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, 2017 November 22 at 5:30 p.m.

 

1.

CALL TO ORDER

 

PRESENT:    Councillor Dan Johnston, Chair  

                                    Councillor Colleen Jordan, Vice Chair   

                                    Councillor Pietro Calendino, Member

 

            ABSENT:       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                        

                                    Mr. Dave Critchley, Director Public Safety & Community Services

                                    Ms. Shari Wallace, Chief Information Officer

                                    Mr. Jonathan Helmus, Assistant Director Engineering – Infrastructure &                                        Development

                                    Mr. John Cusano, Assistant Chief Building Inspector

                                    Ms. Sheri Jack, Special Events Officer

                                    Ms. Blanka Zeinabova, Administrative Officer

 

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

 

2.

MINUTES

 

a)

Minutes of the Financial Management Committee

Open meeting held on 2017 October 25_________

 

 

MOVED BY COUNCILLOR jordan

Seconded by COUNCILLOR calendino 

 

 

 

THAT the minutes of the Financial Management Committee Open meeting held on 2017 October 25 be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

3.

PRESENTATION

 

a)

City of Burnaby  Interim Street Policy

Presenter: Leon Gous, Director Engineering

 

Mr. Leon Gous, Director Engineering, provided an overview regarding an upgrade of interim streets to standard streets, and noted approximately 25% (150 km) of the City’s street network is at interim standard.

 

The speaker advised that there are currently three methods to upgrade streets:

   1. Development - either constructed by developers or through cash funding for future upgrade in R12 zone;

   2. City Capital Program – includes arterial and collector streets;

   3. Local Area Service Program (LASP) – since 1960, approximately 40% of local streets have been upgraded.

 

It was noted that the City faces the following challenges:

   1.  LASP coordination with Capital Plan;

   2. R12 private funding contribution use (a long delay between payment and receiving upgrades);

   3. Delayed Community Benefit (completion of neighbourhood networks takes a long time).

 

The Director Engineering provided the following options for interim local street upgrades:

   1.  Status Quo – the timing of upgrades remain uncertain;

   2. City Capital Plan – upgrades are coordinated with City Capital Plan projects. There are three different funding models if coordinated with the City Capital Plan.

 

Regardless the funding model, the LASP can still continue in advance of the capital plan in the event a group of residents want their street upgraded.

 

The following Funding Models were introduced:

1. Full City Funding – City pays the entire premium;

2. Cost Recovery – City recovers all or portion of the funding. Recovery rate can be anywhere from 1 – 100% (i.e. 30% to mirror current LASP cost-sharing percentage);

3. Blended Funding – City pays the entire premium for priority upgrades (i.e. closer to schools, parks, community centres, etc.), with property owner cost recovery for other locations.

 

Mr. Gous provided an overview of Cost Recovery Methodology:

Before Construction:

·         Expanded R12 fee – expand the R12 fee collection to all properties adjacent to interim streets (fee collected at time of subdivision or building permit);

·         Local Area Service – if at least 50% of property owners representing at least 50% of the total assessed value have already contributed (via R12 or expanded R12), a local property owner could initiate a petition which would likely be successful, and ‘unpaid’ properties would pay via LAS methodology (i.e. by lump sum or a premium including interest over 15 years on property tax bill).

 

After Construction:

·         Bylaw – similar to the Storm Sewer Extension Contribution and Fee Bylaw, the fee can be recovered as a condition of subsequent subdivision approval or building permit issuance (i.e. >$250K).

 

Arising from discussion, the Committee introduced the following motion:

 

MOVED BY COUNCILLOr calendino

Seconded by COUNCILLOR jordan 

 

THAT staff report back on cost recovery options.

 

                                                                                             CARRIED UNANIMOUSLY

 

4.

REPORTS

 

MOVED BY COUNCILLOR jordan

Seconded by COUNCILLOR calendino 

 

THAT the reports be received.

 

                                                                                             CARRIED UNANIMOUSLY

 

a)

Report from the Chief Information Officer

Re: 2018 Information Technology Capital Program

 

The Chief Information Officer submitted a report seeking approval of a funding bylaw for the 2018 Information Technology Capital Program.

The Chief Information Officer recommended:

1. THAT the Financial Management Committee recommend Council approve the capital expenditure of $4,591,084 for the 2018 Information Technology program, as outlined in this report.

2. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserves Bylaw in the amount of $4,805,620 (inclusive of GST of $214,536) to finance the program.

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the recommendations of the Chief Information Officer be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

b)

Report from the Director Engineering

Re: Burnaby Storm Sewer Extension Contribution and

Fee Bylaw 2017 – Schedule “A” Update_____________

 

The Director Engineering submitted a report seeking authority to update Schedule “A” of the Storm Sewer Extension Contribution and Fee Bylaw 2017.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a bylaw to amend the Storm Sewer Extension Contribution and Fee Bylaw 2017 to update Schedule “A” to implement 2018 rates and include additional storm extension projects.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the recommendation of the Director Engineering be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

c)

Report from the Director Engineering

Re: Capital Infrastructure Funding Update - Waterworks Utility

 

The Director Engineering submitted a report seeking bylaw funding for Waterworks Utility projects (2016 Watermain Renewals, Willingdon Linear Park, 2016 Water Services, and 2017 Watermain Renewals) to complete the active program.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council authorize staff to draw from the Waterworks Utility Capital Fund the amount of $2,836,636 (inclusive of GST of $126,636) to finance the capital projects, as outlined in this report.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the recommendation of the Director Engineering be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

d)

Report from the Director Engineering

Re: 2018 Engineering Capital Infrastructure Bylaw Funding Request

 

The Director Engineering submitted a report seeking approval and funding for 2018 Engineering capital infrastructure design and early tender projects.

The Director Engineering recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserves Bylaw in the amount of $17,492,861.31 (inclusive of GST of $780,931.31) and draw from the Sanitary Sewer Capital Fund the amount of $4,869,953.64 (inclusive of GST of $217,408.64) and the Waterworks Utility Capital Fund the amount of $6,510,270.06 (inclusive of GST of $290,637.06) to finance Engineering capital infrastructure improvement projects, as outlined in this report.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino

 

THAT the recommendation of the Director Engineering be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

e)

Report from the Director Finance

Re: Donation of Foreign Currencies to Charity

 

The Director Finance submitted a report seeking approval for the donation of non-exchangeable foreign currencies to charity.

The Director Finance recommended:

1. THAT the Financial Management Committee recommend Council approve a one-time donation of approximately $200 CAD of non-exchangeable foreign currencies to the Air Canada Foundation, as outlined in this report.

2. THAT the Financial Management Committee recommend Council name a City representative for the presentation of the donation to the Air Canada Foundation.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR johnston 

 

THAT the recommendations of the Director Finance be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

f)

Report from the Director Finance

Re: Burnaby Development Cost Charge Bylaw - Canada Way

Pedestrian Overpass_________________________________

 

The Director Finance submitted a report seeking authorization to repay the Capital Works, Machinery and Equipment Reserve Fund for monies advanced by that reserve fund.

The Director Finance recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Burnaby Development Cost Charge Reserves Bylaw in the amount of $86,184 to repay monies advanced by the Capital Works, Machinery and Equipment Reserve Fund for the construction of the Canada Way Pedestrian Overpass.

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT the recommendation of the Director Finance be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

g)

Report from the Director Finance

Re: 2018 Waterworks Utility Rates

 

The Director Finance submitted a report seeking approval of a 0% increase to the 2018 Waterworks Utility Rates and the bylaw revisions contained herein.

The Director Finance recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to amend the Burnaby Waterworks Regulation Bylaw 1953 for the 2018 Water Rates contained in Schedule “C” of this report, and the bylaw amendments outlined in Section 4 of this report, effective 2018 January 01.

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT the recommendation of the Director Finance be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

 

 

h)

Report from the Director Finance

Re: 2018 Sanitary Sewer Rates__

 

The Director Finance submitted a report seeking approval for a 0% increase to the 2018 Sanitary Sewer rates and the bylaw revisions contained herein.

The Director Finance recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to amend the Burnaby Sewer Parcel Tax Bylaw 1994, and the Burnaby Sewer Charge Bylaw 1961, to reflect the 2018 rates contained in Schedule “C” of this report, and the bylaw amendments outlined in Section 4 of this report, effective 2018 January 01.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the recommendation of the Director Finance be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

i)

Report from the Director Parks, Recreation and Cultural Services

Re: Bylaw Funding - Burnaby Village Museum Carousel

Trellis Replacement Project_______________________________

 

The Director Parks, Recreation and Cultural Services submitted a report seeking bylaw funding for the Burnaby Village Museum Carousel Trellis Replacement Project.

The Director Parks, Recreation and Cultural Services recommended:

1. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserves Bylaw in the amount of $605,100 (inclusive of GST of $27,012) to finance the Phase I of the Burnaby Village Museum Carousel Trellis Replacement Project.

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT the recommendation of the Director Parks, Recreation and Cultural Services be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

 

 

j)

Report from the Director Parks, Recreation and Cultural Services

Re: 2017 RCMP Musical Ride – Donations of Proceeds_________

 

The Director Parks, Recreation and Cultural Services submitted a report seeking approval of donation of proceeds from the RCMP Musical Ride to Honour House Society and Burnaby Neighbourhood House.

The Director Parks, Recreation and Cultural Services recommended:

1. THAT Council be requested to approve the donation of proceeds in the total amount of $10,000 from the RCMP Musical Ride event to the two charities, as outlined in this report.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino  

 

THAT the recommendation of the Director Parks, Recreation and Cultural Services be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

k)

Report from the Director Public Safety and Community Services

Re: Renewal of City Fleet Insurance­­­­­­­­­­­­­­­­­________________________

 

The Director Public Safety and Community Services submitted a report seeking approval for an expenditure of up to $1,040,000 to renew the City Vehicle Fleet Insurance Program.

The Director Public Safety and Community Services recommended:

1. THAT the Financial Management Committee recommend Council to approve an expenditure of up to $1,040,000 payable to Willis Towers Watson to fund the City’s Fleet Auto Liability, Collision, and Comprehensive insurance programs, as further specified in this report.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the recommendation of the Director Public Safety and Community Services be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

 

 

l)

Report from the Major Civic Building Project Coordination Committee

Re: Child-Care Facilities on Burnaby School District #41 Sites­­_______

 

The Major Civic Building Project Coordination Committee submitted a report seeking funding approval to undertake the detailed design and construction of four (4) child-care facilities in partnership with the Burnaby School District #41.

The Major Civic Building Project Coordination Committee recommended:

1. THAT Council be requested to approve the use of Amenity Bonus Funds in the amount of $6,000,000 (inclusive of GST @ 5%) to undertake the detailed design and construction of four (4) child-care facilities on Burnaby School District #41 sites.

2. THAT staff be authorized to pursue and execute the necessary lease and related agreements with the Burnaby School Board.

3. THAT staff be authorized to inform the Province of BC of the program and pursue any available Provincial funding to cost-share the program.

4. THAT a copy of this report be forwarded to Burnaby School District #41 and the Burnaby Board of Education.

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT the recommendations of the Major Civic Building Project Coordination Committee be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

m)

Report from the Major Civic Building Project Coordination Committee

Re: Deer Lake Centre 1 and 2 Improvements______________________

 

The Major Civic Building Project Coordination Committee submitted a report seeking approval to use surplus funds and request bylaw funding to undertake improvements at Deer Lake Centre 1 and 2.

The Major Civic Building Project Coordination Committee recommended:

1. THAT the Financial Management Committee recommend Council approve the use of surplus bylaw funds from the West Building renovation project to undertake improvements at Deer Lake Centre 2.

2. THAT the Financial Management Committee recommend Council authorize the City Solicitor to bring forward a Capital Reserves Bylaw in the amount of $125,000 to finance improvements at Deer Lake Centre 1.

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT the recommendations of the Major Civic Building Project Coordination Committee be adopted.

 

                                                                                             CARRIED UNANIMOUSLY

 

5.

NEW BUSINESS

 

Financial Report as at 2017 Period 11

 

The Director Finance submitted the 'Financial Report as at 2017 Period 11'.

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT the Financial Report be received for information.

 

                                                                                             CARRIED UNANIMOUSLY

 

6.

INQUIRIES

 

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

 

7.

CLOSED

 

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

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT this meeting do now recess.

 

                                                                                             CARRIED UNANIMOUSLY

 

The Open Committee meeting recessed at 6:50 p.m.

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan 

 

THAT this meeting do now reconvene.

 

                                                                                             CARRIED UNANIMOUSLY

 

The Open Committee meeting reconvened at 7:00 p.m.

 

8.

NEW APPLICATIONS - FESTIVALS BURNABY

 

MOVED BY COUNCILLOR calendino 

Seconded by COUNCILLOR jordan

 

THAT the New Applications – Festivals Burnaby be received.

 

                                                                                             CARRIED UNANIMOUSLY

 

Small Scale Events

 

a)

#17-S-012 - Open World for Kids Foundation Society

 

 

European Christmas and New Year Celebration

 

 

An application was received from Open World for Kids Foundation Society for their annual European Christmas and New Year Celebration to be held on 2017 December 30 at Serbian Centre / St. Archangel Michael's Serbian Orthodox Church, 7837 Canada Way, Burnaby.  This event will showcase a traditional European theatrical performance as well as traditional games, artisans, food vendors and gifts for children from Santa.

 

 

Request:

$3,000

CPA:

2016 - No Application

2015 - No Application

2014 - No Application

 

 

MOVED BY COUNCILLOR jordan

Seconded by COUNCILLOR calendino 

 

THAT a Festival Burnaby grant – Small Scale Event in the amount of $1,500 be awarded to Open World for Kids Foundation Society for their annual European Christmas and New Year Celebration to be held on 2017 December 30 at Serbian Centre / St. Archangel Michael’s Serbian Orthodox Church.

 

                                                                                             CARRIED UNANIMOUSLY

 

b)

#18-S-002 - Artisan Farmers' Market Society

 

 

Festival-Style Fun at POP! Power of Produce Kids Events

 

 

An application was received from Artisan Farmers' Market Society for Festival-Style Fun at POP! Power of Produce Kids Events to be held from 2018 May to October at Burnaby City Hall.  This North American initiative is to get children tasting, talking to the producers and learning the importance of eating fresh, local, and healthy foods. Weekly food themed entertainment will include balloon artists, puppeteers, dancers, and musicians.  This new initiative will further establish the Farmers' Market as a Saturday morning community gathering place.

 

 

Request:

$10,736

CPA:

2017 - No Application

2016 - No Application

2015 - No Application

 

 

MOVED BY COUNCILLOR jordan

Seconded by COUNCILLOR calendino 

 

THAT this Festival Burnaby grant request be REFERRED back to staff.

 

                                                                                             CARRIED UNANIMOUSLY

 

c)

#18-S-003 - National Congress of Black Women Foundation

 

 

2018 Festival of Arts and Music

 

 

An application was received from the National Congress of Black Women Foundation for 2018 Festival of Arts and Music - Celebrating African, Caribbean and American Music to be held on 2018 February 12 - 25 with three events planned at venue locations within Burnaby. The 2018 celebrations start off with Pathways to Celebrating and Recognizing Black History Month 2018. The event is open to the general public and will include storytelling, performances, an interactive program facilitated by authors and illustrators of children's books.  This event will build cultural awareness, engage discussions about the history of black Canadians and much more.  The second event is a full day youth workshop for high school students on the theme of anti-racism; and a closing event will celebrate and recognize volunteers.

 

 

Request:

$10,000

CPA:

2017 - $5,000 (Small Scale Grant)

2016 - $7,000 (Small Scale Grant)

2015 - $7,000 (Small Scale Grant)

 

 

MOVED BY COUNCILLOR jordan

Seconded by COUNCILLOR calendino

 

THAT a Festival Burnaby grant – Small Scale Event in the amount of $5,000 be awarded to the National Congress of Black Women Foundation for 2018 Festival of Arts and Music – Celebrating African, Caribbean and American Music to be held on 2018 February 12 – 25 in Burnaby.

 

                                                                                             CARRIED                                                                                         

                                                                                                         Councillor Calendino opposed

 

 

d)

#18-S-004 - African Canadian Soccer and Cultural Association

 

 

African Soccer and Cultural Festival

 

 

An application was received from the African Canadian Soccer and Cultural Association for the African Soccer and Cultural Festival to be held on 2018 August 10 - 12 at the Burnaby Lake Sports Complex.  In its 24th year, the main objective of the Festival is to showcase African culture through sports and cultural activities promoting volunteerism and community engagement within the African community.  The Festival's highlights include a soccer tournament, cultural performances, musical entertainment, ethnic food and children's activities and play area.

 

 

Request:

$10,000

CPA:

2017 - $6,500 (Small Scale Grant)

2016 - $8,000 (Small Scale Grant)

2015 - $8,000 (Small Scale Grant)

 

 

MOVED BY COUNCILLOR calendino

Seconded by COUNCILLOR jordan 

 

THAT a Festival Burnaby grant – Small Scale Event in the amount of $6,500 be awarded to the African Canadian Soccer and Cultural Association for the African Soccer and Cultural Festival to be held on 2018 August 10 – 12 at the Burnaby Lake Sports Complex.

 

                                                                                             CARRIED UNANIMOUSLY

 

9.

ADJOURNMENT

 

MOVED BY COUNCILLOR jordan 

Seconded by COUNCILLOR calendino 

 

THAT this meeting do now adjourn.

 

                                                                                             CARRIED UNANIMOUSLY

 

The Open Committee meeting adjourned at 7:20 p.m.

 

 

 

 

 

 

 

 

 

__________________________

____________________________

Blanka Zeinabova

Councillor Dan Johnston

Administrative Officer

Chair