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HomeMy WebLinkAboutFinance & Admin - 2000-01-10FAC\2000-01-10 FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 10, 2000 CITY OF KITCHENER The Finance and Administration Committee met this date, Chaired by Councillor J. Ziegler, commencing at 10:17 a.m. with the following members present: Councillor T. Galloway, Councillor J. Haalboom, Councillor G. Lorentz, Councillor Jake Smola, Councillor John Smola, Councillor B. Vrbanovic, Councillor C. Weylie and Councillor M. Yantzi. Mayor C. Zehr and Councillor K. Taylor-Harrison were in attendance for part of the meeting. Others present: Ms. P. Houston, Ms. J. Koppeser, Messrs. J. Gazzola, B. Stanley, R. Pritchard, D. Paterson, J. Shivas, S. Gyorffy, J. Witmer, G. Sosnoski and Ms. D. Gilchrist. 1. REQUEST TO HOLD BINGOS - KUJAWIACY POLISH SONG & DANCE ENSEMBLE OF KITCHENER The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated January 5, 2000 dealing with the request of the Kujawiacy Polish Song & Dance Ensemble of Kitchener to hold bingos in the City of Kitchener to raise funds to promote an interest in and study of Polish arts, music, singing and dance. On a motion by Councillor Jake Smola - it was resolved: "That the Kujawiacy Polish Song & Dance Ensemble of Kitchener be granted permission to hold bingos on a regular basis in the City of Kitchener, provided the monies raised are used to provide children with the opportunity to learn about Polish folk traditions through music and dance." REQUEST OF REGION TO RENAME BLOOMINGDALE ROAD The Committee was in receipt of correspondence from Ms. M. Verbeek, Emergency Plan Co- ordinator, Regional of Waterloo with respect to a proposal to rename Bloomingdale Road to Millennium Drive. The purpose of the street renaming deals with the Municipal Address Convention Project underway in Waterloo Region. Mr. G. Sosnoski explained that 50% of residents on this road live in the City of Kitchener. The Region would prefer that the entire street from Kitchener through Conestogo and onto St. Jacobs have one name and the Township have asked for the name Millennium Drive. The Committee briefly discussed the request with most agreeing that the name should rename Bloomingdale Road. Councillor T. Galloway questioned the chosen name noting that approximately 80% of the residents on this road now live on a road called either Bloomingdale Road, Conestoga/Bloomingdale Road or in the Village of Bloomingdale. On a motion by Councillor John Smola - it was resolved: "That Bloomingdale Road, Kitchener, retain its current name; and further, That Kitchener City Council suggests that Regional Road 20, including Regional Road 17 from the corner of Ebycrest Road, through Bloomingdale and Conestogo ending at Northside Drive, St. Jacobs, be renamed Bloomingdale Road." Mr. G. Sosnoski was requested to enquire as to whether the City of Kitchener could have two staff representatives on the Steering Committee for this project. REQUEST FOR BY-LAW - MUNICIPAL CODE CHAPTER 650 (LOT MAINTENANCE) - 16 GILDNER STREET The Committee was in receipt of Business and Planning Services Staff Report BPS # 99/196, dated December 16, 1999 in which they request a by-law, to last for a period of one year, to authorize the removal of waste material from 16 Gildner Street, as required, at the property owner's expense. FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -2- CITY OF KITCHENER Councillor J. Ziegler advised that he had spoken with Ms. R. Rae who has Power of Attorney REQUEST FOR BY-LAW - MUNICIPAL CODE CHAPTER 650 (LOT MAINTENANCE) - 16 GILDNER STREET - CON'TD for the property owner. She has advised him that this is valuable material and not waste material. She also advised that she could not attend the meeting today but would be able to come to Council. Councillor Haalboom questioned how the Council members get clarification on the state of various properties and Mr. Witmer responded that staff can give a history and status report. On a motion by Councillor John Smola - it was resolved: "That Council consider a by-law at its January 17, 2000 meeting, authorizing the removal of waste material from 16 Gildner Street, as required, for a period of one year commencing January 17, 2000 and ending January 16, 2001, at the owner's expense." SANDROCK GREENWAY IMPROVEMENTS ROYAL ORCHARD PLACE - HIGHLAND ROAD WEST The Committee was in receipt of a report from Mr. S. Gyorffy, Assistant General Manager, Public Works, dated December 20, 1999 with respect to a request for Capital Funds for improvements to the Sandrock Greenway. Councillor G. Lorentz put forward the recommendation contained in the staff report. The Committee was advised that this project has been discussed for the last couple of years and initially, the consultant wanted $500,000 for the project. Various options have been explored and the project would be divided between a private firm, Public Works staff, winter works and part of the work being done by neighbourhood volunteers. The project can now be accomplished for half the cost. Councillor T. Galloway questioned winter works and how this project would fit in with the winter works proposed for the Peter Hallman Ball Park. Mr. Gyorffy explained that various projects require different crews and different equipment and he felt that the two projects were compatible. On a motion by Councillor G. Lorentz - it was resolved: "That funding be provided in the Capital Budget and Forecast for improvements to the Sandrock Greenway as follows: 2000- $110,000 2002- $ 50,000 2003- $ 50,000 2004- $ 50,000; and, That work be commenced on the first phase, north of McGarry Drive, by contractorin 2000;and, That sections of the improvements to the Sandrock Greenway be completed under the Winter Works Program to the extent possible over the next five years; and, That volunteer community participation and contributions be encouraged for tree planting upon the completion of earth works by the Public Works Department; and further, That the firm of Totten Sims Hubicki be retained to provide further engineering services at an estimated cost of $25,000." FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -3- CITY OF KITCHENER 5. REQUEST FOR FUNDING TO HIRE CONSULTANTS LOUISA STREET COMMUNITY MOBILIZATION PROJECT The Committee was in receipt of correspondence from Councillor John Smola, dated January 4, 2000, with a respect to funding from the Community Development Fund in the amount of $20,000 for the Community Mobilization Plan for the Louisa Street area. Attached to Councillor John Smola's correspondence was a report titled "Louisa Street Community Mobilization Project - Design for a Police-Driven Community Mobilization Project to Stem Use and Trade in Crack on Louisa Street". Councillor John Smola explained that this group operates similarly to the group in Councillor G. Lorentz's Ward and they work with the Police. He noted that Dr. Russell had been involved in some of the meetings of the neighbourhood group and prepared the report attached to the agenda. He advised that the goal is to work with the community group and the Police Officers involved, and Dr. Russell would work with them in an attempt to get the social groups involved to get customers off the street and help them get off their habit. He requested that, in light of the fact that there remains only $25,000 in the Community Development Fund that an additional $20,000 be added to the fund to cover this project. He asked that this matter come forward on Budget Day. Councillor John Smola stated that this project could act as a pilot project; as the idea of the project is to get rid of the customers rather than moving the problem from one area of the City to another. He stated that if this project is successful they may need more funding, at which time they would have to look at funding from other sources. Several members of the Committee spoke in support of the project and the funding. Councillor Yantzi advised of his concern that this is not connected with anything else the City does, and suggested that it should come under the auspices of the Safe City Committee. Mr. B. Stanley commented that he was not certain how staff have been involved with this project. He suggested that it could go to the Safe City Committee and be integrated with other things going on in the neighbourhood. Some discussion took place as to whether the project was really a Police issue and should be supported financially through the Police. Councillor T. Galloway requested an amendment to the motion to include that, in future, these kinds of costs should be considered by the Police Services Board or the Safety and Crime Prevention Council. On a motion by Councillor John Smola - it was resolved: "That the City of Kitchener hire consultant Dr. Hugh Russell to liaise with the Waterloo Regional Police, Community Relations Branch and the Mount Hope Neighbourhood Safer Community Committee to implement a Community Mobilization Plan to alleviate the sale and subsequent use of crack cocaine on Louisa Street; and, That a cost of $20,000 be allocated from the Community Development fund for the duration of January 17, 2000 to December 31, 2000 to hire Dr. Russell to assist with the completion of the Community Mobilization Plan; and further That in future projects of this nature be referred to the Waterloo Regional Police Services Board or the Safety and Crime Prevention Council for funding." ADDITIONAL RENUMERATION FOR STAFF UNDERTAKING INCREASED WORK UNDER EXTRAORDINARY CIRCUMSTANCES The Committee had been provided with a copy of Council's resolution of December 13, 1999 referring this matter to the Finance and Administration Committee meeting of this date, to consider the impact of any Y2K work requirements on staff. Ms. P. Houston advised that the only overtime required as a result of the Y2K rollover was that which had already been FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -4- CITY OF KITCHENER scheduled, and was of a value less than $5,000.00. Following a brief discussion Ms. Houston advised that the amount was not substantial and could be dealt with in time off. ADDITIONAL RENUMERATION FOR STAFF UNDERTAKING INCREASED WORK UNDER EXTRAORDINARY CIRCUMSTANCES- CON'TD Councillor G. Lorentz advised that he did not agree with the policy to pay overtime for Job Grades 21 and above but did believe that extraordinary situations could be dealt with on a case by case basis. On a motion by Councillor G. Lorentz - it was resolved: "That overtime compensation for Job Grades 21 and above be considered by Council only in extraordinary circumstances, and on a case by case basis." UPDATE REGARDING LOCAL GOVERNMENT REFORM AND 2000 ELECTIONS Councillor B. Vrbanovic requested that this matter be deferred as Mayor C. Zehr had not returned from his morning meeting. He also noted that Councillor K. Taylor-Harrison will be in attendance at noon. This meeting of the Finance and Administration Committee recessed at 11:09 a.m. and reconvened at 1:35 p.m. with the following members present: Mayor C. Zehr, Councillors Jake Smola, J. Ziegler, J. Haalboom, C. Weylie, T. Galloway, B. Vrbanovic, K. Taylor- Harrison, John Smola, M. Yantzi and G. Lorentz. Others present: Ms. P. Houston, Messrs. J. Gazzola, R. Pritchard, B. Stanley, G. Sosnoski and Ms. D. Gilchrist. Mr. P. Barr of Deloitte & Touche was in attendance to answer any questions the Committee might have respecting his report, commissioned by the urban C.A.O.'s, concerning possibilities for municipal reform in Waterloo Region, dated January 8, 2000 attached to Mr. Gazzola's correspondence of January 7, 2000. With respect to the City's dilemna concerning the direct election of its representatives on Regional Council, Mayor Zehr referred to the mail he sent on the weekend and also referred to discussions he had with Ministry of Municipal Affairs staff and the Deputy Minister. He advised that the Ministry will be considering a number of options this week with respect to City of Kitchener issues and advised that he would keep Council informed. Mayor Zehr also advised that the Deputy Minister has indicated that some time has been blocked out in the Legislature to consider Bill 25 and related issues, and it would be the Minister's decision as to whether anything could be done regarding the City's position in respect to direct election of its Regional representatives. Mayor Zehr referred to the correspondence received from Mr. J. Gazzola, dated January 7, 2000, requesting approval to proceed with a study, as outlined in the report of Deloitte & Touche. He then referred to the meetings he had attended this morning, the first including the C.A.O.'s and the second being only the Area Mayors and Regional Chair. Mayor Zehr provided copies of a resolution developed by the Mayors and Regional Chair, noting that the resolution is the conclusion reached by them, and will be presented to Regional Council on January 12th, 2000. He advised that this resolution was unanimously adopted by the Mayors and Regional Chair, subject to the understanding that Mayor J. McKinnon would like to discuss the matter with her Council. Mayor Zehr stated that, for the reasons identified, their position is to immediately take steps to ask the Province to appoint a Provincial Advisor to address municipal reform issues and make a recommendation to the Province. It is the intention that a final decision would be made by the Legislature in April 2000, to become effective January 1, 2001. Mr. J. Gazzola then briefly reviewed the process which brought forward the recommendation contained in his correspondence to undertake the study by Deloitte & Touche. He noted that FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -5- CITY OF KITCHENER the three City C.A.O.'s met on December 17, 1999, and all agreed to include Mr. Barr in the meeting. He advised that they considered various alternatives, processes and timing, noting UPDATE REGARDING LOCAL GOVERNMENT REFORM AND 2000 ELECTIONS - CONT'D that the last Provincial deadline was December 31, 2000, and that the timetable proposed in the report is intended to meet the deadline. Mr. Gazzola stated that the Province has allowed an opportunity for a made in Waterloo solution and public input is an important part. In the C.A.O.'s proposal, once the study is completed, there is a 30-day period for public input. Councillor B. Vrbanovic questioned Mr. P. Barr, as to whether the timing for the process he proposes could be shortened and he responded that the work schedule and public consultation could be compressed. He noted that two thirds of the process is public consultation and political debate and they could start the process before February. Mr. Barr advised that there is space in the Provincial bill in early April, to include Waterloo Region; however, if that is not possible there may be an opportunity in September. With respect to the impact on the 2000 election, Mr. Barr advised that there would have to be a meeting with Ministry officials. Councillor Vrbanovic then referred to discussions on municipal reform taking place in the 905 area and questioned whether Mr. Barr felt the Province is willing to look at locally developed solutions. Mr. Barr noted that the Province is on record as saying they will allow time for Waterloo to look at locally developed solutions and may accept these if there are savings similar to a single city concept. Councillor Galloway questioned what the decision making process would be if consultant recommendations were to be included in the report, and what would happen if all Area Councils could not agree. Mr. Barr responded that a decision must be made as to whether 100% consensus is required or whether a form of majority vote would suffice. Councillor Galloway then questioned whether the window of opportunity to have a decision made for the 2000 Election would be missed if a consensus could not be reached. Mr. Barr responded that if a consensus could not be reached, his report could be forwarded to a special advisor. The time required by the special adviser would be much less and a decision could be made more quickly. Mr. Barr then explained his involvement with Provincial restructuring of "A" list municipalities. Councillor Galloway then questioned whether the same result could be achieved if the Mayors' and Chair's recommendation was adopted. Mr. Barr advised that the result would not be the same because the Province would not consider options and would only cost its preferred solution. Councillor Galloway referred to sewer and water services being excluded from the study. Mr. Barr noted that these are user rate based services and the study would consider primarily tax based services. Councillor Galloway stated that he could not imagine excluding sewer and water in the study. Councillor J. Haalboom questioned whether the single city model is least costly and Mr. Barr responded that it is. Councillor Haalboom inquired as to the magnitude of reduced management and administration costs and Mr. Barr stated that he has no special formula, nor does the special advisor. Typically speaking, Mr. Barr advised that the majority of savings are at the management level. Mayor C. Zehr stated that Mr. Barr's preliminary report is silent as to what happens to the final report and questioned whether any recommendation could be implemented in time for 2000 Election. Mr. Barr stated that the Minister has advised that he will not change the 2000 Election date and that there is time available in April to consider the matter. Mayor Zehr then questioned who will pay for the report and Mr. Gazzola responded that the recommendation is that the three Cities pay, but suggested that it be looked at as a transitional cost. He added that the Province could be requested to assist with the costs, as they did with Toronto. Mayor Zehr questioned what happened with the "A" list municipalities FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -6- CITY OF KITCHENER and Mr. Barr responded that their studies were paid for through the savings achieved by amalgamation. UPDATE REGARDING LOCAL GOVERNMENT REFORM AND 2000 ELECTIONS - CONTD Mayor Zehr then questioned Mr. R. Pritchard as to when changes must be put in place for the 2000 Election. He responded that at this point the matter is in the hands of the Province and they will pass legislation and provide timelines. Councillor B. Vrbanovic put forward and read a motion, which had been distributed to members of the Committee. He stated that these issues had been dealt with for over five years and it has been very emotional and for various reasons Council has been unable to agree on more significant changes. He noted that the Province is encouraging municipalities to bring about change, and Council as recently stated that it wants to deal with this change at the local level. Councillor Vrbanovic stated that the C.A.O.'s have made great headway and advised that his resolution addresses the time concerns and provides a reasonable maximum timeframe. The motion allows politicians to put a process in place and will help facilitate a consensus; however if a consensus cannot be reached, it allows for a Provincial advisor. Councillor Vrbanovic stated he believes that Council owes it to the taxpayers to try and come up with a locally crafted resolution and this motion is a reasonable proposal. Councillor Vrbanovic also stated that he believes that Mayors' and Chair's resolution indicates local politicians are not capable of developing a solution of their own. Mayor Zehr advised that he would not support Councillor Vrbanovic's motion and questioned the 18-month time period in the motion. Councillor Vrbanovic advised that the 18-months would result in an amalgamated administration(s) by June 1, 2002. Mayor Zehr referred to the facilitator in Paragraph 5 of Councillor Vrbanovic's motion becoming the Provincial advisor, stating that this is a broad assumption that the Province will agree. He then questioned why Councillor Vrbanovic thought the Province would deal with this matter in June, suggesting that this is a highly risky move. He also questioned the likelihood of the Province sharing in the costs. Mayor Zehr continued that, in the past, when factual reports have been brought forward there has been little agreement, and suggested that a favourable majority in any form will not be achievable. Mayor Zehr suggested that the Mayors' and Chair's recommendation is a comprehensive approach. He suggested that we could not afford the risk of having this uncertainty carry on beyond the November 2000 Election. He advised that collectively the municipalities have 5000 staff and have a responsibility to ensure stability for that group. If the June Legislature date is missed, we would have a weakened Council and an election in 2001. He noted that the Mayors and Chair have brought forward a process to involve the Province and the recommendation allows for a public consultation process. Councillor T. Galloway commended those who authored Councillor Vrbanovic's motion as it addresses the concerns expressed over the last few weeks; however, he saw this as unattainable by the November election. He stated that there would have to be an agreement from the Province to arrange for the facilitator as the advisor and did not believe that there would be a quick response. He questioned what would happen if one municipality disagrees, and suggested that the resolution falls short in this regard. Councillor Galloway then commented that municipalities are creatures of the Province and ultimately reform is a Provincial decision. He suggested the Province should appoint an advisor and pay for any study costs themselves. He stated that he believes Councillor Vrbanovic's motion guarantees the status quo for another three years. Councillor C. Weylie stated that she believed Waterloo Region will eventually be one municipality. She commented that recent urban reform initiatives have not involved the Townships. Councillor Weylie stated that she could not believe that water and sewer services will be left out of the proposed report. Councillor Weylie added that she did not think this local reform process was started by the Province, but rather by the media. She again stated that she did not think there was much choice and believes the Region will be one city eventually. FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -7- CITY OF KITCHENER Councillor J. Haalboom advised that she has difficulty with the C.A.O.'s report. She also stated that Council should move forward now and that citizens want reduced costs and streamlined processes. She suggested that a Provincial advisor will have sensitivity for the rural areas and there is an opportunity in the Region's Official Plan to protect rural life. UPDATE REGARDING LOCAL GOVERNMENT REFORM AND 2000 ELECTIONS - CONTD Councillor Haalboom advised that she could not support Councillor Vrbanovic's motion and that the Mayors' and Chair's resolution should be dealt with. Councillor M. Yantzi stated that he could not support Councillor Vrbanovic's motion as the outcome is left in doubt and that his biggest fear is that nothing will happen. He referred to the two city model contained in Mr. Barr's report, suggesting that he did not see selling municipal services as a practical model. Councillor G. Lorentz noted that the Province wants changes to the "B" list municipalities by 2003. He stated that he thought this change was being accelerated and that the Province has clearly stated that there is an opportunity for a local solution. He noted that if the process is rushed it will negatively impact the end results and advised that we should not be looking for a Provincial solution. Councillor J. Ziegler commented that both proposals have merit. He advised that he is in support of Councillor Vrbanovic's motion because it will give the public an opportunity for knowledgeable input. He stated that the Mayors' and Chair's proposal is not a process at all in terms of public input. He also commented that this will provide a situation where we will parallel the Provincial process. The Minister has advised that he wants an answer by the end of the year and from a process point of view, focusing on the 2000 Election is not practical. Councillor Ziegler stated that if we proceed with the Mayors' and Chair's resolution we abdicate responsibility to the Province. A recorded vote on Councillor Vrbanovic's motion was requested. Councillor J. Haalboom questioned what would happen to the election of Regional Councillors if Councillor Vrbanovic's motion is successful. Mayor Zehr advised that it is a separate decision and will be dealt with even if there is no comprehensive reform. On a motion by Councillor B. Vrbanovic - it was resolved: "That the City of Kitchener approve the proposal from Deloitte & Touche for the Review of Options for Municipal Restructuring as set out in their report dated January 8, 2000; with the costs of the study be shared among the Cities of Cambridge, Kitchener and Waterloo; and, That the City of Kitchener request the Region of Waterloo and the Townships of North Dumfries, Wellesley, Wilmot and Woolwich to participate in the Review of Options for Municipal Restructuring, agree to a final timetable and the appointment of a facilitator/advisor; and, That the consultant consider, in his recommendations, timing which would see his recommendations implemented politically for the November 2000 elections and administratively over a period of up to 18 months; and, That the final report be brought back to the municipalities by March 24, 2000, input to take place by April 14, 2000, and all Councils dealing with this matter by April 30, 2000; and, That to coincide with this process, the municipalities jointly agree to the appointment of a facilitator to help the municipalities reach consensus on the consultant's recommendations by May 1, 2000, and if that is not possible, this person be considered an advisor whose final recommendations will be forwarded to the Province by June 1, 2000 for implementation before the Provincial Legislature rises in June; and, FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 107 2000 -8- CITY OF KITCHENER That the Minister of Municipal Affairs and Housing be put on notice that after the other municipal Councils in Waterloo Region have considered the above procedure, the forgoing is an agreed upon timetable by the municipalities; and further, UPDATE REGARDING LOCAL GOVERNMENT REFORM AND 2000 ELECTIONS - CONTD 8 That the Province be requested to commit to working with the municipalities within the Region of Waterloo to ensure this timetable is brought to fruition and to share in the costs of the process as part of the restructuring transition costs." In favour: Councillors John Smola, B. Vrbanovic, J. Ziegler, G. Lorentz, K. Taylor Harrison and Jake Smola, Contra: Mayor C. Zehr and Councillors J. Haalboom, C. Weylie, T. Galloway and M. Yantzi. Councillor Jake Smola questioned whether the Mayors and Chairs recommendation would be voted on by the Committee and if it is he suggested that it not be supported. Mayor Zehr stated that this Committee has made its decision and there is no need to consider the alternative motion at this time. The Committee directed that Councillor Vrbanovic's resolution be forwarded to Regional Council in time for its meeting on Wednesday January 12, 2000. ADJOURNMENT On motion, the meeting adjourned at 3:05 p.m. D. H. GILCHRIST COMMITTEE ADMINISTRATOR