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HomeMy WebLinkAboutComm Svcs - 2004-04-05COMMUNITY SERVICES COMMITTEE MINUTES APRIL 5~ 2004 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:45 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 & City Treasurer F. Pizzuto, General Manager of Downtown Development & Community Services C. Ladd, General Manager of Strategic Services G. Stewart, General Manager of Development & Technical Services S. deMoree, Assistant City Solicitor K. Baulk, Director of Enterprise S. Adams, Director of Community Programs & Services H. Gross, Director of Project Administration K. Kugler, Manager of Auditorium & Community Arenas G. Hummel, Manager of Park Planning, Development & Operations D. Schmitt, Urban Forest Technologist W. Hughes, Centre Facilitator J. Billett, Supervisor, Council / Committee Services CSD-04-071 - STANLEY PARK COMMUNITY CENTRE - BUDGET APPROVAL AND LOAN AGREEMENT - STANLEY PARK COMMUNITY ASSOCIATION FINANCIAL CONTRIBUTION The Committee was in receipt of Community Services Department report CSD-04-071 (S. Adams), dated March 29, 2004, concerning financial arrangements for the construction of the Stanley Park Community Centre. Mr. Hans Gross advised that the project is now ready to proceed with the construction phase. He pointed out that the building will be attached to St. Daniel's School, located on Midland Avenue. The total building area is 19,760 sq. ft. of which 28,015 sq. ft. is allotted to a gymnasium and 15,145 sq. ft. to the Community Centre. The total cost of the project is $4.4 M of which the City will contribute $2,141,580. in existing capital funds and $1.5 M from the development charge fund; the Waterloo Catholic District School Board (WCDSB) will contribute $558,420. for the gymnasium and building attachment cost; and the Stanley Park Neighbourhood Association proposes to contribute $200,000. ($100,000. in cash and $100,000. provided through a loan agreement with the City). In addition, he pointed out that allocating development charge funds allows a reduction in the amount of capital funds required, resulting in $458,420. in excess funds to be returned to the capital account. Mr. Gross advised that the project will proceed under a construction management approach, with bid packages to be prepared by a construction manager hired by the City. This approach allows construction to start earlier to meet the School Board's completion timeline of September 2005 and presents opportunity for potential cost savings. In response to questions, staff advised that a review of development charge funding relative to community centres is required for next year's capital forecast to realign funding with changes in priorities; the gymnasium to be constructed will be fully paid for by the WCDSB and be a third facility in addition to 2 existing gymnasiums; and the construction management approach provides flexibility to monitor and make adjustments to costing to protect against potential losses. Mr. Frank Pizzuto also advised that staff are reviewing standard building sizes for all future community centres and a report is expected to come forward for the Committee's consideration in May 2004. Ms. Jancey Ballantyne, Stanley Park Community Association, attended in support of the Association's request for a loan agreement. She pointed out that in recent studies the Stanley Park Community Centre has been identified as a top priority and the Association is pleased to be part of a new direction for community centres that will provide not only recreation but also act as resource centres. She stated that the Association has acted responsibly in light of the increased scope of the project by adding an additional loan amount to their financial contribution and they are willing to assist the City in fundraising campaigns. Councillors B. Vrbanovic and G. Lorentz COMMUNITY SERVICES COMMITTEE MINUTES APRIL 5~ 2004 - 23 - CITY OF KITCHENER 1. CSD-04-071 - STANLEY PARK COMMUNITY CENTRE (CONT'D) extended appreciation to Ms. Ballantyne and the Stanley Park Neighbourhood Association for their participation and contributions to the project. In response to questions, Mr. Hans Gross advised that the cost per square foot is $220. for the total project and $150. for building costs. Mr. Frank Pizzuto also advised that operating costs are estimated at $155,000. in 2005 based on an opening mid-year and will increase to an annual cost of approximately $322,000. in 2006. The following motion was carried unanimously on a recorded vote. On motion by Councillor B. Vrbanovic - it was resolved: "That the budget for the Stanley Park Community Centre be approved, as outlined in Community Services Department report CSD-04-071; and, That a contribution of $100,000 from the Stanley Park Community Association be accepted toward construction of the Community Centre; and, That the Mayor and Clerk be authorized to sign an agreement, satisfactory to the City Solicitor, with the Stanley Park Community Association under which the City would provide a loan in the amount of $100,000 to the Stanley Park Community Association allowing the Association to contribute an additional $100,000 toward the Community Centre; and, That $1,500,000 be transferred from the Development Charge Reserve fund to the Stanley Park Community Centre Capital Project; and, That the excess capital funds for this project of $458,420 be transferred to Capital Surplus; and further, That staff proceed with preparation of the tender documents, selection of a construction manager, and pricing and construction of the work." 2. CSD-04-033 - DOWNTOWN COMMUNITY RESOURCE CENTRE The Committee was in receipt of Corporate Services Department report CSD-04-033 (S. Adams), dated March 30, 2004 concerning financial arrangements for construction of a downtown Community Resource Centre on the site of the former St. Mary's High School, bounded by Weber, Young, Duke and Ontario Streets. Ms. Wynne Hughes advised that this project has had challenges in meeting stakeholders needs with respect to size and design. Over the course of a number of meetings, adjustments were made to bring project costs down and a consensus has now been reached on a schematic design. Ms. Hughes responded to questions, advising that 7 Neighbourhood Associations, Youth and Seniors Groups, St. Mary's Parish and the Waterloo Catholic District School Board (WCDSB) will all use the renovated facility. She also advised that while the kitchen is smaller, the shape is more functional than the current facility at Victoria School Centre. Mr. Roger Farwell, The Walter Fedy Partnership, Project Consultant, advised that the approved budget was used as a tool to define required use and functionality, and the consultation process was substantial in development of the draft plan. He noted that demolition and removal of the existing building at Weber Street is now complete and interior demolition of a portion of the school building is underway in preparation of renovation work. A construction management approach is proposed for the $2.85 M project and bid packages will be used to validate cost estimates. Mr. Farwell advised that is anticipated a final design plan will be brought forward for consideration in May 2004. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 5~ 2004 - 24 - CITY OF KITCHENER 2. CSD-04-033 - DOWNTOWN COMMUNITY RESOURCE CENTRE (CONT'D) The Committee posed a number of questions relative to various aspects of design and construction including millwork, kitchen design / equipment, security and parking. Councillor J. Gazzola pointed out that the project budget includes a full GST rebate of 7% contrary to a recent decision of Council to allocate GST rebate savings above the normal 4% to other projects. Mr. F. Pizzuto advised that an adjustment of $91,000. would be required to deal with the decrease in the GST rebate funding, raising the total request for additional capital funds to $429,000. from $338,000. During discussion, it was noted that St. Mary's Parish is contributing the land and buildings on site; the WCSBD will also contribute to the project; and an application will be made to the Ontario Trillium Foundation for grant funds. In response to Councillor G. Lorentz, Mr. Pizzuto advised that the rationale used in moving the seniors programming from the Victoria School Centre was in part based on Council's request to consider integrated community centres. He pointed out that the intent is to accommodate multi-user groups in larger facilities to enhance programming space while at the same time achieve economies of scale and operational cost savings. Councillor J. Gazzola advised that he would not support the staff recommendation, suggesting that more information is needed prior to a decision being made. He raised concerns with respect to process regarding inclusion of the Victoria School Centre seniors programming; required agreements which are not in place; and a full understanding of the cost sharing arrangements. Mr. F. Pizzuto clarified that the Victoria School Seniors' Group had been part of the discussions concerning this project and the proposal to move their programming to the new facility was included in the approved budget. In this regard, Mr. Pizzuto agreed to provide members of Council with copies of supporting documentation. Councillor C. Weylie advised that she could not support the recommendation until a business plan relative to the Victoria School Centre is provided and raised concerns respecting the meals for seniors programming. Mr. Pizzuto advised that a meals program will continue to be provided at the new facility and pointed out that, as the majority of seniors currently access Victoria School Centre by some form of transportation, they should have no difficulty accessing the new location. At the request of members of the Committee, Mr. Pizzuto agreed to provide additional information prior to the April 19 Council meeting to address the issues raised this date, including a draft business plan and draft agreements. Councillor J. Smola spoke in favour of the project and thanked the groups involved for their participation. He pointed out that this project is economically smaller in scale than that of the Stanley Park Community Centre and, in the long term, will provide better programming space for user groups and result in operational savings. On motion by Councillor J. Smola - it was resolved: "That an expenditure of $2.5 M ($1.7 M capital expenditure and $0.8 M Superbuild funds) be re-affirmed for a Downtown Community Resource Centre, as outlined in Community Services Department report CSD-03-083 (June 4, 2003); and further, That additional capital funds in the amount of $429,000 required for the Downtown Community Resource Centre, as outlined in Community Services Department report CSD- 04-033 (March 30, 2004), be transferred from the Capital Fund Surplus from the Stanley Park Community Centre project account." 3. CSD-04-074 - MILL COURTLAND COMMUNITY CENTRE - TIMING OF EXPANSION The Committee was in receipt of Community Services Department report CSD-04-074 (F. Pizzuto), dated April 1, 2004 requesting that the expansion for the Mill Courtland Community Centre be advanced in the new Capital Forecast from 2012 to 2005. Mr. F. Pizzuto advised that the existing centre is approximately 7,800 sq. ft. in size and the 1,500 sq. ft. addition can be accommodated on site. Mr. Pizzuto advised that funds are available in the Capital Surplus Account that would allow the expansion to take place in 2005. Councillor C. Weylie advised that she had not requested advancement of this project as COMMUNITY SERVICES COMMITTEE MINUTES APRIL 5~ 2004 - 25 - CITY OF KITCHENER CSD-04-074 - MILL COURTLAND COMMUNITY CENTRE - TIMING OF EXPANSION (CONT'D) indicated in the report. Councillor G. Lorentz advised that he had initiated a review of timing for the project and it was agreed that the staff report be revised to reflect same. Concerns were raised by several members of the Committee with respect to moving the project forward prior to completion of the Leisure Facilities Master Plan Study which will assess needs and priorities for all community centres. It was also noted that the original request was for a portable facility rather than an addition and opinions were expressed that consultation with the Neighbourhood Association should be undertaken to determine their needs prior to a final decision being made. Councillor G. Lorentz stated that, given the small size of the site, it was his opinion that expansion of the existing facility would be more appropriate than trying to fit another portable on the site. He advised that the additional space is needed for outreach work and is not intended for programming use. Councillor J. Gazzola suggested that this matter be deferred and reviewed as part of the Leisure Facilities Master Plan Study. On motion by Councillor J. Gazzola - it was resolved: "That the request to advance expansion of the Mill Courtland Community Centre in the Capital Forecast from 2012 to 2005, as outlined in Community Services Department report CSD-04-074, be deferred pending consultation with affected parties and consideration as part of the Leisure Facilities Master Plan Study (LFMP); and further, That a report respecting this matter be included with the draft LFMP Study to be presented to the Community Services Committee in June 2004." CSD-04-072 - KITCHENER MEMORIAL AUDITORIUM COMPLEX - PROPOSED ADDITION AND INTEREST FREE LOAN - KITCHENER RANGER HOCKEY CLUB The Committee was in receipt of Community Services Department report CSD-04-065 (K. Kugler), dated March 26, 2004 concerning a proposal by the Kitchener Ranger Hockey Club for an addition to the Auditorium Complex for a variety of Club uses and a request for an interest free loan. In response to questions, staff advised that the Hockey Club is currently ahead of schedule with payments on loans related to the score clock and a financial statement will be provided to members of Council prior to the April 19 Council meeting. On motion by Councillor M. Galloway - it was resolved: "That the City of Kitchener support the Kitchener Ranger Hockey Club proposal for an addition to the Kitchener Memorial Auditorium Complex (KMAC), as presented by Schiedel Construction, subject to further design input by representatives of both the Hockey Club and the City; and, That the Kitchener Rangers Hockey Club pay all costs associated with construction and furnishing of the new addition; and, That the City provide a $200,000 interest free loan from the Community Loan Account, repayable over not more than five (5) years at $40,000 per year; and further, That the Mayor and Clerk be authorized to sign an agreement, to the satisfaction of the City Solicitor, confirming ownership of the building by the City and outlining general financial and operating issues." COMMUNITY SERVICES COMMITTEE MINUTES APRIL 5~ 2004 - 26 - CITY OF KITCHENER 5. CSD-04-065 - KITCHENER'S URBAN FOREST - THREAT OF INFESTATION - PROPOSAL TO DEVELOP AN ACTION PLAN AND BY-LAW The Committee was in receipt of Community Services Department report CSD-04-065 (D. Schmitt), dated March 26, 2004 concerning the threat of invasive quarantine tree pests and a proposal to develop a plan to minimize the impact they may have within the municipality. The tree pests are identified as the Emerald Ash Borer (EAB) and the Asian Long-Horned Beetle (ALHB). Mr. Greg Hummel advised that it is imperative to formulate preventative measures to stop the spread of the identified tree pests. He stated that if left uncontrolled they have the potential to cause catastrophic tree loss and the resulting financial, social and environmental impact would be significant and long lasting. In response to questions, Mr. Dave Schmitt advised that staff intend to lobby senior levels of government for financial support to deal with this matter. He also advised that staff are reviewing Toronto area by-laws to assist in developing a by-law for the City of Kitchener that would allow entry on to private property. Mayor C. Zehr advised that he would be willing to send correspondence on behalf of staff to senior levels of government to assist in lobbying support. On motion by Mayor C. Zehr - it was resolved: "That staff develop a plan identifying steps that can be taken to prepare for, and minimize, the impact should an invasive quarantine tree pest be identified within Kitchener or adjacent municipalities; and, That, as part of the proposed plan, staff develop a draft by-law that would permit City Forestry staff to enter upon private property to inspect for alien pests and to remove infested trees on all public and private property, with the consent of the property owner; and further, That staff prepare a report outlining details of the proposed plan and draft by-law for consideration at a future Community Services Committee meeting." ADJOURNMENT On motion, the meeting adjourned at 6:00 p.m. Janet Billett, AMCT Committee Administrator