I Report No.: 05-033 I TO: Denis Leger, Acting Chief Administrative Officer FROM: Lance Thurston, Commissioner, Department of Community Services PREPARED BY: Ann Pappert, Manager, Cultural Services Division Robin Etherington, Supervisor, Policy and Support Services DATE OF MEETING: 2005-02-01 SUBJECT: City Art Collection Management Agreement with Queen’s University RECOMMENDATION TO COUNCIL: WHEREAS the Corporation of the City of Kingston and Queen’s University (Agnes Etherington Art Centre) entered into an agreement on June 18, 1993 by which the Agnes Etherington Art Centre stores and manages fifty-eight (58) art pieces of the City’s art collection; AND WHEREAS in 2004 the responsibility to manage the City’s art collection was assumed in whole by the Cultural Services Division of the Department of Community Services; NOW THEREFORE BE IT RESOLVED THAT City Council directs staff to negotiate a new two year (2005 and 2006) management agreement with the Agnes Etherington Art Centre and authorizes the Mayor and City Clerk to sign this contract subject to the satisfaction of Legal Services. ORIGIN/PURPOSE : The Art Collection Society of Kingston was active from the late 1950s to the mid-1980s and collected art works with the intent to enrich the cultural wellbeing of the Kingston community. On August 30, 1988 City Council approved the transfer of the ownership of art works from the Art Collection Society of Kingston to the Corporation of the City of Kingston. In 1993 the City of Kingston and the Agnes Etherington Art Centre entered into an agreement by which the Art Centre would store and manage 58 art works from the collection. In addition to storing the art pieces, the Art Centre manages all requests for photographs and loans with regard to the fifty-eight art pieces. The agreement was renewed in 1997. In October of 2004, the Agnes Etherington Art Centre approached the Department of Community Services to review the terms of the agreement and amend the current fee for services based on a recent marketplace review of commercial art storages. This request is as per the terms of the original agreement. OPTIONS/DISCUSSION: In 2004, the Cultural Services Division of Community Services assumed responsibility for the management for all City collections, including the art pieces, artefacts, public art, monuments, an4
Transcript
I Report No.: 05-033 I
TO: Denis Leger, Acting Chief Administrative Officer
FROM: Lance Thurston, Commissioner, Department of Community Services
PREPARED BY: Ann Pappert, Manager, Cultural Services Division Robin Etherington, Supervisor, Policy and Support Services
DATE OF MEETING: 2005-02-01
SUBJECT: City Art Collection Management Agreement with Queen’s University
RECOMMENDATION TO COUNCIL:
WHEREAS the Corporation of the City of Kingston and Queen’s University (Agnes Etherington Art Centre) entered into an agreement on June 18, 1993 by which the Agnes Etherington Art Centre stores and manages fifty-eight (58) art pieces of the City’s art collection;
AND WHEREAS in 2004 the responsibility to manage the City’s art collection was assumed in whole by the Cultural Services Division of the Department of Community Services;
NOW THEREFORE BE IT RESOLVED THAT City Council directs staff to negotiate a new two year (2005 and 2006) management agreement with the Agnes Etherington Art Centre and authorizes the Mayor and City Clerk to sign this contract subject to the satisfaction of Legal Services.
ORIGIN/PURPOSE : The Art Collection Society of Kingston was active from the late 1950s to the mid-1980s and collected art works with the intent to enrich the cultural wellbeing of the Kingston community. On August 30, 1988 City Council approved the transfer of the ownership of art works from the Art Collection Society of Kingston to the Corporation of the City of Kingston.
In 1993 the City of Kingston and the Agnes Etherington Art Centre entered into an agreement by which the Art Centre would store and manage 58 art works from the collection. In addition to storing the art pieces, the Art Centre manages all requests for photographs and loans with regard to the fifty-eight art pieces. The agreement was renewed in 1997.
In October of 2004, the Agnes Etherington Art Centre approached the Department of Community Services to review the terms of the agreement and amend the current fee for services based on a recent marketplace review of commercial art storages. This request is as per the terms of the original agreement.
OPTIONS/DISCUSSION: In 2004, the Cultural Services Division of Community Services assumed responsibility for the management for all City collections, including the art pieces, artefacts, public art, monuments, an4
COLIMCIL MEETING(36 FE[3 0 b ’05 REPORT TO COUNCIL City Art Collection Management Agreement with Queen’s University
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memorials. Cultural Services Division staff consulted with staff from the Council Support and Properties Divisions, who had shared the responsibility of the collection previously (on July 26, 1994 Council directed the City Clerk and the Commissioner of Parks and Recreation to jointly assume the responsibility for the city’s art collection). At amalgamation, the Properties Division took over the responsibility in conjunction with Council Support.
In 2005, the Cultural Services Division will be coming forward to Council with policies related to acquisition, de-accessioning and maintenance of the City’s collection (art, artefacts, and monuments), as well as a long term management plan for the collections.
In the interim and until the policies and plan are approved by Council, the Cultural Services Division is recommending certain amendments to the management agreement with the Agnes Etherington Art Centre to address 58 works of art in the collection, and the fees paid for this service. The current annual fee, which has remained unchanged since 1993, is $500.00. The agreement was extended in 1997 with no adjustments made regarding inflation and industry standards for art storage and art management fees. Fees for comparable storage services provided by other similar institutions or commercial facilities (e.g. Pacart in Toronto) for a collection of this size could range between $7,000 and $8,000 annually.
The Agnes Etherington Art Centre is requesting an increase in its fees for managing and storing our collection to $5,000 per year for the term of the agreement (2005 and 2006). This amount has been included in the operating budget for the Cultural Services Division.
EXISTING POLICY/BY-LAW: On August 30, 1988 Council approved the transfer of ownership of art works from the Art Collection Society to the City of Kingston.
On July 13, 1993 Council authorized the execution of an agreement in a form satisfactory to the City Solicitor, between the City of Kingston and Queen’s University, as represented by the Agnes Etherington Art Centre, for the storage and administration of the City’s art collection; it being understood the agreement shall be for a three year term at an annual cost of $500.
The agreement between Queen’s University and the City of Kingston dated June 18, 1993, was renewed on August 1,1997.
LINK TO STRATEGIC PLAN: Not directly applicable.
FINANCIAL CONSIDERATIONS: The proposed management agreement for the Agnes Etherington Art Centre to store and manage 58 City owned art pieces entails $5,000 annual fee for 2005 and 2006; a total of $10,000 over the two year term of the agreement. This amount has been included in the Cultural Services Division’s operating budget.
CONTACTS: Ann Pappert, Manager, Cultural Services Division Robin Etherington, Supervisor, Policy & Support Services, Commissioner’s Office
ext. 1341 ext. 1255
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DEPARTMENTS/OTHERS CONSULTED AND AFFECTED: Legal Services, Department of Corporate Services Council Support, Department of Corporate Services Properties Division, Department of Operations
NOTICE PROVISIONS: NIA
APPENDICES: NIA
Lance Thurston, Commissioner, Department of Community Services
m g e r , Acting ChiZAdmin istrative Officer
I ReDort No.: 05-057 I
TO: Denis Leger, Acting Chief Administrative Officer
FROM: Lance Thurston, Commissioner, Department of Community Services
PREPARED BY: Harold Tulk, Chief, Kingston Fire & Rescue Services Dan Murphy, Deputy Chief, Kingston Police Force John Cross, Manager, Policy & Support Services
DATE OF MEETING: 2005-02-01
SUBJECT: New Radio System: Kingston Police and Kingston Fire & Rescue Services
RECOMMENDATION TO COUNCIL:
WHEREAS City Council, at its regular meeting held on July 13, 2004, authorized staff to take the necessary steps to procure the recommended VHF radio system from Motorola Canada;
AND WHEREAS senior representatives from Kingston Fire and Rescue Services (KFR), the Kingston Police Force (KPF), and the Legal Division of the Department of Corporate Services have been unable to negotiate an agreement with Motorola Canada to procure a new VHF radio system within the budget and RFP specifications;
AND WHEREAS the Kingston Police Force has determined that its present VHF radio system should be replaced with a new digital VHF voice radio system;
AND WHEREAS Kingston Fire & Rescue Services has determined that its present analog VHF radio system should be upgraded to meet National Fire Protection Association performance standards;
THEREFORE BE IT RESOLVED THAT staff are hereby authorized to return the bid bond to Motorola Canada;
AND FURTHER THAT staff are hereby authorized to issue a new Request for Proposals (RFP) to obtain detailed pricing and technical functional requirements in order for KFR to upgrade its existing analog VHF radio system and for KPF to purchase a new VHF digital radio system;
AND FURTHER THAT the new RFP specifications include an Emergency Management Tactical Channel that will enable the user groups (Police, Fire, Operations, and, subject to further determination, Utilities Kingston) to communicate directly with each other in emergency situations;
. ORIGIN/PURPOSE : 4
COCINCii MEETING06 FE8 0 1 ‘05 REPORT TO COUNCIL- Radio FWP
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The purpose of this report is to request Council’s approval to issue a new RFP to obtain detailed pricing and technical fbnctional requirements in order to upgrade KFR’s VHF analog radio system and replace KPF’s radio system with a new VHF digital radio system.
Background A consultant was hired to perform a high level needs assessment of all radio systems across the Corporation and at Utilities Kingston. The assessment results were provided to Council in June 2002 and Council authorized staff to initiate a process to arrive at a recommended voice radio solution to meet the needs of both the Kingston Police Force and Kingston Fire and Rescue Services. Lapp- Hancock & Associates assessed the needs of both agencies, prepared an RFP, and to helped to identify and evaluate potential suppliers.
The scope of the original RFP provided the opportunity for vendors to prepare responses for a voice and data system; or a voice system; or a data system only. Public tenders were issued and closed. Council authorized an Evaluation Committee comprised of representatives from Police, Fire & Rescue, Emergency Management, and Operations to review the proposals and recommend a supplier.
Mobile Data In May 2004, the Kingston Police Services Board selected the Time MCI data only proposal on the recommendation of its staff. Kingston Fire & Rescue subsequently determined that its data needs will be met within the Police data infrastructure and the new Fire CAD/RMS (Computer Aided DispatcWRecords Management System) to be supplied by X-Wave. As a result, a request for data proposals is not warranted.
Voice In July 2004, Council authorized staff to take the necessary steps to procure the recommended radio solution from Motorola Canada. Senior representatives from Police, Fire, and the City’s Legal Division attended meetings with Motorola Canada and performed an intensive examination of the proposed voice radio system. From these discussions, both Kingston Fire & Rescue Services and the Kingston Police Force have determined that radio system proposed by Motorola Canada does not meet the needs of each agency. As a result, Fire, Police and Legal recommend that a new RFP be issued to more clearly outline the performance expectations and requirements. This will also provide all vendors, including Motorola Canada, the opportunity to submit detailed proposals.
Interoperability All radio user groups within the Corporation of the City of Kingston recognize and support efforts to improve emergency interoperability; which is the ability of radio users to be able to communicate directly with each other without going through the respective communications centres. The proposed radio systems would be designed to include an Emergency Planning Tactical Channel, which is a common channel to be used during emergencies. This would enable these user groups to communicate directly with each other in emergency situations. Communications with other agencies during emergencies would continue to be handled through dispatch.
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The new RFP will invite proposals to provide Police, Fire, and Operations with access to this new emergency channel. The participation of Utilities Kingston on this emergency channel was not part of the original RFP but will be included in the new RFP as a modular option for consideration outside of the budget for this project.
EXISTING POLICYJBY-LAW: Purchasing By-law 2000- 134 and delegated authority of Council subject to approval.
The City of Kingston's Legal Division advises there are no legal issues preventing the parties from ceasing their involvement in the current RFP process and from re-issuing a revised RFP.
LINK TO THE STRATEGIC PLAN: Not applicable.
FINANCIAL CONSIDERATIONS: There are sufficient funds reflected in the Fire and Police capital budget envelopes for this project.
The revisions to the RFP and the evaluation of the responses will be completed by representatives from Police, Fire and Legal. No consultants' fees and services are required.
CONTACTS: Deputy Chief Dan Murphy, Kingston Police, 549-4660 Chief Harold Tulk, Fire & Rescue Services, 548-4001 ext. 5204 Alan McLeod, Senior Legal Counsel, Legal Services, 546-4291 ext. 1237
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Executive Management Team, City of Kingston Kingston Police Services Board Kingston Police Services Kingston Fire & Rescue Services Legal Division, Department of Corporate Services Finance Division, Department of Corporate Services Utilities Kingston Department of Operations
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Report No: 05-057
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NOTICE PROVISIONS: N/A
APPENDICES:
Commissioner, Department of Community Services
4 Acting Chief Administrative Officer
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CITY OF KINGSTON
REPORT TO COUNCIL
I Renort No.: 05-012 I
TO:
FROM:
PREPARED BY:
Mayor & Members of Council
Denis Leger, Acting Chief Administrative Officer
Gerard Hunt, Manager of Finance
DATE OF MEETING: 2004-02-01
SUBJECT: Community Reinvestment Fund (CRF) - Provincial Update
RECOMMENDATION TO COUNCIL:
1. That Council endorse the Association of Municipalities of Ontario (AMO) resolution on the Community Reinvestment Fund (CRF) reconciliation as approved by the AM0 Board of Directors on November 26,2004, which read as follows:
WHEREAS on December 19, 2003, Finance Minister Greg Sorbara and Municipal Affairs and Housing Minister John Gerretsen wrote to Heads of Council regarding the Community Reinvestment Fund (CRF) providing information about 2004 allocations and signaling potential constraint for 2005; and
WHEREAS subsequently, on December 22, 2003, fheir Deputy Ministers signed a joint letter to municipal Treasurers providing additional details and stating, that the government “cannot commit in advance to a Fall reconciliation” (for the 2003 CRF); and
WHEREAS current provincial/municipal cost sharing arrangements and service responsibilities have undermined the financial sustainability of Ontario’s municipalities; and
WHEREAS requirements for municipalities to subsidize provincial income redistribution and provincial health care programs have contributed to Ontario’s property fax payers paying the highest property faxes in Canada; and
WHEREAS the Community Reinvestment Fund (CRF) was established in 1998 to partially mitigate the negative effects of the government’s Local Services Realignment (LSR) initiative; and
WHEREAS 403 municipalities receiving the CRF have not yet been informed whether or not there will be a reconciliation of CRF funding for the year 2003 in 2004; and
WHEREAS municipalities are finalizing fheir budgefs for the year 2005; and
WHEREAS the government of Ontario is committed to building strong communities;
THEREFORE BE IT RESOLVED THAT the Minister of Finance be requested fo work with AM0 to undertake a thorough review of provincial-municipal cost sharing and service responsibility arrangements in 2005 with a view to addressing the fundamental problems of the current provincial-municipal LSR-based system; and
FURTHER BE IT RESOLVED THAT CRF funding should be provided at 2004 levels for 2005 with reconciliation at then end of 2005; and
FURTHER THAT AM0 write to the Minister of Finance requesting confirmation that the there will be a reconciliation of the 2003 CRF before the end of 2004 and that 2004 CRF funding be reconciled in Fall 2005.
COUINCIL hlEErrNG@ h FEE 0 1 ’05 REPORT TO COUNCIL
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2. That Council appeal to the Minister of Finance and the Minister of Municipal Affairs and Housing to:
a. Honour the Province of Ontario’s commitment to reconcile services in the CRF for the years 2003,2004 and 2005.
b. Ensure that any changes in the municipal-provincial funding arrangement be gradual to lessen any resulting adverse financial impacts and that a transitional plan be developed to facilitate implementation of a new model.
ORIGIN/PURPO SE :
The purpose of this report is to:
a.
b.
Advise Council on the financial impact to the City of Kingston, should the Province not proceed to reconcile the CRF for the years 2003,2004 and 2005.
Seek Council’s support in appealing to the Minister of Finance and the Minister of Municipal Affairs and Housing to continue the Province of Ontario’s commitment to the annual reconciliation until a more appropriate model on provincial-municipal cost sharing is developed with a transition plan to facilitate implementation of the new model.
OPTIONS/DISCUSSION:
On January 1 1,2005, the Minister of Finance and the Minister of Municipal Affairs and Housing wrote to Heads of Council advising on the status of the CRF. A copy of that letter is attached as Appendix A.
Council is aware that AM0 has been lobbying the Province to continue the commitment to reconcile the CRF annually. In addition, AM0 and others have been consulting with the Province to develop a new funding model, which the above-noted letter suggests will be announced in March 2005.
Of concern to municipalities, is the substantial adverse financial impact, should the CRF reconciliation not be completed. An analysis of the impact to the City of Kingston reflects a shortfall of approximately $3.9M for the years 2003,2004 and 2005 for an annual average of $1.3M.
The commitment by the Province in 1998, at the time local services were realigned, was to strive for revenue neutrality by providing a CRF. The amount of CRF was largely determined to be equivalent to the excess net cost of assuming the downloaded services less the additional residential education tax room received at the time of transfer. For the years 1998-2002, the Province had continued to reconcile the increased net cost of the downloaded services by adjusting the CRF on an annual basis. Up to that time, the downloaded social assistance, child care, public health, land ambulance and social housing services continued to be reconciled. The City has developed its annual budget with this commitment to reconcile as a fundamental assumption in establishing its revenue base.
The following table reflects the estimated impact on the City of Kingston and the shortfall expected if the CRF is not reconciled. For the year 2003 the known impact to the City of Kingston is approximately $1.229M. The estimated impacts on the 2004 and 2005 years based on approved budgets increases to
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$1.255 and $1.405M, respectively. It should be noted that the 2005 amount is expected to increase even more based on draft land ambulance and public health estimates, which are expected to be finalized and approved by respective authorities in the coming months. The table below illustrates the shortfall for the actual amounts that should have been reconciled in December 2004, for the 2003 year, and reflects the budgeted revenue for 2004 and 2005 to offset anticipated approved expenditures. The Province’s letter confirms that the allocation for 2004 and 2005 is $6.559M, a significant difference from the budgeted amounts.
1. Denotes an estimate
The reconciled services in the social services category include Ontario Disabilities Support Program (ODSP) costs, which are fully administered and under the control of the Province. The City has no ability to influence or control these costs. The costs are allocated to the City on a monthly basis through the Ministry’s cost formula. The change in ODSP costs from 2002 to 2003 that are eligible for reconciliation and part of the shortfall of $1.229M noted above was $700,000. The other most significant amount was the change in eligible reconcilable costs for land ambulance amounting to $378,000.
EXISTING POLICYBY-LAW: Annual operating budgets for the years 2003,2004 and 2005 as approved.
LINK TO STRATEGIC PLAN: NIA
FINANCIAL CONSIDERATIONS: The financial impact resulting for 2003 and the estimate for 2004 could be in the range of $2SM in total. If the CRF is not reconciled, but rather simply stabilized, this amount would be reflected as a deficit and be recorded in 2004. Final amounts cannot yet be determined for 2004 as the year-end has not yet been finalized.
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In addition, the impact to the 2005 budget could be a further increase in property taxes of up to 1.5%. This may increase depending on the budget submissions for land ambulance and public health which have yet to be finalized by the respective authorities and may not be adequately provided for in the City's budget estimates.
CONTACTS: Gerard Hunt Manager of Finance 546-4291 Ext. 2205
DEPARTMENTS/OTHERS CONSULTED AND AFFECTED: Housing Division Social Services - Admin Division County of Frontenac - Land Ambulance
NOTICE PROVISIONS: NIA
APPENDICES:
Appendix A - Letter to Heads of Council from the Minister of Finance and the Minister of Municipal Affairs 8z Housing
January 1 1,2005
Appendix A
Dew Head of Council,
We are wrmng to inform you d the sfirkl$ of the goumrnsnt's M w ofthe Community Reinvtastment Fund (CRF).
As you are aware, in the 2004 pmvinolal budget, the government committed tn r&w the CRF in orderto develop B new finding model for 2005 that wuld better #fled tha financial realities of Onbrio munitipaliities A key challenga of the r e W was to ensure that any new approach could be aecommodated within the province's ow17 fiscal plan.
In keeping with this carnmitrnent, the Ministry of Municipal Affairs and Housing and the Mini of Finam &aired a CRF review committee with the Asaaeiation of Municipalities of Ontarla (AMO) that examined options for refining the CFW M mpladng it with a new municipal fundhg model. The rauieW corn- cansidered a number of difkmnt apprrwchds to resolve wtstanding issums and krequities neiaded to the erxlsthg CRF farmula. We were impressed with the work of the mmrnittee, and appreciated the time, effwt and adviw put kwrd by all its members.
0
pit the present time, We prpvif ice is stUl considering the range of options and r e c o r n m d & h s arising majwfunding sourn b many munidpdiies, we want fa ensure hat my decision WI the Mute direotion ofthe fund is carefukty fwnulakd, and that aU; impacts and consequences rare fully examined.
We acknowledge that many rnunicipliiis haw been inquiring about the #Mus of the 2tK)4 reconciliation prooless. We are also aware that munidpalities are waiahlg bi lnformatipn on &air 2005 funding levds in order tn support their initial 2005 budw planning. As a re&& we are anmcarcing a stabie %nd?nng guarantee for 2008 tfigt wilt ensure that, as ;a mlnimum, each munkipaifty will receive at I& as much funding in 2606 a6 they have redved rn date through the CRE W 2004.
the wock ofthe CRF commitbe. Given Wua the CRF is B
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CITY OF KINGSTON REPORT TO COUNCIL
1 Report No.: 05-056 1
TO: Denis Leger, Acting Chief Administrative Officer
FROM: Mark Segsworth, Commissioner of Operations
PREPARED BY: Barclay Mayhew, Properties Manager
DATE OF MEETING: February 1,2005
SUBJECT: LAFARGE MATERIALS & CONSTRUCTION INC. - TEMPORARY AGREEMENT FOR WATER SUPPLY FROM GARDINERS ROAD GARAGE.
RECOMMENDATION TO COUNCIL:
That Council authorize Staff to enter into a indemnity agreement with Lafarge Materials & Construction Inc. to temporarily connect to the City’s water supply to the satisfaction of the Director of Legal Services.
ORIGIN/PURPOSE :
Lafarge Materials & Construction Inc. has requested a temporary connection to the City’s water supply at the Gardiner’s Road garage to supply water for their steam generator.
OPTIONS/DISCUSSION:
The City would supply water for the Lafarge steam generator and all costs would be paid by Lafarge. As well, the environmental standards that we have required be in place have been honoured. This is a temporary agreement as the City’s Gardiner’s Road Garage building is the closest to the CN railway siding.
EXISTING POLICYBY-LAW:
Not Applicable
LINK TO STRATEGIC PLAN:
Not Applicable
FINANCIAL CONSIDERATIONS:
Lafarge Materials & Construction Inc. pays all costs incurred by the City of Kingston.
CwutULiL MEETINGO 6 bkt! U 1 '05 REPORT TO COUNCIL
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CONTACTS:
Barclay Mayhew, Properties Manager Don Aiello, Lafarge Asphalt Engineering
