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HomeMy WebLinkAbout2012-01-09COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE The Community and Infrastructure Services Committee met this date, commencing at 5:23 p. m. Present: Councillor K. Galloway -Chair Mayor C. Zehr and Councillors J. Gazzola, D. Glenn-Graham, B. loannidis, Z. Janecki, Y. Fernandes, S. Davey, B. Vrbanovic and P. Singh. Staff: C. Ladd, Chief Administrative Officer J. Willmer, Deputy CAO, Community Services P. Houston, Deputy CAO, Infrastructure Services D. Chapman, Deputy CAO, Finance & Corporate Services L. Johnson, Director, Communications & Customer Service R. Regier, Executive Director, Economic Development M. Hildebrand, Director of Community Programs & Services T. Beckett, Fire Chief G. Murphy, Director, Engineering Services C. Fletcher, Director, Facilities Management S. Turner, Director of Enforcement H. Gross, Director, Asset Management S. Ross, Assistant City Solicitor C. York, Arts Co-ordinator L. Palubeski, Manager, Programs & Resource Services C. Goodeve, Committee Administrator CSD-12-001 - WILMOT TOWNSHIP DISPATCH RENEWAL AGREEMENT The Committee considered Community Services Department report CSD-12-001, dated December 19, 2011, regarding the renewal of a fire dispatch service agreement with the Township of Wilmot. In response to questions, Chief T. Beckett confirmed that Kitchener has historically provided dispatch services to the local Townships as well as the City of Waterloo. He advised that the subject agreement uses a formula based on a per-call rate, which is reflective of fire communications costs applied to previous years actual call volume. He stated that according to this formula, the Township of Wilmot should be paying $41,000. in 2012; however, it was deemed more reasonable to phase-in the rate increase over the next three years. Mr. J. Willmer added that the cost incurred by the City to provide dispatch services has not increased; rather, the rate is being adjusted to align more closely with actual costs. He stated that aphase-in approach was seen as being more appropriate from a customer service stand point, as opposed to a large lump sum increase. On motion by Councillor S. Davey - itwas resolved: "That the Mayor and Clerk be authorized to execute an agreement, to the satisfaction of the City Solicitor, with the Corporation of the Township of Wilmot to provide fire dispatch service for a term of 5 years commencing January 1, 2012." CSD-12-008 -DECLARATION OF COMPLIANCE FOR MULTI-SERVICE ACCOUNTABILITY AGREEMENT - WATERLOO-WELLINGTON LOCAL HEALTH INTEGRATION NETWORK The Committee considered Community Services Department report CSD-12-008, dated December 23, 2011, recommending that the Deputy Chief Administrative Officer (CAO) of Community Services be given authority to sign-off on declaration of compliance as well as other documents or agreement amendments with the Waterloo Wellington Local Health Integration Network (WWLHIN). On motion by Councillor S. Davey - itwas resolved: COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE CSD-12-008 -DECLARATION OF COMPLIANCE FOR MULTI-SERVICE ACCOUNTABILITY AGREEMENT - WATERLOO-WELLINGTON LOCAL HEALTH INTEGRATION NETWORK (CONT'D) "That the Deputy Chief Administrative Officer (CAO) of Community Services be authorized to execute the declaration of compliance, and any other required operational documents or agreement amendments that fall within the provisions of the Multi-Sector Accountability agreement, with the Waterloo Wellington Local Health Integration Network, subject to the satisfaction of the City Solicitor." INS-12-009 -ALL-WAY STOP TRAFFIC CONTROL - WABANAKI DRIVE AT WILSON AVENUE The Committee considered Infrastructure Services Department report INS-12-009, dated December 19, 2011, recommending the installation of an all-way stop at the intersection of Wabanaki Drive and Wilson Avenue. On motion by Councillor S. Davey - itwas resolved: "That the Uniform Traffic By-Law be amended to install an all-way stop at the intersection of Wabanaki Drive at Wilson Avenue." INS-12-013 - LAURENTIAN DRIVE -TRAFFIC CALMING FOLLOW UP REVIEW The Committee considered Infrastructure December 23, 2011, recommending that Laurentian Drive should be retained. Services Department report INS-12-013, dated the existing traffic calming measures installed on On motion by Councillor S. Davey - itwas resolved: "That the existing traffic calming measures (five (5) speed humps and two (2) raised crosswalks with curb extensions) on Laurentian Drive from Westmount Road East to Block Line Road remain in place." CSD-12-009 -INDEMNIFICATION FOR CONTRACTORS - BY-LAW ENFORCEMENT The Committee considered Community Services Department report CSD-12-009, dated December 21, 2011, recommending that contractors hired for by-law enforcement purposes be given an opportunity to enter into indemnification agreements with the City. On motion by Councillor S. Davey - itwas resolved: "That the Mayor and Clerk be authorized to enter into indemnification agreements, to the satisfaction of the City Solicitor, with contractors that are hired to perform work at the request of the By-law Enforcement Division in situations relating to non-compliance with the City's by-laws." INS-11-076 -CONSOLIDATED MAINTENANCE FACILITY - FINAL PROJECT REPORT (CONT'D) The Committee considered Infrastructure Services Department report INS-11-076, dated November 21, 2011 providing an update on the Kitchener Operations Facility (formerly Central Maintenance Facility). Ms. P. Houston presented this information report. In response to questions, Ms. Houston estimated that it would take approximately one year for the staff who have been relocated to the Kitchener Operations Facility (KOF) to become acclimated to their new work environments. She advised that efficiencies would continue to be measured to determine where improvements could potentially be implemented as part of their COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE JANUARY 9. 2012 - 3 - CITY OF KITCHENER 6. INS-11-076 -CONSOLIDATED MAINTENANCE FACILITY - FINAL PROJECT REPORT (CONT'D) key performance indicators. She added that staff would also be conducting an operations review, which would track the efficiencies that have been realized as a result of the consolidation. Councillor P. Singh questioned if the same staff complement would be required given the efficiencies gained as part of the consolidation. Ms. Houston estimated that over 80% of the approximately 450 staff at the KOF work outside. Accordingly, as their work is primarily conducted off-site, obtaining efficiencies through those work groups would relate more to the services they provide; rather, than the consolidation of work locations. She agreed to provide additional information as to the number of employees at the KOF that work outside. In response to further questions, Ms. Houston reviewed the status of the sale and marketing of the four previously used City facilities. She clarified the operating and maintenance funding gaps, advising that the required KOF budget for 2012 was estimated at approximately $1,450,286.; however, only $868,984. was originally identified in 2012 budget. She added that this represents a funding gap of approximately $581,302. She noted that almost all of this shortfall has been accommodated through the Enterprise and tax supported operating budgets. She indicated that the KOF is 119% larger than the combined space of the four previous facilities; whereas, the operating budget has only increased 66%, which represents significant cost avoidance. 7. INS-11-082 -CORPORATE ASSET MANAGEMENT PROGRAM POLICY The Committee considered Infrastructure Services Department report INS-11-082, dated November 16, 2011 recommending the adoption of the Corporate Asset Management Program Policy and Framework. In addition, the Committee was in receipt this date of a presentation entitled "City of Kitchener -Corporate Asset Management Program," dated January 9, 2012. Mr. H. Gross reviewed the circulated presentation, advising that the introduction of new accounting standard, PSAB 3150 (Tangible Capital Assets), required all municipalities to develop a corporate asset inventory. He stated that asset management is the combination of management, financial, economic, engineering, and other practices applied to physical assets with the objective of providing the required level of service in the most cost-effective manner at an acceptable level of risk. He noted that it comprises all elements needed for the lifecycle of an asset. He added that these changes provide an opportunity to improve the coordination between City departments to ensure that efficiencies resulting from new technology are maximized and that decisions are made in the future to optimize the use of funds for capital investment. He further advised that in 2010/2011 a gap analysis was conducted which identified 56 improvement projects relating to corporate asset management systems as well as specific asset groups. He stated that the major components of the Corporate Asset Management Program include a corporate asset registry, corporate work management systems, decision support models and asset management plans; all of which are described within the proposed Policy. He added that the Policy applies to all staff using or managing tangible assets to provide services for the City. He noted that the City's physical assets fall into one of 12 asset groups. Mr. Gross indicated that from those groups, two pilot projects have been selected: the first related to pavement and the second being the Kitchener Memorial Auditorium Complex (KMAC). He advised that these were selected as they are high value assets, and projects dealing with buildings are different from those pertaining to linear assets. He indicated that an effective asset management program balances the costs, expectations and risks associated with using a particular asset to deliver a service. He noted that if a service is not fully funded, it is not sustainable; adding that if it is not sustainable then it will eventually fail or fall to an unacceptable level. In response to questions, Mr. Gross advised that steering committees have been established to assist with the departmental coordination. He stated that these committees will examine the Corporate availability of doing in-house work for specific projects, as well as how to effectively manage and maintain data on the City's assets to allow for more efficient business processes. He provided as an example how the response time to a water main break would improve, given the enhanced availability of drawings and reliable maintenance information as to whether the valves are in good working order. COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE JANUARY 9. 2012 - 4 - CITY OF KITC 7. INS-11-082 -CORPORATE ASSET MANAGEMENT PROGRAM POLICY (CONT'D At the request of Councillor D. Glenn-Graham, Mr. Gross indicated that a list prioritizing the remainder of the improvement projects within the asset groups is being developed; and, would be forwarded to the Committee as soon as it is completed. Councillor B. Vrbanovic spoke in support of the Corporate Asset Management Program, noting that it places the City in a good position to potentially access funds that will be made available post 2014 by the Federal Government for infrastructure projects. He inquired into the importance placed on risk profiles within the Asset Management Program; whereby, the City would be more proactive in replacing certain infrastructure in which the associated risk of not doing so is high. Mr. Gross acknowledged that developing risk profiles is fundamental to asset management and is being undertaken as part of the evaluation to prioritize assets for maintenance and rehabilitation. Building on the pervious example, he noted that a water main break limiting access to Grand River Hospital would have significantly greater consequences compared to one affecting a residential cul-de-sac. Therefore, prioritizing these kinds of assets can assist Council in determining the projects that should receive funding in a given year. He suggested that the Corporate Asset Management Program would eventually become an integral component of the City's long-term financial planning. Councillor Z. Janecki questioned if consultants would be retained as part of this initiative. Mr. Gross confirmed that where necessary, outside expertise would be sought to assist with implementing the Corporate Asset Management Program. He indicated that the cost to complete the 56 improvement projects over a five to seven year period has been estimated at approximately $1.7M. He pointed out that as City staff are going to be undertaking a majority of the required work, the actual costs should be significantly less than what has been projected. He noted that funding for each project would be accommodated through the capital budgets of the 12 asset groups. Councillor Janecki commented that staff seems to have a good understanding as to what needs to be accomplished with respect to City roads and questioned the necessity of undertaking an asset management plan for pavement. Mr. Gross clarified that this would not be a duplication of the work currently undertaken by Engineering staff; rather, the asset management plan is intended to enhance their ability to undertake roads projects. Mr. G. Murphy advised that key to the City's roads program is to understand the connection between capital costs compared to operational /maintenance costs. He added that to make this connection data is needed linking the City's financial and works systems, which is intended to be accomplished through the asset management plan. In response to questions from Councillor J. Gazzola, Mr. Gross confirmed that consideration of the tender regarding consulting services for the asset management plans for pavement and KMAC were deferred to the January 16, 2012 Council meeting, pending consideration of Report INS-12-082. The following motion was voted on and Carried on a recorded vote with Mayor C. Zehr and Councillors S. Davey, B. Vrbanovic, P. Singh, B. loannidis, K. Galloway and D. Glenn-Graham voting in favour; and, Councillors J. Gazzola, Y. Fernandes and Z. Janecki voting in opposition. On motion by Mayor C. Zehr - itwas resolved: "That the Corporate Asset Management Program Policy and Framework as outlined and attached to Infrastructure Services Department report INS-11-082 be approved." 8. CSD-12-005 - 2012 & 2013 ARTIST-IN-RESIDENCE PROGRAM - APPOINTMENTS The Committee considered Community Services Department report CSD-12-005, dated December 19, 2011 regarding the appointments of the 2012 as well as the 2013 City of Kitchener Artists-in-Residence. On motion by Mayor C. Zehr - itwas resolved: COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE CSD-12-005 - 2012 & 2013 ARTIST-IN-RESIDENCE PROGRAM -APPOINTMENTS (CONT'D) "That Jefferson Campbell-Cooper be appointed as the City of Kitchener Artist-in- Residence for 2012; and further, That Susan Coolen be appointed as the City of Kitchener Artist-in-Residence for 2013, as recommended by the Arts and Culture Advisory Committee (ACAC) and the Public Art Working Group (PAWL)." CSD-12-010 -AMENDMENTS TO MUNICIPAL CODE CHAPTER 270 (PARKS The Committee considered Community Services Department report CSD-12-010, dated December 29, 2011 recommending amendments to Kitchener Municipal Code Chapter 270 (Parks) to revise the definition of "park" and regulate certain activities on or in bodies of water located within a park. Councillor Y. Fernandes expressed concerns with regulating the public's use of City ponds, suggesting that it would be preferable to post a cautionary signs; such as, "skate at your own risk." Mr. S. Turner advised that option was considered, but it was determined that such a sign could represent passive permission; thereby, creating potential liability issues where the condition of certain ponds may never warrant their use. On motion by Mayor C. Zehr - itwas resolved: "That Kitchener Municipal Code Chapter 270 (Parks) be amended to revise the definition of park as well as updating the signage for parkland and to regulate certain activities on or in bodies of water within a park, as outlined in Community Services Department report CSD-12-010." 10. ADJOURNMENT On motion, the meeting adjourned at 6:24 p. m. Colin Goodeve Committee Administrator