Loading...
HomeMy WebLinkAboutFinance & Admin - 1996-04-22FAC\1996-04-22 APRIL 22, 1996 FINANCE & ADMINISTRATION COMMITTEE MINUTES CITY OF KITCHENER The Finance and Administration Committee met this date, commencing at 10.40 a.m., Chairmanship of Councillor J. Ziegler with all Members of Council present. Others present: Ms. L. MacDonald, Mrs. J. Koppeser, Ms. A. Kotlarchuk, Messrs. T. McKay, J. Gazzola, T. McCabe, R. W. Pritchard, J. Shivas, L. F. Parkhouse, T. Clancy, D. Paterson, G. Sosnoski. under the CHARGE FOR AUTOMATED BANKING MACHINES On a motion by Councillor B. Vrbanovic it was resolved: "That consideration of licensing or imposing a municipal user fee relative to Automated Banking Machines on other than bank property be referred to the Regional Municipality of Waterloo and the Waterloo Police Services Board." FIRE FIGHTERS MUSTER AND PARADE The Committee was in receipt of a report from J. Koppeser dated April 15, 1996 concerning a request to waive Specific Location Daily Sales Licenses for an upcoming event at Doon Heritage Crossroads. On a motion by Councillor T. Galloway it was resolved: "That all fees relative to Specific Location Daily Sales Licenses for the Fire Fighters Muster, Games and Parade to be held on Saturday, May 25, 1996 at Doon Heritage Crossroads be waived, and that notwithstanding waiving of the fees, the organization is required to obtain a license and the necessary Health and Fire approvals." 1996 SIDEWALK PATIO - SLICES RESTAURANT (300 KING STREET WEST) The Committee was in receipt of a sketch plan submitted by the owner and dated May 11, 1993, in an explanatory memo from G. Sosnoski dated April 17, 1996. Councillor T. Galloway put forward a motion to approve the layout and design as submitted. Councillor Yantzi questioned who would be responsible for reviewing the proposal, as a number of design details have not been finalized. Councillor Galloway responded that the motion would direct that the patio area be fenced using canvas material as opposed to chain link. Ms. MacDonald clarified that the City has control over the fencing material and that Council had previously adopted a recommendation of the Downtown Action Committee prohibiting chain link fencing. Mayor Christy advised that he had spoken with the owner who is amenable to direction from Council concerning fencing material and is looking for new ideas in this regard. Ms. MacDonald further noted that the Downtown Action Committee had initially intended that the business owners take the initiative as regards patio materials. Mayor Christy suggested the motion reflect that the chain link material is to be removed and canvas introduced in its place. Councillor Redman asked whether canvas fencing, previously used at Stages, complies with all City guidelines, and Ms. MacDonald replied that it has not been considered this year as no application has been forthcoming from the owner of Stages; however, in the past it was deemed acceptable. Ms. MacDonald further suggested that if there are any subsequent questions regarding design details, these should be referred to Brock Stanley or Patricia MacPherson-Bacon based on their previous involvement in developing Downtown patio guidelines. The motion was so amended and voted on as follows. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 22, 1996 - 67 - CITY OF KITCHENER On a motion by Councillor T. Galloway it was resolved: "That Council approve the patio sketch plans and design detailing submitted by Slices Restaurant Inc., 300 King Street West, outlined in the sketch plan dated May 11, 1993 and the memorandum from G. Sosnoski dated April 17, 1996, and, That as regards the issue of fencing, chain link is not to be used and in its place the owner is to provide for the use of canvas sheeting inscribed with the restaurant name, similar to the fencing previously used by Stages, and further, That any questions regarding design details and layout should be directed to either Brock Stanley, Assistant General Manager of Planning and Development, or Patricia MacPherson-Bacon, Planner." 4. COUNCIL EXPENDITURES - CONFERENCES AND TRIPS The Committee was in receipt of correspondence from Councillor J. Ziegler dated March 19, 1996 concerning a policy or criteria for expenditures by the Mayor and Council on conferences and out- of-town trips such as those involving bidding on sporting events and encouraging businesses to locate within the City. Councillor J. Ziegler referred to his correspondence and suggested that such activities should be either budgeted in advance or approved by Council as the need arises. In respect to the Mayor, he suggested up to three business and conferences trips a year. Councillor John Smola noted his concern that there is no distinction in the annual reporting of expenditures by individual Councillors to recognize circumstances where an individual Councillor attends an event on behalf of the entire Council as opposed to attending a conference of interest to that Councillor alone. Mr. Gazzola clarified that the expenditure reporting referred to by Councillor Smola is required under the Municipal Act; however, there is reporting discretion in the form of explanatory notes or comments which can elaborate on the nature of the expenditure. Councillor M. Wagner suggested that there should be a separate category for the type of expenditure referred to by Councillor Smola. Councillor Vrbanovic also noted that all Council expenditures in this regard should be reported through a single account, and that if funds are taken from another budget the expenditure should be re-allocated to that account. Councillor Redman commented that with respect to the expenditures of the Mayor which were alluded to by Councillor Ziegler, the electorate can indicate it's support or disapproval of these at election time. Councillor Lorentz indicated support for the current arrangement whereby the Bid Committee dealing with a particular sporting event would recommend Council participation where appropriate. Councillor Wagner offered the opinion that the recent expenditures by the Mayor involving a trip to New England were justified, and suggested that limiting him to a specific number of trips annually is impossible without developing detailed criteria. He also noted that any abuse in this regard is normally brought to the public's attention. Councillor Jake Smola questioned whether all trips were being properly reported and referred to his recent expenditure involving attendance at a library seminar on behalf of the Kitchener Public Library Board. Mr. Gazzola replied that all expenditures made through the Library or Centre in the Square Boards should be reported on the basis that these are supported by property taxes. Mayor Christy listed the conferences and trips he participated in last year, and suggested that all of these should be reported. He referred to his concern over comments made to him that certain members of Council were questioning his expenditures. He pointed out that increasingly members of Council are being asked to represent the City at various events, and referred to initiatives undertaken to place the operation of Council on a more business-like footing. He requested clarification of what constitutes an allowable conference and how these should be accounted for, as well as how working trips should be reported. Mayor Christy noted that he has no problem accounting for trips he has personally taken in the past and referred to the recent New England trip as an opportunity to explore possible economic benefits to the municipality. He also suggested that it is important to have Council representation on any team bidding for major events. In summary, Mayor Christy stated that it is important for the Mayor and Council to be given FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 22, 1996 - 68 - CITY OF KITCHENER discretion as regards how the business of the municipality is conducted and he suggested three categories of reporting which would be forwarded to the Press; namely, personal conferences, working trips and sports bids. Councillor Ziegler questioned whether the Mayor agreed that all such expenditures should be through the Mayor and Council budget, and Mayor Christy replied in the affirmative. Mayor Christy also expressed agreement with the earlier comments of Councillor John Smola regarding attendance at events on behalf of the entire Council. Councillor Galloway suggested that in his opinion members of Council should not scrutinize each others trips beyond the current policies. He also expressed his support for any procedure that would ensure that all trips and expenses are reported through a single account, with transfers to this account if appropriate. Councillor Galloway stated that he does not believe Council should travel on department budgets, and that these expenses should come out of the Council budget alone. Councillor Yantzi advised that he does not agree with numeric restrictions on conferences, provided there is open disclosure and accountability. He stressed the need for Kitchener to portray the image of an inviting community no matter what the event. Councillor John Smola suggested that Mr. McKay discuss the matter with Management Committee and formulate a draft policy for future consideration. Mr. Gazolla questioned the need for such a policy given the stringent reporting requirements in the Municipal Act. He suggested circulating a draft expenditure report to members of Council prior to releasing the document to the public and the provision of a section for explanatory notes and comments. On a motion by Councillor John Smola it was resolved: "That as regards the annual itemized statement of the renumeration and expenses paid to each member of Council which is required under the Municipal Act, the City Treasurer be directed to prepare a draft expenditure list three weeks prior to the reporting deadline in order to give members of Council an opportunity to review and comment on the completeness and accuracy of same, and further, That explanatory notes be inserted where required, and in particular to clarify expenditures incurred by an individual member of Council when attending an event on behalf of the entire Council." Councillor C. Weylie asked for Council's support in endorsing her 1996 nomination for the Board of Directors of the Federation of Canadian Municipalities. It was noted that if elected, she would be required to attend a conference in Calgary from May 31 - June 3, 1996. On a motion by Councillor M. Yantzi it was resolved: "That Kitchener City Council hereby endorses the application of Councillor Christina Weylie for membership on the National Board of Directors of the Federation of Canadian Municipalities, and that upon election, agrees to pay any costs associated with her attendance at board meetings." EXTENSIONS TO EXISTING AGREEMENTS At the April 9, 1996 Council meeting, Councillor John Smola requested discussion of a policy as regards Staff negotiating contract extensions. Councillor Ziegler clarified that this issue arises from recent discussion at Council concerning enhancements to a bus shelter advertising agreement with Gould Outdoor Advertising. Councillor John Smola suggested that Council should be approached regarding any re- negotiation, renewal or extension prior to negotiations being undertaken by staff. Mr. McKay clarified that at present there are very few agreements of this type; notably, advertising, garbage contracts, and agreements relative to Project Lift and the Humane Society. He advised that there are also a number of transfer and lease agreements which at present would not always come before Council. He voiced the opinion that the suggestion of Councillor John Smola is not unreasonable. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 22, 1996 - 69 - CITY OF KITCHENER Councillor Lorentz indicated he would be more comfortable with a report and draft policy from staff, as opposed to formulating a policy at this time. On a motion by Councillor John Smola it was resolved: "That staff submit a draft policy, for consideration at a future meeting of the Finance and Administration Committee, regarding the protocol for the renewal, enhancement or extension of City contracts and agreements." LIQUOR LICENSING ACT AMENDMENTS Councillor Jake Smola previously requested discussion of proposed amendments to the Act which would extend the hours of liquor service from 1:00 a.m. to 2:00 a.m. Councillor Jake Smola advised that he had contacted the Waterloo Regional Police, and it was his understanding that there would be a representative in attendance this date to report on the concerns they have with the extension of hours; however, no one was in attendance. Councillor Jake Smola put forward a motion requesting that each municipality be given the right to determine whether extended hours would apply in their individual jurisdictions. Councillor Galloway expressed his support for the motion, as well as his concern that there had been no Provincial consultation with municipalities over what appears to be lobbying behind closed doors by a special interest group. He suggested that though this may be a problem in Toronto, it should not immediately be assumed that the solution must be applied throughout the Province. Councillor Yantzi indicated his support only for a motion expressing the municipality's concern, and cautioned that the position proposed would require coordination with other neighbouring municipalities. Councillor Jake Smola argued that due to time constraints, it is important to act now in order to obtain the right to exercise discretion. Councillor Jake Smola accepted, as a friendly amendment, a suggestion by Councillor Ziegler that the motion indicate Kitchener's preference for retaining the existing bar hours, and that if changed by the Province, implementation of revised hours would be at the discretion of individual municipalities. Councillor Lorentz questioned the effectiveness of such a motion, and referred to the Province's slow response to concerns expressed over the need to regulate and possibly prohibit pit bulls. He also referred to concerns over problems which could be created if hours of closing were not uniformly implemented throughout the Region. Councillor Wagner suggested that a more appropriate initiative would be to lobby the Provincial government to deal with issues of impaired driving and alcoholism. The following motion by Councillor Jake Smola, as amended was then voted on. On a motion by Councillor Jake Smola it was resolved: "That with respect to the Province's proposed amendment to the Liquor Licensing Act which would allow the serving of alcohol until 2:00 a.m., Kitchener City Council requests that no change be made from the present closing time of 1:00 a.m., however, should the Province extend the hours of services, it is requested that each municipality be permitted to determine whether this will apply in their individual jurisdictions, and further, That a copy of this resolution be forwarded to the local Members of Provincial Parliament, the Chairman of the Liquor Licensing Board of Ontario, the Minister of Consumer and Commercial Relations and the Waterloo Regional Police Services Board." EARLY RETIREMENT INCENTIVE PROGRAM The Committee was in receipt of a report from D. Paterson dated April 19, 1996 outlining four options relative to the existing Incentive Program. Councillor B. Vrbanovic disclosed a pecuniary conflict of interest and abstained from all voting and discussion concerning the Early Retirement Incentive Program as his wife is employed by the City's Information Services Division. FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 22, 1996 - 70 - CITY OF KITCHENER Councillor Ziegler circulated the results of a survey dealing with Retirement Incentive Programs in other municipalities and reviewed the survey results. It was noted that the only other city with a comparable early retirement payout is the City of Windsor. Councillor Ziegler also referred to the range of options contained in Mr. Paterson's report. Councillor John Smola put forward a motion to adopt Option #1 in the report which would have the effect of maintaining the existing Early Retirement Incentive Program. At the request of Councillor J. Ziegler, Councillor T. Galloway assumed the Chair for discussion of this item. Councillor Ziegler argued that at minimum the City should put a ceiling on the value of the incentive payout. Councillor John Smola added that the Early Retirement Sub-Committee was unanimous in supporting retention of the Program based on it's past value in the area of downsizing. Councillor Smola suggested that if the City is still actively pursuing downsizing, the Program should be kept; however, if it is not, an alternative should be investigated. Councillor Ziegler suggested an abbreviated Plan to reduce payouts at the upper end of the salary scale, and suggested consideration of options #2 or #3, with his preferred option being #2. He suggested that the Plan is now unnecessary and inappropriate in view of the younger work force and the current economic pressures on municipalities. In response to a question from Councillor Redman, Mr. Paterson advised that if there is change in the Program it is recommended that there be a three to fourth month grace period during the transition. Mr. McKay pointed out that the Incentive Program played a major role in the past in allowing the municipality to cope with grant reductions totalling $6,000,000. He suggested that there is a strong possibility of further reductions of this magnitude by the end of the century. Mr. McKay advised that beyond the current level, it is difficult to downsize without reducing services; however, should Council agree to this, downsizing and service reductions may have to be dealt with in combination. Mr. Paterson commented that the City may not wish to have such a program in place in perpetuity, and that a review clause should be added so that the program could be discontinued if there is no benefit in future. Councillor John Smola questioned whether the report before Council this date had been circulated to Union representatives, and Mr. Paterson replied that it was not specifically circulated to them. Councillor Smola asked that each Union local be circulated. The motion by Councillor John Smola to adopt Option #1 as outlined in the report by D. Paterson was voted on and Lost. Councillor M. Yantzi put forward a motion to adopt Option #2 as outlined in the report of D. Paterson dated April 19, 1996. Mr. Paterson suggested that if a review of the Program is appropriate, this should be done at two to three year intervals, and it was subsequently suggested that the review could correspond to the term of each new Council. Councillor M. Yantzi accepted the suggestion as a friendly amendment. The Committee then voted on the following motion as amended: On a motion by Councillor M. Yantzi it was resolved: "That as regards the future of the Early Retirement Incentive Program, Council adopt Option #2 (transition option) as outlined in the report of D. Paterson dated April 19, 1996, and further, That the Program be reviewed at three year intervals corresponding to the term of each new Council." It was generally agreed that a copy of the report of D. Paterson dated April 19, 1996 would be circulated to each bargaining unit, with direction to bring any concerns in this regard to the next FINANCE & ADMINISTRATION COMMITTEE MINUTES APRIL 22, 1996 - 71 - CITY OF KITCHENER 10. 11. meeting of the Finance and Administration Committee to be held on May 13, 1996. Councillor J. Ziegler then resumed the Chair. DEVELOPMENT CHARGES ACT REVIEW The Committee was in receipt of a report from T. McKay dated April 17, 1996 concerning the calculation of development charges. On a motion by Councillor G. Lorentz it was resolved: "That the City of Kitchener strongly endorse the present method of calculating development charges and urge the Minister of Municipal Affairs and the Association of Municipalities of Ontario to resist any attempt to restrict development charges to the recovery of "hard" municipal service costs only, which would have the effect of increasing the cost to existing taxpayers of continued urban growth." IN-CAMERA MEETINGS Councillor Ziegler withdrew his request for the discussion on the protocol/procedures for calling in- camera meetings. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, May 13, 1996. ADJOURNMENT On motion, the meeting adjourned at 12.25 p.m. G. Sosnoski Manager of Corporate Records/Assistant City Clerk