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HomeMy WebLinkAboutFin & Corp Svcs - 2007-08-13FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:40 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 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 T. Beckett, Fire Chief G. Mann, Deputy Fire Chief D. Quinn, Director of Utilities G. Murphy, Director of Engineering R. Upfold, Director of Accounting K. Currier, Director of Operations D. Miller, Director of Fleet R. Lebrun, Manager, Financial Planning & Reporting J. Billett, Committee Administrator 1. CRPS-07-09$ -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - KITCHENER YOUTH ACTION COUNCIL - ANNUAL UNITY JAM tAUGUST 24, 2007) The Committee considered Corporate Services Department report CRPS-07-098, dated August 7, 2007 concerning a noise exemption request. It was noted in the agenda that any recommendation from this Committee will 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 Kitchener Youth Action Council on Friday, August 24, 2007, between the hours of 5:30 P.M. and 11:30 P.M. for the 4th Annual Unity Jam to be held in the Civic Square." 2. CRPS-07-103 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - REBECCA SCHOENFIELD - 5$ WESTCHESTER DRIVE tSEPTEMBER $, 2007) The Committee considered Corporate Services Department report CRPS-07-103, dated August 7, 2007 concerning a noise exemption request. On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to Rebecca Schoenfeld at 58 Westchester Drive, on Saturday, September 8, 2007, between the hours of 10 A.M. and 4 P.M., for a community fund raising event for breast cancer." 3. CRPS-07-104 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - DOON PIONEER PARK COMMUNITY CENTRE - BAND BLAST tSEPTEMBER 23. 2007) The Committee considered Corporate Services Department report CRPS-07-104, dated August 7, 2007 concerning a noise exemption request. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 124 - CITY OF KITCHENER 3. CRPS-07-104 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - DOON PIONEER PARK COMMUNITY CENTRE - BAND BLAST tSEPTEMBER 23, 2007) tCONT'D) On motion by Councillor C. Weylie - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Doon Pioneer Park Community Centre on Sunday, September 23, 2007, between the hours of 2 P.M. and 8 P.M., for their Band Blast 2007 event." 4. CAO-07-03$ -COMPASS KITCHENER COMMITTEE - APPOINTMENT OF NEW MEMBER The Committee considered Chief Administrator's Office report CAO-07-038, dated August 13, 2007 concerning an appointment to the Compass Kitchener Committee. On motion by Councillor C. Weylie - it was resolved: "That Laura Lee Dam be appointed to the Compass Kitchener Committee for a term to expire November 30, 2008." 5. CRPS-07-099 -REQUEST TO OPERATE MIDWAY - 120 PIONEER DRIVE tSEPTEMBER 27-30, 2007) The Committee considered Corporate Services Department report CRPS-07-099, dated July 16, 2007 concerning a request to operate a Midway. On motion by Councillor C. Weylie - it was resolved: "That Homeniuk Rides Inc. be granted permission to operate a Midway at the Optimist Sports Park, 120 Pioneer Drive on September 27-30, 2007, subject to the following: Date of O eration Hours of O eration hursda , Se tember 27 3:30 m - 10:00 m Frida , Se tember 28 3:30 m - 10:00 m Saturda , Se tember 29 10 am - 11:00 m Sunda , Se tember 30 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." 6. CRPS-07-100 -REQUEST FOR REDUCED LICENCE FEE -JOSEPH SCHNEIDER HAUS - HEART & HAND FESTIVAL tSEPTEMBER 22, 2007) The Committee considered Corporate Services Department report CRPS-07-100, dated July 16, 2007 concerning a request for a reduced licence fee for a special event. On motion by Councillor C. Weylie - it was resolved: "That the licence fee for the Heart and Hand Festival on September 22, 2007 taking place at the Joseph Schneider Haus be reduced to $38.10." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 125 - CITY OF KITCHENER 7. CRPS-07-107 -REQUEST TO HOLD SPECIAL EVENT - 5$ WESTCHESTER DRIVE SEPTEMBER $, 2007 The Committee considered Corporate Services Department report CRPS-07-107, dated July 26, 2007 concerning a request to hold a special event. On motion by Councillor C. Weylie - it was resolved: "That Rebecca Schoenfeld be approved to operate a special event at 58 Westchester Drive, Kitchener on September 8, 2007 from 6:00 a.m. to 4:00 p.m. provided the necessary licence, including Health approval is obtained." 8. CRPS-07-10$ -REQUEST TO AMEND SCHEDULES A, B & C OF CORPORATE SERVICES DEPARTMENT REPORT CRPS-07-054 (VARIOUS EVENTS IN DOWNTOWN KITCHENER) The Committee considered Corporate Services Department report CRPS-07-108, dated July 31, 2007 requesting an amendment to the schedules attached to report CRPS-07-054 (Various Events in Downtown Kitchener). On motion by Councillor C. Weylie - it was resolved: "That Schedules A, B & C of Corporate Services Department report CRPS-07-054 be amended to reflect the change of date and location for Taste Local, Taste Fresh from September 30, 2007 to September 23, 2007; and further, That the location for the event be changed from Downtown to Victoria Park." 9. FIN-07-076 -FINANCIAL REPORT AS OF MAY 31, 2007 The Committee considered Financial Services Department report FIN-07-076, dated June 20, 2007 which provides an update on City spending /revenues in comparison to the 2007 budget and explains significant actual /projected variances. On motion by Councillor C. Weylie - it was resolved: "That the Financial Report as of May 31, 2007, attached to Financial Services Department report FIN-07-076, be received for information." 10. FIN-07-0$$- REQUEST FOR PROPOSAL (P07-025) -FINANCIAL AND INFRASTRUCTURE MANAGEMENT SYSTEMS VENDOR SELECTION The Committee considered Financial Services Department report FIN-07-088, dated August 3, 2007 concerning awarding of the contract for implementation of a new Corporate Integrated Financial System (GIPS) and Infrastructure Management System (IMS). Ms. R. Upfold briefly reviewed the selection process for the vendors who are recommended to be awarded the project. She noted that IDS Scheer Canada will assume the lead role on this project and no additional capital funding beyond what has already been approved by Council is required. Ms. Upfold advised that reports will be provided regularly to Council as to the progress of the project and KPMG has been retained as risk assessor for the duration of the project. Mayor C. Zehr inquired as to what safety net is in place if the project is discovered not to work for any reason. Ms. Upfold advised that staff is confident that they have minimized the risks by purchasing established packages from reputable vendors; having a vigorous testing plan; having solid legal agreements with project milestones; and having the services of KPMG to undertake continual risk assessments throughout the project to ensure that it remains on time and within budget. In a worst case scenario, staff would stop implementation, remain on existing systems and take appropriate legal action against the vendor. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 126 - CITY OF KITCHENER 10. FIN-07-0$$- REQUEST FOR PROPOSAL (P07-025) -FINANCIAL AND INFRASTRUCTURE MANAGEMENT SYSTEMS VENDOR SELECTION tCONT'D) Councillor J. Gazzola commented that given the cost of this project he had expected to see concrete benefits outlined in the report and questioned what future savings / payback is expected from the new system. Mr. D. Quinn advised that this is a combined financial infrastructure system that will allow better decisions to be made, in part by predicting infrastructure failures before they occur, and by providing customer service enhancements. He stated that it is difficult to quantify specified dollar savings. Councillor Gazzola inquired as to the life expectancy of the new system and Ms. Upfold advised that the system is expected to be viable for a minimum of 15 years, noting that the existing system is in excess of 20 years. Ms. Upfold also clarified the schedule of maintenance fees, noting that implementation of the new system will be phased in beginning in January 2008 and maintenance fees will be paid as each module moves to production. She pointed out that higher maintenance fees in 2010 relate to installation of the mobile computing component. Councillor Gazzola was also advised that the vendors and systems selected are well established within the Canadian municipal market and staff is confident in working with them. Councillor Gazzola inquired as to the potential to partner with other municipalities within the Region and was advised that Kitchener is well ahead of most municipalities, with those in the Region not in a position to proceed at the same staging. Councillor Gazzola questioned why the Committee's decision must go forward for consideration to the special Council meeting this date instead of going to the August 27 Council meeting. Ms. Upfold advised that approval this date will allow the process of negotiating the required agreements to begin immediately, noting that this is expected to take several months and the project itself 14-16 months; and it is important in respect to meeting the January 1, 2009 deadline to stay on track. Councillor Gazzola inquired as to the possibility of the worst case scenario happening given the dollars being spent. Mr. Quinn stated that risk management is very important to this project, which is why an external consultant has been retained to ensure continual risk assessments are completed throughout the project. Councillor B. Vrbanovic inquired as to the feasibility of the final agreements being brought to Council for approval prior to execution as an additional check and balance. He was advised by Ms. L. MacDonald that this could be done in closed session. On motion by Mayor C. Zehr, the staff recommendation in report FIN-07-088 was brought forward for consideration, as amended to require that the negotiated agreement(s) be presented to Council for approval prior to executing the document. Councillor J. Gazzola stated that he could not support the motion going forward to the special Council meeting this date as it was his opinion concrete benefits relative to the expenditure of the new system had not yet been made clear. Mayor C. Zehr commented that he could not determine anything from the discussion this date that would make any difference in delaying a decision for 2 weeks and suggested that having the agreement come back to Council prior to execution was a good compromise. It was noted in the agenda that any recommendation from the Committee regarding this matter would be forwarded for consideration to the special Council meeting to be held later this date. On motion by Mayor C. Zehr - it was resolved: "That Request for Proposal P07-025, Corporate Financial and Infrastructure Management System, be awarded to IDS Scheer Canada, SAP Canada Inc, ESRI Canada Inc. and Loki Innovations (RIVA), subject to the successful negotiation of the agreement(s), satisfactory to the City Solicitor; and further, That the agreement(s) be forwarded to Council for approval prior to execution of the document(s). " 11. FIN-07-0$9- IMPLEMENTATION AND REGISTRATION OF ISO 14001: 2004 ENVIRONMENTAL MANAGEMENT SYSTEM The Committee considered Financial Services Department report FIN-07-089, dated August 7, FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 127 - CITY OF KITCHENER 11. FIN-07-0$9- IMPLEMENTATION AND REGISTRATION OF ISO 14001: 2004 ENVIRONMENTAL MANAGEMENT SYSTEM tCONT'D) 2007 concerning pursuit of implementation and registration of an environmental management system to the ISO 14001: 2004 standard for the City's Fleet Operations. Mr. D. Miller advised that in 2002 Council resolved that the City would explore development of its own `made in Kitchener' environmental management system based in part on ISO 14001. Registration under ISO 14001 for the City's Fleet Operations was identified by the Environmental Committee as one of the `Five Best Bets for Air Quality Improvements for 2006'. In researching the ISO 14001 program, staff came to the conclusion that it would be preferable to pursue registration. Registration will benefit by holding the City accountable to a third party on an annual basis and thereby maintain focus on the initiative. Mr. Miller advised that proceeding with the registration process will require an expenditure of $75,000. to be paid from existing budgeted funds. Mr. Miller responded to questions, emphasizing that this project is not geared towards financial savings but rather is based on improving internal environmental standards in alignment with Council's objective to raise environmental initiatives as a top priority. He pointed out that as staff becomes familiar with the process and standards, further benefits may be gained in other operating areas. He added that to put the environmental standards, in place without registration, the same process would still have to be followed, rendering no cost savings as the only piece left out would be the annual reporting to a third party. Ms. C. Ladd commented that there is evidence within trade sectors that some registered companies will only deal with other ISO registered companies. She stated that the intent is to achieve an environmentally responsible operation and as a result, the City will gain credibility as an environmentally responsible organization. Mayor C. Zehr acknowledged the difficulty in quantifying benefits and pointed out that if the City is serious about becoming an environmentally responsible organization there will be associated costs; which he believes the public understands. Councillor Gazzola stated that he did not disagree with actions being taken toward environmental responsibility but would prefer to see the expenditure put toward LEED certifications. Councillor B. Vrbanovic pointed out that Council had accepted the Environmental Committee's recommendation to work toward ISO 14001 registration for it's Fleet Operations and all had attended a training session where the benefits had been demonstrated. He added that in achieving registration it would demonstrate to the public the City's commitment toward becoming environmentally responsible. On motion by Mayor C. Zehr - it was resolved: "That staff be directed to proceed with the implementation and registration of an Environmental Management System to the ISO 14001:2004 Standard for the City of Kitchener Fleet Operations." 12. DTS-07-135 -ANNUAL STORMWATER MANAGEMENT AUDIT FOR 2007 The Committee considered Development and Technical Services Department report DTS-07- 135, dated August 7, 2007 concerning completion of the 2007 Annual Stormwater Management Audit. Mr. G. Murphy advised that the focus of the annual audit is to assess activities of the City in providing environmentally protective measures for water quantity control and water quality treatment of stormwater resulting from infill /redevelopment sites. He noted that the Engineering Division has recently gone through significant staff turnover resulting in a large portion of the monitoring work still to be completed and timing is of the essence to allow the work to be done during warm weather months. Staff is requesting that the normal consultant selection process be waived and that Totten Sims and Hubicki (TSH) be retained to complete the work. The firm has previously worked with the City on the annual audits and has the expertise and qualifications necessary. Pricing was received from TSH and in reviewing previous years' quotations, the value was determined to be reasonable. Mr. Murphy advised that in 2008 a formalized quotation process will be undertaken to seek qualified consultants at competitive pricing. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 12$ - CITY OF KITCHENER 12. DTS-07-135 -ANNUAL STORMWATER MANAGEMENT AUDIT FOR 2007 tCONT'D) Mr. Murphy responded to questions, advising that the issue of stormwater flow into Victoria Park would be dealt with in a separate report coming forward in the Fall. Councillor J. Gazzola questioned the ramifications if an audit is not completed this year and/or what harm would result if the consultant selection process was not waived. Mr. Murphy advised that he was unsure of the ramifications if not completed but noted that the audit is a requirement under the terms of an agreement with the Grand River Conservation Authority (GRCA). He added that if delayed by the tendering process, the window of opportunity for warm weather monitoring will be lost, potentially resulting in the audit not being completed this year. Ms. C. Ladd added that this also applies to the City's commitment to be environmentally responsible and it is important to complete the audit to provide needed information for a significant study being undertaken with the City of Waterloo on stormwater management practices. Councillor B. Vrbanovic requested that in undertaking the tendering process in 2008 staff consider a 2-3 year contract so that the selection process does not have to be undertaken each year. At the request of Councillor G. Lorentz, it was agreed that the following motion would be forwarded for consideration to the special Council meeting to be held later this date. On motion by Councillor G. Lorentz - it was resolved: "That the selection procedures for the selection of Consulting and Professional Services, as outlined in Chapter 170, Article 6, of the Purchasing By-law, be waived and the 2007 Annual stormwater Management Audit be awarded to Totten Sims and Hubicki at their quoted price of $40,610. (GST excl.)." 13. CAO-07-032 -COMMUNITY SAFETY AND CRIME PREVENTION -UPDATE The Committee considered Chief Administrator's Office report CAO-07-032, dated August 3, 2007 which provides an update on activities associated with `A Plan for a Healthy Kitchener, 2007-2027' (P4HK). Ms. C. Ladd advised that the focus of P4HK is on building and maintaining a culture of safety, specifically within the Downtown, as well as City-wide. The City is involved in contributing to the prevention of crime by providing services and supports in the areas of social development and inclusion; land use planning; and environmental design. The City's Safe and Healthy Community Advisory Committee (SHCAC) also contributes in providing advice to Council and City staff on a broad range of matters related to developing a healthy community. SHCAC is currently refining its work plan for the upcoming term and has acknowledged the need for a collective effort toward community safety and crime prevention. A large scale, multi-stakeholder community forum will be co-hosted by Council, SHCAC and Compass Kitchener on September 20 and 21, 2007 to develop afour-year action oriented plan focused on community safety and crime prevention. Councillor J. Gazzola inquired as to the status of the proposed Nuisance By-law. Ms. Ladd advised that initially it was thought the forum may provide a venue for discussion; however, there are two very different perspectives emerging among stakeholders. Mayor C. Zehr stated that it was his understanding that consideration of a Nuisance By-law was deferred to provide Mr. S. Turner, Director of By-law Enforcement, an opportunity to have broader public consultation as to the intent of such a by-law. 14. DTS-07-094 -AUTOMATED STAFFING SOFTWARE -BUSINESS CASE The Committee considered Development and Technical Services Department report DTS-07- 094, and attached Business Case, dated August 13, 2007, concerning implementation of an Automated Staffing Software Program for Fire, Operations and Utilities. Mr. T. Beckett advised that Council approved funding to purchase an Automated Staffing Software Program as part of the 2008 Capital Forecast and a business case has now been completed. He stated that the program is needed to allow the perspective Divisions to operate FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 13, 2007 - 129 - CITY OF KITCHENER 14. DTS-07-094 -AUTOMATED STAFFING SOFTWARE -BUSINESS CASE tCONT'D) more efficiently and achieve performance targets. The program will manage issues associated with staffing and contacting employees in terms of scheduling, replacing and compensating staff, as well as enhance management reporting and provide an automatic notification to Community Emergency Control Groups in the event an emergency is declared. In response to questions, Mr. Beckett stated that savings would be achieved through future cost avoidance, explaining that automation of current manual tracking systems will significantly reduce staff time that can be put to use in other areas where needed. Mr. G. Mann added that the software will not equate towards reduction in staffing but rather would provide existing staff with more time to complete their work in a more efficient and effective manner. Councillor Gazzola asked how tracking staff in Fire Services differs from any other Department. Mr. Beckett advised that approximately 2.5 hrs per day is currently spent on maintaining a paper roster and telephoning replacements to fill absences. Administrative staff then manually input the data from the rosters into a database and with minimal staffing it takes considerable time to transfer all of the data. Additional time is also required to extract and manipulate the information into statistical reports. Mr. Beckett also noted that in an emergency, the Emergency Control Group is contacted manually by dispatchers via telephone and often there is significant delay in timing before notification is completed. The proposed program would provide automation of these processes resulting in a more streamlined and effective operation for the Corporation. Councillor Gazzola inquired if there was opportunity to partner with other municipalities and Mr. Beckett advised that the City of Waterloo has expressed an interest in partnering which will be further pursued as part of the tendering process. He added that prior to any monies being spent, this matter will have to come back to Council for a decision on awarding of the tender. On motion by Councillor C. Weylie - it was resolved: "That the proposed Automated Staffing Software Program Business Case, dated August 13, 2007 be approved, as attached to Development & Technical Services Department report DTS-07-094." 15. ADJOURNMENT On motion, the meeting adjourned at 4:00 p.m. Janet Billett Committee Administrator