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HomeMy WebLinkAboutCouncil - 2005-05-30 S SPECIAL COUNCIL MINUTES MAY 30,2005 CITY OF KITCHENER A special meeting of City Council was held at 2:42 p.m. this date, Chaired by Mayor C. Zehr and with all members present except Councillors B. Vrbanovic and J. Gazzola. Notice of this special meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. C. Ladd, Chief Administrative Officer, advised that part of this special Council meeting will be a strategic planning session which is part of a series of meetings that have been held to allow discussion on various strategic initiatives and directions being taken by the City. M. Petricevic, Manager of Projects & Energy Management, gave a presentation on the Energy Management Program which was initiated in order to manage energy usage at City facilities to ensure efficiencies and cost savings. Mr. Petricevic advised that the Program consists of: monitoring and operation of all facilities; retrofitting of existing inefficient systems and equipment; consultation on new facilities to ensure optimum energy efficiency; staff awareness and training; and, implementing new technologies as they emerge. He noted that energy consumption and expenditures from 2003 has been established as the benchmark year for future analysis of data and that this analysis would be done on a monthly basis and forwarded to building managers. Mr. Petricevic provided examples of various retrofitting projects showing the capital costs, the annual savings and the average payback in years. He also provided comparisons of energy consumption at City Hall and the Kitchener Memorial Auditorium (KMAC) for the years 2002 - 2004 showing a reduction in gas, water and hydro consumption. With respect to KMAC he noted an increase in utility usage between 2002 - 2003 which is a result of the expansion of the facility. He advised that when comparing expenditures for the three utilities between 2003 and 2004 although there was an increase in costs, the increase represented less than the rate increase which could be attributed to the Energy Management Program. He noted that the rate increase in utilities has been greater than the percentage of savings from the Energy Management Program but without the Program the expenditures would have been higher. Mr. Petricevic concluded his presentation advising that the goal of the Program is for the City to become the most energy efficient municipality in Ontario and to address: shortages of electricity and clean water; escalating costs of energy; increased pressure on the environment; and, municipal budgets. Mayor C. Zehr referred to an accounting of any savings realized from the Energy Management Program and asked whether any savings are reflected in the operating budgets. P. Houston, General Manager of Financial Services, advised that the savings would be tracked and the budgets adjusted accordingly. G. Sosnoski, General Manager of Corporate Services, advised that although the program has resulted in savings with respect to consumption the rates of the various utilities have risen greater than the savings therefore the consumption reduction may not result in a reduction in expenditures. L. Proulx, Director of Facilities Management, gave a presentation on preventative maintenance advising that the City should become more preventative in maintaining its facilities and associated equipment rather than reactive when problems arise. He advised on the benefits of a stronger preventative maintenance program such as scheduled downtime for equipment, longer lifespan for the equipment and efficiencies resulting in lower expenditures. Mr. Proulx concluded his presentation explaining that in order to implement a successful Preventative Maintenance Program an increase in staff resources would be required which could be accomplished through the reallocation of current funds. Mayor C. Zehr requested further information on the required staff resources and that this information be provided to Council in advance of the 2006 budget process. G. Sosnoski gave a presentation on space / office standards advising that the current allocation for office space within City Hall would be considered generous by today's standards. He further advised that the current configuration of offices is not efficient and does not allow for easy staff interaction to take place within a work unit. Mr. Sosnoski explained that the strategy is to gradually reconfigure office layouts, creating effective space utilization, increased occupant capacity, and create an environment that would encourage staff interaction and teamwork. He advised that implementation of this strategy would delay the need to lease or build additional office space in future. He noted that these changes would be gradual, only implemented when required and as opportunities arise and the cost would be spread over time. The goal is to increase the capacity on each floor from the current average of 42 staff members to approximately 58 staff members per floor. He concluded his presentation advising that staff would have input on any model for office reconfiguration and that a report would be brought back to Council with a detailed strategy for implementation and funding. SPECIAL COUNCIL MINUTES MAY 16, 2005 - 145 - CITY OF KITCHENER Council was in receipt of the Ouarterly Reports providing an update on the Shared Agenda, status of Capital Projects, Asset Management progress and the Infrastructure progress. Councillor M. Galloway requested an update and status report on McLennan Park by the end of June, 2005. Councillor G. Lorentz raised a question regarding the new planned Fire Station #7 and the budgeted amount for the project. L. Proulx advised that the amount budgeted is for land and vehicles as well as the new building but this amount could be reduced if it is decided to use lands currently owned by the City. L. Proulx added that a further report will be coming back to Council once a full analysis and review of the fire station is completed. In answer to several questions raised by Council, H. Gross, Director of Project Administration and Economic Investment, advised that with respect to the Grand River West Business Park, the cost of the project is not anticipated to be over budget and that funds will be recouped as the lots are sold. Regarding the report on parking solutions, Mr. Gross advised that a final draft will be prepared before the end of June, 2005. Mr. Gross further advised that the City has received verbal approval from the Region regarding the Super Build fund for an extension on the outstanding projects. Councillor G. Lorentz inquired as to the status of the industrial land development bordering the City and the Township of Woolwich. C. Ladd advised of difficulties with the Township and the developer and added that the Region is now questioning whether the lands in question are required. Mayor Zehr provided an update of the Regional meeting where the developer has advised that he wishes to develop the lands for residential uses to help pay for industrial land development. Council considered the 2005 budget submission from the Kitchener Downtown Improvement Area Board of Management (KDBA). Mr. Marty Schreiter, Executive Director, KDBA, provided Council with the 2004 audited financial statement. Moved by Councillor C. Weylie Seconded by Councillor G. Lorentz "That the 2005 budget for the Kitchener Downtown Improvement Area Board of Management, dated May 16, 2005, be approved." Carried. Council considered the 2005 budget for the Belmont Improvement Area Board of Management attached to the letter from Mr. Carmine Cappioppoli, President, dated May 18, 2005. Moved by Councillor C. Weylie Seconded by Councillor M. Galloway "That the 2005 budget for the Belmont Improvement Area Board of Management, dated May 18, 2005, be approved." Carried. Moved by Councillor J. Smola Seconded by Councillor G. Lorentz "That an in-camera meeting of City Council be held immediately following this special meeting to consider a land acquisition / disposition matter, a personal matter and two labour relations matters." Carried. On motion, the meeting adjourned at 4:13 p.m. MAYOR CLERK