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Home My WebLink AboutFinance & Corp - 2001-12-03FINANCE & CORPORATE SERVICES COMMITTEE MINUTES DECEMBER 3, 2001CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 3:05 p.m., chaired by Councillor J. Ziegler, with the following members present: Councillors G. Lorentz, J. Smola and M. Galloway. Councillors C. Weylie and B. Vrbanovic were in attendance for part of the meeting. Others Present: Ms. J. Koppeser, Ms. R. Pitfield, Ms. E. Weiss, Ms. D. Gilchrist and Messrs, R. Pritchard, M. Grummett, M. Bolger, G. Melanson and D. Paterson. 1. CRPS-01-149-LICENSING AGREEMENT -USE OF CITY PROPERTY FOR FILM LOCATIONS The Committee was in receipt of Corporate Services Department report CRPS-01-149, dated November 28, 2001, with regard to initiating a standard form Licensing Agreement with respect to the use of City owned facilities as film locations. The report also recommends that the Director of Economic Development or designate be given signing authority for this licensing agreement. it was resolved: “That use of the ‘City Property Licensing Agreement – Film Locations’, as attached to Corporate Services Department report CRPS-01-149, be approved; with the Director of Economic Development or designate being given authority to sign this Licensing Agreement on behalf of the City.” 2. CRPS-01-221-OPTIMIST CLUB OF BRIDGEPORT - PERMISS ION TO OPERATE BINGOS AT BINGO COUNTRY, 1356 WEBER STREET EAST The Committee was in receipt of Corporate Services Department reports CRPS-01-22, dated November 22, 2001, advising of the request of the Optimist Club of Bridgeport to operate bingos at Bingo Country, 1356 Weber Street East, Kitchener. it was resolved: “That the City of Kitchener has no objection to the Optimist Club of Bridgeport being granted permission to operate bingos on an ongoing basis at Bingo Country, 1356 Weber Street East.” 3. CRPS-01-217-AMENDMENTS TO COUNCIL POLICY I-580 (LOTTERY – BINGO REGULATIONS) - ADDITIO NAL BINGO REGULATIONS The Committee was in receipt of Corporate Services Department report CRPS-01-217, dated November 26, 2001, recommending changes to Council Policy I-580 (Lottery – Bingo Regulations), in light of recent changes to Provincial Regulations. it was resolved: “That the following amendments to Council Policy I-580 (Lottery – Bingo Regulations) be approved: (a) Reference to ‘Finance and Administration Committee’ be changed to ‘Finance and Corporate Services Committee’; (b) Clause 4 be repealed and replaced as follows: ‘That free bingo cards or discounts on the normal price of bingo cards shall not be given to any player. Licences will not be issued for the conduct of raffle lotteries or gaming devices at bingo games, except if event is licensed as a bazaar’; and, (c) Section 5 (d) be repealed and replaced as follows: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES DECEMBER 3, 2001- 130-CITY OF KITCHENER ‘Promotional initiatives shall be permitted to a maximum of 2% of the prize board, with prior approval of the Licensing Authority’.” 4. CRPS-01-216- REVIEW OF EMERGENCY PROCEDURES FOR CITY STAFF / CITY FACILITIES - RETENTION OF CONSULTANT The Committee was in receipt of Corporate Services Department report CRPS-01-216, dated November 23, 2001, recommending that Crisis Management Specialists Inc. be retained to review and provide recommendations relating to the City’s existing Emergency Procedures for City facilities. it was resolved: “That Crisis Management Specialists Inc. be retained to review and provide recommendations relating to the City’s existing Emergency Procedures, as identified in Expression of Interest E01 – 122, in the amount of $32,400. plus G.S.T. and reasonable disbursements.” Councillor C. Weylie entered the meeting at this time. 5. SSD-01-017-CITY OF KITCHENER COMMUNICATIONS POLICIES AND STRATEGIES The Committee was in receipt of Strategic Services Department report SSD-01-017, dated November 28, 2001, recommending Communications Policies and Guidelines for the Corporation. Ms. R. Pitfield was in attendance to present the report and answer any questions the Committee might have in this regard. Ms. Pitfield advised that there were no cost associated with the implementation of these Policies and Guidelines. On motion by Councillor M. Galloway – : it was resolved “That City of Kitchener Communications Policies and Guidelines, dated December 3, 2001, as attached to Strategic Services Department Report SSD-01-017, be approved.” 6. SSD-01-018-CITY OF KITCHENER COMMUNICATIONS PLAN 2002 The Committee was in receipt of Strategic Services Department report SSD-01-018, dated November 28, 2001, recommending that the City of Kitchener Communications Plan 2002 be adopted and implemented. Ms. R. Pitfield was in attendance and gave a PowerPoint presentation reviewing the report and the processes included in the plan. Councillor B. Vrbanovic entered the meeting at this time. Several members of the Committee congratulated Ms. Pitfield and her staff on the communications plan and spoke in support of it. Councillor Ziegler advised that initially he had concerns related to the costs of implementing this communications plan; however, his concerns have been alleviated based on Ms. Pitfield’s explanation of cost recoveries from existing operating budgets. He asked that costs to date be recorded and that changes in costs be tracked over future years. Councillor Ziegler then advised that his remaining concern is with the letter from the Mayor to be included in the newsletter, and that it not be used as a political tool. He suggested that a letter come from the Chief Administrator advising the public of the events taking place in the City of Kitchener rather than from the Mayor. Several members of the Committee voiced agreement with Councillor Ziegler that the Mayor’s message in the newsletter not be political. Councillor Galloway suggested that the message come from the Chief Administrator or be a message from all of Council. Following further discussion, it was generally agreed to leave the “message” portion of the newsletter to the discretion of staff, trusting that staff will find the right balance. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES DECEMBER 3, 2001- 131-CITY OF KITCHENER 6. SSD-01-018-CITY OF KITCHENER COMMUNICATIONS PLAN 2002 (CONT’D) On motion by Councillor B. Vrbanovic – it was resolved: “That the City of Kitchener Communications Plan 2002, attached to Strategic Services Department Report SSD-01-018, be adopted and implemented.” 7. SSD-01-016 - FINAL REPORT ON CHANGES TO HUMAN RESOURCES POLICIES The Committee was in receipt of Strategic Services Department report SSD-01-016, dated November 28, 2001, as a follow up to their report on new, amended and deleted Human Resources Policies which were considered by this Committee on September 24, 2001. The current report addressed the issues raised by this Committee in September. Staff are now seeking approval of all new, amended and deleted policies, save and accept for the proposed new policy on Employment Testing and existing policies II – 84 and II – 88, Hiring – Senior Management – Offer of Employment and Hiring Senior Management – Vacancy, for the reasons outlined in the report. Mr. D. Paterson was in attendance to represent the report and answer any questions the Committee might have in this regard. On motion by Councillor G. Lorentz – it was resolved: “That the summary of Human Resources Policy Revisions as outlined in the Policy Status – Index, dated September 17, 2001, in respect to revised, deleted and new policies be approved, with the exception of the following: · The proposed policy titled ‘Employment Testing’ is withdrawn. · Policies II – 84 (Hiring – Senior Management Offer of employment) and II – 88 (Hiring – Senior Management Vacancy) not be deleted and remain in place.” Councillor B. Vrbanovic advised that he had not been present during consideration of the Consent Agenda, and made it known that he has a pecuniary interest with respect to items 1 and 2, as noted in the agenda, as he is associated with an organization that derives funds th from bingos. He stated that he would declare his conflict at the December 10 Council Meeting at which these recommendations will be considered. . 8ADJOURNMENT On motion, the meeting adjourned at 3:50 p.m. Dianne H. Gilchrist Committee Administrator