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HomeMy WebLinkAbout2015-03-30 FINANCE AND CORPORATE SERVICES COMMITTEE MARCH 30. 2015 CITY OF KITCHENER The Finance and Corporate Services Committee met this date commencing at 9:33 a.m. Present: Councillor S. Davey-Chair Mayor B. Vrbanovic and Councillors F. Etherington, Y. Fernandes, K. Galloway- Sealock, J. Gazzola, B. loannidis, Z. Janecki, S. Marsh, D. Schnider and P. Singh. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance &Corporate Services M. May, Deputy CAO, Community Services D. Tyagi, Deputy CAO, Infrastructure Services R. Regier, Executive Director, Economic Development J. Miller, Executive Director, Office of CAO C. Tarling, Director, Legislated Services &City Clerk C. Goodeve, Manager, Council Committee Services, Deputy Clerk S. Di Donato, Manager,Arts&Culture D. Saunderson, Committee Administrator 1. FCS-15-038 - UNCOLLECTABLE UTILITY ACCOUNTS WRITE-OFF The Committee considered Finance and Corporate Services Department report FCS-15-038, dated March 3, 2015 recommending that the uncollectable Utility accounts be written off and forwarded to an outside collection agency for third party collection efforts. On motion by Councillor Y. Fernandes- it was resolved: "That uncollectable Utility Accounts amounting to $50,203 be written off against the Allowance for Doubtful Utility Receivables, as outlined in Finance and Corporate Services Department report FCS-15-038." 2. FCS-15-039 - UNCOLLECTABLE MISCELLANEOUS RECEIVABLE ACCOUNTS WRITE-OFF The Committee considered Finance and Corporate Services Department report FCS-15-039, dated March 3, 2015 recommending that the uncollectable Miscellaneous Receivable accounts be written off and forwarded to an outside collection agency for third party collection efforts. On motion by Councillor Y. Fernandes- it was resolved: "That uncollectable Miscellaneous Receivable Accounts amounting to $10,051 be written off against the Allowance for Doubtful Receivables, as outlined in Finance and Corporate Services Department report FCS-15-039." 3. CAO-15-014 - CTT FOREIGN MULTI-NATIONAL GERMAN/DUTCH MISSION The Committee considered Chief Administrator's Office report CAO-15-014, dated March 10, 2015 recommending approval for the participation of Brian Bennett, Manager of Business Development, Economic Development, at the Canada's Technology Triangle (CTT) Foreign Multi-National Aftercare German and Dutch Mission being held in Germany and the Netherlands in April 2015. Messrs. J. Willmer and R. Regier were in attendance to respond to questions from the Committee. Councillors S. Marsh and P. Singh entered the meeting at this time. In response to questions, Mr. Regier agreed to follow up with Council as soon as possible, on the benefits and accomplishments of the Foreign Multi-National Mission. Mayor B.Vrbanovic noted that he would also provide an update on the accomplishments of the Mission. He indicated that it was his intention to bring forward a motion at a later date to make it a requirement for a report to be provided following any Foreign Multi-National mission. FINANCE AND CORPORATE SERVICES COMMITTEE MARCH 30. 2015 -43 - CITY OF KITCHENER 3. CAO-15-014 - CTT FOREIGN MULTI-NATIONAL GERMAN/DUTCH MISSION (CONT'D) On motion by Councillor Y. Fernandes- it was resolved: "That in accordance with Council Policy II-35 (Conference, Seminar and Meeting Attendance and Expenses), participation of Brian Bennett, Manager Business Development, Economic Development, in the Canada's Technology Triangle (CTT) Foreign Multi-National Aftercare German and Dutch Mission being held in Germany and the Netherlands, April 2015, be approved, as outlined in Chief Administrator's Office report CAO-15-014." 4. CAO-15-007 - CENTRE IN THE SQUARE CITY MANDATE The Committee considered Chief Administrator's Office report CAO-15-007, dated March 10, 2015 regarding the two City mandate options for the Centre in the Square (CITS) and the commencement of a 12 month action plan. On motion by Councillor J. Gazzola— It was resolved: "That pursuant to Section 25.5.4.6 of Chapter 25 of the Municipal Code (Council Procedure), that the delegations from the Centre in the Square and the Kitchener- Waterloo Symphony be permitted to address the Committee this date for 10 minutes." Ms. Adele Dobkowski and Mr. Richard Mortimer, ArtsBuild Ontario, presented a summary of the two proposed mandate options for consideration. Mr. Mortimer advised that mandate Option `A' is focused more toward a commercial operational model, with an aim of maximizing profits; and, Option `B' is directed more toward community development, with an aim of maximizing the Centre's involvement in the local arts and culture community. He stated that both Options assume the continued presence of the Kitchener-Waterloo Art Gallery and the Kitchener-Waterloo Symphony Orchestra. He indicated that in terms of the Kitchener-Waterloo Symphony and their occupancy, it may be more challenging for their operations within Option A', as the mandate is more commercially focused. He stated that regardless of which option is selected it would still require the CITS and the Kitchener-Waterloo Symphony Orchestra to operate in a fiscally responsible manner. Ms. Dobkowski cautioned that once the mandate is determined, the City's role should be to provide high-level guidance to the Board and operate at arms-length, rather than specific direction, with respect to operational issues and decision- making. Mr. Andrew Bennett, Executive Director, and Ms. Catherine Copp, Board Chair, Kitchener Waterloo Symphony, addressed the Committee in support of a renewed CITS mandate. Ms. Copp advised that they have an evolving relationship with CITS and with some additional collaboration, they are confident that a compromise can be achieved regarding the upcoming calendar and rental rates. She further advised that through a renewed mandate, her goal is to see a successful partnership between the CITS and the Symphony that is sustainable for both organizations. Mr. Edwin Outwater, Music Director, was also in attendance this date to respond to questions from the Committee. Mr. Bruce Gordon, Board Chair, and Ms. Sandra Bender, Chief Executive Officer, CITS, presented an overview of CITS's current operational structure, noting in their opinion that both the mandate Options present possible financial ramifications for the Centre. Mr. Gordon advised that although CITS will abide by whichever mandate is deemed as being more appropriate for the long term vision of the venue, the two Options do not, in their opinion, reflect the interest of the broad stakeholder group and audience of the Centre. He stated that the Centre is proposing a third mandate Option as follows: "CITS seeks to engage and develop arts audiences through actively presenting, co-presenting and/or partnering to bring diversity of modern, popular and intelligent cultural content to the Region." He further advised that they are requesting 60 to 75 days to undertake short-term next steps including reviewing the calendar schedule and the financial implications for the various calendar options, which they would report back with on June 15, 2015. FINANCE AND CORPORATE SERVICES COMMITTEE MARCH 30. 2015 -44- CITY OF KITCHENER 4. CAO-15-007 - CENTRE IN THE SQUARE CITY MANDATE (CONT'D) Ms. Shirley Madill, Executive Director, Kitchener-Waterloo Art Gallery, was also in attendance this date to respond to questions from the Committee. The Committee then recessed briefly 11:26 a.m. and reconvened at 11:39 a.m. chaired by Councillor S. Davey,with all members present. In response to questions, Mr. D. Chapman advised that the estimates within Report CAO-15- 007 for mandate Options `A' and `B' are to be considered high-level. He noted that once an agreement is reached between the CITS and the K-W Symphony, any budget impacts will be addressed through the 2016 budget process. A motion was brought forward by Mayor B. Vrbanovic to approve mandate Option `B' prepared by ArtsBuild Ontario, as outlined in Report CAO-15-007, subject to an agreement between CITS and the Kitchener-Waterloo Symphony regarding the 2016/2017 and 2017/2018 calendar seasons; and, a documented risk analysis of the agreement, including financial and non- financial impacts and the steps to be taken to proactively maximize chances of success, and for staff to be directed to provide a report on the above noted agreement/ risk analysis, to the June 15, 2015 Finance and Corporate Services Committee meeting,with final consideration at the June 29, 2015 Council meeting. Councillor P. Singh brought forward an amendment to Mayor Vrbanovic's motion to include a pre-qualifying operational budget allocation of $250,000., which should be used when undertaking the required financial analysis. A motion was brought forward by Councillor J. Gazzola to amend Councillor Singh's amendment to increase the pre-qualifying amount from $250,000. to $350,000. Councillor J. Gazzola's amendment was then voted on and was Carried by a recorded vote with Councillors J. Gazzola,Y. Fernandes, Z. Janecki, D. Schnider, S. Davey, S. Marsh and F. Etherington voting in favour; and, Mayor B. Vrbanovic and Councillors B. Ioannidis, K. Galloway-Sealock and P. Singh voting in opposition. The following motion was then voted and was Carried by a recorded vote with Mayor B. Vrbanovic and Councillors J. Gazzola, Z. Janecki, D. Schnider, B. Ioannidis, K. Galloway- Sealock, S. Marsh and F. Etherington voting in favour; and, Councillors P. Singh, S. Davey and Y. Fernandes voting in opposition. On motion by Mayor B.Vrbanovic- it was resolved: "That Option B of the City mandate for Centre in the Square, prepared by ArtsBuild Ontario, as outlined in Chief Administrator's Office report CAO-15-007, be approved, in principle, subject to the following: • An executed agreement between the Centre in the Square and the Kitchener- Waterloo Symphony concerning a schedule of performances and theatre rental rates for, minimally the 2016/2017 and 2017/2018 calendar seasons; and, • A documented risk analysis of the agreement, identifying and assessing the various risks, financial and non-financial, the steps to be taken to minimize those risks and ameliorate them should they occur, and the steps that will be taken to proactively maximize chances of success; and, • The involvement of City staff in the process of negotiations and to review / corroborate the accompanying risk analysis; and, • That the pre-qualifying amount that will be used to as a parameter for the discussions is$350,000; and, FINANCE AND CORPORATE SERVICES COMMITTEE MARCH 30. 2015 -45- CITY OF KITCHENER 4. CAO-15-007 - CENTRE IN THE SQUARE CITY MANDATE (CONT'D) That staff be directed to provide a report on the above noted agreement/ risk analysis, to the June 15, 2015 Finance and Corporate Services Committee meeting, with final consideration at the June 29, 2015 Council; and further, That City staff be directed to commence the 12 month action plan, as outlined in Report CAO-15-007." 5. FCS-15-006 - 2014 ELECTION DEBRIEF The Committee considered Finance and Corporate Services Department report FCS-15-006, dated March 18, 2015 regarding a debrief for the 2014 Municipal Election held on October 27, 2014. Ms. C. Tarling was in attendance. Mr. H. Drewitz addressed the Committee in support of the recommendation outlined in the staff report, noting the report was a comprehensive and thorough review of the Election process. He offered three additional suggestions for staffs consideration, including: providing "Get out to Vote" (GOTV) information for candidates and their scrutineers; provide information on the number of votes cast at each location for every hour the polls are open; and, amending the voter card envelope to include a notation on the outside that states important election materials are contained within. It was noted that due to the time constraints the remainder of the discussion regarding this item should be deferred to a future Committee meeting. On motion by Mayor B.Vrbanovic- it was resolved: `That consideration of the following recommendation be deferred to the May 4, 2015 Finance and Corporate Services Committee meeting: "That City staff be directed to participate in upcoming advocacy initiatives and consultations at the Province of Ontario level with respect to the Municipal Elections Act and in particular those relating to potential improvements to municipal Voters' Lists, as outlined in Finance and Corporate Services Department report FCS-15-006."' 6. ADJOURNMENT On motion, this meeting adjourned at 1:47 p.m. D. Saunderson Committee Administrator