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HomeMy WebLinkAboutCommunity Svcs - 2003-05-12COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:40 p.m. with the following members present: Mayor C. Zehr and Councillors M. Galloway, B. Vrbanovic, J. Smola and J. Gazzola. Officials Present: Ms. P. Houston, Ms. S. Adams, Ms. C. Legault, Ms. C. Ladd, Ms. J. Dean, Ms. K. never, Ms. J. Billett and Messrs. J. Fielding, G. Melanson, F. Pizzuto, G. Stewart, K. Baulk, D. Chapman, G. Richardson, B. Wilson, T. Ernst and J. Danylyk. 1. CSD-03-077 - TERMINATION OF LICENCE AGREEMENT VICTORIA PARK BOATHOUSE The Committee was in receipt of Community Services Department report CSD-03-077, dated May 5, 2003 concerning termination of a licence agreement regarding use of the Boathouse and portable ice cream stands in Victoria Park. In response to questions, Mr. K. Baulk advised that the $5,000. deposit had been expended on capital improvements to the Boathouse facilities. He further advised that Economic Development staff have established a working committee to develop a new business plan for food and beverage facilities in the Park. Ms. P. Bacon added that staff are in a position to negotiate a new agreement for ice cream stands and concessions within the park. Councillor G. Lorentz expressed the opinion that it was important to have these amenities available for this years summer season. On motion by Councillor J. Smola - it was resolved: "That Council consent to the termination of the License Agreement dated June 28, 2002 with 1517230 Ontario Ltd. regarding the license to operate a food and beverage concession at the Boathouse and portable ice cream stands in Victoria Park; and further, That termination of the agreement be upon mutual consent between Mr. Pigeau and the City Solicitor." 2. CRPS-03-072 REFERRAL OF SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE RECOMMENDATION FUNDING FOR JOB CAFI~ PROPOSAL (KITCHENER DOWNTOWN COMMUNITY COLLABORATIVE) The Committee was in receipt of Corporate Services Department report CSD-03-072, dated April 30, 2003 and attached supporting material, advising of the Safe & Healthy Advisory Committee's (SHAC) support for the 'Job Cafe' proposal, as presented by the Kitchener Downtown Community Collaborative (KDCC); and recommending that the City provide financial assistance over a three year period with funding allocated from the SHAC annual budget. It is noted in the supporting material that the 'Job Cafe' will provide persons who are unable to participate in the regular labour market an opportunity to contribute to the community, improve their job skills, supplement their income and access a variety of personal care services. The project is to be located within walking distance to the Downtown and is expected to begin in Spring 2003. Mr. Marty Schreiter, Executive Director, Kitchener Downtown Business Association (KDBA), attended on behalf of the KDCC's request to the City for financial support of the 'Job Cafe' project. He stated that the KDCC is a multi-sectoral group established by the KDBA to develop strategies to address issues, negative activities and perceptions that harm the Downtown and surrounding neighbourhoods. He advised that the 'Job Cafe' project is the first of such strategies and an outreach worker will be placed on Downtown streets in the immediate future. Mr. Schreiter pointed out that media coverage has been positive and requested members of Council to join in support of the project. Councillor J. Gazzola raised concerns that the program is geared toward social issues for which the Region of Waterloo has responsibility and questioned what measures would be in place to COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~ 2003 - 33 - CITY OF KITCHENER determine success of the project. Mr. Schreiter commented that local leadership is important to the multi-sector model in sharing the vision of a healthy downtown community and advised that 2. CRPS-03-072 REFERRAL OF SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE RECOMMENDATION FUNDING FOR JOB CAFI~ PROPOSAL (KITCHENER DOWNTOWN COMMUNITY COLLABORATIVE) (CONT'D) surveys, dialogue with businesses and statistical data relative to Police incident reporting would be used in evaluation of the project. He also pointed out that the KDCC is in the process of seeking grant funding from a variety of sources, including the Trillium Foundation, to ensure sustainability of the project. In response to questions from Mayor C. Zehr, Mr. Schreiter confirmed that the Region will provide funding through it's Supporting Communities Partnership Initiative (SCPI). He also confirmed that the KDCC plans to significantly reduce reliance on public funding in future years by actively seeking private sector funding. Mayor C. Zehr stated that he agreed responsibility for carriage of the project is questionable. He pointed out that while neighbourhood programming is considered a local responsibility, the Region does undertake social programs in area neighbourhoods and suggested this project might be considered as part of the latter. Ms. S. Adams advised that staff are in the process of developing roles and relationships between the two levels of government respecting neighbourhood programming and a report is expected to be forwarded for consideration to Regional Council in June 2003. She further commented that this particular project would not appear to fit within the Region's criteria. Councillor M. Galloway questioned if local agencies / non-profit organizations would be approached to provide financial support to the project. Mr. Schreiter advised that the KDCC membership consists of a number of such agencies, including the House of Friendship; however, he pointed out that approaches made to agencies that do not have a direct link to the Downtown have been largely unsuccessful. Several members of the Committee and Mr. J. Fielding, CAO, expressed appreciation for the work undertaken by the KDCC, commenting on potential benefits to be gained by working together to provide a solution that will make a positive difference in the Downtown community. On motion by Councillor J. Smola - it was resolved: "Whereas the Safe and Healthy Community Advisory Committee supports, in principle, the 'Job Cafe' proposal outlined in a submission dated April 2003 from the Kitchener Downtown Community Collaborative, as presented to the Committee on April 8, 2003; and, Now therefore, Council be urged to approve funding of this proposal for a three (3) year term from the Safe and Healthy Community Advisory Committee's annual budget; and further, That 2003 funding for the 'Job Cafe' Project in the amount of $20,000. be approved." PRESENTATION - REGIONAL WEST NILE VIRUS CO-ORDINATING COMMITTEE UPDATE Mr. Shawn Zentner, Manager of Environmental Health and Injury Prevention, Region of Waterloo, attended to present an update on activities of the Regional West Nile Virus Co- ordinating Committee respecting actions to be taken to address the West Nile Virus. He advised that the virus was first evident in North America in 1999 and is mosquito borne. He commented on development of a Regional Contingency Plan which provides a stepped approach consisting of education, monitoring and reduction of standing water sources and chemical spraying. He noted that as part of an educational campaign, a public information pamphlet entitled 'Fight the Bite' was recently distributed Region wide. Mr. Zentner stated that it was important to note that even if chemical spraying is carried out it will not result in complete elimination of mosquitoes and COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~2003 -34- CITY OF KITCHENER the public must continue to take personal protective measures. He advised that the Region has contracted with Abell Pest Control to undertake testing and monitoring of standing water sources, such as catchbasins and stormwater management ponds and if chemical spraying is deemed necessary, it will have to be undertaken in strict compliance with Ministry of Environment (MOE) PRESENTATION - REGIONAL WEST NILE VIRUS CO-ORDINATING COMMITTEE UPDATE (CONT'D) standards. He pointed out that current Ministry of Health statistical data indicates the Region is a Iow risk area and accordingly, is not in the same position to make application to the MOE for chemical spraying as higher risk municipalities. He advised that based on present data and population figures, the Province of Ontario made the decision to delay testing measures in the Region by 2 weeks and also to reduce the amount of testing the Region may undertake by approximately half of what was undertaken in 2002. Mr. Zentner advised that the Regional West Nile Virus Co-ordinating Committee, together with information compiled by the Technical Advisory and Source Water Reduction Committees, will present a report to the Regional Community Services Committee for consideration on May 20, 2003. Mr. Zentner responded to a number of questions during which it was noted that the Province has responsibility to decide how much testing will be done and based on the current data, has reduced services for testing in the Region while increasing services in higher risk areas. It was noted that any testing completed beyond that approved by the Province would be at cost to the municipality. It was also noted that communication to local emergency service personnel and municipal staff has not yet taken place, however, assurances were given that this will be addressed. Councillor B. Vrbanovic commented that the Province has undertaken an extensive media campaign at considerable cost to raise awareness of the potential health risks associated with the virus and questioned the rationale for the reduction of testing. In response to Councillor G. Lorentz, Mr. Zentner stated that the virus is likely to remain a constant and has the potential to have impact on a large scale given contact is completely random and all are at risk. On motion by Councillor B. Vrbanovic - it was resolved: "WHEREAS the Province of Ontario has undertaken an extensive media campaign at significant expense to raise awareness of the serious health risks posed by the West Nile Virus and the need to protect against such health risks; and, WHEREAS the City of Kitchener has been advised by the Regional Municipality of Waterloo that in 2003, the Province delayed testing measures to detect the presence of the West Nile Virus; and also reduced Provincial services available to the Region for such testing by approximately 50%, based on population and 2002 risk ratings; NOW THEREFORE BE IT RESOLVED that in the interest of public health, the City of Kitchener strongly urges the Province to restore 2003 funding to the level provided to the Regional Municipality of Waterloo in 2002 to allow the same level of testing for the virus to be maintained in 2003; and, BE IT FURTHER RESOLVED that a copy of this resolution be sent to the Honourable Ernie Eves, Premier; the Honourable Tony Clement, Minister of Health and Long-Term Care; G. Martiniuk, MPP; W. Wettlaufer, MPP; E. Witmer, MPP; T. Arnott, MPP; the Regional Municipality of Waterloo; and the Association of Municipalities of Ontario." CSD-03-079 - REVIEW OF WINTER WORKS PROGRAM FOR 2003 WINTER SEASON The Committee was in receipt of Community Services Department report CSD-03-079, dated May 5, 2003 which provides a summary of winter works projects undertaken during the 2003 season and recommendation for the future of the Winter Works Program. COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~2003 -35- CITY OF KITCHENER Mr. Glen Richardson, Manager of Design and Development, attended to present an overview of the 2003 Winter Works Program. He explained the concept of the program which allows additional work to be undertaken by Operations staff during winter months when there is no snowfall requiring clearing operations to be carried out. He commented that the program offers value to the Division and the Corporation as a whole in providing opportunity to complete work in house that might otherwise have to be contracted out. He advised that four projects were CSD-03-079 - REVIEW OF WINTER WORKS PROGRAM FOR 2003 WINTER SEASON (CONT'D) undertaken during the 2003 season, including improvements to the Francis Green, Kitchener Memorial Auditorium Complex (KMAC), Thistledown pond and the Breithaupt wading pool. He pointed out that project expenditures did not include materials and only relates to labour and equipment. He advised that remaining 2003 funds will be used to complete Phase 3 of the Sandrock Greenway rehabilitation project. Mr. Richardson noted that severe winter weather impacted this years program, causing delays and cost over-runs, and outlined recommendations to improve efficiencies, including requiring projects to be submitted with full scope, schedule and budget; selection of projects that are less vulnerable to adverse winter weather conditions; and, cost over-runs to be the responsibility of the proponents submitting the original budget estimate. In response to questions, Mr. Richardson explained reasons for cost over-runs involving preparatory work for paving undertaken at the KMAC, the staff process used in determining which project will be completed in a winter season and the impact to the Operations Division budget should the Sandrock Greenway project not be undertaken. Ms. C. Legault commented that the budget funds would be expended whether or not staff undertake the additional work and pointed out that the program is designed to provide staff with meaningful work during slow periods. In response to Mayor C. Zehr, Mr. Richardson advised that outdoor naturalization projects do not usually contain standing water sources and would generally have no impact regarding concerns related to the West Nile Virus. In response to Councillor J. Gazzola, Mr. Richardson pointed out that all projects completed in 2003 were included in the capital budget. Ms. P. Houston confirmed that project expenditures for materials were included in the capital budget; however, suggested that if desired, staff could in future provide a priority listing of winter works projects for Council's consideration. On motion by Councillor M. Galloway - it was resolved: "That Community Services Department report CSD-03-079 (Review of Winter Works Program for 2003 Winter Season) be received as information; and further, That the recommendations outlined in report CSD-03-079 relative to the future of the Winter Works Program, be endorsed." CSD-03-075 - STATUS OF2003 WINTER MAINTENANCE/WINTER WORKS EXPENDITURES PROJECTED OVER-EXPENDITURE The Committee was in receipt of Community Services Department report CSD-03-075, dated May 1, 2003 requesting approval for an over-expenditure of the 2003 Winter Maintenance / Winter Works budget. Mr. Brad Wilson, Manager of Maintenance, attended to provide an update on the status of the Winter Maintenance / Winter Works budget and pointed out that expenditures have been more than originally estimated as a result of the severe winter weather conditions experienced this past season. He advised that staff anticipate the budget will be over-expended by approximately $200,000. by the end of the 2003 winter season. Mr. Wilson commented that delaying the Sandrock Greenway project will not have an impact on reducing the over-expenditure as the funds will be expended on staffing in any event. Councillor J. Gazzola commented that of the $450,000. staff are suggesting is needed to complete the 2003 season, $396,000. remains in the budget and questioned the rationale for COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~ 2003 - 36 - CITY OF KITCHENER requesting an over-expenditure of $200,000. He suggested that the budget remain at its current level to be used for winter maintenance and if necessary, winter works projects be delayed. Mr. J. Fielding requested opportunity to discuss this matter further with staff and review rationale for the requested over-expenditure in more detail. CSD-03-075 - STATUS OF 2003 WINTER MAINTENANCE / WINTER WORKS EXPENDITURES PROJECTED OVER-EXPENDITURE (CONT'D) On motion by Councillor M. Galloway - it was resolved: "That the following recommendation contained in Community Services Department report CSD-03-075 (Status of 2003 Winter Maintenance Expenditures), be deferred and referred to the May 20, 2003 Council meetinq for consideration so as to allow staff to provide additional information: 'That an anticipated over-expenditure in the amount of $204,458. be approved for Winter Maintenance / Winter Works in 2003.'" CSD-03-078 - ANALYSIS OF TURF OPERATIONS - RECOMMENDATIONS FOR SERVICE LEVEL IMPROVEMENTS The Committee was in receipt of Community Services Department report CSD-03-078, dated May 6, 2003 outlining proposed changes to Turf Operations levels of service relative to new maintenance standards. Ms. C. Legault, Director of Operations and Messrs. J. Danylyk and T. Ernst, Operations Division, attended to present findings and recommendations related to review of Turf operations. Ms. Legault explained that Turf Operations was targeted for review in response to a high volume of grass related complaints associated with turf maintenance and inequities in levels of service. She stated that historically, lack of resources has resulted in inadequate maintenance, especially during initial spring growth and while turf inventory has increased with new residential development, resources have not. A summary was provided of the review findings, as well as classes of turf assets, current maintenance practices and cutting standards. It was noted that the next steps in the review process will involve development of an accurate inventory of assets, confirmation of standards, development of unit costs and establishment of performance measures. Turf assets recommended for changes in service levels were summarized and include: special sites (boulevards, road allowances and parks); neighbourhood and district parks; schools, community / aquatic centres and arenas; and cul-de-sacs, crosswalks etc. Mr. Ernst reviewed challenges associated with Hydro corridors and presented 2 options for service level changes, including reducing service to 6 grass cuttings per year or reducing grass cutting to buffer zones only. Recommended service level changes presented include: equalized service levels for cul-de-sacs / boulevards, neighbourhood parks and special sites; reduced service levels for Hydro corridors; rationalize service levels for community / aquatic centres and arenas; introduce cultural practices; and increase annual operating budget to maintain new inventory. Ms. Legault provided financial estimates related to implementing the proposed changes in service levels. She advised that following implementation, staff will be in a better position to identify budget requirements for presentation during the 2004 budget process. Councillor J. Gazzola requested that information be provided with respect to manpower required to meet workloads and Ms. C. Legault advised that this would depend on the outcome of the service level changes. In response to Councillor M. Galloway, Ms. Legault advised that existing resources will be used in 2003 and following an evaluation, staff will determine if a request to increase resources is necessary. Mayor C. Zehr commented that some neighbourhood citizens take it upon themselves to maintain cul-de-sacs and suggested staff investigate means to formalize such an agreement. Councillor G. Lorentz also suggested that use of different materials in cul-de-sacs be investigated. Mr. J. COMMUNITY SERVICES COMMITTEE MINUTES MAY 12~ 2003 - 37' - CITY OF KITCHENER Danylyk advised that the City currently has a neighbourhood beautifcation program in which the City provides material and funding for plantings and in turn, the neighbourhood undertakes design and provides the labour. Mayor Zehr encouraged staff to promote awareness of this program. CSD-03-078 - ANALYSIS OF TURF OPERATIONS - RECOMMENDATIONS FOR SERVICE LEVEL IMPROVEMENTS (CONT'D) Mayor C. Zehr referred to problems associated with areas at intersections off highways and the K-W Expressway and Ms. Legault advised that staff have had discussion with the City of Cambridge who has similar concerns and would like to approach the Province of Ontario to address these areas. Councillor Lorentz suggested that staff pursue grant funding from organizations, such as Friends of the Environment and undertake neighbourhood meetings to obtain input from the public on how cul-de-sacs and other areas could be managed. Mayor C. Zehr referred to the 2 proposals respecting maintenance of Hydro corridors and Mr. J. Fielding pointed out that new and innovative means to manage Turf Operations is necessary as costs are escalating and Hydro corridors have been identified as an area where changes in service levels is necessary. He advised that proposed changes in service levels will be examined and full costing implications provided for the 2004 budget process. In response to Councillor G. Lorentz, Ms. Legault advised that current cost estimates include Proposal 1 for maintenance of Hydro corridors. Councillors J. Gazzola and G. Lorentz questioned how impact of the changes would be communicated to the public and Ms. Legault advised that an action plan will be developed as part of the next steps in the process, which will include notification to the public. On motion by Mayor C. Zehr - it was resolved: "That a revision in Turf Operations levels of service be approved to allow staff to implement and monitor new maintenance standards throughout the 2003 operating season and to confirm resource requirements for 2004." ADJOURNMENT On motion, the meeting adjourned at 5:55 p.m. Janet Billett, AMCT Committee Administrator