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HomeMy WebLinkAboutFinance & Admin - 2001-01-08FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 08, 2001CITY OF KITCHENER The Finance and Administration Committee met this date, chaired by Councillor J. Ziegler, commencing at 10:31 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. G. Luciantonio, Ms. C. Ladd, Ms. R. Pitfield, Ms. D. Gilchrist and Messrs. J. Gazzola, R. Pritchard, J. Shivas, B. Stanley, F. Pizzuto, G. Borovilos, D. Mansell, J. McBride, M. Grummett, M. Born, M. Bolger, G. Melanson, L. Bensason , and L. Masseo. 1. DELEGATION-SHIRLEY AVENUE/LACKNER BOULEVARD EXTENSION Mr. S. Vogel appeared as a delegation to voice his concerns with respect to the timing, in the City’s Capital Forecast, for the financing of the proposed Shirley Avenue/Lackner Boulevard extension in 2001. Councillor J. Ziegler advised Committee members that information in this regard, from the City’s Capital Forecast, had been distributed this date. Mr. Vogel stated that Mr. Bingeman has not made a commitment with respect to land required for the extension, there is no sewer capacity for industrial land in that area, and it is unlikely that a pumping station will be built in 2001. He suggested that construction of the extension in 2001 is premature. He advised of his environmental concerns with respect to the proposed alignment for Highway 7 and the City’s voiced environmental concerns in that regard, and suggested that the extension of Shirley Avenue wait until the Highway 7 alignment has been decided. He suggested that Mr. Bingeman will benefit most from the extension of Shirley Avenue as the City will buy land from that property for the road extension. 2. KITCHENER-WATERLOO TOURISM BUDGET REQUEST The Committee was in receipt of Business and Planning Services Department staff reports BPS- 00-162 and BPS-00-176 dated December 19, 200 and December 22, 2000, respectively, addressing concerns with aspects of the 2001 budget request from K-W Tourism. Ms. S. Miller, K-W Tourism, appeared as a delegation to advise the Committee of their funding request for 2001, and in this regard distributed a written submission. She advised that the City of Kitchener is being requested to maintain their core funding and also provide additional funds for new activities related to Corporate Marketing. Ms. Miller noted that 55% of activities at K-W Tourism are from people who live in the Region or concern activities in the Region. Concerning the staff reports, Ms. Miller questioned the overlap with the City’s marketing initiatives noting that K-W Tourism advertises in and distributes the maps and brochures noted in the staff report. Referring to the last page of her written submission, Ms. Miller stated K-W Tourism needs the $7,500. to undertake marketing initiatives with respect to conventions, hotel meetings and incentive marketing. Councilllor B. Vrbanovic questioned the funding split with the City of Waterloo, noting that the City of Kitchener is spending more than its share on a population basis. He requested that a copy of the overall budget for K-W Tourism be provided to members of Council. When questioned by Councillor Vrbanovic, Ms. Miller advised that K-W Tourism has two full-time staff, three part-time staff and herself. Ms. Miller agreed that there are some overlaps between what K-W Tourism does and some of the marketing done by the City of Kitchener, as City of Kitchener advertising is specific. When questioned by Councillor B. Vrbanovic, Ms. Miller advised that the City’s agreement with K-W Tourism expires at the end of 2001. Mayor C. Zehr stated that more information is required on the funding split between the Cities of Kitchener and Waterloo and requested that Ms. Miller provide copies of her budget summary to members of Council. He then questioned which of the costs identified in staff report BPS-00-176 are duplications. Ms. Miller stated that K-W Tourism advertises on the Pathways map and does co-operative advertising in the Visitor’s Guide to Waterloo Region. Concerning the financial split between the Cities of Kitchener and Waterloo, Councillor Vrbanovic advised that he thought it was historic and had not been dealt with since the last provider of this service. FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 8, 2001- 2-CITY OF KITCHENER 2. KITCHENER-WATERLOO TOURISM BUDGET REQUEST (CONT’D) At the request of Councillor C. Weylie, Ms. S. Miller agreed to meet with staff to work out the apparent overlap identified in the staff report. Mr. Pizzuto advised that staff had though that K-W Tourism was going to undertake the Kitchener specific advertising identified in the staff report. That was not done and the department had to pay the costs in 2000. Councillor J. Ziegler requested that staff investigate the budget history to determine who paid these costs in the past. The Committee directed that staff present a comprehensive report, no later than 2001, recommending whether the City of Kitchener should renew its contract with K-W Tourism or contract with a new provider. On motion by Mayor C. Zehr – it was resolved: “That consideration of the recommendations in Business and Planning Services Department reports BPS-00-162, dated December 19, 2000, and BPS-00-176, dated December 22, 2000, with respect to K-W Tourism budget request, be deferred and , pending further budget referred to the Council meeting of January 15, 2001 information from staff.” Ms. Miller requested that K-W Tourism receive a portion of their funding to meet their commitments prior to finalizing this issue, and was assured that the City would be providing a portion of the funding prior to final budget approval. 3. DELEGATION – DOON VILLAGE ROAD DIVERSION Mr. M. Tutton, Vice President, Monarch Construction, appeared as a delegation to express concern in relation to the placement of the Doon Village Road Diversion in the City’s Capital Forecast. Committee members had been provided with copies of a letter from Mr. Tutton to Mr. L. Masseo, Manager, Development and Design, dated September 6, 2000, outlining these concerns. Mr. Tutton advised that as a condition of Draft Plan Approval for Plan of Subdivision 30T-95018 the City’s portion of the diversion, from Tilt Drive to Bechtel Drive, must be in place before building permits can be issued for Phase III of the subdivision. He pointed out that, at the time of Draft Plan Approval the City’s Capital Forecast projected that its portion of the diversion would be constructed in 2000, and it has been moved to 2003. He also advised that Monarch will be constructing its portion of the diversion in the summer of 2001, and will be seeking building permits for Phase III of Doon Mills in the summer of 2001. He stated that Monarch cannot afford to front-end finance the City’s portion of the diversion. When questioned by Mayor C. Zehr, Mr. Tutton put forward a proposal for emergency access. Ms. C. Ladd advised that staff had been meeting with Monarch Construction to determine alternatives, and that Mr. Tutton is appearing today to make the Committee aware of his concerns. Following further discussion the Committee directed that staff present a report at the January 22, 2001, Finance and Administration Committee meeting outlining possible solutions to this situation, and they invited Mr. Tutton to appear as a delegation at that meeting. 4. BPS-00-156 - HERITAGE PROPERTY GRANT PROGRAMME The Committee was in receipt of Business and Planning Services Department report BPS-00- 156, dated November 9, 2000, recommending the establishment of a Municipal Heritage Property Grant Programme, consistent with the terms and conditions of grant funding previously offered by the Province under the “Preserving Ontario’s Architecture – Designated Property Grant Programme” and that $15,000. be added to the capital forecast annually, commencing in the year 2002, to fund this programme. Mr. L. Bensason, Heritage Planner, was in attendance and presented the report. 4. BPS-00-156 - HERITAGE PROPERTY GRANT PROGRAMME (CONT’D) FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 8, 2001- 3-CITY OF KITCHENER On motion by Councillor M. Galloway – it was resolved: “That Council approve in principle the establishment of the Municipal Heritage Property Grant Program as outlined in Business and Planning Services Department report BPS- 00-156; and further, That the Department of Business and Planning Services prepare, for Council’s approval, operating guidelines consistent with the terms and conditions of grant funding established by the former Provincial “Preserving Ontario’s Architecture – Designated Property Grant Program” with the Legal Department to prepare the enacting by-law; and further, That $15,000. be added to the Capital Forecast annually, commencing in 2002, to fund the Municipal Heritage Property Grant Program.” 5 NEW FLEET AND INVENTORY SYSTEM Mr. R. Pritchard introduced the City’s new Fleet and Inventory System, providing background to the user-friendly, paperless system. He then congratulated staff involved in the development of the system. Mr. M. Bolger then gave a demonstration of the new Fleet and Inventory System, explaining the changes made from the old system: the new system has one database and is a paperless system which allows for the electronic flow of information from work orders to the supervisor, the stockroom and the mechanics. This same information can then be used for billing, payroll, accounting and inventory management. Mr. Bolger advised that there are opportunities for enhancements to the system to expand to the Fire Department and Facilities Management. When questioned by Councillor B. Vrbanovic, Mr. Pritchard advised that development of the system took 8 months and the project has generated$75,000. in sustainable savings. The Committee congratulated staff on the development of this system, stating that it is an excellent news story, and Mr. Pritchard advised that a press release will be issued. 6. LEG-01-001 – VACANT LAND ADJACENT TO HOMER WATSON BOULEVARD The Committee was in receipt of Legal Department report LEG-01-001, dated January 3, 2001, recommending that the City rescind its declaration of lands surplus to the City’s needs, specifically Part 7 on Plan 58R-9738, in the City of Kitchener, and instead providing an easement to the Regional Municipality of Waterloo over that land for the purpose of a retaining wall and drainage inlet pipes. On motion by Councillor B. Vrabanovic - it was resolved: “That Council rescind its declaration of surplus to the City’s needs (pursuant to its resolution and By-law of November 12, 1996) for Part 7 on Plan 58R-9738 in the City of Kitchener; and, That the Mayor and Clerk be authorized to sign the necessary documentation to convey to the Regional Municipality of Waterloo the remaining land set out in its resolution and By-law of November 12, 1996, being Parts 1, 4, 8, 10, 11 and 12 on Plan 58R-9738; and further, That the Mayor and Clerk be authorized to sign the necessary documentation required to give an easement to the Regional Municipality of Waterloo over Part 7 on Plan 58R- 9738 for the purpose of a retaining wall and drainage inlet pipes.” 7. CRPS-00-075 – EXCESS VACATION CARRY OVER FINANCE & ADMINISTRATION COMMITTEE MINUTES JANUARY 8, 2001- 4-CITY OF KITCHENER The Committee was in receipt of Corporate Services Department report CRPS-00-075, dated January 3, 2001, recommending that the City’s Policy No. II-92 with respect to Vacations be amended and that current excess earned vacations be eliminated by specific target dates or paid out to employees. On motion by Councillor G. Lorentz – it was resolved: That Policy No. II-92 (Vacation) be amended as outlined in Corporate Services “ Department staff report CRPS-00-075, dated January 3, 2001; and further, That current excess earned vacation be eliminated by specific target dates or paid out to employees at a rate of 75% current salary or 50% of current salary if specific targets are not achieved.” 8. ADJOURNMENT On motion, the meeting adjourned at 11:53 a. m. Dianne H. Gilchrist Committee Administrator