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HomeMy WebLinkAboutCouncil - 2011-08-02 SSPECIAL COUNCIL MINUTES AUGUST 2, 2011 CITY OF KITCHENER A special meeting of City Council was held at 1:00 p.m. this date, chaired by Mayor C. Zehr with all members present except Councillors P. Singh and Z. Janecki. Notice of this meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. Council considered Community Services Department report CSD-11-097 (J. Young), dated July 20, 2011 recommending that an additional Square 2 Square /Car-free Sunday event be held on September 18, 2011 at a cost of $7,421., to be funded through an over expenditure from the Tax Stabilization Reserve Fund. In addition, the road closure for this event would extend only from Gaukel Street to Francis Street, without any closure, partial or otherwise, extending to the City of Waterloo. Mr. J. Young, Manager of Special Events, provided an overview of Report CSD-11-097, highlighting that approximately 1,000-1,500 people attended the July 17, 2011 Square 2 Square /Car-free Sunday event. He advised that high temperatures as well as other festivals impacted attendance and noted that the City's cost for the event ranged from $7.32 to $10.98 per attendee. He added that while final costs still need to be confirmed with Waterloo Regional Police Services (WRPS), it is estimated that the projected actual for police services would be $3,800. over budget. He commented that as these costs relate to public safety, WRPS have advised that they are non-negotiable. Mr. Young further advised that 150 surveys were completed throughout the day, with a majority of respondents expressing support for additional Square 2 Square /Car-free Sunday events. He stated that timelines are too tight to confirm and contract performers and vendors for an August 14, 2011 event. In addition, a number of vendors identified that they are more supportive of participating at the proposed September 18t" event. Questions were raised regarding the overall purpose of Square 2 Square /Car-free Sunday and if the intent was to get people out of their cars or to animate the Downtown. Councillor D. Glenn-Graham advised that Car-free Sundays are programs where the streets are opened to people and closed to vehicle traffic. He added that this project was entitled "Square 2 Square" to identify the proposed route on King Street from the public square in Uptown Waterloo to the public square in front of City Hall in Downtown Kitchener. He noted that the proposed reduction in scale of the September 18tH event would still serve to attract people to the Downtown. Mr. Young further advised that the reduced area would create a visual impression of critical mass and give the event more of a festival atmosphere. He suggested that expanding the event further down King Street could be explored in the future as this event evolves. He noted that alternative options for closing King Street would be explored once the costs from the July 17, 2011 event had been finalized. Councillor K. Galloway asked if either the Downtown Advisory Committee (DAC) or the Downtown Kitchener BIA were consulted. Mr. Young stated that staff did not have an opportunity to discuss this matter with DAC. He added that the BIA had a booth at the July 17, 2011 event and would be consulted as to their future participation. He noted that with respect to the first event, the BIA adopted a wait and see approach. He acknowledged that consideration could be given to potentially holding this event on a Saturday and agreed to discuss this with the BIA as well as the potential for buy-in from local businesses. Councillor J. Gazzola suggested that if a similar survey were to be conducted at a future event that it should ask respondents how they got to Downtown Kitchener. It was noted that 21.3% of survey respondents indicated that they had not come to the Downtown as a result of the Square 2 Square / Car-free Sunday event. Questions were raised regarding the costs associated with police services and traffic. Ms. S. Brasseur, Traffic Project Co-ordinator, advised that Traffic staff delivered and set-up the road barriers; and as the event took place on a Sunday, part of this expense related to overtime costs. She noted that City staff are required to do the set-up because of the safety issues involved in closing a road. She stated that all signalized intersections south of Victoria Street and north of Union Street were closed to vehicles on King Street but open to through traffic on the cross streets. She added that this also required police presence at the major intersections. Accordingly, it was originally determined that only three Officers would be needed; however, on the Friday prior to the event, WRPS indicated that based on a further review, additional officers would be dispatched. She noted that fewer officers would be required for September 18, 2011 given the reduced scope of the proposed event. SPECIAL COUNCIL MINUTES AUGUST 2, 2011 - 198- CITY OF KITCHENER Councillor B. Vrbanovic commented that he was contacted by residents who expressed concerns with the partial closure of King Street fronting the Grand River Hospital. He suggested that for future events of this nature that the "Road Closed" signs should be revised to indicated that people can still access the Hospital as well as area businesses. Questions were raised with regards to sponsorship given that during the May 30, 2011 special Council meeting, at which time the July 17, 2011 event was approved, it was suggested that several private businesses would potentially cover a portion of the costs for that event. Councillor Glenn- Graham advised that unfortunately no corporate sponsorships could be secured. Councillor Y. Fernandes suggested that a future Square 2 Square /Car-free Sunday event should be held this year to coincide with Oktoberfest. Councillor Galloway question where funding would come from for additional events. She noted that during the 2011 budget deliberations $20,000. was removed from the Special Events Division budget, and pointed out that approving the September 18, 2011 event would equate to spending approximately $18,000. on two unbudgeted events. Mr. Young responded that to accommodate the $20,000. budget reduction, allocations toward the Tapestry Festival and the City's Annual New Years event were each reduced by approximately $10,000. Mayor C. Zehr agreed that the purpose of the Square 2 Square /Car-free Sunday event needs to be examined to better identify its intent. He inquired into how many other City events require full or partial road closures. Mr. Young stated that there are approximately eight other events which require roads to be closed. He noted that events, such as the Blues Festival, originally only occupied Civic Square, but over time attendance grew to a size which necessitated the closure of King Street. It was noted that Waterloo City Councillor Melissa Durrell was in attendance in support of Kitchener's further participation in Square 2 Square /Car-free Sunday events. On motion by Councillor D. Glenn-Graham, seconded by Councillor Y. Fernandes the recommendation contained in Report CSD-11-097 was brought forward for consideration. Councillor Glenn-Graham encouraged members to support the September 18, 2011 event, noting that other successful City festivals did not start with thousands of people in attendance; but rather, evolved over time. He suggested that a similar opportunity should be afforded to Square 2 Square / Car-free Sunday event. Councillor Vrbanovic advised that typically, the Cities of Kitchener and Waterloo try to avoid having events /festivals on the same date, so that they do not compete for attendees. He suggested that if this is pursued in the future, discussions could be held with the City of Waterloo to alternate months. Accordingly, each municipality would only have to apply its resources to hosting two of these events instead of four. Councillor Galloway stated that the purpose of this event seems to have shifted away from getting people out of their cars toward animating the Downtown. She suggested that Square 2 Square / Car- free Sundays need to be re-branded to reflect its true intent, with a strategic long-term perspective. In addition, she expressed concerns with this being funded through an over expenditure from the Tax Stabilization Reserve Fund. She commented that this is the type of discretionary spending that Council should control to mitigate potential deficits. Mayor Zehr spoke in support of the comments made by Councillor Galloway and expressed concern with the value of the event and its cost to the City. In addition, he suggested that greater input is needed from the Downtown Kitchener BIA prior to moving forward. Several members spoke in support of the overall Square 2 Square /Car-free Sunday initiative, but expressed concerns that the City might be moving forward with these events too quickly. It was suggested that time should be taken to identify the purpose /goal of the event and to have it compete against the City's other funding priorities. Councillor Glenn-Graham's motion was voted on and was Lost on a recorded vote, with Councillors D. Glenn-Graham, Y. Fernandes and F. Etherington voting in favour and Mayor C. Zehr and Councillors K. Galloway, S. Davey, B. Vrbanovic, B. loannidis, and J. Gazzola voting in opposition. SPECIAL COUNCIL MINUTES AUGUST 2, 2011 - 199- CITY OF KITCHENER A motion was brought forward by Councillor K. Galloway, seconded by Councillor B. loannidis, to direct staff to report to a future Community and Infrastructure Services Committee meeting with options, developed in consultation with the Downtown Advisory Committee and the Downtown Kitchener BIA, to close King Street in Downtown Kitchener for similar events in 2012. In addition, consideration of future Square 2 Square /Car-free Sunday events are to be referred to the 2012 budget process. Councillor S. Davey suggested that if this event is refocused back toward encouraging people to get out of their cars, then the Local Environmental Action Fund (LEAF) could be considered as a potential source of funding. Moved by Councillor K. Galloway Seconded by Councillor B. loannidis "That in response to the concerns expressed at the August 2, 2011 special Council meeting regarding the July 17, 2011 Square 2 Square /Car-free Sunday event, staff be directed to report to a future Community and Infrastructure Services Committee meeting with options to close King Street in Downtown Kitchener for similar events in 2012; and, That staff be directed to engage the Downtown Advisory Committee and the Downtown Kitchener BIA as part of the process to develop options for closing King Street; and further, That consideration of future Square 2 Square /Car-free Sunday events and/or similarly re- branded festivals involving the closing of King Street, be referred to the 2012 budget process." Carried. Council considered Infrastructure Services Department report INS-11-065 (S. Saleh), dated July 4, 2011 recommending a purchase order extension in the amount of $226,000. related to construction management services provided by Melloul Blarney Construction for the Kitchener Operations Facility. In response to questions, Ms. P. Houston, Deputy Chief Administrative Officer -Infrastructure Services Department advised that the proposed purchase order extension does not represent an over expenditure of the project's budget. She indicated that in accordance with the City's Purchasing By- law, Council's approval is required if consulting services are expected to exceed 10% of the standard contract provision. She added that the project components included in the extension were originally thought to be covered by a larger purchase order, which would not have exceeded the 10% threshold. She noted that the overall project budget includes funding for this extension and the intent of the staff recommendation is to align with the policies set-out in the Purchasing By-law. Ms. Houston confirmed that if the requested extension is approved, the total expenditure for consulting services on this project would come in approximately $163,000 under budget. Moved by Councillor K. Galloway Seconded by Councillor S. Davey "That PO 201634 for Expression of Interest E09-054 -Consultant Services -Construction Management Services -Consolidated Maintenance Facility be extended by $200,000 plus H.S.T of $26,000 for a total of $226,000." Carried. Moved by Councillor K. Galloway Seconded by Councillor B. loannidis "That leave be given the Mover and Seconder to introduce a by-law to confirm all actions and proceedings of the Council and that the same be taken as read a first, second and third times, be finally passed and numbered 2011-106 by the Clerk." Carried. On motion the meeting adjourned at 2:32 p.m. MAYOR CLERK