MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, DECEMBER 10, 2013

TOWN OF VIEW ROYAL MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, DECEMBER 10, 2013 VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE: Mayor Hill Councillor Mattson Councillor Rogers Councillor Screech

REGRETS: Councillor Rast

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration J. Rosenberg, Director of Engineering P. Hurst, Fire Chief J. Beauchamp, Director of Finance G. Faykes, Building Inspector T. Mollin, Firefighter L. Chomyn, Inspector, West Shore RCMP Con. E. Rutledge, West Shore RCMP E. Bolster, Deputy Municipal Clerk

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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 Mattson

THAT the agenda be approved as presented. CARRIED

3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

a) Minutes of the Committee of the Whole meeting held November 12, 2013

MOVED BY: Councillor Mattson SECONDED: Councillor Screech

THAT the minutes of the Committee of the Whole meeting held November 12, 2013 be adopted. CARRIED

4. PETITIONS & DELEGATIONS

5. PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS

6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Mattson, Acting 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 November 2013

MOVED BY: Councillor Rogers SECONDED: Mayor Hill

THAT the monthly Building and Subdivision Report for the month of November 2013 be received for information. CARRIED

b) Monthly Bylaw Enforcement Report for the month of November 2013

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the monthly Bylaw Enforcement Report for the month of November 2013 be received for information. CARRIED

c) Monthly RCMP Report for the month of November 2013

The Inspector gave a summary of the report to the Committee and discussed the "second strike" traffic enforcement program; bait bike program; options for Helmcken/Rudyard Road intersection; retirement and replacement of Sgt. Willis; and staffing changes within the West Shore RCMP.

The Committee requested that staff investigate options regarding the Helmcken/Rudyard Road intersection and report back to the Committee.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the monthly RCMP Mayor’s report for the month of November 2013 be received for information. CARRIED

d) West Shore Licensed Establishment Program – Good Neighbour Agreement – Verbal Update

Con. Rutledge spoke to the Committee in regard to the "Good Neighbour Agreement" program. She noted that she has discussed the program with both the owners of Four Mile Pub and Six Mile Pub.

The Committee requested that this issue be brought forward to the January 2014 Committee of the Whole meeting for further discussion and that Con. Rutledge also discuss the program with the View Royal Casino.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the verbal update regarding the West Shore Licensed Establishment Program – Good Neighbour Agreement be received for information. CARRIED

e) View Royal Public Safety Building Report for the month of November 2013

The Fire Chief summarized the public safety building project report to the Committee and discussed its timeline and the on-site works.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the View Royal Public Safety Building Report for the month of November 2013 be received for information. CARRIED

f) UNISDR: Exchange Program between Portmore, Jamaica and View Royal

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the UNISDR: Exchange Program between Portmore, Jamaica and View Royal report be received for information. CARRIED

g) Building Permit Fee Calculations

1. Report dated November 25, 2013 from the Building Official

MOVED BY: Mayor Hill SECONDED: Councillor Rogers

THAT the Committee recommend to Council that the Town of View Royal's Building Bylaw No. 742, 2009 be amended to include provision for all future building permit application fees to be calculated using the Marshall Swift Calculator. CARRIED

6.1.4 New Business

6.2 FINANCE & ADMINISTRATION – Mayor Hill, Chair

6.2.1 Chair's Report

6.2.2 Business Arising from Previous Minutes

6.2.3 Reports

STAFF REPORTS

a) Workplace Bullying and Harassment Policy 2600-037

1. Report dated November 27, 2013 from the Executive Assistant and the Director of Corporate Administration

The Director of Corporate Administration summarized the policy for the Committee.

The Committee requested additional comparative information and specific examples of bullying and harassing behaviour.

MOVED BY: Councillor Screech SECONDED: Councillor Mattson

THAT the "Workplace Bullying and Harassment Policy No. 2600-037" be received. CARRIED

b) 2014 Volunteer Recognition Event

1. Report dated December 4, 2013 from the Deputy Municipal Clerk and the Director of Corporate Administration

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the Committee recommend to Council discussions regarding the 2014 Volunteer Recognition Event be tabled. CARRIED

c) Volunteer Bureau

1. Report dated December 5, 2013 from the Director of Corporate Administration

The Committee and staff discussed whether there is a need for a volunteer bureau within View Royal; various ways to implement a volunteer bureau; recruitment of volunteers; opportunities for other agencies to undertake volunteer coordination; and the option to form a task force to investigate the possibilities for some form of a volunteer program in View Royal.

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the Committee recommend to Council that Councillors Mattson and Screech bring forward an action plan to the January 2014 Committee of the Whole meeting regarding the potential formation of a task force to investigate a volunteer program in View Royal. CARRIED

d) Capital Project Update

1. Report dated December 5, 2013 from the Director of Finance

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the report dated December 5, 2013 from the Director of Finance titled "Capital Project Update" be received for information. CARRIED

e) Records Management Bylaw & Policy

1. Report dated December 2, 2013 from the Archivist/Corporate Records Assistant and the Director of Corporate Administration

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the Committee recommend to Council that Records Management Bylaw No. 879, 2013 be given three readings;

AND THAT the Committee recommend to Council that Policy No. 0100-039 Records Management be approved. CARRIED

f) Draft 2014-2018 Financial Plan and Budget Schedule

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the draft 2014-20108 Financial Plan and Budget be received;

AND THAT the Committee provide feedback to staff in regard to the schedule. CARRIED

OTHER REPORTS

6.2.4 New Business

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT this meeting recess at 5:51 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 9:09 p.m.

PRESENT WERE: Mayor Hill Councillor Mattson Councillor Rogers Councillor Screech

REGRETS: Councillor Rast

PRESENT ALSO: K. Anema, Chief Administrative Officer J. Rosenberg, Director of Engineering L. Chase, Director of Development Services D. Becelaere, Superintendent of Engineering E. Bolster, Deputy Municipal Clerk

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10. PETITIONS & DELEGATIONS

11. PUBLIC PARTICIPATION PERIOD

12. BUSINESS ITEMS

12.1 PARKS, RECREATION & ENVIRONMENT – Councillor Screech, Chair