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HomeMy WebLinkAboutComm Svcs - 2004-02-16COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 16~ 2004 CITY OF KITCHENER The Community Services Committee met this date commencing at 5:10 p.m. Present: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, J. Gazzola, M. Galloway and C. Weylie. Staff: G. Sosnoski, Acting Chief Administrative Officer and General Manager of Corporate Services & City Clerk P. Houston, General Manager of Financial Services & City Treasurer F. Pizzuto, General Manager of Downtown Development & Community Services G. Stewart, General Manager of Development and Technical Services C. Ladd, General Manager of Strategic Services S. deMoree, Assistant City Solicitor K. Baulk, Director of Enterprise L. Eckel-Braun, Manager of Cemeteries K. Currier, Director of Operations M. Hildebrand, Manager of Aquatics & Athletics B. Wilson, Manager of Maintenance J. Billett, Committee Administrator CSD-04-028 - REQUEST TO HIRE CONSULTANT - STRATEGIC BUSINESS PLAN FOR CEMETERY OPERATION The Committee was in receipt of Community Services Department report CSD-04-028 (L. Eckel- Braun) dated February 9, 2004 recommending hiring of a consultant to undertake a strategic business plan for the City's cemetery operation. Ms. L. EckeI-Braun attended in support of the staff recommendation, advising that the City currently owns and operates 6 cemeteries, 2 mausoleums and 1 crematorium. She pointed out that steps have been taken to reduce an existing operational deficit from a high of $336,000. in 2000 to $157,000. in 2003 and it is intended to continue to pursue initiatives to further reduce the deficit. She noted that legislation is pending that will permit a funeral home to be operated on Cemetery lands and staff are of the opinion that timing is critical to strategically position cemetery operation for the future. Accordingly, she advised that staff is recommending a consultant be retained to develop a comprehensive plan, with business cases and recommendations, pertaining to the following options: · sell all or part of the cemetery operation; · continue the present operation as is; · continue the present operation and provide other revenue producing services (ie. monument sales; mausoleum development; visitation centre and / or funeral home). Ms. EckeI-Braun also advised that the consultant would be asked to review the potential to expand Woodland Cemetery into a portion of the adjacent Idlewood Park and similarly, develop a business case regarding a long term land acquisition strategy for future expansion of the Williamsburg Cemetery. She concluded that an opportunity is being presented to take the Cemetery operation in many different directions and accordingly, a full review of operations by a consultant is requested. Councillor J. Gazzola suggested that quotes should be obtained from prospective consultants rather than providing a cost estimate within the staff report. Mayor C. Zehr agreed and suggested that cost estimates should be provided separately so that a benchmark is not pre- determined for purposes of the Request for Proposal (RFP). He requested that staff review the policy respecting RFP's concerning this issue. Mayor Zehr also suggested that staff provide additional information for consideration during the 2004 budget process respecting the budgeted amounts for the cemetery operation in each of 2001, 2002 and 2003; the actual expenditures in each year; and what remains in the budget for 2004. Mayor C. Zehr suggested that the RFP should include details of the impending legislation to avoid having to re-tender when it is introduced and Ms. EckeI-Braun agreed; however, she pointed out that the legislation affects only a small part of what is proposed. Mayor Zehr stated that he was not in support of starting a new business, such as a funeral home, that would be in COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 16~ 2004 - 9 - CITY OF KITCHENER 1. CSD-04-028 - REQUEST TO HIRE CONSULTANT - STRATEGIC BUSINESS PLAN FOR CEMETERY OPERATION (CONT'D) competition with the private sector. Ms. EckeI-Braun expressed the opinion that there is an opportunity to enter into business and create partnerships to strengthen the cemetery operation. Mr. K. Baulk added that a process for dialogue with the local funeral industry could be added to the Terms of Reference of the RFP. On motion by Mayor C. Zehr- it was resolved: "That staff engage a consultant to undertake a strategic business plan for the City's Cemetery operation, as outlined in Community Services Department report CSD-04- 028." CSD-04-025 - 2004 LEAF COLLECTION PROGRAM The Committee was in receipt of Corporate Services Department report CRPS-04-25 (K. Currier) dated February 6, 2004 outlining details of the 2003 Leaf Collection Program and plans for 2004. Mr. K. Currier advised that in 2003 the City made a decision not to allow raking of the leaves to the curb for reasons of safety and to alleviate problems associated with road drainage. He noted that as a result, the Region of Waterloo advised that they would no longer support bagged leaf pick-up in the municipality. As a result of negotiations the City agreed to contribute to the Regional Yard Waste Program to ensure continued pick-up of bagged leaves. He stated that City staff want to enter into a discussion with the Region with respect to the issue of bagged leaf pick-up to ensure that it is carried on in a cost effective manner. Mr. Currier advised that residents were provided with a number of options for leaf disposal including composting, mulching and the ability to take leaves to one of 12 drop-off sites throughout the City. He commented that use of the disposal sites has increased; however, evaluation of locations will continue as some were under utilized while others such as the Auditorium complex were over used. A summary of expenditures for 2002 and 2003 was provided, as well as a projected budget of $347,000. in 2004, which includes $115,000. for bagged leaf pick-up by the Region. Mr. Currier advised that staff are recommending that the program continue in 2004 in the same format as 2003 and that communication continue to be provided to educate the public with respect to alternatives for leaf disposal. The Committee then entered into discussion during which staff were requested to report to the February 23, 2004 Council meeting on the following issues: · comparison of programs between the Cities of Waterloo, Cambridge and Kitchener; · potential to implement scheduling options for curbside leaf pick-up; · cost break down of the 2003 program, including the expenditures for; education / communication package, collection, debagging and Regional bagged leaf pick-up; · cost estimate relative to provision of a kraft paper bag program; previous years cost for leaf pick-up programs where leaves were raked to the curbside; options to increase locations of disposal sites (particularly in Ward 6) Mayor C. Zehr raised concerns with the wording of the first clause of the recommendation, as contained in the staff report, as it appears to infer that the City will provide curbside leaf pick-up. Mr. Currier stated that the clause is in reference to heavily treed areas where the City continues to monitor and pick-up leaves if it is considered to be a safety hazard. Mr. F. Pizzuto suggested that the first clause could be eliminated and the remainder of the recommendation still retain the intent to continue the program without curbside leaf pick-up. On motion by Mayor C. Zehr - it was resolved: "That staff be directed to engage in discussions with the Regional Municipality of Waterloo to ensure leaves bagged in kraft paper bags are part of their annual Yard Waste Program and are picked up in a cost effective manner; and further, COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 16~ 2004 -10- CITY OF KITCHENER 2. CSD-04-025 - 2004 LEAF COLLECTION PROGRAM (CONT'D) That staff be directed to not change the Leaf Collection Program from 2003 and to communicate this to Kitchener residents, with a communications strategy to be developed for implementation in the Fall of 2004." 3. ROAD MAINTENANCE - POT HOLES Councillor C. Weylie advised that she was receiving a number of resident complaints respecting the condition of roads and the number of pot holes that have developed as a result of winter conditions. Mr. K. Currier advised that staff are actively monitoring road conditions and calls respecting problem areas should be directed to him. Councillor G. Lorentz suggested that a public e-mail address be established to assist the public in reporting problem areas and Mr. Currier agreed to pursue this option. 4. CSD-04-027 - KITCHENER YOUTH SOCCER UPDATE The Committee was in receipt of Community Services Department information report CSD-04- 027 (M. Hildebrand) dated February 6, 2004 outlining details of the 2004 summer soccer program. Mr. M. Hildebrand responded to questions advising that while registration is slightly below target at this time, marketing of the program is to intensify over the next 2 weeks. In response to Councillor G. Lorentz, Mr. Hildebrand agreed to consider visiting schools to promote the program. Councillor J. Gazzola referred to the proposed establishment of a Kitchener Youth Soccer Advisory Board and Mr. Hildebrand advised that appointments would be considered by City staff, together with a representative of the Ontario Soccer Association and a representative of the community. Mr. F. Pizzuto added that the appointments would be brought forward for ratification by City Council. 5. CSD-04-026 - STATUS OF 2004 WINTER MAINTENANCE EXPENDITURES The Committee was in receipt of Community Services Department information report CSD-04- 026 (B. Wilson) dated February 6, 2004 outlining the status of the 2004 Winter Maintenance / Winter Works Budget. Mr. B. Wilson commented on the feasibility of incorporating increased use of graders advising that the primary advantage to their use is that they can accomplish snow clearing to the curb in one pass. It was noted that the City currently owns 1 grader and rents 2 others and if their use is to increase, Mr. Wilson advised that staff would have to consider changes to the mix of equipment and operators. Mr. Wilson also commented on clearing of cul-de-sacs, advising that above average accumulation of snow and limited manpower has made it difficult to ensure proper clearing. He stated that more versatile equipment and a different mix of manpower is needed to improve in this area. Members of the Committee congratulated the Winter Maintenance Operations staff for the level of service and communication provided this winter season. ADJOURNMENT On motion, the meeting adjourned at 6:15 p.m. Janet Billett, AMCT Committee Administrator