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HomeMy WebLinkAboutFinance & Admin - 1998-08-10FAC\1998-08-10 AUGUST 10, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES CITY OF KITCHENER The Finance and Administration Committee met this date commencing at 10:15 a.m., and Chaired by Councillor J. Ziegler with the following members present: Mayor C. Zehr, Councillor T. Galloway, K. Taylor-Harrison, M. Yantzi, John Smola, Jake Smola, B. Vrbanovic, J. Haalboom, G. Lorentz and C. Weylie. Others present: Ms. P. Houston, Ms. L. Pasternak, Mrs. J. Koppeser, Ms. S. Tranter, Messrs. J. Gazzola, J. Shivas, R. Arnot, E. Kovacs, B. Stanley, L. Parkhouse, T. Clancy, R. W. Pritchard, D. Snow, D. Paterson and G. Sosnoski. 1. DOWNTOWN STREET VENDORS The Committee was in receipt of a report from J. Koppeser dated August 5, 1998 recommending an amendment to the Street Vendor By-law to require that licenced Refreshment Vehicles be owner operated. Mr. Arnold Attwooll, Reggies Restaurant, appeared in regard to his licenced hot dog carts in the Downtown. He suggested that the proposed amendment to the Street Vendors By-law discriminates against restaurant owners and that if implemented he would lose his Gaukel Street location and the ability to operate the cart adjacent to Reggies Restaurant. As an alternative, he suggested opening up additional locations on a bidding basis as has been done by the City of Waterloo. Mrs. Koppeser clarified that the proposed amendments would not affect the location adjacent to Reggies Restaurant as this cart could continue to be operated by an employee. It was noted that the report before the Committee this date was in response to the June 22, 1998 appearance by Greg Sikorski who raised concerns over the current Street Vendor By-law and location criteria. He had suggested that five locations are too few for a municipality the size of Kitchener and that under the current process it is very difficult for new vendors to access these locations. Councillor Vrbanovic pointed out that Mr. Sikorski suggested that vendors be limited to one location on public lands in the Downtown, but there was no suggestion that this location be owner operated. On a motion by Councillor G. Lorentz, it was resolved: "That no action be taken on the staff recommendation to amend the Street Vendors By-law so as to require licensed refreshment vehicles to be owner/operated." 2. 1999 PRO FORMA BUDGET/REVIEWSCHEDULE The Committee was in receipt this date of a 1999 Pro Forma Budget outline and a draft budget review schedule. Ms. P. Houston presented the Pro Forma Budget, noting that in increase of 1.9 per cent in the Consumer Price Index has been identified and used for budget purposes. Ms. Houston reviewed annualization and other factors as well as the revenue and expenditure worksheets and advised of a net projected levy increase of $675,000.00. She noted that in order to achieve the 1 per cent target for 1999 and an additional $500,000.00 in reductions is required. Councillor Jake Smola asked that staff look at the overall impact of scenarios involving no increase in transit fees, or alternatively a 2 per cent increase as indicated in the Pro Forma. He suggested that a loss of ridership may result from a further fee increase. Ms. Houston responded that in the past staff have found that a 2 per cent increase results in a 1 per cent loss in ridership; however, this can be revisited. Councillor Ziegler indicated that he would not support a 1.9 per cent inflation estimate, nor a projected wage increase of 2 per cent. Councillor Galloway also questioned the 2 per cent wage estimate. He also enquired whether the City had received a response from the Province in regard to its request that the Municipal Support Grant be recalculated. Ms. Houston replied that the City received an additional $150,000.00 for 1998 relative to the CRF fund and Councillor Galloway suggested that this amount should be deposited to the Tax Stabilization Reserve Fund. Mayor Zehr indicated that the letter advising of this additional payment was short on detail, but that he does not feel the funds relate directly to the City's request, nor that the Province has addressed the FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 10, 1998 -103- CITY OF KITCHENER 2. 1999 PRO FORMA BUDGET/REVIEW SCHEDULE - CONT'D concerns raised in regard to Provincial calculations. Councillor Galloway referred to the one year suspension in contributions toward the OMERS Pension Plan, and Ms. Houston replied that staff are planning to submit a report in this regard in September, and it is suggested that this money be placed in the underfunded Sick Leave Reserve. She advised that as a result there are additional funds of $800,000.00 in 1998 and approximately $1.2 million in 1999, but cautioned against adding these figures to the Budget as this is a one time occurrence. Councillor Jake Smola enquired whether the City had received comment from its Auditors, Ernst and Young, concerning the best use of the OMERS amount, and Ms. Houston replied that a comment had not been requested; however, they would likely indicate that a contribution to the Sick Leave Reserve Fund given their previous concerns with the unfunded liability. Mayor Zehr suggested that it may be premature to show any percentage for wage and salary inflation at this time, given that negotiations have yet to take place. Mr. Gazzola advised that Management Committee had expressed similar concerns, but that it would be misleading not to include some sort of figure as part of the Pro Forma. On a motion by Mayor C. Zehr, it was resolved: "That in regard to the 1999 Pro Forma Budget, the estimated inflation adjustments for wages and salaries; other expenses; and, boards and contracts be 0.5 per cent. and inflation on capital expenses be 2 per cent." The Committee then reviewed the draft budget schedule and no concerns were raised in regard to the date shown. Ms. Houston gave an update on tax billing, noting that the majority of tax bills were mailed on July 31, 1998, with Pre-Authorization Payment Plan notices to be mailed later this week. She advised that approximately 6,800 properties were previously on the Pre-Authorized Payment Plan, 600 have since been added and an additional 600 are expected. She referred to the numerous telephone and counter enquires received concerning the tax billing, noting that the biggest issue for residential owners is market value reassessment. Other areas of concern relate to reassessment involving multiple use buildings and small industrial properties. Councillor Galloway referred to the 2.3 per cent impact of the Regional tax policy and the shift between assessment classes. He pointed out that no one had forecast a 2.3 per cent increase and questioned this amount. Ms. Houston replied that staff had expected a minor shift, but the exact amount was difficult to quantify until municipalities received the final tax roll. She noted that the intention was the shift would be revenue neutral; however this is never entirely possible where reassessments are involved. Councillor Vrbanovic noted that in his expenence people are still unclear from the advertisements that they have the option of going on the Pre-Authorized Payment Plan in order to split the final tax installment into four equal parts. He also noted that it may be unclear there are no service charges involved in this option. Mayor Zehr asked that in future advertisements, the Pre- Authorized Payment Plan with no service charges be mentioned first, followed by reference to the September 1 due date. He also noted that without the actions taken by the City to offset its portion of costs downloaded by the Province, the additional cost of the download to taxpayers would have been in excess of 5 per cent. NOISE BY-LAW EXEMPTIONS - CITY SPONSORED EVENTS The Committee was in receipt of a report from M. Price dated July 22, 1998 recommending noise by-law exemptions for a variety of events. 3. NOISE BY-LAW EXEMPTIONS - CITY SPONSORED EVENTS - CONT'D AUGUST 10, 1998 FINANCE & ADMINISTRATION COMMITTEE MINUTES -104- CITY OF KITCHENER On a motion by Councillor G. Lorentz it was resolved: "That the following events sponsored or co-sponsored by the City of Kitchener be exempt from the provisions of Chapter 450 (Noise) of the Municipal Code for the purpose of conducting programs and concerts: Civic Square 'bia Tooney Tuesdays Tuesday Night Live Canadian Junior Championships July 23, 1998 July 30, 1998 July 21 and 28, 1998 August 4, 11, 18 & 25, 1998 August 19, 1998 7 to 10:30 p.m. 7 to 10:30 p.m. 6:30 to 8:30 p.m. 7 to 9:30 p.m. '1 Have A Dream- Remembering Lady Diana' Festival of Neighbourhoods Oktoberfest Opening Festival of Trees & Lights Christkindlmarket Festival of the Night August 29, 1998 September 20, 1998 October 9, 1998 November 23-29, 1998 December 10-13, 1998 December 31, 1998 11 a.m. to 6 p.m. 11 a.m. to 2 p.m. 7p.m. to 12 a.m. Victoria Park- Roos Island Sunday Concert Series July 26, August 2, 9, 16, 23 & 30, 1998 Summer In The City August 9, 1998 1 to 8 p.m. Kids Park August 19, 1998 10 a.m. to 2 p.m. Sand Hills Park Sand Hills Festival August 15, 1998 3:30 to 8:30 p.m. Goudie's Green July 22 and 29, 1998." Councillor Vrbanovic enquired why the City is requesting the exemptions at this time and Mr. Clancy replied that some complaints have been received concerning some events and without the exemption these could be shut down. Ms. Pasternak cautioned that in any event sound levels must be reasonable, and offered the opinion that each application should show how the reasonableness requirements will be addressed. 4. DOWNTOWN FINANCIAL INCENTIVE GRANTS FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 10, 1998 -105- CITY OF KITCHENER The Committee was in receipt of Business and Planning Services Department reports PD98/97, PD98/98 and PD98/99 (S. Frenette and W. Pearce) recommending the awarding of three grants under the Incentive Program. On a motion by Councillor G. Lorentz, it was resolved: "That Council approve an application from Jabari/Afronzi for a Grant-in-Lieu of Building Permit Fee in the amount of $354.75 under the Downtown Financial Incentive Program for renovations to the former National TrustNictoria Grey building beside the Canadian Imperial Bank of Commerce." - and - "That Council approve an application from 1295355 Ontario Inc. for a Feasibility Study Grant in the amount of $3,718.25 under the Downtown Financial Incentive Program for a Phase 2 Environmental Site Assessment in respect to the property at 70 Victoria Street North." - and - "That Council approve an application from 1077941 Ontario Limited (The Cora Group) for a Grant-in-Lieu of Building Permit Fee in the amount of $5,750.00 under the Downtown Financial Incentive Program for renovations to the Market Square Food Court level." NOTICE OF SPECIAL COUNCIL MEETINGS The Committee was in receipt of a report from R. W. Pritchard dated June 22, 1998 in response to a request from Councillor B. Vrbanovic for clarification of the current and past policy regarding the adding of items to special Council agendas. Mr. Pritchard spoke to his report and advised that the current policy is identical to the previous one with the exception that the requirement for 48-hour notice was reduced to 24-hours. He pointed out that in the past Council felt unanimously that every member should have the right to notice of items under discussion and that 24-hour notice is required unless the provisions for an emergency meeting are invoked. He suggested that Council adhere to its current policy. Councillor Vrbanovic clarified that the intent of his request for a report was to determine whether there was a more expedient way to add items to a special meeting agenda other than by unanimous consent of the entire Council. REFRESHMENT LICENCE - CEDAR HILLS NEIGHBOURHOOD ASSOCIATION The Committee was in receipt of a report and recommendation from J. Koppeser dated August 5, 1998. On a motion by Councillor M. Yantzi, it was resolved: "That the Cedar Hills Neighbourhood Association be granted permission operate a barbecue on August 15, 1998 at Sand Hills Park, Kitchener provided the necessary licence, health and fire approvals are obtained, and that a reduced fee of $10.00 be applicable." CHARITY ROSTER APPLICATION FOR ADVANCE FUNDING The Committee was in receipt of a joint report from L. Parkhouse and J. Koppeser dated August 5, 1998 recommending policies and the establishing of a review Committee with respect to the recently announced Provincial Advance Funding Program intended to assist Charities to bridge the gap between the termination of Monte Carlo events and the start-up of Charitable Gaming Clubs. CHARITY ROSTER APPLICATION FOR ADVANCE FUNDING- CONT'D On a motion by Councillor John Smola, it was resolved: FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 10, 1998 -106- CITY OF KITCHENER That Council adopt the following policies in regard to establishing a City roster of charities eligible under the Provincial Advance Funding Program: Charities will apply to the municipality where they are domiciled; An application fee of $50.00 will be submitted with each application; The same qualification criteria now used for lottery licensing will be used to evaluate eligibility; Charities will be required to deposit the grants received through this process into a separate Lottery Trust Account; That a deadline date of October 31, 1998 be established for receiving these applications; and further, That a sub-committee be struck to evaluate the requests and assign appropriate amounts, with said committee to be comprised of the Chairs of the Finance and Administration and Community Services Committees, the Deputy City Clerk and the Manager of Licensing." 8. CORPORATE SAFE DRIVING PROGRAM The Committee was in receipt of a report from S. Tranter dated July 28, 1998 containing drafts of safe driving and driving hours of work policies as well as terms of reference for the Accident Review Board and the Accident Appeal Committee. Councillor Jake Smola enquired whether the City is providing enough funding for the training of equipment operators, and Mr. Pritchard advised that staff are planning to submit a comprehensive report in this regard at a later date. Councillor Haalboom suggested that the policy statement section of the safe driving policy be amended so as to list the incentive/reward section before the section relating to the Vehicle Accident Demerit System. She also suggested that the City should promote safe driver recognition through its newspaper advertisement and so encourage use of the public transit system. On a motion by Councillor J. Haalboom, it was suggested: "That Council adopt the draft policy on safe driving, the draft policy on driving and hours of work, the Accident Review Board terms of reference and the Accident Appeal Committee terms of reference as appended to the report of S. Tranter dated July 28, 1998; and, That the above is subject to amending the safe driving policy so as to reverse the order of "Incentive/Reward" and "The Vehicle Accident Demerit System" in the policy statement section; and further, That staff consider some form of driver recognition to promote performance and safety in conjunction with the newspaper advertisement involving recognition of driver excellence." 9. LOT MAINTENANCE AND PROPERTY STANDARDS VIOLATIONS The Committee was in receipt this date of a report and recommendation from K. Tribby dated August 7, 1998 concerning proposed clean up and repair by-laws for various municipal properties. 9. LOT MAINTENANCE AND PROPERTY STANDARDS VIOLATIONS - CONT'D Councillor Lorentz requested consideration on an additional by-law in respect to a property on Overlea Drive, and Mr. Gazzola indicated that staff would advise Councillor Lorentz of the circumstances surrounding this property. On a motion by Councillor Jake Smola, FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 10, 1998 -107- CITY OF KITCHENER 10. 11. 12. 12. it was resolved: "That the owners of the following properties be notified that the City intends to consider by- laws at the August 17, 1998 Council meeting authorizing the removal of waste material and/or repairs to the following properties at the owner's expense: 102 Weber Street East; 221,225 and 229 Lancaster Street East; 33 Yellow Birch Drive; 70 Borden Avenue South; 18 Bingeman Street; 209, 219-221 and 223 Frederick Street; 151 Lancaster Street, East." PROCESSING OF CITY COUNCIL RESOLUTIONS It was agreed that consideration of the June 22, 1998 report of R. W. Pritchard concerning the processing of City Council resolutions be referred to the September 14, 1998 meeting for consideration. IN-LINE SKATING BY-LAW Councillor Ziegler requested discussion of a possible in-line skating by-law and suggested that should Council decide in favour of such a by-law, it be drafted so as to ensure citizen safety and that ticketing be waived on proof of purchase of the required safety equipment. Councillor Weylie referred to enforcement concerns relative to the by-law believed to be in place in Waterloo as well as discrepancies between such a by-law and voluntary safety measures in effect at the skateboard park adjacent to the Kitchener Auditorium. Mr. Clancy advised that he has enforcement concerns and that further consideration of the enforcement implications is required. Mr. Snow advised that in his view this issue would be governed under the Uniform Traffic By-Law and Council would have to decide whether it wished to accommodate in-line skaters, on sidewalks, roadways or parks. He suggested that the Regional Traffic Coordinators Sub- Committee be convened to develop a Region-wide approach, noting that Regional Police have representatives on that Committee. Councillor Ziegler indicated his preference to deal with the safety equipment issue to begin with, with a possible expansion of the by-law at a later date. Mr. Snow questioned whether the City has the authority to require safety equipment or whether this infringes on the Province's mandate. Councillor Ziegler suggested a staff report addressing the issue of authority and enabling legislation. On a motion by Councillor Jake Smola, it was resolved: "That staff prepare a report for consideration at the September 14, 1998 Finance and Administration Committee meeting indicating whether the City presently has the authority to enact a by-law requiring the use of safety equipment by in-line skaters who are using public facilities and rights of way or whether special legislation is required, as well as the feasibility of implementing a uniform by-law on a Region-wide basis." SMOG REACTION PLAN The Committee was in receipt of an information report from C. Ford dated August 7, 1998 concerning smog and air quality. On a motion by Councillor Jake Smola, it was resolved: "That consideration of a smog and air quality plan be referred to the Environmental Committee." SMOG REACTION PLAN -CONT'D Councillor Galloway suggested that the Medical Officer of Health for the Region of Waterloo should address the health-related issues on a Region-wide basis, and that a comprehensive Region-wide approach similar to than taken with the Tobacco By-Law should be considered. Councillor Haalboom also suggested that Council should evaluate its approval of sub-divisions which can effect air quality through a reduction in the number of trees and an increase in automobile traffic. FINANCE & ADMINISTRATION COMMITTEE MINUTES AUGUST 10, 1998 -108- CITY OF KITCHENER 13. WOODLOT AND VACANT LANDS - BLOCK LINE AND STRASBURG ROADS The Committee received, as information, Department of Business and Planning Services report #PD98/104 (B. Stanley) concerning the development status of lands in this area, and in response to a request from Councillor Ziegler. Councillor Ziegler asked that further discussion on this matter take place at a later date. 14. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, September 14, 1998. 15. ADJOURNMENT On motion, the meeting adjourned at 12:05 p.m. G. Sosnoski Manager of Corporate Records and Assistant City Clerk