Loading...
HomeMy WebLinkAboutFin & Corp Svcs - 2005-02-21FINANCE & CORPORATE SERVICES COMMITTEE MINUTES FEBRUARY 21, 2005 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:20 p.m. Present: Vice-Chair - Councillor M. Galloway Mayor C. Zehr and Councillors J. Smola, C. Weylie, G. Lorentz, and J. Gazzola Staff: C. Ladd, Chief Administrator Officer S. Sosnoski, General Manager, Corporate Services & City Clerk P. Houston, General Manager, Financial Services & City Treasurer F. Pizzuto, General Manager, Community Services G. Stewart, General Manager, Development and Technical Services R. Browning, Interim General Manager, Strategic Services R. Gosse, Director of Legislated Services K. Baulk, Director, Enterprises S. Adams, Director of Community and Corporate Planning L. Proulx, Director of Facilities Management R. Shamess, Director of Engineering Services M. Hildebrand, Director of Aquatics and Athletics K. Currier, Director of Operations C. Sadeler, Acting Director of Community Programs & Services B. Cheyne, General Manager of Minor Soccer J. Sheryer, Assistant City Solicitor P. Bacon, Sr. Business Development Officer P. Harris, Licensing Inspector D. Gilchrist, Supervisor, Legislated Services C. Goodeve, Committee Administrator CRPS-05-031 - PUBLIC ART WORKING GROUP - TERMS OF REFERENCE The Committee was in receipt of Corporate Services Department report CRPS-05-031, dated February 16, 2005, concerning the approval of the Public Art Working Group's Terms of Reference. On motion by Councillor G. Lorentz- it was resolved: "That the Terms of Reference for the Public Art Working Group attached to Corporate Services Department report CRPS-05-031, be approved." CRPS-05-022 - DECLARATION OF SURPLUS LAND - PART Il REFERENCE PLAN 58R-14797 The Committee was in receipt of Corporate Services Department report CRPS-05-022, dated February 3, 2005 concerning the sale of a surplus parcel of land, at Homer Watson Boulevard and Manitou Drive, to Berkshire Building Corporation. On motion by Councillor G. Lorentz- it was resolved: "That the parcel of land described as Part 1, Reference Plan 58R-14797 be declared surplus to the City's needs; and, That the land be conveyed to the registered owner of lands immediately behind Part 1 for a price of $19,312.14, plus costs of the reference plan and other incidental costs associated with this transaction; and further, That the Mayor and Clerk be authorized to execute the necessary documentation to complete the conveyance, in a form satisfactory to the City Solicitor." 3. CRPS-05-026 - 2005 STREET VENDORS BY-LAW The Committee was in receipt of Corporate Services Department report CRPS-05-026, dated February 10, 2005 regarding the 2005 Street Vendors By-law, which contains a fee increase for FEBRUARY 217 2005 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 36 - CITY OF KITCHENER CRPS-05-026 - 2005 STREET VENDORS BY-LAW (CONT'D) hot dog vendors and portrait artists; and a fee decrease for popcorn and convection vendors as compared to their 2004 fees. Mr. R. Gosse advised that the Municipal Act, 2001 requires licence fees to be based on cost recovery, and the licence fees for street vendors have been adjusted accordingly. The Municipal Act, 2001 also requires a public meeting to be held every time a change is to be made to a licensing by-law. In this regard, a public notice was placed in The Record on February 11, 2005 that a public meeting would be held this date. Last year's licensees were also advised of today's meeting. Mr. Albert Norris, Owner, Norris Bakery inquired about how the proposed By-law will affect his business's ability to sell sausages in front of the Kitchener Market. Mayor C. Zehr advised that the new by-law will not preclude Mr. Norris from selling sausages and suggested that Mr. K. Baulk meet with Mr. Norris to advise him about how he may obtain a licence to sell sausages on the street in front of the Kitchener Market. Councillor G. Lorentz inquired as to how the proposed By-law compares with other municipal Street Vendors By-laws and requested staff investigate this and report their findings prior to the February 28, 2005 Council meeting. On motion by Councillor C. Weylie - it was resolved: "That the 2005 Street Vendors By-law in the form of the draft by-law dated February 14, 2005 attached to Corporate Services Department report CRPS-05-026, be approved." SSD-05-010 - TEMPORARY EXPANSION OF BOATHOUSE RESTAURANT INTO BACK ROOM - REVISED TERMS OF REFERENCE AND FEE SCHEDULE The Committee was in receipt of Strategic Services Department report SSD-05-010, dated February 16, 2005 concerning a request by Ms. Cindy Ward, operator of the Boathouse in Victoria Park, to expand her use of the Boathouse into the backroom in accordance with changes to the Terms of Agreement and revised Fee Schedule. Ms. P. Bacon advised that Ms. Cindy Ward requested use of the backroom of the Boathouse so her restaurant's patron capacity may be increased. She noted that to facilitate Ms. Ward's request, changes will need to be made to the Terms of Agreement and Fee Schedule. Ms. Bacon added that under the new Fee Schedule Ms. Ward will be required to cover all utility costs in addition to her rental fees. Further, the revised Terms of Agreement states that Ms. Ward may use the backroom uninterrupted until May 2007, after which the City is to give 6 months notice to Ms. Ward to vacate the backroom should the City require use of the area. Ms. Bacon noted that no structural changes will be made to the backroom as a result of Ms. Ward's use. Ms. P. Bacon advised that over the winter months the Boathouse has been at 80% patron capacity; during the summer months the Boathouse's patron capacity is greater, and the opportunity to generate revenue is increased. By allowing Ms. Ward to use the backroom she can increase capacity and her potential for revenue is improved. Ms. Bacon further advised that even though this expansion represents a potential for increased revenues, the rent reduction granted by Council in the Fall 2004 was still necessary due to a large portion of the Boathouse patrons not spending a great deal of money. The revised Fee Schedule provides that after April 2005, Ms. Ward will be required to pay for the cost of all the utilities, rent and an additional sum which will increase incrementally until May 2009 as outlined in the staff report. Mayor C. Zehr commented that he is pleased to see a successful business in the Boathouse given the past difficulties surrounding that location. He stated that he supports an increase in capacity if it will ensure this business continued success. FEBRUARY 217 2005 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 37 - CITY OF KITCHENER 4. SSD-05-010 - TEMPORARY EXPANSION OF BOATHOUSE RESTAURANT INTO BACK ROOM - REVISED TERMS OF REFERENCE AND FEE SCHEDULE (CONT'D) On motion by Mayor C. Zehr - it was resolved: "That the operator of the Victoria Park Boathouse, Ms. Cindy Ward, be permitted to expand use of the Boathouse into the backroom, in accordance with the changes to the terms of agreement and revised Fee Schedule outlined in Strategic Services Department report SSD-05-010; and further, That the Mayor and Clerk be authorized to execute any necessary documentation required by the City Solicitor to complete the change to the agreement and Fee Schedule." DTS-05-033 - EXTENSION OF P.O. FOR 2004 VICTORIA STREET RECONSTRUCTION The Committee was in receipt of Development and Technical Services Department report DTS-05-033, dated February 17, 2005 regarding an extension of $940,740.12 to the final payment certificate for Purchase Order (P.O.) #P00400385 (2004 Victoria Street Reconstruction). Mr. R. Shamess advised that additional costs for this project were incurred due to extensive soil contamination in the area surrounding the former Kaufman Footwear Factory. He noted that a portion of the extension's cost will be charged to the Region of Waterloo as part of a Cost Sharing Agreement for this project. He added that the 2004 Phase of the Victoria Street Reconstruction Project has been completed. Ms. P. Houston advised that this matter is before the Committee as part of a reporting function wherein if a tender exceeds a 10% increase a report must be made to Council. Further, when construction is being done to a major road and an environmental problem of this nature exists, it is best to complete the project expeditiously; which is why this matter was not reported prior to the Project's completion. Mr. G. Stewart added that he agrees with the Committee's concerns that this matter should have been reported prior to the Project's completion; however, towards the end of last year numerous negotiations were taking place with the contractor regarding the extension to the purchase order, which delayed the reporting of this matter. Councillor J. Gazzola questioned why the report shows a balance of $3.6 million and was advised that the total Victoria Street Reconstruction Project is being completed in 3 phases; the 2004 portion being the second phase, with the final phase anticipated for completion by the end of 2005. Further, the budget for Phase III is estimated at $4.5 million. Councillor Gazzola voiced concerns that the budget for this project has been exceeded by a third of the anticipated budget. On motion by Councillor C. Weylie - it was resolved: "That Purchase Order #P00400385, dated April 26, 2004, to Clearway Construction Inc., be extended from its original amount of $6,354,207.02 to $7,294,947.14 from available budget funds, to facilitate payment of the final payment certificate for this phase of the 2004 Victoria Street Reconstruction." CSD-05-032 - KITCHENER YOUTH SOCCER - PROGRESS REPORT - ESTABLISHMENT OF A LEGACY GRANT The Committee was in receipt of Community Services Department report CSD-05-032, dated February 10, 2005 regarding the establishment of a one time legacy grant to cover the initial costs associated with the Kitchener Youth Soccer Executive assuming the management of the soccer program from the City. Mr. M. Hildebrand provided an update on the progress of the Kitchener Youth Soccer Program and advised that both the indoor and outdoor soccer programs have exceeded expectations, with FEBRUARY 217 2005 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 38 - CITY OF KITCHENER CSD-05-032 - KITCHENER YOUTH SOCCER - PROGRESS REPORT - ESTABLISHMENT OF A LEGACY GRANT (CONT'D) high registrations and revenues. He added that renovations to the Budd Park Soccer Facility have been completed and the Kitchener Youth Soccer Advisory Board has developed a structure to facilitate the transfer of the program's management to the Kitchener Youth Soccer Executive by January 2006. Mr. Hildebrand stated that the purpose of the $25,000. legacy grant is to assist the executive with the transition of management and their initial start up costs. In response to questions, Mr. M. Hildebrand advised that the $25,000. legacy grant will be comprised of up to $10,000. of the net profits from the 2004 soccer programs and up to $15,000. of the potential net profits from the 2005 soccer programs. Mayor C. Zehr suggested that the recommendation in the staff report be changed to clarify what is being requested. Responding further, Mr. Hildebrand stated that the 2005 portion of the legacy grant funding is dependent upon the program meeting its budget projections. Ms. P. Houston advised that the Finance Department has reviewed this grant request and the 2004 books have yet to be closed; as such, the legacy grant proposal can be accommodated. She added that the monies being requested would have otherwise gone into the City's surplus. Mr. Hildebrand further advised that the Kitchener Youth Soccer Executive will be made up of current Advisory Board Members and at present the Executive is not equipped to assume managing authority. He added that the problems faced by the previous Kitchener Soccer Association were due to their operating outside of their organizational policy parametres. Councillor J. Gazzola inquired as to why the distribution of the legacy grant is based on need and request and questioned if the grant is set up previous to the transition of management would the new Executive automatically request the grant. Mr. M. Hildebrand advised that it is the intent of the new Executive not to require the City's assistance; however, if a need is identified the Executive would like the ability to request this grant. Further, the Executive would have to demonstrate to staff a need exists prior to them receiving the legacy grant. He added that staff discussed providing the Executive with a loan to assist them with their initial start-up costs; however, given the history surrounding youth soccer in Kitchener, staff were of the opinion that the establishment of the legacy grant was the best option. Councillor Gazzola expressed concern with the establishment of the legacy grant as a reserve fund without an established need and advised it would set a dangerous precedence. Mr. Hildebrand advised that the situation surrounding the City's soccer program is unique and he did not believe that grants of this nature will become common practice within the City. Councillor Gazzola directed staff to provide an estimate of in-kind costs provided to Kitchener Youth Soccer and report their findings prior to the February 28, 2005 Council meeting. Councillor J. Gazzola advised that based on the present information he does not support the establishment of the legacy grant as he believes the current soccer program focuses too heavily on indoor soccer, similar to the actions of the previous soccer program. Mayor C. Zehr stated that initially this Committee had agreed Kitchener Youth Soccer should focus primarily on outdoor soccer activities; however, the City also has a goal that all of its facilities are to be utilized to their maximum potential, which is being done by the current program in part because of the indoor component. He stressed that conditions need to be in place so the current soccer program does not get into the same trouble as the previous one, and agreed that if the previous program had stuck to their organizational policies they would still be in existence today. Councillor G. Lorentz agreed with the Mayor regarding the program use of indoor facilities and thanked all those involved in ensuring there are Youth Soccer Programs in the City of Kitchener. On motion by Councillor G. Lorentz- it was resolved: "That a one time legacy grant in the amount of $25,000. be established for Kitchener Youth Soccer for January 2006 to consist of: · up to $10,000. of the net profit realized from the 2004 soccer program; and, · up to $15,000. of the net profit projected in the 2005 soccer program, the final amount depending on the actual budget achieved; and further, FEBRUARY 217 2005 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 39 - CITY OF KITCHENER CSD-05-032 - KITCHENER YOUTH SOCCER - PROGRESS REPORT - ESTABLISHMENT OF A LEGACY GRANT (CONT'D) That this legacy grant be provided to the Kitchener Youth Soccer Executive for initial costs associated with assuming the management of the soccer program, if there is an identified need and request." C,~D-05-031 - WINTER ,~TORM CONTROL RE,~PON,~E The Committee was in receipt of Community Services Department report CSD-05-031, dated February 9, 2005 regarding an overview of the readiness of the City's Operations Division to respond to winter snow/ice events. Mr. K. Currier advised of a correction to page 4 of the staff report that the actual expenses for the 2004 winter control activities were $3,135,261. Mr. Currier then provided an overview of the Operations Division's 2005 winter control activities. He stated that the storm which occurred just before Christmas brought an amount of snow that has not been seen for 8 to 10 years. He added that events of this nature allow the Division to evaluate what works well, and what may need improvement. Mr. Currier advised that as a result of evaluation, staff are looking into purchasing back-up equipment and have installed a new phone line as a means of improving their communications system. In response to questions, Mr. K. Currier advised that staff are willing to make greater use of the Internet and other forms of media. Councillor J. Gazzola requested that staff post a Snowplow Route Map on the City's Website so citizens will know what priority their streets have and when they might expect to be plowed. Mr. Currier further advised that 28% of the City's Snow Response Budget has been spent thus far and it is staff's goal to have 24% of the budget remaining after April to accommodate snowfall events in the fall of 2005. ADJOURNMENT On motion, the meeting adjourned at 3:30 p.m. Colin Goodeve Committee Administrator