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HomeMy WebLinkAboutFinance & Admin - 1993-04-19FAC\1993-04-19 FINANCE AND ADMINISTRATION COMMITTEE MINUTES APRIL 19, 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 G. Leadston, Messrs. T. McKay, J. Gazzola, R.W. Pritchard, J. Wallace, G. Sosnoski and Mrs. J. Koppeser. 1. LICENCE APPROVALS - CRIMINAL RECORD Alderman Ziegler suggested that in the event a licence is granted by Council to an applicant having a criminal record, and provided there have been no subsequent criminal convictions, endorsement by Council should not be required. Alderman Lorentz suggested that staff approach Regional Police to ensure that the City is notified of any criminal activity involving an applicant during the term of the licence or the balance of the year. Alderman Stortz suggested that staff contact Regional Police to determine how this information could be communicated to the City. On a motion by Alderman J. Ziegler - It was resolved: "That with regard to the licence applications referred to the Finance and Administration Committee for consideration due to the applicants having a prior criminal record, Licensing staff be authorized to issue a licence without the above referral in the event a licence was issued in the previous year and there have been no subsequent criminal convictions." 2. POSTPONEMENT OF DEVELOPMENT CHARGES - HABITAT FOR HUMANITY Mr. Paul Dietrich and Mr. Martin appeared on behalf of Habitat for Humanity which is sponsoring the 1993 Jimmy Carter Work Project involving construction of 11 buildings. The Committee was previously in receipt of a written request from Mr. Dietrich dated March 26, 1993 asking that the City agree to postpone the payment date for lot levies and service charges to July 26, 1993 when cash pledges have been received. Mr. Dietrich further explained that building permits for the 11 lots on Daniel Avenue will be required the first week in May with construction to take place in July of this year. He indicated that he does not disagree with the amount of the charges totalling $80,212.00, however, postponement of the due date would assist with the project's cashflow. Mr. Wallace advised that under statute the City can enter into the agreement referred to in Mr. Dietrich's correspondence. He indicated a similar arrangement to that agreed to by the Region of Waterloo, noting that the relevant agreements would have to be registered on title. Mr. Dietrich responded that he has no problem with either the agreement or the registration referred to by Mr. Wallace. On a motion by Alderman B. Stortz - It was resolved: "That Council agree to postpone to July 26, 1993 the payment date for lot levy charges ($51,612.00) and costs relative to service laterals ($28,600.00) for the 1993 Jimmy Carter Work Project sponsored by Habitat for Humanity, subject to the applicant entering into and registering on title a development charges agreement satisfactory to the City Solicitor, and further, That with regard to the service lateral costs the City absorb any carrying charges resulting from the above postponement." FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 30 -APRIL 19, 1993 2. POSTPONEMENT OF DEVELOPMENT CHARGES - HABITAT FOR HUMANITY (cont.) Mr. Martin referred to anticipated visits by V.I.P.s, including Premier Bob Rae, and extended an invitation to Council Members who wish to attend and participate in the construction. He also asked that those attending wear Habitat for Humanity t-shirts. It was generally agreed that the Mayor's Office would canvas Members of Council and provide a list of those willing to participate. The list is to be forwarded to Mr. Martin who will advise of work schedules and assignments. Mr. Wallace suggested that direction may be required concerning the financing of the carrying charges to be absorbed by the City. 3. STAFF REORGANIZATION The Committee was in receipt of a report and recommendations from Mr. T. McKay dated April 14, 1993 concerning a proposed reorganization which involves dissolving the Department of Transportation effective April 30, 1993. Mr. McKay reviewed the recommendations in his report and clarified that Recommendations 2 and 3 are to be effective May 1, 1993 and #4 on September 1, 1993. Alderman Smola questioned the rationale for separating City Stores from the Purchasing Division given their close working relationship. The report recommends that the Purchasing Division be relocated to the Finance Department with Stores to remain in the Department of General Services. Mr. McKay replied indicating that there is a similar relationship between Stores and the Fleet Division which he is recommending be relocated to the Department of General Services. He also noted that this arrangement is transitional and could change in future as the organizational structure evolves. Mr. Gazzola stated that he was not fully aware of the proposed change until late last week, and had assumed that both Purchasing and Stores would be relocated to the Finance Department. He expressed the opinion that Stores is an integral part of the Purchasing operation and enhances its efficiency. Mr. Gazzola also pointed out that every City Department is a major user, and that given its cross organizational nature should be completely segregated from any one City Department. He advised that 10 other municipalities had been contacted and in all instances Purchasing and Stores were integrated functions. Mr. Gazzola asked that the Committee consider his request as he is eager to take on additional responsibility. Mr. Gazzola also referred to an agreement that existing staff would not be penalized due to the reorganization and expressed the opinion that the Manager responsible for the Stores operation would be given additional responsibility relative to maintaining the new City Hall. Alderman Galloway expressed support for what he described as the natural affiliation between Stores and Purchasing. He suggested that separating the two entities would be retrograde and result in reduce control of Stores staff. Alderman Wagner concurred with the recommendations in the report, but questioned the long term impact on staff morale of periodic reorganizations. He noted that the hopes of some staff relative to advancement are being frustrated and suggested that this situation be monitored and if necessary addressed to ensure it does not become a larger problem. Alderman Lorentz pointed out that the City is striving for an improved organizational structure and should not reject the image that plans have been finalized as to the specific number of departments or senior staff positions. He added that changes are being made and the results will be monitored. Alderman Wagner responded that he neither implied nor intended that the intent of the reorganization was to preserve staff positions irrespective of their necessity or efficiency. Alderman G. Leadston entered the meeting at this time. Alderman Stortz suggested that the report and recommendations are a positive step and congratulated Senior Management. He also noted that the municipality is taking a gradual and methodical approach to downsizing. Alderman Zehr expressed concern over earlier comments regarding the disposition of the Purchasing and Stores operations given the extent of previous discussions. 3. STAFF REORGANIZATION (cont.) Mr. McKay pointed out that personnel are the key to any successful reorganization. He noted that a guarantee has been provided to existing staff that they will not be penalized due to the FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 31 -APRIL 19, 1993 reorganization, and no proposal would be acceptable unless this was respected. Mr. McKay acknowledged the comments of Mr. Gazzola, but indicated he was sceptical as to their importance. He further suggested that Recommendation #3 pertaining to the relocation of the Purchasing Division be withdrawn at this time. On a motion by Alderman J. Ziegler - It was resolved: "That effective April 30, 1993 the Department of Transportation be dissolved, and, That effective May 1, 1993 the present Transportation Divisions be relocated as follows: a)Traffic and Parking (Director, Don Snow) to the Department of Public Works and Engineering; b)Transit (Director, Walter Beck) to the Department of Administrative Services; c)Fleet (Director, Barney Gulliver) to the Department of General Services, and further, That effective September 1, 1993, a new Division entitled "Project Management and Building Services" under the directorship of Laurier Proulx, be created and form part of the Department of General Services." 4. SPECIFIC LOCATION DAILY SALES LICENCES Council agreed in principle at the April 13, 1993 meeting to make application to the Province for special legislation relative to the above licences. The Committee was in receipt this date of a report from Mr. J. Wallace dated April 19, 1993 containing the suggested wording of the resolution for application. Alderman Ziegler asked that the Committee consider adding the right to prohibit the sale of fireworks by transient traders as well as the ability to set an appropriate fee for fireworks sales only. Mr. Wallace replied that the right to prohibit fireworks sales can be requested, however, a sliding scale of licensing fees may be viewed as another means of prohibition. He agreed that Council should request specific power to licence, regulate and prohibit. On a motion by Alderman J. Ziegler - It was resolved: "That the City Solicitor make application to the Province of Ontario for special legislation which would allow the City of Kitchener to licence, regulate and prohibit the sale of fireworks with respect to Specific Location Daily Sales Licences, and further, That the above application also include authority to charge a fee of $1,000.00 for the licence to be issued to the fireworks vendor, and an identical fee for the licence to the owner of the property used by the fireworks licensee. Mr. Wallace indicated he would provide the Finance and Administration Committee with a draft of the formal bill for their review. 5. BANNER INSTALLATION POLICY The Committee was in receipt of a report and recommendation from Mrs. D. Gilchrist dated April 6, 1993 requesting reaffirmation of a policy previously adopted by Council. FINANCE AND ADMINISTRATION COMMITTEE MINUTES- 32 -APRIL 19, 1993 On a motion by Alderman B. Stortz - It was resolved: "That revised Policy #I-760 (Banner Installation) as appended to the memorandum of Ms. D. Gilchrist dated April 6, 1993 be approved." 6. FLAG POLICY/PROCLAMATIONS The Committee was in receipt of a report and draft policies from Mr. R.W. Pritchard dated April 14, 1993 concerning the flying of flags at the new City Hall and the referral of proclamation requests. On a motion by Alderman M. Wagner - It was resolved: "That proposed Policy #I-26 relative to the flying of flags at the new City Hall, as appended to the report of Mr. R.W. Pritchard dated April 14, 1993, be approved, and further, That existing Council Policy #I-37 be amended to provide that all proclamation requests be referred to the Mayor or City Council for consideration." 7. APPOINTMENT - VALUER OF LIVESTOCK AND POULTRY The Committee was in receipt of a report and recommendation from Mr. L. Neil dated April 13, 1993 concerning the appointment of Mr. Art Brewer. On a motion by Alderman J. Ziegler - It was resolved: "That Mr. Art Brewer be appointed the City's Valuer of Livestock and Poultry under the provisions of Section 4 of the Livestock, Poultry and Honey Bee Protection Act, R.S.O. 1990." 8. OTHER BUSINESS Alderman Ziegler indicated he would not be available to attend the previously scheduled meeting of the City's Property Tax Working Group on April 20, 1993. He suggested an alternate date of April 23, 1993 at 11:00 a.m. Alderman Stortz put the Committee on notice that a large request relative to the Facade and Interior Renovation Program is forthcoming. He noted that transfer of additional funds into the account would be required in order to make the project viable. Mr. Gazzola acknowledged that he would provide a report in this regard. 9. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on . Monday, May 3, 1993 10. ADJOURNMENT On motion, the meeting adjourned at 1:10 p.m. _________________________________ G. Sosnoski Manager of Corporate Records/Assistant City Clerk