CITY OF FORT ST. JOHN OPEN STRATEGIC PLANNING AND FINANCE COMMITTEE MEETING JANUARY 24, :00 P.M. IN COUNCIL CHAMBERS

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1 CITY OF FORT ST. JOHN OPEN STRATEGIC PLANNING AND FINANCE COMMITTEE MEETING JANUARY 24, :00 P.M. IN COUNCIL CHAMBERS PRESENT: ALSO PRESENT: Acting Mayor Peter Vandergugten Councillor Pat Pimm Councillor Karen Simpson Councillor Don Stewart Councillor Julie Vander Linden John Locher, City Manager (2:07 p.m.) Carol Susak, Director of Corporate Administration Evelyn Mehlsen, Director of Finance Patti Murray, Director of Community Services Victor Shopland, Director of Public Works and Utilities Jim Rogers, Director of Protective Services (2:06 p.m.) Janet Prestley, Deputy City Clerk 1. Call to Order: The meeting was called to order at 2:04 p.m. 2. Notice of New None Business: 3. Adoption of The January 24, 2005 Strategic Planning and Finance Committee Agenda: agenda was adopted by consensus. 4. Adoption of Strategic Planning and Finance Committee Meeting of Minutes: January 10, 2005 MOVED/SECONDED THAT, the minutes of the Strategic Planning and Finance Committee Meeting of January 10, 2005 be approved. CARRIED 5. Business Arising: None 6. Delegations: Administration Report No. 27/05 Grants-in-Aid Presentation to Council Administration Report No. 27/05 Grants-in-Aid Presentations to Council was received for information. The Director of Protective Services and the City Manager arrived at the meeting.

2 January 24, 2005 Page 2 6. Delegations: RCMP Victim Services Mary-Anne Percy and Betty Neilson Ms. Percy reported that there are five active volunteers and additional volunteers are in training at this time. Ms. Percy explained the services that Victim Services provides to the community. She reported that Victim Services workload has increased since the Province deleted the crown victim witness services. Ms. Percy reported on 2004 fundraising initiatives and program promotions and the vision for 2005 that includes program expansion to the local reserves. She reported that Victim Services is requesting $50,000 for 2005 which is an increase of $5,000 from Councillor Stewart asked who pays the Victim Services staff. Ms. Percy replied that Victim Services is a non profit organization and the North Peace Drug Awareness Society is the board that Victim Services reports to. This Society holds the funding received from the Province and the City and allocates it accordingly. Councillor Stewart mentioned that the Province and City of Fort St. John each contribute $45,000 towards the program but the Regional District is not a funding partner. He expressed concern with this especially since the program s proposal is to increase its presence on the reserves which is located outside City limits. Ms. Percy replied that the Solicitor General indicated that the Province s funding was specifically allocated for helping the Fort St. John RCMP detachment area and the reserves are part of the detachment s jurisdiction. Councillor Stewart requested clarification regarding the crown victim services position. Ms. Percy explained that the Province terminated the position and Victim Services mandate includes the provision of a crown victim services program when needed. Program termination resulted in an increased workload for Victim Services to provide the service. Ms. Percy mentioned that the organization provides education session regarding available programs to places like the Legion and Senior Citizen s Association. Councillor Vander Linden asked if there was a funding increase from the Province due to the termination of the crown position. Ms. Percy replied that additional funding was received and Ms. Neilson s part time position was created.

3 January 24, 2005 Page 3 6. Delegations: RCMP Victim Services (continued) Mary-Anne Percy and Betty Neilson Councillor Vander Linden asked about salary decreases indicated in the budget. Ms. Percy explained that the employee salary benefit rates were reduced due to a change in carrier. Councillor Vander Linden asked why the organization is paying for hepatitis shots since these should be provided free of charge by the Province. Ms. Percy replied that the organization was not eligible to receive the free shots. RECOMMENDATION NO. 1 MOVED/SECONDED THAT, it be recommended to Council that Council write a letter to the Ministry of Health requesting that hepatitis shots be provided to Victim Services staff and volunteers free of charge. CARRIED UNANIMOUSLY Councillor Pimm requested clarification regarding the indirect administration wage and Ms. Percy replied that this is an administrative fee that the North Peace Drug Awareness Society charges. Acting Mayor Vandergugten noted that the group is requesting an increase of $5,000 this year although the budget does not reflect this. Ms. Percy replied that this amount would be allocated towards the leased vehicle and if the additional funding is not approved, the vehicle will have to be returned. Acting Mayor Vandergugten thanked the group for their North Peace Justice Society Bruce Carlos Mr. Carlos reported that the Society completed 45 files and trained eight volunteers in He noted that there are currently five volunteers and one part-time coordinator. Mr. Carlos mentioned that the office relocated to the North Peace Community Resources Society building. He provided an overview of the programs and events held last year and the plans for Mr. Carlos stated that the $25,000 funding request from the Justice Society is the same as last year s request. Councillor Stewart requested confirmation of the Society s name since there are three different names indicated in the submission. Mr. Carlos explained that the group s legal name is the North

4 January 24, 2005 Page 4 6. Delegations: North Peace Justice Society (continued) Bruce Carlos Peace Justice Society although it is also called the North Peace Justice Program. Councillor Stewart asked for an explanation regarding the quote: 26 active files with 16 successfully completed. Mr. Carlos explained that 16 files have been formally closed and an open file means that the person has not completed restitution as of yet. He noted that depending on the type of restitution, which ranges from counseling, community service hours or a simple apology, determines how long the case file is active. Acting Mayor Vandergugten thanked Mr. Carlos for his North Peace Historical Society President Larry Evans and Director Fred Hendricks Mr. Evans reported that the North Peace Historical Society is requesting $10,000 for 2005 which is the same amount requested in He reported that expansion plans for the new building have been completed and this document will be submitted to the City. Mr. Evans reported that the RCMP barracks are being restored at this time with completion scheduled for the spring. Councillor Simpson asked about the Society s building fund and Mr. Evans replied that the fund currently has $260,000 and the new building will be completed in stages in a pay as you go format. Councillor Stewart asked about the construction time frame and Mr. Evans replied that building construction is slated to start in March/April with the first phase being completed in July. Councillor Pimm asked about the expansion size and Mr. Evans replied that the addition would double the current size of the building. Acting Mayor Vandergugten asked if there would be a ground breaking ceremony and Mr. Evans replied that a well advertised event will be scheduled. Acting Mayor Vandergugten thanked the delegates for their Fort St. John Curling Club President Ken Framst, Director Connie Richter and Dwight Ford, Manager Mr. Framst reported that there are a number of capital projects that require attention in 2005 including new furnaces, replacement stacking chairs and rock refurbishing. He noted that the club requires the City s assistance with these items.

5 January 24, 2005 Page 5 6. Delegations: Fort St. John Curling Club (continued) President Ken Framst, Director Connie Richter and Dwight Ford, Manager Mr. Framst mentioned that placing a new roof on the club assisted in retaining heat in the building but the PNG rate increase has impacted the Curling Club s budget significantly. He reported that heating for the first two months of 2005 increased by $7,000. Councillor Stewart asked about the City s monetary contribution to the Curling Club in The City Manager replied that Council approved payment of the Curling Club s insurance and solid waste costs that totaled approximately $12,000. Mr. Ford reported that the 2001 furnace replacement quote totaled $18,000. He noted that there were no efficiencies mentioned in the report so the club is unsure whether furnace replacement would decrease heating costs. Councillor Simpson asked what the Curling Club s total monetary request is for Mr. Ford replied that each capital project is approximately $20,000 and any assistance that the City could provide for any or all of the projects would be appreciated. Councillor Vander Linden mentioned that a furnace replacement business case should be completed. The City Manager replied that an updated study was completed last year although cost savings may not have been included in the report. Ms. Richter mentioned that the rocks have to be reconditioned before the Curling Club will be able to host another large bonspiel and it has been 10 years since they have been repaired. Acting Mayor Vandergugten thanked the delegation for their The meeting recessed at 3:01 p.m. and reconvened at 3:04 p.m. Fort St. John Community Arts Council President Lisa Bush, Vice President Pam Clemen, Director Sue Popesku, Treasurer Sonya Butts and Laurie Petrucci, Executive Director Ms. Butts thanked Council for the allocation increase to $15,000 in 2004 and requested that Council maintain this funding amount for She reported that the Arts Council provides financial assistance to 22 local organizations. Ms. Butts explained the programs that the Arts Council provides to the community.

6 January 24, 2005 Page 6 6. Delegations: Fort St. John Community Arts Council (continued) President Lisa Bush, Vice President Pam Clemen, Director Sue Popesku, Treasurer Sonya Butts and Laurie Petrucci, Executive Director Peace Arts Gallery Society representative Shar Coultry thanked Council for their continued support to the Arts Council and explained the programs that the Arts Gallery provides with the funding they receive from the Arts Council. Ms. Popesku provided an overview of the 2003/04 expenses and the proposed programs for She noted that the Arts Council is requesting $15,000 for 2005 which is the same allocation as Ms. Popesku stated that the Arts Council would like to enter into discussions with the City regarding new partnerships and additional funding allocations. Acting Mayor Vandergugten noted that the possibility of additional partnerships would be discussed separately. Councillor Vander Linden stated that when the executive director position was established, the group indicated that the position would be funded by provincial and other grants. Ms. Petrucci replied that the position is paid for by fundraising and grants. She added that it is difficult to obtain funding for event driven programs rather than programs that are offered on an ongoing basis. She mentioned that only a portion of the budget money is allocated for the executive director position. The City Manager reported that the Arts Council does not retain all of the funding that the City provides to the organization, it is disbursed to the 22 organizations under their umbrella. He noted that the City and Arts Council should work together to obtain additional grants that are available. Acting Mayor Vandergugten thanked the Arts Council and City staff for all of their efforts with the High on Ice Carnival which was an overwhelming success. Acting Mayor Vandergugten thanked the delegation for their North Peace Cultural Centre Chair Andy Falkenberg, Gordon Grant Manager and Allan McAleney Mr. Falkenberg reported that over 50 performances were held at the Cultural Centre in He mentioned that the Society provided a new direction and mandate to management staff regarding the centre s operations after the June 2004 meeting was held with the funding partners. This mandate includes a

7 January 24, 2005 Page 7 6. Delegations: North Peace Cultural Centre (continued) Chair Andy Falkenberg, Gordon Grant Manager and Allan McAleney 7. Correspondence: None presentation to Council with the Society s financial needs to adequately and responsibly operate a viable centre. Mr. McAleney reported that the Society identified the café operation as a budget problem which was rectified in 2004 and resulted in a small surplus. He reported that the Society is requesting $615, for 2005 that will allow the completion of capital projects consisting of parking lot repairs, new carpet in the library, roof and hvac repairs. Mr. McAleney mentioned that this would be a one time budget increase of $370,207 for the capital projects. Acting Mayor Vandergugten asked if the Society had a capital reserve fund in their financial statements. Mr. McAleney replied that a capital account has never been established since there has never been surplus funding to place in the account. The City Manager reported that the City provides $26,000 towards capital each year in addition to the $245,000 in operational funding. Mr. McAleney replied that this funding is used for minor maintenance in the Centre. Councillor Vander Linden expressed concern regarding two budget allocations and requested clarification. Mr. Grant replied that the maintenance accounts were reduced since the Centre does not contract out maintenance any more and this is completed in house. He mentioned that the photocopying expense has increased due to publications being created in house. The City Manager reminded Council that possible long term funding options for the Centre will be completed within the next month or so. He stated that there are outstanding issues that must be addressed such as the City paying the building s mortgage even though City does not own the building and the fact that the building is not paying property taxes. Councillor Pimm requested clarification regarding the submission of the Centre s interior design drawings. Mr. Grant replied that the Society would like to have renovations completed within the next five or six years to increase office space. Mr. McAleney added that the box office is experiencing more traffic and the current layout is inadequate. Acting Mayor Vandergugten thanked the delegation for their

8 January 24, 2005 Page 8 8. Reports from None City Manager & Administration: 9. New Business: None 10. Motion to In Camera Resolution Close Meeting: MOVED/SECONDED THAT, in accordance with Section 90 (1) to (3) of the Community Charter: (1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one or more of the following: (c) (j) labour relations or other employee relations; information that is prohibited, or information that if it were presented in a document would be prohibited, from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act; (2) A part of a council meeting must be closed to the public if the subject matter being considered relates to one or more of the following: (b) the consideration of information received and held in confidence relating to negotiations between the municipality and a provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party this portion of the Strategic Planning and Finance Committee meeting be closed to the public. CARRIED 11. Adjournment: MOVED/SECONDED THAT, the meeting adjourn at 3:51 p.m. CARRIED Confirmed by Council this 14 th day of February, 2005 CERTIFIED CORRECT PETER VANDERGUGTEN, ACTING MAYOR CAROL SUSAK, DIRECTOR OF CORPORATE ADMINISTRATION