TOWNSHIP OF ESQUIMALT MEMORANDUM
MEETING DATE: July 15, 2024 Report No. ADM-24-042
TO: Committee of the Whole
FROM: Victoria McKean, Committee Coordinator and Deb Hopkins, Director of Corporate Services
SUBJECT: Committee Chair Updates Summary
INFORMATION:
The Township of Esquimalt’s Advisory Bodies play an important role in supporting Council decision-making and assisting with the achievement of Council’s priorities. To promote effective communication between Council and its Advisory Bodies, Advisory Body Chairs are invited annually to provide an update to Committee of the Whole on the Advisory Body’s work and provide feedback on desired improvements.
This memorandum summarizes the updates presented by the Chairs at the Committee of the Whole meetings held on April 15 and May 13, 2024, and is presented to Committee of the Whole for information.
Advisory Planning Commission Design Review Committee
The Design Review Committee has experienced an increase in volume and complexity of development applications presented for their consideration and the Chair expressed that balancing thoughtful review of these applications with the current speed of the application process is a top priority for the Committee. The Committee expressed interest in providing advice on development policies on a broader scale, rather than the current project-based approach. Specifically, the Committee would like to provide input on the Township’s development permit and rezoning submission guidelines and design guidelines.
The Committee has observed a trend of receiving development applications that cite environmental sustainability practices but lack sufficient evidence of their impact and effectiveness. Additionally, the Committee is concerned with applicants raising financial feasibility concerns in response to Committee questions, which may be a barrier to providing comprehensive recommendations to Council. The Committee would like to explore ways in which submission guidelines might be amended to address these issues and suggested that the Committee engage in workshops and Charettes to provide more robust and detailed recommendations to Council.
Advisory Planning Commission
The Chair of the Advisory Planning Commission advised that the Commission is currently discussing the Township’s Official Community Plan (OCP) and the Province’s new directives regarding housing. The Commission believes that there are gaps in the OCP that should be addressed but recognized that this may be beyond the scope of the Commission’s mandate. The Commission noted that given the level of development applications the Township is receiving, it is important that the Township takes advantage of new tools related to Development Cost Charges and Amenity Cost Charges that the Province has provided.
The Commission noted that there is some confusion among their membership regarding the role of Council Liaisons during meetings and would appreciate a clear set of protocols to explain how comments made by the Council Liaison should be incorporated into the Commission’s discussion to ensure clarity for both applicants and Commission members and provide predictability in how the Commission’s meetings are run.
Environment, Parks and Recreation Committee
The Chair of the Environment, Parks and Recreation Committee was pleased to report that they have added a second youth member to the Committee and recognized that their youth members provide valuable perspectives and contributions to the Committee. The Chair highlighted that the Committee has been working closely with staff to implement their new mandate, combining Environment with Parks and Recreation, with success. Additionally, the Committee Chair advised that they will be providing advice to Council that is initiated by the Committee in the coming months.
The Committee is dedicated to providing meaningful, robust feedback and advice to Council, and encourages Council to continue to provide them with matters for their consideration. Further, the Committee is interested in expanding opportunities to provide advice and note that areas such as active transportation and bike lanes are of interest for the Committee.
REVIEWED BY:
1. Steve Knoke, Director of Parks and Recreation, Reviewed
2. James Davison, Manager of Planning, Reviewed
3. Bill Brown, Director of Development Services, Reviewed
4. Deb Hopkins, Director of Corporate Services, Reviewed
5. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Advisory Planning Commission Bylaw, 2012, No. 2792
2. Council Policy ADMIN-40, Appointment Process - Advisory Committees, Commissions and Board of Variance
3. Council Policy ADMIN-45, Operational Guidelines for Council Committees and Commissions
4. Council Policy ADMIN-60, Role of Youth Representative Appointments to Council Committees
5. Council Policy ADMIN-79, Terms of Reference: Environment, Parks, and Recreation Advisory Committee