7

CoQuitlam For Council

February 15, 2011

Our File: 11-528O-OI/OOO/201O-I
Doc#: 997037.V2A

To: City Manager

From: General Manager, Engineering & Public Works

Subject: Sustainability and Environmental Advisory Committee

For: Council
Recommendation:
That Council:

1. Approve the Implementation of a Sustainability and Environmental

Advisory Committee (SEAC) for the City of Coquitlam reporting through
the Engineering, Utilities and Environment Standing Committee;

2. Adopt the Terms of Reference included as Attachment 1 to this Report;

3. Adopt the Work plan Framework included as Attachment 2 to this

Report;

4. Direct Staff to advertise and receive applications for membership on the

new SEAC, for future review and selection by Council;

' 5. Appoint Councillor Linda Reimer as Chair and Councillor Barrie Lynch as
Vice Chair for the SEAC;

Report Purpose:
The purpose of this report is to seek endorsement from Council for
implementation of a Sustainability and Environmental Advisory Committee
(SEAC) for the City of Coquitfam, and adoption of the Terms of Reference
and Work Plan Framework included with this report as Attachments 1 and 2,
respectively.

City of Coquitlam
 Page 2
February 15, 2011

Strategic Goal:
The initiatives described in this report support the corporate strategic goals .
of: Achieving Excellence in City Governance; Enhancing Sustainability of City
Services & Infrastructure; and Increasing Active Participation & Creativity.

Background:
A Municipal Environmental Advisory Committee can support the work of
Council and staff by providing a local perspective on ways the City can work to
achieve its strategic goals. Municipalities in the Tri-Cities, Lower Mainland and
Canada actively support Environmental Advisory Committees in their
communities, and recruit volunteers from the public to serve on these advisory
bodies. Although the structure of such committees varies somewhat from
municipality-to-municipality, their mandates consistently include: providing
advice and recommendations on issues such as climate change and
sustainability; assisting in the development of environmental bylaws and
policies; building relationships and partnerships with environmental
organizations; Identifying opportunities for environmental education and
outreach; and promoting conservation and stewardship ofthe environment

In recognizingthe value of having an Environmental Advisory Committee,

and with the formation ofthe City's new Environmental Services Division,
staff were asked to explore options for such a committee in Coquitlam.
Environmental Services staff have since completed a comprehensive review
of similar committees that have existed within Coquitlam in the past, as
well as similar committees that exist in municipalities within B.C and across
Canada. Based on this research, this report includes a recommendation for a
Sustainability and Environmental Advisory Committee (SEAC) for the City of
Coquitlam, including a draft Terms of Reference (Attachment l ) and
supporting Work Plan Framework (Attachment 2).

Discussion:
Issues concerning the environment are particularly challenging due to the
often controversial nature of such issues, which can sometimes be further
exacerbated by competing interests, strong emotions, extreme viewpoints,
personal agendas and unrealistic expectations. If these interests are not
carefully managed, and effective relationships built, people tend to move
away from collaborative problem-solving and move. Instead, towards
adversarial activism.

File #: 11-5280-01/000/2010-1 Doc tt: 997037.V2A

 Page 3
February 15, 2011

Although sometimes challenging, it is possible to strike a balance on

environmental Issues when the parties involved can identify mutual
expectations, establish common goals, and focus on achieving these goals;
ratherthan simply discussing/complaining/debating issues. To achieve this,
effort and commitment need to be made by all involved to focus on
delivering specific tasks and producing tangible results that align with the
common goals, and are of value and significance. By applyingthese
principles, Coquitlam's SEAC could be a functional and effective group that
benefits the City by:

• Providing a local perspective on the environment and sustainability

with respect to achieving Coquitlam's strategic goals;
• Supporting and encouraging citizen engagement and involvement;
• Enhancing sustainability of City services and Infrastructure by
facilitating community awareness and stewardship of City assets;
• Providing access to a broad, knowledgeable perspective on
sustainability and the environment, and related opportunities within
the community;
• Acquiring and conveying independent and credible information on
key environmental issues and trends

In order to achieve the above benefits, it is recommended that Coquitlam's

SEAC has a meaningful, task-oriented work plan with ties to the City's
strategic goals, and that the committee composition have sufficient depth
of knowledge and experience to be able to provide recommendations and
identify opportunities that contribute to the City's objectives for
sustainability and the environment By engaging a broad representation of
the community, the committee is likely to be more cognizant ofthe
principles of sustainability; considering the balance between environmental,
economic and social factors.

File #: 11-5280-01/000/2010-1 Doc #: 997037.V2A

 Page 4
February 15, 2011

Committee Composition:
In keeping with Coquitlam's other Advisory Committees, SEAC volunteers
would be required to be residents of Coquitlam, local business owners or
belong to an organization that Is represented on the committee. In addition,
volunteers would need to demonstrate an interest in, and dedication to, all
aspects ofthe environment, sustainability and the community.
Appointments to the committee would require an application and selection
process, ultimately approved by City Council. Consideration may also be
given to exceptional individuals from outside Coquitlam who meet the
recruitment criteria for skills, training, or education, and who have a
demonstrated desire and commitment to serve the City of Coquitlam as a ^
member ofthe SEAC.

In addition to two (2) Council members and designated staff, the Committee
should include a maximum of seven to nine (7 to 9) community members
representing a broad range of local Interests and knowledge. Some
examples Include, but are not limited to: general public, environment
industry professionals, stewardship group representatives, businesses,
youth etc.

Detailed information on the SEAC mandate and committee composition is

included in the Draft Terms of Reference included as Attachment 1 to this
report.

A Task-Oriented Work Plan:

Environmental advocates tend to be action-oriented, passionate individuals
who are very dedicated to the preservation and conservation ofthe natural
environment. They like to be involved with tangible proactive efforts that
are aimed at fostering sustainability, protecting the environment and
effecting change. Although discussing, debating and communicating on
environmental issues are an Important and necessary part of environmental
advocacy, seeing results through action is equally important To this end, an
Important part of ensuring a functional and effective SEAC is to allow the
group sufficient opportunity and freedom to implement environmental
work on behalf of the City In a way that aligns with the City's strategic goals,
and also gives the group a sense of accomplishment and significance.

File #: 11-5280-01/000/2010-1 Doc #: 997037.V2A

 Pages
February 15, 2011

Through discussion with staff from Engineering & Public Works, Community
Planning & Development and Parks, Recreation & Culture, a Work Plan
Framework that is based on the City's Strategic Goals and Priorities has been
developed, and is included as Attachment 2 to this report. This framework is
intended as a high level guide to the SEAC for developing its own work plan,
which will included detailed and specific deliverables, and will be presented
to Council for endorsement. The SEAC work plan will also require updating
on an annual basis. Recognising that work items or issues may arise during
the course of a year that are not identified in the annual work plan,
additions to the work program will be made subject to Council approval,
with advice from the Manager, Environmental Services. This is an important
issue to consider in the face ofthe many large and significant projects
currently on staff's own work plan. For example, the internal environmental
review of just one project (Evergreen Line) consumed in excess of 600 hours
of staff time. Given the many high priority demands on environmental
division staff, it is important that the Division Manager be consulted on
potential work plan additions and/or issues in the moment.

The SEAC will also be required to update Council on the status of tasks, as
decided bythe Chair or as otherwise requested by Council. Council
members may also recommend to the Committee Chair work items to be
included in the work plan as priorities arise. Items to be added to the work
plan will be prioritized accordingly, with the assistance ofthe Chair, with
timeline and deliverables clearly identified. Revisions to the work plan will
be shared with Council through the Committee Chair.

Notwithstanding work load and work plan issues previously discussed, it will still
be important to allow sufficient latitude forthe group to develop and
implement its own work plan with clearly defined goals and objectives, and with
support and guidance provided by staff and Council.

Financial Impact:
The financial impact of Coquitlam's SEAC would be similar to other City
committees in that there will be staff and Council time required to develop
the committee structure, work plan, and application process. The recently
approved 2011 Five-year Financial Plan includes a budget Increase of $5,000

File #: 11-5280-01/000/2010-1 Doc #: 997037.V2A

 Page 6
February 15, 2011

to provide for additional time within the clerks office for agenda preparation
and minute taking associated with this Advisory Committee.

In addition, at times there could be recommendations identified bythis

committee that could have financial Implications related to additional time
researching or implementing recommendations; however, these would be
required to follow the same protocol as any other budget request. It should
also be noted that there may also be opportunities identified bythe SEAC
that could result in cost savings forthe City, such as energy conservation
projects.

Conclusions:
Coquitlam has an opportunity to take a new, innovative approach to
establishing an Environmental Advisory Committee by: identifying a
meaningful, task oriented work plan with ties to the City's strategic goals;
and setting the framework for a balanced committee composition that
focuses not just on environment but also on the principles of sustainability.

It is believed that with strong leadership, focus, and mutual understanding

of expectations and limitations, Coquitlam's SEAC can be a proactive and
collaborative group that delivers results that support the work of Council
and staff, and are of benefit to the community at large.

Attach:
1. Draft Terms of Reference
2. Work Plan Framework

This report was prepared by Steffanie Warriner, Manager Environmental

Services, and Caresse Selk, Environmental Stewardship Coordinator

File #; 11-5280-01/000/2010-1 Doc #: 997037.V2A

 Attachment 1

CITY OF COOUITLAM
Policy and Procedure Manual

Sustainability and Environmental

Advisory Committee Chapter: 5
Section:
Issue Date: Nov 26,1999
DRAFT TERMS OF REFERENCE Revision Date: Nov 16, 2010

The Sustainability and Environmental Advisory Committee is a group of community

leaders interested In the environment who provide advice to City Council on sustainability
and key environmental issues and trends while promoting environmental awareness
within the community.

Committee Mandate:
The overall mandate o f t h e Sustainability and Environmental Advisory Committee is to
provide a local perspective and advice to Council through the Engineering, Utilities and
Environment Standing Committee with respect to achieving the City of Coquitlam's
strategic goals and accompanying strategic directions. Specific responsibilities ofthe
Committee Include, but are not limited to, the following:

• To provide advice to Council on a wide range of existing and emerging

environmental issues and trends Including strategic planning initiatives, bylaws,
and policy development;

• To provide a local perspective on the environment while giving due consideration

to the balance between social, environmental and economic aspects;

• To Identify and review opportunities for environmental protection and

enhancement within the City and advise Council o f t h e same;

• To advise Council on issues of environmental importance to stakeholder groups

and to the community at large;

• To identify and advise on ways to build local environmental awareness, and

promote environmental stewardship within the City; and

• To celebrate environmental volunteer involvement and leadership including

supporting the annual Environmental Achievement Awards.

File »: 11-528O-04/0OO/2C1O-1 Dec «: 9 8 4 0 4 3 . v l A

 Attachment 1

Composition:
The Sustainability and Environmental Advisory Committee is an advisory body composed
of citizen representatives and two (2) members of Council. Citizen representatives will be
residents of Coquitlam and will reflect the diverse range of community knowledge and
expertise. Consideration may also be given to e.xceptional individuals from outside Coquitlam
who meet the recruitment criteria for skills, training, or education, and who have a demonstrated
desire and commitment to .serve the City of Coquitlam as a member of the S E A C .

Committee members will have demonstrated outstanding leadership and/or commitment

within the environmental community and be committed to working in a collaborative
manner for the betterment ofthe environment in the City. Representatives will put
forward an application of interest for review and appointment by Council.

The Committee will have a maximum of 9 citizen representatives (Voting) and 2 Council
members (Non Voting) for a total of l l members.

Detailed Composition:

Community Members: up to (9) Voting Members

Council Members: (2) Non Voting Members

Chair and Secretary and Staff Support:

The Chair and Vice Chair are Council Members named in the resolution of appointment.
The City Clerk or designate will prepare the agenda and notice of meeting and will serve as
Secretary.

The Manager of Environmental Services or his/her designate will serve as the staff liaison
to support the Committee. The Manager of Environmental Services will determine the
attendance of other staff members as required.

Staff serve in a support role and are not members ofthe Advisory Committee.

Quorum and Procedures:

A quorum will be a majority ofthe appointed members and must include at least one (l)
o f t h e Council members appointed.

Committee meetings will occur bi-monthly for a maximum of six meetings per calendar
year. The first meeting will occur in January of each year, and there will be no meeting
scheduled for August and December. Meeting frequency may be adjusted, or meetings
may be cancelled or re-scheduled, atthe Call ofthe Chair.

Fileii: 11-5280-04/000/2010-1 Doc#: 984043-VlA

 Attachment l

Minutes prepared bythe Secretary shall go forward to Council through the Engineering,
Utilities and Environment Standing Committee with specific items and recommendations
marked for consideration by Council.

Working Groups or subcommittees may be established bythe Sustainability and

Environmental Advisory Committee to pursue specific projects and issues. These Working
Groups will have a defined Terms of Reference, including mandate and schedule.

Work Plan:
An annual work plan and budget will be prepared bythe Committee and will be approved
by Council priorto work commencing. It is recognised that work items may arise during
the course ofthe year, and that additions to the work program may be recommended by
Council, staff, or Committee members, and subject to Council approval. The Committee
will also be responsible for preparing an annual report and presenting accomplishments
from the previous year to Council.

Governance Model:
City Council has distinct responsibilities to govern.

The Sustainability and Environmental Advisory Committee has distinct responsibilities to

represent citizen interests and provide advice.

The Sustainability and Environmental Advisory Committee represents the interests of

many, but acts as one collective voice.

The role of staff is to provide support to the Sustainability and Environmental Advisory
Committee including meeting coordination, agenda management minute taking, minute
distribution and providing information when requested.

Duty of Members:
Members are expected to advance developments in the best public interest in keeping
with the mandate ofthe Committee and resolve any potential conflicts between their
personal interests In orderto support the overall well-being ofthe environment in
Coquitlam.

Members are expected to attend all meetings and participate fully in orderto bring the
complete range of skills, experiences and diversity to each issue. A member who is absent
except for reason of illness, from two consecutive meetings o f t h e Committee is deemed
to have resigned his/her membership on the Committee.

F e S : II-528C-04/OOO/2010-I Docit: 9S4043.VIA

 Attachment 1

Communication:
All official representation, ofthe Sustainability and Environmental Advisory Committee is
through the Chair or his/her designate.

Communication with staff is through the staff liaison.

Reimbursement:
There is no financial reimbursement to Sustainability and Environmental Advisory
Committee members.

Committee Member Terms:

Term of duty forthe Sustainability and Environmental Advisory Committee is eighteen
(18) months. The Committee will be reviewed every 18 months, from the date of
inception, by Mayor and Council.

Termination ofthe Committee

The Sustainability and Environmental Advisory Committee exists atthe pleasure ofthe
Mayor and City Council.

File *f: 11-5280-04/000/2010-1 Doc 9S4043.V1A

Work Plan Framework for the Sustainability and Environmental Advisory Committee

The following list provides a high level framework for the work plan forthe Sustainability and Environmental Advisory
Committee (SEAC). The tasks identified in this framework are based on the City's Current Strategic Goals and Priorities, and
are Intended to create dialogue and give committee members Insight into Coquitlam's current environmental issues and
needs. Once the SEAC is in place, an early deliverable of this Committee should be the development of a defined work plan
that includes detailed and specific deliverables that will be presented to Council for endorsement The work plan will be
developed with the assistance ofthe Committee Chair, and should consider a balance of tasks identified by both Council and
the members o f t h e SEAC that reflect emerging environmental issues and opportunities. The work plan should be reviewed
and updated on an annual basis, with updates provided to Council on the status and progress of specific actions as decided by
the Chair or otherwise requested by Council. The actions and deliverables in the work plan shall be prioritised as A, B or C
priority by SEAC members in consultation with the Chair and staff, and as approved by Council.

Action/Deliverable Strategic Goal and Direction SEAC Timeline

Priority
Research innovative municipal waste Goal 5: Achieve Excellence in City Governance
practices and advise how Coquitlam can Direction: Focus on service excellence.
improve these services. *
Adjudicate Coquitlam's annual Environmental Goal 5: Achieve Excellence in City Governance Annually -
Achievement Awards and assist and attend the Direction: Nurture citizen involvement through April - June
annual Environmental Volunteer Celebration. volunteerism.

Assist with and attend Coquitlam's
environmental events, includingTreefest,
Salmon Come Home, etc. and recommend
other similar events the City could coordinate
to further promote sustainability and
environmental outreach in the community.
Goal 3: Increase Active Participation & Creativity
Directions: Full participation of residents in physical,
recreational and leisure activities;
Culture, arts and heritage more accessible to everyone;
Life-long dedication to learning for all residents.

1
fi}
Notes: n
Priority A = high priority for resolution in current year work program 3"
Priority B - medium priority for resolution in current year work program as time resources permit, but may be deferred to next year work program 3
Priority C - low priority for resolution in current year work program as time resources permit n
File* 11-5280-04/000/2010-1 D o c i : 991898.vlB
Action Strategic Goal and Direction SEAC Timeline
Priority
Contribute to climate action and greenhouse gas Goal 4: Enhance Sustainability of City Services &
reduction strategies through research and Infrastructure
community outreach opportunities. Direction: Minimize impact on the environment.
Research grant and partnership opportunities Goal 5: Achieve Excellence in City Governance.
related to sustainability and the Direction: Develop strategic partnerships.
environment
Solicit community feedback and provide advice Goal 5: Achieve Excellence in City Governance.
on opportunities for education/outreach on City Direction: Focus on service excellence.
initiatives such as, curbside organics collection
and recycling programs.
Research and provide ideas on how the City can Goal 4: Enhance Sustainability of City Services &
move towards more sustainable public events and Infrastructure
coordinate with the Festival Planners Network. Direction: Minimize impact on the environment

Review Coquitlam's bylaws, policies and Goal 5: Achieve Excellence in City Governance.
programs to identify those that address Direction: Focus on service excellence.
environmental issues, identify any overlap and
redundancies, and recommend improvements
based on researching other local and Canadian
municipal bylaws related to the environment.

fij
Notes:
Priority A = high priority for resolution in current year work program n
Priority B - medium priority for resolution in current year work program as time resources permit, but may be deferred to next year work program
Priority C - low priority for resolution in current year work program as time resources permit
I"
File «: 11-5280-04/000/2010-1 Doc S: 9S189S.V1B
Action
Research and identify environmental and
sustainability award opportunities with
recommendations on how the City can
position itself to become a contender for such
awards.
Provide advice on how the City can advance and
improve on environmental programs such as,
Eco-Yard Smart, Adopt-a-Tree, etc.
Strategic Goal and Direction SEAC Timeline
Priority
Goal 5: Achieve Excellence in City Governance.
Direction: Focus on service excellence.
Goal 4: Enhance Sustainability of City Services &
Infrastructure
Direction: Minimize impact on the environment.
Community awareness and stewardship of assets.

Research and develop a strategy for wildlife Goal 4: Enhance Sustainability of City Services &
management issues such as, geese, beavers Infrastructure
and endangered species. Directions: Minimize impact on the environment.
Community awareness and stewardship of assets.

Review existing and proposed storm water Goal 4: Enhance Sustainability of City Services &
management plans and propose/compile an Infrastructure
inventory of habitat banking opportunities. Directions: Minimize impact on the environment.
Community awareness and stewardship of assets.

fij
Notes: ft
3"
Priority A = high priority for resolution in current year work program
Priority B - medium priority for resolution in current year work program as time resources permit, but may be deferred to next year work program
Priority C - low priority for resolution in current year work program as time resources permit 3

File ~: 11-5280-04/000/2010-1 Doc*: 991S98.VIB

Coquitlam 2009 - 2011 Strategic Plan

Goal 1: Strengthen Neighbourhoods:

Coquitlam in 2021 will be a community of clean, safe, green and inclusive neighbourhoods.

Strategic
• Citizen and neighbourhood engagemerit
• Unique history of each neighbourhood
• Mix of housing types and affordability
• Safe and affordable transportation system that offers choices
• Enhance community safety and develop solutions for crime
• Foster awareness of cultural diversity
Goal 2: Expand Local Jobs, Local Prosperity:
In 2021, Coquitlam will have a prosperous, diverse and vibrant economy as outlined in the City Economic Action Plan.

Strategic Directions:
• Innovative, entrepreneurial business environment
• Neighbourhood commercial revitalization
• Leverage community assets
• Capitalize on major transportation Infrastructure
• Build on cultural diversity
• Strengthen Coquitlam's economic base

Goal 3: Increase Active Participation & Creativity:

Coquitlam in 2021 will be a community offering a full array of leisure, sport, arts, cultural and educational activities and
facilities, along with a system of parks and open spaces.

>
4 S
fij
Notes; ' ft
Priority A = high priority for resolution in current year work program g
Priority B - medium priority for resolution in current year work program as time resources permit, but may be deferred to next year work program n)
Priority C - low priority for resolution in current year work program as time resources permit ^
File S: 11-5280-04/000/2010-1 Doc g9l893.vl3
strategic Directions:
• Full participation of residents in physical, recreational and leisure activities
• Sustainable system of parks and open spaces
• Creativity and innovation through the design of buildings and public places
• Culture, arts and heritage more accessible to everyone
• Life-long dedication to learning for all residents

Goal 4: Enhance Sustainability of City Services & Infrastructure:

The City of Coquitlam is committed to sustaining its high quality of life for current and future generations by fostering the
economic, social and environmental well-being of its community.

Strategic Directions:
• Prudentfinancial management policies
• Sustainable infrastructure and land management program
• Increase taxpayer's confidence that tax dollars are being wisely spent
• Community awareness and stewardship of assets
• Minimize impact on the environment

Goal 5: Achieve Excellence in City Governance:

The City is committed to provide good governance, services for the community's benefit stewardship of public assets and to
foster the economic, social and environmental well-being ofthe community.

Strategic Directions:
Value diversity within the community and our organization
Nurture citizen involvement through volunteerism
Focus on service excellence
Support, encourage and empower employees
Develop strategic partnerships

3 iH-

Notes: ft

Priority A = high priority for resolution in current year work program g

Priority B - medium priority for resolution in current year work program as time resources permit, but may be deferred to next year work program a>
Priority C - low priority for resolution in current year work program as time resources permit ^
M
FileJf: 11-5280-04/000/2010-1 DocS: 99l898.vlB