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HomeMy WebLinkAboutCommunity Svcs - 1995-06-26CSC\1995-06-26 COMMUNITY SERVICES COMMITTEE MINUTES JUNE 26, 1995 CITY OF KITCHENER The Community Services Committee met this date, commencing at 1:15 p.m., under Councillor G. Lorentz, Chair, with the following members present: Councillors John Smola, K. Redman, T. Galloway, C. Weylie, M. Yantzi, J. Ziegler, M. Wagner and Jake Smola. Councillor B. Vrbanovic entered the meeting shortly after its commencement. Officials Present: Mr. T. McKay, Mr. J. Gazzola, Mr. T. Clancy, Mr. B. Arnot, Mr. M. Price, Mr. R. Wyatt, Mr. J. Hancock, Mr. J. Shivas and Mr. L.W. Neil. 1. PROPOSED CITY OF KITCHENER MUNICIPAL FIRE TRAINING FACILITY/UNIVERSITY OF WATERLOO FIRE TRAINING FACILITY RESEARCH TEAM The Committee was in receipt of a memorandum, dated June 21, 1995, from Mr. D. Trask, Training Director, Kitchener Fire Department, updating the Committee on the above referenced project which was undertaken in three phases. It was noted in the report that the University was now nearing the end of approved funding for their graduate student with phase three to be completed and have requested extending the program at a cost of $22,400.00. Mr. Trask advised that the department was very pleased with the work undertaken by the University of Waterloo and requested the Committee's approval of the report recommendation. Councillor T. Galloway disclosed a pecuniary conflict of interest and abstained from all discussion as he is employed by the University of Waterloo. In response to Councillor Jake Smola, Mr. Trask advised that they were in the final design stage and that at this time surrounding communities had not contributed to the project but the communities will be approached regarding support funding. Councillor Jake Smola noted that the reference was to a proposed City of Kitchener Municipal Fire Training Facility but that he would like to ensure that it was a regional facility. Mr. T. McKay advised that there was no authority for the City to require surrounding municipalities to buy in to the project but it was the hope of staff that they would do so. In any event, the project is still a City of Kitchener initiative and staff fully agree with the regional focus but the City may not be successful in persuading other municipalities to support the project. On motion by Councillor C. Weylie it was resolved: "That approval be given to the Kitchener Fire Department to continue funding the University of Waterloo Fire Training Facility Research team, to complete Phase 3, final design recommendations." Councillor T. Galloway previously disclosed a pecuniary conflict of interest and abstained from all discussion and voting as he is employed by the University of Waterloo. Councillor B. Vrbanovic entered the meeting at this point. PLAYGROUND EQUIPMENT GRANT PROCESS FOR COMMUNITY GROUPS The Committee was in receipt of a memorandum, dated June 20, 1995, from Mr. R. Wyatt to which was attached the document "Grant Guidelines for the Acquisition of Playground Equipment by Community Groups". Mr. Wyatt noted that the report was prepared to facilitate dealing with smaller requests of community groups. In response to Councillor K. Redman, Mr. Wyatt advised that the intent of the process was to encourage groups to approach the department first with their requests at which time staff could then properly assist the community group through joint discussion. It was pointed out that no additional funds would be available through this grant process to top up other budgeted installations. However, community groups would have the option to add their own monies to acquire additional playground equipment. Mr. T. Clancy noted that staff were assisting communities with playground development in terms of in-kind services and that it was anticipated there would be more requests for funds and physical service from the City. 2. PLAYGROUND EQUIPMENT GRANT PROCESS FOR COMMUNITY GROUPS - cont'd COMMUNITY SERVICES COMMITTEE MINUTES JUNE 26, 1995 -61 - CITY OF KITCHENER On motion by Councillor T. Galloway it was resolved: "That the "Playground Equipment Grant Process for Community Groups" report attached to the memorandum, dated June 20, 1995, from R. Wyatt be adopted and implemented commencing in 1996; and further, That the grant funding be taken from the Parks and Recreation capital budget, index 674806, "Playground Features"." 3. WALKWAY - MILLWOOD CRESCENT The Committee was advised that, at the request of Councillor T. Galloway, material that the Committee considered at the May 1 meeting was recirculated with the agenda this date. Councillor Galloway stated that when the issue was discussed at the May 1 meeting, he had raised the alternative to redesignate the walkway to open space if the preferred option to sell and convey the walkway did not proceed. He advised that the cost of closing the walkway and conveying to the abutting owners was prohibitive to the home owners and this would not be proceeded with. Accordingly, he requested that the lands be redesignated from walkway to open space which would allow a different standard to be applied to their maintenance. He advised that it would cost approximately $2,600.00 to remove the concrete steps and railing and replace that installation with a stone dust path. In response to Councillor Jake Smola, Councillor T. Galloway advised that severe problems had been experienced by the property owners adjoining the walkway involving incidents of nuisance and vandalism. It is felt that the stairway was the biggest problem in this regard and that its removal would hopefully alleviate the problems. Councillor Jake Smola stated that he could not support removal of the stairs and railing. On motion by Councillor T. Galloway it was resolved: "That Clause #2 of the Community Services Committee report, dated May 8, 1995, be repealed; and further, That the walkway located between the properties known municipally as 168 and 174 Millwood Crescent be re-designated from "Walkway" to "Open Space"; and further, That the existing concrete stairs and railing be removed from the walkway and be replaced with a stone path with the cost funded as an over-expenditure from the 1995 Parks and Recreation Department budget." 4. ART AND ARTIFACT ACQUISITION AND MANAGEMENT POLICY The Committee was in receipt of a memorandum, dated June 1995, from Mr. M. Price advising of a need for the City to properly manage the art in its permanent collection, particularly as it relates to art acquisition/deaccessioning criteria. Councillor J. Ziegler questioned criteria 2 a) #6 (which reads "suitability of the artist's professional qualifications") under Art Acquisition Criteria and suggested that such a requirement was not needed in view of the other stated criteria. It was agreed to delete Art Acquisition Criteria 2 a) #6 (as listed in the memorandum). Councillor M. Wagner suggested that there was an omission in terms of the art acquisition criteria in that first consideration should be given to Waterloo Region art, The Committee agreed that this should be listed as criteria 2 a) #1 and the remaining criteria should be renumbered to reflect this addition as #1 and deletion of #6 previously agreed to. 4. ART AND ARTIFACT ACQUISITION AND MANAGEMENT POLICY - cont'd COMMUNITY SERVICES COMMITTEE MINUTES J U N E 26, 1995 - 62 - CITY OF KITCHENER Councillor M. Wagner expressed concern as to whether or not the City had suitable manpower, storage, documentation resources and ability to control public access with respect to its art. Mr. M. Price advised that the Department of General Services and City Clerk would handle the would handle the archiving aspects of the work. Councillor Wagner then questioned if the City was going to publicize its willingness to accept corporate archives from public and private companies. He suggested that this issue was a very broad undertaking that he would like tabled and discussed in depth at a future meeting. Councillor T. Galloway stated that he was supportive of Councillor Wagner's comments and he was uncertain whether the City Clerk had the necessary resources to address this need. Further, he pointed out that there are several organizations that are holding local artifacts and questioned if it was necessary to set up our own administrative organization noting that it may be beneficial to look at other possibilities. Again, Councillor Wagner questioned the City's ability to accept, catalogue, store and make accessible artifacts and who and how all this would be done. It was agreed that this entire issue be referred to the Art Acquisition Committee for consideration. The recommendation in the staff report, as revised, was then considered. On motion by Councillor J. Ziegler it was resolved: "That we approve an Art, Artifact Acquisition and Management Policy for the City of Kitchener, as follows: 1) Artifacts relating to the history of the City will be managed through the General Services and City Clerks Department in compliance with the existing Corporate Archives Policy. 2) That the following be applied as Art Acquisition/Deaccessioning Criteria for consideration by the Art Acquisition Committee. a) Art Acquisition: Donations or loans of artwork to the City of Kitchener should be considered for acceptance according to the following criteria: first consideration for purchase shall be given to Waterloo Region Art; 2) suitability of the artwork to the collection of the City as determined by the guidelines and mandate of this collection; and with consideration to available display and storage space; 3) quality of the artwork, based on professional assessment of the artwork, detailed written proposal, drawing and/or maquette, or photographs; 4) suitability of the theme of the artwork to a public venue; 5) appropriateness of the artwork to the site, in the case where a site has been identified; 6) appropriateness of the process for selecting the artist/artwork; 7) financial implications based on cost of project implementation, installation of the arts, and ongoing maintenance of the artwork; 8) provision by the donor for ongoing maintenance of the work and cost of relocation and removal; 4. ART AND ARTIFACT ACQUISITION AND MANAGEMENT POLICY - cont'd COMMUNITY SERVICES COMMITTEE MINUTES JUNE 26, 1995 - 63 - CITY OF KITCHENER 9) absence of restrictive conditions imposed by the donor; 10) susceptibility of the artwork to wear and vandalism and potential danger to the public; 11) suitability of the artwork to the technical requirements of installation in public spaces; 12) ease of maintenance and repair. b) Deaccessioninq Criteria Valid considerations for deaccessioning works include: a) b) c) d) e) poor quality duplication irrelevance to the collection the possibility of upgrading or exchange safety concerns All proceeds from sale or auction of works shall be credited to the Public Art Trust Fund. 3) That appropriate staff through Parks and Recreation be responsible for co- ordination of maintenance after works of art have been accepted into the permanent collection. Initially it is recommended that the Public Art Trust Fund be utilized for this activity until the level of collecting activity is known. It may be necessary at some point to make this a budgeted item. When necessary, the Art Acquisition Committee will provide advice in this area and will utilize outside expertise, such as the K-W Art Gallery." 5. PUBLIC ART POLICY The Committee was in receipt of a memorandum, dated June 1995, from Mr. M. Price pertaining to the establishment of public art policy for the City of Kitchener. Councillor J. Ziegler enquired as to the purpose of item #5, and Mr. M. Price advised that the initiative was to consider revenue sources to support public art and in this regard he said that in some cities there was an assessment to raise required revenues. Councillor J. Ziegler stated that he was opposed to requiring a contribution towards public art from new private developments given that the initiative has been a voluntary one to this point in time. Councillor M. Yantzi stated that he was in favour of investigating the matter further. Councillor Jake Smola questioned if the intention was to establish #5 as a development charge. Mr. M. Price stated that the desire was to review the proposal. Further, he noted that the existing Public Arts Trust Fund was established as a result of donations and there was no City money in the fund. Councillor T. Galloway commented that the City instituted bonusing in the downtown to recognize the provision of public artwork in public areas and indicated that the hope was to look at other forms of incentives for public space. Councillors J. Ziegler and Jake Smola stated that they were opposed to requirements for involuntary contributions to public art. On motion by Councillor J. Ziegler it was resolved: "That we approve a Public Art Policy for the City of Kitchener (in conjunction with the Art Acquisition Committee) as follows: 5. PUBLIC ART POLICY - cont'd COMMUNITY SERVICES COMMITTEE MINUTES JUNE 26, 1995 - 64 - CITY OF KITCHENER 1) That the City of Kitchener promote art in publicly accessible places in order to enhance the urban environment and quality of life. Public art should be a consideration for new public facilities or where appropriate in existing facilities. By supporting public art initiatives, the City will recognize the importance of publicly accessible art in making Kitchener a more livable city. 2) That the Public Arts Trust Fund be utilized, when funds are available, for the funding of projects city wide and that two members of Council be selected to work as an extension of the Art Acquisition Committee, in the active solicitation of fund raising, as the need arises. 3) That an appropriate staff person from each department liaise with the Art Acquisition Committee when capital budget projects are coming on stream for public art to be included. The criteria for this would be the project's public visibility, public use and civic importance. Opportunities could be found to include art at various points in the project, from the design stage to purchasing stage of furnishings, etc.. 4) That artists be involved at the earliest possible time in any project identified for a public art component. 5) That the City review, through appropriate staff, the feasibility of implementing a "contribution towards public art" for new, private developments." 6. OKTOBERFEST PARADE FLOAT - 1995, 1996, 1997 The Committee was in receipt of a report, dated June 21, 1995, from Ms. G. Holstead dealing with the Oktoberfest Parade Float for the years 1995 - 1997 which has been designed with flexibility so as to convert to a float for the Santa Claus Parade. She illustrated several designs that were considered. In response to Councillor C. Weylie, she advised that there were no budget funds for the float to leave the City of Kitchener to participate in other parades. On motion by Councillor T. Galloway it was resolved: "That the float design proposed by Vision in Design Ltd. be accepted as the Oktoberfest Parade Float for the City of Kitchener for the years 1995, 1996 and 1997 with the following provisions: That "The City of Kitchener" be moved to the area that now says "What a Hoot". That the wording "What a Hoot" be changed to a message that conveys a happy Thanksgiving. (See addendum A - Float Description, for details regarding the chassis and sound systems)." 7. DELEGATION - KITCHENER BLIND LAWN BOWLERS Ms. Catherine May appeared as a delegation with respect to a grant application to assist the Kitchener Blind Lawn Bowlers team in participating at the Nationals in Montreal from August 2 -6, 1995. The delegation noted that this was the second year that the group planned on going to the Nationals. Councillor Jake Smola was of the view that the City should do more for the group and notwithstanding being advised of policy setting a maximum of $1,000.00 for such grant requests, he supported a grant in the amount of $1,350.00 for the 14 individuals involved. 7. DELEGATION - KITCHENER BLIND LAWN BOWLERS - cont'd A motion by Councillor J. Ziegler to approve a grant in the amount of $1,000.00 was amended on COMMUNITY SERVICES COMMITTEE MINUTES J U N E 26, 1995 - 65 - CITY OF KITCHENER motion by Councillor Jake Smola to provide a grant in the amount of $1,350.00. Councillor Jake Smola's amendment was put to a vote and lost. The motion of Councillor J. Ziegler was then put to a vote and it was resolved: "That the Committee approve a grant in the amount of $1,000.00 to the Kitchener Blind Lawn Bowlers." Ms. May thanked to Committee for its continued support of the organization. 8. DELEGATION - ROTARY CLUB OF KITCHENER Ms. Carol Wiebe appeared as a delegation on behalf of the Rotary Club of Kitchener in support of a written request that she submitted for a grant to assist the Club with regard to the Rotary International Youth Exchange Program. The purpose of the grant request is to assist with Inbound students from other countries by providing a grant-in-kind for two student transit passes for a ten month period. She indicated that the transit passes would allow the students to be more independent in moving throughout the community and put less of a burden on the host families. She indicated that she had checked the Club's records and believed that no request for such funding had ever been made in the past and that the Club would undertake to evaluate the transit passes to determine actual benefit before making any future grant request. Moved by Councillor M. Wagner: "That the Committee approve a grant-in-kind of $1,064.00 to assist with the municipal travel needs of two participants in the Rotary Club Youth Exchange Program." Councillor Wagner indicated that he has had first hand experience with such programs and believed it was highly likely the students would make good use of the transit passes. Councillor J. Ziegler indicated that he was opposed to the request for the following reasons: that it could become an annual request, that there were local families who could not afford transit and most children within such programs came from families that were relatively well off. Councillor T. Galloway stated that he also could not support the request as there were other organizations in the municipality that bring foreign students into the City. Further, he stated that he felt the City of Waterloo should be involved in any assistance that was transit related. He questioned if there was any account in the Kitchener Transit budget that might accommodate such type of request so that it could be spread over the entire system and thereby include the City of Waterloo. Mr. T. McKay advised that the Transit budget did not have any promotional program that this could fit under. Councillor M. Yantzi acknowledged that there were a number of exchange students living within the community but that he was willing to treat the request as an experiment for this time only and that following an evaluation any future participation be required of both the City of Kitchener and City of Waterloo and the affected School Board. On motion by Councillor K. Redman it was resolved: "That the request of Ms. Carol Wiebe, on behalf of the Rotary Club Youth Exchange Program, for a grant-in-kind of $1,064.00 to assist with the municipal travel needs of two participants of the Program be deferred and referred to the August 14, 1995 meeting of the Community Services Committee, in order to allow Ms. Wiebe time to explore other funding alternatives." 9. DELEGATION - MADELINE HALLER - ST. MARY'S HOSPITAL VOLUNTEER ASSOCIATION Ms. Madeline Hailer appeared as a delegation with regard to a request by the St. Mary's General JUNE 26, 1995 COMMUNITY SERVICES COMMITTEE MINUTES - 66 - CITY OF KITCHENER 10. 11. Hospital Volunteer Association for a grant-in-kind for the 1995 Festival of Lights. It was noted in her correspondence that the Festival of Trees and Lights would be held November 17 - 20 in Victoria Park Pavilion and a grant to cover the rent expenses for the Pavilion has been requested. In response to Councillor T. Galloway, she advised that the previous Festival was held at Seagram's which waived all rental charges for use of the museum. Also, in response to Councillor J. Ziegler, she advised that the Festival was held in Kitchener for two years and that the rental charges with respect to the Victoria Park Pavilion were waived. On motion by Councillor K. Redman it was resolved: "That we approve the application from St. Mary's Hospital Volunteer Association for a $2,535.20 grant-in-kind for use of Victoria Park Pavilion November 15 - 22 for the 1995 Festival of Lights." CANADIAN BATON 'I'VVIRLING CHAMPIONSHIP Councillor Jake Smola disclosed a conflict of interest and abstained from all discussion as the individual requesting the grant was a neighbour. The Committee was in receipt of a grant request from Julie Hamburger in the amount of $100.00 to assist her in competing in the Canadian Baton Twirling Championships being held in Saskatchewan in July, 1995. In response to Councillor T. Galloway, Mr. B. Arnot advised that the activity fell within the realm of artistic sports. Further, he noted that there was progressive competition through a series of events and Ms. Hamburger was the only member of the team from the City of Kitchener. On motion by Councillor J. Ziegler it was resolved: "That the Committee approve a grant in the amount of $100.00 to Julie Hamburger, a competing member in the Canadian National Baton Twirling Championship." Councillor Jake Smola previously disclosed a conflict of interest and abstained from all discussion and voting as the individual requesting the grant was a neighbour. INFORMATION ITEMS The Committee acknowledged receipt of the following for information purposes: B. C. D. E. F. G. Outdoor Winter Rink Report Leisure Access Card Doon Pioneer Park Community Association - Mini Carnival Foodland Ontario Grant Outdoor Market Opening Woodlot Acquisition Reserve Fund Grants Analysis Update In reference to the Outdoor Market Opening, Councillor Jake Smola advised that he would be proposing a motion at a future meeting that the upgrade of Scott Street from King Street to Weber Street be taken from the Capital Account for the Downtown Revitalization budget rather than from the Public Works Department budget. 12. MISCELLANEOUS Mr. T. Clancy advised the Committee that, as a result of an infestation of Maple trees, staff have been getting numerous enquiry calls and suggested that members of Council may have been JUNE 26, 1995 COMMUNITY SERVICES COMMITTEE MINUTES - 67 - CITY OF KITCHENER 13. receiving such calls as well. He stated that the infestation was not serious, as it would not kill the trees and that with the return of wet weather the problem would be resolved. Councillor K. Redman advised that an update would be provided on the skateboarding project but that the big issue of concern was the liability aspect. ADJOURNMENT On motion the meeting adjourned at 2:53 p.m. L.W. Neil Assistant City Clerk