Council has been holding more “workshop” style meetings, with the idea that these meetings are where staff and council can dig into more details about programs, strategies, or ideas, prior to them coming to Council. There are a few advantages to this. They reduce the number of staff who have to come to evening Council meetings, which can go quite late, leading to significant overtime costs. They also allow us to have a bit more informal presentations and toss around ideas, raise concerns prior to Bylaws or strategies being fully cooked for approval at Council.
I rarely report out on Workshops, as these are generally preliminary things that will be reported out in the evening meeting when ideas are more fully baked. However, our workshop last week had 6 items that I thought were interesting to write about, and fit a bit with the theme of the evening meeting that I reported out on here (and complained about in the newsletter, for you subscribers). Workshops are public meetings, so you can watch them here and read the agenda if you like.
Massey Theatre Capital Project Additional Scope Items
The City made a decision more than a decade ago to “Save the Massey Theatre”. At the time, the theatre belonged to the School District and the School Board of the time decided that they didn’t want the hassle of updating or maintaining an end-of-life theatre with 1,300 seats, and determined it would be demolished with the old NWSS. A community uprising ensued, and City Council decided to take on the theatre in a land swap with the School District.
Of course, the Council of the day had no idea what the financial impacts of that decision would be. The Massey is a 75 year old building, and the School District did not spend a lot on maintenance or upgrades for quite some time, expecting the building to be demolished. We have already committed $22 Million in what we consider important life safety, building envelope, and accessibility upgrades, including the demolition of the north gym, for which there is simply no business case for preserving. That work is ongoing. It was hoped that the gym removal and envelope work would allow us to get a few more years out of the end-of-like HVAC systems (as it would significantly reduce the load on those systems). But it looks like the AC is failing sooner than we hoped.
Staff are going to develop a project plan for HVAC repair, upgrade, or replacement. Very preliminary estimates of replacing the heating and AC systems is $8 Million, but again, this is the kind of thing where estimating costs is not easy until you start doing the planning work. There is hopefully opportunity for us to avail ourselves of Green Municipal Fund or other senior government grants. There will no doubt be energy saving and greenhouse gas reductions coming with these upgrades (the Massey is now the largest single source of GHG emissions in the city’s facility stock, another unanticipated cost Council might not have thought of 15 years ago), and that combined with the Heritage and Arts and Culture aspects, make it a pretty attractive project for senior government partnership.
Council Strategic Plan – First Annual Report
A compliment to the Annual Report that was presented in regular Council, this report is more of a status report on progress toward the Strategic Priorities Plan that was adopted by Council in early 2023. There is a bit of a “stoplight” report here, with green for things on track, yellow for things falling behind, and red for things not moving forward enough.
Clearly, the elephant in the room is the massive shift in housing regulations that we could not anticipate when developing our Strategic Plan, and the workload related to those changes in regulation. I think when it comes to the need to increase housing supply near transit, and diversity of infill housing, our approach to these provincial changes will support goals in the long-term, though the road may be a bit rockier than we anticipated. I am still disappointed in the lack of rapid funding for affordable and supportive housing, never mind our persistent lack of a 24/7 shelter, but we continue to advocate to the province for these.
One of our strategic Plan pillars was around making transportation safer, and though we are doing the engineering work, there are identified safety governance and culture challenge. I will be bringing a motion to Council by the fall that asks for support to commit New Westminster to become a Vision Zero community. Bringing a safe systems approach to road safety and that may be a test of our ability to coordinate between departments in the City and other government agencies. We have suggested this direction in our strategic plan, but I think we need clear direction from Council if staff are to make this a priority and commit the resources to make it happen.
I also note that the biggest risks identified to moving our priorities forward are staff and resource shortages. We have been hiring, and are filling positions as fast as possible in this hypercompetitive labour market, but we still have a lot of staff doing too much off the side of their desks, and are at the limit of what we can deliver as a City until we give staff some space to breathe. The other stress is increasing cost escalation for all engineering projects – construction cost inflation is much higher than CPI right now, and our capital plan will be strained to keep up.
It is worth while watching the presentation from staff here, as they did a great job framing not just the pillars of the strategic plan, but also talking about how staff are keeping us abreast of the “lenses and foundations” part of the plan – how we are assuring the things we are doing are being done in a way that aligns with the expressed values of the Council around reconciliation, DEIAR, and climate action (for example).
For reasons never made clear, because there were no question or comments offered by the members to explain why, two members of Council voted against receiving this report.
Comprehensive Public Toilet Strategy Council Motion: Confirming Direction
This was actually a short discussion, as the direction from last week’s meeting on the Public Toilet strategy was from Council directly, not from a staff report. So staff put a quick report together to reframe those instructions in a way that is clear for them and aligned with previous instructions, and gave it to us to approve. The majority of Council moved forward with, and get us to approve it, but two Councillors voted against moving forward with a public toilet strategy.
Budget 2025 Public Engagement Methodology
We are going to do a commissioned survey on budget priorities to help inform the next Budget discussion. This is external to the Public Engagement process we usually go through, as it isn’t really “public engagement” as it would be defined by IAP2. There is a good article talking about the challenges of surveys as engagement here. However, it has been a few years since we did a public opinion survey in the City (I seem to remember one in my first term of Council, 6 years ago?), and so I’m not opposed to going through this process. However, we do need to be sure we put it in the right context.
I also thought it was funny to see this exchange on BlueSky the week we approved this:
Procurement Policy Update
This is very Inside Baseball, but our procurement strategy has not been updated since 2013, and there have been significant shifts in construction costs over that decade. One part of the change is to align our thresholds for public procurement with those in the New West Partnership Agreement, a public procurement agreement that covers all of Western Canada. The second part is to update the values at which an emergency sole source contract can be awarded by the Purchasing Manager or CAO to align better with practices in neighboring communities and keep up with practical needs. A couple of Councillors voted against the second part here, but the majority of Council supported the update.
Development Application Process Review
One of the common narratives in the current housing crisis is that municipalities are to blame because we are slow approving new homes. There is no doubt that the steps to approve a new high-density building are complex, and include a huge number of geotechnical, engineering, building code, and other approvals to assure the building is safe, but also reviews about how a new building connects to the sewer system, the electrical grid, the road network, etc. The City of New west has been, since 2023, going through a Development Application Process Review to find out if there are redundancies, pauses, issues that make the process slower than it needs to be. The initial report from the Consultant is clear in its conclusion: “the City’s current development review process does not include any fundamental steps or requirements that would unnecessarily lead to slower approval times”. This is good. But there are opportunities to make things work smoother and more predictably in our approvals process, including better recordkeeping and increased digitization of records. These processes will require people to do them, but we fortunately have access to grants to pay for those people while the processes are updated, and permit fees for development should pay for most of their work going forward.
The purpose of this report is twofold. First, to seek Council’s endorsement of the results of the City’s Development Application Process Review, and second to seek Council’s endorsement of bringing new staff positions to the 2025 Budget discussion, recognizing the positions would be initially be offset by the UBCM Local Government Approvals Grant.
Council voted in a slim majority to approve this work, with two members voted against both receiving the report and doing anything about it, raising concerns about possible future impact on taxpayers. But I need to put this particular “no” into context. It was a year ago (May 29, 2023, I wrote about it here) when a motion asking for this very thing was proffered by a City Councillor. Council at the time voted it down because these processes were already going on, and the motion looked to be doing nothing but adding layers of bureaucracy to it. But Council voted that motion down knowing the work would go on because it was already happening. Now that the DAPR process has returned results, that Councillor who was so interested in “reviewing the effectiveness of and efficiency of our planning processes and procedures” opposes both the receipt of a report that outlines this, and the allocation of resources to make those processes and procedures work better. It simply baffles the mind.
After all that, the summary is that we are getting the work done, from Massey to DAPR, the City has a lot going on, and are making progress on so many fronts. I’m really proud of this work, but we have a lot more to do.