REQUEST FOR DECISION
DATE: June 30, 2017 Report No. FIN-17-015
TO: Laurie Hurst, Chief Administrative Officer
FROM: Ian Irvine, Director of Financial Services
SUBJECT:
Title
Canada Post Addressing ChangesEnd
RECOMMENDATION:
Recommendation
That Council asks Canada Post to adopt Esquimalt as the official mailing municipality for any properties identified within the map boundaries and address listing attached to Staff Report FIN-17-015.
Body
RELEVANT POLICY:
There are no relevant policies or legislation related to this decision.
STRATEGIC RELEVANCE:
There is no direct strategic priority or objective related to this decision.
BACKGROUND:
In 1998, the Township’s Heritage Committee recommended to the sitting Council that the Township municipal locations change their mailing address to reference the city as “Esquimalt” rather than “Victoria”. It was also recommended that all business cards, letterhead and the Township’s internet address be changed as well. These recommendations were approved.
That same year, the Township’s Municipal Clerk contacted Canada Post to determine whether an address change would negatively impact the delivery of mail to Esquimalt addresses. The response was that as long as the postal code and address were correct, it would not affect the mail processing and delivery. Staff have recently contacted Canada Post and confirmed that this is still the case.
Recently, it was identified that the Township’s internal systems contain multiple records for certain Esquimalt properties due to the various data sources and attributes. Each year the BC Assessment Authority downloads assessed value information to the Township’s Tempest system. This data includes address details which are provided by Canada Post and which consistently references Victoria as the city for all Esquimalt properties. However, when an Esquimalt taxpayer acquires a dog license or business license from the Township a record is created or updated in the same Tempest system with the city name entered as Esquimalt.
During discussions with Canada Post, Township staff were advised that in order to make any addressing changes, a Council resolution would be required. Any resolution must be accompanied by a map outlining the Township boundaries and a listing of all affected addresses within the municipality. Once a resolution is passed and communicated to Canada Post, it is anticipated that the changes would take approximately six weeks for them to be fully implemented.
ISSUES:
1. Rationale for Selected Option
The addressing change would facilitate improved record management within the Township’s internal systems. Through changes made by Canada Post, the BC Assessment roll data would be updated to reference the Township of Esquimalt rather than Victoria. This change would help ensure that all property tax information and notices consistently reflect the new address and would help eliminate the issue of duplicate internal records attached to a property.
Attached to this staff report are the required map and address listing. The map outlines the boundaries of the municipality and provides an illustrative reference for Canada Post while the listing provides a summary of all applicable addresses within the Township that would be affected by the change. If this change were to be approved, it would be applicable to every business and residential address within the Township.
2. Organizational Implications
Currently there are internal process documents which have been developed to coordinate and standardize the consistent input of addressing information. This formally requested change would provide clarity to staff regarding the Township’s addressing conventions and would be consistent with the drafted process documentation. After the change has been made, staff would review the addresses in the internal systems to ensure all records reflect the Township of Esquimalt.
3. Financial Implications
There are no financial implications of this decision.
4. Sustainability & Environmental Implications
There are no sustainability or environmental implications of this decision.
5. Communication & Engagement
Upon passing the resolution, staff will provide Canada Post with the wording as well as the map and address listing so that they can initiate the requested changes. BC Assessment will also be notified of the Council resolution so that they can administratively prepare for the impending changes from Canada Post.
ALTERNATIVES:
1. That Council asks Canada Post to adopt Esquimalt as the official mailing municipality for any properties identified within the map boundaries and address listing attached to Staff Report FIN-17-015.
2. That Council not ask Canada Post for changes to the existing addressing for Esquimalt properties.
3. That Council direct staff to provide additional information.