Staff Report
Action List Update – 3rd Quarter
October 8, 2013Pages 75–9013 sections
Tracking report of Council resolutions requiring staff action, including status updates for engineering, planning, and administration.
Planning Follow Up: 33 Helmcken Rd development permit in progressEngineering Follow Up: Traffic calming policy and include in that work the possibility of reduced speed limits (in progress)Completed item: Contract awarded to Ledcor for Fire Hall tender ($6,041,292)
TOWN OF VIEW ROYAL
Page 75–90
Finance & Administration Report
TO: Committee of the Whole DATE: October 3, 2013 FROM: Jennifer Cochrane, Executive Assistant MEETING DATE: October 8, 2013
Page 75–90
ACTION LIST UPDATE – 3rd QUARTER
RECOMMENDATION:
THAT this report be received for information.
CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:
I concur with the recommendation.
PURPOSE OF REPORT:
To provide the Committee with the current Action List.
BACKGROUND/DISCUSSION:
Resolutions made by Council which require staff action are recorded in the Action List. This list is being provided for the Committee’s information.
RECOMMENDATION:
THAT this report be received for information.
SUBMITTED BY: J. Cochrane, Executive Assistant REVIEWED BY: K. Anema, Chief Administrative Officer
Page 75–90
Council & Committee’s ADMINISTRATION FOLLOW UP ACTIONS LIST (non confidential items) - 2013
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2013-07-16 | C-76-13 | THAT the draft Naming/Renaming of Municipal Assets Policy be received; AND THAT proposed amendments be provided to the Director of Corporate Administration on or before September 6, 2013. | SJ | Administration | Amendments in progress; to be brought back for Council consideration autumn 2013. |
Page 75–90
Council & Committee’s ENGINEERING FOLLOW UP ACTIONS LIST (non confidential items) - 2012
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2012-01-17 | C-14-12 | THAT the Parks, Recreation and Environment Advisory Committee be referred the naming of the parkland containing Chilco trails for recommendations. | Engineering | Specific Chilco area PREAC provided names they were going to suggest. DS communicated that he was not comfortable with the list and didn't think it was appropriate to name parks from this. Need an overall policy for naming Town assets. In progress. TAC meeting Nov 2013. See C-40-13. | |
| Council | 2012-06-19 | C-94-12 | THAT staff develop a traffic calming policy and include in that work the possibility of reduced speed limits. | Engineering | In progress. TAC meeting Nov 2013. |
Page 75–90
Council & Committee’s ENGINEERING FOLLOW UP ACTIONS LIST (non confidential items) - 2013
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2013-01-15 | C-04-13 | THAT staff prepare a report regarding payment options for the Core Area Wastewater Treatment Program. | JR | Engineering | In progress. |
| Council | 2013-01-15 | C-06-13 | THAT the follow-up information provided to Council on January 15, 2013 by the Habitat Acquisition Trust from its presentation to the November 20, 2012 Council meeting be referred to the Director of Engineering for review of opportunities to facilitate, where possible, the Habitat Acquisition Trust’s initiatives. | JR | Engineering | In progress. |
| Council | 2013-04-16 | C-38-13 | THAT the Town proceed with plans for a playground in Portage Park for children aged three to nine years of age. | JR | Engineering | Budget item 2014. |
| Council | 2013-04-16 | C-40-13 | THAT the Traffic Calming Guidelines on which to base a policy be referred back to staff and the Transportation Advisory Committee. | JR | Engineering | In progress. |
| Council | 2013-04-16 | C-41-13 | THAT staff be directed to prepare a proposal for revisions to the tree permitting process regarding arborist reports. | JR | Engineering | In progress. |
| Council | 2013-05-07 | C-56-13 | THAT the "View Royal Speed Limits – Notice of Motion" be referred to the Transportation Advisory Committee. | RB/JR | Engineering | Presented at Sept 24 TAC meeting. Motion to go to COW Oct 8 meeting. |
| Council | 2013-05-21 | C-58-13 | THAT Council proceed with the installation of the new street light on Fenton Road; and that once the new street light has been installed, that the nearest BC Hydro street light be removed. | JR | Engineering | In progress. |
| Council | 2013-07-09 | Direction | Talk with J. Frederick of CRD Parks to say we don't want to see concrete blocks used in Glenairlie area for E & N Rail Trail | JR | Engineering | In progress. |
| Council | 2013-07-09 | Direction | Look into logistics re. putting in a south access into Portage Park and report to PREAC on viability. | JR | Engineering | In progress. |
| Council | 2013-07-09 | Direction | "pay heed" to "opportunities for access to Portage Park where possible from Shoreline School, etc. | JR | Engineering | In progress. Budget 2014. |
Page 75–90
Council & Committee’s PLANNING FOLLOW UP ACTIONS LIST (non confidential items) - 2010
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2009-07-21 | C-103-09 | THAT staff be directed to issue Municipal Ticket Informations with monetary implications after the issuance of two warning tickets per vehicle; AND THAT staff be directed to bring back a Parking Policy to address requests for Resident Only Parking and Parking on Boulevards in October. | EC | Planning | First point is done. Report on parking on boulevards is coming forward from Engineering Department. |
| Council | 2009-07-21 | C-104-09 | THAT staff be directed to bring forward a report on Mellor Park in September covering: • the development of a park plan with timelines and consideration of public input already provided through the residents’ survey; • sealing off of the driveway to 218 Hart Road; AND THAT staff be directed to bring forward a report in early fall covering the development of a park plan and which includes a public consultation component, Parks, Recreation and Environment Advisory Committee involvement and Master Plan reference. |
LC | Planning | Directed by Council on April 10, 2012: item to be referred back to PREAC. In progress. Have met with PREAC to get initial ideas on desired amenities in this park. Park survey is complete. Access issue addressed. $10K developer contribution for play equipment received. Recommend bench be installed by Parks when budget is available. |
| Council | 2010-01-05 | C-01-10 | THAT Development Permit 2009/10 be approved as per the plans attached to the January 5, 2010 Council Report and subject to the following: • provision of covered bicycle parking for six bicycles in front of the building; • submittal of lighting plan that conforms to Erskine Lane Comprehensive Development Permit Area guidelines 5.1.8.1.8 and 5.1.8.1.9; and inclusion of the following variances to Land Use Bylaw, 1990, No. 35: • variance of Floor Space Ratio from 0.85:1 to 1:1; • variance of maximum building height from 12.0m to 14.5m; • variance of maximum number of storeys from 3 to 4; • variance to the front yard setback from 7.5m to 6.7m for the proposed balconies; • variance to the rear yard setback from 11.0m to 9.3m for the proposed balconies; • variance to the number of parking stalls from 54.7 to 54; • variance to the size of the rear parking stall from 6m to 5m; and • variance to the requirement for RV parking stalls. |
Planning | Waiting on bonding info before issuing. Council should consider rescinding motion as it has been longer than 2 years and DP has not been issued due to lack of bonding being provided. Legal advice is being sought on rescinding original motion. | |
| Council | 2010-04-20 | C-50-10 | THAT staff prepare a report with recommendations regarding a Parks and Public Places Regulations Bylaw. | LC | Planning | Research underway; exploring legal issues around camping in parks. Anticipate that Town will need to amend procedures bylaw. |
| Council | 2010-07-20 | C-104-10 | THAT the issuance of Development Permit No. 2010/14 be authorized to permit the construction of a concrete patio with arbour and the landscaping of 83 Kingham Place as per the plans attached to the July 20, 2010 staff report from the Senior Planner, AND THAT the Development Permit No. 2010/14 include: - a variance to the minimum setback from the natural boundary of Portage Inlet from 15m to 13.2m to permit the construction of an arbour covering the patio; and the requirement to design and install an infiltration system for cleaning rainwater run-off with the design approved by the Director of Engineering. | Planning | Waiting for security to be posted prior to issuance. This file is a candidate to have approval rescinded. | |
| Council | 2010-07-20 | C-118-20 | THAT a Heritage Designation Bylaw to designate the Hart Road Lime Kiln be brought forward for consideration; AND THAT a Land Use Bylaw Amendment be brought forward for consideration to amend the zoning of the site from R1-C (One Family Residential Medium Lot) to P-3 (Park and Recreation) Zone with a group of other similar Land Use Bylaw Amendments. | LC | Planning | Will come forward in bundle of similar rezonings. More cost effective for public hearing. |
| Council | 2010-09-21 | C-142-10 | THAT staff prepare a report regarding bylaw enforcement approaches taking into consideration staff resources. | LC | Planning | Service review underway. |
| Council | 2010-10-19 | C-162-10 | THAT staff be directed to develop a new Soil Removal and Deposit Bylaw for the Committee to consider; AND THAT staff be directed to develop amendment bylaws for the Land Use Bylaw with respect to fence height and retaining wall configuration; AND FURTHER THAT staff be directed to develop an amendment bylaw for the Building Bylaw to amend retaining wall height. | Planning | Final version of bylaw to come forward in October. |
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Council & Committee’s PLANNING FOLLOW UP ACTIONS LIST (non confidential items) - 2012
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2012-02-21 | Council discussed the need for an amendment to the Municipal Ticketing Bylaw to include ticketable offences in conjunction with Addressing Bylaw No. 825, 2012. | JD/LC | Planning | In progress. | |
| Council | 2012-03-20 | C-37-12 | THAT staff develop a policy on criteria for Town-initiated civic address changes. | LC/JD | Planning | In progress. |
| Council | 2012-03-20 | C-38-12 | THAT staff be directed to prepare a draft bylaw to provide a payment-in-lieu option for variances to the number of parking spaces required under Section 7 of Land Use Bylaw, 1990, No. 35, for the purposes of establishing a reserve fund for new and existing off-site parking spaces and alternative transportation infrastructure. | JD | Planning | In progress. |
| Council | 2012-10-16 | C-145-12 | THAT staff bring forward a report that outlines details regarding Development Permit No. 02/05. | JC | Planning | In progress. |
Page 75–90
Council & Committee’s PLANNING FOLLOW UP ACTIONS LIST (non confidential items) - 2013
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2013-04-16 | C-36-13 | THAT action item C-01-10, re: Development Permit 2009/10 be rescinded. | JC | Planning | Letter to applicant in progress. |
| Council | 2013-05-21 | C-60-13 | THAT the May 7, 2013 amended "Zoning Bylaw Review – Consultation Plan" prepared by Urban Systems be approved. | LC | Planning | Project underway, remove from list. |
| Council | 2013-06-18 | C-65-13 | THAT staff be directed to prepare a report to Council for the purchase offsets for Green House Gas Emissions from 2012 municipal operations. | JC | Planning | In progress. |
| Council | 2013-07-30 | C-82-13 | THAT the Temporary Sign Permit No. 2013/04 be approved for one 8x12 advertising sign for the purpose of real estate advertising as presented in the July 17, 2013 report from the Planner. AND THAT the applicant work with staff to determine the appropriate location of the sign. | JD | Planning | In progress. |
| Council | 2013-09-03 | C-86-13 | THAT staff bring back a report to Council in regard to an enforcement plan for uses taking place within C-6 zones (Tourist Commercial). | LC | Planning | In progress. |
| Council | 2013-09-03 | C-87-13 | THAT the letter dated August 12, 2013 from Mr. Sperrer be referred to staff for possible bylaw enforcement; AND FURTHER THAT staff report back to Council in the future regarding the intrusive and invasive plant issue; AND THAT the topic of intrusive and invasive plants be referred to the Parks, Recreation and Environment Committee. | EC | Planning | In progress. |
Page 75–90
COMPLETED ACTION ITEMS (non confidential items) - 2010
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2010-07-20 | C-117-10 | THAT staff provide reports regarding land use and sewer user fees for properties with a Tourist Commercial designation. | LC | Planning | Complete. |
| Council | 2010-10-05 | C-148-10 | THAT staff prepare a road and trail naming policy using examples from Toronto and Richmond. | SJ | Administration | Complete. Draft provided to July 16, 2013 Council meeting; amendments in progress; to be brought back for Council consideration autumn 2013. |
Page 75–90
COMPLETED ACTION ITEMS (non confidential items) - 2012
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2012-07-17 | C-116-12 | THAT staff prepare an information report on current land use regulations in the C-6 zone. | LC | Planning | Complete. |
| Council | 2012-09-04 | C-129-12 | THAT the award for the Town's 2012 Stewart Avenue Sanitary Lift Station Upgrade Contract to G&E Contracting Ltd. at a price of $180,000.00 plus HST be approved. | DW | Engineering | Complete. |
| Council | 2012-11-06 | C-154-12 | THAT coincident with final reading of Land Use Bylaw Amendment Bylaw No. 849, 2012, a covenant be registered to secure the following: dedication of the 1.58 ha park as part of Phase 2 of the project; construction of trails in or near the park as part of Phase 2 of the project; a statutory right-of-way for public access to the proposed park as part of the Phase 2 of the project; requirement that Building 2 be constructed as a one-storey building; and a covenant to limit gross floor area of retail food store use. AND THAT the $1 million community amenity contribution offered by the applicant be provided coincident with final reading of Land Use Bylaw Amendment Bylaw No. 849, 2012. | JC | Planning | Complete. |
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COMPLETED ACTIONS LIST (non confidential items) - 2013
Page 75–90
| Meeting | Date | Item/Ref | Topic/Action | Who | Department | Status/Comments |
|---|---|---|---|---|---|---|
| Council | 2013-04-16 | C-34-13 | THAT the removal of the five trees discussed in the Tom Talbot & Graham Mackenzie, Talbot Mackenzie & Associates report dated April 3, 2013 be approved. | JR/EB | Engineering | Complete. |
| Council | 2013-04-16 | C-39-13 | THAT Council put forward a request for an expression of interest from community groups to manage the orchard at Welland Park. | JR | Engineering | Complete. |
| Council | 2013-05-21 | C-61-13 | THAT the "Introduction of Draft Soil Deposit/Removal Bylaw" be referred to the Planning and Development Advisory Committee. | JD/DM | Planning | Complete. |
| Council | 2013-06-04 | C-62-13 | THAT Development Variance Permit No. 2013/02 – 333A Stewart Avenue be rejected. | JC | Planning | Complete. |
| Council | 2013-06-04 | C-63-13 | THAT Development Variance Permit No. 2013/03 – 335 Stewart Avenue be rejected. | JC | Planning | Complete. |
| Council | 2013-06-18 | C-66-13 | THAT staff investigate the aspects of Public Works and Government Services Canada’s Esquimalt Harbour Graving Dock Remediation Project, including but not limited to: planned hours/day and days/week for the operation; materials being remediated and potential associated health implications; weight of trucks proposed to be run on the Island Highway; potential to delay the project until the completion of the Craigflower Bridge Replacement Project; methodology to determine wear and tear of municipal roads; and compensation for wear and tear of municipal roads; AND THAT staff report back to Council. | KA | Administration | Complete. The approved route does not include that which has been proposed. The trucks are moving material through the David Street route as described on the circular distributed by Canada. |
| Council | 2013-07-09 | Direction | Open up Welland Legacy Park | JR | Engineering | Complete. |
| Council | 2013-07-09 | Direction | Staff ensure CRD Parks sets up annual enforcement meeting in spring to deal with Thetis Lake Park enforcement plan for each summer. | PH/LC | Fire/Bylaw | Complete. |
| Council | 2013-07-16 | C-69-13 | THAT the consolidated financial statements for the year ended December 31, 2012 be accepted. | JB | Finance | Complete. |
| Council | 2013-07-16 | C-70-13 | THAT Council authorize an additional $25,000 to complete the Stewart Avenue Lift Station construction project being funded from the Sewer Capital Reserve Fund. | JB | Finance | Complete. Budget amendment at year end. |
| Council | 2013-07-16 | C-71-13 | THAT Council authorize $15,000 to replace the Bessborough Avenue retaining wall being funded from Casino revenue. | JB | Finance | Complete. Budget amendment at year end. |
| Council | 2013-07-16 | C-72-13 | THAT the Tour de Victoria Cycling Event be permitted to take place within the Town on Sunday, September 22, 2013, as detained in the Superintendent of Engineering’s report dated July 11, 2013; AND THAT upon applications in future years, this event be permitted to take place within the Town, subject to the Town's Engineering Department requirements being met. | DB | Engineering | Complete. |
| Council | 2013-07-16 | C-73-13 | THAT Development Variance Permit No. 2013/02 be approved to allow a variance for the gates at 333A Stewart Avenue from 1.0m to 1.55m. | JC | Planning | Complete. |
| Council | 2013-07-16 | C-74-13 | THAT Development Variance Permit No. 2013/03 be approved to allow a variance for the gates at 335 Stewart Avenue from 1.0m to 1.55m. | JC | Planning | Complete. |
| Council | 2013-07-16 | C-75-13 | THAT Development Permit 2013/13 be approved as per the July 16, 2013 Council report from the Senior Planner, AND THAT Development Permit 2013/13 include a variance to the requirement for community amenity space to be reduced from 710m² to 632m². | JC | Planning | Complete. |
| Council | 2013-07-16 | C-77-13 | THAT Council authorize the expenditure of an additional $37,000 to assist LifeCycles Project Society in developing Welland Legacy Park funded from the DCC Parks Improvement Fund; AND THAT $5,000 for the maintenance component to come from the prior year's surplus. | JB | Finance | Complete. Budget amendment at year end. |
| Council | 2013-07-16 | C-78-13 | THAT the Statement of Financial Information (SOFI) Report for the Year Ended December 31, 2012 be approved. | JB | Finance | Complete. |
| Council | 2013-07-16 | C-79-13 | THAT the previous appointment of Daniel Jones to the position of Building Inspector/Bylaw Enforcement Officer be rescinded; AND THAT Vaughn Hildebrand be appointed as Building Inspector/Bylaw Enforcement Officer. | LC | Planning | Complete. |
| Council | 2013-07-30 | C-80-13 | THAT Development Variance Permit No. 2013/15 be approved to vary the requirements of Sections 57 and 58 of the Land Use Bylaw, 1990, No. 35 to defer works and services to be provided, located and constructed for the subdivision of and issuance of excavation and foundation permits for 21, 23, 29 Helmcken Road; 1650 Little Road; and part of 1 Hospital Way as per the plans attached to the July 25, 2013 report from the Senior Planner until the issuance of the building permits. | JC | Planning | Complete. |
| Council | 2013-07-30 | C-81-13 | THAT Development Permit No. 2013/11 be approved to allow subdivision, tree removal, excavation, and the construction of foundations and underground parking at 21, 23, 29 Helmcken Road; 1650 Little Road; and part of 1 Hospital Way as per the plans and reports attached to the July 25, 2013 report from the Senior Planner, AND THAT the following be included as conditions in the permit: a. Further investigation is to be conducted to determine the potential of retaining the trees 19 to 31 prior to demolition, site clearing or issuance of any tree or excavation permits; b. Prior to construction activities, snow fencing is to be placed 1.0m outside all edges of the Park area under the supervision of a qualified biologist; c. The Park area is to be off-limits to vehicles, machinery, and construction materials associated with this development; d. Excavation for building foundations, utility services and driveways are to be avoided within the drop line and/or critical root zone of larger specimen trees (e.g. Douglas-Fir) that occur inside the Park area; e. During construction, all surface run-off must be controlled to limit erosion and contained to remove sediments until landscaping with the development is completed. Construction representatives are to work with a qualified biologist in directing the placement of suitable erosion control and sediment containment measures; f. Bare soil (excluding bare rock) exposed during construction activities is to be seeded promptly within the growing season from April to September using a mix of equal amounts of Fall Rye, Italian Ryegrass and Perennial Ryegrass to minimize weeds; g. Tree impact mitigation measures are to be taken in accordance with the May 22, 2012 tree retention report prepared by Talbot Mackenzie & Associates; h. The construction of any foundations would be at the applicant’s risk should buildings be approved in a different location in subsequent development permits; and i. This permit does not authorize the issuance of any foundation permit for Buildings 3 or 4. |
JC | Planning | Complete. |
| Council | 2013-07-30 | C-84-13 | THAT the View Royal Fire Hall tender be awarded to Ledcor Construction Limited at the tendered price of $6,041,292 including taxes. | JB | Finance | Complete. |
| Council | 2013-09-03 | C-85-13 | THAT Section 33 (2) of View Royal's Land Use Bylaw, 1990, No. 35 be amended to read as follows: "33. (2) Storage of materials, vehicles, or boats, except as specified herein on the front or side yard must be enclosed in a garage or carport." | MR | Planning | Complete. |
| Council | 2013-07-30 | C-86-13 | WHEREAS the purpose of Development Cost Charges is to provide funds to assist local government to pay capital costs and; WHEREAS the purpose of Development Cost Charges is not achieved by the Town of View Royal paying itself and; WHEREAS the capital burden of the existing fire hall will be moved from the existing site to the new site; THEREFORE be it resolved that Development Cost Charges will not be applied to the Town of View Royal Fire Hall project to be constructed at 333 Island Highway. |
PH | Fire | Complete. |
| Council | 2013-07-30 | C-87-13 | WHEREAS the purpose of Building Permit fee is the recovery of costs of the management and administration of the building bylaw and associated regulation and statute and; WHEREAS the purpose of Building Permit fee is not achieved by the Town of View Royal paying itself; THEREFORE be it resolved that the Building Permit fee will not be applied to the Town of View Royal Fire Hall project to be constructed at 333 Island Highway. |
PH | Fire | Complete. |
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(1)Extracted from: 2013 10 08 Committee of the Whole Agenda