REPORT TO

MAYOR AND COUNCIL

PRESENTED: APRIL 6, 2009 - SPECIAL MEETING REPORT: 09-49

FROM: COMMUNITY DEVELOPMENT DIVISION FILE: 6540 - 20
SUBJECT: ALDERGROVE CORE PLANNING PROGRAM AND
ALDERGROVE PLANNING COMMITTEE – TERMS OF REFERENCE

RECOMMENDATION(S):
That Council receive the report entitled “Aldergrove Core Planning Program and Aldergrove
Planning Committee – Terms of Reference”, for information;
That Council endorse the Terms of Reference for the Aldergrove Planning Committee; and
further

That Council authorize staff to proceed with the establishment of the Aldergrove Planning
Committee as presented in this report.

EXECUTIVE SUMMARY:
On March 9, 2009, Council received a report on the Aldergrove Community Plan Update and
authorized staff to proceed with the Aldergrove Core Planning Program and endorsed
establishment of an Aldergrove Planning Committee (APC).

Subsequently, a Request for Proposals (RFP) was issued for the Aldergrove Core Planning
Program. A total of eight consulting companies responded to the RFP. HB Lanarc (together
with Frank Ducote Urban Design and Birmingham + Wood Architects and Planners as a team)
has been selected based on the established criteria, including company capability, proposed
methodology and fee structure. The total upset cost proposed by the successful consultant is
$71,542, including GST.

Terms of Reference for the APC have been prepared (see Attachment A). The Terms outline
the purpose, roles, responsibilities, membership composition and meeting procedures of the
Committee. A process/timeline has been proposed to establish the APC. It is recommended that
Council endorse the Terms of Reference and authorize staff to initiate the process to establish
the Committee.

PURPOSE:
This report provides an update to the Aldergrove Core Planning Program and presents Terms of
Reference for the Aldergrove Planning Committee (APC).
ALDERGROVE CORE PLANNING PROGRAM AND
ALDERGROVE PLANNING COMMITTEE – TERMS OF REFERENCE
Page 2 . . .

BACKGROUND/HISTORY:
On March 9, 2009, Council received Report # 09-30 and authorized staff to proceed with an
Aldergrove Core Planning Program (including a design charrette) as part of the Aldergrove
Community Plan Update. In addition, Council endorsed the establishment of an Aldergrove
Planning Committee (APC).

DISCUSSION/ANALYSIS:
A Request for Proposals (RFP) for the Aldergrove Core Planning Program resulted in proposals
from eight (8) companies. HB Lanarc (together with Frank Ducote Urban Design and
Birmingham + Wood Architects and Planners as a team) has been selected based on
established criteria, including company capability, proposed methodology and fee structure.

As the lead firm for the project, HB Lanarc is a full service, sustainability solutions company of
planners, landscape architects and related professionals. It is the result of a merger of two well-
established companies in 2008 – Holland Barrs Planning Group originally established in 2001
and Lanarc Consultants originally established in 1978. HB Lanarc is recognized as one of the
foremost sustainability planning firms in Western Canada. It is experienced at design charrettes
and has undertaken similar work in communities such as Coquitlam, Gibsons, Smithers and
Squamish.

The HB Lanarc proposal demonstrated a clear understanding of the project scope and the
unique character of Aldergrove. The proposed methodology was the most detailed and most
innovative of all the proponents. In a practical and genuine way, the proposal pinpointed
relevant and sustainable community issues such as heritage, economic development, sensitive
infill versus intensification and revitalization without displacement.

Terms of Reference for the APC have been prepared (see Attachment A). The Terms outline
the purpose, roles, responsibilities, membership composition and meeting procedures of the
Committee. The proposed membership composition aims to balance business and residential
interests by having two representatives from each sector of the community. A youth
representative is suggested to implement Recommendation #108 of the Aldergrove Task Force
report. The Aldergrove Community Enhancement Committee (ACE) has a long history of
overseeing the overall interests of the community. A representative from ACE would bring
valuable background and insight into the work. A representative from the Economic
Development Advisory Committee would ensure a focus on the subject for Aldergrove.

The following process is proposed for the establishment of the Aldergrove Planning Committee
(APC):

April 6 Endorsement of the Terms of Reference by Council

April 7 – 24 Advertisements on the Township Page for membership application
April 20 (or April 6) Appointment of Council Representative(s) and Alternate(s)
April 24 Membership Application Deadline
Week of April 27 Interviews with applicants
May 4 Appointments to APC
Week of May 11 Inaugural meeting of APC
May 23 or 30 Downtown Charrette
To be Determined Monthly Meetings

It is recommended that Council endorse the Terms of Reference and authorize staff to initiate
the process to establish the Committee.
ALDERGROVE CORE PLANNING PROGRAM AND
ALDERGROVE PLANNING COMMITTEE – TERMS OF REFERENCE
Page 3 . . .

Financial Implications
Consideration should be given in the 2009 Budget to establish an account of about $2,000 to
cover the costs incurred for the Committee, such as refreshments for meetings, rental of a
meeting space in Aldergrove, if required, and other incidental expenses.

Cost and Resource Allocations

Establishment of an Aldergrove Planning Committee will provide for better communication with
the community throughout the planning process, but it will involve additional staff time from the
Long Range Planning Department. The extra work can be absorbed by the current staff, but it
will have some impact on the work program over the next year or two.

Respectfully submitted,

Jason Chu
STRATEGIC PLANNER
for
COMMUNITY DEVELOPMENT DIVISION

ATTACHMENT A Terms of Reference for the Aldergrove Planning Committee

 Attachment A

Terms of Reference

Aldergrove Planning Committee (APC)

1.0 Establishment
The Aldergrove Planning Committee (the “Committee”) is established pursuant to Council
Advisory Committee Establishment Bylaw 2008 No. 4700 as an ad hoc, select committee of
Council with the specific scope and mandate as outlined in this document.

2.0 Purpose
The Committee is established by Council to provide liaison, input, guidance and
recommendations to Council throughout the Aldergrove Community Plan Update process and
shall be terminated upon adoption by Council of the Aldergrove Community Plan or at such
other time at Council’s discretion.

3.0 Roles and Responsibilities

The roles and responsibilities of the Committee are as follows:
x to act as a liaison between Council and the stakeholders in Aldergrove;
x to provide input into the process of updating the Aldergrove Community Plan;
x to provide guidance for the planning process and ensure that the updated plan is
consistent with the overall Community Vision Statement and the Planning Principles;
x to make recommendations on all aspects related to the Aldergrove Community Plan
Update process, including land use, municipal services/infrastructure, economic
development, environmental issues and socio-economic matters;
x to review, comment and act upon all matters referred by Council;
x to provide regular reports to Council, regarding activities and progress of the Committee;
and
x to make recommendations on matters of public safety, including policing, fire protection
and any other initiative that will aid and improve public safety throughout the Aldergrove
community (as community safety is an important component of a successful planning
process).

4.0 Membership
The Committee shall consist of Voting and Non-voting members.

4.1 Voting Members

Nine (9) voting members shall be appointed by resolution of Council. Appointments shall be
made to ensure inclusion of those with a civic address within the Project Boundary, as defined
in the Terms of Reference for the Aldergrove Community Plan Update. Membership of the APC
shall represent the following groups in Aldergrove:
x 3 representatives from the business community (business owners);
x 3 representatives from the residential community (residents);
x 1 representative from the youth community (13-18 years of age at the time of
appointment);
x 1 representative from the Aldergrove Community Enhancement Committee (ACE); and
x 1 representative from Council’s Economic Development Advisory Committee.
ALDERGROVE PLANNING COMMITTEE – TERMS OF REFERENCE
Page 2 . . .

The Chairperson shall be elected from the Committee membership at the first meeting of the
Committee and shall preside at all of the Committee meetings, where possible. In the absence
of the Chairperson, those members present at a Committee meeting shall appoint an acting
Chairperson for that meeting. The Chairperson shall act as the spokesperson of the Committee.

4.2 Non-voting Members

Council shall appoint a minimum of one member of Council and one alternate as non-voting
member(s) of the Committee.

4.3 Appointments
Applications from interested community members shall be received by Council. Committee
members shall be appointed by Council upon review of the received applications. Any
vacancies in the Committee membership, which may occur throughout the term, shall be filled
by Council appointment and shall expire in accordance with the original term.

4.4 Remuneration
The members of the Committee shall not be remunerated by the Township. Incidental and out of
pocket expenditure incurred by Committee members relating to the work of the Committee may
be reimbursed upon prior approval of Council.

5.0 Meetings

5.1 Frequency of Meetings

The Aldergrove Planning Committee shall meet once per calendar month, other than in July and
August. The Chairperson shall have the authority to cancel meetings or call extra meetings.

5.2 Quorum
A quorum for meetings of the Aldergrove Planning Committee shall be five Voting members.

5.3 Open Meetings

The meetings of the Aldergrove Planning Committee shall be open to the public.

5.4 Meeting Procedures

Meeting procedures shall be conducted in accordance with good meeting practices and
disagreements shall be resolved in accordance with Council’s Advisory Committee
Establishment Bylaw 2008 No. 4700, or otherwise as per Roberts Rules of Order, where
applicable.

5.5 Staff Support

Township staff shall attend meetings to provide technical advice and to receive input. Township
staff shall also provide administrative support including preparation of Committee meeting
agendas and minutes. Committee meeting minutes shall be forwarded to Council as an
information item, after the Chairperson confirms the minutes as accurate.

6.0 Relationships to Other Committees of Council

The Committee shall ensure adequate liaison and consultation with other committees of Council
(such as the Recreation, Culture and Parks Advisory Committee, Economic Development
Advisory Committee and Community Heritage Advisory Committee), as necessary.