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HomeMy WebLinkAboutCommunity Svcs - 1995-10-16CSC\1995-10-16 OCTOBER 16, 1995 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 1:06 p.m., with all members present, except Councillor M. Yantzi. Others Present: Ms. C. Oliver, Ms. D. Arnold, Ms. W. Love, Messrs. K. Baulk, L. Proulx, T. Clancy, R. Arnot, T. McKay, J. Gazzola, E. Kovacs and Ms. D. Gilchrist. 1. HOMER WATSON HOUSE REPAIRS The Committee was in receipt of a memorandum from Mr. L. Proulx, Project Manager and Director of Facilities Management, dated October 11, 1995, briefly outlining the costs involved in doing maintenance repairs on the Homer Watson House. The recommendation included with the report suggested that the cost of repairs be split between 1996 and 1997 and be referred to the capital budget process. Councillor T. Galloway addressed the issue advising that he had asked Mr. Proulx to take a comprehensive look at the building to determine what maintenance and repairs were required. Councillor Galloway advised that he is a member of the Board and he had advised the Board that he would bring this matter forward to the Community Services Committee and request that it be referred to the capital budget process. He reminded the Committee that there is a heritage easement on this property and the easement requires that the property owner maintain the building in perpetuity. He also advised that he had spoken with the Legal Department and they advised him that there is a legal requirement to maintain the building. Councillor Galloway advised that the operating grant given by the City of Kitchener to the Homer Watson House Foundation is not sufficient to maintain the building in this regard. Councillor Galloway put forward the recommendation contained Mr. Proulx's memorandum. Councillors B. Vrbanovic and M. Wagner entered the meeting at this time. A brief discussion took place over the cost involved in maintaining the building. On motion by Councillor T. Galloway - it was resolved: "That repair costs for Homer Watson House in the amount of $52,000.00 in 1996 and $40,000.00 in 1997 be referred to the capital budget process." 2. MARKET HALL RENTALS The Committee was in receipt of a report from Ms. W. Love, Market Supervisor, Kitchener Farmers' Market, dated October 11, 1995, containing background information and a recommendation concerning the use of the Market Hall at the Kitchener Farmers' Market. Attached to the report is a copy of the Continuous Improvement Report on the Kitchener Farmers' Market dated August 15, 1995. Mr. K. Baulk advised that the recommendation before the Committee today is a result of the staff involvement with the Continuous Improvement Process. Councillor J. Ziegler clarified that the proposal is to eliminate $13,000.00 in revenue received from renting Market Hall as a hall in order to generate $15,000.00 in revenues from rental to Market vendors. Ms. Love responded that that was the case and that the City has lost some potential Market vendors when they were advised that they could not install permanent displays. A discussion took place over the use of the Market Hall as a hall including events traditionally held there, seating capacity and other City owned facilities which could accommodate these uses. Mr. K. Baulk advised that the Continuous Improvement Process did not necessarily look at the revenues alone but at the rejuvenation of the Market. Councillor Jake Smola questioned the impact of not having these special functions being held downtown. 2. MARKET HALL RENTALS (CONT'D.) COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 16, 1995 - 88 - CITY OF KITCHENER Councillor B. Vrbanovic questioned the alternatives which exist for the displaced functions. It was his opinion that the Community Arenas are not a viable alternative. He was concerned that the City is taking a large facility off the market. He questioned whether staff has pursued how to expand rental options. Mr. K. Baulk advised that the emphasizes over the last 12 months has been on how to improve the Farmers' Market. He advised that Market Hall rentals have been declining because groups have to look after everything themselves as there are no kitchen or bar facilities. Councillor B. Vrbanovic advised that he would have liked to have seen information on how to increase Market Hall rentals to see which alternative would best bring people to the core. Mr. K. Baulk advised that there are only four Market Hall rentals which reach maximum capacity; most events having a capacity of 200-400, which can easily accommodated at other City facilities. Mayor R. Christy entered the meeting at this time. The City ends up trying to make two uses of the facility and not doing either very well. Because the Market operates 52 weeks a year, many trade shows will not rent the facility because they cannot rent from a Friday to a Sunday. There was a brief discussion as to whether another location for a hall could be found in Market Square. Ms. W. Love advised that Cambridge Leaseholds will discuss the possibility with staff but this has not been done yet. On motion by Councillor M. Wagner - it was resolved: "That we approve, in principle, of discontinuing Market Hall rentals at the Kitchener Farmers' Market, effective March 1, 1996, subject to staff submitting a report, for consideration by the Community Services Committee, prior to January 1, 1996, on how many vendors would be interested in using this space were it to be used exclusively as part of the Kitchener Farmers' Market." LAWN BOWLING The Chairman advised that this matter will be deferred to a future meeting. GENERAL PROVISION GRANTS The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated October 11, 1995, recommending amendments to the current grant policy with respect to General Provision Grants and Travel Grants. The Chairman introduced this report advising that the sub-committee reviewed the recommendation put forward by staff last Tuesday, and they bring it forward to the Committee today. Several of the Members of Council congratulated and thanked staff and the sub-committee for the excellent work done in this regard. Councillor B. Vrbanovic stated that, although the recommendations made today are a good start, additional issues need to be dealt with. He suggested that the rental rates for City facilities need to be reviewed and that no rent be charged to charitable organizations when their event involves providing information to the community; although they may be required to pay for clean-up and/or set-up costs. A second category could be for charitable organizations when they are holding a fundraising event for which a rental fee would be chargeable. The third category could be a higher rent charged to profit-making organizations. Councillor Vrbanovic GENERAL PROVISION GRANTS (CONT'D.) advised that his second concern is how to deal with bids and grants in-kind. He suggested that a COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 16, 1995 - 89 - CITY OF KITCHENER percentage of the profits should be set aside for bids and grants in-kind for such things as requests to sponsor municipal luncheons. Councillor J. Ziegler advised that he did not think the City should devise a policy around profits/non-profit organizations. He stated that many non-profit organizations provide employment for those who work for them. The consideration should be whether they are volunteers or do they get paid. Councillor Jake Smola requested that staff obtain detailed financial information when taking a grant application. On motion by Councillor K. Redman - it was resolved: "That Council Policy No. 1-380 (GRANTS' be revised to incorporate the following: General Provision Grants: Organizations having received a grant through the Grant Budget process will not be eligible to apply for a General Provision Grant (GPG). Non-profit volunteer organizations planning an event to raise funds to support an organization that has received a 'non-recreational' grant will not be considered for a GPG, i.e. Symphony Volunteer Committee. 3. General Provision Grants will only be considered quarterly. 4. Organizations having a 'Charitable' number will not be considered for a GPG. Once the approved GPG amount has been allocated, no further grant submissions will be considered. Any grant request not meeting the approved criteria can be turned down by a staff committee comprised of a representative from each of Finance and Parks and Recreation. No government or agency whose purpose is the responsibility of other levels of government, be it Federal, Provincial, Regional and Education, will be considered. Travel Grants: That Travel Grants only be provided to Minor Sports groups or individuals. A majority of the team members must be 18 years of age or under. Travel Grants may be approved by the Staff Committee and a list circulated to the Community Services Committee on a monthly basis." 5. 1996 PROPOSED FEES AND CHARGES - FARMERS' MARKET VENDOR RATES The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated October 11, 1995, recommending 2% and 5% increases to Farmers' Market vendor rates for 1996. 5. 1996 PROPOSED FEES AND CHARGES - FARMERS' MARKET VENDOR RATES (CONT'D.) On motion by Councillor John Smola - it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 16, 1995 - 90 - CITY OF KITCHENER "That the 1996 Fees and Charges for the vendors at the Kitchener Farmers' Market for the 'Pay in Full' option be increased by 2% and the 'Quarterly Payment' option be increased by 5%." 6. DELEGATION - KITCHENER HORTICULTURAL SOCIETY Mr. P. McPherson was in attendance to present the Rockway Gardens Master Plan. A plan of the proposed changes to Rockway Gardens, as recommended in the master plan, was displayed and copies of a suggested implementation schedule, with associated costs, was distributed to the Committee; the total estimated cost being $828,674.00. As a preamble to his presentation, Mr. McPherson advised that the consultant recommends that the original Rockway Gardens and another small parcel of land be given back to the City and no longer used as part of the Gardens. Mr. McPherson advised that the Board of Directors has considered this suggestion and does not wish to follow through with it. They want to keep the lease with the City exactly the way it is. Mr. McPherson then proceeded through the master plan, step by step, explaining all the changes to the gardens recommended in the master plan. Mr. McPherson advised that invitations to a public open house had been delivered to neighbours. The open house had taken place on the Sunday of the weekend after Labour Day and no concerns were expressed at that time. Councillor M. Wagner questioned the current proposal with respect to the green house and Mr. McPherson explained the difference between the previous proposal and this one. When questioned about contact with the neighbours who previously showed concerned respecting the other plan, Mr. McPherson advised that they had not been contacted about that specifically. The neighbours had received invitations to the open house and only 20 people attended. Councillor M. Wagner commented that the plan was good but also rich. He asked what the Horticultural Society is expecting and whether they intend to pursue other revenue sources. Mr. McPherson advised that other sources had not been pursued as yet but that the Horticultural Society will be pursuing several sources. Councillor Wagner suggested that he could support funding for the fountains only at this time. A discussion took place over the possibility of expanding the use of volunteers. The erection of the Clock Tower was cited as an example of volunteer labour. The idea of a partnership and/or matching funds was also discussed. Councillor M. Wagner put forward two motions, one dealing with the acceptance of the master plan and funding for the fountains being referred to the capital budget. The other motion dealing with the preparation of a detailed implementation plan, examining a greater use of volunteers and fundraising. Councillor John Smola suggested that $50,000.00 per year, for the next four years, be approved in the capital budget for this purpose. Mayor R. Christy thanked the Kitchener Horticultural Society for coming forward with the master plan. He commended them for their work and stated that it was important to keep the Gardens world class for the future. Councillor Jake Smola questioned the conditions of the irrigation system. Mr. Clancy advised that a new irrigation system would pay for itself in less than three years. 6. DELEGATION - KITCHENER HORTICULTURAL SOCIETY (CONT'D.) On motion by Councillor M. Wagner - it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 16, 1995 -91 - CITY OF KITCHENER "That we approve, in principle, the Master Plan for Rockway Gardens, as presented to the Community Services Committee on October 16, 1995, and further, That we recommend to the budget process those items on the 'Suggested Implementation Schedule for Rockway Gardens', dealing with the relocation and restoration of the fountains." On motion by Councillor M. Wagner - it was resolved: "That Parks and Recreation staff and the Kitchener Horticultural Society work together to prepare a detailed, long-term implementation plan to implement the Rockway Gardens' Master Plan, and further, That the Horticultural Society investigate the extended use of volunteers and plans for fundraising and report back to the Community Services Committee." 7. DELEGATION - THE DECEMBER 6TH COALITION The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated October 11, 1995, recommending a partial in-kind facility rental grant for the Coalition in the amount of $150.00 and suggesting that they seek additional funding from other municipalities as this is a regional event. Included with Mr. Arnot's report was a copy of the grant application. Ms. D. Reid of the Coalition was in attendance 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 services grant for The December 6th Coalition of Waterloo Region in the amount of $150.00 towards their cost in renting the City Hall Rotunda on December 6, 1995, for the remembrance service." 8. DELEGATION - CANADIAN YOUTH BRIDGE ORGANIZATION The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated October 11, 1995, recommending a grant in the amount of $333.57 to cover the costs of the Canadian Youth Bridge Organization's use of the City Hall Rotunda on Sunday, November 26, 1995 for their championship. The Committee was also in receipt of a copy of the grant application. Mr. E. Sutherland was in attendance to represent the grant application and answer any questions the Committee might have in this regard. On motion by Councillor John Smola - it was resolved: "That we approve an in-kind services grant for the Canadian Youth Bridge Organization in the amount $333.57 to off-set the cost of renting the City Hall Rotunda on November 26, 1995, for the championship." 9. INFORMATION ITEMS The Committee acknowledged receipt of the following for information purposes: Graffiti Problems and Removal Systems Grants Analysis Update 10. NEW BUSINESS Councillor B. Vrbanovic referred to the General Provision grants and requested a report from staff on the issue of rental rates and using a percentage of the net revenues generated at the Auditorium towards bids and some grants. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 16, 1995 - 92 - CITY OF KITCHENER 11. ADJOURNMENT On motion the meeting adjourned at 2:45 p.m. Dianne H. Gilchrist Committee Secretary