Councillor Perry provided an overview of the different approaches and considerations for improving the process of bringing forward road requests from residents when roads need resurfacing outside of the 5-Year Plan. It was noted that with Strong Mayor powers, the Mayor has final say and that discussions with him are needed to bring forward issues.
It was requested that area meetings that currently happen between Public Works and Councillors be expanded to include Engineering. Manager Farquhar indicated that staff from Engineering would be open to attending some or all of these area meetings in order to add another access point between Council and staff. Staff could attend a meeting prior to the release of the yearly Lifecycle Management recommendations to engage councillors and receive their input.
Manager Farquhar further noted that there would be a new Roads Need Study beginning in 2026 that would cover 2028-2032. As a living plan, this study helps to guide decisions, but is not 'set in stone' and can be revised. There is an update that happens at the mid-way point of each 5-year cycle, to provide Council and the public current state information and an opportunity to revise plans.
Councillor Ashmore discussed a desire to revive 'Road Tours' with staff and brought up having access to the 'Roads Database.' Acting Director Vigelius noted that councillors are welcome to request a meeting with staff to see the database and review specific information. Blanket access is not currently recommended by staff as the database remains a work-in-progress and not all entries have been vetted for complete accuracy, and not all entries are complete. Manager Farquhar offered the data for the Roads Need Study to councillors, as it is largely the same information in the database; a list of other data entry points in the database could also be provided as a way to indicate what other information may be available. Further discussion of the database will be continued at the next meeting.
Councillor Perry noted that the list of considerations would be updated for the next meeting as 'draft recommendations' for the final report back to Council by year's end.