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HomeMy WebLinkAbout2012-04-16 FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 CITY OF KITCHENER The Finance and Corporate Services Committee met this date commencing at 12:43 p.m. Present: Councillor S. Davey - Chair Mayor C. Zehr and Councillors J. Gazzola, Y. Fernandes, K. Galloway, P. Singh, F. Etherington, P. Singh and D. Glenn-Graham. Staff: D. Chapman, Deputy CAO, Finance & Corporate Services J. Willmer, Deputy CAO, Community Services P. Houston, Deputy CAO, Infrastructure Services G. Murphy, Director of Engineering R. Hagey, Director, Financial Planning L. Johnston, Director of Communication S. Turner, Director of Enforcement L. Palubeski, Manager of Programs & Resource Services B. Korah, Manager of Engineering P. Harris, Manager of Licensing R. LeBrun, Manager of Accounting C. Shantz, Assistant City Solicitor J. Sheryer, Assistant City Solicitor J. Puppe, Engineering Technologist D. Saunderson, Committee Administrator CSD-12-046 - 2012 ACCESSIBILITY PLAN 1. The Committee considered Community Services Department report CSD-12-046, dated March 28, 2012, regarding the adoption of an Annual Accessibility Plan for 2012, in accordance with the Ontarians with Disabilities Act, 2001. Councillor D. Glenn-Graham requested clarification on what would happen if the City was challenged on its accessibility standards, specifically regarding the built environment. Ms. L. Palubeski stated that she could not comment definitively at this time. With regards to City facilities any new facilities are being constructed to meet the required accessibility standards; regarding older buildings staff are waiting on the province for release of the first draft of the Built Environment Standards to provide greater direction on retrofitting older buildings. In response to questions, Ms. Palubeski further advised that Grand River Accessibility Advisory Committee (GRAAC) has identified accessible parking on King Street and roundabout safety as two items of interest for their discussion in the upcoming year. On motion by Councillor K. Galloway - it was resolved: That the draft 2012 Accessibility Plan attached to Community Services Department “ report CSD-12-046 be approved, as the Annual Accessibility Plan for 2012 for the Corporation of the City of Kitchener in accordance with the Ontarians with Disabilities Act, 2001.” INS-12-026 - HOMER WATSON PUMPING STATION 2. - CONTRACT ADMINISTRATION AND INSPECTION SERVICES - CONSULTANT PURCHASE ORDER EXTENSION The Committee considered Infrastructure Services Department report INS-12-026, dated April 2, 2012, regarding the extension of Purchase Order # 201765 for Associate Engineering, as related to engineering services provided for the upgrades and emergency storage to Homer Watson Pumping Station. Councillor J. Gazzola expressed concerns for such a lengthy extension and why the project has gone from the proposed 160 working days to 250. Mr. B. Korah advised that there have been problems with the contractor on site and any further discussion regarding the project should likely be held in caucus as the City may be in a potential litigation situation. FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 82 - CITY OF KITCHENER INS-12-026 - HOMER WATSON PUMPING STATION 2. - CONTRACT ADMINISTRATION AND INSPECTION SERVICES - CONSULTANT PURCHASE ORDER EXTENSION (CONT’D) On motion by Councillor J. Gazzola - it was resolved: “That an in-camera meeting be held immediately to consider a matter of potential litigation.” The Committee then recessed at 12:50 p.m. and reconvened at 1:17 p.m. following an in-camera meeting. Councillor J. Gazzola expressed his concerns regarding the endorsement of the PO extension as the project has gone significantly over the proposed number of working days and it is likely the consultant could have taken action to prevent such a lengthy overage. He stated that there may be increased costs for retaining a new consultant; however, there may be additional problems by maintaining the existing one. Council D. Glenn-Graham questioned whether this matter could be deferred for staff to provide Council with potential alternatives if Council chooses not to endorse the recommendation. Ms. C. Shantz advised that staff could report back with potential alternatives; however, retaining a new consultant would put the City at greater risk of potential litigation. Councillor Y. Fernandes expressed her concern that Council was not notified of the delay sooner. Carried The following motion was then voted on by a recorded vote and , with Mayor C. Zehr and Councillors S. Davey, D. Glenn-Graham, P. Singh, K. Galloway and F. Etherington voting in favour; and Councillors J. Gazzola and Y. Fernandes voting in opposition. On motion by Councillor K. Galloway - it was resolved: “That in accordance with the City’s Purchasing Policy, Purchase Order #201765 be extended for the amount of $219,752 plus applicable taxes to Associate Engineering, as related to engineering services provided as part of the upgrades and emergency storage to Homer Watson Sewage Pumping Station.” INS-12-027 - MAGDALENA COURT WALK BLOCK 147 - PURCHASE AND SALE 3. The Committee considered Community and Infrastructure Services Department report INS-12- 027, dated April 9, 2012, regarding Walk Block 147, Magdalena Court being declared surplus land. On motion by Councillor K. Galloway - it was resolved: “That Walk Block 147 of Registered Plan of Subdivision 58M-451 be deemed surplus land; and, That Section 2.2 of Council Policy Resolution No. I-1074 establish the land valuation for Walk Block 147; and, That the Mayor and Clerk be authorized to execute the Purchase and Sale Agreements for Walk Block 147 to the satisfaction of the City Solicitor; and further, That Legal Services be authorized to prepare a By-law to close Walk Block 147.” FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 83 - CITY OF KITCHENER CSD-12-067 - DRAEGER SAFETY CANADA AGREEMENT 4. The Committee considered Community Services Department report CSD-12-067, dated April 5, 2012, regarding execution of an agreement for the purchase and maintenance of Draeger PPS 7000 Self Contained Breathing Apparatus (SCBA). Councillor Y. Fernandes requested clarification on the life cycle of the Draeger SCBA and whether the surplus funds identified would be used to purchase maintenance parts. Ms. J. Sheryer indicated that the life cycle of the equipment is approximately 20 years, noting that the agreement has been structured for 12 years with a renewal option for an additional 8 years. On motion by Councillor K. Galloway - it was resolved: “That the Mayor and Clerk, be authorized to sign an agreement, satisfactory to the City Solicitor with Draeger Safety Canada Limited regarding the purchase and maintenance of Draeger PSS 7000 Self Contained Breathing Apparatus (SCBA) equipment.” FCS-12-064 - REQUEST FOR REDUCED FEE 5. - FIRST PEOPLES FESTIVAL - SEPTEMBER 30, 2012 The Committee considered Finance and Corporate Services Department report FCS-12-064, dated April 3, 2012, regarding a request for reduced business licence fee for the First People’s Festival being hosted on September 30, 2012, at the Waterloo Region Museum. On motion by Councillor K. Galloway - it was resolved: “That the licence fee for the First People’s Festival on September 30, 2012 taking place at the Waterloo Region Museum be reduced to $48.20.” FCS-12-074 - REQUEST TO OPERATE HOT DOG CART 6. - 273 STOKE DRIVE & 11 WEXFORD CRESCENT - ANNUAL COMMUNITY GARAGE SALE - MAY 5 2012 The Committee considered Finance and Corporate Services Department report FCS-12-064, dated April 5, 2012, regarding a request to operate two hot dog carts on Stoke Drive during an annual Community Garage Sale being hosted on May 5, 2012. On motion by Councillor K. Galloway - it was resolved: “That the request of Les Halat to operate two hot dog carts at 273 Stoke Drive and 112 Wexford Crescent during the annual Community Garage Sale on May 5, 2012, be approved, provided the necessary licence is obtained including Health and Fire approvals.” FCS-12-077 - REQUEST TO OPERATE HOT DOG CART 7. - 106 STOKE DRIVE - ANNUAL COMMUNITY GARAGE SALE - MAY 5 2012 The Committee considered Finance and Corporate Services Department report FCS-12-077, dated April 10, 2012, regarding a request to operate a hot dog cart on Stoke Drive during an annual Community Garage sale being hosted on May 5. 2012. On motion by Councillor K. Galloway - it was resolved: “That the request of Zbigniew Wilk to operate a hot dog cart at 106 Stoke Drive during the annual Community Garage Sale on May 5, 2012, be approved, provided the necessary licence is obtained including Health and Fire approvals.” FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 84 - CITY OF KITCHENER FCS-12-066 - PROPOSED CLOSURE AND CONVEYANCE 8. OF PART OF WESTHEIGHTS DRIVE The Committee considered Finance and Corporate Services Department report FCS-12-066, dated April 5, 2012, regarding the proposed closure of a portion of Westheights Drive being designated as Parts 1 & 2, Reference Plan 58R-6509, to be declared surplus land. On motion by Councillor K. Galloway - it was resolved: “That the closure of a portion of Westheights Drive being Parts 1 and 2, Plan 58R-6509, City of Kitchener, Regional Municipality of Waterloo, attached as Schedule “A” to Finance and Corporate Services Department report FCS-12-056, be approved in principle, and that Legal Services be instructed to proceed with the preparation and advertising of a by-law to close and convey that part of Westheights Drive, subject to the following conditions: 1. That the portion of Westheights Drive to be closed, described as Part of Westheights Drive part of a 13’ road widening, R.P. 864, and part of Lot 38, German Company Tract, being Parts 1 and 2 on Plan 58R-6509, in the City of Kitchener be declared surplus to the City’s needs for the purpose of conveying any necessary easements to outside utility agencies and the conveyance of the closed portion to the owner of the adjacent lands located at 42 West Acres Crescent. 2. That the Agreement of Purchase and Sale executed by the Purchaser, being the registered owner of the adjacent lands located at 42 West Acres Crescent, in the amount of $112,000.00, representing fair market value be accepted by the City of Kitchener. 3. That the Purchaser be responsible for all costs associated with the closure of that portion of Westheights Drive, including, but not limited to, any necessary reference plans, appraisals, advertising, by-law registration, easement registrations, all Registry Office fees and disbursements, and the Legal Services administration fee; said costs, committed to in the Agreement of Purchase and Sale by the Purchaser, with advance payment made by the Purchaser to be adjusted once actual costs are known as part of the real estate transaction. 4. That the Mayor and Clerk be authorized to execute all documentation, satisfactory to the City Solicitor, to convey the closed portion of road.” PRESENTATION - CANADA-EUROPEAN UNION COMPREHENSIVE 9. ECONOMIC AND TRADE AGREEMENT The Committee considered correspondence from the Waterloo Region Labour Council and the Waterloo Region Round System Roundtable, dated March 21, 2012, requesting Council to take a formal position on the Comprehensive Economic and Trade Agreement (CETA). In addition the Committee was in receipt this date a briefing paper published by the Canadian Centre for Policy Alternatives, entitled “Municipalities, Progressive Purchasing Policies and the Canada-EU Comprehensive Economic and Trade Agreement (CETA). Mr. Len Carter, President, Waterloo Region Labour Council, advised that the Federal government is currently in negotiations with the European Union (EU) to establish a CETA, that is due to be completed sometime in 2012.He stated that unlike other previous free trade agreements like NAFTA and the WTO where municipal government purchasing is fully excluded, CETA would offer an unconditional access to government procurement, particularly at a sub-national level. Mr. Carter advised the proposed treaty could have significant implications for municipal governments in areas of public purchasing policies and municipal public services such as water, waste, energy and transit. He noted that the acceptance of CETA would hinder municipalities’ procurement provisions for the major components of municipal government and their ability to achieve economic growth. He further advised that the Waterloo Region Labour Council is urging Council to pass a motion to ask the FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 85 - CITY OF KITCHENER PRESENTATION - CANADA-EUROPEAN UNION COMPREHENSIVE 9. ECONOMIC AND TRADE AGREEMENT (CONT’D) Provincial Government to be exempt from this agreement. Councillor J. Gazzola requested clarification on the overall impact of the agreement. Mr. Carter advised that procurement provisions would prohibit municipalities from seeking out local or Canadian goods, services or labour. Councillor Gazzola questioned whether municipalities would still be entitled to complete a tender / bidding process. Mr. D. Chapman indicated that as per CETA anything over a certain dollar threshold would be required to be posted into a shared depository which would be open to bidding from members within Canada and the EU. In response to questions, Mr. Carter advised that the agreement is a federal initiative that was supposed to be tabled sometime in 2012; however, the deadline has continued to be delayed. Ms. E. Desjardin, Co-Chair, Waterloo Region Food System Roundtable, advised that she is also in attendance requesting that Council pass a motion to ask the Provincial Government to be exempt from this agreement. She noted that she represents a group of eighteen representatives of the key sectors and interests of our local food system, including farmers, emergency food providers, food distributers and retailers, and health professionals. She expressed concerns about the effects that the agreement will have on municipal procurement and our local food and farming sector. Ms. Desjardin stated that CETA will potentially prevent municipalities and public institutions from using their procurement power to stimulate demand for locally produced food, thereby restricting benefits not just to farmers, but also to local food processors; and, will slow procurement processes, potentially by several months, as municipalities would have to give unsuccessful EU bidders the time to appeal decisions. Mayor C. Zehr suggested that Council defer this matter to a later date to allow for staff to report back to the Committee with more information on the implications of the proposed agreement; in addition to receiving information from Council’s representative from the Federation of Canadian Municipalities. On motion by Mayor C. Zehr - it was resolved: “That consideration of the matter brought forward by the Waterloo Region Labour Council and the Waterloo Region Food System Roundtable regarding the be deferred to the May 7, Comprehensive Economic and Trade Agreement (CETA), 2012, Finance and Corporate Services Committee meeting , to allow staff an opportunity to investigate potential implications to the City pending the approval of the CETA, as well as an opportunity to seek feedback from Council’s representative on the Federation of Canadian Municipalities. ” CSD-12-065 - NOISE EXEMPTION - BOBBY O’BRIENS 10. The Committee considered Community Services Department report CSD-12-065, dated April 4, 2012, regarding the Noise Exemption request from Bobby O’Briens, 125 King Street West, th for their Blues band events held Wednesday evenings from April 18 to October 10, 2012. Ms. A. Parkinson, resident at the Regency apartment building on the corner of Queen Street and Weber Street address the Committee advising that she is concerned with the approval of th the noise exemption. She stated that she lives on the 14 floor in the apartment building facing King Street and there have been a number of times that the noise volume from Bobby O’Briens has been loud enough that she has had to wear ear plugs in her apartment. She commented that there has been significant revitalization work in the Downtown and she is not opposed to there being live music. Ms. Parkinson noted that Bobby O’Briens has always tried to be respectful of the neighbours and those residents living in the Downtown core. She indicated that her goal is to see a proactive approach taken this year to ensure that the noise levels are appropriate for the residents living in the Downtown. Mr. Darryl Moore, Bobby O’Briens advised that he has spoken to By-law Enforcement regarding the concerns addressed by the delegate and he has already taken measures to try and ensure that the noise levels from the live band do not escalate beyond a respectful level. FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 86 - CITY OF KITCHENER CSD-12-065 - NOISE EXEMPTION - BOBBY O’BRIENS (CONT’D) 10. He further advised that he has hired a sound engineer to monitor sound levels and any other potential concerns that may cause the noise levels to become unacceptable. Councillor F. Etherington questioned whether Enforcement staff carry decibel readers to measure noise levels and determine whether enforcement is required. Mr. S. Turner advised that By-law staff do carry noise metres; however, there are some challenges specifically with music because of the frequency of decibel changes. He further advised that there are additional factors such as weather that also play a part in amplifying sound. Councillor J. Gazzola requested clarification on whether the noise exemption had been approved in previous years and whether there have been a significant number of complaints in previous years. Mr. Turner advised that Bobby O’Briens has received a noise exemption approval since 2006 and the complaints have been minimal. Councillor J. Gazzola questioned whether the requested noise exemption was strictly for Wednesdays or whether it was also for the weekend. Mr. Turner advised that the approval is strictly for Wednesday evening. On motion by Councillor D. Glenn-Graham - it was resolved: “That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to Bobby O’Brien’s, 125 King Street West, for each Wednesday evening between the hours of 8:00 P.M. and 11:00 P.M., from April 18 to October 10, 2012, for a Blues band, playing on their patio area; and further, That this exemption be subject to the establishment ensuring active participation with the City’s By-law Enforcement Division to respond to potential noise concerns that may be forthcoming throughout the duration of the exemption.” FCS-12-073 - REQUEST FOR AMENDMENTS TO LIQUOR LICENSING CONDITIONS 11. - BOBBY O’BRIENS - 125 KING STREET WEST The Committee considered Finance and Corporate Services Department report FCS-12-073, dated April 5, 2012, regarding the request of Bobby O’Briens (1337059 Ontario Ltd) to amend their existing liquor license. Mr. Darryl Moore, Bobby O’Briens was in attendance is support of the proposed recommendation. On motion by Councillor D. Glenn-Graham - it was resolved: “That Condition #13 of the agreement between the City and 1337059 Ontario Ltd. (herein referred to as the “Applicant”) be amended to remove the requirement that all tables and chairs on the outdoor patio shall be of a plastic or resin composition; and, That Condition #6 of the agreement between the City and the applicant to allow service on the patio until 1:30 a.m. daily provided all signs of service are removed and all beverages and clients are cleared from the outdoor patio by 1:45 am daily; and, That the Mayor and Clerk be authorized to execute an amending agreement with the applicant to amend Conditions #6 and #13 as set out above; and, That staff be directed to advise the Alcohol and Gaming Commission of Ontario (AGCO) if any condition is amended in accordance with Council’s direction herein and, if so, that the City has no concerns with any corresponding condition on the liquor licence for 1337059 Ontario Ltd. being amended accordingly; and further, That Council will not agree to amend the applicant’s agreement to allow signs of service to remain on the patio or beverages and clients to remain on the patio until 2:30 am FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 87 - CITY OF KITCHENER FCS-12-073 - REQUEST FOR AMENDMENTS TO LIQUOR LICENSING CONDITIONS 11. - BOBBY O’BRIENS - 125 KING STREET WEST (CONT’D) daily and that the City will object to any amendment of the liquor licence conditions to allow for this and will request the AGCO to deny this request or hold a hearing in which the City will object if the applicant pursues this.” FCS-12-067 - AMENDMENT TO STREET VENDORS BY-LAW 12. The Committee considered Finance and Corporate Services Department report FCS-12-067, dated April 3, 2012, regarding the amendment of the Street Vendors By-law to include 45 Woodside Avenue as a permitted location for refreshment vehicles. In response to questions, Ms. P. Harris advised that the individual that made the request to have the location added to the By-law is aware of the procedures for permitting venders to utilize the permitted locations and the potential that they may not be the successful candidate. On motion by Councillor K. Galloway - it was resolved: “ That By-law 2012-023 (Street Vendors) be amended to add an additional location at 45 Woodside Avenue, Kitchener.” FCS-12-062 - MONTHLY FINANCIAL INFORMATION TO COUNCIL AND 13. QUARTERLY VARIANCE REPORTING The Committee considered Finance and Corporate Services Department report FCS-12-062, dated March 29, 2012, regarding the current variance reporting cycle. Mr. R. LeBrun and Mr. R. Hagey gave an overview on the current financial reporting structure including the benefits and drawbacks of various reporting cycles and whether it would be more effective to move to a true quarterly reporting structure, with the possibility of including monthly financial statements. Mr. Lebrun advised that the City’s operating activity is managed in 5,700 individual general ledger accounts, which are grouped into 500 cost centres. Those cost centres are then presented in 8 separate schedules, which include the tax-based operating statement and one for each of the 7 City enterprises. He indicated that in a reporting month when variances and projections take place, City staff will analyze all of their operating cost centres and review the year to date activity compared to the budget to date. Where there are large variances, they are investigated to determine whether the variances are as a result of timing differences or whether it is due to unbudgeted activity. Mr. Lebrun advised that when there are known variances that could have substantial impact on the year end financials, the results are reviewed confirmed by each Director and would be presented to Council at a Finance and Corporate Committee meeting. He noted that this review and evaluation process can take approximately 4 to 6 weeks. Mr. LeBrun indicated that although SAP is able to produce monthly financial reports, without some analysis and general explanation there are a number of discrepancies that can occur from reviewing these documents. He noted that there are significant number of line items, that at times require manual adjustments made to the data that come from monthly SAP reports to give an accurate picture on the overall status of any schedule. In addition, he referenced the table in the report noting that the table highlights what the unadjusted SAP monthly reports would have shown for the year to date surplus/deficit relative to budget. Mr. LeBrun further advised that the budget is not actually posted into SAP in any given year until March or April so “budget to actual” variances would not be available on the reports prior to that. Mr. LeBrun advised that currently staff formally present operating results to Council three times per year; as of the end of April, August and December, with updated projections throughout the budget process. He stated that the current reporting cycle aligns well with the seasonality of the City’s operations and minimizes an overlap with the budget development cycle. He noted that staff have also contacted four other municipalities within the Region and two of the four that were contacted report on a similar structure that we currently use. Mr. LeBrun further FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 88 - CITY OF KITCHENER FCS-12-062 - MONTHLY FINANCIAL INFORMATION TO COUNCIL AND 13. QUARTERLY VARIANCE REPORTING (CONT’D) advised that internal reviews are conducted when needed, and deficit mitigation plans are put in place when large variances are identified. Mr. Harold Drewitz addressed the Committee, indicating that he disagreed with the proposed recommendation to maintain the current three time a year reporting structure. He noted that most companies report quarterly and although the information provided to Council may not be completely accurate, it is his opinion that Council would have a greater opportunity to correct areas in the budget that are projecting deficits. He further commented that taking a corrective approach should not include transferring funds from the tax stabilization reserve or shifting funds from the Capital budget to the Operating budget. In response to questions, Mr. LeBrun advised that each department monitors their own financial statements at their discretion. Mr. Chapman advised that dependent on the department the Corporate Leadership Team (CLT) does undertake quarterly reviews on budgets that experience more volatility. Councillor J. Gazzola questioned how many employee hours it would normally take to complete a financial variance report. Mr. R. Hagey advised that strictly considering the five financial analysts, the analysis and review would total approximately 100 hours. He noted that does not take into consideration any additional work, including but not limited to, work hours conducted by other departments and the physical report writing required to produce the financial variance reports. In response to questions, Mr. Chapman advised that the number of hours taken to review the budget do not strictly include the work conducted by the financial analysts. He stated that the Corporate Management Team (CMT) has been actively managing deficits and constantly reviewing areas of sensitivity within the budget. Councillor D. Glenn-Graham suggested that staff report back to Council with other potential financial reports that would help identify areas of concern within the budget rather than taking a reactive approach to mitigating deficits. Mr. Hagey advised that staff could potentially establish variance threshold reports from SAP and produce financial reports on those thresholds which could be used for the basis of monthly reporting. Councillor P. Singh questioned whether individual departments could be reviewed in comparison to previous years as a method of benchmarking potential areas of concern within the budget. Mr. Chapman advised that the challenge is to determine to what extent things would need to be clarified to make more frequent reporting beneficial.He stated that staff could review the key financial indicators related to areas of budget volatility which could form the basis of a monthly update and report back to Council as part of the April 2012 variance report. Councillor Y. Fernandes questioned when it is determined that a Capital project is going to be over budget whether it is reported to the finance. Ms. P. Houston advised that Capital projects are reviewed monthly and if it is over budget and reaches an identified threshold it would need to be presented to Council. Mr. Chapman further advised that on major projects like the Kitchener Operations Facility (KOF) that a financial analyst is designated specifically to that project for financial reporting. Mayor C. Zehr questioned whether the SAP modules that the City has can accommodate the requested reporting, or whether it would involve significant data manipulation on staff’s part to produce these reports. Mr. Hagey advised that the easiest way to extract the data is to export it into excel which would require some manipulation. Mr. Chapman indicated that Appendix 1 attached to the report is a standard report that would be generated by SAP. He further advised that the reports produced for the Enterprises would require a greater amount of staff manipulation to export the data into a more functional report. In response to questions, Mr. Chapman clarified that staff’s response is in regards to the request to produce quarterly reports rather than the current reporting structure which is three times a year. FINANCE AND CORPORATE SERVICES COMMITTEE MINUTES APRIL 16, 2012 - 89 - CITY OF KITCHENER FCS-12-062 - MONTHLY FINANCIAL INFORMATION TO COUNCIL AND 13. QUARTERLY VARIANCE REPORTING (CONT’D) Mayor C. Zehr questioned how the increase in reporting would affect the demand on staff resources. Mr. Chapman indicated that staff would have to report back on that information. Councillor P. Singh suggested that proposed monthly updates focus on the areas within the budget, such as, snow maintenance, gas consumption, monthly green fees, parking and turf maintenance. These updates would allow Council to focus on key variables that affect the budget and financial position.Mr. Chapman noted that staff will provide a report back to Council as part of the April 2012 variance report to identify key financial indicators that could potentially form the basis of monthly reporting as well as the impact on resources to provide these updates. He requested clarification on whether these monthly reports would need to be presented at Committee or whether monthly updates could be provided by email correspondence. Councillor P. Singh stated that he would be satisfied receiving the monthly updates by email. On motion by Councillor D. Glenn-Graham - it was resolved: “That staff be directed, as part of the April 2012 variance report, to identify key financial indicators related to areas of budget volatility which could form the basis of a monthly update to Council to supplement the three annual variance reports presently provided; and, That consideration be given specifically to developing indicators related to winter maintenance, natural gas consumption, golf rounds, parking and turf maintenance as part of this review; and further, That staff identify the resources required to provide these updates to Council as part of the report.” ADJOURNMENT 4. On motion, the meeting adjourned at 3:15 p.m. D. Saunderson Committee Administrator