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HomeMy WebLinkAboutCommunity Svcs - 2003-09-08COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:45 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, J. Smola and J. Gazzola. Councillors M. Galloway and B. Vrbanovic were in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. L. MacDonald, Ms. S. de Moree, Ms. R. Pitfield, Ms. S. Adams, Ms. K. Kugler, Ms. J. Billett and Messrs. J. Fielding, F. Pizzuto, K. Baulk, T. Konstantinidis, G. Hummel, R. Gosse and G. Stewart. CSD-03-131 - MINOR SPORT LIABILITY INSURANCE POLICY - VICTORIA PARK T-BALL ASSOCIATION The Committee was in receipt of Community Services Department report CSD-03-131, dated August 19, 2003 advising that the Victoria Park T-Ball Association has ceased to operate and accordingly, recommends that the organization's name be removed from the list of approved Minor Sport organizations named as insured on the City's Minor Sport Liability Insurance Policy. On motion by Councillor J. Smola - it was resolved: "That the name of the Victoria Park T-Ball Association be removed from the list of approved Minor Sport organizations named as insured on the City's Minor Sport Liability Insurance Policy." CSD-03-130 - SETTLEMENT OF CLAIM - KAYCO COMPOSITES LLC KITCHENER MEMORIAL AUDITORIUM COMPLEX The Committee was in receipt of Community Services Department report CSD-03-130, dated August 19, 2003 concerning settlement of a supplier's lien claim against the KMAC. In response to questions, Ms. S. de Moree provided a brief overview of events leading to the supplier's lien claim respecting specialized flooring for the Dom Cardillo Arena. She advised that while it is questionable whether or not the situation constitutes right of a lien, staff are reluctantly recommending settlement in order to protect the product warranty and to eliminate financial risks associated with proceeding through the Court system. On motion by Councillor J. Smola - it was resolved: "That a payment of $17,500. be approved, retroactively, to Kayco Composites LLC, manufacturers of Eventdek Flooring, in settlement of a supplier's lien claim against the Kitchener Memorial Auditorium Complex (KMAC)." CSD-03-133 - ARTS & CULTURE ADVISORY COMMITTEE MEMBER RESIGNATION - APPOINTMENT TO FILL MEMBER VACANCY The Committee was in receipt of Community Services Department report CSD-03-133, dated August 28, 2003 advising of a resignation from the Arts & Culture Advisory Committee and a recommending an appointment to fill the vacancy. On motion by Councillor J. Smola - it was resolved: "That the resignation of Myrta Riveira from the Arts and Culture Advisory Committee be acknowledged and that Isabel Cisterna be appointed to the Committee for the remainder of the current term, expiring November 30, 2003." COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 CITY OF KITCHENER 4. CSD-03-141 - CONTRACT HOCKEY WESTERN NEW YORK, LLC (BUFFALO SABRES) PRE-SEASON EXHIBITION GAME BETWEEN BUFFALO SABRES AND TAMPA BAY LIGHTNING - SEPTEMBER 30, 2003 The Committee was in receipt this date of Community Services Department report CSD-03-141, dated August 28, 2003 requesting authorization to execute a contract for a pre-season N.H.L exhibition game at the Kitchener Memorial Auditorium Complex. On motion by Councillor J. Smola - it was resolved: "That subject to the satisfaction of the City Solicitor, the Manager of the Kitchener Memorial Auditorium Complex (KMAC) be authorized to execute a contract with Hockey Western New York, LLC (Buffalo Sabres) for the holding of a pre-season N.H.L. exhibition game at the KMAC between the Buffalo Sabres and Tampa Bay Lightning on September 30, 2003." DELEGATION PRESENTATION - KITCHENER HORTICULTURAL SOCIETY - UPDATE The Committee was in receipt of background information received from the Kitchener Horticultural Society (KHS), dated August 2003, regarding the Society's operations at the Rockway Gardens. Mr. Bruce MacNeil and Mr. John Arndt attended to present an update on activities of the KHS and Mr. MacNeil advised that the non-profit organization is now the largest in Ontario with 460 members. He attributed the Society's success to its partnership with the City of Kitchener. He commented on recent staff changes and activities including, restoration of the Schneider and Janzen Fountains; design plans for signage; planting operations; challenges associated with limited staffing and budgets; and small savings realized in transferring certain insurance premiums to the City's insurance policy. Mr. MacNeil thanked members and staff of the KHS, as well as Community Services staff and the many volunteers who have contributed to the accomplishments of the Society in its stewardship of the Rockway Gardens. Councillor M. Galloway entered the meeting at this time. In response to questions from Councillor J. Gazzola, Mr. MacNeil advised that the KHS is starting to collect data regarding the number of volunteer hours involved in its operation. He also noted that while plantings have been cut back, use of perennial bulbs and spacing of plants still allows an excellent display to be created. Mayor C. Zehr referred to the naturalization of an area of the Gardens between King Street and Rockway Drive and Mr. MacNeil advised that the KHS did not previously look after this area; however, KHS staff have begun to improve the area by creating a naturalized setting and planting more trees. Mayor Zehr also referred to the boulevard on King Street by Rockway Gardens and Mr. MacNeil advised that City staff have responsibility for maintaining this area. Mayor Zehr requested that staff place high priority on improvements to the boulevard as it forms part of the entranceway into the City. Councillor G. Lorentz suggested that the KHS consider erecting reader boards, similar to those installed at the Regional Greenbrook Pumping Station, to relay horticultural information to visitors of the gardens. Mr. MacNeil acknowledged Councillor Lorentz's suggestion and pointed out that the KHS produces a newsletter that is widely distributed. He extended invitation to Community Services staff to contribute information to the newsletter. CRPS-03-164 - GRANT REQUEST - WATERLOO REGIONAL CHILDREN'S MUSEUM The Committee was in receipt of Corporate Services Department information report CRPS-03- 164, dated September 5, 2003 outlining costs associated with a request from the Waterloo COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 58 - CITY OF KITCHENER Regional Children's Museum for financial assistance with respect to operating expenses, and CRPS-03-164 - GRANT REQUEST -WATERLOO REGIONAL CHILDREN'S MUSEUM (CONT'D) comparisons to other Children's Museums. The Committee was also in receipt this date of an addendum to report CRPS-03-164, dated September 8, 2003 which provides a comparison with the Manitoba Children's Museum. Ms. Rosemary Aicher, Waterloo Regional Children's Museum (WRCM), attended to present an update on the progress of the Museum and to offer benchmark data to assist in evaluation of the organization's financial request. She stated that the City's $1.5 M capital contribution and expertise of City staff assisted in accomplishing what the Museum group has set out to do. In keeping with its partnership with the City, she advised that sandstone has been used on parts of the building and the building is physically connected to the Duke / Ontario Garage. She stated that the Museum has through its partnerships, developed outstanding exhibits and approximately 100,000 visitors per year is anticipated. Ms. Aicher advised that fundraising has been very successful and provided an overview of the projected operating budget, including an annual budget of $1.1 M; an annual endowment income; operating income and an annual fundraising goal of $360,000. Ms. Aicher stated that it was WRCM's understanding that the City's contribution to operating expenses would be defined through the lease agreement and encouraged support for the organziation's request. She expressed the opinion that the Museum will be a sustainable anchor within the Downtown and extended an invitation to attend the opening of the facility on September 27, 2003. The Committee then entered into a lengthy discussion during which issues were raised concerning maintenance of the building and its exhibits, the value of assets, capacity to provide requested parking and associated costs, participation in funding by other municipalities, outreach programs and source of capital replacement funding. During discussion it was noted that operation of the museum will rely heavily on volunteer time; staff and volunteers of the non-profit organization may find it difficult to incur parking costs should parking not be provided; City staff do not foresee a problem with parking capacity as peak usage of the museum is anticipated to be during weekends and / or early evenings, after monthly parkers have exited the garage; an education Committee has been established to co-ordinate educational visits with school curriculums; and a capital replacement fund will be incorporated into the agreement to ensure funding for structural repairs. Mayor C. Zehr requested that prior to the next Council meeting additional information be provided in context of total costing of operating expenses to determine an appropriate level of municipal financial support. He also suggested that while the City could provide assistance with parking in the interim, parking provisions should be assessed at the end of a specified period of time to determine if they are still appropriate. It was agreed that staff be directed to meet with the WRCM and report to the September 15, 2003 Council meeting with additional information respecting the value of the building, as well as the exhibits; a listing of all operating components and associated costs for the balance of 2003 and 2004 to 2005; details respecting the construction material account re: how much and when needed; potential to downsize the reserve fund and build on interest; and details respecting maintenance costs and potential to contract out maintenance work. DELEGATION PRESENTATION - REQUEST FOR CAPITAL FUNDING -VICTORIA HILLS COMMUNITY CENTRE - 2005 EXPANSION The Committee was in receipt of a report prepared by the Victoria Hills Community Association (VHCA), dated September 8, 2003 outlining a request for capital funding in the amount of $2,136,800. to be approved for inclusion in the 2005 Capital Budget for the Victoria Hills Community Centre expansion project. The Committee also received this date, a computer disk containing a Powerpoint presentation produced by the VHCA. Ms. Doness Guider attended in support of the Association's request and advised that the Centre is an extremely busy facility with a strong growth pattern. She stated that the Centre has all the COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 59 - CITY OF KITCHENER land required for the proposed 5,600 square foot multi-purpose room expansion and recent DELEGATION PRESENTATION - REQUEST FOR CAPITAL FUNDING -VICTORIA HILLS COMMUNITY CENTRE -2005 EXPANSION (CONT'D) surveys indicate a high demand for additional program / activities that will require additional gym space. She noted that VHCA is pursuing rental arrangements with other groups for use of the new space and in addition, is considering raising program costs by $1. with the additional proceeds to go toward expansion costs. Ms. Guider commented on escalating construction costs and encouraged support for moving the project forward to 2005. Councillor B. Vrbanovic entered the meeting at this time. Ms. Guider responded to a number of questions, noting that even if the existing gym is added to, more space will still be required to meet program demand; approximately $2,000. is expected to be raised annually by raising program costs by $1 .; VHCA would be prepared to investigate the potential for charitable status and is working with K-W Counselling on the issue of fundraising. She also stated that if it is demonstrated to VHCA that there is a greater need in another area, VHCA would be willing to wait; however, she questioned if the City would be prepared to pay increased construction costs if the project is delayed. Mayor C. Zehr referred to recent requests made by the Kingsdale Neighbourhood Association and the Mowat-Chandler Community Association at which time staff were requested to provide a comprehensive report identifying all community centre requests and associated cost estimates. Mayor Zehr commented that these requests should not be considered on an individual basis and inquired when the report would be forthcoming. Mr. F. Pizzuto advised that the Leisure Facilities Master Plan is to be undertaken over the next year and a half, in which specific needs for community centres will be identified, priorities established and funding availability determined. He agreed that a summary of current capital and new community centre requests could be provided for the next Community Services Committee meeting. Councillor J. Gazzola expressed the opinion that the Leisure Facilities Master Plan is key to determining needs respecting community centres. He also stated that the issue is larger than community centres and consideration needs to be in context with the City's overall capital program before priorities can be determined. Councillors G. Lorentz and B. Vrbanovic spoke to the issue of corporate sponsorships and fundraising. Councillor Vrbanovic requested and it was agreed, that staff be directed to develop a report outlining the potential to create a non-profit agency, at arms length from the City, and how it might be structured so as to provide a method of fundraising to support community centres. Councillor J. Gazzola suggested that the VHCA's report, provided this date, be received and referred to staff pending completion of the Leisure Facilities Master Plan study. On motion by Councillor J. Gazzola - it was resolved: "That the report of the Victoria Hills Community Association dated September 8, 2003 outlining a request for funding approval in 2005 in the amount of $2,136,800. for the Victoria Hills Community Centre expansion project, be received; and further, That the said report be referred to staff pending completion of the Leisure Facilities Master Plan Study." 8. CSD-03-137 - GLASS BLOWING EQUIPMENT - UPDATE The Committee was in receipt of Community Services Department report CSD-03-137, dated August 14, 2003 concerning disposition of glass blowing equipment owned by the City of Kitchener. In response to questions, Mr. F. Pizzuto advised that the equipment was originally purchased at COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 8~ 2003 - 60 - CITY OF KITCHENER a cost of $80,000., of which the City contributed $40,000. and Human Resources Development CSD-03-137 - GLASS BLOWING EQUIPMENT - UPDATE (CONT'D) Canada (HRCD) contributed $40,000. in grant funding. Mr. Pizzuto stated that it is unknown at this time what proceeds may be accrued should the equipment be sold; however, he pointed out that the equipment is hand made and is considered to be of significant value. Councillor J. Gazzola requested that the staff recommendation be modified to stipulate that $40,000. of the sale proceeds, should the equipment be sold, be transferred to the general operating fund and any remaining proceeds be allocated to the City's Public Art Trust Fund. On motion by Mayor C. Zehr - it was resolved: "That if, by December 31,2003, a suitable location and partner is not in place to manage the operation of a potential glass blowing studio, the glass blowing equipment owned by the City of Kitchener be sold; and further, That should the said equipment be sold, the sale proceeds be divided with a maximum of $40,000. to be allocated to the general operating fund and any remaining proceeds allocated to the City's Public Art Trust Fund." 9. ADJOURNMENT On motion, the meeting adjourned at 5:45 p.m. Janet Billett, AMCT Committee Administrator