At the April 24, 2023 Regular Council meeting, Council adopted the bylaw cited as "2023-2027 Financial Plan Bylaw No. 881, 2023."

The 2023-2027 Five-Year Financial Plan is prepared by the Finance Service Area of the District of Sooke with support from administrative leadership. The district’s budget, and corresponding financial plan, are updated annually. It is informed through public participation (citizen budget survey and community pop-ups from mid-June to mid-July each year), Council's strategic priorities, master plans and technical guidance from staff.

Highlights from 2023 within the plan include (approximate values):

• Overall budget: $44,564,552.
• General Municipal Property Taxes of $10,727,707 - with adjustments from non-market change revenue, yielding a 5.65% property tax increase for the district service portion of taxes collected.
• The 2023 residential property tax increase based on the average assessment is $75/year or $6.25/month.
• Residential property tax account for $84.15% of the taxes collected on municipal services; 14.21% come from businesses and 1.22% from industrial.
• $71,000 increase for community service agreements, totalling $303,180, with agencies including:
  • Sooke Region Community Health Initiative
  • Sooke Shelter Society
  • Sooke Community Arts Council
  • Sooke Fine Arts Society
  • Sooke Food Bank
  • Sooke Family Resource Society
  • Sooke Community Association
  • Sooke Region Tourism Association
  • Sooke Region Chamber of Commerce
  • Sooek Region Visitor Information Centre
• $162,000 accounted for within the Administrative Service budget for climate change initiatives in 2023. Of the 162,000, $135,000 is funded by Provincial Local Government Climate Action Program.
• $39,00 reduction within the Corporate Services budget (non-election year adjustment)
• $65,200 non-discretionary increase for property insurance
• $6.9 million Charters Road Corridor (2023-2024 Capital Project)
• $4.5 million Church Road Roundabout (2023-2024 Capital Project)
• $2.2 million LIttle River Crossing Capital Project ($1 million district funding; $1.2 million contingent on grant funding)
• Transit stops and street light improvements
• $150,000 increase to road maintenance budget
• $450,000 Otter Road Point North Resurfacing Project
• $125,000 Manzer Road Paving Project
• $130,000 park asset repairs and maintenance
• $1.1 million Ravens Ridge Park Recreation enhancements including an accessible viewing area with seating and picnic tables, accessible parking, bleachers, small multi-purpose grass playing field, 3 on 3 basketball court, and considerable landscaping
• $400,000 Sooke Potholes Gateway Enhancement Project (Grant funded)
• Additional fire, emergency program and police (human) resources

The Budget Open House provides an opportunity for residents to:

• understand how their tax dollars are invested;
• learn more about how local government operates to support day-to-day needs;
• gain knowledge about the limitations of the District’s budget;
• ask questions of staff; and
• get to know the people of the organization.

The 2023 event was scheduled for Wednesday, April 19, 2023 from 2 p.m. to 7 p.m. and took place at the municipal hall in Council Chambers.

Event promotions included a press release (and related media coverage), a digital roadside marquee displayed at Sooke Elementary, poster signage at the municipal hall, advertising on the website, and communications through the District’s electronic mailing lists and Twitter feed.

Resulting participation in the budget open house, which is historically low and this year remained as such, saw 23 attendees – an increase from 11 the year prior.

In addition to the in-person event, residents were invited to ask questions and provide comments by email to budget@sooke.ca. One email was received during the period of this prompt, February 24, 2023 to April 19, 2023 and is included in this update.

Generally[1], feedback was positive and attendees appreciated receiving information and the opportunity to ask questions about numerous service areas in a “one-stop shop.”

While a formal survey of guest experience was not conducted, when asked “How did you hear about the event?” attendees reported the digital roadside marquee and District e-notifications (newsletter and public participation email).

• View the Open House Storyboards

Lessons Learned

Staff are keen to apply learning from the feedback received to continually enhance the engagement experience and respond to the information needs of residents. Lessons include from the open house include:

1. Provide further clarity on municipal tax rate and service comparison chart.

The initial storyboard indicated “services between municipalities vary.” However, this was not effectively emphasized. As such, staff have updated this information to provide more clarity as this chart is referenced throughout the year and will be updated as soon as 2023 data is available.

2. Weekday or weekend?

Feedback received during the event suggested a date on the weekend may be more suitable to draw more attendance. In response to this feedback and as a question staff are keen to understand, staff will add a one-question “poll” to the 2024 Let’s Talk Budget Page. By having the poll available during the conversation for an extended period, we may be better informed to respond to the needs of the community and increase attendance at the annual Budget Open House.

Through ongoing feedback, we receive mixed responses on residents’ preference for weekday afternoon and evening or a weekend time for this conversation. Specific to 2023, we were limited with event availability for a combination of reasons including scheduling conflicts that impacted timelines of the service-level review and, subsequently, the timing of readings of the five-year financial plan bylaw and the May 15^th legislative deadline to adopt the tax rate bylaw.

3. When other agency information is known, have it readily available – including historical data.

One attendee was concerned about a perceived lack of transparency given the District reporting a 6.99% or an approximate $100 increase when the total tax bill will show a higher amount. To further clarify, the 6.99% refers to the District service portion of the tax bill only which is consistently included in all related information materials.

All costs are reported on one tax notice so that property owners do not have to deal with multiple bills. While other agency information is available, staff will ensure this is more readability available and will have historic information in this regard at the event to ensure greater clarity can be provided.

By the Numbers

• 417 letstalk.sooke.ca/budget page views (compared to 440 last year)
• Electronic notifications:
  1. Public Participation mailing list: delivered to 459; opened by 302 (65.8% open rate)
     • 2022 Comparison: delivered 422; opened by 228 (54% open rate)
  2. Monthly newsletter (March): delivered to 628; opened by 426 (67.8% open rate)
     • 2022 Comparison: delivered to 558; opened by 271 (48.5% open rate)
• 23 Attendees at Open House (Compared to 11 last year)
• 0 Phone calls (compared to 1 call in 2022)
• 1 Email Received

Questions

Email submissions

Q: Does anyone discuss where to cut back and things that can be reduced/eliminated to find savings? If so, what?

A: Absolutely! Within what is referred to as “discretionary” expenses, Council provides direction on adjustments to service levels. In the case of the service level undertaken this year, adjustments (decreases) are being made in areas of Council travel, IT software, facility maintenance and snow removal to name a few.

Did you participate in our citizen budget survey last year? I ask as this is the information the survey hopes to receive from residents:

Where do you want to see service level increases/decreases– or remain status quo?

Please note this annual survey is available from mid-June to mid-July each year.

To provide more background on the budget and related process, after receiving this input from residents, staff prioritize service areas and limit or decrease spending in particular areas. Given the current rate of inflation, this is particularly challenging this year; however, I am pleased to share we have received grants in some areas so that the property tax impact on certain services is reduced. Currently, the District’s proposed increase (the budget is still under development) appears to be among the lowest in the region on a per dollar per residential property basis.

Operationally, we also make changes that offer cost-effective solutions: moving the sandbag stations from the secured area of the Parks Yard that required staff to open to the open parking lot at Ed Macgregor Park is such an example. Now, this service is available 24/7 (during the applicable season) and the District’s related expenses are reduced.

I hope this provides some reassurance about how we’re working to maximize every residential property tax dollar. To stay informed on the budget and learn more about our budget process, please visit letstalk.sooke.ca/budget.

Information compiled by Christina Moog, Communications Coordinator

[1] 21 of 23 attendees expressed positive feedback; 1 attendee expressed “strong opposition” to a 6.99% municipal tax increase; 1 expressed opposition to sewer serving fees

After receiving input from the community and Council conducting their service-level review, the District has prepared its 2023-2027 five-year financial plan. The plan identifies a property tax increase of approximately $100 per year for district services based on the average residential property assessment, or $8.33 per month for 2023, with key projects including:

• Increased police and fire resources to decrease call response times;
• Charters Corridor Capital Project;
• Church Road Roundabout Capital Project;
• Little River Crossing (DeMamiel Creek Pedestrian Bridge) Capital Project;
• Ravens Ridge Park Recreation Amenities Capital Project including an accessible viewing area with seating and picnic tables, accessible parking, bleachers, small multi-purpose grass playing fields, 3 on 3 basketball court, and considerable landscaping;
• Road maintenance; and
• Streetlight and transit stop improvements.

Notably, capital project works will span from 2023 to 2024.

The public is invited to learn more about the District’s budget and the work planned for the year ahead at a Community Open House taking place at Sooke Municipal Hall, 2205 Otter Point Road, on Wednesday, April 19, 2023 from 2:00 p.m. to 7:00 p.m.

“Everyone is facing cost pressures and Council is looking to reduce the financial impact on residents while still responding to the needs of a growing community,” said Mayor Maja Tait as she spoke to the budget earlier this year during Council’s service-level review. “Where we’re hearing numerous municipalities are sitting at an increase that would cost households two-to-three times, even more, keeping a district property increase in line with inflation and below $100 is a priority.”

Why attend:

• Understand how your tax dollars are invested
• Learn more about how your local government operates to support your day-to-day needs
• Gain knowledge about the limitations of the District’s budget
• Ask questions of staff and get to know the people of the organization
• Enjoy light refreshments

Learn more:

• Let’s Talk Budget: letstalk.sooke.ca/budget
• 2023 Budget Information Brief
• Financial Planning Information Page
• Budget 2023 Update (March 23, 2023): Council Reduces District Property Tax Increase (of Budget Under Development) By 2.35%
• Budget 2023 Update (February 24, 2023): Initial Consideration Given to Police and Fire Staff Resources, and Climate Action
• Budget 2023 Update (February 17, 2023): Citizen Budget Survey – What We Heard Report Now Available

At the March 21, 2023 Special Council Meeting Council provided staff direction on a preferred 2023 budget increase of 6.99% or less. As presented in the 2023-2027 Five Year Financial Plan Bylaw the 2023 budget increase is 6.99%. This represents an increase of approximately $100/year in residential property taxes for the average residential property.

Based on the direction provided to staff at the March 21 Special Budget Council meeting staff made reductions to various department funding requests including:

• $15K reduction in Council travel (2023 Budget $40K)
• $10K reduction in IT Software (2023 Budget $170K)
• $10K reduction in HR Training (2023 Budget $0)
• $50K reduction in Rainwater maintenance (2023 Budget $100K)
• $3K reduction in Parks Materials (2023 Budget $90K)
• $10K reduction in Hazardous vegetation (2023 Budget $30K)
• $20K reduction in Property maintenance (2023 Budget $120K)
• $10K reduction in Snow Removal (2023 Budget $5K - Reserve fund will be accessed as required in 2023)
• $5K reduction in Relief Worker (2023 Budget $75K)
• $8K increase in Sooke Fine Arts (2023 Budget $15K)
• $110K reduction in Optional Capital Asset Reserve Contribution (2023 Budget $176K)

These changes resulted in a decrease to the 2023 budget increase to 6.99%.

Upcoming key dates:

If, at the April 11, 2023 meeting, Council gives three (3) readings to the Financial Plan Bylaw, a Budget Open House will occur on April 19th and the Bylaw will be presented to Council for adoption at the April 24th Regular Council meeting.

If Council does not give three (3) readings to the Financial Plan Bylaw on April 11th staff would request a Special Council meeting be called and the timing of the Budget Open House would be impacted. Both the Financial Plan Bylaw and the Property Tax Rate Bylaw need to be adopted prior to May 15th.

At the March 21, 2023, Special Council Budget meeting Council received a report on proposed 2023 Capital projects. Since that meeting, new information has been provided by the Provincial Government to staff on the Growing Communities Fund which is requiring revisions to the proposed projects.

Additionally, the District has received confirmation that Sooke was unsuccessful in the Charters Active Transportation Corridor Grant. Due to the significant impact this grant notification has on the available funding for capital projects, staff have reviewed and revised the 2023 and 2024 Capital Plan for the roads and parks projects and will present a proposed solution to Council at the March 27, 2023 Regular Council meeting.

In short, the proposed changes suggest the following 2023-2024 roads and parks capital projects:

• Annual Patch and Pave Program: $150,000
• Charters Corridor: $6,950,000
• Church Road Roundabout: $4,500,000
• Little River Crossing (DeMamiel Creek Pedestrian Bridge): $2,330,000
• Ravens Ridge Recreation Amenities: $1,100,000

Completion of the Charters Corridor and the Church Roundabout projects are the next priority projects scheduled for construction in the Transportation Master Plan and are required to be completed before undertaking the significant Throup Connector project.

Staff anticipate that, due to various timelines that will need to be considered that all projects, except for the annual patch and pave and the Sport Box, will be constructed between 2023 and 2024. If these projects are supported by Council there will be no major capital road projects proposed for 2025 as the majority of the focus will be on the various requirements for the Throup Connector project.

Tonight’s Regular Council meeting will begin at 7:00 p.m. at Sooke Municipal Hall, in Council Chambers. The meeting will also be live-streamed on the District’s YouTube Channel with a recording available after the meeting for those wishing to watch/listen to it at their convenience.

Learn more:

• March 27, 2023 Related Staff Report: 2023-2024 Operations/Parks Capital Projects
• Transportation Master Plan Implementation Information Page: letstalk.sooke.ca/tmp

Sooke’s budget under development with first draft to be presented on April 11th public meeting

Thursday, March 23, 2023 - District Council is looking to reduce a property tax increase on district services from $131 to less than $100 (based on the average assessed residential property) for 2023.

“Everyone is facing cost pressures and Council is looking to reduce the financial impact on residents while still responding to the needs of a growing community,” said Mayor Maja Tait. “Where we’re hearing numerous municipalities are sitting at an increase that would cost households two-to-three times, even more, keeping a district property increase in line with inflation and below $100 is a priority.”

On Tuesday, District Council completed its service level review. Next, staff will present a draft budget at the April 11, 2023 Council meeting.

Currently, the 2023 budget sees the District investing in community safety, roads, parks, and environmental services.

More specifically, key budget items include:

• Increased fire and police service delivery - working towards 24/7 coverage in both areas and reducing call response times
• Increased road maintenance and paving service delivery
• Church Road Roundabout
• New park amenities including:
  1. Little River Crossing
  2. Additional recreation facilities at Ravens Ridge Park
• Streetlight and transit stop improvements

Informed by community input, master plans and technical expertise: Understanding more about the budget process

The district’s budget is informed through public participation (citizen budget survey and community pop-ups from mid-June to mid-July each year), master plans and technical guidance from staff.

With these three inputs, staff prepare a preliminary budget. Next, Council directs staff on service levels such as investing more in road maintenance or working to decrease emergency call response times by enhancing police and fire services.

After the service level review is complete, a draft budget is presented to Council for readings at a public meeting. Then, a community open house is held to inform residents about the budget and projects taking place for the remainder of the year.

Following the open house, the budget is adopted.

Council must adopt its budget by May 15^th each year.

Learn more:

• 2023 Budget Information Brief
• Financial Planning Information Page
• Budget 2023 Update (February 24, 2023): Initial Consideration Given to Police and Fire Staff Resources, and Climate Action
• Budget 2023 Update (February 17, 2023): Citizen Budget Survey – What We Heard Report Now Available (sooke.ca)

The first in a series of 2023 service-level budget discussions began on Tuesday, February 21, 2023 and resulted in the following recommendations:

• THAT Council direct staff to approve the inclusion of two (2) new (police) officers in the 2024 budget, two (2) new officers in the 2025 budget, and one (1) in the 2026 budget, of the 2023-2027 Five Year Financial Plan.
• THAT Council direct staff to bring forward to Council an amended Future Police Costs Reserve Bylaw No. 653 that includes an update to section 4(a) that requires Traffic Fine Revenue to be deposited into the reserve fund with no expiry date.
• THAT Council endorse the implementation of the firefighter staffing recommendations for the Fire Master Plan and approve a four-year staffing strategy for inclusion in the 2023-2027 Five Year Financial Plan.
• THAT Council approve the funding of $27,000 to leverage the $135,000 in funding through the Provincial Local Government Climate Action Program Funding and that the funding be used to hire a Climate Action Coordinator.

What's next:

• These recommendations will be presented to Council on Monday, February 27, 2023.
• On Friday, March 17 and Monday, March 21, 2023 service-level discussions for remaining District operations will continue. Potential capital projects will also be discussed.
• Tentative date (Monday, April 10, 2023): Council to consider first, second and third reading of Budget 2023
• Tentative date (Tuesday, April 18, 2023): Community Budget Open House
• Tentative date (Monday, April 24, 2023): Council to consider fourth reading (adoption of Bylaw) following Budget Open House

What happens after the budget is approved?

• Director of Finance will receive third-party tax rate information from agencies such as the provincial government (Provincial School Tax), Capital Regional District, etc.
• Director of Finance will present the Tax Rate Bylaw to Council at a public meeting.
• May 2023: Tax Rate Bylaw Adopted
• Late May 2023: Property Tax Notices issued

Related:

• Budget 2023 Update: Citizen Budget Survey – What We Heard Report Now Available (sooke.ca)
• Presentation from Sooke RCMP Detachment Staff Sargent Kevin Shaw
• Presentation from District of Sooke Fire Chief, Ted Ruiter
• Presentation and Discussion on Climate Action Next Steps

The District of Sooke’s participatory budget process includes two phases of engagement:

• Phase one: Citizen Budget Survey and community conversations at local markets
• Phase two: Budget Open House

The Phase One District of Sooke Public Engagement What We Heard Report is available here.

More on this report

The District of Sooke conducts a citizen budget survey and attends local markets to discuss the district budget annually from mid-June to mid-July.

Using the Citizen Budget survey, residents can enter their assessed property value and see how their tax dollars are distributed between district service areas. Through the survey, residents can also:

• advise on satisfaction levels;
• rate the importance of services;
• propose changes such as increase or decrease to various service areas; and
• provide additional comments.

At local markets, residents can participate in a tax dollar distribution activity and have related questions answered.

Key learnings from phase one budget engagement include:

• Increased public understanding of municipal budget challenges.

Building a budget that meets the needs of Sooke while balancing what’s possible especially given current economic realities and pandemic recovery is not easy. Residents acknowledged this challenge during this phase of engagement and, generally, recognized not all things can be funded. In short, difficult decisions need to be made.

• Understanding that property taxes may need to increase.

When given the option to express an increase, decrease or no change for funding of services areas, most respondents expressed “status quo.” Where a decrease in funding was not possible (with reasons provided to substantiate this claim), survey participants expressed support to increase funding and not remain “status quo.”

• Areas of priority: roads, parks and environmental services, and community safety.

Survey respondents including conversations at local markets affirm funding priorities in the areas of roads (maintenance in particular), parks and environmental services, and community safety (both police and fire services).

• Shorten survey. Enhance market experience.

Participants describe the interactive market experience as “challenging (in a good way)”, “informative”, “fun” and “a great experience.”

By contrast, the survey has tried to achieve too much and will be adapted to increase its accessibility and enhance the value of the data collected through this mechanism. It is anticipated this will also increase survey participation. To retain the informational value of the content provided in the survey, supplemental PDFs (one-pagers) summarizing service areas can be offered to provide easy access to this information for those seeking it.

Resident feedback is used to inform budget development, along with Council’s strategic priorities and approved master plans.

As staff develop a preliminary budget with your feedback, Service Area Heads will report to Council through the Committee of the Whole to discuss changes to service levels. Examples of service-level discussions include:

• the number of police officers or firefighters to minimize call response times;
• changes to the roads contract;
• resources needed to support the implementation of the Transportation Master Plan and Parks and Trails Master Plan;
• scope of services to help meet the District’s greenhouse gas emissions reduction targets; and
• priorities for community events, seasonal adornment and local area beautification.

Where are we at in the District’s 2023 Budgeting Process? What’s next?

• February 21, 2023: Through the Committee of the Whole, staff will receive direction on fire, police and climate action service levels.
• [date to be confirmed]: Through the Committee of the Whole, staff presentations on service levels and preliminary budget considerations.
• [date to be confirmed]: Council to consider first, second and third reading of Budget 2023.
• [date to be confirmed]: Community Event (Phase two public engagement) - Budget Open House
• [date to be confirmed]: Council to consider fourth reading (adoption) of Budget 2023.

What happens after the budget is approved?

• Late spring 2023: Director of Finance to receive third-party tax rate information
• Late spring 2023: Director of Finance to present tax rate bylaw to Council
• Late April/Early May 2023: Tax rate bylaw adopted
• Late May 2023: Property Tax notices issued

Questions or comments?

Please email budget@sooke.ca to provide comments on the District’s budget.

The budget conversation takes place over several months, beginning with the citizen budget survey (available every year from mid-June to mid-July).

Throughout the summer and fall, staff have been reviewing your feedback and, along with projects identified in approved master plans, developing a preliminary budget for Council's consideration. Early in the new year, this preliminary budget will guide service-level discussions and related Council decision-making.

Residents will have another opportunity to provide input on the draft budget at a community budget open house, anticipated to occur in early spring.

To inform the budget conversations, a budget (information) brief provides a look at the following:

• the budget process;
• answers frequently asked questions;
• shows how District property taxes compare to other municipalities;
• show how property tax dollars are distributed between service areas;
• shows the distribution of taxes collected for both District service areas and on behalf of other agencies; and
• highlights other funding sources available to the district.

Please make use of this resource to learn more about district budgeting.

At a Special Council Meeting on December 5, 2022 at 1pm, Council will receive presentations from community organizations which currently have service agreements in place to determine whether or not the District will continue with a service agreement, and if continuing, allocate a fee for the service.

The agreements to be reviewed at the December 5, 2022 meeting include:

• Sooke Food Bank
• Sooke Regional Community Health Initiative
• Sooke Community Association
• Sooke Region Chamber of Commerce
• Sooke Regional Tourism Association
• Visitor Information Centre
• Sooke Lions Club

See more in the meeting agenda here >>

Attend in person, Council Chambers, 2225 Otter Point Road or watch the live-stream/view the recording on our YouTube channel >>