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HomeMy WebLinkAboutFin & Corp Svcs - 2009-01-19 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, commencing at 1 :05 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 D. Chapman, General Manager, Financial Services & City Treasurer T. Speck, General Manager, Corporate Services P. Houston, General Manager, Community Services J. Willmer, Interim General Manager, Development & Technical Services J. Witmer, Director of Operations S. Adams, Director of Community & Corporate Planning H. Gross, Director, Project Administration & Economic Investment K. Dever, Project HR Integration Manager L. Bensason, Co-ordinator, Cultural Heritage Planning T. Boutilier, Senior Business Development Officer and Brownfield Co-ordinator K. Steiss, Inclusion Co-ordinator A. Mick, Utilities Water Engineer J. Billett, Committee Administrator 1. CSD-09-004 - PURCHASE ORDER FOR CONSULTING SERVICES - RISK ASSESSMENT & RECORD OF SITE CONDITION - COAL TAR PROJECT (RICHMOND / JOSEPH / GAUKEL STREETS) The Committee considered Community Services Department report CSD-09-004, dated January 5, 2009 concerning a request for consulting services relative to completion of a Risk Assessment and Record of Site Condition for the Gaukel Street remediation project. On motion by Councillor K. Galloway - it was resolved: "That staff be authorized to issue a purchase order for consulting services to MTE Consultants Ltd. in the amount of $475,000.00 (excluding GST) for the completion of the Risk Assessment and Record of Site Condition associated with the Coal Tar project (Richmond / Joseph / Gaukel Streets)." 2. CAO-09-001 - E08-056 EXTENSION OF CONSULTANT SERVICES - HUMAN RESOURCES INTEGRATION - CONSOLIDATED MAINTENANCE FACILITY The Committee considered Chief Administrator's Office report CAO-09-001 , dated January 6, 2009 concerning extension of consulting services relative to Human Resource Integration for the Consolidated Maintenance Facility. On motion by Councillor K. Galloway - it was resolved: "That an extension of services be approved to The Osborne Group Toronto Inc., Toronto, Ontario in the amount of $76,267.80, including disbursements and G.S.T., to cover additional consulting and advisory services to the City related to the Human Resource Integration for the Consolidated Maintenance Facility." 3. CSD-09-005 - PARKING LEASE - UKRAINIAN CATHOLIC CHURCH OF THE TRANSFIGURATION The Committee considered Community Services Department report CSD-09-005, dated January 6, 2009 concerning execution of a lease to provide staff parking at 15 Michael Street. On motion by Councillor K. Galloway - it was resolved: FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 - 22- CITY OF KITCHENER 3. CSD-09-005 - PARKING LEASE - UKRAINIAN CATHOLIC CHURCH OF THE TRANSFIGURATION (CONT'D) "That the Mayor and Clerk be authorized to execute a lease satisfactory to the City Solicitor with the current owner of the property located at 15 Michael Street in the City of Kitchener for the use of the lands for the purpose of providing monthly parking for City employees working out of the Bramm Street Operations Yard." 4. DTS-08-209 - USE OF SCHOERG BARN TIMBERS IN THE REGIONAL HISTORY MUSEUM The Committee considered Development and Technical Services Department report DTS-08- 209, dated December 23, 2008 concerning a request from the Region of Waterloo to use a portion of the Schoerg barn timbers as cladding on the walls of the main entry corridor and lobby of the new Regional History Museum. Mr. L. Bensason advised that the City purchased the Schoerg barn timbers from Kieswetter Demolition Inc. in 2005 and the timbers are currently in storage. Originally it was envisioned to use the timbers in construction of the Clarica Lookout; however, the project engineers have since advised that as these were originally used as interior timbers they cannot be exposed to the elements without causing damage and therefore, are not suitable for the project. In respect to the Regional History Museum, it was originally envisioned to use 8 timbers as structural columns with the space in between columns to represent the 7 area municipalities. On inspection, the Region's consulting architect also concluded that they were not suitable for this purpose. The second alternative of using the timbers for cladding requires the timbers to be cut and milled into small strips. The City's Artifacts Working Group have concerns, preferring a use true to their structural origin and function but also recognizes the unique opportunity to use some of the timbers as part of the Regional History Museum. They also recognize that current storage conditions are not conducive to long term material conservation and the City has no immediate plans for their use. Accordingly, the Working Group is recommending that the Region be permitted to use some of the timbers as wall cladding in the museum, subject to entering into a satisfactory agreement; involvement of the Director of Facilities Management in selection of the timbers; installation of interpretive signage at the site; and that staff investigate the feasibility of the new Consolidated Maintenance Facility (CMF) to either store or use the remaining timbers. Mr. Bensason advised that Mr. Brian Rudy, Moriyama & Teshima Architects, consulting architect for the Region, was in attendance to answer questions. Mayor C. Zehr inquired if there were any other salvage materials from the Schoerg barn purchased by the City that could be used for the cladding. Mr. B. Rudy advised that there are some small barn boards that could be assessed first and used if found to be suitable. Mayor Zehr inquired as to the construction timeframe for the Clarica Lookout. Mr. Bensason advised that it is anticipated to begin this year but as this is an open air structure the Schoerg barn timbers are not suitable as they cannot withstand exposure to the elements. Mayor Zehr inquired if there was any other reasonable use that may be suitable for the City to undertake in respect to the remainder of the timbers before they deteriorate. Mr. Bensason responded that the Region's proposal will use approximately half of the timbers and at this time, it is recommended that the City pursue a more suitable storage facility for the remainder of the timbers or a potential use either in the new CMF or some other project. Councillor J. Gazzola requested clarification as to why the Region's original design proposal of columns was not workable. Mr. Rudy advised that each timber is not one long continuous beam but rather connected by dowels that have left significant holes in the structure of the beam. To be used structurally in the museum they would have to be natural wood from top to bottom and not compromised by plugging or filling in the holes. Councillor C. Weylie inquired if the Region is acquiring the timbers at cost. Mr. Bensason advised that the City, subject to a satisfactory agreement, is donating the timbers and any costs associated in moving them will be borne by the Region. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 - 23- CITY OF KITCHENER 4. DTS-08-209 - USE OF SCHOERG BARN TIMBERS IN THE REGIONAL HISTORY MUSEUM (CONT'D) At the request of Councillor B. Vrbanovic, it was agreed that the third paragraph of the staff recommendation be revised to provide that the interpretive signage include appropriate acknowledgement of the City's donation of the timbers. On motion by Councillor J. Gazzola - it was resolved: "That the Mayor and Clerk be authorized to enter into an agreement with the Regional Municipality of Waterloo, satisfactory to the City Solicitor, to permit use of the Schoerg barn timbers as cladding on the walls of the main entry corridor and lobby space of the Regional History Museum, in accordance with the plan and conceptual drawings attached as Appendix 'B' to Development & Technical Services Department report DTS-08-209; and, That the City's Manager of Facilities Management be involved in the selection of specific timbers appropriate and suitable for use in the Regional History Museum; and, That the Regional Municipality of Waterloo, in consultation with the City of Kitchener, develop and install interpretive signage and information regarding the cultural heritage significance of the Schoerg barn timbers, at the Regional History Museum installation location; such signage to include appropriate acknowledgement of the City of Kitchener's donation of the timbers; and further, That City staff investigate whether the City's Consolidated Maintenance Facility can playa role in providing a home for the storage, or a setting for the use of, some of the remaining Schoerg barn timbers." 5. CSD-09-001 - JOINT ACCESSIBILITY PLAN 2009 (ONTARIANS WITH DISABILITIES ACT. 2001) The Committee considered Community Services Department report CSD-09-001, dated December 11, 2008 concerning the Annual Joint Accessibility Plan for the City as required under the Ontarians with Disabilities Act, 2001. Ms. K. Steiss advised that the purpose of the plan is to assist the City in identification and removal of existing barriers for persons with a disability and development of strategies to prevent any new barriers. She added that the plan is a collaborative agreement among participating area municipalities within the Region of Waterloo. The plan consists of two sections, the first providing an overview of 2008 activities; and the second, an outline of proposed activities for 2009. At the request of Councillor J. Gazzola, Ms. Steiss agreed to provide a financial report for years 2007 and 2008, together with projections for 2009 and 2010. Councillor Gazzola requested clarification of the proposal to develop a procedure for providing ASL interpreters at Council and Standing Committee meetings. Ms. Steiss advised that draft legislation suggests this will be a future requirement at all public meetings. Councillor Gazzola asked if there were any statistics on users, noting limited attendance at public meetings and questioning the feasibility of this direction. Ms. Steiss stated that traditionally this service has not been provided which may be the reason that persons who could make use of it do not attend. She pointed out that the proposal will allow their participation and provides added accountability. Ms. Steiss also addressed questions with respect to barriers related to employment opportunities, noting that in respect to advertising job vacancies the City's website could be improved by providing an audio function, which could be of benefit to more than just those who have visual disabilities. Mayor C. Zehr questioned if there is any factual data as to current use of the ASL service in municipalities. Ms. Steiss was not aware of any other municipalities who provide the service at this time. She added that a report will be coming forward in the near future on the Information and Communication Standards that suggests this will be required and indicates a FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 - 24- CITY OF KITCHENER 5. CSD-09-001 - JOINT ACCESSIBILITY PLAN 2009 (ONTARIANS WITH DISABILITIES ACT. 2001) (CONT'D) compliance deadline of 2012. Mayor Zehr questioned if there was a mechanism to convey comments on the draft legislation relative to building in some flexibility for provision of the service and to address cost implications. Ms. Steiss advised that staff propose to bring forward their report on January 28, 2009, outlining a response to the proposed standards for consideration of Council. Mayor Zehr inquired if costing would be included in the report. Ms. Steiss advised that staff is still attempting to define the cost implications; however, at this time the full scope of new standards is expected to have a financial impact of approximately 1-30/0 of the annual operating budget. At the request of Mayor C. Zehr, it was agreed to amend the staff recommendation to provide that the plan be approved, in principle, rather than adopted, as cost implications and the various aspects of the draft standards is unknown at this time. On motion by Mayor C. Zehr - it was resolved: "That the 2009 Accessibility Plan, as attached to Community Services Department report CSD-09-001, be approved, in principle, as the Annual Accessibility Plan for 2009 for the City of Kitchener, in accordance with the Ontarians with Disabilities Act, 2001 ." 6. CAO-08-044 - PROPOSED PROVINCE OF ONTARIO REVISIONS TO BROWNFIELD REGULATIONS The Committee considered Chief Administrator's Office report CAO-08-044, dated December 31, 2008 concerning proposed amendments to Ontario Regulation 153/04 to implement the balance of legislative reforms to the Environmental Protection Act and the Ontario Water Resources Act, 2007; and the impact to brownfield development. Mr. T. Boutilier advised that City staff have attended a number of information sessions to understand the Ministry of Environment (MOE) rationale and to determine the impact of the proposed amendments. The MOE was questioned as to why new standards are needed and they have responded that the current standards have not been updated for the past 10 years and significant advancement in science has since taken place world-wide. The MOE has also indicated that they are not prepared to do a cost benefit analysis or financial impact statement relative to the amendments. Overall, the new standards are expected to be more stringent and an MOE review of current Records of Site Condition (RSC) indicates 530/0 would conform to the new standards while 470/0 would not. Mr. Boutilier advised that collaborative discussions with municipal colleagues at the Association of Municipalities of Ontario (AMO) produced shared concerns that include: · no clear understanding of the financial impact; it is suggested that a stakeholder and peer review be conducted and results published in 'clear language' style; · a lengthy response time to initial review of an RSC; it is suggested that a 30-day business response be shortened to 30 calendar days; · no clear transition rules; implication to sites which were previously remediated that do not meet new standards is unknown; · a modified Risk Assessment process; clarification of the process is needed to understand the impact in Waterloo Region due to the presence of Ground Water Protection Areas; and, · the impact on the City's Places to Grow strategy; more stringent standards may become an obstacle to meeting intensification targets by negating significant infill opportunities (brownfield development). Mr. Boutilier also raised concerns with respect to the impact to the new Brownfield Remediation Program, whereby the Region of Waterloo and the City share the cost of remediation through a Tax Incremental Grant Program. A copy of a letter from the AMO to the Minister of Environment was attached to report CAO-08-044, outlining the issues of concern with respect to the proposed amendments. Mr. Boutilier advised that since writing to the Minister, a meeting was held with AMO during which indication was given that the MOE is FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 - 25- CITY OF KITCHENER 6. CAO-08-044 - PROPOSED PROVINCE OF ONTARIO REVISIONS TO BROWNFIELD REGULATIONS (CONT'D) amenable to the concerns raised and they have since announced elimination of the proposed amendment to modify the Risk Assessment process. It is also hoped that as a result of these discussions, a transition process will be put in place similar to the City's Site Plan Approval process and that a link will be forged between the new standards and the City's Places to Grow strategy to provide some flexibility. Notwithstanding, staff is recommending that the City provide its concerns directly to the Minister as outlined in the staff recommendation. It was noted that the deadline to provide comment is February 10, 2009. Mayor C. Zehr inquired if other area municipalities were considering similar recommendations and Mr. Boutilier responded that to his knowledge they were not as comments are primarily being forwarded through the AMO. Mayor Zehr suggested that other area municipalities should be approached to endorse similar recommendations and asked that the staff recommendation be revised to provide that area municipalities and the Region of Waterloo be circulated with the City's resolution. Councillor J. Gazzola suggested that the resolution should also be forwarded to Provincial M.P.P's as they ultimately vote on the proposed amendments. He further suggested that the Federation of Canadian Municipalities (FCM) be circulated. Mayor Zehr pointed out that FCM is a National organization whose practice is not to comment on Provincial regulations as they differ across the country. Councillor B. Vrbanovic left the meeting during discussion of this item and Councillor J. Smola assumed the Chair. On motion by Mayor C. Zehr - it was resolved: "That Kitchener City Council advise the Ministry of the Environment of its concern that the proposed revisions to the Province's Brownfield Regulations 153/04 may significantly increase the cost of remediation projects in our municipality; and, That since the City of Kitchener and the Region of Waterloo jointly fund remediation activity through grants from our existing Brownfield Remediation Community Improvement Plan; the City of Kitchener is concerned that the proposed revisions to the Province's Brownfield Regulations 153/04 will increase the municipal cost for the funding of the Brownfield Program; and, That the Province of Ontario be requested to review and revise the Ontario Brownfield Tax Incentive Program (BFTIP) to allow for easier integration with municipal Community Improvement Plans under Section 28 of the Planning Act, and to make it more useable for Brownfield projects where the end land use involves a Plan of Condominium or Plan of Subdivision; and further, That a copy of this resolution be sent to all local area municipalities, the Region of Waterloo and all local M.P.P's." 7. CAO-09-002 - CONSOLIDATED MAINTENANCE FACILITY - PROJECT STATUS UPDATE (JANUARY 2009) The Committee considered Chief Administrator's Office report CAO-09-002, dated January 9, 2009 which provides an update on the status of the new Consolidated Maintenance Facility (CMF) and outlines key milestone dates in 2009 and 2010. Mr. H. Gross advised that 2008 was dedicated to the planning and pre-design stage of the project, as well as, acquisition of lands on Goodrich Drive which was completed December 19, 2008. He pointed out that two appendices attached to the report provide firstly, a general project schedule which includes a 'people plan' for transition from outlying facilities into the singular CMF. The second appendix outlines a Vision Statement for the facility which is to be rolled out to all staff in the coming week. 2009 will include the detailed design stage and tendering of the project, and move-in dates are proposed to commence in March 2010 and be FINANCE & CORPORATE SERVICES COMMITTEE MINUTES JANUARY 19. 2009 - 26- CITY OF KITCHENER 7. CAO-09-002 - CONSOLIDATED MAINTENANCE FACILITY - PROJECT STATUS UPDATE (JANUARY 2009) (CONT'D) completed by September of that year. Mr. Gross responded to questions, confirming the purchase price of the lands on Goodrich Drive at $2.4 M; the funds for proposed building alterations ($18 M) have not yet been spent pending a detailed design; and staff will be bringing forward a report in respect to costing of the detailed design, together with issues concerning associated costs to achieve LEED Gold certification. It was further noted that contingency funds ($2.3 M) have not yet been spent but have been partially allocated to certain components of the construction project and an interest amount of $2 M relates to the cost of borrowing to maintain cash flow as proceeds from associated land sales will not be received until after the facility is occupied. Councillor Gazzola requested clarification of the statements relative to work place culture in the Vision Statement. Ms. C. Ladd advised that these statements recognize that several different and distinctly separate work units are coming together for the first time into a common work place which will require work to mix and blend these units in a positive and cohesive manner. Councillor Gazzola asked what benefits the community will see. Mr. Gross provided several examples wherein the community should see increased response times for snowplowing and a better co-ordinated approach to infrastructure projects. 8. FIN-09-011 - SUMMARY WATER REPORT - JANUARY 1 - DECEMBER 31. 2008 The Committee considered Financial Services Department report FIN-09-011 , dated January 8,2009 which provides an Annual Drinking Water Summary Report, as required by Schedule 22 of O.Reg 170/03 of the Safe Water Drinking Act. Ms. A. Mick advised that in 2008 no 'non-compliance' issues were recorded and the majority of adverse water quality issues related to low chlorine residuals. Ms. Mick clarified for public understanding, that the terminology 'adverse water quality issues' does not mean unsafe drinking water. As noted previously, the majority relate to low chlorine levels which does not make the water unsafe and the City pro-actively monitors, as well as routinely flushes dead-end mains to increase chlorine levels. Councillor Gazzola referred to the process of lead sampling, noting that the City's water is supplied by the Region of Waterloo and asked what the Region's involvement is should samples show high lead levels. Ms. Mick responded that there are no high level lead issues in the distribution system but should this occur the City would communicate with the Region and it would be the Region's responsibility to address the matter. Councillor Gazzola requested clarification of an item crossed out on Table 1 attached to report FIN-09-011. Ms. Mick advised that this instance relates to new housing construction and should not have been recorded as the property involved was not connected to the City's distribution system. On motion by Councillor G. Lorentz - it was resolved: "That the 2008 City of Kitchener Summary Drinking Water Report be received for information as required by O.Reg170/03, Schedule 22 of the Safe Drinking Water Act; and further, That the City of Kitchener provide a copy of the Summary Drinking Water Report to the Township of Woolwich as required by Schedule 22 of O.Reg.170/03." 9. ADJOURNMENT On motion, the meeting adjourned at 2:20 p.m. Janet Billett Committee Administrator