TOWN OF VIEW ROYAL MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, JANUARY 9, 2024
Minutes from the previous Committee of the Whole meeting, including discussions on asset management, financial plan reviews, and rezoning applications.
TOWN OF VIEW ROYAL MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD ON TUESDAY, JANUARY 9, 2024 VIEW ROYAL MUNICIPAL OFFICE – COUNCIL CHAMBERS
PRESENT WERE: Mayor Tobias Councillor Brown Councillor Lemon Councillor Kowalewich Council MacKenzie Councillor Mattson Councillor Rogers
PRESENT ALSO: S. Sommerville, Chief Administrative Officer S. Jones, Director of Corporate Administration L. Taylor, Director of Development Services I. Leung, Director of Engineering D. Christenson, Director of Finance and Technology P. Hurst Director of Protective Services S. Vella, Manager of Accounting B. Lubberts, Deputy Director of Engineer E. Bolster, Deputy Corporate Officer
5 members of the public 0 members of the press
1. CALL TO ORDER
Mayor Tobias called the meeting to order at 3:30 p.m.
The Mayor acknowledged that this meeting is being held on the traditional territory of the Songhees Nation and Esquimalt Nation.
The Mayor welcomed the Town’s new Chief Administrative Officer, Scott Sommerville, and thanked Sarah Jones, Director of Corporate Administration/Deputy Chief Administrative Officer, for filling in as interim Chief Administrative Officer for three months.
2. APPROVAL OF AGENDA
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the agenda be amended by item 6.1.3 a). (West Shore RCMP Update) being removed from the agenda;
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 December 12, 2023
MOVED BY: Councillor Brown SECONDED BY: Councillor Mattson
THAT the minutes from the Committee of the Whole meeting held December 12, 2023 be adopted as presented. CARRIED
4. PETITIONS & DELEGATIONS
5. PUBLIC PARTICIPATION PERIOD
6. BUSINESS ITEMS
6.1 PROTECTIVE SERVICES & COMMUNITY SERVICES – Councillor Brown, Chair
6.1.1 Chair’s Report
The Chair noted that the Intermunicipal Advisory Committee on Disability Issues will soon be registered as a society and under the name Access West Shore Society. The group is currently working on their bylaws and constitution.
6.1.2 Business Arising from Previous Minutes
6.1.3 Reports
STAFF REPORTS
a) West Shore RCMP Update *removed from agenda
b) Public Safety Report for November – December 2023
- Report dated January 2, 2024 from the Director of Protective Services
The Director of Protective Services gave a summary of the report to the Committee.
The Committee and staff discussed the amalgamated response model with partners Langford and Colwood, parking ticket enforcement and towing, call statistics, and first responder calls.
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the report dated January 2, 2024 from the Director of Protective Services titled “Public Safety Report for November – December 2023” be received for information. CARRIED
c) Building Department Report for the Month of December 2023
The Committee and staff discussed building permit values, and how tax assessments will potentially impact property taxes.
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the Building Department Report for the Month of December 2023 be received. CARRIED
6.1.3 New Business
6.2 ARTS & CULTURE – Councillor Lemon, Chair
6.2.1 Chair’s Report
The Chair discussed Greater Victoria Public Library’s cessation of overdue library fines, the Light Up View Royal contest, and the New Year’s Splash at Portage Park.
The Committee discussed potential to include various categories for the 2024 Light Up View Royal contest.
6.2.2 Business Arising from Previous Minutes
6.2.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
OTHER REPORTS
6.2.4 New Business
6.3 FINANCE & ADMINISTRATION – Mayor Tobias, Chair
6.3.1 Chair’s Report
6.3.2 Business Arising from Previous Minutes
6.3.3 Reports
STAFF REPORTS
a) Asset Management Strategy
- Report dated January 4, 2024 from the Deputy Director of Engineering and Manager of Accounting
The Deputy Director of Engineering and C. Paine, FIT Consulting, gave a summary of the report to the Committee.
The Committee and staff discussed the core elements of sustainable service delivery, levels of service, grant applications/funding, the purpose of and framework for asset management maturity assessment, the “people” component, climate mitigation, use of development cost charges, asset replacement, and development of polices and framework.
MOVED BY: Councillor MacKenzie SECONDED BY: Councillor Mattson
COW-01-24 THAT the Committee recommend to Council that the financial implications of the Asset Management Strategy be incorporated into the Draft 2024-2028 Financial Plan for discussion at the February 2024 budget meetings. CARRIED
b) Financial Plan Review – Environmental, Parks, and Recreation and Cultural Services
- Report dated January 3, 2024 from the Director of Finance and Technology
The Director of Finance and Technology gave an overview of the report to the Committee.
The Committee and staff discussed both the West Shore Parks and Recreation Society and the Greater Victoria Public Library 2024 budgets.
The Committee also discussed transitioning away from Casino funding to taxation for the Town’s recreation service as was previously done for the library service.
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the report dated January 3, 2024 from the Director of Finance and Technology titled “Financial Plan Review – Environmental, Parks, and Recreation and Cultural Services” be received for information. CARRIED
c) Budget Variance and Projects Update Report to December 31, 2023
- Report dated January 3, 2024 from the Manager of Accounting
The Director of Finance and Technology gave a summary of the report to the Committee.
The Committee and staff discussed lighting initiatives.
MOVED BY: Councillor Mattson SECONDED BY: Councillor Lemon
THAT the report dated January 3, 2024 from the Manager of Accounting titled “Budget Variance and Projects Update Report to December 31, 2023” be received for information. CARRIED
d) Action List Update – 4th Quarter
- Report dated December 22, 2023 from the Executive Assistant
The Committee and staff discussed status of action items and possible future amendments to the action list.
MOVED BY: Councillor Lemon SECONDED BY: Councillor Rogers
THAT the report dated December 22, 2023 from the Executive Assistant titled “Action List Update – 4th Quarter” be received for information. CARRIED
e) CAO Report
- Report dated January 3, 2024 from the Chief Administrative Officer
The Director of Corporate Administration gave an overview of the report to the Committee.
The Committee discussed customer satisfaction and conferences they wish to attend in 2024.
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the report dated January 3, 2024 from the Chief Administrative Officer titled “CAO Report” be received for information. CARRIED
COMMITTEE REPORTS
OTHER REPORTS
6.3.4 New Business
7. BUSINESS ITEMS
7.1 PARKS, RECREATION & ENVIRONMENT – Councillor Kowalewich, Chair
7.1.1 Chair’s Report
The Chair noted that pickle ball courts are progressing at the Juan de Fuca Recreation Centre.
7.1.2 Business Arising from Previous Minutes
7.1.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
OTHER REPORTS
7.1.4 New Business
7.2 ENVIRONMENT – Councillor MacKenzie, Chair
7.2.1 Chair’s Report
The Chair noted there is a webinar on heat pumps that View Royal residents are welcome to attend on January 30, and the Capital Regional District has voted to explore joining other British Columbia municipalities in the Sue Big Oil campaign.
7.2.2 Business Arising from Previous Minutes
7.2.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
OTHER REPORTS
7.2.4 New Business
7.3 PLANNING, DEVELOPMENT & ENGAGEMENT – Councillor Mattson, Chair
7.3.1 Chair’s Report
The Chair noted that he will be bringing forward a request for a local area plan to be completed for the Atkins Road area to a future Committee of the Whole meeting.
7.3.2 Business Arising from Previous Minutes
7.3.3 Reports
STAFF REPORTS
a) Rezoning Application 2022-06 – 14, 14A Helmcken Road and 6 Camden Avenue
- Report dated December 12, 2023 from the Community Planner
The Community Planner gave a review of the report to the Committee.
The Committee and staff discussed accessible parking requirements, access to units, gazebo structure, sound mitigation, landscaping for privacy, access and egress, transportation, potential for bicycle lanes and their impact to tree health if installed, sidewalks, tree preservation and replanting, impact to adjacent residential areas, number of two and three-bedroom units, and streetscape renderings.
The Committee and W. Hopkins, applicant, discussed neighbourhood engagement, building height, walkability, gazebo location, traffic, impact to neighbours, tree replacement/replanting, bicycle lanes, and possibility of changing the unit mix to provide additional three-bedroom options.
MOVED BY: Councillor Rogers SECONDED BY: Councillor Lemon
THAT the report dated December 12, 2023 from the Community Planner titled “Rezoning Application 2022-06 – 14, 14A Helmcken Road and 6 Camden Avenue” be received for information. CARRIED
COMMITTEE REPORTS
OTHER REPORTS
7.3.4 New Business
7.4 PUBLIC WORKS & TRANSPORTATION – Councillor Rogers, Chair
7.4.1 Chair’s Report
7.4.2 Business Arising from Previous Minutes
7.4.3 Reports
STAFF REPORTS
COMMITTEE REPORTS
OTHER REPORTS
7.4.3 New Business
8. CORRESPONDENCE
9. QUESTION PERIOD
10. MOTIONS & NOTICES OF MOTION
11. CLOSED MEETING RESOLUTION
12. TERMINATION
MOVED BY: Councillor Lemon SECONDED BY: Councillor MacKenzie
THAT this meeting terminate. Time: 6:42 p.m. CARRIED
MAYOR
CORPORATE OFFICER
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