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HomeMy WebLinkAboutFinance & Admin - 1992-10-05FAC\1992-10-05 FINANCE AND ADMINISTRATION COMMITTEE MINUTES OCTOBER 5, 1992 The Finance and Administration Committee met this date, commencing at 11:10 a.m., under the Chairmanship of Alderman C. Zehr with the following members present: Mayor D.V. Cardillo, Aldermen B. Stortz, T. Galloway, G. Lorentz, J. Smola, M. Wagner, C. Weylie and J. Ziegler. Others present: Alderman G. Leadston, Alderman M. Yantzi, Messrs. T. McKay, R. Freeborn, J. Wallace, F.S. Graham, L. Ryan, O. den Ouden, W. Beck, J. Hancock, H. Hoist, E. Kovacs, G. Good, G. Sosnoski, Ms. C. Livingston and Mrs. J. Koppeser. 1. PLEDGE REQUEST - CONESTOGA COLLEGE CAMPAIGN Council was previously in receipt of an information package from the College outlining the purpose of the Campaign and including a letter from Mr. J. Beingessner and Mr. George Egoff dated October 1, 1992 requesting that the City consider a pledge in the amount of $1,250,000.00. It was suggested that the pledge be payable in instalments of $100,000.00 in each of the years 1993 and 1994 and $350,000.00 in each of the years 1995, 1996 and 1997. Dr. John Tibbits, President, Conestoga College, Mr. J. Beingessner, Government Chairperson, and Ms. Joan Newbury, appeared in support of the request. Dr. Tibbits explained the role of the College in the community and referred to the number of students and the placement rate. Mr. Beingessner elaborated on the impact the College has on the community and pointed out that at present grants in lieu of taxes and utility payments totalling $500,000.00 per year are made to the City by the College. He explained the $11,000,000.00 expansion program, noting that Federal and Provincial contributions total $6,400,000.00 with the balance to be raised from the community through the Capital Campaign. Mr. Beingessner asked that the City consider $1,250,000.00 contribution distributed over a 5 year period. Dr. Tibbits outlined initiatives taken to reduce costs and improve the quality of programs and indicated that Conestoga has one of the lowest rates of overhead in the College system. The Committee reviewed a video/slide presentation prepared by students as an introduction to the College and the proposed projects. Dr. Tibbits also indicated that a detailed site plan is available for inspection. Alderman G. Leadston entered the meeting at this time. In response to a question from Alderman G. Lorentz, Dr. Tibbits explained that the Campaign Committee will also approach the City of Waterloo, and possibly the Region. It was also noted that the funds from the $4,500,000.00 Community Campaign would be used exclusively at the Doon Campus. Alderman Galloway briefly referred to neighbourhood concerns regarding traffic volumes on Homer Watson Blvd. and Conestoga Drive. Dr. Tibbits replied that the improvements planned to the Doon Campus would only generate an additional 100 cars per day, which would not create a significant problem. Alderman Stortz inquired as to the rationale for the amount of the City contribution and Mr. Beingessner replied that the figure is based on the size of the community, and the suggested instalments are intended to diminish the impact on City budgets in any one year. He noted that the College is prepared to fund the balance in the interim through bridge financing. Mr. Beingessner also noted that they are willing to accommodate revised terms of payment. Mayor D.V. Cardillo inquired as to the relationship between the College's recreational facility and other City owned facilities and Dr. Tibbits replied that the City has made use of the facilities over the past number of years. Mr. F.S. Graham clarified that Kitchener was instrumental in obtaining Provincial grants to construct the facility and subsequently entered into a 10 year use agreement. He noted that at present there is little City use of the recreation complex, however, the municipality would be interested in investigating a more extensive use agreement. Alderman G. Lorentz asked whether other municipalities made use of the recreational complex and Dr. Tibbits agreed to make inquiries and report. 1. PLEDGE REQUEST - CONESTOGA COLLEGE CAMPAIGN (cont.) FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 66 - OCTOBER 5, 1992 Moved by Alderman B. Stortz - "That the request of Conestoga College for a pledge from the City in the amount of $1,250,000.00 as a contribution toward the Conestoga College Campaign, as outlined in a letter from Messrs. J. Beingessner and G. Egoff dated October 1, 1992, be referred to the 1993 budget process for consideration." Alderman Stortz suggested that other funding scenarios be examined. Alderman Wagner asked for information as to the impact the proposed College expansion would have on the City's staff training program. He also asked whether the City had in the past made financial contributions to the education system, noting that this would appear to contradict past spending practices. Mr. Beingessner has pointed out that the City did contribute land for the initial construction of the Doon Campus. Mr. McKay indicated that staff could examine the relationship between the City's training program and the College but cautioned against associating these two items. The motion by Alderman B. Stortz to refer the request of Conestoga College to the 1993 budget process was voted on and CARRIED. Alderman M. Yantzi entered the meeting at this time. 2. BUILDING PERMIT/DEVELOPMENT CHARGES - 120 ANN STREET Mr. Darko Vranich registered as a delegation on behalf of Mark Sandal but was not in attendance. In his absence, Ms. C. Livingston explained that Mr. Sandal is requesting an extension of the building permit, which is still valid, however, there is also an impact on the Development Charge By-law. She explained that since construction has commenced within the stipulated six month period development charges are now owing and the owners are requesting that this provision of the Development Charge By-law be waived. It was also noted that Mr. Sandal had verbally amended his request to indicate a six month extension of the building permit. It was generally agreed that consideration of this item would be referred to the October 13, 1992 meeting of Council. In addition, the Clerk was asked to contact Mr. Vranich and advise him of the meeting date. 3. 1993 CAPITAL BUDGET - CASHLESS FARE COLLECTION SYSTEM The Committee was in receipt of a report from Mr. W. Beck recommending that this item be placed in the 1993 Transit Division Capital Budget. Mr. Beck explained that the proposal compliments the existing system, and was removed from last year's Capital Budget. In response to a question from Alderman Ziegler, Mr. Beck explained how the system operates, noting that a one time purchase of a card is required, with subsequent amounts credited to the card through banks or City facilities. On a motion by Alderman C. Weylie - It was resolved: "That subject to the provision of capital funding from the Ministry of Transportation, $570,000.00 be added to the Transit Division's 1993 Capital Budget for the acquisition of a Cashless Fare System." 4. ADDITIONS TO THE TAX COLLECTOR'S ROLL The Committee was in receipt of a report from Mr. O. den Ouden dated September 14, 1992 in response to a Committee request of August 10, 1992. Alderman Galloway acknowledged the concerns expressed in the report, but notwithstanding these expressed the opinion that a procedure should be developed for the expedient release of arrears information where the applicant has demonstrated a financial interest in the property. Mr. 4. ADDITIONS TO THE TAX COLLECTOR'S ROLL (cont.) den Ouden replied that a procedure could be developed in response to written requests and subject to the payment of an appropriate fee. FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 67 - OCTOBER 5, 1992 Alderman Zehr asked that Mr. den Ouden proceed in accordance with the direction provided by the Committee this date. 5. APPROVAL OF VEHICLE REPAIRS - FIRE DEPARTMENT The Committee was in receipt of a report from Fire Chief J. Hancock dated September 28, 1992 concerning work to two aerial ladder trucks. Chief Hancock explained that unexpected deficiencies were discovered when the Fire Services Reference Standard NFPA 1914 was applied to vehicle testing. He asked for approval to tender the inspection and repair work outlined in his report as well as approval for the overexpenditure of an existing account. Mr. McKay clarified that there is no funding at present and it is likely this item will have to be a first charge to the 1993 Capital Budget. On a motion by Alderman M. Wagner- It was resolved: "That Council approve an overexpenditure in the Fire Department 1992 Capital Budget (General Provision for Maintenance and Upgrade) of approximately $160,000.00 for the inspection and repair of aerial ladder trucks as outlined in the memorandum of Fire Chief J. Hancock dated September 28, 1992, and further, That the Department report to Council in this regard via the tendering process." Alderman Lorentz inquired whether the vehicles in question pose a safety hazard and should be removed from the road. Chief Hancock answered in the negative indicating that steps have been taken to assure their day to day safety. 6. UTILITY MANAGEMENT/TAX ADMINISTRATION SYSTEM The Committee was in receipt of the report of the Selection Committee authored by Mr. E. Kovacs and dated October 1, 1992 requesting approval to award the system development contract. Mr. Kovacs referred to the report and indicated that the Committee was in attendance this date to answer any questions. On a motion by Mayor D.V. Cardillo - It was resolved: "That subject to the negotiating of satisfactory terms and conditions, Sierra Consultants Inc. be awarded the contract to develop a new Utility Management System and a new Tax Administration System at a cost of $1,500,000.00." 7. STREET VENDOR LICENCES The Committee was advised that consideration of this issue, including the number of licences and proposed locations, was previously referred by Council to the meeting of this date. Alderman Yantzi inquired as to whether the vendors had been notified and Mrs. Koppeser indicated that notification was provided when the licences were last renewed. Alderman Yantzi suggested that they should be further notified and invited to participate in discussion at the Committee level. He also asked that when notice is given the vendors be advised that the City is proposing to enact a by-law similar to the existing by-law. It was generally agreed that this item would be included on the October 19, 1992 agenda and be accompanied by a staff report, with all affected vendors being notified, including those on the waiting list. 8. APPOINTMENT; K-W HOSPITAL COMMISSION FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 68 - OCTOBER 5, 1992 The Committee was advised that the Hospital Commission has applied to the Provincial government for legislation affecting local representation and that the application is now before the House and is expected to receive final approval within months. It was noted that the present representative's term expires in November and at the request of Mr. Al Collins, President and Chief Executive Officer, Council has been asked to extend the incumbent's term until the new legislation is passed. On a motion by Alderman G. Lorentz - It was resolved: "That Council extend the term of Mr. Peter Bridgewater, Kitchener's representative on the K-W Hospital Commission, until such time as Provincial legislation is enacted relative to changes in local representation on the Commission." Alderman Stortz asked that the Clerk obtain and circulate to Council the submissions of K-W Hospital with regard to the proposed legislation. 9. BREAK-OPEN (NEVADA) TICKETS - LION'S CLUB OF KITCHENER The Committee was circulated this date with a report from Mrs. J. Koppeser dated September 28, 1992 indicating that the issuing of a Break-Open Ticket Lottery Licence to the Lion's Club would violate Section 3 of the Province's Terms and Conditions. Mrs. Koppeser indicated that such licences are only to be issued to charitable or religious organizations which own or regularly occupy the premises at which tickets are offered for sale. Alderman Wagner asked whether Mrs. Koppeser was aware of any past problems in this regard and she replied in the affirmative indicating the organization had trouble keeping track of tickets and following the required cashing procedures. On a motion by Alderman M. Wagner- It was resolved: "That no action be taken on the request of the Lion's Club of Kitchener for permission to sell Break-Open (Nevada) Tickets during Oktoberfest from their Festhall located at Queensmount Arena." 10. UNFINISHED BUSINESS Alderman Zehr asked for an update concerning three items previously referred to the Committee. The Committee had no comment concerning development of a City policy with respect to the circulation of petitions at City facilities. Mr. McKay indicated that a report has been prepared concerning a policy for the disposal of surplus City owned lands and will be forwarded shortly. Mr. Wallace advised that Ms. L. MacDonald has been involved in drafting a pet shop and dog kennel licensing by-law and in discussions with kennel owners. He indicated that a report will be available at the October 19, 1992 meeting. Alderman Zehr referred to the two City financial reports recently forwarded to Council and asked that in future these be circulated in conjunction with the Finance and Administration Committee agenda and be printed double sided. The Committee resolved itself into caucus to consider a single item and reconvened at 12:45 p.m. to consider the balance of its agenda. 11. C.A.O. REPORT - JOHN ROSS ALLEGATIONS Council was previously in receipt on an information report from Mr. T. McKay concerning allegations made by Mr. John Ross with regard to Building Division staff. 11. Mr. Jake Smola addressed the Committee and circulated copies of a flow chart used to determine the applicability and occupancy requirements for barrier free design. He indicated that Mr. Ross had come forward on his behalf to make the allegations at issue in the interest of avoiding any association with the Fire Fighter hiring controversy. C.A.O. REPORT - JOHN ROSS ALLEGATIONS (cont.) FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 69 - OCTOBER 5, 1992 Mr. Smola indicated that in his opinion the report of Mr. McKay was incorrect and inconclusive and read from his prepared response dated October 4, 1992, specifically with regard to 800 Victoria Street N. Mr. Smola explained the circumstances surrounding his firm's bid on a conversion project at the above address which involved renovation of the premises and a change in use. He also referred to staff correspondence between Mr. G. Good and Mr. J. Witmer and an inaccuracy involving the date on which the building permit was issued. Mr. Smola referred to his concern that the existing washroom would not meet regulations for handicapped accessibility and that this would present a problem in obtaining an occupancy permit from the City. Mr. Smola stated that Jake Smola Carpentry was not awarded the contract and his bid was undercut by approximately $8,000.00. He noted that barrier free design was not incorporated in the successful bid and alleged that the Building Division had overlooked the barrier free requirement at the time the plans were examined. Mr. Smola referred to the specific requirements and criteria for including or omitting barrier free access. In this regard, he referred to the flow chart which was previously circulated noting that the subject work does not meet the criteria for excluding the barrier free requirement. Mr. Smola disagreed with the statement in Mr. McKay's report that there was no wrong doing in this instance involving the Building Division. Mr. McKay clarified that at the time he wrote the report he was responding to the comments of Mr. Ross relative to incidents allegedly occurring in 1987 and 1988, not in 1991. Mr. Good advised the Committee that there had been a significant change in the Building Code from 1986 to 1990 and that the barrier free requirement had first applied to every building size, however, since 1990 the section affecting the washroom referred to by Mr. Smola had been relaxed. He also referred to the italics and the definitions in the legislation which are used to determine applicability. He pointed out that the building in question is free standing with a floor area of less than 300 square meters and on this basis modification to allow handicapped access are not required. Mr. Good added that the successful bidder, Way Mar Construction, had approached him and asked whether it was necessary to modify the washroom and was told it was not, as this is the Ministry's position. He stated that he had reviewed the drawings generated by the contractor and not the owner, adding that no changes to the washrooms were proposed, nor were they required to meet Code. Alderman Lorentz inquired as to why Mr. Smola had not requested Building Division interpretation similar to that obtained by Way Mar. Mr. Smola replied that from his perspective the key to the issue is the changed use from a convenience store to an office. He stated that as a small contractor he was requesting an independent inquiry as he was not happy with the staff response to his complaint. Alderman Zehr asked that Mr. Smola submit, in writing, all of his allegations to the City Clerk in order to allow Council to deal with the issue at the October 13, 1992 meeting. Mr. McKay asked that Mr. Smola meet with Mr. Good to discuss interpretation of the Building Code as it relates to barrier free design. 12. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, October 19, 1992. 13. ADJOURNMENT On motion, the meeting adjourned at 1:10 p.m. G. Sosnoski Manager of Corporate Records/Assistant City Clerk