HomeMy WebLinkAboutFin & Corp Svcs - 2010-02-08FINANCE AND CORPORATE SERVICES COMMITTEE
The Finance and Corporate Services Committee met this date commencing at 2:51 p. m.
Present: Councillor B. Vrbanovic -Chair
Mayor C. Zehr and Councillors J. Smola, G. Lorentz, 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
J. Willmer, Interim General Manager, Development & Technical Services
P. Houston, General Manager, Community Services
R. Gosse, Director, Legislated Services & City Clerk
W . Malcolm, Director of Utilities
C. Fletcher, Director, Facilities Management
H. Gross, Director of Project Administration & Economic Investment
L. Gordon, Chief Purchasing Officer
J. Sheryer, Assistant City Solicitor
R. LeBrun, Manager of Financial Planning & Reporting
M . Petricevic, Manager, Project/Energy Management
P. Harris, Manager of Licensing
I. Magid, Supervisor, Benefit Development
K. Steiss, Inclusion Co-ordinator
A. Mick, Utilities Water Engineer
C. Goodeve, Committee Administrator
CRPS-10-016 -REQUEST FOR AMIDWAY - 707 OTTAWA STREET SOUTH
- APRIL 22 TO MAY 2, 2010
The Committee considered Corporate Services Department report CRPS-10-016, dated
January 27, 2010 regarding a request to operate a midway from April 22 to May 2, 2010.
On motion by Mayor C. Zehr -
itwas resolved:
"That Homeniuk Rides Inc. be granted permission to operate a midway at Weiland Ford,
707 Ottawa Street South, from April 22 to May 2, 2010, subject to the following:
Hours of operation; and,
Date Start Close
Thursday, April 22 3:30 p.m. 10:00 p. m.
Frida , A ril 23 3:30 .m. 11:00 .m.
Saturda , A ril 24 10:00 a. m. 11:00 .m.
Sunda , A ril 25 Noon 10:00 .m.
Monday, April 26-Thursday, April 29 3:30 p. m. 10:00 p. m.
Friday, April 30 3:30 p. m. 11:00 p.m.
Saturda , Ma 1 10:00 a. m. 11:00 .m.
Sunda , Ma 2 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 8:00 p. m.; and,
That the music be turned off one hour before closing time on the evenings preceding a
non-school day; and,
That parking arrangements be reviewed with Transportation Planning staff to ensure
adequate off-street parking will be provided; and further,
That the required licence be obtained prior to operating the Midway."
CRPS-10-017 -REQUEST FOR AMIDWAY - 707 OTTAWA STREET SOUTH
- AUGUST 18 TO AUGUST 22, 2010
The Committee considered Corporate Services Department report CRPS-10-017, dated
January 27, 2010 regarding a request to operate a midway from August 18 to August 22, 2010.
FINANCE AND CORPORATE SERVICES COMMITTEE
CRPS-10-017 -REQUEST FOR AMIDWAY - 707 OTTAWA STREET SOUTH
- AUGUST 18 TO AUGUST 22, 2010 (CONT'D)
On motion by Mayor C. Zehr -
itwas resolved:
"That Homeniuk Rides Inc. be granted permission to operate a Midway at Weiland Ford,
707 Ottawa Street South, from August 18 to August 22, 2010, subject to the following:
Hours of operation; and,
Date Start Close
Wednesda , Au ust 18 3:00 .m. 10:00 .m.
Thursday, August 19 Noon 10:00 p. m.
Friday, August 20 Noon 11:00 p. m.
Saturda , Au ust 21 10:00 a. m. 11:00 .m.
Sunda , Au ust 22 Noon 9:00 .m.
That the music at the Midway be turned down at 8:00 p. m.; and,
That the music be turned off one hours before closing time; and,
That parking arrangements be reviewed with Transportation Planning staff to ensure
adequate off-street parking will be provided; and further,
That the required licence be obtained prior to operating the Midway."
CRPS-10-018 -REQUEST FOR AMIDWAY - 707 OTTAWA STREET SOUTH
- SEPTEMBER 29 TO OCTOBER 2, 2010
The Committee considered Corporate Services Department report CRPS-10-018, dated
January 28, 2010 regarding a request to operate a midway from September 29 to October 2,
2010.
On motion by Mayor C. Zehr -
itwas resolved:
"That Homeniuk Rides Inc. be granted permission to operate a Midway at the Optimist
Sports Park, 120 Pioneer Drive on September 29 to October 2, 2010, subject to the
following:
Hours of operation; and,
Date Start Close
Thursday, September 29 3:30 p. m. 10:00 p. m.
Friday, September 30 3:30 p. m. 11:00 p. m.
Saturda ,October 1 10:00 a. m. 11:00 .m.
Sunda ,October 2 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."
FIN-10-007- SUMMARY DRINKING WATER REPORT
- JANUARY 1 TO DECEMBER 31, 2009
The Committee considered Financial Services Department report FIN-10-007, dated January
18, 2010 concerning the City of Kitchener 2009 Summary Drinking Water Report.
Ms. A. Mick clarified for public understanding, that the terminology 'adverse water quality
issues' does not mean unsafe drinking water. The majority of issues relate to low chlorine
FINANCE AND CORPORATE SERVICES COMMITTEE
FIN-10-007- SUMMARY DRINKING WATER REPORT
- JANUARY 1 TO DECEMBER 31, 2009 (CONT'D1
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. She noted that there were no
boil water advisories and/or drinking water advisories in 2009.
On motion by Mayor C. Zehr -
itwas resolved:
"That the 2009 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."
CSD-10-012 -HERITAGE GREENS LAWN BOWLING CLUB -LICENCE AGREEMENT
The Committee considered Community Services Department report CSD-10-012, dated
January 12, 2010 regarding the renewal of the existing Licence Agreement with the Heritage
Greens Lawn Bowling Club.
On motion by Mayor C. Zehr -
itwas resolved:
"That the Mayor and Clerk be authorized to execute a Licence Agreement with the
Heritage Greens Lawn Bowling Club, renewing their current agreement for a further ten
(10) years until 2019 under the existing conditions, subject to the satisfaction of the City
Solicitor."
CRPS-10-011 -REQUEST FOR REMOVAL OF LIQUOR LICENSING CONDITIONS
- LUCKY'S WINGS - 320 KING STREET WEST
The Committee considered Corporate Services Department report CRPS-10-011, dated
January 15, 2010 recommending that Conditions #5 and #8 continue to form part of the liquor
licence for Lucky's Wings, 320 King Street West, as issued by the Alcohol and Gaming
Commission of Ontario.
Councillor B. Vrbanovic advised that consideration of this matter was deferred to this date at
the request of the owner, Justin Novak, who was listed to appear before the Committee as a
delegation. However, Mr. Novak has informed staff that he would not be able to attend this
meeting. Councillor Vrbanovic stated that the Committee could take no action on the owner's
request; thereby, affording Mr. Novak an opportunity to appear at a future meeting regarding
his request to remove Conditions #5 and #8 from this liquor licence.
In response to questions, Ms. P. Harris advised that this matter does not affect the business
licence issued for the subject property. In addition, she confirmed that Conditions #5 and #8
would continue to form part of the liquor licence for Lucky's Wings, until such time as Council
has consented to their removal.
On motion by Councillor J. Smola -
itwas resolved:
"That no action be taken on the request of Justin Novak, owner of Lucky's Wings, 320
King Street West, to have Conditions #5 and #8 removed from his current liquor licence
issued by the Alcohol and Gaming Commission of Ontario, as outlined in Corporate
Services Department report CRPS-10-011, dated January 15, 2010."
CSD-10-011 -JOINT ACCESSIBILITY PLAN 2010
The Committee was in receipt this date of a revised version of Community Services
Department report CSD-10-011, recommending the adoption of the annual Accessibility Plan
FINANCE AND CORPORATE SERVICES COMMITTEE
FEBRUARY 8. 2010 - 50 - CITY OF KITCHENE
7. CSD-10-011 -JOINT ACCESSIBILITY PLAN 2010 (CONT'D)
for 2010 in accordance with the Accessibility for Ontarians with Disabilities Act, 2001 (AODA)
Ms. K. Steiss presented the report and advised that the plan consists of two sections, the first
providing an overview of 2009 activities; and the second, an outline of proposed activities for
2010. She noted that in 2009, an Accessibility Standards trainer was hired to develop and
deliver the training required under the Accessible Customer Service Standards to all staff and
volunteers. She pointed out that the revised report was circulated as a change was made to
the Financial Implication section of the original report CSD-10-011, to include a reference to
the date of the financial summary attached thereto as Appendix 'B'.
Mayor C. Zehr requested clarification regarding the funding currently allocated toward meeting
the various AODA standards. Mr. R. LeBrun advised that in 2006, Council approved an
allocation of $100,000. per year for the years 2007-2011 for the purposes of creating a
Corporate Accessibility Fund to respond to corporate-wide accessibility initiatives and issues.
He stated that the total projected budget, including grants from both Federal and Provincial
governments is $1 M. He noted that $300,000. of this has been allocated to fund facility
retrofits in anticipation of the AODA Accessible Built Environment Standards. He added that
staff are still attempting to define cost implications; however, at this time the full scope of the
new standards are expected to have a financial impact of approximately 1-3% of the annual
operating budget.
Councillor K. Galloway asked for clarification regarding the installation of barrier-free doors for
the Council Chamber and the work undertaken in accordance with the Accessibility Audit
completed by the Herrington Group. Mr. M. Petricevic advised that initially $5,000. was
allocated toward making the main entrance to the Council Chamber more accessible.
However, this has been increased to $30,000. to allow all entrances to be equipped with either
wheelchair accessible doors with push button operators, or glass sliding doors. Ms. Steiss
stated that the Herrington Group Audit is being used as a guide to help shape the work of staff
in meeting the AODA standards. She agreed to provide additional information as to the
number of projects identified by the Herrington Group Audit that have been undertaken to date.
Councillor Galloway questioned whether funding has been included in the Capital Forecast
beyond 2011 for corporate accessibility projects. Ms. C. Fletcher advised that staff anticipate
further direction as to the nature of those projects once the Accessible Built Environment
Standards have been finalized. She added that once those are in place, staff would be able to
quantify what is required for the various facility retrofits.
On motion by Councillor K. Galloway -
itwas resolved:
"That the 2010 Accessibility Plan attached to the Community Services Department
report CSD-10-011 be adopted as the Annual Accessibility Plan for 2010 for the City of
Kitchener in accordance with the Ontarians with Disabilities Act, 2001; and further,
That staff be directed to investigate the potential to include additional funding within the
Capital Forecast for corporate projects that will remove barriers to accessibility for
persons with disabilities."
Councillor B. Vrbanovic left the meeting at this time and Councillor J. Smola assumed the Chair.
8. FIN-10-026 -ASSET MANAGEMENT SERVICE DELIVERY STRATEGY
The Committee considered Financial Services Department report FIN-10-026, dated February
1, 2010 regarding the Asset Management Service Delivery Strategy.
Mr. D. Chapman presented the report, advising that the introduction of new accounting
standard, PSAB 3150 (Tangible Capital Assets), required all municipalities to develop a
corporate asset inventory. He added that asset management is a core business function,
noting that the City currently has 250,000 individual assets with a replacement value of almost
$3B. As a result of PSAB 3150, the City has implemented new systems to provide a corporate
FINANCE AND CORPORATE SERVICES COMMITTEE
FIN-10-026 -ASSET MANAGEMENT SERVICE DELIVERY STRATEGY (CONT'D
inventory and a standard platform for decision support. He added that the accounting standard
changes also provided an opportunity to consider the future direction for asset management.
He stated that in 2009, Prior & Prior were retained to prepare an Asset Management Service
Delivery Strategy in consultation with the City's asset managers. Consequently, the Asset
Management Program has been redefined and broadened to place a greater focus on asset
optimization, which includes repair verses replace decisions using decision support tools that
incorporate stakeholder value, interdependent infrastructures, risk, etc. He noted that while
return on investment is still important, it is no longer the focus and will be addressed through
other initiatives; such as, long-term financial planning, core service review and/or program
review. He then reviewed the following 4 Phases being proposed to meet the goals of the
redefined Asset Management Program:
• Phase 1 -Gap Analysis;
• Phase 2 -Review of GIS/asset inventory component of the Corporate Database;
• Phase 3 -Development of customer levels of service; and,
• Phase 4 -Development of long-term asset specific funding projections.
Mr. Chapman noted that since many of the key resources required for Phase 1 are already at
capacity due to their commitments to the Consolidated Maintenance Facility (CMF), work
would be initiated in the second and third quarters of 2010.
Mayor C. Zehr requested clarification regarding the proposed gap analysis. Mr. Chapman
advised that the purpose of this analysis is to determine the gap between the City's current
asset management practices and best practices for all of the City's physical assets. He stated
that this work is critical to defining a realistic work plan for the balance of the phases, adding
that the analysis would cover all of the City's major asset types. He added that the gap
analysis would be carried out through a series of workshops to identify the gap between where
the City is today and industry best practices. In addition, a model will be used to guide staff in
assessing various performance levels and will outline the City's strengths and weaknesses in
all asset management areas. He commented that this is focussed on assets with considerably
long lifecycles and will provide an understanding of appropriate levels of maintenance versus
capital investment.
On motion by Mayor C. Zehr -
itwas resolved:
"That the Asset Management Service Delivery Strategy as outlined in Financial Services
Department report FIN-10-026, be supported as the direction for the City of Kitchener's
asset management program over the next 3 to 5 years; and further,
That Phase 1 of the Strategy, being Asset Management Gap Analysis, be completed in
2010."
Councillor B. Vrbanovic re-entered the meeting at this time and resumed the Chair.
FIN-10-022 - INFRASTRUCTURE STIMULUS PROJECT UPDATE -FEBRUARY 2010
The Committee considered Financial Services Department report FIN-10-022, dated February
3, 2010, provided as part of a series of bi-monthly updates on the status of the City's Stimulus
Funding Projects. In addition, the Committee was in receipt this date of a revised Appendix 'B'
to report FIN-10-022.
Mr. D. Chapman presented the report, providing an overview of Appendix 'A', which gives a
summary of project status; and, the revised Appendix 'B', which depicts the progress toward
completion of each project compared to the planned timeline, as of February 8, 2010. He
stated that all projects are behind schedule to some degree, but project managers have
confirmed that each can still be completed with the permitted timeframe. He noted that the
Recreational Infrastructure Canada Fund (RInC) application for Aquatic Facilities related to the
Kiwanis Pool was not approved, as the full scope of work could not be completed by the March
31, 2011 deadline. He added that the Ontario Power Authority (OPA) has deemed the
FINANCE AND CORPORATE SERVICES COMMITTEE
FIN-10-022 - INFRASTRUCTURE STIMULUS PROJECT UPDATE -FEBRUARY 2010
(CONT'D)
application for the Consolidated Maintenance Facility (CMF) Solar Roof project to be complete.
He stated that the contract for the design /construction of this project is out for tender, with a
closing date of February 12, 2010. He pointed out that the purpose of the 120-day award
period is to allow for any timing uncertainties by the OPA. Mr. Chapman further advised that
verbal confirmation has been received indicating that the Federal government has approved
the "Cost Plus" approach with Ball Construction for the RInC Sportsworld Arena Capital
upgrades. He noted that the agreement with Ball Construction would be executed upon
receipt of written confirmation.
Councillor K. Galloway inquired into the performance clause added to the tender for the CMF
Solar Roof project. Mr. Chapman advised that the performance clause states that if the project
is not substantially complete by February 11, 2011 and closed by March 28, 2011, then the
City would only pay 1/3 share of the cost incurred to complete the project beyond the
Infrastructure Stimulus Fund (ISF) deadline. He noted that the bidder would incur the balance
of the cost. He commented that the addition of the performance clause transfers the risk of
completion to the contractor and ensures that the contractor develops a realistic and
aggressive schedule. Mr. H. Gross further advised that the OPA is currently in the process of
assessing, by order of time-stamp, when connection resources will be available for the CMF
Solar Roof. He added that their target is typically 60 days from the date of response, which
was January 7, 2010; however, due to the high volume of applications received more time may
be required to complete this process.
Mayor C. Zehr requested clarification regarding Clause 1 of the staff recommendation. Mr.
Chapman advised that the Chief Administrative Officer has been designated to award tenders
on ISF projects provided that the costs are within the projected expenses and they are
reported to Council by way of the bi-monthly update reports. He noted that Clause 1 serves to
satisfy this reporting requirement.
It was noted that any recommendation arising from the Committee would be considered at a
special Council meeting scheduled to be held later this same date.
On motion by Councillor J. Smola -
itwas resolved:
"That the tenders pertaining to Infrastructure Stimulus Fund projects awarded by the
Chief Administrative Officer, be acknowledged, as set out in Appendix 'C' of Financial
Services Department report FIN-10-022; and further,
That the Mayor and Clerk be authorized to execute any agreements pertaining to the
tenders awarded with respect to Infrastructure Stimulus Fund projects provided said
agreements are satisfactory to the City Solicitor."
10. CAO-10-002 -GROUP BENEFITS PROVIDER REVIEW
- EXTENSION OF GROUP INSURANCE PROGRAM CONTRACTS
The Committee considered Chief Administrator's Office report CAO-10-002, dated February 2,
2010, regarding a Group Benefits Provider Review and an extension of the existing Group
Insurance Program contracts. Ms. I. Magid reviewed the report.
Mayor C. Zehr inquired as to the nature of the Group Benefits Provider Review and the timing
of the re-tendering process. Ms. Magid advised that a benefits consultant is being retained to
audit the City's relationship with its current provider to ensure service levels, competitiveness
and the most effective and efficient benefit program available is being provided. She noted
that during the review, current contracts must be maintained in order to avoid disruption of
coverage. She added that issues such as the appropriateness of re-tendering group insurance
and employee assistance programs every five years would be examined as part of the review.
A motion by Mayor Zehr was brought forward for consideration, in addition to the
recommendation contained in report CAO-10-002, directing staff to report back to the Finance
FINANCE AND CORPORATE SERVICES COMMITTEE
10. CAO-10-002 -GROUP BENEFITS PROVIDER REVIEW
- EXTENSION OF GROUP INSURANCE PROGRAM CONTRACTS (CONT'D1
and Corporate Services Committee with the results of the Group Benefits Provider Review,
which will provide direction on the re-tendering of group benefits.
On motion by Mayor C. Zehr -
itwas resolved:
"That existing contracts for the various group insurance programs available to staff be
extended for a period of one (1) year pending a detailed market analysis and review of
service levels and financial arrangements."
On motion by Mayor C. Zehr -
itwas resolved:
"That staff report back to the Finance and Corporate Services Committee with the
results of the Group Benefits Provider Review, which will provide direction on the re-
tendering of group benefits."
11. ADJOURNMENT
On motion, the meeting adjourned at 3:53 p. m.
C. Goodeve
Committee Administrator