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HomeMy WebLinkAboutFinance & Admin - 1998-05-25FAC\1998-05-25 MAY 25, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES CITY OF KITCHENER The Finance and Administration Committee met this date commencing at 10:00 a.m., and Chaired by Councillor J. Ziegler with the following members present: Councillors M. Yantzi, John Smola, Jake Smola, B. Vrbanovic, J. Haalboom, G. Lorentz and C. Weylie. Mayor C. Zehr and Councillor K. Taylor- Harrison were in attendance for part of the meeting. Others present:: Mrs. J. Koppeser, Ms. P. Houston, Ms. L. Pasternak, Ms. G. Luciantonio, Messrs. J. Gazzola, R. Arnot, R. W. Pritchard, T. McCabe, J. Shivas, B. Stanley, R. LeBrun and G. Sosnoski. 1. REFRESHMENT STAND REQUEST - VICTORIA PARK NEIGHBOURHOOD ASSOCIATION The Committee was in receipt of a report from J. Koppeser dated May 20, 1998 recommending approval of a request to operate a refreshment stand in Victoria Park. On a motion by Councillor M. Yantzi, it was resolved: "That the Friends of Victoria School Committee and the Victoria Park Neighbourhood Association be granted permission to operate a refreshment stand in Victoria Park on June 3, 1998, provided the necessary Special Event License is obtained." 2. BENEFIT CARNIVAL- BRIDGEPORT CITIZENS GROUP The Committee was in receipt of a report from J. Koppeser dated May 20, 1998 concerning a benefit carnival in aid of the family of a four year old child diagnosed with a rare form of cancer. Ms. Julie Nantais appeared in support of the request and advised the Committee that contrary to a written submission, no slot machines would be used at the event, and that the community group plans to sell hot dogs and sausages rather than tickets for same. Ms. Nantais also requested a grant to cover the license and insurance costs, as all proceeds from the event will be donated to the family of the cancer victim to aid with medical expenses. Ms. Pasternak advised that the insurance is a premium amount, and any subsidy in this regard should be given in the form of a grant. On a motion by Councillor John Smola, it was resolved: "That Julie Nantais be granted permission to hold a Carnival on June 7, 1998 at the Bridgeport Community Centre, provided the necessary license is obtained; and, That a reduced fee of $10.00 be applicable, with the applicant to obtain the necessary insurance coverage for a fee of $54.00; and further, That in regard to the above costs, a $64.00 grant from the General Grant Provision be awarded to Julie Nantais." 3. REQUEST TO AMEND REFRESHMENT VEHICLE BY-LAW The Committee was in receipt of a report from J. Koppeser dated May 20, 1998 in response to a request from Derick Trahey that the City amend its Refreshment Vehicle By-law to allow him to operate an ice cream truck in the City. Mr. Derick Trahey was in attendance in support of his request. Mrs. Koppeser reminded the Committee that when street ice cream vendors were first licensed this was after a series of meetings involving health and police officials, and suggested that a written submission be obtained from Regional Police and a survey conducted of how this matter is handled by other municipalities. Mrs. Koppeser pointed out that at present only tricycle vehicles can be used to sell ice cream on City streets; however, an ice cream truck can be accommodated on private property at one location for a license fee of $522.00. In response to further questions, Mr. Trahey advised that Metro Toronto has been licensing ice cream trucks since 1955 and he read from a list of licensing requirements in this regard. He also MAY 25, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 86- CITY OF KITCHENER 3. REQUEST TO AMEND REFRESHMENT VEHICLE BY-LAW- CONT'D advised that the City of Waterloo had indicated that no license is offered; however, no action would be taken by Waterloo staff unless a complaint was lodged. Mr. Trahey clarified that he would like to travel to various Kitchener locations where people congregate a couple of days during the week to sell ice cream and banana splits. Mayor C. Zehr entered the meeting at this time. Mr. Patrick Carter, Manager - Dickie Dee, appeared in opposition to the request. Mr. Carter expressed concerns over child safety where trucks are involved, as well as exposure to gas fumes since the engines of such vehicles are left running while selling ice cream. He also referred to the possible loss of youth jobs as a result of the proposed initiative and noted that he employs approximately 40 vendors per year. Councillor Yantzi suggested that there is no overwhelming need that would suggest the necessity of ice cream trucks over and above the current bicycle ice cream vendors. On a motion by Councillor M. Yantzi, it was unanimously resolved: "That no action be taken on the request of Mr. Derick Trahey for an amendment to the Refreshment Vehicle By-law to provide for the operation of an ice cream vending truck." Councillor Lorentz referred to his request during budget discussion for a report from the Licensing Section justifying business license fees on a cost recovery basis, and referred to an enquiry he had received from the operator of a sandwich shop. Mrs. Koppeser advised that prior to passing the Places of Refreshment By-law, written notice was sent to all affected parties and no comments were received. She noted that the fee was increased from $20 to $50 and that this is the first increase since 1963 as the fee structure was formerly legislated and is now being set on a cost recovery basis. Mrs. Koppeser added that she was previously directed by Council to make the staff report in this regard available to anyone who enquires about fee changes. Councillor Ziegler asked that Mrs. Koppeser make the staff report available to Councillor Lorentz. Mayor Zehr underlined the need to notify all affected parties in advance of any licensing changes being considered by Council. 4. LICENSING REQUESTS - KITCHENER DOWNTOWN BUSINESS ASSOCIATION The Committee was in receipt of a report from J. Koppeser dated May 20, 1998 in response to a request from the KDBA for permission hold various activities on City lands in the Downtown during the Summer months. On a motion by Councillor K. Taylor-Harrison, it was resolved: "That provided the necessary licenses are obtained, the Kitchener Downtown Business Association be granted permission to operate various activities on public property on May 29, June 24 - 27 and July 10, 1998 as outlined in correspondence from N. Brawley, Executive Director, dated May 14, 1998." 5. VENDOR REQUEST- SPARKLES THE CLOWN The Committee was in receipt of a report from J. Koppeser dated May 20, 1998 recommending approval of a request to sell balloons in the Civic Square. Moved by Councillor B. Vrbanovic, "That provided the necessary licenses are obtained, the Kitchener Downtown Business Association be granted permission to operate various activities on public property on May 29, June 24 - 27 and July 10, 1998 as outlined in correspondence from N. Brawley, Executive Director, dated May 14, 1998." FINANCE & ADMINISTRATION COMMITTEE MINUTES MAY 25, 1998 - 87- CITY OF KITCHENER 5. VENDOR REQUEST - SPARKLES THE CLOWN - CONT'D In response to a question, Mrs. Koppeser advised that accredited vendors receive a fee reduction as a result of Oktoberfest being declared a Civic Celebration, with sales permission being dealt by the the Oktoberfest Committee. Councillor Ziegler requested a report as to how the Oktoberfest Committee is using the authority delegated to it by Council. Mrs. Koppeser also advised that in regard to his preferred location, the applicant has spoken with William's Coffee Pub and that they will receive a copy of the Council resolution pertaining to this request. The motion by Councillor B. Vrbanovic to grant the request of Gary Bock (Sparkles the Clown) was voted on and Carried. 6. SELECTION OF CITY OF KITCHENER REPRESENTATIVES TO REGIONAL COUNCIL The Committee was in receipt of a report from R. W. Pritchard dated May 8, 1998 outlining various options in regard to selecting representatives for Regional Council. Mr. Pritchard spoke to his report and the options outlined therein. He pointed out that the current method of appointment relates to Option #4, and that if the proposed new Municipal Act is legislated, this method can be retained provided triple majority is obtained through Regional and local Councils. He suggested that it is doubtful the Municipal Act will be legislated before the end of 1998. Councillor Jake Smola referred to the value in establishing a citizen committee to advise on what direction should be taken in this regard. Mr. Pritchard responded that whichever option is approved, a minimum of one public meeting is required, and that it would be a political decision as to whether citizen input is requested prior to this meeting. Councillor Smola offered the view that individual members of Council have pecuniary interests in regard to the outcome of this issue, and for that reason he suggested a citizen committee with no political representation be struck to make recommendations through a public meeting process. Councillor Lorentz opposed the idea and suggested that Councillors are elected to make decisions in this regard, adding that there would likely be little public interest shown. Councillor Lorentz advised that he would not support involvement of a citizen group nor would he support a 12 member Council as outlined in one of the options. He indicated his preference for the current arrangement whereby Regional representatives are appointed from among elected City Councillors. Mayor Zehr raised concerns regarding the timing of a new Municipal Act and Mr. Pritchard clarified that under the current Municipal Act special legislation would be required to amend the Region of Waterloo Act to allow the current appointment process to continue; however, if the new Municipal Act is legislated, the Region of Waterloo Act would be repealed as part of this process. Mayor Zehr indicated his preference for the current arrangement subject to the new Municipal Act; however, should this not be legislated in time he would support a request for special legislation. Councillor John Smola noted that during the previous discussions at Regional Council when the number of Kitchener representatives were reduced, he felt it was clear that Kitchener had made a commitment to find a way to implement direct election to Regional Council, and as a result the current arrangement should not be an option. Councillor Smola suggested the possibility of a 12 member Council with no increased spending, as well as the need to define whether a Councillor position is a full or part-time job. Councillor Jake Smola put forward a motion to establish a Citizen's Committee with representatives from each Ward to examine and respond to the issues and options proposed in regard to Kitchener representation on Regional Council. Councillor K. Taylor-Harrison left the meeting at this time. Several members of Council expressed an interest in receiving citizen input but questioned whether the proposed committee is the best vehicle. Councillor Yantzi suggested that focus groups may be a better alternative. Mayor Zehr suggested "town hall" style meetings in each of the Wards during the Summer months rather than focus groups which tend to target respondents with specific areas of interest. MAY 25, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 88- CITY OF KITCHENER SELECTION OF CITY OF KITCHENER REPRESENTATIVES TO REGIONAL COUNCIL - CONT'D The motion by Councillor Jake Smola to strike a Citizen Committee was then voted on and Lost on a recorded vote. In Favour: Councillor Jake Smola Contra: Mayor C. Zehr, Councillors M. Yantzi, John Smola, B. Vrbanovic, J. Haalboom, J. Ziegler, G. Lorentz and C. Weylie Mr. Pritchard suggested that Council determine at a future date its preferred option and then await the outcome of the proposed Municipal Act, keeping in mind that a decision is required at latest by the Fall of 1999. Councillor Lorentz put forward a motion, which he later withdrew, stating that a 10 Ward system with 6 Kitchener representatives appointed to Regional Council, as at present, is the preferred option. Mayor Zehr indicated his support for this course of action and suggested that the Mayors of the area municipalities and the Regional Chair have discussions in this regard. Councillor Yantzi stressed the need to explore other options including a 6 Ward system. Though he may not personally favour the latter, Councillor Yantzi suggested that input on this system and the overall impact of a reduced Ward system should be sought from someone like Dr. Robert Williams. Councillor Vrbanovic indicated he is not prepared to specify a preferred option at this time, but would like further exploration of the current appointment option, as well as 12 and 6 Ward options. Councillor Lorentz indicated a similar willingness to consider other options. Councillor B. Vrbanovic put forward a motion that the staff committee including Dr. Williams, evaluate options 1, 4 and 6 of the report of R. W. Pritchard. He subsequently accepted, as a friendly amendment, a suggestion by Councillor Yantzi that the committee also suggest a public consultation process. Councillor Jake Smola asked that all of the options presented in Mr. Pritchard's report be considered by the staff committee, and Councillor Vrbanovic declined to accept the suggestion as a friendly amendment. The motion was then dealt with as amended, and a recorded voted was requested. On a motion by Councillor B. Vrbanovic, it was resolved: "That the previously formed staff committee, to include Dr. R. Williams, University of Waterloo, evaluate options #1, #4 and #6 for the selection of Kitchener representatives on Regional Council as outlined in the report of R. W. Pritchard dated May 8, 1998, and in addition the Committee make recommendations as to a public consultation process to receive input on these options." In Favour: Mayor C. Zehr, Councillors J. Ziegler, M. Yantzi, John Smola, B. Vrbanovic, J. Haalboom, G. Lorentz and C. Weylie Contra: Councillor Jake Smola Councillor Jake Smola declared that he had abstained from voting on the motion by Councillor B. Vrbanovic; however, pursuant to Section 25.8.3 of Chapter 25 (Council Procedure) of the Municipal Code, any member who refuses to vote is recorded as voting in the negative. Councillor K. Taylor-Harrison re-entered the meeting following the vote. PROGRAM BASED BUDGETING Mr. LeBrun gave a presentation on program based budgeting and activity based costing (ABC) with specific referent to a pilot project involving the Water Utility. It was noted that this project is itemized as Objective 1.6 in the Corporate Strategic Plan (1998-2001). He advised that work MAY 25, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES - 89- CITY OF KITCHENER PROGRAM BASED BUDGETING - CONT'D units in the City which provide corporate support services have been mapped, and components of these have been applied to the Water Utility pilot. He explained that the proposed phase #2 would involve the Parks and Recreation Department in 1998, with the balance of other City departments being addressed by the end of 1999. He then asked for favourable consideration of the staff recommendation to proceed with phases 2 and 3 of the project. In response to further questions, Mr. LeBrun advised that the ABC model looks at direct costs only and not shared services. He acknowledged that the time schedule is aggressive, but that if followed, staff will be close to having completed the entire City by the year 2000. Mayor Zehr enquired who Kitchener could compare itself to in regard to benchmarking some of the costs identified. Mr. LeBrun replied that it appears Kitchener is the only City in Canada implementing the ABC model, noting that this is usually only done in the private sector. He further advised that the City was recently asked to make a presentation at an upcoming government sponsored conference in Ottawa concerning its work with the ABC model. Ms. Houston stressed the need for a strategic approach as to which areas of the City administration Council wishes to examine first. She added that any information obtained can be used to make management decisions, even though the entire City budget has not been converted to the ABC model. Councillor Haalboom suggested that the Transit Division be looked at early in the process, and Ms. Houston advised that at present staff are committed to the Parks and Recreation component. Councillor Ziegler enquired as to the cost of phases 2 and 3 of this initiative, and Ms. Houston replied that consulting costs were only involved in phase 1, and that in 1999/2000 there will be a need to expand the software to a Lan-based system, the cost for which will be budgeted at that time. On a motion by Councillor B.Vrbanovic, it was resolved: "That Council endorse the continuation of the activity based costing analysis undertaken by the Finance Department with completion of Phase 2 involving the Parks and Recreation Department targeted for the end of 1998, and Phase 3 involving the remainder of City departments by the end of 1999." NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, June 8, 1998. ADJOURNMENT On motion, the meeting adjourned at 11:55 a.m. G. Sosnoski Manager of Corporate Records and Assistant City Clerk