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HomeMy WebLinkAboutFin & Corp Svcs - 2006-08-21FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:46 p.m. Present: Councillor B. Vrbanovic -Chair Mayor C. Zehr and Councillors J. Smola, G. Lorentz, J. Gazzola, M. Galloway and C. Weylie. Staff: C. Ladd, Chief Administrative Officer T. Speck, General Manager of Corporate Services P. Houston, General Manager of Financial Services and City Treasurer R. Gosse, Director of Legislated Services and City Clerk L. MacDonald, Director of Legal Services and City Solicitor D. Chapman, Director of Financial Planning and Reporting L. Proulx, Director of Facilities Management K. Currier, Director of Operations S. Turner, Director of Enforcement T. Beckett, Deputy Fire Chief F. McCrea, Assistant City Solicitor L. Lynch, Manager of Engineering Infrastructure M. Henderson, Supervisor, Engineering Asset Management R. Willms, Supervisor of Administration, Community Services S. Allen, Engineer, Design & Construction A. TenBruggencate, Facilitator of Corporate Emergency Preparedness K. Thyer, Business Systems Analyst C. Goodeve, Committee Administrator Prior to commencement the Committee welcomed Mr. Troy Speck as the new General Manager of the Corporate Services Department. 1. CRPS-06-110 - 2006 MUNICIPAL ELECTION ADVANCE VOTE DATES AND TIMES The Committee was in receipt of Corporate Services Department report CRPS-06-110, dated July 19, 2006 regarding the schedule of dates and times for the 2006 Municipal Election advance vote. Mr. R. Gosse advised that it would not be possible to hold advance votes in each of the Wards on the same day as the advance vote at the Kitchener Market, as polling location staff would be unable to quantify if an elector had also voted at a different location. He noted that staff will undertake an examination of the post-election analysis developed by AMCTO of best practices employed by other municipalities across Ontario for the 2006 Municipal Election. On motion by Councillor M. Galloway - it was resolved: "That pursuant to Section 43 (1) of the Municipal Elections Act, the following dates and times for the 2006 advance vote, be approved by By-law: Saturday, October 28, 2006 10 a.m. - 6 p.m. Wednesday, November 1, 2006 12 p.m. - 8 p.m. Thursday, November 2, 2006 12 p.m. - 8 p.m. Saturday, November 4, 2006 10 a.m. - 6 p.m." 2. CRPS-06-112 -DELEGATION OF AUTHORITY - 'LAME DUCK' COUNCIL The Committee was in receipt of Corporate Services Department report CRPS-06-112, dated July 31, 2006 regarding the delegation of authority to the Chief Administrative Officer to approve all currently unbudgeted Tenders, Expressions of Interest and Proposal Calls with a value in excess of $50,000. in the event of a `Lame Duck' session of Council. Mr. R. Gosse advised that the content of the staff recommendation is the same as that used for a similar resolution passed by Council prior to the 2003 Municipal Election. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 110 - CITY OF KITCHENER 2. CRPS-06-112 -DELEGATION OF AUTHORITY - 'LAME DUCK' COUNCIL tCONT'D) On motion by Councillor M. Galloway - it was resolved: "That the Chief Administrative Officer be granted authority to approve all Tenders, Expressions of Interest and Proposal Calls which are currently unbudgeted and with a value in excess of $50,000. for the period September 29 to December 11, 2006; and, That this authority be automatically rescinded in the event the current Council, either on September 29, 2006 (Nomination Day) or November 13, 2006 (Voting Day) is not prohibited from carrying out the activities outlined in Section 275 of the Municipal Act, 2001; and further, That any approvals granted by the Chief Administrative Officer during the above period be reported to Council for ratification at the earliest opportunity following the Inaugural Meeting of the new Council" 3. CRPS-06-114 -EXEMPTION TO CHAPTER 450 tNO1SE) -KITCHENER GOSPEL TEMPLE The Committee was in receipt of Corporate Services Department report CRPS-06-114, dated August 16, 2006 regarding a request by the Kitchener Gospel Temple for an exemption to Chapter 450 (Noise) of the City's Municipal Code. On motion by Councillor M. Galloway - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Kitchener Gospel Temple for a community Carnival and BBO on September 9, 2006, between the hours of 9:00 A.M. and 4:00 P.M." 4. CRPS-06-115 -EXEMPTION TO CHAPTER 450 tNO1SE) - 75 PINNACLE DRIVE The Committee was in receipt of Corporate Services Department report CRPS-06-115, dated August 16, 2006 regarding a request by Pat Doerr of 75 Pinnacle Drive for an exemption to Chapter 450 (Noise) of the City's Municipal Code. 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 M. Galloway - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to Pat Doerr for an outdoor wedding reception at 75 Pinnacle Drive on August 26, 2006, between the hours of 3:00 P.M. and 1:00 A.M." 5. CRPS-06-119 -EXEMPTION TO CHAPTER 450 (NOISE) -KITCHENER YOUTH ACTION COUNCIL AND UNITY JAM The Committee was in receipt of Corporate Services Department report CRPS-06-119, dated August 16, 2006 regarding a request by the Kitchener Youth Action Council (KYAC) for an exemption to Chapter 450 (Noise) of the City's Municipal Code. 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 M. Galloway - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Kitchener Youth Action Council on Friday, August 25, 2006, between the hours of 5:30 P.M. and 11:30 P.M. for the 4th Annual Unity Jam to be held in the Civic Square." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 111 - CITY OF KITCHENER 6. CRPS-06-11$ -KITCHENER YOUTH ACTION COUNCIL REQUEST TO SELL REFRESHMENTS -UNITY JAM -CIVIC SQUARE, AUGUST 25, 2006 The Committee was in receipt of Corporate Services Department report CRPS-06-118, dated August 8, 2006 regarding a request from the Kitchener Youth Action Council (KYAC) for a licence to permit the sale of refreshments during their 2006 Unity Jam in Civic Square. 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 M. Galloway - it was resolved: "That the Kitchener Youth Action Council be approved to sell refreshments at the 4th Annual Unity Jam on August 25, 2006 on the Civic Square, provided to the necessary licence, including Health and Fire approvals, is obtained." 7. CRPS-06-113 -FAIR OR EXHIBITION GAMING EVENT LICENCE FOR KITCHENER- WATERLOO OKTOBERFEST The Committee was in receipt of Corporate Services Department report CRPS-06-113, dated July 31, 2006 regarding a request by Kitchener-Waterloo Oktoberfest to hold a Fair or Exhibition Gaming Event at Bingemans' Marshall Hall from October 6 to 14, 2006. On motion by Councillor M. Galloway - it was resolved: "That the City of Kitchener has no objection to a Provincial Lottery Licence being issued to Kitchener-Waterloo Oktoberfest to hold a Fair or Exhibition Gaming Event from October 6 to October 14, 2006 at Bingamans' Marshall Hall, 425 Bingemans Centre Drive, Kitchener." 8. CRPS-06-122 -AMENDMENT TO DEVELOPMENT CHARGE CREDIT AND REIMBURSEMENT AGREEMENT - LYNDALE ESTATES LIMITED The Committee was in receipt of Corporate Services Department report CRPS-06-122, dated August 14, 2006 regarding an amendment to the Development Charge Credit and Refund Agreement between the City and Lyndale Estates Limited. Ms. F. McCrea advised that the proposed amendment ensures an equitable playing field among all parties and provides for the reimbursement of an amount equal to the development charge credit from each of the individual builders representative of the entitled development charges collected. On motion by Councillor M. Galloway - it was resolved: "That the Mayor and Clerk be authorized to execute an Amendment to the Development Charge Credit and Refund Agreement with Lyndale Estates Limited that provides for the collection of development charges on lots within the plans of subdivision owned by Lyndale Estates Limited for which building permits are yet to be issued and remittance of an amount equal to the development charges so collected to Lyndale Estates Limited in lieu of the application of development charge credits upon building permit issuance, on terms and conditions satisfactory to the City Solicitor." 9. CRPS-06-123- LIQUOR LICENCE REVIEW APPLICATION - 50 ONTARIO STREET SOUTH LEAST AFRICAN CAFE) The Committee was in receipt of Corporate Services Department report CRPS-06-123, dated August 11, 2006 regarding a review of a liquor licence application for 50 Ontario Street South (East African Cafe). FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 112 - CITY OF KITCHENER 9. CRPS-06-123- LIQUOR LICENCE REVIEW APPLICATION - 50 ONTARIO STREET SOUTH LEAST AFRICAN CAFE) tCONT'D) On motion by Councillor M. Galloway - it was resolved: "That subject to the applicant entering into an agreement with the City including certain conditions of operating a licensed establishment as set out below, that Council take no action to oppose the application for a liquor license for East African Cafe located at 50 Ontario Street South applied for by Afework Girmayie (herein referred to as the "Applicant"); and further, 1. That the Mayor and Clerk be authorized to enter into an agreement with the applicant should it be willing wherein the applicant agrees to abide by the following conditions and to request they be added to its Code of Conduct; 2. To become a member of the Kitchener Downtown Business Association's License and Entertainment Committee and attend its meetings; 3. To abide to a set 30% monthly ratio of alcohol sales to gross refreshment sales (including food and other sundries) (in other words, alcohol sales will be limited to 30% of gross refreshment sales); 4. To stop serving alcohol by 2:00 a.m. daily; 5. To notify the Clerk of the City of Kitchener in writing of any application to change the license at the time the application for the change is made to the Alcohol and Gaming Commission, and not to expand the establishment without the consent of the City's Council; 6. To comply with the Noise By-law and the Smoking By-law; and, 7. These conditions shall bind all successors, assigns and subsequent licence holders (if any)." 10. GRANT REQUEST - 2006 INTERNATIONAL TAP DANCE FESTIVAL The Committee was in receipt of correspondence from Ms. Deardra Leslie, Studio D Tap Dance Group, dated June 5, 2006 regarding a funding request to assist with costs relating to travel expenses for her group to participate at the 2006 International Tap Dance Festival in Vancouver, British Columbia. Ms. D. Leslie stated that participation at this event would not only provide international exposure for the City of Kitchener, but would also be an excellent learning opportunity for her dancers. In response to questions, Ms. D. Leslie advised that initially her funding request was apparently lost in the mail and added that she is unsure whether staff has had an opportunity to review her request. She stated that no specific funding amount is being sought and her group would be satisfied with whatever amount Council saw fit to award them. She added that her group has approached other organizations for funding, but were repeatedly informed that they do not qualify as they are a dance group. Ms. Leslie outlined that in June 2006 her group was extended an invitation to participate at the subject event; however, at that time her dance school had already disbanded for the summer and the remaining students have only been able to raise a total of $200. towards their travel expenses. She commented that if her group does not receive funding support from the City than more than half of the 9 dancers will be unable to attend. Ms. Leslie noted that while Studio D is a business, the tap dance team is an independent not-for-profit entity. She clarified that while the tap dance team operates as a not- for-profit group, it does not possess a registered non-profit status. Ms. R. Willms advised that Ms. Leslie's request for funding was sent to the Office of the Mayor and Council and was addressed to whomever it may concern, which is why is was delayed in being sent to the Community Services Department. She stated that after being notified of this group's request, Ms. A. Pappert contacted Ms. Leslie and informed her that her group does not meet the criteria for a Minor Sports Travel Assistance grant as that grant applies to individuals or groups involved in minor sports in the City of Kitchener who have qualified to compete in provincial, national or international championships. She pointed out that FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 113 - CITY OF KITCHENER 10. GRANT REQUEST - 2006 INTERNATIONAL TAP DANCE FESTIVAL tCONT'D) additionally, the grant criteria states that the event may not be of an invitational nature, which this event is and must be a recognized provincial, national or international competition, which this event is not. Ms. Willms outlined that while the funding request does not meet the required criteria; Ms. Pappert forwarded Ms. Leslie a grant application and requested that it be completed by noon on Tuesday, August 15, 2006 to provide time for a staff report to be prepared for this meeting. Ms. Willms noted that this application has yet to be received, adding that all grant requests must be supported by a fully completed application form and any required documentation. Councillor J. Gazzola advised that he was the one who forwarded the funding request to staff and requested that it be added as an agenda item even though it did not meet the prescribed criteria. He stated that considering the support Council has given to arts and culture groups in the past, it was his opinion this funding request has merit. Councillor Gazzola then requested that staff provide information outlining the City's contribution to the K-W Sports Council participation at the 2005 International Children's Games in Coventry, England, as in his recollection that funding request had similar aspects to the one currently before the Committee. Councillor B. Vrbanovic estimated that the City's contribution to the K-W Sports Council was approximately $6,000. and inquired into the typical funding provided by the City through the Minor Sports Travel Assistance grant. Ms. R. Willms advised that as this event is being held in Vancouver, the national competition criterion prescribes a maximum of $90. per competitor who is a resident of Kitchener, to a maximum of $1000. per team. Councillor J. Gazzola brought forward a motion for consideration, recommending approval of a $5,000. Minor Sports Travel Assistance grant to Studio D Tap Dance Group. Councillor M. Galloway advised that he had difficulty supporting this request as no formal application has been completed. He stated that as this group does not meet any of the prescribed criteria, awarding a grant could set a dangerous precedent. Councillor G. Lorentz added that setting such precedent could open the door for numerous other groups who do not meet the City's grant guidelines to submit funding requests. He noted that if this request is something that the Committee believes the City should support then perhaps the current grant policy should be amended, but until that time he would be hesitant to provide funding to this group. Mayor C. Zehr advised that he was not in support of the motion, adding that if the City does decide to support this group it should do so on a per capita basis. He noted that he frequently receives requests of this nature and typically responds to the group by informing them of the standard application process. Mayor C. Zehr suggested that this matter be deferred and referred for further consideration at the August 28, 2006 Council meeting to allow time for the submission of a grant application with all necessary documentation. He asked that staff also provide a comparison between this request and the support provided to the K-W Sports Council. On motion by Mayor C. Zehr - it was resolved: "That the request of Studio D Tap Dance Group for a Minor Sports Travel Assistance grant to assist with costs related to the group's participation at the 2006 International Tap Dance Festival be deferred and referred to the August 28, 2006 Council meeting." 11. REQUEST TO AMEND CHAPTER 530 tDOGS) OF THE KITCHENER MUNICIPAL CODE The Committee was in receipt of an information booklet entitled `Band Bad Owners, Not Bad Dogs' authored by Mr. Tom Price, requesting that Chapter 530 (Dogs) of the Municipal Code be amended to remove the residency prohibition on dogs identified therein as 'Pit Bulls'. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 114 - CITY OF KITCHENER 11. REQUEST TO AMEND CHAPTER 530 (DOGS) OF THE KITCHENER MUNICIPAL CODE tCONT'D) Mr. T. Price reviewed his information booklet and requested that given the difficulty associated with breed identification, the City reconsider its ban on dogs identified as 'Pit Bulls' under Chapter 530 (Dogs) of the Municipal Code. He suggested that in place of the ban that the City institute a good citizen test for all dogs residing in Kitchener. Councillor G. Lorentz suggested, and it was agreed, to refer Mr. Price's information booklet to the Legal staff for review. Councillor B. Vrbanovic pointed out that even if the City were to rescind its ban on `Pit Bulls', the Province has a similar ban in place that affects all municipalities across Ontario. 12. CRPS-06-116 -EXEMPTION TO CHAPTER 450 (NOISE) - 200 FREDERICK STREET tKITCHENER COURTHOUSE) The Committee was in receipt of Corporate Services Department report CRPS-06-116 dated August 16, 2006 regarding a request by the Ontario Reality Corporation (ORC) for an exemption to Chapter 450 (Noise) of the City's Municipal Code to permit the construction of an addition to the Provincial Courthouse at 200 Frederick Street North, with the work to be done in the evenings and overnight. Mr. Andrew Reeve addressed the Committee on behalf of residents of Ellen Street East, advising that area residents only received notification of this request on Friday, August 18, 2006 and is of the opinion that a majority of area residents either have not received notification or were given insufficient time to react to any notification that they might have received. He outlined that area residents have firsthand experience of the ORC's night construction activities at 200 Frederick Street North, adding that it is not an experience that they wish to repeat. He then provided examples of how disturbing construction activities undertaken this past April have been to the neighbourhood and requested that the Committee reject the ORC's request for an exemption. Mr. Bill Moore, ORC, advised that the nature of the work is such that various courtrooms would be rendered unusable if the work was to be done during the daytime; the potential to cause further delays to an already overburdened court system, makes night construction activities necessary. Mr. Bruce Jackson, ORC Project Manager, advised that they are unable to relocate the Courthouse activities during the construction period due to its holding cell requirement, which cannot be facilitated elsewhere. He added that while the total estimated timeframe for this project is one year, the exterior construction portion of the project, and thereby the noisiest portion, is anticipated to last for only 4 months. He stated that without an exemption work could only proceed between the hours of 5:00 pm to 7:00 pm daily, which is not a feasible timeframe with which to complete this project. In response to questions, Mr. B. Jackson advised that he did not take part in the April 2006 roofing construction project at the Courthouse, but is aware that a similar exemption to the one being request was granted for that project. He stated that in that instance, construction had started prior to the ORC submitting an exemption request and complaints were received from the adjacent residential area resulting in ORC's exemption submission. He noted that if an exemption is only granted for work to occur until 10:00 pm then that would almost double the timeframe for this project. Mr. B. Moore apologized for the public only receiving notification of their request for an exemption as of this past Friday and explained that there had been amix-up as to who was responsible for sending out the notification. He added that representatives from ORC have yet to meet with any area residents. Councillor J. Smola suggested that this matter be deferred and referred for further consideration to a future meeting of this Committee to allow time for representatives from ORC and City staff to meet with area residents. He volunteered to attend the proposed meeting to assist in developing a mutual resolution to this matter. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 115 - CITY OF KITCHENER 12. CRPS-06-116 -EXEMPTION TO CHAPTER 450 (NOISE) - 200 FREDERICK STREET tKITCHENER COURTHOUSE) tCONT'D) On motion by Councillor J. Smola - it was resolved: "That the request of the Ontario Realty Corporation (ORC) for an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code to permit construction of an addition to the Provincial Courthouse at 200 Frederick Street North, between the hours of 7:00 P.M. to 6:00 A.M. Monday to Friday and 8:00 A.M. to 6:00 P.M. Saturday and Sunday, be deferred and referred to a future meeting of the Finance and Corporate Services Committee to allow representatives of ORC and City staff to meet with area residents." 13. CRPS-06-111 - ROGERS TELEVISION PROPOSAL - INSTALLATION OF ROBOTIC EQUIPMENT IN THE COUNCIL CHAMBER The Committee was in receipt of Corporate Services Department report CRPS-06-111, dated July 21, 2006 regarding a proposal from Rogers Television to install robotic cameras and equipment in the Council Chamber. Mr. R. Gosse advised that Rogers Television have agreed to pay all of the capital costs related to this project, which was estimated at approximately $100,000. He stated that Rogers Television would retain ownership rights over the equipment, but added that City staff would be permitted to use it. He noted that issues such as responsibility for equipment replacement, will need to be addressed during the development of a formal agreement. Mr. A. TenBruggencate pointed out that like most Ontario municipalities, the Regional Municipality of Durham has had similar equipment installed and have commented that the recording quality is as good as/or better than previous broadcasts. He advised that to his understanding these cameras would not possess a red light to indicate when they are recording, and agreed to follow up with Rogers Television as to the potential to incorporate such a feature. On motion by Mayor C. Zehr - it was resolved: "That the proposal from Rogers Television to install robotic cameras in the Council Chamber, the construction of a control room and installation of associated equipment for the broadcasting and recording of Council and Committee meetings, be accepted as outlined in Corporate Services Department report CRPS-06-111, and further, That the Mayor and Clerk be authorized to execute an agreement with Rogers Television satisfactory to the City Solicitor." 14. CRPS-06-117 -PROPOSED FUTURE DEVELOPMENT OF AN ACCOUNTABILITY AND TRANSPARENCY COMMITTEE The Committee was in receipt of Corporate Services Department report CRPS-06-117, dated August 4, 2006 regarding the proposed development of an accountability and transparency committee. Mr. R. Gosse advised that staff were previously requested to report as to how an integrity commissioner position might be incorporated in the City's existing corporate structure. He stated that staff are proposing that rather than restricting the focus to that one position, a comprehensive review be undertaken with the goal of establishing policies /procedures and guidelines to meet the intent of the Ontario Legislature's Bill 130 (Municipal Statute Law Amendment Act). He outlined that in order to accomplish this complex initiative it is being recommended that a committee be struck to review the current policies, procedures and by- laws of the City and to investigate best practices of other municipalities. Mr. Gosse noted that, if approved, staff anticipates presenting a subsequent report by January 2007. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 116 - CITY OF KITCHENER 14. CRPS-06-117 -PROPOSED FUTURE DEVELOPMENT OF AN ACCOUNTABILITY AND TRANSPARENCY COMMITTEE tCONT'D) On motion by Councillor G. Lorentz - it was resolved: "That staff submit a report to the Finance and Corporate Services Committee in January 2007, outlining the structure and mandate of a Committee that will develop comprehensive policies, procedures and/or by-laws to ensure the accountability and transparency of the operations of the City including Council and City Staff." 15. FIN-06-024 -CUSTOMER INFORMATION SYSTEM (CIS) -UTILIZATION OF PROJECT RESOURCES TO INCREASE DEVELOPMENT CAPACITY AND SUSTAINABILITY OF THE CITY'S TAX I UTILITY BILLING SYSTEM The Committee was in receipt of Financial Services Department report FIN-06-024, dated August 10, 2006 regarding utilization of project resources to increase development capacity and sustainability of the Customer Information System (CIS). Ms. P. Houston advised that in 2003, Council approved aten-year budget for the CIS project, which included the availability of additional resources that could be utilized to address resource requirements of the CIS system. She then reviewed the staff recommendations and stated that there are aspects of the plan that were originally approved in 2003. Ms. Houston explained that even with what is being recommended by staff, overall the budget for the CIS system will remain within the parameters of what was originally approved. In response to questions, Ms. P. Houston advised that staff has proposed a re-examination of the CIS system in 2011 to examine possible cost saving measures that may be available by that time. She stated that due to continued legislative changes staff have been unable to fully unify the hydro and utility CIS systems. She noted that determining the total cost for the CIS system since its inception would comprise calculating both the original purchase price and regular maintenance costs thus far, which she agreed to provide at a later date. She added that it is anticipated that once the consultant's extension period is complete, staff should be able to perform the consultant's function in-house. She commented that it is premature at this time to contemplate the installation of a smart meter readers system until after all of the anticipated legislative changes affecting the provision of hydro services have been issued by the Province. Councillor J. Gazzola requested that staff provide updated figures that compare costing of Kitchener's CIS system with that of other municipalities and the private sector. Councillor B. Vrbanovic commented that he is doubtful if private sector companies would be willing to share their costing figures. At the request of Councillor G. Lorentz the following motion was Carried unanimously on a recorded vote. On motion by Councillor G. Lorentz - it was resolved: "That the following recommendations, to increase development capacity and sustainability of the City's Tax/Utility Billing System, be approved: 1. extend the contract of the CIS consultant by eighteen months, phasing out by the end of 2007; 2. as part of succession planning for the CIS consultant, add afull-time Systems Analyst position, effective November 1, 2006; 3. develop sustainability in the project team by converting the following contract positions to full-time: -two Quality Assurance positions; - three Senior Programmer positions; and, 4. add afull-time Systems Administrator position for the CIS system in 2007; and further, That the system status and overall resource plan for the CIS system is reassessed for Council's consideration in early 2011." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 117 - CITY OF KITCHENER 16. DTS-06-129 -CORPORATE CENTRAL ALARM SYSTEM BUSINESS CASE The Committee was in receipt of Development and Technical Services Department report DTS-06-129, dated August 14, 2006 regarding the Corporate Central Alarm System Business Case. Mr. T. Beckett gave a presentation reviewing the Corporate Central Alarm System Business Case, advising that the City of Kitchener operates two 24-hour dispatch centers that provide alarm monitoring and response services for City facilities, private residences and local businesses. He stated that each centers' system is not the most effective operationally, which prompted a consolidated effort to undertake this examination and develop a solution that would take advantage of current organizational assets and improve efficiencies /effectiveness of the centers overall operations. Mr. Beckett then identified a number of challenges with the current system and reviewed the recommendations outlined in the business case, designed to overcome these challenges. In response to questions, Mr. T. Beckett advised that the Central Alarm System is only one component of the operations at each dispatch center and given the uniqueness of the other work undertaken at each dispatch center it was determined that the centers should remain separate entities unto themselves. Mr. Beckett pointed out that contracting out dispatch services was examined and it was determined that it was not a cost effective or feasible alternative. Mr. K. Thyer noted that even with the implementation of the proposed recommendations, video surveillance remains outside of the scope of the Central Alarm System. On motion by Councillor G. Lorentz - it was resolved: "That the Proposed Corporate Central Alarm System Business Case, as attached to Development and Technical Services Department report DTS-06-129, be approved." 17. DTS-06-119 -ONWARD AVENUE RECONSTRUCTION REQUEST FOR ADDITIONAL CONSULTING FEES The Committee was in receipt of Development and Technical Services Department report DTS-06-119, dated August 16, 2006 regarding a request for additional engineering fees as a result of the project scope being expanded to include the removal and replacement of contaminated soil. Mr. M. Henderson advised that Engineering staff have reviewed in detail the request for increased fees for Stantec Consulting Ltd. and believe that a fee increase of $42,000. is warranted to compensate for the increased scope of this project. He stated that an analysis of the funding for this project shows that there is sufficient funding available in the original budget to cover the proposed increase and also that the construction component is currently well under budget. In response to questions, Mr. L. Lynch advised that funding is available in the projects budget to cover the increased engineering fees, adding that any funds remaining at the completion of the project will be transferred into the City's general reconstruction account. Mr. M. Henderson commented that by undertaking more advanced bore-hole testing and other pro- active steps, the whereabouts of areas containing contaminated soil should be known prior to the commencement of most future projects. On motion by Councillor J. Smola - it was resolved: "That the request for additional engineering fees of $42,000. (excluding GST), submitted by Stantec Consulting Ltd., to Expression of Interest E04-074 (Consultant Services -Onward Avenue Reconstruction), be approved." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 21, 2006 - 11$ - CITY OF KITCHENER 18. DTS-06-120 -BRENTWOOD AVENUE RECONSTRUCTION REQUEST FOR ADDITIONAL CONSULTING FEES The Committee was in receipt of Development and Technical Services Department report DTS-06-120, dated August 16, 2006 regarding a request for increased consulting fees due to the complexity of the construction process and unforeseen water table lowering requirements, which resulted in additional working days being required. Mr. M. Henderson advised that Engineering staff have reviewed in detail the request for increased fees for Totten Sims and Hubicki (TSH) and believe that a fee increase of $47,510. is warranted to compensate TSH for the increased working days on this project. He stated that an analysis of the funding for this project shows that there is sufficient funds available in the original budget and also that the construction component is currently well under budget. In response to questions, Mr. L. Lynch advised that as a result of the late start of construction, the project required phasing, originally planned over one season, to be completed in two construction seasons from late summer 2005 to the present. On motion by Councillor J. Smola - it was resolved: "That the request for additional engineering fees of $47,510. (excluding GST), submitted by Totten Sims and Hubicki, relative to Expression of Interest E05-008 (Consultant Services -Brentwood Avenue Reconstruction), be approved." 19. DTS-06-02$ -STRANGE STREET RECONSTRUCTION -CONTAMINATED MATERIAL REMOVAL The Committee was in receipt of Development and Technical Services Department report DTS-06-128, dated August 14, 2006 regarding additional engineering and construction expenditures for the removal of contaminated materials on Strange Street. Mr. S. Allen advised that Engineering staff has reviewed the expanded project scope of the Strange Street reconstruction and associated costs for coal tar removal and have determined that the amounts requested are reasonable. He stated that an analysis of the funding for this project shows that there are sufficient funds available in the original budget to pay for the expanded scope. In response to questions, Mr. S. Allen advised that he is uncertain as to why the coal tar was not discovered during initial testing; noting that even if it was, the removal fee would remain the same. He added that the only additional cost being incurred as a result of the delayed discovery of the coal tar is related to the approximate one week of down-time. He noted that the City's Legal staff will have to determine whether there is any legal recourse that can be pursued to recoup some of the extra costs incurred by the City. On motion by Councillor C. Weylie - it was resolved: "That the request for an extension to the purchase orders to account for additional engineering and construction expenditures of $15,000. and $133,000. respectively, for the removal of contaminated material on Strange Street, be approved." 20. ADJOURNMENT On motion, the meeting adjourned at 5:12 p.m. Colin Goodeve Committee Administrator