CAO UPDATE

FINANCE AND ADMINISTRATION REPORT

TO: Committee of the Whole FROM: Kim Anema, CAO DATE: March 8, 2017 MEETING DATE: March 14, 2017

CAO UPDATE

RECOMMENDATION:

THAT the Committee receive the March 8, 2017 CAO Update Report 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

Appointments were recently made to the Town’s two advisory committees for a two-year term commencing March 1, 2017.

The Archives volunteers are planning a display for the Town Hall foyer that highlights the Capital Regional District’s “50th Anniversary Quilt Project”. This display will showcase the dedicated work of View Royal quilters, Ann Fox and Georgia Andrews, as well as the Archives volunteers who were involved in the Project. The display will feature the completed View Royal quilt square that captures a collage of the community’s features (see image below).

Archives volunteers are also working hard to prepare more of the photographs and documents in the Town’s archival collection for digitization. Digitizing will facilitate access to the material for researchers and residents.

In March, the Town will host the biannual Archives Association of BC (AABC) South Vancouver Island Regional Group Meeting. At these meetings, archivists and volunteers throughout the region convene to provide updates, learn about new best practices, and share information. The View Royal Archives is excited for the opportunity to host this event.

The Director of Finance has resigned from his position in April to pursue another opportunity in the region. The Town is currently in the process of recruiting for a new Director of Finance.

Planning meetings are now underway for Canada 150 celebrations. The Town’s Community Development Advisory Committee and Volunteer View Royal will undertake a joint initiative with the Victoria Highland Games Association to host an event.

Staff continue to work in conjunction with the Finance Department (IT) to implement the next phase of the Town’s electronic agenda/minutes system. This phase will have minutes developed and published directly in the iCompass software system.

Finally, the spring newsletter is being compiled and it is anticipated to be mailed out in April.

Finance

Work is underway in preparation of the financial statements for the annual audit and the year end procedures associated with this process. Municipal auditors will be on site the last week of March and Financial Statements will be brought forward for Council approval in early May, before the May 15th deadline.

The 2017 – 2021 Five Year Financial Plan process is underway with Council receiving a document February 14th. The budget process is an organization wide project that includes significant work and input from every department and all levels throughout the organization. Budget meetings are well underway and on schedule to meet the deadline for approval. The financial plan must be adopted each year before May 15th.

Work towards the strategic plan continues from both a financial and IT perspective.

Development Services

Development Services continues to be busy with major applications like Christie Point and West Park Lane. We are excited by the recent sale of the Thetis Cove site and look forward to working with the new owners on applications relating to the development of that site.

With respect to some of the major project work that is underway:

• the final edits of the Parks Master Plan draft are taking longer than anticipated and staff now expect that this item will be on the agenda for next month
• In support of the Christie Point rezoning application a consultant has been engaged to complete the land lift analysis
• We are hoping to hear back on our grant application for restoration of the Lime Kiln by the end of the month
• The province has acknowledged receipt of our application for the Shoreline Drive canoe/kayak launch and has indicated that a response will likely take 8-10 months. The ministry has advised that the average wait time for a decision on such applications is 365 days.

Two members of Development Services staff attended an excellent training session with respect to understand First Nations perspectives and history. The session was titled “Understanding the Village” and involves elders from the Cowichan First Nation. It was a powerful day that fostered a deeper appreciation of First Nations history and perspectives.

Engineering

Inclement weather during February and early March continues to impede progress on the Burnett Road sidewalk project. The sidewalk has now been poured, and weather dependent, will be open for use in the coming weeks. Landscaping will be completed once weather conditions improve.

The CRD Water Main Replacement Project is on track and expected to be complete by the end of March. To date approximately 1140m of new 300mm diameter water main has been installed along Admirals Road from Craigflower Rd to Maplebank Road. Only tie-ins to connecting water mains and a few water service connections remain to be completed. The CRD crews have returned to working day time hours (9:00am – 3:00pm) over the next two weeks to complete the remaining connection work between Aldersmith Place and Craigflower Rd and to perform health and pressure testing of the new main. During the next two weeks occasional night work will also be required to complete some of the more complicated connection work.

Developments currently being reviewed include:

• Christie Point Traffic Impact Study
• Casino off-site plans have been received
• 17A Jedburgh is near completion
• 102 Atkins – staff will be meeting with the developer to complete the service agreement

The Parks Department has been busy mulching and preparing gardens in anticipation of spring.

On February 23, LifeCycles hosted an info session to learn about ways the community can get involved. There was a brief presentation, with approximately 12 members of the public in attendance.

Protective Services

The Fire Chief attended the most recent Choices Transitional Home community meeting and reported out on incidents and concerns. The Fire Prevention office is currently performing fire and life safety inspections of the building every two weeks. The Fire Chief will also be attending Choices Transitional Home staff meetings during the day in March; and has made arrangements for Choices Transitional Home staff to attend a Thursday evening Fire Department drill session to discuss the facility, its clients and issues or mutual concern.

As mentioned in the previous report, all front line emergency apparatus is now carrying naloxone. Although only used once during the reporting period, the outcome on the patient was successful in reversing the effects of fentanyl.

Although homeless camping has slowed during the winter months it continues to create files for the Bylaw division. Areas of concern include Atkins Road and Brydon Road forested areas and behind the View Royal Casino towards the Colwood border. In all cases, staff is referring homeless clients to Choices Transitional Home however the wait list is over 250 people wanting to access the facility.

Work on the View Royal Casino expansion project is well underway and very noticeable from the Island Highway.

Due to a retirement in the Fire Department, a vacancy will be made available at the end of April and the Town will be recruiting to fill this firefighter position.

RECOMMENDATION:

THAT the Committee receive the March 8, 2017 CAO Update Report for information.

SUBMITTED BY: K. Anema, Chief Administrative Officer