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HomeMy WebLinkAboutFinance & Corp - 2004-02-16FINANCE & CORPORATE SERVICES COMMITTEE MINUTES FEBRUARY 16~ 2004 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 3:10 p.m. Present: Vice-Chair - Councillor M. Galloway Mayor C. Zehr and Councillors J. Smola, G. Lorentz, J. Gazzola and C. Weylie. Staff: G. Sosnoski, Acting Chief Administrative Officer and General Manager of Corporate Services & City Clerk P. Houston, General Manager of Financial Services & City Treasurer F. Pizzuto, General Manager of Downtown Development & Community Services G. Stewart, General Manager of Development & Technical Services C. Ladd, General Manager of Strategic Services J. Sheryer, Assistant City Solicitor G. Borovilos, Director of Economic Development D. Paterson, Director of Human Resources B. Wagner, Executive Assistant - Strategic Services T. Turner, Employment Services Specialist J. Billett, Committee Administrator CRPS-04-024 - DECLARATION OF SURPLUS LAND - PORTION OF MOTZ PARK AT CORNER OF WABANAKI DRIVE AND FAIRWAY ROAD; AND, - ACCEPTANCE OF OFFER TO PURCHASE FROM KITCHENER- WILMOT HYDRO The Committee was in receipt of Corporate Services Department report CRPS-04-024 (L. MacDonald) dated February 11, 2004 recommending that a portion of Motz Park be declared surplus land and that an offer to purchase the land by Kitchener-Wilmot Hydro Inc. be accepted. Councillor J. Gazzola suggested that proceeds received from the sale of the land should not be divided between the Park Trust Fund and the Asset Management Reserve Account, and instead all should go to the Park Trust Fund. Ms. P. Houston advised that it was deemed appropriate to allocate a portion of the sale proceeds to the Asset Management Reserve Account as part of the mandate of the Asset Management Group is to pro-actively review City- owned land to determine that which can be declared surplus and potentially sold to provide additional revenues to the City. It was noted that the recommendation from this Committee will be considered at the Special Council meeting to be held later this date. On motion by Councillor G. Lorentz - it was resolved: "That a portion of Motz Park, located at the southeast corner of Fairway Road and Wabanaki Drive, described as part of Lots 10 and 12, Municipal Compiled Plan 961, Part of Lots 4 and 5, Municipal Compiled Plan 962, and Part of Lot 3, Registrar's Compiled Plan 1524, in the City of Kitchener, be declared surplus to the City's needs; and further, That the City accepts an offer from Kitchener-Wilmot Hydro Inc., in a form and content satisfactory to the City Solicitor, to purchase a portion of Motz Park located at the southeast corner of Wabanaki Drive and Fairway Road in Kitchener, at an appraised value of $800,000." 2. PRESENTATION-CANADA'S TECHNOLOGY TRIANGLE The Committee was in receipt of an information package prepared by Canada's Technology Triangle (CTT) outlining 2003 activities and key initiatives of the organization, including a 2004 Business Plan. CTT is known as a not-for-profit public-private partnership marketing the Waterloo Region and Cities of Cambridge, Kitchener and Waterloo as a leading location in the world for investments and seeks to attract, and keep, the most innovative businesses, entrepreneurs and talent to the area. The Committee also received this date a copy of a publication entitled '2004 Waterloo Region Tech Directory', prepared by Silicon Valley North in FINANCE & CORPORATE SERVICES COMMITTEE MINUTES FEBRUARY 16, 2004 - 24 - CITY OF KITCHENER 2. PRESENTATION - CANADA'S TECHNOLOGY TRIANGLE (CONT'D) partnership with CTT and Communitech Technology Association, which provides a comprehensive source of information regarding the area's technology sector. Messrs. John Tennant, Chief Executive Officer and Tom Ryan, Marketing Co-ordinator, CTT, attended to present highlights of the organization's 2003 activities and an overview of the 2004 Business Plan. Mr. Tennant commented that the economic strength of the area lies in its rich diversity, geographical location and concentration of educational institutions and technology, skills based employment sectors. He advised that while CTT is not asking for funding in 2004, challenges lay ahead to remain competitive and sustain efforts of the organization. He stressed the importance of strength in partnerships to provide a common messaging approach to effectively market the area. Mr. Tennant responded to a number of questions concerning financial statements of the organization, absence of funding by area Townships, consideration of full funding by the Region of Waterloo and opportunities for funding from senior levels of government and the private sector. He further commented on future plans to facilitate growth in the area, including establishment of a partnership between the Cities of Waterloo and Guelph to develop a business plan for biotechnology related businesses. Mayor C. Zehr advised that the City of Guelph has indicated a renewed interest in partnering with CTT and also clarified that full funding by the Region, while discussed, was not pursued as the 3 municipalities chose to retain direct involvement with CTT. SSD-04-004 - BUSINESS & EDUCATION PARTNERSHIP OF WATERLOO REGION - 2004 GRANT FUNDING REQUEST The Committee was in receipt of Strategic Services Department report SSD-04-004 (D. Paterson) dated February 10, 2004, concerning a grant request by the Business and Education Partnership of Waterloo Region (BEP), which facilitates partnerships and implements programs to assist students with transition from school to career by enhancing employability and life skills; identifying and pursuing their oersonal and career goals; and promoting a life long learning. Ms. Christine Dwyer, Executive Director, BEP, attended ~n support of the organization's request for a $5,000. grant, commenting that out of 4,000 student participants who benefited from the 2003 program, 2,017 were Kitchener students. Highlights of the organization's activities included: on-line registration; Youth Conference Job Fair; a Business Visitation Program in partnership with the 2 local School Boards; and establishment of a new partnership with the Kitchener Public Library to develop a careers / educational workshop for parents. Ms. Dwyer stated that the organization is seeking financial support from the City of Kitchener as one of the largest employers in the area. In response to questions, she provided an outline of the organization's financial contributors and commented on the potential to partner with other large corporations such as Toyota. Councillor J. Gazzola remarked that the program is geared toward education and should be funded by the educational system and Ms. Dwyer responded that the program is designed to train an emerging workforce from which corporations like the City will benefit. On motion by Mayor C. Zehr - it was resolved: "That the request of the Business & Education Partnership for a grant in the amount of $5,000. be referred to the review of the annual operating grant portion of the Operating Budget for 2004." 4. SSD-04-005 - EMPLOYEE SUGGESTION PROGRAM The Committee was in receipt of Strategic Services Department information report SSD-04- 005 (C. Ladd) dated February 10, 2004, outlining details of the first year of activity of the Employee Suggestion Program (ESP). It was noted in the report that the ESP was designed to increase employee involvement and interest in improving the corporate environment and operation, and is in keeping with the Corporate initiative to promote pride in the workplace. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES FEBRUARY 16, 2004 - 25 - CITY OF KITCHENER 4. SSD-04-005 - EMPLOYEE SUGGESTION PROGRAM (CONT'D) Ms. C. Ladd advised that the program commenced with a "Suggestion Month" in February 2003 resulting in a total of 655 suggestions received from 828 employees out of 996. She advised that a wide range of suggestions were received, noting an implementation rate of 68.8% from a target of 70%. She concluded that existing suggestions will continue to be reviewed for implementation throughout 2004 and a new ESP is under development for 2005. Ms. Ladd responded to a number of questions, during which it was noted that costing for the ESP was under $2,000. and approximately 25-30% of the 68.8% of suggestions targeted have been implemented to date. She also commented on employee reaction to the program advising that the manner in which the program has been conducted has allayed initial skepticism and keen interest is evident, in that, suggestions have continued to be submitted after the formal campaign ended. Ms. Ladd concluded that the success of the program will be measured by implementation of suggestions and a full report, including resulting financial savings, will be presented at the end of 2004. SSD-03-040 - AMENDMENT TO COUNCIL POLICY 11-240 (RECOGNITION PROGRAM) - RECOGNITION OF EMPLOYEES WITH 15 YEARS SERVICE The Committee was in receipt of Strategic Services Department report SSD-03-040 (C. Ladd) dated January 7, 2004, concerning employee recognition initiatives put forward by the Employee Advisory Committee (EAC) regarding long service pins and the annual Employee Recognition Dinner. Ms. Ladd advised that EAC is recommending that all long service pins, including those above 15 years, be presented within one month of the recipient's anniversary date to formalize the process and provide consistent recognition. The presentation is proposed to be in the form of a departmental venue to provide recognition for recipients among their peers. EAC is also recommending that the annual Employee Recognition Dinner be revised to include 15 years of service and above. Ms. Ladd pointed out that 15 years service is now considered long term given demographics of the workforce have changed towards shorter terms of employment with one employer. She advised that costs regarding the annual dinner will increase by approximately $16,600. with respect to a period of catch-up to include employees with 15 to19 years service (inclusive) in 2004, and these costs will be reflected in the budget for the 2005 annual dinner. She also advised that post 2005, annual costs to accommodate 15 years service employees will decrease to approximately $5,000. In response to questions, Ms. Ladd clarified that only the program change will be implemented in 2004, with 15 to 19 years service employees to be recognized at the 2005 dinner. Accordingly, no financial impact will be realized in 2004. In addition, she advised that with respect to presentation of long service pins, input from employees indicated a preference for a departmental venue with recognition by peers as opposed to a public forum and presentation by Council. She stated, however, that it is intended to leave both options open to the choice of the individual recipient. On motion by Councillor C. Weylie - it was resolved: "That the annual Employee Recognition Dinner be extended to include employees with 15 years of service; and further, That Council Policy Resolution 11-240 (Human Resources - Recognition Program) be revised, as attached to Strategic Services Department report SSD-03-040, to include this change and any other necessary revisions to implement new approaches to incorporate recognition as outlined in report SSD-03-040." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES FEBRUARY 16, 2004 - 26 - CITY OF KITCHENER SSD-03-041 - CORPORATE EMPLOYEE DEVELOPMENT PROGRAM - BUDGET REQUEST The Committee was in receipt of Strategic Services Department report SSD-03-041 (T. Turner) dated January 13, 2004, concerning establishment of a Corporate Employee Development Program (CEDP). Ms. T. Turner attended to provide an overview of the proposed CEDP, designed to enhance employee development in areas of recognition, recruitment and measure results of Corporate employee development initiatives. Highlights of the presentation included: · details of a Corporate Recognition Program including: an employee newsletter; praise and recognition training program for senior staff; Bravo Card Program (recognition by peers); The Great Performer Awards Program (nominations for an award based on specified criteria); and a Coin Program ('on the spot' recognition given by senior staff); · an overview of psychological profile testing designed to enhance recruitment to ensure hiring and promotion of the best candidates possible; · purpose of a Corporate Employee Survey to benchmark current corporate culture and measure success of 2003 initiatives; measure results of other Human Resources / Corporate initiatives; and identification of issues, values and principles important to the Corporation. Ms. Turner advised that a capital investment is required to fund the CEDP and initially staff proposed to request $115,000. per year, for a period of 3 years. She pointed out, however, that additional consultation respecting costs to conduct a Corporate Employee Survey has since taken place and staff wish to increase the amount by $10,000. per year in each of the 3 years. Members of the Committee were generally supportive of the initiative, however, directed that staff provide further detail for consideration during review of the 2004 Capital Budget regarding the breakdown of costing for the CEDP and demonstrate, where possible, how the program will reduce costs and achieve savings elsewhere. On motion by Councillor J. Smola - it was resolved: "That the proposed Corporate Employee Development Program (CEDP), requiring a new capital expenditure of $125,000. per annum, be approved, in principle and be referred to the 2004 Capital Budget process; and further, That in consideration of this matter during review of the 2004 Capital Budget, staff provide further detail regarding the breakdown of costing for the CEDP and demonstrate, where possible, how the program will reduce costs and achieve savings elsewhere." SSD-04-002 - BUSINESS ENTERPRISE CENTRE - UPDATE AND REQUEST FOR ADDITIONAL FUNDING IN 2004 The Committee agreed to a request of staff to defer this matter to the March 1,2004 Finance and Corporate Services Committee meeting. ADJOURNMENT On motion, the meeting adjourned at 4:55 p.m. Janet Billett, AMCT Committee Administrator