MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, MAY 10, 2016

VIEW ROYAL MUNICIPAL OFFICE - COUNCIL CHAMBERS

PRESENT WERE:

Mayor Screech Councillor Rast Councillor Rogers Councillor Weisgerber

REGRETS: Councillor Mattson

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration L. Chase, Director of Development Services P. Hurst, Director of Protective Services/Fire Chief J. Rosenberg, Director of Engineering M. Dillabaugh, Director of Finance Sgt. S. Wright, Westshore RCMP E. Bolster, Deputy Municipal Clerk

3 members of the public 0 members of the press

1. CALL TO ORDER - Mayor Screech called the meeting to order at 3:32 p.m.

2. APPROVAL OF AGENDA MOVED BY: Councillor Weisgerber SECONDED: Councillor Rogers THAT the agenda be amended to include items 6.1.4(a), 6.2.4(a), 9.1.4(a), 9.2.3(e) and 9.3.2(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 April 12, 2016 MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber THAT the minutes of the Committee of the Whole meeting held April 12, 2016 be adopted. CARRIED

4. PETITIONS & DELEGATIONS a) D. Little and J. Rowe, Hayes Stewart Little & Company, Re: Presentation of the Draft 2015 Audited Financial Statements

D. Little spoke to the Committee in regard to the audited findings report and 2015 financial statements. He noted that there were no significant issues and the documents fairly present the position of the Town.

The Committee and Mr. Little discussed reserve funds.

5. PUBLIC PARTICIPATION PERIOD

6. BUSINESS ITEMS 6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES - Councillor Rast, 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 2015 Annual Year End Report

The Committee and Sgt. Wright discussed missing persons and commercial break and enter statistics; call volume; auxiliary police constables; and gang activity.

Sgt. Wright thanked the Committee for the Town’s support in the loss of Cst. Beckett. He noted that the Choices Transitional Home located at the Youth Custody Centre has generated seven calls to date which have been minor in nature. Don Evans, Our Place Society, is working with residents and communicating regularly with the RCMP.

MOVED BY: Mayor Screech SECONDED: Councillor Rogers THAT the West Shore RCMP 2015 Annual Year End report be received. CARRIED

b) RCMP IRSU Statistics for November 2015 - January 2016 MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber THAT the RCMP IRSU Statistics for November 2015 - January 2016 be received. CARRIED

c) Public Safety Report for March - April 2016

1. Report dated May 5, 2016 from the Director of Protective Services

The Committee and the Director discussed the management of homeless camps on private and public property; status of completion of suites at the Public Safety Building; Fire Department volunteer recruitment; possible use of the Songhees Wellness Centre for post-emergency situations; and calls for service to Choices Transitional Home.

MOVED BY: Councillor Rogers SECONDED: Mayor Screech THAT the report dated May 5, 2016 from the Director of Protective Services titled "Public Safety Report for March - April 2016" be received for information. CARRIED

6.1.4 New Business a) Provincial Review of the RCMP Auxiliary Constable Program The Committee and Sgt. Wright discussed the benefits of Auxiliary Constables to RCMP Officers in the field.

MOVED BY: Mayor Screech SECONDED: Councillor Rogers

COW-12-16

THAT the Committee recommend to Council that the Town send response to the Ministry of Public Safety's Provincial questionnaire concerning the RCMP Auxiliary Constable Program based on an amended draft of the document prepared by L. Fletcher, City of Langford, Manager, Community Safety and Municipal Enforcement/West Shore RCMP Auxiliary Constable; and include in this response the Town's letter dated April 18, 2016 to Minister Alistair MacGregor, Critic for Seniors/Deputy Critic for Culture & Heritage and the Association of Vancouver Island Coastal Communities resolution regarding amendments to the RCMP Auxiliary Constable Program. 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) Review of Reserve Funds and Surplus

1. Report dated May 5, 2016 from the Director of Finance B. Warner, Brenda Warner & Associates, gave a PowerPoint presentation to the Committee in regard to the review of reserve funds and the development of a surplus policy, specifically:

- Retention of Reserves (Capital Works and Land Acquisition; Machinery & Equipment Depreciation; Fire Machinery & Equipment Depreciation; Sewerage System Capital; Police Equipment, Property and Contract; Special Police Operational; and Parks & Open Space);

- Elimination of Reserves (Parks & Recreation Equipment; Municipal Roads Capital; Roads Trust; Tax Sale Land; and Sewer Equipment); and - Commence three new Reserves (Reserve for Future Expenditures - Operating; Capital Renewal Reserve Fund - Capital; and Park Improvement Reserve Fund - Capital).

She stated that the reliance on Casino revenue is a significant financial risk for the Town and recommended that Casino revenue be used solely for building up reserves; one time large capital projects; and paying down debt. The importance of the comprehensive asset plan as well as the master plans was highlighted. It was noted that property taxes should be used to fund Capital Projects.

The Committee and Ms. Warner discussed unappropriated surplus; introduction of a Capital Levy; optimum balances; and funding strategies.

MOVED BY: Councillor Rast SECONDED: Councillor Rogers THAT the report dated May 5, 2016 from the Director of Finance titled "Review of Reserve Funds and Surplus" be received. CARRIED

b) Chief Administrative Officer Update

1. Report dated May 5, 2016 from the Chief Administrative Officer MOVED BY: Councillor Rast SECONDED: Councillor Rogers THAT the report dated May 5, 2016 from the Chief Administrative Officer titled "Chief Administrative Officer Update" be received for information. CARRIED

OTHER REPORTS

6.2.4 New Business a) Fort McMurray MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber

COW-13-16 THAT the Committee recommend to Council that the Town support the victims impacted by the Fort McMurray wildfires by donating $750 to the Canadian Red Cross from the grant-in-aid account. CARRIED

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

EVENING BREAK

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

PRESENT WERE:

Mayor Screech Councillor Rast Councillor Rogers Councillor Weisgerber

REGRETS: Councillor Mattson

PRESENT ALSO: K. Anema, Chief Administrative Officer S. Jones, Director of Corporate Administration J. Rosenberg, Director of Engineering L. Chase, Director of Development Services M. Dillabaugh, Director of Finance J. Davison, Planner J. Chow, Senior Planner E. Bolster, Deputy Municipal Clerk

7 member of the public 0 members of the press

8.2 PETITIONS & DELEGATIONS 8.1 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

9.1.3 New Business a) Welland Legacy Park Parking MOVED BY: Mayor Screech SECONDED: Councillor Rast

COW-14-16 THAT the Committee recommend to Council that the matter of Welland Legacy Park parking be referred to staff for a review of options. CARRIED

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) Development Variance Permit No. 2016/05 - 275 Kerwood Street - Floor Area Variance

1. Report dated May 3, 2016 from the Planner

The Planner gave a review of the report to the Committee.

The Committee and staff discussed variances requested; building area; and road grade in relation to the north elevation grade.

N. Carolsfeld, 625 Taurus Drive, applicant, noted that street grade is higher than the north elevation grade.

C. Stokes, 281 Kerwood Street, questioned the direction of surface water run-off. It was noted that due to the variation in grades, run-off will not travel towards the road.

MOVED BY: Councillor Rast SECONDED: Mayor Screech THAT the report dated May 3, 2016 from the Planner titled "Development Variance Permit No. 2016/05 - 275 Kerwood Street - Floor Area Variance" be received for information. CARRIED

b) Development Variance Permit No. 2016/06 - #110-21 Helmcken Road

1. Report dated May 5, 2016 from the Senior Planner The Senior Planner gave an overview of the report to the Committee.

MOVED BY: Mayor Screech SECONDED: Councillor Rogers

THAT the report dated May 5, 2016 from the Senior Planner titled "Development Variance Permit No. 2016/06 - #110-21 Helmcken Road" be received for information. CARRIED

c) Development Permit Application No. 2016/03 - 29 Helmcken Road (Eagle Creek Village)

1. Report dated May 5, 2016 from the Senior Planner The Senior Planner gave an overview of the report to the Committee.

The Committee and staff discussed roof top screening for the mechanical equipment.

P. Laughlin, Omicron, noted that anodized aluminum louvre will be used for screening purposes as opposed to the galvanized metal mesh which was originally proposed.

MOVED BY: Councillor Rast SECONDED: Mayor Screech THAT the report dated May 5, 2016 from the Senior Planner titled "Development Permit Application No. 2016/03 - 29 Helmcken Road (Eagle Creek Village)" be received for information. CARRIED

d) Business License Bylaw Review

1. Report dated May 5, 2016 from the Senior Planner MOVED BY: Councillor Rast SECONDED: Mayor Screech

COW-15-16 THAT the report dated May 5, 2016 from the Senior Planner titled "Business License Bylaw Review" be received. CARRIED

e) Monthly Planning Report MOVED BY: Mayor Screech SECONDED: Councillor Rogers

THAT the Monthly Planning report be received for information. CARRIED

COMMITTEE REPORTS

8.1.4 New Business

9.3 PUBLIC WORKS & TRANSPORTATION - Mayor Screech, Acting Chair 9.3.1 Chair's Report 9.3.2 Business Arising from Previous Minutes a) McKenzie Interchange MOVED BY: Councillor Rogers SECONDED: Mayor Screech

COW-16-16 THAT the Committee recommend to Council that the Town write to the Ministry of Transportation and Infrastructure to express support for project design of the partial cloverleaf as chosen by the Ministry for the McKenzie Interchange Project;

AND FURTHER THAT the Ministry of Transportation and Infrastructure be encouraged to expedite the Project's construction. CARRIED

9.3.3 Reports

STAFF REPORTS

COMMITTEE REPORTS

9.3.4 New Business

10. CORRESPONDENCE
11. QUESTION PERIOD
12. MOTIONS & NOTICES OF MOTION
13. CLOSED MEETING RESOLUTION
14. TERMINATION MOVED BY: Councillor Rogers SECONDED: Councillor Weisgerber

THAT this meeting terminate. Time: 7:52 p.m. CARRIED