THE CORPORATION OF THE CITY OF STRATFORD FINANCE AND LABOUR RELATIONS SUB-COMMITTEE OPEN SESSION A meeting of the Finance and Labour Relations Sub-committee will be held on Tuesday, April 22, 2014 at 4:30 p.m. in the Auditorium, City Hall, 1 Wellington Street. SUB-COMMITTEE PRESENT: Councillor Clifford - Chair presiding, Councillor Mark - Vice-Chair and Councillor McManus REGRETS: STAFF PRESENT: Ron Shaw Chief Administrative Officer, Andre Morin Director of Corporate Services, Janice Beirness Manager of Financial Services, Marilyn Pickering - Supervisor of Tax Revenue, Joan Thomson - City Clerk, Cindy McNair Director of Human Resources, Jim Bryson Community Facilities Manager, Jodi Akins Recording Secretary. ALSO PRESENT: Douglas MacGregor, BMO Nesbitt Burns (Item 2.1), Ann Cook Anne Hathaway Public School (Item 2.2), Representative of the Stratford-Perth County Branch of the ACO (Item 2.3), Dave Gaffney Sesquicentennial Ad-Hoc Committee (Item 2.3), Heather Walker and Nigel Howard, City Centre Committee (Item 2.4), Media AGENDA 1.0 DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF The Municipal Conflict of Interest Act requires any member of Council declaring a pecuniary interest and the general nature thereof, where the interest of a member of Council has not been disclosed by reason of the member s absence from the meeting, to disclose the interest at the first open meeting attended by the member of Council and otherwise comply with the Act.
Finance & Labour Relations Sub-committee - 2 - April 22, 2014 Sub-committee: Committee: Name Item Nature of Pecuniary Interest 2.0 DELEGATIONS 2.1 Annual Report of Investment Firm Objective: To hear the annual investment report of BMO Nesbitt Burns that manages the City s General and Trust Fund investments. Attachment Investment Report Background and Analysis: In 2003, the City awarded investment management of surplus funds of the Trust Fund and the General Fund to BMO Nesbitt Burns. The City s Investment Policy requires that annual reports of performance be presented to the Sub-Committee. Also, in accordance with Ontario Regulation 655/05, I provide the following statement: It is my opinion that in 2013 all investments were made in accordance with the investment policy and goals adopted by the City of Stratford. A portfolio and performance report is attached which provides an overview of the City s investments. Financial impact: None. Staff recommendation: That the annual investment report from BMO Nesbitt Burns for the management of the City s General Fund and Trust fund investments and the City Treasurer s statement regarding investment activity be received. 2.2 Request to Waive Street Event Application Fee Objective: To hear a delegation from Anne Hathaway school requesting the City to waive the $150 Street Event Application Fee.
Finance & Labour Relations Sub-committee - 3 - April 22, 2014 Attachment E-mail from Ann Cook dated April 11, 2014 Background and Analysis: The City s by-law for street events includes a $150 fee for expedited service where the event is less than three months prior to the receipt of the completed application. In this case, the City received an application on April 4 for a street event on May 16, thereby requiring the $150 fee. The organizers have requested the City waive the fee for Anne Hathaway track and field event. Attached is correspondence received. As well, further information will be presented by the organizers at the Sub-committee meeting. Staff have suggested the only alternative is for the applicants to request a Community Grant from Council in the amount of $150. Financial impact: The Community Grant contingency could be utilized to fund the $150 fee if Council deemed it reasonable. Staff recommendation: That the delegation from Anne Hathaway School be heard and their request be considered. 2.3 Market Square Report Objective: To consider a number of options for the future of Market Square. Secondly, to hear the presentations by the Stratford-Perth County Branch of the ACO and by Dave Gaffney Sesquicentennial Ad-Hoc Committee. Attachment Management Report dated March 14, 2014 Background and Analysis: Please refer to the attached report. Financial impact: Please refer to the attached report. Staff recommendation: That Council decide if they wish to proceed with the PLANT design, issue and RFP for a new design, or call for public input on which options to pursue.
Finance & Labour Relations Sub-committee - 4 - April 22, 2014 2.4 City Centre Committee 2014 Budget Objective: To consider the 2014 operating budget of the City Centre Committee. Attachment 2013 Budget and 2014 Budget Background and Analysis: In accordance with the existing agreement with the City of Stratford and the City Centre Committee, City Council must approve the annual operating budget of this committee. Its 2014 budget is attached for review, as well as the approved 2013 budget for comparison. Chair Nigel Howard and Treasurer Heather Walker will be attending the meeting to review the budget and answer questions. Financial impact: No financial impact to the City, since the approved amount is added to commercial tax billings as a business improvement area levy. Staff recommendation: That the 2014 City Centre Committee budget be approved as submitted. 3.0 REPORT OF THE SUPERVISOR OF TAX REVENUE 3.1 Tax Adjustments Objective: To consider approval of Minutes of Settlement under Section 40 for 2013 and to receive Assessment Review Board Decisions for 2013. Attachment Report dated April 15, 2014
Finance & Labour Relations Sub-committee - 5 - April 22, 2014 Background and Analysis: Minutes of Settlement (Section 40) require signed approval from the municipality. These Minutes are settlements the parties have agreed to during pre-hearings of the Assessment Review Board, prior to going to a full hearing. Assessment Review Board Decisions are for information only. Financial impact: There has been an allowance made in the 2014 Budget for anticipated tax adjustments. Staff recommendation: That the Report of the Supervisor of Tax Revenue dated April 15, 2014 regarding the Minutes of Settlement under Section 40 for 2013 be approved and the Assessment Review Board Decisions for 2013 be received as recommended. 4.0 REPORT OF THE MANAGER OF FINANCIAL SERVICES 4.1 Accounts Receivable invoice reduction Objective: To receive correspondence from George Jan Pool regarding a reduction in his outstanding invoice. Attachment Letter from Mr. Pool Background and Analysis: Mr. Pool, operating as The McCartney Years, rented the auditorium November 16, 2013. The original invoice was $504.50 + HST. The current outstanding amount is $608.41. Financial impact: A settlement of $300 would result in a reduction of $308.41; however, we would recalculate the HST collected and get $40.45 back in HST for a net reduction of $267.96. This reduction could be recovered from the grant contingency fund therefore not affecting department revenue. Staff recommendation: That Council consider the attached request from Mr. Pool.
Finance & Labour Relations Sub-committee - 6 - April 22, 2014 5.0 REPORT OF THE DIRECTOR OF HUMAN RESOURCES 5.1 Hire a Veteran Program Objective: To consider the Veterans Affairs Canada Hire a Veteran Program. Background and Analysis: Councillor McManus asked that the Human Resources Department consider the Veterans Affairs Canada Hire a Veteran Program when posting job opportunities. Through the Hire a Veteran Program, Veterans Affairs Canada is working hand in hand with corporate Canada and local businesses to match the world-class skills and expertise of Canadian Armed Forces members and Veterans with meaningful career opportunities. Hire a Veteran partners are encouraged to give priority status to hire Canadian Veterans when they are equally qualified for a job opening and provide job openings so that veterans can be made aware of new opportunities. We have advised the Hire a Veteran Secretariat that all City of Stratford jobs are posted on the City s website and they are free to link to our employment page. Other municipalities currently endorsing the Hire a Veteran Program include: Ottawa, Burlington, Brampton and Tilsonburg. Financial impact: None. Staff recommendation: To endorse the Hire a Veterans Program by providing the City of Stratford employment website link.
Finance & Labour Relations Sub-committee - 7 - April 22, 2014 6.0 REPORT OF THE CHIEF ADMINISTRATIVE OFFICER 6.1 2014 Dashboard Report Objective: To consider the first quarter report on the City of Stratford s objectives for 2014. Attachment First Quarter 2014 Dashboard Report Background and Analysis: See attached Dashboard Report. Financial impact: N/A Staff recommendation: That the First Quarter Corporate Dashboard Report for 2014 be received. 6.2 Strategic Priorities Compliance Tools Objective: To implement the City of Stratford s Funding Logic Flow algorithm and Decision Tool to ensure that new projects align with our Strategic Priorities. Attachment Management Report dated March 31, 2014 Background and Analysis: In September 2013, the City of Stratford retained At Focus Consulting to draft a series of Strategic Priorities to guide our objectives for the next five years. At Focus developed two tools to help assess the feasibility of new projects and ensure compliance with our Strategic Priorities. A process for consulting these tools needs to be established. See attached report for details. Financial impact: These tools were proposed to assist in dealing with the financial impact and selection of priorities within our financial constraints. Staff recommendation: That the Strategic Priorities decision tools be consulted during any unfunded project assessment and planning process, and compliance with these tools be demonstrated to Council in the project report to Council when seeking unfunded project approval.
Finance & Labour Relations Sub-committee - 8 - April 22, 2014 7.0 REPORT OF THE COMMUNITY FACILITIES MANAGER 7.1 Allman Arena Lighting Objective: To consider the use of reserves to install LED lighting at the Allman Arena. Attachment Management Report dated April 14, 2014 Background and Analysis: Please see attached management report from Jim Bryson, Community Facilities Manager. Financial impact: Please refer to the attached management report that demonstrates that there is a sufficient return on investment to proceed with this purchase. The costs will be recouped from future savings over approximately three years. Staff recommendation: That, pending Heritage Committee approvals, an exemption be granted from the Purchasing Policy to purchase 21 Titan 420 lighting fixtures directly from Delviro Energy/Ideal Supply and staff be authorized to borrow $33,706 from Community Services reserves to be replaced in three annual installments of $11,235.41 in 2015, 2016, and 2017.
Finance & Labour Relations Sub-committee - 9 - April 22, 2014 8.0 REPORT OF THE CITY CLERK 8.1 Name Change for City Centre Committee Objective: To consider the request from the City Centre Committee to change their name to Stratford City Centre Business Improvement Area (BIA). Background and Analysis: Stratford City Council adopted By-law 67-73 in 1973 to establish an improvement area and to establish a Board of Management under section 361 of the Municipal Act, R.S.O. 1970. The Board of Management was responsible for the improvement, beautification and maintenance of lands, buildings and structures in the improvement area owned by the City of Stratford. The Board was also entrusted with the promotion of the improvement area as a business and shopping area and a levy was collected from the businesses in the defined improvement area to promote the downtown core. In 1983, City Council repealed By-law 67-73 as amended and adopted By-law 66-83 under section 217 of the Municipal Act R.S.O. 1980, to expand the improvement area and change the name of the Board of Management to City Centre Committee. The new By-law was upheld by the Ontario Municipal Board. Since then the City Centre Committee has operated and been entrusted with the responsibility for the improvement, beautification and maintenance of municipallyowned lands, buildings and structures in the area, beyond such improvement, beautification and maintenance as is provided at the expense of the municipality at large and is also entrusted with the promotion of the improvement area as a business and shopping area. Stratford City Council is responsible for establishing a business improvement area and approving the annual budget. The special levy is then collected from the affected property owners by the City and turned over to the Board. The City Centre Committee is comprised of not fewer than three and not more than nine members appointed by City Council. At least one member must be a member of Council. The other appointed members shall be individuals assessed for business assessment in respect of land in the improvement area, or nominees of such individuals or of corporations so assessed. The City Centre Committee has undertaken a review of its procedural by-law and policies as the current members four-year term comes to a close in 2014. The Committee requests a change in name for the City Centre Committee. The proposed name is Stratford City Centre Business Improvement Area (BIA) for several reasons:
Finance & Labour Relations Sub-committee - 10 - April 22, 2014 1. Committee doesn't really describe the make-up of this group which is a Board of Directors, Working Committees of the Board (when needed) and Sub- Committees made up of members and a Board representative as Chair. 2. The BIA message has been lost in our community since the City Centre was formed in the 1970's with little to no co-relation to other BIA's in our province. 3. When we are talking about our Sub-"Committees"; such as Marketing, Events, Beautification; the use of the word Committee here is generally confusing when the City Centre is using the term Committee to describe that group as well. We have had members join the Board of Directors or "City Centre Committee" thinking that they were joining a Committee rather than a Board and subsequently ended up leaving a Board vacancy shortly after. The City Auditors are not concerned with the proposed name change. Financial impact: Minimal to the City of Stratford. Staff recommendation: That the request from the City Centre Committee to change the name of the Board to Stratford City Centre Business Improvement Area (BIA) be approved and that By-law 66-83 as amended, be further amended to reflect the name change. 9.0 ADJOURNMENT Motion by That the Finance and Labour Relations Sub-committee meeting adjourn. Meeting Start Time: 4:30 pm Meeting End Time: