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HomeMy WebLinkAboutFinance & Admin - 1993-05-17FAC\1993-05-17 FINANCE AND ADMINISTRATION COMMITTEE MINUTES MAY 17, 1993 The Finance and Administration Committee met this date, commencing at 11:00 a.m., under the Chairmanship of Alderman C. Zehr with all members present. Others present: Alderman G. Leadston, Alderman M. Yantzi, Messrs. R. Freeborn, L. Parkhouse, R. Pritchard, J. Witmer, L. Ryan, J. Webster, L. Proulx, J. Shivas, J. Wallace, J. Gazzola, F. Graham, Ms. L. MacDonald, Ms. S. Mcdonald, Mrs. J. Koppeser and Mrs. D. Gilchrist. 1. PROJECT LIFT The Committee was in receipt of a report Mr. D. Smith of Project dated May 13, 1993 concerning Project Lift funding, which was requested by City Council at the May 10, 1993. Mr. Craig and Mr. Smith of Project Lift were in attendance along with Mr. Gallagher representing P.U.S.H. South Central. Alderman C. Zehr advised that he did not want to go into detail on the specifics of the report at this time. Mr. Gallagher advised that P.U.S.H. wants more use of taxis in conjunction with Project Lift. He was of the opinion that those people facing a suspension of service could be looked after under current funding. Mr. Craig spoke on behalf of Project Lift and referred to the report attached to the agenda. He advised that they are in a slow process of transferring to taxis and not increasing the size of their fleet. The question was raised as to whether smaller vans could be used and Mr. Craig advised that smaller vans make it difficult to carry multiple passengers. Mr. D. Smith advised that there are greater efficiencies when carrying a multiple load, however, smaller vans may be an option in off- peak hours. Mr. Craig advised that their peak hours are from 7:00 to 9:00 a.m. and 3:00 to 5:00 p.m. The Mayor questioned whether Project Lift would consider carrying these people for an indefinite period. Mr. Craig advised that there are two issues. First there is the legal issue of grandfathering. There are additional people who want this service and all these people could use taxis. Some of these people are not eligible for funding. Mr. Craig further advised that three to four years ago the Province advised that they would be expanding their eligibility criteria. Project Lift expanded its criteria to correspond to the Province's proposal, however, the Province never did expand its criteria. Alderman C. Zehr advised that there are several options to consider, the first of which would be to re-affirm the status quo. Another option would be to expand the criteria and a third option would be to deal with the efficiency issue. There may also be other options. On a motion by Alderman C. Weylie - It was resolved: "That a sub-committee be established, consisting of representatives of the City of Waterloo, Project Lift, the City of Kitchener Council and staff and Mr. Bill Gallagher representing P.U.S.H. South Central, to resolve the issue of Project Lift ridership eligibility; and further, That Mayor D. Cardillo and Alderman C. Weylie be appointed as Council's representatives on this sub-committee." Alderman C. Zehr advised that the status quo will be maintained until different instructions are given. Alderman C. Weylie pointed out that Project Lift has no objection to carrying the extra passengers, however, it requires additional funding. FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 34 - MAY 17, 1993 2. STREET VENDORS BY-LAW The Committee was in receipt of a report from Mrs. J. Koppeser dated May 13, 1993 in response to the request of Mr. A. Poulos to amend the Street Vendors By-law so as to allow the sale of souvlaki and for permission to sell the product on City property. The Committee was also in receipt a letter from Mr. Poulos dated May 11, 1993. Mr. Poulos was in attendance and Mrs. J. Koppeser was in attendance to answer any questions the Committee might have in this regard. Mr. Poulos addressed the Committee and advised of his request as outlined in his letter stating that he wished to be allowed to sell souvlaki out of the trailer. Mrs. J. Koppeser read out the suggested list of locations as provided by Mr. Poulos. Alderman B. Stortz advised that Mr. Poulos' request would require an amendment to the current Street Vendors By-law which he felt would cause problems with other vendors. He requested an opportunity to discuss the matter with Mr. Poulos as he felt he may be able to come up with a solution. The Committee generally agreed with Alderman Stortz' request. On a motion by Alderman G. Lorentz - It was resolved: "That consideration of the request of Mr. A. Poulos, to amend the Street Vendors By-law, be deferred to the Finance and Administration Committee meeting scheduled for June 14, 1993." Alderman G. Leadston left the meeting at this time. 3. KITCHENER REVITALIZATION LOAN PROGRAM The Committee was in receipt of an information report from Ms. M. O'Brien dated May 6, 1993 and Mr. J. Witmer was in attendance to answer any questions the Committee might have in this regard. Alderman Stortz asked that this matter be deferred as he wished an opportunity to have discussions with private financial institutions as they may be interested in taking on this Program. On a motion by Alderman B. Stortz - It was resolved: "That consideration of the Kitchener Revitalization Loan Program be deferred to the Finance and Administration Committee meeting scheduled for June 14, 1993." Alderman G. Leadston re-entered the meeting at this time. 4. NEW CHAPTER 25 (COUNCIL PROCEDURE) - MUNICIPAL CODE The Committee was in receipt of a report and recommendation from Mr. R.W. Pritchard dated May 12, 1993 requesting adoption of the draft Council Procedural By-law dated May 3, 1993. Mr. R.W. Pritchard was in attendance to answer any questions the Committee might have in this regard and advised that he had nothing to add to the report at this time. Mayor D.V. Cardillo left the meeting at this time. Alderman J. Ziegler addressed the Committee advising that it was his opinion that this was an improvement over the previous by-law and the Region's Procedural By-law and that most of the glitches have been removed. Mayor D.V. Cardillo re-entered the meeting at this time. Alderman C. Weylie advised that she objects to the method being chosen in the by-law, on page 28, with respect to the recorded vote. FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 35 - MAY 17, 1993 4. NEW CHAPTER 25 (COUNCIL PROCEDURE) - MUNICIPAL CODE (cont.) Mr. R.W. Pritchard advised that because of the configuration of the new Council Chamber the current method is not appropriate and it is necessary to develop a method which is more workable. On a motion by Alderman C. Weylie - It was resolved: "That Section 25.8.6 of the proposed Council Procedural By-law, dated May 3, 1993, be amended to require that Members of Council stand for a recorded vote." On a motion by Alderman J. Ziegler- It was resolved: "That the draft Council Procedural By-law, dated May 3, 1993, as amended by the Finance and Administration Committee on May 17, 1993, be adopted; and further, That the necessary by-law to implement this document be presented to City Council for three readings prior to September 1, 1993." The question was raised as to whether it was necessary to have a Mover and Seconder for motions brought forward at Standing Committees. Mr. Pritchard advised that additional research would be required if Council is thinking of requiring Seconders at Committee meetings. Alderman C. Zehr suggested that this matter be flagged at the Council meeting and that staff do some research ahead of time. 5. AUGUST 23, 1993 REGULAR COUNCIL MEETING The Committee was in receipt of a report and recommendation from Mr. R.W. Pritchard dated May 5, 1993 concerning an alternate meeting location as a result of the move to the new City Hall. The question was raised as to whether or not it would be appropriate to hold the Council meeting in one of the Community Centres or other City-owned buildings. Discussion took place over this matter and there was some support for holding Council meetings in remote locations but not this particular meeting. On a motion by Alderman J. Ziegler- It was resolved: "That the Council meeting scheduled for Monday, August 23, 1993, be held in existing Committee Room 4, 22 Frederick Street." 6. COUNCIL APPOINTMENT - KITCHENER WATERLOO PHILHARMONIC CHOIR The Committee was in receipt of a letter from Mr. A Beamish dated April 29, 1993 requesting that Council appoint one of its members to the Choir Board. Alderman C. Zehr cautioned that Council not become more associated with the Choir through this appointment. On a motion by Alderman M. Wagner- It was resolved: "That, as requested by the Kitchener Waterloo Philharmonic Choir, we appoint a Member of Council to sit on their Board of Directors; and further, That Alderman B. Stortz be appointed as Council's representative on the Board of Directors." FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 36 - MAY 17, 1993 7. MONSTER BINGO APPLICATION - BIG BROTHERS The Committee was in receipt of a report from Mrs. J. Koppeser dated May 13, 1993 relative to a previous application made to the Province by the Big Brothers. This application was endorsed by the Finance and Administration Committee, however, the application was not approved by the Provincial Lotteries Branch on the basis of the event dates. Endorsement of the revised dates is required. Mrs. J. Koppeser was in attendance and explained that one of the previous dates was not available due to Provincial regulations. On a motion by Alderman M. Wagner- It was resolved: "That the City of Kitchener has no objection to a Provincial lottery licence being issued to Big Brothers of Kitchener-Waterloo to hold two Monster Bingos at the Kitchener Farmers' Market, Kitchener, on January 22, 1994 and May 22, 1994, respectively." 8. FLOWER VENDORS The Committee was in receipt of a report from Mrs. J. Koppeser dated May 13, 1993 in response to a request from City Council at the May 10, 1993 meeting. Alderman M. Wagner questioned the fairness to other businesses in the City of Kitchener, especially other florists and stated that the matter has to be looked at in balance. He suggested that this is a legal loophole which should be closed. Alderman B. Stortz suggested that there be a restriction to allow sales in front of their own property only. Alderman M. Yantzi suggested that the provision should be restricted to persons already selling those products. Mr. J. Wallace addressed the Committee and asked for an opportunity to discuss this matter with Mrs. Koppeser and come back to the Committee with a new report. It was generally agreed that staff review this matter and report back to the Committee. 9. WATERLOO REGIONAL FIRE FIGHTERS' MUSTER AND PICNIC The Committee was in receipt of a report from Mrs. J. Koppeser dated May 13, 1993 in response to a request from the Waterloo Regional Fire Fighters' for a waiver of the licence fee for Specific Location Daily Sales Licences, as outlined in the letter from Mr. T.A. Reitz, Manager/Curator, Doon Heritage Crossroads, dated May 12, 1993. Alderman C. Weylie moved the request. Mr. L.F. Parkhouse advised the Committee that these type of requests are going to start affecting the budget if Council continues to approve them. Alderman J. Ziegler advised that they should be looking at the type of organization and should perhaps institute a licence for the entire event. There should be another category of licence for these one time events. Alderman C. Weylie accepted a friendly amendment from the Mayor, to the motion that this be approved on a one time only basis. On a motion by Alderman C. Weylie - It was resolved: "That, on a one time only basis, we approve the request of the Waterloo Regional Fire Fighters' Muster and Picnic to waive the fees for the Specific Location Daily Sales Licences required by each of the vendors at their Muster and Picnic to be held at the Doon Heritage Crossroads on May 29, 1993." FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 37 - 10. ONTARIO HYDRO - REQUEST FOR RELEASE MAY 17, 1993 The Committee was in receipt of a report from Mr. C. Ford, dated May 13, 1993 advising that the Ontario Hydro Grant Program for the installation of an automated building control system at the Farmers' Market has been halted. The Ontario Hydro is requesting a release from the City of Kitchener and Mr. J. Shivas has, with minor amendments, found the release to be in order. On a motion by Mayor D. Cardillo - It was resolved: "That the Mayor and Clerk be authorized to sign a release regarding the Ontario Hydro grant application for a building control system at the Farmers' Market." 11. ENVIROFUND KITCHENER INC. - DRAFT PROPOSAL The Committee was in receipt of a draft proposal and covering letter from Alderman T. Galloway dated May 13, 1993 along with a letter from Mr. J. Wallace dated May 5, 1993 commenting on the proposal. It was noted that this proposal was endorsed by the Environmental Committee, in principle, and Council has directed that following the review and comment by this Committee the proposal be further considered by the Environmental Committee before a final recommendation goes to City Council. Alderman T. Galloway reviewed the report advising that the Environmental Committee recommends its acceptance. He stated that there have been further refinements made since the report was before Council and that Messrs. Wallace, Pritchard and Ryan and Mrs. J. Koppeser have reviewed the draft. Alderman G. Leadston left the meeting at this time. Alderman Galloway advised that this is the third draft of the proposal and he reviewed the major objectives outlined in the report. He further advised that this report is as a result of a KAPS suggestion submitted by staff last year. Alderman G. Lorentz left the meeting at this time. Alderman Galloway advised that Mr. Wallace would put together a draft of the private legislation required to establish the Foundation, somewhat similar to that of the Centre In The Square. He then reviewed the finances including start-up costs and possible funding through break-open tickets. He stressed certain important items, such as the City designing the internal auditing controls at the onset of the Foundation. The Foundation would tie into the City's bank contract. The Foundation would not be in a position to own land but would provide money to the City or other bodies who in turn would purchase the land. He then reviewed the implementation plan. Mayor D. Cardillo questioned whether this proposal is premature and whether there is really a need at this time. Alderman G. Lorentz and Alderman G. Leadston re-entered the meeting at this time. Alderman M. Wagner stated that two questions must first be answered: Do we want to do this? and Do we need to do this? He stated that this is a type of gambling and questioned how this would impact on other groups. Alderman G. Lorentz stated his opinion that the initiative is great, however, he is concerned about the time lines. He questioned the public meeting raising concerns as to the amount of community support. Alderman Galloway responded that the implementation plan is ambitious but reminded the Committee that the scheme was approved, in principle, in April 1992. He further advised that there will be a public meeting with notice advertised in the K-W Record. There will also be letters mailed to known fundraisers. The report would then go back to this Committee with the required revisions. 11. ENVIROFUND KITCHENER INC. - DRAFT PROPOSAL (cont.) FINANCE AND ADMINISTRATION COMMITTEE MINUTES - 38 - MAY 17, 1993 The question was raised as to whether this matter is to go back to the Environmental Committee or on to City Council as proposed in Alderman Galloway's implementation plan. Alderman C. Weylie advised that there is no real need to have the matter referred back to the Environmental Committee and it could go straight to Council. Questions were raised as to how the Foundation would function. Alderman C. Zehr advised of his concerns that the primary revenue would be from break-open tickets. He requested a more detailed explanation as to how the administration would function and questioned whether the City would have to compete with the Foundation for grants. He stated that he has not been fully convinced that the City cannot do these things on its own. Alderman M. Wagner put forward a motion that approval, in principle, be given and that the matter be referred to Management Committee for more detail. Mr. J. Wallace advised that he would first have to draft a bill for approval by Council, then the matter could be advertised in the newspaper, with the final step to make application for private legislation. Mr. J. Gazzola advised that there is no purpose in referring this matter to Management Committee as this must be a political decision on whether Council wants to get into the lottery business. On a motion by Alderman M. Wagner- It was resolved: "That we approve, in principle, the establishment of an Environmental Foundation, as outlined in the "Envirofund Kitchener" document dated May 14, 1993, as presented to the Finance and Administration Committee on May 17, 1993; and further, That this document be referred to the Management Committee for their review and recommendation as to how the administration of the "Foundation" will function; and further, That a report in this regard be forwarded to the Finance and Administration Committee for further consideration." 12. CITY HALL TENANT IMPROVEMENT MANUAL The Committee was in receipt of a report and recommendation from Mr. L. Proulx dated May 12, 1993 requesting endorsement of the manual which relates to the finishing of space in the new City Hall. On a motion by Alderman B. Stortz - It was resolved: "That the document entitled "City of Kitchener Leasehold and Construction Design Manual", dated May 12, 1993, be approved and provided to tenants and tenants' consultants and contractors for the purpose of outlining strict guideline in design and construction phases of tenant improvements; and further, That the City's Project Manager be appointed as Tenant Co-ordinator for the purposes of enforcing these guidelines and assisting tenants in the orderly development of their spaces." 13. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on FINANCE AND ADMINISTRATION COMMITTEE MINUTES Monday, June 14, 1993. - 39 - 14. ADJOURNMENT On motion, the meeting adjourned at 1:20 p.m. MAY 17, 1993 Dianne H. Gilchrist Committee Secretary