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HomeMy WebLinkAboutCommunity Svcs - 2003-06-09COMMUNITY SERVICES COMMITTEE MINUTES JUNE gl 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 5:30 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, M. Galloway, B. Vrbanovic, J. Smola and J. Gazzola. Officials Present: Ms. P. Houston, Ms. J. Sheryer, Ms. S. Adams, Ms. R. Willms, Ms. D. Keelan, Ms. J. Billett and Messrs. J. Fielding, F. Pizzuto, G. Sosnoski, R. Gosse, K. Baulk, G. Richardson, T. Potworka and M. Hildebrand. CSD-03-081 - GRANT REQUEST - ST. JOHN'S KITCHEN COMMUNITY GARDEN - 50 KRAFT DRIVE, WATERLOO The Committee was in receipt of Community Services Department report CSD-03-081, dated May 22, 2003 concerning a grant request for start-up costs of the St. John's Kitchen Community Garden. Ms. Karen Kliewer, The Working Centre, was in attendance in support of the grant request on behalf of the St. John's Kitchen. In response to a question from Councillor C. Weylie, Ms. Kliewer advised that the Community Garden group will obtain its water supply from an existing well located on the subject property. Councillor J. Gazzola raised concerns with regard to the proposed budget, including wages for a co-ordinator, expressing the opinion that the costs seem excessive. He questioned if the grant funding was really needed. Ms. Kliewer pointed out that this will be the largest community garden at 1 acre in size and will initially be overseen by a part-time co-ordinator. She advised that a significant portion of the total budget relies on donations, of which the City is being asked to contribute $1,000. She further noted that it is anticipated the part-time co-ordinator position will be phased out over time as the garden becomes established. On motion by Councillor C. Weylie - it was resolved: "That pursuant to Council Policy 1-400 (Facility - Community Gardens), a one-time contribution in the amount of $1,000. be approved to the St. John's Kitchen Community Garden Group for the start-up of the St. John's Kitchen Community Garden to be located at 50 Kraft Drive, Waterloo, which includes: a) Services in kind: transport topsoil, woodchips $750. b) Cash grant $250." CSD-03-088 - CONTRACT - PERMISSION TO USE FOODLAND ONTARIO LOGO The Committee was in receipt of Community Services Department report CSD-03-088, dated May 23, 2003 concerning execution of a contract relative to use of the Foodland Ontario logo. On motion by Councillor C. Weylie - it was resolved: "That subject to the satisfaction of the City Solicitor, the Market Supervisor be authorized to sign a logo contract on behalf of the Corporation of the City of Kitchener, with the Ontario Ministry of Agriculture and Food, in order to obtain permission to use the Foodland Ontario logo." CSD-03-092 -REQUESTS FOR PERMISSION TO LAUNCH HOT AIR BALLOON -BUDD PARK -SKYWARD BALLOONS/SUNDANCE BALLOONS/UPWARD BOUND ADVENTURES The Committee was in receipt of Community Services Department report CSD-03-092, dated June 4, 2003 concerning various requests to launch hot air balloons from Budd Park. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 9~ 2003 -39 - CITY OF KITCHENER CSD-03-092- REQUESTS FOR PERMISSION TO LAUNCH HOT AIR BALLOON -BUDD PARK -SKYWARD BALLOONS/SUNDANCE BALLOONS/UPWARD BOUND ADVENTURES(CONT'D) On motion by Councillor C. Weylie - it was resolved: "That requests received from Skyward Balloons, Sundance Balloons and Upward Bound Adventures to launch hot air balloons in Budd Park, be approved, in designated areas approved by City staff, subject to the applicant applying for and meeting the City's policies for launching hot air balloons and subject to the conditions in the City's lease agreement and extension lease agreement with Budd Canada Inc." CSD-03-080 - LIABILITY INSURANCE COVERAGE - KITCHENER HORTICULTURAL SOCIETY The Committee was in receipt of Community Services Department report CSD-03-080, dated May 22, 2003 concerning provision of liability insurance coverage to the Kitchener Horticultural Society (KHS). Ms. R. Willms advised that this report was prepared in response to Council direction to work with the KHS to explore cost saving measures, including provision of liability insurance coverage under the City's insurance policy. She advised that it was determined general liability coverage could be provided to the KHS at no additional charge to the City and if approved, savings of approximately $1,500. a year will be realized in the annual operating grant budget. Councillor J. Gazzola questioned who the savings would be returned to and Ms. Willms advised that the City will realize all savings from provision of the liability insurance coverage to KHS. Councillor Gazzola also questioned what could be done to help reduce insurance costs for other groups with whom the City has involvement and Mr. J. Fielding suggested that staff undertake review of all associated groups. On motion by Mayor C. Zehr - it was resolved: "That the City of Kitchener agrees to provide liability insurance coverage to the Kitchener Horticultural Society in an equivalent amount and coverage as it does for approved neighbourhood associations." CSD-03-089 - LEISURE FACILITIES MASTER PLAN - TERMS OF REFERENCE - REQUEST TO HIRE CONSULTANT The Committee was in receipt of Community Services Department report CSD-03-089, dated May 29, 2003 outlining Terms of Reference for the preparation of a Leisure Facilities Master Plan. Mr. G. Richardson advised that the existing Leisure Master Plan, prepared in 1990 as a 10-year plan, has run its course and preparation of a new long range leisure facilities strategy is required. He stated that this would be a major undertaking that cannot be done in-house and accordingly, staff are requesting permission to hire a consultant. He reviewed objectives of the new Master Plan, as outlined in report CSD-03-089 and advised that Terms of Reference had been prepared for the purpose of inviting submissions from qualified consultants to undertake preparation of the master plan, and to ultimately form the basis of a work program for the successful consultant. Mr. Richardson pointed out that it is anticipated the project will take up to one year to complete, including an extensive consultation process and funding in the amount of $150,000. has been allocated in the 2003 capital budget for preparation of the plan. In response to Councillor J. Gazzola, Mr. Richardson advised that in-house staff resources are not sufficient to undertake a study of this size and suggested that the best way to achieve the desired results would be through a professional consulting firm. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 5. 9~ 2003 - 40 - CITY OF KITCHENER CSD-03-089 - LEISURE FACILITIES MASTER PLAN - TERMS OF REFERENCE - REQUEST TO HIRE CONSULTANT (CONT'D) Mayor C. Zehr requested that reference to the $150,000. allocation not be included in the Terms of Reference distributed to consulting firms, as it may limit potential to receive competitive cost estimates. Councillor C. Weylie raised concerns respecting issues relating to outdoor skating at Victoria Lake and problems community gardens now face as a result of an inability to use hydrants as a source of water supply. Mr. Richardson advised that staff intend to provide background information to the consultant and issues such as these will be conveyed for consideration and analysis. Councillor J. Gazzola questioned if the study could be completed earlier to allow consideration during budget deliberations of the 2004 capital forecast. Mr. Richardson advised that it had been anticipated final recommendations would come forward as part of the 2005 capital forecast budget deliberations. Ms. P. Houston added that recommendations coming out of the study are likely to be significant, with long term impacts and suggested that from a timing perspective it may be problematic to attempt to include them into the 2004 capital forecast. Mayor C. Zehr requested that staff consider the feasibility of including in the Terms of Reference a request that consultants comment on the potential to complete the study in December, 2003 and if so, at what cost, and report back to the June 16, 2003 Council meeting. Several members of the Committee expressed concern with a shortened timeframe, commenting on the importance of completing a full, comprehensive review and consultative process to allow formulation of detailed strategies that will be intended to serve as a long term plan. On motion by Councillor B. Vrbanovic - it was resolved: "That the Terms of Reference for the preparation of a Leisure Facilities Master Plan, as attached to Community Services Department report CSD-03-089, be received as information; and further, That staff be directed to hire a consultant to prepare a Leisure Facilities Master Plan in accordance with the said Terms of Reference." CSD-03-085 - BREITHAUPT PARK WADING POOL - BUDGET OVER-EXPENDITURE The Committee was in receipt of Community Services Department report CSD-03-085, dated June 3, 2003 requesting approval of an over-expenditure to cover operating and staffing costs for the Breithaupt Park wading pool during the 2003 summer season. Ms. D. Keelan advised that construction of the new wading pool at Breithaupt Park is nearing completion and will be open within two weeks time. She advised that costs related to lifeguard supervision for the wading pool, approved as an over-expenditure in 2002, was not incorporated into the 2003 operating budget, in error. Councillor J. Gazzola questioned if volunteers could be used to supervise the wading pool to reduce costs. Ms. Keelan advised that Provincial guidelines introduced in 2002 prompted a decision to provide lifeguard supervision. She stated that toddlers are at highest risk of drowning fatalities and pointed out that volunteers would require proper training. In response to Councillor M. Galloway, Ms. Keelan advised that provision of lifeguard supervision was not required by regulation but rather was a Provincial guideline. Mayor C. Zehr commented that safety of children should not be compromised and suggested that it would not be appropriate to rely on volunteers to provide this service. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 9~ 2003 -41 - CITY OF KITCHENER 6. CSD-03-085- BREITHAUPT PARK WADING POOL - BUDGET OVER-EXPENDITURE (CONT'D) On motion by Councillor J. Smola - it was resolved: "That an over-expenditure of $13,870. ($2,400. in the Breithaupt Park Budget and $11,470. in the Breithaupt Pool budget) be approved, to cover the necessary operating and staffing costs for the Breithaupt Park wading pool for the 2003 summer season; and further, That $2,400. and $11,470. necessary for operating and supervising the Breithaupt Park wading pool, be incorporated into the appropriate operating budgets for 2004." CSD-03-093 - STANLEY PARK COMMUNITY CENTRE - PROJECT UPDATE The Committee was in receipt of Community Services Department information report CSD-03- 093, dated June 4, 2003 in which an update on plans for construction of the Stanley Park Community Centre was provided. Councillor B. Vrbanovic acknowledged the work of staff and the Community Association in dealing with the financial challenges experienced in forging a solid partnership with the Waterloo Catholic District School Board and stated that their efforts have resulted in a viable facility that meets the needs of the community. He commended the Community Association for its strong commitment and financial contributions to the project. He pointed out that staff have identified additional cost savings and plan to engage in a capital campaign to further address the budget shortfall. Councillor J. Gazzola expressed concern with the projected increased cost of the project from $2.6 M to $4.6 M and suggested that the entire project should be reconsidered. Mr. M. Hildebrand advised that the scope of the project changed in partnering with the School Board. He pointed out that benefits gained through the partnership will include access to additional meeting rooms in the school and the school library / auditorium, as well as in programming opportunities. He advised that an architectural peer review of the conceptual plans was undertaken which has confirmed that the quoted price was accurate. Mr. Hildebrand commented that staff had been successful in finding $700.000. in cost savings and are committed to continuing to address the budget shortfall through various means. In response to Councillor G. Lorentz, Mr. Hildebrand advised that further information will be brought forward to the Committee following the detailed drawing stage. ADJOURNMENT On motion, the meeting adjourned at 6:25 p.m. Janet Billett, AMCT Committee Administrator