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HomeMy WebLinkAboutComm Svcs - 2004-01-19COMMUNITY SERVICES COMMI'I-FEE MINUTES JANUARY 19~ 2004 CITY OF KITCHENER The Community Services Committee met this date commencing at 4:40 p.m. Present: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, M. Galloway and C. Weylie. Staff: J. Fielding, Chief Administrative Officer P. Houston, General Manager of Financial Services and City Treasurer F. Pizzuto, General Manager of Downtown Development and Community Services S. deMoree, Assistant City Solicitor J. Sheryer, Assistant City Solicitor R. Pitfield, Director of Communications / Marketing K. Baulk, Director or Enterprise S. Adams, Director of Community Services and Programs S. Massell, Supervisor, Kitchener Market M. Hildebrand, Manager of Aquatics and Athletics R. Cyr, Athletics Co-ordinator E. Harris, Arts and Culture Co-ordinator 1. CSD-04-005 - NEW KITCHENER MARKET - VENDOR RECRUITMENT The Committee was in receipt of Community Services Department information report C8D-04- 005, outlining the vendor recruitment process for the Market Shops and Farmers' Market sections or the new Kitchener Market. Ms. S. Massel provided an overview of the recruitment process advising that 8 stands in the Market Shops have now been leased, representing 40% of the vendors required to rill the leaseable space. Ms. Massel provided the names and a brier description of each of the businesses confirmed and introduced several of the business owners who were in attendance this date. It was noted that negotiations are underway with several other businesses and efforts to rill the leaseable space will continue. Two issues of concern, raised during negations, relating to provision of a centralized refrigeration system and air conditioning will be reported on at the February 2, 2004 Communib' Services Committee meeting. Ms. Massel further advised that existing Farmers' Market vendors will choose their stands over the course of 3 consecutive Saturdays in February. Councillor J. Gazzola referred to a subsequent report to be considered this date which recommends that provision of centralized refrigeration for Farmers' Market vendors be discontinued and questioned if existing equipment could be transferred to the new Market for use by Market Shop vendors. Ms. Massel advised that existing equipment is deteriorating and in need or substantial repair. However, Mr. F. Pizzuto agreed that staff should investigate the feasibility of transferring some of the existing equipment that may still be useable. In response to Councillor G. Lorentz, Ms. Massel agreed to arrange a tour of the Market construction site for members of Council. CSD-04-013 INTEREST FREE LOAN AGREEMENTS FARMERS' MARKET VENDORS PURCHASE OF REFRIGERATION EQUIPMENT The Committee was in receipt of Community Services Department report CSD-04-013, dated January 8, 2004 concerning interest tree loan agreements with existing Farmers' Market vendors for purchase of refrigeration equipment. Councillor G. Lorentz advised that Mr. Richard Koller, listed as a delegation on the Committee agenda, was not in attendance this date. Ms. S. Massel advised that the City has historically carried capital and operating costs for provision of refrigeration equipment. She noted that costs to repair and relocate existing equipment to the new market is estimated at $340,000. and the market will have to be closed for 3 to 4 weeks while the work is completed. In addition, annual maintenance costs of $25,000. COMMUNITY SERVICES COMMI'I-FEE MINUTES JANUARY 19~ 2004 - 2 - CITY OF KITCHENER 2. CSD-04-013 INTEREST FREE LOAN AGREEMENTS FARMERS' MARKEr VENDORS PURCHASE OF REFRIGERATION EQUIPMENT (CONT'D) would continue and are expected to increase as equipment ages, with full replacement anticipated within the next 10 years. She advised that taking into consideration the high cost of maintenance, future capital replacement costs and the ability of market vendors to off-set purchases as a business expense, staff are recommending vendors be required to supply their own coolant equipment. To assist with the transition, staff recommend that vendors be offered interest free loans (3 year terms to a maximum of 1,000 / linear foot of cooler purchased) and specified rent free periods in 2004 and 2005. Ms. Massel commented on the savings to be achieved, advising that if the current practice continues it will cost the City in excess of $1 M over the next 10 years whereas the new arrangement is estimated to have a total cost of $187,800. On motion by Councillor J. Smola- it was resolved: "That the City of Kitchener provide interest free loans to current Farmers' Market vendors for the purchase of refrigeration equipment to be used at Your New Kitchener Market; and, That loan agreements be developed subject to the satisfaction of the City Solicitor; and further, That the City provide a further subsidy of 3 months free rent for each current refrigeration vendor for the period January 1 - March 31, 2005." 3. CSD-04-007 - 2004 ARTS & CULTURE ACTIVITIES - UPDATE Due to time constraints, it was agreed that this item be deferred to the February 2, 2004 Community Services Committee meeting. CSD-04-011 - AFFILIATED MINOR SPORT GROUPS - REMOVAL OF KITCHENER MINOR SOCCER INC. The Committee was in receipt of Community Services Department report CSD-04-011, dated January 12, 2004 concerning the status of Kitchener Minor Soccer Inc. and outlining plans for the 2004 summer soccer program. Mr. M. Hildebrand advised that Kitchener Minor Soccer Inc. has ceased to operate and accordingly, staff recommend that the name of the group be removed from the City's liability insurance policy and affiliation status of the group also be removed. Mr. M. Hildebrand confirmed that all participants of the summer soccer program will be covered under the City's insurance policy. Councillor J. Gazzola questioned why this is not the practice for all sport groups. Ms. S. deMoree pointed out that coverage of all groups has not been pursued because of liability issues given the majority run independently, with no municipal control over their operations. Mr. J. Fielding advised that staff would further investigate the feasibility of including all groups under the City's policy and report back at a later date. On motion by Councillor C. Weylie - it was resolved: "That the name 'Kitchener Minor Soccer Inc.' be removed from the list of approved minor sport organizations named as insured on the City's Minor Sport Liability Insurance Policy; and further, That Kitchener Minor Soccer Inc. be removed as an Affiliated Minor Sport Group." COMMUNITY SERVICES COMMI'I-FEE MINUTES JANUARY 19~ 2004 - 3 - CITY OF KITCHENER 5. CSD-04-009 - 2004 ANNUAL MINOR SPORT GRANTS The Committee was in receipt of Community Services Department report CSD-04-009, dated January 9, 2004 concerning allocation of the 2004 Annual Minor Sport Grants. Mr. R. Cyr advised that allocations for minor sport groups total $569,602. representing an overall grant increase of 2% in 2004, with funding disbursements based on criteria and process adopted by Council in 2003. In addition, he outlined requests from 2 new groups (Special Olympics and SWO Ball Hockey) and advised that it is intended to accommodate these requests from the Minor Sport Discretionary Account. Mr. Hildebrand pointed out that grant approval for certain groups has been made conditional on specified conditions being satisfied. Councillor C. Weylie requested that consideration be given to having either Council or City staff represented on the Executive or Board of any group that receives a large proportion of grant funding. Mr. F. Pizzuto agreed to report back on this issue, noting that it would require a change in policy. In response to questions from Councillor M. Galloway, Mr. R. Cyr advised that financial statements had been received from most groups and all received were reviewed by City staff. Mr. F. Pizzuto reiterated that certain groups who have either not submitted required information or do not meet certain criteria will not receive grant funding until such time as they meet these conditions. Councillor Galloway raised concerns that minor hockey, being the largest organization, is not recommended to receive a 2% increase. Mr. M. Hildebrand advised that current policy is designed to achieve equity among group recipients and is based on a 20% benchmark. He advised that minor hockey exceeds the target amount and accordingly, their grant allocation has been frozen at their previous allocation. Councillor G. Lorentz noted that pending review by a Hockey Financial Task Force, a subsequent report respecting the financial status of minor hockey is to come forward at a future date and suggested the Committee delay consideration of additional funding until such time as the report is received. On motion by Councillor J. Smola- it was resolved: "That the 2004 Annual Minor Sport Grants, as outlined in Community Services Department report CSD-04-009, be approved to respective minor sport groups in the amount of $569,602., representing a 2% increase over the 2003 budget." 6. ADJOURNMENT On motion, the meeting adjourned at 5:20 p.m. Janet Billett, AMCT Committee Administrator