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HomeMy WebLinkAboutFinance & Admin - 1995-02-27FAC\1995-02-27 FEBRUARY 27, 1995 FINANCE & ADMINISTRATION COMMITTEE MINUTES CITY OF KITCHENER The Finance and Administration Committee met this date, commencing at 10:20 a.m., under the Chairmanship of Councillor J. Ziegler with the following Members present: Councillors T. Galloway, G. Lorentz, K. Redman, Jake Smola, John Smola, B. Vrbanovic, M. Wagner, C. Weylie and M. Yantzi. Mayor Richard D. Christy was in attendance for part of the meeting. Others present: Messrs. T. McKay, J. Gazzola, R.W. Pritchard, T. McCabe, J. Shivas, D. Milne, R. Barton, J. Witmer, L. Parkhouse, R. Arnot, D. Snow, G. Sosnoski and Mrs. J. Koppeser. CHIP WAGON - WATER STREET Mr. Carlos Dalmao appeared in support of the request from Ms. Vanessa Maggiani for permission to locate a chip wagon at a metered location on Water Street North opposite the Inner City Night Club. The Committee was in receipt of a report from Mrs. J. Koppeser dated February 20, 1995, a copy of the written submission from Ms. Maggiani dated February 6, 1995 and written comments from Mr. J. McBride. Mr. Dalmao asked for permission to locate the chip wagon at the location referred to above between the hours of 11:00 p.m. and 3:00 a.m. or 4:00 a.m. on both Friday and Saturday evenings. He suggested that this arrangement would benefit the Club owner, Club patrons and the City which would receive a permit fee. He also pointed out that in his estimation there would be no interference with traffic given the hours of operation, and noted that he has tested this location on two weekends and has cleaned up the area around the chip wagon at the close of business. Councillor Galloway inquired as to whether Mr. Dalmao had a formal agreement with the Night Club and he replied that at present he is operating under a verbal approval. Councillor Yantzi expressed concern that given past problems with controlling patrons leaving drinking establishments in the early hours of the morning, a suggestion was made that the hours of operation in the Street Vendor By-law be curtailed, whereas Mr. Dalmao's request would involve an extension of these. Mr. Dalmao advised that he has been on site on four separate occasions and has encountered no problems. Councillor Galloway noted that the current Street Vendor By- law requires a closing time of 1:00 a.m.. Mr. Dalmao argued that most patrons are only leaving establishments at that time and this is when business picks up. In response to a further question from Councillor Galloway, Mr. Dalmao indicated that restricting the hours of operation from 11:00 p.m. to 1:00 a.m. would likely mean that the chip wagon would not be profitable at that location. However, he indicated a willingness to trial the location requested with a 1:00 a.m. closing time. Councillor Galloway asked whether chip wagons are covered under the present By-law and Mrs. Koppeser replied that the By-law relates to street vendors, but excludes chip wagons in view of the street parking requirement. On a motion by Councillor Jake Smola, It was resolved: "That no action be taken on the request of Ms. Vanessa Maggiani for permission to locate a chip wagon at a parking meter on Water Street N. opposite the Inner City Night Club." In response to a further question from Councillor Jake Smola, Mrs. Koppeser clarified that the fine for vendors operating without a licence involves a maximum of $2,000.00. LICENCE FEE - WAGONWHEEL FLEA MARKET The Committee was in receipt of a report from Mrs. J. Koppeser dated February 20, 1995 concerning a request to pro rate 1995 Public Hall and Licence fees over an eight month period. Mr. Willard Sallans registered as a delegation but did not attend. FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 45 - CITY OF KITCHENER 2. LICENCE FEE - WAGONWHEEL FLEA MARKET - cont'd Councillor Galloway asked whether staff have ever pro rated licence payments in the past and Mrs. Koppeser replied in the negative. Councillor Lorentz pointed out that Council has the discretion to deal with such issues on a case by case basis, and indicated he is satisfied with the explanation given by the owner and suggested the Committee give favourable consideration. Moved by Councillor G. Lorentz, "That Council grant the request of Mr. Willard Sallans that he be allowed to pay the 1995 combined public hall and flea market license fees for the Wagon Wheel Flea Market (75 Ardelt Place) in instalments of no more than $400.00 per month beginning March 15, 1995, and further, That the above arrangement is on the understanding that it applies only to 1995 license fees." Councillor Yantzi expressed concern over the precedent which may be set in granting such a request. Councillor Wagner indicated that he is not opposed to more flexible arrangements for licence fee payments in the interest of encouraging business activity. He suggested that in the long run the City needs to look at other similar improvements. Councillor Redman indicated that she would support the request as a unique situation, and asked staff to monitor and report back by year end, cautioning that if there are payment arrears in 1995 the problem could be compounded in 1996. The previous motion by Councillor G. Lorentz to grant the request of Mr. Willard Sallans was voted on and Carried. 3. HOMEPAGE - WORLD WIDE WEB SERVER Mr. Doug Beynon, Ontario Center for Environmental Technological Advancement (OCETA) was in attendance to make a presentation relative to shared use of an OCETA server for area Homepages. Mr. Freeborn advised that his staff planned to present a full report to the Committee on March 20, 1995 along with a demonstration, noting that it was not possible to prepare a report for consideration this date. Councillor Weylie expressed concern over the delay in submitting a report, noting that information in this regard was requested on three previous occasions beginning in January. Mr. Beynon circulated examples of a Homepage from Cambridge, Massachusetts along with a presentation outline comparing a Kitchener based server to a shared server involving other area municipalities. A joint report in this regard from OCETA and the Canadian Institute of Technology for the Environment (CITA) was previously circulated. Mr. Beynon referred to the benefits of the World Wide Web Server for economic development and community promotion. He referred to two options for delivery of the Homepage, the first involving the City's own dedicated line to Internet including all server costs, and the second involving the sharing of the line and related costs among a number of area municipalities. He added that there is more than enough capacity on a shared system to address everyone's needs. Mr. Beynon recommended the shared system approach and added that it could also be used to develop a cultural landscape similar to the pilot project currently underway at the University of Waterloo. In response to a question from Councillor Galloway, Mr. Beynon stated that the City would not recover the set-up costs if it pursued its own dedicated line. Councillor Weylie also pointed out that the City currently provides annual funding to OCETA in the amount of approximately $10,000.00. Mr. Beynon indicated that the cost to the City for a shared server would be $250.00 a month over a two year period for a total cost of $6,000.00. Mr. Beynon also confirmed that the OCETA server can easily be hooked up to the Canada's Technology Triangle (CTT)-2000. 3. HOMEPAGE - WORLD WIDE WEB SERVER - cont'd FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 46 - CITY OF KITCHENER In addition to the shared server option at the cost indicated, Mr. Beynon also recommended that a Committee be set up comprised of area information services representatives to be responsible for monitoring operations, CTT-2000 integration and new technologies. It was also noted that this committee would work with CTT Economic Development Officers to promote the area through Homepage services. Mr. Beynon advised that in addition to the server requirements, the Municipality would be responsible for obtaining or designing its own Homepage format. He added that a professionally designed template could be provided to each municipality and that the only costs over and above the server lease charge would be those incurred to provide additional graphics. Mr. Beynon clarified that he sees this shared arrangement as a short term solution only, and added that in his estimation the cost of setting up a Homepage will decrease significantly in future. Councillor Yantzi asked Mr. Beynon to compare his proposal with that put forward at Management Committee. He replied that his information was received third hand, but it was his understanding the server was to be based in Toronto through a partnership with a Toronto consulting group, which reluctantly suggested this arrangement. Mr. Beynon suggested that a local installation can be worked with more directly and that there is more than enough local capability and in-house expertise to make the system work and design a Homepage. Councillor Vrbanovic suggested that the graphic development of the Homepage should be of a high calibre from the first day, as a poor quality presentation would reduce interest and discourage use. Mr. Beynon suggested viewing the existing template presently being considered by the City of Waterloo, noting that in his opinion it is very professional and user friendly. Moved by Councillor C. Weylie, "That provided an agreement can be obtained relative to participation by one other area municipality within a reasonable period of time, Council agree to participate in a shared World Wide Web Server to be purchased by the Canadian Institute of Technology for the Environment (CITE) and the Ontario Centre for Environmental Technology Advancement (OCETA) and used by area municipalities to promote their Homepage services, and, That the cost of such participation (excluding the graphic design of the Homepage) is to be $3,000.00 a year for a total of $6,000.00, and further, That a staff representative from Information Services be appointed to work on the committee responsible for monitoring, operations, CTT (Canada's Technology Triangle) - 2000 integration, new technologies and working with the CTT Economic Development Officers to promote the area through Homepage services." Mr. McKay clarified that the City initially recommended a shared server and indicated a willingness to put out a tender call to include local companies. He advised that he has no problem with the recommendation for shared use of a server provided the same level of service is ensured for $250.00 a month as would be obtained for $500.00 a month through the alternate proposal. He questioned when the OCETA server would be set up and running and whether it would give the City the same feedback information as the system proposed by Solect Technology Group. Mr. Beynon replied that the server would be set up approximately one month from the date approval is received by two area municipalities. He also indicated that he would be prepared to compare his proposal with the Solect system once he knows specifically what they are proposing. Mr. Freeborn pointed out that it was never the City's intention to put this application on its own server, noting that there is room to share a server as proposed. He added that the time to installation would be a product of the level of quality expected by Council as well as development time and whether or not external help would be required. Councillor Lorentz noted that the Centre in the Square has a computer graphics person on staff and should be consulted if 3. HOMEPAGE - WORLD WIDE WEB SERVER - cont'd appropriate. He also indicated his concern that in the past he has asked for a link to Internet, and to date has not even seen it in use. FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 47 - CITY OF KITCHENER The previous motion by Councillor C. Weylie to adopt the shared server option was voted on and Carried. Councillor Weylie asked what Information Services would present at the March 20, 1995 meeting and Mr. Freeborn replied that staff would demonstrate various Homepage alternatives and attempt to access the World Wide Web to present the various formats. He added that Council will have to decide what type of Homepage presentation will be used to represent Kitchener. Councillor Weylie asked that information be included as to what has been done to date for the City of Waterloo. Mr. McKay advised that staff would obtain a copy of this template, noting that Waterloo is presently one month from completion of their Homepage. 4. 1995 BUS PUSH - ENGINEERING SOCIETY - UNIVERSITY OF WATERLOO The Committee was in receipt of a report and recommendation from Mr. L. Parkhouse dated February 21, 1995 regarding a silver collection in conjunction with the upcoming Bus Push. Councillor T. Galloway disclosed a pecuniary conflict of interest and abstained from all voting and discussion concerning the 1995 Bus Push as he is employed by the University of Waterloo. On a motion by Councillor M. Wagner, It was resolved: "That Council approve the request of the Engineering Society of the University of Waterloo to take up a silver collection along the route of the 1995 Bus Push for the Kitchener-Waterloo Area Big Sisters' Association to be held on Saturday, March 18, 1995." Councillor T. Galloway previously disclosed a pecuniary conflict of interest and abstained from all voting and discussion concerning the 1995 Bus Push as he is employed by the University of Waterloo. 5. 1995 STREET VENDORS BY-LAW The Committee was in receipt of a report from Mrs. J. Koppeser dated February 20, 1995 requesting direction with respect to the 1995 By-law. Councillor B. Vrbanovic put forward a motion to enact a 1995 Street Vendors By-law and allow 1994 licensees be given first choice on the locations they occupied in 1994. Councillor Lorentz questioned when the City would consider rotating vendors or otherwise giving individuals who do not presently own licences an opportunity to participate, and suggested a plan in this regard should be considered. Mayor Richard D. Christy entered the meeting at this time. Councillor Wagner agreed that this issue should be examined before the 1996 licence season, and also questioned why no applications had been received for the Candy and Artist's locations. He asked whether the fee should be reduced to encourage participation. Councillor Vrbanovic accepted as a friendly amendment a suggestion by Councillor Redman that the present vendors be put on notice that the allocation of street vendor locations will be reviewed prior to 1996. 1995 STREET VENDORS BY-LAW - cont'd Councillor Vrbanovic agreed that the method of assigning locations should be revisited, but expressed concern that in some respects this may be unfair to vendors who have made substantial equipment investments and developed a clientele over the last several years. Mr. Parkhouse indicated that staff are also requesting direction on the filling of the vacant FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 48 - CITY OF KITCHENER Frederick Street location adjacent to the Courthouse as well as the Candy and Artist vendor locations, all of which are currently vacant. He inquired whether staff should advertise the positions, noting that the By-law currently requires a lottery. Councillor Vrbanovic argued that it would be prudent not to fill these positions in 1995 given the general support for changing the method for allocating vendor locations. Mr. Parkhouse clarified that no one has ever expressed an interest in the Candy location, and only one individual has used the Artist location. Councillor Yantzi asked that the issue of filling the vacant locations be dealt with as a separate motion. Mr. Parkhouse also asked the Committee to consider the comments of the Continuous Improvement Process (CIP) team concerning street maintenance which were appended to the report of Mrs. Koppeser. Councillor Vrbanovic accepted the recommendations of the CIP team as a friendly amendment. The Committee then voted on the main motion, as amended and excluding the Frederick Street, Candy and Artist locations. On a motion by Councillor B. Vrbanovic, It was resolved: "That Council enact a 1995 Street Vendors By-law and allow the 1994 licensees first choice on the location they occupied in 1994 and put same on notice that alternate methods of allocating locations will be considered in 1996, and further, That the 1995 By-law include the cleaning recommendation from the Downtown Sidewalk Continuing Improvement Process Team outlined in the February 17, 1995 memo from Mr. Robert Meyer, Supervisor of Operations/Sanitation." Moved by Councillor B. Vrbanovic, "That no action be taken in 1995 to advertise for a street vendor at the Frederick Street (Courthouse) location." MOTION LOST Moved by Councillor B. Vrbanovic, "That no action be taken in 1995 to fill the vacant Candy and Artist locations." MOTION LOST MEDIA BINGO - ONTARIO HEAD INJURY ASSOCIATION The Committee was in receipt of a report from Mrs. J. Koppeser dated February 21, 1995 concerning a request to sell media bingo cards in Kitchener. Moved by Councillor T. Galloway, "That no action be taken at this time on the request of the Ontario Head Injury Association for permission to sell media bingo cards in Kitchener." MEDIA BINGO - ONTARIO HEAD INJURTY ASSOCIATION - cont'd Councillor Galloway pointed out that the $5,500.00 prize board exceeds the current limit imposed by the City and would likely hurt other gaming activities and associated charities. Councillor Wagner requested information on the impact of media bingos on local bingos as well as an indication of what local outlets would be used for the sale of media bingo cards and whether local television stations are interested. The previous motion by Councillor Galloway to take no action at this time on the request of the Ontario Head Injury Association was voted on and Carried. FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 49 - CITY OF KITCHENER 7. DOWNTOWN FACADE/INTERIOR LOAN PROGRAM The Committee was in receipt of Planning and Development Report PD95/19 recommending changes and new policies relative to the Program. Mayor Richard D. Christy moved the staff recommendation. Councillor Yantzi referred to the section entitled Eligibility (d), noting that this section could cause problems. Mr. Witmer explained that a number of projects involve both interior and exterior work, though the owner may be primarily interested in interior renovations. He advised that in the past staff have been able to convince owners to pursue exterior renovation in the interest of implementing the previously completed Downtown Facade Study. Councillor Ziegler questioned whether the Eligibility section should reference concerns regarding public safety and property standards, and Mr. Witmer replied that the eligibility criteria clearly indicate that this work has to be done first. Councillor Yantzi requested consideration of a repayment schedule which would include escalating interest rates after five years. Mr. Witmer suggested that this may discourage future participation in the Program. Councillor Lorentz asked when changes would be visible in the downtown, and Mr. Witmer replied that staff have eliminated the courtesy and legal letters and are now moving directly to notices of non-conformity thereby shortening the process for property improvements. He also noted that the City is obliged to be reasonable in the amount of time allowed to complete work. Mayor Christy indicated that he had put forward the motion on the basis that the Program is an incentive to improve the appearance of the downtown core. He asked staff to take into consideration the comments of Councillor Yantzi and respond to Council on or before March 6, 1995. He further clarified that his motion includes a request for a clearer statement of intent as regards the Eligibility section. Mr. Gazzola also noted that given the current method of financing, and in the event there is accelerated interest in the Program, additional capital may be required. The previous motion by Mayor Richard D. Christy concerning changes to the Downtown Facade/Interior Loan Program was then voted on. On a motion by Mayor Richard D. Christy, It was resolved: "That subject to clarification and rewording of Section D (Eligibility) to reflect a clearer statement of intent, Council adopt the changes and new policies outlined in Planning and Development Report PD95/13 relative to the City's Downtown Facade/Interior Loan Program." 8. STAFF PARKING Councillor Jake Smola inquired as to the profit generated by the Parking Enterprise on a year to year basis, and Mr. Gazzola indicated that the Enterprise is presently operating with a $300,000.00 deficit. Councillor Smola pointed out that at present the value of free parking provided to selected staff members is approximately $99,000.00. He asked that other municipalities be surveyed, including the cities of London and Toronto, as to how they deal with 8. STAFF PARKING - cont'd staff parking and how their policies compare to Kitchener. Councillor Smola indicated that the City should possibly introduce a reduced parking rate for all staff in the City Hall garage. Mr. Snow questioned the $99,000.00 figure, but indicated that he would pursue the matter further. Mr. McKay clarified that the parking provided to selected staff is not free, but is paid for through a transfer from the City to the Parking Enterprise. Councillor Smola responded that if the parking rate was reduced money would still be transferred to the Enterprise. Mr. McKay pointed out that a similar request was submitted to the City's KAPS Suggestion Program and a report was circulated to Council. Councillor Ziegler asked that Mr. Snow's report specifically refer to the cost and level of parking FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 277 1995 - 50 - CITY OF KITCHENER subsidy by other municipalities, what level of staff receive subsidized parking and the eligibility criteria used. 9. INFORMATION ITEM - TAX ASSESSMENT SYSTEM Members of Council were in receipt of a facsimile transmission from Realty World - Ontario. Mr. McKay noted that as a result of a recent Ontario-wide study of property taxes it was found that Kitchener has the lowest taxes for a City its size. 10. INFORMATION ITEM - ADMINISTRATIVE REVIEW Councillor Lorentz noted that the Administrative Review which determines whether there is a need to fill staff vacancies, has resulted in total estimated savings of $313,000.00 in 1994. Councillor Lorentz asked that in future similar information be circulated to Council on a timely basis. 11. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, March 20, 1995. 12. ADJOURNMENT On motion, the meeting adjourned at 12:10 p.m. ........... G. Sosnoski ........... Manager of Corporate ........... Records/Assistant City Clerk