MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, FEBRUARY 14, 2023

MINUTES OF A COMMITTEE OF THE WHOLE MEETING

HELD ON TUESDAY, FEBRUARY 14, 2023

VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE:

• Mayor Tobias
• Councillor Brown
• Councillor Lemon
• Councilor MacKenzie
• Councillor Mattson
• Councillor Rogers

REGRETS:

• Councillor Kowalewich

PRESENT ALSO:

• K. Anema, Chief Administrative Officer
• S. Jones, Director of Corporate Administration
• L. Taylor, Director of Development Services
• I. Leung, Director of Engineering
• D. Christenson, Director of Finance
• P. Hurst, Director of Protective Services
• Insp. Rose, West Shore RCMP
• S. Vella, Manager of Accounting
• E. Bolster, Deputy Corporate Officer
• 15 members of the public
• 0 members of the press

1. CALL TO ORDER

Mayor Tobias called the meeting to order at 3:30 p.m.

The Mayor acknowledged that this meeting is being held on the traditional territory of the Songhees Nation and Esquimalt Nation.

2. APPROVAL OF AGENDA

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the agenda be amended to include items 6.3.2(a), 9.3.4(b)(2) and 10(a-b);

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 13, 2022

MOVED BY: Councillor Mattson SECONDED: Councillor MacKenzie

THAT the minutes from the Committee of the Whole meeting held December 13, 2022 be tabled to the March Committee of the Whole meeting. TABLED

b) Minutes of the Committee of the Whole meeting held January 10, 2023

MOVED BY: Councillor Mattson SECONDED: Councillor MacKenzie

THAT the minutes of the Committee of the Whole meeting held January 10, 2023 be adopted as presented. CARRIED

4. PETITIONS & DELEGATIONS

a) G. Brown and W. Wu, West Shore Parks and Recreation, Re: 2023 West Shore Parks and Recreation Society Budget and Requisition Request

Mr. Brown gave a presentation to the Committee regarding the 2023 West Shore Parks and Recreation Society budget.

The Committee and Mr. Brown discussed programming, insurance, the seniors’ centre facility arrangements, rental revenue, youth access, fees, site security, and a potential site tour.

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

COW-02-23 THAT the Committee recommend to Council that the draft 2023 West Shore Parks and Recreation Society Budget be approved. CARRIED

5. PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS

6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Brown, Chair

6.1.1 Chair’s Report

6.1.2 Business Arising from Previous Minutes

6.1.3 Reports

STAFF REPORTS

a) Building Department Report for the Month of January 2023

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the Building Department Report for the Month of January 2023 be received. CARRIED

b) West Shore RCMP Update

1. Verbal report from Insp. Rose

Insp. Rose discussed the newly acquired electric fleet vehicle, statistics, and calls for service.

The Committee and Insp. Rose discussed the timing of police presence on Burnside Road West vis a vis speed enforcement.

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the West Shore RCMP verbal update from Insp. Rose be received. CARRIED

6.1.3 New Business

6.2 ARTS & CULTURE – Councillor Lemon, Chair

6.2.1 Chair’s Report

The Chair gave a report to the Committee regarding the Greater Victoria Public Library (GVPL) specifically the recent appointment of Board Chair and Vice-Chair, upcoming committee appointments, and budget; the View Royal Reading Centre upcoming grant application; and art grants in the region.

6.2.2 Business Arising from Previous Minutes

6.2.3 Reports

• STAFF REPORTS
• COMMITTEE REPORTS
• OTHER REPORTS

6.2.4 New Business

a) Greater Victoria Public Library 2023 Budget and Five-Year Financial Plan

1. Letter dated December 9, 2022 from A. McKinnon, Board Chair and M. Sawa, CEO, Greater Victoria Public Library, Re: Greater Victoria Public Library 2023 Budget and Five-Year Financial Plan

MOVED BY: Councillor Brown SECONDED: Councillor Rogers

COW-03-23 THAT the Committee recommend to Council that the Greater Victoria Public Library 2023 Budget and Five-Year Financial Plan be approved. CARRIED Councillors Mattson and MacKenzie opposed

6.3 FINANCE & ADMINISTRATION – Mayor Tobias, Chair

6.3.1 Chair’s Report

Mayor Tobias discussed budget deliberations, West Shore mayors’ monthly meetings, discussions with neighbouring communities, Capital Regional District biosolids, and the upcoming opening of the Victory Hill Daycare.

6.3.2 Business Arising from Previous Minutes

a) Advisory Committee – Structure

1. View Royal Advisory Committee Restructure dated January 2023 from Mayor Tobias

The Mayor reviewed the information he provided on the agenda.

2. Report dated February 14, 2023 from the Chief Administrative Officer, Re: Advisory Committees – Structure, Staff Concerns

The Committee and the Chief Administrative Officer discussed the proposed structure, specifically, the role of elected official as facilitator or liaison as opposed to chair; agenda content set by volunteer members to ensure objectivity; approval of minutes by the advisory committee; use of staff as resources; the need for training, alternates; length of term; availability of volunteers; volunteer burn-out; and quorum.

The Committee and the Chief Administrative Officer (CAO) discussed the proposed structure, specifically, the role of elected official as facilitator or liaison as opposed to chair; agenda content set by volunteer members to ensure objectivity; approval of minutes by the advisory committee; use of staff as resources; the need for training, alternates; length of term; availability of volunteers; volunteer burn-out; and quorum.

With respect to the proposal for minute-taking to be potentially be either by an elected official or a volunteer member of the advisory committee, the CAO noted that minutes are to either be a proper record of the meeting so the process must be one that instills confidence in the outcome or the meeting record must be watered-down so the outcome is not a concern.

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

COW-04-23 THAT the Committee recommend to Council that the proposed advisory committee structure discussion be referred to the Town’s March 6, 2023 Strategic Planning session. CARRIED

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the report dated February 14, 2023 from the Chief Administrative Officer titled “Advisory Committees – Structure, Staff Concerns” be received. CARRIED

6.3.3 Reports

STAFF REPORTS

a) CAO Update

1. Report dated February 7, 2023 from the Chief Administrative Officer

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the report dated February 7, 2023 from the Chief Administrative Officer titled “CAO Update” be received for information. CARRIED

b) Budget Variance and Projects Update Report to January 31, 2023

1. Report dated February 9, 2023 from the Manager of Accounting

MOVED BY: Councillor Rogers SECONDED: Councillor Mattson

THAT the report dated February 9, 2023 from the Manager of Accounting titled “Budget Variance and Projects Update Report to January 31, 2023” be received for information. CARRIED

MOVED BY: Councillor MacKenzie SECONDED: Councillor Brown

THAT the meeting now recess at 5:37 p.m. CARRIED

Mayor Tobias reconvened the meeting at 5:55 p.m.

c) 2023-2027 Five Year Financial Plan Deliberations

1. Introduction and Overview

The Director of Finance gave an introduction and overview of the 2023-2027 Five Year Financial Plan Deliberations.

The Committee and staff discussed the tax increase if the budget were approved as is; impact of the RCMP building proposal; maturity of existing debts; opportunities to prioritize projects that promote safety; shifting from Casino reserves to property taxation for the West Shore Parks and Recreation requisition beginning in 2024 at 0.5% per year; the anticipated Provincial one-time injection of funds for projects; and proposed staffing positions.

Committee members discussed tax increase levels they would be comfortable with.

2. Non-core Projects (time permitting)

COMMITTEE REPORTS

OTHER REPORTS

6.3.4 New Business

7. CORRSPONDENCE

8. CLOSED MEETING RESOLUTION

MOVED BY: Councillor Mattson SECONDED: Councillor Lemon

THAT the meeting now recess at 6:43 p.m.

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EVENING BREAK

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

PRESENT WERE:

• Mayor Tobias
• Councillor Brown
• Councillor Lemon
• Councillor MacKenzie
• Councillor Mattson
• Councillor Rogers

REGRETS:

• Councillor Kowalewich

PRESENT ALSO:

• S. Jones, Director of Corporate Administration
• I. Leung, Director of Engineering
• L. Taylor, Director of Development Services
• D. Christenson, Director of Finance
• S. Scory, Community Planner
• 13 members of the public
• 0 members of the press

8.2 PETITIONS & DELEGATIONS

8.3 PUBLIC PARTICIPATION PERIOD

9. BUSINESS ITEMS

9.1 PARKS, RECREATION & ENVIRONMENT – Mayor Tobias, Acting Chair

9.1.1 Chair’s Report

9.1.2 Business Arising from Previous Minutes

9.1.3 Reports

STAFF REPORTS

a) Future of View Royal Park Community Gardens Management

1. Report dated January 31, 2023 from the Engineering Clerk

The Director of Engineering and Parks gave a summary of the report to the Committee.

The Committee and staff discussed a level of service agreement, the shed remaining as Town property, and the Society managing the area independently.

MOVED BY: Councillor Mattson SECONDED: Councillor Lemon

COW-05-23 THAT the Committee recommend to Council that the Town approve, in principle, a revision of the existing Community Garden Policy No. 5200-015 to better align with the policies in neighbouring municipalities including:

• a shift of administrative and management responsibilities from the Town to a non-profit community garden society;
• clearly defined roles, responsibilities, and expectations of the Town, a non-profit community garden society, and plot holders;
• a requirement for a land use agreement between the Town and a non-profit community garden society; and
• the use of generalized language in anticipation of future community gardens to be developed in View Royal;

AND THAT staff work with the current non-profit society (View Royal Park Community Garden Society) on any proposed policy changes so that a mutually beneficial agreement can be reached. CARRIED

COMMITTEE REPORTS

OTHER REPORTS

9.1.4 New Business

9.2 ENVIRONMENT – Councillor MacKenzie, Chair

9.2.1 Chair’s Report

The Chair reported she is working in collaboration with the View Royal Climate Coalition; through the advocacy of the Parks, Recreation and Environment Advisory Committee (PREAC), the Town endorsed the Fossil Fuel Non-Proliferation Treaty Initiative; and PREAC is hoping that the Town moves to Step Code 5 more quickly than originally planned. The Chair noted she met recently with the Green Team to discuss their community-building initiatives, including an event set for February 18 in View Royal Park, and stated she will be attending the upcoming quarterly Capital Regional District Climate Action Intermunicipal Task Force meeting.

9.2.2 Business Arising from Previous Minutes

9.2.3 Reports

• STAFF REPORTS
• COMMITTEE REPORTS
• OTHER REPORTS

9.2.4 New Business

a) Development of a Deconstruction Bylaw – Councillor MacKenzie

The Chair discussed developing a bylaw or program to address the disposition of building demolition materials tailored to View Royal.

The Committee and staff discussed impact to bylaw enforcement and the potential to receive a presentation from a City of Victoria staff member on that municipality’s deconstruction bylaw. Members of PREAC as well as View Royal Climate Coalition can be informed of this presentation date should they wish to attend.

After a discussion regarding the development of bylaws being best addressed by staff, the following motion was made:

MOVED BY: Councillor MacKenzie SECONDED: Councillor Lemon

COW-06-23 THAT the Committee recommend to Council that R. Tooke, Manager, Sustainability, Assets and Support Services, from the City of Victoria’s Engineering and Public Works Department be invited to make a presentation to a future Committee of the Whole meeting regarding Victoria’s “Demolition Waste and Deconstruction Bylaw”. CARRIED

9.3 PLANNING, DEVELOPMENT & ENGAGEMENT – Councillor Mattson, Chair

9.3.1 Chair’s Report

9.3.2 Business Arising from Previous Minutes

9.3.3 Reports

STAFF REPORTS

a) Development Variance Permit 2023/01 – 305 Anya Court

1. Report dated February 3, 2023 from the Community Planner

The Community Planner gave a review of the report to the Committee.

The Committee and staff discussed BC Building Code requirements, existing covenant, potential and process for the existing garage to be used for a secondary suite, request for contour map, maintenance of existing hedge, impact to neighbouring properties, and lighting.

MOVED BY: Councillor Lemon SECONDED: Councillor Brown

THAT the report dated February 3, 2023 from the Community Planner titled “Development Variance Permit 2023/01 – 305 Anya Court” be received for information. CARRIED

b) Environment Development Permit with Variance 2022/11 – 302 Bessborough Avenue

1. Report dated February 9, 2023 from the Community Planner

The Community Planner gave a summary of the report to the Committee.

The Committee and staff discussed pilings for the dock structure and steepness of stairs.

MOVED BY: Councillor Brown SECONDED: Councillor Rogers

THAT the report dated February 9, 2023 from the Community Planner titled “Environmental Development Permit with Variance 2022/01 – 302 Bessborough Avenue” be received for information. CARRIED

COMMITTEE REPORTS

OTHER REPORTS

9.3.4 New Business

a) Official Community Plan – Next Steps re. Logistics

The Committee discussed holding an Official Community Plan (OCP) facilitated workshop-type meeting with Council and staff; enhancement of the 2011 OCP; further engagement, consultation, and clarification of the draft plan; fiscal responsibility to seek feedback on the draft plan; potential formation a task force; need for an action plan; potential Provincial changes regarding density and ability to adapt to these changes; timing of consultation (pre or post workshop); breadth of consultation (community-wide as opposed to precinct specific); and the opportunity to use some aspects from draft OCP to enhance the 2011 Plan.

In response to a member stating they were concerned that a workshop meeting may seem as if Council is writing the OCP, another member indicated that meeting content would focus on what worked with the 2011 OCP and draft OCP; lessons learned – for example, with population estimates having been surpassed; and what has not been developed from 2011 and why. It was noted that the exercise would help inform Council as to what to do next. Another member stated the workshop would be a good opportunity to lay out what Council members want to see in the OCP.

MOVED BY: Mayor Tobias SECONDED: Councillor Brown

COW-07-23 THAT the Committee recommend to Council that Council not proceed with the current version of the draft Official Community Plan. CARRIED Councillor MacKenzie opposed

MOVED BY: Councillor Brown SECONDED: Councillor Rogers

COW-08-23 THAT the Committee recommend to Council that a day-long, facilitated Council workshop be held to review the 2011 Official Community Plan and provide enhancements. CARRIED

b) Affordable Housing – Councillor Mattson

The Committee discussed allocation of affordable housing in new multi-family developments.

The Committee and staff discussed community amenity contributions, contribution of a percentage to affordable housing, definition of affordable housing, and cooperative housing.

MOVED BY: Councillor Mattson SECONDED: Councillor Lemon

COW-09-23 THAT the Committee recommend to Council that a report be provided to a future Committee of the Whole meeting regarding options for inclusionary housing, including exploration of a requirement for a predetermined percentage of units in new multi-family developments to be affordable housing. CARRIED

9.4 PUBLIC WORKS & TRANSPORTATION – Councillor Rogers, Chair

9.4.1 Chair’s Report

The Chair discussed the Victoria Regional Transit Commission’s representatives being selected and noted that View Royal can work with the West Shore representative to discuss transit issues; BC Transit’s 2021 Esquimalt-View Royal Local Area Transit Plan; the upcoming handyDART community meeting; and Walk On Victoria walkaround with the Town’s “Active Transportation Network Plan” in mind.

9.4.2 Business Arising from Previous Minutes

9.4.3 Reports

STAFF REPORTS

a) Active Transportation Network Plan Update

1. Report dated February 1, 2023 from the Director of Engineering and Parks

The Director of Engineering and Parks gave a review of the report to the Committee.

The Committee and staff discussed safety during construction, gaps in the network and whether people will use corridors, installation of sidewalks and bike lanes, transit, multi-use paths, maintaining assets, on-going engagement with Walk On Victoria, and the E&N Rail Trail.

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the report dated February 1, 2023 from the Director of Engineering and Parks titled “Active Transportation Network Plan Update” be received for information. CARRIED

COMMITTEE REPORTS

OTHER REPORTS

9.4.4 New Business

10. CORRESPONDENCE

a) Email dated February 13, 2023 from M. Cittone, Re: Official Community Plan

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the email dated February 13, 2023 from M. Cittone, Re: Official Community Plan be received. CARRIED

b) Email dated February 13, 2023 from D. & S. Brown, Re: Official Community Plan

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT the email dated February 13, 2023 from D. & S. Brown, Re: Official Community Plan be received. CARRIED

10. QUESTION PERIOD

11. MOTIONS & NOTICES OF MOTION

12. CLOSED MEETING RESOLUTION

13. TERMINATION

MOVED BY: Councillor Mattson SECONDED: Councillor Rogers

THAT this meeting terminate. Time: 9:24 p.m. CARRIED

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MAYOR

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CORPORATE OFFICER