HomeMy WebLinkAboutFinance & Admin - 1993-03-22FAC\1993-03-22
FINANCE AND ADMINISTRATION COMMITTEE MINUTES
MARCH 22, 1993
The Finance and Administration Committee met this date, commencing at 11:10 a.m., under the
Chairmanship of Alderman C. Zehr with the following members present: Mayor D.V. Cardillo, Aldermen
B. Stortz, T. Galloway, G. Lorentz, J. Smola, M. Wagner, C. Weylie and J. Ziegler.
Others present: Alderman M. Yantzi, Alderman G. Leadston, Messrs. T. McKay, J. Gazzola, R. Freeborn,
F.S. Graham, J. Wallace, L. Parkhouse, D. Paterson, J. Witmer, G. Sosnoski, Mrs. J. Koppeser and Ms.
D. Arnold.
1.
EDUCATIONAL EXCELLENCE
Mr. J. Sweeney, Chairman, and Mr. R. Ward, Director of Education and Secretary, Waterloo
County Board of Education appeared on behalf of the Educational Excellence Working
Committee. The Committee was also in receipt of a written submission from the Committee
appended to correspondence from Mr. Sweeney dated March 10, 1993.
Mr. Sweeney outlined the role of the Working Group and their progress to date. He referred to
comments in an earlier Regional Task Force report on the economy which emphasized the need
to build on the educational base in the community. Mr. Sweeney stated that the Working Group,
composed of municipal and education administrators, and representatives of the Chambers of
Commerce and senior government, believe this is a valid point and should be presented to the
public. He advised that the Working Group is requesting the City's support as outlined in their
written submission.
Mr. Sweeney pointed out that though not the only factor in improving the Regional economy, the
quality and perception of education is critical and should be given priority. It is hoped that the
initiatives outlined in the report would result in well and appropriately skilled graduates who meet
both the criteria of the education system and the needs of the business community. He also stated
the Committee's hope that the proposal would receive community-wide endorsement. Mr.
Sweeney stated that the type of initiative proposed must be undertaken at the local level and
involves a different method of operation, not greater expenditures.
Mr. Ward highlighted several aspects of the written submission including the proposed role of the
Committee, which is appended hereto and forms part of these minutes. Mr. Ward specifically
asked that Council endorse the Educational Excellence concept, agree to the formation of the
Community Committee and appoint the Mayor (or his representative) to serve on a recruiting
committee for the Educational Committee proper.
Alderman Lorentz questioned why the City of Cambridge would not be involved in this initiative
and Mr. Sweeney replied that Cambridge was approached and indicated they were pursuing their
own initiatives. However, he advised that they would be welcome to participate at any time.
Alderman Wagner stressed the importance of both promoting and achieving any objectives
established by the Educational Excellence Committee. He questioned the fact that the proposed
membership makes no strong reference to teachers and parents. Alderman Wagner suggested
that members in this regard be full time teachers and parents with children presently in the school
system. Mr. Ward acknowledged the need for community support and involvement and noted that
a number of spin-off committees and work groups would likely be created. In response to a
question from Alderman Galloway, Mr. Sweeney acknowledged that the Ministry of Education has
expressed an interest in the proposed initiative, however, this would be difficult to implement on a
Provincial basis.
Alderman G. Leadston entered the meeting at this time.
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 15 -MARCH 22, 1993
1.
EDUCATIONAL EXCELLENCE (cont.)
On a motion by Alderman G. Lorentz -
It was resolved:
"That with respect to the report of the Educational Excellence Working
Committee appended to correspondence from Mr. J. Sweeney, Chairman,
dated March 10, 1993, Kitchener Council endorse the Education Excellence
concept embodied therein, agree to the formation of a Community Committee
on Educational Excellence and appoint Mayor D.V. Cardillo (or his
designated representative) to serve on a recruiting committee in this regard."
Mr. Sweeney acknowledged the contribution of Mr. T. McKay to the Working Group whom he
described as the "heart and soul" of this initiative.
2.
SPECIFIC LOCATION DAILY SALES LICENCE - FIREWORKS
Mr. J. Eve, President, and Mr. K. Tigert, Sales Manager, appeared on behalf of H. Fokes and
Company Limited to express concern over the City's past practice of issuing a licence for the sale
of fireworks from a trailer in the parking lot of Lulu's Roadhouse. The Committee was also in
receipt of a written submission from Mr. Tigert dated March 17, 1993 and an information report
from Mrs. J. Koppeser dated March 11, 1993.
Mr. Tigert advised that this type of operation adversely affects both his company and the retail
businesses in the community which it supplies. Mr. Eve added that over the past three years
fireworks sales have declined by approximately 60%, largely due to this type of non-resident sales
operation. He stated that this marketing strategy excludes local, retail customers and on this basis
H. Fokes and Company have chosen not to compete by marketing in a similar manner. Mr. Eve
asked for equitable treatment of both his company and the approximately 50 retailers which it
represents. In response to a question from Alderman Lorentz, Mr. Eve advised that the fireworks
operation at issue would generate approximately $100,000.00 over a five day period.
Mr. Wallace advised that the licence fee cannot be raised to a point where it inhibits operation of
the business. He stated that it was too late to deal with this issue now and asked that it be
referred to a future Committee meeting in order to establish an appropriate licence fee. Mr. Eve
noted that the City of Waterloo has dealt with a similar circumstance in the past. Mrs. Koppeser
clarified that the applicant who received the licence last year has not as yet applied for 1993.
Alderman Stortz suggested that discussion of this issue be broadened to include other product
lines which are marketed in a similar manner. Mr. Wallace stressed the need to direct an
appropriate study of the issue and to develop guidelines which are not arbitrary or based on a
single licence application. He also suggested that in the interim staff could be directed to refrain
from issuing licences for products sold by non-residents, pending consideration of the above
study. Mrs. Koppeser cautioned that if so directed a wide range of product lines would be affected
involving sales throughout the City. Mr. Wallace indicated that at minimum he would like the
opportunity to further research the fireworks issue relative to the legislative requirements of the
Municipal Act. Alderman Zehr suggested that a staff report dealing with the fireworks issue only
could be brought forward for discussion at the March 29, 1993 Council meeting, with a more
comprehensive report to follow at a later date.
On a motion by Alderman B. Stortz -
It was resolved:
"That no applications be accepted or Specific Location Daily Sales Licences
issued relative to the sale of fireworks in the City pending a report from Legal
Department staff concerning the legislative requirements of the Municipal Act,
with said report to be made available for consideration by Council at its
meeting of March 29, 1993, and further,
2.
SPECIFIC LOCATION DAILY SALES LICENCE - FIREWORKS (cont.)
That Licensing Division staff prepare a full report on the issuing of Specific
Location Daily Sales Licences as it involves other product lines for
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 16 -MARCH 22, 1993
consideration at a future Finance and Administration Committee meeting."
3.
ASSESSMENT/TAX INCREASE - 388 KING STREET EAST
Mr. S. Hasiu appeared as the owner of the above property to express concern over what he
described as a 260% increase in assessment from 1986 to the present. In this regard, the
Committee was in receipt of a memorandum from Ms. H. Setka dated March 15, 1993 containing
an outline of assessment and municipal taxes for the property from 1986 to 1992. It was noted
that in 1986 municipal taxes totalled approximately $2,060.00 and and in 1992 $6,113.00. Mr.
Hasiu acknowledged that the building had been purchased in 1986 for $135,000.00, and since
that time he has spent $80,000.00-$100,000.00 on improvements.
Mr. Hasiu stated that he has spoken with the adjacent property owner (Biba Boutique) whose
taxes have increased during that period by less than half of the amount attributed to his property.
He also noted that the owner has made improvements to the building.
In response to a question from Alderman Stortz, Mr. Hasiu indicated he is in agreement with the
assessed value of the property. Alderman Zehr clarified that Council does not have the authority
to deal with assessment value and explained that municipal taxes are calculated by applying a
uniform rate to the property assessment. On this basis, if the assessment were correct, the taxes
owing would also be correct.
Alderman Stortz acknowledged that this area of the City has received substantial assessment
increases and asked that staff meet with Mr. Hasiu to discuss the possibility of appealing the
property assessment. Mr. Gazzola replied that he has already spoken with Mr. Hasiu, but is willing
to pursue the matter further. Alderman Zehr suggested that the Ward Alderman also take part in
these discussions.
4.
MONSTER BINGO LICENCES - BIG BROTHERS OF KITCHENER-WATERLOO
Mr. P. McMahon, Director, appeared on behalf of Big Brothers and in support of their request for
Council endorsement of the Provincial application.
Mr. M. Rausch, Bingo Chairman, was also in attendance on behalf of Kitchener Charities Bingo
Palace.
The Committee was in receipt of a report from Mrs. J. Koppeser dated March 17, 1993 and a letter
from Mr. McMahon dated February 23, 1993.
Mr. McMahon explained that in the past Big Brothers have received a licence from the City of
Waterloo, with proceeds from the event being used to finance the new recreational complex.
However, due to the lack of handicapped access and other design features the organization would
prefer to conduct the bingos at the Auditorium Complex Twin Ice Pads. He also pointed out that a
second approval is being requested to hold a bingo at the Kitchener Farmers Market to raise funds
in support of Camp McGovern, a summer camp for "little brothers".
Mr. Rausch stated that Kitchener Charities Bingo Palace is not opposed to the application, noting
however, that the bingo revenues of other local charities have declined by approximately 30%
since January 1, 1993.
Alderman Wagner pointed out that the Provincial regulations indicate only one such event can be
approved per month within a 100 kilometre radius. Mr. McMahon acknowledged this requirement
indicating that in 1992 there were competing applications and the Province made an exception in
this regard. He stressed that the City would only indicate its approval of the event, and the
Province would be responsible for issuing the licence.
4.
MONSTER BINGO LICENCES - BIG BROTHERS OF KITCHENER-WATERLOO (cont.)
On a motion by Alderman G. Lorentz -
It was resolved:
"That the City of Kitchener has no objection to a Provincial licence being
issued to Big Brothers of Kitchener-Waterloo relative to two Monster Bingos
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 17 -MARCH 22, 1993
to be held on Sunday, May 23, 1993 at the Kitchener Farmers Market and on
Monday, October 11, 1993 at the Kitchener Auditorium Complex."
5.
BLACKJACK TOURNAMENT LOTTERY LICENCE - K-W OKTOBERFEST INC.
Mr. William Stewart appeared on behalf of K-W Oktoberfest Inc. and in support of their request for
permission to hold a Tournament at the Valhalla Inn April 16-18, 1993.
The Committee was previously in receipt of the application dated March 9, 1993 and a report from
Mrs. J. Koppeser dated March 19, 1993. They were also circulated this date with a memorandum
from Ms. D. Arnold dated March 22, 1993 outlining the legislative requirements and eligibility
criteria.
Mr. Stewart asked that Council endorse the licence request, indicating that new areas of
fundraising are required. He advised that past licence applications have been made on a
fair/exhibition basis, however, K-W Oktoberfest Inc. feels that it qualifies as a non-profit
organization.
Ms. Arnold referred to her report outlining the two criteria for eligibility and advised that this
application could only be endorsed pursuant to the legislation if Council is satisfied that
Oktoberfest is a charitable organization and meets the criteria set out in her report.
Alderman Lorentz expressed general support for the application, but indicated concern over the
proposed sale of Break Open (Nevada) Tickets. He suggested that on the basis of Council's
previous direction this item should be removed. Mayor D.V. Cardillo concurred suggesting that
Council should await the staff report in this regard. Alderman Lorentz added that if approved, he
would expect such a motion would signify Council's ongoing support of Oktoberfest as a cultural
event, and in particular with respect to future licence applications of this type. Mr. Parkhouse
advised that the Province is responsible for issuing the licence, noting that not all of the items on
the application are charitable in nature.
On a motion by Alderman G. Lorentz -
It was resolved:
"That the City of Kitchener has no objection to a Provincial licence being
issued to Kitchener-Waterloo Oktoberfest Inc. relative to a Blackjack
Tournament scheduled for April 16-18, 1993 at the Valhalla Inn and to
include the following activities: Rapid Blackjack (10 tables); Crown and
Anchor Wheel (1 wheel); Monte Carlo (30 tables), and further,
That no action be taken on the request for endorsement of the sale of Break
Open (Nevada) Tickets at these events."
6.
HIRING PROCESS IMPROVEMENT TEAM - C.I.P.
The Committee was in receipt of a report from Mr. D. Paterson dated March 16, 1993 outlining the
Team's response to the Committee's direction of March 1, 1993 that all recommendations be re-
evaluated, in particular, Recommendation #4 whereby the City would no longer accept unsolicited
job applications for any positions (excluding students). Members of the C.I.P. Team were also in
attendance this date.
6.
HIRING PROCESS IMPROVEMENT TEAM - C.I.P. (cont.)
Mr. Paterson advised that the Team had re-evaluated its recommendations and is of the opinion
that Recommendation #4 regarding unsolicited job applications should remain as written. He
added that in the event the Committee does not support the recommendation, both
Recommendations #3 and #4 should be disregarded and in place of a job fair, a single, periodic
job advertisement should be placed for entry level positions.
Alderman Smola expressed concern over the re-drafted Policy II-19 which has the affect of
removing all preferential treatment for all existing staff, subject to the provisions of a collective
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 18 -MARCH 22, 1993
agreement. He stated his specific concern that temporary employees who had worked with the
City over a number of years would not be given precedence over other applicants when applying
for full time positions. Alderman Smola suggested that temporary staff should be given preference
on the basis of their past work history and experience. Alderman Zehr responded that the
proposed policy would allow temporary staff to apply and these factors would likely be considered
in evaluating suitability for a full time position. Mr. Graham noted that there is also a monetary
benefit to the City in hiring returning staff who have already been trained. Alderman Yantzi and
Alderman Galloway expressed concern over the re-drafted policy, the latter with regard to the
firefighter hiring process.
Alderman Smola suggested that Policy II-19 was initially developed to address specific problems,
and the revised policy may not deal with these effectively. Mr. McKay replied that the Policy did
solve a specific problem with regard to temporary employees, and in addition the performance of
these individuals is rated by their supervisor. He noted the temporary employees would be
encouraged to submit applications through the Job Fair and would have the advantage of their
previous work experience and qualifications. He also noted the opinion of the C.I.P. Team that the
City is limiting its applicant pool through the present hiring process.
Alderman Stortz questioned whether it would be feasible to extend the amount of time for
submitting applications to one month after the start of the Job Fair. Mr. Paterson replied that this
may be an effective compromise. Alderman Ziegler indicated that he could support the initiative
provided Job Fairs were held semi-annually and the application period extended as described by
Alderman Stortz. Alderman Lorentz indicated that he cannot support any initiative to restrict the
acceptance of job applications, since in his opinion it is the right of a taxpayer to apply at any time.
Alderman Ziegler disagreed on the basis of the staff and processing costs involved.
Mr. Paterson asked that the dates in Recommendations #3 and #4 be amended to read June 1,
1993 in the first instance and coincidental with the advertising of the Job Fair in the second.
On a motion by Alderman J. Ziegler -
It was resolved:
"That Council adopt re-drafted Municipal Policy II-19 as appended to the
report of the C.I.P. Hiring Process Team and dealt with by the Finance and
Administration Committee on March 22, 1993 which would have the effect of
removing all preferential treatment for all existing staff in any job competition
except where required by the job posting provisions of a collective
agreement, and that the relevant staff be directed to make any housekeeping
changes to other affected policies, and,
That a sub-committee be struck to develop testable standards and job
requirements for entry level positions with these to be completed no later
than December 31, 1993, and further,
That a second sub-committee be struck to develop the process necessary for
the staging of the City's first Recruitment Job Fair for entry level and
temporary positions to be held on or about June 1, 1993."
6.
HIRING PROCESS IMPROVEMENT TEAM - C.I.P. (cont.)
On a motion by Alderman J. Ziegler -
It was resolved:
"That effective on the date the City advertises its first Recruitment Job Fair,
the Human Resources Division discontinue the current practice of accepting
unsolicited job applications for all positions (excluding students) and that
future applications for entry level will be accepted only in conjunction with a
Job Fair or for a period of one month after the Fair's start date."
Alderman Stortz referred to a recent newspaper article in the K-W Record concerning the
recommendations of the Employment Equity Review Committee. He asked when the Committee's
formal recommendations would be forthcoming, and suggested that at minimum Members of
Council should receive copies of the minutes. Alderman Galloway responded that the Committee
recommendations are scheduled for presentation in May.
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 19 -MARCH 22, 1993
7.
COIN ROOM PROCESSING OPTIONS
The Committee was in receipt of a report from Mr. T. McKay dated March 10, 1993 recommending
that the in-house processing of transit/parking daily cash collections be discontinued and be
contracted to an external agency. This recommendation corresponds to Option #1 in the report of
Mr. B. Gulliver dated February 15, 1993 which was previously submitted to the Committee. The
Committee was also in receipt this date of a report from Mr. J. Gazzola dated March 19, 1993
recommending consideration of Option #2 in Mr. Gulliver's report which would involve the
purchase of high speed coin counting equipment and the dedication of an existing employee on a
part-time basis. Under Option #2, a physical count would take place prior to the funds leaving City
premises.
Alderman Ziegler inquired whether other municipalities routinely perform an initial count before
shipping coins to a private contractor, and in the event this is not done what is the likelihood of lost
revenue. Mr. Gazzola replied that an initial count allows a greater measure of internal control
which could prevent future problems. Mr. McKay advised that the Region of Hamilton, which does
not perform an initial count, has had no problem in this regard and would not consider double
counting of coins. Mr. Gazzola pointed out that the Hamilton situation differs from that of the City
of Kitchener. Alderman Ziegler suggested that the City try Option #2 and review the program after
one year of operation. Mr. McKay suggested that a minimum five year review period would be
required. Alderman Zehr asked whether Mr. Gazzola had considered periodic audit checks and
he replied that in his opinion these would not be adequate. Mr. McKay clarified that the proposal
endorsed by Mr. Gazzola has unspecified staff costs as it is presumed dedication of a part-time
employee would prevent that individual from being employed in other administrative activities.
On a motion by Alderman J. Ziegler -
It was resolved:
"That the processing of transit/parking daily cash collections be handled in
accordance with Option #2 in the report of Mr. B. Gulliver dated February 10,
1993 with a review of this initiative one year after the implementation date."
8.
HIRING OF A COUNCIL PAGE
The Committee was in receipt of a report from Mr. L. Parkhouse dated March 5, 1993
recommending that this position be filled using existing full time employees, and where
appropriate, permanent part-time or temporary employees.
Alderman Stortz suggested that the position of Council Page could be treated as a reward for
academic achievement. Alderman Ziegler noted that the last two student employees had resigned
on short notice, and this has been a problem in the past. Mr. Parkhouse added that often students
are not able to take one night off of their regular part-time job to serve as a Page.
8.
HIRING OF A COUNCIL PAGE (cont.)
On a motion by Alderman J. Ziegler -
It was resolved:
"That the position of Council Page continue to be filled by applicants from the
student population."
9.
POLICY ON FEES FOR INFORMATION ACCESS
The Committee was in receipt of a report and draft policy from Mr. G. Sosnoski dated March 16,
1993 concerning the charging of fees for requests under the Municipal Freedom of Information
and Protection of Privacy Act.
Alderman Ziegler expressed concern over the imposition of a charge in the manner outlined in the
report. He suggested the creation of fee categories for different types of requests. Mr. Sosnoski
responded indicating that the calculation of fees is closely controlled by Provincial regulation and
that the nature and extent of a charge would normally vary with each application and the type of
records involved.
On a motion by Mayor D.V. Cardillo -
It was resolved:
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 20 -MARCH 22, 1993
"That Council adopt the policy appended to the report of Mr. G. Sosnoski
dated March 16, 1993 relative to the charging of fees for access to City
records where requests are made under the Municipal Freedom of
Information and Protection of Privacy Act."
10.
REVENUE ENHANCEMENT AND COST SAVING INITIATIVES
The Committee received as information the report from Mr. T. McKay dated March 5, 1993
outlining improvements introduced by staff over the last three years resulting in either enhanced
revenues, cost savings or avoidance and savings in processing time. Mr. McKay pointed out that
staff have been working actively to reduce costs prior to the C.I.P. initiative, which formalizes this
process. He also noted that there are more savings than are itemized in his report.
11.
INTERIOR/EXTERIOR LOAN APPLICATION - THREE-MINUTE DELI
The Committee was in receipt this date of a memorandum from Ms. M. O'Brien dated March 15,
1993 outlining the nature of the application and other specifics concerning the property. Mr.
Witmer was also in attendance on behalf of the Building Division.
Mr. Wallace advised that the City would occupy the fifth position on title and as a result would not
likely recoup any outstanding amount owing on the loan in the event of foreclosure.
On a motion by Alderman B. Stortz -
It was resolved:
"That the application from the owner of the Three-Minute Deli (King Street)
for an interior/exterior loan be approved."
12.
IMPROVED PENSION PLAN FOR ELECTED OFFICIALS - 1992
The Committee was in receipt of correspondence from the Association of Municipalities of Ontario
(AMO) relative to a revised report adopted in 1992 concerning a new pension plan. The
Association is requesting that Council enact a resolution of support informing the Government of
Ontario that there is a need for a better, more flexible pension plan for municipal elected officials.
A brief discussion took place concerning the proposal. Mayor Cardillo requested clarification on
any buyback provisions in the event the pension takes effect when an individual is no longer on
Council. Alderman Galloway asked whether a contribution by the City would be
12.
IMPROVED PENSION PLAN FOR ELECTED OFFICIALS - 1992 (cont.)
required in addition to one by the elected official. Mr. Freeborn replied that a matching
contribution by the City is assumed. Alderman Galloway asked that he be recorded as opposed to
any pension plan for elected officials until such time as Council has discussed the entire
honorarium issue.
Mayor D.V. Cardillo put forward a motion that Council endorse the AMO resolution. Following
discussion, it was agreed to defer consideration of this item to a future meeting pending additional
information from Mr. R. Freeborn.
13.
NEXT MEETING
The next regularly scheduled meeting of the Finance and Administration Committee will be held on
.
Monday, April 5, 1993
14.
ADJOURNMENT
On motion, the meeting adjourned at 1:20 p.m.
FINANCE AND ADMINISTRATION
COMMITTEE MINUTES- 21 -MARCH 22, 1993
_________________________________
G. Sosnoski
Manager of Corporate
Records/Assistant City Clerk
