FINANCIAL
MANAGEMENT COMMITTEE
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MINUTES
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An Open meeting of the Financial
Management Committee was held in the Council Committee Room, Burnaby City
Hall, 4949 Canada Way, Burnaby, B.C. on Thursday, 2018 February 15 at 5:00
p.m.
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PRESENT: Councillor Dan Johnston,
Chair
Councillor
Colleen Jordan, Vice Chair
Councillor
Pietro Calendino, Member
Councillor
Paul McDonell, Member
STAFF: Mr.
Lambert Chu, City Manager
Mr.
Dipak Dattani, Director Corporate Services
Mr.
Leon Gous, Director Engineering
Ms.
Noreen Kassam, Director Finance
Mr.
Dave Ellenwood, Director Parks, Recreation & Cultural Services
Mr.
Lou Pelletier, Director Planning & Building
Mr.
Dave Critchley, Director Public Safety & Community Services
Mr.
Darren Broder, Deputy Director – IT Infrastructure
Mr.
John Cusano, Assistant Chief Building Inspector
Ms.
Blanka Zeinabova, Administrative Officer
The Chair called the Open meeting to
order at 5:00 p.m.
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR calendino
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THAT the minutes of the Financial
Management Committee Open meeting held on 2018 January 16 be adopted.
CARRIED UNANIMOUSLY
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3.
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CORRESPONDENCE
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR jordan
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THAT the correspondence be received.
CARRIED UNANIMOUSLY
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Correspondence was received from
Anthony Juo (Team Canada Dance) expressing appreciation for a contribution
towards his travel expenses to represent Canada at the official Show Dance
Championships in Riesa, Germany in 2017 November.
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Correspondence was received from the
Union of BC Municipalities noting that the Evaluation Committee approved funding
for the Burnaby’s Emergency Social Services Group Lodging Equipment and
Supplies project in the amount of $25,000.
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A memorandum was received from the
City Clerk advising that Council, under the New Business portion of the 2018
January 29 Council meeting, LIFTED the above noted Tabled Matter and REFERRED
the grant application back to the Financial Management Committee.
Arising from discussion, the
Committee introduced the following motion:
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR calendino
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THAT a grant in the amount of $600
be awarded to Moscrop Secondary School to sponsor volunteer appreciation
events during the 2018 BC Provincial High School Gymnastics Championships to
be held on 2018 March 7-10.
CARRIED UNANIMOUSLY
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR jordan
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THAT the 2018 – 2022 Provisional
Financial Plan report from the Director Finance be added to the agenda as
Item 4(m).
CARRIED UNANIMOUSLY
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT the reports be received.
CARRIED UNANIMOUSLY
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR mcdonell
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THAT Item 4(l) – Contract Award,
South Burnaby Ice Arena – be brought forward for consideration at this time.
CARRIED UNANIMOUSLY
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l)
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Report from the Major Civic Building
Project Coordination Committee
Re: Contract Award - South Burnaby
Ice Arena___________________
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The Major Civic Building Project
Coordination Committee submitted a report seeking approval to enter into a
consulting agreement with HCMA Architecture + Design for the detailed design
and contract administration for the South Burnaby Ice Arena.
The Major Civic Building Project
Coordination Committee recommended:
1. THAT the Financial Management
Committee recommend Council award a contract in the amount of $2,930,873
including GST of $139,565 to the consulting firm of HCMA Architecture +
Design for the detailed design and contract administration for the South
Burnaby Ice Arena project.
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR jordan
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THAT the recommendation of the Major Civic Building
Project Coordination Committee be adopted.
CARRIED UNANIMOUSLY
Normal order of the agenda resumed.
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The Chief Information Officer
submitted a report requesting a Capital Reserve Fund Bylaw to finance the
Property Tax System Replacement Project.
The Chief Information Officer
recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to bring forward a
Capital Reserve Fund Bylaw in the amount of $2,568,000 to finance the
Property Tax System Replacement Project, as outlined in this report.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT the recommendation of the Chief
Information Officer be adopted.
CARRIED UNANIMOUSLY
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The Director Engineering submitted a
report seeking approval to finalize a comprehensive Roads &
Transportation Asset Management Plan.
The Director Engineering
recommended:
1. THAT the Financial Management
Committee recommend Council authorize staff to finalize a comprehensive Asset
Management Plan for Roads & Transportation and approve funding of $20,000
from the Stabilization Fund for the project.
2. THAT the Financial Management
Committee recommend Council authorize staff to apply for an Asset Management
Planning Program Grant of up to $10,000 from the Ministry of Community, Sport
and Cultural Development for the project.
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR calendino
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THAT the recommendations of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
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The Director Engineering submitted a
report requesting funding to finance the 2018 Engineering capital
infrastructure transportation projects.
The Director Engineering
recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to bring forward a
Capital Reserve Fund Bylaw in the amount of $4,502,300 to finance Engineering
capital infrastructure transportation projects, as outlined in this report.
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR jordan
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THAT the recommendation of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
Arising from
discussion of item 1.15 – Traffic Signal Uninterrupted Power Supply – in the
report, the Committee requested an additional report providing updates on the
action items noted in the ‘Post August 29, 2015 Wind Storm Event Report’.
Staff undertook to report back.
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The Director Engineering submitted a
report requesting a Capital Reserve Fund Bylaw to finance the 2018
Engineering Facility Management capital infrastructure projects.
The Director Engineering recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to bring forward a
Capital Reserve Fund Bylaw in the amount of $3,739,600 to finance Engineering
Facilities Management capital infrastructure projects, as outlined in this
report.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT the recommendation of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
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The Director Engineering submitted a
report seeking funding to finance the 2018 Engineering capital infrastructure
projects.
The Director Engineering
recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to bring forward a
Capital Reserve Fund Bylaw in the amount of $2,704,000, the use of Sanitary
Sewer Reserves in the amount of $2,311,000 and the use of Water Works
Reserves in the amount of $5,522,900 to finance Engineering capital
infrastructure projects, as outlined in this report.
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR mcdonell
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THAT the recommendation of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
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The Director Finance submitted a
report requesting approval for amendments to the Burnaby Business Improvement
Area (Burnaby North Road) Bylaw 2013.
The Director Finance recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to amend the Burnaby
Business Improvement Area (Burnaby North Road) Bylaw 2013, as outlined in
this report.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT the recommendation of the Director
Finance be adopted.
CARRIED UNANIMOUSLY
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The Director Parks, Recreation and
Cultural Services submitted a report requesting the use of Gaming Reserves to
finance two parks projects included in the Capital Plan.
The Director Parks, Recreation and
Cultural Services recommended:
1. THAT the Financial Management
Committee authorize the use of Gaming Reserves in the amount of $125,000 to
finance the projects included in the Capital Plan, as outlined in the report.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT the recommendation of the Director
Parks, Recreation and Cultural Services be adopted.
CARRIED UNANIMOUSLY
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The Burnaby Festival of Learning
Steering Committee submitted a report requesting the use of the Operating
Gaming Reserve to support the 2018 Burnaby Festival of Learning.
The Burnaby Festival of Learning
Steering Committee recommended:
1. THAT the Financial Management
Committee authorize the use of $50,000 from the Operating Gaming Reserve to
support marketing and programming costs for the 2018 Burnaby Festival of
Learning from May 05 to 12.
2. THAT a copy of this report be
forwarded to the Parks, Recreation and Culture Commission and the Burnaby
Public Library Board for information.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT the recommendations of the Burnaby Festival of
Learning Steering Committee be
adopted.
CARRIED UNANIMOUSLY
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The Director Public Safety and
Community Services submitted a report requesting the use of Gaming Reserves
to finance the capital projects identified in this report.
The Director Public Safety and
Community Services recommended:
1. THAT the Financial Management
Committee authorize the use of Gaming Reserves in the amount of $280,000 to
finance the projects, as outlined in this report.
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MOVED BY COUNCILLOR mcdonell
Seconded by COUNCILLOR jordan
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THAT the recommendation of the Director
Public Safety and Community Services be adopted.
CARRIED UNANIMOUSLY
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The Director Public Safety and
Community Services submitted a report requesting a Capital Reserve Fund Bylaw
to finalize the capital projects identified in this report.
The Director Public Safety and
Community Services recommended:
1. THAT the Financial Management Committee
recommend Council authorize the City Solicitor to bring forward a Capital
Reserve Fund Bylaw in the amount of $1,200,000 to finance the projects, as
outlined in this report.
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR mcdonell
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THAT the recommendation of the Director Public Safety
and Community Services be
adopted.
CARRIED UNANIMOUSLY
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The Director Public Safety and
Community Services submitted a report requesting a Capital Reserve Fund Bylaw
to finance the capital projects identified in this report.
The Director Public Safety and
Community Services recommended:
1. THAT the Financial Management
Committee recommend Council authorize the City Solicitor to bring forward a
Capital Reserve Fund Bylaw in the amount of $210,000 to finance the projects,
as outlined in this report.
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR jordan
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THAT the recommendation of the Director
Public Safety and Community Services be adopted.
CARRIED UNANIMOUSLY
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This item was dealt with previously
at the meeting.
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m)
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Report from the Director Finance
Re: 2018–2022 Provisional Financial
Plan
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The Director Finance submitted a
report providing the 2018–2022 Provisional Financial Plan.
The Director Finance recommended:
1. THAT the Financial Management
Committee recommend Council receive the 2018–2022 Provisional Financial Plan.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT the recommendation of the Director Finance be adopted.
CARRIED UNANIMOUSLY
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR mcdonell
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THAT the New Applications – Festivals
Burnaby be received.
CARRIED UNANIMOUSLY
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Neighbourhood Events
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a)
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#18-N-001 - Scandinavian
Cultural Society
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Leif Erikson Day Festival
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An application was received from the
Scandinavian Cultural Society for the Leif Erikson Day Festival to be held on
2018 September 29 at the Scandinavian Community Centre. This annual festival
highlights a Nordic country by showcasing its history and current endeavours,
and the contributions to Canadian society made by its people. This year the
Festival will showcase Iceland. There will be presentations by experts,
concerts, workshops, ethnic foods, videos, arts and crafts for children, and
something on Leif Erikson himself.
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Request:
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$2,000
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CPA:
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2017 - $2,000
(Neighbourhood Grant)
2016 - $3,500
(Neighbourhood Grant)
2015 - $3,000
(Neighbourhood Grant)
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT a grant in the amount of $2,000
be awarded to the Scandinavian Cultural Society for the Leif Erikson Day
Festival to be held on 2018 September 29 at the Scandinavian Community
Centre.
CARRIED UNANIMOUSLY
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b)
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#18-N-002 - Culture Chats
BC Association
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Intercultural Community Arts
Festival
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An application was received from the
Culture Chats BC Association for the Intercultural Community Arts Festival to
be held on 2018 June 30 at Burnaby Neighbourhood House. This one day
community arts festival will celebrate and showcase multicultural arts and
talents. Event activities will include an immigrant art exhibition, language
based word games, a multicultural dialogue story creation and more.
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Request:
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$2,000
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CPA:
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2017 - $1,000
(Neighbourhood Grant)
2016 - No
Application
2015 - No
Application
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT a grant in the amount of $1,000
be awarded to the Culture Chats BC Association for the Intercultural
Community Arts Festival to be held on 2018 June 30 at Burnaby Neighbourhood
House.
CARRIED UNANIMOUSLY
The Chair inquired if this is an
ongoing (annual) event.
Staff undertook to investigate.
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c)
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#18-S-001 - Vancouver
Tagore Society
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West Coast Tagore Festival 2018
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An application was received from the
Vancouver Tagore Society for the West Coast Tagore Festival 2018 to be held
on 2018 September 15-16 at the James Cowan Theatre, Shadbolt Centre for the
Arts. The Festival will celebrate life and work of Nobel-laureate poet and
world cultural icon Rabindranath Tagore, and showcase talented performing
artists. Reputed scholars and multicultural poets will present work of
Tagore through music, dance, lectures and exhibits.
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Request:
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$10,000
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CPA:
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2017 - No
Application
2016 - No
Application
2015 - No
Application
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT this Festivals Burnaby grant
request be DENIED, as it does not fall within Council guidelines for
awarding grants.
CARRIED UNANIMOUSLY
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT the New Applications be
received.
CARRIED UNANIMOUSLY
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a)
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#18.06.p - Volunteer
Grandparents
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Anniversary Campaign
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An application was received from the
Volunteer Grandparents requesting an in-kind printing grant in support of
their 45th anniversary in 2018 of delivering programs in Burnaby. The Family
Match Program and the School Grandparent Program create true extended
families, providing positive benefits for senior volunteers and children.
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Request:
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$1,000
in-kind printing
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CPA:
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2017 - No
Application
2016 - No
Application
2015 - No
Application
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT an in-kind grant up to the
amount of $1,000 be awarded to Volunteer Grandparents for their printing
costs in 2018.
CARRIED UNANIMOUSLY
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b)
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#18.07.p - Burnaby Arts
Council
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2018 Arts BC Conference
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An application was received from the
Burnaby Arts Council requesting an in-kind grant for printing costs for the
2018 Arts BC Conference (co-hosted by Arts BC and the Burnaby Arts Council)
to be held on 2018 May 10-12 at the Nikkei National Museum and Cultural
Centre. The annual conference brings together hundreds of arts and cultural
leaders from across the Province for a weekend of learning, networking, and
skill development.
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Request:
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$2,000
in-kind printing
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CPA:
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2017 - $1,000
in-kind printing
(Summer Arts
Festival)
2016 - $1,000
in-kind printing
(Deer Lake Craft
Festival)
2015 - No
Application
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR calendino
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THAT an in-kind grant up to the
amount of $1,000 be awarded to the Burnaby Arts Council for printing costs
for the 2018 Arts BC Conference to be held on 2018 May 10-12 at the Nikkei
National Museum and Cultural Centre.
CARRIED UNANIMOUSLY
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c)
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#18.08. - Community
Centred College for the Retired
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Courses and Programs
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An application was received from the
Community Centred College for the Retired requesting a grant to assist with
the cost of courses and programs provided by the College.
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Request:
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Unspecified
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CPA:
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2017 - $1,500
2016 - $1,500
2015 - $2,500
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT a grant in the amount of $1,500
be awarded to the Community Centred College for the Retired to assist with
the cost of courses and programs in 2018.
CARRIED UNANIMOUSLY
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d)
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#18.09. - Consulate
General of the Republic of Korea
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"Ayla: The Daughter of
War" Movie Screening
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An application was received from the
Consulate General of the Republic of Korea, in cooperation with the Consulate
General of the Republic of Turkey, requesting a grant to assist with
screening of the Turkish film “Ayla: The Daughter of War” to be held at the
Michael J. Fox Theatre on 2018 March 28. This film showcases the true story
of the relationship between a young Korean girl saved by a Turkish sergeant
during the Korean War.
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Request:
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$2,500
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CPA:
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2017 - No
Application
2016 - No
Application
2015 - No
Application
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT a grant in the amount of $1,000
be awarded to the Consulate General of the Republic of Korea to assist with a
movie screening on 2018 March 28 at the Michael J. Fox Theatre.
LOST – tie vote
(Councillors
Calendino & Johnston opposed)
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e)
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#18.10. - Burnaby
Mountain Secondary School
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Oxford Cup Finals International
Debating Championship
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An application was received from the
Burnaby Mountain Secondary School requesting a grant to assist with travel
expenses for two (2) students, Miranda Collett and Carolyn Chen, to
participate at the Oxford Cup Finals International Debating Championship to
be held on 2018 March 10 in Oxford, England.
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Request:
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Unspecified
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CPA:
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2017 - No
Application
2016 - $1,000
(Improv Games)
2015 - No
Application
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MOVED BY COUNCILLOR calendino
Seconded by COUNCILLOR mcdonell
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THAT a grant in the amount of $400
($200 per student) be awarded to the Burnaby Mountain Secondary School to
assist with travel expenses for two (2) students to participate at the Oxford
Cup Finals International Debating Championship to be held on 2018 March 10 in
Oxford, England.
CARRIED UNANIMOUSLY
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Business Licence for Home-Based
Businesses – Councillor Jordan
Councillor Jordan noted that the
City of Burnaby does not have a category of business licence for home-based
businesses.
Staff undertook to investigate.
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Software Licences – Councillor Johnston
Councillor Johnston requested
information on licenced software throughout the City, such as the number of
licences, types, the number of users, etc.
Staff undertook to investigate.
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The Committee discussed possible
changes to its Terms of Reference specifically related to the creation of the
Sub-Committee to review award nominations and to make recommendations to
Council on the Kushiro Cup, Environmental Awards and Stars Program, and
Burnaby Local Heroes recipients. To streamline this process and provide for
more transparency, the Committee recommended the change to the Terms of
Reference that “the Financial Management Committee review awards
and nominations and make final recipient recommendations to Council”.
Arising from discussion, the
Committee introduced the following motion:
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT the Committee recommend Council
approve changes to the Financial Management Committee’s Terms of Reference.
CARRIED UNANIMOUSLY
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Budget Documents – Councillor Jordan
Councillor Jordan requested in the
future the supporting budget documents be provided to Council in more compact
form, and without colour photographs.
Staff noted this change.
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MOVED BY COUNCILLOR jordan
Seconded by COUNCILLOR mcdonell
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THAT this Open meeting do now
adjourn.
CARRIED UNANIMOUSLY
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The Open Committee meeting adjourned
at 6:18 p.m.
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__________________________
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____________________________
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Blanka Zeinabova
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Councillor Dan Johnston
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Administrative Officer
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Chair
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