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HomeMy WebLinkAboutFinance & Corp - 2004-09-27FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 27~ 2004 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 1:40 p.m. Present: Chair - Councillor M. Galloway Councillors C. Weylie, J. Gazzola, J. Smola Mayor C. Zehr, in attendance for part of the meeting. Staff: C. Ladd, Chief Administrator Officer P. Houston, General Manager, Financial Services & City Treasurer G. Stewart, General Manager, Development & Technical Services G. Sosnoski, General Manager, Corporate Services, City Clerk K. Currier, Director of Operations J. Koppeser, Manager of Licensing S. de Moree, Assistant City Solicitor R. Gosse, Director of Legislated Services P. Bacon, Senior Economic Development Officer T. Boutilier, Senior Planner D. Gilchrist, Committee Administrator CRPS-04-175 - EXEMPTION FROM MUNICIPAL CODE CHAPTER 450 (NOISE) - DOWNTOWN STREET CLEANING The Committee was in receipt of Corporate Services Department report CRPS-04-175, dated September 23, 2004, recommending an exemption from the City of Kitchener Municipal Code Chapter 450 (NOISE) to allow cleaning of sidewalks in the Downtown core between the hours of 10 p.m. and 6 a.m. on various dates between September 28-October 6, 2004. It was resolved: "That an exemption from Chapter 450 (NOISE) of the City of Kitchener Municipal Code be granted to permit the Community Services Department, through an independent contractor, to undertake cleaning of sidewalks in the Downtown Core between the hours of 10 p.m. and 6 a.m. on various dates between September 28 and October 6, 2004." CRPS-04-174 - KITCHENER-WATERLOO OKTOBERFEST REQUEST FOR VARIOUS VENDORS AND ACTIVITIES ON CITY PROPERTY The Committee was in receipt of Corporate Services Department report CRPS-04-174, advising of the requests received for various vendors and activities on City property during Oktoberfest which will take place October 8-16, 2004. It was resolved: "That the request of K-W Oktoberfest Inc. and the Community Services Department to allow the following vendors and/or activities to take place on City property during the 2004 Oktoberfest, be approved, provided the necessary licences, including Health and Fire approvals are obtained: · 2 beer and food tents, one on Frederick Street at King Street, the other at Your New Kitchener Market; · 4 food vendors on Benton Street; · 7 tents/stages/activity areas, 5 on Benton Street, 1 on Frederick Street, and 1 in the parking lot on Goudies Lane; and, That those selling food provide proof of insurance naming the City of Kitchener as an additional insured; and further, That building permits be obtained for any tents, if required." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 27, 2004 - 130 - CITY OF KITCHENER 3. CRPS-04-171 - 2005 COUNCIL AND STANDING COMMITTEES MEETING SCHEDULE The Committee was in receipt of Corporate Services Department report CRPS-04-171, dated September 17, 2004, recommending a meeting schedule for Council meetings and Standing Committee meetings for the year 2005. It was resolved: "That the proposed 2005 schedule of Council and Standing Committee meetings contained in Corporate Services Department Report CRPS-04-171, be adopted." MR. DUNCAN CLASS - EXPRESS CONCERNS WITH LINKS FROM THE CITY'S WEB SITE TO "HEALTH CARE" AND "EMERGENCY SERVICES" Mr. D. Class was in attendance to advise the Committee of his concern that the Regional Emergency Medical Services (EMS) has been ignored by the City of Kitchener, as there is no link between the City's website and the EMS website. He stated he believes this to be a gross injustice to a group of highly dedicated professionals. In contrast, Mr. Class noted there are links between the City's website and hospitals and a private ambulance service in Oshawa. Mr. Class requested the City of Kitchener write a letter of apology for this omission to the Region's dedicated paramedics. That the EMS paramedics be included on the City's website by: changing the title of the Emergency Service page to include EMS; that a brief descriptive paragraph of the EMS be included; and that the City provide links to the Region's EMS web page on the Emergency Services page and the Health Links page of its website. Mayor C. Zehr entered the meeting during Mr. Class' presentation. Upon questioning, staff advised this is the first time they have heard anyone raise this concern. Mr. Stewart assured the Committee that the City, through the Fire Department, has a very good working relationship with the Region's Emergency Medical Services. Mr. Bolger advised there are no issues surrounding a link between the City's website and that of the Region's EMS. He noted however that links are not included until the other party agrees. Staff were directed to communicate with the Region, and make appropriate arrangements for a link with the Regions' EMS web page. CRPS-04-173 - PUBLIC MEETING PROPOSED NEW LICENSING BY-LAWS PLACES OF REFRESHMENT, REFRESHMENT VEHICLES, FOOD SHOPS, MEAT, MILK AND DRIVER TRAINING The Committee was in receipt of Corporate Services Department report CRPS-04-0173, dated September 21, 2004, with respect to the requirement in the Municipal Act for municipalities to enact new or revised Business Licensing By-laws to come into effect by January 1,2005. The report also notes that the Municipal Act requires public meetings for this process, which must be held prior to Council enacting these by-laws, and today's meeting is the first of a series of public meetings which will be held throughout the fall in this regard, the last one being scheduled for December 6, 2004. Mr. Gosse referred to page 5-54 in the agenda, noting the dollar figures relating to "Driver" should be shifted down by one row. Although the Business Licence Fees have been calculated at 100% cost recovery, Mr. Gosse advised that licence fees for civic celebrations and charitable organizations have been established at 10% of cost recovery. It was noted by staff that the by-laws will not substantially change; however, general provisions relating to all licensing by-laws will be included in a separate by-law, and licence fees will also be included in a separate by-law. The need for new by-laws for business licensing is a result of the requirements in the Municipal Act that fees must be based on cost recovery, they must be posted by January 1,2005, and each by-law must state a purpose. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 27~ 2004 - 131 - CITY OF KITCHENER CRPS-04-173 - PUBLIC MEETING PROPOSED NEW LICENSING BY-LAWS PLACES OF REFRESHMENT, REFRESHMENT VEHICLES, FOOD SHOPS~ MEAT~ MILK AND DRIVER TRAINING (CONT'D) Mr. Michael Dogantzis addressed the Committee advising he owns an ice cream truck company, and has been trying to obtain a licence to operate in the City of Kitchener for the past couple of years. He advised he operates his ice cream trucks in other cities, but has been advised the City of Kitchener does not allow them. In support of his position and request, he submitted a petition. When questioned by the Committee, Mr. Dogantzis advised he would like to operate two or three trucks in Kitchener. He stated he lives in Kitchener and would like to be able to operate his business here. Ms. Koppeser advised the Committee that approximately 8 years ago Council passed a by-law to limit ice cream vending vehicles to tricycles and stationary trucks; as there were safety concerns with moving vehicles at the time the by-law was passed. Mayor Zehr advised Mr. Dogantzis that before any consideration would given to changing the by-law, staff would have to report on the experience of other municipalities with respect to ice cream trucks, and his request would not be addressed until such time as further information is available. With respect to the staff report, Councillor Weylie questioned how staff determine changes in the business which may already be licensed, and whether inspections of the premises of existing businesses are conducted when licences are renewed. Ms. Koppeser responded that if Licensing staff receive unfavourable reports from inspecting agencies or departments, licences are withheld until the problems or issues are resolved. Councillor Gazzola questioned the additional $100 cost for late fees, and was advised that the additional amount covers the additional enforcement costs. Staff advised additional public meetings for various business licensing by-laws will take place throughout the fall, with by-laws to be presented for enactment at the December 13, 2004 Council meeting. CRPS-04-177 - 102-104 KING STREET WEST SHORT TERM LEASE WITH KITCHENER-WATERLOO MULTICULTURAL CENTRE INC. The Committee was in receipt of Corporate Services Department report CRPS-04-177 with respect to a short-term lease agreement between the City of Kitchener and the Kitchener- Waterloo Multicultural Centre Inc. Ms. de Moree advised that in April of 2004 the Multicultural Centre offered to purchase the property at 102-104 King Street West and the closing was to have been on September 1, 2004. The closing in now being deferred until November 1, 2004, and in order to allow this organization to enter into the property and make improvements they require a short term lease. The lease is to terminate in December of 2004 to allow for the fact that the closing of the sale may actually be deferred further. Mayor Zehr stated that he assumed all liability for this property would belong to the Multicultural Centre and Ms. de Moree confirmed that is the case. On motion by Mayor C. Zehr - it was resolved: "That the City enter into and the Mayor and Clerk be authorized to execute a short term lease agreement with Kitchener-Waterloo Multicultural Centre Inc. in a form satisfactory to the City Solicitor, for the leasing of 102-104 King Street West, Kitchener." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 27~ 2004 - 132 - CITY OF KITCHENER 7. CRPS-04-172 - ENVIRONMENTAL COMMITTEE RECOMMENDATION REPEAL AND REPLACE COUNCIL POLICY 1-590 (GRANT PROGRAM ENVIRONMENTAL STEWARDSHIP) The Committee was in receipt of Corporate Services Department report CRPS-04-172, advising of a recommendation from the City's Environmental Committee to repeal and replace Council Policy 1-590 which is the grant program for Environmental Stewardship with one similar and of a different name. Mr. T. Boutilier was in attendance in support of and to represent the recommendation of the Environmental Committee, advising the Committee felt there were a couple of problems with the current policy, as the terms are too narrow and the actual grant program is not well publicized. Further, he advised that there is no change being requested in the approved funding. On motion by Councillor C. Weylie - it was resolved: "That Council Policy 1-590 (Grant Program - Environmental Stewardship) be repealed and replaced, and renamed the 'Community Environmental Improvement Grant Program' to be funded from the Environmental Stewardship Capital Account; and further, That the Terms of Reference for the 'Community Environmental Improvement Grant Program' as contained in Corporate Services Department report CRPS-04-172, be approved." SSD-04-036 - VICTORIA PARK BOATHOUSE - REQUEST FOR REDUCTION IN FEE SCHEDULE The Committee was in receipt of Strategic Services Department report SSD-04-036, dated September 20, 2004, with respect to a request received from Cindy Ward for a reduction in the fee schedule for use of the Boathouse from October 2004 to April 2005. Ms. P. Bacon introduced the report, advising that Ms. Ward's business at the Boathouse is going well; however, she has experienced a number of mishaps since commencing her operation. The request for a reduced licence fee is for a short period of time, and will still allow the City to recover its costs. Further, the City's Security Staff have agreed to meet with her to provide advice on how to better protect herself. Mayor Zehr stated it is appropriate to provide the requested relief; as, if Ms. Ward cannot pay the full licence fee, she may have to leave, and there is a value to the City in having the Boathouse occupied. Councillor Gazzola requested more financial information on Ms. Ward's business, and what the City's options are. He requested month to month financial information and revised estimates for her operation for the rest of the year. Staff was directed to provide the requested information prior to the October 4, 2004 Council meeting. On motion by Mayor C. Zehr - it was resolved: "That the Mayor and Clerk be authorized to execute any documentation required by the City Solicitor to reduce the Fee Schedule for use of the Victoria Park Boathouse by Cindy Ward from $1,300 a month to $800 a month for the months of October 2004 to April 2005, inclusive." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES SEPTEMBER 27, 2004 - 133 - CITY OF KITCHENER 9. CAO-04-003 - SHARED SERVICES PILOT PROGRAM - CITIES OF KITCHENER AND WATERLOO The Committee was in receipt of Chief Administrative Officer report CAO-04-003 with respect to a shared services pilot program between the Cities of Kitchener and Waterloo. Ms. Ladd introduced the report advising that a large group of senior staff from both cities have been working on this project since January. Shared services between Kitchener and Waterloo have been taking place for some time, but they have not been well publicised. The Shared Services Agreement must maintain three principles of accessibility, cost effectiveness, and accountability. Ms. Ladd then reviewed five shared services being proposed: a joint woodworking facility, care and maintenance of border streets, infrastructure management program, same language for consulting service agreements, and election system selection. When questioned Mr. G. Stewart confirmed there has been a joint dispatch for emergency response for a number of years. With respect to the joint woodworking facility, Ms. L. Palubeski advised that the City has secured a site for this facility at St. Jeromes; however, a better facility has been offered by Mr. Fahel on Roger Street, which is at the boundary between Kitchener and Waterloo. Discussions will be taking place with the City of Waterloo establish this a joint facility. Councilor Gazzola stated there may be other areas for such co-operative efforts, and suggested the program to be broadened to include other municipalities. Ms. Ladd responded staff are undertaking informal discussions with two other municipalities at this time for tourism, and are looking to expand this co-operative effort in any way possible. Mayor Zehr suggested the area of information technology as a good area for co-operation and shared services. He stated co-operation on smaller services sets the stage for larger things. On motion by Mayor C. Zehr - it was resolved: "That the Shared Services Program between the Cities of Kitchener and Waterloo, as outlined in Chief Administrative Officer report CAO-04-003, be approved; and further, That a Shared Services Advisory Committee be established, having as its core membership representatives from both Cities' CA©'s Office, Finance, Communications and Human Resources, with other staff as required on a project by project basis." 10. ADJOURNMENT On motion, the meeting adjourned at 2:20 p.m. Dianne Gilchrist Committee Administrator