CAO UPDATE

RECOMMENDATION:

THAT the report dated February 7, 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:

The Town’s “Community Satisfaction and Engagement Survey” information campaign was rolled out beginning with a press release on January 28 and information on the Town’s social media platforms. NRG Research Group will contact between 400 and 500 households in the Town by random digit dialing, including cellphone-only households from February 11 to 24. For those who are not selected to participate in the telephone survey and wish to let Council know their thoughts, the survey will also be available on the Town’s website from February 11 to 24.

A presentation on the survey results is anticipated at the March Committee of the Whole meeting from NRG Research Group.

A grant application for approximately $4,750 was recently submitted to UBC’s Irving K. Barber Learning Centre under the “BC History Digitization Program”. Funding, if secured, will see the Archives finish scanning the most culturally significant fonds in the Town’s collection and upload the selected photographic and textual content and their corresponding metadata to an online searchable database. The fonds will tell the story of the people and organizations that helped to shape the community identity that continues to exist in View Royal today. Applications will be adjudicated in February and applicants notified in March.

Administration staff are currently involved in the hiring process for a Records Coordinator/ Archivist to coordinate the Town’s records and information management program as well as to oversee the archives and work closely with the View Royal Archives volunteers. Applications are currently being received and it is anticipated that the position will be filled in late winter/early spring.

On the volunteer front, plans are underway for the annual volunteer appreciation event set for May.

Front counter staff continue to be busy with secondary suite, dog license and business license renewals.

Finance:

The Finance team is focused on finalizing the proposed 2019-2023 Financial Plan, while working on 2018 year-end audit preparation. These activities depend on assistance and effective communication between all departments and the team’s efforts have been appreciated.

The Town is currently advertising through the website and social media that applications for Grants in Aid are being accepted for the 2019 budget cycle. Grant in Aid information and a downloadable form are available on the Town’s website. The deadline for applications is March 1.

The IT team successfully completed the Microsoft Office 365 rollout to the Champions Pilot Group in January and the next group of users is scheduled for implementation on February 22. Even with this small number of users, the potential for improved collaboration and communication is evident.

Development Services:

On January 24, the Town hosted two open houses to engage the community with respect to recreational cannabis uses within the Town. It appears as though this is not a controversial topic for the community at this time. Amendments to the Zoning Bylaw to consider possible locations for cannabis related uses will be proposed in the coming months.

Work continues on completing action list items such as the amendments to the stormwater management bylaw. In addition, Zoning Bylaw amendments are being drafted to make this bylaw more accessible to the non-planner who might be reading it! There have also been recent updates to the OCP and Zoning maps in Town Hall and on the website.

The Director of Development Services gave a guest lecture at the University of Victoria on “Decision Making in Local Government” and will be presenting at the Local Government Leadership Academy sessions in Parksville in February.

Engineering:

Staff have recently been engaged in training: the Development Asset Technologist has now received her IPWEA Professional Certificate in Asset Management Planning; the Engineering Technologist continues to upgrade his GIS skills; and the Clerk is supporting operations as the Office 365 “Champion” during the implementation of the new Microsoft Office 365 software package.

Engineering has applied for a $6,000 BC Hydro Grant through the Community ReGreening Program which helps fund urban tree planting that is related to visual aesthetics and environmental enhancements. Successful applicants will be notified in May.

Projects that have reached or are nearing completion include:

• Price Bay Pump Station – have reached substantial completion

• Portage Park Stairs – completed with exception of fencing at top (expected in coming weeks)

• Council Chambers

• Solar Lights – Highland Road

• Three speed reader boards have arrived at Town Hall, which will be installed in three of the six locations throughout the Town that have historically been used for the rotating temporary speed reader board. These sites meet the electrical requirements needed for full-time operation. The proposed locations are:

  1. Helmcken Road at View Royal Elementary
  2. Watkiss Way at Eagle View School
  3. Location to be determined based on remaining options:
     • Highland Road @ Valley View Place
     • Chilco Road at Edwards Park/Robin Hill Park
     • Six Mile Road between Damon Drive and Atkins Road
     • Helmcken Road median near Eagle Creek Village

• The final design for the next phase of the Island Highway Improvement Project has now been approved by staff. A copy of the design plan will be included with the budget request.

Protective Services:

The Fire Department currently has eight volunteer firefighter vacancies. A recent recruit intake of nine members will bring the Department back up to strength; however, these recruits are approximately one year away from being able to respond to calls. Extensive training and new legislation mandates training minimums.

2019 will bring challenges to the department with respect to retention of volunteers. Increased training and increased call volumes put additional stress on the system.

High level meetings with the Town’s Westshore fire partners have been successful in aligning response logics to better support each other in emergencies. Several joint initiatives are nearing implementation, which include tri-party agreements for Chief Officer’s responses, combined specialty teams, enhanced automatic and mutual aid to targeted high risk occupancies and a combined Westshore fire investigation team.

Tremendous support has been received from the new RCMP OIC, Todd Preston, as we combine resources and open our facility to joint training initiatives.

The Bylaw Enforcement Division continues to keep busy with broad ranging bylaw issues. That said, with an average file conclusion to complaints occurring in just over two days, changes that have already been implemented and those anticipated in 2019, will ensure maximized efficiencies.

RECOMMENDATION:

THAT the report dated February 7, 2019 from the Chief Administrative Officer titled “CAO Update” be received for information.

SUBMITTED BY:

K. Anema, Chief Administrative Officer