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HomeMy WebLinkAboutFinance & Admin - 1999-04-12FAC\1999-04-12 FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 CITY OF KITCHENER The Finance and Administration Committee met this date, chaired by Councillor J. Ziegler, commencing at 9:45 a.m. with the following members present: Councillor T. Galloway, Councillor J. Haalboom, Councillor G. Lorentz, Councillor Jake Smola, Councillor John Smola, Councillor K. Taylor-Harrison, Councillor C. Weylie and Councillor M. Yantzi. Mayor C. Zehr and Councillor B. Vrbanovic were in attendance for part of the meeting. Others present: Ms. J. Koppeser, Ms. L. MacDonald, Ms. P. Houston, Ms. L. Pasternak, Ms. J. Yantzi, Messrs. J. Gazzola, J. Hancock, J. Shivas, G. Sosnoski, R. W. Pritchard, B. Stanley, D. Paterson, J. Witmer, T. Fox, N. Kuntz, L. Bensason, G. Andersen, P. Sinnott and Ms. D. Gilchrist. 1. REQUEST TO HIRE - LICENSING OFFICER The Committee was in receipt of a report from Mr. G. Sosnoski, Deputy City Clerk, dated April 6th, 1999, recommending that a permanent full-time position of Licensing Officer be created in the Clerk's Division, effective April 19, 1999. Mr. Sosnoski spoke in support of the recommendation, highlighting the increased amount of work done by the Licensing Section due to downloading from the Province. He noted that the revenues generated more than adequately cover the costs of this staff person. Councillor C. Weylie put forward the recommendation contained in the staff report. Councillor M. Yantzi suggested that staff look at areas in Licensing where they could reduce the number of licences instead of increasing staff. Mr. Sosnoski responded that staff have looked at that and even if the City stopped issuing business licences, staff could not keep up with the workload for lottery licences. Councillor John Smola noted that the City no longer issues licences for garage sales and this has become a problem. On a motion by Councillor C. Weylie, it was resolved: "That, effective April 19, 1999, a permanent full-time position of Licensing Officer be created in the Clerk's Division of the Corporate Services & City Clerk's Department." 2. OPEN EARS FESTIVAL - REQUESTS FOR PERMISSION The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licencing, dated April 6, 1999, outlining the requests received from the "Open Ears Festival of Music and Sound" for: permission to locate on City property, permission to invite food vendors to operate on City property and an exemption from the noise by-law. On a motion by Councillor J. Haalboom, it was resolved: "That the "Open Ears Festival of Music and Sound" be permitted to locate on the following City owned property, from May 19 - 24, 1999, as follows: Victoria Park, City Hall, Goudies Green and Centre in the Square, subject to their permission; and further, That the "Open Ears Festival of Music and Sound" be permitted to locate a "Market Place" on Goudies Green, from May 19 - 24, 1999, subject to City staff approval of a site plan showing the location of the vendors; and further, That the "Open Ears Festival of Music and Sound" be permitted to invite food vendors to locate on the following City owned properties: Victoria Park, City Hall, Goudies Green and Centre in the Square, subject to their permission; and further, That, from May 19 - 24, 1999, the "Open Ears Festival of Music and Sound" be permitted an exemption from Chapter 450 (Noise) of the City of Kitchener Municipal Code." FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 37- CITY OF KITCHENER 3. RED CROSS - SALE OF LOTTERY TICKETS IN KITCHENER The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated April 6, 1999 outlining the request from the Canadian Red Cross Society for permission to sell lottery tickets in the City of Kitchener. On a motion by Councillor K. Taylor-Harrison, it was resolved: "That the City of Kitchener has no objection to the Canadian Red Cross Society, Ontario Administration Offices, 5700 Cancross Court, Mississauga, Ontario, being granted permission to sell raffle tickets in the City of Kitchener for a draw to be held on June 30, 1999, with an Early Bird Draw on June 16, 1999." 4. FIRE FIGHTERS MUSTER - REDUCED LICENCE FEES The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licencing, dated April 8, 1999, outlining the request from the Doon Heritage Crossroads that the Retail Exhibition Licence for the Fire Fighters' Muster be waived. She advised that, in the past, the Council has waived the licence requirement, which not only waived the fee, but the requirement for the licence and approvals. Ms. Koppeser provided a wording for a resolution, should the Committee decide to accede to this request. On a motion by Councillor K. Taylor Harrison, it was resolved: "That the reduced fee of $10.00 be applicable for the Temporary Retail Market Licence for the Firefighters' Muster on May 20, 1999, to be held at the Doon Heritage Crossroads." 5. MIDWAY - 1001 OTTAWA STREET SOUTH The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licencing, dated April 8, 1999 with respect to the request from Kitchener Minor Soccer to hold an outdoor midway in the vacant lot behind the Westmount Funeral Home and Chapel, 1001 Ottawa Street South, on April 22 - 25, 1999. Mayor C. Zehr entered the meeting at this time. Ms. J. Koppeser advised that the address she had originally been given was incorrect, and, in fact, the municipal address is 1001 Ottawa Street South. It was noted that Mr. Gilmour, Kitchener Minor Soccer and Mr. C. Robertson were in attendance to address the Committee in this regard. Councillor G. Lorentz questioned whether this midway would be similar to the one held at Queensmount last year and was advised it would be. Councillor Lorentz noted that he did not receive one complaint from residents last year. The parking situation was discussed and the Committee was advised that there is more parking at this location, as parking has been arranged for another site in the immediate area. Mr. Robertson advised that they have a signed agreement with the Funeral home and a verbal agreement with Price Choppers for the parking. When questioned by the Committee, Mr. Gilmour advised that Minor Soccer would realize revenues of $5,000.00 - $10,000.00 from this event. Councillor G. Lorentz put forward a motion to allow the midway. Councillor T. Galloway advised that he was going to move no action. He stated that the property is not zoned properly and it has no access, as there is no driveway. He noted that all the heavy equipment would have to go over the curb. Councillor Galloway stated that there is no parking on the site and the property backs onto a residential street. He felt that it was unlike the Queensmount Arena situation. He noted that a midway is being run on another site FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 38- CITY OF KITCHENER in this neighbourhood around the same time. He advised that he would support the request if the property was in a better location. MIDWAY - 1001 OTTAWA STREET SOUTH - CONT'D Councillor G. Lorentz stated that he could understand Councillor Galloway's concerns as he felt the same way last year. He advised that he did receive two phone calls last year but when the callers understood that the money was going to minor hockey, they were no longer concerned. Councillor Lorentz stated that he did not think parking would be a problem because of the number of residents and he explained what he thought were the benefits to the community. He stated that he could support the request as long as the residents were notified. Mayor C. Zehr advised that he could support the request if two matters were addressed: that the operator of the event has a signed agreement with the property owner and any damage to public property be at their cost. Mr. G. Sosnoski advised that the Public Works Department requests that the cost of clearing the site be the responsibility of the operator. On a motion by Councillor G. Lorentz, it was resolved: "That Robertson Amusements be permitted to operate a midway at 1001 Ottawa Street South, Kitchener, on April 22 - 25, 1999, inclusive, subject to the following conditions: a) That notice shall be given to the neighbouring property owners in accordance with Council's policy; b) That Robertson Amusements shall obtain a signed agreement from Westmount Funeral Home prior to the midway taking place; c) That any damage to City property shall be repaired at the sole cost of Robertson Amusements; d) That Robertson Amusements shall be responsible for the cost of all garbage collection and disposal from the midway." 6. LIQUOR LICENCES IN DOWNTOWN - PROCESS FOR REVIEW The Committee was in receipt of Business & Planning Services Department staff report BPS #99/47 with respect to a process for the review of applications for new liquor licences in the downtown. Mr. T. Fox was in attendance and provided background to the report noting that the criteria were developed with input from staff from various areas. He noted that the City of Ottawa and the City of Windsor regulate liquor licences in their downtowns; Ottawa doing it with a separation distance and Windsor with an application review process. He advised that the Windsor model best suits the City of Kitchener. Mr. Fox then reviewed the process being recommended in the report. Councillor K. Taylor-Harrison put forward the recommendation contained in the staff report. She noted that it has been a struggle getting to this point and staff has looked at all sides. On a motion by Councillor K. Taylor-Harrison, it was resolved: "That all applicants for liquor licences in the downtown be notified of City Council's policy in regard to such applications and be requested to complete an information form, to be filed with the City Clerk; and further, That the information form, to be completed by applicants for liquor licenses in the downtown, request the following information: a) The proposed name of the establishment, APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 39- CITY OF KITCHENER b) The size and layout of the premises, depicted with a scaled floor plan, LIQUOR LICENCES IN DOWNTOWN - PROCESS FOR REVIEW - CONT'D c) The total occupant Icad, d) The nature of the business (e.g. bar, restaurant etc.) e) The anticipated percentage of liquor sales in relation to gross sales, f) The hours of operation, g) The intended market, h) The type of entertainment, if any, i) The types of ancillary entertainment (e.g. videogames, pool tables, etc.), if any, j) The planned security, k) The location of any other licensed establishment owned and/or operated by the applicant, I) Any other information which the applicant wishes to provide; and further, That a committee, comprised of representatives from the Legal, Business & Planning Services and Corporate Services & City Clerk's Departments and the KDBA be formed to review the information form completed by applicants for liquor licences in the downtown, together with any other information available to the committee; and further, That the committee, established to review information forms completed by applicants for liquor licenses in the downtown, report to the Finance and Administration Committee with a recommendation for or against the passage of a resolution opposing the application as contrary to the public interest, having regard to the needs and wishes of residents of Kitchener, with consideration to the following factors: a) b) c) d) e) f) g) h) The owner's and/or operator's performance record, including by-law violations, building/fire/health code infractions and liquor licences offences, The proximity of the premises to other licensed establishments, The proximity of the premises to other uses such as existing dwelling units, The size of the premises - occupant Icad and floor area, The ratio of liquor sales to gross sales, The proportion of the premises dedicated to ancillary entertainment, The hours of operation, Any other factors the Committee considers relevant." Councillor B. Vrbanovic entered the meeting at this time. CITY HALL ALLOCATION OF SPACE The Committee was in receipt of a report from Mr. J. Hancock, Chair, CHAOS Committee, dated April 9, 1999, recommending the allocation of space in City Hall for the Department of Business and Planning Services, the Records Management Division and the new Division of Corporate Communications and a recommendation with respect to the vacated ground floor space. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 40- CITY OF KITCHENER 7. CITY HALL ALLOCATION OF SPACE - CONT'D Mr. J. Hancock addressed the Committee with respect to this report advising that the CHAOS Committee felt that the proposal minimizes the disruptions and minimizes costs. He noted that the Business and Planning Services Department will remain in the Berlin Tower and that renovations are planned for the 4th, 5th and 6th floors. Mr. Hancock then reviewed the background to the report. Councillor J. Haalboom questioned recommendation #3 dealing with floor space to be converted to storage for Rotunda events and Information Services storage. She questioned which floor area this would be and Mr. Hancock responded that it would be the space vacated by the Corporate Records office. Councillor M. Yantzi questioned why Corporate Records and Corporate Communications would be moving to the Economic Development Division offices; stating that he felt that this was a high profile space. Mr. J. Hancock responded that he felt there were no other options, as basically we are out of space in City Hall. He noted that the Economic Development Division space would be high profile due to the renovations proposed for their offices. Mayor C. Zehr questioned funding for all these renovations and Ms. P. Houston advised that there is nothing specifically in the Capital Budget for this and it would have to be paid from the Capital Contingency. On a motion by Mayor C. Zehr, it was resolved: "That the Business and Planning Services Department be located on the 5th and 6th floors and the space remaining on the 4th floor, at City Hall, at a cost of $153,000.00; and further, That the Records Management Division and the new Division of Corporate Communication be moved to the former Economic Development offices on the 2nd floor of City Hall, at a cost of $16,000.00; and further, That the vacated ground floor space at City Hall be converted to storage for Rotunda events and Information Services storage, at a cost of $10,000.00; and further, That the cost of implementing the City Hall Allocation of Space Report, prepared by Fire Chief J. Hancock, dated April 9, 1999, as considered by the Finance and Administration Committee on April 12, 1999, be paid from the Capital Contingency." Councillor Jake Smola questioned how staff was addressing the needs for the next ten years and when we start the planning process. Mr. J. Gazzola responded that this planning is ongoing and staff are planning ahead. He felt it was first necessary to settle the rationalization of services. 8. EMPLOYEE STRESS SURVEY The Committee was in receipt of a copy of a report prepared by Wayne Hussey Consulting Inc., titled "The Stress Survey: Recommended Actions", dated March 25, 1999. The Committee was also in receipt of a report from Mr. J. Gazzola, Chief Administrative Officer, dated April 9, 1999, containing recommendations with respect to the report prepared by Wayne Hussey Consulting Inc. Mr. J. Gazzola encouraged Council to support the recommendations contained in the report. He stated that staff have been given the opportunity to have input and when you get into something like this, it always involves money. Councillor J. Ziegler asked for a breakdown of the requested $200,000.00. Mr. Gazzola responded that each section in the Action Plan has a dollar figure associated with it. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 41- CITY OF KITCHENER Councillor Ziegler stated that he thought that staff were coming through the back door with respect to rates of pay. Mr. Gazzola stated that staff are coming through the front door by EMPLOYEE STRESS SURVEY - CONT'D presenting this report for discussion today. He noted that the City is losing good staff people and many times it is because of the salaries paid. He suggested that salaries need to be reviewed every two - three years. He noted that, at one time, Kitchener tried to be in the 50 percentile; however, you can not do that once and leave it for 10 - 15 years. He stated that this request is up front and this is your opportunity to debate the issue. Councillor K. Taylor- Harrison advised that she would support these recommendations. She stated that the study has identified what affects staff and Council has to be willing to pay staff and treat staff properly. She put forward a motion to adopt the recommendations contained in the report. Councillor B. Vrbanovic requested that Objective 1.6 be dealt with separately and declared a pecuniary interest in Objective 1.6, as his wife is employed by the City of Kitchener. He did not participate in any discussion or voting with respect to Objective 1.6. A discussion then took place with respect to some of the stress factors noted in the report. Mayor C. Zehr advised that he was generally supportive of the recommendations. He noted that when the process began, we committed to follow through with the results. Leaps of faith were taken: the employees by filling out the survey and giving candid comments; the Corporation by daring to ask difficult questions and agreeing to respond. Mayor C. Zehr then referred to the money being requested and the difference between that and the dollar figures contained in the report. He noted that Mr. Gazzola's recommendation included hiring a co- ordinator. He stated that this would be a temporary position with a specific time limit and would not increase the staff compliment. Mr. J. Gazzola stated that each of these projects has to come back to Council before they are implemented. Implementing a lot of these objectives requires hiring a consultant for a limited amount of time. Each objective will come back to the Committee. After further discussion, it was agreed that the request for $200,000.00 would be removed from the motion and each objective would come back to the Committee when it was ready to implemented. A discussion then took place with respect to Objective 1.6. Mr. Gazzola explained that the Job Evaluation Process looks after points for each job; however, the salary administration process compares salaries from one organization to another. Councillor J. Ziegler commented that Council should decide which organizations should be used as comparators. Mr. Gazzola advised that staff will come back to this Committee for approval before going ahead. Councillor M. Yantzi stated that employees are valuable resources and as important to look after as material things. He felt it was timely to review this. Councillor T. Galloway stated that he agreed in principle with the main recommendations. He felt it would be a travesty not to move forward. With respect to the request for funding, Councillor Galloway advised that he agreed with the Mayor that the recommendation should not be dealt with today. He advised that he did not agree that the OMERS surplus should be used to finance these recommendations. He felt they should be paid for out of the Operating Budget. Councillor Galloway felt that Objectives 1.1 and 1.2 were probably the key recommendations and he hoped things would not get side tracked on Objective 1.6. He stated that employee satisfaction with salary is usually the fourth or fifth priority; satisfaction and workload are usually more important. Councillor Galloway stated that he endorsed moving forward and he recommended the removal of the third part of Mr. Gazzola's recommendation. Mr. Gazzola again stated that when each objective is brought forward for specific implementation, Council can decide on the funding. Councillor Jake Smola questioned whether we receive information on job comparators on an ongoing basis. Mr. D. Paterson advised that the City participates in a Province wide survey and we receive information annually. When questioned by Councillor Jake Smola, Mr. Paterson advised that we may have lost some ground; however, there were some anomalies APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 42- CITY OF KITCHENER and it probably needs to be reviewed. He also thought that, perhaps, the information does not provide sufficient detail. EMPLOYEE STRESS SURVEY - CONT'D On a motion by Councillor K. Taylor Harrison, it was resolved: "That the Action Objectives 1.1 to 1.9, as set out in the Stress Action Survey report of Wayne Hussey Consulting Inc., dated March 25, 1999, be supported, in principle, and be forwarded to the Steering Committee for the purpose of preparing a detailed implementation plan; and further, That a coordinator be hired on a temporary basis, for a period of up to one year, to assist the Steering Committee and the C.A.O. in the implementation of the action objectives contained within the Stress Action Survey report of Wayne Hussey Consulting Inc., dated March 25, 1999." Councillor B. Vrbanovic declared a pecuniary interest with Objective 1.6 of the report prepared by Wayne Hussey Consulting Inc., titled "The Stress Survey: Recommended Actions" dated March 25, 1999, as his wife is employed by the City of Kitchener, and did not participate in any discussion or voting with respect to Objective 1.6. 9. HOURS OF OPERATION HOT DOG CARTS AND OUTDOOR PATIOS AND TO ESTABLISH A LICENCE FEE FOR AN EXTENSION OF USE The Committee was in receipt of report from Ms. L. MacDonald, Assistant City Solicitor, dated April 9, 1999, requesting the Committee's consideration and direction with respect to hours of operation for hot dog carts and outdoor patios and to establish a licence fee for an extension of use. Mr. A. Attwooll, of Reggies and the Walper Pub was in attendance to address the Committee in this regard. He stated that most of the problems in the downtown are caused by people spilling out of bars at 2:00 a.m. He did not think that changing the hours of operation of refreshment vehicles would do anything to solve the problem. He noted that one hot dog cart in the downtown, on private property, outside the Lyric, operates until 3:00 a.m. He stated that he thought that Council has to address the real problem, which is the bars west of Ontario Street. Mr. Attwooll noted that hot dog carts were started to enhance the downtown. He questioned whether Council wanted to enhance the downtown and have people downtown. Mr. Attwooll then referred to the licence fee, suggesting that if hot dog carts had to shut down at 10:00 p.m., this would reduce the hours of operation by 21.4% and the fees should be reduced accordingly. Mr. Attwooll again referred to the hot dog carts outside the Lyric, citing it as being a major problem. Councillor B. Vrbanovic questioned Mr. Attwooll about his suggestion that the hours of operation would be reduced to 10:00 p.m. He advised that he had heard that from staff. Councillor Vrbanovic advised that there was no reference to time in the report. When questioned by Councillor B. Vrbanovic, staff advised that Council does have the authority to regulate hours of operation on private property. Councillor Vrbanovic then questioned Mr. Attwooll as to whether midnight would be reasonable and Mr. Attwooll agreed that it would be. Mr. Attwooll had referred to recent liquor licence inspections which he stated had been a frustration. Mayor C. Zehr stated that these inspections had been done across the board and given at several times. Even if some had prior knowledge, he did not think everyone had prior knowledge on every occasion. Mayor Zehr noted that he had meetings with downtown bar owners. Their participate was voluntary and there was great co-operation. He felt that things had turned the corner. Upon clarification by Ms. L. MacDonald, Councillor B. Vrbanovic put forward a motion to reduce the hours of operation for hot dog carts, portrait artists and flower stands on both public APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 43- CITY OF KITCHENER and private property to 11:59 p.m. and that there be no change to the hours of operation for sidewalk patios. HOURS OF OPERATION HOT DOG CARTS AND OUTDOOR PATIOS AND TO ESTABLISH A LICENCE FEE FOR AN EXTENSION OF USE - CONT'D 10. Councillor K. Taylor-Harrison stated that she was in support of the recommendation. She also advised that she agreed with the Mayor that we have turned the corner. A question was raised with respect to fees and it was agreed that the staff recommendation for a licence fee of $205.00 for an extension of use be approved. On a motion by Councillor B. Vrbanovic, it was resolved: "That a Street Vendor's By-law be given three meetings at the Special Council meeting on April 12, 1999, with the following hours of operation imposed for: a) Hotdog/Refreshment Vehicle; 9 a.m. to 11:59 p.m., b) Portrait Artist Stand: 9 a.m. to 11:59 p.m., c) Flower Stand: 9 a.m. to 11:59 p.m.; and further, That encroachment agreements permitting Hotdog Carts on public property shall contain hours of operation, namely: 9 a.m. to 11:59 p.m.; and further, That staff prepare amendments to the City of Kitchener Municipal Code, specifically Chapter 584 - Refreshment Places and Chapter 586 - Refreshment Vehicles, to impose a condition restricting the hours of operation to 9 a.m. to 11:59 p.m.; and further, That staff prepare the necessary amendments to the City of Kitchener Municipal Code to establish a licence fee of $205.00 for an extension of use of a valid licensed place of refreshment." PUTTING RESOURCES INTO THE NEIGHBOURHOOD The Committee was in receipt of a letter from Ms. T. Beaulne, to members of City Council, dated Monday, March 29, 1999. The Committee was also in receipt of a memorandum from Councillor John Smola dated March 30, 1999, referring to the suggestions in the last two paragraphs of Ms. Beaulne's letter with respect to putting resources into the neighbourhood. Referring to the suggestions in the last two paragraphs of the letter, Councillor John Smola stated that if the City is interested, it would cost some money. He questioned whether this was a concept the City is interested in getting involved with. Councillor Jake Smola questioned Mr. Clancy as to whether the consultant has been hired to review community centre needs. Mr. Clancy advised that the matter is still with the Purchasing Division. Councillor Yantzi stated that this is an interesting idea to consider. He felt it might be good to say that we would be interested in looking at a proposal. Mayor C. Zehr stated that he understood and was somewhat sympathetic; however, these are two distinctly different issues. The money from the sale of the land is one thing. If there is a case for service to be made, then it should be dealt with on its own merits. He felt that this would set a vicious precedent for something in the future. Councillor K. Taylor-Harrison stated that in Mount Hope-Breithaupt they do not have a community centre, even though the Breithaupt Centre is there. She asked that the Committee keep in mind that Centre Ward and Mount Hope-Breithaupt have no community centre. Councillor K. Taylor-Harrison stated that when Councils make decisions like the one recently FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 44- CITY OF KITCHENER made, you don't get immediate results and they sometimes do not show up until ten years down the road. She advised that she would support some investigation of this request. 10. PUTTING RESOURCES INTO THE NEIGHBOURHOOD - CONT'D Councillor John Smola stated that he thought this request has to be debated here. He felt there was nothing to prevent the neighbours coming forward with a proposal. He questioned whether this Committee agrees with this philosophy. He felt that was the first thing that had to be answered; once the decision is made, there are options for the group to come forward. Councillor G. Lorentz put forward a motion for no action. He stated that it is not known what will happen with the land. He felt that this was not a realistic approach and would be a dangerous precedence. He stated that the City is going to do a comprehensive study and it would not be a good idea to do this on a neighbourhood by neighbourhood basis. Councillor Jake Smola questioned where the money from the sale of the road would go and Mr. Gazzola advised that it would go into General Revenue. Councillor Jake Smola felt this matter would be covered in the consultant's report. He advised that he was in support of the motion. Councillors Vrbanovic and Yantzi advised that they also supported the motion. Councillor T. Galloway stated that the discussion was off track and not the issue. He stated that he did not know exactly what they are looking for but they are not looking for a full-scale community centre. He felt that the initiative needs to be theirs. They could ask for rental of a couple of rooms and we might support it. He suggested an amendment to the motion that the group apply to the Mutual Group for space. Councillor J. Haalboom advised that she was in support of Councillor Galloway's amendment. She referred to the closure of St. Boniface School. She suggested that the Committee should endorse this idea and encourage the group to see what it can accomplish. Councillor John Smola stated that they are asking for money, which has to be our decision. It was suggested that there was a process in place to ask for money through the Community Services Committee. On a motion by Councillor G. Lorentz, it was resolved: "That no action be taken on the suggestion of Ms. T. Beaulne, in her letter dated Monday March 29, 1999, as considered by the Finance and Administration Committee on April 12, 1999, for funding from the proceeds of the road closure relative to the Mutual Group applications, into the neighbourhood; and further, That the City of Kitchener suggests that the neighbourhood group requesting funding, through the letter from Ms. T. Beaulne, dated March 29, 1999, make application to the Mutual Group for space in one of their houses." 11. 146 PIONEER TOWER ROAD - ASSESSMENT OF BUILDING COMPONENTS AND COSTS The Committee was in receipt of Business and Planning Services staff report BPS #99/58 concerning the possibility of the City purchasing the log house discovered at 146 Pioneer Tower Road. Mr. B. Stanley introduced this report and Mr. L. Bensason advised that he was circulating photographs of the log house. He noted that there were people in the audience who wish to address the Committee and copies of a letter of support from the Grand River Conservation Authority were distributed. Mr. Bensason advised that reports were prepared in 1991 and 1998 which did not indicate that this building had any significance, and Heritage Kitchener passed a resolution advising that they had no concerns with the demolition. In March 1999, a call was received from the local resident indicating that a log structure had been exposed. He noted that Kieswetter properly salvaged the logs, which are in overall good condition. He noted that the building dates to APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 45- CITY OF KITCHENER 11. c. 1830. He advised that they are undoubtedly of architectural significance. Historically, this area of Pioneer Tower West is presently being pursued as a Heritage Conservation District. 146 PIONEER TOWER ROAD - ASSESSMENT OF BUILDING COMPONENTS AND COSTS - CONT'D Mr. Bensason then explained the various options for the log house and the costs associated with each. He then advised that an on-site meeting had been held with local residents, members of Heritage Kitchener, staff, developers and the Ward Councillor and he advised that the recommendations contained in the staff report had come from the on-site meeting. He reviewed the recommendations, advising that ultimately the log house would be reconstructed in accordance with the drawings. With respect to usage, Mr. Bensason advised that a decision need not be finalized at this time. Mr. Bensason noted that staff have negotiated a buy-back option which gives the City maximum flexibility and minimum risk. Councillor J. Haalboom put forward the recommendations contained in the staff report. Mayor C. Zehr questioned whether the total cost would be $98,000.00. Mr. Bensason advised that it may be less if only reconstructed to one storey. Mayor C. Zehr referenced the buy-back option on Page 4 of the report. He questioned whether there would be a written agreement. Although he hoped some use could be found for the building, Mayor Zehr stated that he could support the recommendations because of the buy-back option. Councillor T. Galloway noted that Parks Canada has made a $10,000.00 contribution to Pioneer Tower West, which is in trust. He questioned whether the money could be used for this purpose. Mr. Bensason suggested that this could be discussed with Parks Canada and they may allow it to be used for this purpose. Councillor Galloway suggested that the money could be used for this purpose. He then reviewed the planning process which had taken place in this area. He spoke in support of the recommendations in the staff report. Councillor C. Weylie spoke in support of the recommendations. She suggested contacting Doon Heritage Crossroads and making contact with the Mennonites in conjunction with the Martin House. Councillor Jake Smola thanked Mr. Bensason and Councillor Haalboom for all their work in this regard. He advised that he was in support of the motion. Councillor T. Galloway referred to all the work done in the planning process. He noted that we were not able to keep the house on the site and we are now looking for the next best place. He questioned whether Mr. Bensason saw this as an enhancement to the area. Mr. Bensason noted that there were many partners involved in this. He noted several benefits to the area and stated that this is a very unique and rare opportunity for Council to acquire such a building. Mr. Vanderwerff of the Pinegrove Neighbourhood Association addressed the Committee, on behalf of the community, noting that there were other residents in the audience and some could not attend. He stated that the log house is historically important along with the construction method. He noted that the logs are in good condition and the building is worth saving for the future. He suggested that the money from Parks Canada could be used to purchase the log house. He also suggested that a committee be set up to find a site for the house. Ms. K. Sandford of Town and Country Tours was in attendance to support the purchase of the log house. She stated that heritage is good for tourism as well as the local inhabitants. She stated that the City has to preserve and put on public display historic treasures. She stated that more sites like this are needed. They are significant to tourism, which will help support our City. APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 46- CITY OF KITCHENER 11. 146 PIONEER TOWER ROAD - ASSESSMENT OF BUILDING COMPONENTS AND COSTS 12. 13. - CONT'D On a motion by Councillor J. Haalboom, it was resolved: "That the City of Kitchener purchase the log house discovered at 146 Pioneer Tower Road from The Timeless Materials Company (Kieswetter) for a cost of $23,000.00 plus applicable taxes, to be taken out of Capital Contingency, with such cost to include purchase of original shell timbers, joists, floorboards, cleansing of all timbers, plotted blueprints of tagging sequence, archival documentation and storage consultation; and further, That arrangements be made through the City to load, relocate, stop and secure the timbers of the log house, discovered at 146 Pioneer Tower Road, in the Guelph Street storage facility; and further, That City staff, in consultation with Heritage Kitchener, further review alternatives for the reconstruction of the log house discovered at 146 Pioneer Tower Road, and report back to City Council within six months time; and further, That the Mayor and Clerk be authorized to execute an agreement with The Timeless Material Company (Kieswetter), to the satisfaction of the City Solicitor, relating to their offer to buy back the log house, discovered at 146 Pioneer Tower Road, for $20,000.00." Mayor C. Zehr asked staff to comment on what process can be put in place that, where there is potential for a heritage building it be estimated as a contribution. Councillor Galloway stated that we now have a requirement for Heritage Impact Assessments. Mayor Zehr stated that the City should get the material as a condition. He suggested that something more be added to the approval process. Councillor Ziegler directed that this be added to the Planning & Economic Development Committee unfinished business. 35 BROADLEAF PLACE - LOT MAINTENANCE CLEANUP The Committee was in receipt of Business and Planning Services staff report BPS #99/51, dated March 29, 1999, recommending that the property owner be notified that the City intends to consider a by-law at the April 19, 1999 Council meeting authorizing the removal of waste material from 35 Broadleaf Place, at the property owner's expense, if this is not done by the owner on or before April 29, 1999. On a motion by Councillor G. Lorentz, it was resolved; "That the property owner be notified that City Council intends to consider a by-law, at the April 19, 1999 Council meeting, authorizing the removal of waste material from 35 Broadleaf Place, at the property owner's expense, if this has not been done by the owner on or before April 29, 1999." CITY LANDS TO BE DECLARED SURPLUS The Committee was in receipt of two reports from Mr. G. Andersen, Land Purchasing Officer, dated March 9, 1999 and March 22, 1999, recommending that certain properties be declared as surplus to the City's needs. A brief discussion then took place with respect to whether or not each property would come back to this Committee and Council before it is sold. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 12, 1999 - 47- CITY OF KITCHENER 13. CITY LANDS TO BE DECLARED SURPLUS - CONT'D On a motion by Councillor C. Weylie, it was resolved: "That the property at 908 Highland Road West, located on the north side of the street between Fischer-Hallman Road and Eastforest Trail, described as Part of Lot 35, German Company Tract, designated as Part 4 Plan 58R-7814 with a lot size of 262 square meters be declared surplus to the City's needs; and further, That the property adjacent to 193 Madison Avenue South, described as Part of Lot 3, Registered Plan 368, with a lot size of approximately 3,000 square feet be declared surplus to the City's needs; and further, That the Land Purchasing Officer be directed to dispose of these sites with all Offers to Purchase to be presented to City Council for consideration; and further, That the Fire Department Headquarter property at 150 Highland Road West, described as Part of Lots 8 and 9, Lots 10, 11 and 12, Registered Plan 222 and Part of Lot 21, Subdivision of Lot 17, being 2.44 acres together with buildings and other land improvements, be declared surplus to the City's needs; and further, That Fire Station No. 5 property at 1000 Westmount Road East, described as Lot 5, Registered Plan 1483, being .92 acres together with buildings and other land improvements, be declared surplus to the City's needs; and further, That the Land Purchasing Officer be staff and equipment, with all Offers consideration." directed to dispose of the sites when vacated by to Purchase to be presented to City Council for 14. CONSULTANT STUDY FUNDING - CENTRAL MAINTENANCE FACILITY The Committee was in receipt of a report from Mr. L. Proulx, Director of Facilities Management, dated March 16, 1999, recommending that monies be set aside from the sale of the Maple Street facility to fund consultant services to look at the merit of constructing a central maintenance facility. On a motion by Councillor G. Lorentz, it was resolved: "That $50,000.00 be set aside from the sale of the Maple Street facility to fund consultants services to look at the merits of constructing a central maintenance facility and that staff proceed with this effort in order to report back to Council in time for budget discussions in the Fall of 1999." 15. DOWNTOWN FINANCIAL INCENTIVES - 150 DUKE STREET WEST The Committee was in receipt of Business and Planning Services staff report BPS #99/52, dated March 26, 1999, recommending that Council approve an application from Deutschmann & Kelly for a "Feasibility Study Grant" under the Downtown Financial Incentives Program for environmental and feasibility investigations at 150 Duke Street West. A brief discussion took place in this regard. On a motion by Mayor C. Zehr, it was resolved: "That Council approve an application from the law firm of Deutschmann & Kelly for a "Feasibility Study Grant", in the amount of $8,500.00 under the Downtown Financial APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 48- CITY OF KITCHENER 16. Incentives Program for environmental and feasibility investigations at 150 Duke Street West, Kitchener." MR. R. HAMM - APPEAL UNDER REFRESHMENT VEHICLE BY-LAW - TOYS 'R' US 17. PLAZA It was noted that Mr. R. Hamm had registered as a delegation with respect to his appeal under the Refreshment Vehicle By-law but was not in attendance. The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licencing, dated April 6, 1999 outlining the requirements of Chapter 586 (Refreshment Vehicles) of the City of Kitchener Municipal Code and attached to which was a copy of the letter from Mr. Hamm appealing her decision not to issue a licence for the operation of a refreshment vehicle at the Toys 'R' Us Plaza. The Committee was also in receipt of a letter from Subway Sandwiches, 500 Fairway Road South, objecting to any refreshment vehicle at Fairway and Wilson. On a motion by Councillor Jake Smola, it was resolved: "That no action be taken on the appeal of Mr. R. Hamm for a licence to operate a refreshment vehicle at the Toys' R' Us Plaza at the corner of Fairway Road and Wilson Avenue." INFORMATION ITEMS Councillor J. Ziegler referred the members of the Committee to the information items attached to the agenda. A request was made to set aside time to discuss the rationalization report of the Mayors and it was agreed by the Committee to take time, at this time, for a brief discussion in this regard. Councillor T. Galloway spoke of a recent decision regarding Provincial funding, noting that the Region will be dealing with the matter this week. He briefly described his concerns over what the Region may do with the funds. Mr. J. Gazzola advised that there is a benefit here for the City of Kitchener and the portion of the Regional assessment will be deducted from the next taxes. A question was raised as to whether the taxpayer will benefit on their taxes and an explanation given. With respect to Regional reform, it was noted that the Mayors' report will be coming to Regional Council. Mayor Zehr noted that this report was the opinion of eight heads of Councils and not their Councils' position. The Mayor noted that the report followed the general criteria discussed by this Committee. The report is beneficial to all and would not increase Kitchener tax rates. On that basis, the Mayor stated that he felt comfortable signing his name. Referring to #F in the report dealing with sewer and water, the Mayor noted that no municipality would face an increase in rates because of the transfer. The Region would seek transition costs from the Province for one-time transition costs. With respect to the governance issue, Mayor Zehr stated that it is time to recognize that this is a changing world. He suggested that this came forward from the media and the public. He questioned the correct thing to be doing today. He stated that this is a changing model, an evolution. He suggested that better services could be provided through rationalization. The Mayor stated that there was no need to overlap, as each level should conduct its own business. He stated that the day had come when it was time to make that change. Mayor Zehr advised that he supports a separated Council and a two-tier system. Mayor Zehr explained that the Mayors looked at the services that affect most people. They were not suggesting identical rates or identical services. There would probably be an urban rate and a rural rate. He suggested that this says to the public that we are finally listening to what you are saying. APRIL 12, 1999 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 49- CITY OF KITCHENER 17. 18. Councillor G. Lorentz asked for further clarification, stating that he thought that Council had asked the Mayor to state their position. Mayor Zehr stated that he took the position from this Council, carried it forward and ensured those principles were kept. INFORMATION ITEMS - CONT'D Councillor M. Yantzi stated that there was a bit of a dilemma in trying to get something done. He noted that we do need to move. He noted that he had supported separated Councils. Councillor Yantzi stated that this illustrates the dilemma of where do we start. Councillor Jake Smola stated that it was refreshing to see something with the names of all the Mayors and the Regional Chair. He stated that it was a refreshing look and he thanked the Mayor for taking a leadership role. Councillor Jake Smola suggested setting a date for a discussion. Mayor Zehr responded that the intent is to bring this to Regional Council on April 14th, for discussion and considered by the area municipalities by May 19. A brief discussion then took place respecting the City's own governance issues. A further discussion took place with respect to police services. It was generally agreed that a Committee of the Whole meeting would be held on Monday, April 19, 1999, from 4:00 - 6:00 p.m. to debate the issue of rationalization. The Strategic Planning meeting previously scheduled for that time would be rescheduled. ADJOURNMENT On motion, the meeting adjourned at 12:45 p.m. D. H. GILCHRIST COMMITTEE ADMINISTRATOR