MINUTES OF THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE MEETING

TOWN OF VIEW ROYAL

MINUTES OF THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE MEETING HELD ELECTRONICALLY ON TUESDAY, SEPTEMBER 26, 2023

PRESENT: M. Ayala, Acting Chair J. Baker R. Baker D. Faulks K. Porter H. Sharma Councillor Lemon, Council Liaison

REGRETS: K. Fabris, Chair A. Flint, Vice Chair J. Melvin Councillor Mattson, Council Liaison Councillor Rogers, Council Liaison

ALSO PRESENT: S. Jones, Director of Corporate Administration L. Taylor, Director of Development Services A. Heimburger, Recording Secretary 0 members of the public 0 members of the press

1. CALL TO ORDER – The Recording Secretary called the meeting to order at 7:00 p.m.

2. SELECTION OF TEMPORARY CHAIR

   a) Selection of Acting Chair

   MOVED BY: J. Baker SECONDED: D. Faulks

   THAT Mateo Ayala be appointed as Acting Chair of the Community Development Advisory Committee for the September 26, 2023 meeting. CARRIED

3. APPROVAL OF AGENDA

   MOVED BY: R. Baker SECONDED: J. Baker

   THAT the agenda be approved as presented. CARRIED

4. MINUTES, RECEIPT & ADOPTION OF

   a) Minutes of the Community Development Advisory Committee meeting held March 28, 2023

   MOVED BY: R. Baker SECONDED: J. Baker

   THAT the minutes of the Community Development Advisory Committee meeting held March 28, 2023 be adopted. CARRIED

   b) Minutes of the Community Development Advisory Committee meeting held June 12, 2023

   MOVED BY: H. Sharma SECONDED: J. Baker

   THAT the minutes of the Community Development Advisory Committee meeting held June 12, 2023 adopted. CARRIED

5. CHAIR’S REPORT

   The Acting Chair and the Committee discussed the Committee’s structure and governance, noting the need to confirm the status of key positions. The Director of Corporate Administration offered assistance.

6. PETITIONS & DELEGATIONS

7. REPORTS

   7.1 STAFF REPORTS

   7.2 COUNCIL REPORTS

   a) Minutes of the Council meetings held March 7, 2023 to July 18, 2023

   MOVED BY: J. Baker SECONDED: K. Porter

   THAT the minutes of the Council meetings held March 7, 2023 to July 18, 2023 be received. CARRIED

8. BUSINESS ARISING FROM PREVIOUS MINUTES

9. CORRESPONDENCE

10. NEW BUSINESS

    a) Community Development Advisory Committee Mandate and Procedures – R. Baker

    The Director of Corporate Administration provided an update on the possibility returning to in-person meetings and the background and status of changes to the advisory committee structure.

    The Committee discussed the purpose of the Town’s advisory committees, role of volunteers, and communication between the Committee and Council, specifically:

    • need for a more structured process for referrals to the Committee;
    • volunteer retention through quality and meaningful work;
    • desire to be kept informed of initiatives related to the Committee;
    • preference for fewer advisory committees with more volunteer members on each committee;
    • ability to attend only when matters are of interest to a volunteer when a committee size is sufficiently large; and
    • the advantages and disadvantages of revising the advisory committee application form.

    MOVED BY: R. Baker SECONDED: K. Porter

    CDAC-03-23 THAT the Committee recommend to Council that the Community Development Advisory Committee (CDAC) work with staff to conduct a review of CDAC’s role, its contributions to the strategic priorities of the Town, and the associated processes and practices that support the work of CDAC;

    AND THAT these results and recommendations be approved by CDAC and brought forward to Council for consideration. CARRIED

    The Committee and staff discussed how to approach Council to appropriately operationalize CDAC-03-23.

    MOVED BY: M. Ayala SECONDED: D. Faulks

    CDAC-04-23 THAT the Committee recommend to Council that the Community Development Advisory Committee (CDAC) operationalize CDAC recommendation “CDAC-03-23” through formation of a sub-committee tasked with drafting a renewed mandate;

    AND THAT once drafted, the mandate be subject to review and approval by CDAC, reviewed by staff, and final approval by Council. CARRIED

    b) Request for a playground in Garry Oak Meadows Park – H. Sharma

    In response to a request to discuss the potential installation of a play structure in Garry Oak Meadows Park, the Director of Development Services indicated that this topic was on the September 26, 2023 Parks, Recreation & Environment Advisory Committee agenda for discussion.

11. CLOSED MEETING RESOLUTION

12. TERMINATION

    MOVED BY: R. Baker SECONDED: K. Porter

    THAT this meeting now terminate at 8:39 p.m. CARRIED