CRD Regional Parks – Draft Regional Trails Management Plan Letter

CAO Update

As noted in the December report, January will see the "roll-over" of files across the organization with the Archivist/Corporate Records Assistant working closely with all departments as we transition into 2016. This work allows the municipality to stay up-to-date with our Records Management Bylaw and associated policy.

The Administration Department recently completed the Director of Finance competition and is finalizing administrative details to welcome the new Director of Finance, Michael Dillabaugh, on January 18th.

The CRD and Westside Wastewater Treatment & Resource Recovery Select Committee continue to take a significant amount of staff time.

Freedom of Information & Protection of Privacy (FOI) requests take a significant amount of time for Administration staff and various Town of View Royal departments. During the month of December, Administration responded to three (3) FOI requests bringing the total number for 2015 to 29 requests. Our total numbers of requests for the last 8 have been as follows:

• 2008 5 requests
• 2009 4 requests
• 2010 11 requests
• 2011 29 requests
• 2012 46 requests
• 2013 30 requests
• 2014 30 requests
• 2015 29 requests

The most requested information includes Town records regarding property information, house/condo plans, complaints and Fire incident reports. Depending on the scope of the request and staff filing methods (both paper and electronic), a single request can take anywhere from 15 minutes to 30+ days.

Finance

Departmental budget preparations are underway as the work plan for 2016 is fleshed out. Most departments have submitted operating budgets and are developing the Capital Plan including estimates for projects submitted by members of Council.

The Auditors spent one week at the Town Hall working on the interim audit. While the interim audit does include a review of transactions it also includes a review of internal controls. The interim audit helps establish the tone and work program for the final audit work which is scheduled for spring of 2016. We are pleased with feedback received from the auditors to this point.

Mike Dillabaugh with be joining the Town of View Royal on January 18, 2016. We look forward to his arrival and participation with Council, the Finance department and the management team.

Development Services

December saw Development Services staff working to complete a number of permits and documents related to Eagle Creek. A number of sign permits were issued after Council approved the Development Variance Permit for signs. Documentation in support of the eventual subdivision of the residential site also required significant amounts of staff time. While the subdivision was not completed before the holiday break, the applicant has all of the necessary documentation to make their final submissions.

The subdivision of Phase 6 of the Chilco/Thetis Vale development was signed by the Approving Officer the week before the holiday break. Concurrent with this subdivision, staff have also enacted the change of address process for residents whose street name will be changing from Chilco Road to Lund Road. The new street name will take effect on January 20, 2016. Mail notices were sent at the beginning of December and a reminder notice will be sent this month. Staff have also arranged for mail forwarding and notification of utility companies and government agencies.

The Director of Development Services attended a session regarding the proposed Regional Economic Development proposal on December 4th. Representatives from most municipalities attended and information was gathered with respect to priorities from the Town's Official Community Plan and Council's Strategic Plan. Further meetings are anticipated.

Staff continue to work with faculty and students at Vancouver Island University on the Parks Master Plan. The first public session (A World Café style open house) is tentatively scheduled for the last week of January.

Engineering

The Engineering Department continues to be involved in the construction of various developments:

• Eagle Creek
• 1900 Watkiss Way
• 430 Six Mile

An issue arose with the development at 2311 Watkiss Way that required the Town to implement the required changes (street lighting) that the developer did not complete at the developers expense.

Statement trees have been planted in View Royal Park. Issues have arisen with the supply of fitness stations slated for View Royal Park which will delay the installation until the spring of 2016. The playground at Mellor Park has been installed. Other projects include the Hallowell Road Project and the Westside Sewer Solutions initiative.

The final stages of the Subdivision Servicing Bylaw are being completed and it is hoped that the bylaw will be adopted in the spring of 2016.

The development of the 2016 Operating and Capital budgets is in progress and will continue throughout the New Year. Year-end accounting for the Finance Department is in progress as well as revenue projections for the 2016 year.

The CRD and Westside Wastewater Treatment and Resource Recovery Select Committee issues continue to take a significant amount of staff time.

Protective Services

The Fire Department maintained a steady pace through December with respect to calls for service, resulting in a record year for the department and their response to emergency and non-emergency requests. Of note is the increase in volunteer hours contributed to the Town. The Fire Chiefs December report shows a significant increase in training, emergency call out and night shift staffing hours. All in, volunteers contributed 13,164 hours for 2016. In addition, the numbers do not reflect additional time spent with Open Houses, the P.A.R.T.Y program, Christmas fund raising and Halloween.

Construction of the rental suites at the Public Safety Building commenced in late December with an anticipated March/April completion. Fire Chief continues to manage warranty items as it pertains to the new construction of the Public Safety Building. Of particular note is an issue with the finish of the training tower. Both the Architects and Fire Chief are dealing with that issue. It should be noted that the 1 year inclusive workmanship warranty period will expire in early March 2016. Prior to expiration, a detailed inspection of all building components, civil and off sites will be conducted by the Town to ensure any and all outstanding warranty issues are addressed.

The Bylaw Division as well maintained a steady pace for December, concluding in nearly 500 active and concluded files for 2015. Although the parking issue at the Helmcken Park and Ride has been resolved, overflow from the Eagle Creek development and VGH is still problematic. Bylaw is preparing for another round of 40 Days for Life, commencing Feb 10/2016. As in past, daily RCMP/BYLAW presence will be on site to keep the peace and ensure a respectful protest.

It was a significant year for the Building Department with several large developments starting and continuing construction. Focus on Thetis Heights; COHO phase 2, Ashley Furniture, Eagle Creek, & 1900 Watkiss. The Building Inspector is working with the Director on proposed developments for 2016 and specifically revenues associated with permits.

In December of 2015 the Province announced significant Building Code amendments and legislation which will affect a municipality's ability to enact or maintain local bylaws that exceed the current BC Building Code. These changes will have a direct effect on the Towns Fire Sprinkler Bylaw. Staff will be reviewing carefully the implications of these changes and reporting appropriately a strategy to maintain a high level of protection for the community.