TOWN OF VIEW ROYAL COMMITTEE OF THE WHOLE MEETING AGENDA

TOWN OF VIEW ROYAL

COMMITTEE OF THE WHOLE MEETING

TUESDAY, APRIL 14, 2009 @ 3:30 pm

VIEW ROYAL MUNICIPAL OFFICE - COUNCIL CHAMBERS

AGENDA

1. CALL TO ORDER (Mayor Hill)

2. APPROVAL OF AGENDA (motion to approve)

3. MINUTES OF PREVIOUS MEETINGS, ADOPTION OF

• Minutes of the Budget Committee of the Whole meeting held March 9, 2009 (motion to adopt) ... Pg. 1-6
• Minutes of the Committee of the Whole meeting held March 10, 2009 (motion to adopt) ... Pg. 7-15
• Minutes of the Budget Committee of the Whole meeting held April 6, 2009 (motion to adopt) ... Pg. 16-19

4. PETITIONS & DELEGATIONS

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) Monthly Building Department Report for the month of March 2009 ... Pg. 20-22 b) Monthly verbal Bylaw Enforcement Report for the month of March 2009 c) Monthly RCMP Report for the month of February 2009 ... Pg. 23-30

• correspondence from D. Johnson ... Pg. 31-38 d) Fire Department report for the months of February and March 2009 ... Pg. 39-44 e) Survey Regarding Overnight Parking in the Governor’s Point Road, Tovey Crescent, Bessborough Avenue and Heddle Avenue Areas

1. Report dated April 6, 2009 from the Engineering Technologist ... Pg. 45-51

Staff Recommendation: THAT the survey proposed to be conducted for residents in the Governors Point Road, Tovey Crescent, Bessborough Avenue and Heddle Avenue areas concerning overnight parking not be conducted at this time.

6.1.4 New Business

6.2 FINANCE & ADMINISTRATION – Mayor Hill, Chair

6.2.1 Chair’s Report

6.2.2 Business Arising from Previous Minutes

6.2.3 Reports

STAFF REPORTS

a) Draft Communications Strategy

1. Report dated April 6, 2009 from the Executive Assistant ... Pg. 52-59

Staff Recommendation: THAT this report be received for discussion.

b) Newsletter Review

1. Report dated April 6, 2009 from the Director of Corporate Administration ... Pg. 60-63

Staff Recommendation: THAT, beginning in 2010, the Town newsletter be produced and distributed semi-annually; AND THAT, beginning in October 2009, staff prepare a monthly information update for electronic dissemination.

c) Timeframe for New Website Launch

1. Report dated April 8, 2009 from the Director of Corporate Administration ... Pg. 64-65

d) Committee Structure Review

1. Report dated April 8, 2009 from the Director of Corporate Administration ... Pg. 66-71

Staff Recommendation: THAT Council retain its three advisory committees (Transportation Advisory Committee, Planning and Development Advisory Committee and Parks, Recreation and Environment Advisory Committee); AND THAT Council incorporate the roll of the Sustainability Task Force into the Parks, Recreation and Environment Advisory Committee; AND THAT the Trails and Greenways Sub-Committee remain as a sub-committee to the Parks, Recreation and Environment Advisory Committee; AND THAT Council disband the Committee of the Whole and instead strike a Governance Committee comprising only Council members; AND THAT the three advisory committees and the Governance Committee report directly to Council; AND FURTHER THAT Council direct staff to draft Terms of Reference and Procedures for the three advisory committees incorporating the input received regarding meeting frequency and length and committee composition.

e) 2009 Financial Plan and Tax Rate Bylaws

1. Report dated April 9, 2009 from the Finance Manager ... Pg. 72-80

Staff Recommendation: THAT the Committee recommends to Council that the 2009 Financial Bylaw and 2009 Tax Rate Bylaw be given first, second and third reading. AND THAT the 2009 Property Tax Information Summary and 2009 Sample Properties Tax Summary be received for information.

f) 2009 UBCM Resolution Process ... Pg. 81-91 Provided for Committee’s information. Draft 2009 UBCM resolutions should be provided prior to the June Committee of the Whole meeting.

OTHER REPORTS

6.2.4 New Business

7. CORRESPONDENCE

8. CLOSED MEETING RESOLUTION

EVENING BREAK

9. CALL TO ORDER (Mayor Hill)

10. PETITIONS & DELEGATIONS

11. PUBLIC PARTICIPATION PERIOD

12. BUSINESS ITEMS

12.1 PARKS, RECREATION, ENVIRONMENT – Councillor Britton, Chair

12.1.1 Chair’s Report

12.1.2 Business Arising from Previous Minutes

12.1.3 Reports

STAFF REPORTS COMMITTEE REPORTS

12.1.4 New Business

12.1.5 Correspondence

12.2 PLANNING & DEVELOPMENT – Councillor Rogers, Chair

12.2.1 Chair’s Report

12.2.2 Business Arising from Previous Minutes

12.2.3 Reports

STAFF REPORTS

a) Building Bylaw No. 740, 2009

1. Report dated April 8, 2009 from the Chief Building Official ... Pg. 92-128

Staff Recommendation: THAT this report be received for information; AND THAT the Committee recommend to Council that the proposed bylaw be forwarded to Council for first, second and third readings.

b) Development Permit Application No. 2009/02 for 1708 Island Highway – View Royal Casino

1. Report dated April 8, 2009 from the Senior Planner ... Pg. 129-172

Staff Recommendation: THAT the Committee receive this report for information; AND THAT the Committee recommends to Council that Development Permit No. 2009/02 be approved; AND FURTHER THAT the Committee recommends to Council that Development Permit No. 2009/02 include the following:

• That the requirement that the entire front yard setback, excluding driveways, be maintained as natural or landscaped greenspace be varied to allow the siting of parking within the front yard setback area.
• That the requirement that entire front yard setback, excluding driveways, be maintained as natural or landscaped greenspace be varied to allow the siting of parking stalls within the front yard setback area.
• Variance to the required length of regular parking stalls from 6.0m to 5.5m.
• That the prohibition on backlit signs be varied to allow 3 backlit fascia signs.
• That the restriction on the placement of the fascia signs in any location 0.76m above the floor of the second storey of the building or above the sill of any second storey window, whichever is lower, be varied to allow one fascia sign to be mounted between the 5th and 6th parking levels of the parkade on the Island Highway frontage.
• That the restriction on the size of logo signs be varied from 2m² to 2.7m².
• That the restriction on the size of lettering for canopy signs be varied from 0.4m to 0.8m.
• That the restriction on the size of message area for canopy signs be varied from 6.5m² to 8.8m².

c) Official Community Plan Review – Consultation Strategy and Community Committee Terms of Reference

1. Report dated April 8, 2009 from the Director of Development Services ... Pg. 173-186

Staff Recommendation: THAT this report be received for information; AND THAT the Committee recommends to Council that the Official Community Plan Community Committee Terms of Reference and the Consultation Strategy be approved; AND FURTHER THAT the available positions on the Community Committee be advertised in upcoming editions of newspaper and on the Town website.

COMMITTEE REPORTS

a) Minutes of the Planning and Development Advisory Committee Meeting held March 23, 2009 ... Pg. 187-189

• Official Referral of Committee Structure Review

1. THAT the Committee would like to see the Committee of the Whole unchanged given the number of members on Council; AND THAT the Committee would like the Advisory Committee feedback to continue to be received at the Committee of the Whole.
2. THAT the Committee would like the Planning and Development Committee structure unchanged, but with the added focus of Economic Development.
3. THAT there be a special collaborative meeting with all Committees and Task Forces with Council as participants to discuss the proposed Committee restructuring issue as soon as possible.
4. THAT the Planning and Development Committee continues with their own internal structure; AND THAT the Planning and Development Advisory Committee continues to act as a sounding board for staff and the community, be enabled to track trends and provide analysis to inspire innovation, and engage both internal and external citizens and groups relating to planning and development to form a stronger committee to build a sustainable community.
5. THAT like the Trails and Greenways Sub-Committee report to the Parks and Recreation Environment Committee, the Planning and Development Advisory Committee recommends that the Fibre Optic Task Force report to the Planning and Development Advisory Committee and the Sustainability Task Force report to the Parks and Recreation Environment Committee.

12.2.4 New Business

12.3 PUBLIC WORKS & TRANSPORTATION – Councillor Screech, Chair

12.3.1 Chair’s Report

12.3.2 Business Arising from Previous Minutes

12.3.3 Reports

STAFF REPORTS

a) Island Highway Improvement Project Draft Communications Strategy

1. Report dated April 6, 2009 from the Director of Engineering and Executive Assistant ... Pg. 190-193

Staff Recommendation: THAT the Committee recommend that Council adopt the Island Highway Improvement Project draft Communications Strategy; AND THAT Council report two liaisons as per the Island Highway Improvement Project draft Communications Strategy.

b) Draft Tree Protection Bylaw No. 695, 2009

1. Report dated April 6, 2009 from the Executive Assistant ... Pg. 194-205

Staff Recommendation: THAT the Committee receive this report for information; AND THAT the Committee recommend to Council that first, second and third readings be given to Tree Protection Bylaw No. 695, 2009 at the next meeting of Council.

COMMITTEE REPORTS

a) Minutes of the Transportation Advisory Committee held March 25, 2009 ... Pg. 206-208

• Official Referral of Committee Structure Review

1. THAT the Town retain the three existing advisory committees (Parks, Planning and Transportation), AND THAT each committee have one non-voting council representative and all committee members have one vote, AND THAT consideration be given to reduced quorum (in case of declining number of volunteers), AND THAT there be reduced frequency of meetings (bi-monthly), AND THAT staff and developer presentations be presented to joint meetings of all three committees as required. (TAC-02-09)

12.3.4 New Business

13. CORRESPONDENCE

14. QUESTION PERIOD

15. MOTIONS & NOTICES OF MOTION

16. CLOSED MEETING RESOLUTION

17. TERMINATION

Next Committee of the Whole Meeting: May 12, 2009