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HomeMy WebLinkAboutFinance & Admin - 1998-11-23FAC\1998-11-23 NOVEMBER 23, 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: Councillors T. Galloway, K. Taylor-Harrison, M. Yantzi, John Smola, Jake Smola, B. Vrbanovic, J. Haalboom, G. Lorentz and C. Weylie. Mayor C. Zehr was in attendance for part of the meeting. Others present: Ms. P. Houston, Mrs. J. Koppeser, Ms. C. Ladd, Messrs. G. Gazzola, J. Shivas, R. W. Pritchard, T. McCabe, D. Paterson, B. Gulliver, L. Proulx, L. Parkhouse, B. Stanley, T. Clancy, R. Arnot and G. Sosnoski. 1. TELETHEATRE RELOCATION REQUEST - THE WALPER PUB The Committee was in receipt of a report from J. Koppeser, dated November 18, 1998 providing background to a request involving the relocation of the off-track betting threatre in the Walper Pub (Walper Terrace Hotel) to the Station Hotel (Weber and Victoria Streets). Mr. Arnold Attwooll appeared in support of the request. On a motion by Councillor John Smola, it was resolved: "That the City of Kitchener has no objection to the relocation of the Pony Club from 1 King Street West to 124 Weber Street West, Kitchener, provided the necessary licence is obtained, including the approvals of Planning, Building, Fire and Health." 2. CORPORATE SERVICES DEPARTMENT 1998/2000 STRATEGIC PLAN Council was in receipt of the text of the Strategic Plan as formatted by Wayne Hussey Consulting Inc. and dated June 1998. Mr. Pritchard introduced the Plan and Mr. L. Parkhouse, Mr. L. Proulx and Mr. B. Gulliver presented an outline of the services provided by each of their respective divisions. Mayor C. Zehr entered the meeting during the course of the presentation. Councillor Galloway enquired as to how often Council would receive updates on the actions and objectives outlined in each of the department Strategic Plans. Mr. Gazzola advised that updates would be included as part of the annual department report, and new objectives will be added annually. Councillor Galloway asked that the format of these updates be standardized for each department. Councillor Jake Smola enquired as to progress by the Committee struck to consider his earlier suggestion involving the consolidation of responsibility for maintenance of City owned buildings currently undertaken by both Facilities Management and Parks and Recreation. Mr. Clancy advised that approximately one year ago selected duties were transferred to the Facilities Management Division, and some services contracted to the private sector. He added that where specific skills are required, such as maintenance of the Auditorium, these will continue to be handled by Parks and Recreation staff, supplemented by Facilities Management were required. 3. STAFF POSITION REQUEST - SAFE CITY COORDINATOR The Committee was in receipt of a joint report from C. Ladd and B. Stanley (BPS 98/138) dated November 16, 1998 recommending re-allocation of responsibilities and the creation of a full-time Safe City Coordinator position within the Department of Business and Planning Services. The report indicates that approximately 25 per cent of the time of the current Environmental Design Technologist would be expanded to create the full-time Safe City Coordinator position. The report also recommends that consideration of this full-time position be referred to budget deliberations, but that in the interim the current Safe City responsibilities of the Environmental Design Technologist be expanded to 100 per cent, and this position filled on a temporary basis pending final budget approval. Mr. B. Stanley spoke to the immediate need for a Safe City Coordinator, indicating that the FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 23, 1998 - 139- CITY OF KITCHENER 3. STAFF POSITION REQUEST - SAFE CITY COORDINATOR - CONT'D success of the Safe City Program requires full-time staff support to develop and implement an action plan as well as pursue other related partnerships. He noted that at present Committee initiatives as frustrated due to lack of support staff. Mr. Stanley also advised that senior levels of government are still offering grants to implement Safe City Programs. Ms. C. Ladd spoke to the impact of freeing up 25 per cent of the Environmental Design Technologist's time which would allow that individual to pursue various land related environmental initiatives, including in-house environmental assessments and the preservation of natural features. Councillor Ziegler asked Mr. Gazzola to ensure that when in future staff approach Council or its Committees requesting additional staff positions, that a list also be provided at that time of all of the new positions approved to date during that year. He stressed the need for Council to be aware of previous hiring approvals when considering new positions. Mr. Gazzola advised that to date the impact on the 1999 budget of new positions and programs stands at 2 per cent. Councillor Ziegler asked that by November 30, 1998 Council be provided with a cumulative list of the new staff positions approved as well as the salary ranges. Mr. Gazzola added that staff will keep track of all changes approved by Council, including new staff. He also stressed the need for Council to decide on November 30 whether to approve the request for a full-time Safe City Coordinator. Councillor Lorentz indicated his concern that the request for a Safe City Coordinator is not accompanied by an action or business plan to illustrate what the staff person would be involved in. He also noted that it is difficult to see a tangible return on this type of initiative. Mr. Stanley indicated that a four to five year list of priorities has been identified, but a specific action plan has not been developed due to lack of staff resources. Councillor Weylie noted that recent community problems in her Ward were solved through community policing, the John Howard Society, educators and social workers, with no involvement from City staff. Councillor Vrbanovic expressed concern over the fragmentation of efforts in the area of safe city initiatives and community development. He noted that it appears that separate, independent entities are being created with no integration of these initiatives. Mr. Stanley offered the opinion that initiatives of a more regional nature would not likely involve detailed safety audits and other community based initiatives which he sees as being more appropriately implemented at the municipal level. Councillor Galloway indicated that he supports the need to shift resources into this area, but questioned whether the department could reallocate work and free up additional staff time to devote to the Safe City initiatives. He suggested one area could involve the City's practice of processing plans of subdivision which will not be constructed for ten or more years. Mr. McCabe responded that staff resources have recently been re-allocated to the new economic development area, but that department staff are prepared to reduce the use of co-op students to partially offset the cost of the Safe City position. He added that in his view the current demands placed on staff by the development industry suggest that a reduction of staff time in this area is inappropriate. Councillor Galloway indicated that he would like to see a job description and a more detailed implementation plan before proceeding further. Councillor Taylor-Harrison indicated that in her personal experience involving the Cedar Hills area, neighbourhoods and agencies will mobilize to address a problem, but there is a need for co- ordination of these efforts. She suggested that if the Safe City initiative is not pursued actively at this time the City will have serious problems in the near future. Councillor Haalboom suggested that staff of the Parks and Recreation and Business and Planning Services Departments who are currently addressing these problems should be re-allocated. Councillor K. Taylor-Harrison moved the staff recommendation in its entirety. Councillor Yantzi offered the opinion that the Safe City initiatives are extremely important, and that given the willingness of senior levels of government to provide grant funding, the City has an opportunity to expand services at minimal costs. Mayor Zehr and Councillor John Smola both suggested that the item be deferred to the budget process for consideration along with other staffing 3. STAFF POSITION REQUEST - SAFE CITY COORDINATOR - CONT'D FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 23, 1998 - 140- CITY OF KITCHENER requests. Councillor Lorentz questioned Mr. McCabe as to which position or priority within his department could be adjusted to accommodate the activities of a Safe City Coordinator. Mr. McCabe indicated that he was unable to answer the question at this time. Councillor Lorentz indicated that he requires further information and a benchmark for measuring progress in regard to the Safe City initiatives, and indicated his skepticism that the proposed position would automatically ensure the desired results. He offered the opinion that a more coordinated, interdepartmental approach may be more appropriate, as opposed to the purely Planning related initiatives. Councillor Vrbanovic suggested that Safe City coordination could take place through existing staff in the City's community centres. Councillor Galloway suggested that the City should await a report on the community development initiative which appears as Objective 3.2 on the Corporate Strategic Plan. On a motion by Mayor C. Zehr, it was resolved: "That the request of the Business and Planning Services Department that the Safe City Coordinator function, presently comprising 25 per cent of the Environmental Design Technologist position, be expanded into a new full-time "Safe City Coordinator" position be referred to the 1999 budget review process for consideration in conjunction with other staffing requests." 4. TERMS AND CONDITIONS - BINGOS The Committee was in receipt of a report from J. Koppeser dated November 18, 1998 concerning changes being recommended to the Province by the Registered Gaming Suppliers of Ontario relative to the terms and conditions of the Gaming Control Commission as they relate to bingos. The report notes that in the opinion of the author, implementing the gaming supplier's recommendations would put charitable gaming back where it was approximately 10 years ago, and for this reason suggested that they not be supported. Mayor C. Zehr put forward a motion advising the Province that the City does not support the proposed changes. The motion was subsequently amended to reflect comments by Councillor John Smola that in the event these recommendations are adopted, the Province consider themselves taking on responsibility for bingo licensing and control. On a motion by Mayor C. Zehr, it was resolved: "That the Province of Ontario be advised that the City of Kitchener does not support the proposed changes to the bingo terms and conditions as outlined in the discussion paper of the Registered Gaming Suppliers of Ontario dated October 28, 1998 on the basis that such changes are regressive and reflect the arrangement which existed approximately 10 years ago; and further, That should the Province decide to adopt the recommended changes, it consider assuming responsibility for licensing and control of bingo events." 5. TAX EXEMPTION REQUEST - ROYAL CANADIAN LEGION The Committee was in receipt of a report from P. Houston dated November 13, 1998 recommending no action on the request from the Polish Veterans' Branch 412 for a municipal tax exemption in respect to the property at 601 Wellington Street North. Councillor Jake Smola put forward a motion to grant the exemption for both branches 412 and 50 for a 5-year period, with a request that the Region consider the same action in regard to their portion of municipal taxes. A discussion took place during which various members of Council raised questions or concerns over the impact of granting the request and the action of other jurisdictions who have received 5. TAX EXEMPTION REQUEST - ROYAL CANADIAN LEGION - CONT'D FINANCE & ADMINISTRATION COMMITTEE MINUTES NOVEMBER 23, 1998 - 141- CITY OF KITCHENER similar requests. Mr. Shivas questioned whether the City has the legal authority to impose conditions on the tax exemption under the Municipal Act. The Committee then considered a deferral motion. On a motion by Councillor M. Yantzi, it was resolved: "That consideration of the request of the Royal Canadian Legion, Polish Veterans' Branch 412 be deferred and referred to the 1999 budget review process pending a report from staff in regard to the following: possible community use of Legion facilities over and above the programs currently offered; the number of other organizations within the community which may qualify for an exemption under Section 207 of the Municipal Act, including the nature of the facilities owned and operated by these groups as well as the nature of their community involvement, this list to include the Army and Navy facilities; clarification as to whether additional tax dollars are involved if an exemption is granted; an indication of the initiatives in this regard undertaken by the Cities of Toronto and Waterloo; and the legality of requiring public access to the facility as a condition of a tax exemption." FUEL AND MAINTENANCE ECONOMIES - CITY BUSES The Committee was in receipt of an information report from B. Gulliver dated November 12, 1998 in response to a Committee request of September 16, 1998. Councillor J. Ziegler noted that the 1994 report concerning the use of natural gas powered buses projected savings but not increased maintenance cost, and questioned the impact of this on payment for the natural gas fueling station. Mr. Gulliver replied that the natural gas retail outlet was a Provincial requirement at the time, and was implemented notwithstanding that a market survey showed there was virtually no market for such a facility. He advised that the station has been paid for, but the estimate of funds required to maintain it was too Iow. Mr. Gulliver stressed the overall benefits of this project, noting the environmental benefits of cleaner burning buses. Mr. Gazzola added that though the payback on the initial investment was less than anticipated, there has been a capital reduction in the number of buses required. Councillor Yantzi questioned the reasons for Councillor Jake Smola requesting such a comprehensive review, and Councillor Smola responded that Council should be aware of the actual cost of such buses before making further decisions on new purchases. Mayor Zehr acknowledged that there is a benefit in examining the costing issue; however, he cautioned that it is inappropriate for members of Council to be involved in micromanaging the City administration. The Committee briefly reviewed the unfinished business agenda and it was agreed to remove the item relating to the process for selection of pictures/content on the City's home page, in view of the recently adopted Internet policy. Councillor Ziegler also asked Committee members to advise Mr. Sosnoski as to referral dates for those items on the unfinished business agenda which were raised by them for discussion without specific staff referrals or requests for reports. NEXT MEETING The next regularly scheduled meeting of the Finance and Administration Committee will be held on Monday, December 7, 1998. A special meeting to review the 1999 Capital Budget and 10-Year Forecast is scheduled for December 4, 1998. ADJOURNMENT On motion, the meeting adjourned at 12.25 p.m. G. Sosnoski Manager of Corporate Records and Assistant City Clerk