CAO Update Report
Update from the Chief Administrative Officer on significant Town Hall events, including the completion of the Helmcken Road mural and administrative achievements.
TOWN OF VIEW ROYAL FINANCE & ADMINISTRATION REPORT
TO: Committee of the Whole DATE: October 4, 2023 FROM: Kim Anema, CAO MEETING DATE: October 10, 2023
CAO UPDATE
RECOMMENDATION:
THAT the report dated October 4, 2023 from the Chief Administrative Officer titled “CAO Update” be received 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:
An Administrator’s report for the Committee of the Whole meeting to apprise Council of the highlights of significant activities of the Town.
INFORMATION:
Administration:
The trees/forest themed Helmcken Road trestle mural, titled Genera, was completed by artist Collin Elder in early September. The mural is a botanical representation of Douglas Fir and Western Red Cedar, important tree species in this eco-region, and are mirrored on either side of Helmcken Road. The photos below show the completed mural on the west side and east side of the Helmcken Road trestle abutment and wing walls:
On September 25, 2023 a celebration event took place with the school community at View Royal Elementary School to mark the completion of the Helmcken Road Trestle Mural Project. After the morning assembly, the artist met with students during recess to answer questions about public art.
The “Fall/Winter Newsletter” has been finalized and sent for printing and subsequent distribution. The publication includes information on Zero Carbon Step Code, road works, emergency preparedness workshops, sewer utility invoices, lawn and garden waste curbside collection, parks updates, and the Town’s Tree Planting Program.
The Corporate Officer and Deputy Corporate Officer are completing Athabasca University’s “Accessible Spaces 101” course. This course examines the impact of the social and physical environment on people with disabilities and introduces the application of Universal Design for creating meaningful access. This course will assist staff in drafting the Town’s Accessibility Plan.
Archives volunteers are enjoying more regular meetings and activities, including a visit in late September to the new location of the Esquimalt Archives. Esquimalt and View Royal share a special relationship through their intertwined history with Esquimalt Harbour and the Admirals Road and Craigflower Road corridors. Volunteers from both Archives enjoyed exchanging stories, clarifying historical information on building locations and schools, and learning about the resources available at each municipal location.
The Records Coordinator completed courses for records management in the Microsoft 365 environment and continues to establish connections with other municipalities working on similar projects. A file plan is being rewritten to adapt the current classification and retention schedule for electronic records and use in SharePoint (and Teams) while remaining applicable to physical records. This new plan will focus on efficiencies, incorporating staff workflows and more intuitive filing choices for the end user.
Finance:
In September, Finance staff finalized sewer user fee rates which were adopted by Council at their October 3 meeting. Invoices will be sent to property owners in mid-October.
Staff also were diligent in collecting outstanding delinquent taxes, avoiding a tax sale from being held for yet another year.
Financial Plan preparation is underway with a collective effort by all departments, ensuring that draft operational and capital budgets are prepared ahead of financial planning workshops to be held February 2024.
Staff are also preparing for the 2023 interim audit to be conducted virtually by the Town’s auditor, MNP, during the week of December 11.
IT staff coordinated with multiple contractors to advance two major projects in September: the upgrade of multiple servers to replace the end-of-life operating system and configuration of the Teams Phone system. These projects are on target to complete in October.
Development Services:
The Development Services team continued to be busy into September responding to a consistent number of zoning, land use, building, and business license inquiries, and reviewing and processing development applications. In September, Development Services received eight new applications including one development permit, one rezoning and six building permit applications.
Staff continue to work on critical tasks to support the implementation of the new Building Bylaw. The Building Bylaw, Fees and Charges, and Municipal Ticket Information Amendment Bylaws each received three readings at the September 5, 2023, Council meeting. In addition, there has been staff training on the new Building Bylaw, which will come into effect on November 1, 2023, should Council adopt these bylaws in October.
The Department is pleased to report that the Building Inspector passed the BOABC Level 1 Plumbing Course.
Engineering:
The Packers Pump Station Upgrade Project has been awarded to G&E Contracting with site mobilization in progress. Annual maintenance on the Town’s grinder pumps and pump station kiosk back-up power has been completed.
Regular fall maintenance has commenced throughout the Town’s boulevard areas. This work involves clearing ditches, street sweeping, cleaning catch basins, and shutting down irrigation.
Originally painted in 2007, the Atkins Road/Chilco Road connector tunnel mural was revitalized by the original mural artist, Morgan Macaulay. The renewed mural is protected by anti-graffiti coating.
A new bus shelter was installed along Helmcken Road at Camden Avenue and two concrete bus shelter pads were poured along Six Mile Road in preparation for future improvements.
Staff continue to inspect developments to ensure that sediment and erosion control measures are maintained and in good working order for the upcoming season.
In partnership with Peninsula Streams Society, restoration work has begun in Craigflower Creek within the vicinity of View Royal Park. The works will help to retain the banks and support growth of missing vegetation. Staff thank Peninsula Streams Society for their hard work and environmental stewardship of the area.
RECOMMENDATION:
THAT the report dated October 4, 2023 from the Chief Administrative Officer titled “CAO Update” be received for information.
SUBMITTED BY: K. Anema, Chief Administrative Officer
