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HomeMy WebLinkAboutFin & Corp Svcs - 2010-12-13FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 CITY OF KITCHENER The Finance and Corporate Services Committee met this date commencing at 9:45 a.m. Present: Councillor J. Gazzola - Chair Mayor C. Zehr and Councillors S. Davey, B. Vrbanovic, Y. Fernandes, K. Galloway, P. Singh, B. Ioannidis, Z. Janecki, F. Etherington and D. Glenn-Graham. Staff: C. Ladd, Chief Administrative Officer D. Chapman, Deputy CAO & City Treasurer, Finance & Corporate Services J. Willmer, Interim Deputy CAO, Community Services P. Houston, Deputy CAO, Infrastructure Services J. Evans, Director of Revenue S. Adams, Director, Community & Corporate Planning C. Smith, Director of Financial Planning R. Regier, Executive Director, Economic Development R. Gosse, Director, Legislated Services & City Clerk H. Gross, Director, Project Administration & Economic Investment G. Murphy, Director of Engineering D. Miller, Director of Fleet W. Malcolm, Director of Utilities B. Johnson, Director of Accounting M. May, Director, Communications / Marketing S. Turner, Director, By-law Enforcement M. Seiling, Director of Building J. Witmer, Director of Operations C. Fletcher, Director, Facilities Management M. Hildebrand, Director, Community Programs & Services M. Bolger, Acting Director, Information Services & Technology T. Beckett, Fire Chief J. Miller, Manager, Corporate Communications R. Hagey, Manager of Financial Planning D. Murray, Manager of Client Services J. Murphy, Manager, Customer Service P. Harris, Manager of Licensing D. Ritz, Supervisor, Design/Development J. Chatterjee, Junior Financial Analyst ` D. McCabe, Chief of Staff, Office of the Mayor & Council C. Tasker, Performance Measurement & Internal Auditor J. Billett, Committee Administrator COUNCIL ORIENTATION - CORPORATE DEPARTMENTAL STRUCTURE 1. Ms. C. Ladd provided a high level overview of the corporate structure including number of employees and the departments. Ms. Ladd also provided information on the divisions reporting directly to her which included the primary responsibilities of each division and the Director responsible. Mr. M. May gave an overview of the Communications and Customer Services Division including the mandate and strategies of the division. He also circulated the “Guidelines for Councillor Quotes in Media Releases” and “Quotes from Members of City Council in Corporate Media Releases”; and advised that communications staff is available to assist councillors when dealing with the media. Councillor Y. Fernandes asked how the public was being made aware of the corporate contact centre general phone number and if closing the centre at 7:00 p.m. was too early. Mr. May advised that the contact centre is fairly new and recent changes with respect to the structure of the centre has created the need to promote the general phone number and hours of operation. In regard to the 7:00 p.m. closing, Ms. J. Murphy advised that past records show a significant drop in inquiries after 7:00 p.m. She added that Utilities dispatch centre operates around the clock and is available to take emergency calls after 7:00 p.m. Ms. P. Houston provided an overview of the Infrastructure Services Department and its divisions. Councillor Fernandes asked how the anti-idling program is monitored. Ms. Houston advised that the intentof the program is to have city-owned vehicles turned off if idling FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 - 146 - CITY OF KITCHENER COUNCIL ORIENTATION - CORPORATE DEPARTMENTAL STRUCTURE (CONT’D) 1. unnecessarily for more than 10 seconds. There is no city idling by-law, therefore enforcement of the program is accomplished through an honour system and staff. Mr. G. Murphy gave an overview of the responsibilities of the Engineering Division. Councillor P. Singh asked about using asphalt to repair sidewalks. Mr. Murphy explained that asphalt is being used as a temporary measure in order to repair trip hazards with the intent to permanently repair the sidewalk with concrete when resources allow. He advised that a budget paper on sidewalk repairs will be presented through the budget process. In regard to the Storm Water Utility fees, Mr. Murphy advised that credits under the program will not start until September 2011; however, credits will be retroactive. Mr. J. Witmer gave an overview of the Operations Division and provided information on winter maintenance. Councillor Singh asked if an emergency plan was in place to assist the elderly or those in need of medical attention during a full plow snow event. Mr. Witmer advised that staff has looked into various options but most are not sustainable or too costly. Mayor C. Zehr pointed out there are several phone numbers available to the public for various services with respect to snow plowing and removal, and suggested that one general number such as the contact centre be promoted. Councillor Fernandes suggested that empty building lots could be utilized for snow storage. Mr. Witmer responded that there are issues of liability but staff could look into the suggestion and report back. Mr. J. Willmer provided an overview of the Community Services Department and its divisions, followed by presentations by Mr. S. Turner on responsibilities of By-law Enforcement and Mr. A. Pinard on responsibilities of the Planning Division. Councillor Fernandes raised a concern regarding how notice has been given with respect to public meetings for planning applications. Mr. Pinard advised that steps have been taken to ensure proper signage is posted on properties subject to applications and staff is reviewing notice requirements and will be reporting back to Council in Spring 2011. Mr. D. Chapman provided an overview of the Finance and Corporate Services Department and its divisions. Councillor Fernandes asked if there was a policy in place to deal with employees leaving the corporation and confidentiality issues. Mr. Chapman advised that none existed but staff would look into this and report back. In regard to a suggestion of maintaining a database of email addresses of the public for notification purposes, Mr. Chapman advised that staff would review the feasibility and report back. The Committee then recessed at 12:30 p.m. and reconvened with all members present at 3:30 p.m. FCS-10-002 - DELEGATION OF AUTHORITY TO SIGN BANKING AGREEMENTS 2. The Committee considered Finance and Corporate Services Department report FCS-10-002, dated December 3, 2010 concerning delegation of authority to certain staff for execution of banking agreements. On motion by Councillor K. Galloway - it was resolved: “That authority be delegated to the City’s Treasurer and/or Deputy Treasurer to execute all banking agreements satisfactory to the City Solicitor.” FCS-10-004 - LIQUOR LICENCE REVIEW APPLICATION 3. - LITTLE BEAN COFFEE BAR - 417 KING STREET WEST The Committee considered Finance and Corporate Services Department report FCS-10-004, dated December 3, 2010 concerning an application for a liquor licence at 417 King Street West. Ms. P. Harris agreed to provide Council with additional information concerning an issue related to automatic transitioning of the time set to stop serving alcohol from 12:00 a.m. to 2:00 a.m. after a period of operation for first time licensees. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 - 147 - CITY OF KITCHENER FCS-10-004 - LIQUOR LICENCE REVIEW APPLICATION 3. - LITTLE BEAN COFFEE BAR - 417 KING STREET WEST (CONT’D) On motion by Councillor K. Galloway - it was resolved: “That subject to the applicant entering into an agreement with the City including certain take no conditions of operating a licensed establishment as set out below, Council action to oppose the application for a liquor license for Little Bean Coffee Bar located at 417 King Street West, Kitchener, applied for by Charmaine Ramkalawan (herein referred to as the “Applicant”); and further, That the Mayor and Clerk be authorized to enter into an agreement with the applicant should she be willing wherein the applicant agrees to abide by the following conditions and to request they be added to her licence if the Alcohol and Gaming Commission of Ontario chooses to issue the licence: 1. to post in a conspicuous place and abide by the Downtown Licensed Establishments Code of Conduct; 2. to become an active member of the Downtown Kitchener Business Improvement Area’s License and Entertainment Committee and attend its meetings; 3. to abide by a set 30% monthly ratio of alcohol sales to gross refreshment sales (including food and other sundries) in other words alcohol sales will be limited to 30% of gross refreshment sales; 4. to stop serving alcohol by 12:01 a.m. daily in the first year of operation and thereafter to stop serving alcohol by 2:00 a.m. daily; 5. to notify the Clerk of the City of Kitchener in writing of any application to change the license at the time the application for the change is made to the Alcohol and Gaming Commission, and not to expand the establishment without the consent of the City’s Council; 6. to comply with the Noise By-law and the Region of Waterloo Smoking By-law; and, 7. these conditions shall bind all successors, assigns and subsequent licence holders (if any).” FCS-10-005 - LIQUOR LICENCE REVIEW APPLICATION 4. - LOVENEST AFRICAN RESTAURANT - 183 KING STREET EAST The Committee considered Finance and Corporate Services Department report FCS-10-005, dated December 6, 2010 concerning an application for a liquor licence at 183 King Street East. On motion by Councillor K. Galloway - it was resolved: “That subject to the applicant entering into an agreement with the City including certain take no conditions of operating a licensed establishment as set out below, Council action to oppose the application for a liquor license for Lovenest African Restaurant located at 183 King Street East, applied for by Daniel Berhe (herein referred to as the “Applicant”); and further, That the Mayor and Clerk be authorized to enter into an agreement with the applicant should he be willing wherein the applicant agrees to abide by the following conditions and to request they be added to his licence if the Alcohol and Gaming Commission of Ontario chooses to issue the licence: 1. to post in a conspicuous place and abide by the Downtown Licensed Establishments Code of Conduct; 2. to become an active member of the Downtown Kitchener Business Improvement Area’s License and Entertainment Committee and attend its meetings; 3. to abide by a set 30% monthly ratio of alcohol sales to gross refreshment sales (including food and other sundries) in other words alcohol sales will be limited to 30% of gross refreshment sales; 4. to stop serving alcohol by 12:01 a.m. daily in the first year of operation and thereafter to stop serving alcohol by 2:00 a.m. daily; FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 - 148 - CITY OF KITCHENER FCS-10-005 - LIQUOR LICENCE REVIEW APPLICATION 4. - LOVENEST AFRICAN RESTAURANT - 183 KING STREET EAST (CONT’D) 5. to notify the Clerk of the City of Kitchener in writing of any application to change the license at the time the application for the change is made to the Alcohol and Gaming Commission, and not to expand the establishment without the consent of the City Council; 6. to comply with the Noise By-law and the Region of Waterloo Smoking By-law; and, 7. these conditions shall bind all successors, assigns and subsequent licence holders (if any).” FCS-10-006 - LIQUOR LICENCE REVIEW APPLICATION 5. - FIRKIN AT THE TANNERY - 121 CHARLES STREET WEST The Committee considered Finance and Corporate Services Department report FCS-10-006, dated December 7, 2010 concerning an application for a liquor licence at 121 Charles Street West. On motion by Councillor K. Galloway - it was resolved: “That subject to the applicant entering into an agreement with the City including certain take no conditions of operating a licensed establishment as set out below, Council action to oppose the application for a liquor license for Firkin at The Tannery located at 121 Charles St. W., Unit 30 applied for by Today’s Great Restaurant Company Inc. (herein referred to as the “Applicant”); and further, That the Mayor and Clerk be authorized to enter into an agreement with the applicant should they be willing where the applicant agrees to abide by the following conditions and to request they be added to their licence if the Alcohol and Gaming Commission of Ontario chooses to issue the licence: 1. to post in a conspicuous place and abide by the Downtown Licensed Establishments Code of Conduct; 2. to become an active member of the Downtown Kitchener Business Improvement Area’s License and Entertainment Committee and attend its meetings; 3. to abide by a set 70% monthly ratio of alcohol sales to gross refreshment sales (including food and other sundries) in other words alcohol sales will be limited to 70% of gross refreshment sales; 4. to stop serving alcohol by 2:00 a.m. daily; 5. to notify the Clerk of the City of Kitchener in writing of any application to change the license at the time the application for the change is made to the Alcohol and Gaming Commission, and not to expand the establishment without the consent of the City Council; 6. to comply with the Noise By-law and the Region of Waterloo Smoking By-law; and, 7. these conditions shall bind all successors, assigns and subsequent licence holders (if any).” CSD-10-077 - GE FIREWATCH - SINGLE SOURCE SUPPLIER 6. RESIDENTIAL ALARM MONITORING - The Committee considered Community Services Department report CSD-10-077, dated December 7, 2010 concerning the purchase of residential alarm monitoring units. Questions were raised concerning the City’s ability to maintain the existing monitoring system beyond the next 2 years given the manufacturer has ceased production of the product used. Fire Chief T. Beckett advised that the number of units to be purchased will allow the City’s current system to continue operating and investigation is ongoing to seek new technology that will meet the City’s needs into the future. He added that it is important to maintain consistency in the system at this time to avoid full scale replacement of existing units; with a gradual transitioning to new technology preferred. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 - 149 - CITY OF KITCHENER CSD-10-077 - GE FIREWATCH - SINGLE SOURCE SUPPLIER 6. RESIDENTIAL ALARM MONITORING (CONT’D) - On motion by Councillor K. Galloway - it was resolved: “That the purchase of the GE Firewatch #600-1001-CN be approved from a single source provider, namely Chubb-Edwards a UTC Fire and Security Company (formerly GE Security) for Residential Alarm Monitoring.” COUNCIL ORIENTATION - MUNICIPAL BUDGET PROCESS 7. Mr. D. Chapman presented details of the City’s budget process, outlining: funding models; operating and capital budgets; revenues and expenditures; funding sources; reserves and reserve funds; and the calendar of budget meetings. It was noted that a public input session on the budget is proposed to be held on February 17, 2011, which follows Council’s initial deliberation of operating, capital and user fees / charges; and which will provide a comprehensive overview of the City’s position on the budget from which the public may base its comments. March 1, 2011 is proposed as the final day for deliberations and budget approval. In regard to the Consolidated Revenues chart, Mr. D. Chapman agreed to provide a second chart for budget deliberations demonstrating percentages excluding gas revenues. Points of clarification were made concerning the Residential Tax Comparison chart; capital funding sources as it relates to grant apportioning; and the differences between deficit and debt loads. Mr. Chapman also agreed to provide Council members with an electronic copy of the power point presentation made this date. FCS-10-001 - STIMULUS PROJECT UPDATE - DECEMBER 2010 8. The Committee considered Finance and Corporate Services Department report FCS-10-004, dated December 8, 2010 which provides an update on the status of the City’s infrastructure stimulus projects and recommends submission of an application to extend the completion deadline for certain projects. Mr. D. Chapman presented background information on the Federal / Provincial stimulus funding programs, noting that the City has undertaken 16 projects totalling $38M of which the Federal / Provincial governments are contributing 2/3 of the cost and the City 1/3. An overview of the status of projects was provided and it was noted that while some projects are slightly behind schedule, project managers have confirmed that each project is on track for completion by the March 31, 2011 deadline. Notwithstanding, Mr. Chapman advised that the Federal government has recently announced an extension to the construction deadline to October 31, 2011. Applications listing all projects for which extension to the deadline is requested must be made by January 31, 2011, with approval conditional on: all projects starting prior to the original deadline of March 31; submissions of a detailed construction schedule signed by a professional engineer; and a forecast of project expenses for which senior government funding will be claimed. A resolution of Council is required committing to finish the projects and acceptance of responsibility to incur all costs, if any, which are expended beyond October 31, 2011. Mr. Chapman advised that rather than continuing certain works now during current inclement weather, the extended deadline will provide for quality of workmanship to be maintained by deferring the work to more favourable weather conditions. He requested that the Committee consider 3 projects for extension at this time, being: McLennan Park development; Harry Class Aquatic Facility upgrades; and Wilson/Kingsdale Aquatic Facility upgrades. It was noted that staff is also reviewing the Bridgeport Community Centre project as it relates to the extended deadline and a separate report is to come forward at the January 17, 2011 Committee meeting with options for consideration and direction. All other project schedules will continue to be monitored and those that may benefit from the extended deadline may also be recommended at the January meeting. FINANCE AND CORPORATE SERVICES COMMITTEE DECEMBER 13, 2010 - 150 - CITY OF KITCHENER FCS-10-001 - STIMULUS PROJECT UPDATE - DECEMBER 2010 (CONT’D) 8. Concerns were raised in respect to timing of obtaining Council approval to apply for extension of the Bridgeport Community Centre project and ability to start construction prior to March 31. Mr. M. Hildebrand advised that difficulties arise in advancing new construction on this site as it is located within a floodplain and further discussions with Engineering, Planning and Fire Services staff is needed before options can be provided for consideration; and in particular, to the issue of constructing a new addition to the facility. He added that all implications must be understood in terms of what can be accomplished within the extended deadline before making any recommendation. Ms. C. Fletcher added that the project would have to be treated as 2 separate phases, with the initial renovations to the exterior of the building already having been tendered and slated for completion by the original deadline of March 31. Concerns were raised as to the ability to go to tender and proceed with construction of a second phase by the March 31 deadline. Mr. D. Chapman suggested that the Province is asking only for the scope of projects slated for extension to be defined by March 31 through detailed work schedules, which would include a start date, and therefore, tendering would not necessarily be of concern to them. Mr. Chapman agreed to clarify this point with government representatives administering the stimulus funding program. Concerns were raised in respect to the public’s expectation that McLennan Park would be completed by March 31, 2011. Mr. D. Ritz advised that approximately 4 weeks of work is left to be finished at the Park and staff propose to complete the work in early spring (May - June). It was noted that the entire site must remain closed until completion of the work due to liability associated with a construction site and staff would undertake to notify the public of the extended construction time through various forms of communication. Questions were raised in respect to availability of funds originally allocated to projects that were moved forward in the 10 Year Capital Forecast as a result of the stimulus funding program. Mr. Chapman advised that a review was undertaken in 2010 and funding re- allocations were made to the benefit of other capital projects, such as parks and trail development. Mayor C. Zehr added that although there is no doubt the grant funding helped to achieve some savings, he reminded that the City is required to pay 1/3 of the project costs under the stimulus program, which resulted in some capital projects being pushed off to provide for required funding of projects that had not been contemplated to be done at this time. On motion by Councillor B. Vrbanovic - it was resolved: “That applications be submitted to extend completion deadlines from March 31, 2011 to October 31, 2011 for the following Infrastructure Stimulus Fund and Recreational Infrastructure Canada Fund projects: McLennan Park Development; Upgrades to Harry Class Aquatic Facility; Upgrades to Wilson / Kingsdale Aquatic Facility; and further, That, for projects receiving deadline extensions, the City of Kitchener acknowledge that the projects will be completed and costs incurred after October 31, 2011 (if any) will be the City’s sole responsibility.” ADJOURNMENT 9. On motion, the meeting adjourned at 4:35 p.m. R. Gosse J. Billett Committee Administrator Committee Administrator .