail that offer a diverse selection of plants and that some shipped plants arrived by mistake this year, it was evident to the judges that many residential properties boasted full and mature planting schemes which were far more advanced than many of the bedding schemes organized by the local CiB and the City. It is recommended therefore that the CiB committee attempt to organize their plantings earlier in future so that their bedding schemes look their best well ahead of the judges’ arrival. This will also allow the public to enjoy the floral displays over the entire growing season. The local CiB hosts indicated to the judges that their last garden nursery is about to close its doors. The judges suggest then, that the local CiB group and City of Trail – if possible - purchase some of this nursery’s remaining stock of perennials and shrubs and encourage volunteers (or find a little used park, such as McBride’s) to create a holding bed in which to overwinter these plants for some of next year’s bedding schemes and container plantings. The Colombo Piazza is a tidy and attractive area with many colourful garden beds and container plantings. The area around the Grotto, however, could benefit from some annuals or perennials planted in containers or small beds to augment the beautiful statue of Mary in the niche alongside the grey stone structure surrounding her.

AGENDA ITEM #1.1




The small bust within the Grotto could provide a starting point for a Mary garden in the Colombo Piazza. Historically, Mary gardens were often incorporated within the grounds of medieval monasteries and convents, and they featured plants symbolic of the Virgin Mary: Madonna Lily, Lily of the Valley, Assumption Lily (Hosta varieties), Rose of Sharon (Hibiscus) and Iris are all plants connected to the Virgin. For more information, there are dozens of websites devoted to Mary gardens, but an inexpensive publication, Bring Flowers of the Fairest: Mary Gardens for Everyone by Lauretta M. Santarossa would be a useful resource (Novalis Publishing, 2016) as it details not only a brief history of Mary gardens but provides descriptions and illustrations of readily available and up to date garden plants that could be used in a Mary garden of the 21st century. Following the observations and recommendations made in the Urban Forestry criteria of this evaluation, and those pertaining to floral displays as indicated above, the judges recommend that the initiatives of the CiB committee and the City of Trail have grown to such an extent that they should consider hiring a full-time or part-time arborist/horticulturalist who could coordinate the work surrounding floral and foliage selections, planting, and maintenance, as well as urban tree management.

AGENDA ITEM #1.1




AGENDA ITEM #1.1




THANK YOU FOR YOUR INVOLVEMENT

“Within the context of climate change and environmental

concerns, communities involved in the Communities in Bloom

program can be proud of their efforts, which provide real and

meaningful environmental solutions and benefit all of society.”

COMMUNITIES IN BLOOM IS MADE POSSIBLE BY

The commitment of local, provincial and national volunteers

The support of elected officials and of staff in municipalities

The dedication of our judges, staff and organizations

The contributions of our sponsors and partners

AGENDA ITEM #1.1


STAFF REPORT City of Trail

DATE: November16,2018 FILENUMBER:110‐01

TO: DAVIDPEREHUDOFF,CHIEFADMINISTRATIVEOFFICER

FROM: MICHELLEMCISAAC,CORPORATEADMINISTRATOR

SUBJECT: DECEMBER2018OPERATIONS‐CITYHALL

1.0 PURPOSE

1.1. ThepurposeofthisreportistoseekCouncil’sapprovaloftheclosureofCityHalloverthe2018Christmasseason.

2.0 RECOMMENDATION

2.1. ThatCouncilauthorizetheclosureofCityHallfromMonday,December24throughFriday,December28,2018.

3.0 BACKGROUND

3.1. Inpastyears,CouncilhasauthorizedtheclosureofCityHallovertheChristmasseason.Thedatesoftheclosurehavevariedfromyeartoyear,dependingonhowthestatutoryholidaysfellwithintheweek.Staffutilizevacationtimeforthisperiod.

3.2. For2018,CityHallstaffrequestthatCouncilauthorizetheclosureofCityHallfromMonday,December24throughFriday,December28.

3.3. ItisintendedthatCityHallwouldreopenforbusinessonMonday,December31st,whichisthepaymentdeadlinefor2018utility(water/sewer/garbage)accounts.

4.0 ANALYSIS

4.1. Asidefromtheprocessingofutilitypaymentssubmittedlateintheyear,theweekbetweenChristmasandNewYear’sistypicallyveryquietatCityHallintermsofservicetothepublic.

AGENDA ITEM #2.1

December 2018 Operations - City Hall of 66

DECEMBER2018OPERATIONS–CITYHALLPage2

5.0 OTHERCONSIDERATIONS

5.1. IfCouncilissupportiveoftherequest,publicnotificationoftheofficeclosurewillbearranged.

RESPECTFULLYSUBMITTED__________________________________________MichelleMcIsaac,CorporateAdministrator

CAOCOMMENTS:Councilshouldproceedasrecommended.Therehavebeennoissuesovertheyearswith

theChristmasclosure.

APPROVEDFORSUBMISSIONTOCOUNCIL: November16,2018_____________________________________________________ ________________________________________DavidPerehudoff,CPA,CGA DateChiefAdministrativeOfficer

AGENDA ITEM #2.1

December 2018 Operations - City Hall of 66

STAFF REPORT City of Trail

DATE: November21,2018 FILENUMBER:0360‐22

TO: DAVIDPEREHUDOFF,CHIEFADMINISTRATIVEOFFICER

FROM: SANDYLUCCHINI,DEPUTYCORPORATEADMINISTRATOR

SUBJECT: LOCALGOVERNMENTLEADERSHIPACADEMY–2019ELECTEDOFFICIALS’ SEMINAR

1.0 PURPOSE

1.1. TheLocalGovernmentLeadershipAcademy(LGLA)isofferingaseminarforelectedofficialsthatwillservetoprovideorientationoncertainissuesthataffectlocalgovernmentdecisionmakers.Topicstobepresentedincludeeffectivedecisionmaking,toolstomakemeetingsorderly,localgovernmentlaw,publichearings,localemergencyorientationandlocalgovernmentfinanceandplanning.

1.2. Thisisanexcellentopportunitytothosenewlyelectedtooffice.1.3. TheseminaristakingplaceinKimberleyFebruary26to28,2019.

2.0 RECOMMENDATION

2.1. ThatCouncildetermineinterestinsendingmemberstotheLGLAelectedofficials’seminarandapprovetheexpenditureasrequired.

3.0 FINANCIALCONSIDERATIONS

3.1. Thecostsperattendeeare:3.1.1. Mileage(515kmx.55): $283.253.1.2. Hotel(2night): 227.703.1.3. RegistrationFee: 350.003.1.4. PerDiem(2.5x$80): 200.00

$1,060.95

4.0 ADDITIONALINFORMATION4.1. CouncillorsButlerandJoneshaveexpressedinterestinattending.

AGENDA ITEM #2.2

Local Government Leadership Academy - 2019 Elected Officials' Seminar of 66

LOCALGOVERNMENTLEADERSHIPACADEMY–2019ELECTEDOFFICIALS’SEMINAR

RESPECTFULLYSUBMITTED

__________________________________________SandyLucchiniDeputyCorporateAdministrator

CAOCOMMENTS:Thisisseentoberelevantandimportanttraining.Councilshouldreviewandauthorizethe

attendanceofCouncillorsButlerandJonesandanyothermembersofCouncilwhomaybe

interestedinattending.

APPROVEDFORSUBMISSIONTOCOUNCIL: November21,2018_____________________________________________________ ________________________________________DavidPerehudoff,CPA,CGA DateChiefAdministrativeOfficer

AGENDA ITEM #2.2

Local Government Leadership Academy - 2019 Elected Officials' Seminar of 66

CITY OF TRAIL 21‐Nov‐18

2018 GRANT SUMMARY / ORGANIZATIONS

2018 YTD Variance %

Category Budget Commitment Remaining

Cash Grants 84,000 86,465 ‐2,465 ‐2.93% 01‐2‐1110‐004

Rental Waivers 31,000 8,260 22,740 73.35% 01‐2‐1110‐003

Silver City Days ‐ Grant 40,000 38,483 1,517 3.79% 01‐2‐1110‐001

Silver City Days ‐ expenses 20,000 16,730 3,270 16.35% 01‐2‐1120‐003

Chamber of Commerce 10,000 9,440 560 5.60% 01‐2‐1110‐002

Senior Citizens 7,200 6,654 546 7.58% 01‐2‐1110‐005

Trail Ambassador Program 14,500 7,250 7,250 50.00% 01‐2‐1120‐002

TOTAL 206,700 173,282 33,418 16.17%

NOTE: YTD Commitment figures may or may not be from the GL. Where the figure is not

from the GL, a separate report is generated. Cash Grants and Rental Waivers do not

generally equate to the GL.

Multi‐year funding agreements and recurring cash grant requests > $1000Generation to Generation Society Operating grant $7,500 Funding agreement for

2016,2107,2018

WildSafe BC Operating grant $3,000 Funding agreement for

2017,2018,2019

Career Development Services

(formerly Columbia YCDC)

Youth Centre

Operating grant

$20,000 provided annually since

2007

Career Development Services Gyro/Haley

concessions


2015

Career Development Services/

Greater Trail Skills Centre

"Getting to Home"

Project

$10,000 $15,000 provided

annually since 2013;

reduced to $10,000 in

2017

Trail & District Arts Council Operating grant $5,000 provided annually since

2015

VISAC Gallery Operating grant $3,500 provided annually since

2015; reduced to $3500

in 2017

Lower Columbia Attainable

Housing Society

In lieu of property

taxes

$4,640 $1,384 provided in

2016; $2,991 provided

in 2017

Trail & District Chamber of

Commerce

Healthy Lifestyles

Expo sponsorship

$2,500 rental waiver of $900

provided in 2017; cash

grant of $2500 in 2018

School District No. 20 Scholarships $1,300 $1,200 provided

annually since 2011;

increased to $1,300 in

2017

Trail Association for Community

Living

In lieu of property

taxes

$1,000 $1,500 provided in

2015 and 2016;

reduced to $1,000 in

2017

Pacific Coastal Golf tournament $1,000 provided annually since

2012

Trail United Way "Storm the Stairs"

event


2015

$80,440

C:\Users\Sandy\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\5WEYCH70\GRANT SUMMARIES November 21 ‐ 2018 rev MM.xlsx

AGENDA ITEM #3.1

Report on Grants to Organizations dated November 21, 2018 of 66

CITY OF TRAIL Updated 21‐Nov‐18

GRANTS ‐ ORGANIZATIONS AND INDIVIDUALS (01‐2‐1110‐004)Cash Grants

TOTAL BUDGET 84,000

Date Res # Organization Purpose Amount % Total $ Budget % Budget

Approved Budget Remaining remaining

14‐Dec‐15 504‐15 Generation to

Generation Society

2018 Funding ‐ per

funding agreement

7,500 8.93% 76,500 91.07% $7,500 annually in 2016,2017,2018

15‐Jan‐18 013‐18 Trail & District

Chamber of Commerce

Kootenay Healthy

Lifestyles Expo

sponsorship

2,500 2.98% 74,000 88.10%

15‐Jan‐18 015‐18 RCMP Hosting costs offset for

YES2KNOW Summit500 0.60% 73,500 87.50%

29‐Jan‐18 038‐18 BC Seniors Games 55

Plus

Zone 6 Sponsorship 400 0.48% 73,100 87.02%

29‐Jan‐18 039‐18 Canadian Cancer Society

"Slopes for Hope"20 TALC youth day passes

158 0.19% 72,942 86.84%

29‐Jan‐18 040‐18 Trail Hockey Club

Society

Fund raising hockey game

Feb 16 2018 2 x $50

TALC gift certificates

100 0.12% 72,842 86.72%

29‐Jan‐18 041‐18 Joe Cecchini Olympic Fundraising

Event. Fruitvale Hall

January 29 2018

500 0.60% 72,342 86.12%

13‐Feb‐18 063‐18 Career Development

Services

Gyro/Haley Park

concessions20,000 23.81% 52,342 62.31%


Services/ Greater Trail

Skills Centre "Getting to Home" Project

10,000 11.90% 42,342 50.41%

26‐Feb‐18 080‐18 School District No. 20 ‐

2018 Scholarship

Program Cooperative Education

650 0.77% 41,692 49.63%


Services

Trail Youth Centre 20,000 23.81% 22,342 26.60%

12‐Mar‐18 095‐18 Special Olympics ‐ BC Sponsorship 500 0.60% 21,842 26.00%

26‐Mar‐18 109‐18 Pacific Coastal Charity Golf Tournament

hole sponsorship1,000 1.19% 20,842 24.81%

26‐Mar‐18 110‐18 United Way of Trail &

District

Storm the Stairs.

September 221,000 1.19% 19,842 23.62%

26‐Mar‐18 111‐18 Thoughtexchange /

Darin Recchi

Smart Cities project

statement development500 0.60% 19,342 23.03%

23‐Apr‐18 132‐18 Parks & Recreation National Health & Fitness

Day June 2, 2018800 0.95% 18,542 22.07%

23‐Apr‐18 142‐18 Canadian Fallen Heros

Foundation

Sponsor at "Bronze" level 250 0.30% 18,292 21.78%

14‐May‐18 150‐18 Trail Minor

Baseball(Little League)

Sport Pass Fees

Outstanding TRP costs

from Trail Minor Baseball

regarding Rossland

players

3,968 4.72% 14,325 17.05%

28‐May‐18 171‐18 Gateway Christian Life

Centre

Carnival for a Cause.

September 9500 0.60% 13,825 16.46%

28‐May‐18 172‐18 Trail & District

Community Arts

Council

Bailey Theatre 2018

operations5,000 5.95% 8,825 10.51%

28‐May‐18 173‐18 VISAC Gallery 2018 operations 2,500 2.98% 6,325 7.53%

28‐May‐18 174‐18 Trail Hockey Club

Society

Annual Golf Touranment

Sponsorship700 0.83% 5,625 6.70%

11‐Jun‐18 189‐18 Lower Columbia

Affordable Housing

Society

Cash Grant equivalent to

2018 property taxes4,640 5.52% 985 1.17%

25‐Jun‐18 206‐18 Trail Curling Club Sponsorship of BC Senior

Men's & Women's Curling

Provincial Championships

Feb 19 ‐ 24, 2019

2,000 2.38% ‐1,015 ‐1.21%

16‐Jul‐18 221‐18 Royal Canadian Legion

Trail Branch #11

Prize donation "Set in

Stone" book for

fundraising golf

tournament. September

9 2018

75 0.09% ‐1,090 ‐1.30%

20‐Aug‐18 252‐18 Ryan Cunningham,

Pushing the Envelope

Trek to fight Cardiac

Arrest

Cash grant to support

the Craig Cunningham

All Heart Foundation

150 0.18% ‐1,240 ‐1.48%

20‐Aug‐18 253‐18 Poplar Ridge Pavillion Prize donation "Set in

Stone" book for annual

fundraising raffel

75 0.09% ‐1,315 ‐1.57%

24‐Sep‐18 274‐18 Community Futures

Greater Trail

THRIVE South Kootenay

Business Resource

Expo. Oct 24 2018

500 0.60% ‐1,815 ‐2.16%

Balance per Report 86,465

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11/21/2018

2

AGENDA ITEM #3.1


CITY OF TRAIL Updated 21‐Nov‐18

GRANTS ‐ ORGANIZATIONS AND INDIVIDUALS (01‐2‐1110‐003)Rental Waivers ‐ Recreation Facilities

TOTAL BUDGET 31,000.00

Date Res # Organization Purpose Amount % Total Budget % Budget

Approved Budget Remaining remaining

18‐Dec‐17 435‐17Retirees Curling Club

TMC kitchen 50% rentals Bonspiel

& Year End Banquet242.62 0.78% 30,757.38 99.22%

Polar Bear Swim ‐ Gyro Park 162.53 0.52% 30,594.85 98.69%

15‐Jan‐18 012‐18 MS Society Gyro Park 50% rental waiver of

Park and City equipment (May

27). 2018 MS Walk

184.12 0.59% 30,410.73 98.10%

8‐Jun‐15 260‐15 Trail Maple Leaf

Band

Annual McIntrye Room rental

and annual storage room

1,944.00 6.27% 28,466.73 91.83% See Note 2.

15‐Jan‐18 014‐18 JL Crowe 2018 Grad

Parent Committee

TMC gym 50% rental waiver for:

Valentine's Day Dance(Feb 3)

586.80 1.89% 27,879.93 89.94%

15‐Jan‐18 014‐18 JL Crowe 2018 Grad

Parent Committee

TMC gym 50% rental waiver

for:Safe Grad event(June 22).

716.20 2.31% 27,163.73 87.62% estimate

26‐Feb‐18 085‐18 West Kootenay

Smoke 'N' Steel Car

Club

Show 'n'Shine June 16 2018.

50% rental waiver of Gyro Park

& TMC gym

911.55 2.94% 26,252.18 84.68% estimate

Local 480 Annual Day of Mourning "Walk

of Remembrance" April 28,

2018

150.29 0.48% 26,101.89 84.20%

25‐Jun‐18 207‐18 KBRH Health

Foundation

TMC gym 50% rental waiver for

the Snowflake Gala November

17, 2018

1,442.00 4.65% 24,659.89 79.55% estimate

20‐Aug‐18 251‐18 Terry Fox Run Gyro Park 100% rental waiver

of Park and City equipment

(September 16). 2018 Terry

Fox Run

224.00 0.72% 24,435.89 78.83% estimate

24‐Sep‐18 275‐18 Trail & District

Chamber of

Commerce

TMC rental waiver, All

Candidates Forum September

26 2018

310.00 1.00% 24,125.89 77.83% estimate

22‐Oct‐18 299‐18 United Steelworkers,

Local 480

TMC rental waiver, Extended

Care Xmas Dinner, December 6

2018

1,386.00 4.47% 22,739.89 73.35% estimate

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

0.00% 22,739.89 73.35%

8,260.11

Note 1: This report bases its numbers from the Governance and Operations Committee minutes and not necessarily

from the GL. The GL amount is booked directly by the Parks and Recreation Accounting Clerk.

Note 2: Per Resolution 260 ‐ 15, dated June 8, 2015, The Trail Maple Leaf Band receives an annual 50% rental waiver of the

McIntyre Room and equipment storage room. As of the 2016 fiscal year, this is approximately $2,100 per annum.

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AGENDA ITEM #3.1


The Cit’ of Trait

Application for a Grant lit Aid

A. Instructions

Council may provide a grant in aid or other form of financial assistance to any organization or grouppursuant to the Community Charter. Grants are issued on an annual basis and are subject to theavailability of funds in Council’s current year’s operating budget. Approval of a grant application inany year does not imply or suggest that approval will be received in any subsequent year.

Grants will be evaluated in accordance with Council’s Grant In Aid Policy.

In the absence of completing the reqtiired application, the grant request will not be fortvarded toCouncil for consideration. The stibmission of an application is required in support of all requests,regardless of the circumstance, including Council’s approval of a grant for the same purpose inprevious years. The information on the application will be tised by the Committee to adjudicate andmake a decision on the allocation of the limited budget and therefore should be completed ascomprehensively as practical.

Please complete this application form and submit it. with supporting documentation, to:

Mayor and CouncilCity of Trail1394 Pine AvenueTrail. BC VIR4E6

FAX: (250) 364-0830

B. Application Information

• Date of Application: November 142018

• Name and address of organization: Boxing Day Classic

do P0 Box 614

Rossland BC VOG 1YO

• Contact Person: Patty Bielli

250 368 7728- Phone.

/ 7 / /- E-mail: pattybielIi6gmail.con

C(-I/, 7

• Type and amount of grant requested: 2 / 2 -

‘ /

Type (, /i ‘ cc 1J ,A [C

Cash contribution

fl Waiver of Rental Fee / 2 c I /L__1 (to a maximum of 50% of the rental fee)

Property tax exemption(Inc luding water & sewer fees)

7/1/Prize donation -

, , j. - 7/i L C

AGENDA ITEM #3.2

Boxing Day Classic - Request for Prize Donation of 66

Application for a Grant In Aid — Pa.e 2

C. Financial Information

All grant applications must be accompanied by the organization’s most recent financialstatements or event budget.

Please provide a summaiy of any other grants your organization has applied for in the past 12 monthsfor general operating purposes or for the event for which the rental fee waiver is being applied for.

D. Supporting Information

Please provide a brief summaiy of your organization’s mandate and activities and the benefits itprovides to the residents of Trail (may be on a separate page).

Please indicate the reasons tvhy your organization requires the funding being requested (may be on aseparate page).

We realize a great deal of our profit from our raffle table - in the past the Aquatic Centre passes we receive are verypopular

Provide any other information you feel Council shottld consider when evaluating your application anddetail how Council’s contribtition will be recognized, if applicable.

Sponsors and donors are verbally recognized and posted to our sponsor board and remain on display in the arenalounge during the event. Most of our players, volunteers and spectators are area people and appreciate the localbusiness/organization support

On behalf of Boxing Day Classic, I/we hereby declare that all the information presented

and/or provided with this application is true and correct.

Patty BielliAuthorized Signatory Authorized Signatory

AGENDA ITEM #3.2


FOR OFFICE USE ONLY:

1. STATUS:

Is the recipient a local, non-profit community organization?

2. RETENTION OF FUNDS:

Does the grant or funds raised remain local and/or benefit the Greater Trail area exclusively orare funds allocated to a provincial or federal parent organization?

3. COMMUNITY IMPACT:

Does the organization or its event contribute to or encourage:

• economic wellbeing and spinoffs?

• community creation through arts, sports and culture?

• health, wellness and social benefits?

4. FNANCIAL NEED:

Has the recipient demonstrated financial need through the provision of recent financialstatements or the event budget?

5. OTHER FUNDING SOURCES:

Has the organization applied for other assistance from neighbouring local governments orother funding bodies?

AGENDA ITEM #3.2


The City of Trail

Application for a Grant I,D1

A. Instructions

Council may provide a grant in aid or other form of financiapursuant to the Community Charter. Grants are issued onavailability of funds in Council’s current year’s operating ripp1uvui oi a grant appiication inany year does not imply or suggest that approval will be received in any subsequent year.

Grants will be evaluated in accordance with Council’s Grant In Aid Policy.

In the absence of completing the required application, the grant request will not be forwarded toCouncil for consideration. The submission of an application is required in support of all requests,regardless of the circumstance, including Council’s approval of a grant for the same purpose inprevious years. The information on the application will be used by the Committee to adjudicate andmake a decision on the allocation of the limited budget and therefore should be completed ascomprehensively as practical.

Please complete this application form and submit it, with supporting documentation, to:

Mayor and CouncilCity of Trail1394 Pine AvenueTrail, BC V1R4E6

FAX; (250) 364-0830

7 71i: L) tj— L I L .z

• Contact Person:

- Phone:

- E-mail:

L.1I)L t-c

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• Type and amount of grant requested;

Waiver of Rental Fee(to a maximum of 50% of the rental fee)

fl Property tax exemption(Including water & sewer fees)

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Prize donation

B. Application Information

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AGENDA ITEM #3.3

Trail Retirees Curling Club - Request for Rental Waiver of 66

C. Financial Information

All grant applications must be accompanied by the organization’s most recent financialstatements or event budget.

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D. Supportini Information

Please provide a brief summary of your organization’s mandate and activities and the benefits itprovides to the residents of Trail (may be on a separate page).

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Please indicate the reasons why your organization requires the funding being requested (may be on aseparate page).

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Provide any other information you feel Council should consider when evaluating your application anddetail how Council’s contribution will be recognized, if applicable.

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On behalf of(/ ; ‘—‘ c c , I/we hereb(declare that all the information presentedand/or provided with this application is true and correct. f’’

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Please provide a summary of any other grants your organization has applied for in the past 12 monthsfor general operating purposes or for the event for which the rental fee waiver is being applied for.

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AGENDA ITEM #3.3


TRAIL RETIREE BONSPIELFINANCIAL STATEMENT

JANUARY 12, 13 & 14 2018

CASH ON HAND (START Of BONSPIEL) $ 3,383.29CASH ON HAND (END Of BONSPIEL) 3,199.29

LOSS $ 184.00

INCOME

ENTRY FEE $ 5,200.0050-50 485.00

$ 5,685.00

EXPENSES

PRIZES $ 2,020.00ICE RENTAL 1,134.00TIM HORTONS 90.00BANQUET 2,500.00CITY Of TRAIL KITCHEN 125.00

S 5,869.00

LOSS $ 184.00

CLIFF TYSONTREASURER

AGENDA ITEM #3.3


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AGENDA ITEM #3.3


governance and operations committee - 26 nov 2018

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