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HomeMy WebLinkAboutFinance & Admin - 2001-02-05FINANCE & ADMINISTRATION COMMITTEE MINUTES February 5, 2001CITY OF KITCHENER The Finance and Administration Committee met this date, Chaired by Councillor J. Ziegler, commencing at 9:53 a.m., with the following members present: Mayor C. Zehr and Councillors M. Galloway, G. Lorentz, J. Smola, B. Vrbanovic and C. Weylie. Others Present:Ms. P. Houston, H. Setka, L. Marshall, K. Bimm, J. Koppeser and J. Buckingham and Messrs. J. Gazzola, F. Pizzuto, D. Quinn, G. Melanson, B. Stanley, D. Hergott, O. den Ouden, S. Gyorffy, L. Proulx, J. Moore, G. Sosnoski, R.W. Pritchard and L.W. Neil. 1. MARKET VALUE REASSESSMENT Attached to the Agenda was an outline of information submitted by the Finance Department with respect to Market Value Reassessment and its effects on property classes and taxation shifts. 2. LEG-01-017-355 RIVERBEND DRIVE -RIVERBEND RECYCLERS -REVOCATION OF PERMISSION TO USE ADJACENT CITY LAND The Committee was in receipt of Legal Department report LEG-01-017 dated January 31, 2001. nd The staff recommendation in the report requests that Council rescind its resolution of October 2, 2000 pertaining to an encroachment agreement and installation of a fence at 355 Riverbend Drive. Mr. Yilmaz Ertan, the tenant of the property appeared as a delegation to oppose the staff recommendation. He advised that he thought he had permission from Mr. S. Gyorrfy to store vehicles on City lands and provided detail on improvements he had made to the property. Ms. L. MacDonald confirmed that both she and Mr. Gyorrfy received calls from Mr. Ertan who at that time gave the impression the vehicles were already on City property. Mr. Ertan may have assumed he had permission when Mr. Gyorrfy questioned when the vehicles would be removed. Mr. Gyorrfy confirmed that he did not give permission for the vehicles to be stored on City porperty and then illustrated photographs of the stored vehicles on City lands and the access road to the Region’s pumping station. Mr. Ertan also displayed pictures of the property and advised that he did not have vehicles on the lands until 2 weeks ago. In response to Councillor J. Ziegler, he indicated he could remove the vehicles by February 15, 2001. Mr. George Olinski, owner of 355 Riverbend Drive, appeared as a delegation to comment on the elevation of the property and fencing and to note that the original salvage licence exempts the operation from a fencing requirement. Mr. Gyorrfy explained the concern with respect to both the pumping station and the City lands which were encumbered with various underground services. He noted that vehicles on the embankment were causing it to wash out and fill in catchbasins. Mr. Olinski referred the Committee to the location of utility pole lines and commented that the rear property survey line was in dispute. The Committee then discussed the issue. Councillor J. Smola proposed a motion to re-affirm the October 2, 2000 Council resolution and maintained that anything encroaching on City property must be removed. Councillor M. Galloway commented that property ownership was paramount and clear relative to the outcome of this matter. Councillor J. Ziegler referred to the utility poles causing confusion in respect to the property line and suggested appropriate time be allowed to firstly, clean up the flat portion of the site and secondly, the embankment. This approach was supported by Mayor C. Zehr. On motion by Mayor C. Zehr – it was resolved: “That Council re-affirm its resolution of October 2, 2000 authorizing the execution of an encroachment agreement with the property owner and tenant of 355 Riverbend Drive to permit access across City owned land located immediately behind 355 Riverbend Drive and east of the Conestoga Expressway and to permit the installation and maintenance 2. LEG-01-017-355 RIVERBEND DRIVE FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 5, 2001- 34-CITY OF KITCHENER -RIVERBEND RECYCLERS -REVOCATION OF PERMISSION TO USE ADJACENT CITY LAND (CONT’D) of a chain link fence and gate to the east of the Region’s pumping station on a portion of the said City land; and, That the operator of Riverbend Recyclers be directed to remove the wrecked vehicles located in front of the pumping station and in the area obstructing access to underground services by February 15, 2001 failing which the City will make arrangements for the removal and disposal of the vehicles and the restoration of this portion of the site, with any costs to be borne by the operator of Riverbend Recyclers; and That public works and legal staff discuss timing to remove all other vehicles stored on the remaining City owned lands and approaches as to how to secure the embankment and report back to a future Finance & Administration Committee meeting in sufficient time in order that the site can be fully restored by June 30, 2001; and further, That the Mayor and Clerk be authorized to execute an encroachment agreement satisfactory to the City Solicitor with the property owner and the tenant of 355 Riverbend Drive to legalize the existing wooden fence located on the City owned land across the front of the property and along the side leading to the area by the pumping station.” It was explained to the delegation that stored vehicles must be removed from the right of way and the flat lands by February 15, 2001 and that they must work with staff to arrange for removal of all other vehicles in the Spring in order that the embankment problems can be rectified. 3. BPS-01-010 -161 OTTAWA STREET SOUTH -REQUEST FOR BY-LAW – REMOVAL OF WASTE -MUNICIPAL CODE CHAPTER 650 (LOT MAINTENANCE) The Committee considered Business and Planning Services report BPS-01-010 dated January 17, 2001 dealing with a request that Council authorize a by-law to remove waste material from 161 Ottawa Street South in accordance with the Municipal Code Chapter 650 (Lot Maintenance). The waste material on the subject property includes a discarded vehicle and rubber tires. Mr. Vernon Brundel, owner of 161 Ottawa Street South appeared as a delegation regarding the staff recommendation that requests approval for the City to remove waste material from the subject property. He indicated that he had approached staff and asked for clarification of what was considered to be waste material. Further, Mr. Brundel commented on an earlier action to remove waste noting that removed items were not itemized and that he was mistreated with respect to this occurrence. He then responded to several questions from the Committee and Ms. K. Bimm confirmed that a discarded vehicle was still on the property but could not confirm that tires were still stored there because of the snow cover. Mr. Brundel advised that he could not remove the vehicle until an ownership issue was resolved but that he was now in a position to do so this week. He advised that he had a business plan for the property and Councillor C. Weylie requested he provide a copy to planning staff. It was explained to Mr. Brundel that he could avoid the City acting on this matter by removing waste material by February 11, 2001. On motion by Councillor B. Vrbanovic – it was resolved: “That City Council consider a by-law at its meeting of February 12, 2001 authorizing the removal of waste material from 161 Ottawa Street South, at the property owner’s expense, if this has not been done by the owner on or before February 11, 2001.” 4. FIN-01-005 - CUSTOMER SERVICE - REVENUE DIVISION FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 5, 2001- 35-CITY OF KITCHENER The Committee was in receipt of Finance Department report FIN-01-005 dated January 30, 2001 dealing with customer service within the Revenue Division. The report comments in general terms on improvements that have taken place during the last 6 months and lists reasons behind the large number of Utility billing inquiries and related delays in responding. Ms. P. Houston advised that the report was prepared in response to concerns expressed by Councillor B. Vrbanovic. Councillor J. Ziegler advised that he would like to have the price/cubic metre shown on the bill which Ms. Houston noted was part of Phase II of the system upgrade but agreed that staff could consider his request in the interim. Mr. D. Quinn pointed out that there were differing rates as well as different suppliers and commented that he would not like to see the City offering information that could be misleading to some customers. Councillor B. Vrbanovic referred to Schedule A attached to the report and questioned if it was known how long telephone customers waited in the phone queue to have their calls answered. Mr. Quinn advised that the system only calculates average waiting time. Councillor B. Vrbanovic requested that this information be made available for purposes of service evaluation. Ms. P. Houston pointed out that benchmarking was referenced in the report and that the second week of February is the first time there will be a full staff complement. Mayor C. Zehr questioned if there was a way to flag properties with an unusual billing so that these could be reviewed in a timely manner following which an appropriate billing adjustment could be made in a shorter time frame than at present. Ms. Houston responded and noted that the concern reinforces the need to move to a monthly meter reading process. Direction was given that at the March 4, 2001 Finance and Administration Committee meeting, the Finance Department provide a further update on staffing issues and average length of telephone queuing. It was also suggested staff develop guidelines on service level targets. 5 CRPS-01-013 -DOON HERITAGE CROSSROADS - SEEDY SATURDAY -REQUEST FOR REDUCED LICENCE FEE The Committee was in receipt of Corporate Services Department report CRPS-01-013 dated January 31, 2001 dealing with a request received from Doon Heritage Crossroads for a reduced licence fee pertaining to their ‘Seedy Saturday’ event held during Heritage Week. On motion by Councillor C. Weylie – it was resolved: That the City of Kitchener grant the request of Doon Heritage Crossroads to reduce “ the required Temporary Vendor’s Licence Fee to $10.00 for a show referred to as “Seedy Saturday” to be held on Saturday, February 17, 2001.” 6. CRPS-01-014 - BINGO LICENCE FEE AND INCENTIVE SURVEY The Committee considered Corporate Services Department report CRPS-01-014 dated January 31, 2001 prepared in response to a request at the Committee’s January 22 meeting for information of how other cities are handling declining bingo revenues as well as what initiatives if any were being taken to offset declining revenues. Councillor B. Vrbanovic disclosed a pecuniary interest and abstained from all discussion as he is a member of an organization that receives proceeds from bingos. Attached to the staff report was a summary of the results of a licensing survey of municipalities throughout Ontario. It is noted that some cities advised that when casinos or slots were introduced in their area, bingo revenues declined but now seem to have levelled off. As well information was provided as to the Alcohol and Gaming Commission’s response in respect to what new initiatives if any were being planned. Ms. J. Koppeser noted that the survey illustrates that only the City of Cambridge reduced its fees but that the reduction was now due for a review. She briefly commented on the survey of bingo activities, and groups conducting bingos attached to the report as well as the response from the Province regarding initiatives. 6. CRPS-01-014 - BINGO LICENCE FEE AND INCENTIVE SURVEY (CONT’D) FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 5, 2001- 36-CITY OF KITCHENER A brief discussion took place and Councillor J. Smola suggested that current fees not be reduced for a four month period following which additional input be sought at which time the Committee could consider whether relief was warranted. On motion by Councillor J. Smola - it was resolved: “That the request of Max Rausch on behalf of the Charities Bingo Committee for a waiver or reduction in Bingo Licence Fees be refused and the fees remain at 3% for the period January 1 – April 30, 2001; and further, That staff report to the Finance and Administration Committee at the end of the licensing period on the status of Bingo revenues at which time the Committee will consider whether relief is warranted.” Councillor B. Vrbanovic previously disclosed a pecuniary interest and abstained from all discussion and voting as he is a member of an organization that receives proceeds from bingos. 7. CRPS-01-016 - LEVEL OF MAINTENANCE AT CITY FACILITIES The Committee was in receipt of Corporate Services Department report CRPS-01-016 dated February 1, 2001 prepared as an information report respecting the level of maintenance at City facilities. It was noted in the report that Council requested staff evaluate the level of maintenance at all City facilities but that rather than list facilities and outline deterioration at specific locations, the report focuses on the processes and systems that have been put in place to manage the maintenance effort to ensure an ongoing level of maintenance occurs at City facilities. Appended to the report was a list of buildings that the City owns for the purposes of serving the objectives of the Corporation but does not include any buildings purchased for the purpose of redevelopment. Mr. L. Proulx was in attendance to provide any additional information or respond to any questions. 8. CRPS-01-015-CENTRAL MAINTENANCE FACILITY -REQUEST FOR PROPOSAL The Committee considered Corporate Services Department report CRPS-01-015 dated January 25, 2001 dealing with a request pertaining to a proposal to establish a central maintenance facility for the City. The report comments on the need for such a facility and suggests the timing is now appropriate to move forward with the project for the following reasons: the deteriorating conditions at the Bramm Street Yards require investment which would be better directed toward a new central facility, the Bramm Street Yard is the subject of a new planning initiative that would make the subject lands available for redevelopment purposes which is in keeping with Council’s direction for the future use of these lands and the City’s agreement with the Region with respect to the take-over of Transit responsibility limits the City’s occupancy within the Transit Garage for fleet maintenance to five years and a new location for fleet repair is required. Accordingly, a central facility would house all the Fleet, Public Works and Community Services operations under one roof. In response to Councillor G. Lorentz, Mr. L. Proulx advised that the anticipated cost of the consultant study was $100,000. - $150,000. Mr. R.W. Pritchard noted that approximately $800,000. from the sale of the Maple Street facility was set aside for a future central maintenance facility and that the costs of the study could be funded from this account. He noted that staff had delayed recommending commencement of the study until the governance issue within Waterloo Region was addressed. Councillor Lorentz indicated that he would like to have additional detail provided relative to the undertaking as it relates to the consultant, options to move and a suitable location. Mr. Proulx noted that the Strasburg Road area was the geographic centre of the City and after further comment indicated that he would provide a copy of the study terms of reference for review before the next Council meeting. 8. CRPS-01-015- CENTRAL MAINTENANCE FACILITY -REQUEST FOR PROPOSAL (CONT’D FINANCE & ADMINISTRATION COMMITTEE MINUTES FEBRUARY 5, 2001- 37-CITY OF KITCHENER On motion by Councillor C. Weylie – it was resolved: “That the City seek the services of a Consultant to study the merits of a Central Maintenance Facility and to look at the Corporation’s outside storage needs and practices; and further, That staff provide the Terms of Reference for this study to Council as soon as possible in order that they can be reviewed prior to the February 12, 2001 City Council meeting.” 9. CRPS-01-017 - ANNUAL REPORT - ENERGY MANAGEMENT The Committee considered Corporate Services report CRPS-01-017 dated January 31, 2001 prepared for information only in respect to the City’s Energy Management Program 2000 year end report. It was noted in the report that the Energy Management Program has just completed its most successful year to date. The goal of the program is to reduce utility costs in all City owned buildings by maximizing efficiency of equipment and systems that serve the facilities as well as introducing new technology and procedures that allow for operational costs to be minimized. Mr. R.W. Pritchard pointed out that the report represented the best energy related story since the inception of the program and noted that the program had been accelerated to achieve savings sooner. Mr. James Moore made a presentation of year-2000 results utilizing the overhead projection system. He noted that the Energy Management Program saved $1.26 million in energy costs in 2000. At the Auditorium, a 50% utility saving or $200,000. annually has been achieved with payback of only 3 ½ years on a $700,000. investment. He then explained and illustrated the changes that have been made to the various utilities serving the Auditorium and Twin Icepad facility noting that every major energy system has been renovated and optimized for savings over the last two years. Mr. Moore pointed out that to date $9 million in savings has been achieved since the program began 20 years ago but that the savings will double by the year 2006. He then briefly outlined the program for 2001 which will focus on all City arenas, swimming pools and City Hall operations. Councillor B. Vrbanovic commented that the program was a great news story and that without the program the City’s 2001 Budget increase would have been much higher. Mayor C. Zehr pointed to the environmental benefits of the program. 10. ADJOURNMENT On motion, the meeting adjourned at 11:45 a. m. L. W. Neil Assistant City Clerk