HomeMy WebLinkAboutFin & Corp Svcs - 2007-06-18FINANCE & CORPORATE SERVICES COMMITTEE MINUTES
JUNE 1$, 2007 CITY OF KITCHENER
The Finance and Corporate Services Committee met this date, commencing at 3:50 p.m.
Present: Councillor B. Vrbanovic, Chair
Mayor C. Zehr and Councillors J. Gazzola, G. Lorentz, J. Smola, K. Galloway and C.
Weylie.
Staff: C. Ladd, Chief Administrative Officer
P. Houston, General Manager, Financial Services & City Treasurer
A. Pappert, General Manager, Community Services
T. Speck, General Manager, Corporate Services
R. Browning, General Manager, Development & Technical Services
L. MacDonald, Director of Legal Services & City Solicitor
R. Gosse, Director of Legislated Services & City Clerk
S. Turner, Director of By-law Enforcement
H. Gross, Director of Project Administration & Economic Investment
R. Regier, Executive Director of Economic Development
G. Murphy, Director of Engineering
P. Harris, Manager of Licensing
S. Wright, Manager of Downtown & Community Development
T. Boutilier, Senior Business Development Officer
M. Petricevic, Manager, Projects & Energy Management
J. Billett, Committee Administrator
1. CAO-07-033 -OFFER TO PURCHASE FROM EASTFOREST HOMES LTD.
- 155 WASHBURN DRIVE -HURON BUSINESS PARK -PHASE 111
The Committee considered Chief Administrator's Office report CAO-07-033, dated June 12,
2007 concerning an Offer to Purchase lands in the Huron Business Park.
Mr. Mark Sinden, Eastforest Homes Ltd., attended in support of the staff recommendation,
advising that his company wishes to purchase 155 Washburn Drive for the purpose of
expanding its current head office, located on the adjacent property at 139 Washburn Drive.
Mr. T. Boutilier provided an explanation of the financial outcome of the re-acquisition and re-sale
of the subject lands. Mr. R. Regier added that the current selling price of $195,000. per acre for
industrial lands in Huron Business Park is very close to market pricing and was established as a
benchmark in 2006.
On motion by Mayor C. Zehr -
it was resolved:
"That the Offer to Purchase from Eastforest Homes Ltd. for Part 16 and Part 29 of Plan
58R-7426, be accepted, being a parcel of land in the Huron Park Business Park -Phase
III, having an area of approximately 1.84 acres at a price of $195,000 per acre, for a total
purchase price of $358,559.00; and further,
That the Mayor and Clerk be authorized to execute any other necessary documentation
required by the City Solicitor to complete the sale transaction."
2. CRPS-07-0$0 -ENVIRONMENTAL COMMITTEE RECOMMENDATION
- KITCHENER CONTRIBUTION TO THE 2007 ONTARIO ENVIRONMENTAL
ADVISORY COMMITTEE SYMPOSIUM
The Committee considered Corporate Services Department report CRPS-07-080, dated June 6,
2007 concerning a request for financial contribution to the 2007 Ontario Environmental Advisory
Committee Symposium.
On motion by Councillor J. Smola -
it was resolved:
"That $1,000. be allocated from the Environmental Stewardship Capital Account to the
2007 Ontario Environmental Advisory Committee Symposium Organizing Committee,
representing the City of Kitchener's contribution to the Symposium. "
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3. CRPS-07-069 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE
- SHERRYL PETRICEVIC - LOUISA STREET
The Committee considered Corporate Services Department report CRPS-07-069, dated June
11, 2007 concerning a noise exemption request for a special event.
On motion by Councillor J. Smola -
it was resolved:
"That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be
granted to Sherry) Petricevic at 170 Louisa Street, for a graduation party on Saturday,
July 7, 2007, between the hours of 3 P.M. and 1 A.M. on July 8, 2007."
4. CRPS-07-0$1 -REQUEST FOR COMMUNITY FESTIVAL DESIGNATION
-OUR LADY OF PATINA FESTIVAL -SEPTEMBER 1 & 2, 2007
- 154$ FISCHER-HALLMAN ROAD
The Committee considered Corporate Services Department report CRPS-07-081, dated June 7,
2007 concerning the issuance of a Provincial liquor licence and community festival designation
for a special event.
On motion by Councillor J. Smola -
it was resolved:
"That the City of Kitchener has no objection to a liquor licence being issued to Our Lady of
Fatima Festival Committee for an event to be held September 1 & 2, 2007 at 1548
Fischer-Hallman Road, Kitchener, provided a building permit is obtained for the erection
of any tents; and further,
That the 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 that promotes
unity and understanding within our community."
5. CRPS-07-0$2 -REQUEST FOR OUTDOOR PATIO EXTENSION
- DANDY'S RESTAURANT - $5 KING STREET WEST
- JULY 13.2007
The Committee considered Corporate Services Department report CRPS-07-082, dated June 7,
2007 concerning a request to extend an outdoor patio for a special event.
On motion by Councillor J. Smola -
it was resolved:
"That the request of Dandy's Restaurant, 85 King Street West, to extend the patio in front
of their premises on July 13, 2007, as part of Cruise Night, sponsored by the City of
Kitchener, be approved provided that once King Street re-opens at 11:00 p.m. the patio
extension is removed to allow for pedestrians to use the sidewalk; and further,
That the above approval be conditional upon the patio conforming to the sketch
appended to the May 30, 2007 correspondence of Gus Bardouniotis, being an area
approximately 18'x20' and accommodating 6 tables."
6. CRPS-07-0$3 -LIQUOR LICENCE REVIEW APPLICATION
- PHO SON LAM - 265 KING STREET EAST
The Committee considered Corporate Services Department report CRPS-07-083, dated June 7,
2007 concerning an application for a Provincial liquor licence.
On motion by Councillor J. Smola -
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, Council take no action
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6. CRPS-07-0$3 -LIQUOR LICENCE REVIEW APPLICATION
- PHO SON LAM - 265 KING STREET EAST tCONT'D)
to oppose the application for a liquor license for Pho Son Lam located at 265 King Street
East, applied for by Ngor Thi Lam (herein referred to as the "Applicant"); and further,
That the Mayor and Clerk be authorized to enter into an agreement with the applicant
should she be willing wherein the applicant agrees to abide by the following conditions
and to request they be added to her licence if the Alcohol & Gaming Commission of
Ontario (AGCO) chooses to issue the licence:
1. to post in a conspicuous place and abide by the Downtown Licensed Establishments
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 Smoking By-law; and,
7. these conditions shall bind all successors, assigns and subsequent licence holders (if
any)."
7. CRPS-07-0$4 -LIQUOR LICENCE REVIEW APPLICATION
- RIDE THE 9 - 29 KING STREET EAST
The Committee considered Corporate Services Department report CRPS-07-084, dated June 7,
2007 concerning an application for a Provincial liquor licence.
On motion by Councillor J. Smola -
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, Council take no action
to oppose the application for a liquor license for Ride the 9 located at 29 King Street East
(basement) applied for by Allan Neil Mills (herein referred to as the "Applicant"); and
further,
That the Mayor and Clerk be authorized to enter into an agreement with the applicant
should he be willing wherein the applicant agrees to abide by the following conditions and
to request they be added to his licence if the Alcohol & Gaming Commission of Ontario
(AGCO) chooses to issue the licence:
1. to post in a conspicuous place and abide by the Downtown Licensed Establishments
Code of Conduct;
2. to become a member of the Kitchener Downtown Business Licensed Establishments
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)."
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8. CRPS-07-0$7 -REQUEST BY HOLY TRINITY SERBIAN ORTHODOX CHURCH TO HOLD A
SPECIAL EVENT -JULY 2$, 2007
The Committee considered Corporate Services Department report CRPS-07-087, dated June
12, 2007 concerning permission to operate a special event at which alcohol will be served and
exemption to noise regulations in conjunction with the event.
On motion by Councillor J. Smola -
it was resolved:
"That the Holy Trinity Serbian Orthodox Church be approved to operate a special event at
Holy Trinity Serbian Orthodox Church, 700 Fischer-Hallman Road, Kitchener, on July 29,
2007 from 12 noon to 10 p.m. provided the necessary licence, including Health and Fire
approvals is obtained; and,
That the Holy Trinity Serbian Orthodox Church be granted an exemption from Chapter
450 (Noise) of the City of Kitchener Municipal Code in conjunction with an event at 700
Fischer-Hallman Road, Kitchener on July 29, 2007, from 12 noon to 10 p.m.; and further,
That the City of Kitchener has no objection to a liquor licence being issued to the Holy
Trinity Serbian Orthodox Church for an event on July 29, 2007."
9. CRPS-07-0$$ -BILL 130 -MUNICIPAL ACT UPDATE
The Committee considered Corporate Services Department report CRPS-07-088, dated June
15, 2007 which provides an update on amendments to the Municipal Act, 2001 in accordance
with Bill 130 (the Municipal Statute Amendment Act, 2006), given Royal Ascent on December
20, 2006.
Ms. L. MacDonald advised that the amendment provides more broad permissive powers to
municipalities, enabling municipalities to govern its affairs as considered appropriate and
enhances its ability to respond to issues within its jurisdiction in the best interest of the
community. Ms. MacDonald advised that the report addresses major areas of change for the
purpose of general discussion and pointed out that a more comprehensive review of
opportunities for change and continuous improvement will be undertaken, with a report to come
forward in the fall of 2007.
Mayor C. Zehr requested clarification of the changes to tax sales, and was advised that should
the municipality sell property within seven years of the vesting of the property, the proceeds
must be shared with the Province, School Boards and the Region, but beyond that timeframe it
has no such obligation.
Councillor J. Gazzola requested clarification of the changes regarding closed meetings as it
relates to municipal authority to appoint an investigator to determine municipal compliance as a
result of a complaint and in the absence of an investigator, directing complaints to the Provincial
Ombudsman. Ms. MacDonald pointed out that this provision is not yet in effect and applies only
to matters considered in closed sessions. Councillor Gazzola questioned if any one other than
members of Council would have sufficient knowledge of closed session matters on which to
base a complaint of non-compliance. Ms. MacDonald noted that notices are provided to the
public and on the basis of the information contained therein may trigger a complaint. Mr. R.
Gosse advised that notice is given by way of a motion to resolve into a closed session, which
forms part of the special Council agenda. The wording of the motion identifies the category of a
closed session item, as set out in criteria under the Act. Councillor Gazzola raised concerns
that such notice does not provide sufficient information to allow the public to ascertain if a
complaint is warranted, suggesting the new provision is meaningless and would never be tested.
Councillor B. Vrbanovic stated that closed session items have been challenged in the past by
members of Council and he expected this practice would continue in future.
10. CRPS-07-0$6 -LEED SILVER UPGRADES -FIRE STATION N0.7
The Committee considered Corporate Services Department report CRPS-07-086, dated June
11, 2007 recommending a list of changes for implementation relative to Fire Hall No.7 that will
improve the position of the building toward LEED silver.
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10. CRPS-07-0$6 -LEED SILVER UPGRADES -FIRE STATION N0.7 tCONT'D)
Messrs. Mario Petricevic and Peter Streith responded to questions, advising that the list of
changes are geared towards addressing environmental initiatives and clarifying gains to be
made by the initiatives chosen to be implemented. Mr. Petricevic noted no new funding is being
added to the project to accommodate the list of changes but rather funding no longer required
for road turning lanes will be used to fund the additional items. It was noted that this could
result in less surplus at the end of the project; however, savings may still be achieved from the
construction contingency. He added that use of an on-site stormwater management facility,
while too costly to achieve on existing Fire Station sites, is being pursued for all future facilities.
The following motion was Carried Unanimously.
On motion by Mayor C. Zehr -
it was resolved:
"That the City's Project Manager process change orders and direct consultants to
proceed with documentation to implement the following list of changes for Fire Hall No. 7
to improve the position of this building with respect to the LEED program:
1. Credit S.S. 7.2 Heat Island Effect (Roof) $23,000
2. Credit S.S. 8 Light Pollution Reduction $2,500
3. Credit E.A. 3 Best Practices Commissioning $1,200
4. Credit M.R. 2.2 Construction Waste Management $18,000
5. Credit E.O.3.1 IAO Management Plan $1,500
6. Credit E.O.3.2 IAO Testing Before Occupying $4,000
7. Credit E.Q. 4.1 to 4.3 Revision of Specifications $2,000
8. Credit I.D. 1.1 Innovation in Design Cistern $20,000
Total: $72,200."
11. CAO-07-031 -CONSOLIDATED MAINTENANCE FACILITY BUSINESS CASE PEER
REVIEW
The Committee considered Chief Administrator's Office report CAO-07-031, dated April 25,
2007 regarding the proposed Consolidated Maintenance Facility (CMF), and attached Business
Case Peer review.
Mr. Hans Gross advised that on October 24, 2005 Stantec Consulting Ltd. was retained to
conduct a peer review of the business case for the CMF through a Schedule `C' Municipal Class
Environmental Assessment (MC-EA) to ensure compliance with Provincial regulations and
ensure public participation. It was also noted that Council requested staff to explore extension
of its lease with the Region of Waterloo for use of the Strasburg facility and Mr. Gross confirmed
that the Region has agreed to an extension to the end of June 2008. Mr. Gross advised that
Stantec concluded in their study that: there is a need to consolidate and replace existing Works
Yards facilities; aone-site model is more efficient and cost effective; aone-site model requires a
total building area of 290,000 sq.ft. on 41 to 45 acres and a capital investment of between $60
to $80M in 2006 dollars, exclusive of land acquisition costs; atwo-site model requires a total
building area of 302,000 sq.ft on 50 to 55 acres and a capital investment of between $61 to
$81 M in 2006 dollars, exclusive of land acquisition costs. No feasible one or two-site models
were identified during the study period and accordingly, the Schedule `C' MC-EA remains
incomplete in terms of analysing specific sites, holding public meetings, selecting a preferred
alternative and filing a completed report with the Ministry of Environment (MOE). Following
completion of Stantec's study, new developments occurred in that, the City received a proposal
for apotential Zone-site model on private property; and the property owner of 41 Ardelt Place,
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11. CAO-07-031 -CONSOLIDATED MAINTENANCE FACILITY BUSINESS CASE PEER
REVIEW tCONT'D)
who previously submitted a proposal, recently acquired additional adjacent property that may
have potential for aone-site model if additional lands can be acquired or a two-site model using
City-owned lands. In the event neither proposal is feasible or is withdrawn, athree-site model is
proposed to be considered consisting of: Elmsdale Operations Centre; Strasburg-Huron site;
and Battler Yard site.
Mr. Gross advised that the next steps are proposed to include hiring a consultant to undertake
Part 2 of the Schedule `C' MC-EA to develop concept site plans, cost estimates and evaluate all
three options; hold public meetings on the options; identify and hold public meetings on a
preferred solution; and submit the completed study for Council approval and filing with the MOE.
In addition, Mr. Gross noted that as a result of the expanded scope of the study, a request is
being made to increase the fee paid to Stantec from $175,055.60 to $202,413.48. It is also
estimated that Part 2 of the Schedule `C' MC-EA will require approximately $95,000., with the
contract to be awarded during the summer months and the study completed by November 2007.
Mayor C. Zehr inquired if the lease extension with the Region is sufficient pending a decision of
the CMF. Mr. Gross advised that the Director of Facilities Management is continuing to pursue
alternatives that would see the City through the CMF process but these have not been
formalized. Ms. C. Ladd added that it may be possible to extend the lease beyond 2008, and
barring same 2 or 3 other possibilities are being explored, including use of City-owned facilities
on a temporary basis. She stated that it is desired to have a better sense of where the Region
stands on further extension of the Strasburg lease prior to bringing forward details of any
alternatives and staff will continue to keep Council informed on this matter.
Mayor C. Zehr requested clarification that what is being requested this date does not involve a
decision on a site nor a decision on whether or not to proceed with the project. Mr. Gross
confirmed that was correct, advising that the recommendations this date provide for receipt of
the Stantec study, payment of their fee and approval to proceed with Part 2 of the study. He
noted that Part 2 of the study will result in a recommendation of a preferred site and model and
a report will come forward in early November at which time Council will be asked to make its
decision to proceed or not. Mr. Gross added that in order to meet the target date of 2010,
Council's decision to proceed is required by the end of 2007 to allow staff to budget accordingly
within the 2008 budget framework.
Councillor J. Gazzola questioned how realistic the Stantec estimates are in regard to
construction of a CMF. Mr. Gross advised that the estimates at this time are very high level as
there are still numerous unknown variables and land acquisition is not included in the estimate.
He added that no funding formula has been established at this time and accordingly, could not
say if proceeds from the sale of any City-owned facility, such as Bramm Street yard, would be
incorporated. Councillor Gazzola posed the question of using the same consultant given the
detailed work and familiarity Stantec has gained on this project. Mr. Gross stated that staff is
following Council's Purchasing Policy in respect to obtaining competitive pricing. Ms. C. Ladd
added that the Steering Committee did have that discussion and were of the opinion given the
level of detail provided in Stantec's study that it would be easy for any consulting group to apply
the content to the next phase of the study. She pointed out that some difficulty was experienced
in finding mutual meeting times with Stantec as they are located at some distance from the City
and accordingly, it is desired to pursue options within closer range.
On motion by Councillor G. Lorentz -
it was resolved:
"That the Consolidated Maintenance Facility (CMF) Review completed by Stantec
Consulting Ltd. (Project No. 1 1 4501 1 1 2) dated May 9, 2007 be received; and,
That the fee paid to Stantec Consulting Ltd. for the study be increased from $175,055.60
to $202,413.48 (plus GST) as a result of scope changes approved by the Steering
Committee; and,
That a consultant selection process be initiated to retain a consultant at a fee not to
exceed $95,000 plus GST to complete Part 2 of the Schedule C -Class EA Study which
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11. CAO-07-031 -CONSOLIDATED MAINTENANCE FACILITY BUSINESS CASE PEER
REVIEW tCONT'D)
will result in the selection of a preferred model and site(s) for the new CMF; and further,
That the following options be considered and evaluated in Part 2 of the Schedule C -
Class EA study:
Option 1: A one-site model on approximately 45 acres of privately owned redeveloped
property within the City of Kitchener.
Option 2: A one-site or two-site model through a phased development approach on
approximately 23 to 40 acres of privately owned land at or adjacent to #41
and #75 Ardelt Place. This option may need to be supplemented with City-
owned site(s) if sufficient area does not become available.
Option 3: A three-site model on approximately 62 acres (50 useable acres) on the
following City-owned properties:
• Elmsdale Operations Centre (8.7 acres)
^ Strasburg-Huron Industrial Site (37.7 acres of which 27.7 useable)
^ Battler Yard Site (15.8 acres)."
12. CAO-07-029 -COMBINED FAC~ADEIINTERIOR LOANIUPPER STOREY RENOVATION
PROGRAM LOAN INTEREST RATES
The Committee considered Chief Administrator's Office report CAO-07-029, dated June 18,
2007 recommending continuation of a 0% interest rate in 2007-2008 for the Combined
Fagade/Interior Loan/Upper Storey Renovation Program.
Councillor J. Gazzola requested information as to the status of the program and Ms. S. Wright
agreed to re-circulate a copy of the 2006 Summary Report which outlines details of the
programs performance. Councillor Gazzola questioned the feasibility of imposing a slightly
higher interest rate to ensure the City also receives equity in the program. Ms. Wright indicated
as a result of increasing the interest rate in 2007 to 0.5% applications have decreased and
accordingly staff is recommending a 0% interest rate to maintain momentum of the program.
Councillor B. Vrbanovic referred to a report to come forward on the Downtown in 2008 and
asked that staff have regard to the City's incentive programs to determine any additional
enhancements that might be incorporated to capitalize on the City's efforts to revitalize the Core.
Ms. Wright advised that as part of the review, staff is currently working on a Community Plan
amendment to improve upon the Fagade Loan Program and other related programs.
On motion by Councillor C. Weylie -
it was resolved:
"That the interest rate for the Combined Fagade/Interior Loan/Upper Storey Renovation
Program be continued at 0% for 2007 and 2008."
13. FIN-07-075- CIFSIIMS VENDOR SELECTION UPDATE
The Committee considered Financial Services Department report FIN-07-075, dated May 31,
2007 which provides an update on the status on the vendor selection process for
implementation of a new Corporate Integrated Financial System (GIPS) and an Infrastructure
Management System (IMS).
Ms. P. Houston advised that Council previously approved business cases and budgets for the
proposed implementation of the new systems. The next steps involve aspects of the vendor
selection process and a report with a recommendation is anticipated to come forward for the
August 13 Finance and Corporate Services Committee meeting, with any decision of the
Committee to go forward for ratification to the special Council meeting the same date.
Councillor J. Gazzola questioned the life span of the new system and Ms. P. Houston advised
that generally a minimum life span of ten years is anticipated, with potential for some upgrades
during that time. Councillor Gazzola enquired as to the feasibility of allowing the Committee's
decision to proceed to the August 27 Council meeting rather than be ratified the same date.
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13. FIN-07-075- CIFSIIMS VENDOR SELECTION UPDATE tCONT'D)
Ms. Houston advised that there have already been delays in the vendor selection process and it
is desired to move forward as quickly as possible to enable systems to be installed in
conjunction with the next calendar year.
Mayor C. Zehr suggested that a decision on ratification could be made at the August 13 Finance
and Corporate Services Committee meeting based on the level of comfort at that time.
At the request of Councillor B. Vrbanovic, Ms. Houston agreed to include information in the
impending report as to what measures of control will be put in place to ensure the project stays
on track and within budget once a vendor is selected.
14. CRPS-07-0$5 -TAX PROVISIONS -MUNICIPAL ACT
The Committee considered Corporate Services Department report CRPS-07-085, dated June 6,
2007 concerning tax provisions under the Municipal Act as it relates to the remuneration of
Council. At the request of Mayor C. Zehr, Mr. R. Gosse advised that the current remuneration
for the Mayor is $71,060. and for Councillors, $36,559.
On motion by Councillor G. Lorentz -
it was resolved:
"That pursuant to Section 283 of the Ontario Municipal Act, 2001 (the Act), one-third of
the remuneration paid to the elected members of Kitchener Council continue as expenses
incident to the discharge of their duties as members of the Council."
15. DTS-07-0$9 - SWM PROGRAM AND FUNDING REVIEW
The Committee considered Development and Technical Services Department report DTS-07-
089, dated May 23, 2007 concerning an extension of Purchase Order for the Stormwater
Management Program and Funding Review.
Mr. R. Browning advised that the study is being undertaken in collaboration with the City of
Waterloo under the Shared Services Initiative. He stated that additional funds are required in
order to complete the study with an appropriate level of public consultation and review of the
input received from the Stormwater Advisory Committee to date. The costs of the second
phase of the study are being shared on a 50-50 basis with the City of Waterloo.
On motion by Councillor C. Weylie -
it was resolved:
"That the request for an extension to TSH Associates purchase order be approved for an
enhanced level of public consultation for the Stormwater Management Program and
Funding Review in the amount of $24,500; and further,
That an additional $8,000 be allocated to the overall study budget for additional public
consultation works and completion of the project."
16. DTS-07-096 -GUELPH STREET RECONSTRUCTION & SEWER OUTLET
- ADDITIONAL FUNDING
The Committee considered Development and Technical Services Department report DTS-07-
096, dated May 29, 2007 concerning an extension of Purchase Order for the Guelph Street
Reconstruction Project and Guelph Street Storm Sewer Outlet Construction.
Mr. G. Murphy advised that as a result of technical issues, requests from outside parties and
additional design work required, the scope and construction time of the project has increased.
Accordingly, staff is requesting an extension to the purchase order to address these issues.
Mayor C. Zehr requested clarification of the request from outside parties. Staff advised that the
requests relate to the construction of an additional storm pipe along the CN railway corridor and
upgrade of the existing santitary sewer within the corridor. It was noted that the total project
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16. DTS-07-096 -GUELPH STREET RECONSTRUCTION & SEWER OUTLET
- ADDITIONAL FUNDING tCONT'D)
cost to date is approximately $250,000. and the additional funding of $84,000. represents a 30%
increase. In light of the substantial increase, Mayor C. Zehr suggested that it may be helpful to
have a sense of what other contracts the City is currently involved in that may require similar
adjustments rather than dealing with them on a piece-meal basis. Mr. Murphy advised that
there are no other contracts in similar positions that staff are aware of at this time. Councillor J.
Smola added that this project had been scheduled for 2006 but was deferred pending the need
for new design plans to deal with elements related to the rail corridor; and Council having been
apprised of the issues at that time, was made aware that a subsequent funding request would
be coming forward when costing was known.
On motion by Councillor J. Smola -
it was resolved:
"That the request for an extension to Conestoga-Rovers and Associates purchase order
be approved for project scope changes for the Guelph Street Reconstruction and Guelph
Street Storm Sewer Outlet construction in the amount of $84,015.00."
17. COMMITTEE OF ADJUSTMENT -FENCE APPLICATIONS
At the request of Councillor K. Galloway it was agreed that staff report to the June 25, 2007
Council meeting as to the feasibility of either reducing fees to $100. for Fence Variance
applications to the Committee of Adjustment; waiving the fees; or invoking a moratorium, to deal
with an influx of contraventions to the Fence By-law within newly developed subdivisions.
18. ADJOURNMENT
On motion, the meeting adjourned at 4:55 p.m.
Janet Billett
Committee Administrator