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HomeMy WebLinkAboutFinance & Admin - 1992-09-14FAC\1992-09-14 FINANCE AND ADMINISTRATION COMMITTEE MINUTES SEPTEMBER 14, 1992 The Finance and Administration Committee met this date, commencing at 11:15 a.m., under the Chairmanship of Alderman C. Zehr with the following members present: Mayor D.V. Cardillo, Aldermen T. Galloway, G. Lorentz, J. Smola, M. Wagner, C. Weylie, J. Ziegler and B. Stortz. Others present: Aldermen M. Yantzi, G. Leadston, Messrs. R. Freeborn, J. Gazzola, F.S. Graham, J. Shivas, D. Suzuki, R.W. Pritchard, G. Sosnoski and Ms. L. MacDonald. 1. DELEGATIONS Mr. J. Moser, United Taxi, and Mr. W. Gallagher were registered as delegates this date concerning the Project Lift budget but did not attend. Mr. J. Smola appeared as an unregistered delegation on behalf of People Promoting Equal Treatment for Employment with regard to the recent hiring of City Fire Fighters. He explained that his purpose this date was not to interfere with the employment contracts offered to successful applicants, but to request expansion of the standby list. In this regard, he asked that applicants achieving the necessary percentages in the Fire Fighters tests be allowed to proceed to the physical fitness examination and subsequently to interviews for the standby list. He suggested that the testing be done by the Kitchener Fire Department and again expressed his concern that all people be treated equally in the hiring process. In response to a question from Alderman Ziegler, Mr. Freeborn advised that several hundred individuals would likely be involved should the request be implemented, but asked for the opportunity to accurately estimate the costs involved. He suggested that the Fire Department is not an appropriate agency to administer the physical fitness test since this responsibility was transferred to an Ontario university, in part to eliminate the perception of gender bias. He noted that additional expenditures of approximately $165.00 per applicant would be required, with a minimum of 200 individuals involved. Alderman Ziegler asked that Mr. Freeborn submit a report for consideration by Council at the September 21, 1992 meeting outlining the costs involved in implementing Mr. Smola's suggestion. He expressed the opinion that this initiative may improve public perception of the City's hiring process. In response to a question from Alderman Weylie, Mr. Freeborn indicated that the purpose of the standby list is to fill vacancies due to early or unexpected retirement and saves the City the time and expense of re-initiating the entire hiring process. He pointed out that the list is renewed on a year to year basis and at present contains 19 applicants. Alderman Weylie asked whether applicants who were unsuccessful in the last job competition would be willing to pay the cost of the physical fitness examination in the interest of being added to the standby list. Mr. Smola replied that he would not be personally interested in paying the cost, but is aware of one individual who already has. Alderman Weylie asked whether the request could be accommodated and Mr. Freeborn replied that the Doctor who conducts the testing would have to comment. He again reminded the Committee of the significant additional costs involved and pointed out that the City's reason for initially choosing 65 people for testing was to reduce the cost. Mr. Freeborn added that only 4 or 5 vacancies are anticipated in 1993 and that the probability of hiring any additional individuals on the standby list would be remote. Mr. Smola again stated that he would not be willing to pay the $165.00 cost involved and suggested that the cost could be reduced if a satisfactory physical fitness test could be administered by the Fire Department. Alderman Wagner expressed the opinion that were the City to act on Mr. Smola's suggestion only a small number of individuals would likely participate. Alderman Galloway suggested that were the City to consider reopening the waiting list it may be possible to test at the Fire Department as no female candidates would be involved and the perception of gender bias would not be an issue. Alderman Lorentz pointed out that any evaluation under a revised testing procedure would differ from the test used for the other 19 applicants and would therefore be inequitable. He asked Mr. Smola whether he felt an additional FINANCE AND ADMINISTRATION COMMITTEE MINUTES -61 - SEPTEMBER 14, 1992 1. DELEGATIONS (cont.) expenditure of $165.00 per person would be fiscally responsible. He also asked that Mr. Freeborn report to Council on the cost of employing City staff to conduct a physical fitness test at the Fire Department. Mr. Smola replied that in his estimation fair treatment is required now. Mayor Cardillo informed Mr. Smola that Council is already aware of his concerns and expressed dismay that he appears to have no faith in their ability to correct the situation. He stated that under the present circumstances he would not support any changes to the original standby list. Mr. Smola replied that he feels there are wrongs which have yet to be corrected and which could be addressed through his suggestion. Alderman Stortz asked Mr. Smola to clarify the inference that complaints against the City relative to the Human Rights Code would be dropped if additional testing for the standby list was undertaken. Mr. Smola replied that he could not see how these complaints could be substantiated if the standby list was reopened and advised that he would personally drop his own complaint under those circumstances. Alderman Stortz asked whether Mr. Smola speaks in this regard for other members of his organization. He replied that this is one of the organization's goals. Alderman Ziegler commented that the City is being given an opportunity to avoid Human Rights complaints, and with regard to costs savings may be the best alternative. Mrs. Kim Smola addressed the Committee and suggested that though a limited number of people may be interested in testing for the standby list, this would be a good opportunity for the City to be perceived as fair in its hiring practices. Alderman Lorentz again questioned whether this would be a prudent use of taxpayers money and suggested that anyone given the opportunity to test for the standby list would likely do so, if for no other reason than to accumulate data for their resume and subsequent job applications. Mr. Freeborn pointed out that the real issue at stake is whether or not the City has complied with the Human Rights Code. He advised that if the municipality has not complied it will be required to make the necessary changes to its hiring practices, if not it will be free to continue with the current practice should it choose to do so. He suggested that the process not be tampered with at this stage. Alderman Ziegler asked that Mr. Freeborn provide a report for the September 21, 1992 Council outlining the cost to the City of additional testing as well as any costs which may be incurred should the City be forced to act on any Human Rights complaints. Alderman Zehr suggested that the latter part of the request is inappropriate at this time. At the request of Alderman Zehr, Mr. J. Ross, who was in attendance this date, introduced himself. Alderman Zehr acknowledged receipt of a letter from Mr. Ross and indicated that Mr. McKay has also responded to Council. Mr. Ross clarified that the letter in question was brought to the City offices by himself and not Mr. Jake Smola. Alderman Zehr suggested that it is inappropriate to discuss the matter at this time due to the absence of Mr. McKay. He formally requested that additional information as to other complaints referred to by Mr. Ross in his original letter be made available and deposited with the City Clerk no later than 5:00 p.m. on September 15, 1992 in order to allow Council to address the issue. He suggested that it would be an injustice to submit the information referred to on a piecemeal basis. Mr. Ross responded that at least two issues are "grey areas" at this time and Alderman Zehr asked that at minimum Mr. Ross identify the issues so as to remove any further uncertainty. Mr. Smola clarified that his connection with Mr. Ross is through the latter approaching his organization with regard to the employment equity issue. The Finance and Administration Committee resolved itself into caucus to consider two items. Following consideration of the caucus items, the Committee re-adjourned to consider the balance of its agenda. 2. SANITARY SEWER STUDY - GRAND RIVER SOUTH FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 62 - SEPTEMBER 14, 1992 The Committee was in receipt of a report and recommendation from Mr. B. Liddle dated September 4, 1992. Mr. D. Suzuki appeared in support of the request to undertake the study and fund same through a budget transfer. On a motion by Mayor D.V. Cardillo - It was resolved: "That the Department of Public Works undertake a study of the sanitary sewer system to determine whether sufficient capacity exists to accommodate all or part of those lands in Grand River South presently recognized by the City for development on private sewage disposal systems, and further, That the sum of $60,000.00 be transferred from Index #861239 for this purpose." 3. DRAFT BY-LAW - REGULATION OF AMUSEMENT ARCADES The Committee was in receipt of a report from Mr. J. Wallace dated August 31, 1992 and a copy of the Draft By-law to amend By-law 87-218. The Committee's input was requested concerning an appropriate licence fee. Ms. L. MacDonald referred to the report and indicated that the Draft By-law would be put in Municipal Code format. On a motion by Alderman B. Stortz - It was resolved: "That the Draft By-law concerning the Regulation of Amusement Arcades as appended to the memorandum of Mr. J. Wallace dated August 31, 1992 be approved and presented to Council for enacting at the September 21, 1992 meeting, and further, That the above By-law be amended so as to indicate a nominal licensing fee of $1.00." 4. CITY OF KITCHENER WARD SYSTEM The Committee was in receipt of a report from Mr. R.W. Pritchard dated July 16, 1992 requesting direction as to whether the City should proceed to realign the Ward Boundaries prior to the next Municipal Election. Council was previously advised that a decision in this regard should be delayed until such time as the issue of elections for Regional Council has been addressed and Mr. Pritchard pointed out that no such action has been taken to date. He added that it is unlikely the Provincial government will take steps in this area before the next Municipal Election. A brief discussion took place as to the rationale for considering an adjustment to Ward Boundaries and it was noted that efforts would be duplicated in the event the City altered the boundaries and was later directed by the Province to change them again in response to any initiative involving the election of Regional Councillors. Alderman Leadston pointed out that the discrepancy in the population of different Wards was the main reason for discussing a possible realignment, and in this regard he expected a report which would outline alternate boundaries. Moved by Alderman B. Stortz - "That no action be taken at this time to change the City's Ward Boundaries prior to the next Municipal Election, and in this regard the City await any Provincial direction concerning direct election to Regional Council." 4. CITY OF KITCHENER WARD SYSTEM (cont.) FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 63 - SEPTEMBER 14, 1992 Alderman Zehr indicated that he would allow the two members of Council present this date who are not members of the Finance and Administration Committee to vote concerning this issue, in light of the fact that all members of Council were present. The motion by Alderman B. Stortz to take no action at this time to realign the Ward Boundaries was voted on and CARRIED. 5. REGION WIDE ARCHIVES STUDY The Committee was in receipt of a report and recommendations from Mr. G. Sosnoski dated August 6, 1992 in response to a feasibility study undertaken by the Waterloo Regional Heritage Foundation. Council was previously circulated with a copy of the study entitled "A Re,qional Archival System for Waterloo". Mr. Sosnoski referred to the recommendations in the report and outlined the attributes and advantages of Model C. It was also noted that the recommendations had been endorsed by Management Committee. On a motion by Alderman J. Ziegler- It was resolved: "That in response to the Feasibility Study of Ms. E. Bloomfield entitled "A Re,qional Archival System for Waterloo" Council indicate to the Waterloo Regional Heritage Foundation the City of Kitchener's preference for a variation of Model C involving a decentralized system of archival preservation and service, and, That the above is on the understanding that no expenditure commitments are being made at this time, and further, That by December 31, 1993, the Manager of Corporate Records/Assistant City Clerk shall develop a draft Corporate Archives Policy for review and approval by Management Committee and City Council. 6. REMUNERATION OF COUNCIL PAGE The Committee was in receipt of a report and recommendation from Mr. L.F. Parkhouse dated August 24, 1992 requesting a retroactive adjustment to the remuneration. Mr. Gazzola explained that this item was overlooked in the 1992 budget process. On a motion by Mayor D.V. Cardillo - It was resolved: "That, effective January 1, 1992, the remuneration for the Council Page shall be increased from $57.75 per meeting to $58.75 per meeting, and further, That, effective January 1, 1993, this rate shall be further increased to $60.00 per meeting." 7. COUNCIL PROCEDURAL BY-LAW The Committee was in receipt of a report and recommendation from Mr. R.W. Pritchard dated August 6, 1992 recommending an amendment to the present By-law. Alderman Ziegler volunteered to represent Council on the Revising Committee. On a motion by Alderman J. Ziegler- It was resolved: "That a Committee consisting of Alderman J. Ziegler, one Solicitor from the Legal Department, R.W. Pritchard, Commissioner of General Services and City Clerk and L.F. Parkhouse, Deputy City Clerk, be formed to review and recommend a new Council Procedural By-law to the Finance and Administration Committee by March 31, 1993." FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 64 - SEPTEMBER 14, 1992 8. COMPUTER EQUIPMENT ACQUISITION - CENTRE IN THE SQUARE The Committee was in receipt of a report from Mr. J. Gazzola dated September 11, 1992 recommending that the line of credit for the Centre in The Square be extended and an adjustment made to the interest rate. Mr. Gazzola emphasized that the recommendation deals with an extension of credit only and not the specifics of acquisition. On a motion by Mayor D.V. Cardillo - It was resolved: "That the Centre in the Square be given a line of credit up to $200,000 for the acquisition of additional computer equipment, and furthermore, that existing and future loans of this nature be charged interest on a floating monthly rate of 1% greater than the Prime rate." 9. POLITICAL PARTIES AND LOCAL ELECTIONS The Committee was in receipt of a letter from Alderman T. Galloway dated September 9, 1992 recommending the adoption of a motion to exclude various aspects of party politics from local elections. On a motion by Alderman T. Galloway - It was resolved: "WHEREAS Municipal Affairs Minister, The Honourable Dave Cooke has written a letter dated June 8, 1992 to political party Presidents asking for their opinion 'concerning the recognition of multi-candidate campaigning, fundraising and coalitions of candidates, including party candidates at the local level' and, WHEREAS Municipal Government would be poorly served by party politics, THEREFORE BE IT RESOLVED that the Council of the City of Kitchener is opposed to this concept and the City Clerk will correspond with the Honourable Minister in this regard." Alderman Wagner asked that the minutes reflect that the above motion was carried unanimously. 10. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, October 5, 1992. 11. ADJOURNMENT On motion, the meeting adjourned at 1:00 p.m. G. Sosnoski Assistant City Clerk