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HomeMy WebLinkAboutFinance & Corp - 2003-01-06FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, chaired by Councillor B. Vrbanovic, commencing at 2:03 p.m., with the following members present: Mayor C. Zehr and Councillors M. Galloway, J. Gazzola, J. Smola and C. Weylie. Councillor G. Lorentz entered the meeting after its commencement. Others Present: Ms. P. Houston, Ms. S. Adams, Ms. R. Pitfield, Ms. C. Ladd, Ms. K. Smith and Messers R. Pritchard, G. Sosnoski, H. Gross, G. Borovilos, S. Turner, G. Melanson and R. Gosse. 1. PUBLIC NOTICE -CITY OF KITCHENER 2003 OPERATING & CAPTIAL BUDGETS In accordance with Section 291 of the Municipal Act, 2001, notice is hereby given that the City of Kitchener intends to pass a by-law to adopt the Operating and Capital budgets for 2003. A meeting of the Finance & Corporate Services Committee will be held on January 20, 2003, in the Council Chambers (2® Floor, City Hall), at 9:00 a.m. to review the proposed budgets and make a final recommendation. Following the Committee meeting, a special meeting of Council will be held to consider the recommendation and pass a by-law to adopt the Operating and Capital budgets. Information is available upon request from the Financial Services Department, 3rd Floor, City Hall, 741-2349. PUBLIC NOTICE - 2003 WATER & SEWER RATES In accordance with Ontario Regulation 244~02, made under Section 400 of the Municipal Act, 2001, notice is hereby given that the City of Kitchener intends to pass a by-law to adjust the water and sewer rates effective March 1, 2003. A public meeting shall be held on Monday, February 3, 2003 at 2:00 p.m. in the Council Chambers, 2® Floor City Hall. Any person wishing to make representation with respect to the by-law may speak at that time. It is the intent of City Council to consider this by-law on February 10, 2003. Information is available upon request from the Financial Services Department, 3rd Floor, City Hall, 741-2349 or may be obtained on the City of Kitchener website. CRPS-02-294 - AMENDMENTS TO MUNICIPAL CODE CHAPTER 25 (COUNCIL - PROCEDURE) PURSUANT TO NEW MUNICIPAL ACT The Committee was in receipt of Corporate Services Department report CRPS-02-094, dated December 18, 2002, recommending amendments to Municipal Code Chapter 25 (Council Procedure) to bring this Chapter into conformity with the Municipal Act, 2001. It was resolved: "That to comply with the Municipal Act, 2001, a by-law be prepared for Council's consideration to amend Sections 25.4.6 (a) (3) and 25.8.11 (b) of Municipal Code Chapter 25 (COUNCIL - PROCEDURE), as outlined in Corporate Services Department report CRPS-02-294; and further, That Section 25.10.5 of Municipal Code Chapter 25 be amended to reflect the changes made in the Standing Committees of Council." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 -2- CITY OF KITCHENER CRPS-02-291 - PUBLIC NOTICE REQUIREMENTS - PURSUANT TO NEW MUNICIPAL ACT The Committee was in receipt of Corporate Services Department report CRPS-02-291, dated December 16, 2002, with respect to compliance with Section 251 of the Municipal Act, 2001, concerning giving reasonable notice under the provisions of the Act. It was resolved: "That pursuant to Section 251 of the Municipal Act, 2001, as amended, staff prepare a draft by-law for consideration at the Finance and Corporate Services Committee meeting of February 3, 2003 in regard to the giving of reasonable notice under the provisions of the Act; and further, That in the intervening period any notice required under the Act, and where the form of notice is at the discretion of the municipality, it shall be given by newspaper advertisement, public agenda, Corporate website, or any other means deemed appropriate by the General Manager of the operating department responsible for the process to which the notice requirement relates, in consultation with the City Solicitor or designate." FIN-02-052 - DELEGATION OF AUTHORITY - CASH HANDLING SERVICES The Committee was in receipt of Financial Services Department report FIN-02-052, dated December 6, 2002, recommending that the General Manager of Financial Services & City Treasurer be delegated authority to sign the contract for cash handling services with Brinks Canada Limited. It was resolved: "That the General Manager of Financial Services & City Treasurer, or designate, be delegated authority to sign the three-year contract for Cash Handling Services, subject to the satisfaction of the City Solicitor." 6. FIN-02-054 - 2003 WATER & SEWER RATES The Committee was in receipt of Financial Services Department report FIN-02-054, dated December 20, 2002, recommending that a staff report be presented at the public meeting on February 3, 2003, with respect to rate adjustments for water and sewer to be effective March 1, 2003. It was resolved: "That a report be presented at the February 3, 2003 Finance & Corporate Services Committee meeting recommending rate adjustments for water and sewer, effective March 1, 2003." 7. CANADA'S TECHNOLOGY TRIANGLE Dr. Greg Kozicz was in attendance to request the City of Kitchener provide financial support to Canada's Technology Triangle (CTT) in 2003, of $134,000. Dr. Kozicz reviewed the changes to the CTT administration over the past year, as well as reviewing the organization's 2002 activities and 2003 priorities. Dr. Kozicz advised that the CTT's 2003 Business Plan will be finalized shortly and provided to Council. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 -3- CITY OF KITCHENER 7. CANADA'S TECHNOLOGY TRIANGLE (CONT'D) Mayor Zehr advised this request for funding will be considered at the Special Finance & Corporate Services Committee meeting on January 13, 2003. Dr. Kozicz was asked to provide Council with the CTT's budget and background papers prior to the January 13th meeting. Councillor Weylie advised she had requested detailed information from CTT last August concerning the specific details of its work in assisting Kitchener businesses, and ask that this information be provided to her. 8. COMMUNITECH TECHNOLOGY ASSOCIATION INC. Mr. Greg Barrat was in attendance to request 2003 financial support from the City of Kitchener for Communitech Technology Association Inc. in the amount of $35,000. Mr. Barrat explained the work of Communitech in assisting the technology industry in Waterloo Region. Mr. Barrat advised that financial contributions from area municipalities will be used to finance their "Business Accelerator" program, their website and help them pursue funding from Senior Governments. As Dr. Kozicz of Canada's Technology Triangle was still in attendance, he and Mr. Barrat where questioned with respect to any overlap between the two organizations. They advised that Communitech is a single sector organization and primarily works with businesses within the Region; where as CTT is a multi-sector organization that markets this Region to the world. Both advised that they have been working together for 3-4 months to make sure they do not overlap. Councillor Vrbanovic advised that Communitech's financial request will be considered at the January 13, 2003 Special Finance and Corporate Services Committee meeting. Both Canada's Technology Triangle and Communitech were requested in future to provide a written submission in time for the agenda, where they wish to appear before a Standing Committee or Council. 9. ASSOCIATION OF MUNICIPALITIES OF ONTARIO The Committee was in receipt of correspondence from the Association of Municipalities of Ontario, dated December 5, 2002, requesting a financial contribution towards their "Bill 210 Fund" to finance the cost of a team of experts to put forward issues and concerns to the Province with respect to Bill 210. Councillor M. Galloway spoke in support of this request. It was agreed that consideration of the request be deferred and referred to the January 13, 2003 Council meeting pending receipt of information on similar efforts being undertaken by the Electrical Distributors Association and whether the two organizations are co-ordinating their efforts. On motion by Councillor M. Galloway - it was resolved: "That consideration of the request of the Association of Municipalities of Ontario for a financial contribution to their 'Bill 210 Fund' be deferred and referred to the Council meetinq of January 13, 2003, pending determination of any working relationship in this regard between the Association of Municipalities and the Electrical Distributors Association." 10. FIN-03-001 - TENDER RECOMMENDATIONS The Committee was in receipt of Financial Services Department report FIN-03-001, dated December 20, 2002, as information, advising that more comprehensive information will be provided in staff reports which include tender recommendations for capital projects. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 11. DTS-02-278 - 4 - CITY OF KITCHENER SCHNEIDER CREEK SLOPE STABILIZATION AT BALZER ROAD COMPLETION IN FIRST QUARTER OF 2003 12. 13. The Committee was in receipt of Development & Technical Services Department report DTS- 02-278, dated December 4, 2002, recommending that slope stabilization of Schneider Creek at the Godrich - Exeter Railway line be undertaken and completed within the first quarter of 2003. It was noted in the report that over the years, the flooding action of Schneider Creek has caused extensive bank erosion in this location, and the security of the railway track is at issue. On motion by Councillor G. Lorentz - it was resolved: "That slope stabilization of Schneider Creek at the Goderich-Exeter Railway line, located south of Balzer Road, be undertaken and completed within the first quarter of 2003." CSD-02-273 AMENDMENTS TO COUNCIL POLICY 1-180 (AGREEMENTS & CONTRACTS - ENHANCEMENT, EXTENSION OR RENEWAL OF) The Committee was in receipt of Community Services Department report CSD-02-273, dated December 11, 2002, recommending amendments to Council Policy 1-180 (Agreements & Contracts - Enhancement, Extension or Renewal of). It was noted in the report that in March 2002 Council directed staff to develop standardized resolutions and a policy regarding authority to enter into contracts, and to present a report of suggested revision which will allow staff to negotiate enhancements, extensions or renewal of existing agreements and contracts in identified situations. Mr. G. Melanson presented the report noting that the new policy puts discretion back into the hands of staff; however, a second element of the policy is to create an inventory of contracts on an annual basis. At the request of Councillor Gazzola, Mr. G. Sosnoski advised that staff will make every effort to prepare this inventory of contracts as soon as possible. On motion my Mayor C. Zehr - it was resolved: "That Council Policy 1-180 - (Agreements & Contracts - Enhancement, Extension or Renewal of) be amended as set out in the 'DRAFT' Council Policy Resolution attached to Community Services Department report CSD-02-273." FIN-02-053 - ASSET MANAGEMENT RESERVE FUND The Committee was in receipt of Financial Services Department report FIN-02-053, dated December 23, 2002, recommending a new reserve fund, entitled the "Asset Management Reserve Fund", be established to fund strategic property purchases as approved from time to time by Council. The report also recommends that net proceeds from the sale of City lands be allocated to this reserve fund save and except for the sale of park land, and any other lands previously allocated to fund specific projects. Ms. P. Houston reviewed the contents of the report and requested an amendment to the recommendation so as not to include funds from the sale of industrial land in this reserve fund. Mayor C. Zehr requested a further amendment to the recommendation that the proceeds from the sale of any lands within the "Centre Block" not be included in this reserve fund. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 -5- CITY OF KITCHENER 13. 14. FIN-02-053 - ASSET MANAGEMENT RESERVE FUND (CONT'D) On motion by Mayor C. Zehr - it was resolved: "That a new reserve fund entitled the 'Asset Management Reserve Fund' be established to fund: (a) strategic property purchases, as approved from time to time by Council; (b) costs related to the development and maintenance of an Asset Management Strategy; (c) approved projects within the City's capital budget, on a periodic basis; and, That all net proceeds from the sale of City land be allocated to this reserve fund, including $218,629 derived from land sales that occurred in 2002; and further, That the following classes of land sales be excluded from the above policy: (a) sale of park land, which would be returned to the Park Fund; (b) sale of any other land previously allocated to fund specific projects (e.g. Fire Stations); (c) sale of industrial land; and, (d) sale of land in the 'Centre Block'." DTS-02-284 - BUSINESS ENTERPRISE CENTRE - ANNUAL UPDATE The Committee was in receipt of Development & Technical Services Department report DTS- 02-284, dated December 22, 2002, providing background information on the Business Enterprise Centre, and recommending that Council approve an additional $50,000. contribution to the operation of the Business Enterprise Centre for the 2003 budget. Ms. Kathi Smith, Manager, Business Enterprise Centre, was in attendance to represent the report and provided the Committee with a draft 2003 budget for the Centre. Ms. Smith was questioned about the possibility of introducing user fees. She advised that they do have membership fees and are looking at the potential for advertising revenues; however, the Ministry has rules which prohibit changing user fees to first time clients. Ms. Smith noted that most Business Enterprise Centres are connected with only 1 municipality and their Business Enterprise Centre employees are employees of the municipality. Consequently, the employee salaries are not part of the budget for those Business Enterprise Centres. It was generally agreed that this budget request be deferred to the Special Finance and Corporate Services committee meeting to be held on January 20, 2003. Ms. Smith was directed to provide the Committee with accurate 2003 budget information prior to the January 20th meeting. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 6, 2003 -6- CITY OF KITCHENER 15. CAO-03-001 - CITY OF KITCHENER 2003 TOURISM BUSINESS PLAN 16. The Committee was in receipt of Chief Administrative Officer report CAO-03-001, dated December 13, 2002, recommending that the City of Kitchener manage its own Visitor Information and Concierge Service, as part of a pilot project, effective April 1, 2003. The report recommends this service be provided from the "Your Kitchener Store" to be located at 183/185 King Street West. The report also recommends that an agreement be entered into, satisfactory to the City Solicitor, with the owners of 183/185 King Street West for a lease of one year, with an option to renew / extend the lease beyond that time. The report further recommends that an additional $115,630. be approved by Council for the Tourism budget to provide sport tournament / event marketing and potential Regional destination marketing. Ms. R. Pitfield was in attendance to present the report and provided background information on the provision of Tourism Services for the City of Kitchener. She noted the proposal will allow the opportunity to sell licensed merchandise, provide tourist information for Kitchener and other areas, and enable staff to direct tourists to City owned facilities as well as those other facilities where the City is in a partnership. Ms. Pitfield advised that if the recommendation in the staff report is adopted, staff will present a report in October with a full analysis of this pilot project. Measurements of success will include actual numbers of people served, and economic indicators, among other things. It was generally agreed that the recommendation contained in the staff report will be considered at the January 13, 2003 Special Finance & Corporate Services Committee meeting. CRPS-02-295 - TELCO INSTALATION & CUSTOMER SERVICE MODEL The Committee was in receipt of Corporate Services Department report CRPS-02-295, dated December 19, 2002, being an information update with respect to the Telco Installation and Customer Service Model. Mr. Sosnoski was directed to keep Council informed as this project progresses. 17. ADJOURNMENT On motion, the meeting adjourned at 3:40 p.m. Dianne H. Gilchrist Committee Administrator