CITY OF VANCOUVER

REGULAR COUNCIL MEETING MINUTES
STANDING COMMITTEE OF COUNCIL ON
CITY SERVICES AND BUDGETS

MARCH 30, 2000

A Regular Meeting of the Council of the City of Vancouver was held on Thursday, March 30, 2000, at 12:15 p.m., in Committee Room No. 1, Third Floor, City Hall, following the Standing Committee on City Services and Budgets meeting, to consider the recommendations of the Committee.

PRESENT:	Mayor Philip Owen Councillor Fred Bass Councillor Jennifer Clarke Councillor Daniel Lee Councillor Don Lee Councillor Tim Louis Councillor Lynne Kennedy Councillor Sandy McCormick Councillor Gordon Price Councillor Sam Sullivan
ABSENT:	Councillor George Puil (Civic Business)
CITY MANAGER'S OFFICE:	Judy Rogers, City Manager
CITY CLERK'S OFFICE:	Lori Isfeld, Meeting Coordinator

COMMITTEE OF THE WHOLE

MOVED by Cllr. Clarke,
SECONDED by Cllr. Don Lee,

THAT this Council resolve itself into Committee of the Whole, Mayor Owen in the chair.

- CARRIED UNANIMOUSLY

COMMITTEE REPORTS

Report of Standing Committee on City Services and Budgets
March 30, 2000

Council considered the recommendations of the Committee, as contained in the following clauses of the attached report:

Cl.1: Approval of 2000 Special Events
Cl.2: Information Technology Long-Term Financing Plan Update
Cl.3: SAP Sustainment Plan
Cl.4: Information Technology Infrastructure - 1999/2000 Expansion and Replacement Program

Clause 1
MOVED by Cllr. Don Lee,

THAT the recommendations of the Committee, as contained in Clause 1 of this report, be approved.

- CARRIED UNANIMOUSLY

Clauses 2, 3 and 4

The Committee referred discussion and decision on Clauses 2, 3 and 4 to the Standing Committee on City Services and Budgets meeting on April 6, 2000.

RISE FROM COMMITTEE OF THE WHOLE

MOVED by Cllr. Don Lee,

THAT the Committee of the Whole rise and report.

- CARRIED UNANIMOUSLY

ADOPT REPORT OF COMMITTEE OF THE WHOLE

MOVED by Cllr. Don Lee,
SECONDED by Cllr. Sullivan,

THAT the report of the Committee of the Whole be adopted.

- CARRIED UNANIMOUSLY

The Council adjourned at 12:20 p.m.
- - - - -

REPORT TO COUNCIL

STANDING COMMITTEE OF COUNCIL
ON CITY SERVICES AND BUDGETS

MARCH 30, 2000

A Regular Meeting of the Standing Committee of Council on City Services and Budgets was held on Thursday, March 30, 2000, at 9:30 a.m., in Committee Room No. 1, Third Floor, City Hall.

PRESENT:	Councillor Jennifer Clarke, Vice-Chair Mayor Philip Owen Councillor Fred Bass Councillor Lynne Kennedy Councillor Daniel Lee Councillor Don Lee Councillor Tim Louis Councillor Sandy McCormick Councillor Gordon Price Councillor Sam Sullivan
ABSENT:	Councillor George Puil (Civic Business)
CITY MANAGER'S OFFICE:	Judy Rogers, City Manager
CITY CLERK'S OFFICE:	Lori Isfeld, Meeting Coordinator

ADOPTION OF MINUTES

The Minutes of the Standing Committee on City Services and Budgets meeting of March 9, 2000, were adopted.

RECOMMENDATION

1. Approval of 2000 Special Events File: 4201

The Committee had before it an Administrative Report, dated March 20, 2000, in which the General Manager of Engineering Services sought Council’s approval of the list of anticipated special events to be held in 2000, and to identify issues about specific events on which staff need direction.

Clause No. 1 (cont’d)

Tom Timm, Deputy City Engineer, reviewed the report and its recommendations, and with Pat Fry, Film Coordinator, Films and Special Events, and Inspectors Murray Day and John Schouten of the Vancouver Police Department, responded to questions regarding some of the ongoing issues and safety concerns arising from the Khalsa Diwan Society’s yearly parade.

Alf Erickson, Parade Marshal, Shrine of North America, spoke in support of the recommendation regarding Pacific Northwest Shrine Association Parades. Mr. Erickson confirmed that given the long history of the parade, and experience of the organizers, he does not anticipate any problems with the two parades proposed for 2002.

Jarnail Bhandal, President, Khalsa Diwan Society, spoke in opposition to the recommendation regarding the Khalsa Diwan Society Parade. On behalf of the Society, Mr. Bhandal expressed the intent to comply with the conditions set out by the FEST Committee. Mr. Bhandal also urged the Committee not to charge additional fees because the Society has no budget.

The following motion by Mayor Owen was put and carried. The Committee, therefore,

RECOMMENDED

A. THAT the Special Events in Appendix A of the Administrative Report dated March 20, 2000 be approved, subject to staff working out acceptable arrangements with the event organizers.

B. THAT Council approve the temporary closure of the seawall in the False Creek area where necessary to accommodate the Dragon Boat Festival, provided that a suitable detour is available.

C THAT Council approve, in principle, the Pacific Northwest Shrine Association Parades in 2002 subject to staff working out acceptable arrangements with the organizers and that all costs associated with the parades are borne by the organizer. Route map attached as Appendix B of the Administrative Report dated March 20, 2000.

D. THAT Council approve this year’s Khalsa Diwan Society’s parade subject to the conditions set out by the FEST Committee in the Administrative Report dated March 20, 2000.

Clause No. 1 (cont’d)

E. THAT Council instruct staff to report back following the 2000 Khalsa Diwan Society Parade reviewing the level of adherence to the FEST Committee’s conditions of approval and any safety concerns arising out of the parade this year, with a recommendation on whether or not the parade should be approved next year, and if so, what additional conditions should be applied.

- CARRIED UNANIMOUSLY

The following motion by Councillor McCormick was put and lost:

THAT a fully refundable damage deposit of $7,000, to be paid in advance, be levied on this year’s Khalsa Diwan Society parade to cover costs that are likely to occur.

- LOST

(Councillors Bass, Clarke, Kennedy, Daniel Lee, Don Lee,
Louis, Price, Sullivan and the Mayor opposed)

The following motion by Councillor Bass was put and lost:

THAT the Health Department and Legal Services staff look at the feasibility of excluding special events that promote tobacco, i.e. sponsored by tobacco companies.

- LOST

(Councillors Clarke, Daniel Lee, Don Lee,
McCormick, Price, Sullivan and the Mayor opposed)

The following motion by Councillor McCormick was put and carried. The Committee, therefore,

RECOMMENDED

F. THAT staff report back with a memorandum exploring the requirement of damage deposits, to be paid in advance by special event organizers.

- CARRIED UNANIMOUSLY

2. Information Technology Long Term Plan File: 1151

and Long Term Financing Plan

3. SAP Sustainment Plan

4. Information Technology Infrastructure -

1999/2000 Expansion and Replacement Program

The Committee had before it the following reports:

… Administrative report dated March 1, 2000, entitled Information Technology Long Term Plan and Long Term Financing Plan, in which the General Manager of Corporate Services provides Council with an update on the Information Technology Long Term Plan and the Long Term Financing Plan that supports it.
… Administrative report dated February 14, 2000, in which the City Manager, in consultation with the Corporate Management Team, requests approval to allocate funding from the Information Technology Long Term Financing Plan to establish an SAP Sustainment initiative that will support the technical and business requirements of the SAP application at the City and continue the realization of benefits from the system. The City Manager recommends approval.
… Administrative Report, dated March 6, 2000, in which the Acting Director of Information Technology sought approval to continue the build-out and replacement of the City’s information technology, communications and systems infrastructure. The General Manager recommends approval.

The following staff, with the aid of a power-point presentation and hand-outs, provided overviews of the reports and responded to questions on specific aspects of plans for improvements in the City’s information systems, including the Information Technology Infrastructure Program, core corporate systems replacement, Long Term Financing Plan funding sources, and upgrade and sustainment of the City’s SAP system:

… Estelle Lo, General Manager, Corporate Services
… Ken Bayne, Director of Financial Planning and Treasury
… Roger Fast, Director of Business Support
… Martin Crocker, Manager, Technology Planning

Clauses No. 2, 3 and 4 (cont’d)

Ken Davidson, President, CUPE 1004, spoke in opposition of the recommendations. Mr. Davidson’s comments are summarized as follows:

… CUPE 1004 membership is not happy with SAP;
… SAP is too rigid, causing problems on the receiving end, i.e. incorrect overtime and vacation information on cheque stubs;
… the Administrative Report does not indicate where money will be saved;
… the City is on a treadmill of upgrading; re-training staff is very expensive and stressful;
… the City should not spend any more money without more facts on cost effectiveness;
… the City should get the public’s input, to determine whether there is support for this large expenditure.

The Committee agreed that due to time constraints, discussion and decision on the reports will be referred to the April 20, 2000 Standing Committee on City Services and Budgets meeting.

The Committee adjourned at 12:15 p.m.

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