Financial Management Committee

FINANCIAL MANAGEMENT COMMITTEE

MINUTES

An Open meeting of the Financial Management Committee was held in the Council Committee Room, City Hall, 4949 Canada Way, Burnaby, B.C. on Wednesday, 2018 May 23 at 5:30 p.m.

CALL TO ORDER

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. Leon Gous, Director Engineering

Ms. Noreen Kassam, Director Finance

Mr. Dave Ellenwood, Director Parks, Recreation & Cultural Services

Mr. Lou Pelletier, Director Planning & Building

Ms. Shari Wallace, Chief Information Officer

Mr. David Jordan, Arts Services Manager

Ms. Monica Macdonald, Administrative Officer

The Chair called the Open meeting to order at 5:35 p.m.

2.	MINUTES

Minutes of the Financial Management Committee Open meeting held on

2018 April 17

		MOVED BY COUNCILLOR mcdonell Seconded by COUNCILLOR calendino

		THAT the minutes of the Financial Management Committee Open meeting held on 2018 April 17 be adopted. CARRIED UNANIMOUSLY

3.	CORRESPONDENCE

	MOVED BY COUNCILLOR mcdonell Seconded by COUNCILLOR calendino

	THAT the correspondence be received.

	CARRIED UNANIMOUSLY

Correspondence from Scouts Canada

Re: Letter of Appreciation (#18.11.) 

Correspondence was received from Ms. Viki Fanous, Acting Council Executive Director, Scouts Canada, expressing appreciation to the City for funding support of their Scouting programs.

Correspondence from the Union of BC Municipalities

Re: 2018 Asset Management Planning Program – Grant Approval

Correspondence was received from Ms. Danyta Welch, Manager, Local Government Program Services, UBCM, advising that the City’s application for a grant for the Roads & Transportation Asset Management Plan project has been approved for an amount of $10,000, and outlining the terms and conditions for payment.

Correspondence from the Heights Merchants Association

Re: 2018-2019 BIA Budget___________________________

Correspondence was received from Ms. Heidi Dueck, President, HMA Board of Directors, HMA, providing the BIA 2018-2019 Budget and requesting an advance of $100,000 to facilitate the 2018 Hats Off Day Celebration. (Note: Council approved an advance of $100,000 to the HMA on 2018 May 7.)

Memorandum from the Chief Information Officer

Re: Recycling and Reuse of City Desktop Equipment

Correspondence was received from the Chief Information Officer regarding the re-use or re-assignment of end of life City desktop equipment to schools or non-profits organizations in the Lower Mainland.

4.	REPORTS

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR jordan

THAT the reports be received.

CARRIED UNANIMOUSLY

Report from the Director Engineering

Re: 2018 May Engineering Capital Infrastructure Bylaw Funding

Request – Infrastructure__________________________________

The Director Engineering submitted a report seeking funding approval to finance the following capital infrastructure projects: Developer Coordinated Storm; Watermain Replacement & Road Rehab; Beta Pump Station Upgrade; Combined Sewer Separation Program (Gilmore); Integrated Storm Water Management; 10^th Avenue PRV & System Upgrade; Metro Vancouver Central Park Main Project #2 Coordination Project; Broadway, Bainbridge to Underhill; Rumble Street Upgrade Project – Phase 1, 2 of 3; Gilmore North – Water; Ecology Centre Fire Suppression; Traffic Signal Uninterrupted Power Supply; Rear Load Refuse Truck Sanitation; 2 – Recycle Trucks Sanitation; and Steel Solid Waste Containers.

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 $2,499,600, the use of Sanitary Sewer Reserves in the amount of $792,400 and the use of Water Reserves in the amount of $714,900 to finance the Engineering capital infrastructure projects, as outlined in this report.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR jordan

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

b)	Report from the Director Engineering Re: 2018 Willingdon Linear Park Community Benefit Funding Request (EMC.3000) __________________________________________________

The Director Engineering submitted a report seeking approval to use the Community Benefit Reserves to finance the Willingdon Linear Park project.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council authorize the use of Community Benefit Reserves in the amount of $515,000 to finance the Willingdon Linear Park project, as outlined in this report.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR calendino

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

c)	Report from the Director Engineering Re: Interim Local Street Upgrade Strategy

The Director Engineering submitted a report seeking approval of the proposed Interim Local Street Upgrade Strategy.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council approve the proposed Interim Local Street Upgrade Strategy, as defined in Section 2.0.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR calendino

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

Arising from discussion, the Committee requested staff revise the examples of critical sidewalk links and priority streets locations listed on page 2, Section 2 of the report.

d)	Report from the Director Engineering Re: Informational Report - Recommendations for Windstorm Preparedness________________________________________

The Director Engineering submitted a report providing information on the actions taken by the City following the 2015 windstorm.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council receive this report for information.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR jordan

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

e)	Report from the Director Finance Re: Land Assembly and Development Capital Program

The Director Finance submitted a report seeking approval for a Capital Reserve Fund Bylaw in the amount of $7,000,000 for the Land Assembly and Development Program.

The Director Finance recommended:

1. THAT Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserve Fund Bylaw in the amount of $7,000,000 to finance the Land Assembly and Development Program, as outlined in this report.

MOVED BY councillor jordan

Seconded by councillor mcdonell

THAT the recommendation of the Director Finance be adopted.

CARRIED UNANIMOUSLY

5.	NEW APPLICATIONS - FESTIVALS BURNABY

MOVED BY councillor calendino

Seconded by councillor mcdonell

THAT the New Applications - Festivals Burnaby be received.

CARRIED UNANIMOUSLY

Neighbourhood Events

a)	#18-N-001 - Scandinavian Cultural Society
	Leif Erikson Day Festival
	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 festival celebrates a different Nordic country each year, showcasing its history, current endeavours and the contributions made to Canada by its immigrants. There will be presentations by experts, concerts, workshops, displays, ethnic foods, films and videos, and children's art programs. There will also be workshops and talks on Norse crafts and Norse history or archaeology.
	Request:	$2,000	CPA:	2017 - $2,000 (Neighbourhood Grant) 2016 - $2,500 (Neighbourhood Grant) 2015 - $2,500 (Neighbourhood Grant)

MOVED BY COUNCILLOR mcdonell Seconded by COUNCILLOR calendino

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 Note: This grant was approved by Council on 2018 February 26.

b)	#18-N-002 - Culture Chats BC Association
	Intercultural Community Arts Festival
	An application was received from the Culture Chats BC Association for the Intercultural Community Arts Festival to be held between 2018 March 01 and 2018 September 30 at Burnaby Neighbourhood House. The Association is planning a free one day event, along with other local partners, to celebrate and showcase multicultural arts and talents. Event activities will include an Immigrant Art Exhibition, language based word games, a Multicultural Dialogue, and Story Creation.
	Request:	$2,000	CPA:	2017 - $1,000 (Neighbourhood Grant) 2016 - No Application 2015 - No Application

MOVED BY COUNCILLOR mcdonell Seconded by COUNCILLOR jordan

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 between 2018 March 01 and 2018 September 30 at Burnaby Neighbourhood House.
CARRIED UNANIMOUSLY

Note: This grant was approved by Council on 2018 February 26.

c)	#18-N-006 - Burnaby North Community Association
	North Burnaby Community Fair
	An application was received from the Burnaby North Community Association for the North Burnaby Community Fair to be held on 2018 July 21 at 740 Hammarskjold Drive. This one day family event promotes community involvement in the North Burnaby/Kensington neighbourhood and will feature a barbecue, games, entertainment, and promotion of local businesses and not-for-profits.
	Request:	$4,000	CPA:	2017 - $1,000 (Neighbourhood Grant) 2016 - $1,000 (Neighbourhood Grant) 2015 - $2,000 (Neighbourhood Grant)
MOVED BY COUNCILLOR mcdonell Seconded by COUNCILLOR jordan

THAT a grant in the amount of $1,000 be awarded to the Burnaby North Community Association for the North Burnaby Community Fair to be held on 2018 July 21 in North Burnaby.
CARRIED UNANIMOUSLY

Staff advised that, as this event coincides with the Opening of the Willingdon Linear Park ceremony, the location of the festival was changed to Willingdon Avenue by the Linear Park.

d)	#18-N-007 - Chinese Taoism Kuan Kung Association
	Tian Jin Festival
	An application was received from the Chinese Taoism Kuan Kung Association for the Tian Jin Festival to be held on 2018 May 6-7 at Jian Tin Temple, 3426 Smith Avenue, Burnaby. This free family oriented festival will showcase Chinese arts and culture through stage performances (including performances from other Asian communities), exhibits, family activities and food.
	Request:	$3,000	CPA:	2017 - $3,000 (Neighbourhood Grant) 2016 - $3,000 (Neighbourhood Grant) 2015 - $3,000 (Neighbourhood Grant)
MOVED BY councillor calendino Seconded by councillor mcdonell

THAT a grant in the amount of $3,000 be awarded to the Chinese Taoism Kuan Kung Association for the Tian Jin Festival to be held on 2018 May 6-7 at Jian Tin Temple, 3426 Smith Avenue, Burnaby.
CARRIED UNANIMOUSLY

Small Scale Events

e)		#18-S-010 - The Society of Mexican Talent in BC
		Day of the Dead Festival
		An application was received from the Society of Mexican Talent in BC for the Day of the Dead Festival to be held on 2018 November 2 at Edmonds Community Centre. This event is a celebration focused on remembering the dead and supporting their spiritual journey. The origin of the Festival is from ancient indigenous observances for honouring the dead which are celebrated throughout the world. This is a celebration of life including a real “Fiesta” component. It is rich in culture, arts, music and displays representing the real meaning of this tradition to delight the participants in a true learning and cultural experience.
		Request:	$12,000	CPA:	2017 - No Application 2016 - No Application 2015 - No Application

MOVED BY COUNCILLOR JORDAN Seconded by COUNCILLOR CALENDINO

THAT this grant application be DEFERRED to allow the Society time to secure a venue for the event.
CARRIED UNANIMOUSLY

f)		#18-S-011 - Namsadang Cultural Institute
		World Traditional Performing Art Festival
		An application was received from the Namsadang Cultural Institute for the World Traditional Performing Art Festival to be held on 2018 September 22 at the Michael J. Fox Theatre. Performers from Korea, Japan, China, India and Bangladesh collaborate on this event to promote understanding and communication.
		Request:	$6,000	CPA:	2017 - No Application 2016 - No Application 2015 - No Application

MOVED BY COUNCILLOR JORDAN Seconded by COUNCILLOR MCDONELL

THAT a grant in the amount of $1,000 be awarded to the Namsadang Cultural Institute for the World Traditional Performing Art Festival to be held on 2018 September 22 at the Michael J. Fox Theatre.
CARRIED UNANIMOUSLY
	Large Scale Events

g)	#18-L-006 - CCSA Canadian Community Service Association
	2018 Chinese Cultural Heritage Festival and the 10^th Vancouver Water-Splashing Festival
	An application was received from the CCSA Canadian Community Service Association for the Chinese Cultural Heritage Festival & the 10th Vancouver Water-Splashing Festival to be held on 2018 July 29 at Swangard Stadium. This free one day large scale public event promotes Chinese heritage and culture not only to Chinese people but to all people from different ethnic backgrounds.
	Request:	$25,000	CPA:	2017 - $6,000 (Large Scale Grant) 2016 - No Application 2015 - No Application
MOVED BY COUNCILLOR JORDAN Seconded by COUNCILLOR CALENDINO

THAT this grant application be DEFERRED to allow the Association time to secure a venue for the event.
CARRIED UNANIMOUSLY

6.	NEW APPLICATIONS

	MOVED BY COUNCILLOR MCDONELL Seconded by COUNCILLOR CALENDINO

	THAT the New Applications be received.

	CARRIED UNANIMOUSLY

		a)	#18.18. - Odyssey of the Mind
			World Finals Buckingham Elementary – Division 2 “Structural Problem” Buckingham Elementary – Division 2 “Vehicle Problem” Montecito Elementary – Division 1 “Technical Problem” Montecito Elementary – Division 1 “Classics Problem” Parkcrest Elementary – Division 2 “Technical Problem” St. Michael’s Elementary – Division 1 “Performance Problem”
			An application was received from Ms. Holly Lloyd, Head Teacher/Coach, Montecito Elementary School, requesting a grant to assist with travel expenses for six teams from four Burnaby schools to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University.

			Request:	Unspecified	CPA:	2017 - $4,000 ($1,000 per school) 2016 - $2,000 ($1,000 per school) 2015 - $2,000 ($1,000 per school)

MOVED BY COUNCILLOR MCDONELL Seconded by COUNCILLOR CALENDINO

THAT a grant in the amount of $1,000 be awarded to Division 2 “Structural Problem” team from Buckingham Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University. THAT a grant in the amount of $1,000 be awarded to Division 2 “Vehicle Problem” team from Buckingham Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University. THAT a grant in the amount of $1,000 be awarded to Division 1 “Technical Problem” team from Montecito Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University. THAT a grant in the amount of $1,000 be awarded to Division 1 “Classics Problem” team from Montecito Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University. THAT a grant in the amount of $1,000 be awarded to Division 2 “Technical Problem” team from Parkcrest Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University. THAT a grant in the amount of $1,000 be awarded to Division 1 “Performance Problem” team from St. Michael’s Elementary school to participate at the Odyssey of the Mind World Finals competition to be held on 2018 May 23-26 at Iowa State University.
CARRIED UNANIMOUSLY
	b)		#18.19. - Burnaby Meals on Wheels
			Meal Delivery Service
			An application was received from Burnaby Meals on Wheels requesting a grant to assist with the cost of providing home delivery service of nutritious hot and/or frozen meals to Burnaby residents who cannot prepare meals for themselves.
			Request:	$9,000	CPA:	2017 - $9,000 2016 - $9,000 2015 - $9,000

MOVED BY COUNCILLOR JORDAN Seconded by COUNCILLOR MCDONELL

THAT a grant in the amount of $9,000 be awarded to Burnaby Meals on Wheels to assist with the cost of providing home delivery service of nutritious hot and/or frozen meals to Burnaby residents.
CARRIED UNANIMOUSLY

	c)	#18.20. - Burnaby Community Services
		Core Programs and Publications
		An application was received from Burnaby Community Services requesting a grant to assist with the cost of services and programs provided by the Society for 2018. Programs and services include: the Burnaby Camping Bureau ($6,000), publications not included in the in-kind printing grant requested separately ($9,000), Seniors Transportation ($8,000), and the Burnaby Christmas Bureau ($5,000).
		Request:	$28,000	CPA:	2017 - $28,000 2016 - $28,000 2015 - $28,000

MOVED BY COUNCILLOR CALENDINO Seconded by COUNCILLOR MCDONELL

THAT a grant in the amount of $28,000 be awarded to Burnaby Community Services to assist with the cost of services and programs provided by the Society for 2018.
CARRIED UNANIMOUSLY

d)	#18.21. - Burnaby Community Services
	Burnaby Recreation Credit Program (2018 and 2017 Supplemental)
	An application was received from Burnaby Community Services requesting a grant to assist with the fixed costs ($17,000) of administering the Burnaby Parks, Recreation and Cultural Services Recreation Credit Program for 2018, as well as a supplemental balance of $7,296 for 2017. The Recreation Credit Program provides low-income residents with credits that can be used towards Burnaby Parks, Recreation and Cultural Services programs and admissions.
	Request:	$24,296	CPA:	2017 - $17,000 2017 - $7,296 Supplemental Grant 2016 - $17,000 2016 - $7,912 Supplemental Grant 2015 - $17,000 2015 - $8,720 Supplemental Grant
MOVED BY COUNCILLOR CALENDINO Seconded by COUNCILLOR MCDONELL

THAT a grant in the amount of $25,000 be awarded to Burnaby Community Services to assist with the fixed costs of administering the Burnaby Parks, Recreation and Cultural Services Recreation Credit Program for 2018, and includes a supplemental balance for 2017.
CARRIED UNANIMOUSLY

e)	#18.22.p - Burnaby Community Services
	Various Publications
	An application was received from Burnaby Community Services requesting an in-kind grant to assist with the printing cost of various publications provided by the Society, which were not included under grant request #18.20. These publications include: the Community Resource Guide; Ready, Set, Learn brochure; As We Age Seniors Resource Guide; Seniors Resource Card; and Community Outreach Resources Card.
	Request:	$7,750 in-kind printing	CPA:	2017 - $3,875 in-kind printing 2016 - No Application 2015 - No Application

MOVED BY COUNCILLOR CALENDINO Seconded by COUNCILLOR MCDONELL

THAT this in-kind grant for printing services be DEFERRED pending receipt of additional information.
CARRIED UNANIMOUSLY

f)	#18.23. - Cerebral Palsy Association of BC
	Campership Program
	An application was received from the Cerebral Palsy Association of BC requesting a grant to support promoting and delivering its Campership Program in Burnaby. The Campership Program provides assistance to enable children, youth and adults living with cerebral palsy to attend accessible summer camp or other vacation in BC. Program benefits include: summertime learning for children, recreational opportunities, increased social integration, and respite for caregivers. There are approximately 450 individuals with cerebral palsy living in Burnaby.
	Request:	$3,000	CPA:	2017 - Denied 2016 - No Application 2015 - No Application
MOVED BY COUNCILLOR JORDAN Seconded by COUNCILLOR MCDONELL

THAT this grant application be DENIED, as it does not fall within Council’s guidelines for awarding grants.
CARRIED UNANIMOUSLY

g)	#18.24. - Big Sisters of BC Lower Mainland
	Mentoring Programs
	An application was received from Big Sisters of BC Lower Mainland requesting a grant in support of mentoring services provided by the organization to girls in Burnaby for 2018.
	Request:	$5,000	CPA:	2017 - $5,000 2016 - $5,000 2015 - $4,000

MOVED BY COUNCILLOR MCDONELL Seconded by COUNCILLOR CALENDINO

THAT a grant in the amount of $5,000 be awarded to Big Sisters of BC Lower Mainland to assist with the cost of delivering mentoring services to girls in Burnaby for 2018.
CARRIED: OPPOSED: COUNCILLOR JOHNSTON

	h)	#18.25.p - Burnaby Arts Council
		4th Annual Summer Arts Festival and 3^rd Annual Park’s Edge Paint Off
		An application was received from the Burnaby Arts Council requesting an in-kind grant for printing of signage for the 4th Annual Summer Arts Festival and 3rd Annual Park’s Edge Paint Off. The Annual Summer Festival is a one day community event held outside the Deer Lake Gallery on Saturday, 2018 July 7. The event includes an artisan market, outdoor sculpture exhibition, live painting competition, kids’ hand-on workshop, and face painting. The Annual Park’s Edge Paint Off is a wonderful addition to the Festival which features local artists competing to win. Live entertainment features the Burnaby International Folk Dancers, fiddlers, pianist, and other emerging young musicians. All proceeds from the events will go towards providing community support, resources and programming services to a diverse membership of individuals and arts groups, as well as improving and promoting the arts in the City of Burnaby.
		Request:	$1,500 in-kind printing	CPA:	2018 - $1,000 in-kind printing (2018 Arts BC Conference) 2017 - $1,000 in-kind printing 2016 - $1,000 in-kind printing (Deer Lake Craft Festival - Fall) 2015 - No Application

MOVED BY COUNCILLOR calendino Seconded by COUNCILLOR jordan

THAT an in-kind grant in the amount of $1,500 be awarded to the Burnaby Arts Council to assist with the printing of signage for the 4th Annual Summer Arts Festival and 3rd Annual Park’s Edge Paint Off.
CARRIED UNANIMOUSLY

i)	#18.26. - Burnaby Neighbourhood House - North House
	Welcoming Place Program
	An application was received from the Burnaby Neighbourhood House requesting a grant to support its North House Welcoming Place Program. This program provides a storefront as a hub of information and resources for socially isolated and low income residents. Highlights of the North House’s work include: a digital literacy café, seniors’ drop-in centre, family drop-in centre, math buddies program in partnership with Big Brothers, and a youth leadership program for 13 to 17 year olds promoting community engagement and volunteerism.
	Request:	$25,000	CPA:	2017 - $20,000 2016 - No Application 2015 - Denied

MOVED BY COUNCILLOR jordan Seconded by COUNCILLOR mcdonell

THAT this grant application be DENIED, as the organization had received a one-time only grant in 2017.
CARRIED UNANIMOUSLY
j)	#18.27. - Crisis Intervention and Suicide Prevention Centre of BC
	Programs and Services
	An application was received from the Crisis Intervention and Suicide Prevention Centre of BC requesting a grant to assist with the cost of providing crisis intervention and suicide prevention programs and services to Burnaby residents. Programs and services include: a 24/7 distress line and online distress chat service; mental health and suicide support workshops for youth; and suicide prevention workshops for health care workers, school staff, police, emergency services staff, youth workers, and older adult care providers.
	Request:	$4,000	CPA:	2017 - $5,000 2016 - Denied 2015 - Denied

MOVED BY COUNCILLOR calendino Seconded by COUNCILLOR jordan

THAT a grant in the amount of $4,000 be awarded to the Crisis Intervention and Suicide Prevention Centre of BC to assist with providing crisis intervention and suicide prevention programs and services to Burnaby residents.
CARRIED UNANIMOUSLY

7.	NEW BUSINESS

		There was no new business brought before the Committee at this time.

8.	INQUIRIES

		There were no new inquiries brought before the Committee at this time.

9.	CLOSED

Public excluded according to Sections 90 and 92 of the Community Charter.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLORjordan

THAT this Open Committee meeting do now recess.

CARRIED UNANIMOUSLY

The Open Committee meeting recessed at 6:28 p.m.

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR calendino

THAT the Open Committee meeting do now reconvene.

CARRIED UNANIMOUSLY

The Open Committee meeting reconvened at 6:29 p.m.

10.

ADJOURNMENT

MOVED BY COUNCILLOR mcdonell

Seconded by COUNCILLOR jordan

THAT this Open Committee meeting do now adjourn.

CARRIED UNANIMOUSLY

The Open Committee meeting adjourned at 6:29 p.m.





__________________________	____________________________
Monica Macdonald	Councillor Dan Johnston
Administrative Officer	Chair

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