MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, DECEMBER 10, 2019
Official record of the proceedings from the previous Committee of the Whole meeting, including project updates and business resolutions.
TOWN OF VIEW ROYAL
MINUTES OF A COMMITTEE OF THE WHOLE MEETING
HELD ON TUESDAY, DECEMBER 10, 2019
VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS
PRESENT WERE: Mayor Screech Councillor Kowalewich Councillor Lemon Councillor Mattson Councillor Rogers
REGRETS:
PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration J. Rosenberg, Director of Engineering L. Chase, Director of Development Services D. Christenson, Director of Finance S. Vella, Manager of Accounting J. Cochrane, Executive Assistant 0 members of the public 0 members of the press
1. CALL TO ORDER – Mayor Screech called the meeting to order at 3:31 p.m.
2. APPROVAL OF AGENDA
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the agenda be approved as presented. CARRIED
3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF
a) Minutes of the Committee of the Whole meeting held November 12, 2019
MOVED BY: Councillor Rogers SECONDED: Councillor Mattson
THAT the minutes of the Committee of the Whole meeting held November 12, 2019 be adopted. CARRIED
4. PETITIONS & DELEGATIONS
5. PUBLIC PARTICIPATION PERIOD
6. BUSINESS ITEMS
6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Lemon, Chair
6.1.1 Chair’s Report
6.1.2 Business Arising from Previous Minutes
6.1.3 Reports
STAFF REPORTS
a) West Shore RCMP Monthly Media Summary
- November 2019 Monthly Media Summary prepared by the West Shore RCMP
MOVED BY: Mayor Screech SECONDED: Councillor Rogers
THAT the November 2019 West Shore RCMP Monthly Media summary be received. CARRIED
6.1.4 New Business
6.2 FINANCE & ADMINISTRATION – Mayor Screech, Chair
6.2.1 Chair’s Report
6.2.2 Business Arising from Previous Minutes
6.2.3 Reports
STAFF REPORTS
a) Capital Project Update
- Report dated December 5, 2019 from the Manager of Accounting
The Director of Engineering noted some outstanding work related to the launch project on Shoreline Drive. The Mayor expressed appreciation for the recently installed LED streetlights on Island Highway and the seasonal banners.
MOVED BY: Councillor Mattson SECONDED: Councillor Rogers
THAT the report dated December 5, 2019 from the Manager of Accounting titled “Capital Project Update” be received for information. CARRIED
Councillor Mattson recused himself at 3:38 p.m. stating he sits on the Island Health Board of Directors.
b) Sewer Utility Cost Recovery
- Report dated December 4, 2019 from the Director of Finance
The Director of Finance gave a presentation regarding sewer utility cost recovery, summarizing the current model, the reason for change, implications of a revised fee collection approach, and methods used in other municipalities.
The Committee discussed billing frequency and rate calculation. There was support expressed for a shift from billing based on taxation to a user fee that incorporates a small flat fee component.
MOVED BY: Councillor Rogers SECONDED: Councillor Kowalewich
THAT the Committee recommend to Council that the Town enter into an agreement with the Capital Regional District to facilitate the recovery of 100% of the amount of annual operating costs, capital contributions and debt costs under Capital Regional District’s Bylaw No. 2312 Liquid Waste Management Core Area and Western Communities Service Establishment Bylaw No. 1, 1995 effective for the 2020 fiscal period, permitting the Town to impose a fee or charge for these costs CARRIED
Councillor Mattson returned to the meeting at 4:23 p.m.
c) Online Citizen Budget Engagement
- Report dated December 6, 2019 from the Director of Finance
MOVED BY: Councillor Rogers SECONDED: Councillor Kowalewich
THAT the Committee recommend that Council approve the implementation of an online citizen budget engagement tool for the 2020 and 2021 budget cycles as a pilot project. CARRIED
d) Chief Administrative Officer Update
- Report dated December 4, 2019 from the Chief Administrative Officer
The Committee discussed the West Shore Parks and Recreation Chief Administrative Officer job competition, the Capital Regional District’s “Ready, Step, Roll” program, the Greater Victoria Crossing Guards Association workshop recently hosted by the City of Victoria, and Burnside Road speeding.
MOVED BY: Councillor Rogers SECONDED: Councillor Lemon
THAT the report dated December 4, 2019 from the Chief Administrative Officer titled “Chief Administrative Officer Update” be received for information. CARRIED
OTHER REPORTS
6.2.4 New Business
7. CORRESPONDENCE
a) Letter from Westshore Parks and Recreation, Re: Gender Equity in Recreational Sport – Community Grants Initiative 2019
MOVED BY: Councillor Lemon SECONDED: Councillor Kowalewich
THAT the Committee recommend that Council provide a letter of support for the Gender Equity in Recreational Sport grant. CARRIED
8. CLOSED MEETING RESOLUTION
MOVED BY: Councillor Rogers SECONDED: Councillor Mattson
THAT the meeting now recess at 4:59 p.m.
EVENING BREAK
8.1 CALL TO RECONVENE – Mayor Screech called the meeting to order at 6:58 p.m.
PRESENT WERE: Mayor Screech Councillor Kowalewich Councillor Lemon Councillor Mattson Councillor Rogers
REGRETS:
PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration D. Christenson, Director of Finance J. Rosenberg, Director of Engineering J. Cochrane, Executive Assistant 5 members of the public 0 members of the press
8.2 PETITIONS & DELEGATIONS
a) C. Vanderhorst, Regional Assurance Partner, MNP, Re: Presentation of Audit Service Plan
Mr. Vanderhorst gave an overview of the report regarding the audit service plan.
The Committee discussed details about the audit, benchmarks, the level of experience of the audit team, and if the audit team would make suggestions for improvement and additional controls if required.
8.3 PUBLIC PARTICIPATION
a) L. Jeaurond, 254 Ardenlea Place, discussed the opportunity to consider the installation of sidewalks, bike and bus lanes with the anticipated Six Mile Road Corridor improvements and requested the Committee keep health and climate change top of mind throughout project.
9. BUSINESS ITEMS
9.1 PARKS, RECREATION & ENVIRONMENT – Councillor Rogers, Chair
9.1.1 Chair’s Report
9.1.2 Business Arising from Previous Minutes
9.1.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
OTHER REPORTS
9.1.4 New Business
9.1.5 Correspondence
9.2 PLANNING & DEVELOPMENT – Councillor Mattson, Chair
9.2.1 Chair’s Report
9.2.2 Business Arising from Previous Minutes
9.2.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
9.2.4 New Business
9.3 PUBLIC WORKS & TRANSPORTATION – Councillor Kowalewich, Chair
9.3.1 Chair’s Report
9.3.2 Business Arising from Previous Minutes
9.3.3 Reports
STAFF REPORTS
a) Six Mile Corridor Study
- Report dated December 4, 2019 from the Director of Engineering and Parks
The Director of Engineering gave an overview of the report, emphasizing that improvements undertaken based on the study will not solve traffic concerns in the corridor, but will mitigate concerns and improve issues.
J. Potter, Bunt & Associates, gave a presentation addressing study methods, public engagement, current issues, mitigation options for each intersection, and recommendations.
The Committee discussed the recommendations for the four-way stop at Chilco Road/Nursery Hill Drive/Six Mile Road and the roundabout at Atkins Road/Six Mile Road as well as signage, mid-block pedestrian crossings, and bike lanes. It was noted that the recommended signal timing change at Six Mile Road/Island Highway had already been implemented.
MOVED BY: Councillor Screech SECONDED: Councillor Rogers
THAT the report dated December 4, 2019 from the Director of Engineering and Parks titled “Six Mile Corridor Study” be received for information. CARRIED
COMMITTEE REPORTS
OTHER REPORTS
9.3.4 New Business
10. CORRESPONDENCE
11. MOTIONS & NOTICES OF MOTION
12. QUESTION PERIOD
a) A resident at 62 Tovey Crescent asked whether it is possible to build an elevated cyclist path under the railway underpass on Six Mile Road to circumvent possible road narrowing issues in that section.
13. CLOSED MEETING RESOLUTION
14. TERMINATION
MOVED BY: Councillor Mattson SECONDED: Councillor Lemon
THAT this meeting terminate. Time: 8:13 p.m. CARRIED
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