HomeMy WebLinkAboutFinance & Admin - 1995-01-30FAC\1995-01-30
JAN UARY 30, 1995
FINANCE & ADMINISTRATION COMMITTEE MINUTES
CITY OF KITCHENER
The Finance and Administration Committee met this date, commencing at 10:40 a.m., under the
Chairmanship of Councillor J. Ziegler with the following Members present: Mayor Richard D. Christy,
Councillors T. Galloway, G. Lorentz, M. Wagner, John Smola, Jake Smola, M. Yantzi, K. Redman, C.
Weylie and B. Vrbanovic.
Others present: Messrs. T. McKay, R. Freeborn, J. Gazzola, R.W. Pritchard, R. Arnot, T. McCabe, G.
Sosnoski and Ms. N. Dahmer.
EMPLOYMENT EQUITY LEGISLATION
The Committee was in receipt of reports from Mr. R. Freeborn and Ms. G. Meyer dated January 6,
1995 and October 19, 1994 respectively, concerning the impact on the City of Bill 79 - Ontario's
Employment Equity Act.
Mr. Freeborn advised that the City must have a plan to implement the provisions of the Act by
February of 1996 outlining the current position relative to target groups and how under-
representation of sectors in the workforce will be addressed. He advised that the work plan
presented this date for Council review has numerous ramifications for the City.
Mr. Paterson reviewed the following components of an implementation work plan and the related
time allocations: establishing a Citywide coordinating committee; developing an employment
equity survey (completion voluntary); circulating the survey, receiving the results and
communicating principles and requirements of the legislation; input and analysis of data and
coding of same including the identification of under-represented target groups; reviewing external
data and goals, including identifying corporate opportunities for change and for developing
realistic and attainable goals; employment equity systems review; draft final report to Management
Committee; draft Employment Equity Plan and communication of approved Plan to all City
employees; filing of Certificate of Completion with the Employment Equity Commission.
Councillor Ziegler referred to the similarity between goals and quotas, and Mr. Paterson advised
that in his understanding goals comprise part of a business plan, adding that at present there is no
sanction for not attaining goals unless the employer deliberately frustrates the intent of the
legislation. He also indicated that through the coordinating committee all current City policies and
practices will be reviewed to determine whether they prevent the City from reaching its
employment equity goals.
Mr. Freeborn identified three potential problem areas involving the legislation: the logistics of
involving approximately 2,000 staff, an exercise which is time consuming and costly; the role and
operation of a coordinating committee involving all five Union bargaining units and Management
staff and the potential difficulties in achieving consensus; staffing concerns due to the volume of
work involved which will require that current tasks be assigned a lower priority.
Councillor Jake Smola asked why the Department appears to be rushing to implement the work
plan, and Mr. Freeborn referred to the February, 1996 deadline for filing the plan, and the recent
resignation of the City's Employment Equity Officer. Councillor Smola questioned what
preparatory work had been undertaken since the Act received Royal Assent in 1993. Mr.
Freeborn replied that staff have reacted promptly in finalizing their approach given that the
Provincial regulations were only received in early December. Councillor Smola referred to a
workforce survey, completion of which was directed by Council in 1992, and Mr. Freeborn
responded that his Department felt it was inappropriate to undertake such a survey until the new
legislation was enacted on the basis that it may not contain all of the required elements and would
have to be redone. Mr Paterson added that with regard to the contents of the workforce survey the
Act now stipulates four specific questions which must be asked and that any survey conducted
prior to this would be incomplete. Councillor Smola asked whether the new legislation prohibits
the City from hiring the most qualified person, and Mr. Paterson replied that it is clear there is no
requirement that the City hire an unqualified person who happens to be a member of a target
group, but what constitutes "most qualified" is complicated by employment equity goals. Councillor
Smola asked whether hiring of the new Employment Equity Officer
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CITY OF KITCHENER
1. EMPLOYMENT EQUITY LEGISLATION - cont'd
would be governed by the City's current policy or by the recently enacted employment equity
legislation. Mr. Freeborn indicated that all qualified candidates will be considered, and that the
City has applied employment equity principles for several years and continues to hire the most
qualified persons. Mayor Christy asked whether public sector Human Resource Officers
throughout the Region will meet to ensure a consistent interpretation of legislated requirements
and Mr. Paterson replied in the affirmative. In response to a question from Mayor Christy
concerning an estimate of implementation costs, Mr. Paterson advised that these are not available
at present and that there is no Provincial funding he is aware of. Mayor Christy asked that the
costs in this regard be tracked. Councillor Weylie inquired as to the anticipated hiring date for the
Employment Equity Officer and Mr. Paterson indicated the end of March would be a reasonable
estimate depending on circumstances of the successful candidate. He indicated that he was
hesitant to proceed too far with the Employment Equity Plan in the absence of the new Officer and
hoped to get back on schedule at some point during the process. Councillor Weylie asked
whether its was reasonable to contract such a position to an experienced individual and Mr.
Paterson expressed concern as to the availability of a consultant given the numerous
organizations in the Province affected by the legislation. He also referred to the sensitivity of the
plan and the degree of impact it would have on the City, and indicated that it would be his
preference that the entire issue be handled by a staff person who would also maintain and support
the plan on an ongoing basis. Councillor Redman asked whether it would be practical to compile
a team using staff from other work areas. Mr. Paterson confirmed that this would be the case with
regard to the coordinating committee, but that the major staffing concerns relate to the availability
of trained support staff. It was noted that the Region of Waterloo is well along in the
implementation process and City staff may benefit by discussions with them. Councillor Lorentz
asked whether as a result of the Social Contract and the reduced need for Union negotiation,
existing staff could be redirected. Mr. Paterson replied that labour relations and employee
relations issues are ongoing and that existing staff do not have large blocks of surplus time to
devote to employment equity.
Councillor Wagner noted that it appeared the workforce survey was crucial and inquired as to the
impact on the process if the response to the survey is poor. Mr. Paterson agreed that this is a
concern, noting that the legislation requires that 100% of the surveys be returned, however,
completion of these is voluntary. Councillor Jake Smola questioned whether Mr. Paterson would
be the logical person on staff to oversee or otherwise undertake implementation of the
Employment Equity Work Plan. Mr. Freeborn pointed out that this would not be practical given Mr.
Paterson's current workload and time commitments. Councillor Smola questioned work to date
undertaken by the Employment Equity Officer and suggested that the City has only been paying
lip-service to employment equity and that the substance of a sound employment equity program
has not been developed.
2. WARD BOUNDARY REALIGNMENT
The Committee was in receipt of a report from Mr. R.W. Pritchard dated January 26, 1995 outlining
the process relative to boundary realignment.
Mr. Pritchard referred to his report and asked for direction in a number of areas. He noted that the
fundamental question is whether Council wishes to proceed with a realignment which would be in
place for the 1997 Municipal Election. He also asked whether Council wished to tie the ward
boundary realignment to the report of the Regional Task Force involving direct election of the
Regional Chairman, and whether they wish to receive input from Dr. Robert Williams of the
University of Waterloo similar to that received during the last realignment process. Mr. Pritchard
asked for further direction as to whether at this time Council wished to retain the ten wards or to
change the number, present criteria for ward boundary formulation and the establishing of a staff
committee.
2. WARD BOUNDARY REALIGNMENT - cont'd
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CITY OF KITCHENER
Councillor Ziegler inquired as to the cost of retaining Dr. Williams, and Mr. Pritchard advised that
there had been no cost in 1970 and he assumed the same would apply today, and that this
arrangement could be confirmed. Councillor Lorentz indicated that he favoured a boundary
adjustment and wished to see other models and alternatives. He suggested that the City's process
should not await consideration of the Regional Task Force Report, and that the City should accept
Dr. Williams' offer of assistance. Councillor Lorentz indicated he felt the City should retain ten
wards as this arrangement works well at present, and reducing the number would increase the
amount of work and necessitate the designation of Councillors as full-time positions. He
suggested that he had no problem with the present ward boundary criteria and that at minimum
Council should agree to a review of the present boundaries.
Councillor G. Lorentz put forward a motion directing staff to review the current ward boundaries,
request input from Dr. R. Williams and establish a staff committee.
Councillor Yantzi suggested a brainstorming session with Dr. Williams and identification of current
ward boundary problems, including provision for public input. Councillor Galloway indicated that
possible realignment should be investigated and any changes made in time for the 1997 Municipal
Election. He noted that the process should begin immediately and without reference to the
Regional Task Force Report. He indicated that though he would be happy to receive the input of
Dr. Williams, he questioned whether the City should solicit other expressions of interest.
Councillor Galloway noted that he would be interested in seeing other ward configurations
reflecting as many as twelve wards, though the latter would imply a reduction in the Council
honorarium. He suggested that making Councillor positions full-time due to increased workload
may limit the number of individuals who are interested in or able to run for Council and that there is
merit in maintaining this part-time status. He indicated that in his opinion the present ward criteria
are adequate, and hoped that any review would take growth into account. Councillor Weylie
referred to discussion by the Province prior to the 1994 Election concerning direct election to
Regional Council and inquired as to any change contemplated for 1997. Mr. Pritchard commented
that the uncertainty previously displayed by the Province was one of the reasons for not
considering a realignment in 1994. He suggested that to the best of his knowledge the issue of
direct elections has been given a lower priority, though there has been no formal notice from the
Province. Councillor Wagner indicated that he agreed with all the comments made by Councillor
Lorentz. He indicated that he agreed in principle with the suggestion of broad based citizen input,
but noted concerns relative to the overall status of the ward system and the referendum
requirement. Councillor Ziegler indicated that he agreed with the suggestion that Dr. Williams
evaluate the current wards and whether the number should be expanded. Mayor Christy
encouraged Council to support the recommendation, but expressed reservations over limiting
input to Dr. Williams alone and suggested that other expressions of interest should be solicited.
Councillor Lorentz suggested that Dr. Williams be invited for a preliminary, informal discussion.
The motion by Councillor G. Lorentz was then voted on, and
It was resolved:
"That the City commence the process leading to a ward boundary alignment
in sufficient time for purposes of the 1997 Municipal Election, and that this
process include:
a)
An invitation to Dr. Robert J. Williams, Associate Professor, Department of
Political Science, University of Waterloo to offer his expertise and input
relative to the number of wards, ward boundary criteria and other related
matters;
b)
Establishment of a staff committee consisting of R.W. Pritchard,
Commissioner of General Services and City Clerk, Lloyd F. Parkhouse,
Deputy City Clerk, and a senior representative from the Department of
Planning and Development."
3. OTHER BUSINESS
Councillor Jake Smola inquired as to progress to date in determining a location for the Mayor
Cardillo plaque. Mayor Christy noted that he had asked staff to provide options, and assured
FINANCE & ADMINISTRATION COMMITTEE MINUTES
JANUARY 307 1995 - 41 -
Councillor Smola that this item has not been forgotten.
CITY OF KITCHENER
Councillor Lorentz asked that an information report on the recent Job Fair be included as an
information item on the February 13, 1995 agenda. Councillor Weylie also asked that a report on
the Internet be included on the same agenda.
4. NEXT MEETING
The next regularly scheduled meeting of the Finance and Administration Committee will be held on
Monday, February 13, 1995.
5. ADJOURNMENT
On motion, the meeting adjourned at 12:10 p.m.
........... G. Sosnoski
........... Manager of Corporate
........... Records/Assistant City Clerk