REPORT TO COUNCIL

STANDING COMMITTEE OF COUNCIL
ON CITY SERVICES AND BUDGETS

OCTOBER 18, 2001

A Regular Meeting of the Standing Committee of Council on City Services and Budgets was held on Thursday, October 18, 2001, 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:	Brent MacGregor, Deputy City Manager
CITY CLERK'S OFFICE:	Nancy Largent, Meeting Coordinator

* denotes presence for part of the meeting

ADOPTION OF MINUTES

The Minutes of the Standing Committee on City Services and Budgets meeting of September 20, 2001, were adopted.

RECOMMENDATION

1. Reorganization of the Administrative Function and Related Building

Improvements - Engineering Operations, Manitoba Works Yard

The Committee had before it a Policy Report dated October 4, 2001, in which the General Manager of Engineering Services recommended that Council approve a proposal to relocate the Water Meter Shop, to renovate parts of the Manitoba Yards Administration Building, to hire an architectural consultant, and to proceed with a staff reorganization to improve service and reduce costs.

Tom Timm, Deputy City Engineer, reviewed the report and recommendations with the use of visual aids depicting the proposed reorganization and building improvements.

Peter Judd, Assistant City Engineer, Waters and Sewers, responded to a question about water metering.

MOVED by Councillor Bass
THAT the Committee recommend to Council

A. THAT Council authorize the expenditure of $400,000 for the relocation of the Water Meter Shop, with funding from Waterworks Basic Capital.

B. THAT Council authorize the expenditure of $190,000 for renovations to the Waterworks Offices to accommodate the new records and dispatch group, with funding from Waterworks Basic Capital.

C. THAT Council authorize the General Manager of Engineering Services to enter into a contract with PBK Architects Inc. to provide detailed design and construction administration services for renovation of the Administration Building and Water Meter Shop at the Manitoba Works Yard, for an estimated amount of $79,000 (included in the funding approval in Recommendation B), subject to the execution of a contractual agreement to the satisfaction of the General Manager of Engineering Services and the Director of Legal Services.

D. THAT Council approve the following staff restructuring, subject to final confirmation by the General Manager of Human Resources:

· THAT two existing Clerk III positions be reclassified to Clerk IV positions, at an annual increase of $6,570, to be funded from reductions in Engineering temporary help budgets;

· THAT the Yards Services Supervisor position be abolished and a new exempt Superintendent I position be created at an annual increase of$15,000, to be funded from savings in the Watchmen wages account resulting from the restructuring of shifts;

· THAT two Engineering Operations Clerk positions in the Waterworks and Sewers Operating Branches be reclassified to Engineering Assistant III's, with no additional funding required .

CARRIED UNANIMOUSLY

2. City Buildings Graffiti Removal Contract Award

The Committee had before it an Administrative Report date September 26, 2001, in which the General Manager of Engineering Services, in consultation with the General Manager of Corporate Services, recommended that Council approve the award of contract services for the removal of graffiti from public buildings on a six-month trial basis.

Rowan Birch, Streets Administration Engineer, reviewed the report and rationale for the recommendations, and gave an update on other graffiti removal initiatives. Mr. Birch also responded to queries about the timing of graffiti removal from civic buildings, safety equipment required, use of civic staff for graffiti removal, costs for removal and variable factors, acid etching, and dealing with graffiti on streets and sidewalks.

The Committee heard from the following speakers, who opposed the proposal to contract out this service:

Paul Faoro, President, CUPE Local 15
Wendie Galczik, CUPE Local 1004
Doug McNichol, CUPE Local 1004

Following are some of the comments made by the foregoing speakers:

· taking work away from unionized civic staff has serious personnel implications;
· contractors are already doing the work of some staff, and this recommendation would take away the rest;
· union consultation was inadequate;
· staff crews were doing an excellent job with limited resources;
· graffiti removal is a perfect area to accommodate disabled staff, and allow them to continue as productive employees;
· various aspects of the RFP were questioned;
· Council was requested to postpone consideration of this report and ask staff to reportback with options to utilize civic staff.

In response to further questions, Mr. Birch gave a brief cost analysis and reviewed the advantages of utilizing a contactor, indicated that other jobs are available to accommodate disabled workers, and advised that the City's graffiti buster trucks will continue to work with community groups.

Dave Rudberg, General Manager of Engineering Services, noted that the Library and Parks already use contracted staff to remove graffiti from their buildings, since they are able to provide the required equipment and specialized expertise.

MOVED by Councillor Sullivan
THAT the Committee recommend to Council

THAT Council authorize the General Managers of Engineering Services and Corporate Services to enter into a contract with Goodbye Graffiti Inc. in the amount of $16,770 (plus applicable taxes) for the removal of graffiti from City buildings, as listed in Appendix "A," for six months with an option for a one year extension, said contract to be to the satisfaction of the Director of Legal Services. Funding to be provided from Contingency Reserve.

carried

MOVED by Councillor Louis

THAT consideration of this report be postponed to a future meeting, and staff report back with a more detailed cost analysis including comparison to the costs required for civic staff to carry out this work.

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

The Motion by Councillor Sullivan was then put and CARRIED.
(Councillors Bass and Louis opposed)

INFORMATION

3. (a) Year 2000, 2001 and 2002 Zoning, Building and Trade Permit Fees

(b) Miscellaneous Fee Amendments

The Committee agreed to postpone consideration of the foregoing reports until its next meeting on November 1, 2001.

RECOMMENDATION

4. Allocation of Garbage Collection Services

The Committee had before it a Policy Report dated October 10, 2001, in which the General Manager of Engineering Services updated Council on the implementation of previously approved changes to the allocation of garbage collection service, and sought Council's approval on modifications to garbage service allocation as well as the garbage service fee structure based on feedback from affected property owners.

Brian Davies, Assistant City Engineer, Solid Waste, gave a slide show illustrating garbage disposal problems caused by offloading, and explained the rationale for recommended container allocation and pricing scale. Mr. Davies also responded to questions about more effective by-law enforcement procedures, subscriber records, and issues of equity and fairness.

Kevin Van Vliet, Solid Waste Management Engineer, responded to questions about the possibility of an incentive program for reduced garbage, and advised that Engineering will report to Council on abandoned garbage in November, 2001.

MOVED by Councillor Kennedy
THAT the Committee recommend to Council

A. THAT commencing January 1, 2002 mandatory residential garbage collection service be assigned on a per dwelling unit basis as outlined in this report to all residential properties not receiving collection via commercial container.

B. THAT future garbage collection fees be determined by the addition of a single service fee plus a unit rate per can of garbage as outlined in this report.

C. THAT the Director of Legal Services make the necessary amendments to Bylaw No. 7832 to incorporate the changes to the solid waste collection system as outlined in this report and approved by Council.

CARRIED UNANIMOUSLY

5. Street Furniture and Amenity Program

The Committee had before it a Policy Report dated July 10, 2001, in which the General Manager of Engineering Services, in consultation with the Director of Current Planning, provided Council with:

· the results of a public consultation process and staff review regarding a strategy for Street Furniture and Amenity Provision;
· an implementation plan outlining the requirements and processes of a Request for Proposal (RFP) for Street Furniture and Amenity Provision;
· a brief explanation of the Streetscape Design Standards [SDS] Manual, being produced by Planning and Engineering, to facilitate overall coordination of the public realm in terms of placement of street furniture and other amenities;
· a request for Council to authorize the necessary funding for staff and consultant resources to complete the implementation of this project through 2004.

Commenting on the General Manager of Engineering Services' recommendations B (i) and (ii) pertaining to the proposed RFP for street furniture and bus shelters, the City Manager offered alternate recommendations F (i) and (ii) for an RFP for bus shelters only, as set out in the Policy Report.

Don Brynildsen, Assistant City Engineer, Streets, and Ralph Segal, Senior Development Planner, gave a presentation with visual aids on the history of the public consultation process, design standards, rationale for the recommendations, and implementation. Details of the Request for Proposal were reviewed. Proposals received in response will be reviewed and reported back to Council for a decision.

Bent MacGregor, Deputy City Manager, explained the rationale for the City Manager's alternate recommendation to proceed with and RFP for bus shelters only, noting that funding from bus shelter revenues could be set aside to deal with street furniture and amenities in coordination with Business Improvement Associations (BIAs) and Community Associations.

Mr. Brynildsen responded to a question about the difficulties inherent in hiring more than one contractor, and advised there will be ample opportunity for diversity of design between neighbourhoods.

Dave Rudberg, General Manager of Engineering Services, explained the advantages of approving his Recommendations B (i) and (ii), indicating that approval would give Council the flexibility either to approve a full Street Furniture and Amenities Program, or to opt for bus shelter replacement only, with complete information available on each option. Council is not legally required to accept any proposal. Mr. Rudberg also responded to questions about bus shelters owned by TransLink versus those owned by the City.

The Committee then heard from the following speakers:

Tom Little, Mountain View Block Out
Marilyn Pollard
Charles Gauthier, Downtown Vancouver BIA (brochure filed)
Sheldon Vance, Downtown Street Voice, Covenant House
Claudia Leroye, Marpole BIA
Sharon Townsend, South Granville BIA
Stephanie Clarke, Yaletown BIA

* * *

After hearing from the foregoing speakers, the Committee recessed
at 12:00 p.m. and reconvened at 3:05 p.m. with the same members
present except Councillor Kennedy, who was absent on Civic Business.

* * *

At this point in the proceedings, the Committee resumed hearing the remaining speakers:

Brent Beattie, Kerrisdale BIA (brief filed)
Lou Galluci, OMG Media Ltd.
Francois Nion, J C Decaux
Shemya J. Adams, Vancouver Coast and Mountain Tourism Region (brief filed)
John Moonen, Pattison Outdoor (brief filed)
John Vickerstaff, Pacific Newspaper Group
Blair Murdoch, Viacom Outdoor
Tim Waldron, The Poster Guy (brief filed)

Following are some of the comments made by the speakers:

· most of the speakers supported a full range of street furniture together with bus shelters [General Manager of Engineering Services' Recommendation B (i)];
· street furniture is a useful tool for business area and neighbourhood renewal;
· Fraser Street was recommended as a location for a pilot demonstration project;
· Council should not maintain the status quo, a coordinated approach is needed;

· provisions for dealing with graffiti are needed, and experience has shown that railing is not attractive to graffiti taggers;
· street furniture must be well designed and properly maintained;
· BIAs would like an opportunity to customize street furniture to hav a distinctive "look";
· advertising on streets is not wanted in Kerrisdale, since businesspeople lose money when a bus shelter advertising another area arrives; the speaker asked whether it is possible for an area to "opt out" of this program, noting that the Kerrisdale BIA has already installed considerable street furniture at its own cost;
· advertising allows provision of recycling on City streets at no public cost; proposals should include recycling components;
· representatives of street furniture companies and street advertising companies described their programs and operations;
· with more than one vendor, design and maintenance may be inconsistent, and revenues may be reduced by bidding wars;
· there should be provision made for postering;
· street youth feel that they are being discriminated against due to lack of public washrooms, which would improve sanitation;
· newspaper boxes have been placed throughout the city, refurbished and maintained by news companies at considerable expense;
· concern was expressed about third party multiple vending stations; the City should not fetter its discretion regarding placement;
· newspaper box clutter has been substantially reduced, and graffiti is dealt with promptly;
· the representative of Pattison Outdoor requested that Council renew the current contract for 333 shelters for 10 years, according to the terms of the offer set out in the Pattison brief.

Mr. Rudberg and Mr. Brynildsen responded to questions about how the City will work out specific arrangements with BIAs and other community groups, inclusion of recycling receptacles in the RFP, previous decisions regarding bus shelter advertising, possible pilot projects, maintaining City control, and evaluation criteria.

[Note from Clerk: Lettering of the following Motions A though E reflects the recommendations of the General Manager of Engineering Services, and is not consecutive.]

MOVED by Mayor Owen
THAT the Committee recommend to Council

A. THAT Council receive the document "Street Furniture and Amenity Program -Public Consultation Process" for information.

C. THAT Council approve the Street Amenity Program - Implementation Plan, attached to the Policy Report dated July 10, 2001 as Appendix `B'.

E. THAT Council approve funding for staff and consultant resources for the remainder of the project through 2004, as outlined in the Policy Report dated July 10, 2001, at a cost of up to $378,200 . Funding is to be provided as a loan from the Service Improvement Reserve and repaid from future street furniture advertising revenues beginning in 2004.

CARRIED UNANIMOUSLY

MOVED by Mayor Owen
THAT the Committee recommend to Council

THAT Council direct the General Manager of Engineering Services to issue a request for proposal (RFP) consistent with the intent of the Policy Report dated July 10, 2001, but specifically for the provision and maintenance of an alternative proposal for one half of all bus shelters, being for locations divided through geographical location and user exposure; and

THAT the General Manager of Engineering Services report back with the Request for Proposal recommendation on a program for improving and maintaining all street furniture.

LOST
(Councillors Bass, Clarke, Kennedy, Daniel Lee, Don Lee, McCormick and Price opposed)

MOVED by Councillor Price
THAT the Committee recommend to Council

B. THAT Council direct the General Manager of Engineering Services to issue a Request For Proposals (RFP) for the provision and maintenance of street furniture and amenity packages with proponents asked to submit proposals on:

[i] a coordinated suite of street furniture which would include:

Modular bus shelters
Benches
Litter receptacles - (excluding litter collection)
Recycling receptacles
Bike racks
Multiple publication news racks
Modular pay telephone booths
Modular information kiosks
Modular bike lockers
Automated public toilets
Pedestrian-oriented map stands

- and -

[ii] provision and maintenance of bus shelters only with a corresponding financial offer reflecting the exclusion of the other requested amenities.

D. THAT Council direct the General Manager of Engineering Services and the Director of Legal Services to negotiate an extension of up to 12 months and enter into an agreement for the current bus shelter and advertising bench contracts.

carried

MOVED by Councillor Bass
THAT the Committee recommend to Council

THAT consideration of the foregoing motions by Councillor Price be tabled until after consideration of the following motion:

THAT by November, 2001, the City of Vancouver, in collaboration with TransLink, prepare, with extensive public input, recommendations to accelerate the installation of bus shelters throughout Vancouver such that all locations where shelters are feasible have these shelters installed by 2007.

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

The motion to table having lost, the motions by Councillor Price were then put and CARRIED.
(Councillors Bass and Louis opposed)

MOVED by Councillor Price

That the foregoing motion by Councillor Bass regarding installation of bus shelters be amended to read as follows:

THAT the City of Vancouver prepare recommendations to accelerate placement of bus shelters throughout Vancouver.

CARRIED
(Councillors Bass and Louis opposed)

MOVED by Councillor Price
THAT the Committee recommend to Council

F. THAT the City of Vancouver prepare recommendations to accelerate placement of bus shelters throughout Vancouver.

CARRIED UNANIMOUSLY

[Note from Clerk: For clarity of reference, the foregoing Motions approved by Council are reiterated below in sequential order]

A. THAT Council receive the document "Street Furniture and Amenity Program -Public Consultation Process" for information.

B. THAT Council direct the General Manager of Engineering Services to issue a Request For Proposals (RFP) for the provision and maintenance of street furniture and amenity packages with proponents asked to submit proposals on:

[i] a coordinated suite of street furniture which would include:

Modular bus shelters
Benches
Litter receptacles - (excluding litter collection)
Recycling receptacles
Bike racks
Multiple publication news racks
Modular pay telephone booths
Modular information kiosks
Modular bike lockers
Automated public toilets
Pedestrian-oriented map stands

- and -

[ii] provision and maintenance of bus shelters only with a corresponding financial offer reflecting the exclusion of the other requested amenities.

C. THAT Council approve the Street Amenity Program - Implementation Plan, attached to the Policy Report dated July 10, 2001 as Appendix `B'.

D. THAT Council direct the General Manager of Engineering Services and the Director of Legal Services to negotiate an extension of up to 12 months and enter into an agreement for the current bus shelter and advertising bench contracts

E. THAT Council approve funding for staff and consultant resources for the remainder of the project through 2004, as outlined in the Policy Report dated July 10, 2001, at a cost of up to $378,200 . Funding is to be provided as a loan from the Service Improvement Reserve and repaid from future street furniture advertising revenues beginning in 2004.

F. That the City of Vancouver prepare recommendations to accelerate placement of bus shelters throughout Vancouver.

The Committee adjourned at 5:10 p.m.
- - - - -

CITY OF VANCOUVER

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

OCTOBER 18, 2001

A Regular Meeting of the Council of the City of Vancouver was held on Thursday, October 18, 2001, at 3:05 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 Sandy McCormick Councillor Gordon Price Councillor Sam Sullivan
ABSENT:	Councillor George Puil (Civic Business) Councillor Lynne Kennedy (Civic Business)
CITY MANAGER'S OFFICE:	Brent MacGregor, Deputy City Manager
CITY CLERK'S OFFICE:	Nancy Largent, Meeting Coordinator

COMMITTEE OF THE WHOLE

MOVED by Councillor Don Lee
SECONDED by Councillor McCormick

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
October 18, 2001

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

Cl.1: Reorganization of the Administrative Function and Related Building Improvements - Engineering Operations, Manitoba Works Yard
Cl.2: City Buildings Graffiti Removal Contract Award
Cl.3: (a) Year 2000, 2001 and 2002 Zoning, Building and Trade Permit Fees

(b) Miscellaneous Fee Amendments

Cl.4: Allocation of Garbage Collection Services
Cl.5: Street Furniture and Amenity Program

Clauses 1, 2, 4 and 5

MOVED by Councillor Clarke

THAT the recommendations of the Committee, as contained in Clauses 1, 2, 4 and 5 of this report, be approved.

CARRIED UNANIMOUSLY

Clause 3

MOVED by Councillor Clarke

THAT Clause 3 be received for information.

CARRIED UNANIMOUSLY

ENQUIRIES AND OTHER MATTERS

1. Leave of Absence - Councillor Clarke

MOVED by Councillor Price

THAT Councillor Clarke be given Leave of Absence from October 30 - November 5, 2001.

CARRIED UNANIMOUSLY

RISE FROM COMMITTEE OF THE WHOLE

MOVED by Councillor Don Lee

THAT the Committee of the Whole rise and report.

CARRIED UNANIMOUSLY

ADOPT REPORT OF COMMITTEE OF THE WHOLE

MOVED by Councillor Don Lee
SECONDED by Councillor Sullivan

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

CARRIED UNANIMOUSLY

The Council adjourned at 5:10 p.m.

* * * * *

(c) 1998 City of Vancouver