FINANCE & INTERGOVERNMENTAL COMMITTEE AGENDA Special Meeting Tuesday, October 24, :30 PM - Heritage Room 2580 Shaughnessy Street

Transcription

1 FINANCE & INTERGOVERNMENTAL COMMITTEE AGENDA Special Meeting Tuesday, October 24, :30 PM - Heritage Room 2580 Shaughnessy Street 1. CALL TO ORDER 2. ADOPTION OF THE AGENDA 2.1 Adoption of October 24, 2017 Finance and Intergovernmental Committee Meeting Agenda Recommendation: That the October 24, 2017 Finance and Intergovernmental Committee Meeting Agenda be adopted. 3. CONFIRMATION OF MINUTES 3.1 Minutes of October 17, 2017 Recommendation: That the Minutes of October 17, 2017 Finance and Intergovernmental Committee Meeting be adopted. 4. REPORTS 4.1 Fraser Valley Regional Library Service Level Enhancement Request Recommendation: That the proposed service level increase for FVRL be included in the Financial Plan. 4.2 Wellington Avenue Roadworks - Partnership with School District Recommendation: That the financial plan be amended to add $300,250 in grant funding and reduce the general capital reserve contribution by $300,250 for the Pitt River Road capital project. That the financial plan be amended to add $25,000 of funding from the general capital reserve to complete Wellington Avenue in partnership with the Ecole Des Pioneers project 4.3 Response to Consultation Letter re: Cannabis Legislation (to be distributed separately later) 5. ADJOURNMENT 5.1 Adjournment of the Finance and Intergovernmental Committee Meeting

2 of October 24, 2017 Recommendation: That the Finance and Intergovernmental Committee Meeting of October 24, 2017 be adjourned.

3 FINANCE & INTERGOVERNMENTAL COMMITTEE MINUTES OF TUESDAY, OCTOBER 17, 2017 To review all matters referred to the Committee that are related to the overall administration of the City including human resources, the City's finances including audit, and other government organizations. PRESENT: Mayor Greg Moore Councillor Laura Dupont Councillor Michael Forrest Councillor Darrell Penner Councillor Glenn Pollock Councillor Brad West STAFF REPRESENTATIVES: John Leeburn, Chief Administrative Officer Lori Bowie, Director of Recreation Nick Delmonico, Fire Chief Kristen Dixon, Director of Engineering and Public Works Karen Grommada, Director of Finance Sean Maloney, Superintendent Pardeep Purewal, Manager of Communication and Administrative Services Laura Lee Richard, Director of Development Services Steve Traviss, Director of Human Resources Robin Wishart, Director of Corporate Support Page 1 Minutes of the Meeting of the Finance & Intergovernmental Committee Held on October 17, 2017

4 1. CALL TO ORDER 1.1 Mayor Moore called the meeting to order at 4:48 pm in the Heritage Room at City Hall, 2580 Shaughnessy Street, Port Coquitlam. 2. ADOPTION OF THE AGENDA 2.1 It was moved and seconded: That the Agenda of the October 17, 2017 Finance and Intergovernmental Committee meeting be adopted. Carried 3. ADOPTION OF MINUTES 3.1 It was moved and seconded: That the Minutes of the October 10, 2017 Finance and Intergovernmental Committee meeting be adopted as circulated. Carried 4. REPORTS 4.1 Response to Consultation Letter re: Cannabis Legislation A discussion on the response letter regarding the Cannabis Legislation. 4.2 September Community Recreation Complex Project Monthly Update A discussion on the Community Recreation Complex Project Monthly Update. 5. RESOLUTION TO CLOSE 5.1 It was moved and seconded: That the Finance and Intergovernmental Committee Meeting of October 10, 2017 be closed to the public pursuant to the following subsection(s) of Section 90(1) (e,g,k) of the Community Charter: e) the acquisition, disposition, or expropriation of land or improvements, if the council considers that disclosure could reasonably be expected to harm the interests of the municipality; g) litigation or potential litigation affecting the municipality; k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their preliminary stages and that, in the view of council, could reasonably be expected to harm the interests of the municipality if they were held in public; Carried Mayor Greg Moore Chair Karen Grommada Director of Finance The official Minutes of the October 17, 2017 Finance & Intergovernmental Committee Meeting are not read and adopted until certified correct by the Committee Chairperson. Page 2 Minutes of the Meeting of the Finance & Intergovernmental Committee Held on October 17, 2017

5 Report to Committee DATE: October 18, 2017 TO: FROM: SUBJECT: Financial & Intergovernmental Committee Lori Bowie, Director of Recreation FRASER VALLEY REGIONAL LIBRARY SERVICE LEVEL ENHANCEMENT REQUEST EXECUTIVE SUMMARY: The Fraser Valley Regional Library (FVRL) is proposing an enhancement to their current service level, by opening the Terry Fox Library on all Sundays, starting in 2018, onward (see Attachment #1). Currently, the Terry Fox Library is closed to the public on Sundays outside of the regular school year. The Sunday closures encompass 26 Sundays between Thanksgiving and Easter each year. The Library staffing budget for the additional Sunday operating hours is $12,900. This proposed service level enhancement has been included in the proposed 2018 budget (member assessment) for Terry Fox Library. Additional costs to the City for the utilities and janitorial staff associated with being open on all Sundays, are estimated at $6,500 and have been included in the 2018 Decision Package (see Attachment #2). The total budget impact of service level enhancement is $19,400. FVRL s proposal states that Sundays are popular with library customers (especially when located near or in another community facility that is open on Sundays). During the recreation centre construction, Sundays will be the quietest days and will have better parking access. Once fully complete, the new Recreation Complex will be open seven days per week, and access to all available services is optimal. Therefore, staff recommend this enhancement in service level be approved. RECOMMENDATION: That the proposed service level increase for FVRL be included in the Financial Plan. OPTIONS: 1. Enhance the service level to include all Sundays; OR

6 2. Reduce the proposed 2018 FVRL member assessment, by the budget value of the current Sunday closures ($12,900). Lori Bowie Director of Recreation Attachments: 1) October 5, 2017 Letter from FVRL 2) 2018 Decision Package

7 5 October, 2017 Mayor and Council City of Port Coquitlam City Hall, 2580 Shaughnessy Street Port Coquitlam, BC V3C 2A8 Dear Mayor and Council: Re: 2018 Budget Option: Sunday Library Openings, Thanksgiving to Easter Currently, the Terry Fox Library is closed to the public on Sundays outside of the regular school year. The Sunday closures encompass ten (26) Sundays between Thanksgiving and Easter each year. The staffing budget for the currently closed Sundays is $12,900. In recognition that Sundays are popular with library customers (especially when located near another community facility that is open on Sundays), supported by the certainty gained through the settlement of FVRL s union contract and a review of your library s budget, we would like to provide you with the option of either: 1. Opening your library on all of the Sundays for which it is currently closed in the year, starting in 2018, onward, with NO increase in your member assessment as currently proposed for fiscal 2018*; OR 2. Reducing your 2018 and future member assessment, by the budget value of the current Sunday closures ($12,900). Please advise of your selected option no later than Friday November 10 th, *At the date of this letter, the 2018 proposed member assessment is based on the FVRL Proposed Budget Option 2, submitted by the FVRL Executive Management Team, to the FVRL Board for consideration at the September 20 th Board Meeting. The FVRL Board will select a preferred budget option at its November 22nd Board meeting with the final vote to be taken at the December Board meeting. Should you have any questions, please contact the undersigned. Sincerely, Scott Hargrove Chief Executive Officer Fraser Valley Regional Library

8 Mayor & Council 5 October, 2017 Page 2 cc: Chief Administrative Officer

9 Sunday Hours Year Round Terry Fox Library Department Recreation Estimated Starting Quarter Q Project Manager Carrie Nimmo Estimated Ending Quarter Ongoing Funding Type Ongoing Reference Estimate of Operating Costs Contracted Services 12, Personnel 5, Equipment Utilities $1, Total Estimated Operating Costs 19, Funding Sources Taxes 19, Total Funding Sources 19, Project Description This proposal was brought forward by Fraser Valley Regional Library. Currently, the Terry Fox Library is closed to the public on Sundays outside of the regular school year. The Sunday closures encompass 26 Sundays between Thanksgiving and Easter each year. The library staffing budget for the currently closed Sundays is $12,900. The additional utility and janitorial staff costs associated with being open on these Sundays, are estimated at $6500. FVRL s proposal states that Sundays are popular with library customers (especially when located near or in another community facility that is open on Sundays). During the recreation centre construction, Sundays will be the quietest days and will have better parking access. The service level enhancement is included in the proposed 2018 budget for Terry Fox library. The Fraser Valley Regional Library has provided two options: 1. Opening TF library on all Sundays starting in 2018, onward, as is currently proposed in the member assessment for fiscal 2018; OR 2. Reducing the proposed 2018 member assessment, by the budget value of the staffing for current Sunday closures ($12,900). Department Head Analysis Criteria Analysis

10 Department Head Analysis Public safety issue? Criteria Aligned with council s priorities? Aligned with an existing strategic plan? Resource (budget and staff) impacts? How broadly will this impact the community? Consequences to existing work plans? Consequences of not doing this work? Urgency to do this work now? Department Heads Recommendation No Yes livable city No Analysis Library costs are contained within the proposed 2018 library budget; additional staff hours would be required for janitorial TF Library is open to all community members None Status quo. Limited parking and noise are concerns for library patrons through the construction period; Sundays will be impacted the least. The new complex will be a 7 day a week operation, to synchronize services provided and optimize use of the library it is recommended that the library also be open 7 days a week once the new building is operational. Yes

11 Report to FIG Committee DATE: September 18, 2017 TO: FROM: SUBJECT: Finance & Intergovernmental Committee Kristen Dixon, Director of Engineering and Public Works WELLINGTON AVENUE ROADWORKS PARTNERSHIP WITH SCHOOL DISTRICT EXECUTIVE SUMMARY: Frontage improvements are required for the Ecole Des Pioneers project on Wellington Street, between Laurier Avenue and Patricia Avenue. The school district is responsible for half of the road adjacent to their frontage, as well as curb extensions (on both sides) at Laurier, Jensen, and Patricia Avenue as shown on the attachment. The scope of the off-site works would result in small sections of the road remaining in its existing condition (poor to average condition), while the rest will be rehabilitated. The school district has approached the City to determine if the City would like to partner to complete these sections at the same time as their works are being completed, at an estimated cost of $25,000. This report recommends an amendment to the 2017/18 capital budget to partner with the school district to complete this work. There are sufficient general capital reserve funds not required for the Pitt River Road capital project to complete the Wellington Avenue road work, as a result of grant funds that were received, but not budgeted, in the original capital project for the pedestrian and cycling improvements. RECOMMENDATION(S) That the financial plan be amended to add $300,250 in grant funding and reduce the general capital reserve contribution by $300,250 for the Pitt River Road capital project. That the financial plan be amended to add $25,000 of funding from the general capital reserve to complete Wellington Avenue in partnership with the Ecole Des Pioneers project Kristen Dixon, Director of Engineering and Public Works Attachment: Wellington Street

12 Wellington Avenue Works City funded road rehabilitation for road works only. Existing curb, gutter and sidewalk to remain