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HomeMy WebLinkAboutFinance & Admin - 1999-08-16FAC\1999-08-16 FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 167 1999 CITY OF KITCHENER The Finance and Administration Committee met this date, Chaired by Councillor J. Ziegler, commencing at 10:15 a.m., with the following members present: Mayor C. Zehr, Councillor T. Galloway, Councillor J. Haalboom, Councillor John Smola, Councillor K. Taylor-Harrison, Councillor B. Vrbanovic, Councillor C. Weylie and Councillor M. Yantzi. Officials present: Ms. P. Houston, Ms. J. Koppeser, Messrs. J. Gazzola, T. Clancy, J. Witmer and J. Shivas and Ms. D. Gilchrist. 1. RELIEF FROM PAYMENT OF POSTER REMOVAL BILL It was noted that Mr. B. An was not in attendance and it was agreed that consideration of this matter be deferred to the Finance and Administration Committee meeting scheduled for September 13, 1999. 2. CAPITAL ALLOCATION FOR LIBRARY RESOURCE BUDGET Ms. M. Walshe, Chief Executive Officer of the Kitchener Public Library was in attendance to present her report on Capital Allocation for Library Resource Budget, dated June 23, 1999. Ms. Walshe noted that most collections are purchased in USS. She advised of some of the strategies used by the library in purchasing their collection including various consortia formed to buy at a discount, leasing books, and obtaining electronic versions of print materials. Ms. Walshe advised that they have looked at increasing the budget and would need at least $100,000.00 per year. She then reviewed the recommendations contained in her report. Ms. Houston suggested that the request be referred to budget deliberations. Mayor C. Zehr questioned the base for the financial information in her report, which Ms. Walshe advised it is 1994. Mayor Zehr then questioned the affects of the shortfall and Ms. Walshe advised of some of the indicators including the number of reserves for books. Ms. Walshe then answered questions regarding the cost of research materials and foreign language materials. On a motion by Councillor B. Vrbanovic - it was resolved: "That we approve, in principle, of establishing a Resource Budget Reserve Fund for the Kitchener Public Library, to operate in the same fashion as the Capital General Provision Accounts, with an annual allocation of $100,000.00, starting in the year 2000; subject to final approval through the Capital Budget process." 3. FLYER DELIVERY Mr. B. Tamblyn was in attendance to advise of his concerns with respect to the delivery of nighttime flyers. He noted that deliveries of flyers have been made to his property around 4:30 - 5:00 a.m. and the delivery which resulted in his complaint had taken place at 3:45 a.m. He advised that he has a dog and as a result is awakened when these deliveries are made. He advised that his concern is not only with respect to noise but theft as people can stalk homes at this time of the night when no one is around. Councillor Ziegler questioned whether Mr. Tamblyn had seen these people and whether they used the sidewalks and Mr. Tamblyn responded that he had seen the people making the deliveries and they cut across people's front lawns. Mayor Zehr advised that he was glad that Mr. Tamblyn had pursued this matter with Councillor Ziegler stating that if there was something that the City could do it should be pursued further. Councillor Ziegler advised that a legal opinion was received from Ms. L. Pasternak that a by-law could be passed to limit the hours of delivery. Councillor T. Galloway put forward a motion that staff be directed to prepare a by-law in this regard and that those parties having an interest in the matter be advised along with Mr. Tamblyn as to when the by-law will be considered. Councillor Weylie raised the issue of early delivery of the Globe and Mail and how this could be distinguished. FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 167 1999 -113 - CITY OF KITCHENER FLYER DELIVERY - CONT'D On a motion by Councillor T. Galloway - it was resolved: "That staff prepare an amendment to Chapter 521 (BILL POSTERS, SIGN POSTERS, BILL DISTRIBUTORS) of the City of Kitchener Municipal Code to limit hours to delivery; and further, That staff advise interested parties and Mr. B. Tamblyn prior to the by-law being presented to Council." DOON PIONEER PARK COMMUNITY ASSOCATION 10TH ANNIVERSARY CARNIVAL The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated August 9, 1999, recommending that the Doon Pioneer Park Community Association be granted permission to hold a carnival on September 11, 1999 at 150 Pioneer Drive, subject to conditions. On a motion by Councillor J. Haalboom - it was resolved: "That Doon Pioneer Park Community Association be granted permission to hold a carnival on September 11, 1999, at 150 Pioneer Drive, provided the necessary licence and approvals are obtained, including Health and Fire, also that proof of insurance in the amount of $1,000,000.00 naming the City as an extra insurer is submitted; and further, That the nominal fee of $10.00 be applicable." ELIZABETH FRY SOCIETY REQUEST TO RUN LOTTERIES The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated July 26, 1999, with respect to the request of the Elizabeth Fry Society for permission to hold bingos and sell break open tickets in the City of Kitchener. "That the Elizabeth Fry Society of Kitchener-Waterloo be approved to operate lotteries in the City of Kitchener on an ongoing basis, provided the funds raised are used to provide services directly to their clients as set out in their Letters Patent as the charitable mandate." 6. GOUDIES GREEN REQUEST FOR USE - KITCHENER VINEYARD CHRISTIAN FELLOWSHIP The Committee was in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated August 9, 1999 with respect to a request received from the Kitchener Vineyard Christian Fellowship to hold a "yard sale" on Goudies Green on August 28, 1999. Councillor M. Yantzi stated that he did not think there needed to be concern if steps were included to look after the City's liability and for cleanup. He stated that he did not think this needs to be a precedent. Councillor Yantzi put forward a motion to accede to the request of the Kitchener Vineyard Christian Fellowship. Councillor J. Haalboom asked for a brief report from staff after the event. FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 167 1999 -114- CITY OF KITCHENER 6. GOUDIES GREEN REQUEST FOR USE - KITCHENER VINEYARD CHRISTIAN FELLOWSHIP - CONT'D On a motion by Councillor M. Yantzi - it was resolved: "That Council approve the request of the Kitchener Vineyard Christian Fellowship to hold a 'Yard Sale' on Goudies Green on August 28, 1999, subject to the Fellowship meeting the following conditions: (a) Obtaining a Temporary Vendor's Licence; (b) Providing proof of insurance, showing the City as an extra insurer in the amount of $1,000,000; (c) Paying a deposit for clean-up in an amount to be determined by staff; and, That the Mayor and Clerk be authorized to sign a lease agreement with Kitchener Vineyard Christian Fellowship in a form satisfactory to the City Solicitor; and further, That staff prepare a follow-up report to be presented to the Finance and Administration Committee." ORGANIZATIONAL AND OPERATIONAL GUIDELINES FOR COMMUNITY AWARENESS COUNCILS The Committee was in receipt of Joint Staff Report BPS #99/110, dated July 21, 1999 recommending that Council adopt the organizational and operational principles for Community Awareness Councils as contained in the report. Ms. P. Houston advised that staff were asked to prepare this report and staff have prepared a framework to use as a template for the future. Councillor M. Yantzi questioned whether these guidelines could not be used by other groups and Ms. Houston responded that the name does not have to be Community Awareness Council. Councillor Yantzi responded that he wanted something generic. Ms. J. Dean noted where this issue came from. Councillor Yantzi questioned whether the City should have an overarching criteria for all groups. Ms. Houston responded that these guidelines could be combined with the neighbourhood association guidelines. She felt that Council should know what they are approving. Mayor C. Zehr questioned the financial implications requesting that all reports from staff include financial implications. He requested that the budget implications of this proposal be available for the August 30th Council meeting. Ms. Houston noted that the insurance costs for each group would be $1,000.00 per year plus printing costs. It would depend on how many groups would fall into this category as to what the budget implications would be. A lengthy discussion took place concerning why these groups would be considered different than neighbourhood associations and why additional insurance coverage is required as opposed to including them under the existing insurance policy. Several members of the Committee noted existing neighbourhood associations who are carrying on the same type of activity. The result of the discussion was a motion by Mayor C. Zehr to defer consideration of this matter to the August 30th Council meeting in order to have information from staff on combining these criteria with those for neighbourhood associations and an estimate of costs. FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 167 1999 -115 - CITY OF KITCHENER 7. ORGANIZATIONAL AND OPERATIONAL GUIDELINES FOR COMMUNITY AWARENESS 10. COUNCILS On a motion by Mayor C. Zehr - it was resolved: "That consideration of the Joint Staff Report BPS #99/110, dated July 21, 1999, concerning Organizational and Operational Guidelines of Community Awareness Councils be deferred and referred to the Auqust 30, 1999 Council meetinq, pending information from staff on combining these criteria with those for neighbourhood association and an estimate of costs." POLICY ON PROTOCOL - CRITICAL INJURIES OR FATALITIES The Committee was in receipt of a copy of draft Policy #11-122 with respect to Protocol for Critical Injuries or Fatalities as provided by the Human Resources Division. Ms. S. Trantor noted that there is no official City policy in this regard although different departments have come up with their own policy. On a motion by Councillor T. Galloway - it was resolved: "That we approve Policy #11-122 - PROTOCOL - CRITICAL INJURIES OR FATALITIES as presented to the Finance and Administration Committee on August 16, 1999." NEW BUSINESS Mayor C. Zehr raised two issues, which had been brought to his attention. The first one is concerns from neighbours in the East End about prostitution, noting that one of the issues is lighting. The second issue was people complaining about stray golf balls. He questioned whether the City is sure that it is not responsible and that the responsibility rests with the golfers themselves. He asked Mr. Gazzola to assign staff for a cursory review of these situations and also asked that the lighting plan for the area of Duke, Cameron and Madison be sent to the Safe City Committee for consideration. Councillor T. Galloway raised the issue of graffiti on buildings, fences and public infrastructure and asked staff to report on this issue. He noted that places that clean up quickly seem not to get more graffiti and questioned whether staff could contact the Kitchener-Wilmot Hydro, Canada Post and the Region and other public organizations requesting that they speed up their clean up of the graffiti. He felt that a quick clean up deters further problems. He also requested that staff find out if the Police have a strategy to determine the perpetrators and whether the City should offer a reward. Mr. J. Witmer advised that he would look into contact with other public institutions. Mr. J. Gazzola advised that staff would get back to the Committee at the September 13th meeting in this regard and it was noted that there would be a meeting between the City and the Police on September 16th and the matter of rewards could be discussed at that time. ADJOURNMENT On motion the meeting adjourned at 11:35 a.m. D. H. GILCHRIST COMMITTEE ADMINISTRATOR