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

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 Rogers SECONDED: Councillor Brown

THAT the agenda be approved as presented. CARRIED

3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

a) Minutes of the Committee of the Whole meeting held October 10, 2023

MOVED BY: Councillor Brown SECONDED: Councillor Rogers

THAT the minutes of the Committee of the Whole meeting held October 10, 2023 be adopted. CARRIED

4. PETITIONS & DELEGATIONS

5. PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS

6.1 PROTECTIVE 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) West Shore RCMP Update Inspector Rose discussed statistics, calls for service, and open files within View Royal.

The Committee and the Inspector discussed reporting, calls to Victoria General Hospital, and mental health calls for service.

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the verbal report from Inspector Rose, West Shore RCMP be received. CARRIED

b) Public Safety Report for September – October 2023

1. Report dated November 9, 2023 from the Director of Protective Services

The Director of Protective Services gave a summary of the report to the Committee.

The Committee and staff discussed funding for reinforced vests, emergency program funding opportunities, continued optimization of services between West Shore fire departments, and the successful program and bylaw that prohibits fireworks sales and permits family fireworks on one day each year after successful completion of some training and obtaining a permit.

The Committee asked for additional details concerning enforcement hours related to CRD Animal Control as well as what “street” refers to on the Bylaw Division tracking sheet.

MOVED BY: Councillor Rogers SECONDED: Mayor Tobias

THAT the report dated November 9, 2023 from the Director of Protective Services titled "Public Safety Report for September – October 2023" be received for information. CARRIED

c) Building Department Reports for October 2023 MOVED BY: Councillor Rogers SECONDED: Mayor Tobias

THAT the Building Department Reports for October 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 the Juan de Fuca Performing Arts Centre Society meeting held November 16, 2023, and announced the closure of the View Royal Reading Centre at the end of February 2024.

The Committee discussed the need to celebrate View Royal Reading Centre’s 80 years of community service.

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

6.2.2 Business Arising from Previous Minutes

6.2.3 Reports

STAFF REPORTS

a) Budget Variance and Projects Update Report to October 31, 2023

1. Report dated November 8, 2023 from the Manager of Accounting

The Committee and Director of Finance and Technology discussed performance of investments, availability of funds, and permitted uses for surplus funds.

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the report dated November 8, 2023 from the Manager of Accounting titled “Budget Variance and Projects Update Report to October 31, 2023” be received for information. CARRIED

b) CAO Report

1. Report dated November 8, 2023 from the Acting Chief Administrative Officer

The Acting Chief Administrative Officer provided an overview of the report.

The Committee and staff discussed the Town’s policy for responding to bylaw infraction complaints vis a vis short-term rentals and the Province’s role in monitoring and enforcement under their new Short-Term Rental Accommodations Act.

The Committee congratulated the Building Inspector for his completion of the Building Officials Association of BC (BOABC) Level 3 Course.

MOVED BY: Councillor MacKenzie SECONDED: Councillor Lemon

THAT the report dated November 8, 2023 from the Chief Administrative Officer titled “CAO Report” be received for information. CARRIED

COMMITTEE REPORTS

OTHER REPORTS

6.2.4 New Business

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

MOVED BY: Councillor Lemon SECONDED: Councillor MacKenzie

THAT the meeting now recess at 4:29 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 Mattson – via Microsoft Teams
• Councillor Rogers

PRESENT ALSO:

• S. Jones, Acting Chief Administrative Officer/Director of Corporate Administration
• L. Taylor, Director of Development Services
• D. Christenson, Director of Finance and Technology
• B. Lubberts, Deputy Director of Engineering
• A. Heimburger, Engineering Clerk
• 5 members of the public
• 0 members of the press

8.2 PETITIONS & DELEGATIONS

8.3 PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS – continued from afternoon session

6.3 FINANCE & ADMINISTRATION – Mayor Tobias, Chair

6.3.3 Reports

STAFF REPORTS

c) Financial Plan Review – Development Services

1. Report dated November 3, 2023 from the Director of Finance and Technology

The Director of Finance and Technology provided an overview of the report.

The Committee and staff discussed breakdown of revenues, allocation of funds for long-range planning projects, and use of consultants.

MOVED BY: Councillor Lemon SECONDED: Councillor Rogers

THAT the report dated November 3, 2023 from the Director of Finance and Technology titled “Financial Plan Review – Development Services” be received for information. CARRIED

d) Financial Policies Review

1. Report dated November 6, 2023 from the Director of Finance and Technology

The Director of Finance and Technology provided an overview of the report.

The Committee and staff discussed asset management planning and frameworks for policy-building, an Investment Policy capital project to be included in the 2024-2028 Financial Plan, and review of the Grants in Aid Policy.

MOVED BY: Councillor Rogers SECONDED: Councillor MacKenzie

COW-51-23 THAT the Committee recommend to Council that staff explore improvements to the Grants in Aid Policy. CARRIED

e) Financial Planning Targets

1. Report dated November 7, 2023 from the Director of Finance and Technology

The Director of Finance and Technology provided an overview of the report to the Committee.

The Committee and staff discussed the 2024-2028 Financial Plan and impacts to taxation related to:

• inclusion of various capital and non-core projects;
• population growth;
• potential interest in changing levels of service; and
• strategic use of grant funding and Casino revenue.

The Committee noted the need to engage the public prior to changing service levels and their desire to keep taxation increases between 4.9% and 10.8% while maintaining similar levels of service to inform the first draft of the upcoming 2024-2028 Financial Plan.

f) Council Initiatives for 2024-2028 Financial Plan

1. Report dated November 6, 2023 from the Director of Finance and Technology

The Director of Finance and Technology provided an overview of the report to the Committee.

The Committee discussed each of the submitted initiatives in turn and made the following the recommendations:

MOVED BY: Councillor Rogers SECONDED: Councillor MacKenzie

COW-52-23 THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 1, “Design of Admirals Road (west side) bicycle lane/widened sidewalk/bus stop improvements”, described in the Active Transportation Network Plan and subject to Ministry of Transportation and Infrastructure approval. CARRIED Councillors Brown and Mattson opposed

MOVED BY: Councillor Rogers SECONDED: Councillor Brown

COW-53-23 THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 2, “Design of right turn lane improvements at Island Highway/Admirals Road intersection”, described in the Active Transportation Network Plan and subject to Ministry of Transportation and Infrastructure approval. CARRIED Mayor Tobias and Councillors MacKenzie and Mattson opposed

MOVED BY: Councillor Rogers SECONDED: Councillor Brown

COW-54-23 THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 3, “Drone purchase”. CARRIED Councillors Kowalewich, Lemon and MacKenzie opposed

MOVED BY: Councillor Rogers SECONDED: Councillor Brown

THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 4 “’Drop kit’ for post disaster water distribution”.

The Committee discussed responsibility for deployment of as well as possible storage locations for the Capital Regional District’s post disaster potable water drop kits. WITHDRAWN

MOVED BY: Councillor Rogers SECONDED: Councillor Kowalewich

THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 5 “Six Mile off-leash area”. DEFEATED Mayor Tobias and Councillors Brown, Lemon and MacKenzie opposed

The Committee discussed the extent of public demand by View Royal residents for an off-leash dog area in the Six Mile neighbourhood, possible sites, associated costs and funding sources, and public engagement.

MOVED BY: Councillor Rogers SECONDED: Councillor Brown

THAT the Committee recommend to Council that a project summary for 2024 budget deliberations be completed for Council initiative item 6 “View Royal Park sidewalk”. DEFEATED Mayor Tobias and Councillors Brown, Kowalewich, Lemon, MacKenzie, and Mattson opposed

9. BUSINESS ITEMS

9.1 PARKS & RECREATION – Councillor Kowalewich, Chair

9.1.1 Chair’s Report

The Chair noted the Juan de Fuca Seniors’ Centre “Poppy Ocean” project is a tribute to fallen members of the Canadian Armed Forces.

9.1.2 Business Arising from Previous Minutes

9.1.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

OTHER REPORTS

9.1.4 New Business

a) Sharps Container in Portage Park Portable Toilet – Councillor Mattson The Committee discussed ownership of the portable toilet structure, operational costs of installing a sharps container, and precedence set with this program to install containers at additional portable toilet facilities.

MOVED BY: Councillor Mattson SECONDED: Councillor Brown

COW-56-23 THAT the Committee recommend to Council that a needle deposit container be affixed inside the Town’s portable toilet surround at Portage Park. CARRIED

9.2 ENVIRONMENT – Councillor MacKenzie, Chair

9.2.1 Chair’s Report

The Chair reminded people there is a heat pump rebate program available through Clean BC with an additional top-up of $350 through the Town. As well, the Capital Regional District provides additional rebate funding.

9.2.2 Business Arising from Previous Minutes

9.2.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

OTHER REPORTS

9.2.4 New Business

9.3 PLANNING, DEVELOPMENT & ENGAGEMENT – Councillor Mattson, Chair

9.3.1 Chair’s Report

9.3.2 Business Arising from Previous Minutes

a) Membership to the Urban Development Institute – Mayor Tobias MOVED BY: Mayor Tobias SECONDED: Councillor Mattson

COW-57-23 THAT the Committee recommend to Council that the Town immediately terminate its Urban Development Institute membership. CARRIED

9.3.3 Reports

STAFF REPORTS

a) Inclusionary Housing – Notice of Motion

1. Report dated November 8, 2023 from the Director of Development Services
2. Notice of Motion – 10% Affordable Housing – Councillor Mattson

The Committee and staff discussed how communities implement and enforce a 10% inclusionary housing provisions on new developments to increase affordable housing options. It was noted that motion C-29-23 from February 21, 2023 is already on staff’s Action List and will see a report provided regarding options for inclusionary housing, including the exploration of a requirement for a predetermined percentage of units in new multi-family developments to be affordable housing.

Changes due to the impending Bill 44-2023, the role of the Capital Regional District (CRD), current municipal funding provided to the CRD for housing, non-profit partnerships and limited staff resources for program administration, impact to property taxes, and examples from other municipalities in Canada were also discussed.

MOVED BY: Councillor Rogers SECONDED: Mayor Tobias

THAT the report dated November 8, 2023 from the Director of Development Services titled "Inclusionary Housing – Notice of Motion" be received for information. CARRIED

COMMITTEE REPORTS

OTHER REPORTS

9.3.4 New Business

9.4 PUBLIC WORKS & TRANSPORTATION – Councillor Rogers, Chair

9.3.1 Chair’s Report

9.3.2 Business Arising from Previous Minutes

9.3.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

OTHER REPORTS

9.3.4 New Business

MOVED BY: Councillor Brown SECONDED: Councillor Rogers

THAT the meeting be extended to 10:30 p.m. CARRIED

10. CORRESPONDENCE

a) Email dated August 17, 2023 from J. Thomas, Re: Victoria Contracting

1. Email response dated September 1, 2023 from the Director and Deputy Director of Engineering, Re: Victoria Contracting

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the email dated August 17, 2023 from J. Thomas, Re: Victoria Contracting be received for information. CARRIED

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the letter dated September 1, 2023 from the Director and Deputy Director of Engineering be received for information. CARRIED

b) Letter dated November 9, 2023 from Min. Kahlon, Minister of Housing, Re: New Legislation to Support Local Government Housing Initiatives

MOVED BY: Councillor Rogers SECONDED: Councillor Lemon

THAT the letter dated November 9, 2023 form Min. Kahlon, Minister of Housing be received for information. 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: 10:05 p.m. CARRIED