Staff Report: Advance Notification Opportunities

Finance & Administration Report

TO: Committee of the Whole DATE: April 8, 2015 FROM: S. Jones, Director of Corporate Administration MEETING: April 14, 2015

ADVANCE NOTIFICATION OPPORTUNITIES

RECOMMENDATION:

THAT the April 8, 2015 report prepared by the Director of Corporate Administration entitled “Advance Notification Opportunities” be received.

CHIEF ADMINISTRATIVE OFFICER'S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To describe advance notification opportunities employed by the Town in relation to changes in the municipality.

BACKGROUND:

In 2013 Council discussed address changes in various areas throughout the municipality prompting a discussion regarding advance notification opportunities related to changes that may take place in the municipality. The specific motion passed at that time reads as follows:

THAT staff prepare a policy that describes a process for advance notification when changes are being contemplated that may impact a specific property or properties. (C-97-13)

DISCUSSION:

With respect to the issue that generated interest in this topic to begin with, civic addressing, that bylaw — “Addressing Bylaw No. 825” — and related policy were approved by Council in January 2015. As noted in the report that accompanied the bylaw and related policy, an important component of those documents is public service. The report goes on to state that “[s]taff are typically the first point of contact for a resident when dealing with address changes and are keenly aware of how disruptive an address change can be to a resident. As such, staff utilize the typical ‘View Royal’ approach of maintaining personal and direct contact with the public, and making every attempt to accommodate a resident in their needs. Development Services routinely works with Emergency Services and the public to ensure that a balance between resident needs and the safe and efficient operation of the Town is maintained. These interactions and services provided include:

• written notification of address changes two months in advance to offer the resident a chance to interact with staff to best fit their needs, as well as making preparations for the address to change;
• close communication with Canada Post to ensure smooth cost-free transitions and mail forwarding and any other services required by the resident.

Staff’s experiences have been overwhelmingly positive with the public in terms of the understanding that while choice of address is often limited where public safety is concerned, the Town wants to provide the best possible public service at all times. The goal of staff’s public consultation in these cases is to convey the importance of public safety to the resident while doing everything possible to minimize impacts, and in this sense the interactions with the public are almost always very positive.”

More broadly, the Town employs numerous notification tools, including the public notice board; electronic monitor in the Town Hall foyer; the monthly e-newsletter; newspaper ads; Twitter; Facebook; and the twice annual paper newsletter. As well, the Town's website is a good source of information for residents. Through the website, people can sign up to receive notifications of new web postings for items placed in the following areas of the site: “What’s New”, “Public Notices”, “Events”, “Agendas & Minutes”, and “Newsletters”. Finally, for specific initiatives, such as an open house or a survey for a particular area, personal mail or hand delivery is also utilized.

For projects led by the private sector, the Town has in place “Development Procedures Bylaw No. 730” which regulates advance mailouts for various types of applications and the posting of on-site signage in the case of rezoning applications. Development applications typically go through the Committee of the Whole and then the Council meeting process. These meetings have opportunities in “Public Participation” and “Question Period” in which people can express their thoughts on the application. For Zoning and Official Community Plan Bylaws amendments, there is also a specific public hearing which is both advertised in the newspaper as well as noticed for prior to 3rd reading and adoption of the related bylaw. Similarly, for development permit applications with variances and for development variance applications there is a specific section on the agenda where public comments are sought in relation to the application at hand.

Notifications — whether by the Town or from the development community in relation to Town business — encourage interested parties to contact staff — by phone, letter, email or in person — at Town Hall with questions and comments.

CONCLUSION:

To summarize, there are many notification tools used by the municipality that are in keeping with available Town resources — both financial and staffing. This variety ensures that there are multiple ways that property owners — all with different needs and abilities to access information — can find out information about “happenings” in Town. The notification tools available help to keep property owners informed should they wish to look into a matter that is of interest. The recently approved bylaw and policy for civic addressing has alleviated the concern that was previously expressed regarding advance notification. Staff are not aware of other initiatives undertaken by the Town that are not already the subject of notification where required by legislation and/or by good communications practices. Accordingly, the development of a policy is not required at this time.

RECOMMENDATION:

THAT the April 8, 2015 report prepared by the Director of Corporate Administration entitled “Advance Notification Opportunities” be received.

SUBMITTED BY: S. Jones, Director of Corporate Administration

REVIEWED BY: K. Anema, Chief Administrative Officer