Introduction of 21st century records management as well as capacity to host hybrid online/in person meetings are projects being recommended to Gibsons Council. At a March 8 committee meeting, the allocation of $63,600 for council chambers audio visual equipment and $177,500 for a three-stage transition of Town record keeping was supported.
If Council endorses those plans, that may drain the last of the $1.5 million in COVID-19 safe restart funding. The Town received that money from the provincial and federal governments in late 2020.
The remaining balance in that municipal account depends on a future grant decision. Director of finance Lorraine Coughlin explained that if a pending grant application for a Town building renovation project is not approved and restart money is used to pay for that work, the addition of the items recommended at the committee meeting would use up any remaining balance.
Since receiving the senior government funding, Gibsons has used it to cover pandemic-related revenue shortfalls, plus to enhance information technology equipment to allow staff to work remotely and for costs such as cleaning, office and safety supplies and physical distancing requirements.
In addition, the Town is planning to allocate $20,000 of the funding received from senior government to its COVID Safe Restart Grant program for community groups in 2022. Groups can apply to the Town for assistance to offset the negative impacts that affected their ability to provide services. That program was established in 2021, with an allocation of $25,000.
Along with the replacement of council chambers cameras, live streaming equipment, microphones and monitors, the proposed transition to meetings that can be attended both in person and virtually will require a procedure bylaw update. Mayor Bill Beamish said that since the pandemic forced the town to go to online meetings, he has been pleased with the respectfulness that participants have demonstrated. He noted that in future, some meetings such as certain public hearings may need to be held as in-person events, but said it was important to “provide as many opportunities for participation as possible.”
“The more transparent and democratic our process is, the better it is. I welcome moving in this direction.”
The hefty price tag for updating the Town’s records system was explained to the committee by corporate officer Rebecca Anderson as necessary as the conversion to electronic records is “a journey, not a project.” She noted that the most expensive stage of the transition was the final step. At that point, recommended contractor FY Information Services will digitize all existing Town records. It will also involve training of staff, organization wide, on the new document records management system.
The committee recommendations are slated to be forwarded for council consideration at the next regular meeting on March 15.
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