MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, JANUARY 8, 2013

1. CALL TO ORDER

Mayor Hill called the meeting to order at 3:32 p.m.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the agenda be amended to include 6.1.3 (a), 12.1.2(a), 12.2.3 (c) and 12.3.2(a);

AND THAT the agenda be approved as amended. CARRIED

3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

a) Minutes of the Committee of the Whole meeting held December 11, 2012

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the minutes of the Committee of the Whole meeting held December 11, 2012 be adopted. CARRIED

b) Minutes of the Special Committee of the Whole Budget meeting held December 17, 2012

MOVED BY: Councillor Rast SECONDED: Councillor Screech

THAT the minutes of the Special Committee of the Whole Budget meeting held December 17, 2012 be adopted. CARRIED

4. PETITIONS & DELEGATIONS

5. PUBLIC PARTICIPATION PERIOD

a) D. Robinson, 324 Glenairlie Drive, distributed a letter to the Committee in regard to the review of the bylaw enforcement policy.

b) J. Justice, 4 Edwards Estate Road, spoke to the Committee in regard to the review of the bylaw enforcement policy.

6. BUSINESS ITEMS

6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Rast, Chair

6.1.1 Chair's Report

6.1.2 Business Arising from Previous Minutes

6.1.3 Reports

Staff Reports

a) Monthly Building and Subdivision Report for the month of December 2012

MOVED BY: Councillor Screech SECONDED: Councillor Mattson

THAT the monthly Building and Subdivision Report for the month of December 2012 be received for information. CARRIED

b) Monthly Bylaw Enforcement Report for the month of December 2012

The Committee requested that staff modify the bylaw enforcement report in order to show comparison of complaints in each category from year to year and to summarize year to date.

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the monthly Bylaw Enforcement Report for the month of December 2012 be received for information. CARRIED

c) Review of Bylaw Enforcement Policy – Procedures, Confidentiality Issues and the Setting of Bylaw Priorities

1. Report dated January 3, 2013 from the Director of Development Services

The Director of Development Services gave a summary of the report to the Committee.

The Committee discussed enforcement in regard to secondary suites. The Chief Administrative Officer noted that the bylaw enforcement function will be part of the upcoming core services review.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the report dated January 3, 2013 from the Director of Development Services titled "Review for Bylaw Enforcement Policy – Procedures, Confidentiality Issues and the Setting of Bylaw Priorities" be received. CARRIED

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

COW-01-13 THAT the Committee recommend to Council that secondary suite bylaw enforcement be at staff's discretion pending completion of the secondary suite review. CARRIED

d) Monthly RCMP Report for the month of December 2012

The Inspector described the amendment to the format of the report which provides further information to the Committee.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the monthly RCMP report for the month of December 2012 be received. CARRIED

e) Fire Department report for the months of November and December 2012

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the Fire Department report for the months of November and December 2012 be received. CARRIED

6.1.4 New Business

6.2 FINANCE & ADMINISTRATION – Councillor Rogers, Acting Chair

6.2.1 Chair's Report

6.2.2 Business Arising from Previous Minutes

6.2.3 Reports

STAFF REPORTS

a) Strategic Plan Status Report – 4th Quarter

1. Report dated January 2, 2013 from the Executive Assistant

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report dated January 2, 2013 from the Executive Assistant titled "Strategic Plan Status Report – 4th Quarter" be received for information. CARRIED

b) Action List Update – 4th Quarter

1. Report dated January 2, 2013 from the Executive Assistant

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report dated January 2, 2013 from the Executive Assistant titled "Action List Update – 4th Quarter" be received for information. CARRIED

c) Alternative Annual Volunteer Recognition Event

1. Report dated January 3, 2013 from the Director of Corporate Administration

The Committee discussed various options for alternatives to the volunteer recognition event and noted that some of the options explored in the report can be considered in future years.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the report dated January 3, 2013 from the Director of Corporate Administration titled "Alternative Annual Volunteer Recognition Event" be received. CARRIED

d) West Shore Parks and Recreation Society – Amended 2013 Budget

1. West Shore Parks and Recreation Society 2013 Operating Budget

MOVED BY: Councillor Screech SECONDED: Councillor Rast

COW-02-13 THAT the Committee recommend to Council that the 2013 West Shore Parks and Recreation Society's 2013 operating budget be approved as submitted. CARRIED

e) Policy Manual Review

1. Report dated January 2, 2013 from the Corporate Services Clerk

MOVED BY: Councillor Screech SECONDED: Councillor Rast

COW-03-13 THAT the Committee recommends to Council that the following policies be removed from the Policy Manual:

• Policy No. C-300.17 Future Meetings at Strawberry Vale Community Club Hall;
• Policy No. C-300.18 Conflict of Interest Guidelines (Volunteer Appointments);
• Policy No. C-300.19 Revised Meeting Times, Protective Services and Public Works & Transportation Committees;
• Policy No. C-300.20 Conflict of Interest, Council Members;
• Policy No. C-300.21 Transportation Advisory Committee, Appointment of;
• Policy No. C-300.25 Revised Meeting Time for Finance and Administration; and
• Policy No. C-300.28 Public Participation Period. CARRIED

OTHER REPORTS

6.2.4 New Business

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT this meeting recess at 5:15 p.m. CARRIED

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EVENING BREAK

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9. CALL TO RECONVENE – Mayor Hill called the meeting to order at 7:00 p.m.

PRESENT WERE:

Mayor Hill Councillor Mattson Councillor Rast Councillor Rogers Councillor Screech

REGRETS:

(None)

PRESENT ALSO:

K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration J. Beauchamp, Director of Finance L. Chase, Director of Development Services J. Rosenberg, Director of Engineering E. Bolster, Deputy Municipal Clerk

6 members of the public 0 members of the press

10. PETITIONS & DELEGATIONS

a) J. Hull, D. Lokken and M. Cowley, Capital Regional District, Re: Core Area Wastewater Treatment Program

J. Hull, D. Lokken and M. Cowley, Capital Regional District gave a PowerPoint presentation to the Committee regarding the Core Area Wastewater Treatment Program, specifically:

• allocation of design capacity at core plant;
• capacity numbers including a small contingency;
• basis of cost sharing proposal;
• impact of proposed cost allocation for View Royal (2017 estimated cost per household = $240; 2030 estimated cost per household = $204);
• reallocation of capacity; and
• estimated costs per household in core area sewer municipalities.

The Committee and CRD representatives discussed:

• end date for debt repayment;
• allocation of design capacity;
• capacity should there be significant growth in the region;
• billing to residents;
• dispute resolution process; and
• actual use vs. expected capacity.

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

COW-04-13 THAT the Committee recommend to Council that staff prepare a report regarding payment options for the Core Area Wastewater Treatment Program. CARRIED

11. PUBLIC PARTICIPATION PERIOD

12. BUSINESS ITEMS

12.1 PARKS, RECREATION & ENVIRONMENT – Councillor Screech, Chair

12.1.1 Chair's Report

12.1.2 Business Arising from Previous Minutes

a) Parks and Trails Map

The Committee questioned the status of the Parks and Trails Map; the Director of Development Services noted that the map is currently 85% complete.

12.1.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

a) Minutes of the Parks, Recreation and Environment Advisory Committee meeting held November 27, 2012

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the minutes of the Parks, Recreation and Environment Advisory Committee meeting held November 27, 2012 be received. CARRIED

12.1.4 New Business

12.1.5 Correspondence

12.2 PLANNING & DEVELOPMENT – Councillor Rogers, Chair

12.2.1 Chair's Report

12.2.2 Business Arising from Previous Minutes

12.2.3 Reports

STAFF REPORTS

a) Zoning Bylaw Project – Communications Plan

1. Report dated January 3, 2013 from the Director of Development Services

The Director of Development Services gave a summary of the report to the Committee.

MOVED BY: Councillor Mattson SECONDED: Councillor Screech

COW-05-13 THAT the report dated January 3, 2013 from the Director of Development Services titled "Zoning Bylaw Project – Communications Plan" be received for information;

AND THAT the Committee recommend to Council that the attached communications plan be endorsed. CARRIED

b) Lime Kiln Phase 1 Conservation Work Report

1. Report dated January 3, 2013 from the Director of Development Services

MOVED BY: Councillor Rast SECONDED: Councillor Mattson

THAT the report dated January 3, 2013 from the Director of Development Services titled "Lime Kiln Phase 1 Conservation Work Report" be received for information. CARRIED

c) Subdivision and Development Control Bylaw

MOVED BY: Councillor Rast SECONDED: Councillor Screech

COW-06-13 THAT the Committee recommend to Council that the Town of View Royal engage Urban Systems for the development of a Subdivision and Development Control Bylaw at a cost of $50,000 plus taxes;

AND THAT the authorized signatories be authorized to sign on behalf of the Town. CARRIED

COMMITTEE REPORTS

6.4.4 New Business

12.3 PUBLIC WORKS & TRANSPORTATION – Councillor Mattson, Chair

12.3.1 Chair's Report

12.3.2 Business Arising from Previous Minutes

a) Chilco Road Barriers

The Chief Administrative Officer noted that there has been communication between staff and the developer regarding the design for bollards and wording for signage. Staff will continue to follow-up.

12.3.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

12.3.4 New Business

13. CORRESPONDENCE

14. QUESTION PERIOD

a) L. Pakos, 336 Glenairlie Drive, inquired as to the extent of the zoning bylaw review in relation to secondary suites. The Chief Administrative Officer indicated that bylaw enforcement will be reviewed at a separate time.

b) D. Robinson, 324 Glenairlie Drive, questioned if the acceptance of a bylaw enforcement complaint by a municipality shifts the designation of "complainant" to the local government. Staff confirmed that the designation of "complainant" remains with the person who originated the complaint.

15. MOTIONS & NOTICES OF MOTION

16. CLOSED MEETING RESOLUTION

17. TERMINATION

MOVED BY: Councillor Mattson SECONDED: Councillor Screech

THAT this meeting terminate. Time: 8:07 p.m. CARRIED