Corporate Services and

Economic Development Committee

Comité des services organisationnels

et du développement économique

Minutes 41 / Procès-verbal 41

Tuesday, 17 December 2002, 9:30 a.m.

le mardi 17 décembre 2002, 9 h 30

Champlain Room, 110 Laurier Avenue West

Salle Champlain, 110, avenue Laurier ouest

Present / Présent : Mayor / Maire B. Chiarelli (Chair / Président), Councillors / Conseillers M. Bellemare (Vice-Chair / Vice-président), R. Chiarelli, P. Hume,
H. Kreling, P. McNeely, M. Meilleur, A. Munter, J. Stavinga

CONFIRMATION OF MINUTES

RATIFICATION DU PROCÈS-VERBAUX

Minutes 40 and Confidential Minutes 25 of the Corporate Services and Economic Development Committee meeting of Tuesday, 03 December 2002 were confirmed.

Declarations of Interest

dÉclarations d’intÉrÊt

Councillor Meilleur declared a conflict of interest in the first recommended solution (2003 Draft Operating Estimates) for the Secretariat Services Branch regarding the proposal to convert the mailing of voters list confirmation letters from first class letter mail to admail, as she is employed by Canada Post.

DEFERRALS

REPORTS

CORPORATE SERVICES

SERVICES GÉNÉRAUX

FINANCIAL SERVICES

SERVICES FINANCIERS

1. CLOSING OF CAPITAL WORKS-IN-PROGRESS

CLÔTURE DES TRAVAUX D’IMMOBILISATIONS EN COURS

ACS-2002-CRS-FIN-0039

(Deferred from meeting of 03 December 2002)

(Reporté de la réunion du 3 décembre 2002)

Joanna Dean and Iola Price, Co-Chairs, Ottawa Forests Advisory Committee (OFAC), spoke to the Committee about their concerns with respect to the proposed reduction in authority for the Environmental Resources Areas acquisition program. Ms. Dean also indicated she had been requested, on behalf of the Environmental Advisory Committee (who were unable to send a representative to the meeting), to express that Committee’s concern as well.

Ms. Price then made her presentation to the Committee, a copy of which is held on file with the City Clerk. Ms. Price stated OFAC was very concerned with two aspects of the proposed financing of this program, namely the reduction of debt authority and the transfer of $3 million to the reserve fund in the 2003 budget and the proposed reduction in annual funding of this program (i.e. no funds are allocated in 2003; $630,000 in 2004 to 2006 and $700,000 in 2007). She felt that allocating such a small amount to save environmentally important lands was not sufficient to protect the environment nor was it in keeping with the principles of the Smart Growth Summit or new Official Plan.

Ms. Price went on to say this was a step backward from the former Regional budgeting practice, which allocated $1.1 million annually for this program. She emphasized the importance of retaining natural areas, noting the residents have made it clear they want more such land preserved for the future. She felt the City should not be reducing funding for this program, rather funding should be increased from that of the former Region, as the Region did not purchase lands in the urban areas. Ms. Price urged the Committee to retain the $3 million in the reserve fund designated specifically for this project and to maintain the funding at the level of the former Region. Further she asked that staff be instructed to accelerate the process of acquiring environmentally sensitive lands.

Councillor Stavinga advised the delegations she had a copy of the motion they had provided and indicated she would be asking questions of staff on this issue, when the matter was before the Committee for discussion.

Barbara Barr, Green space Alliance of Canada’s Capital (GACC) A copy of Ms. Barr’s presentation is held on file with the City Clerk. Ms. Barr pointed out the GACC had previously submitted to Councillors, its written comments on the 2003 budget and advised she was before the Committee to emphasize their concern about the proposed funding for the Environmental Resources Areas Acquisition program. She said they strongly recommended that the financial commitment to this program not be decreased but rather that it be increased and the program expanded to include natural areas within the more developed areas of the City.

Ms. Barr posited it would be short-sighted to diminish the land acquisition fund by three million dollars, as was recommended by staff and it would be seen as a lack of commitment to this program. She urged the Committee to remain committed to the environmental resource areas acquisition program and to demonstrate that commitment to the public. Quoting from the Alliance’s budget submission, Ms. Barr read: ‘The City, if it is to grow smartly and preserve its ‘green’ character, cannot spend huge sums of money to support development while providing meagre amounts to acquire natural areas. There must be a better balance of priorities and activities.’

After hearing from the public delegations, Mayor Chiarelli noted the Committee was to have received a supplementary report on this issue.

Kent Kirkpatrick, General Manager, Corporate Services advised the supplementary report had just been distributed to members of the Committee. He suggested that the Committee refer this item to the next meeting of the Committee (i.e. 7 January 2003) to allow all members of Council sufficient time to review the supplementary report. Members of Council who wished to have projects on the list removed or amended, could attend the Committee meeting to make their case and then the report could be forwarded to Council the following day to be dealt with as part of the budget cycle.

Moved by Councillor J. Stavinga

That this item and the supplementary staff report, be referred to the Corporate Services and Economic Development Committee meeting of 7 January 2003 and further that Council be requested to waive the Rules of Procedure to consider this matter at its meeting of 8 January 2003.

CARRIED

REGULAR ITEMS

POINTS RÉGULIERS

CORPORATE SERVICES

SERVICES GÉNÉRAUX

SECRETARIAT SERVICES

SERVICES DU SECRÉTARIAT

2. 2003 Budget options - Recommended solutions -

Client Service Centres

OPTIONS BUDGÉTAIRES POUR 2003 - SOLUTIONS RECOMMANDÉES - CENTRES DU SERVICE À LA CLIENTÈLE

ACS-2002-CRS-SEC-0107

Please see Item 4 - 2003 Corporate Services And Economic Development Committee Budget Review for discussion on this item.

Moved by Councillor A. Munter

That this item be deferred, without recommendation, to the 8 January 2003 Council deliberation on the budget, pending receipt of more detailed information on Client Service Centre Option #1.

CARRIED with Councillor J. Stavinga dissenting.

COMMUNICATIONS AND MARKETING

services de Communications et marketing

3. east end communiquÉ
communiquÉ de l’est

ACS-2002-CRS-CMM-0002

Mayor Chiarelli stated it was his understanding there had been a recommendation that had been informally discussed with regard to an alternative way to communicate in the east end, through advertising in community newspapers. Marie Josée Lapointe, Manager, Communications and Marketing, advised staff had received confirmation from Transcontinental that they have agreed to implement (as of January 2003) door-to-door coverage in Vars and Sarsfield, with the Ottawa East Weekly Journal. She felt this would satisfy any concerns with terminating the East End Communiqué.

The Mayor asked what the budget implications would be of terminating the East End Communiqué. Ms. Lapointe advised that the City would be saving in total $70,000 a year and $40,000 for this year.

Councillor McNeely noted the East End Communiqué, which is circulated to the whole community, has been in operation for some 20 years. He said this newspaper was fully bilingual and was very effective in getting information out to the community. He said the staff proposal is to use a newspaper that covers approximately 200,000 people so the local news will not be presented, which he felt was very important to the rural residents of Cumberland. He indicated he would be moving an amendment to add to the report recommendation: “conditional on an adequate arrangement being made to replace part of the service lost”. He said he had not been able to determine exactly what the three newspapers will offer.

Councillor Kreling stated this was a difficult issue and Councillor McNeely was trying to ensure that there is adequate coverage for the rural residents of Cumberland. He felt it would be beneficial to provide Councillor McNeely with an opportunity to ensure that the rural residents receive the type of information that their suburban counterparts will be receiving under this plan.

Responding to questions from Mayor Chiarelli, Mr. Kirkpatrick indicated it would be difficult to determine what the cost of this amendment would be. He said staff would require more information as to what exactly was meant by “adequate arrangements to replace part of the service”. He indicated staff had determined a way to get the City’s advertising into the for-profit community newspapers and they had agreed to expand circulation in this area. If the Councillor means service beyond advertising (e.g. community articles), this is not something the City provides in community newspapers in other parts of the City.

Mr. Kirkpatrick indicated it would be staff’s intention to have this information by the budget deliberation of 8 January 2003. Mayor Chiarelli suggested it might be best to defer consideration of this matter until 8 January 2003, as the cost of the amendment is unknown.

Councillor McNeely noted it was his understanding that Transcontinental was willing to make arrangements that are suitable but he indicated he wished to see this in writing. He said he did not believe there would be additional costs involved with his motion.

Councillor Stavinga felt the issue should be deferred to the Corporate Services and Economic Development Committee meeting of 7 January 2003, to obtain this additional information, have the discussion and make a decision.

Ms. Lapointe advised staff had received written confirmation from Transcontinental and indicated she would provide members of Council with this letter.

Moved by Councillor J. Stavinga

That this item be referred to the Corporate Services and Economic Development Committee meeting of 7 January 2003.

CARRIED

FINANCIAL SERVICES

SERVICES FINANCIERS

4. 2003 CORPORATE SERVICES AND ECONOMIC DEVELOPMENT COMMITTEE BUDGET REVIEW

Examen du budget de 2003 pour le Comité des services organisationnels et du développement économique

ACS-2002-CRS-FIN-0048

Kent Kirkpatrick, General Manager, Corporate Services Department provided the Committee with an overview of the Department’s budget. David Bray, General Manager, Human Resources Department made a brief presentation regarding his Department’s budget. Ned Lathrop, General Manager, Development Services presented the Business Development Branch budget to the Committee. A copy of each of the Powerpoint presentations are held on file with the City Clerk.

Following the staff presentations, the Committee heard from the following public delegations.

Councillor Dwight Eastman indicated he was speaking on behalf of his residents with respect to the proposal to reduce or eliminate the Client Service Centres (CSCs) in the three rural areas. He said although the stats for the rural CSCs show a lower usage than expected, the reason for this is the sparse population and he stated these centres cannot be expected to be as busy as urban CSCs. As well, he pointed out that the statistics collected were for services that are not provided in the rural areas (e.g. water bills). The Councillor noted the employees of these centres are busy and have been assigned other duties to keep them busy.

Councillor Eastman spoke of the large expanse of the rural wards and the enormous negative impact, elimination of the rural CSCs would have on the rural residents. He felt that instead of centralizing services, the City should be expanding services to the rural areas (e.g. social services, building services, permits, etc.). The Councillor felt that statistics were not presented for the important service provided at the rural CSCs, namely the information provided to the residents.

In concluding his presentation, Councillor Eastman stressed that the City cannot withdraw this front-line service. Although the rural CSCs may not be as efficient per transaction, he stated this is the cost of doing business in the rural wards. The Councillor felt it absurd that Council was willing to spend between $400,000 to $900,000 on an election rebate program, while at the same time considering taking back services from rural taxpayers. Councillor Eastman advised that Councillor Stavinga would be presenting a motion and he urged the Committee to support it.

Councillor Stavinga questioned why no public consultation was carried out on this recommended solution. Mr. Kirkpatrick responded that all of the budget proposals to deal with the reduction goal of $22.3 million, including the recommended solutions, were tabled with Council as per the approved budget process. He pointed out the approved process included a public consultation process which consisted of information on the City’s website, the opportunity for Councillors to have ward budget meetings and today’s meeting, all of which allow for public input.

Councillor Stavinga asked if staff were aware of the recent consultant’s report regarding the Rural Economic Strategy. Mr. Lathrop indicated staff had received a copy of this report the previous day and noted one of the options presented was to retain and enhance the use of the rural CSCs.

Councillor D. Thompson noted the statistics provided by staff related to cash transactions at the CSCs. He asked if they had figures available to indicate the number of people coming into the centres to obtain information. Michelle Gregoire, Manager, Client Service Centres, advised the customer service representatives keep track manually of walk-in statistics, however, this is not reliable information and often represents a single client performing multiple transactions. She indicated that in the future it is hoped that this accounting will be automated but currently the cash transactions are being relied upon to provide accurate statistics from each of the centres. She indicated she could provide Council with these manually collected numbers, prior to Council consideration of the budget.

Councillor Legendre noted there were two options for the three rural CSCs in the recommended solutions, namely closing them or reducing the hours of service. He asked if Councillor Eastman was speaking against both of these options. Councillor Eastman advised he was speaking strongly against both options.

Bob Gregory, Heritage Advisory Committee, advised he was also speaking on behalf of the Pinhey Point Foundation. He provided members of the Committee with a copy of his presentation, which is held on file with the City Clerk. Mr. Gregory stated his goal was to ensure the Committee was aware of the budget implications on Ottawa’s built heritage, noting that heritage buildings are not being maintained. He spoke of a motion to this effect passed by the Heritage Advisory Committee. He indicated the money allocated in the budget for both the Pinhey Estate and the Billings Estate had been cut drastically from what was originally budgeted (i.e. from $100,000 to $50,000 for Pinhey and from $170,000 to $70,000 for Billings). He said without proper funding for these key museums, there will be significant deterioration.

Mr. Gregory showed the Committee photographs of the Pinhey Point estate, which demonstrated the state of disrepair this historic national treasure is in. He stressed that the $50,000 budgeted will not be sufficient to repair this building and he feared that without proper repair, it would end up being fenced off to the public as it would be a hazard.

The speaker stated if the City is going to own heritage buildings, it has an obligation to ensure they are maintained. He said if the City is not prepared to allocate the capital funds necessary to ensure these buildings are in good shape, it should sell the buildings and allow someone else to maintain them. He urged the Committee to provide sufficient funding for this and other heritage sites.

Responding to Councillor Legendre, Mr. Gregory advised that at a minimum $100,000 in capital funding is required for the maintenance of this building.

Councillor Meilleur expressed agreement that there is not enough money being spent to protect the City’s heritage buildings. She asked the speaker if he had any suggestions in terms of how the City could raise funds to do so. Mr. Gregory stated that if annual maintenance had been carried out (i.e. there was no maintenance carried out on Pinhey point since the 1980’s), there would not be a need to spend large capital amounts such as is required in this instance. In terms of raising money, Mr. Gregory suggested there was a possibility of user fees for these structures (but he was not sure how much money this would bring in) or perhaps funding from other levels of government.

Lee McCarthy, Director, Ottawa West Community Support Services (OWCSS) advised her agency was one of 14 delivering support services to over 11,000 seniors and disabled citizens in the City. Ms. McCarthy explained the previous week a report had been considered by the Health, Recreation and Social Services Committee on equitable funding for community support agencies. The recommendation approved by that Committee supported the achievement of a standard line in terms of funding per capita. The speaker noted she had provided the Committee with additional information about the OWCSS position in this regard (held on file with the City Clerk).

Ms. McCarthy explained OWCSS has occupied a City owned building for 20 years. They receive an annual grant from the City in the amount of $49,175.00 and of this they pay back to the City $43,300.00 annually in rent (i.e. more than 88% of the City’s grant) – money intended to provide services to the frail. Ms. McCarthy noted other agencies are paying reduced rent or no rent at all. She stated she was before the Committee to ask that the City address this problem by reducing the OWCSS rent to bring them into a range of equity with other agencies.

Councillor Munter indicated he would be addressing this issue later in the budget discussion.

Linda Lalonde, Poverty Advisory Committee (PAC), indicated there were five areas of the budget she wished to comment on. With respect to the reduction of service or closure of the rural client service centres, Ms. Lalonde spoke of the hardship this would impose on low-income rural residents. For example, if kiosks are used they would likely require credit or debit cards; and, it would be difficult for low income citizens without vehicles to access suburban client service centres. She said the PAC would in fact, like to see the hours of operation extended in these centres to provide evening hours. Ms. Lalonde went on to say there was no consultation on this proposed solution and referenced the Ottawa 20/20 report which stated that rural client service centres should be the hub of all City services for rural residents.

With respect to the proposal of reducing City page advertising, Ms. Lalonde noted that approximately 30% of the population does not have access to the Internet and therefore these people are not able to access this information in the alternate format proposed. Speaking against the proposal to increase fees for death and birth certificates, the speaker said these fees are unavoidable and questioned if there were would be exemptions for low-income residents who cannot afford these fee increases. Ms. Lalonde noted there was a recommendation to reduce by 7%, the transfer payments to the Ottawa Centre for Research and Innovation (OCRI). She stated PAC is recommending very strongly that there be a condition put on that reduction that neither the Talent Works or the Smart Site programs be reduced in order to accommodate the 7% reduction and she spoke of the benefits these programs have provided to low income citizens seeking employment.

As a final point, Ms. Lalonde stated PAC would like to see an increase in elected officials budgets. She opined that access to Councillors is a necessity for democratic participation in City processes and PAC is recommending that high population wards receive allocations for staff and office expenditures, which reflect their needs.

Bob McKinley, President, Rideau Rural Community Association, advised he was acting as the spokesperson for three rural community associations – West Carleton, Osgoode and Rideau. These community associations have joined together to deal with a number of issues affecting the rural wards. They are sponsored by other organizations such as the Ontario Federation of Agriculture, the Manotick BIA, the Rideau Chamber of Commerce and the Osgoode Chamber of Commerce.

Mr. McKinley felt it to be an odd coincidence that the three rural wards that are disputing the ward boundaries, were being targeted to have the Client Service Centres either closed or with reduced service. He spoke of the importance of Council providing effective representation to its constituents and stated that accessibility to Council and City information is paramount. Mr. McKinley felt that governance should not be measured on a transactional basis and he said he would not support either of the recommendations. He said the cost of this benefit (the rural Client Service Centres) is relatively small in comparison to the importance to the rural residents and he urged the Committee not to support these recommendations.

Adele Muldoon, West Carleton Rural Association, (copy of presentation held on file with the City Clerk) stated that prior to amalgamation many rural residents were opposed to one tier government because they feared a predominantly urban Council would not understand the differences between urban and rural life. She said she began volunteering for the City to try to make it work. However, after two years she felt there was still no recognition of the basic differences between the two communities. Ms. Muldoon spoke of the cuts to services in the rural areas such as grass cutting along the roadsides, snow removal and now the proposals to reduce the service or close the Client Service Centres.

Ms. Muldoon advised the Committee of the importance of the Client Service Centres to the rural residents and the difficulties they would endure if they are closed. She felt the statistics provided related only to cash transactions at the centres and did not convey the important role they play in providing information to the rural residents. Ms. Muldoon also noted that many of the professional services were moved out of the centres, which resulted in fewer client visits and would account for the low stats in terms of cash transactions. She said although she acknowledged that it would cost more to provide service in the rural area, she felt this should have been recognized at the time of amalgamation.

In concluding her presentation, Ms. Muldoon felt, as the rural residents do not receive as many services as those living in the urban area, they should be allowed to keep the services they have. She urged the Committee not to close the Client Service Centres and to consult with the area residents to determine how these facilities could be better used.

Charles Matthews, Disabled and Proud, advised he wished to speak to the Committee concerning monies allocated for the Accessibility Advisory Committee (AAC) for property asset management. Mr. Matthews noted the Ontario Disabilities Act (ODA), which was given proclamation on September 30^th,requires that each year the AAC set up a plan to identify and remove barriers. At the end of each year the Committee will be required to prepare a report on the things done that year to achieve those results.

He said he had attended a number of AAC meetings and had worked closely with the former Chair of the Committee, Barry McMahon. He indicated there were many barriers identified within City of Ottawa buildings, for which an envelope of $713,000 had been set up. The AAC questioned how it could possibly pick and choose which items would be done, because there are so many to do and were told to come up with an envelope of the most urgent projects, for the $713,000. Mr. Matthews opined there will need to be millions of dollars set aside eventually to take care of all of these projects. The budget proposes $713,000 in 2003; $675,000 for 2004 to 2006; and $685 in 2007. He suggested this matter go back to the Accessibility Advisory Committee at its next meeting for them to provide some better figures on what they anticipate will be a more accurate amount.

On an unrelated issue, Mr. Matthews noted City Council would be considering a report on the Public Notice Policy at its next meeting and he expressed concern that the list of community newspapers that formed part of the report did not include Disabled and Proud. He said he would like this matter looked into.

Having heard from all public delegations, the Committee began deliberations of the budget.

Councillor Munter noted Mr. Kirkpatrick had indicated in his presentation that there was an additional $2.5M unallocated in this year’s budget. Mr. Kirkpatrick confirmed this was correct but indicated the Municipal Property Assessment Corporation had recently advised that the bill to the City for 2003 will increase by approximately $500,000.

Councillor Munter then noted the contribution to the reserve fund was being increased significantly. He questioned why this increased contribution was to the City-wide reserve fund and not on a pro-rated basis to all reserves (e.g. there will be no contribution to child-care capital reserve). Mr. Russell advised the total increases to the Pay as you go are just under $18 million and of that, $7 million will go into the City-wide Capital reserve fund and $11 million will go the sewer capital reserve and the water reserve fund. The $7 million going into the City-wide reserve, is related to the interest payments the City will receive from Hydro Ottawa. He explained the staff rationale for using the City-wide fund, is that last year the day care contribution was eliminated for a two year period. By using the City-wide fund, it allows the City to reduce the draw on additional debt by $7 million. Mr. Russell indicated if it were Council’s wish, to split the amount along the tax supported side, this could be done.

Councillor Munter explained his concern was that with the revenue coming in on annual basis (i.e. $160 million over 10 years), none of it will go to transit or childcare, for which there are dedicated reserves. Mr. Russell stated Council, as it goes through the budget, must determine the spending priorities. He said staff are recommending these funds be directed to the City-wide reserve, but Council can choose to reallocate these funds.

2003 BUSINESS PLANS AND DRAFT OPERATING ESTIMATES

The Committee then proceeded through the Recommended Solutions and the 2003 Draft Operating Estimates.

Elected Officials

Referencing the motion referred to CSEDC by Council (contained in the staff report) regarding the staffing and office budgets for Councillors, Councillor Munter stated in light of the recent ruling on the Ward Boundary issues, he felt it was not appropriate to make any decisions in this regard until it is clear what will happen with the Ward Boundary issue. In this regard, the Councillor moved that this motion be deferred to the CSEDC meeting of 7 January 2003.

Moved by Councillor A. Munter

That the following motion be deferred to the Corporate Services and Economic Development Committee meeting of 7 January 2003 :

BE IT RESOLVED that the issue of Councillors’ staffing and office budgets be referred to Corporate Services and Economic Development Committee’s budget meeting for recommendation to City Council.

DEFERRED

The Elected Officials budget (page 4) was approved as presented.

City Manager

The Committee approved the Recommended Solution for the City Manager’s Office and Strategic Initiatives to reduce the consultants in strategic initiatives.

That the City Manager’s Office operating budget be reduced in the amount of $92,000 as per the Recommended Solution approved by the Corporate Services and Economic Development Committee (Page XI).

CARRIED

The City Manager’s budget (pages 16 and 24) was approved as amended.

Human Resources

The Human Resources operating estimates (pages 48, 60, 62, 64, 66 and 72) were approved as presented.

Corporate Services

General Manager’s Office

The General Manager’s Office 2003 draft operating estimates (page 88) were approved as presented.

Secretariat Services

Councillor Meilleur declared a conflict of interest in the first Recommended Solution (2003 Draft Operating Estimates) for the Secretariat Services Branch regarding the proposal to convert the mailing of voters list confirmation letters from first class letter mail to admail, as she is employed by Canada Post.

With respect to this Recommended Solution, Councillor Stavinga sought clarification from staff. Pierre Pagé, Director, Secretariat Services, explained staff were originally proposing to send letters to residents that set out the voter information and ask that the residents check this information for accuracy. With this recommendation, a letter will be sent to each residence advising them to call a specific number, if they want to check the accuracy of their information.

Referencing the Recommended Solution regarding the increase of fees for City Hall bookings, Mr. Kirkpatrick advised staff were withdrawing it. After further review, it was determined that the proposed increased revenue of $150,000 would be unrealizable.

There was consensus by the Committee to withdraw Option 2 for the rural Client Service Centres (i.e. that all three rural CSC’s be closed) and this option was not considered.

Councillor Munter indicated he was moving the staff Recommended Solution regarding Option 1 for the Client Service Centres. Councillor Stavinga indicated she had a replacement motion, as follows:

Whereas the Client Service Centres currently located in Kinburn, North Gower and Metcalfe provide invaluable service to the residents and the businesses located in the outlying areas of our City;

Whereas the proposal to reduce these services is unacceptable to the people within these areas;

And Whereas residents in these outlying areas clearly understood that the amalgamation process would not impact the City’s commitment to deliver quality service in a reasonable proximity to where they live and work;

Therefore be it resolved that Corporate Services and Economic Development Committee recommend to Council that the reduction of services at the three Client Service Centres is not an appropriate budget reduction;

And further that the City Manager be directed to report to Council at their meeting of 8 January 2003 as to other methods of deriving the required corporate savings.

At the Mayor’s request, Mr. Bellomo advised the substitute motion should be considered first. He also suggested that Councillor Stavinga’s motion be dealt with in two parts. Mayor Chiarelli felt the two parts were connected and in fact conditional on each other.

Responding to questions from Councillor Cullen, Mr. Pagé provided the following statistics for cash transactions at the Client Service Centres: City Hall - 146,816; Ben Franklin Place – 50,299; Kanata - 23,350, Orleans - 20,723; Metcalfe – 5,163, North Gower – 4,138 and Kinburn – 3,424. He clarified staff were not suggesting that the buildings these Client Service Centres are located in, be closed down. Steve Finnamore, Director, RPAM, confirmed that on the days the Client Service Centre was not operating in each location, the building would still be open and accessible for other activities.

Councillor Cullen calculated the combined number of cash transactions at the three rural Client Service Centres, represented approximately 5% of the total cash transaction. He said with the Client Service Centres open approximately 220 days a year, this would work out to approximately 17 people per day. He felt with the proposal to have each of these Client Service Centres open on specific days of the week, it would make more efficient use of the resources, while still providing the necessary service.

Mayor Chiarelli indicated he did not have a comfort level with the data provided. He asked that staff tighten up the data before Council considers this matter on 8 January 2003. He felt it needed to be determined how much staffing is required to provide the service and a determination as to what level of client service is needed.

Mr. Kirkpatrick felt it was important to note that the majority of the cash transactions transpired over a few days throughout the year (e.g. tax due dates, deadlines for program registration). He stated staff are proposing that during those heavy days, a kiosk service would be established to deal with these occurrences. Mr. Kirkpatrick advised the staff proposal does represent what staff believe to be the required staffing level and the hours of operation necessary to respond to the demand for service.

Councillor Munter suggested the hours of operation could be amended so that for example Metcalfe could be open every morning and North Gower every afternoon. Mr. Kirkpatrick responded that the proposed days of operation could be changed. However, he felt from a logistical perspective, he would recommend a certain number of days per Client Service Centre. Half days at two Centres would be rather difficult from a staffing perspective.

Councillor Stavinga noted on 24 July 2002, Council approved the Corporate Accommodations Master Plan and she asked if there was a process for community dialogue with the rural areas, relating specifically to the Client Service Centres. Mr. Kirkpatrick reiterated his earlier response to this question, that the public consultation on the proposal regarding the Client Service Centres, was incorporated in the budget consultation. He said with respect to the broader purpose and use of those facilities, Council has approved a process to review and report back to council and make recommendations on the potential uses of these facilities. This process has not yet been launched.

Councillor Meilleur felt this matter was not going to be resolved at this time and suggested it be referred to the budget deliberation of 8 January 2003. Vice Chair Bellemare advised that Councillor Munter had submitted a motion to this effect. He asked that members restrict their comments to the issue of deferral.

Councillor G. Brooks expressed his agreement with referral of this matter to Council. He said however, if the item is referred, more information would be required.

Councillor D. Thompson asked if an evaluation had been done on reducing the hours at the City Hall Client Service, as a way of saving money. Mr. Pagé indicated this had not yet been looked at but this option would be reviewed as part of the point of service strategy. The Councillor then had questions with respect to the evaluation of the Client Service representatives. Ms. Gregoire indicated a corporate-wide formal evaluation procedure was in the process of being developed. She said however, that supervisors regularly report to her on the performance of staff. Councillor Thompson asked that a report be provided concerning the rural Client Service representatives and whether there has been any indication that they have not been busy or have not been performing their duties. Mr. Pagé advised that staff in these centres are busy and noted there was a redistribution of the workload from the City Hall Client Service Centre to the other centres (e.g. parking ticket inquiries). The Councillor said it was his observation, having visited all of the Client Service Centres, that all of the staff were busy with City work.

Councillor Chiarelli felt it important to keep in mind the role the Councillor’s ward offices can play. He asked if staff could look at this, in terms of making up for the times when the Client Service Centre is closed.

Councillor Stavinga indicated she would not be supporting deferral, as she felt the Committee should deal with the matter at this time.

Moved by Councillor A. Munter

That this item be deferred, without recommendation, to the 8 January 2003 Council deliberation on the budget, pending receipt of more detailed information on Client Service Centre Option #1.

CARRIED with Councillor J. Stavinga dissenting.

Councillor Stavinga had questions with respect to the Recommended Solution to reduce City page advertising. Mr. Pagé advised that it would only be “Information Previously Distributed” or other information items listed on an agenda that were not of city-wide interest, that would no longer be included in the City advertisement. He pointed out complete information on the Agendas could still be accessed via the City’s website or by way of telephone information (the City’s ad will indicate there may be information items not listed and advise of these alternate forms of access).

Councillor Stavinga stressed the importance of communicating with the public and indicated she would not be supporting this recommended solution.

Councillor Chiarelli noted that part of the reasoning behind the Library Board extending its public internet access points throughout the new City, is to allow this kind of information access to all people regardless of income or where they live.

Responding to questions from Councillor Cullen, Mr. Pagé confirmed that there would be flexibility in terms of placing information items in the City advertisement, if the Ward Councillor determined the issue warranted inclusion.

Councillor Meilleur indicated she would not support the motion, because a large portion of the population in her ward is not connected to the Internet. She said it was her preference to have more communication than less.

In response to questions posed by Councillor Munter, Mr. Pagé confirmed that all Standing Committee agenda items would continue to be listed in the City ad, except for Information Previously Distributed items and information items that are ward specific.

Yeas and Nays were called for on this item.

YEAS (6): Councillors H. Kreling, A. Munter, R. Chiarelli, M. Bellemare, P. Hume and Mayor Chiarelli

NAYS (2): Councillors J. Stavinga and M. Meilleur

The Recommended Solutions for Secretariat Services were approved, except for CSC Option 1 (referred to Council); CSC Option 2 (withdrawn) and City Hall booking fees (withdrawn).

Mr. Kirkpatrick advised the Committee also needed to approve the adjusting of the draft estimates in order to fund the rebate program approved by Council. He indicated staff would prepare the adjustment and include it in the list of adjustments to be provided to members subsequent to the meeting.

That staff be directed to adjust the Secretariat Services Draft Operating budget to fund the rebate program previously approved by Council and that staff provide information on this adjustment to Council.

CARRIED with Councillor J. Stavinga dissenting

That the Secretariat Services operating budget be reduced in the amount of $551,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XI and XII).

CARRIED

The Secretariat Services budget (page 174) was approved as amended.

Communications and Marketing

The Recommended Solution regarding the elimination of one community newspaper was deferred to the CSEDC meeting of 7 January 2003 (see Item 3 for discussion).

The Communications and Marketing draft operating estimates (page 104) were approved as presented.

Fleet Services

The Committee approved all of the Recommended Solutions for this branch.

That the Fleet Services operating budget be reduced by $490,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Page XIII).

CARRIED

The branch’s draft operating estimates (page 124) were approved as amended.

Information Technology

Councillor Stavinga had questions with respect to the Recommended Solution for IT On Call Reduction. She indicated the Library Board had expressed concern about this proposal, because many of the IT calls from the libraries would be during the evenings and weekends. She asked for staff comment. Greg Geddes, Director, Information Technology, advised the issue of providing extended service to the libraries also extends to TUPW and People Services (community centres, arenas, etc). The cost of providing extended support would be in overtime costs and additional staff costs. This Recommended Solution deals only with on-call. He noted staff had put forward a proposal to SMT with the 2003 budget submission to deal with the 24/7 support for all of the extended hour requirements, however the proposal was not approved by SMT.

He explained IT does not have the budget to carry out the full extended-hour support service required (i.e. some $900,000 per year). At this point, they have advised the Departments that IT can only provide “best efforts” support and this issue will be going forward to SMT for resolution.

Responding to questions from Councillor Munter, Mr. Geddes advised this was not a reduction of the current level of service; rather, it is maintenance of the current inadequate level of service.

Councillor Legendre referencing the section of this Recommended Solution under “Impact on Public/City Departments”, which read “However, a large number of employees have elected to bank On Call and Overtime payments, thereby creating a liability for IT Services at the point in time they are expensed.”, stated he could not see how this would be pertinent to the proposed reduction. Mr. Geddes confirmed the Councillor was correct and noted staff had asked that this sentence be deleted from the budget book.

Councillor Chiarelli stated for the library, this is not a support function; rather it is an issue of service delivery. As the months go by, a greater proportion of the library service is being provided by on-line means. He asked what plans there were in the long term to cope with this demand. Mr. Kirkpatrick advised that over the next five years, as the program needs of the clients change, staff would be responding to these in the budget deliberations. As demand for 24-hour support increases, this will need to be dealt with as a budget pressure and be prioritized along with the others.

Councillor Stavinga noted although staff have indicated there are insufficient resources in 2002/2003, in 2001/2002 there was a surplus in the branch’s budget. She asked for staff comment. Mr. Geddes explained under the current scenario, the Help Line is operated from 7 a.m. to 5 p.m. There is pressure from TUPW, the libraries, community centres, etc. to extend that service to 10 p.m. which would require additional staff.

Responding to further questions from Councillor Stavinga with respect to the surplus in 2001/2002, Mr. Geddes advised that with the budget pressures faced by the City, when the budget was presented to SMT, they instructed staff to maintain the current service levels. Councillor Stavinga suggested that a report be brought forward on the issues faced by IT prior to the 2004 budget deliberations, so that Committee and Council can deal with the issues outside of the budget.

The Committee approved all of the recommended solutions for Information Technology.

That the Information Technology operating budget be reduced by $2,711,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XIII, XIV and XV).

CARRIED

The draft operating estimates for IT (page 154) were approved as amended.

Real Property and Asset Management

Councillor Stavinga had questions with respect to the Recommended Solutions regarding adjustments to the air temperature in City buildings. She expressed frustration with the lack of context generally, presented with the Recommended Solutions and asked for a rationalization for these two Recommended Solutions. Mr. Finnamore explained there is an extensive energy conservation program within the City (shared between TUPW and RPAM) with respect to the infrastructure. In the overall context the gauging of air temperatures in the buildings is something that RPAM wants to look at in 2003 and indicated they were willing to put this on the table now as part of that response.

Councillor Munter expressed concern regarding the Recommended Solution to turn the lights off in parks after 11:00 p.m. He sought assurance that if there are safety concerns in a park the lights can stay on. Barry Robinson, Program Manager, Program Properties, advised there are three principle types of lighting in a park setting – sport lighting, security lighting and pathway lighting. He said strategically staff would look at those areas that would minimize security risks and focus on the areas that are consistent with the by-law.

Councillor Munter noted that leaving the lights on in the parks, allows the police to see if anyone is contravening the park by-law. Mr. Finnamore indicated staff would monitor the situation and if there is any increase in security issues or vandalism, staff will report back to Committee.

Councillor Munter felt this issue was very important and indicated he would be moving a motion to amend the Recommended Solution, to add “That where security concerns dictate, park lighting be retained overnight”.

Councillor Meilleur asked if the lights could be turned off in the parks in her Ward earlier than 11:00 p.m. She said residents in one area of her community have requested that park lights be shut off at 10:00 p.m. Mr. Finnamore indicated staff could confer with each of the Ward Councillors on the time.

Moved by Councillor A. Munter

That the recommended solution with respect to turning lights off in parks after 11:00 p.m. be amended to add “That where safety concerns dictate, park lighting be retained overnight”.

CARRIED

Councillor Munter called for Yeas and Nays on the Recommended Solution to reduce the flower program, weeding and cutting cycles related to City Facilities. The item Carried on a vote of 5 Yeas to 4 Nays, as follows:

YEAS (5): Councillors H. Kreling, M. Bellemare, M. Meilleur, P. McNeely and Mayor Chiarelli

NAYS (4): Councillors A. Munter, J. Stavinga, R. Chiarelli and P. Hume

Councillor Munter dissented on the Recommended Solution to charge special events at City Hall a rental fee to cover the related operating costs including utilities, landscaping and staff. Councillor Hume dissented on the Recommended Solution regarding the removal of green space maintenance on the Transitway.

Councillor Munter referenced the earlier presentation made Ms. McCarthy of the Ottawa West Community Support Services and put forward the following motion. He said this raised a serious policy issue around giving grants to agencies to deliver health and social services and then getting that money back on the RPAM side.

At the request of the Mayor, Mr. Finnamore advised there was not a policy on this issue and noted there is a wide variety of community groups that occupy City owned buildings at substantially varying rates. He agreed it was a very good idea to come back with a report on this.

Moved by Councillor A. Munter

Whereas the Ottawa West Community Support receives a $49,175 grant from the City to provide services to frail seniors and $43,300 of that funding comes back to the City in rental payments;

Whereas the continued implementation of RPAM’s current policy will lead more and more agencies into this situation, meaning that People Services’ funding for health, recreation, housing and social services will instead be going to Real Property and Asset Management as a revenue source;

Be it Resolved that People Services and Corporate Services (RPAM) prepare a joint report to CSEDC with recommendations including amendments to existing policies if required, to ensure that City funding to our community partners goes to services to residents and not back to the City in the form of rent; and

Further that this report come back to CSEDC before the end of February 2003.

CARRIED

Mr. Russell pointed out the Committee also needed to approve the reduction in Hydro costs of $2.5 million.

That Corporate Services and Economic Development Committee approve the reduction in Hydro costs of $2.5 million.

CARRIED

The Committee then approved the Recommended Solutions for Real Property and Asset Management, as amended.

That the Real Property and Asset Management operating budget be reduced by $906,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XV and XVI) and as amended by the following:

That the recommended solution with respect to turning lights off in parks after 11:00 p.m. be amended to add “That where safety concerns dictate, park lighting be retained overnight”.

CARRIED as amended

The 2003 draft operating estimates for RPAM (page 136) were approved as amended.

Legal Services

The Committee approved the recommended solution proposed for Legal Services.

That the Legal Services operating budget be reduced by $273,000 as per the Recommended Solution approved by the Corporate Services and Economic Development Committee (Page XVI).

CARRIED

The Legal Services 2003 draft operating estimates (page 144) were approved, as amended.

Financial Services

Councillor Munter sought clarification regarding the first Recommended Solution to achieve additional amalgamation savings, potential alternate service delivery mechanisms will be pursued where possible. Mr. Kirkpatrick advised this issue dealt with labour relations issues and the Committee would have to move in-camera to discuss this.

Moved by Councillor A. Munter

That the Corporate Services and Economic Development Committee move In Camera pursuant to Section 12(1),d) labour relations or employee negotiations, of the Procedure By-law.

CARRIED

Upon resuming in open session, the Committee approved the Recommended Solution.

Councillor Cullen had questions with respect to the recommended solution to increase the water late payment interest rate. He noted the current charge is the current primary plus 2% (6.25% a year). The new charge is at 1.25% a month, which works out to 15% for the year. The Councillor suggested that the bulk of the people who have to pay these late payment charges are those with financial difficulties (i.e. low income) and he felt this would not be an incentive for them to pay. He indicated he was registering his objection to this increase.

Councillor Chiarelli advised in the former Nepean, the Treasurer made the case that for the City’s debt charges, if the rates were lower than other creditors (e.g. Mastercard, Visa, etc.), this was actually an incentive not to pay the City. He asked to what extent this factored into this recommendation. Mr. Russell stated even at these rates, they are lower than Visa and Mastercard. He said staff do not see the City as a lending institution and feel the rates should be consistent with others. The proposed rate makes the late payment for water consistent with the rate charged on taxes but is still significantly lower than some other utilities.

All of the Recommended Solutions for this branch were approved.

That the Finance operating budget be reduced by $3,241,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Page XVII).

CARRIED

The Committee then approved the 2003 draft operating estimates (page 114) for Financial Services, as amended.

Development Services Department

Business Development Branch

Councillor Legendre expressed concern about the proposal to reduce the transfer payments to the agencies (i.e. OCRI, Ottawa Tourism and Ottawa Life Sciences) by 7%. He felt this money was an investment in the City’s economic well being and noted the impact is not assessed. The Councillor said in light of the current economic climate, this was the wrong time to be cutting these transfer payments.

Mayor Chiarelli noted there had been a process of consultation on this issue. He advised The Ottawa Partnership debated this matter and they willingly acknowledged they were prepared to accept the 7% reduction to help the City achieve its budget target. At the Mayor’s request, Rob McKay, Acting Director, Business Development Branch, confirmed this information was correct.

The Committee approved the Recommended Solution for the Business Development Branch.

That the Development Services Department, Business Development Branch operating budget be reduced in the amount of $296,000 as per the Recommended Solution approved by the Corporate Services and Economic Development Committee (Page IX).

CARRIED

The Business Development Branch draft operating budget (page 346) was approved, as amended.

Non-Departmental – Expenditures and Revenues

Mr. Russell advised the Committee the City had recently been informed by the Municipal Property Assessment Corporation that there was an increased requirement for 2003, in the amount of $534,000. This increase needed to be approved by the Committee.

That the amount payable to the Municipal Property Assessment Corporation be increased by $534,000.00.

CARRIED

The Committee then approved the Non-Departmental Expenditures (page 183), as amended and the Revenues (page 190) as presented. Councillor Stavinga dissented on the Hydro Ottawa revenues (page 190).

2003 DRAFT CAPITAL BUDGET

The Committee then proceeded to approve by consent, the Capital projects, with the following projects held for discussion: Lifecycle Renewal and Asset management – Buildings (page 92/93) and the Smart Capital Project (page 162/163).

Mr. Kirkpatrick referenced the project “Lansdowne Park Retrofit – Phase 2/Jetform Park (page 142/143) and noted in the narrative, one project was omitted from the list of individual projects, namely the landscaping/greening of Lansdowne Park.

Councillor Bellemare referenced the Smart Capital Project and in particular page 163. He noted the only items identified are the municipal contributions (this project entails matching funds from the Federal government and other organizations). He asked what the Federal contribution to this program would be and whether the City has received it yet. Mr. Geddes advised the Federal contribution to this program is approximately $1 million (over a multi-year period) and to date a little over $300,000 has been received. As part of the program, a work plan is filed through OCRI to Industry Canada on a regular basis and once it has received approval, Industry Canada provides the City with the funding. Mr. Geddes went on to say the work plan for 2003 was submitted in the fall but stated it takes some time to receive the approval from Industry Canada.

Councillor Bellemare questioned if the budget page (i.e. page 163) should include an amount of $300,000 for Federal/Provincial grants. Mr. Geddes confirmed the Councillor was correct and that the page had not been updated to reflect the $300,000 funding.

Councillor Munter questioned if this additional $300,000 in Federal/Provincial funding, would reduce the Pay as you go requirement. Mr. Geddes responded that the City is required to provide matching funding to the Federal funding and that amount is shown in the total amount of $975,000.

The Committee then approved the Smart Capital Project (page 162/163).

With respect to the Life Cycle Renewal and Asset Management - Buildings project (page 92/93), Councillor Munter spoke of the crisis situation of Pinhey Point Heritage Estate. He indicated he would be moving a motion to allocate a one-time additional $50,000. As well, he indicated his motion spoke of separating the maintenance of heritage properties from life cycle maintenance of City buildings. He felt it was not correct to include a 160-year-old building that needs specific work to be protected, in the same category as a new roof on an arena, which would not be as critical. In the short term, Councillor Munter stressed the importance of allocating this additional funding for the Pinhey Point Estate.

Councillor Stavinga spoke to the issue of a funding source for Councillor Munter’s motion. She noted under Life Cycle Renewal for heritage buildings there was a budget allocation of $10.8 million, of which $5.9 million is committed. She said in the comment section it states that because of the size of the heritage projects, there is a carry over that is happening. She asked about the possibility of using this funding source, given that 56% of the funds are uncommitted. Mr. Finnamore responded that the 2002 Life Cycle Renewal fund is for all of the City’s buildings, not just the heritage buildings. He said the comments he had made in the works in progress document, dealt with aspects of some of the larger heritage projects currently being undertaken (e.g. Arts Court, etc.). He agreed that staff could re-prioritize the work plans for 2002 and 2003 to come up with the additional $50,000 for Pinhey Point. Speaking to the second half of Councillor Munter’s motion, regarding separating out the heritage structures from the general buildings, Mr. Finnamore stated this is something that staff have been considering for some time. He suggested when staff come back with a policy statement in 2003, Council might want to give consideration to how they want to preserve the heritage buildings and how they want to apply funding to it.

Moved by Councillor A. Munter

That a further $50,000 one-time be allocated for the general site repair work for the Pinhey Estate Historic Building to undertake all emergency work required to protect the integrity of this remarkable community-owned asset;

And further that in future, the maintenance of heritage properties be separated from lifecycle maintenance for City buildings as a separate account and funding stream for future budgets.

CARRIED

Committee then approved the Lifecycle Renewal and Asset Management – Buildings project (page 92/93), as amended.

Councillor McNeely then introduced a motion with respect to the Arts Facility in the City’s east end. He noted at Health, Recreation and Social Services Committee he was advised that the Arts facility could not be funded through Development Charges. There have been some discussions with senior staff in the Ministry in Toronto, who advised that certain parts of arts facilities could be funded from Development Charges. He said this is a priority project for the community and he felt it could be a matter of a minor change to the Development Charges Act. For this reason, was asking that staff investigate this.

Moved by Councillor P. McNeely

Whereas the community of Orleans and the City’s East end generally has strongly supported an East End Arts Facility;

And Whereas there is general agreement in the community to make this the East End priority project;

And Whereas the project selection process identified this project as one of the highest priorities in the City of Ottawa;

And Whereas the City of Ottawa deems it necessary to partially finance the project from Development Charges;

And whereas Arts Facilities (cultural facilities) provide equal value to the community in terms of leisure, active living and community building as do recreational facilities;

Therefore be it resolved that staff be directed to request the Province of Ontario to amend the Development Charge Act of 1997, subsection 2, sub 4 and delete the reference to cultural facilities.

CARRIED

Councillor Meilleur indicated she too had a motion that did not impact the budget. She explained her motion dealt with ensuring that City buildings are accessible to the disabled. Because there are so many projects and not enough money, she was directing that the Provincial government be requested to assist the City in this regard, in keeping with the spirit of the Ontario Disabilities Act. .

Moved by Councillor Meilleur

That the City of Ottawa ask the Provincial government to provide the necessary funds to ensure that the appropriate accessibility improvements are incorporated in all renovations undertaken in public facilities owned by the City.

CARRIED

That the Corporate Services and Economic Development Committee consider, for recommendation to Council, the applicable 2003 Business Plans and Draft Operating Estimates and 2003 Draft Capital Budget and Four Year Forecast, as presented to the Committee, as amended by the following:

2003 BUSINESS PLANS AND DRAFT OPERATING ESTIMATES

Re: Elected Officials

1. That the following motion be deferred to the Corporate Services and Economic Development Committee meeting of 7 January 2003 :

BE IT RESOLVED that the issue of Councillors’ staffing and office budgets be referred to Corporate Services and Economic Development Committee’s budget meeting for recommendation to City Council.

Re: City Manager’s Office

2. That the City Manager’s Office operating budget be reduced in the amount of $92,000 as per the Recommended Solution approved by the Corporate Services and Economic Development Committee (Page XI).

Re: Secretariat Services

3. That the Secretariat Services operating budget be reduced in the amount of $551,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XI and XII).

4. That staff be directed to adjust the Secretariat Services Draft Operating budget to fund the rebate program previously approved by Council and that staff provide information on this adjustment to Council.

(Note: the Recommended Solutions regarding the Client Service Centre Option 1 was referred to the Council Budget meeting of 8 January 2003 and Option 2 was rejected; and the Recommended Solution regarding increased fees for City Hall bookings was withdrawn by staff)

Re: Fleet Services

5. That the Fleet Services operating budget be reduced by $490,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Page XIII).

Re: Information Technology

6. That the Information Technology operating budget be reduced by $2,711,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XIII, XIV and XV).

Re: Real Property and Asset Management

7. That the Real Property and Asset Management operating budget be reduced by $906,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Pages XV and XVI) and as amended by the following:

That the recommended solution with respect to turning lights off in parks after 11:00 p.m. be amended to add “That where safety concerns dictate, park lighting be retained overnight”.

8. Whereas the Ottawa West Community Support receives a $49,175 grant from the City to provide services to frail seniors and $43,300 of that funding comes back to the City in rental payments;

Further that this report come back to CSEDC before the end of February 2003.

9. That Corporate Services and Economic Development Committee approve the reduction in Hydro costs of $2.5 million.

Re: Legal Services

10. That the Legal Services operating budget be reduced by $273,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Page XVI).

Re: Financial Services

11. That the Finance operating budget be reduced by $3,241,000 as per the Recommended Solutions approved by the Corporate Services and Economic Development Committee (Page XVII).

Development Services Department

Re: Business Development Branch

12. That the Development Services Department, Business Development Branch operating budget be reduced in the amount of $296,000 as per the Recommended Solution approved by the Corporate Services and Economic Development Committee (Page IX).

Non-Departmental – Expenditures

13. That the amount payable to the Municipal Property Assessment Corporation be increased by $534,000.00.

2003 DRAFT CAPITAL BUDGET

Re: Real Property and Asset Management

14. That a further $50,000 one-time be allocated for the general site repair work for the Pinhey Estate Historic Building to undertake all emergency work required to protect the integrity of this remarkable community-owned asset;

And further that in future, the maintenance of heritage properties be separated from lifecycle maintenance for City buildings as a separate account and funding stream for future budgets. (Life Cycle Renewal and Asset Management – Buildings – Project 900780, Page 95, Ward 4)

15. That the City of Ottawa ask the provincial government to provide the necessary funds to ensure that the appropriate accessibility improvements are incorporated in all renovations undertaken in public facilities owned by the City.

Re: Development Services Department

16. Whereas the community of Orleans and the City’s East end generally has strongly supported an East End Arts Facility;

And Whereas there is general agreement in the community to make this the East End priority project;

And Whereas the project selection process identified this project as one of the highest priorities in the City of Ottawa;

And Whereas the City of Ottawa deems it necessary to partially finance the project from Development Charges;

And whereas Arts Facilities (cultural facilities) provide equal value to the community in terms of leisure, active living and community building as do recreational facilities;

CARRIED as amended

MOTIONS OF WHICH NOTICE HAS BEEN PREVIOUSLY GIVEN

MOTIONS AYANT FAIT L’OBJET D’UN AVIS PRÉCÉDENT

5. MOTION regarding illuminated scoreboard at Lansdowne Park

motion concernant le tableau de pointage lumineux au parc Lansdowne

Councillor Chiarelli agreed to move a motion on behalf of Councillor Stewart to amend the recommendation from “8 a.m. to 6 p.m.” to “8 a.m. to 8 p.m.” The Committee approved this amendment. However, subsequently, Councillor Doucet who arrived after the item was considered, stated this was not acceptable to the community and asked that the Committee waive the rules to revisit this item.

Moved by Councillor A. Munter

That the Rules of Procedure be waived to reconsider this matter.

CARRIED

Councillor Doucet stated he originally thought that 8 a.m. to 8 p.m. was acceptable to the community and had discussions with Mr. Waters of the Renegades to that end. Since that time, he has had further discussions with the area residents and they are asking that the sign be restricted to daylight hours in winter. He said it was his understanding the community was willing to take the football club to court over this. Approval of his motion (i.e. 8 a.m. to 6 p.m.) would prevent this matter from ending up in court.

Councillor Stewart stated she was concerned that this business had made a decision, entered into contractual arrangements and financed a sign based on an enacted by-law moved by Councillor Doucet and unanimously supported by Council. This by-law allows them to do exactly what they are doing now. She felt that telling the club at this point in time, that they cannot do this, was not sending the right message.

Councillor Stewart stated it was her understanding the City asked that the Renegades move the sign from Bank Street to its present location because the Glebe community did not want it on Bank Street. Doug Moore, Manager, Venture Properties, confirmed this was correct. Councillor Stewart said it was also her understanding that the City encouraged the Renegades to purchase this sign because it is a requirement of the Canadian Football League in order to host the 2004 Grey Cup. Mr. Moore confirmed this was also correct. The Councillor then asked if the advertisements run on the sign for the hours it is operating, are permitted under the by-law. Mr. Moore stated these were permitted and advised there are no restrictive covenants in the by-law in terms of hours of operation.

Councillor Stewart then asked for a legal opinion in terms of the City’s liability if Council should decide to make a change to the operating conditions. Jerry Bellomo, City Solicitor, responded that, without the benefit of examining all of the facts, if it could be proven that the decision to expend monies was based on some commitment by the City on the hours, there may be some liability. He said he could not maker a final determination on liability without looking at all of the facts.

Councillor Stewart stated that this business has expended a lot of money to purchase this equipment because Council told them they could. They have not violated their agreement and have been very accommodating in terms of agreeing to all of the requests to date (i.e. moving the sign so as to have the least impact on the Glebe community, turning it off earlier, etc.). They have now offered to reduce the hours of operation of the sign to 8 p.m. in the winter months, to address the community’s concerns. Councillor Stewart felt the Renegades have been a good corporate partner.

Mayor Chiarelli asked why the Bank Street side was the first choice. Mr. Moore said this was the first choice because of the advertising exposure to traffic circulation and was preferable in terms of revenue generation. The Mayor then asked staff to comment on the discussions that took place surrounding the move to the east side. Mr. Moore advised there were concerns brought forward by the Glebe community with respect to the exposure on the Bank Street side and staff were requested to ask the Renegades if they would move the sign to the east end of the stadium. He advised the hours contemplated for the sign when it was to be on Bank Street, were 7 a.m. to 10 p.m.

Responding to further questions from the Mayor, Mr. Moore replied that the understanding (as per the by-law) between the Renegades, the Ward Councillor and staff, when it was agreed the sign would be moved to the east end of the stadium, was that the sign would be rotated to the parking lot for third party advertising purposes. There were no restrictive covenants placed in the by-law. He indicated from the outset, it was contemplated that the sign would operate from 6 a.m. to 10 p.m.

Councillor Doucet noted the original scoreboard of the Ottawa Rough Riders was always at the east end. Mr. Moore confirmed this. The Councillor said this was why the sign was located at the east end, where it has always been. Councillor Doucet then asked if there are any other videotrons in the City. Arlene Gregoire, Director, By-law Services advised there are not. Councillor Doucet asked if the City has any policies with respect to locating these types of signs. Ms. Gregoire advised that the location of such signs are predicated on what is in signs bylaws at present time. She said the current by-law does not recognize animated signs therefore this sign had to be approved by by-law amendment. Councillor Doucet indicated he had never seen a videotron before and had no idea what he was approving when the by-law was considered. He said he did not realize the impact it would have on the area residents.

Councillor J. Harder noted there had been some ludicrous decisions made with regard to Lansdowne Park and felt that the City should deal with these issues, if it wants the park to be successful. She felt the Renegades had been very understanding in agreeing to 8 a.m. to 8 p.m. She felt Councillor Doucet should consider what is best for the whole City and indicated she would be objecting to the 8 a.m. to 8 p.m. when the matter comes before Council.

In response to questions from Mayor Chiarelli, Mr. Bellomo advised if the two options (i.e. 8 a.m. to 6 p.m. and 8 a.m. to 8 p.m.) were defeated there would be no time limitations on the sign. Mr. Moore confirmed the Renegades could choose to operate the sign from 8 a.m. to 10 p.m., but noted they do want to be good community partners.

Councillor Doucet stated he was anxious to see the Renegades and the 67’s be successful and noted he had fought to have Lansdowne Park repaired and maintained. He felt that every city needs a mid-size stadium. However, no other Councillor has a 30,000 seat outdoor stadium in their wards. He said he was simply trying to find a compromise for those who use the park and those who live around it. The Councillor stressed the blazing light of the videotron impacts the lifestyles of the residents of Ottawa east. He felt the sign could stay on later in the summer (during daylight hours) but should be turned off earlier in the wintertime.

Councillor Stewart agreed this was a difficult issue for Councillor Doucet, but noted it is not all of Ottawa east being impacted by this sign; there are only a handful of homes who can even see this sign. She felt this was not worth the problems being given to this corporate sponsor. She said the Renegades have been more than cooperative and felt the City should accept gratefully, their offer to restrict the hours of operation.

Moved by Councillor R. Chiarelli

That the motion be amended to read 8 a.m. to 8 p.m.

CARRIED

WHEREAS the Renegades’ electronic scoreboard at Lansdowne Park is constantly being directed at the Queen Elizabeth Driveway and Echo Drive residents and we have received many complaints;

WHEREAS it was the councillor’s understanding that the use of this illuminated scoreboard would be limited to the football season and not be a year-round advertising vehicle;

BE IT RESOLVED that upon completion of the football season, the illuminated scoreboard at Lansdowne Park be directed at the Park and toward Bank Street outside of business hours (8 a.m. to 8 p.m.)

CARRIED as amended, with Councillors A. Munter and J. Stavinga dissenting.

6. GLEBE CENTRE INC. - REDEVELOPMENT PROJECT - REQUEST FOR RELIEF / RETURN OF VARIOUS CITY CHARGES
GLEBE CENTRE INC. - PROJET DE RÉAMÉNAGEMENT - DEMANDE D’ALLÉGEMENT FINANCIER OU DE REMBOURSEMENT DE DIVERS FRAIS VERSÉ À LA VILLE

Irene Ip, Chair of the Board, Glebe Centre, advised the Centre is situated in heart of the Glebe across from Lansdowne Park. It consists of a high-rise and low-rise facility for long-term care as well as a heritage building used as a recreation facility for seniors. The Glebe Centre has been in existence for 117 years and is a non-profit charitable organization run by a volunteer board of directors.

Ms. Ip stated the centre is about to be redeveloped at a cost of $46 million; this redevelopment was forced on them because of changes to the Provincial government standards for long-term care facilities. She said these changes resulted in the high-rise building receiving the lowest rating of the Province (a “D”) and this put the centre’s 195-bed facility at risk of being closed. She said the successful completion of the redevelopment would result in 254 long-term care beds being retained in the community. As well, the Glebe Centre will be able to continue to provide much needed outreach services to the seniors living in the area. In addition, the high rise will be converted to a life-lease building and this will add 78 units to Ottawa’s housing stock for seniors.

Ms. Ip advised that in order to keep the facility in the Glebe, the rebuild will take place on the existing site, which makes it complex and more costly than other rebuilds. The capital funding from the Provincial government is not sufficient to cover the costs. She said she had been advised that there were funds available in the City’s reserve fund for long term care projects. She asked that the Committee approve the request for funding for the Centre.

Councillor Munter noted out of the reserve fund, the City funded the Township of Osgoode Care Centre, Villa Marconi, the Salvation Army Grace Manor, the Montfort Hospital, the Royal Ottawa Hospital and Hillel Lodge. He asked the General Manager if the Glebe Centre would meet the criteria to be funded from this reserve fund. Jocelyne St Jean, General Manager, People Services confirmed they would.

Councillor Munter indicated he had circulated to members of the Committee a motion to provide a per bed grant to the Glebe Centre on the same basis that the City has made grants to the other non-profit long term care facilities, subject to verification by staff that all of the terms and conditions of the program are met.

Mayor Chiarelli asked if the $1.4 million was dealt with in the Works in Progress (WIP) report. Lloyd Russell, Director, Financial Services responded that part of the balance of this fund was dealt with in the WIP report and the intent was that the funding that was being freed up, would be returned to the hospital fund source. He said the closure of the WIP would make these funds available for this motion.

The Mayor asked what the total amount of the motion would be (i.e. at $16,000 per bed) and whether it would deplete the fund. Mr. Russell advised the amount would be in excess of $4 million and would deplete the fund several times over. He pointed out however, the motion stated “subject to the available funds”, which is approximately $1.4 million.

Mayor Chiarelli asked if it was in order for the Committee to approve this motion today, given the status of the WIP report. Mr. Russell responded this motion should be dealt with at the same time as the WIP report. Councillor Meilleur indicated she would refer this item and Councillor Munter’s motion to the meeting of 7 January 2003.

Moved by Councillor M. Meilleur

That this item and the following replacement motion be deferred to the Corporate Services and Economic Development Committee meeting of 7 January 2003:

“Whereas funds of approximately $1.4 million still remain in a reserve account designed to provide financial assistance to Health Care facilities;

Whereas The Glebe Centre Inc. is faced with costs of $46 million to develop 195 new long terms care beds to replace those identified by the Province as Category “D” in the Tower;

Whereas grants at $16,000 per bed have been provided from these funds to the Township of Osgoode Care Centre, Villa Marconi, the Salvation Army Grace Manor, the Montfort Hospital, the Royal Ottawa Hospital and Hillel Lodge;

Whereas all the new long term care beds have been awarded in the City, with only The Glebe Centre Inc. left, having a category “D” facility to be redeveloped;

Therefore be it resolved that the funds remaining in the Health Care/Development Fund reserve accounts be allocated to The Glebe Centre Inc. to a maximum of $16,000 per bed, subject to all terms and conditions of this funding program being met.”

DEFERRED

ADJOURNMENT

LEVÉE DE LA SÉANCE

The Committee adjourned the meeting at 3:50 p.m.

Committee Coordinator Chair