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HomeMy WebLinkAboutFin & Corp Svcs - 2007-05-07FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 12:35 p.m. Present: Councillor V. Vrbanovic, Chair Mayor C. Zehr and Councillors C. Weylie and K. Galloway. Staff: C. Ladd, Chief Administrative Officer A. Pappert, General Manager, Community Services R. Gosse, Director of Legislated Services & City Clerk D. Chapman, Director of Financial Planning & Reporting M. Grummett, Director of Information Technology S. Turner, Director of By-law Enforcement J. Witmer, Director of Building Services R. Regier, Executive Director of Economic Development S. Wright, Manager of Downtown Community Development L. Lynch, Manager of Engineering Infrastructure C. Dixon, Technical Analyst, Business Development J. Billett, Committee Administrator 1. CAO-07-022 -REFERRAL OF ECONOMIC DEVELOPMENT ADVISORY COMMITTEE - APPOINTMENT -CONSULTANT REPRESENTATIVE The Committee considered Chief Administrator's Office report CAO-07-022, dated April 25, 2007 concerning an appointment to the Economic Development Advisory Committee. On motion by Councillor C. Weylie - it was resolved: "That Mr. Steven Voll be appointed to represent the Consultant sector on the Economic Development Advisory Committee, for a term expiring November 30, 2008." 2. CRPS-07-057 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - CALVARY MEMORIAL UNITED CHURCH The Committee considered Corporate Services Department report CRPS-07-057, dated May 1, 2007 concerning a noise exemption request. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Calvary Memorial United Church on Saturday, June 23, 2007, between the hours of 1 P.M. and 4 P.M., for their Annual Strawberry Social." 3. CRPS-07-05$ -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - DOWNTOWN STREET CLEANING The Committee considered Corporate Services Department report CRPS-07-058, dated May 1, 2007 concerning a noise exemption request. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to permit the Community Services Department, through an independent contractor, to undertake cleaning of the streets and sidewalks in the Downtown Core between the hours of 10 PM and 6 AM on various dates between May 27 and June 1, 2007." 4. CRPS-07-059 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - THE STILL The Committee considered Corporate Services Department report CRPS-07-059, dated May 1, 2007 concerning a noise exemption request. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 - 101 - CITY OF KITCHENER 4. CRPS-07-059 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - THE STILL tCONT'D) It was noted in the agenda that any recommendation from the Committee regarding this matter would be considered at the special Council meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to The Still Bar and Grill at 125 King Street West, for every Wednesday evening between May 9 and October 3, 2007, between the hours of 7:30 P.M. and 11 P.M., for their Blues Jam events; and further, That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to The Still Bar and Grill at 125 King Street West, for every Saturday afternoon between May 12 and September 1, 2007, between the hours of 12 Noon and 5 P.M., for a series of open court yard concerts." 5. CRPS-07-060 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - BIKE 4 KIDS The Committee considered Corporate Services Department report CRPS-07-060, dated May 1, 2007 concerning a noise exemption request. It was noted in the agenda that any recommendation from the Committee regarding this matter would be considered at the special Council meeting to be held later this date. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Bike 4 Kids Charity Cycling Event on May 12, 2007, between the hours of 8:30 A.M. and 4 P.M., at Schaeffer Park." 6. CAO-07-015 -COMPASS KITCHENER COMMITTEE -APPOINTMENTS The Committee considered Chief Administrator's Office report CAO-07-015, dated May 7, 2007 concerning appointments to Compass Kitchener. On motion by Councillor C. Weylie - it was resolved: "That Kim Knowles and Roxana Stanciu be appointed to the Compass Kitchener Committee for a term to expire November 30, 2008." 7. CAO-07-024 -DOWNTOWN MONITORING REPORT The Committee considered Chief Administrator's Office report CAO-07-024, dated April 27, 2007 concerning the 2006 Downtown Monitoring Report and Downtown Strategic Plan Update. Ms. Sylvia Wright advised that the Downtown Monitoring Report is prepared each year to track Downtown activities and produce measurable results to act as a guide for stakeholders in decision-making and to create an environment for success. Ms. Chantelle Dixon highlighted key points having a positive impact on the Downtown in 2006, including: residential population (up 5.1 % over 2005); construction value of building permits ($70M over $26M in 2006, of which 21 % can be attributed to Downtown development); number of residential units added (471 over 89 in 2005); launching of Downtown Kitchener Website (most visited page, "New Residential Developments"); rental vacancy rates (decrease to 3.8% from 5.1 % in 2005); business/employment activities (new employees increased by 780); financial incentive programs (Facades/Interior loans construction value estimated at $1 M); and office lease rates (average lease price $11 per square foot). Ms. Wright stated that results indicate FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 - 102 - CITY OF KITCHENER 7. CAO-07-024 -DOWNTOWN MONITORING REPORT tCONT'D) momentum in investor confidence, noting the Economic Development Investment Fund (EDIF) has played a key role. Priorities for the Downtown Strategic Plan will continue to be monitored and adjusted to sustain this momentum, supported by research in economic and demographic trends and consultation among key stakeholders. At the request of Mayor C. Zehr, Ms. Dixon agreed to follow up on statistics related to office space to determine if both large and small businesses are included in the figures. Mayor Zehr commented that the report indicates more are living and working in the Downtown and yet the community is still questioning what is happening given the appearance of the core still remains somewhat the same. Ms. Wright pointed out that residential statistics relate to building permit issuance, with occupancy taking place over the next several years. She stated that it will take more time for the retail sector to catch up in terms of having confidence in the market but suggested that as the new residential units become occupied the City will see a change in the retail sector as well. Ms. Wright also commented on the impact of EDIF, noting a definite connection to positive results which indicate the City is on the right track in an accelerated manner. On inquiry by Mayor Zehr, Ms. Wright agreed to pursue benchmarking with other like-size municipalities to determine how the City is progressing in comparison and Ms. Dixon advised that population figures will be compared to Stats Canada figures when the latest census results become available. On motion by Councillor C. Weylie - it was resolved: "That Chief Administrator's Office report CAO-07-024, and attached "2006 Downtown Monitoring Report and Downtown Strategic Plan Update", be received." CAO-07-021 -WATERLOO REGION'S COMMUNITY PANDEMIC INFLUENZA PREPAREDNESS PLAN The Committee considered Chief Administrator's Office report CAO-07-021, dated April 26, 2007 outlining details of the Waterloo Region's Community Pandemic Influenza Preparedness Plan (CPIPP). Dr. Liana Nolan, Commissioner/Medical Officer of Health, Waterloo Region, presented details of the CPIPP which is an influenza pandemic response and recovery plan for the Region. Dr. Nolan highlighted the planning framework encompassing all levels of government emphasizing at the local level the intent to dovetail the CPIPP with existing Emergency Preparedness Plans. Dr. Nolan advised that locally it is expected area Emergency Control Groups will participate in responding to an influenza pandemic, and will work in conjunction with a Regional Pandemic Control Group. Municipal tools and guidelines will encompass emergency services, key essential services, and management of natural deaths; the Health sector will manage patient flow services (flu centres), as well as convalescent and acute care services; and community support groups will be engaged in volunteer recruitment and disbursement of volunteer services. Approval of the CPIPP has been received from health care/community group sectors and is being sought from area municipalities over the next several weeks. Dr. Nolan pointed out that going forward, a number of issues/policy questions require further clarification from the Province and work will continue on integrating existing processes and modifying the plan to match legislated expectations. Mayor C. Zehr enquired how recruitment of volunteers is envisioned in terms of assessing skills needed during such emergencies. Dr. Nolan advised that this is an area requiring further development by the Community Control Group, commenting that based on past experience, skilled volunteers will come forward in response to calls for aid and in addition, there are aspects of emergency situations that can make use of individuals not requiring professional skills. It was also noted that information will be given out in various translations and while challenging, is part of the thinking in terms of communication strategies. Dr. Nolan added that the group will build on relationships with existing forms of media to outsource information, of which a dedicated website will be one form used to channel individuals seeking information during an emergency. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 - 103 - CITY OF KITCHENER 8. CAO-07-021 -WATERLOO REGION'S COMMUNITY PANDEMIC INFLUENZA PREPAREDNESS PLAN tCONT'D) On motion by Councillor K. Galloway - it was resolved: "That the City of Kitchener approve Waterloo Region's Community Pandemic Influenza Preparedness Plan; and further, That the Chief Administrative Officer be authorized to sign the Stakeholder Acknowledgment and Approval Form on behalf of the City of Kitchener." 9. PRESENTATION -EMPLOYEE CULTURAL SURVEY -CORPORATE-WIDE RESULTS Dr. John Yardley, Brock University, Workplace Health Research Laboratory, presented the overall Corporate results of the 2007 Employee Cultural Survey, undertaken to identify key strengths and opportunities for improvement within the Corporation. Dr. Yardley advised that the results are very positive indicating sector peer groups are generally satisfied within the Corporation. He pointed out that it is important to understand that the results look at a scale of averages based on a point rating system (ie. people's opinions), which have then been converted into percentages. He advised that the response rate was outstanding with 1,328 out of 1,650 full and part time employees completing the survey, representing 80.5% of the Corporation. He cautioned that benchmarking is primarily used as an industrial application and unless there are very comparable like-organizations there is a risk in using the results to determine where Kitchener lies in comparison to other cities. Scale averages and importance ratings were reviewed, indicating high satisfaction with local work conditions (job satisfaction, co-worker relations, etc.), while employee involvement and strategic leadership were among averages below the 50% range. Dr. Nolan noted that major gaps between the scale averages and importance ratings should be reviewed in terms of separating those items indicating a need for change that can be addressed at a Department/Division level as opposed to those Corporate in nature (eg. pay and benefit satisfaction). External benchmarks representing comparisons between the same scales used in Kitchener's survey and those within the University's database were provided and it was noted that Kitchener's average is higher than the database benchmark average, with communication at the high end and pay/benefit satisfaction at the lower end. Group differences were reviewed to provide a sense of where issues lie within the Corporation and the results indicate a need to address frontline and skilled trade sectors. Dr. Nolan commented on the importance of communicating results to all staff; development of action plans based on making changes in priority areas; and developing and implementing measures of accountability for action plans. He stressed that changes cannot be made by the Supervisor alone but will require participation of the entire work unit to develop action plans, and ultimately flow upward through senior management levels as implementation of action plans progress. Mayor C. Zehr raised concerns in regard to the low average pertaining to the Corporate mission and vision, questioning what this means in terms of staffs' understanding of Corporate goals and the impact this may have had on other categories. Dr. Nolan stated that the size and hierarchy of the Corporation may be a factor, with the challenge being how to communicate high level strategies to lower level staff who are somewhat dislocated from it. He noted that employee satisfaction levels relate more to local work conditions vs. organizational matters and suggested that the difference may lie in that, the mission and vision is important from a strategic point of view but does not translate into ease of doing one's job. Dr. Nolan spoke to comparisons in averages, noting that sector comparisons were made with a number of like-municipalities/Regional municipalities, while organizational comparisons were among a broader community of those within the University's database. He added that the latter comparison includes about 1/3 private sector vs. 2/3 public sector but cautioned that comparisons between private and public sectors could not be made as it is not representative of employers within the Region but rather an accidental sampling of organizations within the database. Mayor C. Zehr commented on the high response rate to the survey, emphasizing that it will be equally important as to what is done in terms of the results. In response to Councillor B. Vrbanovic, Dr. Nolan credited senior management staffs' commitment to the process in achieving a high rate of response, pointing out that they developed a very transparent process whereby trust levels increased and they remain equally FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 - 104 - CITY OF KITCHENER 9. PRESENTATION -EMPLOYEE CULTURAL SURVEY -CORPORATE-WIDE RESULTS tCONT'D) committed to a thorough review of the results. He stressed that it is important to understand that change will not happen without intervention and the pace of Corporate change is not likely to occur quickly but rather rise slowly over time. Ms. C. Ladd advised that as of the end of last week all Divisional results were communicated through a series of staff meetings to explain how to interpret the results and by the end of May each Department/Division is to provide 3-5 factors they have an interest in working on within their respective areas. From these initiatives a Corporate action plan will be developed and provided to staff by October 2007, following which, time will be given to act on action plans prior to re-surveying in approximately 18 months time. She added that senior management is continually communicating with staff to keep them attuned as the process moves forward. At the request of Councillor B. Vrbanovic, Ms. Ladd agreed to provide Council with a copy of Dr. Nolan's presentation. 10. DTS-07-074 - IMPACT OF DISPOSAL FOR SALT CONTAMINATED SOIL ON RECONSTRUCTION PROJECTS The Committee considered Development and Technical Services Department report DTS-07- 074, dated April 23, 2007 concerning new legislation governing the disposal of salt contaminated soils and its impact on reconstruction projects. Mr. L. Lynch advised that revised regulations under the Environmental Protection Act related to disposal of salt contaminated soils to a licensed off-site facility is now being enforced, adding that local aggregate pits are not in a position to handle the materials and remain in compliance with the Ministry of Natural Resources license conditions. He advised that the overall financial impact to the 2007 construction season is estimated at $3M, excluding Clark Avenue (budget of $2.1 M), which is recommended for deferral to 2008 to free up funding for the remaining projects. He added that it is understood that staff will have to review capital budgets overall in terms of staging future capital projects but pointed out that Clark Avenue is not considered a high priority and has been deferred several times in the past. Mr. Lynch added that City staff is working with the Region of Waterloo and local contractors toward a viable long term solution. Mayor C. Zehr raised concerns with the financial impact of the modified regulations for a matter that was not an issue in the past, inquiring as to the potential to lessen the expense as a result of the collaborative discussions. Mr. Lynch advised that all municipalities in Ontario are having to deal with this issue, with none in a financial position to accommodate the added expense and are not convinced as to the degree to which salt contaminates are being made an issue. He noted that local aggregate pits have indicated a willingness to obtain certificates required to handle the materials which could drop prices locally but in the event this does not occur, the City must be prepared for aworst-case scenario. Mayor Zehr referred to a recent meeting of the Big City Mayor's Caucus in which the Federal government has been called on to share funding to address legislated replacement/maintenance of municipal infrastructures. Mr. Lynch stated that the issue of disposal of contaminated soils will be ongoing in the City given the substantial presence of coal tar in its roadbase and suggested a collaborative approach in lobbying senior levels of government would strengthen municipal positions. Mayor Zehr asked for clarification of the impact of not proceeding with Clark Avenue, to which Mr. Lynch advised that while the road is not in good condition deferring one large project to 2008 was preferable to deferring a number of projects to meet funding requirements for 2007. Councillor B. Vrbanovic inquired if contact had been made with the Ontario Good Roads Association and Mr. Lynch advised that he had attended a recent conference at which time he had had discussions with members of the Association. He suggested that the Association could become a strong lobby for municipal governments on this issue. At the request of Councillor B. Vrbanovic, it was agreed that Councillor Vrbanovic would work with staff to develop a motion for tabling at the 2007 Association of Municipalities of Ontario FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 7, 2007 - 105 - CITY OF KITCHENER 10. DTS-07-074 - IMPACT OF DISPOSAL FOR SALT CONTAMINATED SOIL ON RECONSTRUCTION PROJECTS tCONT'D) conference, said motion to come forward for consideration at the May 14, 2007 Council meeting. On motion by Councillor C. Weylie - it was resolved: "That staff be directed to defer the Clark Street Project's 2007 tendering and construction component until the 2008 construction season; and, That staff be directed to transfer the funding from the 2007 Clark Street budget allocation ($2,167,000) into the uncommitted infrastructure account, to be allocated as necessary to the remaining 2007 reconstruction projects at the tender award stage in order to provide funding for the new disposal costs associated with salt contaminated soils on the remaining 2007 reconstruction projects; and further, That staff be directed to endorse continued participation with the Region of Waterloo's initiative to investigate and report on all feasible future long term options for disposal of salt contaminated material." 11. CRPS-07-061 -ROBOTIC CAMERAS IN COUNCIL CHAMBER The Committee considered Corporate Services Department report CRPS-07-061, dated May 2, 2007 concerning installation of robotic cameras in the Council Chamber. Mr. R. Gosse advised that a proposal by Rogers Cable to install robotic cameras in the Council Chamber at no cost to the City was approved in 2006; however, in subsequent negotiations to reach an acceptable agreement the funding from Rogers was withdrawn. Staff is still of the opinion that benefits can be achieved from this initiative and accordingly, are recommending proceeding at an up-set limit of $15,000. Mayor C. Zehr agreed that this initiative should go forward expressing the expectation that sufficient flexibility would be built into the system to allow its use long term. Mr. Gosse noted that the City of Ottawa has installed cameras, and has engaged the services of a third-party website to broadcast/record Council meetings, which can subsequently be archived for future reference. Councillor B. Vrbanovic also supported moving forward with the proposal commenting that it will serve as another means to actively engage the public. It was noted in the agenda that any recommendation from the Committee regarding this matter would be considered at the special Council meeting to be held later this date. On motion by Mayor C. Zehr - it was resolved: "That notwithstanding Council's August 28, 2006 resolution accepting a proposal from Rogers Television to install robotic cameras in the Council Chamber at no cost to the City, a revised proposal be accepted from Rogers Television which provides that the City pay for part of the installation up to an upset limit of $15,000." 12. ADJOURNMENT On motion, the meeting adjourned at 2:45 p.m. Janet Billett Committee Administrator