MINUTES

1.

It was moved and seconded

That the minutes of the meeting of the General Purposes Committee held on Monday, May 1^st, 2006, be adopted as circulated.

CARRIED

COUNCILLOR EVELINA HALSEY-BRANDT

2.

REGULAR OVAL UPDATES

(Memo:  May 2/06, File No.:  01-0370-03-01-Vol 01) (REDMS No. 1825271)

Cllr. Evelina Halsey-Brandt advised that she was making the proposed motion because of concerns raised that there was not a regular reporting committee for oval related issues.  In response to questions, she indicated that she was referring to general and not only financial Oval-related issues.

It was moved and seconded

That the monthly Oval Update and Summary currently provided to all members of Council become a standing item on the General Purposes Committee agenda.

The question on the motion was not called, as Committee members expressed their support for the proposal.  The request was made during the discussion that consideration be given to providing a condensed version of the monthly Oval update in local newspapers and the City Notice Board to let the public know (i) that Council was being responsible about the Oval project, and (ii) the status of the project.  A request was also made that the three Oval committees provide brief updates as part of the General Purposes Committee standing item.

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

CHIEF ADMINISTRATIVE OFFICE

3.

ARMY NAVY AIR FORCE UNIT 284 (STEVESTON) REQUEST FOR TAX EXEMPTION RELIEF

(Report:  May 4/06, File No.:  03-0925-02) (REDMS No. 1872387)

Mr. Chuck McDonald, representing the Army Navy Air Force Unit 284 (Steveston) (ANAF), advised that the ANAF was seeking a property tax exemption for the next five years.  He then provided information on a resolution adopted by the District of North Vancouver which approved a tax exemption to a veterans’ club, and added that municipalities across Canada were approving similar exemptions.  Mr. McDonald stated that the ANAF was currently in the process of redeveloping their property and reiterated that that organization was seeking exemption from the payment of taxes for the next five years, and if necessary, a grant for 2006. 

Discussion then took place among Committee members and the Senior Manager, Corporate Programs, Signi Solmundson, the Manager, Revenues, Ivy Wong, and the Manager, Business Liaison, Amarjeet Rattan, on:

·            

the rationale as to why staff did not recommend a permissive exemption for the ANAF

·            

the length of time being requested by the ANAF for tax exemption

·            

the number of other associations which might request a similar exemption

·            

the action taken by other jurisdictions with respect to non-profit organizations and tax exemptions

·            

the proposed joint venture development and how this could impact the City

·            

the feasibility of redeveloping the ANAF property for affordable housing.

Advice was given during the discussion that once the ANAF property had been redeveloped, the tax exemption situation would be reviewed.

Comments were also made about areas to be explored regarding permissive tax exemptions for those portions of the building which were used for religious or other purposes (other than the bar area). 

Also addressed was the amount of the penalties which would be imposed if the ANAF did not pay its annual property taxes.

It was moved and seconded

(1)

That the City respond to the Army Navy Air Force Veterans Unit 284 (Steveston) request for tax exemption/relief by providing a secured loan to pay the municipal portion of their property taxes for the sooner of up to 5 years or redevelopment while they face the financial strains of redevelopment. 

(2)

That staff be instructed to:

(a)

review exemptions with the Army Navy Air Force Veterans Unit 284 (Steveston) to confirm that they are receiving the maximum exemptions permitted; and

(b)

discuss affordable housing concepts with the ANAF Unit 284.

The question on the motion was not called, as Committee members offered their support for the proposal.  However, discussion took place about the need for staff to meet with the ANAF to determine if the veterans’ club was receiving all the exemptions to which that organization was entitled, and to discuss the feasibility of developing affordable housing on their property.  As a result, the above motion was amended to (i) add after the words ‘taxes for the’, the following words “sooner of up to” in Part (1) of the motion; and (ii) to add Part (2).

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

ENGINEERING & PUBLIC WORKS DEPARTMENT

4.

RICHMOND OVAL ART PLAN

(Report:  Apr. 20/06, File No.:  11-7000-09-20-053/2006-Vol 01) (REDMS No. 1809298)  (Art Plan Cover)  (Art Plan Part 1a)  (Art Plan Part 1b)  (Art Plan 2)

Cath Brunner and Barbara Luecke, of 4Culture were introduced to the Committee.  A PowerPoint presentation was then given on the proposed Art Strategy and Implementation Program.  (A copy of this presentation is on file in the City Clerk’s Office.)

Discussion then took place among Committee members, the Director, Major Projects, Greg Scott, the Engineer, Major Projects, Scott Groves, and the delegation on the proposed Art Plan, during which information was provided that:

·            

the proposal now before the Committee was over and above what had already been approved for art at the Oval

·            

staff were working with the corporate administrative group to secure various levels of sponsorship for the Oval art projects

·            

the figure of $1.8 Million represented the minimum amount to be set aside for art projects; however, art had not been included as part of the capital construction project; if the recommendation now being considered was adopted, then the proposed art works would take place in and around the Oval site; Council could direct staff to include an amount of money within the budget or to seek sponsorships for the Art Strategy; the proposed plan ultimately deals with the Oval Precinct area; staff could be given direction to include the buttress decorations and polycarbonate skin projects within the construction budget, however, consideration also had to be given to the broader perspective.

Discussion continued, with concern and opposition being voiced about not only the amount of funding required to complete all of the suggested art projects, but also the use of surplus funds to help finance the projects.  However, support was also given by several Committee members to the proposal, with comments being made that the addition of public art to the site was critical and that it was important that the project be supported.  It was also noted that approval of the proposed recommendation would commit the City to spending $1,746,250 on art for the Oval site, not the total of $5.7 Million; and that the strategy would be a working plan for the future.

(Cllr. Dang left the meeting at 5:39 p.m., and returned at 5:41 p.m., during the above discussion.)

It was moved and seconded

(1)

That the Oval Art Plan be endorsed as the guiding plan for art opportunities in the Oval  site;

(2)

That the use of the plan be endorsed as a guideline for the Olympic Gateway Neighbourhood;

(3)

That the funding for the 2006 and 2007 projects be brought forward as part of the 2005 surplus appropriation report in the amount of $1,746,250.00;

(4)

That subsequent years funding be addressed through a combination of the sponsorship strategy and the five year capital plan process;

(5)

That staff work with VANOC to identify opportunities to collaborate; and

(6)

That staff identify sponsorship opportunities to be included in the overall Oval sponsorship strategy.

The question on the motion was not called, as questions were raised about (i) the amount of funds available in the Art Reserve Fund and whether this amount would be sufficient to decorate the concrete buttresses; and (ii) the availability of funding within the current Oval budget for Projects 1A – Polycarbonate Skin, and 1B – Concrete Buttresses.

The question on the motion was then called, and it was CARRIED with Cllrs. Chen, McNulty and Steves opposed.

5.

RICHMOND OLYMPIC OVAL – CHANGE IN SCOPE OF ARCHITECTURAL SERVICES

(Report:  May 5/06, File No.:   03-1000-20-2649P; xr 06-2052-50-01) (REDMS No. 1873266)

It was moved and seconded

The scope of the architectural services be modified to include accelerating seven tender packages with the cost of this effort to remain within the cost plan of $17.3 million for architectural services and the project budget of $178 million.

CARRIED

BUSINESS & FINANCIAL SERVICES DEPARTMENT

6.

12311 NO. 2 ROAD – DISCHARGE OF RIGHT-OF-WAY

(Report:  May 1/06, File No.:  06-2285-40-01) (REDMS No. 1815156)

It was moved and seconded

That the discharging the right of way over 12311 No. 2 Road (as set out in the report dated May 1, 2006, from the Manager, Lands and Property), be approved, and that staff be authorized to take all necessary steps to complete the discharge, including advertising.

CARRIED

7.

HUGH BOYD PARK – LICENCE FOR A COMMUNICATIONS INSTALLATION

(Report:  May 1/06, File No.:  03-10090-14-058/Vol 01) (REDMS No. 1831386)

It was moved and seconded

That:

(1)

approval be given to finalize a non-exclusive License agreement between the City and Rogers Wireless Inc. for the installation of telecommunications apparatus on a sports field lighting pole at the Hugh Boyd Athletic Park for a period of ten years for a one-time flat fee of $145,000;

(2)

that the fee payment be directed to the Special Sports Reserve;

(3)

that a further contribution of $50,000 from Rogers Wireless Inc. be directed to the Special Sports Reserve and used for sports field related expenditures at Hugh Boyd Park;

(4)

that staff be authorized to take all necessary steps to complete the matter.

CARRIED

8.

LEASE OF WATER LOT DL7990 – STEVESTON WATERFRONT LANDS – NO. 1 ROAD TO RAILWAY AVENUE

(Report:  Apr. 27/06, File No.:  03-1000-14-078/Vol 01) (REDMS No. 1817340)

It was moved and seconded

That staff be authorized to enter a twenty year agreement (four five year terms) with the Fraser River Port Authority for the lease of the water lot District Lot 7990 between No. 1 Road and Railway Avenue, on the same general terms and conditions as the existing agreement which expires on August 31, 2006.

The question on the motion was not called, as discussion ensued on the length of the proposed lease.  As a result, staff were requested to explore the feasibility of obtaining a longer term lease with the Fraser River Port Authority.

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

CORPORATE SERVICES DEPARTMENT

9.

REVISION TO AUGUST AND SEPTEMBER 2006 COUNCIL AND COMMITTEE MEETING SCHEDULE

(Report:  Apr. 21/06, File No.:  12-8060-20-8071; 01-0105-01/2006-Vol 01) (REDMS No. 1811547, 1813612)

It was moved and seconded

(1)

That Council Procedure Bylaw No. 7560, Amendment Bylaw No. 8071, which would allow the cancellation of two consecutive Regular Council Meetings, be introduced and given first, second and third readings and that staff proceed with the statutory public notification of this proposed change to the Council Procedure Bylaw;

(2)

That, upon adoption of Council Procedure Bylaw No. 7560, Amendment Bylaw No. 8071, the Regular Council Meetings (open and closed) of August 14 and 28, 2006, be cancelled;

(3)

That the following Standing Committee meetings be cancelled:

(a)

the General Purposes Committee meetings of August 8 and 21, 2006;

(b)

the Planning Committee meetings of August 9 and 22, 2006;

(c)

the Community Safety Committee meeting of August 15, 2006;

(d)

the Public Works and Transportation Committee meeting of August 16, 2006; and

(e)

the Parks, Recreation and Cultural Services Committee meeting of August 29, 2006.

(4)

That:

(a)

the August 21, 2006 Public Hearing be re-scheduled to Wednesday, September 6, 2006 at 7:00 PM in the Council Chambers at Richmond City Hall; and

(b)

the Planning Committee meeting scheduled for Wednesday, September 6^th, 2006 be rescheduled to Thursday, September 7^th, 2006.

CARRIED

PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT

10.

AWARD OF: (I) CONTRACT T.2824 – SUPPLY AND INSTALLATION OF AN ARTIFICIAL TURF SPORTS SERVICE SYSTEM; AND (II) CONTRACT T.2820 – SUPPLY AND DELIVERY OF THE BASE CONSTRUCTION MATERIALS, FOR HUGH BOYD PARK

(Report:  May 5/06, File No.:  03-1000-20-T.2824; 03-1000-20-T.2820) (REDMS No. 1885761)

It was moved and seconded

(1)

That Contract T.2824 for the Supply and Installation of an Artificial Turf Sports Surface System at Hugh Boyd Park be awarded to the lowest compliant bidder, Field Turf Inc. at the Total Tendered Amount of $1,380,124.52 including GST. 

(2)

That Contract T.2820 for the Supply and Delivery of Base Construction Materials (sand, gravel and artificial turf sports fields permeable aggregates) be awarded to Lafarge Canada Inc. at the unit prices quoted for a total estimated amount of $399,031.20 including GST.

CARRIED

ADJOURNMENT

It was moved and seconded

That the meeting adjourn (6:15 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, May 15^th, 2006.

_________________________________

_________________________________

Mayor Malcolm D. Brodie
Chair

Fran J. Ashton
Executive Assistant, City Clerk’s Office