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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, 2016 April 28 at 5:30
p.m.
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PRESENT: Councillor
Dan Johnston, Chair
Councillor
Colleen Jordan, Vice Chair
Councillor
Paul McDonell, Member
STAFF: Mr.
Lambert Chu, Acting City Manager
Ms.
Denise Jorgenson, Director Finance
Mr.
Dave Ellenwood, Director Parks, Recreation & Cultural Services
Mr.
Leon Gous, Director Engineering
Ms.
Shari Wallace, Chief Information Office
Mr.
Richard Rowley, Assistant Director Finance – Revenue Services
Mr.
Patrick Shek, Chief Building Inspector
Mr.
John Cusano, Deputy Chief Building Inspector
Ms.
Blanka Zeinabova, Administrative Officer
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The Chair called the Open meeting to
order at 5:49 p.m.
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MOVED BY councillor mcdonell
SECONDED BY councillor jordan
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THAT the minutes of the Open meeting
of the Financial Management Committee held on 2016 March 24 be adopted.
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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The Chief Information
Officer submitted a report providing details of the City's IT policies and
staff awareness programs.
The
Chief Information Officer recommended:
1. THAT the Financial Management
Committee receive this report for information.
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MOVED BY councillor mcdonell
SECONDED BY councillor jordan
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THAT
the recommendation of the Chief Information Officer be adopted.
CARRIED UNANIMOUSLY
The Committee suggested a Council
workshop on IT policies and procedures (i.e. password, lost/stolen iPhone or
iPad, etc.). The Committee further inquired regarding the Councillors’ phone
plans (i.e. long distance).
Staff undertook to provide
information on the Councillors’ phone plans, and arrange a workshop in the
future.
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The Director Engineering
submitted a report seeking approval for additional funding on Infrastructure
projects for change orders and higher than anticipated contract values.
The
Director Engineering recommended:
1. THAT the Financial Management
committee recommend Council approve the capital expenditure of $1,385,000 for
Capital Infrastructure projects outlined in this report.
2. THAT Council authorize staff to
bring down a Capital Reserves Bylaw in the amount of $1,449,720 (inclusive of
GST) to finance the capital programs, as outlined in this report.
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MOVED BY councillor mcdonell
SECONDED BY councillor JORDAN
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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 seeking approval for additional funding for change orders
to 2015 Infrastructure Upgrade Programs – Gilmore North & Boundary Pump
Station.
The
Director Engineering recommended:
1. THAT the Financial Management
Committee recommend Council approve the capital expenditure of $739,100 for
2015 Capital Infrastructure projects outlined in this report.
2. THAT Council authorize staff to
fund from the Sanitary Sewer Capital Fund the amount of $773,600 (inclusive
of GST) to finance the capital programs, as outlined in this report.
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MOVED BY councillor mcdonell
SECONDED BY councillor jordan
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THAT the recommendations of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
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The Director Engineering and
the Director Parks, Recreation and Cultural Services submitted a report
seeking funding approval for the Willingdon Linear Park.
The
Director Engineering and the Director Parks, Recreation and Cultural Services
recommended:
1. THAT Council approve the capital
expenditure of $910,000 for the Willingdon Linear Park project, as outlined
in this report.
2. THAT Council authorize staff to
bring down a Capital Reserves bylaw in the amount of $340,000 (inclusive of
GST) to finance the Willingdon Linear Park, as outlined in this report.
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MOVED BY councillor jordan
SECONDED BY councillor mcdonell
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THAT the recommendations of the Director
Engineering and the Director Parks, Recreation and Cultural Services be
adopted.
CARRIED UNANIMOUSLY
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The Director Engineering
submitted a report introducing a pay-by-phone option for on-street parking
charges, including an increase in parking meter rates.
The
Director Engineering recommended:
1. THAT the Financial Management
Committee recommend to Council the approval of a Pay-By-Phone Parking
Program, including a rate increase as detailed in this report, at an
estimated cost of $30,000 funded from the 2016 Capital Program (EMG.0007).
2. THAT Council approve additional
areas within the City as metered zones as shown in Figures 1-6 to allow for
the future installation of parking meters when conditions warrant.
3. THAT the City’s Solicitor
prepare the necessary Parking Meter Bylaw amendments to facilitate the
introduction of pay-by-phone parking services and other housekeeping
amendments.
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MOVED BY councillor jordan
SECONDED BY councillor mcdonell
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THAT the recommendations of the Director
Engineering be adopted.
CARRIED UNANIMOUSLY
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The Director Finance
submitted a report seeking approval of the electronic building access and
security improvement capital program for civic facilities, as outlined in
this report.
The
Director Finance recommended:
1. THAT the Financial Management
Committee recommend Council approve the capital expenditure for electronic
building access and security equipment, as outlined in this report.
2. THAT the Financial Management
Committee recommend Council authorize staff to use Gaming Funds in the amount
of $502,500 (inclusive of GST) to fund the Electronic Building Access and
Security Program.
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MOVED BY councillor mcdonell
SECONDED BY councillor jordan
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THAT the recommendations of the Director
Finance be adopted.
CARRIED UNANIMOUSLY
The Committee inquired regarding the
electronic building access to Firehalls 2 and 3.
Staff undertook to provide more
details.
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The Director Finance
submitted a report seeking approval to award insurance contracts for the
annual Property and Liability insurance programs maintained by the City.
The
Director Finance recommended:
1. THAT the Financial Management
Committee recommend Council approve the award of nine (9) contracts of
insurance as specified in this report. The total amount, payable to Willis
Canada to fund the insurance premiums is $850,000. Actual payment will be
based on the final insurance agreements.
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MOVED BY councillor mcdonell
SECONDED BY councillor jordan
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THAT the recommendation of the Director
Finance be adopted.
CARRIED UNANIMOUSLY
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The Major Civic Building
Project Coordination Committee submitted a report seeking approval to
undertake a Feasibility Study for the proposed development of an ice arena
facility at 10th Avenue and 18th Street, Burnaby, BC.
The
Major Civic Building Project Coordination Committee recommended:
1. THAT Council authorize the
issuance of a Request for Proposal (RFP) to undertake a Feasibility Study
for the proposed development of an ice arena facility at 10th
Avenue and 18th Street.
2. THAT a copy of this report be
sent to the Parks, Recreation and Culture Commission for information.
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MOVED BY councillor jordan
SECONDED BY councillor mcdonell
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THAT the recommendations of the Major
Civic Building Project Coordination Committee be adopted.
CARRIED UNANIMOUSLY
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The Major Civic Building
Project Coordination Committee submitted a report providing a financial
wrap-up on the development of the Still Creek Recycling / Green Waste Depot
and Works Yard.
The
Major Civic Building Project Coordination Committee recommended:
1.
THAT this report be received for information purposes.
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MOVED BY councillor jordan
SECONDED BY councillor mcdonell
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THAT the recommendation of the Major
Civic Building Project Coordination Committee be adopted.
CARRIED UNANIMOUSLY
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i)
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Report from the Director Parks,
Recreation
and Cultural Services
Re: Bonsor Upper Floor Renovation_______
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The Director Parks,
Recreation and Cultural Services submitted a report seeking approval for
Community Amenity funding of $1,280,000 to expand the Bonsor upper floor
renovation project.
The
Director Parks, Recreation and Cultural Services recommended:
1. THAT Council approve Community
Amenity funding of $1,280,000 (inclusive of GST) to provide for the Bonsor
upper floor renovation project to be expanded to include all program and
common areas.
2. THAT a copy of this report be
forwarded to the Burnaby Parks, Recreation and Culture Commission for
information.
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MOVED BY COUNCILLOR MCDONELL
SECONDED BY COUNCILLOR JORDAN
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THAT the recommendations of the Director
Parks, Recreation and Cultural Services be adopted.
CARRIED UNANIMOUSLY
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Director Finance
The Director Finance submitted a
memorandum requesting a Regular Full-Time position for Computer System Specialist
in RCMP. It was noted, in 2015 a Regular Full-Time Computer Systems
Specialist, originally in RCMP, was accommodated in Information Technology.
It has been determined that this will be a permanent accommodation.
Arising from discussion, the following
motion was introduced:
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MOVED BY COUNCILLOR MCDONELL
SECONDED BY COUNCILLOR JORDAN
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THAT the Regular Full-Time Computer
Systems Specialist position in RCMP be approved.
CARRIED UNANIMOUSLY
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The Director Finance noted that a
page has been missed under the Operating Plan section of the 2016 Financial
Plan. The information will be added under the General Revenue header when
formatted by the designer.
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The Director Finance submitted a
memorandum regarding 2016 Property Assessment Distribution for the
Committee’s information. Mr. Rowley provided a summary of the memorandum.
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There were no inquiries brought
before the Committee at this time.
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The Committee requested to enter
into a Closed session from which public is excluded according to Sections
90(k) and 92 of the Community Charter.
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MOVED BY COUNCILLOR MCDONELL
SECONDED BY COUNCILLOR JORDAN
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THAT this meeting do now recess.
CARRIED UNANIMOUSLY
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The meeting recessed at 7:02 p.m.
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MOVED BY COUNCILLOR MCDONELL
SECONDED BY COUNCILLOR JORDAN
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THAT this meeting do now reconvene.
CARRIED UNANIMOUSLY
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The meeting reconvened at 7:11 p.m.
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MOVED BY councillor JORDAN
SECONDED BY councillor MCDONELL
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THAT this Open Committee meeting do
now adjourn.
CARRIED UNANIMOUSLY
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The Open Committee meeting adjourned
at 7:12 p.m.
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________________________
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________________________
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Blanka
Zeinabova
ADMINISTRATIVE
OFFICER
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Councillor
Dan Johnston
CHAIR
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