Loading...
HomeMy WebLinkAboutFin & Corp Svcs - 2008-08-11FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 2:33 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 Administrator P. Houston, General Manager, Community Services R. Upfold, Acting General Manager, Financial Services & City Treasurer M. Selling, Acting General Manager, Development & Technical Services T. Speck, General Manager, Corporate Services R. Gosse, Director of Legislated Services S. Turner, Director of By-law Enforcement J. Evans, Director of Revenue D. Miller, Director of Fleet L. MacDonald, Director of Legal Services & City Solicitor K. Steiss, Inclusion Co-ordinator J. Billett, Committee Administrator Mr. T. Speck introduced Ms. Cynthia Fletcher who assumed the position of Director of Facilities Management on August 11, 2008. 1. CRPS-0$-131 -REQUEST FOR PERMISSION TO SELL REFRESHMENTS IN VICTORIA PAR K - WATERLOO PUBLIC INTEREST RESEARCH GROUP - LOCAL MOTION FESTIVAL -SEPTEMBER 14. 200$ The Committee considered Corporate Services Department report CRPS-08-131, dated July 28, 2008 concerning a request to sell refreshments in Victoria Park for a special event. On motion by Councillor G. Lorentz - it was resolved: "That the request of the Waterloo Public Interest Research Group to sell refreshments in Victoria Park on September 14, 2008 be approved, provided the necessary licence is obtained, including Health approval." 2. CRPS-0$-130 -REQUEST TO HOLD LOTTERIES ON AN ON-GOING BASIS - KITCHENER-WATERLOO CHAPTER OF SPEBSOSA INC. (BARBER SHOPPERS) The Committee considered Corporate Services Department report CRPS-08-130, dated July 28, 2008 concerning a request to hold lotteries in Kitchener. On motion by Councillor G. Lorentz - it was resolved: "That the request of Kitchener-Waterloo Chapter of SPEBSOSA Inc. to hold lotteries in the City of Kitchener be approved provided that the funds being raised are used for charitable purposes as mandated in the Provincial regulations." 3. CRPS-0$-127 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - WATERLOO PENTECOSTAL ASSEMBLY - CHURCH PICNIC AND CONCERT -AUGUST 31, 200$ The Committee considered Corporate Services Department report CRPS-08-127, dated July 29, 2008 concerning a noise exemption request. On motion by Councillor G. Lorentz - it was resolved: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ - 121 - CITY OF KITCHENER 3. CRPS-0$-127 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - WATERLOO PENTECOSTAL ASSEMBLY - CHURCH PICNIC AND CONCERT -AUGUST 31, 200$ tCONT'D) "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Waterloo Pentecostal Assembly for their church picnic and concert to be held on August 31, 2008, between the hours of 4:00 P.M. and 7:30 P.M." 4. CRPS-0$-12$ -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - NEW APOSTOLIC CHURCH - OUTDOOR BBO AND CARNIVAL -SEPTEMBER 7, 200$ The Committee considered Corporate Services Department report CRPS-08-128, dated July 28, 2008 concerning a noise exemption request. On motion by Councillor G. Lorentz - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the New Apostolic Church for their barbecue and carnival to be held on September 7, 2008, between the hours of 10:00 A.M. and 3:00 P.M." 5. CRPS-0$-129 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - DOON PIONEER PARK COMMUNITY CENTRE - OUTDOOR CONCERT AND FESTIVAL -SEPTEMBER 20, 200$ The Committee considered Corporate Services Department report CRPS-08-129, dated July 29, 2008 concerning a noise exemption request. Mr. S. Turner noted that the group had originally requested an exemption from 2:00 p.m. to 9:00 p.m., however, they are now requesting an end time of 10:00 p.m. to provide for potential over-run of band play time and take-down activities. Accordingly, it was agreed to revise the staff recommendation to reflect an end time of 10:00 p.m. On motion by Councillor G. Lorentz - 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 for their annual outdoor concert and festival to be held on September 20, 2008, between the hours of 2:00 P.M. and 10:00 P.M." 6. CRPS-0$-126 -EXEMPTION TO CHAPTER 450 (NOISE) OF THE MUNICIPAL CODE - KITCHENER HORTICULTURAL SOCIETY - CONCERTS IN THE GARDEN SERIES -AUGUST 24 AND SEPTEMBER 7, 200$ The Committee considered Corporate Services Department report CRPS-08-126, dated July 30, 2008 concerning a noise exemption request. On motion by Councillor G. Lorentz - it was resolved: "That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Kitchener Horticultural Society for 2 outdoor concerts to be held at Rockway Gardens on August 24 and September 7, 2008, between the hours of 7:30 P.M. and 8:30 P.M., each night." 7. FIN-0$-10$ -ANTENNA USE AGREEMENT WITH CITY OF WATERLOO The Committee considered Financial Services Department report FIN-08-108, dated July 21, 2008 concerning entering into an Antenna Use Agreement with the City of Waterloo. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ - 122 - CITY OF KITCHENER 7. FIN-0$-10$ -ANTENNA USE AGREEMENT WITH CITY OF WATERLOO tCONT'D) On motion by Councillor G. Lorentz - it was resolved: "That the Mayor and Clerk be authorized to sign the Antenna Use Agreement with The City of Waterloo as appended to Financial Services Department report FIN-08-108; and further, That this agreement be in effect from July 15, 2008 to June 30, 2013; with an option to renew thereafter on an annual basis at Corporate Management's discretion." 8. CRPS-0$-125 -DECISION OF LICENSING TRIBUNAL - CAFE BAR AZZURO The Committee considered Corporate Services Department report CRPS-08-125, dated July 24, 2008 concerning a decision of the Licensing Tribunal to issue a business licence to Cafe Bar Azzuro, subject to certain conditions. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this same date. On motion by Councillor C. Weylie - it was resolved: "That the Decision of the Licensing Tribunal, attached to Corporate Services Department report CRPS-08-125, on the matter of Place of Refreshment Business License No. 08102574 01 L6 issued to Romana Vignjevic, operating Cafe Bar Azzuro, 347 Lancaster Street West, be adopted." 9. FIN-0$-112 -DELTA PROJECT UPDATE The Committee considered Financial Services Department report FIN-08-112, dated August 6, 2008 concerning a quarterly project status update of the DELTA Project. Ms. R. Upfold advised that the project is on track with the target to go live as of December 31, 2008. She stated that the project team has strong focus on risk management with 21 active risks being tracked, of which the following three are high in priority: ensuring the project remains on track with the implementation time-line; ensuring organizational resources are willing and ready to accept new responsibilities associated with system implementation; and ensuring sufficient systems support within business units to administer the new systems effectively. Ms. Upfold advised that costing is strictly controlled and within the allocated budget, and the next update would be provided in November 2008. Ms. Upfold provided further explanation of the priority risks, commenting that with any significant change in systems comes a modicum of staff uncertainty to be addressed through identifying the type of needs and training required to allow a smooth transition. She added that identifying the type of systems support is important given that this is a larger, more complicated system than the existing. She noted that the project has a contingency of approximately $350,000. of which a small amount has been spent. It was noted that substantial testing of the system is planned prior to going live; however, a detailed conversion plan is yet to be developed. Concerns were raised with regard to limited support of the existing system and Ms. Upfold advised that staff is working toward more self-proficiency, as well as use of outside support within maintenance agreements for the new system. 10. CRPS-0$-132 -LAND EXCHANGE AGREEMENT - JW'S PROJECT MANAGEMENT INC. - 221 PAIGE PLACE The Committee considered Corporate Services Department report CRPS-08-132, dated August 7, 2008 concerning a request to exchange a portion of lands owned by JW's Project Management Inc at the front-side lot line of 221 Paige Place for an equal size piece of land owned by the City adjacent to the rear-side lot line of property. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ - 123 - CITY OF KITCHENER 10. CRPS-0$-132 -LAND EXCHANGE AGREEMENT - JW'S PROJECT MANAGEMENT INC. - 221 PAIGE PLACE tCONT'D) Ms. L. MacDonald advised that the exchange will provide a more rectangular configuration for 221 Paige Place as opposed to the current pie shape and all costs would be borne by JW's Project Management Inc. It was noted that the plan attached to report CRPS-08-132 did not clearly identify the location of the subject property in context of adjacent properties and surrounding neighbourhood. Ms. MacDonald subsequently provided additional visual mapping of the area advising that the subject property is within the Bridgeport area, with adjacent City-owned lands to the left and a privately owned residential parcel to the right. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this same date. On motion by Councillor J. Smola - it was resolved: "That the lands known as Part of Lot 112, G.C.T. being Part 3 on Plan 58R-16240 be declared surplus to the City's needs; and, That Legal Services and Facilities Management be directed to initiate steps to exchange land with JW's Project Management Inc., at no cost to the City of Kitchener; and, That the Mayor and Clerk be authorized to execute a Land Exchange Agreement with JW's Project Management Inc. wherein Part 3 on Plan 58R-16240 be conveyed to JW's Project Management Inc in exchange for Part 1 on Plan 58R-16240, (attached), satisfactory to the City Solicitor; and further, That the Mayor and Clerk be authorized to execute any further documentation necessary to complete the land exchange transaction, satisfactory to the City Solicitor." 11. CSD-0$-069 - CORPORATE ACCESSIBILITY TRAINER CUSTOMER SERVICE REGULATION - ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005 The Committee considered Community Services Department report CSD-08-069, dated July 21, 2008 concerning hiring of a Corporate Accessibility Trainer to comply with the Customer Service Regulation (CSR) under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). The CSR requires all staff, volunteers and any 3rd party providing service for or on behalf of the City to be trained on accessible customer service. Ms. K. Steiss advised that current staff resources are not sufficient to meet the compliance deadline for training of January 1, 2010. It is proposed to hire a trainer on a two year contract to be funded from the Corporate Accessibility Fund. Councillor J. Gazzola questioned the need to spend $250,000. to train staff in how to deal with persons with disabilities. Ms. Steiss pointed out that the training is mandatory under the legislation and extends into areas, such as proper use of specialized equipment that is not necessarily second nature to staff. Councillor Gazzola suggested that as the legislation also applies to the private sector there will be substantial outside training sources to draw from, negating the need to spend funds internally. Ms. Steiss advised that the private sector has just begun to realize the needs for training and has until 2012 to comply whereas the City has only until 2010. She added that undertaking training in-house will provide consistency in messaging and ability to develop training that will be meaningful to staff in their work environments. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ - 124 - CITY OF KITCHENER 11. CSD-0$-069 - CORPORATE ACCESSIBILITY TRAINER CUSTOMER SERVICE REGULATION - ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005 tCONT'D) Councillor B. Vrbanovic noted that the cost to Kitchener is only $120,000. of the total $250,000. Ms. P. Houston added that staff have investigated varying options and found the proposed concept to be most cost effective, allowing training to be provided in a number of different methods to a broad spectrum of employees. Councillor K. Galloway stated that training will also be an on-going need as new employees enter the City's workplace. Mayor C. Zehr inquired as to discussions with other municipalities in the Region. Ms. Steiss advised that discussions are on-going on a regular basis and while some municipalities are not as far along, there is a desire to promote similar messaging and training among municipal staff. Ms. C. Ladd advised that the position is to be funded from within an existing budget and will not add to the City's complement as it is a 2 year contract. She agreed that staff had carefully investigated training opportunities and that what is proposed is most cost effective. She added that in the second year of training, staff may be in a position to pursue sourcing out its training program at cost to other municipalities who are farther behind. Councillor Gazzola suggested that a resolution of Council should be passed regardless of availability of the funds within an existing budget. Councillor B. Vrbanovic stated that a motion in this instance is not required as staff is permitted to utilize funds from within an approved budget; however, he advised that he would accept a motion to receive the staff report as information. On motion by Councillor K. Galloway - it was resolved: "That Community Services Department report CSD-08-069 (Corporate Accessibility Trainer Customer Service Regulation -Accessibility for Ontarians with Disabilities Act, 2005), dated July 21, 2008 be received." 12. FIN-0$-096 -REPLACEMENT OF POINT OF SALE SYSTEM The Committee considered Financial Services Department report FIN-08-096, dated August 6, 2008 concerning purchase of a CLASS point of sale system module. It was noted in the report that the current point of sale system has been in place more than ten years and often requires equipment repairs; the City is experiencing difficulty with availability of the vendor to provide technical support for the rented equipment and software required to operate the system; and the implementation of the new DELTA project provides good opportunity to implement a new point of sale system rather than integrating the old system with the new financial system. Ms. J. Evans advised that 18 facilities currently use the CLASS system, with equipment already in place for nine points of sale in various facilities throughout the City. Ms. R. Upfold added that the proposal is a natural extension of the CLASS system already in use now, requiring only an increase in the number of licenses rather than starting over with an unknown product. Councillor J. Gazzola expressed concern that expanding the CLASS system does not provide opportunity to explore other possible alternatives. Councillor B. Vrbanovic inquired if the proposed system would permit use by neighbourhood associations for their program registrations. Ms. P. Houston advised that Community Services' staff is looking at opportunities to expand its CLASS system to include the needs of neighbourhood associations which can be done regardless and has no impact in this instance. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES AUGUST 11, 200$ - 125 - CITY OF KITCHENER 12. FIN-0$-096 -REPLACEMENT OF POINT OF SALE SYSTEM tCONT'D) Mayor C. Zehr stated that he could support the proposal as an extension of the City's existing investment in the CLASS system as opposed to complete replacement and was supportive of pursuing opportunities to assist neighbourhood associations within the system. On motion by Mayor C. Zehr - it was resolved: "That staff be authorized to sole source the purchase of the CLASS point of sale module from ActiveNetwork, subject to the negotiation of a satisfactory agreement within the Council approved budget for the project." 13. FIN-0$-094 -FINANCIAL REPORT AS OF MAY 31, 200$ The Committee considered Financial Services Department report FIN-08-094, dated July 9, 2008 which provides an update on City spending and revenues compared to the 2008 budget and explains significant actual and projected variances as of May 31, 2008. At the request of Mayor C. Zehr, Ms. R. Upfold agreed to provide additional information concerning two matters: funding off-set for road maintenance; and higher fuel costs off-set by gapping any efficiency recoveries. 14. ADJOURNMENT On motion, the meeting adjourned at 3:25 p.m. Janet Billett Committee Administrator