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HomeMy WebLinkAboutFinance & Corp - 2003-08-11FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, chaired by Councillor B. Vrbanovic, commencing at 2:05 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, M. Galloway, G. Lorentz and J. Smola. Officials Present: Ms. P. Houston, Ms. L. MacDonald, Ms. J. Sheryer, Ms. S. Adams, Ms. C. Legault, Ms. M. Sanderson, Ms. J. Billett and Messrs. G. Sosnoski, G. Stewart, D. Paterson, G. Borovilos, S. Turner, H. Gross and D. Quinn. CSD-03-115 - REPEAL AND REPLACE COUNCIL POLICY 1-325 FACILITY -ALCOHOL MANAGEMENT -SPECIAL OCCASION PERMITS The Committee was in receipt of Community Services Department report CSD-03-115, dated July 21, 2003 respecting revisions to existing Council Policy 1-325 dealing with alcohol management at City facilities. Councillor B. Vrbanovic referred to the list of acceptable forms of identification for the purpose of serving alcohol and requested that staff make adjustments to the list prior to the August 25, 2003 Council meeting to provide for forms of identification that may be presented by visitors from out of country. On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-325 (Facility - Alcohol Management - Special Occasion Permits) be approved, as attached to Community Services Department report CSD-03-115, and replace the current policy dated August 23, 1993." CSD-03-109 - REPEAL COUNCIL POLICY 1-330 FACILITY - ALCOHOL BEVERAGES - USE OF The Committee was in receipt of Community Services Department report CSD-03-109, dated July 21, 2003, requesting that Council Policy 1-330 be repealed as the issues identified in the policy are now covered under Council Policy 1-325 (Alcohol Management - Special Occasion Permits). On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-330 (Facility - Alcohol Beverages - Use Of) be repealed." CSD-03-110 - REPEAL COUNCIL POLICY 1-355 FACILITY - CEMETERY - WOODLAND The Committee was in receipt of Community Services Department report CSD-03-110, dated July 21,2003 requesting that Council Policy 1-355 be repealed as it is no longer applicable to the operation of Woodland Cemetery. On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-355 (Facility - Cemetery - Woodland) be repealed." CSD-03-111 - REPEAL COUNCIL POLICY 1-430 - FACILITY - FARMERS' MARKET - SALE OF ARTICLES (MARKET LOGO) The Committee was in receipt of Community Services Department report CSD-03-111, dated July 21, 2003 requesting that Council Policy 1-430 be repealed as the Policy is no longer applicable. On motion by Councillor C. Weylie - it was resolved: AUGUST 11~ 2003 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 82 - CITY OF KITCHENER CSD-03-111 - REPEAL COUNCIL POLICY 1-430 - FACILITY - FARMERS' MARKET - SALE OF ARTICLES (MARKET LOGO) (CONT'D) "That Council Policy 1-430 (Facility - Farmers' Market - Sale of Articles - Market Logo) be repealed." CSD-03-112 - REPEAL COUNCIL POLICY 1-555 - FINANCIAL - FUNDRAISlNG - GIFT GUIDE The Committee was in receipt of Community Services Department report CSD-03-112, dated July 21, 2003 requesting that Council Policy 1-555 be repealed as the Policy is no longer applicable. On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-555 (Financial - Fundraising - Gift Guide) be repealed." CSD-03-113 - REPEAL COUNCIL POLICY 1-635 FINANCIAL - PARK DENSITY FUND The Committee was in receipt of Community Services Department report CSD-03-113, dated July 21, 2003 requesting that Council Policy 1-635 be repealed as the Policy is no longer applicable. On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-635 (Financial - Park Density Fund) be repealed." CSD-03-114 REPEAL COUNCIL POLICY 1-640 FINANCIAL - PARK LEVY The Committee was in receipt of Community Services Department report CSD-03-114, dated July 21, 2003 requesting that Council Policy 1-640 be repealed as the issues identified in the Policy are now addressed in Municipal Code Chapter 273 (Park Dedication). On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-640 (Financial - Park Levy) be repealed." SSD-03-023 - ECONOMIC DEVELOPMENT ADVISORY COMMITTEE - MEMBER RESIGNATION - APPOINTMENT TO FILL MEMBER VACANCY The Committee was in receipt of Strategic Services Department report SSD-03-023, dated July 15, 2003 advising of the resignation of Mr. Michael Sully from the Economic Development Advisory Committee and requesting that Mr. Howie Budd be appointed to fill the vacancy. It was noted in the agenda that any recommendation from this Committee will be considered at the Special Council Meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That the resignation of Mr. Michael Sully be acknowledged and the appointment of Mr. Howie Budd be accepted to the Economic Development Advisory Committee, representing the Downtown Sector for the remainder of the current term, expiring November 30, 2003." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 - 83 - CITY OF KITCHENER CRPS-03-145 - EXEMPTION TO MUNICIPAL CODE CHAPTER 450 (NOISE) - WATERLOO PENTECOSTAL ASSEMBLY - VICTORIA PARK - SEPTEMBER 1, 2003 The Committee was in receipt of Corporate Services Department report CRPS-03-145 concerning a request from the Waterloo Pentecostal Assembly for an exemption to Chapter 450 (Noise) for an event to be held in Victoria Park. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Waterloo Pentecostal Assembly for their Transition event to be held in Victoria Park on September 1,2003, between the hours of 12:00 PM and 3:00 PM." 10. SSD-03-027 - CLOCKTOWER GOLF CHALLENGE - UNITED WAY FUNDRAISER REQUEST FOR CHARITABLE LICENCE VICTORIA PARK - SEPTEMBER 24, 2003 11. The Committee was in receipt of Strategic Services Department report SSD-03-027, dated August 6, 2003 concerning a request to hold a United Way fundraiser in Victoria Park. It was noted in the agenda that any recommendation from this Committee will be considered at the Special Council Meeting later this date. On motion by Councillor C. Weylie - it was resolved: "That permission be granted to hold a United Way fundraiser on Wednesday, September 24, 2003 at the Clocktower in Victoria Park (including a mini golf challenge and barbeque); and further, That approval be given for a charitable refreshment stand licence." CRPS-03-143 - 2003 MUNICIPAL ELECTION - ADVANCE VOTES The Committee was in receipt of Corporate Services Department report CRPS-03-143, dated July 4, 2003 concerning a draft by-law to be enacted to establish advance voting for the 2003 Municipal Election. On motion by Councillor C. Weylie - it was resolved: "That pursuant to Section 43(1) of the Municipal Elections Act, the draft by-law appended to Corporate Services Department report CRPS-03-143 regarding advance votes for the 2003 Municipal Election, be recommended for enacting at the Council meeting of August 25, 2003." 12. CSD-03-116 - ONTARIANS WITH DISABILITIES ACT 2001 ACCESSIBILITY ADVISORY COMMITTEE PROPOSED TERMS OF REFERENCE The Committee was in receipt of Community Services Department report CSD-03-116, dated July 21, 2003 respecting establishment of a Grand River Accessibility Advisory Committee (GRAAC), in accordance with the ©ntarians with Disabilities Act 2001 (©DA) and proposed Terms of Reference. Ms. Margaret Sanderson was in attendance to support the staff recommendation and introduced members of the K-W Barrier Free Advisory Committee, together with staff of the Region of Waterloo and City of Waterloo, who had participated in developing the terms of reference for a joint Accessibility Advisory Committee. Ms. Sanderson stated that formation of the GRAAC will fulfill legal requirements of the ©DA and the GRAAC will assist in developing an annual Accessibility Plan to be presented to participating Council's in September 2003. She FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 - 84 - CITY OF KITCHENER 12. CSD-03-116 - ONTARIANS WITH DISABILITIES ACT 2001 ACCESSIBILITY ADVISORY COMMITTEE PROPOSED TERMS OF REFERENCE (CONT'D) advised that staff of the Community Services Department will provide administrative support to the GRAAC and outlined details of a proposed operating budget for 2004. In response to Mayor C. Zehr, Ms. Sanderson advised that the GRAAC will have opportunity to liaise with independent committees maintained by the City of Cambridge and Township of Wilmot. On motion by Mayor C. Zehr - it was resolved: "That the joint structure of the Accessibility Advisory Committee in accordance with the ©ntarians with Disabilities Act, 2001 (©DA Act, 2001), as set out in the Terms of Reference attached to Community Services Department report CSD-03-116, be approved; and, That the name of Grand River Accessibility Advisory Committee (GRAAC) for the Joint Accessibility Advisory Committee in accordance with the ©DA Act, 2001, be approved; and, That the GRAAC be adopted as the Committee of Council for the City of Kitchener in accordance with the ODA Act, 2001; and, That the GRAAC's Terms of Reference, as attached to report CSD-03-116, be approved; and, That the Inclusion Coordinator (Margaret Sanderson) be appointed as staff advisor to the GRACC for the City of Kitchener; and further, That subject to 2004 budget approval, the GRAAC's operating budget be endorsed, as attached to report CSD-03-116." 13. CRPS-03-144 - PROPOSED BY-LAW TO PROHIBIT THE UNAUTHORIZED USE OF FIRE HYDRANTS AND SET FINE FOR OFFENCES The Committee was in receipt of Corporate Services Department report CRPS-03-144, dated July 28, 2003 respecting a proposed by-law to prohibit the unauthorized use of fire hydrants and a set fine for offences. Mr. Shayne Turner attended in support of the staff recommendation and provided a brief overview of concerns raised by Utilities staff that led to review of the feasibility of enacting a by-law to prohibit the unauthorized use of fire hydrants. He pointed out that public access to fire hydrants will still be possible by obtaining a permit to which an application fee will apply. The by-law will allow charges to be laid for unauthorized use of fire hydrants and application to the Ministry of the Attorney General will be made for approval of a set fine for offences under the by-law. In response to Councillor C. Weylie, Mr. D. Quinn advised that an annual permit fee of $175. is proposed. He acknowledged concerns raised respecting community gardens and pointed out that staff are working with such organizations to establish alternatives for their operations. Councillor G. Lorentz suggested that residents in close proximity to fire hydrants be made aware of the proposed by-law to assist with enforcement and Mayor C. Zehr requested that staff give consideration to various means of promoting awareness of the by-law (i.e. Your Kitchener Newsletter, inserts in Utility bills). 13. CRPS-03-144 - PROPOSED BY-LAW TO PROHIBIT THE UNAUTHORIZED USE OF FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 - 85 - CITY OF KITCHENER FIRE HYDRANTS AND SET FINE FOR OFFENCES (CONT'D) On motion by Councillor G. Lorentz - it was resolved: "That a by-law be presented to Council for consideration at a future Council meeting to prohibit the unauthorized use of fire hydrants within, and under the jurisdiction of, the City of Kitchener; and further, That the By-law Enforcement Division make application to the Ministry of the Attorney General for approval of a set fine for offences created as a result of the Fire Hydrant By- law. 14. FIN-03-030 - JOINT METER READING FEASIBILITY STUDY - KITCHENER-WILMOT HYDRO INC. AND CITY OF KITCHENER The Committee was in receipt of Financial Services Department report FIN-03-030, dated July 2, 2003 with respect to a joint meter reading program with Kitchener-Wilmot Hydro Inc. Ms. P. Houston attended in support of the staff recommendation, advising that at this time it appears not to be feasible to pursue a joint meter reading program. She stated that while potential savings are estimated at approximately $40,000. per year, initial capital costs of $115,000. will result in a 3 year payback before any savings are realized. She advised that the volatile regulatory environment that Kitchener-Wilmot Hydro currently operates under is also a contributing factor. She pointed out that government intervention is ongoing and the anticipated Provincial movement toward interval metering for electricity consumers could change local Distribution Company's meter reading strategies in the near future. Ms. Houston advised that staff are proposing over the next two years to continue review of potential regulatory changes that could alter the conclusion of the study. Several members of the Committee raised concerns with timing of contract renewals and suggested they be synchronized with Kitchener-Wilmot Hydro for purposes of future review. Councillor M. Galloway expressed disappointment that focus of the study did not emphasize benefits of a joint meter reading program and proposed that the staff recommendation be changed to require a thorough review, scoping out all options, by the time contract renewals expire next year. Councillor B. Vrbanovic and Mayor C. Zehr questioned the potential to use other technology such as automated meter reading or time demand meter reading. Staff were requested to provide additional information prior to the August 25, 2003 Council meeting and arrange for representatives of Kitchener-Wilmot Hydro to be present to answer questions of a technical nature. On motion by Councillor M. Galloway - it was resolved: "That no action be taken at this time with respect to joint meter reading with Kitchener-Wilmot Hydro Inc.; and further, That this position be thoroughly reviewed, scoping out all options, in time to coincide with contract renewals in 2004." 15. SSD-03-114 - ECONOMIC DEVELOPMENT MARKETING PLAN 2003 - 2004 The Committee was in receipt of Strategic Services Department report SSD-03-114, dated July 26, 2003, outlining a two year marketing program to address 4 strategic directions for Economic Development related to Downtown, Inner-City, Employment Lands and City-owned assets. Mr. George Borovilos gave a presentation outlining details of the proposed Marketing Plan, during which it was noted that the plan is designed to identify and re-assess the community's products, establish client relationships and create new investment opportunities. Mr. Borovilos demonstrated how Economic Development will fit within the Corporate structure and outlined 5 15. SSD-03-114 - ECONOMIC DEVELOPMENT MARKETING PLAN 2003 - 2004 (CONT'D) FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 - 86 - CITY OF KITCHENER main objectives to be achieved over the course of the Marketing Plan. These will include identification of new opportunities to maximize non-residential assessments; identification and provision of proper disposition of City-owned assets; co-ordination of real estate services; development of product inventory of sites and buildings in Downtown and Inner-City; and development of Economic Development priorities and investment strategies for employment lands. Mayor C. Zehr questioned the approach to be taken with respect to evaluation of airport lands. Mr. Borovilos advised that a private sector Committee has been established, led by Canada's Technology Triangle (CTT) and the City is represented by the Chair of the Economic Development Advisory Committee and City staff. He stated that staff will be working toward promoting the objective of obtaining a Project Manager to facilitate and move the evaluation project forward. In response to Councillor M. Galloway, Mr. Borovilos clarified the role of the Downtown Development Team in relation to Economic Development with respect to Downtown lands. Mayor C. Zehr suggested that the report be approved rather than received to strongly communicate endorsement of the plan. On motion by Councillor G. Lorentz - it was resolved: "That Strategic Services Department report SSD-03-014, titled "Economic Development Marketing Plan 2003 - 2004", be approved." 16. FIN-03-034 - INTEGRATED INFRASTRUCTURE MANAGEMENT SYSTEM (IIMS) - FUNDING FOR PROJECT MANAGER 17. 17. The Committee was in receipt of Financial Services Department report FIN-03-034, dated August 5, 2003 concerning a full time contract Project Manager position to co-ordinate activities of the Integrated Infrastructure Management System (IIMS) Project Team. Mr. Dwayne Quinn attended in support of the staff recommendation, advising that the IIMS system is used for work order tracking and infrastructure management, and has become a critical tool to manage resources and activities in Utilities, Operations and Engineering Services. He stated that in order to complete implementation a full time dedicated Project Manager is required; however, qualified project management resources are not currently available from within the Corporation. He advised that funding for the proposed contract position will come from operating surplus in Gasworks Enterprise and the position will report to the Director of Engineering Services. Mr. Quinn responded to several questions during which he advised that the term of the contract position is for 3 years and the $300,000. in funding will cover the entire contract term. He also advised that while staff intend the position to be terminated at the end of 3 years, technologies change rapidly and there may be need to retain this position beyond the contract term. On motion by Councillor J. Smola - it was resolved: "That $300,000. be allocated to the Integrated Infrastructure Management System (IIMS) Project from the 2003 Gasworks operating surplus to provide dedicated project management." DD-03-007 - PROJECTS - SUPERBUILD MILLENNIUM - RE-ALLOCATION SUBMISSION The Committee was in receipt of Development and Technical Services Department report DD- 03-007, dated July 30, 2003 concerning reallocation of Superbuild funding on a project-by- project basis to the maximum of the City's allocation. The Committee was also in receipt of two additional reports entitled "Superbuild Millennium Partnerships: Proposal for Urban Revitalization, Transportation and Community Building Projects", dated revised August 2003; DD-03-007 - PROJECTS - SUPERBUILD MILLENNIUM - RE-ALLOCATION SUBMISSION (CONT'D) FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11~ 2003 CITY OF KITCHENER and "Attachment 1.0 - Downtown Wellness Centre - Community Services Report - CSD-03- 083", dated June 4, 2003. Mr. Hans Gross attended in support of the staff recommendation and advised that allocations of funding are being re-worked as it is now apparent the City will not receive any Federal funding toward its Superbuild projects. He reviewed the proposed reallocations with respect to the 5 projects originally submitted to Ontario Superbuild, which include: Superbuild funding for McLennan Park to be reallocated to other projects and consideration of new projects; development of the McLennan Park project will continue at a slower pace as other funding becomes available; · Superbuild funding has been approved for the Huron Natural Area Project and this project will move forward albeit at a slower pace than originally envisioned; · A request to be made to increase Superbuild funding from 33% to 50% for Victoria/Park Streets reconstruction; · A request to Superbuild to fund the Gaukel/Young Streets Axis project at the 50% level for the full project (original funding of $400,000. - additional $800,000. to be requested); · Benton Street Parking Structure to be withdrawn and funding to be used for other projects and consideration of new projects; · Balance of funding to be allocated to the new Downtown Wellness Centre project. Councillor G. Lorentz raised concerns with removing the McLennan Park project at this time given Council's earlier decision to defer and refer debate of this project to the September 15, 2003 Council meeting to allow opportunity for all interested parties to be present. Following a brief discussion, members of the Committee were in agreement that removal of McLennan Park from the Superbuild funding formula was not intended to impact the project from moving forward. Further discussion of the project will proceed as planned in September and funding will become a matter of consideration for municipal capital budget deliberations. Mayor C. Zehr commented that there was some urgency to submit the funding reallocation request to the Region of Waterloo and suggested the Committee's recommendation be forwarded to the special Council meeting to be held later this date. On motion by Mayor C. Zehr - it was resolved: "That the Gaukel/Young Streets Axis, the Victoria/Park Streets Corridor and the Downtown Wellness Centre projects be approved for Superbuild Millennium submission to the Region of Waterloo; and, That the Region of Waterloo be requested to approve the above projects from the Superbuild Millennium Partnership initiative, City of Kitchener allocation; and, That the identified projects be submitted to the Ontario Superbuild Corporation for approval; and further, That this resolution be forwarded for consideration to the August 11,2003 special Council meeting." 18. NEW BUSINESS Councillor M. Galloway requested staff to contact the City of London to enquire into a recent land acquisition in the City's Downtown by a private developer and provide information respecting this matter prior to the August 25, 2003 Council meeting. 19. ADJOURNMENT On motion, the meeting adjourned at 3:25 p.m. AUGUST 11~ 2003 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 88 - CITY OF KITCHENER Janet Billett, AMCT Committee Administrator