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HomeMy WebLinkAboutFinance & Admin - 1995-11-06FAC\1995-11-06 NOVEMBER 6, 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: Mayor R. Christy, Councillors T. Galloway, G. Lorentz, K. Redman, Jake Smola, John Smola, M. Wagner and C. Weylie. Councillor B. Vrbanovic was in attendance for part of the meeting. Others present: Ms. P. Houston, Mrs. J. Koppeser, Ms. L. Pasternak, Messrs. T. McKay, J. Hancock, T. McCabe, T. Clancy, J. Shivas, R. Arnot, L.F. Parkhouse, and G. Sosnoski. At the request of Mayor Richard D. Christy, those in attendance observed one minute of silence as a gesture of respect for slain Israeli Prime Minister Yitzak Rabin. Mayor Christy expressed a hope for world peace and the safety of leaders in the international community. 1. LICENSING REQUEST - VICTORIA PARK 100TH ANNIVERSARY The Committee was in receipt of a report from J. Koppeser dated November 1, 1995 recommending approval of various activities and fees. On a motion by Councillor G. Lorentz - It was resolved: "That consideration of the various licensing requests outlined in the report of J. Koppeser dated November 1, 1995 be deferred and referred to the meeting of the Community Services Committee later this date." 2. CITIZENS SURVEY The Committee was in receipt of an April 13, 1993 report from Councillor M. Wagner dealing with citizen input and a City visioning exercise. Further discussion of a proposal to conduct a telephone survey concerning services provided by the City was requested at the October 23, 1995 Council meeting. Councillor Wagner outlined the background to his request for discussion and noted that he would propose an advertisement in a local newspaper with pictures of Council and senior staff accompanied by telephone numbers that the public could use during an evening phone-in. He suggested that specific items of discussion could be listed under the pictures and that the advertisement could also provide a general statement of intent. Councillor Wagner asked for the Committee's reaction to the proposal, which he feels is a worthwhile effort, and noted that the only cost would be that of placing the advertisement. A discussion then took place as to the purpose and timing of such an initiative. Councillor Wagner responded that a phone-in would solicit general feedback on specific issues relevant to Council and would offer a response to the current public attitude of mistrust and cynicism as regards politicians generally. He suggested that the initiative would demonstrate an interest in and openness to taxpayers' positive comments and criticisms and would allow Council to better serve its citizens. Councillor Redman voiced general support, provided the phone-in compliments the previous survey proposal approved by Council. She also suggested that television coverage of the phone-in may be helpful and that any information obtained must be quantifiable and be received in a manner which is useful in the decision making process. Mr. McKay noted that Council has already approved a survey of community opinion which would be designed to provide meaningful input, and would require the consultant to compile all responses. Councillor Wagner put forward a motion that Council investigate and initiate a phone-in session to obtain public input similar to that proposed in 1993. FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 6, 1995 - 135 - CITY OF KITCHENER 2. CITIZENS SURVEY (CONT'D) Councillor Ziegler noted that there is presently a Municipal Affairs phone-in program operated through the local cable network on a monthly basis, and that a proliferation of additional surveys may confuse and irritate taxpayers. He also suggested that the proposed initiative should only be considered after the Province has made its budget announcements and the City has obtained the results of the survey already approved. Councillor Lorentz suggested that the phone-in proposal is a waste of time and money, given the fact that taxpayers are free to call members of Council at any time to express their personal views. Councillor Weylie suggested that the City investigate development of a vision statement after results of the mail-out survey are obtained, and also, inquired as to the date of the survey planning meeting. Mr. McKay responded that a meeting had been arranged for 3:00 p.m. on November 24, 1995 in the Training Room. Mayor Christy suggested that November 27, 1995 may be a more practical alternative, and asked staff to take the suggestion under advisement and determine a final date. Councillor B. Vrbanovic entered the meeting at this time. Mayor Christy pointed out that American politicians have been using the phone-in survey method for a number of years and that such an initiative could be arranged weekly with phones attended by Councillors on a volunteer basis. He stressed the need to consider the public's wishes on an ongoing basis and suggested that further discussion of the proposed phone-in survey should take place at the survey planning session scheduled for later in November. On a motion by Councillor M. Wagner - It was resolved: "That consideration of a telephone survey to obtain additional public input on service related issues be deferred and referred to the survey planning meeting involving Council and senior management staff tentatively scheduled for late in November, 1995." 3. CITY OF CAMBRIDGE - 'I'VVO-TIER SYSTEM OF GOVERNMENT The Committee was in receipt of a Cambridge Council resolution of October 10, 1995 advocating the concept of a strong two-tier system of government in the Region of Waterloo which recognizes equality of powers and self determination for lower tier municipalities. Councillor Ziegler advised that he asked to have this item put on the agenda to determine Council's interest in endorsing the position put forward by the City of Cambridge. He also referred to changes in wording which were proposed for a similar motion recently adopted by Regional Council. Moved by Councillor John Smola - "That Council endorse, in principle, the views expressed in the resolution of Cambridge City Council (October 10, 1995) concerning the concept of a strong two-tier system of government, subject to obtaining the wording used in a similar motion recently adopted by Regional Council." Councillor Galloway advised that he would not support the motion, not necessarily because of disagreement with the content as much as with the timing given the recent Sweeney review of Regional government. He suggested that the proposed statement would likely be misinterpreted as a sign that Kitchener Council is happy with the status quo. Councillor Galloway offered the opinion that the Regional Review should be allowed to conclude properly without interference. Councillor Ziegler argued that the motion put forward is not a defensive action, and results from a number of initiatives recently undertaken at the Regional level, including a presentation by the Regional Chairman to the Provincial government suggesting that the Province unilaterally take action to implement one-tier municipal government. He noted that he supports greater efficiency but does not believe that single tier government would be more efficient or effective. Councillor Wagner indicated his support, with reservations, noting that he would not like to see the statement misinterpreted as a power struggle between the 3. CITY OF CAMBRIDGE - 'I'VVO-TIER SYSTEM OF GOVERNMENT (CONT'D) FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 6, 1995 - 136 - CITY OF KITCHENER Region and local municipalities. He stressed that whatever the municipal structure, he is supportive of delivering service in the most efficient and cost effective manner. The previous motion by Councillor John Smola concerning the concept of a strong two-tier system of government was voted on and Carried. 4. NON-FIRE RELATED EMERGENCIES The Committee was in receipt of correspondence from Councillor J. Ziegler dated October 23, 1995 as well as correspondence from Fire Chief J. Hancock concerning involvement of staff in non-fire related emergencies on private property. Councillor Ziegler advised that he had initiated the proposal to clarify involvement by City staff as a result of a recent meeting with a property owner and tenant in the Downtown. He noted that given the comments of Fire Chief Hancock, he is satisfied that a by-law is not required in this regard. Fire Chief Hancock advised that firefighters normally take action with regard to flooding when the water threatens electrical or furnace components, and that an internal procedure to clarify non-fire related problems and ensure a quick response is required and would address the situation. He pointed out that the authority to enter private property already exists and that each Fire Department Captain has a Fire Marshall's card. He assured the Committee that staff would take the necessary steps to address the problem. Councillor Ziegler referred to a secondary issue involving the security of vacant buildings and questioned what is required to implement the security box system referred to in Fire Chief Hancock's correspondence. Chief Hancock replied that he was uncertain at this time; however, the proposal could likely be negotiated with property owners. He noted that at present there are more than one hundred security boxes installed in both commercial and industrial buildings throughout the City. Councillor Ziegler suggested that letters also be sent to out-of-town owners and Chief Hancock agreed that this seemed a reasonable approach. On a motion by Councillor K. Redman - It was resolved: "That the Fire Department contact the owners of vacant buildings in the City of Kitchener and suggest that in the interests of improving building security and safety, they consider installing (at their own expense) a security box which would allow City staff to enter the premises for the purpose of investigating non-fire related emergencies and problems and to take appropriate action." 5. PARKING RATE - KITCHENER CITY HALL Further consideration of a motion by Councillor Jake Smola to charge staff and the public a $40.00 monthly parking fee for use of the City Hall garage was deferred at the September 25, 1995 Council meeting and referred to the meeting this date. It was also noted that the Committee was asked to consider whether an additional staff report is required. Moved by Councillor G. Lorentz: "That no action be taken on the motion put forward by Councillor Jake Smola at the September 25, 1995 Council meeting (further consideration of which was referred to the Finance and Administration Committee) to implement a $40.00 monthly rate for staff and members of the public using the City Hall parking garage." Councillor Jake Smola voiced his displeasure over how the entire parking issue has been handled and asked for clarification on the group rate of $45.00 per month plus taxes recently offered by Council, and suggested that a similar rate could apply to City employees. He noted 5. PARKING RATE - KITCHENER CITY HALL (CONT'D) that he believes there are abuses of the current system of free parking, and suggested that a comparison of the list of those receiving free parking as well as mileage submissions may show FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 6, 1995 - 137 - CITY OF KITCHENER that not all individuals are using their vehicles for City business. Councillor B. Vrbanovic disclosed a pecuniary conflict of interest and abstained from all voting and discussion, as his wife is employed by the City's Information Services Division. Councillor Galloway pointed out that he had expected a further staff report, and that it was his understanding the issue was deferred pending such a report. Councillor Ziegler added that in his discussions staff were unsure as to the nature of the report requested. Councillor Galloway noted that it was his impression Council was looking at an across the board charge for staff to use the parking garage and expected further discussion in this regard. He advised that he would like a further staff report and does not support the motion of no action. Mayor Christy advised that he supports the motion on the basis that department heads will speedily handle any abuses of the parking privilege and mileage claims. He suggested that this is a staff concern and if direction is required it should be given by Mr. McKay. Mayor Christy also voiced his concern that discussion of rate subsidy may be premature in the event that market value of parking rates declines in the coming year. He suggested that a clear message should be sent that Council is looking for larger areas of savings, and noted that it may be necessary to provide more incentives to ensure the most economical delivery of municipal services. Councillor Galloway rose on a Point of Order, noting that the Committee must first deal with the motion put forward by Councillor Jake Smola at the September 25, 1995 meeting. Councillor Lorentz argued that his motion of no action is intended to defeat the motion of Councillor Jake Smola. Councillor Ziegler ruled that a no action motion is appropriate under the circumstances and indicated that he is open to challenge in this regard. Councillor Galloway pointed out that the paraphrasing of the motion also refers to consideration of a staff report, which the Committee has not received. In response to the previous inquiry of Councillor Jake Smola concerning the $45.00 group rate, Mr. McKay clarified that this applies only to the leasing of new office space and does not apply to group parking, nor is it retroactive. Councillor Jake Smola stressed that Council is responsible for every dollar being spent by the municipality and noted that at present the City is spending over $100,000.00 to provide free parking to selected staff. He referred to inequities in the present system and instances of employees receiving free parking who do not use their vehicles for City business, as well as individuals who receive City vehicles and free parking as well as a mileage allowance. He offered the opinion that there is no justification for providing free parking as it is not referred to in job advertisements. Councillor Jake Smola stressed that his interest is in treating City employees similarly to the general public and in this regard a group rate should apply. He expressed the hope that amending the present system would reduce the City's parking subsidy to staff, and hopefully increase revenues. Councillor Galloway pointed out that the issue at hand is not only financial, but also involves matters of equity and fairness. He noted that staff who do not receive free parking are adversely affected by the current policy, and that generally speaking those receiving the subsidy are among the more senior and higher paid staff while the lower paid staff are forced to find parking themselves, usually offsite. He agreed that if an employee requires a vehicle for City business a parking space either at City Hall or at another site should be provided free of charge. Councillor Galloway also noted that at present fewer than twelve staff pay for parking at City Hall, and as a result there is an opportunity to address the primary issue of equity and the secondary issue of increased revenues. He suggested that a monthly rate of around $45.00 would be more competitive. Councillor John Smola advised of the need to look at the parking issue in the context of all City employees, and noted that City Hall is the only facility where staff are required to pay for parking. He suggested that either all City employees should pay for parking or all should receive parking free of charge. PARKING RATE - KITCHENER CITY HALL (CONT'D) The previous motion by Councillor G. Lorentz to take no further action on the parking issue was voted on and Carried. It was also noted that no further staff report in this regard is required. Councillor B. Vrbanovic previously disclosed a pecuniary conflict of interest and abstained from all voting and discussion, as his wife is employed by the City's Information Services Division. FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 6, 1995 - 138 - CITY OF KITCHENER 6. OTHER BUSINESS It was noted that the following wording would replace paragraph #2 on page 124 of the October 16, 1995 Finance and Administration Committee minutes in order to correct statements attributed to Councillor J. Ziegler: "Councillor Ziegler pointed out that a similar request from a previous delegation had been turned down on the basis that there are between 50,000 and 60,000 households in Kitchener, and the City cannot afford to become involved with the finances of each, should they so request." L. Pasternak was in attendance this date to give a verbal report on a recent incident involving a dog designated as potentially dangerous. J. Shivas asked that this item be referred to the in- camera meeting of City Council this date on the basis that the matter involves potential litigation. 7. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, November 20, 1995 8. ADJOURNMENT On motion, the meeting adjourned at 11:15 a.m. ........... G. Sosnoski ........... Manager of Corporate ........... Records/Assistant City Clerk