FINANCE & ADMINISTRATION REPORT - CAO UPDATE
Monthly report from the CAO highlighting significant administrative, financial, and operational activities within the Town.
TOWN OF VIEW ROYAL FINANCE & ADMINISTRATION REPORT
TO: Committee of the Whole DATE: January 3, 2019 FROM: Kim Anema, CAO MEETING DATE: January 8, 2019
CAO UPDATE
RECOMMENDATION:
THAT the report dated January 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:
Front counter staff have been increasingly busy with secondary suite, dog license and business license renewals near year-end and during the beginning of the new year.
The Town of View Royal municipal hall was closed to the public from December 22, 2018 and reopened on January 2, 2109. During the closure, there is an opportunity to perform maintenance best completed when Town Hall is vacant, including minor renovations to Council Chambers.
The end of every year requires a major “roll-over” of files across the organization with Administration staff working closely with all departments as we transition into 2019. This work allows the municipality to stay up-to-date with our Records Management Bylaw and associated policy.
On December 14, staff and a few members of the public in attendance at the time welcomed a visit from Kindergarten students from View Royal Elementary School who dropped off their gingerbread decorations for the Christmas tree at Town Hall. This annual visit is the students’ way to say thank you for making the Town a wonderful place to live. Their delighted faces and seasonal singing was appreciated and they left with candy canes and oranges to enjoy on their walk back to school.
Finance:
During the first week of December the Town’s auditors from Grant Thornton LLP spent four days at Town Hall completing their interim audit. 2018 year-end audit is scheduled for April 2019.
The Microsoft Office 365 project is continuing with discussions about policies and further background configuration taking place. Implementation will be done in waves of 9-10 users, starting with the pilot group mid-January. Infrastructure is now in place for the Town’s VPLS connection and site to site back up is nearing completion.
The 2019 five-year financial plan process continues with senior management budget meetings as well as staff investigating Council initiatives. A proposed financial plan will be published in advance of the February 19-21 discussions.
Development Services:
Staff are continuing to work on the subdivision of the Town owned parcel on Lund Road. Survey work was completed in December, and a Development Permit application is on the agenda for consideration. Development Services staff supported the engineering department at their open house on Development Cost Charges and we continue to work on a Community Amenity Policy.
The Director of Development Services has been invited to present at the Local Government Leadership Academy sessions for newly elected councillors in February and will be sure to highlight the good work that is undertaken by Council and staff here in View Royal!
Engineering:
December 2018 storms kept both engineering and parks staff busy cleaning out drains, maintaining pump stations, responding to resident concerns and tree cleanup.
The Council Chamber upgrade is nearing completion, including expansion of the staff desk, refurbished council desk, and new podium. Not included at this time is the projector, with anticipated installation to occur in Spring 2019.
A new roof has now been installed on the building at Helmcken Centennial Park.
Following up on Council’s commitment to engage residents in the Chancellor Park neighbourhood one year from the installation of an asphalt play pad (basketball court/hockey net) in Chancellor Park, staff distributed a survey to 60 homes requesting a response via email or be dropped off at Town Hall by January 11, 2019. Results will be submitted in a report to Committee of the Whole in February.
Protective Services:
The CREST mono pole was installed at the Public Safety Building. The Director of Protective services has been informed that completion of the work (antennas and wiring) will be completed in January 2019.
The Fire Department was very busy with the most recent storm event on December 20, 2018. Several calls associated with downed tree, power lines and fires were actioned. In total twenty-four emergency calls were received by the department.
Several fundraising initiatives were successful by the department, these included the annual food drive and Christmas hampers. A large donation of toys went to the pediatric unit at Victoria General Hospital.
Although the department realized a drop in calls for service as a result of the BC Emergency Health Services dispatch modifications, emergency calls remained steady for 2018. A detailed annual summary will be presented by both the Fire and Building/Bylaw Department in February.
The award for the replacement of the rescue truck was issued in early December. The anticipated delivery of this vehicle is scheduled for Spring 2020.
RECOMMENDATION:
THAT the report dated January 3, 2019 from the Chief Administrative Officer titled “CAO Update” be received for information.
SUBMITTED BY: K. Anema, Chief Administrative Officer
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