CITY OF VANCOUVER
REGULAR COUNCIL MEETING
A Regular Meeting of the Council of the City of Vancouver was held on
Thursday, March 28, 1996, at 11:20 a.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 Owen
Councillors Bellamy, Hemer, Kennedy,
Kwan, Price, Puil and
Sullivan
ABSENT: Councillor Chiavario (Leave of Absence)
Councillor Clarke (Leave of Absence)
Councillor Ip (Leave of Absence)
CITY MANAGER'S OFFICE: Ken Dobell, City Manager
CLERK TO THE COUNCIL: Tarja Tuominen
COMMITTEE OF THE WHOLE
MOVED by Cllr. Bellamy,
SECONDED by Cllr. Puil,
THAT this Council resolve itself into Committee of the Whole,
Mayor Owen in the chair.
- CARRIED UNANIMOUSLY
COMMITTEE REPORTS
Report of the Standing Committee
on City Services and Budgets
March 28, 1996
Council considered the recommendations of the Committee, as
contained in the following clauses of the attached report:
Cl. 1: Tourism Vancouver - 1996 Business Plan
Cl. 2: Management and Allocation Plan - Bonused Artist
Live/Work Studio at 272 East 4th Avenue
Cl. 3: Land Request - Dance Foundation
(Vancouver Dance Centre)
Cl. 4: Changes to Administrative Authorities
Cl. 5: Acquisition of a Document Imaging/
Management System
Tourism Vancouver - 1996 Business Plan
Clause 1
MOVED by Cllr. Puil,
THAT the recommendations of the Committee, as contained in Clause
1 of this report, be approved.
- CARRIED
(Councillor Kwan opposed to Recommendation B)
Management and Allocation Plan - Bonused Artist
Live/Work Studio at 272 East 4th Avenue
Clause 2
MOVED by Cllr. Puil,
THAT the recommendations of the Committee, as contained in Clause
2 of this report, be approved.
- CARRIED UNANIMOUSLY AND
BY THE REQUIRED MAJORITY
Clauses 3 and 5
MOVED by Cllr. Puil,
THAT the recommendations of the Committee, as contained in
Clauses 3 and 5 of this report, be approved.
- CARRIED UNANIMOUSLY
Changes to Administrative Authorities
Clause 4
MOVED by Cllr. Puil,
THAT the recommendations of the Committee, as contained in Clause
4 of this report, be approved.
- CARRIED
(Councillor Kwan opposed to Recommendations A, B, C, F,
G, I and J; Councillor Puil opposed to C, F and G;
and Councillor Price opposed to G)
RISE FROM COMMITTEE OF THE WHOLE
MOVED by Cllr. Bellamy,
THAT the Committee of the Whole rise and report.
- CARRIED UNANIMOUSLY
ADOPT REPORT OF THE COMMITTEE OF THE WHOLE
MOVED by Cllr. Puil,
SECONDED by Cllr. Bellamy,
THAT the report of the Committee of the Whole be adopted.
- CARRIED UNANIMOUSLY
The Council adjourned at approximately 11:25 a.m.
* * * * *
REPORT TO COUNCIL
STANDING COMMITTEE OF COUNCIL
ON CITY SERVICES AND BUDGETS
MARCH 28, 1996
A Regular Meeting of the Standing Committee of Council on City
Services and Budgets was held on Thursday, March 28, 1996, at 9:30
a.m., in Committee Room No. 1, Third Floor, City Hall.
PRESENT: Councillor Puil, Chair
Mayor Owen
Councillor Bellamy
Councillor Hemer
Councillor Kennedy
Councillor Kwan
Councillor Price
Councillor Sullivan
ABSENT: Councillor Chiavario (Leave of Absence)
Councillor Clarke (Leave of Absence)
Councillor Ip (Leave of Absence)
CITY MANAGER'S OFFICE: Ken Dobell, City Manager
CLERK: Tarja Tuominen
Adoption of Minutes
The Minutes of the Standing Committee on City Services & Budgets
meeting of February 29, 1996, were adopted.
RECOMMENDATION
1. Tourism Vancouver - 1996 Business Plan File: 6008
The Committee had before it an Administrative Report dated March
20, 1996 (on file), in which the General Manager of Corporate Services
recommended approval of the portion of the 1996 Business Plan
submitted by Tourism Vancouver dealing with the allocation of the 2%
Hotel Tax, a contract for publication and distribution of tourism-
related material for 1996, and a cost-sharing arrangement between the
City and Tourism Vancouver for the 1997 Asia Pacific Economic
Cooperation (APEC) summit.
Mr. Ken Stoke, General Manager of Corporate Services, reviewed
the report and noted it is intended the cost-sharing arrangement with
Tourism Vancouver for the APEC summit will apply to the total of the
hosting costs and not just to security and related services as
proposed by Tourism Vancouver. The 50:50 cost-sharing arrangement will
have a maximum ceiling of $350,000.
Mr. Mark Andrew and Mr. Rick Antonson, Tourism Vancouver, were
present to answer questions. Mr. Antonson advised Tourism Vancouver
understood the proposed cost-sharing arrangement will apply to total
costs of the APEC summit.
The following motion by Councillor Bellamy was put and carried.
The Committee, therefore,
RECOMMENDED
A. THAT the portion of Tourism Vancouver's 1996 Business
Plan funded from the 2% Hotel Tax in the amount of
$6,809,629 ($6,360,000 projected and $449,629 carried
forward) be approved.
B. THAT a contract with Tourism Vancouver for publication
and distribution of tourism-related material for 1996,
in an amount not to exceed $600,000 before GST, be
approved, subject to an agreement satisfactory to the
Director of Legal Services.
C. THAT the cost-sharing arrangement described in the
Administrative Report dated March 20, 1996, between the
City and Tourism Vancouver in connection with the Asia
Pacific Economic Co-operation summit to be held in
Vancouver in 1997, be approved, on the understanding
that this arrangement and the $350,000 cost
contribution ceiling will apply to the total of the
hosting costs incurred by the City for the summit and
not to a more restricted subset of those costs.
- CARRIED
(Councillor Kwan opposed to B)
2. Management and Allocation Plan - File: 4663-3
Bonused Artist Live/Work Studio
at 272 East 4th Avenue
The Committee had before it a Policy Report dated March 12, 1996
(on file), in which the Director of the Office of Cultural Affairs and
the Manager of the Housing Centre, in consultation with the Director
of Legal Services, the Comptroller of Budgets & Research and the
Manager of Real Estate, recommended approval of an allocation and
management plan for a bonused artist live/work studio at #303, 272
East 4th Avenue, and sought direction to either lease the unit to the
Contemporary Art Gallery at a nominal rent of $1 for occupancy by a
low-income artist, or lease the unit directly to a low-income artist
at a monthly rent of $325.
Ms. Sue Harvey, Cultural Planner, was present to answer
questions.
The following motions by the Mayor was put and carried. The
Committee, therefore,
RECOMMENDED
A. THAT an allocation and management plan as detailed in
the Policy Report dated March 12, 1996, be approved for
the bonused artist live/ work studio #303, 272 East 4th
Avenue.
B. THAT a three-year lease of the bonused artist live/work
studio to the Contemporary Art Gallery for occupancy by
a low-income artist, be approved at a nominal rent ($1)
and no taxes, subject to the terms and conditions being
to the satisfaction of the Director of Legal Services,
in consultation with the Director of the Office of
Cultural Affairs, the Manager of Housing Centre and the
Manager of Real Estate Services.
- CARRIED UNANIMOUSLY
3. Land Request - File: 5118
Dance Foundation (Vancouver Dance Centre)
The Committee had before it an Administrative Report dated March
21, 1996 (on file), in which the Director of the Office of Cultural
Affairs, in consultation with the Directors of Land Use & Development
and Central Area Planning, Manager of Real Estate, Director of
Community Services, and the General Managers of Engineering Services
and Corporate Services, sought approval to redirect Council's 1993
site commitment to the Vancouver Dance Centre Society to an
alternative City-owned site on the south side of Pacific Boulevard
between Granville and Seymour Streets. The Director also submitted
two options to reimburse the Property Endowment Fund for the site, at
the time the Dance Foundation has met the terms and conditions of the
lease and the Council of the day considers a lease agreement.
Mr. Burke Taylor, Director of the Office of Cultural Affairs,
introduced the report, and with Mr. Hugh Creighton, Director of
Finance, and Mr. Bruce Maitland, Manager of Real Estate, answered
questions on the payment options proposed in the report.
The following spoke in support of reserving the Pacific Boulevard
site for a dance centre:
Paul McCullough, Dance Foundation
Nicola Norberg Follows, Dance Foundation
David Y.H. Lui, Dance Centre
The foregoing supported the site on the following grounds:
- Currently, there is an acute need for rehearsal space for the
22 professional dance companies and 30 independent dance
choreographers.
- The Foundation has an impressive Board of Directors and a very
committed core of fund-raisers. Both construc-tion and
endowment plans will be implemented, and interim financing
secured, as soon as a site is chosen.
- The Dance Centre will be an important component for dance in
Vancouver, and will be truly a community effort.
In response to questions, Mr. Maitland agreed it will be
difficult to find another site for the City impound lot which is
easily accessible to the downtown core and to transit.
The following motions by the Mayor were put and carried. The
Committee, therefore,
RECOMMENDED
A. THAT a City-owned site at the corner of Pacific and
Granville Streets be withheld from disposal or
alternate use for a period of up to three years, and
subject to the Dance Foundation (Vancouver Dance
Centre) fulfilling the conditions outlined in the
Administrative Report dated March 21, 1996, to the
satisfaction of the City Manager, Council approve in
principle a lease of the subject site to the Dance
Foundation and recommend to the Council of the day that
this lease be provided for a term of 60 years at a
nominal rate ($1).
B. THAT staff be directed to report back outlining the
terms of the lease as soon as the conditions outlined
in the Administrative Report dated March 21, 1996, have
been met to the satisfaction of the City Manager.
C. THAT staff be directed to reserve $900,000 from the
1994-1996 Capital Plan for a 60-year prepaid lease to
the Property Endowment Fund for the subject site as
outlined in the Administrative Report dated March 21,
1996; with the payment to occur at the time the lease
is approved by Council.
- CARRIED UNANIMOUSLY
4. Changes to Administrative Authorities File: 1000
The Committee had before it a Policy Report dated January 31,
1996 (on file), in which the Corporate Management Team recommended
approval of a number of changes to Council policy dealing with
administrative authorities that affect the acquisition of goods and
services for City operations and budget control.
Mr. Ken Stoke, General Manager of Corporate Services, presented a
background and summary of the report.
In response to a question on possible Union concerns, Mr. Ken
Dobell, City Manager, stated it was his understanding the Union felt
the more decisions Council made on administrative issues, the more
opportunities there were for it to express any concerns. Mr. Dobell
believed the proposed recommendations were sensible ones, but if
Council was concerned, it was not a problem to continue to report to
Council.
During discussion, some of the Committee members expressed
concern with several of the recommendations, noting that, as the
elected body, it was Council's responsibility to be aware of business
decisions on City operations. Other members felt for better
government, it was important to streamline bureau-cracy to make the
City operation more effective and efficient. It was suggested staff
provide quarterly reports, with some analysis of trends, on what
business decisions have been taken.
The following motions by Councillor Sullivan were put and
carried. The Committee, therefore,
RECOMMENDED
A. THAT the transfer limits be increased on normal and
non-recurring operating budget accounts for Department
Heads to $50,000 and $10,000 respectively, and that
Department Heads be authorized to transfer up to
$50,000 to/from approved capital accounts, including
the transfer authority to create new capital accounts
up to that amount, all as proposed in the Policy Report
dated January 31, 1996;
FURTHER THAT a change in the close-out criteria for
capital projects be approved, authorizing Department
Heads to close out capital projects whose expenditures
do not exceed 15% and $50,000 of the approved budgets.
Capital projects that do not meet this requirement will
be reported to Council for information and approval;
and
FURTHER THAT the Park and Library Boards be requested
to adopt these revised authorities as well, subject to
the modifications noted in the foregoing Policy Report.
B. THAT a two-tier bid structure reflecting a bid limit of
up to $100,000 for price quotations and a bid limit of
over $100,000 for tenders be approved, including the
special purchase condi-tions and the advertising change
around public notice of City tenders, all as proposed
in the Policy Report dated January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt the revised bid limits and advertising change
as well.
C. THAT the contract award limits be increased for
Purchasing Manager, Department Head, and City Council
approvals to $100,000, $300,000 and over $300,000
respectively, as proposed in the Policy Report dated
January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt the revised contract award limits as well,
subject to the modifications noted in the foregoing
Policy Report.
- CARRIED
(Councillor Kwan opposed to A, B and C)
(Councillor Puil opposed to C)
The following motions by Councillor Kwan were put and carried.
The Committee, therefore,
RECOMMENDED
D. THAT the changes to the contract execution authorities
be approved, as proposed in the Policy Report dated
January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt the revised execution authorities as well,
subject to the modifica-tions noted in the foregoing
Policy Report.
E. THAT approval authority be delegated to Department
Heads for contract change orders as proposed in the
Policy Report dated January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt this revised authority as well, subject to the
modifications noted in the foregoing Policy Report.
- CARRIED UNANIMOUSLY
The following motions by Councillor Sullivan were put and
carried. The Committee, therefore,
RECOMMENDED
F. THAT the award limits be increased on consultant
contracts for Department Head and City Council
approvals to $30,000 and over $30,000 respectively,
including the changes to the contract execution
authorities, both as proposed in the Policy Report
dated January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt the revised consultant contract award limits
as well, subject to the modifications noted in the
foregoing Policy Report.
G. THAT the limit be increased on the City Manager's legal
settlement authority from $20,000 to a maximum of
$50,000 as proposed in the Policy Report dated January
31, 1996.
- CARRIED
(Councillors Kwan and Puil opposed to F and G)
(Councillor Price opposed to G)
The following motion by Councillor Kwan was put and carried. The
Committee, therefore,
RECOMMENDED
H. THAT the changes to the City's policy on bid and
performance bonds be approved, as proposed in the
Policy Report dated January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt the revised policy as well, subject to the
modifications noted in the fore-going Policy Report.
- CARRIED UNANIMOUSLY
The following motions by Councillor Sullivan were put and
carried. The Committee, therefore,
RECOMMENDED
I. THAT approval authority be delegated to Depart-ment
Heads to hire contract employees into vacant exempt
positions as proposed in the Policy Report dated
January 31, 1996; and
FURTHER THAT the Park and Library Boards be requested
to adopt this revised authority as well, subject to the
modifications noted in the foregoing Policy Report.
J. THAT the Board of Administration by-law be changed as
appropriate to reflect Council action on the above
recommendations.
K. THAT quarterly reports with analysis be provided on the
administration and conduct of City business
- CARRIED
(Councillor Kwan opposed to I and J)
5. Acquisition of a Document Imaging/ File: 1007
Management System
The Committee had before it an Administrative Report dated March
18, 1996 (on file), in which the General Manager of Community
Services, in consultation with the Corporate Manage-ment Team and the
Imaging Steering Committee, recommended approval of purchase of, and a
financing plan to implement, a corporate document imaging/management
system.
Also before the Committee were the following:
- Memorandum, dated March 24, 1996 (on file), from the General
Manager of Community Services, advising of the inclusion of
$50,000 in consultant fees in the total cost of the loan for
acquisition of the document imaging/management system due to
delays in considera-tion of the report.
- Memorandum, dated March 27, 1996 (on file), from the General
Manager of Community Services, clarifying expectations on
substantial operating savings achieved within two years of
system implementation.
Mr. Ian Shepherd, Manager, Administrative Services, Mr. Alex
MaCaulay, Acting Supervisor, Data Resource Centre, and Ms. Carlene
Robbins, Supervisor, Correspondence Branch, Permits & Licenses
Department, with the aid of a slide and video presentation, explained
the need to replace the current filing system and how the proposed
document imaging/management system will improve internal and external
customer services, as well as working conditions for staff.
Mr. Paul Faoro, representing the Canadian Union of Public
Employees, Local 15, expressed a concern with the proposed $500,000
annual savings from existing Community Services Business Group
operating budgets. The Union is requesting re-assurance the savings
will not come from reduction of staff. Reduction of staff will not
help deliver proposed increases in customer services.
Mr. Ted Droettboom, General Manager of Community Services,
advised any discussion of reduction in staff is premature without a
more detailed review of processes in the Planning and Permits &
Licenses Departments identifying how services are improved, what
resources are required to improve those services, and if service is
maintained or increased.
The following motions by Councillor Kennedy were put and carried.
The Committee, therefore,
RECOMMENDED
A. THAT the acquisition of a Document Imaging/ Management
System be approved, with financing by way of a loan of
up to $2,820,600 from the Capital Financing Fund (Solid
Waste Capital Reserve), on terms and conditions as
determined by the Director of Finance.
B. THAT the contract for design, supply and implementation
of the first stage of a Document Imaging/Management
System be awarded at a cost not to exceed $2,307,900
including all appli-cable taxes; and a one-time
software and hard-ware maintenance contract for 1996 at
a cost of $68,857 including all applicable taxes, to
Andersen Consulting; and
FURTHER THAT the Director of Legal Services be
instructed to execute a contract with Andersen
Consulting on terms and conditions to the satisfaction
of the General Manager of Community Services.
C. THAT funding be approved for renovations, furniture and
equipment at an estimated one-time cost of $100,500.
D. THAT one-time funding be approved for staff technical
training at an estimated cost of $35,500.
E. THAT the establishment of a Transition Team be
approved, consisting of 3.40 F.T.E. of temporary full-
time positions for up to 1 year, subject to job
evaluation by the General Manager of Human Resource
Services, for the design and implementation of the
system, at an estimated one-time cost of $159,000.
F. THAT the establishment of a regular full-time system
administration position be approved in Permits &
Licenses and 1.25 F.T.E. of support positions in
Information Services, subject to job evaluation by the
General Manager of Human Resource Services, to provide
on-going support and maintenance of the system, at a
1996 estimated cost of $38,900 and an estimated annual
cost of $124,000.
G. THAT the methods for repayment of the Document
Imaging/Management System Loan be approved as follows:
i) $500,000 of savings from the existing Community
Services Business Group operat-ing budgets
beginning in 1999. The General Manager of
Community Services will report back before
December 31, 1998, on the specific source of these
savings; and
ii) Increases in Trade Permit fees of 2% beyond the
normal inflationary increases recommended annually
by the Directors of Permits & Licenses and Finance
in each of 1997 and 1998. These increases will
generate an additional $200,000 of revenue in 1997
and a further $200,000 in 1998, for a total on-
going increase of $400,000 from the 1996 level.
- CARRIED UNANIMOUSLY
The following motion by Councillor Kwan was put and LOST.
THAT staff report back on how any savings attri-butable
to the staff resources related to the Document
Imaging/Management System be applied to service
improvements in other areas.
(Councillors Bellamy, Hemer, Kennedy, Price,
Puil, Sullivan and the Mayor opposed)
The meeting adjourned at approximately 11:20 a.m.
* * * * *