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HomeMy WebLinkAbout2013-01-28FINANCE AND CORPORATE SERVICES COMMITTEE JANUARY 28, 2013 CITY OF KITCHENER Present: Councillor P. Singh - Vice-Chair Mayor C. Zehr and Councillors J. Gazzola, D. Glenn-Graham, B. Vrbanovic, Z. Janecki, Y. Fernandes, K. Galloway, F. Etherington and S. Davey. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance & Corporate Services J. Witmer, Acting Deputy CAO, Infrastructure Services M. May, Deputy CAO, Community Services R. Regier, Executive Director, Economic Development L. Johnston, Director of Communications P. Harris, Manager of Licensing L. Palubeski, Manager, Programs & Resource Services L. Paroski, Inclusion Co-ordinator J. Billett, Committee Administrator FCS-13-006 - 2013 STREET VENDOR BY-LAW 1. The Committee considered Finance and Corporate Services Department report FCS-13-006, dated January 10, 2013, concerning a by-law to license Street Vendors. On motion by Councillor B. Vrbanovic - it was resolved: “That a by-law to licence Street Vendors in the City of Kitchener be prepared for Council’s consideration on February 4, 2013.” CSD-13-011 - DRAFT ACCESSIBILITY PLAN (2013 - 2017) 2. The Committee considered Community Services Department report CSD-13-011, dated January 21, 2013, requesting approval of the draft 2013 - 2017 Accessibility Plan. Ms. L. Paroski presented details of the draft Accessibility Plan, noting that legislation now requires municipalities to have a multi-year plan outlining strategies to prevent and remove barriers and how legislated requirements will be met. It was noted that Kitchener is taking a co-ordinated approach to planning with the City of Waterloo and public consultation remains a part of the process. Ms. Paroski provided an overview of regulations and timelines related to the Customer Service Standards, Integrated Accessibility Standards and Built Environment Standards; as well as, an outline of community engagement. Mayor C. Zehr referred to financial implications in meeting regulatory standards, questioning if he was correct in that not all matters to be addressed have yet been costed. Ms. Paroski advised that was correct. Mayor Zehr questioned what, if any, dialogue has taken place at the Provincial level in terms of financial assistance to municipalities to aid in compliance with the new standards. Ms. L. Palubeski advised that when the legislation was first introduced, the Province made it clear there would be no financial assistance. Since that time municipalities have conveyed their concerns through opportunities given to comment and provide input on the regulations. She added that the Province has now established a website that provides guidelines to understanding the regulations and tools/techniques to aid in compliance, but no financial assistance has been forthcoming. Mayor Zehr stated that there is need to continue dialogue regarding the downloading of regulations imposed on municipalities without consideration of financial assistance. Councillor Y. Fernandes referred to the Integrated Accessibility Standards and in particular, to the category of Transportation which falls under responsibility of the Region of Waterloo. She advised that she had undertaken a simulated walk at a roundabout and used this experience to do a similar test at the crossing directly in front of City Hall going across King Street. She expressed concerns with lack of differential between the sidewalk and pavement, questioning what steps the City could take at such intersections to aid those with physical challenges. Ms. Palubeski advised that Transportation in this instance relates to specific requirements pertaining to public transit and therefore, the City has no jurisdiction as this is a Regional responsibility. Ms. Paroski advised that in regard to sidewalks / trails, staff is working closely with GRAAC in partnership with the Region to look at same and determine appropriate FINANCE AND CORPORATE SERVICES COMMITTEE JANUARY 28, 2013 - 2 - CITY OF KITCHENER CSD-13-011 - DRAFT ACCESSIBILITY PLAN (2013 - 2017) (CONT’D) 2. indicators for purpose of pedestrian walkways / crossings. She added that the Region is currently undertaking a pilot project at the intersection of Frederick and Edna Streets to determine the viability of installing a form of metal plates with grooves to alert to a change in sidewalk to pavement. Councillor Fernandes questioned how snow ploughing is addressed at intersections to prevent snow from becoming an obstacle to pedestrians. Ms. Palubeski commented that this remains a challenge and staff is working with Operations in regard to public education in terms of understanding minimum maintenance and with Communications to ensure the public understands the importance of keeping sidewalks clear of ice and snow. Councillor Fernandes questioned how proposed training of staff is being handled. Ms. Paroski advised that staff will be meeting with Human Resources in the coming weeks to plan for next steps and how training requirements will be accomplished. Councillor Z. Janecki questioned if the City is to report annually to the Province to outline actions taken to date toward compliance and if the City is meeting the directions given or is behind. Ms. Paroski advised that the City is required to submit a report to the Province every two years and the next is due December 31, 2013. She noted that comments will be received back from the Province on the report and there are fines established which the City could be subject to if requirements are not met. Ms. Palubeski added that the Province has invoked what is known as “file reviews” where they will ask cities periodically to demonstrate that they have met requirements for specific items; adding that staff is confident that they are meeting requirements within the specified timelines. She also noted that partnering with the City of Waterloo helps in doing the work together through shared services. Councillor Janecki referred to requirements for the Built Environment Standards, questioning if the City has set aside funding to address those. Mr. D. Chapman advised that an annual amount is applied to the Corporate Accessibility Fund in the capital budget which has been used to date to fund accessibility initiatives in the built environment. He added that for future capital projects the City will have to address same as those projects must meet all accessibility requirements. Councillor K. Galloway-Sealock referred to the Herrington Audit undertaken for City facilities, questioning who owns the Audit and who oversees it. Ms. Palubeski advised that Ms. C. Fletcher, Manager of Facilities Management, developed a phased-in plan stemming from the Audit recommendations, and priorities may shift depending on scheduling and/or identification of higher priorities. Councillor Galloway-Sealock requested that information on the Audit and actions taken be included in the annual report to provide an overview of progress being made on an ongoing basis. Councillor F. Etherington questioned how Council can ascertain whether the City is on track or falling behind in its obligations to meet requirements. Ms. Palubeski reiterated that the City has been able to meet requirements and has a good history of addressing accessibility needs even prior to introduction of the legislation and there has been no concerns raised by the Province. She added that where the City may experience difficulties is in addressing the Built Environment Standards where it is known some City facilities do not currently meet accessibility standards; and as well, in regard to the City’s website in terms of having sufficient internal resources to deliver on the standards imposed. Councillor S. Davey questioned to what degree the legislation impacts the private sector. Ms. Paroski advised that the legislation applies both to the public sector and private sector; however, the private sector has different compliance dates which are behind the public sector by approximately 2 years. Councillor Davey commented that the private sector is likely to look closely at costs, questioning if there is some comfort in regard to potential financial assistance through lobbying of the private sector. Ms. Paroski advised that at a recent seminar she had asked how the private sector is being educated in respect to legislated requirements and was advised that the Province is attempting to work on an educational piece for this sector; and as well, letters will be going out to businesses with 20 or more employees. She noted, however, that the Province is not providing funding sources to the private sector either. Councillor P. Singh referred to the Corporate Accessibility Fund, questioning if there is a list of items that need to be addressed by the deadline of January 2016. Mr. D. Chapman advised that he could not provide a specific list at this time, suggesting that staff will determine an appropriate means to report back to Council on the status of the Audit recommendations. FINANCE AND CORPORATE SERVICES COMMITTEE JANUARY 28, 2013 - 3 - CITY OF KITCHENER CSD-13-011 - DRAFT ACCESSIBILITY PLAN (2013 - 2017) (CONT’D) 2. Councillor Singh questioned if staff is actively looking for any Provincial grant funding to aid in compliance with the legislation and Ms. Palubeski advised that they are not aware of, nor have they seen any grants of this nature. Councillor B. Vrbanovic commented that the draft plan is a step in the right direction, but shared concerns raised regarding downloading from the Province and the importance of continuing to articulate to the Province the need for funding support to meet the legislated requirements. On motion by Councillor B. Vrbanovic - it was resolved: “That the draft 2013-2017 Accessibility Plan, as attached to Community Services Department report CSD-13-011, be approved as the Corporation of the City of Kitchener’s Accessibility Plan.” FCS-13-012 - AMENDMENT TO COUNCIL POLICY II-225 - YEARS OF SERVICE 3. RECOGNITION PROGRAM The Committee considered Finance and Corporate Services Department report FCS-13-012, dated January 14, 2013, concerning changes to Council Policy II-225 (Years of Service Recognition Program). Mayor C. Zehr advised that he had flagged this item during the 2013 budget discussions on January 17, 2013, which represented a reduction in the tax levy that was included in the 3% reduction developed by staff to reduce the original budget target of 5.87% down to 2.87%. Mayor Zehr added that the proposed changes to the policy were developed by staff in consultation with their piers and colleagues. Councillor Z. Janecki commented that while he understands the philosophy for change, it was his view the program should continue on. He requested clarification as to what the lifetime membership to the Municipal Retirees Organization Ontario represents. Mr. J. Willmer advised that this is of significant benefit to retirees, and represents a one time modest membership fee that covers the retiree for life, giving them access to a network which provides information on retirement planning and tools for making the adjustment to retired life. Councillor S. Davey questioned if the program budget was fully used prior to the proposed change. Mr. Willmer advised that the budget for the existing program of just under $24,000 was fully expended. Councillor Davey questioned if Departments will undertake individual celebrations as proposed. Mr. Willmer advised that this is the intent going forward wherein smaller venues will be held that are more relevant and appropriate to the individual in being recognized by their piers. Councillor Davey recalled a similar matter coming forward in deliberation of a previous budget several years ago, questioning if action had been taken at that time to make changes to the program. Mr. Willmer advised that the program has been scaled back incrementally from the original format of a sit down dinner, to a less formal reception for the purpose of controlling costs and making the event more appealing for attendees. Councillor Davey expressed appreciation to staff for undertaking to make what in all likelihood would be an unpopular decision if made by Council. Councillor B. Vrbanovic suggested that the congratulatory letter to long service employees be signed by both the Department Head and the Mayor, as it was his view it is important to show support from both the political, as well as the administration side. Councillor Gazzola questioned if the direction being taken is actually what staff want or if it was simply based on need to find reductions for budget day. Mr. Willmer advised that the driving force was primarily the need to make changes so that the program becomes more relevant to today’s preferred methods of recognition and the reduction in costs was simply a by-product. He noted that it had become clear that fewer and fewer were attending the formal celebration and was not the type of recognition that is relevant to today’s employees. He reiterated that FINANCE AND CORPORATE SERVICES COMMITTEE JANUARY 28, 2013 - 4 - CITY OF KITCHENER FCS-13-012 - AMENDMENT TO COUNCIL POLICY II-225 - YEARS OF SERVICE 3. RECOGNITION PROGRAM (CONT’D) this is part of how staff reduced the original budget target of 5.87% down to 2.87% which was brought to Council’s attention on budget day; and suggested that this is the type of efficiencies that would happen in any event regardless of budget direction. Councillor Gazzola expressed disappointment in the direction being taken, suggesting that the event is important especially to non-management staff who otherwise do not receive the same level of recognition given to management positions. He added that given the program has been scaled back over time he was not surprised that attendance has dropped and also noted that the original venue of a sit down dinner was attended by members of Council who have few opportunities otherwise to see many of the employees. Councillor Gazzola advised that while change may be inevitable this is one area he would like to see continued. Councillor F. Etherington again questioned if this is in fact satisfactory and agreed upon by staff. Mr. J. Willmer advised that generally this is the case, noting that it is not possible to satisfy all. He noted that the revised policy is satisfactory to all of the team working on this program, which is a combination of management / non-management employees who have reached out to their piers and colleagues to understand the needs concerning long term recognition. He added that these are the individuals who have put substantive effort into attempting to run a successful program but are not seeing the desired results. Mr. Willmer stated that this has not been management driven but rather is a grass-roots solution but notwithstanding, he acknowledged that it may not satisfy 100% of employees. Councillor P. Singh commented that programs of this nature are important to give thanks to staff for their efforts and while it is not a drastic savings, if overall opinion represents a majority he could support the proposed change. Carried The following motion was voted on and on a recorded vote, with Mayor C. Zehr and Councillors D. Glenn-Graham, Z. Janecki, Y. Fernandes, P. Singh, K. Galloway-Sealock, S. Davey, B. Vrbanovic and F. Etherington voting in favour. Councillor J. Gazzola advised that he wished to abstain from voting at this time, noting that he had made his position clear and would like opportunity to do further research prior to voting on this matter at the next Council meeting. In accordance with section 25.8.3 of Council’s Procedural By-law, Councillor Gazzola’s refusal to vote is recorded as a vote in the negative. Councillor B. Ioannidis was absent this date and accordingly did not vote. On motion by Mayor C. Zehr - it was resolved: “That Council Policy II-255 (Years of Service Recognition Program) be repealed and replaced with the revised policy attached to Finance and Corporate Services Department report FCS-13-012.” ADJOURNMENT 4. On motion, the meeting adjourned at 4:06 p.m. J. Billett, AMCT Committee Administrator