HomeMy WebLinkAboutFinance & Admin - 1998-10-26FAC\1998-10-26
OCTOBER 26, 1998
FINANCE & ADMINISTRATION COMMITTEE MINUTES
CITY OF KITCHENER
The Finance and Administration Committee met this date commencing at 9:45 a.m., and Chaired by
Councillor J. Ziegler with the following members present: Mayor C. Zehr, Councillors T. Galloway, K.
Taylor-Harrison, M. Yantzi, John Smola, Jake Smola, J. Haalboom, G. Lorentz and C. Weylie. Councillor
B. Vrbanovic was in attendance for part of the meeting.
Others present: Ms. P. Houston, Mrs. J. Koppeser, Ms. C. Ball, Ms. S. Tranter, Ms. T. MacDonald, Ms.
Angela Kotlarchuk, Messrs. J. Gazzola, R. W. Pritchard, B. Stanley, T. McCabe, P. Sinnott, L. F.
Parkhouse, D. Paterson, J. Shivas, D. Heubach and G. Sosnoski.
1. 1999 MEETING SCHEDULE
The Committee was in receipt of a report from L. F. Parkhouse dated October 8, 1998 outlining a
proposed schedule for 1999 meetings.
On motions by Councillor C. Weylie, the proposed schedule was amended to reflect changes in
the months of May, June and August. The amended motion was then voted on.
On a motion by Councillor C. Weylie,
it was resolved:
"That the 1998 Standing Committee and City Council/Committee of the Whole meeting
schedule as appended to the report of L. F. Parkhouse dated October 8, 1998 be accepted
with the following changes: moving the May 31, Committee meeting to May 25 and the
June 7 Council meeting to May 31; moving the August 9 Committee meeting to August 16
and the August 16 Council meeting to August 30."
Councillor Weylie asked that in future consideration be given to the Federation of Canadian
Municipalities conference dates when compiling the meeting schedule. Councillor Ziegler asked
that a revised schedule be circulated to members of Council.
2. WORKPLACE SAFETY AND INSURANCE BUREAU
Ms. Kotlarchuk gave a Powerpoint presentation highlighting changes resulting from the
replacement of the Workmens' Compensation Board with a newly established Workplace Safety
and Insurance Bureau. She noted that changes include an enhancement in workplace self
reliance, emphasis on prevention, encouraging of best practices and Provincial inspectors to deal
with employers who are not meeting minimum standards. She then reviewed various staff
initiatives underway including provision for returning injured employees to work, a claims
management strategy and a disability management advisory committee.
3. EXTENSION OF USE - CHIP WAGON (JUNGLE FRIES)
Mr. Chris Wynes, Jungle Fries, appeared and requested an extension of the current temporary
licence for the Hogg Fuel Depot site, the current licence having expired on August 18, 1998. In
response to a question from Councillor Ziegler, Mr. Wynes advised that he has submitted the
owners zone change application for review by staff.
On a motion by Councillor T. Galloway,
it was resolved,
"That subject to meeting all Licensing requirements, obtaining the owner's permission and
submitting an application to have the subject lands appropriately zoned, Chris Wynes,
Jungle Fries, be granted permission to continue operating his chip wagon at the Hogg Fuel
Depot on the corner of Strasburg Road and Battler Road, and in this regard an extension of
the temporary licence be granted and enforcement of the Zoning By-law waived both for the
period of time required for staff to review the zone change and related applications for
consideration by Council."
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998 - 123- CITY OF KITCHENER
4. CORPORATE HEALTH AND SAFETY - VEHICLE AND EQUIPMENT TRAINING
The Committee was in receipt of a report and recommendation from R. W. Pritchard dated
October 21, 1998 concerning funding to address a training backlog and provide for the ongoing
training of new employees, and maintenance training for existing staff.
Mr. Pritchard reviewed his report noting that in addition to the training issue before the Committee
this date, staff are currently addressing the Commercial Vehicle Operators Registration System
and creation of a revised corporate safety manual.
Councillor Galloway questioned the appropriateness of Human Resources taking collective
responsibility for corporate training as opposed to the individual operating departments as well as
this process being overseen by a training committee. Mr. Pritchard replied that training
responsibility at the department level was considered, but it was decided that a 12 member
committee comprised of representatives from all of the affected departments, supplemented with
an advisory committee, would be more appropriate. He suggested that offering training through
Human Resources results in more focused responsibility.
Councillor B. Vrbanovic entered the meeting at this time.
In response to comments by Councillor Galloway, Mr. Heubach clarified that the responsibility for
training rests with employers and not supervisory personnel, though this responsibility is often
delegated to front line supervisors. Councillor Galloway noted that his concern is that if
responsibility is centralized, front line supervisors may be inclined to take less responsibility for
training in their individual areas. He also indicated a concern with the establishing of a reserve
fund to address ongoing training. Mr. Gazzola suggested that the reserve fund is required at this
time to address the training backlog, after which training funds could be allocated to the individual
departments. Mayor Zehr asked that the staff recommendation be amended to reflect that funding
in 1998 and 1999 to address the backlog would be through a reserve fund, but in years thereafter
funds would be allocated to the various department operating budgets.
On a motion by Mayor C. Zehr,
it was resolved:
"That a Corporate Health and Safety - Vehicle and Equipment Training Reserve Fund be
established and a 1998 transfer of $75,000.00 from Capital contingency, and an additional
$75,000.00 from the 1999 Capital budget for the purposes of addressing the identified
training backlog; and further,
That commencing in the year 2000 and in every year thereafter appropriate allocations be
made in the individual departmental operating budgets to support Corporate Health and
Safety - Vehicle and Equipment Training for new employees and maintenance training for
existing staff."
5. REGIONAL REPRESENTATION
The Committee was in receipt of a report from R. W. Pritchard on behalf of the staff committee
which reviewed options for selecting Kitchener's representation on Regional Council.
Mr. Pritchard reviewed the background to the staff committee report and introduced the team
members, being: L. Parkhouse, B. Stanley, J. Shivas and Dr. R. Williams, University of Waterloo,
all of whom were in attendance. He then reviewed the six options outlined in a schedule to the
committee report which is appended hereto and forms part of these minutes. Options 1 through 6
inclusive, were developed and put forward by the Committee. Options 7 & 8 were submitted for
consideration by individual Finance and Administration Committee members. Mr. Pritchard
referred to the pros and cons of each of the six options developed by the committee which are
outlined in the report. He also noted that the covering letter refers to various options for a public
consultation process.
Dr. Williams referred to the constraints within which the options were developed; namely, the
existing Ward system, the number of representatives (6) on Regional Council, Regional
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 124-
CITY OF KITCHENER
5. REGIONAL REPRESENTATION - CONT'D
guidelines for election of these representatives as outlined in the Regional Municipality of
Waterloo Act, and the position of the current Provincial government that there be no increase in
the number of elected officials. Dr. Williams noted that none of the options proposed are ideal in
terms of addressing these constraints, and that two of the options are not workable in his opinion.
He suggested that a process should be followed to further evaluate fewer than the number of
options outlined in the report, with this being done as soon as possible so as to ensure a workable
system in time for the year 2000 election.
Mayor Zehr raised concerns regarding proposed amendments to the Municipal Act and the timing
of these, and Mr. Pritchard replied that the City must consider the existing legislation in this regard
and that in the event of a new Municipal Act prior to the year 2000, the Regional Municipality of
Waterloo Act would be repealed, and it must be assumed that any amendments made prior to the
new Act receiving royal assent would remain in effect. Councillor Weylie enquired as to Dr.
Williams' opinions regarding full versus part-time Councillors, and he responded that Option #1
involving a Council of six with the same number of Wards implies full-time Councillors, as they
would perform all of the local and regional duties. He offered the opinion that in his experience
most people prefer part-time Councillors with other employment ties to the community, noting that
there are less than 15 municipalities in the entire country with full-time Councillors. Councillor
Jake Smola enquired as to the impact of implementing Councillors-at-large as opposed to
individual Ward Councillors, and Dr. Williams advised that this usually results in a loss of
connection between neighbourhoods and the Council, and raises the possibility of a concentration
of representatives from one area of the City as occurred prior to establishing the Ward system. Dr.
Williams suggested that a combination of Ward and at-large Councillors, as is the case in
Cambridge and Waterloo, results in two different types of representatives with differing viewpoints
and that this is not easy to achieve in Kitchener based on its population size and the need for six
representatives on Regional Council.
Councillor Haalboom enquired whether it would be possible to attach costs to the options outlined
by the Committee, and Mr. Pritchard responded that in the case of Option #1 (6 Wards and 6
member Council) costs may break even or increase; in the case of Options 2, 3 & 4 (10 Wards
and a Council of 10) costs would not likely change; and, in the case of Options 5 & 6 (6 Wards and
a Council of 12) costs would increase if the current honorarium remains the same. Councillor
Yantzi expressed the view that none of the options are very appealing; however, he does not have
a concern with expanding the number of Council members to enhance the democratic process as
long as there is no increase in costs. Dr. Williams pointed out that cost is not a significant factor in
this case and offered the personal opinion that the Province's attempts to reduce representation
are misguided, inappropriate and foolish. He also noted that the Province has no formal rules
governing increases in Council size and that in his opinion more representation is not undesirable
in and of itself, and that a decrease in the number of representatives does not necessarily
translate into better government.
Councillor Jake Smola put forward a seventh option involving a Council of 10, a 6 Ward system
with a Regional Councillor elected in each Ward, and an additional four at-large Councillors. He
suggested that under this scenario there would be no increase in costs, there would be direct
election of Regional representatives, there would be one Regional representative for each City
Ward and as a result the Ward system could be maintained. Dr. Williams advised that his first
reaction is that the proposal changes the purpose of the Ward system and effectively reduces
Ward representation, which is intended to ensure representation of each neighbourhood on the
City Council. He also questioned what motivation anyone would have for running as an at-large
Councillor under the scenario proposed as it implies a broader mandate, but with less to do.
Councillor Galloway offered the opinion that the scenario proposed by Councillor Jake Smola is
not workable, and indicated that his preference would be for Option #5 (6 Wards, a Council of 12,
and 6 Regional Councillors elected at-large) as the best of a bad lot. Councillor Lorentz
questioned whether the community is dissatisfied with the current method of Regional
representation and noted that he has not received a single call in this regard. Dr. Williams
acknowledged that the level of excitement on this issue is Iow, and that the impact of any change
is likely to be greater for Councillors than the general public. He offered the opinion that if there
was public consultation the number of delegations would likely be small.
REGIONAL REPRESENTATION - CONT'D
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 125-
CITY OF KITCHENER
Councillor John Smola reminded the Committee that it is plain the Regional Council wants a
change in Kitchener's method of representation and as a result it may be necessary to suggest
that the number of Kitchener representatives should be returned to the original 8 and that theCity
would then go to an 8 Ward system. He suggested that this should be added as Option #8.
Councillor Jake Smola moved all 8 Regional representation options before the Committee this
date, asking that each be voted on separately.
In reference to the suggestion that Regional Council be asked to consider returning the number of
Kitchener representatives to the previous 8, Councillor Vrbanovic suggested that the decision to
reduce the number of seats on Regional Council by four was made because of political pressure
to fix a system that was not broken as well as pressure from the press. He agreed with earlier
comments that fewer representatives do not necessarily translate into better government.
Councillor Jake Smola suggested that rather than asking the Region to increase the size of its
Council, Kitchener should consider expanding to a 12 Ward system.
Councillor John Smola put forward, then later withdrew, a motion to either adopt Option #2, which
is the current method of election to Regional Council; or alternatively, to ask the Region to
increase Kitchener's representatives on Regional Council to 8, following which the City would
correspondingly reduce its Wards.
The Committee then voted on each of the eight options before it, and Councillor Jake Smola asked
for a recorded voted on each. The results of this vote are as follows:
Option #1 (6 Wards/City Council of 6) - Motion Lost.
In Favour: Councillors J. Ziegler, J. Haalboom, C.
Weylie and M. Yantzi
Contra:
Mayor C. Zehr, Councillor K. Taylor-
Harrison, John Smola, Jake Smola, B.
Vrbanovic, T. Galloway and G. Lorentz
Option #2 (10 Wards/City Council of 10) - Motion Carried
In Favour:
Mayor C. Zehr, Councillors K. Taylor-
Harrison, M. Yantzi, John Smola, B.
Vrbanovic, J. Haalboom, J. Ziegler, T.
Galloway, G. Lorentz and C. Weylie.
Contra:
Councillor Jake Smola
Option #3 (10 Wards/City Council of 10, all elected at-large) - Motion Lost, on a unanimous vote
Option #4 (10 Wards/City Council of 10, run-off vote) - Motion Lost on a unanimous vote
Option #5 (6 Wards/City Council of 12 - 6 Regional Councillors elected at-large) - Motion Carried
In Favour:
Mayor C. Zehr, Councillors M. Yantzi,
John Smola, Jake Smola, B. Vrbanovic, J.
Haalboom, J. Ziegler and T. Galloway.
Contra:
Councillors G. Lorentz, K. Taylor-Harrison
and C. Weylie
5. REGIONAL REPRESENTATION - CONT'D
Option #6 (6 Wards/City Council of 12 - 6 Regional Councillors elected by Wards) - Motion Lost
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 126-
CITY OF KITCHENER
In Favour:
Contra;
Councillors Jake Smola, M. Yantzi, J.
Haalboom and C. Weylie
Mayor C. Zehr, Councillors K. Taylor-
Harrison, John Smola, B. Vrbanovic, J.
Ziegler, T. Galloway and G. Lorentz.
Option #7 (6 Wards/City Council of 10, Regional Councillors elected by Ward) - Motion Lost
In Favour:
Contra:
Councillor Jake Smola,
Mayor C. Zehr, Councillors K. Taylor-
Harrison, M. Yantzi, John Smola, B.
Vrbanovic, J. Haalboom, J. Ziegler, T.
Galloway, G. Lorentz and C. Weylie.
Option #8 (8 Wards/City Council of 8, with 8 Regional representatives) -Motion Carried
In Favour:
Contra:
Councillors K. Taylor-Harrison, M. Yantzi,
John Smola, Jake Smola, B. Vrbanovic, J.
Ziegler, T. Galloway, G. Lorentz and C.
Weylie.
Mayor C. Zehr, Councillor J. Haalboom
On a motion by Mayor C. Zehr,
it was resolved:
"That Council adopt, for discussion purposes, the following preferred options for Kitchener
representation on Regional Council: Options #2 and #5 as identified by the staff committee
and outlined in the report of R. W. Pritchard dated October 20, 1998; and, an additional
Option #8 adopted by the Finance and Administration Committee, all as outlined in the
amended schedule appended to the minutes of the October 26, 1998 Finance and
Administration Committee meeting; and further,
That political discussions regarding the above options be completed no later than
November 30, 1998 so as to allow for a resolution formalizing Council's preferred option(s)
at that time, followed by discussion at Regional Council on December 16, 1998."
Councillor Ziegler asked that the minutes be drafted so as to include a chart outlining all of the
options discussed this date.
Councillor Haalboom asked that dollar figures be attached to each option, and Councillor
Galloway questioned the appropriateness of this as certain assumptions would have to be made in
each scenario in order to accurately estimate cost.
APPOINTMENT OF CITY AUDITOR
The Committee was in receipt of a report from G. Luciantonio and P. Houston dated October 6,
1998 recommending the 1998 appointment of Ernst & Young and the establishing of an audit
evaluation committee.
APPOINTMENT OF CITY AUDITOR - CONT'D
On a motion by Councillor G. Lorentz,
it was resolved:
"That the firm of Ernst & Young be re-appointed auditors for the City of Kitchener, its
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 127-
CITY OF KITCHENER
Boards and Enterprises for 1998; and,
That an Audit Evaluation Committee be established to evaluate the audit services provided
by Ernst & Young, and to make a recommendation to the Finance and Administration
Committee regarding auditor appointment for the years 1999 and 2000; and further,
That the following individuals be appointed as members of the Audit Evaluation Committee;
the Mayor; the Chair of the Finance and Administration Committee; the Chief Administrative
Officer; the Chief Financial Officer; the Director and Manager of Budgets and Financial
Services."
7. ASSESSMENT ACT AMENDMENT - BILL 16
The Committee was in receipt of a report from P. Houston dated October 14, 1998 recommending
changes to the recently enacted Bill 16 as they relate to the implementation of "change events".
On a motion by Councillor G. Lorentz,
it was resolved:
WHEREAS Bill 16 (An Act to give Tax Relief to Small Businesses, Charities and Others
and to make other amendments respecting the Financing of Local Government and
Schools) changes the way properties in Ontario are assessed and taxed, one of the major
changes being the introduction of a "change event" for part of the year as outlined in
Section 8;
AND WHEREAS Bill 16 states that a "change event" during the taxation year or the
preceeding November or December, will not be reflected in the assessment roll until the
following year;
AND WHEREAS the legislation makes no provision for minimum time periods for the
implementation of "change events" in the current year, this situation being unfair to property
owners and municipalities, particularly to commercial or industrial landlords required to pay
taxes at the occupied tax rate where there are no longer tenants to which the taxes can be
charged back;
THEREFORE BE IT RESOLVED that the City of Kitchener strongly urges the Province of
Ontario to amend the provisions of Bill 16 that amend Section 34 (2) of the Assessment Act,
in order to allow changes to the assessment of a property in the current year to be
implemented effective the date of the "change event";
AND FURTHER THAT a copy of this resolution be circulated to local M.P.P.'s, the
Association of Municipalities of Ontario, the Association of Municipal Clerks and Treasurers
of Ontario, the Association of Municipal Tax Collectors of Ontario, and the Municipal
Finance Officers' Association of Ontario.
8. COMPREHENSIVE FEE REVIEW
The Committee was in receipt of report from P. Houston dated October 8, 1998 proposing a
schedule for a comprehensive review of City fees.
8. COMPREHENSIVE FEE REVIEW - CONT'D
On a motion by Councillor M. Yantzi,
it was resolved:
"That the following schedule be adopted for a review of all the fees charged by the City of
Kitchener, excluding utility rates for gas, water and sewer which will be dealt with
separately:
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 128-
CITY OF KITCHENER
Departmental fee information submitted to Finance Department for consolidation by
October 30, 1998;
Management Committee review on Tuesday, November 17, 1998;
Finance and Administration Committee review on Monday, November 30, 1998 at a special
meeting to be held at 4:00 p.m."
9. AMENDMENTS TO CHAPTER 665 (PROPERTY STANDARDS)
The Committee was in receipt of a report from L. Pasternak dated October 20, 1998 and a draft
amending by-law reflecting recent changes in Provincial legislation.
On a motion by Councillor K. Taylor-Harrison,
it was resolved:
"That Council adopt the draft by-law appended to the report of L. Pasternak dated October
20, 1998 which would amend Chapter 665 (Property Standards for Maintenance and
Occupancy) of the City of Kitchener Municipal Code to reflect recent changes in Provincial
legislation, notably the Tenant Protection Act (Bill 96)."
10. PAWNBROKERS LICENCE - 322 KING STREET EAST
The Committee was in receipt of a report from J. Koppeser dated September 21, 1998 concerning
an application for a Pawnbrokers licence relative to the property at 322 King Street East. They
were also in receipt of a report from L. Pasternak containing legal advice.
The applicant, Mr. Hien Hoang, Woodstock, was in attendance this date and indicated he has
been waiting six months to open the pawnshop and wishes to commence business at this time.
At the request of Councillor B. Vrbanovic, the Committee agreed to meet in-camera to
review the legal advice received from the Associate City Solicitor. The Finance and
Administration Committee recessed at 11:55 a.m. and reconvened at 12:05 p.m. with all
members present.
On a motion by Councillor M. Yantzi,
it was resolved:
"That a Pawnbrokers licence be granted to Mr. Hien Hoang in respect to a Pawnshop to be
located at 322 King Street East."
11. OTHER BUSINESS
Councillor Haalboom requested consideration of her motion directing staff in regard to costing of
the Kitchener segment of the Trans Canada Trail.
On a motion by Councillor J. Haalboom
it was resolved:
12.
"That staff of the Parks and Recreation and Public Works Departments prepare a cost
estimate for the completion of the Kitchener segment of the Trans Canada Trail from its
current terminus at Sydney Street, south of Conestoga College, in accordance with the
routing in the approved Kitchener Bikeway Study, with this information to be available for
consideration during Council's 1999 Capital Budget deliberations."
INFORMATION ITEMS
The Committee received, as information, a background report from C. Ball dated October 5, 1998
concerning a recent Liberty Health premium increase.
13. NEXT MEETING
The next regularly scheduled meeting of the Finance and Administration Committee will be held on
Monday, November 9, 1998.
FINANCE & ADMINISTRATION COMMITTEE MINUTES
OCTOBER 26, 1998
- 129-
CITY OF KITCHENER
14.
ADJOURNMENT
On motion, the meeting adjourned at 12.10 p.m.
G. Sosnoski
Manager of Corporate Records
and Assistant City Clerk