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HomeMy WebLinkAboutFinance & Corp - 2001-11-19FINANCE & CORPORATE SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001CITY OF KITCHENER The Finance and Corporate Services Committee met this date, chaired by Councillor J. Ziegler, commencing at 12:23 p.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, Ms. J. Koppeser, Ms. K. Howald, Ms. K. Bimm, Ms. G. Luciantonio, Ms. F. Currier, Ms. R. Pitfield, Ms. D. Wamsley, Ms. D. Gilchrist and Messrs, J. Fielding, R. Pritchard, G. Melanson, S. Gyorffy, J. Witmer, F. Pizzuto, K. Balk, R. Gosse, R. Weber, L. Gordon, L. Lynch and D. Mansell. 1. CRPS-01-205-FESTIVAL OF THE NIGHT -REQUEST FOR FOOD VENDORS AND FOR EXEMPTION FROM MUNICIPAL CODE CHAPTER 450 (NOISE) The Committee was in receipt of Corporate Services Department report CRPS-01-205, dated November 13, 2001, with respect to a request from the organizers of Festival of the Night for a maximum of five food vendors to operate on Civic Square and on King Street in front of City Hall on December 31, 2001 and their additional request for an exemption to Municipal Code Chapter 450 (Noise). it was resolved: “That the request of the Festival of the Night Organizers for a maximum of five food vendors to operate on December 31, 2001, on Civic Square and King Street in front of City Hall, be approved, provided the necessary licence, including Health and Fire approvals, is obtained; and further, That the Festival of the Night be exempt from the provisions of the City of Kitchener Municipal Code Chapter 450 (Noise), Section 8 (Music, Singing and Pyrotechnics), during the hours of 7:30 p.m. to 12 midnight on December 31, 2001.” 2. CRPS-01-093-1466 HIGHLAND ROAD WEST -and--MUNICIPAL CODE CHAPTER 665 (PROPERTY STANDARDS FOR CRPS-01-094MAINTENANCE AND OCCUPANCY) The Committee was in receipt of two Corporate Services Department reports CRPS-01-093 and CRPS-01-094, both dated November 5, 2001, and both in respect of Property Standards issues relating to the property municipally known as 1466 Highland Road West. Mr. Lloyd Clare, the tenant at 1466 Highland Road West and Mr. Emmanual Kanellis, representing 1071745 Ontario Limited, the owner of the subject property were in attendance. Mr. Clare addressed the Committee advising that when Kaufmann Footwear went bankrupt he obtained everything he could from the bankrupt company with an eye to opening a new business. He spoke to the issue of hazardous materials noting that in his opinion the materials were not hazardous being contact cement and some acids, most of which had now been removed from the property. With respect to repairs to the building he noted that the lean-to at the back of the house is only a roof over a carport and advised that it would be torn down in a couple of years. Mr. Emmanual Kanellis addressed the Committee advising that he is aware of the problems and noted that the tenant has tried to comply with the City’s requirements. Mr. Kanellis also noted that the land is to be developed in the near future, at which time the house will be demolished. Ms. K. Bimm, Property Standards Officer, advised the Committee that she has had many conversations with the property owner and the tenant with respect to repairs to the dwelling and removal of materials. She advised that some of the flammable chemicals have been removed as well as some of the machinery, equipment and skids. Mr. Clare advised that over the summer he has removed some of the materials from the property. When questioned by the Committee, Mr. Clare advised that it would take one to two days to remove the remaining materials from the property and it would be possible to th complete this by November 25. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 125-CITY OF KITCHENER 2. CRPS-01-093-1466 HIGHLAND ROAD WEST -and--MUNICIPAL CODE CHAPTER 665 (PROPERTY STANDARDS FOR CRPS-01-094MAINTENANCE AND OCCUPANCY) (CONT’D) On motion by Councillor C. Weylie – it was resolved: “That pursuant to Kitchener Municipal Code Chapter 665 (Property Standards for Maintenance and Occupancy), a by-law be considered at the November 26, 2001 Council meeting to authorize the removal of hazardous chemicals and other dangerous materials from the interior and exterior areas of 1466 Highland Road West, at the property owner’s expense, if this has not been done by the owner on or before November 25, 2001.” - and - “That pursuant to Kitchener Municipal Code Chapter 665 (Property Standards for Maintenance and Occupancy), a by-law be considered at the November 26, 2001, Council meeting to authorize remedial repairs to the dwelling at 1466 Highland Road West, as set out by the Property Standards Order, as well as the removal of waste material from the property, at the property owner’s expense, if this has not been done by the owner on or before November 25, 2001.” 3. CRPS-01-208-APPOINTMENT TO THE KITCHENER PUBLIC LIBRARY BOARD The Committee was in receipt of Corporate Services Department report CRPS-01-208, dated November 15, 2001, with respect to the need to appoint a member to the Kitchener Public Library Board. On motion by Councillor B. Vrbanovic – it was resolved: “That appointment of a member to the Kitchener Public Library Board be deferred and ; and further, referred to the Council meeting of December 10, 2001 That the Deputy City Clerk re-advertise for appointments to the Library Board and present all applications to Council on December 10, 2001.” 4. CRPS-01-201-INTEGRATED INFRASTRUCTURE MANAGEMENT SYSTEM (IIMS) -EXPANSION TO INCLUDE COMMUNITY SERVICES AND FACILITIES MANAGEMENT The Committee was in receipt of Corporate Services Department report CRPS-01-201, dated November 13, 2001, recommending that the implementation of the Integrated Infrastructure Management System be expanded to the Community Services Department and Facilities Management, with the necessary funding being referred to Budget deliberations. Ms. K. Howald and Ms. P. Houston were in attendance to present the report and a brief PowerPoint presentation with respect to the advantages of the Integrated Infrastructure Management System, and its expansion to other departments and functions within the Corporation. On motion by Mayor C. Zehr – it was resolved: “That the implementation of the IIMS (Integrated Infrastructure Management System) be expanded to the Community Services Department and Facilities Management; and further, That the necessary capital and operating funding for expansion of this system, as outlined in Financial Services Department report FIN-01-201, be referred to the Budget process.” FINANCE & CORPORATE SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 126-CITY OF KITCHENER 5. FIN-01-038-2002 COMPREHENSIVE FEE REVIEW The Committee was in receipt of Financial Services Department report FIN-01-038, dated November 14, 2001, attached to which was the 2002 Comprehensive Fee Review outlining all fees and charges proposed for the year 2002 by all departments. The Committee reviewed the Comprehensive Fee Review report department by department. While reviewing the Fire Service 2002 Fees and Charges, Councillor Galloway noted that the City does not charge an administration fee or a standby fee to other municipalities that use our services, and directed staff to investigate the appropriateness of including such fees and report back to the Committee. On motion by Mayor C. Zehr – : it was resolved “That the proposed 2002 Fees and Charges, as contained in the 2002 Comprehensive Fee Review attached to Financial Services Department report FIN-01-038, be approved; and, That staff forward the Cemetery Tariff of Fees and Charges to the Ministry of Consumer and Commercial Relations for filing, in order that the proposed fees become effective January 1, 2002; and further, That Legal Services prepare the necessary by-laws to amend City of Kitchener Municipal Code Chapters for fees pertaining to licensing, planning applications and Committee of Adjustment applications.” 6. SSD-01-008- SPONSORSHIP AND FUNDRAISING PROCEDURES AND POLICIES FOR THE CITY OF KITCHENER -SPONSORSHIP AGREEMENT / SIGNING AUTHORITY The Committee was in receipt of Strategic Services Department report SSD-01-008 with respect to establishing new policies and procedures for Sponsorship and Fundraising for the City of Kitchener along with approval for a standard form Sponsorship Agreement and delegation of signing authority for this agreement to the Director of Communications and Marketing. Ms. D. Wamsley was in attendance to present the report and with the assistance of a PowerPoint presentation reviewed a document called Sponsorship and Donation Opportunities for the City of Kitchener Community Services. Mayor Zehr questioned under what circumstances would sponsorships come before Council for approval and was advised by Mr. Melanson that as outlined in Item #8 in the Procedures and Policies, Corporate Sponsor Naming/Titling of any City property and building or park elements would be reviewed on a case by case basis by the Marketing and Communications Manager, Director of Corporate Communications and Marketing and Management Committee. Following their review the Committee will make a recommendation to Council who will have final approval of all Corporate Sponsor Naming/Titling. Mr. Melanson also pointed out that procedure/policy #9 with respect to the signing of written agreements exceeding $3,000. is recommended to be delegated to the Director of Communications and Marketing and not to the Facilitator of Sponsorship and Fundraising. On motion by Councillor G. Lorentz – it was resolved: “That the Sponsorship and Fundraising Procedures and Policies, October 2001 to October 2002, attached to Strategic Services Department report SSD-01-008, be approved as amended with respect to procedure #9, to grant signing authority to the Director of Communications and Marketing rather than the Facilitator of Sponsorship and Fundraising; and further, FINANCE & CORPORATE SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 127-CITY OF KITCHENER 6. SSD-01-008- SPONSORSHIP AND FUNDRAISING PROCEDURES AND POLICIES FOR THE CITY OF KITCHENER -SPONSORSHIP AGREEMENT / SIGNING AUTHORITY (CONT’D) That the draft Sponsorship Agreement attached to Strategic Services Department report SSD-01-008 be approved for use with the Director of Communications and Marketing being given signing authority.” 7. FIN-01-037 -MUNICIPAL CODE CHAPTER 170 (PURCHASING AND MATERIALS MANAGEMENT) -PROPOSED BY-LAW TO REPEAL AND REPLACE The Committee was in receipt of Financial Services Department report FIN-01-037, dated November 5, 2001, recommending that City of Kitchener Municipal Code Chapter 170 (Purchasing and Materials Management) be repealed and replaced in the form as attached to the staff report. It was noted that on October 29, 2001, a staff report was presented to this Committee and the Committee deferred and referred the report pending review and comment by the Chief Administrative Officer. The staff report in front of the Committee this date outlined those changes made to the original report following review by the Chief Administrative Officer. Councillor B. Vrbanovic put forward a motion to adopt the staff recommendation. Councillor G. Lorentz again emphasized his desire that all local businesses should be notified for all City tenders, via e-mail. Mr. L. Gordon responded that the City has a bidders list containing 400 names and in addition all advertisements are available on the City’s web site. He also stated that to do what Councillor Lorentz is suggesting would have a substantial cost as well as time involved. Mr. J. Fielding advised that staff have looked at Councillor Lorentz’s suggestion and determined that it would be difficult administratively because of the number of quotes; although he did advise that staff would investigate this situation further. On motion by Councillor B. Vrbanovic – it was resolved: “That the City of Kitchener Municipal Code Chapter 170 (Purchasing and Materials Management) be repealed and replaced with a by-law in the form as attached to Financial Services Department report FIN-01-037.” 8. CRPS-01-210-JAKES BRAKES The Committee was in receipt of Corporate Services Department report CRPS-01-210, dated November 14, 2001, in response to Councillor Ziegler’s enquiry of the signs on Highway 6 in Espanola which prohibit the use of Jake Brakes. Councillor Ziegler identified his concern again with respect to the use of Jake Brakes specifically in reference to incidents at Sportsworld Drive and Regional Road 8. He suggested that if the municipality is not permitted to erect such signage, another option would be to lower the speed limit on the Highway. He asked that this matter be brought before Regional Council and Mayor Zehr advised that he would do so. 9. DTS-01-032-ES -NEW SIDEWALK CONSTUCTION -2002 CONSTRUCTION AND ADDITIONAL FUNDING FOR 10 YEAR CAPITAL PROGRAM The Committee was in receipt of Development and Technical Services Department report DTS-01-032-ES, dated November 13, 2001, with respect to funding required for new sidewalk installations and the need for further funding in the Capital Forecast for installation of new sidewalks. Mr. L. Lynch was in attendance to represent the staff report noting that the need for sidewalks exceeds the amount of money in the Capital Forecast. Councillor Ziegler commented on the fact that Sportsworld Drive and Gateway Park Drive FINANCE & CORPORATE SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 128-CITY OF KITCHENER have no sidewalks, which he felt should have been included as part of the development costs. 9. DTS-01-032-ES -NEW SIDEWALK CONSTUCTION -2002 CONSTRUCTION AND ADDITIONAL FUNDING FOR 10 YEAR CAPITAL PROGRAM (CONT’D) Mr. D. Mansell noted that it is not part of Council’s policy to require sidewalks in industrial and business parks. Councillor Ziegler asked that this matter be brought forward to a future Development and Technical Services Committee meeting to discuss possible amendments to the City’s policy with respect to new sidewalks, so that they would be required in industrial and business parks. On motion by Councillor B. Vrbanovic – it was resolved: “That additional funding of $1,249,000. be added to the ten year Capital Forecast for new sidewalk construction; and, That during Budget deliberations, further funding for new sidewalks be considered; and, That $200,000. be provided for new sidewalk construction in 2002; and further, That staff provide Council with a priority list of sidewalks to be constructed in 2002.” 10. DTS-01-031-ES-CONSTRUCTION COST OVER-EXPENDITURE -BLOCK LINE ROAD EXTENSION FROM HOMER WATSON BOULEVARD TO HANOVER STREET The Committee was in receipt of Development and Technical Services Department report DTS-01-031-ES, dated October 30, 2001, recommending additional expenditures of $114,149.59 for construction of Blockline Road from Homer Watson Boulevard to Hanover Street. On motion by Councillor B. Vrbanovic – it was resolved: “That additional expenditures of $114,149.59 (including G.S.T.) be approved for the construction of Blockline Road from Homer Watson Boulevard to Hanover Street.” 11. ADJOURNMENT On motion, the meeting adjourned at 4:03 p. m. Dianne H. Gilchrist Committee Administrator