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HomeMy WebLinkAboutFinance & Admin - 1999-04-26FAC\1999-04-26 FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 26, 1999 CITY OF KITCHENER The Finance and Administration Committee met this date, chaired by Councillor J. Ziegler, commencing at 10:12 a.m., with the following members present: Councillor T. Galloway, Councillor Jake Haalboom, Councillor Jake Smola, Councillor John Smola, Councillor K. Taylor-Harrison, Councillor C. Weylie and Councillor M. Yantzi. Mayor C. Zehr entered the meeting shortly after its commencement. Others present: Ms. P. Houston, Ms. L. Pasternak, Ms. J. Koppeser, Ms. L. MacDonald, Ms. L. Gove and Messrs. J. Gazzola, S. Gyorffy, J. Hancock, N. Kuntz, J. Shivas, J. Witmer, B. Stanley, T. Clancy, D. Snow, G. Sosnoski, P. Sinnott, D. Paterson, T. Fox, R. Lebrun and Ms. D. Gilchrist. 1. DELEGATION - SEWER PROBLEMS AT 581 YORK STREET The Committee was in receipt of a report from Mr. S. Gyorffy, Assistant General Manager, dated April 21, 1999, on the sewer problem at 581 York Street. The report provided background information, costs, and the recommendation that the City's contribution for the sewer problems pertaining to 581 York Street be limited to the clearing cost incurred to date. Ms. B. Picken-Zeran, property owner, was in attendance to represent the request, made through Councillor John Smola, with respect to rectifying the problems with her sewer connection. Councillor John Smola provided some background to the situation. Ms. Picken-Zeran advised the Committee, with respect to the comments on the staff report, and outlined her concerns. She noted that the largest portion of this sewer line is on private property and only 30 feet of it is on City property. She noted that the house was built in 1915 and the York Street sewer constructed in 1915 but for some reason the house was not connected to the York Street sewer, and no one in the City really knows why the sewer is this way. She noted that there is no information available to substantiate that the owner chose to connect to the Union Street sewer. Ms. Picken-Zeran then explained the situation which arose over the Easter weekend, the amount of time it took to have the blockage cleared and the comments made to her by the fourth crew who came out to clear the sewer blockage. Ms. Picken-Zeran advised the Committee that all she wants is a sewer that works. If her only choice is the existing sewer and having a City crew come out once a year to clear this sewer line, she will accept this. Ms. Picken-Zeran was questioned by Councillor T. Galloway as to whether she knew the sewer went this way previously, and she advised that three years ago the problem started, which was when she discovered the situation. The question was raised as to whether a homeowner can find out this information before purchasing a property and Mr. Gyorffy advised that the information was marked on City plans. Councillor J. Ziegler questioned why the costs were so high to connect to the York Street sewer and Mr. Gyorffy responded that the costs involved in ripping up the street and sidewalks and replacing them. Councillor J. Ziegler then questioned the delegation as to whether she could afford to pay the $3,450.00 over ten years. Ms. Picken-Zeran advised that if that was the only option she would not have any other choice but to afford it. A discussion then took place with respect to the sewer surcharge. Councillor Jake Smola questioned where the water service came into the house and Mr. Gyorffy advised that he did not have an answer but it could be researched. Councillor Jake Smola then questioned whether the water should be look after at the same time as the sewer. On a motion by Councillor John Smola, it was resolved: "That the City of Kitchener provide a new sewer connection, to York Street, for the property municipally known as 581 York Street, at a cost of approximately $10,000.00, including the costs incurred to date for clearing; and further, That consideration be given to relocating the water service to 581 York Street, at the same time the sewer connection is relocated to York Street, if determined to be cost effective to do so." FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 51- CITY OF KITCHENER 2. MANAGER OF EMERGENCY COMMUNICATIONS - NEW STAFFING POSITION The Committee was in receipt of a report from Mr. J. Hancock, Fire Chief, dated April 20, 1999, recommending that approval be granted for the creation and filling of the position of Manager of Emergency Communications. Mr. J. Hancock was in attendance to introduce the report and he reviewed the recommendations. He noted that there was no new money being requested for this position; as it would come out of the existing budget. He then reviewed the background contained in the report. Mayor C. Zehr questioned whether this position was discussed at Budget and Mr. J. Gazzola advised that it was not specifically discussed and results from the dispatch system. Mayor C. Zehr then questioned whether this increased complement was discussed at Budget. Mr. N. Kuntz advised that this is not an increase in complement but one allotment that was not filled. The position that was not filled was at a Captain's level. Councillor J. Ziegler questioned whether the Captain's position was going to be filled and Mr. Kuntz advised that staff would not be coming back for permission to fill the Captain's position. Mayor C. Zehr noted the continuing discussions questioning why the position was being filled now. Mr. J. Hancock advised that the discussions are continuing and they are approximately two years away from being finalized. He noted that they would be reporting back to Regional Council in relation to dispatch only. He also noted that there was support from the study team that this is a necessary position. Mayor C. Zehr then advised that, if this is an exchange of positions only and not an increase to the complement, that he would be supportive of the recommendation, provided that is stipulated. Councillor Jake Smola questioned whether this position has to be a fully qualified fire fighter and, if this is a 35-hour per week position, and if not what happens during the other hours. Staff briefly explained the "glitches" which have taken place so far including technical issues. Mayor C. Zehr put forward a motion to adopt the recommendations contained in Mr. Hancock's report along with a stipulation that this is a change of positions only and not an increase in the staff complement. Councillor T. Galloway reviewed what had happened before the joint communications dispatch and what has happened since the joint dispatch. There was also a discussion as to which Captain position will be eliminated and questions about exactly what the new manager will do. Councillor T. Galloway stated that he did not understand exactly what the new manager will do. Councillor J. Ziegler suggested deferring the report to the next meeting in order that staff could answer the questions raised about the job requirements. Mr. J. Hancock stated that did not know what more he could have brought before the Committee other than including the PDQ with the whole list of functions. Councillor Jake Smola suggested looking at this in the context of the big picture. He suggested having an overview and having a good understanding of the Communications Division as well as prevention and suppression. He questioned whether it would possible to have this information including staffing levels and shifts. Mr. J. Hancock advised that he could add more detailed information to the report requested by Councillor John Smola. Councillor John Smola then stated that if the Committee was going to deal with the whole Fire Department staffing, that a special meeting would be required. A discussion then took place with as to whether the Committee was micromanaging and whether the current request was going to affect the report to Councillor John Smola. Mr. J. Gazzola advised that he had thought that staff had carefully reviewed the situation and this is going to take a full-time person. The matter had been considered by Management Committee, resulting in this report. Councillor K. Taylor-Harrison questioned whether the Committee could vote on Mayor C. Zehr's motion today. Councillor Jake Smola stated that Council should have a good understanding of the service the City provides to the community. He felt that the Department should have an opportunity to come forward and show what they do. Mayor C. Zehr stated that he wanted his motion dealt with. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 52- CITY OF KITCHENER 2. MANAGER OF EMERGENCY COMMUNICATIONS - NEW STAFFING POSITION - CONT'D On a motion by Mayor C. Zehr, it was resolved: "That the Fire Department be permitted to create and fill the position of "Manager of Emergency Communications" with the position being designated non-union, at Job Grade 20; with the funding to come from the Fire Department's Operating Budget; and further, That the creation and filling of the position of "Manager of Emergency Communications" within the Fire Department is a change of positions only and not an increase in staff complement." Dealing with the other report requested by Councillor John Smola, Mr. N. Kuntz advised that he had been waiting for a resolution of Council, as staff do not know all that they are expected to deal with. Councillor John Smola noted that the City is going from seven stations down to six. He stated that there are 1-1/2 crews at Guelph Street and that could be a problem. He questioned the six new locations and how they will operate and can 1-1/2 crews handle the work. He questioned what was going to happen when the six new stations open. After a discussion in this regard it was generally agreed that a special meeting of the Finance and Administration Committee will be held on June 21, 1999, from 4:00 to 6:00 p.m., to consider a comprehensive review of the Fire Department to include Suppression, Prevention and Communications Divisions. 3. K-W WOMEN'S BOWLING ASSOCIATION - REQUEST FOR FUNDRAISING BARBEQUE. The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated April 22, 1999, with respect to a request received from the Kitchener-Waterloo Women's Bowling Association to operate a Hot Dog cart during their yard sale on June 5, 1999, at 385 Frederick Street, Kitchener. Ms. Koppeser noted that the money raised will be used to promote the game of bowling. On a motion by Councillor T. Galloway, it was resolved: "That the Kitchener-Waterloo Women's Bowling Association be granted permission to operate a Hot Dog cart on June 5, 1999, at 385 Frederick Street, Kitchener, provided the necessary licence with Heath and Fire approval is obtained; and further, That the reduced fee of $10.00 be applicable." 4. MULTICULTURAL FESTIVAL - REQUEST TO ERECT BEER TENT IN VICTORIA PARK The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated April 22, 1999, with respect to a request received from the K W Multicultural Centre requesting Council's permission to erect a beer tent in Victoria Park during the 1999 Multicultural Festival. The report noted that, although a licence is not required to erect a tent, a building permit is required and the applicant requires Council approval to locate a beer tent on City property. On a motion by Councillor T. Galloway, it was resolved: "That the K W Multicultural Centre be granted permission to erect a beer tent in Victoria Park during the Multicultural Festival 1999, on June 26 & 27, 1999, providing the necessary building permit is obtained." FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 53- CITY OF KITCHENER 5. LEGAL DEPARTMENT FEES The Committee was in receipt of a report from Mr. J. Shivas, City Solicitor, dated April 21, 1999, recommending a schedule of new legal fees and increases to existing fees. The report included background information in this regard and a comprehensive schedule of proposed fees. Mr. Shivas was in attendance to represent the report and reviewed the background. He noted that the issue of legal fees was raised at Budget last year and was deferred to allow for notice to the public. Mr. Shivas then reviewed the notice process and advised that only one response was received. He also noted that the proposed fees are in keeping with those of other municipalities. Councillor T. Galloway noted that his major concern is Committee of Adjustment and whether or not a property owner should be hit with these additional fees. Mr. Shivas responded that these agreements are imposed by the Committee of Adjustment and are usually related to severances. Councillor T. Galloway then raised the issue of encroachment agreements and Mr. Shivas noted that this would be the first and only fee. Councillor Galloway stated that he had some concern about minor encroachments noting that these people are maintaining the land. Councillor J. Ziegler felt that this was a silo approach and questioned what happened to one- stop shopping. He stated that any time we are looking at an increase in fees we have to look at the overall increase in fees required of a person going through the process. He felt that the schedule of fees did not give a comprehensive picture. Mr. Shivas stated that the research done by the Legal Department was for legal fees and not planning fees. Councillor J. Ziegler questioned how we sit in the totality of fees compared with other municipalities. Mayor C. Zehr stated that he wanted the City to be competitive and fair with other municipalities. He suggested that the Committee needed further information. A brief discussion then took place with respect to how other municipalities compare in all their fees. Mr. J. Shivas noted that other municipalities do also have planning application fees. Mr. Shivas also expressed his concern about any appearance that the City Legal Department is acting for the developers. He stated that he was concerned that taking fees from developers makes it look like the Legal Department works for them. The Legal Department should be seen to working for the Corporation and for the good of citizens at large. Councillor Jake Smola questioned if the City had to go outside for legal services what the costs would be. Mr. Shivas responded that the fees would be based on cost recovery and would be much higher. Councillor Jake Smola then moved the recommendation contained in Mr. Shivas' report. He applauded Mr. Shivas for coming forward with the report. Councillor T. Galloway stated that he generally agreed with the motion but he still had a problem with encroachment agreements and questioned whether they would apply to residents who maintain City property. Mr. Shivas responded that it is intended that it would apply and asked Councillor Galloway to keep in mind that these people have taken land away from the public domain. Ms. L. MacDonald advised that the encroachment agreements primarily deal with the encroachment of buildings, patios and porches where the property owner specifically gains a benefit. She noted that the City is not gaining a benefit. A discussion then took place of the various types of encroachment on City property. Councillor J. Ziegler suggested an amendment to Councillor Jake Smola's motion to require the payment of fees for encroachments for structures only which was accepted by Councillor Jake Smola. On a motion by Councillor Jake Smola, it was resolved: "That the fees, as set out in Schedule "A" to the April 21, 1999 report of the City Solicitor, for the preparation and processing of agreements and other documentation by the City's Legal Department, be approved; save and except for the fee proposed for encroachment agreements which shall only apply when structures encroach on City property." 6. Y2K STAFFING The Committee was in receipt of a report from Ms. P. Houston, Chief Financial Officer and City Treasurer, dated April 14, 1999, recommending a Y2K staffing policy for the period December FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 54- CITY OF KITCHENER Y2K STAFFING - CONT'D 27, 1999 to January 16, 2000. Ms. P. Houston introduced the report and explained that she wanted to put these staff groups on notice and circulate the policy to the City's Unions. On a motion by Councillor Jake Smola, it was resolved: "That the following work groups are required to be duty or on standby during the period December 27, 1999 to January 16, 2000; with no vacations being scheduled during this time period for these work groups until all Y2K contingency plans are complete and approved and the necessary staffing requirements scheduled: Group Purpose Y2K Interdepartmental Team On standby, to identify and prioritize Departmental tasks Emergency Control Group On standby, to invoke Emergency Plan, if required Utilities Regular standby staffing to respond to any operational problems Information Services Department Systems Administrators Fire Facilities Management and Security Public Works Approximately seven staff will be scheduled to work January 1 and 2 to check all servers and systems at all sites. Additional staff resources must be on standby to fix problems encountered On standby, to fix problems encountered Extra key staffing have been identified standby (i.e. mechanics, Fire Chief, etc.) to be on To check Building controls and fix problems, if necessary Regular standby staffing, to handle sewage pumping station power problems, if required" 7. 1999 KITCHENER OPEN EARS FESTIVAL OF MUSIC & SOUND - AGREEMENTS FOR USE OF GOUDIES BUILDING The Committee was in receipt of a report from Ms. L. Gove, Supervisor, Arts, Culture, Special Events dated April 21, 1999, recommending the entering into of certain agreements between the City of Kitchener and the Kitchener-Waterloo Symphony Inc. with respect to use of the Goudies Building for the 1999 Kitchener Open Ears Festival of Music & Sound. Councillor K. Taylor-Harrison put forward the recommendations contained in the staff report. Ms. L. MacDonald raised the issue of the temporary fire alarm for the areas being occupied. Mr. T. Clancy advised the Committee that the cost would be approximately $2,500.00. He noted that there was one large open room off King Street and that originally the Fire Inspector had thought that it would be fine without one. Mr. Clancy noted that this money is not in the Parks and Recreation Department Budget and the Symphony could not pay. Ms. L. MacDonald advised that this festival will take place for four days from 7:00 until 11:00 and questioned how volunteers could possibly monitor the building. She noted that children will be FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 55- CITY OF KITCHENER 7. 1999 KITCHENER OPEN EARS FESTIVAL OF MUSIC & SOUND - AGREEMENTS FOR USE OF GOUDIES BUILDING - CONT'D coming into the building including invitations given to schools. Ms. L. Gove explained what had happened as St. Jerome's last year. Councillor J. Ziegler noted that, from a liability point of view, the temporary fire alarm should be installed. Mr. J. Witmer noted that anytime anyone has wanted to use this building, the City has consistently required a temporary alarm. He noted that this is an assembly occupancy and it is required. Councillor Jake Smola stated that he did not think the City had any option. Councillor John Smola questioned whether the City would be doing anything in there in the future, whether staff had any other plans for use of the building. Ms. L. Gove stated that she was not aware of any other use of the building but use of the green space beside the building would be made. Councillor T. Galloway questioned Ms. Gove as to what the hardship would be. Ms. Gove advised that the festival would cost between $8,000.00 to - $9,500.00 with the City providing $17,000.00. She noted that the figure of $2,500.00 has not been discussed with the Symphony. Councillor T. Galloway questioned Mr. J. Witmer as to whether City Works would benefit from this. He suggested that the alarm could be left in after the festival if we expect to have other activities in there. He noted that since the City is imposing this requirement it should contribute $1,000.00 to this and it should be left in place to benefit City Works. Councillor K. Taylor-Harrison agreed to this amendment to her motion and another amendment put forward by Councillor Jake Smola, that the Facilities Management Division make the arrangements for this temporary fire alarm system. On a motion by Councillor K. Taylor-Harrison, it was resolved: "That the Kitchener-Waterloo Symphony Orchestra Inc. (the "symphony") be permitted to use a portion of the Goudies Building during the 1999 Kitchener Open Ears Festival of Music & Sound (the "festival") provided it complies with the Fire Code, Building Code, and Ontario Hydro requirements and obtains a public hall licence; and, That the Mayor and Clerk be authorized to sign an agreement, prepared by and satisfactory to the City Solicitor, with the "symphony" for preparation of the Goudies Building for the "festival"; and, That the Mayor and Clerk be authorized to sign an agreement, prepared by and satisfactory to the City Solicitor with the "symphony" for the use of the Goudies Building during the "festival"; and, That a temporary fire alarm shall be installed in the Goudies Building prior to it being used for the 1999 Kitchener Open Ears Festival of Music & Sound, with the City to contribute $1,000.00 towards the cost of its purchase and installation, to be arranged through the Facilities Management Division, with the proponents to pay the balance; and further, That the temporary fire alarm remain in the Goudies Building until the proposed purchasers take possession of the building." DOWNTOWN FACADE IMPROVEMENT LOAD PROGRAM - REVISIONS & OVERVIEW The Committee was in receipt of Department of Business and Planning Services staff report BPS #99/56 dated April 6, 1999, with respect to recommended revisions and an overview of the FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 56- CITY OF KITCHENER DOWNTOWN FA(~ADE IMPROVEMENT LOAD PROGRAM REVISIONS & OVERVIEW - CONT'D Downtown Fagade/Interior Loan Program. Mr. W. Pearce was in attendance to represent the report and showed slides of buildings which have benefited from this program. Mr. Pearce then reviewed the recommendations contained in the staff report. He noted that a fixed interest rate for a fixed term is being recommended with the grant portion being reduced, and earned over the fixed term. He noted that they are expecting activity levels to remain the same. Councillor Jake Smola questioned whether requests have been received from outside the boundaries and Mr. Pearce advised that they have been received. He questioned whether the City makes sure the building owner is looking after the property and Mr. Pearce advised that this can be worked at through the Property Standards By-law. A discussion then took place with respect to various aspects of the program including signage and the rating system. On a motion by Councillor K. Taylor-Harrison, it was resolved: "That the following changes to the Downtown Fagade/Interior Loan Program take place to ensure viability: a) Fixed interest rate of 8% to be review annually; b) Fixed term of five years; c) Grant portion of 15% of the loan; d) The grant portion to be forgivable over the five-year term. Early repayment means less grant. e) The program is to be reviewed every three years." COMMUNICATIONS PLAN - PUBLIC MEETING ON REGIONALIZATION/RATIONALIZATION OF SERVICES The Committee was in receipt of a report from Mr. P. Sinnott, Communications Director, dated April 23, 1999, providing a comprehensive communications plan, including activities and costs, relating to the public meeting, to be held on May 19, 1999 with respect to regionalization/rationalization of municipal services. Mr. P. Sinnott was in attendance to represent the report and answer any questions the Committee might have in this regard. Mayor C. Zehr felt that the cost of $43,000.00 was too high. Various options were then discussed including having Rogers cover the forum as a special event with a phone-in component. Other options including a reduced number of flyers, having the materials printed internally and reducing the number of advertisements was also discussed. Several other members of the Committee felt that the costs were too high. Councillor John Smola stated that this issue involves the future of this community and it is the biggest issue that this Council is ever going to deal with. He noted that everyone wants participation from the community and questioned why this Committee would complain about the cost. A discussion then took place with respect to the polling recommended in the plan and the question was raised as to why we would want to survey all the Region. Councillor Ziegler suggested aiming more for Kitchener residents. Mayor C. Zehr then suggested dealing with the recommendation in two parts and separating advertising from the public opinion poll. He suggested that we should be concentrating on advertising. He also stated that he liked the idea of the neighbourhood newsletters. Mayor Zehr then stated that he agreed with Councillor John Smola in the value of the plan, stating that this FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 57- CITY OF KITCHENER 9. COMMUNICATIONS PLAN - PUBLIC MEETING ON REGIONALIZATION/RATIONALIZATION 10. OF SERVICES - CON'TD was a significant beginning to the process. He stated that he wanted to make sure the public was as informed as possible. Mayor Zehr then suggested a motion to approve an expenditure of $12,000.00 for overall advertising for this event and that staff work within this budget to find a variety of means of advertising. Mr. P. Sinnott advised that he was not sure that amount of money would do the job. He pointed out that these newsletters are weekly and they may allow time for only one newsletter. Councillor John Smola stated that he did not agree with the motion. Councillor Jake Smola stated that he was not sure that $12,000.00 was enough. He suggested that a motion to approve the proposed budget for advertising be adopted and leave the opportunity open for staff to consider community newspapers. He felt that if the City wanted to have good public consultation, the suggested amendment was a poor approach. He put forward an amendment that the advertising dollars for this event be the amount recommended in Mr. Sinnott's report. Councillor J. Haalboom spoke in support of the amendment suggesting that this information should be presented in as many ways as possible. The question was raised as to where the funds would come from and Ms. P. Houston advised that it would have to be an over-expenditure to the Operating Budget. On a motion by Mayor C. Zehr, it was resolved: "That the Advertising component only of the communications plan, prepared by Mr. P. Sinnott, dated April 23, 1999, with respect to the public meeting on reform initiatives involving regionalization/rationalization of municipal services, scheduled for May 19, 1999, be approved including all activities and expenditures contained therein; and further, That the communications plan also include the newsletters/newspapers for advertising this public meeting." use of community The Committee then continued to discuss the option of the public opinion poll as contained in Mr. Sinnott's report. The question was raised as the date for this poll and Mr. Sinnott responded that we would have to start right away and do it as quickly as possible. Councillor J. Ziegler advised that he was concerned with the project objective and he did not like the questions, as they do not reflect the Kitchener point of view. Mr. Sinnott responded that if the Committee just wants a Kitchener opinion, the sample size could be reduced and therefore the costs. Councillor John Smola stated that he wanted a poll after the May 19th meeting. Councillor Jake Smola advised that he thought there was a possibility for a referendum. He felt that it could be an opportunity for a Region wide referendum on the big Regional issues. He felt that we could seek something which may be binding down the road. Mayor C. Zehr noted that referendums have been contemplated. Due to timing, the Committee recessed at 12:40 p.m. and re-convened at 5:00 p.m. CITY OF KITCHENER CLEAN AIR PROGRAM The Committee was receipt of Department of Business and Planning Services staff report BPS #98/63, dated April 21, 1999, with respect to the City of Kitchener Clean Air Plan. Mr. B. Stanley was in attendance to represent the report. He noted the Smog Alert Plan advising that there were smog days in May last year. He noted that staff are reasonably confident that if the number of smog days does not exceed six there would not be an impact on service level. If the number of smog days was three times that many, it might have an affect on curtailing programs. He noted that staff are reasonably happy with what is planned for smog alert days. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 58- CITY OF KITCHENER 10. 11. CITY OF KITCHENER CLEAN AIR PROGRAM - CONT'D Mr. Stanley advised that the long-term strategies contained in the plan are new and they are looking forward to preparing a communications plan with Mr. Sinnott. He noted that a plan would be put together and taken back to the Environmental Committee. Mr. Stanley advised that the cost associated with the plan could come out of the Capital Budget and will be recommended by the Environmental Committee. On a motion by Councillor J. Haalboom, it was resolved: "That Council adopt the City of Kitchener Clean Air Plan, as presented to the Finance and Administration Committee on April 26, 1999." Councillor Jake Smola thanked staff and the Environmental Working Group for all the work involved in this plan. He advised that this would be dealt with more at the Council meeting next Monday night. APPEAL OF INVOICES FOR FLYER/POSTER REMOVAL - WALPER PUB It was noted that Mr. A. Attwooll of the Walper Pub had registered as a delegation but was not in attendance, nor was he in attendance earlier in the meeting. Councillor J. Ziegler reflected on the fees noted in the invoices, specifically the administrative fee. Mayor C. Zehr questioned whether any others had been charge and what had happened with them. Mr. J. Witmer explained the purpose of the administration fee. Councillor Jake Smola advised that he had no concerns with the charges in the invoices. He felt that they were labour intensive for City staff. He put forward a motion of no action on the request of Mr. Attwooll. Councillor Jake Smola advised that he had serious concerns and reflected on a time when he was a member of Heritage Kitchener and the signage in the windows at Reggies was a concern. He felt that the owner had disregarded the rules and had done this with intent because of a loss of revenue. Mayor C. Zehr questioned whether there were others who have not paid and how many have been charged. Mr. Witmer advised that many of these had been issued in the downtown, noting that they are not popular but they have the desired effect to correct the situation. Councillor K. Taylor-Harrison referred to the K-W Collective and Mr. Witmer advised that they have been given an opportunity to comply and charges are the last result. A discussion then took place with regards to Mr. Attwooll's situation, referring to the letter in the agenda. Councillor T. Galloway suggested that the offender needs to be charged an appropriate amount and he felt that the administrative fee should be waived. Councillor K. Taylor-Harrison advised that she would be concerned about doing that as the City would be inundated by others. She noted that the fees were set up for a purpose and she was fully prepared to go forward. Councillor M. Yantzi questioned why the Committee was dealing with matter when the delegation was not in attendance. Councillor Jake Smola suggested the motion of no action be taken on the request and that the by-law is there for a specific reason. A discussion took place as to whether the matter should be dealt with today or deferred for two weeks to the next Finance and Administration Committee meeting. Mayor C. Zehr put forward a motion to have the matter referred to the May 10, 1999 Finance and Administration Committee meeting which was voted on and lost. On a motion by Councillor Jake Smola, it was resolved: "That no action be taken on the request of Mr. A. Attwooll for the City to waive Invoice #0122745, issued February 17, 1999 and Invoice #0123272, issued March 12, 1999, relating to the costs of flyer/poster removal." FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 59- CITY OF KITCHENER 11. APPEAL OF INVOICES FOR FLYER/POSTER REMOVAL - WALPER PUB- CON'TD 12. 13. Staff was advised to inform Mr. Attwooll that this matter would be considered at the Council meeting of Monday May 3, 1999. COMMUNICATIONS PLAN The Committee again referred to the Communications Plan prepared by Mr. P. Sinnott, dated April 23, 1999, specifically with reference to the public opinion poll. After a brief discussion, a further staff report was requested for the May 10th Finance and Administration Committee meeting. On a motion by Councillor John Smola, it was resolved: "That the proposal to conduct a public opinion poll, outlined in the Communication Plan for the public meeting on reform initiatives involving regionalization/rationalization of municipal services, prepared by Mr. P. Sinnott, dated April 23, 1999, be deferred and referred to the Finance and Administration Committee meeting scheduled for May 10, 1999; at which time a further report fully documenting the proposal, including survey questions, possible options and costs be presented for consideration." MOBILE SIGNS - SHARED USE The Committee was in receipt of a memorandum from Councillor J. Ziegler, dated April 20, 1999, with respect to a suggestion made to him by one of his constituents who rents in a small plaza, with respect to sharing the use of mobile signs with his co-tenants. Councillor J. Ziegler reviewed his memorandum. Mr. J. Witmer advised that this is already possible but is discouraged. He noted that a tenant could rent half a sign for a maximum of six months. Councillor J. Ziegler advised that they would be in support of half a sign but they do not want to be limited to six months. Councillor Ziegler suggested referring this matter to staff. Councillor J. Haalboom referred to her suggestion at the previous Council meeting where she was advised that it would be too much work for staff. Councillor Yantzi suggested that referring all of these sign matters to staff for a report to the Planning and Economic Development Committee. Mayor C. Zehr felt that it was a substantial amount of work which would involve a lengthy report and a lengthy study. He suggested a report from staff simply outlining the issues before the Sign By-law is opened up. It was suggested that Planning staff report to this Committee on what the issues would be and what the process would be. Mr. B. Stanley advised that these issues compound each other. He noted that there is a proposed new sign by-law for the downtown which would be coming forward soon and the urban design guidelines. Councillor Yantzi advised that he also wished to have information from staff on the options in the existing by-law for enforcement. The discussion then returned to mobile signs with respect to whether they are looked at as temporary or have they become permanent. Concerns were raised about the proliferation of mobile signs and whether they are being promoted instead of permanent signs. 13. MOBILE SIGNS - SHARED USE - CON'TD FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 267 1999 - 60- CITY OF KITCHENER 14. 15. On a motion by Councillor M. Yantzi, it was resolved: "That staff of the Department of Business and Planning Services prepare a report for Planning and Economic Development Committee on the process involved in reviewing and amending the Sign By-law to deal with the following issues: a) the proliferation of signs, b) the safety of roof signs, c) shared use of mobile signs for a longer period than the Sign By-law currently allows; and further, That staff advise of the options in the existing sign by-law for enforcement." UPDATES - PREPARING FOR THE YEAR 2000 Mr. J. Gazzola was requested to have Ms. P. Houston make this presentation at Council next Monday night and it was suggested by Councillor T. Galloway that others, such as Hydro, be invited to make a brief presentation in this regard. ADJOURNMENT On motion, the meeting adjourned at 5:45 p.m. D. H. GILCHRIST COMMITTEE ADMINISTRATOR