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CITY OF VANCOUVER

REGULAR COUNCIL MEETING MINUTES

STANDING COMMITEE OF COUNCIL ON

CITY SERVICES AND BUDGETS

SEPTEMBER 9, 1997

A Regular Meeting of the Council of the City of Vancouver was held on Tuesday, September 9, 1997 at 3:35 p.m., in the Council Chamber, 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 Don Bellamy

Councillor Nancy Calvaria

Councillor Jennifer Clarke

Councillor Alan Herbert

Councillor Daniel Lee

Councillor Don Lee

Councillor Gordon Price

Councillor Sam Sullivan

CITY MANAGER'S

OFFICE: Ken Dobell, City Manager

CLERK TO THE

COUNCIL: Maria Kinsella

COMMITTEE OF THE WHOLE

MOVED by Cllr. Bellamy,

SECONDED by Cllr.Price,

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

September 9, 1997

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

Cl.1: Vancouver East Cultural Centre (VECC) - Financial Update

Cl.2: Corporate Information Systems Replacement - Award of Contract

Clauses 1- 2

MOVED by Cllr.Bellamy,

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

- CARRIED UNANIMOUSLY

RISE FROM COMMITTEE OF THE WHOLE

MOVED by Cllr. Bellamy,

THAT the Committee of the Whole rise and report.

- CARRIED UNANIMOUSLY

ADOPT REPORT OF COMMITTEE OF THE WHOLE

MOVED by Cllr. Clarke,

SECONDED by Cllr. Bellamy,

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

- CARRIED UNANIMOUSLY

The Council adjourned at 3:40 p.m.

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REPORT TO COUNCIL

STANDING COMMITTEE OF COUNCIL

ON CITY SERVICES AND BUDGETS

SEPTEMBER 9, 1997

A Regular Meeting of the Standing Committee of Council on City Services and Budgets was held on Tuesday September 9, 1997 at 2:45 p.m. in the Council Chamber, Third Floor, City Hall.

PRESENT: Councillor George Puil, Chair

Mayor Philip Owen

Councillor Don Bellamy

Councillor Nancy A. Calvaria

Councillor Jennifer Clarke

Councillor Alan Herbert

Councillor Lynne Kennedy Councillor Daniel Lee

Councillor Don Lee

Councillor Gordon Price

Councillor Sam Sullivan

CITY MANAGER'S

OFFICE: Ken Dobell, City Manager

CLERK TO THE

COMMITTEE: Maria Kinsella

INFORMATION

1. Vancouver East Cultural Centre (VECC) - Financial Update

Before the Committee was an information report, dated September 3, 1997 (on file), in which the Director of the Office of Cultural Affairs, provided a review of the Vancouver East Cultural Centre’s current operations and financial recovery plan. This review was requested by Council in October 1966 when it approved an emergency grant of $17,085 to the Centre to ensure its continued operation. This emergency grant, in conjunction with other public and private funding support, formed one part of a recovery plan implemented by the VECC Board and staff. The other part involved restructuring the VECC’s operations.

The report advised the VECC through very stringent control of expenditures and improved revenues will end this fiscal year with a significant surplus, which will be used to reduce the accumulated deficit. The report commended the Board, staff and volunteers of theCentre for their progress and commitment to date.

Duncan Low, Executive Director of the VECC thanked Council for its support.

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

RECOMMENDED

THAT the report of the Director of the Office of Cultural Affairs, dated September 3, 1997, on the Vancouver East Cultural Centre - Financial update be received for information.

- CARRIED UNANIMOUSLY

2. Corporate Information Systems Replacement - Award of Contract

The Committee had for consideration an Administrative Report dated August 28, 1997 (on file),in which the Corporate Management Team, in consultation with the Corporate Systems Replacement Project Team requested Council approval for the City to enter into contracts with the SAP Canada/Ernst & Young for the purchase and implementation of new corporate information systems. The report reviews the proposed contractual relationship being recommended with the vendors, the implementation plan and the resources (human and financial) that will be necessary to put the new systems in place

In a memo dated September 9, 1997, the City Clerk advised the City Manager requested Council to substitute the following for Recommendations B and C in the Administrative Report:

B.THAT Council approve the City entering into a contract with SAP Canada Limited and Ernst and Young consultants, on terms and conditions satisfactory to the General Manager of Corporate Services and to executed by the Director of Legal Services, for the acquisition and installation of software to replace the City’s current financial, human resource and payroll systems at a cost estimated at $11.2 million, on terms and conditions set out generally in this report, the contract and this cost estimate being subject to modifications from time to time, including change orders, authorized by the General Manager of Corporate Services. Implicit in this purchase is a City commitment to ongoing systems maintenance costs with SAP Canada based on 15% of the software purchase cost (approximately $656,000 annually).

C.THAT no legal rights or obligations are hereby created and none shall arise hereafter except upon execution of all legal documents necessary to complete the transaction to the satisfaction of the General Manager of Corporate Services and the Director of Legal Services.

Sam Kuzmick, Director of Operations Support, confirmed the Corporate Information Systems will be available to all City operations, including the Park Board. Mr. Kuzmick also undertook to provide Council with a detailed presentation on the project in the future.

The following motion by Cllr. Clarke was put and carried. The Committee, therefore,

RECOMMENDED

A.THAT Council approve the Corporate Information Systems Replacement Project budget of $20.9 million outlined in this report; source of funds to be the Information Systems Replacement Financing Plan approved by Council on July 23, 1996.

B.THAT Council approve the City entering into a contract with SAP Canada Limited and Ernst and Young consultants, on terms and conditions satisfactory to the General Manager of Corporate Services and to executed by the Director of Legal Services, for the acquisition and installation of software to replace the City’s current financial, human resource and payroll systems at a cost estimated at $11.2 million, on terms and conditions set out generally in this report, the contract and this cost estimate being subject to modifications from time to time, including change orders, authorized by the General Manager of Corporate Services. Implicit in this purchase is a City commitment to ongoing systems maintenance costs with SAP Canada based on 15% of the software purchase cost (approximately $656,000 annually).

C.THAT no legal rights or obligations are hereby created and none shall arise hereafter except upon execution of all legal documents necessary to complete the transaction to the satisfaction of the General Manager of Corporate Services and the Director of Legal Services.

D. THAT Council approve an allocation of $0.5 million to fund a field data entry pilot project in Engineering Services with a report back from the General Manager of Engineering Services on the costs and benefits of the project prior to further deployment in other areas.

E. THAT Council authorize the General Manager of Corporate Services to enter into a contract with Jiwa and Associates to provide project management services to the Corporate Systems Implementation Program at a cost not to exceed $250,000, including taxes, over the life of the project.

F. THAT Council approve the creation of up to 16.5 fte of temporary, full-time positions as described in this report to serve as part of the City’s systems implementation team for a period of up to two years at a cost estimated at $1.75 million; source of funds to be the project budget. Classification of these positions to be determined by the Director of Human Resource Services.

G. THAT Council approve the creation of a temporary, full-time Systems Analyst II position to be assigned to the Equipment Management Branch at a cost of $51,800 plus fringe benefits; source of funds to be the systems replacement project budget . The City Engineer will report back on the need for this position on an ongoing basis. Classification of this position to be determined by the Director of Human Resource Services.

H. THAT the General Manager of Corporate Services report back to Council by December 31, 1998 on the ongoing staffing needs to support the new corporate information systems.

- CARRIED UNANIMOUSLY

3. Banner Display on City Streets

The Committee had before it an Administrative Report, dated September 9, 1997 (on file) in which the General Manager of Engineering Services recommended Council approve the installation of banners as requested by the APEC ‘97 Canadian Coordinating Office, Department of Foreign Affairs and International Trade. The General Manager submitted for Council’s consideration approval of the inclusion of a bottom ‘tail’ on the banners which would display the logos of APEC ‘97 corporate sponsors. The current Council policy is that use of City Streets for the purpose of advertising is not permitted except with approval from Council.

Robert Vanderloo, Executive Director, APEC ‘97 Canadian Coordinating Office, advised recognition of corporate sponsors plays a vital role towards ensuring Canadian corporations remain as willing partners to events such as APEC ‘97. If Council approves recognition of sponsors through the banner display, it is proposed to include one corporate logo on each banner. Vancouver is a partner in APEC ‘97 and will be a beneficiary ofsponsorship funding through the Provincial Government.

Some members of Council were inclined to approve the display of corporate logos as an exceptional case, in view of the significance of APEC ‘97.

Councillor Daniel Lee moved approval of the recommendation of the General Manager of Engineering Services. Councillor Calvaria moved an amendment to include the words "and the three levels of government", after the words corporate sponsors. The amendment did not carry, with Councillors Bellamy, Clarke, Herbert, Daniel Lee, Don Lee, Sullivan and the Mayor opposed.

The amendment having lost, the following motions by Councillor Daniel Lee were put and carried. Therefore, the Committee

RECOMMENDED

THAT Council approve installation of banners as shown in Appendix ‘B’ of the report, on City streets as requested by the APEC ‘97 Canadian Coordinating Office, Department of Foreign Affairs and International Trade, at no cost to the City. Exact locations of the banners to be approved at a later date by the General Manager of Engineering Services.

FURTHER THAT Council approve the above installation of banners to include the bottom part which displays the logs of corporate sponsors, as shown in Appendix ‘B’ of the report.

(Councillors Bellamy, Calvaria, Kennedy, Price and Puil opposed).

The Committee adjourned at 3:30 p.m.

* * * * * *

(c) 1997 City of Vancouver