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September 6/06 Report
Start time: 9:30 , Actual Start: 9:36 a.m. In Camera 11:14 p.m. (for item 12)
Attendance:
Councillors Braden , Bruckler, Collins, Mitchell, Pearson, Samson (Chair), Whitehead.
Also Present :
- C. Graham, Human Resources
- G. Peace, City Manager
- J. Rinaldo, Finance and Corporate Services
- L. Friday, Taxation
- C. Biggs, Clerk's Office
- K. Christenson, City Clerk
- P. Barkwell, City Solicitor
Media: CHML (Mann)
CATCH: (Roberts)
1. CHANGES TO AGENDA (see items 4.1 and 9.1)
4. DELEGATIONS REQUESTS
4.1 Request to Appear from David Caulfield, Vice Chair, on behalf of the Community Portal Advisory Committee (CPAC) to give an update on activities to date
Approved for September 20, 2006 meeting.
4.2 Added to Agenda : Delegation Request from Barbara Abraham, Citizen Protection Project, to present a video respecting the progress of the “Safe Havens” Program.
Approved for September 20, 2006 meeting
5. CONSENT ITEMS
5.1 Minutes of Various Citizen Advisory Committees (FOR INFORMATION PURPOSES ONLY)
5.11 Advisory Committee for Persons with Disabilities
(a) May 2, 2006
(b) July 4, 2006
5.1.2 Advisory Committee on Immigrants and Refugees – May 11, 2006
( Note: Due to bulk, copies of this material have been distributed electronically to members of Council. Minutes can be accessed via the City of Hamilton website.)
All CONSENT items above approved without discussion.
5.2 Apportionment of Taxes for Various Properties in Stoney Creek (Wards 9, 10 and 11); Hamilton(Wards 1, 3, 5 and 8); Ancaster (Ward 12); Dundas (Ward 13); Flamborough (Ward15); and Glanbrook (Ward 11) (FCS06001(d))
Item “k” and appendix item “k” to be deleted.
Councillor Bruckler questions if the length of time for these apportionments to become reconciled is speeding up. Has some that go back to 2004. Bill Friday - the time has improved dramatically and staff has brought this to the attention of MPAC. They have agreed to address this issue. Joe Rinaldo : “Now that they're not doing reassessment for the next two years, one of their goals this year is to get as much of that information as current as possible. It rests with MPAC…” Bruckler - some have been paying double taxes and are waiting for the apportionment to come through. Friday asks for some specific names so that they can “prod MPAC”.
Councillor Mitchell asks that for future reports (‘q' as example) to have condominiums to be listed separately along with the number of condos in each building. He states that sometimes there is confusion about who pays the taxes – developer or owner of the unit. Staff agrees.
Report CARRIED, excluding item “k”.
5.3 Tax Applications Processed under Section 358 of the Municipal Act, 2001 (FCS06028(a)) (City Wide)
5.4 MonthlyStatus Report of Tenders and Requests for Proposals for July 18, 2006 to August15, 2006 (FCS06016(f)) (City Wide)
5.5 RedHill Valley Project Financial Status Report – June, 2006 (FCS06004(g)/PW06004(g)) (City Wide)
5.6 University Garden School and Park – Project 440056953 – Further Informa-tion (FCS06095) (Ward 13)
CONSENT items 5.3 to 5.6 CARRIED without discussion
[ 9:50 ]
5.7 City of Hamilton Service Inventory (CM06014) (City Wide)
Councillor Brucker: “excellent initiative” - will help future budget deliberations and “bring clarity to operations.” Re Phase II (Services Review Program), hopes that the current community development option could be “encouraged and expanded … how and who deliver the services.” - asks that consideration be given to “how the public might be engaged in the service review, over and above public information meetings … a team or a committee that will involve some citizens who might have some valuable input in how those services might be delivered.”
Glen Peace : “It's our intent to have full public consultation…”
Councillor Braden : “On the same issue … I think it's more than a little ambitious … being idealistic, … trying to take the whole element of government … which we need to do… we're now big government and reviewing the whole government is a bit too overwhelming. …because I think it's more practical and realistic, take a chunk that we can see and understand, in particular one where we see some promise that there might be some real economic advantages to dealing with that one. Take one … that sort of stands somewhat alone, and I know nothing stands alone, and do that and do that quickly. For this (review) to be done by the end of September of next year (2007), I mean to get us sort of see perhaps a new paradigm, something that's quite radical… and get that in the budget process for the following year, I think is not realistic. I think it would be better to do one … and get it done quicker, … is a more realistic approach. … we can't really afford to move slowly nor can we move ahead in a way that we're really overwhelming ourselves … this is pretty ambitious. I would prefer to divide it into parts that are more manageable… this is unmanageable. That's my opinion.”
Peace appreciates the comments and notes over the last few years they have done operational reviews “…consistently those operational reviews did not result in the outcomes that I think council would vote for… we believe there's a group of services that migrate across departments … duplication of things going on and until I can at least get the inventory so.” - agrees that the 2 nd part is ambitious, but that the first part is “absolutely necessary - need to get a clear inventory … so that we can see if there is any duplication of services … and eventually we will end up where you want to be and that's where you want to be and that's starting to break down in detail by department…”
Braden: “… certainly those things that are across the departmental can only be dealt with in a comprehensive manner. Maybe the solution is to do a little bit of both. … but just as the city manager said, we've done these operational reviews first and in spite of the efforts of staff, nobody has been particularly satisfied. We haven't come up with something that changes our attitudes or changes the way we do things in the big picture. … the chance of us being able to digest it … if it requires the kind of change (to happen) that we think it might … is a little bit idealistic … I think there's something we can move ahead on more quickly.”
(17.39)
Mitchell – passed a rural official plan yesterday (Sep. 5/06) recognizing “we have to do things different in the rural area” - looks forward to this report and to see how improvements can be made to the previous report - “the multi-tasking component” – a few minor changes made – hopes rural plan will help with this. “Other part – service delivery … looks forward to it coming – long overdue – still fighting for area rating – “can't afford to lose it.”
Councillor Collins – has had concerns with this issue before –“ transition board spent millions of dollars reviewing every single service in the organization, we hired consultants, we had staff involved in the process and I know that since amalgamation we've studied a number of departments … finance three times, so I'm not sure what we're going to get from this … would rather put that time and energy into the budget process, and if it meant starting the budget process 2 months earlier to find out means and ways to make the organization more efficient, to provide more service at the same cost, to look at operational efficiencies where we might find some savings, then I'm all for that and I'll provide whatever resources that might be required to get that, to improve services and save money. To look at a service inventory of what we do, we've been there … 2 or 3 times. – not convinced that this process is going to yield anything more than we've seen already with the operational reviews. I'd hate to not only invest the money, but pull staff from their day to day job, and for me going through some of the operational reviews I guess what was most disturbing was that we end up having committee meetings where we pull staff away from whatever they're doing … we're asking them to do additional reports and so from my perspective there's just not the cost of hiring the consultant or having staff pulled away from their day to day operations, there's … disruption with the organization going through this, and if we're going to do it organization wide, than we're going to find that disruption in almost every single department. – not convinced there's anything of value for the resources that we might have to put up to get to where we want to go. I notice in here there's an area that talks about cost, is that an external cost or an internal cost?
Peace: Most of the costs … are internal cost issues, most of the work will be done by staff. You're correct.
Samson asks Peace for clarification. “Is that the $20,000 at the bottom of page 3. Peace: $20,000 is not staff costs, no. Samson: So that's a budgeted item. Peace: Yes.
Collins: So that when I compare this for instance to the budget process where we get organizational charts, we get primarily a good over view during the presentation, and a portion of the budget book is dedicated towards what the department does and the service they provide. When I compare that to what we're going to get in phase I of this, where are the differences, or are there any? Peace: One of the concerns I have is that we're not absolutely clear that the services we're delivering at the street level … in every department. Until I get that picture to see exactly what everybody is doing in detail, so that is a bit of leg work, and that's the first phase … and the most valuable phase…second phase is the type of situation … is not doing the work, it's setting out a plan … how to get to those kinds of reviews that both you Councillor Braden have been talking about … for me this is a reaction to doing a number of operation reviews … and not getting the outcomes that we hoped for … we need to take a different tack … first step is to do the inventory … Collins: This exercise will tell us what we do and who does it. I thought we've been there for every area of the organization. I'm not suggesting I'm an expert … I'm fairly clear that when a problem comes in … I know who to call in almost every instance. Is it management team that doesn't have that connect with on the street forces, is there a gap that you're referring to that needs to be --- Peace: I could respond to every complaint … not sure I'm saying is the outcome of this. What I'm suggesting to you is there are likely duplication of services … that we might be able to find if we sort out by department in detail everything that we've done. That work that was done by the transition board … great starting point – don't see this as a year long project – labour intensive in short term – value will be evident …
Councillor Pearson – people don't really know what they're paying for – value in reiterating to the residents so they really understand – “terrific starting point” … more efficiencies will come about as a result of this “we're on the right track, I certainly support this.”
Councillor Whitehead – gone through a number of operational reviews and “haven't reaped any benefits” asks about cost of staff time. Peace: We don't have a detailed estimate of staff time. It will be labour intensive … Whitehead agrees with Pearson re people don't understand what they pay for including provincial and federal issues – referring to services mentions specifically sidewalk snow removal in Ancaster – everyone else pays for it but “they got the services” – fire truck spent 90% of its emergency calls from Ward 8 servicing the Meadowlands – “it's a service that Meadowlands (or Ancaster) does not pay for … while his constituency has a “lesser level of service that they're actually paying for.” Asks where they're "getting fairness and equity in regards to the dollars being spent?” Peace – this particular inventory will help get to those kinds of issues … still going through discussions re area ratings and emergency services are “coming forward with a plan in the near future …” Whitehead: This report – we'll have a better understanding of where our shortfalls are as well as our synergies? Peace: “… 1 st phase will be the inventory, 2 nd phase public consultation then an action phase that will help us develop our plan in order to accomplish what you've discussed. Yes. Whitehead: In that context, I will be supporting the recommendation.”
(34.32)
Mitchell (2nd time) notes improvements since transition board and “ strongly support going forward with this” and offers to serve on any committee. Bruckler speaks off mic.
(Bruckler/Pearson)
Braden offers this suggestion for direction. - when looking at all the different services, “we need to know which things are mandated and which things are not” – there are some that are a “little bit unclear” – suggests this could be done “immediately or certainly before budget… thou must as a city do this, and thou must not necessarily do that. We need to know those things – could be done fairly quickly and easily… City Manager, I think that would be helpful to give that direction and have that done fairly soon, particularly for the new councillors.” Peace: That is the intent of the inventory to include those kinds of issues … I doubt we'll have it ready by the budget … our target date is September 2007, this is a lot of work to do.”
Samson: Clerk brings up a point – is this $20,000 already in our budget or is it going to be put in the budget? Peace: This $20,000 is not in our budget. Samson: So it will be put in the next budget, so I would suggest that we change the wording a little bit there…because the way it reads now it's an information item … if passed puts $20,000 into the budget. Peace: We would find the money either in tax stabilization or one of the existing budgets, so we wouldn't be asking for an additional $20,000, we'll find the $20,000. Samson states it won't come off the next year's tax levy. Peace agrees.
(Bruckler/Pearson) CARRIED
OPPOSED: Braden, Collins
[39:50} – 30 minutes on this item
5.8 HECFIFinancial Results to June 30, 2006 (FCS0092) (CityWide) CARRIED
6. PUBLIC HEARINGS/DELEGATIONS
6.1 John MacLennan, City of Hamilton Representative on Conservation Halton
(Note: Request to appear approved at June 21, 2006 Corporate Administration Committee meeting.)
John MacLennan – good news update – hired a new CEO – 150 applicants – former employee of City of Hamilton (at that time Employee of the Year): Ken Phillips from Crow Conservation Authority. Finances are in place (received $12,000 from city of Hamilton) – budget reflects the needs of the authority and the direction in which they want to go – has a new chair – very pleased with the progress – “Conservation is in good hands, being run well.”
Samson expresses his thanks to Mr. MacLennan for being the city's representative and for his presentation.
RECEIVED for information (Mitchell/Pearson)
[45:10]
8. DISCUSSION ITEMS
8.1 Institutional and Advance Polls (CL06008) (City Wide)
(Pearson/Collins) CARRIED
8.2 Municipal Property Tax Exemption for Ronald McDonald House, 1510 Main Street West, Hamilton (FCS06091) (City Wide)
(Braden/Mitchell) CARRIED
8.3 External Loan Guidelines (FCS06078) (City Wide)
Rinaldo - were requested to develop guidelines on this – “we don't guarantee any loans anymore” - does not include Downtown Renewal Program - Braden referring to this policy says that there are agencies/groups who always need a loan and need an institution to guarantee it – if not doing this, “are we open to providing loans directly to these agencies? There will be groups that we want to succeed, that we think are financially competent in paying back … they may not succeed without our help.” Rinaldo – if they follow the criteria in the appendix (of the report) they will qualify for the loan – “difficulty is that sometimes they don't have a revenue source for repayment” – critical criteria requires a business plan - “do they have the ability to repay – that's the issue.”
Whitehead questions the auditor's role in this policy re interest free loan and states that those decisions are made at the council table, not the decision of the auditors. Rinaldo explains that “council can deviate from these guidelines” … but must follow the guidelines set out by CICA ? (chartered accountants) in reporting and if it's an interest free loan, the interest must be shown as a cost. Whitehead agrees with this policy. Bruckler concurs with this and appreciates the flexibility.
(Pearson/Whitehead) CARRIED
8.4 2005Statement of Reserves (FCS06094) (City Wide)
(Note : Due to bulk, the 2005 Statement of Reserves has been distributed under separate cover to members of Council. The Table of Contents and Reserves Summary are attached to Report FCS06094 for information purposes. The report in its entirety can be accessed on the City's website.)
Questions from Collins and Bruckler to Rinaldo are explained to their satisfaction.
[58:15}
Braden draws attention to p.2, last paragraph of summary “Since 2001, the city has invested $1 billion on its infrastructure ($300 million in 2005) and asks “what was the operating budget for 2005… I want to know where that $300 million came from … who's pocket? … If we only taxed that year for $500 million, and our operating costs I'm going to guess is well over $400 million, that means $100 million left. Where did the $300 million – did we borrow that money?” Rinaldo: Combination of financing from internal sources – I don't have the details right now, I can provide it for you…. I prefer to send you all an email so I can set out where the breakdown was … Braden: When you listen to Jerry Davis carefully about now assessing scientifically our infrastructure annual needs, I think he uses the word deficit, we need to have, in round numbers, an extra $100 million to deal with the infrastructure, … at what point in the future can you predict … you see us reaching the point whereby within the money we're generating … we'll reach that ??? of an additional $100 million a year to look after the infrastructure? Give me an idea when we're going to be there?… Rinaldo: In terms of the road program, we have a plan to get up to the road – cause that's in the – in terms of the tax supported services, that's the largest component, we have a plan to increase it about $5 million a year to get to the $60 million a year Public Works is saying that they require … next 5 years or so to reach that … Hamilton is not the only municipality in this position … we have come a long way in terms of sustainability … Braden explains that in his conversations with the Minister (provincial government), they are not aware of the situation and problems of infrastructure in Hamilton so that's the reason he keeps raising this item. Rinaldo responds that through SCM and AMO (?) they've been raising the very same issue for the last 10 years … have put submissions forward.”
Mitchell, referring to p. 30 of reserves report, asks about unallocated reserves and how they operate. Rinaldo explains the reserve by municipality shows what the funds are, what the use is, specifically benefits to Glanbrook. Requires council approval. Development Charges collected prior to amalgamation are kept separate, legally, applying to capital projects for which they were collected. Mitchell asks for further information re reserves and interest for Glanbrook and Rinaldo answers that he doesn't have the answer but will get the information by email. “We credit interest on the reserves.”
(Pearson/Mitchell) CARRIED
[ 1:09:53 ]
8.5 Eliminationof Newspaper Advertising of Tenders and Requests for Proposals (RFP's)(FCS05108(a)) (City Wide)
(Note : Item N on Corporate Administration Committee Outstanding Business List)
Move from Outstanding Business List
(Collins/Braden) RECEIVE for information.
8.6 Correspondence from Kerry Costello, Acting Clerk, Town of Smith Falls, to Association of Municipalities of Ontario respecting Market Value Assess-ment – Verbal Report – Joe Rinaldo
(Note: Referred by City Council on August 9, 2006
Rinaldo gives an update on the review MPAC is doing in regards to the auditor's report. MPAC will send their recommendations to all municipalities, and if the changes are made that were recommended “are in the price range of $17 million, and for them it's about a 10% budget increase. … that's what our budget increase for next year will be for MPAC. … The province is not changing Current Value Assessment … (any changes) will be tweaking as opposed to changing.”
Whitehead: Do we know if the province is responding to recommendations? Rinaldo expects when the report is received it will include the provinces response as well.
Mitchell states that in 3 years another assessment will take place by MPAC and expects a “huge increase” in assessments, and since most people don't understand how the assessment is done, asks if the city got an official list that says “how they actually evaluate a home?” Rinaldo answers that the city will be able to respond to those issues when they hear from MPAC, and the system of evaluation will still be market value “and there's no other system in the world that is used anywhere else … but providing residents the details of how it's calculated, that's the things that MPAC is going to address in this report.” Mitchell asks about city programs that help people deal with the increase in taxes. Rinaldo says the city has several programs that have been included in our policies, referring to one as “seniors tax rebate program.” Mitchell explains that people in his rural riding don't want to use the programs (too proud) and are moving out instead. Rinaldo: “…part of the problem in Ontario is that we're putting on the tax bill things that should never be on it like the social service cost. We're the only jurisdiction in North America that does that … that's our fundamental problem, it's not the property tax system that's the problem.”
Samson: “We don't necessarily inform the person who's been successful, we take it off their taxes, I suggest we should inform them. Right now we only inform them if they're not successful.”
Samson and Rinaldo agree that items E and M on Outstanding Business List be consolidated. (Whitehead/Bruckler) CARRIED
9. NOTICES OF MOTION
(added agenda item)
9.1 That an amount of $2840 be utilized from the Legislative Contingency Fund for the purposes of off-setting Ward 8 specific flood related costs to date.
(Whitehead/Collins) CARRIED
9. GENERAL INFORMATION/OTHER BUSINESS
Whitehead speaks about concerns in Ward 8 re taxpayers are paying for a “level of service that is not there referring to fire emergencies, where 90% of calls are from Ancaster who is not paying for this service and asks how that can be “reconciled with the taxpayers of ward 8.” Peace answers that “Chief Kay is in the process of doing full reviews of the service” and will be reporting back to community services … that's ongoing now.”
Mitchell feels rural and urban services should be different.
Braden thinks this is an issue that divides us. (this taping of Braden's remarks is not clear but following are parts of what he said) “… in the rural area we don't want a full time fire truck coming up behind the volunteer firefighters because we can't afford it …” Whitehead appreciates Braden's sincerity and continues saying that Ward 8 contributes almost $300 more in taxes for this emergency service than does Ancaster, but get a lower level of service. Braden: “… there is a distinction between urban and rural … it's huge …”
Rinaldo: On Outstanding Business List, items U and L are the same and would like to consolidate them … and bring it forward to the beginning of 2007, the new term of council – this is how members of council participate in the evaluation process for tendering … January 2007.
(Collins/Pearson) CARRIED
[1:34:56 ]
12. PRIVATE AND CONFIDENTIAL (Committee voted to go in camera.)
12.1 Benefits for Eligible Non-Union Employees Working Past Age 65 (HUR06013) (City Wide)
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