A comprehensive update from the Chief Administrative Officer on administrative, financial, development, engineering, and protective services activities.
TOWN OF VIEW ROYAL
FINANCE & ADMINISTRATION REPORT
TO: Committee of the Whole
DATE: May 8, 2019
FROM: Kim Anema, CAO
MEETING DATE: May 14, 2019
CAO UPDATE
RECOMMENDATION:
THAT the report dated May 8, 2019 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:
In mid-April the Corporate Services Clerk attended the Local Government Management Association’s (LGMA) Administrative Professionals Conference in Nanaimo. This year’s theme was “How to Thrive, Not Just Survive, in Times of Change”. 2019 sees the LGMA celebrate its 100th anniversary.
Administration staff have successfully recruited a new Records Coordinator/Archivist who started with the Town on Monday, May 6th. Staff have also been involved in the hiring of a new Engineering intern, GIS intern, and two student Parks Workers for the summer term.
NRG Research’s final community satisfaction and engagement survey reports (both the telephone and open link on-line surveys) were presented to Council on May 7th. The information received from this survey work is extremely useful as a “check-in” and serves to identify themes for further exploration in Council’s Strategic Plan work. As well, staff have been able to identify areas where further promotion of already available initiatives, programs or bylaws would be informative.
A team of volunteers and staff are gearing up for the jointly-hosted Canada Day event to be held at the Craigflower Manor. Volunteer View Royal and staff, along with the co-host, Victoria Highland Games Society, have begun planning for this event and a call for volunteers has already been advertised.
The annual Volunteer Appreciation Dinner was held at Elements Casino and attended by approximately 100 volunteers and their guests.
Finance:
The audit team from Grant Thornton, LLP was here the week of April 15 conducting the year-end financial audit. That same week, Council adopted the 2019-2023 Financial Plan bylaw thereby setting out the work plan for this and future years. Council also considered both the tax rates and garbage rates bylaws for 2019. Tax notice preparation is underway as well as finalization of the informational insert that reminds people of the property tax due date of July 2, 2019 and offers several options to remit payment and claim the home owner grant.
The Office 365 implementation project is back on track after adjusting for the worldwide shortage of business workstations. We expect to complete Phase 1 by the end of May or beginning of June, including implementing the migration for Council devices (iPads and phones).
Development Services:
We continue to be busy with applications and policy work. The announcement for the first round of grant funding for Housing Gaps and Needs reports has a tight deadline and terms of reference are on this agenda. We are waiting for our first cannabis related application and look forward to bringing this forward once received.
Much time has been spent on the DCC waiver process for 1938 West Park Lane, with a Town-wide mail drop, newspaper notification in both the Gazette and the Times Colonist, social media posts and media coverage. 44 people attended the Open House on May 7 and a “What We Heard” report will be forthcoming. We appreciate the engagement of Council and the community on this matter.
Deficiencies on the Chilco Trail network are being addressed and we expect they will be concluded in the coming months. Anecdotally we are hearing that the trails are well loved and are seeing regular use by the neighbourhood.
Engineering & Parks:
The Engineering Department has hired one GIS student, and one Engineering student. The GIS student will continue to build on the existing GIS system platform by adding infrastructure data as well as updating the Town’s monument manual. The Engineering student will be collecting data on roads, culverts, signs, and streetlights and assisting with various engineering projects throughout the Town.
The Six Mile Road Corridor Study is well underway with issues and feedback provided by residents at the May 1 Open House having been submitted to the consultant for review and proposed solutions.
An electric vehicle, the Hyundai Ioniq, has been added to the municipal fleet. This vehicle will be available for use by all Town staff for business requirements, e.g. attending meetings and training sessions, municipal errands, etc. This will allow for the Honda Fit to be allocated to Engineering Department staff who do not have a dedicated vehicle but frequently require one, including the Director, Parks Supervisor, Development and Asset Technologist, and students.
Development Off-Site Work Updates:
- 280 Island Highway development has been delayed while their sewer connection design is amended. Staff are waiting for updated plan for review;
- West Park Lane off-site works have begun;
- Nursery Hill strata road final lift of paving occurring May 9; and
- Glentana development has begun the servicing agreement process, which should be in place in next couple of weeks.
Capital and Operational Project Updates:
- Burnett Road Pedestrian Safety Improvements – project is now out for tender, to be awarded at the end of May and begin construction this summer;
- View Royal Park Bike Skills Area is currently in design phase with construction anticipated to begin in June; and
- Crane Place access project is moving forward, with estimates and plans received from Town arborist as well as invasive consultant.
Park Updates:
- One Park student has been hired, while the search for a second student continues;
- View Royal Park toilet project is complete and has been well received by the community gardeners and public:
Protective Services:
March and April were busy for the Fire Department with several building fires and investigations occurring during the reporting period. Three additional mutual aid fires occurred during this period in Colwood and Esquimalt. A fire of note was the 843 Craigflower Road apartment fire. Four departments including View Royal actioned that fire, and although there was one fatality, View Royal firefighters successfully rescued three occupants off the 4th floor fire floor utilizing ground and aerial apparatus.
The Fire Chief has been working closely with neighbouring Westshore Fire Chiefs on several integration initiatives including a combined fire investigation team, a combined Chief Officer Command Team, and automatic and mutual aid response enhancements.
The Bylaw Division continues to be busy as well with parking and traffic issues dominating the file load.
RECOMMENDATION:
THAT the report dated May 8, 2019 from the Chief Administrative Officer titled “CAO Update” be received for information.
SUBMITTED BY:
K. Anema, Chief Administrative Officer
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