MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, OCTOBER 10, 2023
Official minutes of the previous Committee of the Whole meeting, recording attendance, decisions, and discussions on various municipal matters.
TOWN OF VIEW ROYAL MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, OCTOBER 10, 2023 VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS
PRESENT WERE: Mayor Tobias Councillor Brown Councillor Lemon Councilor MacKenzie Councillor Rogers
REGRETS: Councillor Kowalewich Councillor Mattson
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 T. Preston, Superintendent, West Shore RCMP S. Vella, Manager of Accounting E. Bolster, Deputy Corporate Officer
3 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 Lemon SECONDED: Councillor Brown
THAT the agenda be amended to include items 6.3.4(c) and 10(a);
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 September 12, 2023
MOVED BY: Councillor Rogers SECONDED: Councillor Brown
THAT the minutes of the Committee of the Whole meeting held September 12, 2023 be adopted as presented. CARRIED
4. PETITIONS & DELEGATIONS
5. PUBLIC PARTICIPATION PERIOD
6. BUSINESS ITEMS
6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Brown, Chair
6.1.1 Chair’s Report
The Chair noted that he and Councillor Rogers had attended the Cops for Cancer Gala which raised money for the cause and thanked Westshore RCMP for information which bring awareness of safety issues to the public.
6.1.2 Business Arising from Previous Minutes
6.1.3 Reports
STAFF REPORTS
a) West Shore RCMP Update
- Verbal report from Supt. Preston
The Superintendent gave a report to the Committee regarding statistics, calls for service, staffing resources, and open files in View Royal.
The Committee and Supt. Preston discussed staffing resources, surveillance, and calls for service.
MOVED BY: Councillor Lemon SECONDED: Councillor Rogers
THAT West Shore RCMP verbal report update from Supt. Preston be received for information. CARRIED
b) Building Department Report for the Month of September 2023
MOVED BY: Councillor Rogers SECONDED: Mayor Tobias
THAT the Building Department Report for the Month of September 2023 be received. CARRIED
6.1.4 New Business
6.2 ARTS & CULTURE – Councillor Lemon, Chair
6.2.1 Chair’s Report
The Chair discussed happenings with the Greater Victoria Public Library Board Strategic Plan and other municipalities in the Capital Regional District (CRD) joining the CRD Arts Commission.
6.2.2 Business Arising from Previous Minutes
6.2.3 Reports
STAFF REPORTS COMMITTEE REPORTS OTHER REPORTS
6.2.4 New Business
6.3 FINANCE & ADMINISTRATION – Mayor Tobias, Chair
6.3.1 Chair’s Report
6.3.2 Business Arising from Previous Minutes
6.3.3 Reports
STAFF REPORTS
a) Budget Variance and Projects Update Report to September 30, 2023
- Report dated October 5, 2023 from the Manager of Accounting
MOVED BY: Councillor Rogers SECONDED: Councillor MacKenzie
THAT the report dated October 5, 2023 from the Manager of Accounting titled “Budget Variance and Projects Update Report to September 30, 2023” be received for information. CARRIED
b) Fleet Vehicle and Equipment Replacement Plan Update
- Report dated October 5, 2023 from the Manager of Accounting
The Manager of Accounting gave an overview of the report to the Committee.
The Committee and staff discussed vehicles and equipment to be replaced, funding, electric vehicles, and the provision of charging stations.
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated October 5, 2023 from the Manager of Accounting titled “Fleet Vehicle and Equipment Replacement Plan Update” be received for information. CARRIED
c) Financial Plan Review – Transportation Services
- Report dated October 3, 2023 from the Director of Finance
The Director of Finance gave a summary of the report to the Committee.
The Committee and staff discussed budgeting for replacing replacement, responsibility for bus shelter repairs, opportunities for cost savings, electric vehicle charging stations, and road maintenance costs.
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated October 3, 2023 from the Director of Finance titled “Financial Plan Review – Transportation Services” be received for information. CARRIED
d) Action List Update – 3rd Quarter
- Report dated October 5, 2023 from the Executive Assistant
MOVED BY: Councillor Lemon SECONDED: Councillor Rogers
THAT the report dated October 5, 2023 from the Executive Assistant titled “Action List Update – 3rd Quarter” be received for information. CARRIED
e) CAO Update
- Report dated October 4, 2023 from the Chief Administrative Officer
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated October 4, 2023 from the Chief Administrative Officer titled “CAO Update” be received for information. CARRIED
COMMITTEE REPORTS
OTHER REPORTS
6.3.4 New Business
a) 2024 Council Attendance at Conventions – Mayor Tobias
The Committee discussed the importance of Council members attending conventions in 2024 and noted further discussions can take place during the 2024 budget deliberations.
MOVED BY: Councillor Lemon SECONDED: Councillor MacKenzie
COW-47-23 THAT the Committee recommend to Council that View Royal Council representation at the Association of Vancouver Island and Coastal Communities’, Union of British Columbia Municipalities’, and the Federation of Canadian Municipalities’ conventions be referred to the 2024 budget discussions. CARRIED Councillor Rogers opposed
b) Candidates in Future Elections – Councillor MacKenzie
Councillor MacKenzie noted the need to increase the number and diversity of candidates for the 2026 general local elections. She will bring forward a motion to a future Council meeting, noting that staff is scheduled to discuss this item at an upcoming regional Corporate Officer’s meeting.
c) Advisory Committee Discussion – Follow-up from October 3, 2023 Council Meeting – Mayor Tobias
Committee members provided their perspectives on the role of advisory committees; committee training, expertise, and terms; as well as the advantages and disadvantages to both the current or an expanded committee structure.
It was agreed that staff would re-provide information considered during the past year and the topic would be discussed as a Strategic Planning item.
MOVED BY: Mayor Tobias SECONDED: Councillor Rogers
COW-48-23 THAT the Committee recommend to Council that the opportunity for elected officials to provide additional input on advisory committees be included on the November Committee of the Whole meeting and that the topic be a discussion session at an upcoming Strategic Plan workshop. CARRIED
7. CORRESPONDENCE
8. CLOSED MEETING RESOLUTION
MOVED BY: Councillor Brown SECONDED: Councillor Rogers
THAT this meeting now recess at 4:55 p.m.
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 Kowalewich Councillor Lemon Councillor MacKenzie Councillor Rogers
REGRETS: Councillor Mattson
PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration I. Leung, Director of Engineering L. Taylor, Director of Development Services E. Bolster, Deputy Corporate Officer
3 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 – Councillor Kowalewich, Chair
9.1.1 Chair’s Report
9.1.2 Business Arising from Previous Minutes
9.1.3 Reports
STAFF REPORTS
a) Parks Space for Commercial Use
- Report dated September 15, 2023 from the Director of Engineering
The Director of Engineering gave a summary of the report to the Committee.
The Committee and staff discussed the viability of food markets, the potential for a pilot project, the need to provide resourcing, and proximity of parks to businesses.
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated September 15, 2023 from the Director of Engineering titled “Parks Space for Commercial Use” be received for information. CARRIED
COMMITTEE REPORTS OTHER REPORTS
9.1.3 New Business
9.2 ENVIRONMENT – Councillor MacKenzie, Chair
9.2.1 Chair’s Report
The Chair noted happenings at the that CRD Intermunicipal Task Force, specifically extreme heat vulnerability mapping, climate projections, identifying locations for public charging, updated greenhouse gas emission inventory, and the Zero Carbon Step Code.
9.2.2 Business Arising from Previous Minutes
9.2.3 Reports
STAFF REPORTS
a) Urban Forest Strategy Terms of Reference
- Report dated October 5, 2023 from the Director of Engineering
The Committee and staff discussed the project scope, potential to incorporate CRD’s light detection and ranging (LIDAR) and heat mapping information, tree species for replanting, projection timelines, public engagement, and the need for the Strategy to be forward looking in its recommendations.
MOVED BY: Councillor Rogers SECONDED: Mayor Tobias
COW-49-23 THAT the Committee recommend that Council approve the Terms of Reference as attached to the report dated October 5, 2023 from the Director of Engineering titled “Urban Forest Strategy Terms of Reference” for the Urban Forest Strategy Project N-074. CARRIED
COMMITTEE REPORTS OTHER REPORTS
9.2.4 New Business
9.3 PLANNING, DEVELOPMENT & ENGAGEMENT – Mayor Tobias, Acting Chair
9.3.1 Chair’s Report
9.3.2 Business Arising from Previous Minutes
9.3.3 Reports
STAFF REPORTS
a) Secondary Suite Type 1 and Type 2 Permits
- Report dated September 29, 2023 from the Director of Development Services
The Director of Development Services gave a summary of the report to the Committee noting that the proposal would see a.) the elimination of both new and renewal Type 1 secondary suite permits; b.) the increase of renewal fees for Type 2 secondary suite permits from $100 to $200; and c.) amendments to the related bylaws to facilitate these changes.
The Committee and staff discussed elimination of Type 1 permits through the building permit application process, enforcement, health and safety of tenants, and incentivizing those with Type 2 secondary suites to convert them into Type 1 secondary suites.
In response to a question from the Committee, it was noted that the recently announced Provincial government Secondary Suite Incentive Program is unrelated to this municipal initiative.
MOVED BY: Councillor Brown SECONDED: Councillor Lemon
THAT the Committee recommend to Council that:
i. Secondary Suites Permit Bylaw No. 601, 2005 be amended as follows:
a. Deleting section 2.1 in its entirety and replacing it with the following: In this bylaw, a Type 2 Permit is a permit issued before September 1, 2007, for a secondary suite that does not comply with the B.C. Building Code.
b. Deleting section 3.1 in its entirety and renumbering the remaining sections and subsections sequentially.
c. Deleting section 4.1 in its entirety and renumbering the remaining subsections sequentially.
d. Deleting section 5.1 in its entirety and renumbering the remaining subsections sequentially.
e. Deleting section 6.1 in its entirety and replacing it with the following: Every Type 2 secondary suite permit holder must post a copy of the permit at a conspicuous location in the suite.
ii. Fees and Charges Bylaw No. 958, 2016 be amended as follows:
a. Deleting the following row from the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Permit | - | $150 | As per Bylaw No. 601 |
b. Deleting the following row from the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Permit renewal | - | $100 | As per Bylaw No. 601 |
c. Adding the following row to the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Type 2 Permit Renewal | - | $100 | As per Bylaw No. XX |
iii. Municipal Ticket Information Bylaw No. 643, 2007 be amended as follows:
a. Deleting the following item under Columns 1, 2, 3 and 4 of Schedule 2 in its entirety:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| Failure to obtain annual Secondary Suite Permit | 40.2(g) | 599 | $500 |
b. Deleting the following item under Columns 1, 2, 3 and 4 of Schedule 18:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| No annual secondary suite permit obtained | 4.1.7 | $500 |
c. Adding the following item under Columns 1, 2, 3 and 4 of Schedule 18:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| No annual Type 2 secondary suite permit obtained | 4.1.7 | $500 |
DEFEATED Mayor Tobias, Councillors MacKenzie and Rogers opposed
MOVED BY: Councillor Rogers SECONDED: Councillor MacKenzie
COW-50-23 THAT the Committee recommend to Council that:
i. Secondary Suites Permit Bylaw No. 601, 2005 be amended as follows:
a. Deleting section 2.1 in its entirety and replacing it with the following: In this bylaw, a Type 2 Permit is a permit issued before September 1, 2007, for a secondary suite that does not comply with the B.C. Building Code.
b. Deleting section 3.1 in its entirety and renumbering the remaining sections and subsections sequentially.
c. Deleting section 4.1 in its entirety and renumbering the remaining subsections sequentially.
d. Deleting section 5.1 in its entirety and renumbering the remaining subsections sequentially.
e. Deleting section 6.1 in its entirety and replacing it with the following: Every Type 2 secondary suite permit holder must post a copy of the permit at a conspicuous location in the suite.
ii. Fees and Charges Bylaw No. 958, 2016 be amended as follows:
a. Deleting the following row from the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Permit | - | $150 | As per Bylaw No. 601 |
b. Deleting the following row from the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Permit renewal | - | $100 | As per Bylaw No. 601 |
c. Adding the following row to the Development Services table:
| Column 1 | Column 2 | Column 3 | Column 4 |
|---|---|---|---|
| Secondary Suite Type 2 Permit Renewal | - | $200 | As per Bylaw No. XX |
iii. Municipal Ticket Information Bylaw No. 643, 2007 be amended as follows:
a. Deleting the following item under Columns 1, 2, 3 and 4 of Schedule 2 in its entirety:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| Failure to obtain annual Secondary Suite Permit | 40.2(g) | 599 | $500 |
b. Deleting the following item under Columns 1, 2, 3 and 4 of Schedule 18:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| No annual secondary suite permit obtained | 4.1.7 | $500 |
c. Adding the following item under Columns 1, 2, 3 and 4 of Schedule 18:
| Column 1 Offence | Column 2 Section | Column 3 Amendment Bylaw No. | Column 4 Fine |
|---|---|---|---|
| No annual Type 2 secondary suite permit obtained | 4.1.7 | $500 |
CARRIED Councillors Brown and Lemon opposed
b) Residential Development Update Report
- Report dated September 28, 2023 from the Director of Development Services
The Director of Development Services gave a review of the report to the Committee.
The Committee and staff discussed the Provincial upcoming housing targets for the municipality and inclusion of the report’s information into the Town’s Annual Report.
MOVED BY: Councillor MacKenzie SECONDED: Councillor Lemon
THAT the report dated September 28, 2023 from the Director of Development Services titled “Residential Development Update Report” be received for information. CARRIED
c) Parking Review Terms of Reference
- Report dated October 5, 2023 from the Director of Development Services
The Director of Development Services summarized the report for the Committee.
The Committee and staff discussed areas in the municipality where on-street parking is not possible, timing of the review in relation to the Official Community Plan review, external stakeholders, and ability of the completed review to inform the Town’s development.
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated October 5, 2023 from the Director of Development Services titled “Parking Review Terms of Reference” be received for information. CARRIED
COMMITTEE REPORTS OTHER REPORTS
9.3.4 New Business
9.4 PUBLIC WORKS & TRANSPORTATION – Councillor Rogers, Chair
9.4.1 Chair’s Report
The Chair noted discussions at the Greater Victoria Water Supply Commission regarding post disaster equipment for potable water distribution.
9.4.2 Business Arising from Previous Minutes
9.4.3 Reports
STAFF REPORTS COMMITTEE REPORTS OTHER REPORTS
9.4.4 New Business
10. CORRESPONDENCE
a) Letter received October 9, 2023 from L. Pakos, Re: Secondary Suites
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the letter received October 9, 2023 from L. Pakos, Re: Secondary Suites be received. CARRIED
11. QUESTION PERIOD
12. MOTIONS & NOTICES OF MOTION
13. CLOSED MEETING RESOLUTION
14. TERMINATION
MOVED BY: Councillor Brown SECONDED: Councillor MacKenzie
THAT this meeting terminate. Time: 8:31 p.m. CARRIED
MAYOR
CORPORATE OFFICER
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