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HomeMy WebLinkAboutCommunity Svcs - 1995-11-06CSC\1995-11-06 NOVEMBER 6, 1995 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 1:25 p.m., with all members present. Others Present: Ms. J. Koppeser, Ms. P. Houston, Ms. D. Arnold, Messrs. T. McKay, T. Clancy, G. Kett, J. Cooper, R. Arnot, J. Shivas, L. Proulx, R. Weber, T. McCabe, M. Price and Ms. D. Gilchrist. 1. 1996 CEMETERY TARIFF OF CHARGES The Committee was in receipt of a report and a copy of the proposed 1996 Cemetery Tariff of Charges, from Mr. G. Kett, Manager, Cemetery and Golf Course Operations, dated October 27, 1995. Mr. G. Kett was in attendance to present the report and answer any questions the Committee might have in this regard. For the benefit of the Committee, Mr. Kett distributed copies of 1995 comparative rates with municipalities in the surrounding area. On motion by Councillor C. Weylie - it was resolved: "That we approve the Cemetery Tariff of Charges for 1996 as presented to the Community Services Committee on November 6, 1995, and further, That Cemetery Division staff submit the Tariff to the Cemeteries Regulations Branch of the Ministry of Consumer and Commercial Relations for filing, and further, That this Tariff become effective on January 1, 1996." 2. COMMUNITY USE OF SCHOOLS Mr. R. Arnot, Assistant General Manager, introduced this item, reminding the Committee that the issue of the Waterloo County Board of Education charging a fee for the community use of schools had come before this Committee earlier this year. Since that time, he advised, a committee had been established to deal with this matter and Mr. J. Cooper has been the City's representative on the committee. Mr. Arnot also distributed copies of a letter from Mr. A. Ewasko, Superintendent of Support Services, the Waterloo County Board of Education, dated November 1, 1995, advising that he is in support of a block booking process with municipalities to schedule after hour school use. Mr. Cooper addressed the Committee advising that the School Board feels that it can no longer absorb the overtime costs involved in the after hour community use of schools. He advised that, after consideration of the total hours of school use by both adult groups and children's groups, a rate of $9.00 per hour will be charged to all adult user groups regardless of the time of the week in which these groups use the schools. The intent is not to make a profit but simply cover the costs which are being passed on by the School Board. Councillor K. Redman questioned how this would impact on the summer use of schools. Mr. Cooper advised that School Board staff still have to discuss this issue, as it goes beyond the original intent. Councillor Redman also questioned the cost involved in collecting the fees. Mr. Cooper advised that if the City is allowed to block book it will reduce the time and costs. Mr. Cooper was questioned as to what would happen if too much money was taken in. He responded that, possibly, the hourly rate could be reduced or any excess could be used to subsidize next year's rates if they go up. Councillor T. Galloway questioned how non-recognized adult groups will interface with the City's block booking, as they will have to approach the School Board directly. Mr. Cooper advised that once the block booking has taken place, staff will provide schedules for the City's use of each school. It was noted by staff that any profit realized in the adult programs will be used to subsidize children's programs. COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 6, 1995 - 94 - CITY OF KITCHENER 2. COMMUNITY USE OF SCHOOLS (CONT'D) Councillor T. Galloway questioned what effect this would have on the reciprocal agreement of the School Board. Mr. R. Arnot responded that this would have an effect and that he will be preparing a report in this regard for the Committee's November 20th meeting. Councillor Galloway stated that the reciprocal agreement was thought to be fair when he was on the School Board. He questioned whether staff felt there was still a balance now that these fees are being introduced. He also questioned how the City puts a value on what we are giving the School Board. Mr. Arnot responded that the School Board's decision is based on the reduction in grants received from the Province and they are passing the costs on to user groups. With respect to the Board's use of pools and arenas, they are used during normal business hours and the City does not have to pay overtime for this use. Mr. T. Clancy stated that staff are supporting this initiative by the School Board. What is being done now is similar to what the City has been doing, as when we had to pay extra wages, the School Board was charged these costs. Staff believe they can live with this arrangement. Councillor T. Galloway responded that the City can accept this; however, it could be the beginning of the downfall of the reciprocal agreement. Councillor B. Vrbanovic questioned whether City staff are doing the billing and how the City could make it clear to the user groups that these are School Board charges. Mr. Cooper responded that it can be indicated on the permit and on the invoice. Councillor Vrbanovic stated that this agreement if for one year and questioned what mechanism is in place for change. Mr. Cooper responded that the current agreement will be reviewed in May or June and there is a committee which can be called together. Councillor Vrbanovic also questioned access to school buildings stating that the Separate School Board provides ready access. Mr. Cooper responded that the Waterloo County Board of Education has been advised by its insurers that they must have staff on the premises when the schools are being used. Councillor Jake Smola questioned whether the City charges the Board of Education for use of City arenas and Mr. Cooper responded that there is no charge at this time. When questioned by the Committee, Mr. Cooper advised that he felt the rate of $9.00 per hour is a good compromise and so do other members of staff. 3. KIWANIS PARK The Committee was in receipt of a report from Mr. T. Clancy, General Manager, dated November 1, 1995, containing recommendations and background information on the continued operation of Kiwanis Park. The Committee was also provided with copies of a resolution past by the Parks and Recreation Advisory Committee, at its meeting of November 1, 1995, urging the Community Services Committee to support the recommendations contained in Mr. T. Clancy's report. Mr. T. Clancy advised that he has tried to contact the Kiwanis Club concerning his report but has not been successful. He suggested that if his recommendations are adopted, this will clearly state the City's position. Councillor B. Vrbanovic questioned whether, in recommendation #3 in Mr. Clancy's report, the ownership of the park will remain with the G.R.C.A. and Mr. Clancy advised that it would. Mr. Clancy advised that staff would come back to this Committee before taking the final step. Councillor J. Ziegler put forward the recommendations contained in Mr. Clancy's report. Councillor M. Yantzi questioned what consultation had taken place so far, as he was concerned not to leave out any partners. Mr. Clancy explained the process to date and advised that there are several phases of negotiations still to take place. Councillor M. Wagner questioned what amount of revenue could be generated from gravel extractions. Mr. T. Clancy advised that he did not know. He explained the difference between his proposed area for extraction to that previously proposed and advised that the naturalists and 3. KIWANIS PARK (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 6, 1995 - 95 - CITY OF KITCHENER neighbours are sensitive to this issue. Mayor R. Christy questioned whether this report has been discussed with the G.R.C.A. and Mr. Clancy responded that it has not and that staff have done what they were directed to do. Mayor Christy advised that he felt these recommendations, once approved by this Committee, should go to the G.R.C.A. for feedback, prior to going to Council for adoption. He felt it would be easier for Council to deal with this matter if there is feedback from the G.R.C.A. Councillor Vrbanovic advised that Mr. Clancy's report could go to the Planning Committee of the G.R.C.A. next Tuesday morning. Mr. T. Clancy advised that this is not the usual process but he would be willing to go. A debate then followed concerning whether staff should make a presentation to the G.R.C.A. Planning Committee or not. On motion by Councillor J. Ziegler - it was resolved: "That the City of Kitchener request that the Grand River Conservation Authority continue to operate Kiwanis Park and Pool until major pool related repairs are required, and further, That the Grand River Conservation Authority staff be requested to explore the details of spray pads to determine how much this option would reduce operating expenses, and further, That should the Grand River Conservation Authority choose to close the pool at Kiwanis Park, they be requested, through Council resolution, to contribute $30,000.00 per year (G.R.C.A.'s estimate for minimal park maintenance) towards park operations, and further, That the Cities of Kitchener and Waterloo work with the Kiwanis Club and Flying Club to keep Kiwanis Park operating." On motion by Councillor B. Vrbanovic - it was resolved: "That Parks and Recreation staff present the report of Mr. T. Clancy, dated November 1, 1995, concerning the operation of Kiwanis Park, as considered by the Community Services Committee on November 6, 1995, to the Planning Committee of the Grand River Conservation Authority at its meeting scheduled for Tuesday, November 14, 1995." ROCKWAY GOLF CLUB RENOVATIONS Mr. G. Kett introduced Mr. M. Lobban from the architectural firm of Hymmen and Lobban, who, with the aid of the overhead projector, displayed plans showing the additions and renovations proposed for the clubhouse at Rockway Golf Club. Mr. Lobban advised that he was provided with 7 design criteria: a new pro-shop, increased washroom space, upgraded deck, increased lounge space, increased building circulation, improved staff utilization and increased use of the building. Mr. Lobban advised that, additionally, the clubhouse has a strong personality, architecturally and they had to come up with a design which is sympathetic and will enhance the building. A lengthy discussion then took place over the interior layout being proposed, whether smoking should be allowed in the building, how the addition is to be financed and whether it will be handicap accessible. DELEGATION - CURLING HALL OF FAME The Committee was in receipt of a report from the Curling Hall of Fame and Museum of Canada COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 6, 1995 - 96 - CITY OF KITCHENER Inc. titled "Business Plan for the Establishment of a Permanent Museum at 122 Frederick Street, Kitchener". The Committee was also in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated November 1, 1995, containing background information and recommendations for the establishment of the Curling Hall of Fame. Mr. Arnot addressed the Committee advising that the difference between this report and the one previously submitted is that the $150,000 loan is no longer being recommended; a business plan has now been presented and the improvements to the building, to be made by the City, now require an additional $60,000. Ms. D. McCrae addressed the Committee advising them that she had nothing much to add. Since coming before the Committee in August, she has worked with City staff and a business plan has been prepared. Further, a steering committee of local residents has been established to handle the management. Ms. McCrae then introduced several members of the community who have become involved with the museum. Mr. L. Houston, a member of the Granite Club, addressed the Committee advising that the club will be supporting the museum. It was his opinion that the museum will allow the community to attract a major curling event. Mr. T. Hayes of the Westmount Golf and Country Club addressed the Committee on behalf of the club and the Ontario Curling Association in support of the museum. Ms. N. Brawley of the Kitchener Downtown Business Association addressed the Committee advising that the K.D.B.A. supports the Curling Hall of Fame. She believed that it will help bring people downtown and that the K.D.B.A. will help in any way they can. Councillor G. Lorentz thanked staff and Councillor M. Wagner for all their work in this regard. On motion by Councillor M. Wagner - it was resolved: "That the Mayor and Clerk be authorized to sign an agreement with the Curling Hall of Fame and Museum of Canada Inc. for use of the municipally owned building at 122 Frederick Street (Registry Building) for a period of 10 years at $1.00 per annum, and further, That the City of Kitchener carry out building improvements, as presented to the Community Services Committee on November 6, 1995, at a cost of $60,000.00, and further, That the Canadian Curling Association agree to the holding of 2 National/International events in Kitchener within the 10 year period of this lease, and further, That all day to day operating costs be assumed by the Curling Hall of Fame and Museum of Canada Inc., and further, That the agreement be reviewed after 5 years, and further, That this approval be subject to final authorization by the Canadian Curling Association." 6. DELEGATION - VICTORIA PARK 100TH ANNIVERSARY Ms. L. O'Krafka and Ms. L. Ferguson were in attendance, in period costume, to represent the grant requests of the Victoria 100th Anniversary Committee for in-kind services grants totalling $1,990.25 for 1995 and $15,762.50 for 1996. It was noted that the 1995 grant request was to cover in-kind services required for the New Year's Eve Kick-off to the year long celebrations. 6. DELEGATION - VICTORIA PARK 100TH ANNIVERSARY (CONT'D) The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated November 1, 1995, recommending that the 1995 grant be approved and that the 1996 grant be COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 6, 1995 - 97 - CITY OF KITCHENER deferred and referred to the 1996 budget considerations. Attached to Mr. Arnot's report were two grant applications along with background information and reports from the Victoria Park 100th Anniversary Committee. The Committee was also in receipt of a report from Ms. J. Koppeser, Manager of Licensing, dated November 1, 1995, which was attached to the Finance and Administration Committee agenda of this date, but which had been referred to this Committee. Ms. Koppeser's report contains recommendations dealing with licensing issues involved in holding the special events proposed to be held in Victoria Park, in 1995 and 1996, by the Victoria Park 100th Anniversary Committee. Ms. L. O'Krafka and Ms. L. Ferguson addressed the Committee explaining the festivities planned to celebrate the 100th anniversary of Victoria Park, with the 3 main events being: the New Year's Eve Kick-off planned for December 31, 1995, the Grand Victorian Ball to be held in June 1996 and the Anniversary Celebrations to take place August 24 & 25, 1996. They also spoke of the rose, to be named "The Victoria Park Rose" and the trust fund they wish to have established with the proceeds from the sale of the rose. Ms. O'Krafka and Ms. Ferguson then reviewed the budget for the celebrations which will total approximately $139,000. The ladies displayed a print of a painting done by Peter E. Snyder showing children playing hockey on Victoria Park Lake and advised that the Anniversary Committee will receive 10% of the sale from this print up to December 1997. A discussion then took place over the grant request and the fundraising activities planned by the Anniversary Committee. Ms. O'Krafka advised that if funds, in excess of those required are raised, then the excess will go towards the monies being requested of the City today. On motion by Councillor M. Yantzi - it was resolved: "That we approve the request of the Victoria Park 100th Anniversary Committee for an in- kind services grant totalling $1,990.25 for the New Year's Eve Kick-off to be held on December 31, 1995, and further, That consideration of the 1996 in-kind services grant request of the Victoria Park 100th Anniversary Committee, in the amount of $15,762.50, be referred to the 1996 budget considerations." On motion by Councillor J. Ziegler - it was resolved: "That the following activities and fees be approved for the 100th Anniversary Celebration of Victoria Park, provided that the necessary licences, including approvals of health and fire, are obtained: That the hotdog vendors currently operating in Victoria Park, namely Sheila Marie Biers, Eva Wilk and Kin-Tien Sun, be permitted to operate on New Year's Eve, and further, That, should any of the above-noted hotdog vendors be unavailable, the Victoria Park 100th Anniversary Committee be authorized to replace them with other hotdog vendors who have been licensed in 1995, by the City of Kitchener, with no additional fee, and further, That, for the nominal fee of $1.00, the Victoria Park 100th Anniversary Committee be granted permission to obtain a Refreshment Stand Licence and a Hawker and Pedlar Licence to sell flowers, hold an auction and sell hot apple cider and 6. DELEGATION - VICTORIA PARK 100TH ANNIVERSARY (CONT'D) roasted chestnuts, with all proceeds being donated to the Committee, and further, COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 6, 1995 - 98 - CITY OF KITCHENER That the Victoria Park 100th Anniversary Committee be granted permission to obtain a Retail Exhibition Licence, for $1.00, to operate the Anniversary Festival on August 24 & 25, 1996, in Victoria Park, which will include local service clubs operating food booths and the Victoria Park 100th Anniversary Committee operating 'games of skill' booths." On motion by Councillor M. Yantzi - it was resolved: "That we approve, in principle and subject to a legal opinion from the City Solicitor, the request of the Victoria Park 100th Anniversary Committee to purchase, on behalf of the City of Kitchener, the sole rights to a rose, to be registered as 'The Victoria Park Rose', and further, That royalties from the sale of the rose be used to create a local park improvement fund from which neighbourhood associations could apply for funds for the betterment of neighbourhood parks and green spaces, with the Victoria Park 100th Anniversary Committee to seek foundation sponsorship for this improvement fund, and further, That the Victoria Park 100th Anniversary Committee be permitted to purchase, on behalf of the City of Kitchener, a one year membership in the Golden Triangle Rose and Garden Society, at a cost of $25.00 to allow 'The Victoria Park Rose' to be entered into the society's annual rose show in late June 1996." DELEGATION - ACCKWA - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated November 1, 1995, recommending a grant to ACCKWA of $230.00, representing 50% of the cost of renting the City Hall Rotunda on Saturday, December 2, 1995. As the Aids Committee operates region wide, staff are recommending that the committee approach other municipalities for financial support. Mr. P. Cupido was in attendance, on behalf of ACCKWA, to answer any questions the Committee might have in this regard. On motion by Councillor J. Ziegler - it was resolved: "That we approve an in-kind facility rental grant for ACCKWA (Aids Committee of Cambridge, Kitchener, Waterloo and Area) in the amount of $230.00 to assist with the cost of renting the City Hall Rotunda for a fund raising event on Saturday, December 2, 1995." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. Councillor G. Lorentz thanked staff for their report on Parks and Recreation Projects. ADJOURNMENT On motion the meeting adjourned at 3:30 p.m. Dianne H. Gilchrist Committee Secretary