View Royal Advisory Committee Restructure Presentation

Rationale for Committee Restructure

• View Royal has decreased the number of committees it has for the last decade.
• It currently has the least number of committees in the CRD.
• Current structure consumes significant staff resources.
• Applicants to committees may not be interested in the other areas the condensed committees are mandated for.
• Assigned Councillors have an unclear role of liaison.
• Too many meetings are cancelled.

This is a starting place not an end product

• We will engage in continuous improvement
• We will review in one year
• We will encourage participation and application by all interested residents
• We will ensure that discussion is free flowing, respectful and not influenced by a Councillors perspective
• We will encourage discussion of Committee members with their neighbours unless it is an in-camera discussion

Current Structure of Advisory Committees

Community Development Advisory Committee (CDAC)

For social and economic development matters as related to land use planning, transportation, community connectivity, and heritage assets as well as the engagement of View Royal residents and businesses in these matters.

Parks, Recreation & Environment Advisory Committee (PREAC)

For parks, recreation, and environmental matters as well as the engagement of View Royal residents and businesses in these matters.

Number of Committees Comparative Analysis

[Chart: Bar chart showing the number of Advisory, Standing, Board, Commission, Working Group, and Steering committees for Metchosin, Colwood, Esquimalt, Saanich, Langford, and View Royal]

Comparative Analysis of Advisory Committee Structure of Neighbouring Communities

Need for Effective Committee Structure

• Council sits on over 25 external boards with no real interface with the public to gauge public support or knowledge of new initiatives or programs at CRD and other meetings.
• Lack of information leads to misinformation and speculation.
• Informal citizen engagement through advisory committees is a method of achieving public input into decision making.

Benefits of Community Advisory Committees (CACs) 1 of 2

• Increased public input: CACs provide an opportunity for citizens to provide input on a wide range of issues, from budget priorities to land use decisions. This can help ensure that government decisions reflect the needs and concerns of the community.
• Greater accountability: CACs can help hold the Mayor and Council accountable by providing a mechanism for citizens to provide feedback and oversight on government actions.
• Improved decision-making: CACs can provide local government officials with valuable information and insights from a diverse group of citizens. This can help officials make more informed decisions that reflect the needs of the community.

Benefits of Community Advisory Committees (CACs) 2 of 2

• Enhanced community engagement: CACs can foster greater engagement and participation among citizens in local government, which can lead to a more informed and engaged community.
• Better problem-solving: CACs can facilitate collaboration among residents, staff, Council and other stakeholders to address specific issues and find solutions. Often the experience of committee participation is a gateway for local leadership as future Councillors and Mayors.
• Greater transparency and trust: CACs can help increase transparency and trust in government by providing citizens with an opportunity to understand the decision-making process and to provide input on government actions.
• Diversified perspective: CACs can bring in a diverse group of citizens who can provide a variety of perspectives on local issues, and it can also help to ensure that the voices of traditionally marginalized communities are heard.

Staff Concerns

The Re-Structure:

• Requires More After Working Hours
• Extra Funding
• Extra Work
• Questionable Benefit

Residents Concerns

• LACK OF OPENNESS [Chart: Alert icon]
• LACK OF TRANSPARENCY [Chart: Magnifying glass icon]
• WANT OPPORTUNITIES TO PROVIDE MEANINGFUL INPUT [Chart: Handshake icon]

The Re-Structure will…

• Eliminate Staff from Secretarial Duties by appointing a member of the committee as secretary (this used to be done and is still practiced in other municipalities)
• Reduce Director Staff hours. Staff representation at a meeting is at the call of the Chair.
• Appoint Councillors to Chair the Meetings (Currently being done in Colwood and Saanich)
• Only the Chair has the power to cancel meetings (Currently the CAO)
• Meeting frequency is determined by the Chair with Committee input
• Provide Councillors with input and engagement on external committee assignments as well as Council of the Whole

Onboarding and Orientation

Committee Members will require formal onboarding with briefings on:

• Procedures
• Technology
• Minute Taking
• Mandate
• Relevant History and Current State

Committee of Whole Assignments

• Mayor Sid Tobias, Chair, Finance and Administration, CRD Director
• Councillor Don Brown, Chair, Protective Services
• Councillor Damian Kowalewich, Chair, Parks and Recreation
• Councillor Gery Lemon, Chair, Arts and Culture
• Councillor Alison MacKenzie, Chair, Environment
• Councillor Ron Mattson, Chair, Planning, Development and Engagement
• Councillor John Rogers, Chair, Public Works and Transportation

OTHER COMMITTEES, COMMISSIONS AND BOARDS Mayor Tobias

• CRD BOARD: Director: Mayor Sid Tobias
• CRD REGIONAL HOUSING TRUST FUND COMMISSION: Mayor Sid Tobias
• CRD ENVIRONMENTAL SERVICES: Co-Chair: Mayor Sid Tobias
• CDR HOSPITAL BOARD: Director: Mayor Sid Tobias
• CAPITAL REGION HOUSING CORPORATION BOARD: Director: Mayor Sid Tobias
• CRD GOVERNANCE: Director: Mayor Sid Tobias
• POLICE BUILDING LIAISON COMMITTEE: Mayor Sid Tobias
• TE’MEXW TREATY ADVISORY COMMITTEE: Mayor Sid Tobias
• WESTSHORE COMMUNITY POLICING ADVISORY COMMITTEE: Mayor Sid Tobias
• WESTSHORE PARKS AND RECREATION OWNERS: Mayor Sid Tobias

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor Brown

• CAPITAL REGION EMERGENCY SERVICE TELECOMMUNICIATIONS INC. (CREST): Councillor Don Brown
• MUNICIPAL INSURANCE ASSOCIATION: Delegate: Councillor Don Brown
• SOUTH ISLAND PROSPERITY ASSOCIATION: Councillor Don Brown
• INTERMUNICIPAL COMMITTEE ON ACCESSIBILITY: Councillor Don Brown

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor Kowalewich

• JOINT SCHOOL DISTRICT/MUNICIPAL COMMITTEE: Councillor Damian Kowalewich
• WESTSHORE PARKS AND RECREATION BOARD: Councillor Damian Kowalewich

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor Lemon

• CRD ARTS COMMISSION: Councillor Gery Lemon
• CRD CLIMATE ACTION INTER-MUNICIPAL TASK FORCE: Alternate: Councillor Gery Lemon
• GREATER VICTORIA PUBLIC LIBRARY: Representative: Councillor Gery Lemon
• VIEW ROYAL READING CENTRE: Councillor Gery Lemon

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor Rogers

• CRD BOARD: Alternate: Councillor John Rogers
• CRD REGIONAL WATER SUPPLY COMMISSION: Representative: Councillor John Rogers
• CRD DISTRICT BOARD: Alternate: Councillor John Rogers
• CAPITAL REGION HOUSING CORPORATION BOARD: Alternate: Councillor John Rogers
• FRIENDS OF COLE ISLAND SOCIETY: Councillor John Rogers
• JUAN DE FUCA WATER DISTRIBUTION COMMISSION: Representative: Councillor John Rogers
• MUNICIPAL INSURANCE ASSOCIATION: Alternate: Councillor John Rogers

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor Mattson

• CRD REGIONAL WATER SUPPLY COMMISSION: Alternate: Councillor Ron Mattson
• COLQUITZ/GORGE WATERSHED SPECIAL MANGAGEMENT AREA INITIATIVE: Representative: Councillor Ron Mattson
• JUAN DE FUCA WATER DISTRIBUTION COMMISSION: Alternate: Councillor Ron Mattson
• MUNICIPAL INSURANCE ASSOCIATION: Alternate: Councillor Ron Mattson

OTHER COMMITTEES, COMMISSIONS AND BOARDS Councillor McKenzie

• CRD CLIMATE ACTION INTER-MUNICIPAL TASK FORCE: Representative: Councillor Alison MacKenzie
• PARENTS’ ADVISORY COMMITTEE: Councillor Alison MacKenzie
• TE’MEXW TREATY ADVISORY COMMITTEE: Alternate: Councillor Alison MacKenzie

New Advisory Committee Structure

[Chart: Organizational diagram showing the relationship between Residents, CRD, Other Boards, the six Advisory Committees (Parks and Recreation; Arts and Culture; Environment; Transportation; Planning, Development and Engagement; Accessibility (Inter-municipal)), Council, and Staff]

PARKS AND RECREATION

PROVIDE RESIDENT INPUT ON OUR TOWN’S AND REGION’S PARK AND RECREATION

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on parks and recreation issues as requested by staff.
• Act as a resource for feedback of West Shore and CRD Parks activities and plans.
• Ongoing work to provide advice of continuous improvement of Parks and Recreation including maps, signage and health.
• Site visits and tours of municipal, West Shore and CRD Parks and Recreation highly encouraged. Provide encouragement for public use and promotion of facilities and events.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

ARTS AND CULTURE

PROVIDE RESIDENT INPUT ON OUR TOWN’S AND REGION’S ARTS AND CULTURE

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on arts, culture and library issues as requested by staff.
• Act as a resource for feedback of arts, culture, Victoria Library, View Royal Reading Centre and CRD Arts activities and plans.
• Ongoing work to provide advice of continuous improvement arts, culture and library including new facilities, festivals and events.
• Site visits and tours of municipal, West Shore and CRD Arts and Library facilities are highly encouraged. Provide encouragement for public use and promotion of facilities and events.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

ENVIRONMENT

PROVIDE RESIDENT INPUT ON OUR TOWN’S AND REGION’S ENVIRONMENT

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on environmental issues, including environmental services and climate change as requested by staff.
• Act as a resource for feedback of Intermunicipal, Provincial and CRD Environment activities and plans.
• Ongoing work to provide advice of continuous improvement environmental initiatives including strategic plans, initiatives and activities.
• Site visits and tours of municipal, West Shore and CRD environmental facilities are highly encouraged. Provide public awareness and promotion of initiatives and events.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

TRANSPORTATION

PROVIDE RESIDENT INPUT ON OUR TOWN’S AND REGION’S ENVIRONMENT

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on transportation, active transportation and traffic safety issues as requested by staff.
• Act as a resource for feedback on BC Transit, intermunicipal and CRD transport plans and activities.
• Ongoing work to provide advice of continuous improvement of Parks and Recreation including maps, signage and health.
• Group activities for public transportation, biking, and walking are highly encouraged. Provide encouragement for public use and promotion of active transportation and events.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

PLANNING, DEVELOPMENT AND ENGAGEMENT

PROVIDE RESIDENT INPUT ON OUR TOWN’S PLANNING, DEVELOPMENT & ENGAGEMENT

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on planning, development and engagement as requested by staff.
• Act as a resource for feedback planning, development and engagement activities and plans.
• Ongoing work to provide advice of continuous improvement of process and review of documentation such as the Official Community Plan and Housing Needs Report.
• Site visits and tours of housing and development is highly encouraged. Provide encouragement for engagement for OCP and development reviews.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

ACCESSIBILITY (INTER-MUNICIPAL)

PROVIDE RESIDENT INPUT ON OUR TOWN’S AND REGION’S ACCESSIBILITY

MANDATE

• Provide advice and recommendations to Council on any matters referred to the Committee by Council; and
• Provide input on accessibility as requested by staff.
• Act as a resource for feedback accessibility activities and plans.
• Ongoing work to provide advice of continuous improvement of process and review of accessibility.
• Site visits and tours of housing and development is highly encouraged. Provide encouragement for engagement for accessibility concerns.

MEMBERSHIP

The Committee consists of up to seven (7) full voting members and one (1) non-voting. Frequent users of parks and recreation facilities should be prioritized.

• Community representatives - Up to seven (7) appointed by Council.
• One youth representative as part of the seven voting members (7).
• One Councillor assigned as Chair (non-voting): A Co-Chair is selected during the first meeting from residents who will run the meetings.

Councillor:

• Sets and distributes agenda
• Ensures minutes are taken
• Approves minutes
• Submits minutes to staff for posting
• Chair sets agenda for Council of the Whole

Advisory Committee Appointments

All committee appointments shall be made by Town Council for a term of two years with one half of the membership being replaced annually.

Committee appointments shall be made by Council in February of each year and the term shall commence on the first day of March, except in the case of an appointment to fill a vacancy occurring through the death, resignation or disqualification of a member which may be made at any time after such vacancy occurs and which shall be for the remainder of the term.

Within the first two committee meetings of each year commencing on March 1st, one committee member must be selected Co-Chair and one Secretary.

After serving two consecutive terms (four years) on the same committee, a member is deemed ineligible to serve on that committee for a third term. However, if a member is deemed ineligible, the member is eligible to apply for and serve on another committee.

Council shall appoint one Chair as a non-voting committee member.

Committees will have a maximum of seven members each – plus the Council liaison members – none of whom shall be a family member of the Mayor or any of the Councillors. Members of the same family should not be placed in the same committee.

Role of Appointed Councillor / Chair

• The role of the committee is to inform Council with their advice.
• Ensure that the committee has the information they need.
• Never influence the outcome of a recommendation either by entering discussion during deliberations.
• Ensure you build a positive atmosphere for residents to engage in discussion for the benefit of the Town and of Council.
• Any resident participating in a committee can reach out to the Mayor with a complaint or suggestion for improvement at anytime without the Chair or Co-Chairs approval.

Governance and Procedure

Committees will be governed by the applicable provisions of Council’s Procedure Bylaw that pertain to Council advisory bodies as identified in Section 93 (3) of the Community Charter. These provisions include, but are not limited to, conflict of interest, the keeping of minutes, openness of meetings and procedures for closed meetings.

A quorum shall comprise the following:

• If a committee has six or seven appointed voting members, quorum is four voting members;
• If a committee has four or five appointed voting members, quorum is three voting members; and
• If a committee has three appointed voting members, quorum is two voting members.

Prior to compilation of the agenda, the Chair will confirm attendance with members to ensure quorum will be met. If there are insufficient members present within ten minutes of the proposed meeting start time, the meeting will not proceed, and the agenda items may be considered at the following committee meeting.

All committees will meet on the fourth week of the following months electronically or hybrid for recording:

• January, March, September, November, May

At other times for urgent business, including development application presentations, committee meetings may be convened in months not listed in this section, to assist Council in its timely consideration of matters or at the call of the Chair to discuss items requiring continuous improvement or site visits.

Governance and Procedure

Committee members are expected to attend the formal committee meetings described in section and those joint meetings described in section on a regular basis. Three consecutive absences from these formal committee meetings may result in removal from the committee.

Committees may choose to convene on the “off meeting” months, independent of Town resources or support, to share ideas.

Meetings may not exceed two hours in length unless otherwise extended by a unanimous resolution of voting members then present.

Presentations by development applicants, whether to a joint meeting or regular advisory committee meeting, may not exceed thirty minutes in length.

Immediately after a joint meeting held to receive a development application presentation, committees may convene separately to form recommendations in the form of resolutions to Council.

If quorum is not met for a committee at a joint meeting, that committee can hear the presentation and, where the joint meeting was held to receive a development application presentation as described in section 3.6, the committee members present may convene separately immediately after the joint meeting to provide input to Council in the form of meeting notes.

The staff liaison or delegate to the committee will be invited by the Chair to limit duration of staff time. No staff member can vote.

The committee’s appointed secretary will solicit agenda items from the Co-Chair, the Council liaison and the staff liaison; prepare the committee agendas; and keep minutes of meetings, including the attendance of members at each meeting. The committee appointed secretary will forward the minute to the Chair and the Chair will send the minutes all members for the committee’s approval and make the minutes available to the public once approved by the committee.

Committee agendas are to be published and distributed by the Tuesday in advance of the scheduled meeting. Where appropriate, electronic distribution of the agenda to committee members will be employed.

Suggested Actions Required and Next Steps

[Chart: Process flow diagram illustrating the steps from Discussion through Approval, Promotion, Selection, Onboarding, and ending with a Review in one year]