District 101: Facts & Figures from the Citizen Budget Survey

For me, this blog serves as an essential and necessary resource, a convenient one-stop for facts, links and so much I knew once upon awhile ago but have since forgotten. Simply, an aide memoire for an aging modern mind overwhelmed by the daily influx of so much fresh content.  An electronic crib sheet as i prepare for the next discussion of a recurring topic. A resource that helps me deal with what has been variously called infoxication, infobesity and data smog. The metaphoric piece of string around my finger. 

To this end, I'm posting the remarkably detailed content found in the fine print of last fall's District's 2021 Citizen Budget survey. It is a true "all you wanted to know" guide to District operations and priorities broken down by departments and complete with bonus factoids.  It was assembled by Communications Director Christina Moog in collaboration with Director of Finance Raechel Gray and the District's Leadership team led by CAO Norm McInnis.  (And its quite unlike, in terms of detail and depth, anything the District has produced over its 21 years of sometimes less than transparent operations.)

Here it is, cut-and-paste verbatim from the survey. Companion pieces are the District's 2021 Service Level Review and the latest Annual Report. For names and titles of all these talented folk, visit the District's Contact page. 
 
Administrative Services
This service area consists of the Chief Administrative Officer, Human Resources, Communications, and Community Economic Development. The Administrative Services budget also includes Council's budget, Community Service Agreements, and District funding for not-for-profit organizations and community sponsorships.  Administrative Services is responsible for the oversight and management of District operations, and guides and implements the directive of Council, employee management, building maintenance, corporate communications, and community economic development.

+ By the numbers:

• 4 staff: 1 Chief Administrative Officer, 1 Community Economic Development Officer, 1 Head of Human Resources, 1 Communications Coordinator
• 1 Newly formed Community Economic Development Committee is supporting the development of a Community Economic Development Strategy 
• 2000+ participants in targeted public engagement opportunities (in one year), including 1200 through Picture Sooke and the review of the OCP, and 140 online and 162 in-person participants joining the early learning budget conversation
• 102 residents and not-for-profit organizations participated in the Building a Community Economic Development Survey to date
• Approximately 110 press releases, public services announcements, etc. are issued per year
• 12 monthly e-newsletters provide regular updates on District activities to email subscribers
• 4 print newsletters help keep the community informed seasonally
• 24 community grants and 5 service agreements (Sooke Region Community Health Initiative, Sooke Community Association, Sooke Region Tourism Association, Sooke Region Chamber of Commerce, Sooke Visitor Information Centre) issued in 2020

+ Current objectives include:

• Continue to work with the T’Sou-ke Nation on meaningful truth and reconciliation
• Plan for COVID recovery
• Provide ongoing support for Council
• Expand staff capacity for local economic development and develop a Community Economic Development Strategy
• Lead the implementation of the low carbon resilience (green) lens throughout the organization
• Deliver service excellence through continuous improvement of corporate culture
• Enhance communication with the community, including website upgrades
• Determine operational feasibility of ongoing work from home program
• Develop and promote public participation guidelines

+ Did you know:

• Ongoing reconciliation work includes regular meetings with the T’Sou-ke Nation and collaboration on projects such as the restoration of the Sooke Basin
• The British Columbia Municipal Safety Association recognized the District of Sooke’s COVID Safety Plan as a “best practice”
• Sooke was ranked the fifth most resilient city in BC in 2020 by BC Business Magazine

Corporate Services 
This service area consists of Legislative Services and Bylaw.  Corporate Services ensures all statutory requirements are adhered to and delivers effective and efficient governance. It provides administrative support, records management, election administration, and manages municipal agreements, bylaws, and policies. It is also responsible for the education and enforcement of municipal bylaws and business licensing.

+ By the numbers:

• 7 staff: 1 Corporate Officer, 1 Deputy Corporate Officer, 1 Records Management Clerk, 2 Bylaw Officers, 2 Corporate Services Assistants
• Over 700 business licenses issued annually
• 382 bylaw concerns addressed
• 45 Council meetings per year
• 8 Committee of the Whole meetings per year
• 5 Committees of Council supported
• 51 Committees of Council meetings per year

+ Current objectives include:

• Provide ongoing support for Council meetings and Council’s Advisory Committees
• Bylaw education and compliance
• Analysis and modernization of bylaws and policies
• Update Records Management program
• Development of staff training resources for information requests and privacy protection
• Administration of Alternative Approval Processes

+ Did you know

• District Council meetings are live-streamed through the District’s YouTube channel to provide easy access and increase transparency in local government administration - view the meetings live or return to watch at a later date to stay informed
• The District’s most-watched YouTube video in 2020 was the 2021 Budget Open House Evening Session with 658 views and 93 hours of watch time. The District YouTube channel has 5,600 views in 2020
• Sooke is currently in ongoing discussions with the City of Natori, Miyagi Prefecture, Japan regarding a “sister city” agreement to formalize our long-standing friendship

Financial Services 
This service area consists of Finance, Information Technology (IT) and Reception.  Financial Services and IT Services is responsible for the fiduciary and statutory requirements of the municipality, management of municipal finances, and financial strategizing for sustainable long-term corporate accountability. The Information Technology section manages all electronic equipment, software, and asset renewals.

+ By the numbers:

• 8 staff: 1 Director of Financial Services, 1 Deputy Director of Financial Services, 1 Head of Information Technology, 1 Technology Support Analyst, 1 Accounts Payable, 1 Payroll, 1 Support Clerk/Receptionist, 1 Receptionist
• Over $6 Million in grant funding received this year to date
• Approximately 5,000 invoices processed annually
• Administration of 24 community grants and 5 service agreements

+ Current objectives include:

• Implement a capital project reporting system
• Maintain network security
• Support ongoing administration of grant applications, and local government role in provincial and federal funding programs such as the Canada Community-Building (formerly Gas Tax) program
• Complete a community services agreement review
• Implement a digital accounts payable system and lowering carbon footprint in the process
• Enhance financial reporting
• Use technology to improve ease of access to information, e.g. online public meetings experience, working with Communications on a website refresh

+ Did you know

• The District collects taxes on behalf of third-party agencies including hospitals, schools and the CRD. This accounts for approximately 56% of the taxes collected, with the remaining 44% funding the services areas described through this survey.
• This District actively seeks grant opportunities to maximize the value residents receive for their tax dollars. In 2021, additional funding sources include a $4.6 million to assist with wastewater plant upgrades and restoring the Sooke Basin, and $1.8 million to complete the Otter Point Road Active Transportation corridor identified in the Transportation Master Plan.

Planning and Development Services
This service area consists of Planning and Building Services.  Planning and Development Services is responsible for the provision of planning and building services within the municipality, including:

• Long-range and current land-use planning
• Review of development proposals
• Providing Council with advice on planning-related matters
• Building approvals and inspection services

+ By the numbers:

• 9 Staff: 1 Director of Planning and Development Services, 3 Planners, 3 Building Officials, 1 Planning and Development Assistant, 1 Planning and Development Support Clerk/Receptionist
• In 2020, the building department completed 1733 building inspections - this is an increase of 22% from 2019.
• In 2020, it took an average of 43 days to process residential building permits. This is a 36% improvement from 2019, when the average permitting previously took 68 days.
• New dwelling units being constructed have decreased year over year, in recent years: 300 new dwelling units constructed in 2018; 282 in 2019; and, 206 in 2020.

+ Current objectives include:

• Develop a new Official Community Plan
• Continue to progress Lot A through planning, partnerships, and advocacy
• Respond to the housing needs report
• Review of the Amenity Reserve Policy
• Update Development Procedure Bylaw
• Enhance public access and communication on land use applications

+ Did you know

• At its heart, an Official Community Plan (OCP) is about managing land use and physical growth of the community. It dictates the location, type, and intensity of homes, businesses and industry, agriculture, and parks and other public spaces.
• Over the last year, more than 1,200 participants shared their vision and provided feedback on emerging goals for a new OCP for Sooke. A new DRAFT OCP will be available for public comment soon. See what policies are being proposed to support the community’s (draft) vision of Sooke being asmall town with a big heart and a vibrant net-zero emissions community, cradled in the stunning beauty and vitality of the ocean and forest.
• At just 20 years young, Sooke is at a pivotal point in its history as we prepare for a new OCP to come into effect. All policies must align with the OCP.  Learn more at picturesooke.ca.

Community Safety 
 This service area consists of the Fire Department, Emergency Management, and the District’s contract for services with the Royal Canadian Mounted Police (RCMP).  Community Safety Services is responsible for responding to emergency and non-emergency incidents and management of the emergency services in and for the community.

+ By the numbers:

• Fire & Emergency Program Services - 8 Career Staff: 1 Fire Chief, 1 Deputy Fire Chief, 2 Captains, 3 Firefighters, 1 Fire Services/Emergency Program Assistant
• Approximately 40 Paid on Call Firefighters
• 734 fire service area calls in 2020, breakdown of calls by type:
  • 31 fire
  • 286 medical
  • 97 burning
  • 88 rescue
  • 68 hazardous conditions
  • 67 alarms - no fire
  • 90 public calls for service
• 17 RCMP Officers, 13 funded by the District of Sooke, 4 funded by the Province; 4 support staff including one Victim Services works and 5 part-time on-call guards
• RCMP responded to 5,857 calls for service in 2020, 4,376 of which are in the District of Sooke. Calls by type include:
  • 16 Sexual Assaults
  • 115 Assaults
  • 15 Break and Enter - business
  • 26 Break & Enter - residence
  • 11 Break and enter - other
  • 10 Vehicle thefts
  • 1 Theft from Vehicle Over $5000
  • 50 Theft from Vehicle Under $5000
  • 191 Mental Health Act
  • 0 Mischief/Property Damage Over $5000
  • 161 Mischief/Property Damage Under $5000

+ Current objectives include:

• Develop Fire Service Master Plan
• Complete renovations to Station One
• Promote Volunteer recruitment and retention through the paid-on-call system
• Continue and expand the neighbourhood emergency preparedness program
• Community education on FireSmart principles
• RCMP: Enhance Road Safety – Reduction of impaired, aggressive & distracted driving
• RCMP: Crime Reduction – Prevent and Reduce Property Crime
• RCMP: Communication and Visibility – Maintain Positive Relationships

+ Did you know:

• The Emergency Support Services (ESS) group is a volunteer-based group that assists the community during a significant emergency event. Training for this group is provided through the District’s Fire Department staff and Emergency Management BC.
• The Sooke Emergency Program (SEP) is a group that is responsible for a municipal Emergency Operation Center, ESS, and emergency radio operations. It is comprised of approximately 6 volunteers, supported by District staff. The program supports the District during local states of emergency, communications, evacuation planning, and emergency support from natural disasters to pandemics.
• In 2020, RCMP exceeded the 5% reduction goal in property crime - realizing a 15% reduction

 
+ Background Information

For RCMP Municipal Units serving a population between 5,000 to 14,999 in BC:

• The highest ratio in the province is 1 officer per 1,424 residents.
• The lowest ratio in the province is 1 officer per 363 residents.
• The average is 1 officer per 736 residents.

 
Currently, Sooke’s population per officer is 1,127.  Officer funding is approximately $110,000/officer.

Source: Ministry of Public Safety and Solicitor General Police Services Division, Police Resources in British Columbia, 2019, p. 10.  (2020 edition) 


Operations 
This service area consists of the Engineering, Geographic Information Services, Subdivisions, Parks and Environmental Services and the Wastewater sections.  

Operation Services is responsible for the planning, design, construction, and maintenance of municipal infrastructure including local roads, subdivisions, parks, trails & greenspaces, and the collection and treatment of storm and wastewater. The department is also responsible for the mapping and management of municipal assets.

+ By the numbers:

• 15 staff in Operations: 1 Director of Operations, 1 Manager of Wastewater, 1 Manager of Subdivision Land Development (Approving Officer), 4 Wastewater Plant Operators, 1 Head of Geographic Services (GIS), 1 GIS/Land Records Analyst, 1 Land Development Technician, 3 Engineering Technologists, 1 Wastewater Clerk, 1 Operations Clerk (support Operations and Parks & Environmental Services)
• 6 Parks staff: 1 Manager of Parks & Environmental Services, 1 Parks & Environmental Services Coordinator, 1 Carpenter/Tradesperson, 3 Parks Workers
• Operations is responsible for 33 kilometres of collector roads, over 72 kilometres of local roads, 5 bridges, 680 catch basins, over 32 kilometres of storm line
• 200+ High use permits are issued each year
• 700+ calls for service are responded to annually
• 703 District-owned trees
• 89 parks and green spaces
• 287+ acres of parkland
• 40+ kilometres of trails
• 37 Park benches
• 10 public washrooms

 
+ Current objectives include:

• Implementation of the Transportation and Parks and Trails Master Plans
• Church Road Intersection corridor upgrades - Highway 14 to Wadams Way
• Otter Point Road Active Transportation Corridor upgrades
• Initiate Wastewater Master Plan
• Develop an Asset Management Strategy
• Complete review of Development Cost Charges Bylaw
• Update Subdivision and Development Standards Bylaw
• Complete wastewater centrifuge project
• Develop inflow and infiltration mitigation strategy for pump stations and collector system
• 75% design completion of Throup Road Connector
• 75% design completion of Phillips Road Active Transportation Corridor
• Develop and continue to implement a set of green corporate practices including a climate adaptation mitigation strategy, and implement a citizen “call to action” for the climate emergency
• Work with the Climate Action Committee to determine best approaches to achieve the District’s aspiration to be carbon neutral by 2030
• Build new community-desired assets including multi-use sports box and fenced-dog park
• Continue progress on Little River Crossing
• Develop a Tree Management Bylaw and/or Policy
• Ongoing parks and recreation capital construction (e.g. staircases, bathrooms, water access, transit stops, etc.)

+ Did you know 

+ General:

• Operations is a relatively new and expanding division of the District. This is a response to community priorities expressed for road and underground service enhancements, park development and maintenance, trail system improvements, and parkland acquisition.
• You can access District maps at sooke.ca, under online services. Use our Parks & Trails Finder or view the Land Information Map and use layers to view District zoning, and more.

+ Wastewater:

• The wastewater system uses secondary sewage treatment to remove over 95% of the total suspended solids and high levels of other contaminants, providing significant environmental benefits to the community.
• The Wastewater section services only a portion of the municipality. Those within the Sewer Specified Area (SSA), pay a parcel tax with their municipal property taxes for this service. This parcel tax funds the capital and operating cost of the community wastewater collection and treatment system, which is mandated in the Sooke Core Sewer Specified Area Cost Recovery Bylaw.

+ Roads:

• The Transportation Master Plan was adopted in October 2020.
• Construction will be starting soon on two corridor projects: Church Road - Highway 14 to Throup (identified in the current budget); Otter Point Road Active Transportation Corridor (District successful in receiving 100% project funding)
• Annual road maintenance programs including paving program, line painting, brushing cutting and while, less common, snow removal.

+ Parks & Environmental Services:

• The Parks and Trails Master Plan was approved in October 2020.
• Every year the municipality acquires new assets (i.e. parks and green spaces) through private development or municipal capital investment.
• With heavy rains in the fall and winter, the Parks Department opens a sandbag station at the District’s Parks Works Yard, located at 2070 Kaltasin Road. This service opens during applicable weather events and free for Sooke residents to access.