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HomeMy WebLinkAboutFinance & Admin - 2000-03-06FAC\2000-03-06 FINANCE & ADMINISTRATION COMMITTEE MINUTES MARCH 67 2000 CITY OF KITCHENER The Finance and Administration Committee met this date, chaired by Councillor J. Ziegler, commencing at 10:20 a.m., with the following members present: Mayor C. Zehr, Councillors T. Galloway, J. Haalboom, John Smola, B. Vrbanovic, C. Weylie and M. Yantzi. Others present: Ms. J. Koppeser, Ms. L. MacDonald, Ms. P. Houston, Ms. B. Baker, Ms. L. Bansen and Messrs. J. Gazzola, G. Melanson, B. Stanley, J. Shivas, R. Pritchard and Ms. D. Gilchrist. 1. REQUEST FOR EXEMPTION MUNICIPAL CODE CHAPTER 586 (REFRESHMENT VEHICLES) - 2644 KING STREET EAST The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated February 28, 2000, with respect to a letter received from Ms. B. McLeod for permission to locate a hot dog cart at The Beer Store, 2644 King Street East, Kitchener. Ms. Koppeser advises, in her report, that the 5 places of refreshment within the distance separation of 200 metres have been notified of the request and have not submitted any comments. Mr. K. McLeod was in attendance to represent his wife's request. He noted that she has a verbal agreement from the Brewers Retail to locate her hot dog cart at this location. Councillor T. Galloway put forward a motion to approve the request stating that, although there was a problem with the previous vendor, this vendor appears to have an agreement with The Beer Store. On motion by Councillor T. Galloway - it was resolved: "That the request of Barbara McLeod for an exemption for Chapter 586 (Refreshment Vehicles) of the City of Kitchener Municipal Code, to permit her to locate a Refreshment Vehicle at The Beer Store, 2644 King Street East, Kitchener, be approved, provided that the necessary licence with Health and Fire approval is obtained." On motion by Mayor C. Zehr - it was resolved: "That the Finance and Administration Committee recommendation to approve the request of Ms. B. McLeod to operate a hot dog cart at 2644 King Street East be referred to the Special Council meeting this date." JOSEPH SCHNEIDER HAUS - WAIVING OF LICENCE FEES & EXEMPTION FROM CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE RE: HERB FAIR & HANDWERK The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated March 1, 2000, with respect to requests received from the Joseph Schneider Haus for waiving of licence fees for Herb Fair & Perennial Exchange to be held on April 29 & 30, 2000 and Handwerk: A Waterloo County Craft Show & Sale to be held on August 19, 2000. As well there is a request for an exemption to Chapter 450 (Noise) of the Municipal Code with respect to Handwerk: A Waterloo County Craft Show & Sale from 1 p.m. to 5 p.m. on August 19, 2000. On motion by Councillor C. Weylie - it was resolved: "That the licence fee for the Herb Fair on April 29 & 30, 2000, and the Handwerk Craft Show on August 19, 2000, taking place at the Joseph Schneider Haus be reduced to $10.00; and further, That the Joseph Schneider Haus be exempt from the provisions of Chapter 450 (Noise) of the City of Kitchener Municipal Code during Handwerk: A Waterloo County Craft Show & Sale to be held on August 19, 2000 from 1:00 p.m. to 5:00 p.m." FINANCE & ADMINISTRATION COMMITTEE MINUTES MARCH 6, 2000 -21- CITY OF KITCHENER 3. COMMUNITY INFRASTRUCTURE PROGRAM GRANT REQUEST - GROUP (GET RID OF URBAN PESTICIDES) - BPS #00/28 The Committee was in receipt of Business and Planning Services Staff Report BPS #00/28, dated February 18, 2000, recommending a grant of up to $1,500.00 for GROUP (Get Rid of Urban Pesticides) to run a pesticide awareness educational program. It was noted that Ms. S. Koswan had registered as a delegation but was not in attendance. Mr. B. Stanley, General Manager of Business and Planning Services, introduced the report, noting that the objective is to establish an educational program to raise the level of awareness of pesticide use in residential areas. He advised that the proposal meets the criteria of the Community Infrastructure Program. Councillor B. Vrbanovic put forward a motion to approve the grant. Several members of the Committee spoke in support of the grant noting that Ms. Koswan had appeared before the Environmental Committee regarding pesticide use in residential areas. Councillor T. Galloway spoke in support of the grant and requested that the expenditures be monitored. On motion by Councillor B. Vrbanovic - it was resolved: "That Council approve a Community Development Infrastructure Grant up to $1,500.00 for the GROUP (Get Rid of Urban Pesticides) to run a pesticide awareness program; further, That an evaluation of the program be undertaken with a final report to be prepared and presented to City Council." REQUEST TO OPERATE SIDEWALK PATIO - MAYFAIR HOTEL - 11 YOUNG STREET Mr. C. Dicks was in attendance to represent his request to operate a sidewalk patio outside the Mayfair Hotel for the year 2000 season. Mr. Dicks advised that he had made an application 2 weeks ago and received a letter denying his request. He asked the Committee for an exemption to the policy to allow the sidewalk patio for the Mayfair Hotel. Mr. Dicks then distributed a sketch of the proposed patio area noting that the patio would have a 7-foot clearance from the hydro pole and a 5½-foot clearance from the fire hydrant. He advised that they would serve the full list of food available at the hotel and that he is proposing to have 3 tables accommodating 4 chairs each. He then questioned why he was being treated differently than everyone else. When questioned by the Committee, Ms. L. MacDonald, Assistant City Solicitor, advised that the plan circulated by Mr. Dicks is not accurate and further advised that this request does not meet Council's policy as the Mayfair does not operate under a restaurant licence, and all sidewalk patios operate as an extension of an existing restaurant licence. She stated that if the Committee directs, staff will process the request in the usual manner and a recommendation will come back to Council. She then reviewed some of the requirements for sidewalk patios noting that the seating permitted is based on the area of the patio and accurate measurements are required. Several members of Council spoke in favour of processing Mr. Dicks' request, noting that he has been supportive of the City's downtown policies. Some members questioned aesthetics for the patio and monitoring patron behaviour. Councillor B. Vrbanovic put forward a motion that, notwithstanding the type of operating licence, staff process Mr. Dicks' application for permission to operate a sidewalk patio and report to Council on March 20th. He asked that staff include in the recommendation the criteria for aesthetically acceptable fencing. A discussion took place with respect to the smoking by-law, staff noting that they have been waiting to put forward any recommendations for sidewalk patios until the applicability of the smoking by-law has been determined. FINANCE & ADMINISTRATION COMMITTEE MINUTES MARCH 6, 2000 - 22- CITY OF KITCHENER 4. REQUEST TO OPERATE SIDEWALK PATIO - MAYFAIR HOTEL - 11 YOUNG STREET (CONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That, notwithstanding the Mayfair Hotel does not operate under a restaurant licence, staff process their request to operate a sidewalk patio in the year 2000, outside their premises at the corner of King Street and Young Street; and further, That a staff recommendation in this regard be considered at the March 20, 2000 Council meeting." PROCESS TO SELECT HYDRO-ELECTRIC CORPORATION BOARD OF DIRECTORS Mayor C. Zehr requested that the Committee discuss the method by which members for the new Hydro-Electric Corporation Board of Directors will be chosen. He advised that Guelph, Waterloo and Cambridge have contracted a consultant to obtain their directors, noting that there would be a significant fee involved and ultimately it would still be Council's decision. He anticipated that the cost would be in excess of $10,000.00. Mayor Zehr stated that Council has gone through selection processes before and suggested that Council make the Board of Directors selections. He suggested that a working committee be established and that the selection of directors be based on the criteria in the draft Shareholders Agreement. Mayor Zehr recommended that the selection process be done internally and that the process start immediately. Councillor B. Vrbanovic advised that he was not in support of Mayor Zehr's recommendation, suggesting that the appointments usually made by Council are not of this magnitude. He stated that appointments tend to be political and he would like to see more objectivity with these appointments, also stating that the investment in a consultant for this purpose would be worthwhile. Councillor C. Weylie questioned Mr. J. Gazzola who advised that he agreed with Mayor Zehr's recommendation, noting that Council must make the final choice. He suggested that Council will want to go into more detail with these appointments and they will take much more time. Councillor John Smola suggested a committee of staff and 2 members of Council be formed to establish criteria, advertise for directors and make selections. Mayor Zehr recommended that the working committee be composed of 2 members of Council, the CAO and General Manager of Public Works and Transportation, who will formulate an advertisement, accept applications, interview applicants and make a recommendation to Council. Councillor T. Galloway stated his concern that people are very busy and at times will not subject themselves to a highly political process and instead were more likely to submit their name to a private consultant. Councillor Vrbanovic spoke in support of Councillor Galloway's comments stating that many people do not want their names discussed politically and the process needs to be removed from the politicians. Mayor C. Zehr put forward a motion that Council establish a committee, composed of 2 members of Council, the CAO and General Manager of Public Works and Transportation, with the General Manager of the Kitchener-Wilmot Hydro acting in an advisory capacity, to advertise for members of the Board of Directors for the new Hydro-Electric Corporation in accordance with the Shareholders Agreement, review the applications and make a recommendation to Council. Mayor Zehr stated that he is not opposed to involvement by a person or consultant; however, he believed that the City could undertake this process with integrity. He then read aloud the criteria for members of the Board of Directors from the Shareholders Agreement. Councillor C. Weylie requested an amendment to Mayor Zehr's motion that the Mayor be included on the working committee along with the 2 members of Council, which was accepted FINANCE & ADMINISTRATION COMMITTEE MINUTES MARCH 6, 2000 - 23- CITY OF KITCHENER by the Mayor as a friendly amendment. PROCESS TO SELECT HYDRO-ELECTRIC CORPORATION BOARD OF DIRECTORS (CONT'D) Councillor B. Vrbanovic requested an amendment to the motion that an outside consultant be hired to develop the advertisement, accept the applications and develop a short list of applicants. Mayor Zehr questioned whether it would be necessary to go through the usual Request for Proposal and Mr. Gazzola confirmed that it would be required if the cost was over $5,000.00. Some members of the Committee spoke in opposition to hiring a consultant. Councillor M. Yantzi spoke in support of the working committee proposed by the Mayor and also in support of a partial involvement by a consultant. Discussion then took place on the amount of involvement the consultant would have. Mayor C. Zehr agreed to accept a further amendment to his motion that a consultant be hired to conduct the initial advertising and initial screening of applicants to determine their qualifications in accordance with the Shareholders Agreement. A short list of qualified applications would then be forwarded by the consultant to the working committee who will be responsible for making a recommendation to Council. Councillor C. Weylie noted that the City's usual process for appointments to boards and committees includes people who work in Kitchener as well as those who live in Kitchener. In this instance, she requested that only applications from people who live in the City of Kitchener be accepted. On motion by Mayor C. Zehr - it was resolved: "That Council approve the following process for selection of City of Kitchener appointees to the new Hydro-Electric Corporation Board of Directors: (a) A consultant be retained to advertise for members of the Board of Directors in accordance with the qualifications contained in the shareholders agreement, and to review the applications to determine which ones meet the qualifications; and, (b) The consultant report to and provide the applications of qualified applicants to a working committee comprised of Mayor C. Zehr, 2 Members of Council, the Chief Administrative Officer and the General Manager of Public Works and Transportation; and, (c) Mr. R. Charie, General Manager of Kitchener-Wilmot Hydro act in an advisory capacity to the working committee; and further (d) The working committee recommend appointees to the new Hydro-Electric Corporation Board of Directors for consideration by City Council." CORPORATE GOALS AND OBJECTIVES 1.3 - ELIMINATION OF MUNICIPAL DEBT The Committee was in receipt of a report from Mr. P. Houston, Chief Financial Officer & City Treasurer, dated February 22, 2000, with respect to Corporate Goals & Objectives 1.3. - To Investigate the Feasibility of, and Tactics to, Eliminate the Municipal Debt. The report contained the City's existing Capital Policy and background information in this regard. Ms. Houston was in attendance and reviewed the report. She stated that she had assumed that Council would not want to raise taxes to eliminate the debt; consequently, Council, in order to eliminate the debt, would have to reduce Capital Works by $12M for the first 3 years of the program. A discussion took place with respect to the existing policy and whether the $71.00 per capita debt would ever change. Ms. Houston advised that this figure would mirror population growth FINANCE & ADMINISTRATION COMMITTEE MINUTES MARCH 6, 2000 - 24- CITY OF KITCHENER because the policy is based on assessment growth. CORPORATE GOALS AND OBJECTIVES 1.3 ELIMINATION OF MUNICIPAL DEBT (CONT'D) On motion by Councillor John Smola - it was resolved: "That the City of Kitchener maintain its existing Capital Policy, as outlined in the report of P. Houston, Chief Financial Officer and City Treasurer, dated February 22, 2000." SALARY AND CLASSIFICATION SURVEY Councillor B. Vrbanovic declared a pecuniary interest in this matter as his wife is employed by the Information Services Division, below job grade 21, and did not participate in any discussion or voting respecting this matter. The Committee was in receipt of a report from Mr. D. Paterson, Director of Human Resources, dated February 28, 2000, in response to Council's resolution of February 14, 2000, requesting a salary and classification review of jobs below job grade 21. Ms. B. Baker introduced the report noting that the purpose is to provide the Committee with the outline of what staff understand to be Council's direction. Mayor C. Zehr questioned whether this type of survey has ever been done before and Ms. Baker responded that in her experience staff has never done anything this large before. Councillor J. Ziegler advised that at the next Council meeting he will be bringing forward a notice of motion to reconsider Council's resolution of February 14, 2000, concerning the salary and classification survey for jobs below grade 21. ADJOURNMENT On motion, the meeting adjourned at 11:52 a.m. D. H. Gilchrist Committee Administrator