MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE BUDGET MEETING HELD ON WEDNESDAY, FEBRUARY 15, 2023

1. CALL TO ORDER

Mayor Tobias called the meeting to order at 6:00 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 Brown SECONDED: Councillor Lemon

THAT the agenda be approved as presented. CARRIED

3. PUBLIC PARTICIPATION PERIOD

4. REPORTS

a) 2023-2027 Five Year Financial Plan Deliberations

1. Summary from February 14, 2023 meeting

The Director of Finance provided a summary from the February 14, 2022 Committee of the Whole meeting discussion and discussed public engagement, timeline, and process for approving projects for the Committee. She noted that, given the volume of items to discuss, items could be placed in a “parking lot” or “Park” for later review so discussion did not stall.

2. Continued 2023-2027 Financial Plan Deliberations

a) Non-core Projects:

The Committee discussed the non-core project items and supported those listed in the draft budget (Schedule 2.1) with the following exceptions, notations, and amendments:

General Government Services:

• Digital signature certificate service (N-059) – park;
• Communications Coordinator (N-103) – park;
• Community engagement and satisfaction survey (N-037) – defer project (total $40,000) to 2024;
• Information Technology Coordinator (N-104) – park;
• Internet failover service (N-100) – park;
• Investment program development (N-066) – defer project (total $25,000) to 2024;
• Truth and Reconciliation (N-068) – additional details to be provided on the anticipated deliverables; and
• Volunteer community improvement program (N-110) – approve $2,500 for 2023 only and then bring forward in 2024 to re-evaluate.

Protective Services:

• Full-time firefighter staff increase (N-085) – park;
• Internet failover service (N-100) – park;
• Policing municipal employee (N-053) – defer position start and associated funding to mid-2024, clarification to be provided from RCMP on the administrative support requirements; and
• Wildfire fuel management (N-078) – rename to remove “plan”, approve $25,000 for 2023 only and then bring forward in 2024 to re-evaluate.

Staff positions identified in both the General Government and Protective Services areas were put into the “parking lot” for further discussion during the budget deliberations.

Transportation Services:

• Drainage Master Plan update (N-098) – defer project (total $150,000) to 2024;
• Stormont Road traffic calming (N-081) – park, additional details to be provided on other potential options; and
• Transportation Master Plan Update (N-105) – park.

Development Services:

• Official Community Plan review (N-025) – park;
• Housing gaps and needs study (N-040) – park;
• Coastal Adaptation Plan (N-089) – park;
• Community engagement strategy (N-036) – park;
• Housing strategy (N-092) – park;
• Placemaking Urban Design Plan (N-067) – park;
• Public Engagement Garden Suite Policy (N-106) – park;
• Memorial Park Feasibility Study (N-108) – remove project from the 2023-2027 Financial Plan (total $30,000);
• Off-street parking review (N-099) – park;
• Public engagement Erskine Lane neighbourhood (N-107) – remove project from the 2023-2027 Financial Plan (total $30,000); and
• Thetis Cove Accessibility Study (N-109) – remove project from the 2023-2027 Financial Plan (total $15,000).

The Committee noted that the Transportation Master Plan Update (N-105), Official Community Plan review (N-025), Housing gaps and needs study (N-040), Coastal Adaptation Plan (N-089), Community engagement strategy (N-036), Housing strategy (N-092), Placemaking Urban Design Plan (N-067), and Public Engagement Garden Suite Policy (N-106) will require further discussion as this work is tied to the Official Community Plan review and may also be impacted by anticipated announcements from the Province.

Park Services:

• Helmcken Centennial Park Master Plan (N-064) – remove project from the 2023-2027 Financial Plan (total $55,000);
• Public art acquisition mural (N-093) – park and await full attendance to ensure Councillor Kowalewich can participate in a vote on this project; and
• Urban forestry strategy (N-074) – the request for proposals’ terms of reference to be provided to Council prior to release.

MOVED BY: Mayor Tobias SECONDED: Councillor MacKenzie

COW-10-23: THAT the Committee recommend to Council that the Helmcken Centennial Park Master Plan be removed from the 2023-2027 Five Year Financial Plan. CARRIED Councillors Lemon and Rogers

5. QUESTION PERIOD

6. TERMINATION

MOVED BY: Councillor Lemon SECONDED: Councillor Rogers

THAT this meeting terminate. Time: 9:23 p.m. CARRIED

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MAYOR

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CORPORATE OFFICER