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HomeMy WebLinkAboutCIS Minutes - 2017-02-13 COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 CITY OF KITCHENER The Community and Infrastructure Services Committee met this date, commencing at 11:02 a.m. Present: Councillor B. Ioannidis - Chair Mayor B. Vrbanovic and Councillors S. Davey, F. Etherington, Y. Fernandes, K. Galloway-Sealock, J. Gazzola, Z. Janecki, S. Marsh, D. Schnider and P. Singh. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance and Corporate Services M. May, Deputy CAO, Community Services J. Readman, Interim Executive Director, Infrastructure Services C. Bluhm, Interim Executive Director, Economic Development C. Tarling, Director, Legislated Services and City Clerk M. Hildebrand, Director, Community Programs and Services H. Gross, Director, Engineering Services K. Carmichael, Interim Director, Transportation Services M. Drake, Neighbourhood Strategy Project Manager D. Kropf, Neighbourhood Strategy Engagement Associate C. Goodeve, Committee Administrator Pursuant to Chapter 25 (Procedure) of the Municipal Code, a motion was brought forward by Councillor J. Gazzola to discuss Items 1 and 3, and by Councillor Y. Fernandes to discuss Item 4 listed on the Agenda as Consent items, which were voted on and Carried. 1. CSD-17-011 - MEMORANDUM OF UNDERSTANDING - CHICOPEE HILLS PUBLIC SCHOOL The Committee considered Community Services Department report CSD-17-011, dated January 18, 2017 recommending the execution of an agreement with the Waterloo Region District School Board (the Board) for the shared use of Chicopee Hills Public School. Mr. M. Hildebrand indicated Chicopee Hills Public School was being considered for a shared use with the City as a result of a special request from the Board. He confirmed that staff can investigate the possibility of pursuing shared uses with the Board in other schools but cautioned the Board has its own policy regarding the use of schools. Councillor P. Singh declared a pecuniary interest as he owns property close to the school; and accordingly, did not participate in any discussion or voting regarding this matter. On motion by Councillor K. Galloway-Sealock – it was resolved: “That the Mayor and Clerk be authorized to execute an agreement with the Waterloo Region District School Board for the shared use of Chicopee Hills Public School, said agreement to be satisfactory to the City Solicitor, as outlined in Community Services Department report CSD-17-011.” 2. INS-17-007 - ON-STREET PARKING REGULATIONS - PINNACLE DRIVE The Committee considered Infrastructure Services Department report INS-17-007, dated January 6, 2017 recommending a parking prohibition at any time on a section of Pinnacle Drive. On motion by Councillor K. Galloway-Sealock – it was resolved: “That the Uniform Traffic Bylaw be amended to prohibit parking at any time on the west side of Pinnacle Drive from Doon Valley Drive to a point 78 metres north thereof, as outlined in Infrastructure Services Department report INS-17-007; and further, That the Uniform Traffic Bylaw be amended to prohibit parking at any time on the east side of Pinnacle Drive from Doon Valley Drive to a point 94 metres north thereof.” COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 2 - CITY OF KITCHENER 3. CSD-17-013 - POTENTIAL FACILITY PARTNERSHIP WITH THE WATERLOO CATHOLIC DISTRICT SCHOOL BOARD IN HURON SOUTH AREA The Committee considered Community Services Department report CSD-17-013, dated January 30, 2017 recommending a potential partnership with the Waterloo Catholic District School Board (the Board) for the addition of dedicated community space at the new Huron- Brigadoon site. Responding to questions, Mr. M. Hildebrand stated the location of the school is in the Brigadoon/Huron area. Mr. M. May added it is staff’s recommendation to explore the potential opportunity to collaborate with the Board for dedicated community space in the school the Board is planning to build in that area. On motion by Councillor K. Galloway-Sealock – it was resolved: “That staff be directed to report back to a future 2017 Community and Infrastructure Services Committee meeting with details regarding a potential partnership with the Waterloo Catholic District School Board to add dedicated community space to its new Huron-Brigadoon site, within the Huron Woods area, as outlined in Community Services Department report CSD-17-013.” 4.INS-17-010 - BATTLER SNOW STORAGE DISPOSAL FACILITY - CONSULTANT PURCHASE ORDER INCREASE The Committee considered Infrastructure Services Department report INS-17-010, dated January 6, 2017 recommending a purchase order extension for engineering consultant services at the Battler Snow Storage Disposal Facility. Mr. H. Gross answered questions regarding the increase in the consultant purchase order and assured the Committee that staff included the information known at the time in the tender in 2016 but the various agencies consulted have added requirements which have resulted in the increased costs for the project. He confirmed staff has negotiated with MTE Consultants to reduce the amount to that is shown on Page 4-2 of the report regarding the review of earth works and site grading in order to save $69,000. Councillor S. Davey entered the meeting Mr. Gross indicated the earth works and site grading only became known during construction phase. He stated the estimated surplus for the project is approximately $23,000. and staff expects to still be below budget by the time the project is completed in March/April 2017 but do not know the exact amount at this point. The following motion was voted on and was Carried on a recorded vote with Mayor B. Vrbanovic and Councillors B. Ioannidis, S. Davey, F. Etherington, K. Galloway-Sealock, J. Gazzola, S. Marsh, P. Singh and D. Schnider voting in favour, and Councillors Y. Fernandes and Z. Janecki voting in opposition. On motion by Councillor K. Galloway-Sealock – it was resolved: “That an extension of the purchase order issued to MTE Consultants Inc. for Engineering Consultant Services related to the Battler Snow Storage Disposal Facility in the amount of $85,683. be approved, as outlined in Infrastructure Services Department report INS-17-010.” 5. INS-17-012 - HIGHVIEW DRIVE / YELLOW BIRCH DRIVE / GOLDEN MEADOW DRIVE NEIGHBOURHOOD TRAFFIC CALMING FOLLOW UP REVIEW The Committee considered Infrastructure Services Department report INS-17-012, dated January 9, 2017 regarding a follow-up on the traffic calming measures on Highview Drive, Yellow Birch Drive and Golden Meadow Drive. COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 3 - CITY OF KITCHENER 5. INS-17-012 - HIGHVIEW DRIVE / YELLOW BIRCH DRIVE / GOLDEN MEADOW DRIVE NEIGHBOURHOOD TRAFFIC CALMING FOLLOW UP REVIEW (CONT’D) Mr. K. Carmichael answered questions regarding the impact of the implementation of the traffic calming measures on Highview Drive, Yellow Birch Drive, and Golden Meadow Drive and referred to the tables on Page 5-3 of the staff report which outline the speeds and volumes for the aforementioned streets. He stated that staff did a follow-up survey in August 2016 and the table on Page 5-4 of the staff report indicates support for the measures except for those on Yellow Birch Drive. On motion by Mayor B. Vrbanovic – it was resolved: “That the two (2) speed cushions on Highview Drive between Driftwood Drive and Ira Needles Boulevard be maintained permanently, as outlined in Infrastructure Services Department report INS-17-012; and, That the raised crosswalk on Highview Drive at the hydro corridor between Bent Willow Drive and Sugar Maple Street be maintained permanently; and, That the raised crosswalk on Yellow Birch Drive at the hydro corridor between Hoddle Crescent and Cedar Crest Street be maintained permanently; and, That the intersection narrowing on Highview Drive at Hickory Hollow Crescent be maintained permanently; and, That the two (2) speed cushions on Yellow Birch Drive between Driftwood Drive and Ira Needles Boulevard be removed; and further, That any further traffic calming review for Yellow Birch Drive not be considered for a minimum of ten (10) years.” 6. CAO-17-006 - 2017 ARTIST IN RESIDENCE APPOINTMENT The Committee considered Chief Administrator’s Office report CAO-17-006, dated January 30, 2017 recommending the appointment of Julie Sperling as the 2017 City of Kitchener Artist in Residence. Ms. E. Robson introduced Ms. Julie Sperling, the proposed 2017 Artist in Residence. Ms. Sperling spoke about the medium in which she works and her intended project. She confirmed the finished project will be on display at City Hall at the end of her residency but was not sure as to where it will be located after that period. On motion by Councillor S. Davey – it was resolved: “That Julie Sperling be appointed as the 2017 City of Kitchener Artist in Residence as recommended by Public Art Working Group and Arts and Culture Advisory Committee; and further, That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with Julie Sperling, outlining the obligations of the Artist in Residence appointment, as outlined in Chief Administrator’s Office report CAO-17-006.” 7. CSD-17-006 - DOON PIONEER PARK COMMUNITY CENTRE EXPANSION BUSINESS CASE The Committee considered Community Services Department report CSD-17-006, dated January 17, 2017 recommending the approval of ‘Option 1’ of the Doon Pioneer Park Community Centre (the Centre) Expansion Business Case. COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 4 - CITY OF KITCHENER 7. CSD-17-006 - DOON PIONEER PARK COMMUNITY CENTRE EXPANSION BUSINESS CASE (CONT’D) Mr. Pierre Chauvin, MHBC Planning, and Mr. R. Osmond, Raymond Consulting, addressed the Committee regarding the expansion business case for the Centre. Mr. Chauvin presented highlights from the business case and indicated a team of architects has also been involved regarding the assessment of the structure of the building. He pointed out the structure is unique with curves and turrets that will need to considered. He stated additions to the building and the parking lot will also require some structural changes (e.g., retaining walls). He briefly outlined some of the challenges with the expansion including site features and constraints as well as the need to be cognizant of the nearby residents. He added that incorporation of Leadership in Energy and Environmental Design (LEED) standards will increase costs for the project. Mr. Chauvin went on to present two (2) options indicating that Option #1 is being recommended because it falls within budget but a splash pad will now be incorporated into the design for the expansion since funding is being made available for it. Ms. Pam Ritz, President, Doon Pioneer Park Community Association (Community Association), appeared to express her support for the recommendation of Option #1 for the expansion of the Centre. She indicated that Option #2 is her preferred choice but acknowledged the importance of moving forward with the project within budget which is being achieved with Option #1. Mr. Chauvin and Mr. Osmond variously answered questions regarding the budget for the business case portion of the project; the difference between the two options within the business case; MHBC’s role in developing the business case only; from where the users of the Centre are coming; best practices for community use around the size and design of the multi- purpose rooms; the number and optimal size for gyms; the need to preserve the stained glass windows which are an important feature of the current building; and, the value of LEED standards. Mr. M. Hildebrand confirmed the Centre will be closed during the one-year construction period because it will be a construction site but staff is looking for ways to keep the library open. He reported staff will discuss with the Community Association how to keep programming running during that time which could include the possibility of moving programs to neighbouring schools but conceded there might be a slight decrease in programming during the construction period. He answered further questions regarding the budget for the consultant; why the business case was not prepared in-house; the difference between LEED Gold versus Silver standards as well as the impact on construction costs; what, if any, additional operating costs will be incurred with the expansion; the 13% contingency; and, the impact of delaying construction of the splash pad. Mr. M. May clarified the budget and stated that if Option #2 was approved, which is not within budget, staff would need to look at Capital Budget/Forecast and delay other projects in order to find the extra funding. He confirmed the funding for the expansion is coming from Development Charges. He indicated staff would look into a new approach to design and construction called Integrated Project Delivery (IPD) to see how working more collaboratively with architects and the construction trades might assist with enabling the addition of the extra space for the Centre while staying within budget. The following motion was voted on and was Carried Unanimously on a recorded vote. On motion by Councillor Y. Fernandes – it was resolved: “That ‘Option 1’ of the Doon Pioneer Park Community Centre Expansion Business Case, as described in Appendix A to Community Services Department report CSD-17- 006, which has been revised to include the replacement of the existing splash pad at the centre, be approved and staff be directed to proceed with implementation.” COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 5 - CITY OF KITCHENER 8. INS-17-004 - IDLEWOOD CREEK ENVIRONMENTAL ASSESSMENT The Committee considered Infrastructure Services Department report INS-17-004, dated January 26, 2017 concerning the filing of the Idlewood Creek Environmental Study Report (ESR) with the Ministry of the Environment and Climate Change. On motion by Councillor K. Galloway-Sealock – it was resolved: “That the Idlewood Creek Environmental Study Report (ESR) prepared by AMEC Foster Wheeler dated January 26, 2017 be received; and further, That the Idlewood Creek Environmental Study Report (ESR) be filed with the Ministry of the Environment and Climate Change for the mandatory thirty (30) day review period as required by the Environmental Assessment (EA) Act, as outlined in Infrastructure Services Department report INS-17-004.” 9. INS-17-015 - TRAFFIC CALMING PRIORITY - 2017 The Committee considered Infrastructure Services Department report INS-17-015, dated January 24, 2017 regarding the proposed traffic calming reviews for 2017. On motion, Councillor Z. Janecki brought the recommendation contained in Report INS-17-015 forward for consideration. A motion was brought forward by Councillor K. Galloway-Sealock to amend the staff recommendation by replacing “Fergus Avenue - between Weber Street East and Thaler Avenue” with “Max Becker Drive - between Activa and Fischer Hallman”. The Committee requested staff include the following for future reports: a key to assist with understanding the point system as well as information as to how staff arrived at the points in each of the categories; what the maximum point value could have been; and, how the point system can be adjusted to adjust priorities as necessary. In response to questions concerning Caryndale Drive, Mr. K. Carmichael confirmed it is currently slated for 2018 but staff looks at the priorities each year in conjunction with the traffic patterns at the time in order to confirm those priorities. Mr. Carmichael clarified that staff assesses the collision rate not the total number of collisions which reflects the length of roadway that has been assessed. He indicated staff does receive more calls regarding Max Becker Drive than Fergus Avenue so staff is supportive of the amendment. Councillor Galloway-Sealock’s amendment was voted on and was Carried Unanimously. On motion by Councillor Z. Janecki – it was resolved: “That traffic calming reviews be initiated in 2017 for the following streets: • Fallowfield Drive - between Bleams Road and Block Line Road; • Daimler Drive - between Old Chicopee Drive and Lackner Boulevard; and, • Max Becker Drive - between Activa and Fischer Hallman.” The Committee recessed at 1:05 p.m. and reconvened at 6:00 p.m. chaired by Councillor B. Ioannidis with all members present. 10. CSD-17-008 - NEIGHBOURHOOD STRATEGY AND IMPLEMENTATION PLAN The Committee considered Community Services Department report CSD-17-008, dated February 2, 2017 recommending the endorsement of the Neighbourhood Strategy and Implementation Plan. COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 6 - CITY OF KITCHENER 10. CSD-17-008 - NEIGHBOURHOOD STRATEGY AND IMPLEMENTATION PLAN (CONT’D) Ms. M. Drake as well as Mr. Mike Farwell, Ms. Melissa Bowman, and Ms. Nadia Muhammad, Neighbourhood Strategy Project Team presented the Neighbourhood Strategy, advising it is intended to be the City’s guiding document for planning, building and supporting neighbourhoods. It was indicated this Strategy was developed over the past 18 months through the work of over 150 volunteers and staff from various departments from across the City. Approximately 145 organizations were involved, 5,343 people provided input, with a total of 3,842 hours of conversation with members of the community. Mr. Farwell stated through this process residents identified that they wanted the Strategy to focus on the following three areas: Great Places; Connected People; and, Working Together. He indicated by taking action in these three areas, the City can help residents build neighbourhoods that are safe, connected, engaged, accessible, inclusive and diverse. Mr. Farwell noted the Project Team recommends that the City pilot the creation of two to four Neighbourhood Action Plans this year and triple the Neighbourhood Matching Grant to help residents pay for their improvement projects. Ms. Drake further advised all of the actions the project team is recommending have been prioritized and are anticipated to be completed over the next three years. She indicated the existing funding would be repurposed to be applied toward the implementation of this Strategy. She added staff has been reprioritized from other parts of the Community Services Department to ensure this work is completed. She confirmed no new funding is required. She noted staff is committed to evaluating the impact of the Strategy to show how the City is doing in supporting neighbourhoods that are safe, connected, engaged, accessible, inclusive and diverse. Responding to questions, Ms. Drake advised a sub-committee of the Project team was tasked with determining means to measure and evaluate the success of the Strategy. She stated the sub-committee reviewed best practices of other municipalities who have undertaken similar work and from that identified the characteristics of a great neighbourhood, being: safe, connected, engaged, accessible, inclusive and diverse. She stated the Project Team then defined each characteristic and developed indicators that could be used to measure them over a four year period. She noted that staff are now connected to a broader group of municipalities and other organizations who are interested in similar indicators; accordingly, in future years there may be opportunities to collaborate to measures those indicators. She suggested this collaboration may possibly reduce the amount of staff time and resources needed to undertake this work. In response to further questions, Mr. M. May advised that 14 of the 18 recommendations being put forward by the Project Team would provide a direct benefit to neighbourhood associations to do their work. He added the implementation of this Strategy should lead to more people becoming involved in their neighbourhoods and volunteer with their local neighbourhood associations. Responding further, he indicated that the costs for the recommended projects should be accommodated through the creation of the proposed Neighbourhood Development Reserve over the three year lifespan of that Reserve. He added that at the end of the three years, staff will report back indicating how the recommendations were implemented along with measurables and seek approval for permanent funding. He agreed to email Council the operating costs associated with the two staff positions associated with the Neighbourhood Strategy implementation. He noted staff anticipates reporting back to Council by June 2017 with further details regarding the matching grants. Councillor J. Gazzola requested that Clauses 3 to 5 of the recommendation contained in Report CSD-17-008, pertaining to the allocation of funding, be voted on separately on recorded votes. On motion by Mayor B. Vrbanovic - it was resolved: “That the Neighbourhood Strategy, Love My Hood: Kitchener’s Guide to Great Neighbourhoods, attached as Appendix A to Community Services Department report CSD-17-008 be endorsed as the City’s guiding document for planning, building and supporting great neighbourhoods; and, COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE MINUTES FEBRUARY 13, 2017 - 7 - CITY OF KITCHENER 10. CSD-17-008 - NEIGHBOURHOOD STRATEGY AND IMPLEMENTATION PLAN (CONT’D) That the schedule for implementing the Neighbourhood Strategy recommendations, attached as Appendix C to Report CSD-17-008, be referred to the corporate business planning process; and, That the Community Loans reserve fund be discontinued and the remaining funds be reallocated to a new Neighbourhood Development reserve fund as described in Appendix D to Report CSD-17-008; and, That staff be authorized to spend up to $136,000. from the Neighbourhood Development reserve fund in 2017, as outlined in Report CSD-17-008; and further, That the City’s funding for the Neighbourhood Matching Grant be increased to $50,000. per year from the Neighbourhood Development reserve fund and the maximum funding for an individual Neighbourhood Matching Grant be increased to $15,000. per application.” Clauses 1 and 2 – Carried Unanimously on a recorded vote. Clauses 3, 4 and 5 – Carried on a recorded vote. In Favour: Mayor B. Vrbanovic and Councillors S. Davey, D. Schnider, K. Galloway-Sealock, P. Singh, Y. Fernandes, B. Ioannidis, F. Etherington, S. Marsh and Z. Janecki. Contra: Councillor J. Gazzola. 11.ADJOURNMENT On motion, this meeting adjourned at 7:25 p.m. C. Goodeve C. Tarling Deputy City Clerk City Clerk