Finance & Administration Report: CAO UPDATE

CAO UPDATE

RECOMMENDATION:

THAT the report dated November 2, 2022 from the Chief Administrative Officer titled “CAO Update” be received for information.

PURPOSE OF REPORT:

To provide Council with information from the Office of the CAO regarding material events and happenings at Town Hall.

BACKGROUND:

An Administrator’s report for the Committee of the Whole meeting to apprise Council of the highlights of significant activities of the Town.

INFORMATION:

Administration:

During the month of October, the Administration Department was kept very busy with local government elections – both the preparations for and the thirty-six hours of voting.

Front counter staff have been busy with sewer utility payments with a due date of November 30, 2022. Both license and secondary suite renewals will be mailed soon which will continue to keep the front counter busy until the end of the year.

The physical records storage rooms continue to be inventoried. All records relating to committees and commissions are currently being sorted into a more accessible arrangement. An index of pre-incorporation and inaugural records will be made for the Archives reference files.

Finance:

Sewer utility invoices were sent to residents mid-October with payment due November 30, 2022. A total of 473 customers or 19.1%, received their bill electronically (2021 – 20%). In future, increased communication about the availability of electronic billing for residents may increase uptake of this option, resulting in both printing and mailing cost savings.

Finance staff continue to work with each department toward the 2023-2027 financial plan, in advance of the February 2023 budget workshops. Concurrently, staff are also preparing for the interim audit by MNP LLP scheduled for early December.

October was Cyber Security Awareness Month (Cyber Month) in Canada. Staff took part in assigned training to deepen their knowledge and awareness of such topics as: Understanding URLs, 2022 Danger Zones, Social Engineering, and Two-Factor Authentication attacks. Work on other IT projects focused on multi-factor authentication, the deployment of new Surface Pro devices to Council, and the Information Technology Disaster Recovery Plan.

Development Services:

Staff welcomed a new Director of Development Services and Approving Officer to the team on October 24, 2022.

Development Services staff are busy processing development applications, building permit applications and responding to land use and zoning inquiries.

In October, staff continued to work on the draft Building Bylaw, which will be presented to Council in the new year. The new Building Bylaw will introduce new processes and requirements, including new Step Code regulations. The Province is requiring a gradual increase in requirements for energy efficient buildings to achieve Net Zero ready by 2032; however, Council has established an interim higher standard, which will come into effect in January 2023.

A Request for Proposals is being prepared for the Helmcken Centennial Park Master Plan to consider long term infrastructure investments, engage the community on the allocation of space for various uses, and identify resiliency measures to address the Park’s vulnerability to storm surge and sea level rise.

Engineering:

Staff welcomed the new Engineering Technologist to the team on October 31st, 2022.

The Active Transportation Network Plan project is well into Phase 3, “Network Analysis & Preliminary Strategies and Solutions”. Staff and the consultant worked in October to plan upcoming public engagement events and develop a second online survey that will offer participants an opportunity to provide input on the future of View Royal’s cycling network.

Staff are currently developing an Asset Management Policy and long-term financial plan, known as the “Sustainable Infrastructure Replacement Plan” (Plan). Council can expect reports from staff on the status of the Town’s emerging Asset Management Program and from the consultant on the Plan. These efforts are funded in part by a grant through the Federation of Canadian Municipalities.

The Helmcken Bay Pump Station improvement project is currently under construction. While access to the shoreline is currently closed to the public due to construction, staff will continue to monitor the site to find earlier opportunities to have this access reopened.

The Engineering Department commissioned the repaving of a section of Island Highway fronting Shoreline Middle School. The work was completed in a single day to limit interruptions to traffic.

Using funding available through ICBC, additional school zone signage was installed on existing poles at View Royal’s public schools to help improve driver awareness. Street lighting improvements are coming in November to the roundabouts on Helmcken Road – at Pheasant Lane and at Vickery Road.

The BC Transit HandyDART site has nearly completed their required road improvements on Watkiss Way and Burnside Road West. Watkiss Way now features new sidewalks, boulevard trees, bus bay with bus shelter, and parallel parking bays.

Two of the Town’s major developments (3 Helmcken and 258 Helmcken) have broken ground. Staff have been engaged with the developers to mitigate road nuisance as the wet season approaches.

An amenity bench was constructed and placed at View Royal Park (pictured below). The bench is located at the Community Gardens in honour of a long-time resident and community gardener.

In partnership with the Town, the Greater Victoria Green Teams have been active in View Royal parks this fall. Engaging community members and school groups, the Green Teams group led invasive species removal events on October 25th and November 2nd. In addition, following a successful grant application through TD Tree Days, the Town supported a planting event led by Green Teams and View Royal’s Invasive Species Coordinator in Nursery Hill Park (pictured below). Forty-six community members participated in planting 392 trees, shrubs and flowers.

Protective Services:

The month of October was a busy month for the Fire and Rescue service with a record number of calls for service. The number of calls for service has been steadily trending upwards since the relaxation of COVID-19 restrictions. During the last two and a half years of COVID-19, not one volunteer night shift went unfilled. The station remained closed to the public, but open for business without interruption. Volunteer firefighters answered 2,112 calls for service, filled over 3,760 volunteer night shifts, amassing 45,120 hours of station coverage. Although exposed nearly every day to COVID-19 patients, through diligence, the Fire Department kept COVID-19 out of the station and remained operational.

This year was the first year since 2019 that the firefighters’ association was able to host their Halloween open house. Over 500 guests attended the hall for an evening of treats and the haunted house. The association will be hosting their annual pumpkin smash event for charity on November 6.

Recruitment of new members has closed and twelve applications were received. The Department will be taking on six new recruits for January 2023, bringing the active force to thirty-two.

Congratulations to Volunteer Firefighter Smith who retired from active service on October 31, 2022 after thirty-six years of dedicated service to the Town.

The Great BC Shakeout took place on October 20, 2022. Town Hall staff participated in this annual event followed with a practice earthquake preparedness training session involving the set-up of our Emergency Operations Centre at the Public Safety Building.

As a result of the tragic death of an RCMP constable in Burnaby, the Director of Protective Services has been discussing options with Superintendent Preston and other Town Directors on ensuring a safe workplace and work alone procedures for staff when dealing with homeless encampments. Currently the approach to homeless camps has been altered to include direct involvement of the RCMP. Further, staff have been instructed to refer all homeless complaints to Bylaw for direction. Future changes to procedures and policy on dealing with this issue are anticipated.

The Fire Department has signed off on the supply and delivery of a new fire engine. It is anticipated that delivery will occur late 2023 or early 2024. Staff will be conducting meetings with the vendor over the next three months to conclude design.

The Department was sent a thank you this summer from the Songhees Nation, shown below.

RECOMMENDATION:

THAT the report dated November 2, 2022 from the Chief Administrative Officer titled “CAO Update” be received for information.

SUBMITTED BY: K. Anema, Chief Administrative Officer