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, 2019 December 11 at 5:00 p.m.

1.

CALL TO ORDER

PRESENT:

His Worship, Mayor Mike Hurley, Chair

Councillor Sav Dhaliwal, 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 and Cultural Services

Mr. Ed Kozak, Director Planning and Building

Mr. Dave Critchley, Director Public Safety and Community Services

Ms. Shari Wallace, Chief Information Officer

Mr. John Cusano, Assistant Director - Civic Building Projects

Mr. Tim Van Driel, Manager – Civic Building Projects

Ms. Elaine Wong, Executive Assistant to the Mayor

Ms. Nikolina Vracar, Administrative Officer 2

Ms. Kimberly Bui, Acting Administrative Officer

The Chair called the Open meeting to order at 5:01 p.m.

His Worship, Mayor Mike Hurley, recognized the ancestral and unceded homelands of the hən̓q̓əmin̓əm̓ and Sḵwx̱wú7mesh speaking peoples, and extended appreciation for the opportunity to hold a meeting on this shared territory.

2.

MINUTES

MOVED BY COUNCILLOR CALENDINO

Seconded by COUNCILLOR DHALIWAL

THAT the minutes of the Financial Management Committee Open meeting held on 2019 November 20 be adopted.

CARRIED UNANIMOUSLY

3.

CORRESPONDENCE

Correspondence was received from Mr. Emon Bari, General Manager, Bonny’s and Burnaby Select Taxi Ltd., requesting the City reduce the business licence fees for taxis if it will not be requiring ride hailing vehicles to obtain individual vehicle licences and pay the business licence fee.

Staff undertook to follow-up with the writer once information is available on the potential implementation of Inter-Municipal Business Licence (IMBL) rates for ride hailing businesses.

Correspondence was received from Mr. Ian Ballam expressing concern regarding the City’s house rental business licence fee, and its impact on property owners and renters.

Staff undertook to follow-up with the writer, and informed the Committee that approximately 1,000 house rental business licence applications have been received.

The Committee noted that some residents who are renting their home may not be aware that they need to purchase a House Rental Business Licence in addition to completing the Supplementary Utility Fees Declaration Form.  Further, the Committee inquired regarding the number of declarations received.

Staff undertook to provide the information.

Correspondence was received from Win Chiu expressing concern regarding the City’s supplementary utility fees, and inquiring regarding the reason for charging the fees to single and two family dwellings and not strata complexes.

Staff undertook to follow-up with the writer.

A memorandum was received from the Director Finance providing an overview of the City’s financial activity as of the end of Period 11, and comparing that activity with the 2019-2023 Financial Plan.

The Committee inquired regarding actual expenditures being lower than planned expenditures in the capital budget, and use of the operating surplus.

Staff advised that lower capital expenditures are partially attributable to cash-flow and multi-year capital projects.  Further, operating surplus will be used for one-time projects.  

4.

REPORTS

The Director Parks, Recreation and Cultural Services submitted a report requesting the use of Gaming Reserve to finance 2020 projects outlined in the report.

The Director Parks, Recreation and Cultural Services recommended:

1.    THAT the Financial Management Committee authorize the use of Gaming Reserves in the amount of $275,000 to finance the projects outlined in the report.

MOVED BY COUNCILLOR dhaliwal

Seconded by COUNCILLOR calendino

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

CARRIED UNANIMOUSLY

The Director Engineering submitted a report seeking authorization to update the fee schedule in the Burnaby 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, as per Attachment #1 of the report, effective as of 2020 February 01.

MOVED BY COUNCILLOR calendino

Seconded by COUNCILLOR dhaliwal

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

The Director Engineering submitted a report requesting the use of a Capital Reserve Fund Bylaw to finance 2020 - 2021 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 $6,050,000 to finance an Engineering capital infrastructure improvement project, as outlined in the report.

MOVED BY COUNCILLOR calendino

Seconded by COUNCILLOR dhaliwal

THAT the recommendation of the Director Engineering be adopted.

CARRIED UNANIMOUSLY

The Committee inquired regarding the approach for advancing sidewalk projects.

Staff advised they are prioritizing sidewalk upgrades based on their proximity to schools, community centres, parks, and transit; cost-effectiveness; network gaps; and neighbourhoods without sidewalks.  Further, projects will be completed using one of two approaches: (1) consultant/contractor teams design and build simultaneously; or (2) consultant completes a design prior to a contractor building a new sidewalk.

Arising from further discussion and without objection by any member, the Committee requested that staff investigate the feasibility of adding a City crew to support completion of sidewalk projects.

Staff undertook to follow-up.

The Director Finance submitted a report providing an overview of the Property Tax System Replacement Project.

The Director Finance recommended:

1.    THAT the Financial Management Committee receive the report for information purposes.

MOVED BY COUNCILLOR calendino

Seconded by COUNCILLOR dhaliwal

THAT the recommendation of the Director Finance be adopted.

CARRIED UNANIMOUSLY

The Director Finance submitted a report seeking approval of the proposed Permissive Tax Exemption Policy.

The Director Finance recommended:

1.    THAT the Financial Management Committee recommend Council approve the proposed Permissive Tax Exemption Policy commencing for the 2021 property taxation year, as outlined in the report.

MOVED BY COUNCILLOR calendino

Seconded by COUNCILLOR dhaliwal

THAT the recommendation of the Director Finance be adopted.

CARRIED UNANIMOUSLY

The Major Civic Building Project Coordination Committee submitted a report providing an update on the current status of major civic building projects.

The Major Civic Building Project Coordination Committee recommended:

1.    THAT the Committee forward the report to Council for information.

MOVED BY COUNCILLOR dhaliwal

Seconded by COUNCILLOR calendino

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

CARRIED UNANIMOUSLY

The Committee inquired regarding status of the Capitol Hill Elementary School child care project and Willingdon Heights Community Centre.

Staff advised that modular units at the school will be installed in a few weeks.

Further, staff advised they are reviewing Grosvenor’s proposal presented at the 2019 November 20 Committee meeting in regard to the Willingdon Heights Community Centre. Phase I (i.e. feasibility study) of the project is proceeding, and staff will provide information regarding the next steps to the Committee and Council in the near future. 

5.

NEW BUSINESS

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

6.

INQUIRIES

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

7.

CLOSED

MOVED BY COUNCILLOR dhaliwal

Seconded by COUNCILLOR calendino

THAT the Open Committee meeting do now recess.

CARRIED UNANIMOUSLY

The Open Committee meeting recessed at 6:00 p.m.

MOVED BY COUNCILLOR dhaliwal

SECONDED BY COUNCILLOR calendino

THAT the Open meeting reconvene.

CARRIED UNANIMOUSLY

The Open Committee meeting reconvened at 6:17 p.m.

8.

ADJOURNMENT

MOVED BY COUNCILLOR dhaliwal

Seconded by COUNCILLOR calendino

THAT this Open Committee meeting do now adjourn.

CARRIED UNANIMOUSLY

The Open Committee meeting adjourned at 6:18 p.m.