Committee of the Whole/Documents/MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, MARCH 8, 2016

Minutes

MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, MARCH 8, 2016

April 12, 2016Pages 17–287 sections

Comprehensive minutes covering policing priorities, records management, and detailed line-item revisions to the core operating budget.

March 8, 2016View Royal Policing Priorities 2016Burnett Road repairs reallocated $20,000Record Management 0.8 FTE addition discussed

TOWN OF VIEW ROYAL

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MINUTES OF A COMMITTEE OF THE WHOLE MEETING

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HELD ON TUESDAY, MARCH 8, 2016

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VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS

PRESENT WERE: Mayor Screech Councillor Mattson Councillor Rast Councillor Rogers Councillor Weisgerber

REGRETS:

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration P. Hurst, Fire Chief/Director of Protective Services J. Rosenberg, Director of Engineering L. Chase, Director of Development Services M. Dillabaugh, Director of Finance J. Cochrane, Executive Assistant

1 member 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 Weisgerber SECONDED: Councillor Rast

THAT the agenda be amended by including item 6.1.4(a) and 9.2.4(a);

AND THAT the agenda be approved as amended. CARRIED

3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

a) Minutes of the Committee of the Whole meeting held February 9, 2016

MOVED BY: Councillor Weisgerber SECONDED: Councillor Rogers

THAT the minutes of the Committee of the Whole meeting held February 9, 2016 be adopted. CARRIED

4. PETITIONS & DELEGATIONS

a) J. Ford, Lifecycles Project Society, Re: Welland Legacy Park Orchard Project

J. Ford gave a PowerPoint presentation to the Committee regarding the Welland Legacy Park orchard and discussed the purpose of the request for increased funding, including improved community engagement and education, a new trellis, water control, and staff resources for volunteer and school group coordination. She described the uniqueness of the orchard in a municipal park system in North America, the community building opportunity, and the volunteer momentum that the orchard provides.

5. PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS

6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Rast, Chair

6.1.1 Chair's Report

a) View Royal Policing Priorities 2016

Councillor Rast discussed the View Royal Policing Priorities report.

The Committee discussed the addition of support for Auxiliary Constables to the report, the RCMP presence in View Royal, and the promotion of RCMP programs such as Neighbourhood Watch.

Councillor Rast will add the Auxiliary Constable item to the report and provide it to the RCMP Westshore Detachment. Mayor Screech, Councillor Rast and the Chief Administrative Officer will be able meet with Inspector Chomyn in April to discuss the identified priorities.

MOVED BY: Councillor Weisgerber SECONDED: Councillor Mattson

THAT the report titled “View Royal Policing Priorities” be received for information. CARRIED

6.1.2 Business Arising from Previous Minutes

6.1.3 Reports

Staff Reports

a) Public Safety Report for January – February 2016

Report dated March 2, 2016 from the Director of Protective Services

The Director of Protective Services gave an overview of the report and discussed the focused efforts on the transition of the former Youth Custody Centre to a temporary homeless facility. He also noted the increased training reflective of the recent changes to the minimum training standards in the Provincial Playbook.

The Committee discussed the shuttle service provided to residents at the temporary homeless facility and the format of Building and Bylaw reporting.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the report dated March 2, 2016 from the Director of Protective Services titled “Public Safety Report for January – February 2016” be received for information. CARRIED

6.1.4 New Business

a) Police Resourcing

Councillor Rast discussed a need to develop criteria for evaluating the requirement for additional police resources.

MOVED BY: Mayor Screech SECONDED: Councillor Rogers

COW-05-16: THAT the Committee recommend to Council that staff work with the RCMP to develop an objective, needs-based analysis of the requirements for police and civilian resources. CARRIED

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) CAO Update

Report dated March 3, 2016 from the Chief Administrative Officer

The Chief Administrative Officer gave an overview of the report.

The Committee discussed Pitch-in Week, traffic at Eagle Creek Village, and the temporary homeless facility at the former Youth Custody Centre.

MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber

THAT the report dated March 3, 2016 from the Chief Administrative Officer titled “CAO Update” be received for information. CARRIED

b) Records and Information Management – Data Governance

Report dated March 1, 2016 from the Director of Corporate Administration

The Director of Corporate Administration gave an overview of the report, including data governance challenges and risks associated with the Town's electronic records.

MOVED BY: Councillor Rast SECONDED: Councillor Weisgerber

THAT the Committee receive the Director of Corporate Administration's March 1, 2016 report entitled “Records and Information Management – Data Governance”. CARRIED

c) Freedom of Information & Protection of Privacy Regarding Emails

Report dated March 3, 2016 from the Executive Assistant

The Chief Administrative Officer gave an overview of the report.

The Committee discussed the use of personal email accounts, the challenges of responding to Freedom of Information requests, and strategies to transition from using personal email accounts to corporate email accounts. The Committee requested that staff create corporate email accounts for each member of Council for future use.

MOVED BY: Councillor Rogers SECONDED: Councillor Rast

THAT the report dated March 3, 2016 from the Executive Assistant titled “Freedom of Information & Protection of Privacy Regarding Emails” be received for information. CARRIED

d) 2016 – 2020 Five Year Financial Plan Deliberations

Core Operating Budget (continued from March 7, 2016 Budget Meeting):

The Director of Finance gave an overview of information that was requested at the March 7, 2016 budget meeting, including:

the Eagle Creek Development Cost Charges total of $657,644;
the patching and curb comparisons of actuals and budgeted amounts from 2010 to 2015;
the Fire Department salaries and volunteer service pay; and
changes to the Transportation operating budget.

The Committee and staff reviewed the Transportation Project Overview Statements and agreed to following:

Admin Building [Tab 6]:

Admin Building Water (1-2-01450-678): reduce proposed increase from $600 to $200 for a total budget of $1,800
Admin Building Grounds Services (1-2-01455-580): reduce proposed request from $500 to $300 for a total budget of $300
Admin Building Grounds Supplies (1-2-1455-590): reduce proposed request from $3,000 to $1,500 for a total budget of $1,500

Transportation – Admin [Tab 9]:

Transportation-Parts, Tools and Equipment (1-2-03100-515): retain proposed increase of $800 for a total budget of $2,000
Transportation-Consultants (1-2-03100-615 310-01): eliminate proposed request of $2,000 for a total budget of $0
Transportation-Mapping (1-2-0300-615 310-03): eliminate proposed increase of $3,000 for a total budget of $12,000
Transportation-Land Surveying (1-2-03100-615 310-04): eliminate proposed request of $5,000 for a total budget of $0
Transportation-Consultants, Misc. Eng. Serv. (1-2-03100-615 310-06): eliminate proposed increase of $2,000 for a total budget of $3,000

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Transportation – Roads [Tab 9]:

Roads-Patching (1-2-03200-630 320-02): reduce proposed increase from $35,000 to $5,000 in 2016 budget for a total budget of $95,000; increase by an additional $5,000 in the 2017 budget; and reallocate the Helmcken Road ($20,000) and Burnside Road ($10,000) repairs to Tab 3 as non-core budget items to be funded by Casino revenue
Curbs (1-2-03200-630 320-03): reduce proposed increase from $26,000 to $6,000 for a total budget of $9,500 and reallocate View Royal Avenue at Beaumont Avenue ($10,000) and Watkiss Way at Stoneridge ($10,000) repairs to Tab 3 as non-core budget items to be funded by Casino revenue
Roads-Dumping and Roadkill (1-2-03200-630 320-06): reduce proposed increase from $5,000 to $1,000 for a total budget of $15,000
Roads-MVAs Non-recoverable (1-2-03200-630 380-08): retain proposed request of $3,000 for a total budget of $3,000
Roads-Line Painting-Paint (1-2-03210-630 321-01): eliminate proposed increase of $4,000 for a total budget of $17,000 and include a request for additional funds in 2017 which is recognized as potentially being more than the $4,000 requested in 2016
Roads-Line Paining-Thermoplastic (1-2-03210-630 321-02): reduce proposed increase from $15,000 to $5,000 for a total budget of $55,000 and implement a phased increase of $5,000 each year over the next several budget years
Blvds-Contracted Services/Supply (1-2-03300-310): retain proposed increase of $19,000 to meet contractual obligations and additional infrastructure and boulevards for a total budget of $484,000
Blvds-Brushing and Weed Removal (1-2-03300-630 330-02): reduce proposed increase from $2,700 to $1,800 for a total budget of $25,100 and implement a phased increase for future budget years
Blvds-Annual Bulbs (1-2-03300-630 330-03): reduce proposed request of $1,000 to $500 for a total budget of $500
Blvds-Repairs (1-2-03300-630 330-06): eliminate proposed increase of $2,000 for a total budget of $33,000
Blvds-Irrigation (1-2-03300-630 330-07): reduce proposed increase from $4,500 to $1,500 for a total budget of $11,000 and implement a phased increase for future years
Blvds-Trees (1-2-03300-630 330-08): reduce proposed increase from $20,000 to $5,000 for a total budget of $40,000 and implement a phased increase for future years
Blvds-MVAs Non-recoverable (1-2-03300-630 380-08): eliminate proposed request of $1,500 for a total budget of $0
Blvds-Water Irrigation Systems (1-2-03300-678 330-10): reduce proposed increase from $38,000 to $19,000 for a total budget of $51,000 and recognize that grass will go dormant, particularly where grass and trees are on separated irrigation zones (the intent will be to preserve tree health)
Blvds-Hand Watering (1-2-03300-678 330-11): reduce proposed increase from $6,000 to $5,500 for a total budget of $27,500
Sidewalks-Walkways (1-2-03310-630 331-02): reduce proposed increase from $9,500 to $7,000 for a total budget of $14,500, eliminating the walkway repair at Stancil and Burnside
Bus Shelters-Cleaning TVR Shelters (1-2-03320-630 332-01): retain proposed increase of $2,300 for a total budget of $8,500
Signals-Annual Inspection and Maintenance (1-2-03510-630 351-01): reduce proposed increase from $12,000 to $4,000 for a total budget of $42,000, eliminating the backlit sign repair
Signals-Trouble Calls (1-2-03510-630 351-02): eliminate proposed increase of $500 for a total budget of $4,000
Signals-Hydro (1-2-03510-677): retain proposed increase of $1,380 for a total budget of $3,480, reflecting BC Hydro increases
Signs-Traffic Orders (1-2-03520-630 352-04): reduce proposed increase from $2,500 to $1,500 for a total budget of $4,000
Lawn and Garden Waste Collection (1-2-03530-310 353-03): eliminate spring collection service for a total budget increase of $285, reflecting contractual obligations
Lawn and Garden Composting (1-2-03530-310 353-04): retain proposed increase of $8,325 for a total budget of $63,825
Bridges-Graffiti Removal (1-2-03700-630 370-03): retain total budget of $4,000 for this new cost centre, separating out bridge graffiti removal from other, more generic graffiti removal account
St. Lighting-Seasonal Lighting (1-2-03800-630 380-07): retain proposed increase of $3,000 for a total budget of $11,000
St. Lighting-MVAs Non-recoverable (1-2-03800-630 380-08): eliminate proposed request of $1,500 for a total budget of $0
St. Lighting-Hydro (1-2-03800-677 380-01): retain proposed increase of $8,500 for a total budget of $72,500
St. Lighting-Ornamental (1-2-03800-677 380-02): retain proposed increase of $6,200 for a total budget of $28,200
Drainage-Contracted Services (1-2-04300-310): reduce proposed increase from $4,000 to $2,500 for a total budget of $56,500
Drainage-Water Controls (1-2-04300-630 430-01): retain total budget of $7,500
Drainage-Ditch Maintenance (1-2-04300-630 430-02): retain total budget of $9,000
Drainage-Flushing (1-2-04300-630 430-03): retain total budget of $6,000
Drainage-Misc. Repairs (1-2-04300-630 430-04): reduce proposed increase from $5,000 to $2,000 for a total budget of $7,000 and implement a phased increase for future years
Drainage-Video Inspections (1-2-04300-630 430-05): eliminate proposed increase of $3,000 for a total budget of $11,000
Drainage-Culverts (1-2-04300-630 430-06): reduce proposed increase from $3,500 to $1,000 for a total budget of $16,000 and implement a phased increase for future years
Drainage-Headwalls (1-2-04300-630 430-07): reduce proposed increase from $2,000 to $1,000 for a total budget of $16,000 and implement a phased increase for future years
Drainage-Catch Basins/Manholes (1-2-04300-630 430-08): reduce proposed increase from $9,000 to $3,000 for a total budget of $13,000 and implement a phased increase for future years
Drainage-Rain Garden Annual Maintenance (1-2-04300-630 430-09): retain total budget of $35,000 for this new cost centre
Drainage-Dredging (1-2-04300-630 430-10): eliminate intent of annual program and reallocate Phase 1 Riverside subdivision retention ponds dredging ($20,000) to Tab 3 as a non-core budget item to be funded by Casino revenue

Transportation – Parks [Tab 9]:

Honda Fit Fuel (1-2-07160-685 716-13): retain proposed increase of $350 for a total budget of $400
Centennial Park-Misc. Supplies (1-2-07220-590): reduce proposed increase from $1,120 to $500 for a total budget of $6,500 and implement a phased increase for future years
Portage Park-Misc. Supplies (1-2-07230-590): retain proposed increase of $1,540 for a total budget of $3,540
Welland Legacy Park-Serv. and Supplies (1-2-07235-310): retain proposed increase of $1,800 for a total budget of $13,300
Welland Legacy Park-Misc. Services (1-2-07230-580): retain proposed request of $300 for a total budget of $300
Aldersmith Park-Water (1-2-07240-678): retain proposed increase of $300 for a total budget of $600
Chilco Park-Misc. Supplies (1-2-07241-590): eliminate proposed increase of $1,500 for a total budget of $2,000 and implement a phased increase for future years
Small Parks-Misc. Supplies (1-2-07250-590): reduce proposed increase from $4,500 to $1,500 for a total budget of $20,500 and implement a phased increase for future years
Small Parks-Water (1-2-07250-678): eliminate proposed increase of $2,000 for a total budget of $2,500 and recognize that grass in parks will be dormant in the summer

The above amendments made to the Transportation Project Overview Statements result in a budget reduction of approximately $182,000 from the originally requested $395,000 for a total of approximately $212,000. An estimated $60,000 of the $182,000 is to be moved to the non-core budget.

The Committee and staff briefly reviewed additional Core Operating Budget items that do not contain a significant tax impact, including Environmental Health [Tab 10], Planning [Tab 11], Other Accounts [Tab 13], and Sewer Fund [Tab 14].

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Recreation and Culture [Tab 12] from the Core Operating Budget was reviewed, including the increase of $18,916 for Westshore Parks and Recreation Society (WSPRS) recreation services and the increase of $6,538 for the Greater Victoria Public Library (GVPL). It was noted that 2016 is the final year to transition GVPL operating costs from Casino funding to the core operating budget and then WSPRS operating costs can begin to be transitioned as well.

The RCMP core budget [Tab 8] will be discussed at a future meeting with Staff Sergeant Wright in attendance.

Non-Core Budget Additions:

The Director of Finance discussed a 6% tax increase for non-core items and noted caution around the use of Casino revenue and surplus to fund operating costs.

The Committee discussed funding sources for each non-core item. The list of non-core budget items is as follows:

Records Management 0.8 FTE - addition of $22,294 (taxation)
Community Engagement Event - addition of $15,000 (taxation)
Replace Carpet and Reorganize Office - addition of $88,000 (surplus)
Re-keying Town Hall - addition of $10,000 (surplus)
Legislative – Consultants - addition of $30,000 (surplus)
Correction of Land Parcels - addition of $21,250 (surplus)
Office Furniture Replacement - addition of $3,500 (taxation)
Insurance – Property Claims - addition of $65,000 (surplus)
Long Term Financial Plan - addition of $15,000 (taxation)
Economic Development Strategy - addition of $15,000 (surplus)
Public Places Bylaw Review - addition of $8,000 (surplus)
Parks Master Plan - addition of $15,000 (surplus)
Planning – Forms & Printing for Parks and Trails Guide - addition of $4,200 (taxation)
Transportation Parts/Small Tools/Equipment - addition of $1,000 (taxation)
Consultants - Engineering Specifications - addition of $17,800 (surplus)
Consultants - GIS Student - addition of $7,500 (taxation)
Consultants – Master Transportation Plan - addition of $10,000 (DCCs)
Consultants – Master Drainage Plan - addition of $55,000 (DCCs)
Year 1 of Inventory and Maintenance Plan Program for boulevard trees - addition of $10,000 (staff to confirm if eligible for gas tax funding; otherwise taxation)
Garbage cans/benches for bus shelters - addition of $4,900 (taxation)
Railings at Island Highway/Stormont (Reading Centre) - addition of $6,300 (staff to confirm if eligible for MIA grant funding; otherwise Casino)
Painting trestle on Six Mile Road - addition of $10,000 (taxation)
Contaminated Spill Containment Supplies - addition of $1,000 (taxation)
Roads & Streets - Patching - addition of $30,000 (Casino)
Roads & Streets - Curbs - addition of $20,000 (Casino)
Drainage – Dredging - addition of $20,000 (Casino)
Sidewalks – Repairs & Maintenance - addition of $22,500 (Casino)
Helmcken Rd & Watkiss Way Median Improvements - addition of $2,500 (taxation)
Snow Removal - addition of $2,200 (surplus)
Parks Salaries - addition of $2,845 (taxation)
Parks Benefits - addition of $539 (taxation)
Material & Supplies for New Community Garden Plots - addition of $1,000 (Casino)
Camera - addition of $500 (Casino)

The Invasive Species Removal Program was discussed. This item will be further considered at a future budget meeting.

The following items were removed from the non-core budget:

RCMP 1 additional FTE – removal of $38,596 at this time
Anti-skid and speed box on Atkins Road – removal of $10,000
Curve testing at 12 locations – removal of $7,500.

OTHER REPORTS

6.2.4 New Business

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

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EVENING BREAK

CALL TO RECONVENE – Mayor Screech called the meeting to order at 7:01 p.m.

PRESENT WERE: Mayor Screech Councillor Mattson Councillor Rast Councillor Rogers Councillor Weisgerber

REGRETS:

1 member of the public 0 members of the press

8.2 PETITIONS & DELEGATIONS

8.3 PUBLIC PARTICIPATION

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 Weisgerber, Chair

9.2.1 Chair's Report

9.2.2 Business Arising from Previous Minutes

9.2.3 Reports

STAFF REPORTS

a) Goats for Vegetation Control and Management

Report dated March 1, 2016 from the Planner

The Planner gave an overview of the report.

The Committee discussed the use of goats for vegetation control in View Royal, including the use of electric fencing in residential areas and possible negative feedback from surrounding neighbours particularly in higher density neighbourhoods.

MOVED BY: Councillor Screech SECONDED: Councillor Rast

THAT the Committee receive the report dated March 1, 2016 from the Planner titled “Goats for Vegetation Control and Management” for information. CARRIED

b) Zoning Bylaw No. 900, 2014 Housekeeping/Amendments Review

Report dated March 1, 2016 from the Planner

The Planner gave an overview of the report.

The Committee discussed inter-municipal business licenses, home occupations, and fence/retaining wall height limitations. The Committee spoke in support of leaving parking requirements as they currently are for secondary suites.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the Committee receive the report dated March 1, 2016 from the Planner titled “Zoning Bylaw No.900, 2014 Housekeeping/Amendments Review” for information. CARRIED

c) Land Use Bylaw 1990 No. 35 – Sign Regulations Housekeeping/Amendments Review

Report dated March 1, 2016 from the Planner

The Planner gave an overview of the report.

The Committee discussed temporary sign permit requirements for commercial signs, sign permit fees, and sandwich board signs. The Committee supported leaving sign requirements as they currently are for sandwich board signs.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the Committee receive the report dated March 1, 2016 from the Planner titled “Land Use Bylaw 1990 No. 35 – Sign Regulations Housekeeping/Amendments Review” for information. CARRIED

d) Local Service Area Bylaw – 33 Helmcken Road (Eagle Creek Village)

Report dated March 3, 2016 from the Senior Planner

MOVED BY: Councillor Screech SECONDED: Councillor Rast

COW-06-16: THAT the March 3, 2016 report from the Senior Planner titled “Local Service Area Bylaw – 33 Helmcken Road (Eagle Creek Village)” be received;

AND THAT the Committee recommend to Council that staff be directed to prepare a Local Area Service bylaw for storm water management and landscape maintenance both on and off-site along the Helmcken Road and Watkiss Way frontages of 33 Helmcken Road (Eagle Creek Village). CARRIED

e) Regional Growth Strategy Informal Referral

The Director of Development Services indicated that the Capital Regional District has provided their Regional Growth Strategy as an informal referral. She will provide a report in April outlining potential concerns and issues and seek Council input at that time.

The Committee requested that Capital Regional District staff attend an upcoming meeting to give a presentation regarding the Regional Growth Strategy.

MOVED BY: Councillor Screech SECONDED: Councillor Rogers

THAT the Committee receive the report dated March 1, 2016 from the Director of Development Services titled “Regional Growth Strategy Information Referral” for information. CARRIED

COMMITTEE REPORTS

9.2.4 New Business

a) Tim Hortons – 24 Hours

Councillor Mattson expressed concern that he was not aware that the new Tim Hortons located at Eagle Creek Village would be open 24 hours a day.

Staff indicated that the zoning for Eagle Creek Village (CD20) is similar to all other commercial zones – save for one – in the municipality where hours of operation are not regulated. Other members of Council stated that they were aware during the zoning application review phase for Eagle Creek Village that businesses would potentially be open 24 hours a day.

9.3 PUBLIC WORKS & TRANSPORTATION – Councillor Mattson, Chair

9.3.1 Chair's Report

9.3.2 Business Arising from Previous Minutes

9.3.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

9.3.4 New Business