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Home My WebLink AboutCommunity Svcs - 1996-09-09CSC\1996-09-09 SEPTEMBER 9, 1996 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 2:05 p.m., with the following members present: Councillor T. Galloway, Councillor K. Redman, Councillor Jake Smola, Councillor John Smola, Councillor B. Vrbanovic, Councillor M. Wagner and Councillor M. Yantzi. Others Present: Ms. V. Gibaut, Ms. D. Arnold, Ms. B. Spry, Ms. P. Houston, Messrs. R.W. Pritchard, T. Clancy, R. Arnot, K. Baulk, L. Proulx, L. Gordon and Ms. D. Gilchrist. 1. NATIONAL CHILD DAY The Committee was in receipt of a report from Mr. R. Arnot, dated September 4, 1996, recommending approval of an in-kind grant in the amount of $586.00 for Rotunda rental and associated costs for National Child Day. The Committee was also in receipt of a copy of the grant application form. Ms. A. Strauss was in attendance on behalf of the National Child Day in Waterloo Region 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 the request of the National Child Day in Waterloo Region for an in-kind grant in the amount of $586.00 to cover the cost of Rotunda rental and associated costs in connection with the National Child Day on November 23, 1996." 2. CELEBRATION OF MODERN DANCE The Committee was in receipt of a report from Mr. R. Arnot, dated September 4, 1996, recommending approval of a grant in the amount of $620.00 for the Celebration of Modern Dance scheduled for October 12 and 13, 1996. Ms. J. Latendresse was in attendance to represent the request and answer any questions the Committee might have in this regard. On motion by Councillor M. Wagner - it was resolved: "That we approve the request of Jackie Latendresse for a grant in the amount of $620.00 for the Celebration of Modern Dance scheduled for October 12 - 13, 1996." 3. KITCHENER-WATERLOO & NORTH WATERLOO HUMANE SOCIETY The Committee was in receipt of a report from Mr. R. Arnot, dated September 4, 1996, requesting the Committee's direction with respect to an in-kind grant requested by the Humane Society in the amount of $103.07. On motion by Councillor K. Redman - it was resolved: "That we approve the request of the Kitchener-Waterloo & North Waterloo Humane Society for an in-kind grant in the amount of $103.07 to cover the cost of delivery, set-up and pick- up of barricades to close Riverbend Drive, to hold their annual fundraising walk on September 8, 1996." 4. RIVER ROMANTICS - AGREEMENT RENEWAL The Committee was in receipt of a report from Mr. R. Wyatt, Manager, Athletics/Community Arenas/Design-Development, dated August 14, 1996, recommending that staff be authorized to enter into negotiations with Terry Haggith to continue operating the boat concessions in Victoria Park. On motion by Councillor T. Galloway - it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 9, 1996 - 54 - CITY OF KITCHENER RIVER ROMANTICS - AGREEMENT RENEWAL (CONT'D) "That Parks and Recreation staff be authorized to enter into negotiations with Terry Haggith to continue to operate the boat concessions in Victoria Park, as he has in the past, the new term being from May 1, 1997 to October 9, 1999, inclusive." KITCHENER RANGERS 5 YEAR CONTRACT Councillor T. Galloway disclosed a conflict of interest with this matter as he is employed by the Kitchener Rangers Hockey Club and did not participate in any discussion or voting with respect to this item. The Committee was in receipt of a report from Mr. K. Baulk, Manager, Kitchener Memorial Auditorium Complex, dated August 16, 1996, recommending contractual changes to be negotiated with the Kitchener Rangers Hockey Club for use of the Kitchener Memorial Auditorium Complex. On motion by Councillor John Smola - it was resolved: "That the contractual changes negotiated for the use of the Kitchener Memorial Auditorium Complex by the Kitchener Rangers Hockey Club, as described in the letter of understanding, dated August 15, 1996, be accepted and approved, and further, That the agreement be in effect for the period September 1, 1996 through to August 31, 2001, and further, That the Mayor and Clerk be authorized to sign the final agreement." TAKE BACK THE NIGHT COMMITTEE - GRANT APPLICATION The Committee was in receipt of a report from Mr. R. Arnot, dated September 4, 1996, recommending a grant in the amount of $473.42 for the Take Back the Night Committee March to be held on September 26, 1996. On motion by Councillor M. Yantzi - it was resolved: "That we approve the request of the Take Back the Night Committee for an in-kind grant in the amount of $473.42 to cover the costs of Rotunda rental and 50% of bus rental for the Take Back the Night March on September 26, 1996." UNITED FOOD & COMMERCIAL WORKERS LEUKEMIA COMMITTEE - GRANT APPLICATION The Committee was in receipt of a report from Mr. R. Arnot, dated September 4, 1996, recommending approval of a grant in-kind in the amount of $112.50 for the Leukemia Walk for a Cure. On motion by Councillor John Smola - it was resolved: "That we approve the request of the United Food & Commercial Workers Leukemia Committee for an in-kind facility rental grant in the amount of $112.50 for their use of the Victoria Park Pavilion on June 9, 1996." FIRE HALL CONSULTANT SELECTION PROCESS The Committee was in receipt of a report from Messrs. L. Gordon and L. Proulx, dated September 5, 1996, recommending that Council waive the consultant selection process for the design of three fire halls and that the Manager of Purchasing and the Director of Facilities 8. FIRE HALL CONSULTANT SELECTION PROCESS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 9, 1996 - 55 - CITY OF KITCHENER Management be directed to enter into negotiations with Rieder, Hymmen and Lobban Architects, Kitchener, to obtain a satisfactory contract and an upset limit for the projects. Mr. Proulx was in attendance to represent the report and advise the Committee that a process is in place to continue to design facilities using a prototype model, which came about as a result of Council's decision in 1991. Mr. Proulx advised the Committee that this report is before them today to determine if this is still Council's wish. Councillor B. Vrbanovic put forward the recommendation contained in the staff report. The question was raised by Councillor T. Galloway as to how staff know that these savings will accrue and that another firm could not do the job for the same $120,000. Mr. L. Proulx advised that, in the current market, architect fees are now less than 10% of the project cost and another firm could not do it for the same amount of money because this firm has done the prototype and another firm would have to design its own prototype. Councillor Galloway then questioned whether all three sites would accommodate this prototype and Mr. Proulx advised that some modifications will be necessary; however, these have been taken into consideration in the fees proposed. Councillor Jake Smola pointed out that fire station #6 costed the City more than expected and asked whether the City can expect the same problems with the next fire station. Mr. Proulx advised that staff will ask that contractors be pre-qualified which will make for less problems during the construction of the next station. Councillor John Smola questioned whether the amount of $120,000 falls into expressions of interest or whether the City would have to go under the tendering process and was advised that this is the reason why this report is before the Committee today. Further, Mr. Proulx advised that there are two more fire halls which will not be able to be constructed according to the prototype and that staff will go through the usual process with these two fire halls. On motion by Councillor B. Vrbanovic - it was resolved: "That Council waive the consultant selection process for the design of three fire halls, and further, That the Manager of Purchasing and the Director of Facilities Management be directed to enter into negotiations with Rieder, Hymmen & Lobban Architects, Kitchener, to obtain a satisfactory contract and an upset limit for the projects, with the estimated consultant fees for the projects to be approximately $120,000." 9. INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. Mr. T. Clancy referred back to item #4, being River Romantics Agreement Renewal, and he referred to policy #1-153 and asked that staff be allowed to eliminate this step with respect to this type of contract or agreement renewal. Councillor G. Lorentz advised Mr. Clancy that he should prepare a report to come before the Finance and Administration Committee in this regard. Councillor G. Lorentz thanked staff for the tour of the Parks and Recreation buildings which had taken place last month and advised that he and other members of Council felt the tour was very informative. Councillor G. Lorentz advised that the Committee will be coming forward with a report on the grant review, which will come before this Committee before budget. 9. INFORMATION ITEMS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 9, 1996 - 56 - CITY OF KITCHENER Mr. R. Arnot complimented the Committee on its handling of the grant applications and advised that this process of reviewing grants on a quarterly basis has worked quite well. 10. ADJOURNMENT On motion the meeting adjourned at 2:25 p.m.. Dianne H. Gilchrist Committee Secretary