Corporate Administration Committee

Corporate Administration Committee

info@hamiltoncatch.org

February 2/05 Report

Note to readers:

This report has been compiled using several sources including the official minutes prepared by city staff. We have added internet links to agenda items and provided summary information about the main items to allow the reader to understand what they were about. Partial transcription has also been added.

Present:

Councillor D. Braden (Chair)
Councillor A. Samson (Vice Chair)
Councillors P. Bruckler, C. Collins, M. Ferguson, M. Pearson

Also Present :

Councillors B. Bratina, T. Whitehead
G. Peace - City Manager
J. Rinaldo - General Manager, Finance and Corporate Services
C. Graham - General Manager, Human Resources
T. Tollis - Director, Budgets and Finance
J. Lee - Director, Customer Service
M. Snowling - Policy Consultant, Human Resources
M. Hazell - Manager, Hamilton Municipal Parking System
C. Biggs - Legislative Assistant, City Clerk's

1. CHANGES TO THE AGENDA

The Clerk advised that a request had been received from David Cohen to address the Committee with respect to the employee parking policy.

(Pearson/Samson)
That the agenda be approved, as amended. CARRIED .

2. DECLARATIONS OF INTEREST - None

3. APPROVAL OF MINUTES

(Pearson/Collins)
That the Minutes of the January 19, 2005 meeting of the Corporate Administration Committee be received and adopted as presented. CARRIED .

4. DELEGATIONS REQUESTS

(Ferguson/Pearson)
That the following delegation requests be approved:
David Auger, Beach Canal Lighthouse Group, to appear before the Committee respecting a request to have municipal taxes waived on the acquisition of the Lighthouse (1858) and Keeper's Cottage (1857) located at 1157 and 1155 Beach Blvd. CARRIED .

Note: Staff was directed to prepare a report providing additional information on this matter for consideration when Mr. Auger makes his presentation.

(Ferguson/Pearson)
That David Cohen be given the opportunity to address the Committee with respect to the proposed employee parking policy. CARRIED .

5. CONSENT ITEMS

5.1 Monthly Status Report of Tenders and Requests for Proposals for December, 2004 (FCS04023(j)) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS04023(j)%20
December%20Tenders%20and%20Requests%20for%20Proposals.pdf

(Pearson/Bruckler)
That the Monthly Status Report of Tenders and Requests for Proposals for December 2004 as set out in Appendix 'A' to Report FCS04023(j) be received for information. CARRIED .

5.2 Quarterly Status Report on Use of Policy #10 - Emergency Purchasing and Policy #11 - Negotiations for the 4 th Quarter 2004 (FCS04075(c)) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS04075(c)_4th_Quarter_2004
_Status_Report_on_use_of_Policy__10__11.pdf

(Pearson/Bruckler)
That the Quarterly Status Report on Use of Policy #10 - Emergency Purchasing and Policy #11 - Negotiations for the 4th Quarter 2004 as set out in Appendix 'A' to Report FCS04075(c) be received for information. CARRIED .

5.3 Amalgamation of the American Water Services Corporation Employees into the City of Hamilton Ontario Municipal Employees Retirement System (OMERS) Plan (FCS05017) (City Wide) http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS05017%20Amalgamation
%20of%20American%20Waters%20OMERS.pdf

(Pearson/Bruckler)
(a) That amendment to By-Law 02-353, Amalgamation of Participating Employer, effective January 1, 2005, as set in Appendix A to Report FCS05017 be passed and enacted;

(b) That the Treasurer be authorized to file a certified copy of the resolution and By-Law with the President of the OMERS Board. CARRIED .

6. DELEGATION

David Cohen re: Employee Parking Policy (New Business - No Copy )

Mr. Cohen spoke in favour of the staff recommendation with respect to the employee parking policy, expressing his point of view that this was a positive change, aimed at reducing the use of cars in the city. His remarks included the comment that while what is being done is a relatively minor action for a problem that is quite big, it could set an example to encourage better use of public transit. He also cited some statistical information in terms of Hamilton's ranking with respect to the use of public transit and other modes of transportation as compared to other cities in Canada e.g., Toronto, Halifax.

8. DISCUSSION ITEMS

8.1 Accounts Receivable Write-Off Policy (FCS05015) (City Wide) http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS05015%20Accounts%
20Receivable%20Write%20Off%20Policy.pdf

Staff advised that the dollar amount on Page 1 of the report under "Executive Summary" should read $1,000, not $500.

J. Rinaldo: "Anything under $1000 would be written off. In the semi-annual report, there would be an amount showing how much had been written off. Most times it's a small amount."

(Pearson/Ferguson)
That the Accounts Receivable Write Off Policy attached as Appendix 'A' to Report FCS05015 be approved. CARRIED .

8.2 Computer Software Tender C12-16-04 (FCS05018) (City Wide) http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS05018%20Computer
%20Software%20Tender%20C12-16-04.pdf

(Pearson/Samson)
That Report FCS05018 Computer Software Tender C-12-06-04 be received for information. CARRIED .

8.3 Impact of the Proposed Employee Parking Policy on Downtown Neighbourhoods (PD03204(b))
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/PD03204(b).pdf

(Ferguson/Pearson)
(a) That Report PD03204(b) be received for information.

(b) That the "Impact of the Proposed Employee Parking Policy on Downtown Neighbourhoods" item, referred from Council on March 10, 2004, be identified as completed and removed from the Outstanding Business List of the Corporate Administration Committee. CARRIED .

8.4 Employee Parking Policy (HUR03007/PD03204/FCS03135) (City Wide)

(Note : Referred back to Corporate Administration Committee from Council on March 10, 2004 pending receipt of information as contained in Report PD03204(b) - Item 8.3 of agenda)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/HUR03007,PD03204,FC03135
%20employee%20parking%20policy.pdf

"This report recommends that employees who are required to use their vehicles for city business three times per week or more, will receive City paid parking. All other employees will be required to obtain and pay for their individual parking, or seek alternative means of travelling to work such as public transit, car pooling, walking, cycling etc."

C. Whitehead: What is driving this policy - is it economical or financial?

C. Bratina: ".was there any discussion about offers regarding transit passes or something like that, when this was first developed."

Staff: (Human Resources): 116 staff use the subsidized bus pass, which is 50% of the cost plus taxes, approximately $35 per month per employee. Car pooling has been encouraged by providing spaces for people who will car pool, on a priority basis. A 2001 survey found that half of employees travel farther than 10 km. to get to work.

Samson: "Approximately $130,000 more dollars expected. The issue should be that they're trying to make use of public transit and I can only accept that if the understanding was that the $130,000 did not go back to general revenue, but went towards making car pooling and public transit more attractive to people." He doesn't believe the new policy won't accomplish that.

C. Ferguson : "This issue has been beaten to death. Some resolve is necessary. This policy should promote equity and morale. How is this equitable?"

C. Graham (Human Resources) : The current charge for parking behind City Hall is $60.00. That does not apply to staff. The current rate for them is about $45.00. At the beginning of next year staff who have parking behind City Hall and don't use their cars more than 3 times weekly for city business would be paying about $45.00.

C. Ferguson : ".so unfair to have some employees subsidized and others not. I suggest the money go toward putting up bike racks. .I want to know if the price is not the issue."

More discussion followed in regard to fairness/unfairness. C. Whitehead says there is not net gain. and asks "Where is the driving force with regards to equity?"

J. Rinaldo : ".about 900 [employees] will pay for their parking."

C. Ferguson : "Let's take the gloves off. Is amalgamation the real issue?."

C. Collins : "With all these issues, I am shocked at how much time has been spent on this. We've spent more time on this issue than we have to the downtown.it's scarey. . proposals don't address the issues of fairness and equality. to take away something from someone who has had this benefit is unfair. .will disadvantage hundreds of employees and .affect morale negatively.Does not accomplish "Employer of Choice".nit picky in his mind."

C. Ferguson asks if there is still a waiting list (for parking spaces) and Staff respond "yes".

C. Braden: ".prefer to give free pass to everyone and make it a budget issue."

Bruckler : ".find it restrictive to vote the $130,000 into a particular area, i.e. bike racks, but would vote the money be put to a broader issue.C. Ferguson's move is a good strategy."

C. Ferguson : "Designate the $130,000 to bike racks."

C. Samson : ".want to further amend that the $130,000 go to urban transit concerns, bike racks being just one of those."

(Ferguson/Bruckler)
(a) That the Employee Parking Policy attached as "Appendix A", be approved and implemented, effective January 1, 2005;

(b) That the following policies and procedures be repealed:

(i) Former City of Hamilton/Region of Hamilton-Wentworth Policy No. 3.26, "Employee Paid Parking Procedure" and Policy No. 3.8 "Employee Paid Parking Policy"

(ii) Former City of Hamilton/Region of Hamilton-Wentworth "Courthouse Parking Policy"

(c) That the Public Works and Planning and Development Departments be directed to investigate and report back on the costs and procedures for proposals to encourage employees in alternate forms of commuting to work, such as car pooling, walking and cycling;

(d) That Item D on the Outstanding Business List be removed.

(Pearson/Ferguson)
That sub-section (a) be amended by deleting "January 1, 2005", and replacing it with "January 1, 2006" in lieu thereof. Amendment CARRIED .

(Pearson/Ferguson)
That sub-section (d) be deleted in its entirety. Amendment CARRIED .
Motion as amended CARRIED .

(Councillor C. Collins indicated that he wished to be recorded as OPPOSED to this item.)

Employee Parking Policy (HUR03007/PD03204/FCS03135) (City Wide)

(Samson/Ferguson)
That the $130,000 savings realized as a result of "only employees using vehicle 3 times a week or more receive paid parking", be redirected to urban transit concerns (e.g., bicycle racks), and that staff bring a report back to the Committee with recommendations.

The motion was DEFEATED on the following vote:
Yeas: Braden, Samson, Ferguson
Total Yeas: 3
Nays: Pearson, Bruckler, Collins
Total Nays: 3

8.5 Judicial Resources for Provincial Offences Act (POA) Court Operations (FCS05016) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS05016%20-%20Judicial
%20Resources%20for%20POA.pdf

(Collins/Bruckler)
(a) That the City petition the Ministry of the Attorney General to take appropriate action to guarantee the immediate supply of additional Justices of the Peace and training for new appointees, to ensure the operation of all courts in Hamilton;

(b) That the City further seek the Ministry of the Attorney General to give assurances of public access to justice in provincial offence matters, including environmental and consumer protection, worker safety, and protection of the public, by maintaining an adequate supply of Justices of the Peace and training necessary for all court operations, including needs arising from new laws, enforcement, courthouses and population growth.

The recommendation was amended with the addition of sub-section (c).

(Ferguson/Samson)
That the following be added as sub-section (c):
(c) That this item be deleted from the Outstanding Business List of the Corporate Administration Committee. Amendment CARRIED .

8.6 Bill 118 - Accessibility for Ontarians with Disabilities Act (AODA) (FCS05019) (City Wide)
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/FCS05019%20-%20Bill%20118%20-
%20Accessibility%20for%20Ontarians%20with%20Disabilities%20Act.pdf

(Collins/Bruckler)
(a) That the City of Hamilton inform the Ministry of Citizenship and Immigration that it supports the principles and the purpose of the Accessibility for Ontarians with Disabilities Act (Bill 118);
(b) That the provincial government be requested to develop or identify funding sources to assist municipalities with implementing the requirements of the Accessibility for Ontarians with Disabilities Act (Bill 118). CARRIED .

9. ITEM DEFERRED FROM JANUARY 19, 2005 COMMITTEE MEETING

9.1 Communication from Forrest Greene, CRTC Client Services respecting diverse local television broadcasting
http://www.city.hamilton.on.ca/clerk/agendas-minutes-reports/
corporate-administration/2005/Feb02/Item%209.1.pdf

(Collins/Pearson)

That in the absence of Councillor B. McHattie to speak to the above-noted correspondence, no further action be taken. CARRIED .

10. MOTIONS -APPOINTMENT TO THE HECFI BOARD OF DIRECTORS

(Ferguson/Collins)
That Councillor P. Bruckler be appointed to the HECFI Board of Directors, as per the composition of the HECFI Board of Directors contained in the Shareholders' Direction approved by Council on January 12, 2005. CARRIED .

12. GENERAL INFORMATION/OTHER BUSINESS

J. Rinaldo , General Manager of Finance and Corporate Services, advised the Committee of a Press Release from the Federal Government, announcing that the gas tax rebate will be processed and the monies will be allocated amongst the Provinces on a per capita basis . Additional details will be provided as they become available i.e., funding formula, amount to be received by the City, etc.

C. Collins : "Will this gas tax go towards capital projects?"

J. Rinaldo : "It will probably help reduce capital, i.e. waste management. FYI Ontario gets $5 million of the $746 million. $5 million over 5 years. $2 million on yearly funding when it is fully implemented."

C. Collins requested that when a report comes back on this matter, that it include ways and means that the rebate funds could be used to reduce debt and borrowing costs, and assist the levy in reducing debt financing costs.

14. ADJOURNMENT 11:10 a.m.