Council Report: Bylaw Enforcement and Building Inspection Transition
Report proposing the reorganization of bylaw enforcement and building inspection services, including a transfer to the Fire Department and policy changes for secondary suite complaints.
TOWN OF VIEW ROYAL COUNCIL REPORT
TO: Council FROM: K Anema, CAO DATE: December 4, 2013 MEETING DATE: December 10, 2013
Bylaw Enforcement and Building Inspection Transition
RECOMMENDATION:
That the Town of View Royal amend the Bylaw Enforcement Policy adding a requirement that the complainant reside within a specified distance (50 meters, 100 meters, other - Council to specify) of a secondary suites before acting on the complaint.
That the Town of View Royal amend the Bylaw Enforcement Policy adding that the complainant be formally advised regarding the outcome once a determination is made regarding the disposition of the complaint. And Further, that if the final outcome is expected to involve a lengthy process before conclusion, the complainant should be so advised; And finally that the complainant be advised as to the conclusion of complaints.
That the Town of View Royal amend the Bylaw Enforcement Policy to include a review of the complaint prior to closing the file to ensure any other issues not identified within the original complaint are also concluded.
That the Town of View Royal Bylaw Enforcement and Building Inspection services be transferred from the Development Services Department to the Fire Department. And further that the transition of this transfer be concluded as expeditiously as is reasonable.
That the Town of View Royal complete a review of the Streets and Traffic Bylaw, Noise Bylaw, Unsightly Premises Bylaw, Business Licenses Bylaw in the order as described herein.
That the Town of View Royal develop a comprehensive brochure providing an overview of the Bylaw Enforcement service for public distribution and for information on the Town website.
PURPOSE OF REPORT:
To establish a reorganization of the building inspection and bylaw enforcement functions including the implementation thereof.
TIME CRITICAL:
This transition is intended to begin January 2, 2014.
BACKGROUND:
Council has requested that the CAO review of departments within the Town of View Royal Operation with a view to:
- define service level expectations and standards;
- align resources accordingly;
- compare baselines/practices with other municipalities;
- explore creative options for service effectiveness and efficiency.
The findings of the review of the Bylaw Enforcement and Building Inspection functions concluded with the following recommendations:
That the Town of View Royal amend the Bylaw Enforcement Policy adding a requirement that the complainant reside within a specified distance (50 meters, 100 meters, other - Council to specify) of a secondary suites before acting on the complaint.
That the Town of View Royal amend the Bylaw Enforcement Policy adding that the complainant be formally advised regarding the outcome once a determination is made regarding the disposition of the complaint. And Further, if the final outcome is expected to involve a lengthy process before conclusion, the complainant should be so advised. And finally that the complainant be advised as to the conclusion of complaints.
That the Town of View Royal amend the Bylaw Enforcement Policy to include a review of the complaint prior to closing the file to ensure any other issues not identified within the original complaint are also concluded.
That the Town of View Royal Bylaw Enforcement and Building Inspection services be transferred from the Development Services Department to the Fire Department. And further that the transition of this transfer be concluded as expeditiously as is reasonable.
That the Town of View Royal complete a review of the Streets and Traffic Bylaw, Noise Bylaw, Unsightly Premises Bylaw, Business Licenses Bylaw in the order as described herein.
That the Town of View Royal develop a comprehensive brochure providing an overview of the Bylaw Enforcement service for public distribution and for information on the Town website.
PROJECT INFORMATION:
With the understanding that Council is supportive of the direction described in the recommendations the following actions are intended in the short term to transition from the status quo to a restructuring of the Bylaw Enforcement and Building Inspection functions:
Personnel
The Bylaw Enforcement Officer is to be transferred from the Development Service Department to the Fire Department effective January 2, 2014.
The Building Inspector is to be transferred from the Development Services Department to the Fire Department effective January 2, 2014.
Clerical Support will not change for the Building Inspection and Bylaw Enforcement function until such time as a review is completed of the Planning Department and the Engineering/Operations Department. A location at the Fire Hall will be established for time required at the Fire Hall by support staff.
Job Descriptions for the Building Inspector and Bylaw Enforcement officer will remain unchanged. We anticipate that some of the Fire Department personnel will have either bylaw enforcement or building inspection duties added to their list of responsibilities. Enough cross training will take place to ensure that enough portability is created to ensure a consistent level of service. The appropriate level of Certification will also be established to ensure adequate training and academic support is in place.
The Building Inspector and Bylaw Enforcement Officer will be reporting to the Fire Chief, who will establish an adequate level of familiarity with the functions to ensure a competent managerial perspective.
Furniture and Equipment
The office work stations, drafting desk and computers currently in use by the Building Inspector and Bylaw Enforcement Officer will be moved from the current location to the training room at the Fire Hall. This move will take place prior to year end.
The work station currently located in Meeting room 1 will be relocated to the Fire Hall for use by clerical support staff.
Future Fire Hall
It is anticipated that the Bylaw Enforcement and Building Inspection offices can be located within the new Fire Hall on the second floor above the EOC and training areas. The new Fire Hall is designed for the long term and incorporates a variety of functions focused on public safety. The building will accommodate a move of the Bylaw Enforcement and Building inspection services. Staff have explored different options and will solidify the appropriate strategy prior to the move.
Communications
A notice of change will be provided to the development community that normally does business with the Town of View Royal. Builders and Developers will be provided with a formal notice from the Town including all the particulars of the move.
The Town Monthly e.Update Newsletter will include particulars about the changes made to the Building and Bylaw Enforcement functions. The Town newsletter which is published in Spring and Fall will include information within the spring issue.
The Town website will include details of the change on the home page. This information will remain on the home page until July of 2014.
Town staff will establish formal structured communication to ensure that participation required of other departments regarding building permits and bylaw enforcement actions are designed to support the customer service perspective.
It is anticipated that the Shaw, TELUS, and Fibrer Optic service currently in use will be adequate to service the Bylaw Enforcement and Building Inspection functions at the Fire Hall.
BUDGET IMPLICATIONS:
The cost implications of this transition is expected to be minimal.
RECOMMENDATION:
That the Town of View Royal amend the Bylaw Enforcement Policy adding a requirement that the complainant reside within a specified distance (50 meters, 100 meters, other - Council to specify) of a secondary suites before acting on the complaint.
That the Town of View Royal amend the Bylaw Enforcement Policy adding that the complainant be formally advised regarding the outcome once a determination is made regarding the disposition of the complaint. And Further, That if the final outcome is expected to involve a lengthy process before conclusion, the complainant should be so advised; And finally that the complainant be advised as to the conclusion of complaints.
That the Town of View Royal amend the Bylaw Enforcement Policy to include a review of the complaint prior to closing the file to ensure any other issues not identified within the original complaint are also concluded.
That the Town of View Royal Bylaw Enforcement and Building Inspection services be transferred from the Development Services Department to the Fire Department. And further that the transition of this transfer be concluded as expeditiously as is reasonable.
That the Town of View Royal complete a review of the streets and traffic bylaw, noise bylaw, unsightly premises bylaw, business licenses bylaw in the order as described herein.
That the Town of View Royal develop a comprehensive brochure providing an overview of the Bylaw Enforcement service for public distribution and for information on the Town Web site.
SUBMITTED BY: K. Anema, Chief Administrative Officer
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