General Purposes Committee Meeting Minutes - January 21, 2002

CARRIED

That an increase to the Council approved capital project of the Britannia Heritage Shipyard front dock be approved to allow for dredging to a minimum depth of 3.1 meters (as outlined in Option 1 described in the report dated January 14^th, 2002, from the Managers of Facilities Planning & Construction and Cultural Services respectively.)

CARRIED

The General Manager, Parks, Recreation & Cultural Services, Cathy Volkering Carlile, reviewed her report with the Committee.

Discussion then ensued among Committee members and staff on the status of the event budget. Questions were raised about when Council would be given the opportunity to ascertain if the financial targets set could be attained. Concerns were expressed that Council (i) would not have sufficient time to reduce the scope of the project if these targets were not met, and (ii) would be faced with providing funds to cover a shortfall of the proposed $1.256 Million budget. Advice was given by Ms. Volkering Carlile that the figures were currently be reviewed because she had not been satisfied that the figures correctly reflected the program being pursued by the City. As well, she indicated that staff also had to determine if each aspect of the budget was necessary for the event.

In response to further questions, advice was given that the number of ships participating in the event would have a direct impact on the budget, as the location of the larger ships at the south end of No. 3 Road would mean that the Steveston Harbour no longer required dredging. It was noted, however, that expansion of the No. 3 Road pier to allow a multi-purpose use had resulted in an increase to the budget.

Discussion continued on the question of when Council would have the opportunity to review the budget, and determine whether it would be necessary to reduce the size of the project because of the lack of corporate and government funding. Concern was expressed that as the date of the event grew closer, Council would have less and less time to make a decision. During the discussion, information was provided by Ms. Volkering Carlile on the funding which had been obtained to date, both financial and in kind. Reference was made to the funding being sought from the Federal and Provincial Governments, and discussion ensued on the likelihood, if any, of the Provincial Government providing funding.

During the discussion, questions were raised about promotion of the event, and the suggestion was made that a poster be created for advertising at the upcoming Boat Show, and that advertisements be placed in boating magazines. The suggestion was also made that the Richmond Yacht Club be contacted about having a sail past as part of the opening ceremony.

During the discussion, advice was given that the Tall Ships event had been expanded into a month long event, with the first ship arriving in Steveston at the beginning of July, and the request was made that this also be reflected in the budget.

Reference was made to the decision to not take any action to create the Tall Ships Society, and advice was given that this would allow the control of the project to remain with the City. As well, in response to further questions, Ms. Volkering Carlile advised that staff were also (i) determining how the fishing fleet could be accommodated during the event period; and (ii) conducting interviews for the Project Manager position. She also advised that twelve ships had committed to participate in the event, including a number of larger ships.

Reference was made to the dredging requirements, and advice was given that dredging would proceed. Information was provided that funding for the dredging was in place, that the contract for dredging of the channel had been let, and that the Federal Government had agreed to undertake the dredging.

Further discussion ensued on the issue of financing, with concern being expressed about the size of the proposed $1.256 Million budget, and whether sufficient sponsorships would be obtained to cover the cost. Concern was also expressed about the expectation that the Provincial Government would be providing funding for the event, and discussion ensued among Committee members and staff on the correspondence received from the Provincial Government on this matter.

During the discussion, the following requests were made to staff to:

provide a sliding scale budget, based on the sponsorships and funding received

provide information on the impact to the budget of having ships arrive earlier, and how these earlier visits would benefit the City

outline the implications if the City did not receive $400,000 in cash, i.e. if the City did not receive the funding, would event still take place

provide alternate proposals for the project which could be undertaken without Provincial funding, including costs, and commitments, depending on the number of ships which participate.

The Chair outlined three areas of concern which he wished to have addressed: (i) the timing of a report to the Committee on the budget for the Tall Ships event; (ii) an overall review including the budget and other information; and (iii) the preparation of various project levels dependent on the commitments secured.

Discussion ensued on these areas, during which the comment was made that a realistic budget was required, one which was not dependent on funding being obtained from the Provincial Government. As well, clarification was requested on the contributions being made by crown corporations, and on the cost of completing the proposed improvements to the No. 3 Road pier.

A question was raised about the timing of the budget report, and the Chair stressed that he wanted to see a copy of the budget in one weeks time, rather than waiting until the next meeting of the General Purposes Committee. He added that he would accept the information in a memo format.

As a result of the discussion, the following referral motion was introduced:

That the matter of the Tall Ships event be referred to staff for a report to the next meeting of the General Purposes Committee on:

an overall review including the budget and other information; and

the preparation of various budget levels dependent on the commitments secured,

and that a report on the budget be provided by memo within one week.

CARRIED

The Manager, Customer Service, Anne Stevens, briefly reviewed the changes which had been made with regard to the awarding of grants for 2002.

Discussion ensued, during which reference was made to the amount of the grants proposed for Big Brothers and Big Sisters. Concern was expressed that Big Brothers was receiving more than Big Sisters, even though they provided services to fewer Richmond residents, and the suggestion was made that the grants to both organizations be made equal $3,600 each, which would not affect the grant totals.

Reference was made to the request received from the Kinsmen for a grant to purchase the lights used annually in the "Nature Comes to Light" display at the Nature Park each Christmas. Information was provided that the grant had been denied because the application had been three months late.

Mr. Warren Karsgaard, representing the Richmond Kinsmen, provided information on a request made to the City in October of 2001, for a grant to purchase the light displays. He explained during his review that the organization had only learned about the need to submit a grant application in December of last year.

A brief discussion then ensued among Committee members, the delegation and staff on the funding request, and whether the request met the City's grant criteria. Concern was expressed during the discussion about making a decision before staff had had the opportunity to review the matter in further detail.

That the grant amounts (identified in the report dated January 13^th, 2002, from the Manager, Customer Services) for Health and Social Services applicants be approved, and the cheques disbursed for a total of $252,200, on the understanding that the grants awarded to Big Brothers and Big Sisters would be amended to be $3,600; and

That the grants (identified in the report dated January 13^th, 2002, from the Manager, Customer Services) for Cultural; Community Promotion and Summer Program applicants are approved and the cheques disbursed for a total of $64,300.

CARRIED

That the request for funding from the Richmond Kinsmen Club to purchase the lights and displays used as part of the "Nature Comes to Light" event held at the Nature Park each Christmas, be referred to staff for review and report to the General Purposes Committee in due course.

Prior to the question being called, staff were asked to meet with representatives of the Kinsmen Club on the matter, and to examine other possible sources of funding, such as a minor capital expenditure.

The question on the motion was then called, and it was CARRIED.

Insp. Tony Mahon, Operations Support Officer, Richmond Detachment of the RCMP, advised that the detachment was considering the use of sponsored or donated vehicles for community policing, special events and for use by School Liaison officers. He explained that (i) these vehicles would allow the detachment to use their operational vehicles for front line work, (ii) the sponsored/donated vehicles would only be driven by police officers to promote community events, and (iii) the expense would be minimal and could be absorbed within the current budget.

Insp. Mahon stated that he would be submitting a written report on the proposal to the next Council Meeting.

Discussion ensued among Committee members and Insp. Mahon on the proposal, during which he provided the following information:

the vehicles would be new, top of the line,

sponsors had already been found

the vehicles would not be used in road patrols or to respond to calls

maintenance of the vehicles would be the responsibility of the dealership

information on the vehicles, which would be white in colour, would include the name of the sponsor, RCMP decals, a light bar, and wording to indicate that the vehicle was being used for community policing.

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, January 21^st, 2002.