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HomeMy WebLinkAboutFin & Corp Svcs - 2005-04-04 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4. 2005 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:05 p.m. Present: Chair - Councillor B. Vrbanovic Mayor C. Zehr and Councillors C. Weylie, J. Smola, M. Galloway, G. Lorentz, and J. Gazzola. Staff: C. Ladd, Chief Administrative Officer G. Sosnoski, General Manager, Corporate Services & City Clerk P. Houston, General Manager, Financial Services & City Treasurer K. Currier, Acting General Manager, Community Services G. Stewart, General Manager, Development and Technical Services R. Gosse, Director of Legislated Services R. Pitfield, Director of Corporate Communications/Marketing D. Quinn, Director of Utilities D. Paterson, Director of Human Resources R. Upfold, Director of Accounting H. Gross, Director of Project Administration & Economic Investment J. Sheryer, Assistant City Solicitor P. Harris, Acting Manager of Licensing J. Billett, Committee Administrator Prior to commencement of this meeting, all those in attendance rose to observe a moment of silence in memory of Pope John Paul II, who passed away on April 2, 2005. 1 . CRPS-05-052 - REQUEST TO OPERATE BARBEQUES - RESURRECTION PARK - RESURRECTION NEIGHBOURHOOD ASSOCIATION The Committee was in receipt of Corporate Services Department report CRPS-05-052, dated March 8, 2005 concerning a request to operate barbeques on City property for a community yard sale on May 14, 2005. On motion by Councillor C. Weylie - it was resolved: "That the request of the Resurrection Neighbourhood Association to locate two barbeques on City property in Resurrection Park and at the intersection of Glasgow Street and Resurrection Drive, in connection with a community yard sale to be held on May 14, 2005, (rain date May 15, 2005), be approved, provided the necessary licence is obtained, including Fire and Health approvals." 2. CRPS-05-053 - REQUEST FOR A MIDWAY - 245 STRASBURG ROAD - HOMENIUK RIDES INC. The Committee was in receipt of Corporate Services Department report CRPS-05-053, dated March 30, 2005 concerning a request for permission to operate a midway at 245 Strasburg Road, from June 1 to June 5, 2005. On motion by Councillor C. Weylie - it was resolved: "That Homeniuk Rides Inc. be granted permission to operate a midway at Zellers, 245 Strasburg Road, from June 1 to June 5, 2005, subject to the following: Hou rs of 0 eration; and, Date Wednesday, June 1 Thursda , June 2 Frida , June 3 Saturda , June 4 Sunday, June 5 Start 3 :30 pm 3:30 m 3:30 m 10 am Noon Close 10:00 pm 1 0 :00 m 11 :00 m 11 :00 m 9 :00 pm FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4~ 2005 - 47- CITY OF KITCHENER 2. CRPS-05-053 - REQUEST FOR A MIDWAY - 245 STRASBURG ROAD - HOMENIUK RIDES INC. (CONT'D) That the music at the midway be turned down at 8:00 p.m., excepting those evenings preceding a school day when it shall be turned off at 8:00 p.m.; and, That the music be turned off one hour before closing time on the evenings preceding a non-school day; and further, That the required licence be obtained prior to operating the midway." 3. CRPS-05-054 - TERMS OF REFERENCE - ECONOMIC DEVELOPMENT ADVISORY COMMITTEE The Committee was in receipt of Corporate Services Department report CRPS-05-054, dated March 30, 2005 concerning revised Terms of Reference for the Economic Development Advisory Committee. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That the Terms of Reference for the Economic Development Advisory Committee, dated April 2005, attached to Corporate Services Department report CRPS-05-054 (March 30, 2005), be adopted." 4. SSD-05-013 - COMMITTEE APPOINTMENT - DOWNTOWN ADVISORY COMMITTEE The Committee was in receipt of Strategic Services Department report SSD-05-013, dated March 11, 2005 concerning an appointment to the Downtown Advisory Committee. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That Mr. Tony DiBattista be appointed to represent the Live Entertainment sector of the Downtown Advisory Committee, for a term expiring November 30, 2006." 5. SSD-05-014 - COMMITTEE APPOINTMENT - COMPASS KITCHENER The Committee was in receipt of Strategic Services Department report SSD-05-014, dated March 14, 2005 concerning an appointment to the Compass Kitchener Committee to fill a vacancy created by the resignation of Dan Williams. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That Douglas Parker be appointed to the Compass Kitchener Committee for a term to expire November 30, 2006." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4~ 2005 - 48- CITY OF KITCHENER 6. FIN-05-008 - ANIMAL CONTROL SERVICES AGREEMENT - KITCHENER-WATERLOO & NORTH WATERLOO HUMANE SOCIETY The Committee was in receipt of Financial Services Department report FIN-05-008, dated March 7, 2005 concerning an agreement with the Kitchener-Waterloo and North Waterloo Humane Society for Animal Control Services. Councillor B. Vrbanovic advised that Mr. Ward McAlister of the Kitchener-Waterloo & North Waterloo Humane Society was in attendance to answer questions. Mayor C. Zehr noted that the Animal Control Contract expired in 2003 and questioned the delay in bringing forward the new agreement. Ms. J. Sheryer acknowledged the delay in the negotiation process and advised that the second part of the staff recommendation is intended to address this issue by committing to commencing future negotiations well in advance of the expiry date. In response to questions, the Committee was advised that the change in hours of operation under the new agreement have been in effect since the summer of 2004 and have had no adverse impact; and, an agreement for the Spay Neuter Program is being negotiated separately for consideration of the Committee at a later date. On motion by Councillor G. Lorentz - it was resolved: "That the Mayor and Clerk be authorized to execute the Animal Control Services Agreement with the Corporation of the City of Waterloo and the Kitchener-Waterloo and North Waterloo Humane Society, dated January 1, 2004; and further, That negotiations relative to the next Animal Control Services Agreement commence in June 2006, prior to the end of the above Agreement." 7. DTS-05-045 - EXTENSION OF PURCHASE ORDERS (#0300972 & #0201034) - E & E SEEGMILLER - MCCORMICK-RANKIN CONSULTANTS - THISTLEDOWN STORMWATER POND RETROFIT The Committee was in receipt of Development and Technical Services Department report DTS-05-045, dated March 14, 2005 concerning several outstanding invoices and payment certificates for projects that receive funding from the WTBI-SWM Certification Deposit Account. Mr. G. Stewart advised that during review of several projects it was determined that some invoices and payment certificates for work had not been processed. He added that the consultant hired to design the retrofit of the Thistledown Stormwater Management Pond undertook additional work due to a number of extenuating circumstances, resulting in a substantial increase in fees. On motion by Mayor C. Zehr - it was resolved: "That Purchase Order #0300972 to E & E Seegmiller, dated December 2003, be increased by $50,853.52, from $478,205.36 to $529,058.88; and, That Purchase Order #0201034 to McCormick-Rankin Consultants be increased by $59,397.65, from $70,832.93 to $130,230.58; and further, That the required funds be taken from Index Code 315905 - WTBI-SWM Certification Deposit." 8. CRPS-05-048 - CONSOLIDATED MAINTENANCE FACILITY At the March 7, 2005 Finance and Corporate Services Committee meeting, Councillor G. Lorentz gave Notice of Motion that he would introduce the following motion for consideration this date, relative to the proposed Consolidated Maintenance Facility (CMF): FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4~ 2005 8. CRPS-05-048 - CONSOLIDATED MAINTENANCE FACILITY (CONT'D) - 49- CITY OF KITCHENER "That subject to the City receiving confirmation of receipt of the required Federal Gas Tax revenue, staff be directed to proceed with construction of a Consolidated Maintenance Facility (CMF) at the Strasburg - Huron site for occupancy in the Summer of 2007, as outlined in the CMF business case dated November, 2004; and further, That notwithstanding the above proviso in relation to the Gas Tax revenue, staff be directed to immediately begin the preliminary design process to facilitate project completion by the Summer of 2007." The Committee was in receipt of Corporate Services Department report CRPS-05-048, dated March 21, 2005 in which additional information is provided concerning the CMF proposal relative to third party review of the business case and anticipated efficiencies; clarification of capital cost figures; schedule of major projects stages and timing through the summer of 2007; and feasibility of constructing an environmentally sensitive building. Mr. Bob McColl, Kitchener resident, questioned statements made by Councillor M. Galloway In a recent newspaper article concerning public ranking of the CMF proposal in context of all capital projects. He advised that as a member of the Community Capital Investment Team (CCIT), the CCIT ranked the facility 10th out of 21 capital projects, as opposed to 18th out of 29 as referred to in Councillor Galloway's article. Mr. McColl commented on costs associated with the proposal suggesting that given the number of major projects ongoing and the potential impact to municipal taxes, the Gas Tax Rebate would be better used to pay for infrastructure replacement already committed to in the Capital Forecast. Mr. McColl asked that the Committee give serious consideration to an independent third party review and suggested that an Ad Hoc Committee be formed, comprising the Economic Development Advisory Committee, Compass Kitchener and Concerned Citizens, to debate this issue. In response to Mr. McColl, Councillor M. Galloway acknowledged that reference to the ranking of the CMF proposal was that of Council and staff, and relates to the 1 O-Year Capital Forecast as opposed to the 2004 Budget. Mayor C. Zehr requested that staff provide information prior to the April 11, 2005 Council meeting concerning the timing within the 10-Year Capital Forecast of projects that ranked ahead of the CMF proposal. Mr. G. Sosnoski advised that the City's lease at the Regional Transit Centre (Strasburg Road) will expire in June 2007; transfer of the Chandler storage yard to the Region is scheduled for June 30, 2009; and the remaining administrative building at Chandler is to be transferred in 2020. Mayor C. Zehr questioned the potential to extend the Transit Centre lease to which Ms. P. Houston advised that the lease had already been extended from January to June 2007, in keeping with the Region's building plans, and having had further discussions with the Region as recent as one month ago, was of the opinion that the Region remains firm in its timeline. Councillor G. Lorentz requested that staff review previous reports / meeting minutes and provide an update to Council prior to the April 11 Council meeting as to how this project has evolved over the past several years. Councillor G. Lorentz then withdrew his Notice of Motion and in its place introduced 2 new recommendations for consideration and requested that they be considered as 2 separate motions. The first motion asks that support be given to the concept of consolidation of the current four-site maintenance facility model into a one or two site facility model; and the second, asks that the CAO report to the April 11, 2005 Council meeting as to a process and timeline to gather additional information with respect to specific issues outlined in the motion. Councillor G. Lorentz stated that the additional information is intended to enhance ability to formulate a decision regarding this matter and includes development of a plan to build community awareness of this project. He added that given commitments to vacate several maintenance sites, there is a need to consider alternatives for replacement facilities. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4~ 2005 8. CRPS-05-048 - CONSOLIDATED MAINTENANCE FACILITY (CONT'D) - 50- CITY OF KITCHENER Councillor M. Galloway suggested that the first motion should include spending parameters for the project as clear direction to staff. Councillor G. Lorentz stated that costing would result from investigation of the issues to be considered under the second motion and the intent of the first motion was to simply determine support for the concept of consolidation of existing sites into a one or two site facility model. Mayor C. Zehr spoke in favour of the motions, commenting that a recent tour of existing maintenance facilities demonstrated extensive inefficiencies and the need for improvement. With regard to the second motion, he suggested that as part of the proposed plan to build community awareness, a public open house be included to allow the community to view existing facilities. Councillor J. Gazzola spoke in opposition to the first motion, as in his opinion it was premature as evidenced by the second motion, which recognizes that questions still need to be answered. He advised that he would support the second motion as it allows for more information to be gathered and slows down the decision process. Councillor C. Weylie spoke in favour of the motions, commenting that the City has responsibility to provide the services undertaken by maintenance operations, to which the first motion recognizes the need to build facilities that will allow the services to be provided and staff to be more productive and efficient. Councillor M. Galloway advised that he was not convinced that there is immediate need because of commitments made to vacate certain facilities, given the facilities in question represent only 1 or 20/0 of the actual land mass. He suggested that other solutions should be pursued and encouraged an independent review. Councillor B. Vrbanovic commented that expert understanding is not necessary to realize that the existing facilities are an inefficient use of taxpayers' dollars and it is time to consider alternatives. He agreed that the first motion recognizes this need and was of the opinion that a solution could be found to provide an affordable facility that would still enable services to be provided in an efficient, cost effective manner. Councillor Vrbanovic also agreed with the importance of bringing public awareness to the community regarding this project. Notwithstanding that it was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this date; it was agreed that any recommendation from this Committee would be considered at the regular Council meeting to be held April 11, 2005. The following motion was Carried on a recorded vote with Mayor C. Zehr and Councillors B. Vrbanovic, J. Smola, G. Lorentz and C. Weylie voting in favour and Councillors J. Gazzola and M. Galloway voting in opposition. On motion by Councillor G. Lorentz - it was resolved: "That Council supports the consolidation of Kitchener's current four-site maintenance facility model into a one or two site facility modeL" The following motion was Carried, unanimously, on a recorded vote. On motion by Councillor G. Lorentz - it was resolved: "That the Chief Administrative Officer (CAO) report to the April 11, 2005 Council meeting as to process details and suggested timelines to gather additional information pertaining to a new maintenance facility model, and that the following issues be considered in the CAO's report: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 4~ 2005 8. CRPS-05-048 - CONSOLIDATED MAINTENANCE FACILITY (CONT'D) - 51 - CITY OF KITCHENER . consideration of obtaining independent advice on the business case developed thus far and in addition to the work of the City staff team and the external reviews conducted by Hanscomb Limited, cost consultants, and Giffels Associates Limited; . a review of the business approach surrounding a one or two facility model as well as sites which may be appropriate for either of these models; . a review of the most appropriate funding mechanisms for such facility(ies); . a detailed review of the ongoing operational costs of proposed models including substantiating the anticipated cost savings if they form part of the rationale for the business model; . an examination of other sources of funds which may be considered like the Federation of Canadian Municipalities' Green Funds for possible inclusion in the budget for a new project; and, . a plan to build awareness about this project with the community." 9. ADJOURNMENT On motion, the meeting adjourned at 3:05 p.m. Janet Billett Committee Administrator