September 19, 2019 Newsletter
“OH, What a Tangled Web We Weave!”
Oak Bay taxpayers are currently paying Urban System Ltd., a Vancouver based consultant Company, $59,500 plus expenses to, work with District staff to: “develop an implementation plan that will address items relating to permitting secondary suites”. Urban System Ltd. is a member of the Urban Development Institute (UDI), a large international development /real estate lobbying group that represents the viewpoints and interests of the Development and Real Estate Industries.
A December 20, 2018 Urban System Ltd memorandum was sent to both the Director and Manager of Building and Planning. The 14 page memorandum (see Appendix #1) provided extensive, important Community information. However, the Urban System Ltd. information memorandum was not released to the public or Council for over five months (May 23th, 2019).
Oak Bay is a member of the Urban Development Institute and the Director of Building and Planning is listed as Oak Bay’s representative. There is no reason to believe that the viewpoints and interests of the Urban Development Institute represent the best interests of the residents of Oak Bay. The inappropriateness and the known details of this UDI/Oak Bay membership and the District’s representative‘s arrangement will be outlined in an Oak Bay Watch future newsletter.
The Urban System Ltd. December 20, 2018 memorandum stated that it summarized the work completed as part of Phase 1 of the District‘s Secondary Suite Study and it included the following information:
In the five months prior to the Urban System Ltd Memorandum being released, January through most of May 2019, the District held a series of Secondary Suite information meetings. The public meetings included: a Housing Workshop; a Strategic Initiatives Review (“on how to optimize the Secondary Suites and Infill process”); a Secondary Suites\ Infill Housing Options Process; a Secondary Suite Survey and a Secondary Suite Pubic Engagement Open House. Note: The purpose and importance of these public meetings are explained in Appendix #2.
A Director of Building and Planning May 6, 2019 memo to Council entitled Secondary Suites Report provides a chronology of previous Council directions. It also states: “To ensure a common knowledge base exists regarding Council direction provided to staff to date, the Director of Planning's memo is offered for Council information”. Many of the Council directions listed, however, were made without the “common knowledge base information” included in the December 20, 2018 Urban System Consultant memorandum.
The purpose of withholding the December 20, 2018 from the Public or Council is not clear and no reason was given when it was released on May 23, 2019 in a Council Agenda item #7 under the incomplete heading “Background Review” near the bottom of an Agenda item #7 list that included 5 other extensive documents.
As indicated, this information would certainly have been very relevant to Council members in January through April 2019. During that time Council was requested to make Secondary Suite and Infill process and progress decisions. The Public, who were also asked for their viewpoints on this significant zoning (neighbourhood density impact) land use change, were also kept in the dark.
Oak Bay Watch Perspective
Why were you kept in the dark? Why are residents constantly finding it difficult to obtain what should be routine public information?
This is not the first time there have been complaints that the Planning Department has withheld information. Oak Bay Watch and other Community Groups have pointed this out many times. The latest was by the Concerned Citizen’s Network in their Sept 4, 2019 newsletter regarding a multi-unit development in their neighbourhood. They state,
“We will continue to ask for transparency on this project from the District of Oak Bay, particularly the Planning Department at Oak Bay Municipal Hall. As of September 2019, staff continue to deny access to any parts of this application even though it will affect hundreds of people and threatens to alter the face of Oak Bay forever. Other municipalities publish development proposals on their web-sites when received. The District of Oak Bay will only release information on receipt of a Freedom of Information Request, after which it sometimes takes weeks or months to receive an answer”.
All this when the District has been put on notice by 2 Independent, Legislated Oversight Agencies regarding the lack of transparency. Why is information still masked and/or so difficult to obtain? With so many important decisions regarding priorities, taxes, the infrastructure, the environment and neighborhood character, the public must be provided as currently as possible with all available verifiable information.
It is also standard and best practice in other municipalities to provide all the information in advance of holding open houses, surveys, public input and engagement meetings. Informed opinions cannot be made without it.
Who is responsible for this unacceptable state of affairs?
---------------------------------------------------------------------------------------------------------------------------------
*******Please help us continue to provide you with information about Community concerns and Council decisions and actions. Oak Bay Watch members also help community groups with their specific development concerns. Donate to Oak Bay Watch - even $5 or $10 dollars provides expenses for door- to- door handouts and helps us maintain our website. Oak Bay Watch is committed to ensuring the Community gets the full range of information on budget, governance and all key development issues – a well informed opinion cannot be made without this.
(Please use Donate Button at bottom of oakbaywatch.com Home Page)
Keep informed please sign up for our “based on facts” newsletter – bottom of Newsletter Menu Item.
Appendix #1
Urban System Ltd. Memorandum May 27, 2019 Council Minutes. Agenda item #7 entitled “Background Review”
LINK: If unable to open - post in Browser or see May 27, 2019 Council Agenda item #7on Municipal Website
https://oakbay.civicweb.net/filepro/document/36230/Council%20Meeting%20-%2027%20May%202019.docx?handle=EB7322FF5A744CC3977FB3B3AB434DDB
Appendix #2
In the five months prior to the Urban System Ltd Memorandum being released, January through most of May 2019, the District held a series of Secondary Suite information meetings. The public meetings included: a Housing Workshop, a Strategic Initiatives Review (“how to optimize the Secondary Suites and Infill process”); a Secondary Suites\ Infill Housing Options Process, a Secondary Suite Survey and a Secondary Suite Pubic Engagement Open House.
January 29, 2019: Special Committee of the Whole: Housing Workshop
The Director of Building and Planning provided:
February 23, 2019: Special Committee of the Whole Strategic Planning Workshop
The Chief Administrative officer provided a Strategic Planning: New Initiatives Review that included:
February 25, 2018: Council Meeting Strategic Initiatives Review
March 11, 2019: Council meeting
Agenda Item # 5 The Director Of Building and Planning provided a Secondary Suites/ Infill Housing Options Process Report that stated:
April 25, 2019: Secondary Suites Study Open House
Note: A limited amount of information from the Urban System Ltd December 2018 memorandum was included on a few of the 16 display boards provided at the April 25, 2019 Secondary Site Open House. However, most of the information provided on the Display Boards promoted, “Policy changes on secondary suites”. The full text of the 2018 memorandum was not released until May 23, 2019 and by that time Council secondary suite decisions had been made, tax dollars had been allocated and a resident survey completed.
May 23, 2019: The District published a Secondary Suite Open House Initial Findings Report that states:
The District was anxious to hear from residents however, the Planning Department did not consider it necessary to release the 2018 Secondary Suite costly Consultant Report to the public, “to collect their feedback on priorities, concerns, and considerations related to secondary suites.
“OH, What a Tangled Web We Weave!”
Oak Bay taxpayers are currently paying Urban System Ltd., a Vancouver based consultant Company, $59,500 plus expenses to, work with District staff to: “develop an implementation plan that will address items relating to permitting secondary suites”. Urban System Ltd. is a member of the Urban Development Institute (UDI), a large international development /real estate lobbying group that represents the viewpoints and interests of the Development and Real Estate Industries.
A December 20, 2018 Urban System Ltd memorandum was sent to both the Director and Manager of Building and Planning. The 14 page memorandum (see Appendix #1) provided extensive, important Community information. However, the Urban System Ltd. information memorandum was not released to the public or Council for over five months (May 23th, 2019).
Oak Bay is a member of the Urban Development Institute and the Director of Building and Planning is listed as Oak Bay’s representative. There is no reason to believe that the viewpoints and interests of the Urban Development Institute represent the best interests of the residents of Oak Bay. The inappropriateness and the known details of this UDI/Oak Bay membership and the District’s representative‘s arrangement will be outlined in an Oak Bay Watch future newsletter.
The Urban System Ltd. December 20, 2018 memorandum stated that it summarized the work completed as part of Phase 1 of the District‘s Secondary Suite Study and it included the following information:
- Several pages of demographic information.
- That the Zoning currently permits a separate secondary suite unit with a limit of 2 tenants.
- A list of resident engagement reasons for opposing secondary suites.
- 5 Pages of policies and practices and impacts in neighbouring and comparable communities.
- 2 pages of important policy questions.
In the five months prior to the Urban System Ltd Memorandum being released, January through most of May 2019, the District held a series of Secondary Suite information meetings. The public meetings included: a Housing Workshop; a Strategic Initiatives Review (“on how to optimize the Secondary Suites and Infill process”); a Secondary Suites\ Infill Housing Options Process; a Secondary Suite Survey and a Secondary Suite Pubic Engagement Open House. Note: The purpose and importance of these public meetings are explained in Appendix #2.
A Director of Building and Planning May 6, 2019 memo to Council entitled Secondary Suites Report provides a chronology of previous Council directions. It also states: “To ensure a common knowledge base exists regarding Council direction provided to staff to date, the Director of Planning's memo is offered for Council information”. Many of the Council directions listed, however, were made without the “common knowledge base information” included in the December 20, 2018 Urban System Consultant memorandum.
The purpose of withholding the December 20, 2018 from the Public or Council is not clear and no reason was given when it was released on May 23, 2019 in a Council Agenda item #7 under the incomplete heading “Background Review” near the bottom of an Agenda item #7 list that included 5 other extensive documents.
As indicated, this information would certainly have been very relevant to Council members in January through April 2019. During that time Council was requested to make Secondary Suite and Infill process and progress decisions. The Public, who were also asked for their viewpoints on this significant zoning (neighbourhood density impact) land use change, were also kept in the dark.
Oak Bay Watch Perspective
Why were you kept in the dark? Why are residents constantly finding it difficult to obtain what should be routine public information?
This is not the first time there have been complaints that the Planning Department has withheld information. Oak Bay Watch and other Community Groups have pointed this out many times. The latest was by the Concerned Citizen’s Network in their Sept 4, 2019 newsletter regarding a multi-unit development in their neighbourhood. They state,
“We will continue to ask for transparency on this project from the District of Oak Bay, particularly the Planning Department at Oak Bay Municipal Hall. As of September 2019, staff continue to deny access to any parts of this application even though it will affect hundreds of people and threatens to alter the face of Oak Bay forever. Other municipalities publish development proposals on their web-sites when received. The District of Oak Bay will only release information on receipt of a Freedom of Information Request, after which it sometimes takes weeks or months to receive an answer”.
All this when the District has been put on notice by 2 Independent, Legislated Oversight Agencies regarding the lack of transparency. Why is information still masked and/or so difficult to obtain? With so many important decisions regarding priorities, taxes, the infrastructure, the environment and neighborhood character, the public must be provided as currently as possible with all available verifiable information.
It is also standard and best practice in other municipalities to provide all the information in advance of holding open houses, surveys, public input and engagement meetings. Informed opinions cannot be made without it.
Who is responsible for this unacceptable state of affairs?
---------------------------------------------------------------------------------------------------------------------------------
*******Please help us continue to provide you with information about Community concerns and Council decisions and actions. Oak Bay Watch members also help community groups with their specific development concerns. Donate to Oak Bay Watch - even $5 or $10 dollars provides expenses for door- to- door handouts and helps us maintain our website. Oak Bay Watch is committed to ensuring the Community gets the full range of information on budget, governance and all key development issues – a well informed opinion cannot be made without this.
(Please use Donate Button at bottom of oakbaywatch.com Home Page)
Keep informed please sign up for our “based on facts” newsletter – bottom of Newsletter Menu Item.
Appendix #1
Urban System Ltd. Memorandum May 27, 2019 Council Minutes. Agenda item #7 entitled “Background Review”
LINK: If unable to open - post in Browser or see May 27, 2019 Council Agenda item #7on Municipal Website
https://oakbay.civicweb.net/filepro/document/36230/Council%20Meeting%20-%2027%20May%202019.docx?handle=EB7322FF5A744CC3977FB3B3AB434DDB
Appendix #2
In the five months prior to the Urban System Ltd Memorandum being released, January through most of May 2019, the District held a series of Secondary Suite information meetings. The public meetings included: a Housing Workshop, a Strategic Initiatives Review (“how to optimize the Secondary Suites and Infill process”); a Secondary Suites\ Infill Housing Options Process, a Secondary Suite Survey and a Secondary Suite Pubic Engagement Open House.
January 29, 2019: Special Committee of the Whole: Housing Workshop
The Director of Building and Planning provided:
- A report that stated: “The Housing Workshop will first strive to identify the key issues for Council related to housing in the community”.
- A Housing Strategic Priorities Workshop presentation that referenced: Secondary suites 8 times and asked, “What Specific Approaches Should We Consider?”
February 23, 2019: Special Committee of the Whole Strategic Planning Workshop
The Chief Administrative officer provided a Strategic Planning: New Initiatives Review that included:
- A Presentation that referenced " Diverse Housing Options"
- Proposed New Initiatives
February 25, 2018: Council Meeting Strategic Initiatives Review
- Council Direction: How to optimize the Secondary Suites and Infill process”
- Not on meeting agenda but was introduced in New Business
March 11, 2019: Council meeting
Agenda Item # 5 The Director Of Building and Planning provided a Secondary Suites/ Infill Housing Options Process Report that stated:
- “The secondary suites study is currently in progress. The Phase One work is complete”
- “there is also an option to advance the Infill Housing Process to start January 2020”
- A further $100, 000 is proposed for the Infill Housing Process.
- Council receives the Director Of Building and Planning report for information.
April 25, 2019: Secondary Suites Study Open House
- The announced purpose of the Secondary Suites Open House was advertised as: “hearing from Oak Bay residents is critical. Policy changes on secondary suites could have an impact on tenants, homeowners and neighbours”;
Note: A limited amount of information from the Urban System Ltd December 2018 memorandum was included on a few of the 16 display boards provided at the April 25, 2019 Secondary Site Open House. However, most of the information provided on the Display Boards promoted, “Policy changes on secondary suites”. The full text of the 2018 memorandum was not released until May 23, 2019 and by that time Council secondary suite decisions had been made, tax dollars had been allocated and a resident survey completed.
May 23, 2019: The District published a Secondary Suite Open House Initial Findings Report that states:
- Community engagement on secondary suites was launched in April 2019 with two engagement opportunities: a community open house and a community- wide MetroQuest questionnaire.
- The purpose of the engagement opportunities was to……"provide members of the public with information about the project and secondary suites, and to collect feedback on priorities, concerns, and considerations related to secondary suites".
The District was anxious to hear from residents however, the Planning Department did not consider it necessary to release the 2018 Secondary Suite costly Consultant Report to the public, “to collect their feedback on priorities, concerns, and considerations related to secondary suites.