CAO UPDATE

RECOMMENDATION:

THAT the report dated November 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:

Front counter staff have been busy with sewer payments. Both business license and secondary suite renewals will be mailed soon which will continue to keep the front counter busy.

The Capital Regional District hosted the first Regional Emergency Management Partnership exercise on October 4, 2019. Local Government CAOs, Emergency Response staff and Provincial Emergency Management staff attended. Council mandated this program approving a Memorandum of Understanding between parties in June of 2019. The agreement supports regular exercises in future.

Engineering and Administration staff hosted a public open house on October 7 to gain feedback on the draft Streets Bylaw No. 980. Seventeen people attended and provided questions and comments for inclusion as appropriate into the draft bylaw. Educational material is being developed to accompany the launch of the new bylaw upon adoption.

Shakeout BC took place on October 17, 2019. Town hall participated fully during this event followed with a practice session involving the set-up of our Emergency Operations Center at Town Hall.

This year, the Archives chose to honour Remembrance Day and those that have served with a modest but dignified display. The focus was on the Armistice of November 11, 1918 and the end of World War I. A small plaque was created and donated by one of our volunteers recognizing the origin of Remembrance Day and a small wreath was made from poppies to accompany the plaque. The decision to hang black curtains was to pay full attention on Remembrance Day and provide the solemn backdrop as we pay our respects.

(Remembrance Day display in the Town Hall foyer)

Invitations have been sent to View Royal’s business license holders for an informal get-together to be held for November 21. This event will be jointly hosted by the Town and the West Shore Chamber of Commerce. It will be an opportunity for business owners to meet or reconnect with members of Council and representatives from the Chamber of Commerce.

Beginning in November, the public will be invited to join the Archives and volunteers in the Council Chambers to look through the Town’s photographs and add related recollections contributing to the memories of the Town.

The community is invited to a Festive Winter Reception after the December 3 Council meeting. This reception will be an excellent opportunity for residents to join Council in some light refreshments in a joyful social setting. Invitations for the reception will be sent to all advisory committee members and other volunteer groups as well as advertising on the Town’s website, social media pages and notice board.

Finance:

Staff implemented a new utility billing module in the Town’s financial system. While implementation by our staff was complicated and labour-intensive, the increased level of customer service, reduced risk of human error and decreasing invoicing costs have made the initial implementation challenges worthwhile.

Communication efforts via social media, the Town’s website and direct mail targeting the 2,400 sewer utility customers resulted in 391 or 16% of customers signing up for electronic billing so far. The cost savings associated with fewer paper invoices is approximately $450 for these 391 customers.

Further savings have been achieved through the ability to upload sewer utility payments electronically. Previously, staff’s only option was to manually key payment information for each transaction resulting in high per transaction processing cost and risk of human error. Initial analysis indicates about a 50% decrease in total time required to process and review these payments with the new system.

The following chart describes the distribution of water consumption by utility account and indicates that nearly 70% of sewer customers consumed between 24 and 114 m³ of water between November 2018 and April 2019.

The IT Managed Services contract was awarded to E.S. Williams & Associates Inc. (ESW) for a two-year term effective January 2, 2020, with up to three (3) additional one-year extensions. We look forward to working with the successful proponent with the expectation that there will be an overlap with the previous contractor for a short period to ensure a smooth transition.

Work toward the 2020 to 2024 financial plan is well under way and aligns with the budget development schedule originally supported by Council. Staff’s attention is centered on preparing for focused budget discussion workshops in February 2020.

Development Services:

Development Services has shifted attention to preparing budget project summary statements for next year’s budget and policy work in the past month.

The Housing Gaps and Needs Study is underway with a report about housing indicators on this agenda. An RFP in support of a land economics study for various precincts has been released and is generating inquiries. And finally, the project to refresh the View Royal Park Master Plan was awarded to LADR Landscape Architects and work has begun on that project. We have also begun to consider terms of reference for the Official Community Plan update in 2020-2021.

Some larger applications for development are on the horizon including a revised Eagle’s Nest proposal and the site at 7 Erskine Lane. Other projects such as the Craigflower Community Center on Admirals Road have been submitted and will be coming forward to Committee on a future agenda.

Our annual period of renewal of secondary suite permits and business licenses has just begun. After an initial rush of those who respond right away to the mailing we expect front counter traffic to be steady busy until the holiday closure processing these applications. In addition, we are working on refreshed content for the Development Services portion of the Town’s website.

Staff participated in Fall Bike to Work Week 2019, which ran from October 21-27. While not as heavily attended regionally as the regular Bike to Work Week in the spring, it is an indication of the increased interest in year-round cycle commuting in our mild climate here on the coast, both regionally and with staff here at the Town. The continual improvement in cycling infrastructure in the CRD, combined with a surge in popularity of reasonably-priced electric-assist bicycles seen on the roads in the last year, has enabled affordable, efficient and sustainable transportation even through major road work interruptions. While there has been talk about electric cars, electric bicycles may have much more of an impact on future mobility in urban centres. The advantages and benefits of cycling in the region have never been more apparent than they are now.

Engineering:

Following up on the Town’s commitment to engage residents for feedback on the proposed traffic solutions resulting from the Six Mile Corridor Traffic Study, the Town hosted an open house on October 29, 2019. There were forty-five residents in attendance to ask questions and provide feedback. Residents unable to attend were provided the opportunity to view the information boards and provide their comments through the Town’s website. The information collected is currently with the consultant for preparation of the final report, which is anticipated to be presented at the December 10, 2019 Committee of the Whole meeting.

Staff have completed the annual patch and pave, and crack sealing programs. All pavement requires maintenance to extend their service life.

Complaints of mud on Six Mile Road and West Park Lane resulting from the development at 1938 West Park Lane have been addressed. The developments are ensuring a sweeper is on-site while trucking is occurring. The asphalt patching for the gas main extension to the site is also complete.

The Beaumont Drain Replacement Project from View Royal Avenue along Beaumont Avenue to the outlet at Esquimalt Harbour is now complete.

As the Beaumont Drain Replacement Project was completed, the Parks Department improvement work in the Beaumont access commenced and is currently in progress. Unfortunately, there is a major issue with invasive species at this location. In consultation with Chris Junck, the Town’s Invasive Species Coordinator, it was decided that the most efficient approach to the problem was to remove the existing invasive and native material on the west side of the access, as there were too many invasive species mixed in with the native plant material to attempt individual removal. The brush clearing was completed with a mini-excavator and the material was loaded into a large roll-off bin and removed from the site. Chris Junck and a team of volunteers then cleaned up the recently grubbed out area, cleared off the ivy on the trees and a good-sized ground covered ivy area on the east side of the pathway.

Concrete work on a new pathway and stairs have been completed along with rock retaining walls. Plans also include a picnic table, fencing, handrails/railings, benches and a single parking stall completely off the narrow road. The additional stairs help lessen the grade of the pathway. Drains have been installed to help with water control as well as retaining walls build to allow for a “flat” area for a picnic table to be installed.

A new picnic table will be installed in this location to take full advantage of the beautiful view:

Protective Services:

Staff continue to keep their emergency management skills sharp with courses and exercises at Town Hall.

The Chief has received all portable and mobile radios from CREST as part of the P25 upgrade. We anticipate a January 2020 go live date.

Discussions are ongoing with BC Ambulance regarding ambulance coverage in View Royal.

Halloween events at the Public Safety Building were well attended by residents, with approximately 600 visitors to the station Halloween night. There were no callouts for service on Halloween day or evening. The following weekend the View Royal Firefighter Association hosted the annual pumpkin drop to raise funds and awareness for Movember.

2020 Budget preparations are nearing completion. The replacement rescue truck ordered late 2018 is scheduled for delivery in April 2020.

The Building Department has started the consultation process with the construction industry in evaluating the Step Code. An open house with the industry and residents will be held in January 2020.

RECOMMENDATION:

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

SUBMITTED BY: K. Anema, Chief Administrative Officer