The Minutes will be adopted at the Regular Council Meeting on March 1,
2005.
|
REPORT TO COUNCIL STANDING COMMITTEE OF COUNCIL
FEBRUARY 3, 2005 |
A Regular Meeting of the Standing Committee of Council on City Services and Budgets was held on Thursday, February 3, 2005, at 9:30 a.m., in Council Chamber, Third Floor, City Hall.
PRESENT: |
Councillor Tim Louis, Chair |
CITY MANAGER'S OFFICE: |
Judy Rogers, City Manager |
CITY CLERK'S OFFICE: |
Tina Hildebrandt, Meeting Coordinator |
* Denotes absence for a portion of the meeting.
2005 Operating Budget: Major Initiatives
At its meeting on January 18, 2005, Vancouver City Council received a Report Reference on the preliminary estimates for the 2005 Operating Budget and approved the following:
A. THAT Council receive for information the preliminary estimates for the 2005 operating budget as outlined in the Administrative Report 2005 Operating Budget: Preliminary Estimates dated December 14, 2004 and summarized in Appendix 1 of the Administrative Report.
B. THAT the Director of Finance, in consultation with the Corporate Management Team, report the interim estimates to Council by March 2005 along with options to achieve a property tax increase below 3.3% and no lower than inflationary levels.
C. THAT Council receive a list of Departmental initiatives for information as outlined in Appendix 2 of the Administrative Report and defer any decisions on these initiatives until the Interim Budget Report.
In accordance with C above, the following major initiatives were presented to Council.
Estelle Lo, General Manager and Director of Finance - Corporate Services Group, and Annette Klein, Director of Budget Services, presented an overview of Departmental Budget changes (on file) and, together with Judy Rogers, City Manager, and Cameron Gray, Director - Housing Centre, responded to questions concerning these changes, in particular staff resources and costs related to the Olympics. Ms. Lo agreed to provide a memorandum outlining the direct and indirect costs related to the City of Vancouver's support for the Olympics.
RECOMMENDATION
1. Ready to Read Children's Literacy Outreach Program (File 1380)
The Committee had before it an Administrative Report dated January 11, 2005, in which the City Librarian, Vancouver Public Library, sought Council's approval for the creation of five (5) children's librarian positions. The City Manager put the recommendation forward for Council's consideration as part of the 2005 Operating Budget.
Paul Whitney, City Librarian, introduced Janice Douglas, Youth Services & Programming Director, and Eric Smith, Director of Corporate Services - Vancouver Public Library. Mr. Whitney reviewed the report and responded to questions related to the proposal, including training and whether staff will be working jointly with the childcare and aboriginal communities.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
THAT Council receive for information the Administrative Report dated January 11, 2005, entitled "Ready to Read Children's Literacy Outreach Program" on the establishment of five full time Librarian I positions for the Ready to Read Children's Literacy Outreach Program, at an estimated prorated cost of $190,700 ($286,000 annually), including fringe benefits, and a one time cost of $25,000 for furniture, equipment and supplies, with a start date of May 1, 2005. Approval and funding to be deferred to the 2005 Interim Operating Budget.
CARRIED UNANIMOUSLY
2. Permit Processing - Resources Required (File 1360)
The Committee had before it an Administrative Report dated January 20, 2005, in which the Director of Development Services, in consultation with the Director of Current Planning, the General Manager of Engineering Services, the Director of Legal Services, General Manager of Corporate Services and the Director, Real Estate Services, presented Council with an outline on staff resources required to more closely meet the permit processing times and service expectations of the City's customers. The report also describes the challenges inherent in the process. The staff resources requested are identified for the Development Services Department, Legal Services, Engineering Services, the Planning Department and Real Estate Services. The General Manager of Community Services supported recommendations A, B, D and E, noting the request for Development Services staff is phased in order to meet the most immediate workload needs and gaps in service. She also noted the resources in recommendation C will be recommended to Council in November 2005, when staff report back on the progress in meeting service improvement targets.
The City Manager noted an integrated structure and process for regulatory review is required if staff are to effectively streamline permit processing. This report outlines corporate requirements to respond to the increasing demand on permit processing services. For many years, the City has used the regulatory system to enshrine urban design, neighbourliness, sustainable, safe and effective construction, consultation and many other principles, to create the built environment in place today. However, the combination of the increased number of regulations and applications has posed significant service gaps in spite of some successful efforts to streamline and reduce processing times and improve services. Two necessary steps are recommended in this report: an initiative to review the City's regulations and the approval of resources targeted to identified gaps in the City's permit processing services.
Christine Warren, Assistant Director, Development Services, provided an overview of the permit review process, explained the rationale for staff's recommendations and responded to questions concerning statistics on waiting times and the purpose of the consultant's report.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
A. THAT Council approve the hiring of a consultant to work with senior management and representatives of the development and building industry to identify necessary structures and processes for reducing and synchronizing existing regulations and assessing proposed new regulations and that Council request a report back, with recommendations by May of 2005 at an estimated one time cost of $40,000 with the source of funds to be the existing 2005 Community Services operating budget.
B. THAT Council receive for information the Administrative Report dated January 20, 2005, entitled "Permit Processing - Resources Required" on the establishment of 13.5 additional positions in five departments, as outlined in Appendix B of this report at an estimated annual cost of $780,400 (prorated for fiscal 2005 at $390,200), including fringe benefits, subject to review and classification by Human Resources, for the processing of Development, Building and related permits, plus one-time staffing costs estimated at $70,000 for computers, furniture, equipment and supplies and that approval and funding be deferred to the 2005 Interim Operating Budget.
AND FURTHER THAT
The regular full time positions be established as follows:
In 2005:
Development Services - 6 positions without offset
3 Development Assistants $164,100
1 Project Facilitator I $ 73,100
1 Customer Service Specialist $ 70,000
1 Enquiry Centre Officer $ 64,500
Engineering Services - 4 positions consisting of conversion of 2 existing temporary positions with funding offset from Engineering Services Temp Help budget for $119,200 and 2 new positions without offset
1 Engineering Assistant III $54,700 without offset
1 Engineering Assistant III $54,700 funded - Temp Help
1 Engineering Assistant IV $64,500 funded - Temp Help
1 Assistant City Surveyor (exempt) $85,800 without offset
Planning Department - 1 position without offset
1 Development Planner III $90,200
Legal Services - 1.5 positions without offset
1 Solicitor III $116,200
0.5 Legal Assistant I $ 25,200
Corporate Services, Real Estate - 1 position with 0.5 offset from the Property Endowment Fund
1 Property Negotiator II $73,100 0.5 offset from PEF
C. THAT Council receive for information the establishment of 4 additional full time positions in Development Services, beginning in 2006 and subject to a report back in November 2005, to include results of service improvements related to the additional staff, at an annual estimated cost of $291,400, subject to review and classification by Human Resources, plus one time staffing costs of $20,000 for computers, furniture, equipment, and supplies as follows:
In 2006:
Development Services - 4 positions without offset
1 Project Facilitator III $ 92,200
1 Customer Service Representative $ 55,900
2 Customer Service Specialists $143,300
D. THAT Council receive for information the related request for one-time space costs for moving and renovations estimated at $175,000 and that approval and funding be deferred to the 2005 Interim Operating Budget.
E. THAT Council receive for information the related request for ongoing lease space costs estimated at $105,000 (pro-rated for 2005 at $52,500) and that approval and funding be deferred to the 2005 Interim Operating Budget.
CARRIED UNANIMOUSLY
3. Metropolitan Core Jobs and Economy Land Use Plan: Terms of Reference and Funding (File 5340)
The Committee had before it a Policy Report dated January 17, 2005, in which the Co-Directors of Planning, in consultation with the General Manager of Engineering Services, presented an outline for a major planning initiative to develop a long term land use policy plan to accommodate the future economy and jobs in the Metropolitan Core of Vancouver, and sought Council's approval of the terms of reference, staff and funding required. The Metropolitan Core extends to 16th Avenue on the south and Clark Drive on the east, which contains 2/3 of the city's jobs. The General Manager of Community Services recommended approval.
Ronda Howard, Senior Planner, City Plans, reviewed the report and explained the rationale for staff's recommendations. Ms. Howard, together with Estelle Lo, General Manager and Director of Finance - Corporate Services Group, responded to questions concerning the Vancouver Economic Development Commission and how it relates to this program, whether the City has an economic development plan, economy-related initiatives and the involvement of other municipalities in the development of the Livable Strategic Plan.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
A. THAT Council receive the Policy Report dated January 17, 2005, entitled "Metropolitan Core Jobs and Economy Land Use Plan: Terms of Reference and Funding" and defer the following Recommendations to the 2005 Interim Operating Budget.
B. THAT Council approve undertaking the Metropolitan Core Jobs and Economy Land Use Plan in accordance with the Terms of Reference attached as Appendix A to the Policy Report dated January 17, 2005, entitled "Metropolitan Core Jobs and Economy Land Use Plan: Terms of Reference and Funding".
C. THAT Council approve hiring the following temporary staff: Planner 2 and Planning Assistant 3 for 24 months commencing in May 2005; Civil Engineer 2 half-time for 24 months commencing in May 2005, and Planner 2 for 16 months commencing in January 2006; at an estimated cost of $474,800 (pro-rated) including benefits. Funding to be added to the Community Services Group and Engineering Services operating budgets, without offset.
D. THAT Council authorize a budget of $271,500 to cover other program costs (consulting services, public consultation costs, etc.) for 24 months commencing in May 2005. Funding to be added to the Community Services Group and Engineering Services operating budgets without offset:
2005 $158,500
2006 $ 92,500
2007 $ 20,500
CARRIED UNANIMOUSLY
4. 2005 Operating Budget - Strategic Investment in the City's Cultural Services (File 2051)
The Committee had before it an Administrative Report dated January 15, 2005, in which the Acting Director, Office of Cultural Affairs, provided information on Council's recent direction to strengthen the creative community through an increase in the base level of civic cultural investment as informed by the Creative City Task Force strategic planning process. The City Manager put the recommendation forward for Council's information as part of the 2005 Operating Budget.
Sue Harvey, Acting Director, Office of Cultural Affairs, reviewed the report, explained the rationale for staff's recommendations and, together with Judy Rogers, City Manager, responded to questions related to the Creative City Task Force, funding comparisons, the level of funding support from senior governments and the private sector, the cultural grant program, cultural activities related to upcoming events such as the Olympics and World Peace Forum and whether the City is involved with the Tourism Vancouver initiative of attracting the lesbian, gay, trans-sexual and bi-sexual market.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
THAT Council receive for information the Administrative Report dated January 15, 2005, entitled "2005 Operating Budget - Strategic Investment in the City's Cultural Services" outlining a new base level of civic cultural investment in 2005; approval and funding to be deferred to the 2005 Interim Operating Budget and detailed recommendations arising from the Creative City strategic planning process.
CARRIED UNANIMOUSLY
NEW BUSINESS
1. Leave of Absence - Councillor Green (File 1254)
MOVED by Councillor Stevenson
THAT the Committee recommend to Council
THAT Councillor Green be granted Leave of Absence - Civic Business for the balance of this meeting.
CARRIED UNANIMOUSLY
5. External Relations Program (File 1012)
The Committee had before it a Policy Report dated November 3, 2004, in which the City Manager sought Council's approval to establish an External Relations Program and create two positions, subject to 2005 budget considerations, to administer the program - a Director of External Relations and an External Relations Coordinator.
Syd Baxter, City Clerk, reviewed the report and provided clarity on the mandate of the program, noting it is a corporate proposal involving many departments. Mr. Baxter also responded to questions related to the program, including comparisons to similar models in other cities, issues concerning staff resources and funding.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
A. THAT the recommendations in the Policy Report dated November 3, 2004, entitled "External Relations Program (ERP)" be referred for consideration with the 2005 budget.
B. THAT an External Relations Program (ERP) to direct, coordinate and facilitate the City's external relationships affiliated with visit coordination and support, event protocols and related responsibilities, international partnerships and protocol, be established.
C. THAT the External Relations Program be administered by the Office of the City Clerk.
D. THAT Council allocate ongoing support beginning April 1, 2005, without offset, for the External Relations Program in the form of:
i. One Regular full time Director of External Relations, subject to classification by the General Manager of Human Resources, at a prorated cost of $65,087 (estimated $86,783 annually) including benefits, with a mandate to provide oversight, represent the City to external partners, create policy and guidelines on matters of protocol, and strategically plan the City's external relations.
ii. One Regular Full time External Relations Coordinator, subject to classification by the General Manager of Human Resources, at a prorated cost of $41,948 (estimated $55,930 annually) including benefits, with a mandate to provide logistical and coordination support, administer the External Relations Program and provide research and information support for related activities.
iii. A start up budget of $5,000 for each position, totaling $10,000 in 2005 only, for furniture and computers.
E. THAT funding in the prorated amount of $52,500 ($70,000 annually) be allocated on an ongoing basis to the City Clerk's annual budget, without offset, for office space rental, program development and administration, protocol functions, ongoing office costs, and expenses for related activities and ongoing operations.
F. THAT Council direct the External Relations Program Steering Committee to conduct a program review one year after the start date, submitting a report to Council that includes information on implementation issues, activities, challenges, resource needs, and reporting relationships.
CARRIED UNANIMOUSLY
(Councillor Green and the Mayor absent for the vote.)
6. 2005 Budget Initiative - Office of Sustainability (File 3752)
The Committee had before it an Administrative Report dated January 18, 2005, in which the Manager, Sustainability Program, sought Council's approval for funding to implement the Community Climate Change Action Plan (CCAP), developed by the Cool Vancouver Task Force. The City Manager put the recommendations forward for Council's information as part of the 2005 Operating Budget.
Thomas Osdoba, Manager, Sustainability Program, provided an overview of the report and drew attention to a typographical error in the report under Recommendation B, noting the annual estimate should read $150,426. Mr. Osdoba also responded to questions related to the program, including measures for tracking the effectiveness and outcomes, funding-related issues and whether this program will be involved with the Area Transit Plan.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
A. THAT Council receive for information the Administrative Report dated January 18, 2005, entitled "2005 Budget Initiative - Office of Sustainability" on new funding for the Sustainability Group for implementing the Community Climate Change Action Plan (CCAP), developed by the Cool Vancouver Task Force. Funding for the Community CCAP would provide $960,000 for five full-time positions, subject to review and classification by Human Resources, and program operations funds to carry out implementation through 2012, approval to be deferred to the 2005 Interim Operating Budget.
B. THAT Council further receive for information the request for two permanent, full-time positions in the Sustainability Group, subject to review and classification by Human Resources - one to coordinate and support multiple major projects and a permanent clerk to replace the temporary position about to end. The cost of these two positions, prorated for 2005, are net salaries and benefits of $121,153, approval and funding to be deferred to the 2005 Interim Operating Budget. The annual estimate is net salaries and benefits of $150,426.
C. THAT Council consider this Program and Budget Overview in advance of receiving the completed Community CCAP, which is scheduled to be delivered to Council on March 2005. Sustainability Group staff are preparing a Council Workshop and subsequent Council Report to provide an in-depth review of the Community CCAP.
CARRIED UNANIMOUSLY
(Councillor Green and the Mayor absent for the vote.)
7. Residential Street and Lane Infrastructure Maintenance Program (File 5762)
The Committee had before it an Administrative Report dated January 13, 2005, in which the General Manager of Engineering Services sought Council's approval to initiate a residential street and lane infrastructure maintenance program. The General Manager of Corporate Services recommended approval of the foregoing.
Peter Judd, Deputy City Engineer, provided an overview of the report and, together with Tom Timm, General Manager of Engineering Services, responded to questions related to the program, measures for reducing street maintenance costs such as the inclusion of more country lanes and other funding sources.
MOVED by Councillor Roberts
THAT the Committee recommend to Council
THAT Council receive for information the Administrative Report dated January 13, 2005, entitled "Residential Street and Lane Infrastructure Maintenance Program" requesting an increase to the 2005 Streets Operating Budget of $457,000 ($685,000 ongoing) to initiate a Residential Street and Lane Infrastructure Maintenance Program. Approval and funding to be deferred to the 2005 Interim Operating Budget.
CARRIED UNANIMOUSLY
(Councillors Green, Louie, Sullivan and the Mayor absent for the vote.)
The Committee adjourned at 12:47 p.m.
* * * * *
|
CITY OF VANCOUVER REGULAR COUNCIL MEETING MINUTES
FEBRUARY 3, 2005 |
A Regular Meeting of the Council of the City of Vancouver was held on Thursday, February 3, 2005, at 12:47 p.m., in Council Chamber, Third Floor, City Hall, following the Standing Committee on City Services and Budgets meeting, to consider the recommendations and actions of the Committee.
PRESENT: |
Acting Mayor Tim Stevenson
|
ABSENT: |
Mayor Larry Campbell
|
CITY MANAGER'S OFFICE: |
Judy Rogers, City Manager |
CITY CLERK'S OFFICE: |
Tina Hildebrandt, Meeting Coordinator |
COMMITTEE OF THE WHOLE
MOVED by Councillor Woodsworth
SECONDED by Councillor Bass
THAT this Council resolve itself into Committee of the Whole, Acting Mayor Stevenson in the Chair.
CARRIED UNANIMOUSLY
COMMITTEE REPORTS
Report of Standing Committee on City Services and Budgets
February 3, 2005
Council considered the report containing the recommendations and actions taken by the Standing Committee on City Services and Budgets. Its items of business included:
1. Ready to Read Children's Literacy Outreach Program
2. Permit Processing - Resources Required
3. Metropolitan Core Jobs and Economy Land Use Plan: Terms of Reference and Funding
4. 2005 Operating Budget - Strategic Investment in the City's Cultural Services
5. External Relations Program (ERP)
6. 2005 Budget Initiative - Office of Sustainability
7. Residential Street and Lane Infrastructure Maintenance Program
MOVED by Councillor Louis
THAT the recommendations and actions taken by the Standing Committee on City Services and Budgets at its meeting of February 3, 2005, as contained in Items 1 - 7, be approved.
CARRIED UNANIMOUSLY
RISE FROM COMMITTEE OF THE WHOLE
MOVED by Councillor Louis
THAT the Committee of the Whole rise and report.
CARRIED UNANIMOUSLY
ADOPT REPORT OF COMMITTEE OF THE WHOLE
MOVED by Councillor Louis
SECONDED by Councillor Roberts
THAT the report of the Committee of the Whole be adopted.
CARRIED UNANIMOUSLY
The Council adjourned at 12:48 p.m.
* * * * *
