General Purposes Committee Meeting Minutes - November 5, 2001

General Purposes Committee

 

Date:	Monday, November 5th, 2001
Place:	Anderson Room Richmond City Hall
Present:	Mayor Malcolm Brodie, Chair Councillor Linda Barnes Councillor Lyn Greenhill Councillor Evelina Halsey-Brandt Councillor Sue Halsey-Brandt Councillor Rob Howard Councillor Kiichi Kumagai Councillor Bill McNulty Councillor Harold Steves
Call to Order:	The Chair called the meeting to order at 4:00 p.m.

 

MINUTES

	1.	It was moved and seconded
		That the minutes of the meeting of the General Purposes Committee held on Monday, October 15th, 2001, be adopted as circulated.
			CARRIED

FINANCE & CORPORATE SERVICES DIVISION

	2.	CANCELLATION OF DECEMBER 24TH, 2001 REGULAR AND CLOSED COUNCIL MEETINGS (Report: Oct. 23/01, File No.: 0105-01) (REDMS No. 538368)
		It was moved and seconded
		That both the Regular Open and Regular Closed Council Meetings scheduled for Monday, December 24th, 2001 be cancelled (as permitted by Council Procedure Bylaw No. 7070).
			CARRIED

PARKS, RECREATION & CULTURAL SERVICES DIVISION

	3.	richmond TALL SHIPS 2002 (Report: Oct. 29/01, File No.: 0100-20-TALL1-01) (REDMS No. 545605)
		The General Manager, Parks, Recreation & Cultural Services, Cathy Volkering Carlile, introduced Janice Podmore, Chair of the Tall Ship Society, and Bryan Johnstone, Chair of the Sponsorship Committee. She then advised that the initial recommendations had been amended to give the Committee, staff and the Council Liaison the opportunity to meet on the size and scope of the event, and to present to Council, the City's best options. (Copies of the revised recommendations and event options were circulated to Committee members.)
		Ms. Podmore reported on the conference hosted by the American Sail Training Association (ASTA) in Victoria this past weekend, and on the information learned by Committee members about such matters as expectations and the financial benefits to the City, if Richmond was to host the Tall Ships event. She also spoke about the interest generated with regard to sponsorship opportunities. (During her discussion, she provided Committee members with a brochure on the event, and presented Mayor Brodie with a book entitled "Sail Tall Ships".)
		Mr. Johnstone spoke further on the conference; the Tall Ships Challenge event and the races which comprise this event; the financial benefits of having the Tall Ships event take place in Richmond; and the ship recruitment process which was currently underway.
		Discussion then ensued among Committee members, staff and the delegation on such issues as:
			time lines and the final deadline by which a decision was required on whether the City would host the event advice was given that the immediate concern was to have dredging of certain areas of the Fraser River confirmed, and Committee members were now working to achieve that goal; further information was provided on other components, including dock construction and on-going ship recruitment, which would follow
			the proposed dredging - information was provided on the applications which had been made to the appropriate agencies to undertake this work; the timing of the window of opportunity to complete the dredging, and whether this window of opportunity, if delayed, could impact the holding of the Tall Ships event
			the November deadline for advertising of the event in Richmond Tourism publications advice was given that in the event that advertising in the brochure was not possible, other methods of advertising would be found and utilized
			whether the City would be required to host the entire or only a portion of the event advice was given that the Committee was in favour of a scaled down event and were dedicated to making that happen; as well, the Committee would have flexibility as to how the event would unfold
			the proposed budget of $4,101,655 and whether this would change as a result of the knowledge gained from the ASTA conference advice was given that the Committee hoped that the projected expenses would decrease, particularly with regard to the waterside logistics, as the number of sponsors and their contributions increased; examples were given of in kind donations which would reduce expenditures. At this point, discussion ensued on sponsorship possibilities and revenue generation, during which the suggestion was made that a review of the budget should be undertaken by the Finance Select Committee.
		During the discussion, the suggestion was made that the appropriate Federal agencies should be advised that the infrastructure improvements would not only be for the Tall Ships event but would also benefit the local fishing industry. In response, advice was given that that was the approach being taken with these agencies.
		Councillor Steves circulated to, and reviewed with, members of the General Purposes Committee, a report which he had prepared, which provided additional information to that which was contained in the staff report. A copy of Cllr. Steves report is on file in the City Clerks Office.
		Discussion then continued on the proposed Tall Ship event, during which, in response to questions, further information was provided by Ms. Podmore on the ship recruitment process now underway, and the contracts which would eventually be entered into with the representatives of each ship to ensure that the City's and their needs were met during the time that each ship was in Richmond.
		Also addressed during the discussion was the availability of funding, and the suggestion was made that if the matter was referred to the Finance Select Committee, then the cash sponsors should be identified, and that an analysis be provided on a program which would be affordable to the City, along with revenue and expenditures to determine if the City could afford to host the event. Reference was made to Recommendation No. 2, and the comment was made by Ms. Podmore that adoption of this recommendation would allow the Committee to review what had been learned at the conference and the ramifications of holding a smaller event and not proceeding with any infrastructure improvements. She added that the Committee would have to examine its ability to raise sponsorships if another city made the decision to hold a simultaneous event.
		Discussion then ensued on the number of ships which could be docked in Steveston, at the BC Ferries dock and in New Westminster, and whether 28 ships could actually be accommodated. The issue of dredging was again raised and the allocation of funding for the dredging of certain areas. Concern was also raised about the need to keep a float free for local fishermen in the event of a salmon run occurring at the same time as the Tall Ships event. The suggestion was made during the discussion that staff provide four scenarios based on the options available, in order to establish a time line. Reference was made to the review of the scope of the project which was to be undertaken if Recommendation No. 2 was adopted, and advice was given that staff would re-examine the original proposal and would provide the Committee with two or three scenarios, including costs, and make a recommendation on the best option for the City to pursue.
		Discussion took place on (i) the question of whether the matter should be referred to the Finance Select Committee for review; (ii) the information which would be requested from staff, if such a referral was to take place; (iii) the timing of the report to the General Purposes Committee; and (iv) whether the efforts of New Westminster to hold the event would have an impact on Richmond's efforts.
		Ms. Podmore raised the question of whether the Committee would pass a motion indicating that the City would be the official host of the Tall Ships event, and discussion ensued on this request. As a result, it was agreed that the request would be dealt with as part of the Tall Ship Challenge proposals report.
		It was moved and seconded
		That:
		(1)	the City continue planning the 2002 Richmond Tall Ships Event;
		(2)	the 2002 Tall Ships Committee and staff reduce the scope of the event and bring to City Council, a recommended revised scope and management structure for the project; and
		(3)	information be provided to the General Purposes Committee on the financial aspects of the project, identifying the anticipated cash flow for the event, including timing and in kind remuneration; and the status of the expenditure of $82,500.
			CARRIED

URBAN DEVELOPMENT DIVISION

	4.	GVRD POSITION PAPER: ADVANCING FEDERAL GOVERNMENT OBJECTIVES IN URBAN REGIONS (Report: Oct. 29/01, File No.: 0157-01) (REDMS No. 540914)
		The Manager, Policy Planning, Terry Crowe, reviewed his report with the Committee.
		It was moved and seconded
		That:
		(1)	the draft Greater Vancouver Regional District (GVRD) position paper "Advancing Federal Government Objectives in Urban Regions" (Attachment 1 to the report dated October 29th, 2001, from the Manager, Policy Planning) be endorsed as a comprehensive and widely supported local government position regarding principles, proposals, and opportunities as part of upcoming discussions with the federal government, (as per the report dated October 29th, 2001, from the Manager, Policy Planning).
		(2)	the Greater Vancouver Regional District Board be notified of this decision.
		Prior to the question on the motion being called, Mr. Crowe responded to questions on proposals for the future role in urban regions, during which he indicated that acceptance of the position paper represented the start of a long term process. Councillor Kumagai also spoke about the Federal agenda for Greater Vancouver.
		The question on the motion was then called, and it was CARRIED.

 

CHIEF ADMINISTRATIVE OFFICE

	5.	Neighbourhood Services Program (Report: November 1/01, File No.: 0103-40-CV1B1) (REDMS No. 549266)
		The Manager, Policy & Research, Lauren Melville, reviewed the report with the Committee.
		In response to questions, Ms. Melville advised that:
			selection of an appropriate neighbourhood was one of the challenges currently being addressed by the Community Vibrancy Committee
			the use of existing staff and programs in a different manner were being considered, such as teams going into specific neighbourhoods as facilitators, at the same time doing other work
			in an effort to prevent negativity, the Committee was hoping to make the process positive and proactive in nature; the Committee would ensure that systems were in place within City Hall to deal with any issues which arose; as well the Committee hoped to reactivate the Integrated Service teams
			with reference to the long term effects of the neighbourhood service program, the Committee was of the view that once the program had been implemented within a specific area by team facilitators, the residents would carry on with the provision of those services
			with regard to the need for services not provided by the City, the Committee was of the view that the team facilitators could provide assistance in helping residents contact the appropriate agency; however, the Committee would have to liaise with the agencies beforehand
			the Committee was still in the early stages of preparing the program and wished to select an area to undertake a test on a small scale and then build on the results of that experience.
		During the discussion, general agreement was expressed for the proposed program. However, concern was expressed that expectations would rise that a certain level of service, higher than that which currently exist, would be provided. It was felt that this could lead to increased costs to the City in the future.
		Discussion also centred on the feasibility of creating a brochure which outlined initiatives which the City wished to propose, such as Block Parent and Block Watch. A question was also raised about whether the Committee had given any consideration to approaching local groups and asking them what they want to do for their City. Discussion also took briefly on how the Committee hoped to launch the program, such as through Home Safe and promoting that project over anything else.
		It was moved and seconded
		That staff continue to develop the Neighbourhood Services Program and report back to Council through General Purposes Committee with the results of the first pilot project.
			CARRIED

ADJOURNMENT

		It was moved and seconded
		That the meeting adjourn (5:29 p.m.).
			CARRIED

	Certified a true and correct copy of the Minutes of the meeting of the General Purposes Committee of the Council of the City of Richmond held on Monday, November 5th, 2001.
_________________________________	_________________________________
Mayor Malcolm Brodie Chair	Fran J. Ashton Executive Assistant