MINUTES

1.

It was moved and seconded

That the minutes of the meeting of the General Purposes Committee held on Monday, December 16^th, 2002 and on Monday, December 23^rd, 2003, be adopted as circulated.

CARRIED

DELEGATIONS

2.

(1)

Mr. Douglas Louth, of 4140 Dallyn Road, regarding Aircraft Noise After Midnight.  (File No.:  0105-01; 6125-03-02  REDMS No. 930697)

Mr. Louth addressed Committee about the increase in aircraft noise after midnight.  A copy of his submission is attached as Schedule A and forms part of these minutes.

Discussion then ensued among Committees and the delegation regarding Mr. Louths concerns, during which questions were raised about whether the City had had an agreement with the Airport that there would late night flights would not be permitted. 

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

It was moved and seconded

That the concerns of Mr. Douglas Louth regarding aircraft noise after midnight be referred to staff to (i) clarify the Airports position on this matter, and (ii) provide information on the percentage of airplanes which arrive and depart after midnight.

CARRIED

( 2)

Mr. Kevan Hudson, NO GAMES 2010 COALITION, of 10680 Agassiz Court, regarding the 2010 Winter Olympic Games Bid for Vancouver-Whistler.  
(File No.:  0105-01; 7400-20-OLYM1)

Mr. Phil LeGood, of 3879 West 2^nd Avenue, Vancouver, accompanied by Mr. Kevan Hudson, representing the NO GAMES 2010 COALITION, addressed Committee on the bid to hold the 2010 Winter Olympic Games in Vancouver/Whistler. 

Mr. LeGood spoke at length on (i) the financial implications of entering into such a venture which were faced by the citizens of British Columbia; (ii) the negative impact of previous games on the cities in which those games took place; and (iii) the amount of funding which would be required from the Federal and Provincial governments at a time when needed programs were being cut because of a lack of funding.  Mr. LeGood concluded his presentation by stressing the need to put resources where they would do the most good for the citizens of British Columbia.

A brief discussion ensued on Richmond's participation in the 2010 Winter Games, and the Committee was urged to either confirm or withdraw its support of the bid.  (Material circulated by Mr. Hudson as part of the presentation is on file in the City Clerks Office.)

FINANCE & CORPORATE SERVICES DIVISION

3.

2003 CITY GRANT PROGRAM
(Report:  Dec. 9/02, File No.:  1085-01) (REDMS No. 921738, 464798, 908025, 908187, 908307, 908194, 908571, 908207, 908296, 909299, 908349, 908356, 921680, 908363, 908494, 908533, 909089, 908577, 909399, 908669, 908674, 908679, 908695, 908701, 908725, 908739, 908743, 909395, 908762, 908764, 908770, 908813, 908828, 908944, 909022, 909093, 922285, 909096, 909103)

The Manager, Customer Service, Anne Stevens, indicated that she was available to answer any questions which the Committee might have.

Questions were raised about (i) the need to coordinate services within the local service agencies to eliminate duplication, (i.e. volunteer training) and on how this could be accomplished; (ii) whether grant applications were specifically designated for salaries; (iii) whether staff were aware of how an organization spent its grant money and if this money was fully expended; (iv) whether funds would be provided for the Society for Community Living and the Richmond Therapeutic Equestrian Society within the City's operating budget; (v) the feasibility of redesigning the grant application form for 2004 to require detailed information if the grant application was the result of the downloading of services by higher levels of government. 

Ms. Frances Clark, of 8160 Railway Avenue, representing the Richmond Therapeutic Equestrian Society, referred to the $18,000 which the Society received in 2002 from City's casino revenue, and which came with a number of requirements imposed by the City.  Ms. Clark then provided information on the steps which the Society had taken to expand its program and to work with the City's Special Needs Coordinator, all as requested by the City.  She stressed the importance of receiving funding, either through a grant or as part of the City's operating budget, to continue with the programs offered by the Society.

Ms. Clark also expressed concern about the decrease in the amount of the overall grants budget over the past few years, stating that there were a number of community organizations which would not exist without City support.

Ms. Georgina Patko, Executive Director, Caring About Kids, of 11360 Second Avenue, voiced concern about the lack of approval for funding for her organization.  She then provided information about the program offered by Caring About Kids, which as to provide adult mentors to children and youth who were at risk.  A copy of the material provided to the Committee is on file in the City Clerks  Office.

In response to questions from the Committee, information was provided that Caring About Kids:

could provide adults to assist with the City's Nightshift program;

provided help to isolated, at risk children, including ESL youth and children attending alternate schools;

provided mentoring on-site in a safe location;

mentors were required to commit only five hours in total, however, these people continued to provide mentoring services long after their commitment had been completed

Caring About Kids offered a different service than the service offered by Big Brothers and Big Sisters in that mentors were only required to commit to five hours and were interested in working with children and youth; many of the volunteers approved by Big Brothers or Big Sisters who could not meet the one year commitment required by those organizations often came to Caring About Kids

Caring About Kids had been a member of Richmond Connections for three years, and the services provided by Caring About Kids could be similar to those provided by Richmond Connections

Caring About Kids worked closely with the Richmond School Board in trying to provide adults to work with children

Caring About Kids had obtained funding in the past from the United Way and the Richmond Sunrise Rotary Club.
 

Discussion then ensued among Committee members and staff on the grant process; the need to coordinate overlapping services; funding for the Society for Community Living and the Richmond Therapeutic Equestrian Society; how grant funds were dispersed; specific grant requests, including the Canadian Mental Health Association (Pathways), the Peking Opera Society, the Canada Chinese Opera Association, and the Richmond Chinese Mental Health Support Group, and the need for more information on these particular organizations; the surplus amounts shown by many of the organizations applying for grants and why grants were being recommended for these organizations; whether grant funding should be provided through the casino revenue allocation; and why the Gateway Theatre and Richmond Nature Park were being recommended for grants when these two organizations were funded through the City's operating budget.

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

It was moved and seconded

That the report (dated December 9^th, 2002, from the Manager, Customer Service), regarding the 2003 City Grant Program, be referred to staff for response to the following:

(1)

for the 2004 grant process:

(a)

recommendations on how a better level of coordination could be achieved between local service organizations in such areas as volunteer training;

(b)

require in the grant application, confirmation that the previous years grant monies was fully expended;

(c)

require the applicant to provide details to support their claim that the grant was required as a result of downloading from the Federal or Provincial governments;

(2)

for the 2003 grant applications:

(a)

whether long-term funding for the Society for Community Living and the Richmond Therapeutic Equestrian Society was to be included as part of the City's operating budget;

(b)

Caring About Kids whether there is a duplication of resources within existing service groups with those provided by Caring About Kids;

(c)

Big Sisters was a letter sent to this organization warning them about the consequences of submitting late grant applications;

(d)

Canadian Mental Health (Pathways) - provide information on the mission and purpose of this organization; also, the cost of providing lunches for members;

(e)

Richmond Chinese Mental Health Support Group provide information on their mission and purpose; also, additional information on their application;

(f)

Canada Chinese Operation Association and Peking Opera Society of Richmond provide additional information on the purpose of their applications;

(g)

provide comments on the funding surpluses which some organizations have and whether these surpluses should have an effect on their success in obtaining grants from the City; and

(h)

provide a rationale for the Gateway Theatre and the Richmond Nature Park submitting applications for, and being recommended to receive grants, when these organizations already obtain funding through the City's operating budget.

CARRIED

4.

2003 CAPITAL PLAN REFERRALS
(Report:  Jan. 8/03, File No.:  0970-01 (2003) (REDMS No. 936694)

The General Manager, Finance & Corporate Services, Jim Bruce, and the Chair, Land & Capital Team, Joe Erceg, responded to questions from Committee on the following matters:

Blundell Road Drainage No. 4 Road to No. 5 Road

Physical Plant Sustaining Capital

the need to increase the amount of funds in the reserve accounts to provide funding for proper maintenance of City infrastructure

Special Sports Statutory Reserve Fund

Purchase of Hydro Excavator Equipment

Britannia Heritage Shipyard Seine Net Loft Cost Estimate

Phoenix Gillnet Loft

Fire Vehicle Replacement Loan.
 

During the discussion, information was provided by Mr. Bruce on an emergency situation at the Riverport Ice Rinks which would require an additional $330,000 to be incorporated into the capital budget for repairs to the ice plant and dehumidifier.

It was moved and seconded

That the report (dated January 8th, 2003, from the General Manager, Finance & Corporate Services), regarding the 2003 Capital Plan Referrals, be received for information.

CARRIED

It was moved and seconded

That the 2003 Capital Plan final draft be adopted for inclusion in the 2003 Five Year Financial Plan (2003-2007).
 

The question on the motion was not called as the following amendments were introduced:

It was moved and seconded

That the Phoenix Gillnet Loft, in the amounts of $25,000 for roof repairs, and $5,000 for installation of perimeter fencing, be added to the 2003 capital budget as an additional item.

CARRIED

It was moved and seconded

That the matter of the West Bent Walkway (Phoenix Gillnet Loft) be referred to staff for discussions with the Britannia Heritage Shipyard Advisory Board and the Heritage Commission on the short and long term future of this project.

CARRIED

It was moved and seconded

That the purchase of Hydro Excavator Equipment be added to the 2003 Capital Budget as an additional item, subject to the approval of a business case analysis on the purchase of this equipment.
 

The question on the motion was not called as the following referral motion was introduced:

It was moved and seconded

That the matter of the purchase of Hydro Excavator Equipment be referred to staff.

CARRIED

It was moved and seconded

That the amount of $330,000 be incorporated into the 2003 capital budget for repairs to the ice equipment at the Riverport Ice Rinks, and that this amount be taken from the Revolving Fund Account.

CARRIED

Reference was made to the proposed expansion of the Richmond Public Library, and concern was expressed about adding to the City inventory when the City could not maintain its existing infrastructure.  As a result, the following motion was introduced:

It was moved and seconded

That staff comment on the Library expansion project prior to the expenditure of funds.

CARRIED

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

It was moved and seconded

That staff be authorized to commence construction of the 2003 projects.

CARRIED

5.

2003 OPERATING BUDGET REFERRALS
(Report:  Jan. 8/03, File No.:  0970-01 (2003) (REDMS No. 936668)

The Director of Finance, Andrew Nazareth, responded to questions from the Committee on the proposed 2003 operating budget.  Reference was made to the Priority Listing of Additional Level Items, and information was provided on how the priority list had been determined.  Advice was also given that consideration would only be given to adding the top ten items to the 2003 operating budget.  Discussion then ensued among Committee members and staff on the following items within the Priority List:

Rankings 7, 8 and 9 Plumbing/Gas Inspector Due to Permit Activity; Building Inspector Due to Business Licence & Permit Activity; and Plan Processing Clerk To Bring In Permit Revenue Faster

Ranking 10 Youth Outreach Program Funding

Noise Bylaw Enforcement

Ranking 14 Volunteer Management Coordination Emergency Plan

Ranking 21 Criminal Driving Enforcement Team Long Term Strategy

Ranking 15 Festivals Support Britannia, VSO, Music, Boat, No. 3 Road
 

Discussion also ensued among Committee members and staff on the issue of pay parking and the shortfall in projected revenue.

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

It was moved and seconded

That the report (dated January 8th, 2003, from the Director of Finance), regarding the 2003 Operating Budget Referrals, be referred to staff for additional information on:

(1)

the request for additional staff in the Building Approvals Department (Rankings 7, 8 and 9) and whether these positions would be permanent full-time, or filled on a contract basis;

(2)

Noise Bylaw Enforcement;

(3)

the anticipated cost of holding the Wooden Boat Festival and related events;

(4)

the cost effectiveness of the Youth Outreach Program;

(5)

the Pay Parking Program, and specifically on:

(a)

whether implementation of the program had been resulted in the movement of vehicles;

(b)

whether an increase in the number of bylaw enforcement officers would be a viable solution to the current service delivery plan;

(c)

the amount of revenue generated at each of the metered parking lots and by each of the on-street meters; and

(d)

the impact on the 2003 operating budget if pay parking was eliminated;

(6)

the Intercultural Advisory Committee;

(7)

the Volunteer Management Coordinator position; and

(8)

the RCMP staffing level, including Auxiliary Police Officers.

CARRIED

ADJOURNMENT

It was moved and seconded

That the meeting adjourn (6:56 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, January 20^th, 2003.

_________________________________

_________________________________

Mayor Malcolm D. Brodie
Chair

Fran J. Ashton
Executive Assistant