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Home My WebLink AboutFCS Minutes - 2020-03-09FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MARCH 9, 2020CITY OF KITCHENER The Finance and Corporate ServicesCommittee met this date, commencing at 3:18p.m. Present:CouncillorS. Davey -Chair Mayor B. Vrbanovic and Councillors D. Chapman, K. Galloway-Sealock,J. Gazzola,B. Ioannidis, M. Johnston, S. Marsh, D. Schnider and P. Singh. Staff:D. Chapman, Chief Administrative Officer M. May, Deputy CAO& General Manager, Community Services J. Readman, General Manager, Development Services J. Lautenbach, Chief Financial Officer, Financial Services D. McGoldrick,General Manager, Infrastructure Services V. Raab, General Manager, Corporate Services D. Murray, Director, Technology Innovation & Services E. Robson, Manager, Arts/Creative Industries B. Bennett, Manager, Business Development J. Bunn, Manager, Council & Committee Services/Deputy City Clerk 1.FIN-20-007-UNCOLLECTABLE MISCELLANEOUSRECEIVABLE ACCOUNTSWRITE- OFF The Committee considered FinancialServices Departmentreport FIN-20-007, dated January 2, 2020recommending theuncollectable Miscellaneous Receivable Accounts amounting to $33,472.be written off against the Allowance for Doubtful Receivables. On motion by CouncillorJ. Gazzola - it was resolved: “That uncollectable Miscellaneous Receivable Accounts amounting to $33,472.be written off against the Allowance for Doubtful Receivables, as outlined in Financial Services Department report FIN-20-007.” 2.FIN-20-008-UNCOLLECTABLE UTILITY RECEIVABLE ACCOUNT WRITE-OFF The Committee considered FinancialServicesDepartment report FIN-20-008, dated January 2, 2020recommending the uncollectable Utility Accounts amounting to $105,890.be written off against the Allowance for Doubtful Utility Receivables. On motion by CouncillorJ. Gazzola - it was resolved: “That uncollectable Utility Accounts amounting to $105,890.be written off against the Allowance for Doubtful Utility Receivables, as outlined in Financial Services Department report FIN-20-008.” 3.FIN-20-012-2020 DONATIONS MADE TO CITY-RELATED ORGANIZATIONS The Committee considered Financial Services Department report FIN-20-012, dated January 13, 2020recommending the 2020 donations received by the City of Kitcheneron behalf of City- related organizations be redistributed to those organizations as intended by the donor. On motion by CouncillorJ. Gazzola- it was resolved: “That for the fiscal year 2020, donations received by the City of Kitchener on behalf of City- related organizations, namely Minor Sports Groups, Neighbourhood Associations, KW Golf Committee, KW Chamber of Commerce Physicians Recruitment and Advocacy Group, and Tier 1 and Tier 2 grant recipients, as outlined in Financial Services Department report FIN- 20-012, be redistributed to those organizations as intended by the donor.” FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MARCH 9, 2020-12-CITY OF KITCHENER 4.DSD-20-040-COLLABORATIVE MUNICIPAL FUNDING FOR KEY CULTURAL INSTITUTIONS 2019/2020 SUMMARY The Committee consideredDevelopment Services Department report DSD-20-040, dated February 21, 2020 regarding receipt of the 2019/2020 Collaborative Municipal Funding for Key Cultural Institutions summary.Ms. E.Robson and Mr. B.Bennettwere in attendance and responded toquestions from the Committee. In response to questions, Ms. Robson advised there is no way to provide reassurance that the municipal partners involved in this initiative would committo future funding. Ms. Robson highlightedpositive working relationships withthe City of Waterloo and Region of Waterloo, as indicators that future cost sharing could continue. She furtherexplained the review will consider: how to address additional funding requests; determinethe proportion of funding from each municipality; and, identify financial allocations among the key cultural institutions. In response to questionswith respect to broadening the scope beyond the four key cultural institutions, specifically to include Centre in the Square, Ms. Robson noted it would be a point of discussion with themunicipal cultural partners.Ms. Robson explainedin 2014-2015 Angela Birdsell Inc. Cultural Management and Policy Consulting, identified specific criteriafor funding, including which institutions were previously receiving thePer Capita/Arts Sustainability funding, and applied that criteria when recommendingwhich cultural institutions should be subject to the collaborative funding model. Mr.D.Chapmanindicated bothCentre in the Square andthe Ken SeilingWaterloo Region Museum were not included in the scope of Key Cultural Institutionsas they were owned and operated by amunicipal cultural partner, but suggestedthere will be an opportunity in the future to evaluate what cultural institutions are reviewed. Councillor P. Singh brought forward an amendment that the table summarising municipal contributions for 2020 be amended to show full cost of support including market rent subsidy for utilization of City-owned building, related cost for capital improvements and of any building maintenance costs; and, that staff be directed to include Centre intheSquareand its related tax-supported funding in the current and any future report of key cultural institutions; and further, that in cooperation with Centre in the Square, staff analyzethe Kitchener-Waterloo Symphony subsidyand include those findings in thereporting. It was suggested and agreed to vote on each clause of Councillor Singh’s amendment separately. Clause 1 of Councillor Singh’s amendment, relating to amending the summary of municipal contributions, was then voted on andwasCarried. Clause 2 of Councillor Singh’s amendment, relating to the inclusion of Centre in the Square in future reports, was then voted on and was LOST. Clause 3 of Councillor Singh’s amendment, relating to the Kitchener-Waterloo Symphony, was then voted on and was LOST. Mr. Chapmanindicated in 2020 staff will be working on a Cultural Masterplan for the City to be presented to Council in 2021, which willinclude a broad analysis on the full landscape of arts and culture in the city. He advised the broader analysis will include a review of funding and will provide a greater scope of information for Council on the arts and culture landscape. On motion by Councillor S. Marsh - it was resolved: “That staff be directed, as outlined in Development Services Department report DSD-20- 040, as amended, to undertake a comprehensive review of the Collaborative Municipal Funding process, in partnership with Municipal Cultural Partners and Key Cultural Institutions, to identify opportunities to continuously improve the process, with any recommended changes being presented to Council for consideration in advance of the 2021 annual report; andfurther, FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MARCH 9, 2020-13-CITY OF KITCHENER 4.DSD-20-040-COLLABORATIVE MUNICIPAL FUNDING FOR KEY CULTURAL INSTITUTIONS 2019/2020 SUMMARY(CONT’D) That the table summarising municipal contributions for 2020 be amended to show full cost of support including market rent subsidy for utilization ofCity-owned building, related cost for capital improvements and of any building maintenance costs.” 5.COR-20-004-WIRELESS TELECOMMUNICATION PROVIDER MASTER SMALL CELL AGREEMENTS The Committee considered Corporate Services Department report COR-20-004, dated February 20, 2020authorizing the execution of master licence agreements for wireless telecommunication providers.Mr. D.Murraypresentedthe reportand responded to questions from the Committee. In response to questions,Mr. Murray advised Health Canada and Industry Canada regulate the operations of wireless telecommunication equipment, includingsmall cells, in accordance with Safety Code 6. Mr. Murray further advised staff could report to Councilwitha summary of the installation of small cells on municipal infrastructure but would be required to work with Legal Services to determine what information could not be shared with respect to proprietary information. On motion by CouncillorM. Johnston- it was resolved: “That the Mayor and Clerk be authorized to execute master license agreements, subject to the satisfaction of the City Solicitor, with wireless telecommunications providers to permit the use of appropriate city assets to host wireless telecommunications equipment, as outlined in Corporate Services Department report COR-20-004.” 6.FIN-20-016-IMPLEMENTATION OF LTFP RECOMMENDED ACTIONS -FINANCIAL POLICIES The Committee considered Financial ServicesDepartment report FIN-20-016, dated February 15, 2020recommending approvalof financial policy FIN-PLA-2021–Budget Control Policy. Mr. J. Lautenbach was in attendance and responded to questions from the Committee. On motion by Mayor B. Vrbanovic- it was resolved: “That financial policy FIN-PLA-2021 ‘Budget Control Policy’be approved, as outlined in Financial Services Department report FIN-20-016.” 7.ADJOURNMENT On motion, this meeting adjourned at4:28p.m. J. Bunn Manager, Council/Committee Services & Deputy City Clerk