HomeMy WebLinkAboutFin & Corp Svcs - 2007-03-05FINANCE & CORPORATE SERVICES COMMITTEE MINUTES
MARCH 5, 2007 CITY OF KITCHENER
The Finance and Corporate Services Committee met this date, commencing at 3:34 p.m.
Present: Councillor B. Vrbanovic, Chair
Mayor C. Zehr and Councillors J. Smola, J. Gazzola and K. Galloway.
Staff: C. Ladd, Chief Administrative Officer
R. Browning, General Manager, Development & Technical Services
A. Pappert, General Manager, Community Services
T. Speck, General Manager, Corporate Services
R. Gosse, Director of Legislated Services & City Clerk
D. Chapman, Director of Financial Planning & Reporting
K. Baulk, Director of Enterprise
S. Turner, Director of By-law Enforcement
K. Currier, Director of Operations
J. Witmer, Director of Building
D. Quinn, Director of Utilities
R. Regier, Executive Director of Economic Development
J. McBride, Director of Transportation Planning
S. Williams, Assistant City Solicitor
L. Lynch, Manager of Engineering Infrastructure
R. LeBrun, Manager of Financial Planning & Reporting
S. Wright, Manager of Downtown Community Development
P. Harris, Manager of Licensing
R. Willms, Supervisor of Administration
C. Goodeve, Committee Administrator
1. CAO-07-014 -END OF MANDATORY RETIREMENT
The Committee considered Chief Administrator's Office report CAO-07-014, dated February
22, 2007 concerning the deferral of the recommendations contained in Chief Administrator's
Office Report CAO-07-002 (End of Mandatory Retirement) to the April 2, 2007 Finance and
Corporate Services Committee meeting.
On motion by Councillor J. Smola -
it was resolved:
"That notwithstanding Council's resolution of February 5, 2007, the recommendations
contained in Chief Administrator's Office Report CAO-07-002 (End of Mandatory
Retirement) be deferred to the April 2, 2007 Finance & Corporate Services
Committee meeting, pending further review by staff as to the feasibility of providing a
spending plan similar to senior management for those employees who choose to work
beyond age 65."
2. CRPS-07-033 -REQUEST FOR LIQUOR LICENCE
- HOLY SPIRIT FESTIVAL ASSOCIATION OF KITCHENER-WATERLOO
- JUNE $-10.2007
The Committee considered Corporate Services Department report CRPS-07-033, dated
February 23, 2007 concerning the issuance of a liquor licence to the Holy Spirit Festival
Association of Kitchener-Waterloo.
On motion by Councillor J. Smola -
it was resolved:
"That the City of Kitchener has no objection to a liquor licence being issued to the Holy
Spirit Festival Association of Kitchener-Waterloo for an event to be held on June 8-10,
2007 at 1548 Fischer-Hallman Road East, Kitchener; and further,
That this event be declared a "Community Festival" for the purpose of applying for a
liquor licence, since this is a traditional Portuguese celebration of their heritage and
promotes unity and understanding within our community."
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3. CRPS-07-034 -REQUEST TO OPERATE A BBO
- COUNTRY HILLS COMMUNITY CENTRE -APRIL 22, 2007
The Committee considered Corporate Services Department report CRPS-07-034, dated
February 23, 2007 concerning the operation of a refreshment stand at the annual Country Hills
Recreation Association Family Fun Day by the 32"d Kitchener Scouts group.
On motion by Councillor J. Smola -
it was resolved:
"That the 32"d Kitchener Scouts group, be approved to operate a refreshment stand at
the annual Country Hills Recreation Association Family Fun Day on April 22, 2007 at
100 Rittenhouse Road, provided the necessary licence, including Health and Fire
approvals, is obtained."
4. CRPS-07-035 -MULTICULTURAL FESTIVAL
The Committee considered Corporate Services Department report CRPS-07-035, dated
February 23, 2007 concerning the declaration of the Multicultural Festival as a "Community
Festival" and the issuance of a Temporary Retail Market Licence.
On motion by Councillor J. Smola -
it was resolved:
"That in conjunction with the Multicultural Festival and all activities connected therewith,
to be held at Victoria Park on Saturday, June 23 and Sunday, June 24, 2007, the period
of June 23 to July 1, 2007 inclusive, be declared a period of Civic Celebration in the
City of Kitchener and that this event be considered a "Community Festival" within
Kitchener, and further;
That the Kitchener-Waterloo Multicultural Festival Inc., be granted a Temporary Retail
Market Licence, provided that the necessary licence, including Health and Fire
approvals, is obtained."
5. CRPS-07-036 -SOCIAL GAMING EVENT -BETH JACOB CONGREGATION
- JUNE 20, 2007
The Committee considered Corporate Services Department report CRPS-07-036, dated
February 23, 2007 concerning the issuance of a Provincial Lottery Licence to the Beth Jacob
Congregation to conduct a social gaming event on June 20, 2007.
On motion by Councillor J. Smola -
it was resolved:
"That the City of Kitchener has no objection to a Provincial Lottery Licence being issued
to the Beth Jacob Congregation to conduct a social gaming event at the Beth Jacob
Synagogue, 161 Stirling Ave. S., Kitchener, on June 20, 2007."
6. CSD-07-005 -TRIAL DESIGNATION OF AREAS IN KIWANIS PARK AS HOT
AIR BALLOON LAUNCHING SITES
The Committee considered Community Services Department report CSD-07-005, dated
February 14, 2007 concerning the trial designation of areas within Kiwanis Park as hot air
balloon launching sites.
Ms. R. Willms advised that the Kiwanis Club has been notified and have indicated that they
have no concerns regarding this request. She stated that at the end of the trial period, staff
will review whether any complaints or concerns were raised. She added that if it is determined
that no significant concerns were identified, a report will be brought forward in 2008 to amend
Council Policy I-445 (Hot Air Balloons - On City Property) to include Kiwanis Park as an
approved site to launch hot air balloons.
As a means of potentially reducing the possibility of receiving a complaint, the Committee
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6. CSD-07-005 -TRIAL DESIGNATION OF AREAS IN KIWANIS PARK AS HOT
AIR BALLOON LAUNCHING SITES tCONT'D)
directed staff to circulate a letter to the surrounding area property owners advising them of the
use of Kiwanis Park as a launching site for hot air balloons.
On motion by Councillor J. Smola -
it was resolved:
"That staff designated areas of Kiwanis Park be approved as sites to launch hot air
balloons, subject to the applicant applying for and meeting the City's policies for
launching hot air balloons; and further,
That permission to use Kiwanis Park for this purpose be approved on a trial basis until
December 31, 2007."
7. CRPS-07-040 -SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE
RECOMMENDATION
- APPOINTMENT OF CO-CHAIR
The Committee considered Corporate Services Department report CRPS-07-040, dated
February 28, 2007 concerning the appointment of the Safe and Healthy Community Advisory
Committee Co-Chair, for a term expiring December 31, 2007.
On motion by Councillor J. Smola -
it was resolved:
"That Ms. Sabina Franzen be appointed Co-Chair of the Safe and Healthy Community
Advisory Committee, for a term expiring December 31, 2007."
8. FIN-07-025 - 2006 ANNUAL SUMMARY DRINKING WATER REPORT
The Committee considered Financial Services Department report FIN-07-025, dated February
15, 2007 concerning the 2006 Annual Summary Drinking Water report.
Mr. D. Quinn advised that on July 11, 2006 the Ontario Ministry of the Environment (MOE)
conducted an inspection of the Kitchener Distribution System and found that Kitchener was in
non-compliance as the number of microbiological samples taken did not meet sampling
requirements. He stated that the non-compliance was unexpected since Kitchener and the
other area municipalities were of the understanding that the Regional Municipality of
Waterloo's water supply is considered one large distribution system and as such combined
water distribution sampling was considered a valid means of meeting the combined total
population sampling requirements. Especially since MOE had never previously expressed a
concern through subsequent annual inspections in 2003, 2004 and 2005. Mr. Quinn outlined
that at the time of the non-compliance, Kitchener tested between 68 to 80 samples for any
given calendar month at several sites across the City and to become compliant, commencing
March 31, 2007 the frequency of sampling will be increased to 123 samples per month. Mr.
Quinn noted that this is a technical non-compliance and has no relation to Kitchener's water
quality.
Mayor C. Zehr suggested that it be communicated to the public that this was a technical non-
compliance and reaffirm the high quality of water in Kitchener.
On motion by Councillor J. Smola -
it was resolved:
"That the 2006 Summary Drinking Water Report (FIN-07-025 / A. Mick), dated February
15, 2007 be accepted as per O.Reg. 170/03 Schedule 22 of the Safe Drinking Water
Act; and further,
That a copy of the Summary Drinking Water report be provided to the Township of
Woolwich, as required by Schedule 22 of O.Reg. 170/03."
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9. CAO-07-00$ -DOWNTOWN ADVISORY COMMITTEE RECOMMENDATION
- KING STREET IMPROVEMENT PRIORITY
The Committee considered Chief Administrator's Office report CAO-07-008, dated February 9,
2007 concerning a Downtown Advisory Committee recommendation in support of expediting
the King Street improvements as outlined in the proposed Streetscape Master Plan.
Councillor J. Gazzola expressed concern with the recommendation stating that it is premature
to approve the expediting of the King Street improvements prior to consideration being given
to the Streetscape Master Plan.
Ms. S. Wright advised that the Downtown Advisory Committee reviewed the Streetscape
Master Plan Terms of Reference and based on that review they wanted to highlight their
support for an accelerated timetable for undertaking the redevelopment of King Street. Mr. L.
Lynch outlined that the Streetscape Master Plan has been budgeted for in the Economic
Development Investment Fund (EDIF) and added that staff anticipate presenting it to Council
in the fall of 2007.
A motion by Mayor C. Zehr to receive the Downtown Advisory Committee recommendation as
information, was brought forward for consideration.
Mayor C. Zehr commented that in his opinion the Committee should only indicate receipt of
the Downtown Advisory Committee recommendation at this time. He stated that due to the
potential budget implications, more information is required prior to its consideration.
At the request of Councillor B. Vrbanovic, it was agreed to defer consideration of the
Downtown Advisory Committee recommendation to a future Finance and Corporate Services
Committee meeting, to be considered in conjunction with the Streetscape Master Plan. He
then requested that this item be added to the Committee's Unfinished Business List.
On motion by Mayor C. Zehr -
it was resolved:
"That the following recommendation contained in Chief Administrator's Office report
CAO-07-008 (Downtown Advisory Committee Recommendation - King Street
Improvement Priority) be deferred to a future Finance and Corporate Services
Committee meeting to be considered in conjunction with the Streetscape Master Plan:
`That the City of Kitchener prioritize King Street improvements in accordance
with the proposed Streetscape Master Plan, specifically that the improvement to
lighting, sidewalks & plantings for King Street from Frederick Street to Victoria
Street be implemented expeditiously in 2008."'
10. PRESENTATION - EYEGO TO THE ARTS
Councillor B. Vrbanovic advised that the delegation listed on the agenda for this item was
unable to attend today's meeting and accordingly this matter has been rescheduled to a future
Community Services Committee meeting.
11. FIN-07-03$ - 2006 FINANCIAL REPORT
The Committee considered Financial Services Department report FIN-07-038, dated February
22, 2007 concerning the 2006 year-end financial report on the City's spending and revenues
as compared to the 2006 budget.
Mr. D. Chapman advised that the Gasworks statements have not been included in this report
as they have yet to be finalized. He noted that staff anticipate presenting those statements in
late March or early April 2007, once all adjustments have been determined.
Mr. R. LeBrun presented the 2006 year-end financial report, advising that as of December 31,
2006 the budget surplus was calculated at $4.46M, which he outlined as being resultant to the
following:
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11. FIN-07-03$ - 2006 FINANCIAL REPORT tCONT'D)
• unexpected supplementary property tax revenue;
• greater than expected return on investment income;
• staff gapping and efficiency recoveries;
• lower than anticipated winter maintenance expenditures due to fewer winter events;
and,
• increasing yields from engineering fees due to a higher number of subdivisions
being developed than originally anticipated.
In response to questions, Ms. A. Pappert agreed to re-circulate a previously distributed report
which addressed the Kiwanis Park deficit increases. Ms. C. Ladd advised that staff are
monitoring the Human Resources EAP expenses and if over the next year these expenses
continue to increase a permanent adjustment will be made to that program's budget. Mr. K.
Currier advised that the turf and rink maintenance budgets are created in a similar fashion to
the winter maintenance budgets, by identifying the timeframe when the largest components of
additional costs are experienced. He added that this determination then enhances the
accuracy of the forecasts for future budget submissions.
On motion by Mayor C. Zehr -
it was resolved:
"That the Financial Report as of December 31, 2006, as attached to Financial Services
Department report FIN-07-038, be received for information."
12. CRPS-07-037 -DELEGATION OF AUTHORITY TO GRANT EXEMPTIONS TO CHAPTER
450 (NOISE) OF THE MUNICIPAL CODE
- DIRECTOR OF TRANSPORTATION -CONSTRUCTION PROJECTS
WITHIN A PUBLIC HIGHWAY
The Committee considered Corporate Services Department report CRPS-07-037, dated
February 27, 2007 concerning the delegation of authority to grant exemptions to Chapter 450
(Noise) of the Municipal Code to the Director of Transportation Planning for road
reconstruction projects within public highway allowances.
Mr. S. Turner advised that currently, the Transportation Planning Division of the Development
and Technical Services Department processes all noise exemption requests for road
reconstruction projects within a public highway. He stated that at times, particularly during the
summer months, there is an insufficient amount of time to process such requests due to
Council's meeting schedule conflicting with the timelines associated with the roads project.
Consequently, some roads projects have been delayed as a result of this scheduling conflict.
In response to questions, Mr. S. Turner advised that staff within the By-law Enforcement
Division are currently reviewing Chapter 450 (Noise) with respect to several issues, including
the noise exemption process. However, it is anticipated that any report to Council will not be
presented until the fall of 2007. He added that in the meantime, to expedite the road
reconstruction process, staff are requesting the proposed delegation of authority. He noted
that Council will retain the authority to over-ride staff's approval in the event that
circumstances warrant it, such as an appeal to Council by an area resident. Mr. J. McBride
advised that once approval is granted the contractor involved would be required to provide
notification to the area residents and staff would inform Council of what has been approved.
Mayor C. Zehr advised that while he has no problem with delegating this authority, he would
prefer to see it vested with the General Manager of Development and Technical Services, as
opposed to the Director of Transportation Planning. He stated that this would provide an arms
length approval process, whereby the Director of the Division receiving the initial request for an
exemption, is not the same person to grant final approval of said exemption. He added that
he would also prefer to see this authority being exercised only in circumstances where the
timing warrants approval prior to the next scheduled Council meeting.
Councillor B. Vrbanovic advised that residents frequently contact their Councillor first when
lodging a complaint and as such he would prefer if notification were given to Council, in
particular the Ward Councillor, prior to an exemption request receiving approval.
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12. CRPS-07-037 -DELEGATION OF AUTHORITY TO GRANT EXEMPTIONS TO CHAPTER
450 (NOISE) OF THE MUNICIPAL CODE
- DIRECTOR OF TRANSPORTATION -CONSTRUCTION PROJECTS
WITHIN A PUBLIC HIGHWAY tCONT'D)
On motion by Mayor C. Zehr -
it was resolved:
"That the General Manager of Development and Technical Services be delegated the
authority to approve exemptions to the provisions of Article 450.6.1 of Chapter 450
(Noise) of the City of Kitchener Municipal Code, with respect to construction projects
within a public highway, in circumstances where the timing warrants approval prior to
the next scheduled Council meeting; and further,
That the Ward Councillor be provided advanced notification prior to the General
Manager of Development and Technical Services approving such an exemption."
13. DTS-07-03$ - 44 GAUKEL STREET SITE REMEDIATION
- REQUEST FOR CONSULTING FEES
The Committee considered Development and Technical Services Department report DTS-07-
038, dated February 19, 2007 concerning the issuance of purchase orders relative to the site
remediation occurring at 44 Gaukel Street, Kitchener.
Mr. J. Witmer advised that on Monday, February 5, 2007 Council approved Tender 06-073 for
the site remediation of 44 Gaukel Street, with consulting, air quality monitoring and analytical
testing fees anticipated for the project were included in the approved funding. He noted that
authorization for the required purchase orders is now needed to permit payment as the work
progresses. He stated that as this project is quite complex and has many different
stakeholders, in order to ensure that it runs smoothly the City has engaged the services of
consultants with experience in dealing with the various components of the project. Mr. Witmer
outlined that staff anticipate having all of the contaminated soil removed by the end of April
2007, and factoring in the backfilling of the site, the overall completion date has been set for
July 1, 2007.
On motion by Councillor J. Smola -
it was resolved:
"That purchase orders be issued for consulting, air quality monitoring, engineering and
analytical testing relative to Tender 06-073 (Site Remediation, 44 Gaukel Street) in the
amount of $2,148,035.05 (excluding GST), consisting of the following:
Frontline Environmental Management Inc. $1,130,209.25 (excluding GST);
MTE Consultants Ltd. $1,017,825.80 (excluding GST). "
14. DISCUSSION - 2007 BUDGET -POTENTIAL REDUCTIONS
Councillor B. Vrbanovic advised that this item was added to the agenda as a further
opportunity for the Committee to provide staff with input regarding potential means of reducing
the 2007 Budget. Councillor Vrbanovic opened the floor to comments and no new
suggestions were forth coming at this time.
15. ADJOURNMENT
On motion, the meeting adjourned at 4:22 p.m.
Colin Goodeve
Committee Administrator