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HomeMy WebLinkAboutCommunity Svcs - 2003-09-22COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:55 p.m. with the following members present: Mayor C. Zehr and Councillors M. Galloway, B. Vrbanovic, J. Smola and J. Gazzola. Councillor C. Weylie was in attendance for part of the meeting. Officials Present: Ms. L. MacDonald, Ms. P. Houston, Ms. S. de Moree, Ms. R. Pitfield, Ms. S. Adams, Ms. R. Willms, Ms. E. Harris, Ms. C. Legault, Ms. J. Billett and Messrs. J. Fielding, G. Sosnoski, F. Pizzuto, G. Stewart, K. Baulk, M. Hildebrand and B. Wilson. CSD-03-139 - PUBLIC ART TRUST FUND - EXPENDITURES FOR BARRIER FREE EQUIPMENT The Committee was in receipt of Community Services Department report CSD-03-139, dated September 12, 2003 requesting that expenditures in the amount of $6,310. be approved for purchase of barrier free equipment to increase accessibility of cultural events at City Hall. Councillor M. Galloway questioned if the Arts and Culture Advisory Committee (ACAC) had considered report CSD-03-139. Ms. Erina Harris advised that ACAC was in full support of the staff recommendation and she agreed to include information pertaining to the Advisory Committee's position in future reports. On motion by Councillor M. Galloway - it was resolved: "That acquisition of barrier free equipment in the amount of $6,310., including a Stage Right Ramp ($3,100.) and Assistive Listening Devices ($3,210.), be approved, to increase accessibility at City Hall cultural events and that this expenditure be funded by the Public Art Trust Fund." 2. CSD-03-136 - GRANT REQUEST - NERUDA PRODUCTIONS The Committee was in receipt of Community Services Department report CSD-03-136, dated August 29, 2003 concerning a grant request. Ms. Isabel Cisterna, Neruda Productions, attended in support of the grant request and advised that the concept of her project is 'Building Bridges Between Arts Communities'. She stated that new immigrants and refugees face many challenges in attempting to make a living within the arts sector and through this proposal hopes to build on her work to bring culturally diverse talent together into one venue. She expressed the opinion that the end result will be an inclusive and richer arts community within Waterloo Region. In response to questions, Ms. Cisterna stated that minimal fees are charged to ensure accessibility to all and particularly, to those who may not otherwise be in a position to afford the experience of attending the productions. She advised that the projected budget covers expenses for 2003 to February 2004 and funding will also be requested from the Cities of Waterloo and Cambridge. She noted that a grant application submitted to the City of Waterloo was too late for the 2003 grant process and will be considered in 2004. She also advised that a grant has been received from the Waterloo Regional Arts Council. On motion by Councillor J. Smola - it was resolved: "That a one time general provision grant in the amount of $2,000. be approved to Neruda Productions to assist with expenses related to Caf~ Cabaret productions." 3. CSD-03-138 - GRANT REQUEST - WATERLOO COUNTY & AREA QUILT FESTIVAL The Committee was in receipt of Community Services Department report CSD-03-138, dated September 9, 2003 concerning a grant request from the organizers of the Waterloo County and Area Quilt Festival (WCAQF). COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22~ 2003 - 62 - CITY OF KITCHENER 3. CSD-03-138-GRANT REQUEST - WATERLOO COUNTY & AREA QUILT FESTIVAL (CONT'D) Ms. Diane Bonfonte and Ms. Ana Kirkham attended on behalf of WCAQF in support of the grant request. The delegations distributed this date copies of documentation including their written submissions and a draft 2004 budget. Ms. Bonfonte emphasized that the Festival is part of an industry which is vital to the economy of all communities, being tourism. She advised that the 8th Annual Festival was greatly impacted by the Sars crisis and because of timing, the group was not able to cutback or restructure their programs. She stated that attendance dropped by 38%, adversely affecting profits relied upon to fund the next year's event. She commented that WCAQF has worked diligently to restructure for 2004 to ensure the Festival survives as an important cultural and tourism event. Ms. Bonfonte advised that the Festival acts as an umbrella organization that partners to support local businesses and the City's financial support will assist in building upon these partnerships to develop long term tourism marketing initiatives. Ms. Kirkham advised that WCAQF is developing new marketing and tourism initiatives to benefit both the Festival and its tourism partners. She pointed out that the Festival brings in over $1 M, achieved by drawing over 40,000 visitors annually to the Region. She noted that the estimated cost to implement new initiatives is approximately $61,000. and a shortfall of $23,000. is expected for the 2004 budget. Ms. Kirkham advised that the Region of Waterloo is providing $5,000. towards the marketing initiatives and requested the City's support of their grant request. In response to questions, the delegations clarified that funding already received through the annual grant process was used to fund the 2003 Festival and this request is in addition to assist with marketing and tourism initiatives for the 2004 event. They advised that contributions will also be sought from the Cities of Waterloo, Cambridge and Guelph and the Township of Woolwich has already agreed to provide $3,000. in in-kind service. They advised that it will be difficult just to break even in 2004 and stressed that if funding is not approved, the Festival is unlikely to make it through to May 2004. Mayor C. Zehr commented that this organization has done extremely well in providing working capital to carry the Festival year to year. He suggested that an exemption should be made to the grant criteria and the request be supported, given the unusual circumstances created by the Sars crisis. He noted that the organization has a plan to recapture its previous success and the event has drawn significant economic benefit to the community. Councillor J. Gazzola stated that he was not in favour of providing the full amount requested and suggested that those in the business industry receiving direct benefit should also contribute. On motion by Mayor C. Zehr - it was resolved: "That a one time general provision grant in the amount of $5,000. be approved to the Waterloo County & Area Quilt Festival." CSD-03-144- 2004 CAPITAL FUNDING - REMOVAL AND STUMPING OF DECLINING NORWAY MAPLES Due to time constraints, Community Services Department report CSD-03-144 (Norway Maples), dated September 12, 2003 was not considered this date. This report will be listed on the October 6, 2003 Community Services Committee agenda for consideration. CSD-03-149 -SOCCER PROGRAMMING IN THE CITY OF KITCHENER The Committee was in receipt this date of Community Services Department report CSD-03-149, dated September 16, 2003 concerning the status of soccer programming within the City of Kitchener and outlining recommendations to ensure its stability and success. COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22~ 2003 - 63 - CITY OF KITCHENER 5. CSD-03-149 - SOCCER PROGRAMMING IN THE CITY OF KITCHENER (CONT'D) Mr. M. Hildebrand attended in support of the staff recommendation and reviewed the circumstances which led to the recommendation that the City take over the running of the indoor / outdoor soccer programs in 2004. It was pointed out that Kitchener Minor Soccer (KMS) is not in a position to provide soccer programming, as evidenced by cancellation of the fall indoor season and staff are also recommending affiliation status be withdrawn from KMS and the City take steps to re-acquire the Budd Park facility. The Committee then entered into discussion during which concerns were raised with respect to the feasibility of the City operating both a winter and summer program and the impact of removing affiliation status from KMS. Mr. Hildebrand pointed out that KMS was made aware of the staff recommendation and staff will be meeting with the organization to determine how KMS will proceed. In response to questions concerning withdrawal of affiliation status from KMS, Ms. L. MacDonald advised that this was a matter of solicitor-client privilege. On motion by Mayor C. Zehr - it was resolved: "That an in-camera meeting be held immediately to consider a matter of solicitor-client privilege." The Committee recessed at 5:10 p.m. and reconvened at 5:35 p.m. following an in-camera meeting. Councillor C. Weylie was now in attendance, having entered the meeting during the in-camera session. Mr. Lawrence Rue, Past President of KMS, was in attendance and expressed strong disappointment with the City's approach to this matter. It was his opinion that the City may have contributed to the problem because it did not provide all the soccer fields, building only 2 of 4. He acknowledged the debt load of KMS; however, suggested that there were other options open to the City and offered to meet with City staff to discuss his ideas. He suggested that withdrawing affiliation status from KMS would also impact the organizations recognition with the Ontario Soccer Association and KMS would dissolve. Mr. Rue stated that the sport has drawn significant economic benefit to the City and encouraged the City to explore other means to resolve the current situation. Mr. Rue responded to several questions, advising that a significant portion of the debt owing relates to the expansion of the soccer fields at Budd Park. He acknowledged that KMS had brought forward the proposal for the expansion project to which the City was asked to contribute. He stated that a winter soccer program would likely have to be run on a very limited basis in light of the fact that many of the children had been sent to play in Waterloo. He also pointed out that high fees charged for indoor soccer have had a negative impact on registration; however, he acknowledged that the City is not responsible for setting these fees. Mayor C. Zehr commented that the City is very concerned with the soccer program and it is important to find a means of support. He stated that the City's first priority is to the children and the volunteers of the soccer community and secondly to the organizational entity, KMS. Accordingly, he suggested an alternative that would direct staff to prepare a plan for implementation of a 2004 City supported soccer season and to report at the September 29 Council meeting as to the chronology of events; a plan detailing the City's ability to provide a 2004 soccer program, including the feasibility of running a winter program; and projected timelines as to when the City will return soccer back to the community. On motion by Mayor C. Zehr- it was resolved: "That the City of Kitchener ensure the stability and success of soccer in Kitchener by directing staff to prepare a plan for the implementation of a 2004 City supported soccer season; and further, COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22~ 2003 - 64 - CITY OF KITCHENER 5. CSD-03-149 - SOCCER PROGRAMMING IN THE CITY OF KITCHENER (CONT'D) That staff prepare a report for consideration at the September 29, 2003 Council meeting on the following: · a chronology of events leading to the current status of minor soccer in Kitchener; · a plan detailing the City's ability to support minor soccer through the 2004 season, including the feasibility of running a winter program; · projected timelines for conclusion of the City's supportive role and return of minor soccer back to the community." 6. CSD-03-148 - 2003 LEAF COLLECTION PROGRAM The Committee was in receipt this date of Community Services Department report CSD-03-148, dated September 18, 2003 outlining details of the 2003 Leaf Collection Program, including re- affirming Council's decision to discontinue raking leaves to the street. Ms. C. Legault attended to provide an overview of the program, advising that an aggressive public communications plan will be undertaken to educate the public with regard to the safety hazards associated with raking leaves to the curb and to seek their co-operation in discontinuing this practice. She noted that 8 dumping sites where leaves can be dropped off will be available on October 6, 2003 and residents will also be encouraged to compost and mulch their leaves. She pointed out that complaints will be investigated and where residents continue to rake leaves to the curb, notification will be given advising them to stop this practice. She further advised that discussions with the Region of Waterloo respecting inclusion of leaves in the Region's Yard Waste Program are ongoing and will continue through 2004. Mr. F. Pizzuto advised that he had recently received correspondence from the Region of Waterloo, dated September 18, 2003, indicating their willingness to join with the City in an educational campaign and to discuss how the Region's Yard Waste Program may be used. The Committee raised questions with respect to the use of bio-degradable bags. Ms. C. Legault advised that staff have no plans to provide bags, preferring instead to take a direct approach toward achieving the objective of eliminating curbside leaf collection. It was acknowledged that bagged leaves will still be picked up in some areas by the Region and while the City could undertake to collect bagged leaves, it would be costly to implement. The Committee expressed disappointment that the Region has not included leaves in its Yard Waste Program. Mr. F. Pizzuto stated that the Region's recent correspondence appears to provide an opportunity to further explore this issue. The Committee also raised concerns with the limited number and location of dumping sites and staff agreed to investigate additional sites. Mr. F. Pizzuto pointed out that the date of October 1, 2002 in the first paragraph of the staff recommendation should be changed to January 13, 2003. Following further discussion, it was suggested that this matter be deferred to the September 29 Council meeting to allow an opportunity for staff to further discuss with the Region use of the Region's Yard Waste Program and to provide options for additional dumping sites. On motion by Councillor B.Vrbanovic - it was resolved: "That the following recommendation contained in Community Services Department report CSD-03-148 (Leaf Collection Program for 2003) be deferred and referred to the September 29, 2003 Council meetinq to allow staff an opportunity to obtain definitive answers from the Regional Municipality of Waterloo respecting the Region's proposal (as outlined in correspondence from the Region dated September 18, 2003) to participate with the City in an educational marketing campaign and how the Region's Yard Waste Program may be utilized; and to provide a list of additional dump sites in the City where leaves can be taken for disposal: COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22~ 2003 - 65 - CITY OF KITCHENER 6. CSD-03-148 - 2003 LEAF COLLECTION PROGRAM (CONT'D) 'That the City of Kitchener re-affirm its decision of January 13, 2003 to discontinue 'raking leaves to the street' program; and further, That implementation of a Fall Leaf Collection Program for 2003 be approved that advises City residents not to rake their leaves to the curb with the alternative of taking these leaves to dump sites located throughout the City or composting/mulching the material on their property'." 7. ADJOURNMENT On motion, the meeting adjourned at 6:40 p.m. Janet Billett, AMCT Committee Administrator