Community Advisory Committee Minutes - April 28, 2026

1. CALL TO ORDER

The Chair called the meeting to order at 7:01 pm.

2. TERRITORIAL ACKNOWLEDGEMENT

Councillor Morley read the City of Langford's Territorial Acknowledgment.

3. MEETING CONDUCT RULES

M. Miles, Manager of Legislative Services, read the City of Langford's meeting conduct rules.

4. APPROVAL OF THE AGENDA

MOVED BY: MORLEY
SECONDED: PLOMP

THAT the Committee approve the agenda as presented.
Motion CARRIED.

5. PRESENTATIONS

5.1 WorkLink BC Presentation

S. Graff, Program Coordinator for the START Program through WorkLink BC provided a presentation to the Committee.

The Chair opened the floor to questions and comments from the Committee. S. Graff, Program Coordinator, WorkLink BC responded.

6. ADOPTION OF THE MINUTES

6.1 Community Advisory Committee Minutes - March 31, 2026

MOVED BY: JOHNSON
SECONDED: FOXALL

THAT the minutes of the Community Advisory Committee meeting held March 31, 2026 be adopted as circulated.
Motion CARRIED.

7. REPORTS

7.1 Good Neighbour Policy

K. Balzer, Director of Engineering and Public Works provided an overview of the report.

The Chair opened the floor to questions and comments from the public.

The Chair opened the floor to questions and comments from the Committee. K. Balzer, Director of Engineering and Public Works and M. Watmough, Director of Legislative and Protective Services responded.

MOVED BY: JOHNSON
SECONDED: PLOMP

THAT the Community Advisory Committee recommend that Council adopt the proposed Good Neighbour Policy (POL-0186-ADMIN) as presented.
Motion CARRIED.
OPPOSED: Committee Member Foxall

7.2 Purchasing Policy

M. Dillabaugh, Director of Finance provided an overview of the report.

The Chair opened the floor to questions and comments from the public. No comments were provided.

The Chair opened the floor to questions and comments from the Committee. M. Dillabaugh, Director of Finance, M. Watmough, Director of Legislative and Protective Services, and K. Balzer, Director of Engineering and Public Works responded.

MOVED BY: PLOMP
SECONDED: MORLEY

THAT the Community Advisory Committee recommend:

1. THAT Council approve “Purchasing Policy – (POL-0185-FIN)”; AND
2. THAT Council rescind “Purchasing Policy – (POL-0031-FIN)” and “Assets – Recording, Identification and Disposal Policy – (POL-0038-FIN)” and “Cheque Signing Authority (up to $50,000) – (POL-0045-FIN)” and “Cheque Signing Authority (over $50,000) – (POL-0046-FIN)”.

Prior to the Main Motion:
Amendment:
MOVED BY: JOHNSON
SECONDED: PLOMP

THAT the Main Motion be amended by:

1. Adding item 5 b) as follows: “Authorized Staff must complete training on the City’s purchasing policy prior to the delegation of any purchasing authority.” And renumbering section 5 accordingly.
2. Replacing item 8 b) with the following: “The CAO or Financial Officer may authorize the City to make a purchase without a Quote or Formal Competitive Process up to a value of $75,000 for Goods and Services or $200,000 for Construction.”
3. By adding item 8 f) as follows: “All purchasing process exemptions must be documented with a written justification which will form part of the City’s purchasing records as outlined in section 18.”
4. Replacing items 12 a) i. (1) and (2) with the following:"(1) more than a 5% cumulative increase to the total original contract price (excluding GST) of a good, service, or Construction not including earthworks; or (2) more than a 20% cumulative increase to the total original contract price (excluding GST) of earthworks, must be approved by the CAO or Financial Officer."
5. Adding item 12 a) iii. as follows: “Any change order that results in a total contract value exceeding an employee’s delegated authority limit must be approved by an employee with an appropriate delegated authority limit.”
   Motion CARRIED.

Prior to the Main Motion:
Amendment:
MOVED BY: JOHNSON
SECONDED: WHITEWAY

THAT the Main Motion be amended by:

1. Adding "the promotion of local economic development through cooperatives and any corporate social responsibility initiatives..." after "...or persons with disabilities. The city may also consider…” to section 10(a)(ii).
2. Adding "including a consideration of for vendors that respect the right to collective bargaining" after "...international employment standards…” to section 10(a)(iii).
3. Inserting a new Section 18 titled "REPORTING" and re-numbering the subsequent sections accordingly, to read as follows:

18. REPORTING
    On a semi-annual basis, the Financial Officer will provide Council with an information report summarizing the following: i. all sole source and preferred vendor purchases exceeding $25,000;
    ii. all emergency purchases authorized under section 8(c);
    iii. all contracts awarded with a total value in excess of $250,000;
    iv. a summary of any surplus, obsolete, or damaged assets with an estimated value exceeding $5,000 disposed of in accordance with section 16; and
    v. any identified instances of significant non-compliance with this policy and the corrective actions taken.
    Motion CARRIED.

On the Main Motion as Amended:

THAT the Community Advisory Committee recommend:

1. THAT Council approve “Purchasing Policy – (POL-0185-FIN) with the following amendments
2. Adding item 5 b) as follows: “Authorized Staff must complete training on the City’s purchasing policy prior to the delegation of any purchasing authority.” And renumbering section 5 accordingly.;
3. Replacing item 8 b) with the following: “The CAO or Financial Officer may authorize the City to make a purchase without a Quote or Formal Competitive Process up to a value of $75,000 for Goods and Services or $200,000 for Construction.”;
4. By adding item 8 f) as follows: “All purchasing process exemptions must be documented with a written justification which will form part of the City’s purchasing records as outlined in section 18.”;
5. Replacing items 12 a) i. (1) and (2) with the following:"(1) more than a 5% cumulative increase to the total original contract price (excluding GST) of a good, service, or Construction not including earthworks; or (2) more than a 20% cumulative increase to the total original contract price (excluding GST) of earthworks, must be approved by the CAO or Financial Officer.";
6. Adding item 12 a) iii. as follows: “Any change order that results in a total contract value exceeding an employee’s delegated authority limit must be approved by an employee with an appropriate delegated authority limit.”;
7. Adding "the promotion of local economic development through cooperatives and any corporate social responsibility initiatives..." after "...or persons with disabilities. The city may also consider…” to section 10(a)(ii);
8. Adding "including a consideration of for vendors that respect the right to collective bargaining" after "...international employment standards…” to section 10(a)(iii);
9. Inserting a new Section 18 titled "REPORTING" and re-numbering the subsequent sections accordingly, to read as follows: i. all sole source and preferred vendor purchases exceeding $25,000;
   ii. all emergency purchases authorized under section 8(c);
   iii. all contracts awarded with a total value in excess of $250,000;
   iv. a summary of any surplus, obsolete, or damaged assets with an estimated value exceeding $5,000 disposed of in accordance with section 16; and
   v. any identified instances of significant non-compliance with this policy and the corrective actions taken.; AND
10. THAT Council rescind “Purchasing Policy – (POL-0031-FIN)” and “Assets – Recording, Identification and Disposal Policy – (POL-0038-FIN)” and “Cheque Signing Authority (up to $50,000) – (POL-0045-FIN)” and “Cheque Signing Authority (over $50,000) – (POL-0046-FIN)”.
    Motion CARRIED.

MOVED BY: FOXALL
SECONDED: JOHNSON

THAT the Community Advisory Committee meeting recess for three minutes beginning at 8:28 pm.
Motion CARRIED.

MOVED BY: PLOMP
SECONDED: MORLEY

THAT the Community Advisory Committee meeting resume at 8:31 pm.
Motion CARRIED.

7.3 Statutory Officers Bylaw

M. Watmough, Director of Legislative and Protective Services provided an overview of the report.

The Chair opened the floor to questions and comments from the public. No comments were provided.

The Chair opened the floor to questions and comments from the Committee.

MOVED BY: JOHNSON
SECONDED: MORLEY

THAT the Community Advisory Committee recommend that Council give first, second and third reading to the proposed City of Langford “Statutory Officers and Delegation of Authority Bylaw No. 2260, 2026” as presented.
Motion CARRIED.

8. ADJOURNMENT

MOVED BY: PLOMP
SECONDED: FOXALL

THAT the Community Advisory Committee meeting adjourn at 8:34 pm.
Motion CARRIED.

Presiding Council Member

Certified Correct - Corporate Officer