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HomeMy WebLinkAboutFin & Corp Svcs - 2006-04-10FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:02 p.m. Present: Councillor V. Vrbanovic -Chair Mayor C. Zehr and Councillors G. Lorentz, M. Galloway and C. Weylie. Councillors J, Gazzola and J. Smola entered the meeting shortly after its commencement. Staff: C. Ladd, Chief Administrator M. Grummett, Interim General Manager, Corporate Services P. Houston, General Manager, Financial Services & City Treasurer R. Browning, General Manager, Development & Technical Services & Fire Chief A. Pappert, General Manager, Community Services S. Adams, Director of Community & Corporate Planning D. Chapman, Director of Financial Planning & Reporting D. Paterson, Director of Human Resources H. Gross, Director of Project Administration & Economic Investment D. Quinn, Director of Utilities K. Currier, Director of Operations J. Sheryer, Assistant City Solicitor M. May, Senior Public Affairs Officer T. Turner, Manager Employee Strategies P. Harris, Manager of Licensing D. Gilchrist, Committee Administrator 1. CRPS-06-04$ -REQUEST FOR LIQUOR LICENCE -JUNE 9-11, 2006 - HOLY SPIRIT FESTIVAL ASSOCIATION OF K-W The Committee considered Corporate Services Department report CRPS-06-048, dated March 27, 2006, recommending that the Holy Spirit Festival to be held on June 9 - 11, 2006, be declared a "Community Festival", and the City not object to a Liquor Licence being issued for this event. On motion by Councillor G. Lorentz - 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 9-11, 2006 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." 2. CRPS-06-049 -REQUEST TO SELL FOOD AND ALCOHOL - GREEK FOOD FESTIVAL -JUNE 10 & 11, 2006 - 527 BRIDGEPORT ROAD EAST, KITCHENER The Committee considered Corporate Services Department report CRPS-06-049, dated March 28, 2006, recommending that the Greek Food Festival, to be held on June 10 & 11, 2006, be declared a "Community Festival", and that they be given permission to operate a Place of Refreshment. On motion by Councillor G. Lorentz - it was resolved: "That the Greek Orthodox Community of Saints Peter and Paul Church Kitchener- Waterloo & District, be granted permission to operate a Place of Refreshment on their premises at 527 Bridgeport Road East, Kitchener on June 10 & 11, 2006 provided the necessary licence is obtained, including Health and Fire approval; and further, That since this Festival is a celebration of our ethnic diversity it be declared a "Community Festival". FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 67 - CITY OF KITCHENER 3. CRPS-06-050 -REQUEST TO OPERATE BARBECUE - COUNTRY HILLS COMMUNITY CENTRE -APRIL 23, 2006 The Committee considered Corporate Services Department report CRPS-06-050, dated March 28, 2006, recommending that the 23rd Kitchener Scouts Group be given permission to operate a refreshment stand at the annual Country Hills Recreation Association Family Fun Day on April 23, 2006. On motion by Councillor G. Lorentz - it was resolved: "That the request of the 32"d Kitchener Scouts group to operate a refreshment stand at the annual Country Hills Recreation Association Family Fun Day on April 23, 2006 at 100 Rittenhouse Road be approved, provided the necessary licence, including Health and Fire approvals, is obtained." 4. CRPS-06-051 -REQUEST FOR REDUCED LICENCE FEE - JOSEPH SCHNEIDER HAUS - HERB FAIR & PERENNIAL EXCHANGE -APRIL 29, 2006 - HEART & HAND FESTIVAL -SEPTEMBER 16, 2006 The Committee considered Corporate Services Department report CRPS-06-051, dated March 28, 2006, with respect to a request received from Joseph Schneider Haus for a reduced licence fee for 2 of their special events, being the Herb Fair Perennial Exchange -April 29, 2006 and the Heart and Hand Festival September 16, 2006. On motion by Councillor G. Lorentz - it was resolved: "That the licence fee for the Herb Fair and Perennial Exchange on April 29, 2006 and the Heart and HandWerk Event on September 16, 2006 taking place at the Joseph Schneider Haus, 433 Queen Street South, Kitchener, be reduced to $37.40 for each event." 5. CRPS-06-052 -REQUEST TO OPERATE BARBECUE - FOREST HEIGHTS COMMUNITY CENTRE -JUNE 10, 2006 The Committee considered Corporate Services Department report CRPS-06-052 dated March 28, 2006, concerning the request received from the Forest Heights Community Centre to hold a barbecue on June 10, 2006. On motion by Councillor G. Lorentz - it was resolved: "That the request of the Forest Heights Community Centre to operate a barbecue at 1700 Queen's Blvd. on June 10, 2006 be approved, provided the necessary licence, including Health and Fire approvals, is obtained." 6. CRPS-06-054 -REQUEST TO OPERATE MIDWAY - 120 PIONEER DRIVE -MAY 25-2$. 2006 The Committee considered Corporate Services Department report CRPS-06-054, dated March 28, 2006 in response to a request received from Homeniuk Rides Inc., to operate a Midway at the Optimist Sports Park, 120 Pioneer Drive, on May 25 - 28, 2006. On motion by Councillor G. Lorentz - it was resolved: "That Homeniuk Rides Inc. be granted permission to operate a Midway at the Optimist Sports Park, 120 Pioneer Drive on May 25-28, 2006, subject to the following: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 6$ - CITY OF KITCHENER 6. CRPS-06-054 -REQUEST TO OPERATE MIDWAY - 120 PIONEER DRIVE -MAY 25-2$, 2006 tCONT'D) Date of O eration Hours of O eration Thursda , Ma 25 3:30 m -10:00 m Frida , Ma 26 3:30 m -10:00 m Saturda , Ma 27 10:00 am -11:00 m Sunda , Ma 28 Noon - 9:00 m That the music at the Midway be turned down at 8:00 p.m. excepting those evenings preceding a school day when it shall be turned off at 9:00 p.m.; and, That the music be turned off one hour before closing time on the evenings preceding a non-school day; and further, That the required licence be obtained prior to operating the Midway." 7. CRPS-06-057 -REQUEST TO OPERATE MIDWAY - 245 STRASBURG ROAD -MAY 31-JUNE 4, 2006 The Committee considered Corporate Services Department report CRPS-06-057, dated March 30, 2006, outlining the request received from Homeniuk Rides Inc., to operate a Midway from May 31, to June 4, 2006, at 245 Strasburg Road. On motion by -Councillor G. Lorentz it was resolved: "That Homeniuk Rides Inc. be granted permission to operate a Midway at Zellers, 245 Strasburg Road, from May 31 to June 4, 2006, subject to the following: Hours of operation; and, Date Start Close Wednesda , Ma 31 3:30 m 10:00 m Thursda ,June 1 3:30 m 10:00 m Frida ,June 2 3:30 m 11:00 m Saturda ,June 3 10:00 am 11:00 m Sunda ,June 4 Noon 9:00 m That the music at the Midway be turned down at 8:00 p.m. excepting those evenings preceding a school day when it shall be turned off at 8:00 p.m.; and, That the music be turned off one hour before closing time on the evenings preceding a non-school day; and, That the required licence be obtained prior to operating the Midway." $. CRPS-06-05$ -REQUEST FOR SALE OF FOOD AND SOUVENIRS - ALL TOURNAMENTS AT CITY SPORTFIELDS The Committee considered Corporate Services Department report CRPS-06-058, dated March 31, 2006, recommending that for the period of May to November 2006, those sports organizations having field Rental Permits /Contracts with the City for a specific list of sports fields be permitted to run concessions, provided they obtain the necessary licence. On motion by Councillor G. Lorentz - it was resolved: "That approval be granted to sports organizations that are holding tournaments, during the months May through November, 2006 and have received Field Rental Permits/contracts from Community Services at the sports fields listed on Schedule `A" FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 69 - CITY OF KITCHENER $. CRPS-06-05$ -REQUEST FOR SALE OF FOOD AND SOUVENIRS - ALL TOURNAMENTS AT CITY SPORTFIELDS tCONT'D) attached to Corporate Services Department Report CRPS-06-058; to run a concession which may include the sale of hamburgers, hot dogs, pop, water, packaged foods, etc. as well as souvenirs, provided the necessary licence, including Health and Fire approval, is obtained." 9. FIN-06-00$ -FINANCIAL REPORT AS OF DECEMBER 31.2005 The Committee was provided with an overview of the City's Financial Report as of December 31, 2005. Financial Services Department staff provided highlights of the financial report: Operating Fund-City, Building Enterprise, Golf Courses, Water and Sewer Utilities, Gas Utility, Investment Report, Taxes Receivable and Major Capital Projects, as outlined in Financial Service Department Report FIN-06-008. Councillors J. Gazzola and J. Smola entered the meeting during Mr. Chapman's presentation of this report. Councillor Gazzola noted there are substantial differences between actuals and the budget estimates presented during budget deliberations, and questioned whether staff can be more accurate with budget estimates. Mr. Chapman noted that staff did update many budget estimates during the budget process, bringing them closer to actuals. Councillor Gazzola stated that on Budget Day members of Council were struggling to find additional money, when there was substantial money available of which Council was unaware. Mr. Chapman explained the transfer of $1.7M to the Working Fund Reserve was required to comply with Council's policy that this fund be maintained at a minimum of 2.5% of the gross current expenses of the immediately preceding year. With respect to supplementary taxes of $1.1 M, staff were not aware of this additional revenue until the time of the supplementary tax bills. He advised the City does not budget for this additional revenue as it varies from year to year. Councillor Galloway questioned the amount of the surplus over the last number of years, and questioned how staff could provide projections which are closer to actual amounts. Mr. Chapman responded that the estimated dollar figures are based on the level of surplus year over year. He advised that staff realize they need to apply themselves to providing better projections. Councillor Galloway then suggested Budget Day be set later into the new year so that staff has a better idea of what the actual figures will be. Ms. Houston responded that if Budget Day is later in the year, Council has less flexibility to change the figures. Councillor Galloway then questioned whether staff has the ability to do a quicker consolidation. Ms. Houston stated that the unknown is supplementary taxes net of write-offs. She agreed to see if staff could monitor taxes more closely. Councillor Gazzola requested staff provide him with the amount of supplementary taxes for the last 3 years. A discussion then ensued concerning Financial Services staff, Ms. Houston advised that supplementary tax analysis would benefit from more staff, as there is currently no staff to undertake such work. Ms. Houston advised that end of year surpluses go to the Tax Stabilization Reserve Fund and is used to cover unexpected costs such as extra fuel costs. Over the last few years the City has been trying to reduce its reliance on this fund to lower the tax rate, as this has a domino effect. In response to questions from Councillor Lorentz, Ms. Houston advise this is the largest surplus in the last 10 years, and it is likely that other area municipalities will have large surpluses for 2005. Councillor Gazzola suggested that the budget process be moved further into the year so that more accurate figures can be made available. He also suggested Council should spend more time monitoring the budget throughout the year. He put forward the position that Council should be more diligent in reviewing monthly budget statements. Ms. Houston advised that the process for the 2007 budget will be delayed because of the new Council. The challenge in delaying the budget process on a regular basis is that it slows down the process for capital works tenders. She also advised that providing monthly statements for review is a resource challenge, and they are provided on a quarterly basis now. Mr. Chapman FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 70 - CITY OF KITCHENER 9. FIN-06-00$ -FINANCIAL REPORT AS OF DECEMBER 31, 2005 tCONT"D) suggested staff can provide a more detailed report and presentation of the quarterly financial statements each quarter. Councillor Gazzola directed staff to review the pros and cons of both these issues and report back to the Committee. Councillor Galloway stated that the current timing for final budget approval promotes over taxation to some degree, when there is a surplus; noting that for the last 2 years there has been a $3.5M surplus. He advised that he wants Council to reconsider its approval of the 2005 budget based on this new knowledge of the actual surplus. He read aloud a motion he would introduce if Council does agree to reconsider its budget approval, which would have some of the surplus go into the Tax Stabilization Reserve Fund and the rest to lower the tax rate. Notice of Motion Councillor Galloway gave notice that he will introduce a motion at the Council meeting of April 24, 2006, recommending Council reconsider the following motion adopted at the special Council meeting of January 30, 2006: "That the report of the special Finance and Corporate Services Committee regarding the 2006 Operating and Capital Budgets be adopted." 10. CAO-06-025 -CENTRE BLOCK CITIZENS' FORUM The Committee considered Chief Administrator's Office report CAO-06-025, dated April 6, 2006, outlining the recommended approach for the Centre Block Citizens Forum Events. Committee members put forward several changes to the process outlined in the staff report, including: • extending the time for receiving public input; • changing the ratio of the urban/suburban representation on the citizen panel to more accurately reflect the population ratio. In response to questions, Ms. Ladd stated that clearly the outcome staff is expecting is that the citizens panel will ultimately put forward a recommendation for Council to debate, discuss, and make a final decision. It was Councillor Gazzola's opinion that the composition of the citizens' panel is biased towards a yes vote, and the eight advisory categories are also biased in this same direction. Ms. Ladd responded that staff are open to other suggestions, and that staff did not have a specific outcome in mind when this process, including participants, was designed. Councillor Galloway expressed his concern about the urban/suburban split, and questioned how the process would allow people to come forward who do not have a vested interest in the downtown. He suggested capitalizing on the strong network of community associations for representation on the panel. He questioned how it can be assured that this process does not become an opportunity for those who have already given their opinions to the City, to give them a second time. Ms. Ladd assured the Committee that members of the Library/Centre Block Steering Committee and the library board can not be on the panel. She also advised that the process can include representatives from each Ward, and if these representatives are not forthcoming, representation can be chosen at random according to an accurate urban/suburban split. Councillor Lorentz moved the recommendation in the staff report. He stated that the criteria should be based on allowing participation from anyone who pays taxes. Further, he stated that it is Council who is responsible for making a good decision. Mayor Zehr requested that one of the criteria for citizens at large be changed from "pay taxes" to "any eligible elector". Mayor Zehr also stated that in order to have an informed discussion there needs to be someone with library expertise involved, but not someone involved with the KPL. He asked that "library expertise" be included as an additional category, and as members FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 71 - CITY OF KITCHENER 10. CAO-06-025 -CENTRE BLOCK CITIZENS' FORUM, tCONT'D) of the staff and board of the KPL would be excluded, that anyone filling this category need not be an eligible elector. Councillor Gazzola spoke against the staff recommendation. He stated he does not want a process where we have these informed discussions; he only wants to hear from electors, not from a professional panel. Ms. Ladd advised that due to timing staff needs direction today on Phase 1 of the process, but can wait until the Council meeting of April 24, 2006 to finalize Phases 2 and 3. Councillor Lorentz agreed to change his motion to endorse Phase 1, and to endorse Phases 2 and 3 in principle on the condition that at the April 24th Council meeting staff will report on all the suggestions made this date by Committee members. Councillor Gazzola questioned whether comments received from citizens can be made available for all citizens to see. Ms. Ladd responded there may be freedom of information issues with transcribing telephone conversations. At the request of Councillor Gazzola, it was agreed that each clause of Councillor Lorentz's motion would be voted on separately. On motion by Councillor G. Lorentz - it was resolved: "That staff proceed with the Phase 1: Pre-Forum Public Consultation (April 14 -May 16, 2006) portion of the Centre Block Citizens' Forum, as outlined in Chief Administrator's report CAO-06-025; and further, That Phases 2 and 3 of the Centre Block Citizens' Forum, as outlined in Chief Administrator's report CAO-06-025 be endorsed in principle; subject to staff giving consideration to incorporating the following into the process, and reporting to Council in this regard on April 24, 2006: • That "Library Expertise" be included as a sector within "Community Sector Representative" on the understanding that no representative from the Kitchener Public Library staff or board of directors may be selected to represent that category; • That the Citizens at Large Selection Process be open to "all eligible electors" rather than to people who pay taxes to the City of Kitchener, except for the representative from the "Library Expertise" category; • That the process be extended, if required, to June 12, 2006 rather than May 30, 2006, to provide ample opportunity for the City to receive all public input on this matter; • That "Faith Community" be added to the Community Sector Organizations from which representation will be sought; • That the urban/suburban 50/50 split be adjusted to more accurately reflect the actual population split; and, • That representation be solicited from each Ward, potentially through existing community associations." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 72 - CITY OF KITCHENER 11. CAO-06-024 -STAFF RECOGNITION PROGRAM The Committee considered Chief Administrator's Office report CAO-06-024, dated March 31, 2006 requesting an increase in the funding for the City-wide staff recognition program. It was noted by Councillor Vrbanovic that this report was not to come before this Committee until the matter had been discussed a the Strategic Planning Session this date. As it had not specifically been discussed, it was generally agreed that the recommendation contained in Chief Administrator's Office report CAO-06-024 not be considered at this time, and staff were directed to prepare a report for the next Finance and Corporate Services Committee meeting on an employee survey. On motion by Councillor G. Lorentz - it was resolved: "That no consideration be given, at this time, to increasing the budget for the Employee Recognition Program, as outlined in Chief Administrator's Office report CAO-06-024; and further, That staff present a report at the May 1, 2006 Finance and Corporate Services Committee meeting on the process and timing for an employee survey." 12. CRPS-06-059 - AMENDMENT TO CHAPTER 665 (PROPERTY STANDARDS) OF THE MUNICIPAL CODE -SWIMMING POOL MAINTENANCE The Committee considered Corporate Services Department report CRPS-06-059, dated April 5, 2006, recommending an amendment to City of Kitchener Municipal Code Chapter 665 (Property Standards) respecting unused or abandoned swimming pools. On motion by Councillor G. Lorentz - it was resolved: "That a by-law be enacted to amend Chapter 665 (Property Standards) of the City of Kitchener Municipal Code to require unused or abandoned swimming pools to be drained and kept clear of stagnant water and/or be filled in as required." 13. CAO-06-026 -FUNDING FOR ENVIRONMENTAL SITE ASSESSMENT AND BOUNDARY I CONDITION SURVEY - CHARLES I WATER I KING PARKING LOT REDEVELOPMENT The Committee considered the request outlined in Chief Administrator's Office report CAO-06- 026, dated April 4, 2006, fora $70,000 allocation from the Economic Development Investment Fund to start the process toward developing an above ground parking structure on the block bounded by King Street, Francis Street, Water Street and Charles Street. Mr. H. Gross reviewed the report for the Committee's benefit. He explained that Lot 6 had not previously been included in this proposal, but is now of interest because of the mixed use proposal. Councillor Gazzola questioned whether a business plan and terms of reference would be presented to this Committee for consideration, and directed that staff present the business plan first, and that the business plan and terms of reference be presented on different days. Councillor Galloway suggested that the financing for this project should not come from the Economic Development Investment Fund. Mr. Gross responded that the purpose of the Economic Development Investment Fund is to generate employment and enhance assessment. He advised that his project has the ability to meet the purpose of the fund. Ms. Ladd commented that there has always been a $5.5M allocation in the Economic Development Investment Fund for parking. In response to comments that the $5.5M has already been allocated to parking in the Centre Block, Ms. Ladd responded that the situation with parking is at a critical point. It was always assumed that the Centre Block parking would be developed first, which appears no longer to be the case. She stated the City will have to FINANCE & CORPORATE SERVICES COMMITTEE MINUTES APRIL 10, 2006 - 73 - CITY OF KITCHENER 13. CAO-06-026 -FUNDING FOR ENVIRONMENTAL SITE ASSESSMENT AND BOUNDARY I CONDITION SURVEY - CHARLES I WATER I KING PARKING LOT REDEVELOPMENT tCONT'D) re-evaluate the amount and timing for Centre Block funding. Further, given the proposal being developed for the King/Water/Francis/Charles property, it may be possible to recoup some of the $70,000 in the future. On motion by Councillor C. Weylie - it was resolved: "That up to $70,000 be allocated from the Economic Development Investment Fund for the completion of a boundary and condition survey together with a Phase 1 and Phase 2 Environmental Site Assessment on the City owned property known as Water Street South -Lot 3, King Street West -Lot 6 and Hall's Lane -Lot 16." 14. ADJOURNMENT On motion, the meeting adjourned at 4:15 p.m. Dianne Gilchrist Committee Administrator