PRESENT:		Mayor Snopek Councillors Folkman, Lavender, Mueller, Sadler, Thomas, Vondracek Wm. F. Hutchinson, Chief Administrative Officer Gwen Mason, Director of Corporate Administration

MEDIA		Paul Fry, Creston Valley Advance

GALLERY:		Christine Ross, Delegation Gary Smith, Delegation Walt Reider, Delegation 12 members of the public (list attached as Appendix “1")

INVOCATION		Pastor Leslie Lewis, Christ Church Anglican, delivered the Invocation.

CALL TO ORDER:		Mayor Snopek called the meeting to order at 7:30 p.m.

202-03 AGENDA		Moved by Councillor Vondracek, seconded by Councillor Sadler THAT the Agenda for the Regular Meeting of March 10, 2003, as amended by adding under New Business - Item #48, Ltr #456 from Jim Jacobson, Creston-Kaminoho Friendship Society, regarding the April 2003 delegation to Kaminoho and the amalgamation of Kaminoho to Seki; and adding under Giving of Notices Ltr #455 from Community Futures, regarding a March 14^th information session on Forestry Adjustment Funds, be adopted. CARRIED

DELEGATION FCHRISTINE ROSS MILLENNIUM PARK PROJECT		The Mayor welcomed Christine Ross, Gary Smith and Walt Reider, members of the Millennium Park Committee, to the meeting at 7:30 p.m. Christine Ross provided Council with a brief history of the Park, since its start in the year 2000. She summarized the work completed to date; the cost involved; the remaining work and cost estimates for same; and the goal for completion this summer. Christine reported that the Park has been a very positive community project and she listed some of the sponsors. The total projected cost is $152,000, up from the original cost estimate of $120,000 as fencing was required and the cost of the electrical hookup is $17,000. They have a short fall of $44,000 dollars and are asking if Council could donate $10,000 to the final stage of the project. It was noted that if donations and/or fundraising equate to $44,000, any monies from the Town would be returned. Gary Smith reported that the Japanese garden is near completion, the pumping system is in, a few trees need planting, and pathways need to be completed. Funding from Kaminoho was generous and well spent. Walt Reider reported that the funding shortfall was unforeseen due to fencing requirements, etc. He noted that the Park is Class A and that today’s request for funding assistance from the Town, may not be required if donations and fundraising equate to $44,000. Councillor Folkman asked for data regarding the Town’s contributions and Christine Ross reported that the Town has donated $12,351, the use of Town trucks and labour. The Mayor thanked the Delegation for attending and noted that the request for funding would be referred to the 2003 Budget discussions. The Delegation members left Council Chambers at 7:43 p.m.

203-03 MINUTES F REG. FEB. 24 F COM. MARCH 3		Moved by Councillor Mueller, seconded by Councillor Lavender THAT the minutes of the Regular Meeting held on February 24, 2003 and the minutes of the Committee Meeting held on March 3, 2003, be adopted.

CARRIED 204-03 COMMUNICATION FOR INFORMATION		Moved by Councillor Sadler, seconded by Councillor Thomas THAT Ltr #434 from the Director of Corporate Administration, listing Information, News Releases, Publications and Workshops/Seminars for the March 10, 2003 Regular Meeting; be received and filed for information. CARRIED

205-03 FINANCE WARRANTS F 8 AND 9		Moved by Councillor Vondracek, seconded by Councillor Sadler THAT Finance Warrant No. 8 in the amount of $86,995.95 and No. 9 in the amount of $49,967.34, be received. CARRIED

COMMITTEE OF THE WHOLE 206-03 F ENERGY PLAN		Moved by Councillor Lavender, seconded by Councillor Sadler THAT Ltr #358 from the Minister of Energy and Mines regarding “Energy for Our Future: A Plan for BC”; be referred to Committee of the Whole and the Technical Planning Committee for further review and recommendation. CARRIED

GENERAL GOV’T 207-03 F RQST INSURANCE COVERAGE RE SR. CALL SERVICE & SR. COUNSELLORS		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Ltr #350 from the Kootenai Community Centre Society, requesting insurance coverage for their proposed Senior Call Service and Senior Counsellor program; be referred to the General Government and Finance Committee for further review and recommendation; AND FURTHER, THAT the Chief Administrative Officer investigate and report back to Council on the costs to add as a rider on the Town’s insurance policy, liability coverage for the proposed Senior Call Service and the Senior Counsellors for the Kootenai Community Centre Society. CARRIED

208-03 F POLICY AMENDMENT RE: COMPASSIONATE LEAVE		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Ltr #369 from Councillor Vondracek, regarding amendments to Staff Policy 1.6 Compassionate Leave, be received; AND FURTHER, THAT Staff Policy 1.6 - Compassionate Leave, be deleted in its entirety and replaced with the following: “Employees shall be granted three (3) days leave with pay to attend the funeral of a spouse, common-law spouse, grandparent, mother, father, brother, sister, son, daughter, father-in-law, mother-in-law, sister-in-law or brother-in-law. One (1) additional day with pay will be granted to an employee when the above noted funeral service is held at a location at least four hundred (400) kilometres from the Town of Creston; with the above time subject to extension, without pay, at the discretion of the Chief Administrative Officer.” CARRIED

209-03 F TENDER AWARD SEWER RELINING		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Ltr #388 from the Director of Municipal Services, regarding tenders received for the Sewer Relining Project, be received; AND FURTHER, THAT the contract for the relining of the main sewer trunk line along Dodds Creek from 24^th Avenue to 16^th Avenue, be awarded to Insituform Technologies Limited, Edmonton, AB, in the total amount of $195,624, plus GST. CARRIED

210-03 F LABOUR RELATIONS		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Ltr #435 from the Director of Corporate Administration, regarding research on handling labour issues and/or avenues of appeal, be received and filed for information. CARRIED

Step Two: Exempt Employee, Immediate Supervisor, Chief Administrative Officer		Step Three: Exempt Employee, Immediate Supervisor, Chief Administrative Officer, Mayor Step Four: Exempt Employee, Immediate Supervisor, Chief Administrative Officer, Mayor and Council. All appeals must be in writing; include the grounds and/or reasons for the appeal; as well, the terms of settlement. If an appeal goes to Step Four, Councils decision is final and binding upon all involved parties unless an employee, at their personal expense, seeks legal action against the Town. All correspondence pertaining to an appeal shall be filed and retained in the employees personnel file. (a) Step One The employee shall submit in writing, within five (5) working days of the incident, the appeal to his/her immediate Supervisor. The Supervisor, within five (5) working days, shall meet with the employee in an attempt to resolve the appeal; and further, provide in writing a decision on the appeal. The written decision shall include a signing block whereby all involved parties indicate if they “Agree” or “Disagree”. If the appeal is unresolved at Step One, then the appeal shall proceed to Step Two. (b) Step Two If the Appeal is unresolved at Step One, the employee, within five (5) working days from receipt of the decision under Step One, shall provide written notice (including all appeal correspondence), to proceed to Step Two, to the Supervisor and Chief Administrative Officer. The Chief Administrative Officer shall, within five (5) working days, meet with the employee and Supervisor in an attempt to resolve the appeal and provide in writing to all involved parties, a decision on the appeal pursuant to (a) above. (c) Step Three If the appeal is unresolved at Step Two, the employee within five (5) working days from receipt of the decision under Step Two, shall provide written notice (including all appeal correspondence), to proceed to Step Three, to the Supervisor, Chief Administrative Officer and Mayor. The Mayor, within five (5) working days, shall meet with the employee, Supervisor and Chief Administrative Officer in an attempt to resolve the appeal and provide in writing to all involved parties, a decision on the appeal pursuant to (a) above. (d) Step Four If the appeal is unresolved at Step Three, the employee within five (5) working days from receipt of the decision under Step Three, shall provide written notice (including all appeal correspondence), to proceed to Step Four, to the Supervisor, Chief Administrative Officer, Mayor and Council via the Council meeting agenda process. The Mayor, at the next regularly scheduled Closed Meeting of Council, shall: i) provide the employee an opportunity (maximum of 5 minutes), to present the appeal and terms of settlement; ii) provide the Supervisor, if applicable, an opportunity (maximum of 5 minutes), to present the reason(s) for denying the appeal; iii) provide the Chief Administrative Officer an opportunity (maximum of 5 minutes), to present the reason(s) for denying the appeal; iv) provide the Mayor an opportunity (maximum of 5 minutes), to present the reason(s) for denying the appeal; v) provide Council an opportunity (maximum of 5 minutes), to question all involved parties as deemed necessary; vi) excuse all involved parties from Council Chambers and deliberate the appeal decision; vi) return all involved parties to Council Chambers and provide Council’s decision via a Council resolution; vii) close the said Appeal Hearing. CARRIED

212-03 FNEW POLICY PROBATIONARY PERIODS FOR EXEMPT STAFF		Moved by Councillor Folkman, seconded by Councillor Thomas THAT Ltr #437 from the Technical Planning Committee, regarding a draft Staff Policy amendment for exempt staff probationary periods, be received; AND FURTHER, THAT Administration is directed to amend the Staff Policy by deleting in its entirety, subsection “6.2 Probation” and replacing it with a new subsection “6.2 Probation”, as follows: .2 Probation (a) All municipal “Officers” (which may include a Deputy and/or Assistant Officer), as named in Officers and Employees Bylaw No. 1502 and amendments thereto, must be appointed by Council for a probationary period of six (6) months, with the said probationary period being specified in the resolution of appointment. (b) Every municipal Officer shall be evaluated by the immediate Supervisor, and in the case of the Chief Administrative Officer by the Mayor, during the probationary period with monthly written progress reports prepared by the immediate Supervisor. c) Two weeks prior to the municipal Officer’s probationary period expiring, a formal evaluation must be performed by a Committee of staff, composed of such members as the Chief Administrative Officer may direct. Following the evaluation, the Chief Administrative Officer shall recommend to Council in writing: (1) an extended probationary period (not exceeding two months); (2) the permanent appointment of the said municipal Officer; or (3) the dismissal of the said municipal Officer. (d) At any time during or immediately upon completion of the probationary period, any municipal Officer may be dismissed by a two-thirds majority vote of Council. (e) Upon successful completion of the said probationary period and the permanent appointment by Council resolution, the municipal Officer is required to enter into an Employment Contract pursuant to STAFF Policy, subsection 6.0 Employment Contracts. It is also noted that terms of employment as written in an Employment Contract, supersede Town Policies. (f) Any permanent municipal employee or Officer, who is promoted or transferred to a municipal Officer’s position, shall serve a probationary period of six (6) months. If during the six (6) month probationary period, the immediate Supervisor, Chief Administrative Officer, or Council are not satisfied with the performance of the said duties of the position, the municipal employee or Officer shall be reinstated to their former position. Prior to permanent appointment to the new position, provisions of subsection c) would apply. CARRIED

213-03 FFEDERAL BUDGET		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Ltr #294 from the Federation of Canadian Municipalities, regarding Federal Budget Day and comments on same; be received and filed for information. CARRIED

214-03 FEMPLOYEE MORALE		Moved by Councillor Folkman, seconded by Councillor Vondracek

THAT Ltr #79 from Councillor Sadler regarding employee morale; be received and filed for information. CARRIEDLAND USE 215-03 FREZONING APPLICATION (1134 HWY 21)		Moved by Councillor Mueller, seconded by Councillor Vondracek THAT Ltr #335 from Junction Machinery and Supply Ltd., requesting a rezoning of 1134 Highway 21, be received; THAT Administration prepare the necessary Official Community Plan and Zoning Bylaw amendments to change the designation of Parcel A (Ref. Plan 68584I), Lot 91, District Lot 9554 (1134 Highway 21), from Rural Residential to Highway Service Commercial and change the zoning from R-1 (Single Family Residential) to HSC (Highway Service Commercial), as the applicant intends to market the said property for commercial use; THAT Council consider two readings of Official Community Plan Amendment Bylaw 1565 and Zoning Amendment Bylaw No. 1566 at the March 17, 2003 Special Meeting; AND FURTHER, THAT a Public Hearing for Bylaws 1565 and 1566 be held on Monday, March 24, 2003 at 7:15 p.m. CARRIED

PARKS, YOUTH AND CULTURE 216-03 FMOLSON LOCAL HEROS PROGRAM		Moved by Councillor Lavender, seconded by Councillor Mueller THAT Ltr #356 from Molson Canada, regarding their Molson Local Heros Program; be received; AND FURTHER, THAT Administration forward a copy of Ltr #356 from Molson Canada to the Creston Trails Committee for information. CARRIED

217-03 F2010 OLYMPICS MEETING		Moved by Councillor Lavender, seconded by Councillor Vondracek THAT Ltr #357 from Mr. Bill Bennett, MLA, East Kootenay, advising of a 2010 Olympics meeting, be received; AND FURTHER, THAT Councillor Lavender is authorized to attend the 2010 Olympics meeting in Cranbrook on March 19^th, 2003, with expenses paid as per Policy. CARRIED

218-03 FRQST FOR MEMBERSHIP		Moved by Councillor Lavender, seconded by Councillor Sadler THAT Ltr #395 from the Creston Valley Garden Festival, requesting the Town purchase a Communities in Bloom membership, be received and filed for information. CARRIED

219-03 FBURNS PARK TREE REMOVAL		Moved by Councillor Lavender, seconded by Councillor Mueller THAT Ltr #423 from Bev Caldwell, in support of the recent tree removal in Burns Park which is adjacent to her property, be received and filed for information. CARRIED

220-03 FBURNS PARK TREE REMOVAL		Moved by Councillor Lavender, seconded by Councillor Sadler THAT Ltr #424 from Dennis and Carole Materi and Ltr #431 from Alice Timchishen, in support of the recent tree removal in Burns Park adjacent to their properties, be received and filed for information. CARRIED

221-03 FRELAY FOR LIFE		Moved by Councillor Lavender, seconded by Councillor Vondracek THAT Ltr #428 from the Canadian Cancer Society, regarding participation and the Team Captain’s Guide for this years Relay for Life campaign on May 21^st, be received; AND FURTHER, THAT Administration register a team for this years Relay for Life campaign on May 21^st and encourage members of Staff and Council to participate. CARRIED

222-03 FRQST LTR OF SUPPORT FOR LIBRARY BOARD		Moved by Councillor Lavender, seconded by Councillor Vondracek THAT Councillor Lavender’s verbal request for Council’s support of the Creston & District Library Board pursuing use of the Creston Health Unit building as a new library site, be received; AND FURTHER, THAT the Mayor write a letter of support to Creston & District Library Board, for their proposal to use of the Creston Health Unit building; and further, that copies of same be forwarded to Premier Gordon Campbell, Blair Suffredine, MLA and Regional District Directors. CARRIED

PROTECTION AND POLICING 223-03 FAUXILIARY POLICE		Moved by Councillor Vondracek, seconded by Councillor Sadler THAT Ltrs #370 and #378 from ARPOA-BC, regarding Auxiliary policing for the RCMP, be received; AND FURTHER, THAT Administration forward copies of Ltrs #370 and #378 to Sgt. R. Koch, C/O, Creston Detachment RCMP for his comments with respect to auxiliary policing in Creston. CARRIED

TRANSPORTATION 224-03 FSTREET SANDING		Moved by Councillor Thomas, seconded by Councillor Sadler

THAT Ltr #368 from the Director of Municipal Services, regarding winter street sanding; be received and filed for information. CARRIEDUTILITIES AND CEMETERIES 225-03 FRQST FOR WATERLINE EXTENSION (11^TH AVENUE, SOUTH)		Moved by Councillor Sadler, seconded by Councillor Folkman THAT Ltr #364 from the Director of Municipal Services regarding a proposed waterline extension for 11^th Avenue South, outside of Town boundaries, and Ltr #379 from residents of 11^th Avenue South with respect to same, be referred to 2003 Budget discussions for work to be completed this fall; AND FURTHER, THAT Administration advise the petitioners of 11^th Avenue South, of Council’s action. CARRIED

226-03 FRQST FOR ONLINE LISTING OF PIONEER CEMETERY		Moved by Councillor Sadler, seconded by Councillor Folkman THAT Ltr #387 from Harv Schmidt, requesting permission to transcribe the Pioneer Cemetery for an on-line website project, be received; AND FURTHER, THAT Administration advise Harv Schmidt that Council approves his request to transcribe the Pioneer Cemetery for an on-line website. CARRIED

227-03 FMONTHLY REPORT		Moved by Councillor Sadler, seconded by Councillor Folkman THAT the Sewage Treatment Plant Operator’s Annual Report for 2002, be received and filed for information. CARRIED

228-03 FMONTHLY REPORT		Moved by Councillor Sadler, seconded by Councillor Folkman THAT the Sewage Treatment Plant Operator’s Monthly Report for January, 2003, be received and filed for information. CARRIED

REGIONAL DISTRICT DIRECTOR 229-03 FGRANT RQST FOOTLIGHTERS		Moved by Councillor Mueller, seconded by Councillor Sadler THAT Ltr #361 from Footlighters, requesting a grant-in-aid to assist with costs of hosting the Kootenay Zone Drama Festival, be received; AND FURTHER, THAT the Regional District Director is authorized to allocate $200 from the Town’s portion of RDCK Grant-in-Aid funds to Footlighters, to assist with costs of hosting the Kootenay Zone Drama Festival. CARRIED

230-03 FGRANT RQST CV MINOR BASEBALL ASC.		Moved by Councillor Folkman, seconded by Councillor Vondracek THAT Ltr #366 from the Creston Valley Minor Baseball Association, requesting a grant-in-aid to assist with 2003 season costs, be received; AND FURTHER, THAT the Regional District Director is authorized to allocate $400 from the Town’s portion of RDCK grant-in-aid funds to the Creston Valley Minor Baseball Association to assist with 2003 season expenses. CARRIED

231-03 FGRANT RQST CRESTON JUDO		Moved by Councillor Lavender, seconded by Councillor Mueller THAT Ltr #406 from the Creston Judo Club, requesting a grant-in-aid to assist with the purchase of T-shirts for Tournament participants, be received; AND FURTHER, THAT the Regional District Director is authorized to allocate $100 from the Town’s portion of RDCK grant-in-aid funds, to the Creston Judo Club. CARRIED

232-03 F RQST DONATION CV ROD AND GUN		Moved by Councillor Mueller, seconded by Councillor Vondracek THAT Ltr #1928 from the Creston Valley Rod & Gun Club, requesting a donation towards their Annual Wildlife Banquet; be received and filed for information. CARRIED

BYLAWS 233-03 F BYLAW 1563 (ADOPTION)		Moved by Councillor Mueller, seconded by Councillor Sadler THAT Board of Variance Bylaw 1563, be adopted. CARRIED

234-03 F BYLAW 1564 (ADOPTION)		Moved by Councillor Folkman, seconded by Councillor Sadler THAT Fees and Charges Amendment Bylaw 1564, be adopted. CARRIED

NEW BUSINESS F JIM JACOBSON CRESTON KAMINOHO FRIEND- SHIP SOCIETY		The Mayor introduced Jim Jacobson, Representative for the Creston Kaminoho Friendship Society, to the meeting. Mr. Jacobson thanked Council for allowing him to speak, on such short notice. In reference to Ltr #456, he advised that Creston’s Official Representative, Sheena, reports that the pending amalgamation of Kaminoho with Seki may have negative impacts on the continuation of the Twinning relationship.

The Friendship Society is urgently seeking the involvement of a Council member to attend the April 2003 Delegation to Kaminoho and help relay the importance of continuing the Twinning relationship with Seki, following their amalgamation.		Mayor Snopek read aloud Ltr #456 which provided further details on the issue. Councillor Lavender reported that Kaminoho has funded an English teacher for the past 12 years and also donated a lot of funds (i.e. Millennium Park Japanese Garden), to the Town of Creston. A member of Council should participate in the 2003 Delegation to Kaminoho and Councillor Lavender would be willing to attend.

235-03 F KAMINOHO COUNCIL DELEGATION		Moved by Councillor Thomas, seconded by Councillor Folkman THAT Ltr #456 and the verbal report from Jim Jacobson, Creston-Kaminoho Friendship Society, regarding an invitation for a member of Council to participate in the April 2003 Delegation to Kaminoho and concerns regarding the Twinning relationship following the amalgamation of Kaminoho to Seki, be received, AND FURTHER, THAT the Creston-Kaminoho Friendship Society be advised that Councillor Lavender will participate in the 2003 Delegation trip to Kaminoho, in April, 2003. CARRIED The Mayor thanked Jim Jacobson for attending and bringing this urgent issue to Council’s attention.

REPORTS OF REP’S FCLR VONDRACEK		Councillor Vondracek reported on his attendance at the Wetlands Friendship Society meeting and the Prince Charles Secondary School, 2003 Kootenay Regional 4-H Club Speaking Competition.

FCLR LAVENDER		Councillor Lavender reported on his attendance at the Community Pride Committee, Library Board and Man in Motion Committee meetings.

FMAYOR SNOPEK		Mayor Snopek reported on his attendance at the Interior Health meeting, 4-H Speaking Competition and a meeting with Rand Developer’s.

F CLR FOLKMAN		Councillor Folkman reported on his attendance at the Schools Reading Program, Sterile Insect Release meeting, Creston Valley Response meeting and the Save Pioneer Villa meeting.

236-03 F RECEIVE REPORTS		Moved by Councillor Vondracek, seconded by Councillor Mueller THAT the verbal Reports of Representatives, be received for information. CARRIED

REPORT TO REGULAR MEETING 237-03 FDRAFT POLICIES RE: EMPLOYEE PERFORMANCE, AWARDS, ETC.		Moved by Councillor Vondracek, seconded by Councillor Thomas THAT Resolution No. 51-03 from the Closed Meeting of March 10, 2003, be reported at the Regular Meeting of March 10, 2003, as follows: “THAT Administration draft policies for Council’s consideration with respect to the following issues: a) Annual employee appraisals; b) Employee recognition for years of service; c) Encourage employee suggestions and implementation of same, if warranted; d) Recognition upon retirement; e) Awards dinner; and f) Regular staff/employee (outside and inside employees), meetings which provide an opportunity for feedback.” CARRIED

GIVING OF NOTICES		1. Committee Meetings - 1st & 3rd Mondays (Mar. 17, Apr. 7). 2. Council Meetings - 2nd & 4th Mondays (Mar. 24, Apr. 14^th). 3. March 14^th - 1:00 p.m. @ Recreation Centre re: Forestry Adjustment Funds 4. March 17^th - 1:00 - 4:00 p.m. Budget Discussions. 5. Mar. 31^st - 9:00 a.m. - Strategy, Planning and Visions. 6. Apr. 14^th - 6:00 p.m. - Court of Revision - Foot Frontage. 7. April 24-26, AKBM Annual Conference, Castlegar. 8. May 10^th & 11^th - Clean Up Day in Creston.

		Mr. Phypers wanted it publicly noted that he was apologizing for his actions to Town staff, as he was out of line.

The Mayor thanked Mr. Phypers for his apology and advised him that he would be kept apprised of the situation.F D. MATERI		Mr. Materi inquired about a letter written to Council, in support of the tree removal at Burns Park, and he advised that he would like the tree removal to continue.

238-03 ADJOURNMENT		Moved by Councillor Folkman, seconded by Councillor Vondracek THAT the Regular Meeting of March 10, 2003, be adjourned at 8:30 p.m. CARRIED