Loading...
HomeMy WebLinkAboutFinance & Corp - 2002-10-07FINANCE & CORPORATE SERVICES COMMITTEE MINUTES OCTOBER 7~ 2002 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, chaired by Councillor B. Vrbanovic, commencing at 4:48 p.m., with the following members present: Mayor C. Zehr and Councillors M. Galloway, G. Lorentz, J. Smola, and C. Weylie. Others Present: Ms. P. Houston, Ms. S. Adams, Ms. R. Pitfield, Ms. K. Kugler, Ms. D. Gilchrist and Messrs. J. Fielding, R. Pritchard, G. Stewart, F. Pizzuto, R. Gosse, G. Melanson, K. Baulk and M. Petrocevic. CSD-02-210 - FACILITY RENTAL AGREEMENT (ICE FLOOR) - REVISIONS TO TERMS AND CONDITIONS The Committee was in receipt of Community Services Department report CSD-02-210, dated September 30, 2002, with respect to a pre-approved contract for Facility Rental Ice and Floor time. It is noted in the report that the current "Terms and Conditions - Ice Rental Agreement - Casual or Seasonal Ice" has been revised with the assistance of Legal Services to improve the agreement for renting floor and ice time. It was resolved: "That the use of 'Terms and Conditions - Facility Rental Ice or Floor' in the form as attached to Community Services Department report CSD-02-210, as a pre-approved contract for the rental of ice and floor time at City facilities be approved, and facility staff be authorized to sign the agreement." CSD-02-208 - LICENCE TO OPERATE AN EVENT AGREEMENT - KITCHENER MEMORIAL AUDITORIUM COMPLEX - REVISIONS TO TERMS AND CONDITIONS (PART B) The Committee was in receipt of Community Services Department report CSD-02-208, dated September 27, 2002, recommending a revised "License to Operate an Event Agreement at the Kitchener Memorial Auditorium Complex". It was noted in the report that Council had approved, on February 4, 2002, a pre-approved agreement of this nature, but event promoters and organizers had several comments and concerns with respect to some of the terms in Part B of the agreement. Following discussion with Legal Services, some revisions to Part B of the agreement have been amended and are before the Committee today for approval. It was resolved: "That the revised 'Licence to Operate an Event Agreement at the Kitchener Memorial Auditorium Complex', in the form as attached to Community Services Department report CSD-02-208, as a pre-approved agreement for all events located at the Kitchener Memorial Auditorium Complex, be approved; and further, That the Director of Enterprise, Community Services or the Manager of the Kitchener Memorial Auditorium Complex be authorized to sign the agreement on behalf of the City." CSD-02-209 - COMMUNITY ARENAS RINK ADVERTISING AGREEMENT - BOARDVIEWADVERTISING INC. - AMENDMENT TO EXTEND TERM OF AGREEMENT The Committee was in receipt of Community Services Department report CSD-02-209, dated September 27, 2002, recommending an additional 2 year term to the existing advertising agreement with Boardview Advertising Inc. with respect to board and lobby advertising in the City's five community arenas. 3. CSD-02-209 - COMMUNITY ARENAS RINK ADVERTISING AGREEMENT FINANCE & CORPORATE SERVICES COMMITTEE MINUTES October 7~ 2002 - 83- CITY OF KITCHENER - BOARDVIEWADVERTISING INC. - AMENDMENT TO EXTEND TERM OF AGREEMENT (CONT'D) It was resolved: "That an amendment to the existing Community Arena's Rink Advertising Agreement with Boardview Advertising Inc., be approved to provide for an additional 2 year term from December 16, 2002 to December 16, 2004; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the amending agreement with Boardview Advertising Inc." CSD-02-204 - GRANT REQUEST AND ENCROACHMENT AGREEMENT - WHISPERWOOD COURT GARDEN CLUB / COMMUNITY GARDEN The Committee was in receipt of Community Services Department report CSD-02-204, dated September 24, 2002, recommending a grant in the amount of $950. to the Whisperwood Court Garden Club for the start-up of the Whisperwood Court Community Garden, pursuant to Council Policy 1-272, and an encroachment agreement to allow the community garden to be located on the Whisperwood Court cul-de-sac bulb. It was resolved: "That pursuant to Council Policy 1-272, a one-time contribution in the amount of $950. be approved for the Whisperwood Court Garden Club for the start up of the Whisperwood Court Community Garden as follows: a) Services in-kind (transport topsoil, woodchips and sod stripping) $450. b) Cash Grant $500; and further, That the Mayor and Clerk be authorized to execute any necessary agreements with the Whisperwood Court Garden Club, satisfactory to the City Solicitor, to allow the Whisperwood Court Community Garden to be located on the Whisperwood Court cul-de- sac bulb." CSD-02-202 - GRANT REQUEST AND ENCROACHMENT AGREEMENT - EVERWOOD RUN GARDEN GROUP / COMMUNITY GARDEN The Committee was in receipt of Community Services Department report CSD-02-202, dated September 24, 2002, recommending a grant in the amount $980. to the Everwood Run Garden Group for the start-up of the Everwood Run Community Garden, pursuant to Council Policy 1- 272, as well as an encroachment agreement which will permit the community garden to be located on the Everwood Run cul-de-sac bulb. It was resolved: "That pursuant to Council Policy 1-272, a one-time contribution in the amount of $980. be approved for the Everwood Run Garden Group for the start up of the Everwood Run Community Garden as follows: a) Services in-kind (transport topsoil, woodchips, sod stripping and rototilling) $480. b) Cash Grant $500; and further, That the Mayor and Clerk be authorized to execute any necessary agreements with Everwood Run Community Garden Group, satisfactory to the City Solicitor, to allow the Everwood Run Community Garden to be located on the Everwood Run cul-de-sac bulb." CSD-02-203 - GRANT REQUEST AND ENCROACHMENT AGREEMENT FINANCE & CORPORATE SERVICES COMMITTEE MINUTES October 7~ 2002 - 84- CITY OF KITCHENER - QUAIL HOLLOW GARDEN GROUP / COMMUNITY GARDEN The Committee was in receipt of Community Services Department report CSD-02-203, dated September 23, 2002, recommending a grant in the amount of $980. to the Quail Hollow Garden Group for the start-up of the Quail Hollow Community Garden, pursuant to Council Policy 1-272. The report also recommends an encroachment agreement to allow this community garden to be located on the Quail Hollow cul-de-sac bulb. It was resolved: "That pursuant to Council Policy 1-272, a one-time contribution in the amount of $980. be approved for the Quail Hollow Garden Group for the start up of the Quail Hollow Community Garden, as follows: a) Services in-kind (transport topsoil, woodchips and sod stripping) $480. b) Cash Grant $500; and further, That the Mayor and Clerk be authorized to execute any necessary agreements with the Quail Hollow Garden Group, satisfactory to the City Solicitor, to allow the Quail Hollow Community Garden to be located on the Quail Hollow cul-de-sac bulb." CRPS-02-231 - COUNCIL / STANDING COMMITTEE 2003 MEETING SCHEDULE The Committee was in receipt of Corporate Services Department report CRPS-02-231, dated September 20, 2002, recommending the 2003 meeting schedule for Council and Standing Committee meetings. It was resolved: "That the proposed 2003 schedule of Council and Standing Committee meetings contained in Corporate Services Department report CRPS-02-231, be approved." FIN-02-037 - WAIVER OF PROCEDURE TO HIRE ENGINEERING CONSULTANT TILT DRIVE WATERMAIN The Committee was in receipt of Financial Services Department report FIN-02-037, dated September 25, 2002, recommending that Council waive its normal procedure for hiring an Engineering Consultant and retain Stantec Consultant Limited to undertake the design and contract administration for the installation of a water main on Tilt Drive. It was resolved: "That the normal procedure for hiring an Engineering Consultant be waived and Stantec Consulting Limited be retained to undertake the design and contract administration for the installation of a water main on Tilt Drive from Daan Mills Drive to Daan Village Road in conjunction with the Daan Village Road Realignment already underway by Stantec Consulting Limited." CSD-02-213 - KITCHENER MEMORIAL AUDITORIUM COMPLEX BUDGET OVEREXPENDITURE OPTIONAL UPGRADE PROJECTS The Committee was in receipt of Community Services Department report CSD-02-213, dated September 30, 2002 recommending an overexpenditure of $190,000. on the Kitchener Memorial Auditorium Complex project. The report also outlines optional upgrades for the Kitchener Memorial Auditorium Complex for the Committee's consideration, and if approved, recommends that the upgrades be funded by increasing the approved project debenture amount, to be recovered through revenues derived from the business plan for the project. 9. CSD-02-213 - KITCHENER MEMORIAL AUDITORIUM COMPLEX FINANCE & CORPORATE SERVICES COMMITTEE MINUTES October 7~ 2002 - 85- CITY OF KITCHENER BUDGET OVEREXPENDITURE OPTIONAL UPGRADE PROJECTS (CONT'D) Mr. M. Petrocevic explained the overexpenditures and optional upgrade projects. He advised the lower Stirling lot could be paved without removing the organic material; however, it would require annual maintenance. He also advised that had the contractor undertaken this work, the cost would have been in excess of $200,000. By doing the work through Winter Works, the cost is reduced to $85,000. Mr. Petrocevic stated it would be beneficial to replace the freight elevator at this time rather than disrupt service once the project is complete, noting the freight elevator currently requires regular maintenance and repair. Councillor Lorentz advised he heard rumours that staff are attempting to renegotiate contracts with Auditorium boxholders in order to pay for these overexpenditures. Mr. Baulk assured the Committee that no changes are being requested or made to boxholder contracts. The over- expenditures will be paid from long term revenues. Mr. Baulk also noted that by replacing the freight elevator at this time, it will be paid from long term revenues and not the tax base. When questioned by the Committee, Ms. P. Houston advised she has no concerns with respect to financing these overexpenditures. Members of the Committee commented on cost estimates for capital projects and the lack of original signatures on staff reports, which Mr. Fielding was asked to take under advisement. On motion by Councillor G. Lorentz - it was resolved: "That the overexpenditure of $190,000. for the Kitchener Memorial Auditorium Complex be approved; and, That the Kitchener Memorial Auditorium Complex optional upgrades project, as outlined in Community Services Department report CSD-02-213 be approved; and further, That the optional upgrades be funded by increasing the approved projects debenture amount, to be recovered through revenue derived from the business plan for the project." Carried Unanimously 10. FIN-02-038 REVISED 2002 DEBENTURE FUNDING PROPOSED BY-LAW The Committee was in receipt of Financial Services Department report FIN-02-038 recommending a by-law to revise 2002 debenture funding. It was noted by Ms. P. Houston that the by-law would be considered at the special Council meeting later this date rather than the Council meeting of October 21,2002, as noted in the staff report. Ms. Houston also advised that the required debenture funding for the Kitchener Memorial Auditorium is now $7,186,200. 10. FIN-02-038 REVISED 2002 DEBENTURE FUNDING PROPOSED BY-LAW (CONT'D) FINANCE & CORPORATE SERVICES COMMITTEE MINUTES October 7~ 2002 - 86- CITY OF KITCHENER On motion by Councillor G. Lorentz - it was resolved: "That a by-law be considered at the October 7, 2002 Special Council meeting, in the form as attached to Financial Services Department report FIN-02-038, authorizing revised 2002 debenture funding as follows: increase debenture funding by $2,117,000 for Resurfacing of City Streets, $101,000 for the Market, and reduce debenture funding by $2,218,000 for the Stanley Park Community Centre, with the overall total tax supported debenture financing unchanged; and, That the 2002 non-tax supported debentures to be issued for the Doon Golf Club House Expansion, $1,102,000, Charles/Benton Parking Garage, $2,600,000, Doon Mills Road, $3,100,000, Shirley Avenue/Lackner Boulevard, $1,800,000, be deferred and issued when required; and further, That non-tax supported debt for Kitchener Memorial Auditorium Complex, $7,186,200, be issued in 2002." 11. ADJOURNMENT On motion, the meeting adjourned at 5:30 p.m. Dianne H. Gilchrist Committee Administrator