ADMINISTRATIVE REPORT

CC File No. 8304
Meeting Date: November 30, 2004

TO:

Vancouver City Council

FROM:

Director of City Plans

SUBJECT:

Approval of Council Initiative - Marpole BIA Renewal

RECOMMENDATION

A. THAT Council re-confirm the Marpole Business Association as sponsor for the Marpole BIA.

B. THAT Council approve the commencement of a Council Initiative to re-establish (renew) the Marpole BIA, for a seven-year term commencing April 1, 2005; AND THAT Council forward the application of the Marpole Business Association to a hearing of the Court of Revision.

C. THAT the City notify property owners and tenants within the area, outlined in Appendix A (LIMITED DISTRIBUTION - ON FILE IN CITY CLERK'S OFFICE) of the proposed BIA renewal and levy.

D. THAT Council approve a 7 year (2005 -2012) funding-ceiling of $1,050,000 for the Marpole BIA, subject to Council approval of the renewal at the Court of Revision.

GENERAL MANAGER'S COMMENTS

COUNCIL POLICY

Council policy for the renewal of a BIA was approved on July 30, 1992 as follows:

A BIA is renewed (re-established) by Council Initiative process; property owners and commercial tenants receive notification of the Initiative. The renewal generally will not be approved if one third or more of the owners, representing one third of the assessed property value, or one third of the tenants, counted separately, are in opposition.

Section 462 of the Vancouver Charter was amended on September 23, 1998 to permit BIA renewal terms of up to 20 years. Council has exercised its authority under the amendment by approving ten year renewal terms for the Mount Pleasant and Downtown Vancouver BIAs.

PURPOSE

The Marpole BIA was approved in 2000 for an initial 5-year term which expires March 31, 2005. The BIA must now be re-established (renewed) for a further term to continue to operate. The Marpole Business Association (MBA) has completed the first step in the BIA renewal process. The purpose of this report is to commence the second step, which is to re-confirm the MBA as BIA sponsor, to approve a Council Initiative to renew the BIA, to forward the renewal application to the Court of Revision, and to approve the proposed 7 year funding ceiling.

BACKGROUND

The Marpole BIA was one of five BIAs established under the Council Initiative process in 2000, along with the Chinatown, Commercial Drive, Fraser Street*, and Strathcona BIAs. The Marpole Business Association wishes to renew the BIA for a second term, for a period of 7 years (April 1, 2005 - March 31, 2012). No boundary changes are proposed at this time.

*The Fraser Street BIA has been inactive, has not received funding, and will not be renewed.

DISCUSSION

The BIA boundary comprises Granville Street between West 63rd and 71st Avenues. A map of the boundary is attached as Appendix A.

The MBA proposes a Year 1 renewal budget of $112,500, representing an annual levy rate of $1.65 per $1,000.00 of assessed property value. A copy of the proposed budget is attached for information as Appendix B (LIMITED DISTRIBUTION - ON FILE IN CITY CLERK'S OFFICE). If Council approves the Marpole BIA renewal at the Court of Revision, staff will report back for approval of the Year 1 budget along with all of the other BIAs' 2005 - 2006 budget requests.

The proposed funding-ceiling of $1,050,000 is the maximum amount that may be levied over the Marpole BIA renewal term, and reflects an increase of 110% over the previous 5 year ceiling.

Membership Outreach Activities

The MBA Board of Directors commenced renewal activities in October 2003 with a strategic planning session facilitated by a consultant.

BIA renewal outreach began in March 2004, with the Spring edition of the `Marpole Update' newsletter. The newsletter, enclosing a Member Survey, was sent to all 210 property owners and business tenants within the BIA (60 property owners and 150 tenants). The Member Survey asked respondents to rank a listing of BIA issues in order of priority. A total of 18 responses were received (8.6% of total property owners and business tenants).

The Survey results were published in the Summer (June) newsletter, along with a proposed 2005-06 budget. The newsletter also included an invitation to two renewal open houses.

In June 2004, the MBA distributed a renewal information brochure to all property owners and business tenants. The brochure included background information about the BIA and BIA renewal, outlined BIA accomplishments over the current 5 year term, summarized the member survey results, and presented the MBA's 7-year renewal plan. The brochure included a proposed renewal budget, and invitations to the renewal open houses.

The open houses were held on June 22 and 29. The June 22 meeting was adjourned due to lack of attendance (only MBA directors were present). On June 23, the MBA re-notified property owners and business tenants for the June 29 open house. A total of 18 people attended the meeting, including MBA Directors and the City's BIA Coordinator, who explained the BIA renewal process. There was no evidence of opposition to the proposed renewal.

In mid-August, the MBA formally notified all of the property owners and business tenants of its upcoming September annual general meeting (AGM)

The MBA AGM was held on September 23, 2004. Twenty-three voting members (10.9% of total property owners and business tenants) were in attendance at the AGM, including 4 property owners (6.6% of total owners) and 19 business tenants (12.6% of total tenants). The proposed renewal, 7-year funding ceiling, and 2005-2006 budget were approved unanimously.

Based on the AGM results and member input received to date, the MBA believes that the 2005-2012 renewal proposal, the proposed 7-year funding ceiling, and the Year-1 budget are generally supported. The MBA formally applied to the City for renewal of its mandate on November 8, 2004. A copy of their application letter, a further letter outlining their outreach process, and documentation of their outreach material, is attached as Appendix C (LIMITED DISTRIBUTION - ON FILE IN CITY CLERK'S OFFICE).

Staff Comments - Membership Outreach and Support

Staff are satisfied that the MBA has notified all commercial property owners and tenants within the proposed renewal area. The return rate on the MBA's renewal survey, and attendance at the renewal open houses, were both less than 10% of total owners and tenants. Although only about 11% of BIA property owners and businesses were represented at the AGM, the number in attendance was above the required quorum of 15 present in person, and was an improvement over previous years. As the participation rate at BIA AGMs is generally low, AGM results are not necessarily an indicator of general property owner/merchant support for renewal.

The MBA reports that as of the date of this report, no property owners or businesses, other than those returning `non-support' surveys, have contacted the BIA to express opposition to the renewal proposal. Staff have received no telephone calls or correspondence from individuals expressing opposition or concern regarding the renewal proposal; however, the City's BIA Coordinator was not listed as a contact in the MBA literature.

CONCLUSIONS

The Marpole Business Association is requesting that Council consider approval of its proposed 7 year renewal term and 7 year funding ceiling of $1,050,000 and has asked that their application be forwarded by way of Council Initiative to a Court of Revision. The results of MBA outreach activities indicate minimal opposition at this stage in the process. If Council approves the Marpole BIA renewal at the Court of Revision, staff will report back for approval of the Year 1 budget along with all of the other BIAs' 2005 - 2006 budget requests.

LINK TO APPENDICES A, B AND C

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