Year 2000 to 2002 - Capital Plan Public Consultation Process

ADMINISTRATIVE REPORT

Date: Dec. 2, 1998
Author/Local: C.Gray/7207
RTS No. 352
CC File No. 1611

TO:

Vancouver City Council

FROM:

General Manager, Corporate Services on behalf of the Capital Plan Staff Review Team

SUBJECT:

Year 2000 to 2002 Capital Plan Public Consultation Process

RECOMMENDATION

THAT Council approve a three-phase public consultation and information process for the Year 2000-2002 Capital Plan described in this report, at an estimated cost of $150,000; source of funds to be the 1999 Operating Budget.

GENERAL MANAGER’S COMMENTS

The General Manager of Corporate Services RECOMMENDS approval of the foregoing.

COUNCIL POLICY

Council provides information to and seeks input from the public as part of the preparation of the Capital Plans to ensure the public is aware of the infrastructure issues facing the City and that major public investments reflect public priorities.

PURPOSE

This report presents a public information and consultation process for the 2000-2002 Capital Plan for Council’s approval.

BACKGROUND

On September 29, 1998, Council approved a process for developing the 2000-2002 Capital Plan. One of the elements of the process is involving the public in setting the priorities for the Capital Plan, and ensuring the public is informed of the infrastructure issues and financial constraints confronting the City. Staff were to report back on a detailed plan for public information and consultation for the 2000-2002 Capital Plan.

PUBLIC INFORMATION/CONSULTATION PROCESS

The proposed public information and consultation process for the 2000-2002 Capital Plan is to a large extent similar to the process followed in the last Capital Plan. It differs in that the process for this Capital Plan is beginning earlier than before. This offers an opportunity to provide information to the public and to seek the public’s input sooner. For example, it is proposed that three short videos be produced as part of this plan, to be shown over the eight months of plan preparation, instead of the two produced in the last plan. As with previous Capital Plans, the Park and Library Boards will undertake their own public consultations regarding the priorities for their facilities and operations.

Municipal Service Reports

Early in the new year, Council will receive reports from the various departments and boards in the City outlining their longer term capital planning perspective and their priorities for the next three years. At the same time, Council will consider a report on the financial context for the 2000-2002 Capital Plan and the City’s borrowing capacity.

This will provide the opportunity to initiate the public’s participation in the Capital Plan process. It is proposed that a short video be developed that would be shown on Rogers during Council breaks. It would summarize the issues and process, and advise the public where they could get more information and how to provide input. A simple handout/brochure would be prepared that could be given or sent to the interested public. It would be posted on the Internet and available by fax back as well.

Public Opinion Survey

Following Council’s receipt of the Municipal Service Reports, the Capital Plan Staff Review Team will begin its review of the detailed submissions and requests from the various departments and boards leading to the development of the draft Capital Plan for presentation to Council. It is recommended that a public opinion survey conducted through telephone interviews be undertaken in March, 1999, during the preparation of the draft Capital Plan. Experience with the last two Capital Plans indicates that a statistically valid public opinion survey will provide the best overall gauge of the public’s priorities. The survey results would be available to the Staff Review Team before it finalizes its deliberations, and they would be reported to Council at the same time as the draft Capital Plan.

Draft Capital Plan

Council is scheduled to receive the draft Capital Plan in June 1999. It will then be circulated to the public for their information and response. Another short video will be developed, again to be shown on Roger’s during Council breaks, which will outline the draft Capital Plan, advise the public where they can get more information, and invite the public to respond by mail, hot-line, Internet or fax. A four-page newspaper insert would also be prepared. It will be distributed through the community newspapers, and be made available through the library branches, community centres, etc. It will also invite public response.

Final Capital Plan

Council is scheduled to adopt the final Capital Plan in September 1999. At that time the results of the public consultation from the draft Capital Plan will be reported to Council. As in the past, Council’s consideration of the Capital Plan would occur at a special Council session at which the public would be invited to make presentations. Following Council’s adoption of the final plan, an information brochure would be distributed to all electors as part of the City Clerk’s information distribution for the next election. It would also be available through the branch libraries, community centres, etc. The video from the draft Capital Plan will be updated to discuss the final plan and the initiatives to be presented to the voters at the November 1999 election.

BUDGET

Staff will develop as much of the information in-house as possible, for example the site on the City’s web page and the initial information sheets. For the major components, however, professional assistance will be required. For this Capital Plan the estimated budget is $150,000:

Public Opinion Survey $ 20,000
Newspaper Flyer $ 20,000
Video $ 15,000
Public Information Brochure $ 45,000
Media Advertising $ 35,000
Production Consultant $ 15,000

TOTAL $150,000

The projections for the 1999 Operating Budget considered by Council on October 6 and 22, 1998, include provision for this expenditure.

CONCLUSION

Public consultation process for the 2000-2002 Capital Plan will be undertaken throughout the planning process. It will commence with presentation of the City’s longer term infrastructure needs and the financial constraints faced by the City, continue through the preparation of the draft plan, and conclude with the public discussion leading to the adoption of the final plan that will be presented to the voters in 1999. Information about the Capital Plan will be distributed and public input collected and disseminated through videos, a telephone survey, brochures and newspaper inserts, and the Internet, as well as the public meeting here the draft plan will be considered by Council. The total cost of the process is estimated at $150,000.

* * * * *

Comments or questions? You can send us email.


TO:	Vancouver City Council
FROM:	General Manager, Corporate Services on behalf of the Capital Plan Staff Review Team
SUBJECT:	Year 2000 to 2002 Capital Plan Public Consultation Process