It was moved and seconded

That the agenda for the October 1^st, 2007 meeting of the General Purposes Committee be adopted with the addition of a matter relating to Raccoons.

CARRIED

MINUTES

1.

It was moved and seconded

That the minutes of the meeting of the General Purposes Committee held on Monday, September 17^th, 2007, be adopted as circulated.

CARRIED

PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT

2.

LIBRARY FACILITIES PLAN

(Report:  Sept. 11/07, File No.:  01-155-04-01) (REDMS No. 2277759)

Ms. Leslie Wilson, Chair, Richmond Public Library Board, accompanied by Chief Librarian Greg Buss, spoke about the ‘Library Facilities Plan’ and the ‘Strategic Plan 2008-2010’.  A copy of Ms. Wilson’s presentation is attached as Schedule A and forms part of these minutes.

(Cllrs. Sue Halsey-Brandt and Evelina Halsey-Brandt entered the meeting at 4:03 p.m. and 4:04 p.m. respectively, during the above presentation.)

At the conclusion of the presentation, discussion ensued among Committee members and the delegation on the Library Facilities Plan and Strategic Plan, and in particular, on:

§            

Priority 6.3: Cambie Branch Library and Priority 6.4: Hamilton Branch Library and the information which would be provided by undertaking a feasibility study

§            

whether the Library Board would be prepared to consider any size of community space as a means to establishing a ‘neighbourhood library lending service’ in a particular area

§            

whether the Library had held discussions with the School District about the feasibility of entering into a partnership with that organization; the feasibility of having joint functions, i.e. school / community libraries

§            

the cost of renewing the lease for the Cambie Branch Library

§            

the concept of the Library establishing an Oval Resource Centre within the Oval facility

§            

whether the feasibility study could include changing models such as community/school libraries; whether the feasibility study would include a needs assessment; the timing of the completion of the feasibility study 

§            

the proposal to build a new main library in the downtown core of the City; whether it would be possible to construct additional floors on the current Brighouse Library facility

§            

the rationale for requiring a Librarian to provide service to seniors and older adults

§            

the technology which was available which would help to make the operation of a library more efficient

§            

the need for a new Steveston Branch Library and the feasibility of incorporating a new facility into the Steveston Community Centre

§            

the importance of holding discussions with the community and the library users to determine if the Library was ‘on track’ with its proposed plan.

During the discussion, advice was given that while the proposals being put forward by the Library set out the priorities of the library and a proposed timeframe, these priorities and timeframe could be changed at any time.  Also addressed was the importance of considering the needs of the community and recognizing that these projects needed to fit with other projects proposed by the City, as well as ensuring that all possible scenarios were reviewed and assessed to ensure that no library doors were closed.

Following the conclusion of the discussion with the delegation, discussion continued among Committee members on (i) the proposed Library Facilities Plan and the Strategic Plan – 2008-2010; (ii) the feasibility study; and (iii) priorities and plans which had previously been set by the City and incorporation of the Library priorities into these plans.

At the conclusion of the discussion, the following motion was introduced:

It was moved and seconded

(1)

That the priorities 1 through 7, listed in the Library Facilities Plan 2008 – 2025 (Attachment 1 to the report dated September 11^th, 2007, from the General Manager, Parks, Recreation & Cultural Services Department) be incorporated into the Corporate Facilities Implementation Plan and the timing of each priority be reviewed to reflect overall corporate priorities and funding strategies.

(2)

That priority 8, the Richmond Oval Resource Centre, be referred to the Richmond Olympic Business Office (ROBO) and Major Projects Office for consideration as a tenant in the Oval and its potential impact on the business plan; and

(3)

That the Richmond Public Library Strategic Plan 2008 - 2010 (Attachment 2 to the report dated September 11^th, 2007, from the General Manager, Parks, Recreation & Cultural Services Department), be received for information.

CARRIED

3.

MARITIME EVENTS FOR 2008

(Report:  Sept. 20/07, File No.:  11-7400-20-MFES1) (REDMS No. 2280367)

The Director, Recreation & Cultural Services, Kate Sparrow, accompanied by Bryan Klassen, Site Supervisor, Britannia Heritage Shipyard, advised that Recommendation No. 2 should indicate that the funds were to be provided from “Council Provision” and not ‘Council Contingency’.

Discussion then ensued among Committee members and staff on the maritime events proposed for 2008, during which the following information was provided:

§            

with reference to the Richmond segment of the Rivermania 2008 – Fraser River Festival, no commitments had yet been made by the City regarding the holding of this event in Richmond; City staff still had to meet with the organizers about this event; it was the understanding of staff that the Provincial organizers were looking to each community to raise funds to cover the costs related to each event, however, the event planned for the Tillers Folley Concert at Garry Point would be supported with funding from the BC150 Years fund

§            

a cancellation clause would be required in any agreement negotiated with any vessel recruited to participate in the 2008 Maritime Festival because of the fact that the budget for the event had not yet been approved

§            

even though there was a narrow window of opportunity to complete the dredging at Britannia Shipyards and in the event that funding was not approved in sufficient time to allow dredging to take place before March 15, 2008, dredging could still take place after July 15^th and prior to the start of the Maritime Festival

§            

the 2008 Maritime Festival would be more expensive for the City if the event became an American Sail Training Association (ASTA) sanctioned event

§            

regarding the success of the Maritime Festival if this event was held in August, advice was given that informal discussions had been held with the owners of a number of vessels, some of whom have indicated that their ships may be available but that their availability was dependent on their plans and programs for next summer; staff would be working very hard to have tall ships visit Richmond for the Maritime Festival

§            

when the Maritime Festival was first started, this event was added to three well established group of classic boat festivals held in and around Vancouver during the weeks which lead up to the August date for the Richmond event

§            

funds were not available from either the Federal or Provincial governments for dredging because the City was responsible for the dredging of the water lot located in front of the Britannia Shipyard facility

§            

the camel float could be moved in and out of the Britannia area

§            

the funds needed to hold the 2008 Maritime Festival were over and above those funds which had been set aside for the Britannia Heritage Shipyard

§            

the Maritime Festival would be a free event for visitors

§            

staff were of the opinion that the Maritime Festival would continue to grow; over the past four years the event had steadily increased in size

§            

staff were supporting an enhanced Maritime Festival for 2008 because this event would provide an intermediate step leading up to the 2010 Olympic Winter Games

§            

if it was the wish of the Committee, staff could focus on the September Rivermania event, however, tall ships could not be brought in as part of that event; staff could work with the organizing committee for the Rivermania event to ensure that the final event to be held in Steveston would be a very significant event

§            

as to whether tall ships could be brought in without incurring the proposed capital costs, advice was given that dredging was usually undertaken every five years in this area of the Fraser River, and not dredging could soon restrict the size of the tall ships which could be brought in; some of the existing floats needed to be replaced but not necessarily this year; as well, the City owned a camel float to which some vessels could be tied, however, staff had not investigated whether tall ships would still be able to come

§            

the Provincial Rivermania event was encouraging local communities to develop their own celebrations around this event; the option was available if the City wanted to highlight its own maritime history and to make it the theme of the City event.

During the discussion, concern was expressed about the timing of (i) the Maritime Festival and inviting tall ships to participate in the event, and (ii) dredging of the area in front of the Britannia Shipyard; as well as the availability of funding and the commitments already made in advance of consideration of the 2008 budget.

During the discussion, a suggestion was made that the Maritime Festival could be included as part of the July 1^st celebrations.  The comment was made that these celebrations could become a week long event to tie in with the ASTA event which was always held at the end of June or the beginning of July.  Further comments were made that the City should concentrate its efforts on the July 1^st Salmon Festival rather than connecting the Maritime Festival to the Vancouver event. 

Reference was made to staff recommendation #4, ‘That $200,000 be requested as one time additional level funding in the 2008 operating budget to organize and produce an enhanced Richmond Maritime Festival in August, 2008’, and the suggestion was made that staff should be directed to identify alternative funding sources which did not rely on additional level funding.  A further suggestion was made that the report should be referred back to staff to consider (i) alternate dates for 2008. and (ii) what should be done over all.

Reference was made to the need for dredging, and questions were raised about whether the City could put on a maritime festival which was more than the current event but less enhanced than what was being proposed, which did not require dredging.  The suggestion was made that staff should consider the capacity of the Britannia Heritage Shipyard and how this area could be increased for the future.

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

It was moved and seconded

That the report (dated September 20^th, 2007, from the Director, Recreation & Cultural Services), regarding Maritime Events for 2008, be referred to staff to examine additional options, and for information on:

(1)

more cost effective options for events in July or August, or in September in conjunction with the Rivermania event;

(2)

the organizational requirements which would be entailed; and

(3)

the financial sources and financial impact to the City.

The question on the motion was not called, as discussion continued on this matter.  As a result, it was agreed that the following would be added as amendments to the referral motion:

“(4)

tentative plans for 2008 and beyond; and

(5)

examine options for dredging and the camel.”

The question on the motion, as amended to read as follows:

“That the report (dated September 20^th, 2007, from the Director, Recreation & Cultural Services), regarding Maritime Events for 2008, be referred to staff to examine at additional options, and for information on:

(1)

more cost effective options for events in July or August, or in September in conjunction with the Rivermania event;

(2)

the organizational requirements which would be entailed; and

(3)

the financial sources and financial impact to the City.

(4)

tentative plans for 2008 and beyond; and

(5)

examine options for dredging and the camel.”,

was then called, and it was CARRIED.

PARKS, RECREATION & CULTURAL SERVICES DEPARTMENT / RICHMOND OLYMPIC BUSINESS OFFICE

4.

BC SENIORS GAMES BID

(Report:  Sept. 19/07, File No.:  11-7400-01) (REDMS No. 2283490)

The General Manager, Parks, Recreation & Cultural Services, Cathy Volkering Carlile, accompanied by the Acting Director, Richmond Olympic Business Office, Gary Young, advised that if Committee chose to agree to host the 2009 BC Seniors Games, then a number of recommendations, as outlined on Pages 9 and 10 of the staff report, should be endorsed and forwarded to Council for adoption.  Ms. Carlile added that, with reference to the offsetting of any deficits, the requirement for a cap of $275,000 should be included.

Discussion then took place among Committee members on whether the City should host the 2009 BC Seniors Games.  During the discussion, the following issues were addressed:

§            

whether the BC Seniors Games Society could be approached about the possibility of submitting a bid to host the 2011 games rather than the 2009 games, and whether, with respect to the 2011 games, volunteers would have energy left after being involved with the 2010 Olympic Winter Games celebrations

§            

the timing of the 2009 BC Seniors Games and the amount of work which would be involved in hosting these games in relation to the preparations which would be underway for the 2010 Olympic Winter Games and the various events which would be connected to those Games

§            

whether the City would have control over those facilities which would be used for the 2009 BC Seniors Games

§            

the amount of deficit, if any, which had resulted from the hosting of the BC Seniors Games in other municipalities

§            

the time and energy which would be required to host the BC Seniors Games, and the impact to not only City staff but also the City’s volunteers in providing assistance to host these games at the same time as preparing for the 2010 Olympic Winter Games events

§            

the proposal of the Sports Council that it would take the lead role in preparing the bid document to host the 2009 BC Seniors Games as well as, among other things, recruiting Games volunteers to run the various sporting events

§            

whether the use of volunteers to help with the 2009 BC Seniors Games could provide an increased volunteer data base for the 2010 Olympic Winter Games

§            

whether the proposed budget for hosting the BC Seniors Games was realistic.

During the discussion, the comment was made that the City should be supporting events such as the BC Seniors Games as these games would benefit a great many of the City’s own citizens rather than the Olympic Games which were geared towards top level athletes.

Reference was made by the Chair to an email received from Angela Gauld, Chair of the Richmond Seniors Advisory Council, which offered support for hosting the 2011 BC Seniors Games rather than the 2009 Games.  A copy of this correspondence is attached as Schedule B and forms part of these minutes. 

Discussion continued, with comments being made both in support and opposition to hosting the 2009 BC Seniors Games.  Concern was expressed about the timing of this event in relation to the 2010 Olympic Winter Games because the City would be focused on the challenge of preparing for the Olympic Games.  A further comment was made that it would be dangerous to host the 2009 BC Seniors Games so close to the 2010 Olympic Games.

Mr. Jim Lamond, Chair of the Richmond Sports Council, reported that the Sports Council had met with City staff and spoken to the Seniors Society and various sporting groups about supporting the Sports Council bid to host the 2009 BC Seniors Games.  He voiced concern that the Minoru Seniors Society, after initially indicating support for the Games, had submitted a letter which indicated that the Society supported the hosting of the 2011 Games rather than the 2009 Games.  He also advised during his presentation that he had received a letter of support from the Chinese Seniors Society.

Mr. Lamond advised that a majority of the events held during the BC Seniors Games would take place over a two day period, with the medal rounds taking place on the Saturday morning.  He added that the bulk of the events would be held in Minoru Park.  Mr. Lamond then talked about  the need to take care of the City’s aging population and the tremendous wealth of knowledge of senior citizens. 

In continuing his presentation, Mr. Lamond advised that City staff would not be needed to help with the hosting of the games as the Sports Council would do it all with volunteer help.  He added that the Sports Council would be establishing a BC Seniors Games Society, and asked that if the hosting of the Games resulted in a large profit to the City, that a portion of these funds be returned to the Sports Legacy Fund.

Discussion then took place among Committee members and Mr. Lamond, during which in response to questions, the following information and comments were provided:

§            

with reference to the need for staff, the Sports Council would be providing a staff person to act as Operations Manager

§            

the hosting of the 2009 BC Seniors Games would not have a negative impact on the City’s volunteer base or cause ‘burn out’

§            

the bid to host the 2009 BC Seniors Games must be submitted by October 31^st, 2007

§            

a 25 metre pool would be required for swimming events rather than a 50 metre pool

§            

the Sports Council was 100% unanimous in its commitment to prepare the bid document

§            

of the 62 sports organizations represented by the Sports Council, approximately 30 voted on the proposal to host the 2009 BC Seniors Games

§            

the Sports Council did not want to bid on the 2010 BC Seniors Games because the City and volunteers would be focused on the 2010 Olympic Winter Games

§            

once the bid was submitted, and if that bid was successful, the games would be awarded to the City

§            

supporting the hosting of the BC Senior Games would get the community involved.

Further discussion then ensued among Committee members and staff on the proposal to host the 2009 BC Seniors Games.  Concern was expressed about the commitment of staff resources to help with this event as well as the potential budget.  Reference was also made to correspondence which had been received which voiced concern about holding the Games in 2009 because of the need to focus on the preparation of the 2010 Olympic Winter Games celebrations.

Reference was made to the provision of business and financial plans, and advice was given that there was sufficient time for the Sports Council to prepare these documents for submission to Committee.  A further comment was made that the cost would most likely be as outlined in the staff report. 

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

It was moved and seconded

That the City agree to host the 2009 BC Seniors Games on the following basis:

(1)

That the City authorizes the Richmond Sports Council to bid on the 2009 BC Seniors Games.

(2)

That the City commits to the Games a cash contribution of $50,000 from the Council Provision Account, as well as providing in kind support of services and facilities with a minimum deemed value of $45,000.

(3)

That the Richmond Sport Council prepare and present to Richmond City Council the business plan and financial plan for the 2009 BC Seniors Games.

(4)

That Richmond City Council appoint 2 Council Liaisons to the host society.

(5)

That the City be prepared to offset any deficits, to a maximum of $275,000, related to the hosting of the 2009 BC Seniors Games staged by the Host Society.

(6)

That the City request the Richmond Board of Education supply a letter of support should any school facilities or resources be required for the staging of the Games.

The question on the motion was not called, as a brief discussion ensued on the preparation of a business plan by the Sports Council.  Committee members also expressed support to the proposal, stating that the hosting of the games would be a good investment for the health of the City’s senior citizens and could encourage their participation in the event.  Comments were also made that the hosting of this event in 2009 could be used as a warm-up for the hosting of events relating to the 2010 Olympic Winter Games.

However, comments were also made that there were many events already planned in the City for 2009, and concern was voiced about the capacity of staff to prepare for the hosting of the 2009 BC Seniors Games, while at the same time, preparing for the 2010 Olympic Winter Games.  A further comment was made that it would be more sensible to bid on the hosting of the 2011 BC Seniors Games.  

The question on the motion was then called, and it was CARRIED with Mayor Brodie and Cllr. Howard opposed.

BUSINESS & FINANCIAL SERVICES DEPARTMENT

5.

2008 PERMISSIVE EXEMPTION – BYLAW 8294

(Report:  Sept. 13/07, File No.:  12-8060-20-8294) (REDMS No. 2279395, 2270388)

It was moved and seconded

That Permissive Exemption Bylaw 8294 be introduced and given first, second and third readings.

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

It was moved and seconded

That the India Cultural Centre be removed from the list of permissively exempted properties.

The question on the motion was not called, as discussion ensued on whether this organization should be removed from the list of permissively exempt properties.  During the discussion, information was provided on the latest difficulties which the India Cultural Centre had encountered in endeavouring to plant 300 fruit trees on one-third of their backland. 

Questions were raised about the feasibility of issuing a fine to the India Cultural Centre for failing to comply with the requirements of the City that the backland be farmed.  However, advice was given that the City was not allowed to issue fines for non-compliance.  Information was also provided that the organization, if removed from the list of permissive exemptions, would be required to pay a minimum of $81,000 in property taxes. 

During the discussion, comments were made about the difficulties which the India Cultural Centre would face in trying to get the fruit trees to survive because of the poor quality of the soil on the property.

The question on the amendment was then called, and it was DEFEATED with Mayor Brodie, and Cllrs. Chen, Dang, S. Halsey-Brandt, Howard, McNulty and Steves opposed.

The question on the main motion was not called, as a further amendment was introduced:

It was moved and seconded

That a one-third permissive tax exemption for the India Cultural Centre be approved.

DEFEATED

OPPOSED: Mayor Brodie

Cllr. Chen

Dang

S. Halsey-Brandt

Howard

McNulty

Steves 

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

6.

RICHMOND ECONOMIC ADVISORY COMMITTEE RECOMMENDATIONS

(Report:  Sept. 19/07, File No.:  0100-20-EADV-01) (REDMS No. 2260770)

It was moved and seconded

(1)

That the Economic Advisory Committee be thanked for their commitment and ongoing advice;

(2)

That the report from the Economic Advisory Committee, together with the accompanying staff report (dated September 19^th, 2007, from the Manager, Economic Development), be received for information.

The question on the motion was not called, as reference was made to the staff comments to the recommendations made by the Economic Advisory Committee, and as a result, the following was added to the main motion: 

“(3)

That staff provide further analysis on recommendations 3 and 4 as put forward by the Economic Advisory Committee:

(a)

That the City consider the “BC Ports Strategy” and look at the capacity and opportunities that exist at the local level to aid in implementing the objectives of this strategy, such as protecting and refocusing land that is important to and oriented toward port use; and

(b)

That the City consider the objectives of the “BC Ports Strategy” in context with the City’s sustainable economic, transportation and land use policies in order to ensure the availability of well located and affordable industrial lands that lend themselves to manufacturing and goods handling.”

Discussion continued briefly, with the suggestion being made that staff contact Captain Tom Corsie, a member of the Economic Advisory Committee, as it was felt that he could provide valuable information on this matter.  Staff were also requested to review the BC Ministry of Agriculture report as it related to the BC Ports Strategy.

The question on the motion, as amended to read as follows:

(1)

That the Economic Advisory Committee be thanked for their commitment and ongoing advice;

(2)

That the report from the Economic Advisory Committee, together with the accompanying staff report (dated September 19^th, 2007, from the Manager, Economic Development), be received for information.

(3)

That staff provide further analysis on recommendations 3 and 4 as put forward by the Economic Advisory Committee:

(a)

That the City consider the “BC Ports Strategy” and look at the capacity and opportunities that exist at the local level to aid in implementing the objectives of this strategy, such as protecting and refocusing land that is important to and oriented toward port use; and

(b)

That the City consider the objectives of the “BC Ports Strategy” in context with the City’s sustainable economic, transportation and land use policies in order to ensure the availability of well located and affordable industrial lands that lend themselves to manufacturing and goods handling.”,

was then called, and it was CARRIED.

7.

RACCOONS

Councillor Sue Halsey-Brandt referred to complaints which she had received from local residents regarding raccoons, and she questioned whether this matter could be referred to staff to determine if the City had any jurisdiction to deal with these animals.  Advice was given however by the Director, Parks & Public Works Operations, Dave Semple, that he had already initiated an investigation on nuisance wildlife.  As a result, the Chair advised that no further action was required with respect to Cllr. Sue Halsey-Brandt’s request.

ADJOURNMENT

It was moved and seconded

That the meeting adjourn (6:57 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, October 1^st, 2007.

_________________________________

_________________________________

Mayor Malcolm D. Brodie
Chair

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