HomeMy WebLinkAbout2014-04-07 FINANCE AND CORPORATE SERVICES COMMITTEE
APRIL 7. 2014 CITY OF KITCHENER
The Finance and Corporate Services Committee met this date commencing at 10:30 a.m.
Present: Councillor S. Davey-Chair
Mayor C. Zehr and Councillors J. Gazzola, D. Glenn-Graham, B. loannidis, P. Singh,
Z. Janecki,Y. Fernandes, K. Galloway and F. Etherington. Councillor B.Vrbanovic was
absent from the meeting.
Staff: J. Willmer, Chief Administrative Officer
D. Chapman, Deputy CAO, Finance &Corporate Services
P. Houston, Deputy CAO, Infrastructure Services
M. May, Deputy CAO, Community Services
C. Tarling, Director, Legislated Services &City Clerk
L. Johnston, Director, Corporate Communications & Marketing
R. Hagey, Director, Financial Planning
C. Bluhm, Downtown Community Development
J. Sheryer,Assistant City Solicitor
D. Livingstone, Committee Administrator
1. FCS-14-051 - MUNICIPAL LIABILITY REFORM
The Committee considered Finance and Corporate Services Department report FCS-14-051,
dated March 10, 2014 regarding Municipal Liability Reform.
On motion by Councillor K. Galloway-Sealock-
it was resolved:
"That the Association of Municipalities of Ontario's (AMO) recommendation to adopt a
`Combined Model' of Legislative Reform to address the issue of the inequitable effects
of Joint and Several Liability on municipal insurance claims be endorsed; and further,
That the Mayor be directed to circulate correspondence in support of AMO's
recommendation to the Premier of Ontario, the Provincial Attorney General and the
Minister of Municipal Affairs and Housing."
2. FCS-14-004 - ANNUAL INVENTORY OF AGREEMENTS AND CONTRACTS
The Committee considered Finance and Corporate Services Department report FCS-14-004,
dated January 14, 2014 regarding Council Policy 1-180 (Agreements & Contracts - Extension,
Renewal of or Amendment to).
Ms. C. Tarling introduced the Report advising that although agreements and contracts are
reviewed and updated regularly under delegated authority, a comprehensive inventory is
prepared annually for the Committee's reference. She stated that compiling the inventory
requires approximately 30 hours of staff time with little value as any new contracts are
reviewed by Legal Services and determination is made if delegated authority exists or if
approval must be obtained from Council. She explained that this review may represent
duplication in the process and recommended repealing the policy.
Mr. D. Chapman responded to questions confirming that the inventory has been circulated
annually to Council, which has not resulted in any demonstrated action regarding the
information provided.
Councillor K. Galloway-Sealock brought forward a motion to amend Council Policy 1-180
(Agreements & Contracts - Extension, Renewal of or Amendment to) by changing the review
period from annual to once per four year term of Council.
On motion by Councillor K. Galloway-Sealock-
it was resolved:
"That Section 4 of Council Policy 1-180 (Agreements & Contracts - Extension, Renewal
of or Amendment to) be amended to remove the phrase `annual basis' and replace it
with `once every term of Council'."
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3. FCS-14-053 - CARSHARE LINE OF CREDIT
The Committee considered Finance and Corporate Services Department report FCS-14-053,
dated March 24, 2014 recommending an extension to the existing Line of Credit to the
People's Car Co-Operative Inc.,operating as Community CarShare.
Mr. Jason Hammond, President, Community CarShare, gave a presentation highlighting the
growth in demand and membership of Community CarShare. He reviewed the mandate of the
non-profit car-sharing co-operative organization indicating that based on demonstrated
payment history and to further support expanding services, an increase of the Line of Credit to
$50,000. is requested.
Councillor P. Singh entered the meeting at this time.
Concerns were expressed by the Committee regarding the lack of a prepared Business Plan to
demonstrate projections and profitability. Members indicated that although staff may have
received financial statements, concern that the statements have not been made public was
conveyed.
On motion by Councillor Y. Fernandes, the recommendation within Report FCS-14-053 was
brought forward for consideration.
In response to questions, Ms. J. Sheryer confirmed that although the agreement with CarShare
will expire on April 30, 2014, sufficient time would be available to have the agreement signed
upon ratification by Council on April 28, 2014.
Councillor D. Glenn-Graham brought forward a motion to refer the item to the April 28, 2014
Council meeting to allow for additional time for CarShare to disclose financial statements and
provide information regarding projected growth, expenses and staffing.
Councillor Y. Fernandes suggested, and it was confirmed by Mr. Hammond, that the
information requested by Councillor Glenn-Graham could be provided by April 14, 2014.
Councillor Glenn-Graham modified his motion accordingly.
Councillor Glenn-Graham's motion was then voted on and was LOST on a recorded vote with
Councillors J. Gazzola, D. Glenn-Graham, Z. Janecki, Y. Fernandes and P. Singh voting in
favour; and, Mayor C. Zehr and Councillors B. loannidis, K. Galloway-Sealock, F. Etherington
and S. Davey voting in opposition. Councillor B.Vrbanovic was absent this date.
Councillor Glenn-Graham brought forward an amendment to Councillor Fernandes' motion for
the credit limit to be increased to $50,000. for a term of two years. Councillor Glenn-Graham's
motion was then voted on and was LOST on a recorded vote with Councillors D. Glenn-
Graham, F. Etherington and P. Singh voting in favour; and, Mayor C. Zehr and Councillors J.
Gazzola, Z. Janecki, Y. Fernandes and B. loannidis, K. Galloway-Sealock, and S. Davey
voting in opposition.
The following motion was then voted on and was Carried on a recorded vote with Mayor C.
Zehr and Councillors Y. Fernandes, F. Etherington, B. loannidis, K. Galloway-Sealock, P.
Singh, D. Glenn-Graham voting in favour; and, Councillors S. Davey, J. Gazzola, and Z.
Janecki voting in opposition.
On motion by Councillor Y. Fernandes-
it was resolved:
"That the existing Line of Credit to The People's Car Cooperative Inc., operating as
Community CarShare (CarShare) be extended subject to the following terms and
conditions:
• That the credit limit be maintained at$30,000;
• That the term of the line of credit be for five years (expires April 30, 2019);
• That the interest rate on the Line of Credit be set at the average interest rate of
the City's long term investment portfolio to be adjusted yearly; and,
• That CarShare provide yearly audited statements to the City; and further,
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3. FCS-14-053 -CARSHARE LINE OF CREDIT(CONT'D)
That the Mayor and Clerk be authorized to execute an agreement with The People's Car
Cooperative Inc., subject to the satisfaction of the City Solicitor, as outlined in Finance and
Corporate Services Department report FCS-14-053."
4. CAO-14-019 - DOWNTOWN ANNUAL REPORT-2013
The Committee considered Chief Administrator's Office report CAO-14-019, dated March 25,
2014 regarding the 2013 Downtown Annual Report. Mr. C. Bluhm presented the Report
highlighting the key initiatives and joint accomplishments of the City of Kitchener and
Downtown Kitchener BIA as well as the areas of focus for 2014.
On motion by Councillor D. Glenn-Graham-
it was resolved:
"That the 2013 Downtown Annual Report, entitled `The Start of Awesome...a look back
at Downtown Kitchener in 2013', as attached to Chief Administrator's Office report CAO-
14-019, be endorsed."
5. NEW BUSINESS -2013 CONSULTING COSTS
In accordance with the direction given at the March 31, 2014 Council meeting, Councillor Y.
Fernandes brought forward the following motion for consideration:
"That staff be directed to provide a report to a future Finance and Corporate Services
Committee meeting outlining the rationale for the 2013 Consulting costs between
$25,000. and $100,000. by vendor as well as further information on the costs
associated with items under $25,000. by vendor, which do not require the approval of
Kitchener City Council."
Councillor Y. Fernandes clarified the intent of her motion was to obtain a list of vendors whose
consultant services were under $25,000., as well as the purpose for consultant costs by
vendor, in the amount of$25,000. to $100,000.
Mayor C. Zehr suggested that the motion as printed be changed from `rationale' to `purpose' in
order to clarify the request being made of staff. He then inquired on the amount of time
required for staff to compile the information requested, advising that staff has delegated
authority within the Council approved budget for consultant services under $25,000. and
approves all expenditures between $25,000. and $100,000.
Mr. D. Chapman responded to questions advising that the impact for compiling a list of
consulting/professional services under$25,000. may take significant time due to the broad G/L
definition; however, the information for the services between $25,000. and $100,000. would
take less time. Councillor Singh suggested narrowing the parameters for consultant services
under $25,000. to between $5,000. and $25,000. to reduce the impact on staff time while still
obtaining the information Councillor Fernandes is requesting.
Councillor Fernandes then modified her motion to replace `rationale' with `purpose' for the
consulting costs between $25,000. and $100,000. by vendor, and define parameters for
information on the costs associated with items between $5,000. and $25,000. by vendor.
The following motion was then voted on and was Carried on a recorded vote with and
Councillors Y. Fernandes, S. Davey, J. Gazzola, Z. Janecki, F. Etherington, K. Galloway-
Sealock, P. Singh, and D. Glenn-Graham voting in favour; and, Mayor C. Zehr and Councillor
B. Ioannidis voting in opposition. Councillor B.Vrbanovic was absent this date.
On motion by Councillor Y. Fernandes-
it was resolved:
"That staff be directed to provide a report to a future Finance and Corporate Services
Committee meeting, outlining the purpose for the 2013 Consulting costs between
$25,000 and $100,000 by vendor, as well as further information on the costs associated
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5. NEW BUSINESS -2013 CONSULTING COSTS (CONT'D)
with items between $5,000 and $25,000 by vendor, which do not require the approval of
Kitchener City Council."
6. ADJOURNMENT
On motion, this meeting adjourned at 12:38 p.m.
D. Livingstone
Committee Administrator