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HomeMy WebLinkAboutFinance & Corp - 2003-05-26FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 26~ 2003 CITY OF KITCHENER The Finance and Corporate Services Committee met this date, chaired by Councillor M. Galloway, commencing at 2:05 p.m., with the following members present: Mayor C. Zehr, and Councillors J. Gazzola, C. Weylie, and J. Smola. Councillor B. Vrbanovic was in attendance for part of the meeting. Others Present: Ms. S. Adams, Ms. R. Pitfield, Ms. G. Luciantonio, Ms. F. McCrea, Ms. S. Keeping, Ms. J. Koppeser, Ms. D. Gilchrist and Messrs. F. Pizzuto, G. Sosnoski, R. Gosse and G. Borovilos. 1. BECKMAN REPORT - PHASE 2 OF NEEDS ASSESSMENT - K.P.L. MAIN BRANCH The Committee was in receipt of the Kitchener Public Library Main Library Assessment Study: Phase 2, dated May 20, 2003, prepared by Beckman Associates Library Consultants. Ms. D. Slimmon of the Kitchener Public Library Board was in attendance to present the report. Ms. Slimmon advised that the report evaluates 6 sites in Downtown Kitchener for their suitability to house the main branch of the Kitchener Public Library. She explained that 2 evaluations methodologies were used by the consultants. The 6 sites evaluated were: Epton Site, Charles and Francis Parking Lot, Transit Block, Benton and Charles Parking Lot, Centre Block, and Civic Centre Park. The top ranking site, based on both evaluation methodologies used, is Centre Block, because of its location and size. Ms. Slimmon advised that the report has been accepted by the Kitchener Public Library Board. Mayor Zehr noted that Council had already agreed to a 128,000 gross square feet Main Library through approval of Phase I of this Study. He questioned how the library will be designed to accommodate future growth. Ms. Slimmon responded that the architect will be instructed to design a building so the functions will easily expand. She stated that when building a library you plan for 10 years in advance. There was a brief discussion addressing the effects of electronic media on library usage. Ms. M. Beckman, Beckman Associates, advised that experience has shown that the opening of a new library immediately doubles usage. If the library moves to a downtown location it is possible that usage, will increase 2% - 3 times. Further, new electronic formats for library materials increases library usage, creating a need for more user stations. Further, based on experience around North America, libraries have a 3ositive impact on commercial establishments, and revitalize downtowns. Councillor Gazzola advised he was suspicious about the choice of Centre Block as the number 1 location for the main branch. He also noted that there is no money in the 10 year capital forecast to construct a new main library. Mr. Pizzuto noted that if the Centre Block is chosen as the location for the new main library, the Centre Block Steering Committee has already indicated that financing and partnerships will have to be investigated. Also, the Steering Committee will look at other uses for the site and recommend a building envelope and combinations of uses. Ms. Slimmon noted that the 128,000 gross square footage library should be adequate to address population expansion to 2016, so there would be expansion room within the library when it opens. If anticipated population figures are accurate beyond 2016, then the building should be designed to accommodate a physical expansion. With respect to the Centre Block site, this may mean building additional storeys which are put to some other use until required by the library. Councillor Vrbanovic put forward a motion to accept the Beckman report and refer it to the Centre Block Steering Committee, for review. Mayor Zehr spoke in support of the motion noting that everything is conceptual at this time, and the report is simply being sent to the Steering Committee for further review. Councillor Gazzola advised he was not in favour of sending the report to the Centre Block Steering Committee. He stated that this is being shoved to the forefront in an effort to do something with the Centre Block. MAY 1. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES 26~ 2003 - 60 - CITY OF KITCHENER BECKMAN REPORT - PHASE 2 OF NEEDS ASSESSMENT - K.P.L. MAIN BRANCH (CONT'D) Councillor Weylie spoke in support of the motion, noting that libraries have been the choice development for revitalizing downtowns. She cautioned however, that libraries don't pay taxes, and there must be some development on this site besides the library. Councillor Gazzola noted that he is prepared to accept the Beckman Report but not in favour of forwarding it to the Centre Block Steering Committee. Moved by Councillor B. Vrbanovic: "That the Kitchener Public Library Main Library Assessment Study: Phase 2, prepared by Beckman Associates, Library Consultants, dated May 20, 2003, be accepted and referred to the Centre Block Steering Committee for review; and further, That the Centre Block Steering Committee analyze the Kitchener Public Library Main Branch requirements and comment on the potential for locating the Main Branch on the Centre Block." It was requested that Councillor Vrbanovic's motion be split into two parts and a recorded vote taken on each part. Part 1 was carried unanimously while Part 2 was carried with only Councillor J. Gazzola voting in the negative, and it was resolved: "That the Kitchener Public Library Main Library Assessment Study: Phase 2, be accepted and referred to the Centre Block Steering Committee for review; and further, That the Centre Block Steering Committee analyze the Kitchener Public Library prepared by Beckman Associates, Library Consultants, dated May 20, 2003, Main Branch requirements and comment on the potential for locating the Main Branch on the Centre Block." Councillor Vrbanovic assumed the Chair at this time. CSD-03-019 - CHRISTMAS FANTASY IN VICTORIA PARK - REQUEST FOR FORGIVENESS OF LOAN - SUPPORT FOR EXPANSION - LETTER OF UNDERSTANDING The Committee was in receipt of Community Services Department report CSD - 03 019,dated March 28, 2003, with respect to a letter from Christmas Fantasy in Victoria Park Committee, dated March 21, 2003, outlining three major issues: forgiveness of a portion of their outstanding loan of $100,000; expansion of their lighting plans over the next 5 years; and use of 98 West Avenue for storage and repairs. It was noted that the Community Services Department report and letter from the Christmas Fantasy in Victoria Park Committee had been reviewed at the April 7, 2003 Community Services Committee meeting, and the matter deferred and referred, to allow an opportunity for staff to assist the Christmas Fantasy Committee with development of a business plan, and building corporate sponsorships in support of continuation and expansion of the lighting program in Victoria Park. The Committee was also in receipt of a letter from Christmas It was noted that the Community Services Department report and letter from the Christmas Fantasy, dated May 1, 2003, outlining their business plan, and was in receipt this date of "JCPP/XMAS FANTASY FINANCIAL REPORT- April 1,2002-March 31,2003". Councillor J. Gazzola put forward a motion which would have the Christmas Fantasy in Victoria Park Committee repay $75,000. of the outstanding loan to the City, the City forgive the remaining $25,000. of the loan, and require Christmas Fantasy to come to the City each year for funding to continue their expansion program. At the same time Christmas Fantasy would Following a presentation by Ms. N. Crossley, Christmas Fantasy in Victoria Park Committee, be expected to continue their fundraising efforts with community service clubs. MAY 26~ 2003 FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 61 - CITY OF KITCHENER 2. CSD-03-019 - CHRISTMAS FANTASY IN VICTORIA PARK - REQUEST FOR FORGIVENESS OF LOAN - SUPPORT FOR EXPANSION - LETTER OF UNDERSTANDING (CONT'D) A discussion then took place with respect to Ms. Crossley's request to have a value placed on volunteer hours, with this value used to reduce the amount of the loan. Councillor Gazzola withdrew his previous motion, and put forward a new motion to defer this matter a further two weeks to allow an opportunity for himself, Councillor G. Lorentz, staff and representatives from the Christmas Fantasy in Victoria Park Committee to review this matter further. On motion by Councillor J. Gazzola it was resolved: "That consideration of the request of the Christmas Fantasy in Victoria Park Committee be deferred and referred to the June 9, 2003 Community Services Committee meeting, to allow a team composed of Councillors J. Gazzola and G. Lorentz, staff and representatives of Christmas Fantasy to develop a suitable arrangement with respect to the following: (a) a reduction in the outstanding amount of Christmas Fantasy's loan with the City; (b) credit towards the outstanding amount of the loan for the value of volunteer labour, (c) use of 98 West Avenue as a storage facility, (d) expansion of the lighting display, and, (e) a letter of understanding clearly outlining the responsibilities of both parties." 3. CRPS-03-099 - REQUEST FOR VARIOUS EVENTS IN THE DOWNTOWN The Committee was in receipt of Corporate Services Department report CRPS-03-099, dated May 21,2003, recommending approval for the sale of food on City property for various events to take place in the Downtown over the year. The report also recommends certain events be designated as events of municipal significance, or as 'Community Festivals'. Ms. J. Koppeser advised that the date for the Serbian Festival is still to be finalized, and requested that all reference to that festival be removed from the staff recommendation. On motion by Councillor J. Smola it was resolved: "That the following 2003 events be approved, to sell food on City property, provided the necessary licence is obtained, including Health and Fire approval: World Beat Silk Road Event Tooney Tuesday's Blues Brews & BBQ's Kidspark Word on the Street June 19 June 20 July 8, 15, 22, 29 August 8 & 9 August 16 & 17 September 28 Oktoberfest OpenningOctober 10 Council BBQ October 10 Christkindl Market December 3 to 8 Festival of the Night December 31: and, MAY 26~ 2003 KITCHENER FINANCE & CORPORATE SERVICES COMMITTEE MINUTES - 62- CITY CRPS-03-099 - REQUEST FOR VARIOUS EVENTS IN THE DOWNTOWN (CONT'D) OF That the following 2003 events be granted an exemption from Chapter 450 (Noise) of the City of Kitchener Municipal Code in conjunction with the event: World Beat Silk Road Event Word on the Street Oktoberfest Opening Christkindl Market Festival of the Night June 19 June 20 September 28 October 10 December 3 to 8 December 31: and, That in celebration of our ethnic diversity, World Beat, to be held June 19, 2003, be designated as an event of municipal significance for the purpose of applying for a liquor licence; and further, That the following events be designated as 'Community Festivals' for the purpose of applying for a liquor licence: Blues Brews & BBQ's Christkindl Market August 8 & 9, 2003 December 3 to 8, 2003" CRPS-03-100 - REQUEST TO OPERATE REFRESHMENT VEHICLE - WADDLEFEST- KNOLLWOOD PARK - JUNE 8, 2003 The Committee was in receipt of Corporate Services Department Report CRPS-03-100, dated May 21, 2003, requesting the Committee's direction with respect to a request received from N. Voll, District Facilitator, Community Programs, to operate a refreshment vehicle at "Waddlefest" on June 8, 2003. On motion by Councillor J. Smola it was resolved: "That the Waddlefest Committee be granted permission to operate a Refreshment Vehicle in Knollwood Park on June 8th, 2003, provided the necessary licence, including Health and Fire approval, is obtained." CRPS-03-101 - REQUEST TO OPERATE REFRESHMENT VEHICLE - FUTON FASHIONS INC. - 191 HIGHLAND ROAD EAST - SEPTEMBER 13, 2003 The Committee was in receipt of Corporate Services Department report CRPS-03-101, dated May 21, 2003, with respect to a request received from Futon Fashions to sell hot dogs, sausages and pop in celebration of 20 years in business in the City of Kitchener. Proceeds from the event will be donated to the MS Society. On motion by Councillor J. Smola it was resolved: "That Futon Fashions Inc., 191 Highland Road East, be granted permission to operate a Refreshment Vehicle on September 13, 2003 (rain date September 20, 2003), provided the necessary licence, including Health and Fire approval, is obtained." CRPS-03-102 - REQUEST TO OPERATE REFRESHMENT VEHICLE FOREST HEIGHTS COMMUNITY CENTRE ANNUAL FUN DAY - JUNE 21, 2003 The Committee was in receipt of Corporate Services Department report CRPS-03-102, dated May 21,2003, with respect to a request received from B. Snider, District Facilitator, Community Services, to operate a barbeque at the annual funday at Forest Heights Community Centre on June 21,2003. FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 26~ 2003 -63- CITY OF KITCHENER CRPS-03-102 - REQUEST TO OPERATE REFRESHMENT VEHICLE FOREST HEIGHTS COMMUNITY CENTRE ANNUAL FUN DAY - JUNE 21, 2003 (CONT'D) On motion by Councillor J. Smola it was resolved: "That the request of the Forest Heights Community Centre, 1700 Queen's Blvd., to operate a refreshment vehicle on June 21, 2003 be approved, provided the necessary licence, including Health and Fire approval, is obtained." CRPS-03-103 - MUNICIPAL CODE CHAPTER 586 (REFRESHMENT VEHICLES) - APPEAL TO LOCATE HOT DOG CART AT 907 VICTORIA STREET NORTH The Committee was in receipt of Corporate Services Department report CRPS-03-103, dated May 21, 2003, requesting a decision from the Committee with respect to an appeal received from Rumen Yankov to the decision of the Manager of Licencing not to issue a licence to permit a refreshment vehicle at 907 Victoria Street North. The Committtee was in receipt of a letter objecting to this appeal from Arby's, 971 Victoria Street North, dated May 19, 2003 On motion by Councillor J. Smola it was resolved: "That the appeal of Rumen Yankov to the decision of the Manager of Licensing not to issue him a licence to operate a Hot Dog Cart at 907 Victoria Street North, be denied, pursuant to Municipal Code Chapter 586 (Refreshment Vehicles)." CRPS-03-093 - MUNICIPAL CODE CHAPTER 586 (REFRESHMENT VEHICLES) APPEAL TO LOCATE HOT DOG CART AT 509 WILSON AVENUE The Committee was in receipt of Corporate Services Department report CRPS-03-104, dated May 21,2003, with respect to an appeal received from Rumen Yankor to the decision of the Manager of Licensing not to issue a licence for a refreshment vehicle to locate at the Toys R Us Plaza, 509 Wilson Avenue. On motion by Councillor J. Smola it was resolved: "That the appeal of Rumen Yankov to the decision of the Manager of Licensing not to issue him a licence to operate a Hot Dog Cart at 509 Wilson Avenue (Toys R Us Plaza), be denied, pursuant to Municipal Code Chapter 586 (Refreshment Vehicles)." 9. CRPS-03-093 - CORPORATE EMERGENCY PREPARDENESS INITIATIVES The Committee was in receipt of Corporate Services Department report CRPS-03-093, dated May 14, 2003, outlining steps taken by staff to address the recommendations contained in the emergency preparedness report submitted by Globe Risk. On motion by Mayor C. Zehr it was resolved: "That Corporate Services Department report CRPS-03-093, Corporate Emergency Preparedness Initiatives, be received." FINANCE & CORPORATE SERVICES COMMITTEE MINUTES MAY 26~ 2003 - 64 - KITCHENER CITY OF 10. FIN-03-023 - ONTARIO OPPORTUNITY BONDS The Committee was in receipt of Financial Services Department report, dated May 15, 2003, recommending no action be taken at this time to accelerate the City's infrastructure replacement program based on the Ontario Opportunity Bond Program. On motion by Councillor M. Galloway it was resolved: "That no action be taken at this time, with respect to the option to accelerate the City's infrastructure replacement program in order to take advantage of the reduced interest rates offered by the Ontario Opportunity Bond Program." 11. SSD-03-017 - LICENCE AGREEMENT FOR CONCESSIONS AND ICE CREAM STANDS IN VICTORIA PARK The Committee was in receipt of Strategic Services Department report SSD-03-017, dated May 21, 2003, recommending the City enter into a short-term agreement with Hannah and Glen Santos for the operating Concessions and 2 portable ice stands in Victoria Park. The report also recommends that the City pursue a longer term agreement with Hannah and Glen Santos for a year round restaurant, summer concessions, and ice cream stands. On motion by Councillor J. Smola it was resolved: "That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with Hannah and Glen Santos providing for a short-term licence to allow a food and beverage concession at the Boathouse, a snack concession in the summer kitchen, and two portable ice cream stands in Victoria Park, as set out in Strategic Services Department report SSD-03-017." 12. ADJOURNMENT On motion, the meeting adjourned at 4:10 p.m. Dianne H. Gilchrist Committee Administrator