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HomeMy WebLinkAboutCommunity Svcs - 2003-12-08COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:53 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, B. Vrbanovic, J. Smola and J. Gazzola. Officials Present: Ms. R. Willms, Ms. N. Voll, Ms. R. Pitfield, Ms. L. MacDonald, Ms. C. Ladd, Ms. J. Billett and Messrs. J. Fielding, F. Pizzuto, K. Baulk, M. Hildebrand, D. Chapman, B. Wilson, G. Stewart and R. Gosse. 1. CSD-03-174 - 2004FOOT CARE SERVICE PROVIDER AGREEMENT RENEWALS BREITHAUPT CENTRE, ROCKWAY CENTRE AND VICTORIA SCHOOL CENTRE REQUEST FOR REDUCTION OF FACILITY RENTAL FEES AND CHARGES The Committee was in receipt of Community Services Department report CSD-03-174, dated November 26, 2003 concerning 2004 Foot Care Service Provider Agreement renewals and recommending a reduction in the City's facility rental fees and charges for use of space. On motion by Mayor C. Zehr - it was resolved: "That the 2004 Foot Care Service Provider agreements for Breithaupt Centre, Rockway Centre and Victoria School Centre be renewed with current providers and approval be granted to reduce the City's Facility Rental Fees and Charges for use of space, as outlined in Community Services Department report CSD-03-174." CSD-03-167 - COMMUNITY PLAYGROUND GRANT FOREST HILL PARK RENEWAL COMMITTEE PLAYGROUND AT FOREST HILL COMMUNITY PARK The Committee was in receipt of Community Services Department report CSD-03-167, dated November 24, 2003 concerning a grant request for construction of a new creative playground. On motion by Mayor C. Zehr - it was resolved: "That the Forest Hill Park Renewal Committee be awarded a one-time community playground grant of $1,500. in 2003 toward installation of new creative playground components to be located within the existing playground at Forest Hill Community Park." CSD-03-173 - 2004 ANNUAL OPERATING GRANTS AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS The Committee was in receipt of Community Services Department report CSD-03-173, dated December 2, 2003 recommending approval of 2004 annual operating grants. In addition, the Committee was in receipt of supplementary reports and background information respecting grant appeals from various organizations. Ms. Renate Willms reviewed the grant process advising that an overall grant increase of 11.2% is proposed in 2004. She advised that the substantial increase over 2003 is directly related to a number of new grant requests, including a significant allocation to the new Children's Museum. She pointed out that no grant increases were recommended unless a specific need was demonstrated. She noted that $23,000. of the $100,000. allocated for 2004 general provision grants is pre-committed, leaving a balance of $77,000. in 2004. Ms. Willms advised that representatives from the following organizations were in attendance to appeal their grant allocations: K-W Performing Arts Association / Theatre & Company; Girl Guides of Canada; Festival of Neighbourhoods; Kitchener-Waterloo Art Gallery; Kitchener-Waterloo Multi-Cultural Festival; eyeG© to the Arts; Kitchener Horticultural Society; and House of Friendship (Chandler- Mowat Community Program and Kingsdale Community Program). COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 -71 - CITY OF KITCHENER The Committee then heard presentations from representatives of organizations wishing to appeal their grant applications. CSD-03-173 - 2004 ANNUAL OPERATING GRANTS AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) Mr. Stuart Scadron-Wattles, Producing Artistic Director and Ms. Christine Wideman, President - Board of Directors, attended on behalf of the K-W Performing Arts Association / Theatre & Company to request an additional $4,200. (in-kind) for parking subsidies for 5 parking spaces, over and above the recommended $2,612. (cash). The delegation advised that its employee / volunteer complement has increased to meet growth demand with a total of 23 persons, many of whom are volunteers and underpaid artists, requiring parking. It was noted that the closest parking available is at the Duke / Ontario Street garage at a cost of $70. per month for each space. The delegation suggested that the City's financial support for parking costs is needed to maintain the quality of programming and volunteer participation. Mr. S. Scadron-Wattles responded to several questions concerning alternate parking locations and the status of the Theatre's educational program. In response to Councillor B. Vrbanovic, Mr. Scadron-Wattles advised that additional funds are not needed for the educational program whereas parking has been clearly identified as a need. Mayor C. Zehr referred to parking subsidies provided to the Children's Museum and Mr. J. Fielding advised that the subsidy was not included in the Museum's annual operating grant. Mr. Fielding agreed to provide Council with information regarding the rationale used in separating the parking subsidy from the Museum's grant prior to the December 15, 2003 Council meeting. On motion, an additional $4,000. (in-kind) to be used for parking was approved for the K-W Performing Arts Association / Theatre & Company. Ms. Susan Thompson, Kitchener Division Commissioner, Girl Guides of Canada, attended to request an additional $3,100. (cash) to hire a lifeguard for a one week summer camp and to reduce fee increases for programming, over and above the recommended $250. (in-kind). Ms. Thompson disagreed with comments in the staff report which suggest the organization provides similar services in competition with City recreational programs. She stated that the organization differs in that they provide long term, continuous programming for youth, many of whom enter at a very early age and continue into adolescence. She also advised that all programming provided is non-profit with no paid positions and the organization is not in a position to further reduce its budget. Ms. Thompson then responded to questions concerning programming and use of the campground facility and status of the work being undertaken regarding installation of a water filtration system. Councillor B. Vrbanovic suggested that it would be more appropriate to provide an additional one time contribution towards the water filtration project. In response to Councillor J. Gazzola, Ms. Thompson advised that approximately half of event rentals are paid to the School Board for use of their facilities. The Committee then entered into a brief discussion related to School Board facility rental charges, commenting on the need to change the educational policy respecting after school use of educational facilities and requested staff to report at the December 15, 2003 Council meeting on how the City may approach this issue with the Province. On motion, an additional one time contribution in 2004 of $2,500. towards installation of a water filtration system was approved for Girl Guides of Canada. Mr. John MacDonald attended on behalf of the Festival of Neighbourhoods to request an additional $11,177. over and above the recommended 2% increase for event promotion and to hire an event co-ordinator. The Committee received this date a copy of a report addressed to the Safe & Healthy Community Advisory Committee (SHCA), dated November 30, 2003. Mr. MacDonald advised that this report would be presented to the Advisory Committee at its January 13, 2004 meeting. He then gave a presentation commenting on the success of the 2003 Festival, which doubled in registrations to 72 neighbourhood initiatives. He spoke of support given by the City and project partners, pointing out that funding previously provided by the K-W Good Neighbours Council will no longer be available as the organization has dissolved. Mr. MacDonald advised that financial contributions from the SHCA Committee and Human Resources Development Canada (HRDC) were used to hire a co-ordinator, part time for 4 COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 - 72 - CITY OF KITCHENER months and a summer student. These positions assisted organizers in planning and charting growth initiatives. He stated that the co-ordinator position is key to achieving the organization's CSD-03-173 - 2004 ANNUAL OPERATING GRANTS AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) goals for growth expansion and stability. Accordingly, he asked that the annual operating grant be increased to $16,000. to accommodate a co-ordinator position for a 10 month period. Mr. MacDonald noted that it is intended this position will eventually be funded privately through corporate donations. In response to questions, Mr. MacDonald advised that without the additional funding event organizers will not be able to continue their outreach program and stated that the City's support is important in obtaining HRDC grant funding. Councillor B. Vrbanovic referred to the report distributed this date intended for presentation to the SHCA Committee and expressed the opinion that the Festival's grant request should be deferred pending consideration of the report by the Advisory Committee. He pointed out that funding could potentially be provided from the Advisory Committee's budget and he also encouraged Mr. MacDonald to pursue additional grant funding from HRDC. On motion, the request from the Festival of Neighbourhoods for a 2004 annual operating grant of $16,000. was deferred and referred to the January 13, 2004 Safe & Healthy Community Advisory Committee meeting. Mr. AIf Bogusky, Director, Mr. Mike Beck, Executive Director and Mr. Tom Mennill, Vice- President, attended on behalf of the Kitchener-Waterloo Art Gallery to request an additional $1,680. over and above the 2% increase for facility rental fees at the Centre in the Square. The delegation advised that the difference requested is minimal and suggested that the City, as the Gallery's largest supporter, should take this opportunity to send a clear signal as to the level of support needed to operate this facility. They requested that the City also consider the Gallery's request for a financial contribution of $300,000. ($100,000. in each of 3 years) towards the organization's Strategic Rejuvenation and Implementation Plan (2003-2005), developed to improve strategic planning for the organization. In response to questions, a brief overview of the initiatives outlined in the Strategic Plan was provided. Mayor C. Zehr commented that a summary of costs related to the Strategic Plan was necessary in order to give full consideration to the request for funding. Participation from the City of Waterloo and the Regional Municipality of Waterloo was discussed and the delegation was urged to approach these municipalities to determine their level of support. Councillor C. Weylie suggested that it would be more appropriate to defer and refer the request pertaining to the Strategic Plan to the 2004 capital budget process. On motion, the request to increase the K-W Art Gallery's 2004 annual operating grant by $1,680. (cash) was approved and the request for $300,000. ($100,000. in each of 3 years) towards the Strategic Rejuvenation and Implementation Plan (2003-2005) was deferred and referred to the 2004 capital budget deliberations. Ms. Jennifer O'Connor and Ms. Lucy Harrison attended on behalf of the Kitchener-Waterloo Multicultural Festival to request that the cash portion of their grant be increased to $5,000. from $1,000. to be used for festival events. Ms. L. Harrison read aloud a letter from Ms. Jeannette Gascho, Vice-President of the Festival Board of Directors, in support of the grant request, in which Ms. Gascho advised that the City's support is critical to meet safety and health guidelines. She also commented that City staff support was divided among a number of festivals. The delegation responded to a number of questions regarding growth of the festival and concerns related to advertising and City staff support. Mr. D. Chapman advised that City staff will be meeting with Festival organizers to review results of the 2003 Festival and to look for ways to improve for next year. On motion, the request for an additional $4,000. (cash) was approved for the Kitchener-Waterloo Multicultural Festival. Ms. Cheryl Ewing, Director of Development and Messrs. Bill Chesney, Chair and Connor Rea, student / actor, attended on behalf of eyeGO to the Arts to request that consideration be given to COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 - 73 - CITY OF KITCHENER granting the organization an annual operating grant of $3,000. for development of a website. Letters of citizen support were distributed to the Committee this date. Mr. Chesney stated that the website is a key component of the organization's outreach program and will require ongoing maintenance to remain an essential communications tool. Mr. C. Rea appealed on behalf of CSD-03-173 - 2004 ANNUAL OPERATING GRANTS AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) youth, commenting that because of this program he has been exposed to the arts and participation among youth continues to grow. In response to questions, Ms. R. Willms clarified that staff are not recommending approval of the grant request as the funds are to be used towards a specific project rather than annual operating costs. Accordingly, she advised that staff are recommending that the group apply for a one-time general provision grant. Several members of the Committee commented on the importance of investing in youth and expressed support for approving the grant request. Mr. Bruce MacNeil attended on behalf of the Kitchener Horticultural Society to request an additional $12,723. over and above the 2% increase to assist with increased hydro and water costs. Mr. MacNeil advised that the Society's budget increases are related to a number of factors, including: relocation and renovation of the Rockway Gardens fountains; increased insurance costs; and salary increases. In response to questions, Mr. MacNeil pointed out that over the past several years the Society has subsidized hydro and water expenses and the organizations 2004 budget is reflective of true costs. He also advised that the Society is working with City staff to find efficiencies in operating the fountains. On motion, the request for an additional $12,723. was approved for the Kitchener Horticultural Society. Ms. Debra Schlichter attended on behalf of the House of Friendship relative to annual operating costs for the Kingsdale Community Program and the Chandler-Mowat Community Program, to request an additional $6,380. for Kingsdale and an additional $5,564. for Chandler-Mowat to cover costs associated with cleaning, staffing and gymnasium rental fees. Ms. Schlichter distributed a document this date showing a comparison between the organization's 2003 allocations, 2004 grant request and City staff recommendations for 2004 allocations. She advised that the House of Friendship operates the 2 portable facilities in partnership with the City and reviewed concerns related to cleaning and staffing expenses. Ms. Schlichter requested that the City consider a review of all similar City facilities and in particular, the Kingsdale and Chandler-Mowat facilities to ensure equitable funding for their operation. She suggested that such a review could become part of the Leisure Facilities Master Plan review. In response to Mayor C. Zehr, Mr. F. Pizzuto agreed to provide Council with a summary of operational costs prior to the December 15, 2003 Council meeting. On motion, the request from the House of Friendship for an additional $6,380. for the Kingsdale Community Program and an additional $5,564. for the Chandler-Mowat Community Program was approved. On motion by Mayor C. Zehr- it was resolved: "That subject to final approval as part of the 2004 Operating budget process, the 2004 annual operating grants, as outlined in Community Services Department report CSD-03- 173, be revised to $1,065,031. from $1,030,119., which incorporates the following recommendations relative to grant appeals lodged by organizations, exclusive of the request of the Festival of Neighbourhoods outlined in Item c): a) That the 2004 annual operating grant for the K-W Performing Arts Association / Theatre & Company be increased to $6,500. ($4,000. in-kind to be used for parking and $2,500. cash) from $2,612. b) That a 2004 annual operating grant of $250. (in-kind) and a one time contribution in 2004 of $2,500. towards installation of a water filtration system, be approved for the Girl Guides of Canada, Kitchener Division.+ COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 - 74 - CITY OF KITCHENER c) 3. CSD-03-173 / That the staff recommendation, outlined in Community Services Department report CSD-03-173, to approve a 2004 annual operating grant of $4,823. for the Festival of Neighbourhoods and the Festival's request to increase their 2004 annual operating grant to $16,000. be deferred and referred for consideration at the January 13, 2004 Safe and Healthy Community Advisory Committee; and further, - 2004 ANNUAL OPERATING GRANTS AND SUPPLEMENTARY REPORTS BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) c) (cont'd) That any recommendation of the Safe and Healthy Community Advisory Committee respecting this grant request be forwarded directly to City Council. d) That the 2004 annual operating grant for the Kitchener-Waterloo Art Gallery be increased to $148,860. ($85,700. cash and $63,160. in-kind) from $147,180. ($84,020. cash and $63,160. in-kind); and further, That the request of the Kitchener-Waterloo Art Gallery asking the City to contribute a total of $300,000. ($100,000. per year over a 3 year period) toward initiatives outlined in the Gallery's Strategic Rejuvenation and Implementation Plan (2003-2005), be deferred and referred to the 2004 Capital Budget deliberations. e) That the 2004 annual operating grant for the Kitchener-Waterloo Multicultural Festival be increased to $32,000. ($27,000. in-kind and $5,000. cash) from $28,000. ($27,000. in-kind and $1,000. cash). f) That a 2004 annual operating grant of $3,000. be approved for eyeGO to the Arts. g) That the 2004 annual operating grant for the Kitchener Horticultural Society be increased to $147,496. from $134,773. h) That the 2004 annual operating grant for the Chandler Mowat Community Program (House of Friendship) be increased to $29,100. from $23,536. i) That the 2004 annual operating grant for the Kingsdale Community Program (House of Friendship) be increased to $37,000. from $30,620." CSD-03-180 - PARTNERSHIP BID WITH THE CITY OF LONDON TO HOST 2006 WORLD JUNIOR HOCKEY CHAMPIONSHIP SPONSORSHIP GRANTS / CERTIFIED GUARANTOR The Committee was in receipt of Community Services Department report CSD-03-180, dated December 1, 2003 concerning a proposal to jointly bid with the City of London to host the 2006 World Junior Hockey Championship. Mr. Keith Baulk attended in support of the staff recommendation and responded to a number of questions concerning risks associated with the guarantor and benefits to be gained if the bid is successful. Mr. Baulk advised that both Cities will act collectively as the certified guarantor with no greater risk to the City of Kitchener. He noted that provision for the $50,000. sponsorship grant will be spread over 2 years beginning in 2005 and should the bid be successful, the City stands to share in 25% of any profit. He stated that the only risk would be in not meeting sponsorship targets; however, he pointed out that the budget has been structured to mitigate such risks through pre-sale of ticket packages. Mr. Baulk indicated that ticket pre-sales have been overwhelmingly successful with just under 8,000 of the 11,000 packages available already pre-committed. On motion by Councillor J. Smola - it was resolved: "That the City of Kitchener support the bid to host the 2006 World Junior Hockey Championship in partnership with the City of London; and, That should the event be awarded to London / Kitchener, the City contribute a sponsorship grant in the amount of $50,000.; and further, COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 - 75 - CITY OF KITCHENER That the City act as a certified guarantor for the event and assume a 15% share of any overall event loss and receive 25% of any profit (capped at $200,000.)." 5. CSD-03-175 - 2003 / 2004 OUTDOOR SOCCER SEASON / BUDD PARK INDOOR SOCCER FACILITY OPERATING BUDGETS AND FEE STRUCTURE The Committee was in receipt of Community Services Department report CSD-03-175, dated November 26, 2003 detailing proposed budgets and fee structures for operation of the 2004 soccer program. The Committee also received this date a detailed budget for operation of the Budd Park Soccer facility. Mr. Mark Hildebrand attended in support of the staff recommendation and responded to several questions concerning rental and registration fees. He also commented on a communications package designed to demonstrate to the community that participants in the Kitchener Soccer program will receive good value for their dollar. Councillor J. Gazzola referred to costs associated with operation of the Budd Park facility in contrast to revenues generated and questioned if organizations should be charged higher rental rates. Mr. J. Fielding advised that staff will review this issue in more detail. On motion by Councillor B. Vrbanovic - it was resolved: "That the budget and fee structure, as outlined in Community Services Department report CSD-03-175, for the operation of the 2004 outdoor soccer season be approved; and further, That the operating budget for the Budd Park indoor soccer facility, as outlined in report CSD- 03-175, be approved." CSD-03-182 - KIWANIS PARK RE: DOGS MEMORANDUM OF UNDERSTANDING / RECOMMENDED SOLUTIONS The Committee was in receipt of CSD-03-182, dated December 2, 2003 outlining details of the public consultation process and resulting solutions recommended to deal with issues of concerns related to dogs being allowed in Kiwanis Park. Mr. Jeff Fielding advised that a minor change is required to the Memorandum of Understanding, attached to report CSD-03-182, to remove the fourth "Concern (Liability) and Identified Solution" in its entirety from page (2 / 3) of the Memorandum. On motion by Councillor J. Smola - it was resolved: "That the Memorandum of Understanding, attached to Community Services Department report CSD-03-182, as amended to delete the fourth "Concern (Liability) and Identified Solution" in its entirety from page (2 / 3) of the Memorandum; and that the solutions provided in report CSD-03-182 concerning dogs in Kiwanis Park; be referred for consideration to the Kiwanis Park Strategic Plan and the Leisure Facility Master Plan." CSD-03-181 - BALL PARK FENCE ADVERTISING The Committee was in receipt of Community Services Department information report CSD-03- 181, dated December 1,2003 outlining details of agreements made with ball organizations to sell fence advertising in Kitchener ball parks. Ms. K. Kugler commented on discussions held with the ball organizations and advised that this opportunity will allow the groups to develop an additional funding source that will assist in keeping their organization healthy. 8. VICTORIA PARK - ICE SKATING COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 8~ 2003 - 76 - CITY OF KITCHENER Councillor G. Lorentz requested staff to comment on the viability of providing ice skating on Victoria Park lake for the 2003 - 2004 winter season. Mr. F. Pizzuto advised that staff are attempting to determine if the winter season will be cold enough to accommodate an ice rink VICTORIA PARK - ICE SKATING (CONT'D) on the lake; however, he pointed out that the most viable solution will be diversion of Schneider Creek. Mr. Pizzuto also advised that boards have been put in place in the Victoria Park commons as an alternative location. CSD-03-176 - 2003-2004 WINTER CONTROL The Committee was in receipt of Community Services Department report CSD-03-176, dated November 28, 2003 outlining details of specific aspects of winter snow control and the direct effects on residents of the municipality. Mr. Brad Wilson attended to provide an overview of the staff report and commented on winter maintenance road classifications, including examples of types and classes of roads; difficulties associated with plowing cul-de-sacs and the training program that will be undertaken with staff to improve procedures; and details of an extensive communications plan designed to educate the public and obtain their co-operation in adhering to on-street winter parking prohibitions to enable effective and efficient snow removal. Mr. Wilson responded to questions, advising that snowfalls in excess of 10 cm (4") would constitute emergency status and additional equipment over and above the City's inventory would be needed to handle snow removal in such cases. In response to Councillor G. Lorentz, Ms. R. Pitfield advised that following the Hydro power outage earlier this year, an emergency communications plan was developed which could be implemented in snow emergencies to provide the community with up-to-date information concerning emergency procedures. Councillor C. Weylie questioned how breakdowns in equipment would affect snow removal and Mr. Wilson advised that breakdowns may cause some delay as there are no spare vehicles available. Mr. F. Pizzuto advised that Facilities Management staff are prepared to work with Operations staff to return disabled equipment back to service as quickly as possible. Councillor G. Lorentz referred to intersections of Class 5 roads with Class 2 roads and questioned what could be done to limit snow residuals across Class 5 roads as Class 2 roads are plowed. Mr. Wilson advised that such situations could be addressed in operational procedures. Mr. J. Fielding stated that he was confident that staff would be able to deliver the service proposed and commended staff for the significant effort they have given toward improving snow removal operations. 10. ADJOURNMENT On motion, the meeting adjourned at 6:30 p.m. Janet Billett, AMCT Committee Administrator