Council Meeting

Okay, thank you.

So we all ready to go, staff.

Well, actually, we'll be finished before they get back.

Okay.

But we still got on that message, right?

There we go.

Oh yeah.

There we go.

Good.

So welcome everyone.

I'm going to call the council meeting to order.

We did do the territorial acknowledgement earlier, and I also read out a lot of the notice about why this meeting is closed to the public earlier.

So I'm not going to repeat all of that for the council meeting, but there is public participation, which is your opportunity to speak to anything on the agenda tonight.

And that'll come up very fast within the next um couple of minutes.

So the instructions on how to dial in are on your screen.

And you can follow those instructions and call in, or you can also use the chat function.

And this meeting will be recorded by participating in this webcast.

You are consenting to being recorded, and the recording will be available on the town's website for future access.

So can I get a motion to approve the agenda, please?

Second.

Moved by Councillor Mattson, seconded by Councillor Rogers.

All in favor, posed, that's carried.

We have minutes from January the 19th.

Move adoption.

Thank you.

Second.

Seconded by Councillor Mattson.

Um there are any comments, corrections?

No, we're all good.

All in favor, opposed, that's carried.

I have nothing under Mayor's report.

So there's none, no petitions and delegations.

So we are now at public participation period if any member of the public was wanting to talk to a matter on this agenda tonight.

Staff, do we have any public on the line?

Your worship, we do not at this time, no.

Okay, thank you.

And any on the chat function?

Thank you, Mayor Screech.

We have nobody on our chat tonight.

Okay, thank you.

So we're gonna continue on and go right to 8.3a, which is the West Bur minutes.

What receipt?

Second.

Okay.

Comments, questions?

Anything?

I will speak to uh probably some questions at 9.1A.

Opposed, that's carried.

Okay, okay.

Yeah.

Okay.

I'm gonna call the question.

All in favor.

So then we have 9.1A, which is the request from C.

Brumner from the West Shore Parks.

I'll move that we put it off to our budget discussions.

Only because I can't get away with the receipt motion.

I guess the qu the my only question on that would be is it is that gonna be an issue for West Shore?

And maybe Damien, you could speak to that.

I can uh I'll communicate with council and public in regards to this.

Uh I know this is the second ask.

Um, I do note that uh this money will be from the restart uh funding uh that we've been allotted.

Um our portion, I believe, is just over 50,000 for this 53,947.

Um I will communicate to my colleagues that this is significantly lower.

Um 372,000 is the full ask.

It's significantly lower than the West Shore Parks and Recreation uh uh directors were wanting.

Uh the uh employees were wanting, um CAO uh and group.

Uh this has been pared down significantly.

This will allow the uh society to run um close to a level uh that it was before, uh restore certain areas of funding, uh provide opportunities for uh individuals in the community in need.

Uh those programs will be restored.

I also would like to communicate to my colleagues if this uh I've and I've communicated this to the board of directors of West Shore.

This will be the last time I come back to my council uh asking for more approval from the restart money.

Uh I think it's fair and um I'll leave it in your hands.

Okay, thank you.

And so I I get the impression that delaying it until our budget approval, which would not happen until probably the beginning of April, would not be helpful, right?

That they would like an answer one way or the other.

At this point, we're looking as a board of directors for West Shore, we're looking to provide support from each individual council now, uh, at least in you know in spirit uh or um uh in principle so that we can allow the staff to get moving on some of these things.

Yeah, thank you.

Okay, thank you.

John?

Yeah.

So we the and I can't remember, but I correct me if I'm wrong.

The first ask was about 700,000, and I gather we gave a hundred.

So that was fifteen percent.

Fifteen percent of the five.

Okay.

So and it's the same principle.

The when when the province gave us this lump sum, what is it, two point four million, something like that?

Yeah, two point six.6.

2.6.

So um, and we agreed then to shave off a portion.

Um, I'm just confused why there's a part two to this, um, that it wasn't just one, because it looked like, you know, it kind of looks like.

Um, so why not why wouldn't there have been a single ask of um you know 150,000?

I just I can answer that partly and then I'll let Damien.

But but but the first ask very much came out of the owner's meeting at West Shore when they were specifically talking about the swimming pool.

And and the owners did suggest that that would be a suitable use of the the COVID monies that the province had provided.

So they I think staff immediately jumped on that and sent the application into us all for that.

And then considered other things that maybe could have been used for as well.

But Damien?

Uh I would support that comment.

Uh obviously, this is all happening uh very rapidly with the provincial government uh giving uh monies out for uh certain municipalities to spend.

West Shore Parks and Recreation staff were diligently working on coming up with uh costs that could be applied to this three start funding, and uh they've um you know they've come back with the this particular uh list.

Uh so uh they're working as fast as they can.

Everything's very fluid.

Obviously, the pandemic plays into uh decision making and timing, so that would be another reason for the second ask.

Counselor Matson.

This is more in line of a question than a comment, which I'll provide later.

So is there new money come up that they they want are now requesting?

Is this a new program or is this part of the 2.4 million we've already received, and there's no other money coming, and they just decided that the board library or the West Shore board decided to look at it, and there was all sorts of good things they can do with with our money, and decided that this was one of the things they could do with it, as opposed to all of the other good things we can do with our money.

Uh councillor Madsen, there were there was a very long list of asks from Bushore of Parks and Recreation staff.

If if you look at some of the some of these asks were programs that were cut due to COVID, some of these positions were positions that were um removed due to reduced revenues, and some of the new costs are actually sanitation and safety equipment that are going to be required to run the facility due to the new COVID 19 regulations.

So it's not nobody's sneaking in, uh nobody's sneaking anything new here.

Um, certainly uh it has to do with restoring funding, uh, getting positions that were uh reduced due to lost revenue back, uh, and there is an increase in uh sanitation equipment.

But I mean, I think arguably every government agency and uh local government has an increase in sanitation equipment and uh PPE equipment due to the pandemic.

I I was just trying to find the the original letter that the government sent us with with with COVID-19 restart funding, and and there's no doubt that recreation centers were one of the one of the cents what they wanted it to be considered for because recreation centers are having such a difficult time.

Um, so I don't think there's any doubt that it's a suitable use of the funds, personally.

And um, so the counselor Mattson did put a motion on the floor that wasn't seconded.

So, Damien, if you would like to move that we approve this, um I would I'd like to approve this uh budget request from my short perks and Rick.

My second.

Okay.

Okay.

Go ahead.

Uh I'm sorry, this is just another way.

I think they've asked us 150,000 plus dollars from Virro and a total, I don't know, we're probably getting close to a million and a half dollars that they've added on to their budget, but tried to slip it through this rather than go through the budget process.

And so I'm opposed to it just on that basis that it should have gone through budget, and we could have made a decision then.

And the other part of this is you know I have no idea what exactly they're asking the additional funding for, and why we should be doing this now before we have additional revenue.

But that beside the point, I'm you know, in a tough time for budgets for all municipalities.

Again, uh an extra million and a half dollars put onto whether to a budget that we'd already increased by three or four percent.

I guess I'm I'm opposed to it.

So I I'm just gonna the what they want to use the money for is is pretty well articulated in the email we got, um, and they're listed there, and and I'm not.

And I don't, you know, I mean, once again, I just want to sing West Shore praises for how they've got through this pandemic, and they haven't hit us with a massive increase.

I mean, they're our responsibility.

We own them, they're not a separate entity.

We own 15% of them, and we have responsibilities as owners to fund them and take care of it.

And City of Victoria and Sanage, with their shortfalls and their recreation revenues, it's enormous what they're having to deal with.

So, as I said last time, I I take my hat off to West Shore for how quickly and proactively they reacted and how they, you know, the staff were laid off immediately, they cut expenses, they closed facilities, they did everything they could to shelter the storm.

And now they're trying to come out from under that storm and they're looking to us for some support.

And I'm certainly happy to support it.

Councilor Rogers?

Sorry, Dan.

Yeah.

I I think uh one of the deciding factors is the fact that um um they worked on it you know they had a list and they pared it down to half that amount um assuming that there's not going to be a third asking unless it's extraordinary I I've already communicated to my colleagues on that particular board that uh this would be the final visit to my colleagues.

Yeah.

So that you know that that's good.

And I think uh looking at um you know our share and who what everyone else is going to carry on this, uh you know, the 372,000, and we're only you know chipping in 54.

And uh yeah, um, I think the um the province had included recreation into this, and if this was a rec center that we'd owned, or um, I think it would have been a hell of a lot more.

Damien.

Thank you for your support.

And I'd just like to potentially alleviate some concerns of uh the counselor at the end of the table.

I can assure you that uh everything that is being uh restored uh is certainly uh has been looked over very closely.

Uh we looked at all cost cutting measures.

Uh a silver lining here is that this is from the restart funding.

And then, of course, a particular note is the fact that recreation will benefit people getting getting active again, hopefully getting healthier.

We know that people have been suffering through the pandemic.

We know that there's lots going on with children and getting active.

So that's very helpful to this.

You know, it's I think it's still manageable, um, considering how much we're paying and the value that we're getting, although the other municipalities are really carrying a load from that from that respect.

So um, and then lastly, I do want to acknowledge and agree with counselor Madsen that yes, ideally, during uh budget uh deliberations, this would have been much more appropriate.

However, uh, and it's not an excuse, but the uh COVID-19 has caused us to make decisions uh out of order at times, uh, and that's why I support this at this moment.

Good, thank you.

Maybe we could just have that friendly amendment that we had last time, too, that our participation is subject to our the rest of the partners taking part.

Yeah, that's fair.

Okay, so I'm gonna call the question.

All in favor, opposed.

Councilor Mattson's opposed.

The motion carries.

Thanks, Jimmy.

Um the next one.

I my personal advice on this would be that the mayor write a hearty letter of congratulations back to Mr.

Petropolis on on their significant anniversary.

Excellent.

Thank you.

Second.

Okay, all in favor.

Opposed.

That's carried.

The next one, I I had a Zoom meeting this morning with Mr.

Wilson and and representatives of Wilson Transportation.

So that're just basically they're looking to the late arrival here of this.

I mean they're their business is being absolutely gutted um by COVID 19.

And they're looking to the province for short-term um help to continue the the Vancouver Islands service.

So they're looking for a letter of support they're looking at a letter of support.

Yeah, so moved.

Okay, so it's moved by Councillor Mattson.

Second.

Seconded by Councillor Rogers.

Good with that.

I I certainly thought it made sense.

I mean it's a really essential service.

Safety issue.

Yeah.

Yeah.

So all in favor?

That's carried.

So staff, maybe we could work on that fairly quickly because they're trying to um get a definitive answer from the Minister of Transportation.

Thank you.

Um so next we have 10.

And follow-up.

Staff, are you going to talk to that?

Thank you, your worship.

Uh, this is James Davison.

Uh planner here.

Uh I will share my screen here.

I hope you can all see this.

We can very quickly, uh, the purpose of this report is to follow up to the report that I gave November 10th of last year uh regarding creation of a filming permit process.

So uh this this presents the the bylaw amendment for the fees and charges bylaw, as well as is presents counsel with the application documents.

So, really, if you recall, uh we we were following the City of Victoria's lead.

This is really to uh allow filming companies to come to the region and easily coordinate between municipalities in what we see as a seamless, more customer friendly process that the city has established and they have a little bit of experience with.

things street occupancy, labor for posting no parking signs, uh etc.

Just the the general work that needs to be done uh to make sure that these things are safe and that the public is informed and all of those things.

Uh the city of Victoria typically takes five thousand dollars.

A couple of things here the city does not have a fine filming with no permit.

They they don't see the point of it if if there's a if they hear of a film going on uh they'll just visit the site and request that the production get a permit.

But that she said that uh the the um the woman at the city of Victoria in culture said that's pretty rare especially for a a significant production.

Uh staff is not proposing a fee for damage uh again uh the city of Victoria doesn't take a damage deposit.

They say there's there really is not an issue with damage.

Typically it's just parking on the street, and there's a street uh use permit that I I can talk about.

I have given an alternate recommendation that if council really wants to take a damage deposit, that could be contemplated, but uh city doesn't do it.

So regarding the fees and charge charges amendment proposal, um there's there's an hourly fee.

So this is a little bit unique uh to uh the way that we would uh take fees.

Uh crew size 10 or or under is excuse me, under 10 is 6247 an hour.

Uh 10 or more is 124.96 an hour.

These times would be identified in the applications.

So we would know exactly what times they're operating and what fees to charge.

Uh uh application changes or rescheduling.

There's a 4165 fee per change.

So if they make a uh any sort of a change to their their scheduling or anything on the permit um application forms, that's a that's a charge that you would make.

Sorry, just on those hourly fees.

I mean, is that that's only the active filming time, isn't it?

It's not like if they set up like they did at Helmic and Market for four days or whatever it was.

I mean, they're not being charged that per hour for that entire time.

No, my my understanding is it's it's uh you know regular business hours type type thing.

Okay, thank you.

Yeah.

Uh as and and um the city services deposits.

Uh I've I've uh proposed up to $20,000 to really give some headroom over that five thousand dollars what the city normally takes.

Uh this would be at the discretion of uh a director or uh RCAO and and would be identified as a refundable deposit.

Uh currently we we already have a process, we have a street use permit process.

It's a $50 fee per day, uh which is charged should the street use be required by the government.

So that's already established.

Uh just quickly, a filming permit permit process.

Film production or company would contact the town, and quite often they've been in contact with the uh with the um filming board, self-down filming people.

Uh but they would contact the town.

Town would send the application fees, uh excuse me, the application forms uh to the contact person, those would be filled out.

Uh we would review those, town would request fees and deposits depending on what is requested.

And once those had those funds have been received, town issues a film permit, potentially a street use permit, uh, and then staff would simply work with the production contact identified in the application, uh, working through any issues that they might have.

So there is an alternate recommendation of a damaged deposit fee included in the fees and charges bylaw.

Staff would suggest $25,000.

I noted in the report that because the city doesn't do this, this could potentially be uh a change and and would cause delay for a production company.

Um I don't know how much of a delay, but uh any departure from the established uh processes that the city of Victoria has could be a potential takeoff.

Uh the recommendation is to uh approve bylaws.

Thank you.

Okay, thank you, James.

Counselor Matson.

Yes, thank you.

Uh James, one of the questions I had in terms of the process to get the application forms filled.

I'm not sure how long it would take to get this done and and compare that to sort of how long, what sort of time frames it would need for some production company.

Like do these things normally happen and matter if they they need it back in a couple of weeks, or is this something that normally you get three or four months lead time on?

Well, I think I don't want to build into a process that's what would prevent them from coming into town at all just because of the so onerous.

Thank you.

And uh your worship.

Um this is the idea behind uh duplicating what what the city of Victoria does, and and these we've really just plagiarized the city of Victoria's uh their blessing, City of Victoria's um application sheets.

So it really should be just a matter of of copying over and and being familiar with what the city of Victoria has and then moving right to us.

And uh I I would um my my idea is to is to liaise with the uh film commission people, the South Island people, um, to say, look, this is the process that that um that we have come up with, and I'm sure they're okay with it because it's just copying the city of Victoria's, just letting them know that we're here and we have a process.

We could let them know exactly what it is so that when they're talking to a film production company that's doing location scouting or doing other things in uh the CRD uh that that they're right there, and it might even give us an advantage thing.

We've got a streamlined process come to you were all ready.

Okay, I was also wondering if we could build in the opportunity for members of council to participate on the film.

If it's a horror film, your worship, I think the director of development services wish to add something as well.

Okay, Lindsay, go ahead.

Thank you, your worship.

Just with respect to timelines, um, because we are a small and nimble organization, we are actually able to turn around a film permit uh quite quickly.

Um we we've actually already received a few applications, and our turnaround is usually under two weeks.

Um that that seems to seems to meet the uh filming industry's needs um at this point in time.

I although of course if we become an incredibly popular location, uh we may we may need to uh uh extend those timelines a bit, but so far we are able to manage uh to manage to meet their and exceed their expectations.

Okay, thanks, I think counselor Rogers.

Yeah.

Uh thanks very much.

Uh um always like plagiarism when we can get around to it.

I'm I'm curious, uh Coldwood and and Oakbei have had uh lots of filming going on there.

How does this compare to uh their uh bylaw arrangements?

Uh I was not able to to um to find out what Oak Bay or or what Paul would as um my interest given the given that most of the I actually recollect Oak Bay did the same thing.

Oak Bay copied Victoria, right?

I recall when I was talking to to the the city of Victoria guy who's actually a friend of mine.

Um so we were uh we talked at length.

Um he said that Oak Bay copied Victoria as well.

I'm not sure about Paul Wood, but they're aiming to get everyone on board with basically the same process.

It's just a point of clarification, worship.

The um so that means that they don't do um um the damage deposit either.

I don't know about that.

Okay, right.

And there's no chance you're gonna be able to get um as part of revenue percentage points um of the film revenue.

I'll work on that you bet.

Okay, thank you, worship.

Okay, so we just needed we need a motion to receive staff's report.

So okay.

Moved by councillor Rogers, seconded by Councillor Matson.

Was it the report or was there a okay?

We have a okay.

So now I'll move staff recommendations.

All in favor.

Well, that's yeah.

Opposed, that's carried.

Thank you.

And then you're moving first, second, and third of bylaw number 1068.

Okay.

Yeah, I'm assuming so.

Yes.

That's correct.

So that's moved and seconded.

All in favor, opposed, that's carried.

Thank you, staff.

Then we need a motion to adopt bylaw 1062.

Second.

Moved by counselor Matson, seconded by Councillor Rogers.

All in favor.

Opposed, that's carried.

And we need a motion to adopt bylaw number 1065.

So moved.

Second.

Moved by Councillor Mattson, seconded by Councillor Rogers.

All in favor, opposed, that's carried.

There's no new business.

There is question period, um, which I know we got too fast.

So we'll we'll give the public a minute if you would like to call in.

And then the conference ID number.

Staff, are there any callers on the line?

Your worship, there are not at this time.

Okay, thank you.

And there's no one on the chat feature.

Thanks, Mary Screech.

We have nobody um on the chat feature.

Okay, thank you.

So I think we'll go to the next, and then I'll just circle back just in case someone's called in in the brief time in between.

Circle back.

You've been watching too much.

Circle back.

You've been watching that moment too much.

I've always said circle back at any rate so next we have a motion from counselor rogers staff did you want to speak to this before we get into a long discussion I mean about conceivably how easy this might be to do.

Is this a motion or a notice of motion?

It's a motion thanks your worship there there are some challenges in terms of I believe counselor rogers wants to address um development permits and and preparing information similar to what we would do for public hearings in the context of public requirements for development permits.

And so in in terms of that context, there are some there will be some effort required, but we think it's doable.

And so it may not be something that's established for the next DP, but in the short term we we can do that.

Okay.

Counselor Rogers.

Yes, thanks.

That's certainly great to hear and and um I've I've put this forward really just to formalize the discussion on it.

And the staff can do it um easily that's great.

One of the encouraging um aspects was um um uh seeing that um you know because as you know in in the what's new section of um some announcements um you know there is the PDF link that takes you straight to it and um um Kim gave us an example where uh that that you know I didn't know it but buried into the uh um uh the reports is is the uh public hearing uh reports so if when the notice is on um our obligations on the website uh for the public hearing and if it simply has that link that takes people straight to um what uh Kim had provided us um that would you immediately take care of be a great quick hit for public hearings and then the rest of it uh staff could work on okay well I mean I think that's basically what you're hearing.

I think public hearing is one thing and maybe to get it instituted for everything else might be a little bit more time consuming.

Yeah.

Yeah.

Yeah.

So if if staff were happy to work on it, um I'm happy to leave it at that point okay yeah.

So that's good.

So I'm gonna circle back just in case there's any callers that have called in.

You need a wig with red here.

Your worship no there are no no new callers.

Thank you staff.

And with that I'll say thank you to staff and the producer and counsel and we need a motion to terminate.

Second.

Okay.

We'll see everyone next week.