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HomeMy WebLinkAboutFinance & Admin - 1995-06-12FAC\1995-06-12 JUNE 12, 1995 FINANCE & ADMINISTRATION COMMITTEE MINUTES CITY OF KITCHENER The Finance and Administration Committee met this date, commencing at 10:10 a.m., under the Chairmanship of Councillor J. Ziegler with the following Members present: Councillors T. Galloway, G. Lorentz, K. Redman, John Smola and M. Wagner. Councillors Jake Smola and M. Yantzi were in attendance for part of the meeting. Others present: Messrs. T. McKay, T. McCabe, T. Clancy, J. Shivas, R. Arnot, D. Snow, B. Kuntz, M. Price, G. Sosnoski, Ms. D. George, Ms. P. Houston and Mrs J. Koppeser. 1. VACANCY-DOWNTOWN IMPROVEMENT AREA BOARD OF MANAGEMENT The Committee was in receipt of a report and recommendation from Mr. L. Parkhouse dated May 30, 1995 concerning appointments to the Board. On a motion by Councillor G. Lorentz it was resolved: "That Ms. Denise Strong and Ms. Anita Petsche-Good be appointed to the Downtown Improvement Area Board of Management for a term expiring November 30, 1997, to complete the unexpired terms of Ms Lisa DeLeon and Mr. Peter Van lersel, both of whom have resigned." VACANCY - PROPERTY STANDARDS COMMITTEE The Committee was in receipt of a report from Mr. L. Parkhouse dated May 30, 1995 advising of the resignation of Mr. Branko Brkovitch and requesting direction as to the filling of this vacancy. The report also notes that this Committee has never met. On a motion by Councillor T. Galloway it was resolved: "That Mr. Nelson Stead be appointed to the Property Standards Committee for the remainder of the term expiring November 30, 1995, to replace Mr. Branko Brkovitch who has resigned." It was also requested that the Clerk investigate the feasibility of dissolving the Property Standards Committee and transferring its mandate to a more active committee such as the Committee of Adjustment. BUDGET SHORTFALL - FIRE DEPARTMENT The Committee was in receipt of a report from N. Kuntz dated May 23, 1995 recommending transfer of funds for the purchase of additional turn-out gear. On a motion by Councillor G. Lorentz it was resolved: "That the Fire Department be authorized to transfer $26,000.00 from the Salary Account to the Safety Equipment Account for the purchase of additional turn-out gear." REFRESHMENT STAND LICENCE - M & M MEATS The Committee was in receipt of a report from J. Koppeser dated June 8, 1995 requesting direction on the issuing of licences for three locations. FINANCE & ADMINISTRATION COMMITTEE MINUTES JUNE 12, 1995 - 85 - CITY OF KITCHENER REFRESHMENT STAND LICENCE - cont'd On a motion by Councillor M. Wagner it was resolved: "That M & M Meat Shops be granted permission to operate refreshment stands at the following locations and that the fee of $1.00 be applicable, provided that the necessary Licence and Health and Fire approvals are obtained: Civic Square (Kitchener City Hall) on June 16, 1995 421 Greenbrook Drive, Kitchener on June 17, 1995 2880 King Street East, Kitchener on June 17, 1995." DOWNTOWN EVENTS COORDINATOR The Committee was in receipt of a joint report from T. McKay and T. Clancy dated June 7,1995 concerning action on a recommendation of the Mayor's Task Force on the Downtown. Councillor Galloway questioned the budget outline in the report, in particular the overall amount. He noted that this is higher than anticipated and questioned the need for a full- time administrative secretary to support the activities of a single person. Mr. Price responded that it was felt, given the nature of the position and the anticipated level of activity, that one full-time support staff would be needed. Councillor Galloway indicated his preference for starting at a more modest level and adding staff hours as required. In response to a further question on the number of events and related costs Mr. Price advised that these are based on limited staff experience in this area, and that about twenty events per year are anticipated. He also indicated that he would pursue additional sponsorship revenue and acknowledged that the $10,000.00 amount included for budgeting purposes is arbitrary. Councillor Jake Smola entered the meeting at this time. Councillor Ziegler suggested that secretarial support be tried on a loan or rotational basis similar to the arrangement purposed for the Mayors office. Councillor John Smola suggested that responsibility for the Downtown events co-ordination could be shared by existing staff persons in the Arts, Culture and Special Events Section with the assistance of one full-time secretary. Mr. Clancy responded that though existing staff have the ability to perform this function, at present they are barely able to keep up with the workload in other areas. He stressed that overburdening staff in this regard can result in mistakes which would reflect poorly on the City given the type of events. Councillor Smola suggested that the workload could be further distributed by sharing some of these tasks with the administrative secretary and questioned whether the position of Downtown Events Coordinator could be eliminated. Councillor M. Yantzi entered the meeting at this time. In response to a question from Councillor Ziegler, Mr. Price verified that the positions under consideration would be filled on a contract basis and that a term of two years is recommended. Councillor Redman indicated that she envisioned the Downtown Events Coordinator as operating outside of the structure of City Hall, but under the guidance of staff. Mr. Clancy pointed out that his department has some concerns in regard to backing up the Coordinator position and it was anticipated that City staff performing similar coordination tasks would fill in as required. Councillor Wagner referred to several clauses in the report and indicated concern over duplication of services. He also asked that the job description specifically indicate that the Downtown Events Coordinator would work with community organizations who are planning or considering special events as opposed to the "world-wide" emphasis referred to in clause no. 8 of the proposed job description. Councillor Yantzi acknowledged that he views the position as necessary but DOWNTOWN EVENTS COORDINATOR - cont'd FINANCE & ADMINISTRATION COMMITTEE MINUTES JUNE 12, 1995 - 86 - CITY OF KITCHENER is not comfortable with the cost, and asked what percentage of the costs relate to transfers between City departments. Mr. Price estimated this would be about 33%. Mr. Clancy pointed out that the majority of these events will take place outside of regular work hours and that staff flexibility in this regard would be an issue for discussion with the relevant Unions. Mr. Clancy added that this is an emerging area and that any of these details will have to be worked out over time. Councillor Lorentz raised the issue of who would indicate whether proposed events would be held and questioned the source of funding for the Coordinator position and related expenses. Councillor Ziegler indicated that it was his understanding these would be attributed to the Capital Budget for Downtown Improvements, and Ms. Houston advised that it was up to the Committee to decide on the source of funding. Councillor Lorentz indicated that he was prepared to put forward a motion that funding be from the Capital Account for Downtown Improvements. He also stressed the need for partnerships with all areas of the private sector regarding special events and suggested that sponsorship revenue should exceed the $10,000.00 amount budgeted. Councillor Galloway questioned whether the role of the Downtown Events Coordinator could be jointly undertaken by the supervisor of Arts, Culture and Special Events and the Coordinator of Programs (City Hall). Mr. Price responded that though staff have the necessary background to perform these functions, the present workload would not allow for additional responsibilities. Councillor Wagner stressed that the Downtown Events Coordinator is only one of the Task Force initiatives, and will only work in conjunction with implementation of the other recommendations. Councillor Lorentz indicated that he agrees with the staff report, but would like Council to have a say in who is hired for the position. He also indicated his preference for monthly activity reports via the Community Services Committee agenda. Councillor Redman indicated that she has no problem with the related costs, but stressed that these should be monitored; otherwise, she indicated support for the concept of a contract position under the auspices of the Parks and Recreation Department. Councillor John Smola indicated that he would not support the contract proposal until it was known for certain whether existing staff alone or in combination could perform this function. Moved by Councillor K. Redman: "That the position of Downtown Events Co-ordinator be established as a two year contract reporting to the Parks & Recreation Department as outlined in the report of T. McKay and T. Clancy dated June 7, 1995 with the exception that routine reporting as outlined in clause no. 3 of the report be to the Community Services Committee rather than the Finance and Administration Committee, and that the position function independently of the Supervisor of Arts, Culture and Special Events and Co-ordinator of Programs (City Hall), and further, That funding for this position in 1995 be debited from the Capital Account established for Downtown Improvements." Councillor Galloway questioned the need for this level of staffing and suggested that the necessary resources be developed gradually over time and on an as required basis. He suggested the addition of one full-time Administrative Secretary and combining the responsibility of the Downtown Events Coordinator with the City Hall Events Coordinator. Councillor Yantzi expressed concern over weakening the proposal and diluting its impact, and favoured a closer scrutiny of the costs at budget time. The previous motion by Councillor Redman to create the contract position of Downtown Events Coordinator was voted on and Carried. DOWNTOWN EVENTS COORDINATOR - cont'd Councillor G. Lorentz put forward a motion that a member of Council be on the Selection Committee for the Downtown Events Coordinator and that Council receive monthly activity FINANCE & ADMINISTRATION COMMITTEE MINUTES JUNE 12, 1995 - 87 - CITY OF KITCHENER reports as part of the Community Services Committee Agenda. Councillor Lorentz accepted, as a friendly amendment, a suggestion by Councillor Wagner that the Coordinators position be reviewed after one year. Councillor Yantzi expressed concerned that the above motion could require the Coordinator to be overly involved in administration and reporting to the detriment of the primary function. Councillor Lorentz stressed that he is only asking for accountability in the position and added that Council should monitor any growth of responsibilities. Mr. Clancy suggested a maximum of 10 reports per year. The motion was then voted on, as amended. On a motion by Councillor G. Lorentz it was resolved: "That a member of Council sit on the Selection Committee for the Downtown Events Co-ordinator and that Council, as part of the Community Services Committee Agenda, receive monthly information reports outlining activities of the Co-ordinator, and further, That the position of Downtown Events Co-ordinator be reviewed one year from the date of hiring." REGULATION OF POSTERING Councillor Ziegler indicated he had asked that this item be discussed subsequent to the June 5, 1995 Council resolution in order to refine direction to staff and determine when a report from the City Solicitor could be anticipated. Mr. Shivas enquired whether the Committee would be expecting a draft by-law to repeal Chapter 682 (Signs And Posters) of the Municipal Code. He also noted that he is gathering information on approaches taken to this problem by other municipalities and hopes to report at the June 26, 1995 meeting. Councillor Jake Smola asked the Committee to also consider a recent suggestion made to nightclub owners concerning locations for Downtown advertising boards. Councillor Galloway expressed concern that the City should have some sort of regularized clean up and removal process to discourage postering on public property, and Councillor Ziegler pointed out that a proper by-law would give this authority. Councillor Galloway referred to direction previously given to Mr. T. McKay to investigate methods of removal which could include hiring students to take down posters. He indicated an interest in continuing in this direction and his concern that this initiative could be lost in any by-law amendment process. Mr. Shivas suggested that the existing removal program be continued as an interim measure pending final resolution of the by-law issues. Mr. Snow advised that staff recently reissued a directive that signs encountered in the course of daily duties are to be removed and deposited in a central location for pick-up by the owner. He also referred to the posting of signs on Regional signal standards and controllers, noting that he will meet this week with Regional Staff on this issue. Mr. McKay introduced a delegation from the City of Scarborough comprised of its Chief Administrative Officer and senior staff. REGULATION OF POSTERING - cont'd Moved by Councillor K. Redman: "That staff continue to remove privately posted signs on City property inaccordance with a previously issued staff directive pending re-evaluation and action by Council with regard to Chapters 680 (Signs) and 682 (Signs FINANCE & ADMINISTRATION COMMITTEE MINUTES JUNE 12, 1995 - 88 - CITY OF KITCHENER and Posters) of the City's Municipal Code." Councillor Wagner offered the opinion that the most expeditious route is to quickly remove the posters after they are put up and that further regulation should not be required. Mr. Shivas pointed out that recent court cases have shown that the municipality has some duty to provide for this form of expression on City property, but with appropriate restrictions. Councillor Lorentz asked that Mr. Shivas contact the Village of Elora concerning how they deal with postering. Councillor Galloway pointed out that there is presently no power washing program in the suburbs to remove posters from hydro polls and that the City only has an informal program for removal of other signs. Councillor Wagner asked whether the recent Supreme Court decision indicates how long a poster can be left up and Mr. Shivas replied that the City has a right to propose a reasonable time limit. The previous motion by Councillor Redman directing staff to continue the removal of privately posted signs was voted on and Carried. OTHER BUSINESS - LICENCE REQUEST (K-W HOSPITAL) The Committee was in receipt of a report from Mrs. J. Koppeser dated June 8, 1995 outlining a request to hold a Centennial Celebration involving various activities. Specifically, the Hospital is requesting that the $500.00 Arts & Craft Show licence fee be either waived or reduced to $1.00. Moved by Councillor G. Lorentz: "That subject to obtaining the necessary Licence and Health and Fire approvals, the K-W Hospital be granted permission to operate an outdoor BBQ, Retail Exhibition and Bake Sale on June 17, 1995 as part of the Hospital's Centennial Celebration and that a licence fee of $1.00 apply to each of the outdoor BBQ, Bake Sale and Arts & Craft Show." Councillor Ziegler indicated that he is opposed in principle to a reduction in the licence fee for the Arts & Craft Show on the basis that the proceeds will not be donated to the Hospital. In response to questions from Councillor Redman, Mrs. Koppeser advised that the fee is payable by the organizer and could be passed along to the vendors. Councillor Redman stated that she is opposed to exceptions in this area and will not support the motion. The previous motion by Councillor G. Lorentz granting permission to K-W Hospital to operate various activities and imposing a $1.00 licence fee for each was voted on and Lost. On a motion by Councillor Jake Smola it was resolved: "That subject to obtaining the necessary Licence and Health and Fire approvals, K-W Hospital be granted permission to operate an outdoor BBQ, Retail Exhibition and Bake Sale on June 17, 1995 as part of the hospitals Centennial Celebration and that a $1.00 licence fee apply to the outdoor BBQ and Bake Sale. The licence fee applicable to the Arts & Craft Show be $500.00." FIREFIGHTER RECRUITING The Committee agreed to a request by Councillor Lorentz that this item, which is listed on the Community Services Committee agenda this date, be dealt with by the Finance and Administration Committee. In this regard the Committee considered correspondence from D. Patterson dated June 7, 1995 regarding development of a comprehensive, standardized recruiting process for the Citys of Kitchener, Brantford, Stratford, Guelph, Waterloo and Cambridge. Councillor Galloway asked that any sub-committee established in this regard report to the Finance and Administration Committee on the basis that this was the reporting structure for the Employment Equity Review Committee which previously assessed the Firefighter recruiting process. FINANCE & ADMINISTRATION COMMITTEE MINUTES JUNE 12, 1995 - 89 - CITY OF KITCHENER Councillor Jake Smola advised that he would have a conflict of interest if the sub-committee proposed would involve reconvening of the earlier Employment Equity Review Committee as his wife was a member. Councillor Smola was assured that the proposed sub- committee would be distinct from the previous Review Committee. On a motion by Councillor G. Lorentz it was resolved: "That Councillors T. Galloway, J. Ziegler and M. Yantzi represent Council on the Special Purpose Sub-Committee to review recommended changes to the City's Firefighter Hiring Process, and further, That in future, said Sub-committee report to the Finance and Administration Committee." 10. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, June 26, 1995. ADJOURNMENT On motion, the meeting adjourned at 11:40 p.m. ........... G. Sosnoski ........... Manager of Corporate ........... Records/Assistant City Clerk