CAO Update

CAO UPDATE

RECOMMENDATION:

THAT the report dated October 3, 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 draft Streets Bylaw was provided to the Committee of the Whole and the Community Development Advisory Committee in September. With feedback provided at those meetings regarding:

boulevard parking provisions;
alternative modes of transportation;
residential parking permit zones;
enforcement of existing, non-conforming boulevard modifications; and
communication of the bylaw’s content to the public,

staff will make amendments to the draft bylaw and look forward to the associated open house set for Monday, October 7.

Staff are continuing to work on the RFP for an electronic records management system and participated in a regional Corporate Officers event where the City of Coquitlam’s system was presented. As well, the event also included a discussion of the software used in the region for the livestreaming of Council/Board meetings and the related Privacy Impact Assessment and Freedom of Information issues related to livestreaming.

Budget preparations and project summaries are underway for the 2020 budget deliberations.

The Fall/Winter Newsletter has been delivered to 5,900 homes and businesses. Two new features have been added to the Newsletter. The first is “Did you Know?” that is intended to provide more information and clarification on specific topics identified in the Town’s 2019 community satisfaction and engagement survey. The second feature is called “Dear Auntie Archives” which will serve as a question and answer forum, promoting the resources of the Town’s Archives.

In speaking about View Royal Archives, this dedicated group of volunteers filled the foyer display case this summer with die-cast car models (on loan from a volunteer) and corresponding photos from the Archives’ collection depicting similar cars or related subjects in and about the View Royal area. This impressive display was well received by visitors to Town Hall.

Die-cast cars on display in Town Hall foyer

One of the many die-cast cars on display – a 1929 Rolls Royce Phantom I

Finance:

Finance staff were primarily focused on two significant projects in the month of September: implementing the new utility billing module in the financial system and evaluating responses to the IT Managed Services Provider request for proposal (RFP).

Mid-September, View Royal’s 2,400 sewer utility customers received a direct mail piece advising them of coming changes to their sewer invoice. The communication included information about how to sign up for electronic billing and online access to their sewer account. This project will also streamline the import of payments made through financial institutions. Sewer bills will be issued on October 15 with a November 29, 2019 due date. This project has been a complicated, multi-faceted piece of work, involving our software provider, CRD Water, the Town’s bank and other financial institutions, and multiple levels of testing and training. Kudos to the Town’s IT Coordinator for diligence and focus in ensuring the success of this project!

The RFP for an IT Managed Service Provider closed on September 3, 2019. As this is a very technical project, Finance staff are working with a consultant to evaluate the proposals with a recommendation coming to Council mid-October. The successful proponent will take over IT service provision early in the new year.

The Committee of the Whole approved the proposed Financial Planning Process and Calendar with focused budget discussion workshops scheduled for late February 2020. Over the next few months, staff will be focused on preparing budget material in preparation for these discussions.

Development Services:

On the policy side of the Department’s work, the RFP for the Housing Gaps and Needs Study was awarded to Urban Matters CCC. A series of reports addressing housing topics will be coming forward in the coming months.

As Council is aware, the application for ‘Eagle’s Nest’ was withdrawn by the developer. We anticipate that a new application will be submitted and staff will continue to advise the developer with respect to the land use policy for the area. We anticipate that the developer will undertake additional public engagement activities over the coming months.

Engineering:

The Hospital Pump Station capital project has been delayed due to supplier materials not meeting specifications. This project is now on track for completion in November.

The residential development on Glentana Road is about to start. Site clearing has already begun. Staff have liaised with the developer’s foreman and neighbouring stratas to address neighbour concerns.

As part of the operating budget, staff continue to upgrade aging storm water infrastructure. Staff replaced a 525mm corrugated steel culvert that had completely rusted out. Shown here is the new culvert:

The Marler Park playground replacement project continues on schedule. The old structure and surround have been removed, excavation of the site has been done, and the construction of the concrete retaining walls was completed last week. Landscaping of the park (which will be starting soon) will be improved with the completed installation of a water service by CRD Water. Protective surfacing woodchips have also arrived and the installation of the new playground and drainage system will be happening at the end of October. While performing work on site, we have received numerous favourable comments on the improvements and everyone is impressed with the curved corners.