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HomeMy WebLinkAboutComm Svcs - 2010-11-08COMMUNITY SERVICES COMMITTEE The Community Services Committee met this date, commencing at 3:10 p. m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors C. Weylie, K. Galloway, J. Gazzola, J. Smola and B. Vrbanovic. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Community Services J. Willmer, Interim General Manager of Development & Technical Services D. Chapman, General Manager of Financial Services and City Treasurer R. Regier, Executive Director of Economic Development S. Adams, Director of Community & Corporate Planning M. Hildebrand, Director of Community Programs J. Witmer, Director of Operations K. Baulk, Director of Enterprise Division L. Palubeski, Manager of Programs and Resource Services I. Pregel, Manager of Cultural Development C. York, Arts & Culture Co-ordinator K. Kwiatkowski, General Manager, Kitchener Non-Profit Property Management Inc. J. Billett, Committee Administrator CSD-10-071 - DOON SKATIUM LEGAL AGREEMENT The Committee considered Community Services Department report CSD-10-071, dated October 26, 2010 concerning a co-operative agreement with the Optimist Club of Southwest Kitchener to operate a mobile skateboard park. On motion by Councillor K. Galloway - itwas resolved: "That the Mayor and Clerk be authorized to execute a co-operative agreement between the Corporation of the City of Kitchener and the Optimist Club of Southwest Kitchener for the purpose of the operation of the mobile skateboard park, subject to the satisfaction of the City Solicitor." PRESENTATION -SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE 2009-2010 UPDATE Karen Kwiatkowski, Chair, Safe and Healthy Advisory Committee, presented an overview of the Committee's 2009-2010 activities, including updated Terms of Reference; development of a work plan; and participation with other outside organizations on a variety of safe and healthy related initiatives. The Committee's 2011-2012 work plan provides for investigation into an official committee appointment for a representative from the Waterloo Region Crime Prevention Council (WRCPC); networking with youth outreach workers from the Working Centre and WRCPC; and arranging "Vital Signs" and corporate CPTED initiatives presentations. Questions were raised concerning the proposed appointment and connective link to the WRCPC. Staff advised that currently a representative from WRCPC attends the Committee's meetings; however, this representation is not formally recognized in the Committee's Terms of Reference. It was suggested that the Committee may wish to explore formal representation from this group to provide an opportunity to expand research into their policies and how it may benefit the City. CSD-10-070 -VOLUNTEER SERVICES STRATEGY The Committee considered Community Services Department report CSD-10-070, dated October 12, 2010 concerning a Volunteer Services Strategy and recommended actions for engagement and support of volunteers going forward. COMMUNITY SERVICES COMMITTEE CSD-10-070 -VOLUNTEER SERVICES STRATEGY (CONT'D Mr. Jim Morgenstern, dmA Planning & Management Services, advised that the study process leading to development of the Volunteer Services Strategy consisted of 3 phases: gathering of background information; community and stakeholder consultations; and, strategy development, concluding in preparation of a report for Council's review. Mr. Morgenstern advised that the City has a history of strong commitment to volunteerism and the volunteer base is largely satisfied with the City's level of support. Going forward, the strategy seeks to raise the bar on volunteer engagement and levels of City support through broadening the role of the Volunteer Resources section, provision of services to support the indirect volunteer and actions designed to meet challenges that lay ahead in the changing face of volunteerism. The proposed actions provide for outreach to engage new sectors of the community (e.g. new Canadians); improve communication /marketing /profile of volunteerism; and improve mechanisms for recognition, evaluation and support of volunteers. Mr. Morgenstern noted that 32 actions are recommended, which are proposed to be undertaken by staff. It was suggested that the number of actions to be completed is too onerous for existing staffing and accordingly, the strategy proposes hiring a 0.5 FTE to act as a new Co-ordinator of Volunteer Engagement. The part-time position will allow more time for the Facilitator to focus on partnership, outreach, policy development and planning while ensuring the recommended actions are acted upon. Acquisition of software technology is also proposed to enhance recruitment, management and recognition of volunteer resources; as well as, development of improved working relationships with other City staff across the Corporation who may also have an indirect connection to working with volunteers. It was also noted that the recommended actions propose to undertake Corporate staff training and orientation to volunteerism to encourage City staff to consider venues in which they too can volunteer their time. Mr. Morgenstern advised that the strategy reconfirms the value and role of volunteers, as well as the City's strong commitment in support of volunteerism while striving to achieve an optimal model for engagement and support of volunteers into the future. Councillor J. Gazzola questioned the anticipated tenure of this strategy. Mr. Morgenstern advised that it is expected that within 5 years most recommended actions will be in place, with some having higher priority and some longer term projections. Those of high priority he suggested would include purchase of software to manage volunteer resources as trends suggest there is some urgency to ensure the City's ability to maintain a viable database of volunteers. Councillor Gazzola questioned what was meant by higher levels of support. Mr. Morgenstern stated that this would apply to both the need of additional support to volunteers, as well as, additional support to staff. Councillor Gazzola questioned if the challenges stem from a difference in people or from added restrictions that pose barriers to volunteering. Mr. Morgenstern stated that it is a combination of both but changing lifestyles and motivations are seen as the primary contributing factors to a potential decline in volunteerism. Councillor B. Vrbanovic questioned if the study looked at how the Corporation is doing as an employer in volunteer promotion and training. Mr. Morgenstern pointed to the actions associated with Leadership and Commitment in which it is proposed the Corporation facilitate an in-house Volunteer Program to encourage staff to consider self-opportunities to volunteer. Councillor Vrbanovic inquired as to best practices of other municipalities /Corporations. Mr. Morgenstern advised that Kitchener is unique in its commitment to volunteerism with no other City he could point to as a better example and could not provide comparison with private Corporations as they are in a different domain with very different connections and/or motivations. Mayor C. Zehr questioned if future challenges relate to a decline in the number of persons willing to volunteer and/or to fewer hours devoted to volunteering; and what impact that may have on City resources and it's ability to provide certain services. Mr. Morgenstern advised that motivations are changing with the generations wherein there is a difference in the older adult of today and their lifestyles that present obstacles to long term volunteerism. Trends indicate greater motivation toward short term projects wherein their professional skills can be applied as a means to contribute within the community. He pointed out that the strategy attempts to address these issues, reiterating recommended actions to broaden the volunteer base through outreach to differing sectors, including the growing population of new Canadians who are seen as under represented and a good resource to tap into. Mayor Zehr requested clarification as to how development of a web based program will assist with maintenance of COMMUNITY SERVICES COMMITTEE CSD-10-070 -VOLUNTEER SERVICES STRATEGY (CONT'D volunteer resources. Mr. Morgenstern stated that it will enable those interested in volunteering to find out information about areas in need and to register on-line. The program will also enable staff to monitor /maintain volunteer resources and to trigger recognition of long service volunteers. Mayor Zehr questioned the feasibility of working with other agencies, such as the Volunteer Action Centre (VAC), that may already have a database of volunteers. Mr. Morgenstern agreed that there may be merit in exploring such a partnership but was not aware if the VAC has an existing database. Councillor G. Lorentz questioned if there is a difference in volunteers in that, some may choose only to volunteer within a certain sector; ie. Community neighbourhood, sports venue or medical venue. Mr. Morgenstern stated that there is no single type of volunteer, with all having differing motivations and interests in the manner in which they volunteer. He added that part of the strategy is geared toward understanding the complexities and motivations of volunteering, as well as, existing barriers and the recommended actions are proposed as a means to address same going forward. Councillor Lorentz inquired as to the monetary value of the City's commitment to volunteerism. Mr. Morgenstern advised that a monetary value for Kitchener is unknown but suggested it would be substantial. Councillor Lorentz questioned if the financial contribution proposed under this study relates only to the value of a part-time position and purchase of software. Mr. Morgenstern advised that the only other investment would be in actions related to enhanced communication and marketing tools. Councillor Gazzola inquired as to why this report is not being referred to the Council-Elect given it is a 5 to 10 year strategy and the costs associated with apart-time FTE and software purchase is likely to be more than $50,000. It was his understanding that as a "Lame Duck" Council this Council is not in position to give approval at this time. Ms. P. Houston pointed out that staff is not requesting approval for the staffing and software at this time but rather is recommending the strategy actions be referred to a corporate business planning process and the annual budget process. She added that the reason the report is coming forward now is because this process started with the current Council and with no major shift in current practice proposed it was deemed appropriate to bring forward the report at this time. Councillor B. Vrbanovic suggested Councillor Gazzola's concerns could be addressed by adding the phrase "in principle" to the first paragraph of the staff recommendation and pointed out that the new Council would still have opportunity for review of the strategy actions through the budgeting process. On motion by Councillor B. Vrbanovic - itwas resolved: "That the Volunteer Services Strategy, as attached to Community Services Department report CSD-10-070, be approved in principle; and further, That the recommended actions of the Volunteer Services Strategy be referred to the corporate business planning process and the annual capital and operating budget processes for consideration." CSD-10-068 -INDUSTRIAL ARTIFACTS PROJECT The Committee considered Community Services Department report CSD-10-070, dated October 5, 2010 concerning program review of the Industrial Artifacts project. Ms. P. Houston advised that as directed by Council, staff undertook discussions with Regional staff in respect to creating a partnership program for collection and placement of industrial artifacts. It was determined through these discussions that the Region does not have sufficient financial or staffing resources to combine the industrial artifacts project into their heritage programming but have expressed interest in a few pieces currently in the City's inventory for placement in the Regional History Museum. Ms. Houston advised that with the City's limited resources it is suggested that the program continue on the basis of maintaining existing inventory and promoting the items for placement in public spaces, such as the Francis Green; with any future acquisitions carefully considered based on specific criteria. COMMUNITY SERVICES COMMITTEE NOVEMBER 8. 2010 - 45 - CITY OF KITCHENER 4. CSD-10-068 -INDUSTRIAL ARTIFACTS PROJECT (CONT'D) At the request of Councillor B. Vrbanovic, Ms. Houston agreed to provide Council with a list of all items currently in the City's inventory. Councillor K. Galloway questioned if partnerships with other agencies, such as Universities / Colleges, have been explored for placement of items currently in storage. Ms. C. York advised that a number of items have already been placed in public and private spaces throughout the community and for those remaining in storage a plan is being developed to place them or loan them for display. She added that staff will continue to look for appropriate opportunities to display the artifacts either at public or private locations. On motion by Councillor K. Galloway - itwas resolved: "That the Industrial Artifacts Project continue to be administered by the Community Services Department as detailed in Community Services Department report CSD-10- 068." CSD-10-069 -TIER 3 COMMUNITY GRANTS INNOVATION INVESTMENT FUND ALLOCATION The Committee considered Community Services Department report CSD-10-069, dated October 13, 2010 concerning awarding of a Tier 3 Community Grant to the YMCA Cross Cultural Services Mentoring Program. Ingrid Pregel and Cheryl York advised that the Tier 3 Community Grants is an Innovation Investment Fund that provides one time funding to support programs and projects in partnerships with other funding sources to a recognized new or emerging innovative service to the community. Discussions were held with the YMCA's Cross Cultural Services in October 2010 to determine potential to expand their Mentor Program to include professional artists. These discussions were undertaken in response to a recommendation stemming from the City's Culture Plan II that suggests action be taken to establish amentor/host program for newcomer /multicultural artists. Given the extent of growth in immigration, exploration of the proposed mentoring program is deemed timely and the YMCA's existing program has met with great success. The intent of expanding the program is to match newcomer professional artists with a volunteer mentor to assist with integration into the community. A pilot project to partner with the YMCA's Cross Cultural Services for 2011 is proposed which would be evaluated at the end of the year and if successful, will aid in the organization's bid for additional funding from Citizenship and Immigration Canada. Councillor J. Gazzola requested further clarification of the proposed pilot. Staff advised that a successful professional artist who lives /works in the area would work one on one with a newcomer to introduce them to contacts in the industry and to help them develop a portfolio. The grant funds would be used by the YMCA to provide apart-time co-ordinator to assist with development of a recruitment package, including specified criteria. On motion by Councillor C. Weylie - itwas resolved: "That a Tier 3 (Community Grants Innovation Investment Fund) grant in the amount of $10,260. be approved from the 2010 Community Grants budget to support expanding the YMCA Cross Cultural Services Mentoring Program to include professional newcomer artists in our community." ADJOURNMENT On motion, the meeting adjourned at 4:10 p.m Janet Billett Committee Administrator