CAO UPDATE

RECOMMENDATION: THAT the Committee receive the January 7, 2015, CAO Update Report for information.

PURPOSE OF REPORT:

To provide Council with information from the office of the CAO regarding material events and happenings at Town Hall.

BACKGROUND:

Council, as part of the 2013 performance review, requested that the CAO provide an Administrator’s report at each Committee of the Whole meeting to apprise Council of the highlights of significant activities of the Town.

INFORMATION:

Administration

After advertising in late 2014 and upon receiving several strong applications, View Royal resident, Jennifer Jakobsen, was selected by Council as one of the two representatives to the Westshore Parks and Recreation Society Board from the Town.

Also on the volunteer front, advertisements will run this month seeking advisory committee members for two-year appointments.

It has been an active time at Town Hall with property owners coming in to pay their annual sewer user fees, renew secondary suite permits and to purchase dog licences.

The annual “roll-over” of records will be undertaken this month. This task sees the Archivist/Corporate Records Assistant working closely with Departmental representatives to ensure a smooth and orderly transition of files into 2015.

Plans are in the works for a View Royal Elementary School grade three class presentation and tour in late January to enhance their social science curriculum which covers local governments and their services.

The Department’s budget preparation work is underway for both operating and capital budgets.

Finance

The development of an IT strategic plan is well underway. MYRA will be in a position to present to the CAO an early draft of the proposed roadmap the week of January 19th. This early roadmap will have some expected budget costs associated with opportunities and directions.

The interim audit is complete. Everything went well, as expected. The annual audit is scheduled for the week of March 23rd. Right now one of our next big focus is year end. Everything is in good shape and we do not expect there to be any delays.

The 2015-2019 Financial Plan process is well underway. Staff have been asked to establish documentation of a budget that describes core services so that Council engagement can easily drive a conclusion to the Financial Plan for 2015 and beyond. Binders are being compiled for Council and management.

An administrative policy is being developed to establish the requirements of Letters of Credit that form security for development projects.

Planning

Staff continue to work with the grant recipient on the Lime Kiln. Additional clearing work has been completed on site and loose stones from the base have been re-mortared into the base to provide necessary structural support for future work.

Work will continue on the Lime Kiln site into the Spring of 2015.

Planning work continues to complete Action List items from previous years. Reports on the sign bylaw, addressing and secondary suite fees are being prepared.

The Municipal Insurance Association has approved a grant in the amount of $3,250 for two sets of railings along a rock out cropping on the Chilco Trail.

Engineering and Operations

The Engineering Department continues to work on development projects including 1900 Watkiss Way, Eagle Creek, Limona developments Phase 6, 6 Mile Furniture, and Thetis Edge.

Staff are diligently reviewing drawings and monitoring construction activities on various developments. Engineering is in the process of finalizing drawings and developing a servicing agreement for Phase 6 of the Thetis Vale development. We are waiting for authorization from the Ministry of Transportation and Highways concerning the offsite treatment of storm water drainage from the Thetis Vale Development onto Ministry Lands.

Staff working with BCTFA on licence of occupation for path from Welland Legacy Park to Galloping Goose.

Staff are working towards completion of various capital budget projects. In addition 2015 budgets are being developed.

Opening of Portage Park playground

Building Inspection and Bylaw Enforcement

Eagle Creek

The servicing agreement with Omicron is completed. Building permits have been issued and Eagle Creek development is now in a position to continue construction.

The Bylaw Department continues to address the increase in complaints for 2014. There are a number of locales that are of particular interest and are receiving the required attention.

Fire Hall

The Fire Chief and CAO are committed nearly full time to managing this project. As the project draws to a close, occupancy and deficiency inspections will occur mid-January.

With the implementation of the new Bc Firefighter standard, it is anticipated that a complete, 3rd party review of Fire Department operations (Training, record management & Policy) will occur in 2015, with recommendations coming forward from that review. A comprehensive plan will be submitted by the Fire Chief in the spring outlining required changes to operations to satisfy the new provincial requirements.

Town Hall staff training was held in December to roll out the Business Continuity Plan.

The policy covering Emergency Call-out for EOC staff has also been updated and distributed to staff members. This policy requires that all Town staff keep an up to date emergency staff contact list at home, in their vehicles, and where applicable, on their mobile phone.

RECOMMENDATION: THAT the Committee receive the January 7, 2015, CAO Update Report for information.

SUBMITTED BY: K. Anema, Chief Administrative Officer