FINANCIAL MANAGEMENT COMMITTEE  

MINUTES

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 Wednesday, 2017 May 24 at 5:30 p.m.

1.

CALL TO ORDER

The Chair called the Open Committee meeting to order at 5:40 p.m.

2.

MINUTES

MOVED BY COUNCILLOR calendino 

Seconded by councillor jordan 

THAT the minutes of the Financial Management Committee Open meeting held on 2017 April 26 be adopted.

                                                                                             CARRIED UNANIMOUSLY

3.

DELEGATION

MOVED BY COUNCILLOR mcdonell 

Seconded by councillor jordan 

THAT the delegation be heard.

                                                                                             CARRIED UNANIMOUSLY

Mr Jeffrey Scheffel, Community Developer, Volunteer Burnaby, appeared before the Committee accompanied by volunteers Miss Puloma Kaushal and Mr. Navid Kumar.  Mr. Scheffel thanked the City for support provided to the organization over the years.

**Councillor Kang arrived at the meeting at 5:43 p.m.**

The speaker noted that programming offered by Volunteer Burnaby has seen a significant growth and a positive impact on the City of Burnaby.  Volunteers participate at a number of special events, i.e. Hats Off Day, Inclusion Festival, Edmonds City Fair, North Burnaby Community Fair, and many more.

Ms. Kaushal advised that she has been volunteering since 2014 with many organizations, at different events, and accumulated 250 hours.  Staff at Volunteer Burnaby care about volunteers and provide a unique experience.

Mr. Kumar advised that he has also been volunteering since 2014 and accumulated 206 hours.  Volunteering gives him a sense of pride and the ability to help new immigrants in the community.

Mr. Scheffel noted that Volunteer Burnaby provides robust volunteerism in Burnaby by having a special event team comprised of trained volunteers.  Volunteers are provided with training, orientations, tools and resources in order to be able to provide high quality support to organizations at all events.  VB HIVE – Special Event Team - was formed in May 2016.  Volunteers are aged 16 – 25 years and must commit to at least three events over the year.  To date, VB HIVE has 43 volunteers, contributed 826 hours and served at 22 community events.

In conclusion, the speaker advised that the website ‘www.govolunteer.ca’ has 41,500 unique visitors per months. It is the most active online database for volunteer opportunities in BC, and approximately 120 volunteer positions are listed in Burnaby on any given day.

4.

PRESENTATION

MOVED BY COUNCILLOR mcdonell

Seconded by councillor calendino

THAT the presentation be heard.

                                                                                             CARRIED UNANIMOUSLY

a)

Strategic Direction for the City's Data Network

Speaker: Shari Wallace, Chief Information Officer

Ms. Shari Wallace, Chief Information Officer, appeared before the Committee to review the City data network demands over the next 10+ years, and ways to address them as cost effectively as possible.

The speaker noted that the City increasingly relies on technology to operate and deliver services.  The City needs a network to transport data quickly and cost effectively, otherwise it will slow down operations and frustrate citizens and businesses.

Ms. Wallace advised that the City’s current network is comprised of 77 main network sites which includes 22 major sites (i.e. City Hall Complex, Fire Halls, Libraries, Works Yard) and 55 mid-sized sites (i.e. Parks facilities, malls, CPOs), as well as multiple network access points.

The speaker provided a brief overview of other Lower Mainland municipalities, as well as three options for the City: buy, build, or hybrid.  It was noted that the best-fit approach seems to be hybrid, for the following reasons:

·         City-owned fibre for facilities that are high traffic and/or of strategic importance;

·         adopt a cost-effective approach to building City capacity by leveraging cost sharing opportunities as they arise; and

·         retain commercial network services for non-critical or non-economic sites.

The Committee requested cost comparisons for three options (buy, build, hybrid) for a period of 25 years.

5.

CORRESPONDENCE

MOVED BY COUNCILLOR JORDAN 

Seconded by councillor MCDONELL

THAT the correspondence be received.

                                                                                             CARRIED UNANIMOUSLY

Correspondence was received from Ms. Isabel Kolic, Executive Director, Heights Merchants Association, providing a budget summary for the coming year and requesting a partial advance payment of the levy, which assists in high cash flow period for Hats Off Day spending (May-July).

The Committee noted that a report from the Director Finance will be appearing on the Council agenda on 2017 May 29 to approve an advance of $100,000 to the Heights Merchants Association to facilitate the 2017 Hats Off Day celebration.

A memorandum was received from the City Clerk advising that Council, at the Open Council meeting held on 2017 May 1, heard a delegation from Ms. Elsie Dean, BROKE, and Mr. Andrew Gage, West Coast Environmental Law regarding the impacts of climate change locally and globally, and REFERRED this matter to the Committee for further review and consideration. 

The delegation noted that municipal infrastructure will need to adapt to accommodate environmental changes due to climate changes.  Currently, the infrastructure costs are being born by taxpayers and not the corporations responsible for creating the pollution.  The speakers advocated for a polluter-pay model reflective of the true cost of oil production, refinement and use.  The speakers requested Council consider sending a letter to 20 of the world’s largest fossil fuel companies asking them to pay for the climate costs that are being incurred by the City of Burnaby. 

Arising from discussion and further review, the Committee noted no action to be taken at this time.

6.

REPORTS

MOVED BY COUNCILLOR kang

Seconded by councillor jordan 

THAT the reports be received.

                                                                                             CARRIED UNANIMOUSLY

The Chief Information Officer submitted a report seeking approval to renew a three (3) year contract with Microsoft Inc. for desktop, server and database software licences.

The Chief Information Officer recommended:

1. THAT the Committee recommend Council approve the award of a three (3) year contract to Microsoft Inc. for a total cost of $2,149,378.96 including GST and PST in the amount of $230,290.60, as outlined in this report.

MOVED BY COUNCILLOR jordan

Seconded by councillor calendino 

THAT the recommendation of the Chief Information Officer be adopted.

                                                                                             CARRIED UNANIMOUSLY

The report was not provided at this time.

The Director Engineering submitted a report seeking approval and funding for multi-year Engineering capital infrastructure improvement projects.

The Director Engineering recommended:

1. THAT Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserves bylaw in the amount of $2,102,355.14 (inclusive of GST of $93,855.14), and authorize staff to draw from the Sanitary Sewer Capital Fund the amount of $732,710.28 (inclusive of GST of $32,710.28) to finance Engineering capital infrastructure improvement projects, as outlined in this report.

MOVED BY COUNCILLOR jordan 

Seconded by councillor mcdonell 

THAT the recommendation of the Director Engineering be adopted.

                                                                                             CARRIED UNANIMOUSLY

The Director Finance submitted a report seeking approval for the use of Gaming Funds and Density Bonus Funds for four capital projects (Burnaby Village Museum Heritage Building Upgrades, Laurel Street Works Yard On-Site Contamination Cleanup, Brentwood Amenity Feasibility Study, Willingdon Linear Park).

The Director Finance recommended:

1. THAT Financial Management Committee recommend Council approve the use of $859,400 in Gaming Funds and $6,600,000 in Density Bonus Funds to fund four capital projects, as outlined in this report.

MOVED BY COUNCILLOR jordan 

Seconded by councillor mcdonell

THAT the recommendation of the Director Finance be adopted.

                                                                                             CARRIED UNANIMOUSLY

This item was WITHDRAWN from the agenda prior to the meeting.

MOVED BY COUNCILLOR jordan 

Seconded by councillor mcdonell

THAT the Committee bring forward Item 9 – New Business for consideration at this time.

                                                                                             CARRIED UNANIMOUSLY

9.

NEW BUSINESS

Councillor Jordan

Councillor Jordan advised that on Moscrop boulevard/median there are dead trees and shrubs, and requested staff to review recommended tree species.

Staff undertook to investigate.

Councillor Calendino

Councillor Calendino noted that at Confederation Park, a large cedar tree was cut down, as well as another five trees were cut down over the period of 5 to 7 years, and requested replacement of the evergreen trees as shade is needed.

Staff undertook to investigate.

Normal order of the agenda resumed.

7.

NEW APPLICATIONS - FESTIVALS BURNABY

MOVED BY COUNCILLOR calendino 

Seconded by councillor mcdonell 

THAT the New Applications – Festivals Burnaby be received.

                                                                                             CARRIED UNANIMOUSLY

Neighbourhood Events

MOVED BY COUNCILLOR jordan 

Seconded by councillor calendino 

THAT a Festivals Burnaby grant – Neighbourhood Event in the amount of $1,000 be awarded to the Culture Chats BC Association for the Intercultural Community Reading Festival to be held on 2017 September 21-23 at Tommy Douglas Library.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino 

Seconded by councillor mcdonell

THAT a Festivals Burnaby grant – Neighbourhood Event in the amount of $1,000 be awarded to the North Burnaby Community Association for the Burnaby North Community Fair to be held on 2017 July 22 at 740 Hammarskjold Drive.

                                                                                             CARRIED UNANIMOUSLY

Small Scale Events

MOVED BY COUNCILLOR jordan 

Seconded by councillor mcdonell 

THAT a Festivals Burnaby grant – Small Scale Event in the amount of $2,500 be awarded to the Permai BC Association for the Festival Alun-Alun 2017 to be held on 2017 October 14 at Nikkei National Museum & Cultural Centre.

                                                                                             CARRIED UNANIMOUSLY

Large Scale Events

MOVED BY COUNCILLOR jordan 

Seconded by councillor calendino

THAT this grant request be now DEFERRED.

                                                                                             CARRIED UNANIMOUSLY

This grant request was DEFERRED to the June 20^th meeting to allow Committee members the opportunity for further review.

MOVED BY COUNCILLOR jordan

Seconded by councillor calendino

THAT a Festivals Burnaby grant – Large Scale Event in the amount of $25,000 be awarded to Eurofest BC Society for the European Festival to be held on 2018 May 26-27 at Swangard Stadium.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino 

Seconded by councillor mcdonell 

THAT a Festivals Burnaby grant – Large Scale Event in the amount of $20,000 be awarded to the Korean Cultural Heritage society for the 16^th Annual Korean Cultural Heritage Festival to be held on 2017 August 5 at Swangard Stadium.

                                                                                             CARRIED UNANIMOUSLY

8.

NEW APPLICATIONS

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell 

THAT the New Applications be received.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino

Seconded by councillor jordan 

THAT an in-kind grant up to the amount of $1,000 be awarded to the Burnaby Arts Council for printing of signage for the 3^rd Annual Summer Arts Festival and 2^nd Annual Park’s Edge Paint Off.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino 

Seconded by councillor mcdonell

THAT a grant in the amount of $17,000 be awarded to Burnaby Family Life in support of services provided by the organization in 2017.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell 

THAT a grant in the amount of $1,000 be awarded to the South Burnaby Metro Club U18 Strikers soccer team for travel expenses for 18 players to participate at the Provincial Soccer Championship to be held on 2017 July 6 - 9 in Vernon, BC.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino 

Seconded by councillor jordan 

THAT this grant request be denied.

                                                                                             CARRIED UNANIMOUSLY

This grant request was denied as the Burnaby North Community Association already received a grant (#17-N-009).

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell

THAT a grant in the amount of $1,000 be awarded to the Buckingham Elementary School for travel expenses for Team Odyssey of the Mind members to participate at the World Finals on 2017 May 24 – 27 in Michigan.

THAT a grant in the amount of $1,000 be awarded to the Montecito Elementary School for travel expenses for Team Odyssey of the Mind members to participate at the World Finals on 2017 May 24 – 27 in Michigan.

THAT a grant in the amount of $1,000 be awarded to the Parkcrest Elementary School for travel expenses for Team Odyssey of the Mind members to participate at the World Finals on 2017 May 24 – 27 in Michigan.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR mcdonell

Seconded by councillor calendino

THAT a grant in the amount of $350 be awarded to the Burnaby Residents Opposing Kinder Morgan Expansion (BROKE) for the Fossil Fuel Freedom Fest – Celebrate Resistance festival to be held on 2017 May 28 at Westridge Park.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR jordan

Seconded by councillor calendino 

THAT a grant in the amount of $9,000 be awarded to Burnaby Meals on Wheels to provide home delivery service of nutritious meals to Burnaby residents in 2017.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR jordan

Seconded by councillor calendino

THAT a grant in the amount of $5,000 be awarded to Big Sisters of BC Lower Mainland in support of mentoring services provided by the organization in 2017.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell 

THAT a grant in the amount of $1,000 be awarded to the Wesburn Youth Soccer Club Galaxy U14 team for travel expenses for 12 players to participate at the Provincial Soccer Championship to be held on 2017 July 6 - 9 in Vernon, BC.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR jordan

Seconded by councillor mcdonell

THAT a grant in the amount of $12,000 be awarded to Volunteer Burnaby for programs and services to the citizens of Burnaby in 2017.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino 

Seconded by councillor jordan

THAT a grant in the amount of $1,000 be awarded to the South Burnaby Metro Club United FC U14 team for travel expenses for 14 players to participate at the Provincial Soccer Championship to be held on 2017 July 6 - 9 in Vernon, BC.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino

Seconded by councillor jordan

THAT this grant request be denied.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR mcdonell 

Seconded by councillor calendino 

THAT a grant in the amount of $3,000 be awarded to Big Brothers of Greater Vancouver to assist with Burnaby In-School and Teen Mentoring Programs in 2017.

                                                                                             CARRIED UNANIMOUSLY

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell 

THAT a grant in the amount of $1,000 be awarded to the South Burnaby Metro Club U13 Spartans team for travel expenses for 12 players to participate at the Provincial Soccer Championship to be held on 2017 July 6 - 9 in Vernon, BC.

                                                                                             CARRIED UNANIMOUSLY

9.

NEW BUSINESS

This item of business was dealt with previously in the meeting.

10.

INQUIRIES

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

11.

CLOSED

MOVED BY COUNCILLOR calendino

Seconded by councillor mcdonell

THAT this Open Committee meeting do now recess.

                                                                                             CARRIED UNANIMOUSLY

The Open Committee meeting recessed at 7:18 p.m.

MOVED BY COUNCILLOR mcdonell 

Seconded by councillor jordan

THAT the Open Committee meeting do now reconvene.

                                                                                             CARRIED UNANIMOUSLY

The Open Committee meeting reconvened at 7:25 p.m.

12.

ADJOURNMENT

MOVED BY COUNCILLOR calendino 

Seconded by councillor jordan 

THAT this Open Committee meeting do now adjourn.

                                                                                             CARRIED UNANIMOUSLY

The Open Committee meeting adjourned at 7:25 p.m.