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HomeMy WebLinkAbout2013-03-18 COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 CITY OF KITCHENER The Community and Infrastructure Services Committee met this date, commencing at 2:52 p.m. Present: Councillor K. Galloway-Sealock - Chair Mayor C. Zehr and Councillors J. Gazzola, D. Glenn-Graham, B. Ioannidis, Z. Janecki, Y. Fernandes, S. Davey, B. Vrbanovic, F. Etherington and P. Singh. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance and Corporate Services M. May, Deputy CAO, Community Services J. Witmer, Interim Deputy CAO, Infrastructure Services R. Regier, Executive Director, Economic Development L. Johnston, Director of Communications K. Woodcock, Manager, Service Coordination and Improvement S. DiDonato, Manager, Arts and Culture J. Young, Manager, Special Events R. Willms, Supervisor of Administration, Community Services B. Cheyne, Supervisor of Athletics A. Mick, Utilities Water Engineer C. Goodeve, Committee Administrator CSD-13-022 - LIMITING DISTANCE AGREEMENT 1. - 244 RIVER BIRCH STREET The Committee considered Community Services Department report CSD-13-022, dated March 5, 2013 recommending approval of a limiting distance agreement to permit the construction of a single family home at 244 River Birch Street. On motion by Councillor P. Singh - it was resolved: “That the Mayor and Clerk be authorized to execute a limiting distance agreement with the registered owner(s) of Lot 49, Registered Plan 58M-422, known as 244 River Birch Street, pursuant to Section 9.10.15.2.(4) of the Building Code; said agreement to permit a single family home with the limiting distance for the exposing building face being measured to a point beyond the property line on the adjacent property, Block 56 Registered Plan 58M-422, known as 900 River Birch Court (City of Kitchener pumping station), to the satisfaction of the City Solicitor.” CSD-13-020 - AMENDMENT TO COUNCIL POLICY I-445 2. - HOT AIR BALLOONS ON CITY PROPERTY The Committee considered Community Services Department report CSD-13-020, dated February 25, 2013 recommending an amendment to Council Policy I-445 (Hot Air Balloons - On City Property) regarding the issuance of the required letter of permission. On motion by Councillor P. Singh - it was resolved: “That Section 2 of Council Policy I-445 (Hot Air Balloons - On City Property) be amended to indicate that the required letter of permission be provided by the Director of Operations or designate, rather than the General Manager of Community Services or designate, as outlined in Community Services Department report CSD-13-020.” INS-13-024 - REGION OF WATERLOO AND CITY OF WATERLOO DRINKING WATER 3. 2012 SUMMARY REPORTS The Committee considered Infrastructure Services Department report INS-13-024, dated March 5, 2013 regarding the Region of Waterloo and City of Waterloo 2012 Drinking Water Summary Reports. On motion by Councillor P. Singh - it was resolved: COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 21 - CITY OF KITCHENER INS-13-024 - REGION OF WATERLOO AND CITY OF WATERLOO DRINKING WATER 3. 2012 SUMMARY REPORTS (CONT’D) “That the 2012 City of Waterloo Drinking Water Summary Report be received for information as required by O.Reg170/03 Schedule 22 of the Safe Drinking Water Act; and further, That the six 2012 Region of Waterloo Annual Water Quality Reports (Strange Street Well Supply System, Well K34, Mannheim Water Treatment Plant and Pumping Station, Greenbrook Well Supply System, Woolners Well Supply and the Parkway Well Supply System) be received for information as required by O.Reg170/03 Schedule 22 of the Safe Drinking Water Act.” CAO-13-005 - COMMISSION AGREEMENT - 2012 ARTIST IN RESIDENCE 4. The Committee considered Chief Administrator’s Office report CAO-13-005, dated January 16, 2013 regarding the 2012 Artist in Residence Commission Agreement. In addition, the Committee was in receipt this date of a document entitled “The People’s Museum [of Kitchener] 2012 and Other Projects”, which gives an overview of the works by Jefferson Campbell-Cooper. Ms. S. DiDonato reviewed the report and introduced Jefferson Campbell- Cooper who was the City’s 2012 Artist in Residence. Mr. J. Campbell-Cooper presented the “The People’s Museum of Kitchener” project, which he undertook as part of his year-long Artist in Residence program. He indicated that the work consists of a large and detailed map of the Kitchener area that was on display in the City Hall ARTSPACE in March, September and October 2012. He stated that during that time visitors were invited to add updates and changes including their travel routes, landmarks, spots of historical significance, and points of personal interest. He added that the goal of the project was to create an open dialogue between artist and community that reflected the local landscape through mapping. He noted that this was achieved by having participants share their stories, mapping their memories, and contributing drawings. He advised that the map was intended to be installed as a mural at the Breithaupt Community Centre, which has a second floor mezzanine space that will enable people to view the work up close. In response to questions, Mr. Campbell-Cooper advised that prior to installation he will need to clean and apply a sealant to protect the work from graffiti and UV light. He commented that in 2010, he undertook the installation of a similar panel style work at that Country Hills Community Centre and is therefore familiar with the process that will need to be followed to install the subject work at the Breithaupt Community Centre. He stated that while it is intended that this would be on permanent display at the Breithaupt Community Centre, it would be possible to reinstall the map at another location in the future. He confirmed that the map is meant to reflect a specific moment in time when he was the City’s Artist in Residence. On motion by Councillor D. Glenn-Graham - it was resolved: “That the commissioning and installation of art work by the City’s 2012 Artist in Residence, Jefferson Campbell-Cooper be approved; and further, That the Mayor and Clerk be authorized to execute the Artist in Residence 2012 Commission Agreement with Jefferson Campbell-Cooper in a form satisfactory to the City Solicitor, such agreement encompassing the terms set out in Chief Administrator’s Office report CAO-13-005.” CSD-13-023 - TRAVEL ASSISTANCE GRANT REQUEST 5. - HERITAGE GREEN BLIND LAWN BOWLERS The Committee considered Community Services Department report CSD-13-023, dated March 4, 2013 recommending that the request from the Heritage Green Blind Lawn Bowlers for a $1,000. Travel Assistance Grant be refused. Ms. Vivian Berkeley, Heritage Green Blind Lawn Bowlers addressed the Committee in opposition to the recommendation contained in Report CSD-13-023, advising that the intent of COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 22 - CITY OF KITCHENER CSD-13-023 - TRAVEL ASSISTANCE GRANT REQUEST 5. - HERITAGE GREEN BLIND LAWN BOWLERS (CONT’D) the requested grant was to assist her organization with attending the International Blind Bowls Association World Championship in Worthing, England in July 2013. She indicated that to date, her group has raised $4,500. toward attending the World Championship, adding that typically each bowler pays the majority of their own travel expenses. She noted that they also have to cover the costs for their coaches to attend the event. A motion was brought forward by Councillor B. Vrbanovic to approve a Travel Assistance Grant in the amount of $1,000. to the Heritage Green Blind Lawn Bowlers. Several members acknowledged that while the staff recommendation was procedurally correct in that Travel Assistance Grants are intended for youth under the age of 18, they would support the grant allocation proposed by Councillor Vrbanovic. On motion by Councillor B. Vrbanovic - it was resolved: “That a travel assistance grant in the amount of $1,000., be approved to the Heritage Green Blind Lawn Bowlers to attend the International Blind Bowls Association World Championship in Worthing, England, in July 2013.” CSD-13-021 - 2013 COMMUNITY GRANTS TIER 2 6. The Committee considered Community Services Department report CSD-13-021, dated March 6, 2013 recommending the 2013 Community Grants Tier 2. Ms. K. Woodcock reviewed the report, noting that three organizations had registered to appeal the allocation being recommended by the Tier 2 Grant Peer Review Committee. Ms. Janice Lee, Kitchener-Waterloo Poetry Slam addressed the Committee in support of staff’s recommendation. She spoke to the growth of her organization, noting that this past year they sent a team to the National Poetry Slam held in Saskatoon, Saskatchewan. She then reviewed a sample of her poetry and invited all members to attend a future Poetry Slam event. In response to questions, Ms. Lee acknowledged that the recommended allocation is less than what her organization requested; however, this would be accommodated by reducing the frequency of events. She confirmed that while Kitchener-Waterloo Poetry Slam receives funding from the Region of Waterloo, it does not receive a grant from the City of Waterloo. She noted that the City of Waterloo does not allocate grant funding to unincorporated organizations. On motion by Councillor B. Vrbanovic - it was resolved: “That a 2013 Community Grant Tier 2 in the amount of $3,000. ($2,400. cash; $600. in- kind) be approved to the Kitchener-Waterloo Poetry Slam.” Ms. Isabel Cisterna, Neruda Productions addressed the Committee in opposition to the recommended allocation of only $7,000. ($4,000. cash; $3,000. in-kind), which was lower than the requested grant of $22,000. ($18,000. cash and $4,000. in-kind). She stated that the requested funding was intended to be applied towards the KW LatinFest in Waterloo’s Public Square, Show the World Concert Series and the inaugural production of the Aboriginal and World Music Festival. She acknowledged that she did not apply for a grant in 2012 due to a personal matter which required her to be out of the country when applications were to be submitted. She noted prior to the conversion to the new Tiered Community Grants program, Neruda Productions would receive funding through the City’s Tapestry Program. In response to questions, Ms. Cisterna advised that her organization’s budget has increased to keep pace with their expanded programing. She acknowledged that the projected artist fees have increased from $28,000. in 2012 to an estimated $58,000. in 2013, which relates to booking more international artists. She estimated the total costs for the Aboriginal and World COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 23 - CITY OF KITCHENER CSD-13-021 - 2013 COMMUNITY GRANTS TIER 2 (CONT’D) 6. Music Festival at approximately $121,000. and the KW LatinFest at $50,000. She noted that sponsorship funding has been obtained from RE/MAX Brokerage, Scotia Bank as well as Toyota for both of those events. She advised that in the past Neruda Productions received between $5,000. to $8,000. annually from the City’s Tapestry Program. She noted that due to the change in how the Community Grants were administered, her organization did not qualify for operating funding through the Tier 1 Grant program. She confirmed that Neruda Productions has not received funding from the Creative Enterprise Organization. She further confirmed that in 2011, Council agreed to increase their grant from $6,000. to $12,000., adding that she had intended to apply for a grant of $12,000. in 2012. She commented that the budget circulated with her application incorrectly shows the City of Waterloo providing a grant of $16,000., noting that this should read $14,000. She pointed out that Waterloo also agreed to provide an annual operating grant of $4,000. from now until 2018. She advised that while the KW LatinFest is being held in Waterloo’s Public Square, Kitchener residents attend the event. She noted that approximately 80% of the programming offered by Neruda Productions is held in the City of Kitchener. She commented that if they received a reduced amount of grant funding, she would still persevere to provide the same calibre of festivals. Questions were raised with respect to how the respective funding would be allocated between the various festivals. Ms. Cisterna commented that she was unaware that the City considered the requested $4,000. of in-kind services as being equivalent to cash, noting she was under the impression that the requested funding allocation only reflected the $18,000. cash grant. She stated that of that $18,000., it was anticipated that $6,000. would be allocated to the Aboriginal and World Music Festival, $8,000. to the Show the World Concert Series and $4,000. to the KW LatinFest. Questions were raised as to the capacity within the City’s Tapestry Program to accommodate a portion of Neruda Productions’ requested grant funding. Mr. J. Young advised that previously, Tapestry Program funding was only allocated to events held each June, which included those held by Neruda Productions. He stated that the Program has since been expanded to cover events held throughout the year; thereby limiting the amount of available funding. He added that while it might be possible to accommodate some of the grant to Neruda Productions, this would most likely have to come from funds that are already committed to another group. He confirmed that in previous years, Neruda Productions received approximately $7,000. to $8,000. annually from the Tapestry Program. A motion was brought forward by Councillor D. Glenn-Graham to increase the 2013 Community Grant Tier 2 to Neruda Productions for Arts, Culture and Community from $7,000. ($4,000. cash; $3,000. in-kind) to $15,000. ($11,000. cash; $4,000. in-kind). Councillor J. Gazzola indicated that while he agreed with allocating additional funding to Neruda Productions, he was not prepared to support the amount recommended by Councillor Glenn-Graham. He stated that should Councillor Glenn-Graham’s motion fail, he would bring forward a motion recommending a grant in the amount of $12,000. Councillor S. Davey expressed concern with the precedent that could be set by allocating additional funding to each group that appears as a delegation. He stated that he would be inclined to support the grant amount proposed by Councillor Gazzola, but would be interested in seeing if the additional funds could be derived from a source other than the Tier 2 Community Grants. Councillor B. Vrbanovic brought forward an amendment to Councillor Glenn-Graham’s motion, which was accepted as friendly, to direct staff to investigate whether a portion of the grant proposed for Neruda Productions could be funded through the Special Events budget. Carried The following motion was then voted on and on a recorded vote with Mayor C. Zehr and Councillors D. Glenn-Graham, B. Ioannidis, F. Etherington, P. Singh, B. Vrbanovic and Y. Fernandes voting in favour; and Councillors, Z. Janecki, K. Galloway-Sealock, S. Davey and J. Gazzola voting in opposition. On motion by Councillor D. Glenn-Graham - it was resolved: COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 24 - CITY OF KITCHENER CSD-13-021 - 2013 COMMUNITY GRANTS TIER 2 (CONT’D) 6. “That the 2013 Community Grant Tier 2 to Neruda Productions for Arts, Culture and Community be increased from $7,000. ($4,000. cash; $3,000. in-kind) to $15,000. ($11,000. cash; $4,000. in-kind); and, That staff be directed to investigate whether a portion of the 2013 Community Grant being awarded to Neruda Productions for Arts, Culture and Community could be funded through the Special Events budget.” It was noted that Mr. Rick Bond was listed on the agenda to address the Committee with respect to the Tier 2 Community Grant allocation to the Waterloo Chamber Players; however, he was no longer in attendance at the meeting. Ms. Shirley Gosselin, Cherry Park Neighbourhood Association addressed the Committee in opposition to her group’s recommended Tier 2 Community Grant in the amount of $7,000. ($6,000. cash; $1,000. in-kind - printing services / permit and rental fees). She stated that in 2012, the Cherry Park Neighbourhood Association received a grant of $9,888. ($8,888 cash; $1,000 in-kind) for the Cherry Festival, noting that this was only after making an appeal to Council. She indicated that for 2013, her group requested a grant of $15,000., which was intended to cover costs associated with increased entertainment, rides / inflatables for children and for additional canopies for the eating area / stage. She commented that if they did not receive the requested grant amount, then they would have to hold a scaled down event; thereby increasing the amount of time before the Cherry Festival is self-sustaining. Questions were raised as to whether the budget submitted by the Cherry Park Neighbourhood Association included the various permit fees that were waived / reduced in 2012. Ms. R. Willms advised that as part of the application process, all groups are requested to submit a complete budget of all expenses. She stated that this is then used when considering the amount of in-kind and cash grants that are potentially allocated to that group. She added that in 2012, the $907. Park Permit fee was waived and the Temporary Retail Market Licence fee was reduced from $482. to $48.20. She noted that this information was not conveyed in the Festival’s budget. Ms. Gosselin responded that it was the position of the Cherry Park Neighbourhood Association that the Temporary Retail Market Licence fee is not applicable to the Cherry Festival, as the policy governing that fee indicates that it only applies to indoor events. She stated that last year, Council agreed to charge the charitable event rate for that fee, which was only 10% of the regular rate. She commented that the Cherry Park Neighbourhood Association decided to pay the $48. fee, as opposed to challenging it in court. She noted that those fees were not reflected in the budget they submitted for 2012, as that was the first year they were levied against the Festival. In response to further questions, Ms. Gosselin acknowledged that the 2012 Festival achieved a surplus of approximately $3,757., which is reflected for when the surplus from 2011 is brought forward and applied to 2012. She estimated the attendance at last year’s Festival at between 2600 to 2800 people, noting the difficulty they have in obtaining an exact amount due to the number of entrances into the park. Mayor C. Zehr referred to the comparison circulated with the staff report outlining the attendance numbers for events similar to the Cherry Festival that also received Tier 2 Community Grant funding. He commented that based on the recommended 2013 grant, the support that would be provided to the Cherry Festival is approximately $2.50 per participant; comparatively, the Latitudes Storytelling Festival receives $4.55, while the KOI Music Festival is allocated $0.55 per participant. He commented that in reviewing the comparisons, the amounts seem to vary greatly between each group. He requested that staff report back to a future Community and Infrastructure Services Committee meeting on the possibility of establishing a funding per participant formula that could be applied when allocating Community Grants. Questions were raised as to whether groups are able to carry forward profits into future years as a means of growing their events. Ms. Willms advised that with the limited amount of COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 25 - CITY OF KITCHENER CSD-13-021 - 2013 COMMUNITY GRANTS TIER 2 (CONT’D) 6. funding available in Tier 2, it is difficult to accommodate growth. She stated that as groups move from Tier 2 into Tier 1, their grant funding moves with them; thereby reducing the overall amount of funding that is available for allocation the other groups in Tier 2. She added that if a group makes a profit, then this should be applied to the future growth of that event. She noted that groups that have identified an interest in expanding their events are often encouraged to pursue sponsorship opportunities. She acknowledged that any group that makes a significant profit, which is rare, may have their grant amount reduced in future years. A motion was brought forward by Councillor F. Etherington to increase the 2013 Tier 2 Community Grant to the Cherry Park Neighbourhood Association from $7,000. ($6,000. cash; $1,000. in-kind - printing services / permit and rental fees) to $10,382. ($8,000. cash; $1,936. in-kind for printing / Park Permit and rental fees; and, the Temporary Retail Market Licence fee being reduced from $496. to $49.60). Carried The following motion was then voted on and on a recorded vote with Mayor C. Zehr and Councillors D. Glenn-Graham, J. Gazzola, Z. Janecki, F. Etherington, P. Singh, B. Vrbanovic and Y. Fernandes voting in favour; and Councillors K. Galloway-Sealock, S. Davey and B. Ioannidis voting in opposition. On motion by Councillor F. Etherington - it was resolved: “That the 2013 Community Grant Tier 2 to the Cherry Park Neighbourhood Association (Cherry Festival) be increased from $7,000. ($6,000. cash; $1,000. in-kind - printing services / permit and rental fees) to $10,382. ($8,000. cash; $1,936. in-kind for printing / Park Permit and rental fees; and, the Temporary Retail Market Licence fee be reduced from $496. to $49.60).” Councillor J. Gazzola questioned why a grant of $5,000. was being recommended for the Centreville-Chicopee Community Association COPS Program, as it represents an increase of approximately 25% over previous years. Councillor B. Vrbanovic advised that the COPS Program provides assistance to at risk youths and there has been a desire to expand it to other Community Centres. Councillor Gazzola requested that further details be provided of the COPS Program prior to the March 25, 2013 Council meeting. Questions were raised as to what was included in the $10,500. grant recommended for the LINK Picnic Festival. Ms. Willms advised that LINK Picnic is a two day African / Caribbean Festival that is held in Victoria Park. She noted that the funding covers in-kind costs incurred by the City related to the provision of toilets facilities, a stage, equipment, venue etc. that are used by the Festival. Councillor Gazzola asked for more information to be provided on the LINK Picnic Festival prior to the March 25, 2013 Council meeting. In response to questions regarding the grant funding recommended for the Strong Start Charitable Foundation, Ms. Woodcock advised that they are a not-for-profit group that offers before school programs through educational facilities. She noted that Strong Start provides services that are outside of the standard school curriculum and agreed to provide additional information on this organization prior to the March 25, 2013 Council meeting. Councillor Gazzola questioned if the services provided by The Dwelling Place were similar to those provided by other groups in Waterloo Region that offer English as a Second Language (ESL) programs. Ms. Woodcock acknowledged that while The Dwelling Place provides assistance to new Canadians to learn English, their services go beyond what is typically offered as it provided within the framework of the overall community. She agreed to provide further information on this group prior to the March 25, 2013 Council meeting. COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 26 - CITY OF KITCHENER CSD-13-021 - 2013 COMMUNITY GRANTS TIER 2 (CONT’D) 6. Councillor Y. Fernandes requested clarification on the Waterloo County Rugby Football Club and the provision of their programming during school hours. Mr. B. Cheyne advised that the timing associated with the ‘learn to play program’ offered by the Club was based on when they had access to the students. He stated that the program was developed in partnership with the University of Waterloo’s Kinesiology Department, who provide the volunteers for this youth development opportunity. He added that the program also extends beyond the school year, with a year-end tournament in the summer. He noted that this brings the students together outside of the school in an effort to develop awareness of the sport and the program. Additional clarification was requested regarding the Pat The Dog Playwright Centre, and Ms. Woodcock advised that they are one of only ten playwright development centres in Canada. She stated that they serve as an incubator of new ideas and methods for theatrical creation. She added that they work closely with theatrical production companies and have over 200 members from across the Province; which include several award winning and Governor General Award recipient playwrights. In response to further questions, Ms. Willms confirmed that where possible, duplication of services and redundancy is taken into consideration when the grant applications are being evaluated. On motion by Mayor C. Zehr - it was resolved: referred to the “That consideration of the following 2013 Community Grants Tier 2 be March 25, 2013 Council meeting to allow time for staff to provide additional information: $5,000; Centreville-Chicopee Community Association (COPS Program) $10,500 (in-kind); LINK Picnic Festival $3,750; Pat The Dog Playwright Centre $5,000; Strong Start Charitable Foundation $5,500; and, The Dwelling Place $4,000.” Waterloo County Rugby Football Club INS-13-008 - DRINKING WATER QUALITY MANAGEMENT STANDARD 7. - 2012 MANAGEMENT REVIEW SUMMARY The Committee considered Infrastructure Services Department report INS-13-008, dated March 12, 2013 regarding the 2012 management review summary of the Drinking Water Quality Management Standards. Ms. A. Mick reviewed the report, advising that pursuant to the Safe Drinking Water Act Drinking Water Quality Management Standard (DWQMS), a report must be provided annually on the results of the management review, the identified deficiencies, decisions and action items for the water utility. She indicated that water utility staff are continuing to learn the various capabilities of using the CityWorks system, noting that it may provide opportunities in the future to add efficiencies related to direct data correction/entry for assets. In response to questions, Ms. Mick spoke to the concerns raised in the staff report related to the CityWorks system, advising that it does not have all the inspection and data entry functionality required to support the DWQMS maintenance programs. She stated that what is missing in the CityWorks system is the ability for staff to enter and updates data while in the field. She commented that being able to remotely access and updates all of the information pertaining to a valve or hydrant would allow for the better use of staff time and reduce duplication of work. She added that it would allow staff to have the most up-to-date maintenance information, which would improve their ability to respond to situations, such as a watermain break. Mr. J. Witmer responded further acknowledging that currently there is not a system in place that allows for in-field data entry. He stated that at present staff working at a particular site COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2013 - 27 - CITY OF KITCHENER INS-13-008 - DRINKING WATER QUALITY MANAGEMENT STANDARD 7. - 2012 MANAGEMENT REVIEW SUMMARY (CONT’D) would need to record information on a work order form and provide it to administrative staff, who would then enter it into CityWorks. He noted that staff are currently developing a mobile technology strategy, which will hopefully address some of the identified data entry issues. ADJOURNMENT 8. On motion, the meeting adjourned at 5:28 p.m. C. Goodeve Committee Administrator