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April 20, 2009 Finance and Strategic Planning Committee Meeting

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April 20, 2009 Finance and Strategic Planning Committee Meeting

City of Waterloo, Finance & Strategic Minutes Page 122 April 20, 2009

    Planning Committee Meeting

     MINUTES FINANCE AND STRATEGIC PLANNING

    COMMITTEE MEETING

    Monday, April 20, 2009

A meeting of the Finance and Strategic Planning Committee of the Council of The

    Corporation of the City of Waterloo was held on April 20, 2009 at 6:33 p.m. in the

    Council Chambers, 100 Regina Street South, Waterloo, Ontario.

Present: Mayor Halloran

     Councillor Witmer

     Councillor McLean

     Councillor d’Ailly

     Councillor Whaley

     Councillor Vieth

    Councillor Scian

     Councillor Freeman

Councillor McLean in the Chair.

1. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE

    THEREOF

Councillor Freeman disclosed a pecuniary interest related to her employment with

    respect to PWS2009-14, Clair Lake Technical Evaluation (RFP09-05) Consultant

    Award.

No disclosure of pecuniary interest was declared by any other member of Council at this

    point in the meeting.

    2. APPROVAL OF MINUTES (March 9, 2009)

Moved by Councillor Witmer, seconded by Councillor Vieth:

     “That the minutes of the Finance and Strategic Planning Committee

    meeting held on March 9, 2009 be approved as printed.”

     Carried Unanimously

3. CONSENT MOTION

Councillor d’Ailly requested that Staff Report CS/IS09-007, Enterprise Content

    Management System, be removed from the consent motion and dealt with separately.

City of Waterloo, Finance & Strategic Minutes Page 123 April 20, 2009

    Planning Committee Meeting

    Moved by Councillor Scian, seconded by Councillor d’Ailly:

     “That Consent Motion Items (a) to (m) be approved.”

     a) FIN09-017 2008 WRITE-OFF OF TAXES

     Prepared By: John Morrison

     Information

     b) FIN09-024 2008 WRITE DOWN FOR UNSECURED

    RECEIVABLES

     Prepared By: John Morrison

     Information

     c) FIN09-025 TAX RATE LEVY BY-LAW

     Prepared By: Jody Bitton

     “That FIN09-025 be approved and that Council of the City of Waterloo

    pass the Tax Rate Levy By-law.”

     Carried Unanimously

     d) FIN09-027 SPECIAL SERVICE LEVY BY-LAW

     Prepared By: John Morrison

     “That Council receive Report FIN 09-027 and

     1) approve the 2009 Beechwood II Homes Association (“BIIHA”) budget

    of $54,600 to fund the operating and capital costs of the BIIHA recreation

    facility and programs; and

     2) adopt the By-law attached to this Report regarding the imposition of a

    Special Services Levy on the rateable properties prescribed therein.”

     Carried Unanimously

     e) FIN09-018 ANNUAL STATEMENT OF DEVELOPMENT

    CHARGES

     Prepared By: Erin Gray

     “That Council receives for information the Annual Statement of

    Development Charge Reserve Funds for the year ended December 31,

    2008.”

     Carried Unanimously

City of Waterloo, Finance & Strategic Minutes Page 124 April 20, 2009

    Planning Committee Meeting

     f) FIN09-022 WATERLOO NORTH HYDRO HOLDING

    CORPORATION/WATERLOO NORTH HYDRO INC.

     ANNUAL SHAREHOLDERS’ MEETINGS

     Prepared By: Cassandra Pacey

     “That FIN 09-022 be approved and:

     1) that Council appoint Mayor Brenda Halloran as proxy to vote for The

    Corporation of the City of Waterloo at the Annual Meeting of Shareholders

    of Waterloo North Hydro Holding Corporation to be held on May 21, 2009

    and at any adjournments thereof;

     2) and that the Mayor and Clerk be authorized to sign the proxy resolution for

    such meeting.”

     Carried Unanimously

     g) FIN09-032 BY-LAW TO AUTHORIZE THE BORROWING FOR

    TEMPORARY LOANS

     Prepared By: Paul Hettinga

    “That FIN09-032 be approved and that Council approves the by-law to

    authorize the borrowing for temporary loans, if required, not to exceed an

    aggregate of $55,471,500 to meet the current expenditures for 2009.”

     Carried Unanimously

     h) FIN09-006 DEBT FUNDING OF CAPITAL PROJECTS POLICY

     Prepared By: Erin Gray

    “That FIN09-006 be approved and that Council approve the attached

    financial policy limiting funding from debentures to 30% of the total cost of

    a capital project.”

     Carried Unanimously

     i) FIN09-028 PT09-02 SUPPLY OF GRANULAR AGGREGATE

    MATERIAL FOR 2009

     Prepared By: John Miller

    “That FIN09-028 be approved and that the tender proposal for the supply

    and delivery of granular materials for 2009 as specified in Tender PT09-02

    in accordance to terms and conditions in the tender and the guidelines

    illustrated in By-law# 06-086 be awarded to lowest bidder Kieswetter

    Excavating Inc. for the total annual contract price of $106,955.00.”

     Carried Unanimously

City of Waterloo, Finance & Strategic Minutes Page 125 April 20, 2009

    Planning Committee Meeting

     j) FIN09-029 PT09-03 SUPPLY OF HOT MIX ASPHALT FOR 2009

     Prepared By: John Miller

    “That FIN09-029 be approved and that the tender proposal for the supply

    and delivery of Hot Mix Asphalt for 2009 as specified in Tender PT09-03 in

    accordance to terms and conditions in the tender and the guidelines

    illustrated in Bylaw# 06-086 be awarded to lowest bidder Steed and Evans

    and their affiliate Kitchener Asphalt for the total annual contract price of

    $337,696.98.”

     Carried Unanimously

     k) FIN09-031 CANADIAN AUTO WORKERS BUY CANADIAN

    REPORT

     Prepared By: John Miller

     Information

     l) PWS2009-13 CONTRACT AWARD RFQ 09-02

     SANITARY & STORM SEWER MAIN VIDEO

     INSPECTION UTILIZING ZOOM LENS CLOSED

    CIRCUIT CAMERA WITHIN THE CITY OF

    WATERLOO

     Prepared By: Bill Garibaldi and Prasad Samarakoon

    “That the Council of the City of Waterloo approve this report, PWS 2009-

    13 and;

     1) that Contract RFQ 09-02 Sanitary & Storm Sewer main Video Inspection

    Utilizing Zoom Lens Closed Circuit Television Camera within the City of

    Waterloo be awarded to Infratech Sewer and Water Services Inc. in

    accordance with all the terms and conditions of the quotation at a cost not

    to exceed $76,500.00 (excluding GST) each year 2009, 2010 & 2011 to

    be funded from approved operating funds. Work in each year is subject to

    Council approval of the required funds; and

     2) that the Mayor and Clerk be authorized to sign the necessary contract

    documents for Contract RFQ 09-02.”

     Carried Unanimously

     m) PWS2009-10 LAUREL CREEK AND SANITARY TRUNK SEWER

     CLASS ENVIRONMENTAL ASSESSMENT

    MARSHALL STREET TO SEWAGE TREATMENT

    PLANT (REF 228)

     Prepared By: Denise McGoldrick and Dan Ditaranto

    “That PWS2009-10 be approved and that Council of the City of Waterloo:

City of Waterloo, Finance & Strategic Minutes Page 126 April 20, 2009

    Planning Committee Meeting

     1) approve the funding request of $2,882,000 to be funded from the

    Wastewater Enterprise and Development Charges as provided in the

    2008-2010 Approved Capital Budget (ref 765);

     2) approve the Laurel Creek and Sanitary Trunk Sewer Task Force Terms of

    Reference as provided in Attachment 2 of Report PWS2009-10; and

     3) direct Staff to recruit Task Force members as per the City of Waterloo

    Committee Policy.”

     Carried Unanimously

4. STAFF REPORTS

     a) FIN09-010 REQUEST FOR RELIEF FROM DEVELOPMENT

    CHARGES SUPPORTIVE HOUSING OF

    WATERLOO

     Prepared By: Erin Gray

Tricia Siemens, Chair of Supportive Housing of Waterloo (SHOW), requested funds to

    offset development charges on the new affordable supportive housing project at 362

    Erb Street West. Ms. Siemens informed Council that construction is expected to begin

    in Spring 2009 to provide one bedroom apartments for very low income residents who

    are currently or were previously homeless.

Patrick Germann, Homelessness and Housing Umbrella Group, expressed his support

    for the construction of supportive housing on Erb Street, noting the importance of

    municipal involvement in reducing the rates of homelessness.

Mayor Halloran requested a recorded vote.

    Councillor d’Ailly left the meeting. (Time: 7:03 p.m.)

Moved by Mayor Halloran, seconded by Councillor Scian

     That Council approve Option 3 in Staff Report FIN09-010 and:

     1) that the deferral of Development Charges not exceed 365 days after the

    issuance of a Building Permit for the Supportive Housing of Waterloo

    project at 362 Erb Street West; and

City of Waterloo, Finance & Strategic Minutes Page 127 April 20, 2009

    Planning Committee Meeting

     2) approve a grant for over the years 2009 and 2010, equivalent to the

    amount of the deferred development charges and further that Council fund

    the 2009 portion of the grant estimated at $105,015 from the 2008 surplus

    and that the 2010 portion of the grant estimated at $105,015 from the Tax

    Rate Stabilization Reserve.

     Carried

     5 Voting in Favour

     2 Voting in Opposition

     (COUNCILLOR WITMER)

     (COUNCILLOR WHALEY)

     (Councillor d’Ailly absent for the vote)

     b) PWS2009-17 LEAF COLLECTION

     Prepared By: Phil Hewitson and Bill Garibaldi

Bill Garibaldi, Director, Water Services and Phil Hewitson, Director, Transportation,

    reviewed the report and responded to questions from Council.

    Councillor d’Ailly returned to the meeting. (Time: 7:06 p.m.)

Moved by Councillor Witmer, seconded by Councillor Vieth:

     That report PWS2009-17 be approved and that;

     1) Council approve program Option B1 to be implemented within the existing

    2009 budget.; and

     2) Council direct staff to further investigate additional options through shared

    services opportunities.”

     Carried

     7 Voting in Favour

     (Chair Voting in Favour)

     1 Voting in Opposition

     (COUNCILLOR VIETH)

     c) CS/IS09-016 OPERATIONAL TECHNOLOGY PROJECTS

     Prepared By: Garry Bezruki

Moved by Councillor Whaley, seconded by Councillor Witmer:

     “That Council approve CS/IS09-016 and

     1) the technology projects as outlined in the report Corp/IS 09-016; and

City of Waterloo, Finance & Strategic Minutes Page 128 April 20, 2009

    Planning Committee Meeting

     2) the funding for these projects, as identified in the approved 2008 2017

    Capital Budget under project number 960008, at an expenditure of

    $320,000.00 and funded by Capital from Operating.”

     Carried Unanimously

Councillor Vieth left the meeting. (Time: 7:23 p.m.)

    d) CS/IS09-007 ENTERPRISE CONTENT MANAGEMENT SYSTEM

     Prepared By: Garry T. Bezruki

Moved by Councillor Whaley, seconded by Councillor Vieth:

     “That staff report CS/IS09-007 be approved and that Council:

     1) approve implementation, training and technology costs in the amount of

    $473,000 for an enterprise content management (ECM) system from

    Open Text of Waterloo;

     2) approve the funding for this project, as identified in the approved 2008

    2017 Capital Budget under project numbers 010114 and 070042 and that

    this project be funded by Capital from Operating; and

     3) waive the requirements of the purchasing by-law and authorize the Mayor

    and City Clerk to sign any related and future documents subject to the

    approval of the City Solicitor.”

     Carried Unanimously

     (Councillor Vieth absent for the vote)

     d) PWS2009-14 CLAIR LAKE TECHNICAL EVALUATION (RFP09-

    05) CONSULTANT AWARD

     Prepared By: Denise McGoldrick

Councillor Freeman left the meeting, having previously disclosed a pecuniary interest

    with respect to this item. (Time: 7:26 p.m.)

Moved by Councillor d’Ailly, seconded by Mayor Halloran:

     “That PWS2009-14 be approved and that City of Waterloo Council

    approve

     1) award consulting services for the Clair Lake Technical Evaluation (RFP09-

    05) to Conestoga Rovers and Associates at an estimated price of

    $49,273 (excl. GST); and

City of Waterloo, Finance & Strategic Minutes Page 129 April 20, 2009

    Planning Committee Meeting

     2) authorize the City Engineer to sign the professional consulting agreement

    between the City of Waterloo and Conestoga Rovers and Associates.”

     Carried Unanimously

     (Councillor Freeman absent for the vote)

     (Councillor Vieth absent for the vote)

    e) April 20, 2009 HEALTH & SAFETY REPORT

     Information

     f) FIN09-030 PAY EQUITY PLAN

     Prepared By: Karen Eskens

    Moved by Councillor Witmer, seconded by Councillor Whaley:

     “That FIN09-030 be approved and that

     1) that Council approve the Pay Equity Plan attached as Appendix 1 to FIN

    09-030;

     2) the Council approve Pay Equity payments of $98,877.08 for Pay Equity

    obligations under the Pay Equity Act for Jan 1, 2004 to April 21, 2009 to

    be funded from the one time funding approved to fund market salary

    survey and job evaluation; and

     3) that Council approve one time funding from the 2008 Operating Budget in

    the amount of $58,107.38 to fund the shortfall outlined in this report.”

     Carried Unanimously

     (Councillor Vieth absent for the vote)

     g) FIN09-019 GRAND RIVER CARSHARE

     Prepared By: Filipa Reynolds

Jason Hammond, President, and David Steffler, Executive Director, of Grand River

    CarShare (GRCS) presented an overview of the history of the car-sharing co-operative,

    and provided examples of partnership developments with other local municipalities. Mr.

    Hammond and Mr. Steffler requested that Council extend the GRCS’ existing line of

    credit to 2014 at a 0% interest rate. In lieu of such an extension, Mr. Hammond and Mr.

    Steffler stated that GRCS would support the recommendations of staff.

Moved by Councillor d’Ailly, seconded by Councillor Whaley:

     “That FIN09-019 be approved, as amended, and that Council approve

    Option 4 as stated within report FIN09-019 and as follows:

City of Waterloo, Finance & Strategic Minutes Page 130 April 20, 2009

    Planning Committee Meeting

     1) that the fixed term associated with the existing $30,000 revolving line of

    credit be extended by five years expiring on April 30, 2014;

     2) that the interest rate on the line of credit be fixed at 4.5%;

     3) that Grand River CarShare be required to remit annual financial

    statements to the Chief Financial Officer at the City of Waterloo;

     4) that the Mayor and Clerk be authorized to enter into an agreement with

    Grand River CarShare subsequent to review and approval by the City

    Solicitor; and

     5) that the extension of the line of credit be conditional upon the

    provision of Grand River CarShare’s financial projections indicating

    an expected profit.”

     Carried Unanimously

     (Councillor Vieth absent for the vote)

     h) R&L09-15 CONTEMPORARY ART FORUM OF KITCHENER

    AND AREA (CAFKA) PARTNERSHIP FOR DIGITAL

    ART AT THE PUBLIC SQUARE

     Prepared By: Tracy Suerich

Councillor Witmer left the meeting (Time: 7:45 p.m.)

    Councillor Witmer returned to the meeting (Time: 7:47 p.m.)

Moved by Councillor d’Ailly, seconded by Councillor Freeman:

     “That R&L09-15 be approved and

     1) that Council authorizes staff to develop the partnership with the

    Contemporary Art Forum of Kitchener and Area (CAFKA) to present a new

    commission featuring digital art by Rafael Lozano-Hemmer in the Public

    Square from September 18 to October 4, 2009;

     2) that Council approve the allocation of $10,000 to be funded from Council’s

    Discretionary Funds for this partnership initiative; and

     3) that the Mayor and Clerk be authorized to execute any documents if

    needed to complete this partnership.”

     Carried

     5 Voting in Favour

     2 Voting in Opposition

     (CHAIR McLEAN)

     (COUNCILLOR WITMER)

     (Councillor Vieth absent for the vote)

City of Waterloo, Finance & Strategic Minutes Page 131 April 20, 2009

    Planning Committee Meeting

     i) FIN09-033 SURPLUS ALLOCATION

     Prepared By: Paul Hettinga

Moved by Councillor Witmer, seconded by Councillor Freeman:

     “That FIN09-033 be approved and

     1) that Council approve the 2008 year end surplus of $1,850,476 be

    allocated in compliance with the Surplus Allocation Policy, as follows:

    ? $925,238 to the Tax Rate Stabilization Reserve as per Council

    Policy.

     2) that Council approve the remaining $925,238 be allocated to the following

    reserves:

    ? Winter Control Reserve $300,000

    ? OMB Legal Fees Reserve $350,000

    ? Insurance Reserve Fund $ 75,000

    ? Commercial Property Reserve Fund $100,000

    ? Tax Rate Stabilization (Legal Fees) $ 68,239

     3) that Council approve any adjustments as a result of the year end audit to

    the final surplus figure be transferred to the Tax Rate Stabilization

    Reserve.”

     Carried Unanimously

     (Councillor Vieth absent for the vote)

     j) FIN09-026 CONSTRUCTION READY/ CAPITAL

    INFRASTRUCTURE REINVESTMENT RESERVE

    FUND (CIRRF) PROJECT PRIORITIZATION

     Prepared By: Filipa Reynolds and Paul Grivicic

Moved by Mayor Halloran, seconded by Councillor Freeman:

     “That FIN09-026 be approved and

     1) that the Council of the City of Waterloo approves the prioritized capital

    project listing as set out in Appendix D of FIN 09-026 for the purposes of

    guiding future decision making as it relates to the following:

     a) identifying projects for submission in future Federal Economic Stimulus

    programs

     b) addressing the City of Waterloo’s infrastructure deficit

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