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HomeMy WebLinkAboutCommunity Svcs - 1997-06-23CSC\1997-06-23 JUNE 23, 1997 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 2:10 p.m., with all members present except Councillor C. Weylie. Others Present: Ms. V. Gibaut, Ms. L. Pasternak, Ms. B. Spry, Ms. P. Houston, Ms. L. Gove, Messrs, T. McCabe, R. Arnot, J. Hancock, N. Kuntz, R. Wyatt, K. Baulk, M. Price, G. Nixon and Ms. D. Gilchrist. 1. CHRISTKINDLESMARKT (CHRISTMAS MARKET PROPOSAL) Mr. T. Bergmeier was in attendance to present a proposal on a Christmas Market. The Committee was provided with a report, under separate cover, in this regard. Mr. Bergmeier advised that the actual money concerned is approximately $15,700.00 and this does not include the value of the free labour to construct the booths. He then listed those items covered by the $15,700.00. He stated that the rest of the money would be in-kind costs for such things as rental of the space, which would have to come from the City. Councillor M. Wagner referred to the start-up funds of $10,000.00 noted in "Request #1" in the report. Mr. Bergmeier advised that this money would be used to purchase the material for 6 booths. This would cover the cost of the material and the labour would be provided free by Conestoga College. Mr. Bergmeier stated that the event must be promoted in order to attract people and the $10,000.00 plus money from the vendors will be used for booths and for promotion. Councillor M. Wagner then questioned what kind of response is being received from vendors and was advised that it has been favourable. Mr. Bergmeier explained that the date has to be changed from what was originally planned but the response is still favourable. Councillor Wagner then questioned the additional hydro proposed for Civic Square and Mr. M. Price confirmed that it is a one-time cost and once installed, could be used for other events in Civic Square. Councillor T. Galloway thanked Mr. Bergmeier and the Committee for all the time and effort put into this proposal. He then questioned whether the tree would be permanent or just brought in for this event. Mr. Bergmeier responded that the tree would be brought in to Civic Square and be up from the beginning of December until New Year's. It would be for the Market and it would also enhance City Hall. When questioned about the cost, Mr. Bergmeier advised that the tree would be free, as the City takes down trees every year. Once the hydro and clamping are installed, we would not have to pay for these costs every year. Mr. M. Price advised that, although the tree is free, there will be a transportation cost of approximately $2,500.00. Councillor B. Vrbanovic noted that in many cities in Europe a built, wooden, Christmas tree is erected. Mr. Bergmeier advised that he was familiar with this and it would be an alternative. Councillor Vrbanovic suggested that this alternative be explored and a report come back to this Committee. Councillor G. Lorentz questioned the in-kind costs and Mr. M. Price gave a brief review of them. Councillor M. Wagner then advised that he was moving Request #1 in the report and Request #2 with an amendment that before expenditures are made an investigation be done towards the design and cost of a re-usable, artificial tree. He then advised that if the Committee preferred, each request could be voted on separately. Councillor G. Lorentz requested that staff come back with a more detailed report on the in-kind costs. Councillor J. Ziegler advised that he supported Request #2 but did not want to leave the tree at the discretion of the Market Committee. He wanted it understood that the City supports a built Christmas tree and wants information on such a tree. COMMUNITY SERVICES COMMITTEE MINUTES J U N E 23, 1997 - 57 - CITY OF KITCHENER CHRISTKINDLESMARKT (CHRISTMAS MARKET PROPOSAL) (CONT'D) Mayor R. Christy thanked Mr. Bergmeier for chairing this event. He stated that it is okay to support a built Christmas tree; however, the Committee should be given the latitude to look at options. He advised that he would like the Community Services Committee to support this group and that this Committee needs to give some seed money. He stated that, as an initial project, they may not be able to do everything this year and he liked the flexibility of Councillor Wagner's motion. Councillor B. Vrbanovic suggested that this matter come back to the August or September Community Services Committee meeting with some ideas on the built Christmas tree and a final decision can then be made. He also suggested tapping into student resources for volunteers. In response to the idea of a built Christmas tree, Mr. Bergmeier stated that the real cost is the extra power and anchorage and that a built Christmas tree provides no real savings. Councillor Wagner stated that eventually this Committee wants a built Christmas tree but he wanted the Market Committee to have some flexibility. The Chairman questioned where the funds would come from and some members of the Committee suggested the Special Events budget or the Downtown fund. The Chairman requested that staff determine an appropriate place for the funding and report to Council at its meeting of July 7, 1997. The motion by Councillor Wagner was voted on 2 parts and both were carried. On motion by Councillor M. Wagner - it was resolved: "That the City of Kitchener provide a start-up grant of $10,000.00 to the Christkindlesmarkt Committee to assist in covering the initial costs of the construction of the vending booths and to off-set some City in-kind costs, and further, That the City of Kitchener cover the costs, in 1997, of the installation of a 30' Christmas Tree in Civic Square, estimated to be $8,466.00 for tree installation and the design and creation of a clamping system and $5,000.00 for additional hydro installation in Civic Square, which can also be utilized for other events throughout the year, and further, That, before any expenditures are made, the Christkindlesmarkt Committee investigate the design and cost of a built Christmas tree and report back to the Community Services Committee." 2. ST. JEROME COMMUNITY ARTS CENTRE UPDATE Mr. D. Bourgeois was in attendance on behalf of Friends of St. Jerome's to give an update of the results of the Fundraising Feasibility Study for the St. Jerome Community Arts Centre. He presented a written report to the Committee at this meeting. Mr. Bourgeois then listed the highlights of the report. He stated that a $5M project is not a feasible project in Kitchener today and a project of that size does not have an affinity to the broader community. The role of the City is essential and a principle tenant is essential. The consultants have provided a 38 point game plan and this is a modest proposal which can be built on over the years. Mr. Bourgeois advised that the principle tenant will be Theatre & Co. and they are also building strategic partnerships with the Separate School Board and the Centre for Cultural Management. Mr. Bourgeois advised that he will be coming back to this Committee in September to advise of a proposal and to request City support. 3. COMPREHENSIVE STAFFING AND REORGANIZATION REPORT - FOREST HEIGHTS FIRE COMMUNITY SERVICES COMMITTEE MINUTES JUNE 23, 1997 - 58 - CITY OF KITCHENER STATION - COMMUNICATIONS DIVISION The Committee was in receipt of a report from Fire Chief J. Hancock, dated June 20, 1997, recommending the hiring of firefighters, fire dispatchers and shift communications supervisors. The Fire Chief was in attendance to present the report and answer any questions the Committee might have in this regard. Fire Chief J. Hancock briefly reviewed the report advising that option 2 is the best feasible option and it does not adversely affect the fire attack team. He also advised that the Automatic Aid Agreement with the City of Waterloo is an essential ingredient to this option. He stated that the implication of this choice is that this number of staff is as Iow as we can go. He stated that he is not asking for pre-budget approval and that the wording allows flexibility in negotiating with the KPFFA. A discussion then took place over staffing, past and proposed. Councillor Jake Smola questioned whether staff had entered into discussions with the ambulance company to provide dispatch. The Fire Chief responded that they have talked to the Ministry; however, they want it to be province wide and fire wants to be municipal. He also advised that the Region has not yet responded. Councillor J. Ziegler questioned the 4 Shift Communications Supervisors and the Deputy Fire Chief advised that they are looking for some leeway. These positions would be working communicators with other responsibilities and they are not yet certain as to what the end position will be. On motion by Councillor John Smola - it was resolved: "That we approve of the hiring of 12 firefighters in 1998, subject to final budget approval, and further, That we authorize the negotiation of an Automatic Aid Agreement with the City of Waterloo, and further, That we approve of the immediate hiring of 2 full-time Fire Dispatchers and 2 part-time Fire Dispatchers by reducing the Fire Department complement by 2 firefighter positions, and further, That we approve of the creation of 4 Shift Communications Supervisors from within the Fire Department budget, with the terms to be negotiated with KPFFA, and further, That we approve of the reduction of 4 firefighter positions through attrition, with the attrition to commence at the time of the decommissioning of the Westmount fire station." Councillor J. Ziegler thanked the Fire Chief and Deputy Fire Chief for the extensive work which was put into this report. Councillor M. Wagner referred to Bill 84 and requested that, at a subsequent Community Services Committee meeting or Council meeting, the Fire Chief provide his and his staff's reaction to this Bill. KITCHENER SPRING FESTIVAL - SUMMARY REPORT The Committee was in receipt of a report from Lynn Communications Inc., dated June 23, 1997, with respect to the Kitchener Spring Festival which had been held on Saturday, May 31, 1997, in downtown Kitchener at City Hall and Victoria Park. Ms. Lynn was in attendance to present the report and answer any questions the Committee might have in this regard. Ms. J. Lynn addressed the Committee, along with one of the co-chairs of the Festival Committee, providing a brief review of the success of this event. CITY OF KITCHENER ACCEPTANCE OF STATIONARY STEAM ENGINE FROM THE SEAGRAM MUSEUM COLLECTION COMMUNITY SERVICES COMMITTEE MINUTES J U N E 23, 1997 - 59 - CITY OF KITCHENER The Committee was in receipt of a report from Mr. M. Price, Manager, Culture, Events, Leisure Programs, dated June 13, 1997, recommending that the City accept a steam engine, to be displayed permanently at City Hall, from the Seagram Museum. It was noted in the report that recommendation #11 of CulturePlan recommends the acquisition of industrial artifacts. Messrs. M. Price, N. Rees and M. Carty all spoke in support of this acquisition. Councillor T. Galloway thanked Mr. Rees for all his effort in this regard. He stated that it was his understanding that these types of artifacts would be placed in various locations throughout the city. Mr. Rees responded that it would depend on the response of local industry and how they present themselves. Councillor Galloway stated that the Country Hills Community Centre would like to be a site for one of these artifacts. Mr. Rees stated that the artifacts need to go in appropriate locations in the city, which has something to do with the city's industrial heritage. Councillor Galloway stated that he was of the understanding that they could go in to places like community centres or arenas. Councillor M. Wagner thanked Mr. Rees for being the prime mover with Seagrams. He advised that there is already a large piece in storage and they will be located in different places around the city. Councillor Wagner advised that a truck load of bricks from the smoke stack at Epton has gone in to storage and that Heritage Kitchener will be pursuing this. On motion by Councillor M. Wagner - it was resolved: "That we accept the steam engine being donated by the Seagram Museum, and further, That the steam engine be placed on permanent display at Kitchener City Hall." ATHLETICS/COMMUNITY ARENAS - 1997-99 STRATEGIC PLAN The Committee was in receipt of a report from Wayne Hussey Consulting Inc., dated June 1997, presenting the 1997-99 Strategic Plan for the Arenas and Athletics unit of the Kitchener Parks and Recreation. Mr. R. Arnot, Assistant General Manager, introduced this report and advised that other division's strategic plans will be presented to this Committee at upcoming meetings. Mr. R. Wyatt introduced other members of staff who briefly spoke of the success of the process involved in arriving at this report. CITY SUPPORTED TRAIL BIKE SECURITY PROGRAM WITH WATERLOO REGIONAL POLICE The Committee was in receipt of a report from Mr. T. Clancy, General Manager, dated June 17, 1997, recommending that the City participate in funding a trail bike enforcement program with the Waterloo Regional Police and that funding up to $10,000.00 be made available for this program. Mr. R. Arnot, Assistant General Manager, introduced this report. He advised that both Boards of Education have indicated a willingness to participate in this project but it was not known how much money they would contribute. The Chairman questioned where the money was to come from and Mr. Arnot advised that it is not budgeted and he is asking Council to provide the funds. Ms. P. Houston advised that there is no money in the budget now and it would have to be an over-expenditure. The Committee directed that staff provide information on where the money is to come from at the July 7th Council meeting. Councillor J. Ziegler questioned what amount of money the School Boards are contributing and CITY SUPPORTED TRAIL BIKE SECURITY PROGRAM WITH WATERLOO REGIONAL POLICE (CONT'D) Mr. Arnot responded that he thought that each Board would be contributing $5,000.00. Councillor COMMUNITY SERVICES COMMITTEE MINUTES J U N E 23, 1997 - 60 - CITY OF KITCHENER J. Ziegler directed that staff provide confirmation of the Boards' contributions at the July 7th Council meeting. On motion by Councillor M. Yantzi - it was resolved: "That we participate in funding a trail bike enforcement program with the Waterloo Regional Police and formally request the 2 Boards of Education to participate financially, as well, and further, That funding up to $10,000.00 be made available for this program." STANDARD PERFORMERS CONTRACT The Committee had been provided with copies of a report from Ms. L. Pasternak, dated June 23, 1997, in this regard, under separate cover and were provided, at this meeting, with revised wording for the recommendation. Ms. L. Pasternak was in attendance and explained the need for the contract. On motion by Councillor J. Ziegler - it was resolved: "That the 2 standard forms of performer's contract, attached to the report of Ms. L. Pasternak, dated June 23, 1997, be approved for Iow risk activities not exceeding $7,000.00 in value, and further, That the Manager of Purchasing or his/her designate be authorized to execute, on behalf of the City, such standard forms of performer's contract, and further, That, notwithstanding the above, the Manager of Purchasing or his/her designate be authorized to execute the "Central Ontario Musicians' Association Contract" (without Schedule 1) for performances to take place at "Kaleidoscope: Kitchener Festival of the Arts", provided that the contract is accompanied by a Release and Waiver protecting the City from liability." OPTIMIST CLUB OF FOREST HEIGHTS - FOREST HEIGHTS COMMUNITY CENTRE 10. 10. FUNDRAISING The Committee was in receipt of a fundraising program for the Forest Heights Community Centre as submitted by the Optimist Club of Forest Heights. Mr. R. Arnot advised that Mr. D. Andrews was unable to attend and he briefly spoke to this matter. SKATEBOARD PARK The Committee was in receipt of a report from Mr. R. Wyatt, Division Manager, Athletics/Community Arenas/Design-Development, dated June 19, 1997, explaining that only 2 tenders were received for the skateboard park and both were in excess of the $200,000.00 budgeted for this project. Councillor J. Ziegler put forward the recommendation contained in the staff report. He stated that he expected the tender to come back within the approved budget. When questioned by Councillor Ziegler, staff advised that they expected that after re-tendering the project could start in August and could be finished by October. Councillor Jake Smola advised that he was miffed about this situation and questioned how staff could be off by such a large amount. Mr. R. Wyatt responded that there are a number of factors which have come in to play; this project is very labour intensive; in 1997 the cost of SKATEBOARD PARK (CONT'D) doing business is greater than it was last year; there were various problems on the site. He stated that all of these items combined did add up and there were a few other things that they had not COMMUNITY SERVICES COMMITTEE MINUTES JUNE 23, 1997 - 61 - CITY OF KITCHENER anticipated. Councillor Jake Smola questioned whether the completion date and a penalty would be included in the tender and Mr. Wyatt responded that there would be no penalty although the completion date is stated. When questioned by the Committee, Mr. G. Nixon advised that there is no standard set for a skateboard park and they can be quite different from one another; as most facilities are custom designed. Councillor Jake Smola stated that he felt staff should have known that the contractors were busy this year and he was surprised that they were not aware of the soil condition. Councillor J. Ziegler stated that in approving the staff recommendation he was not approving going over the limit of $200,000.00. He stated that if, the next time the tenders come in, they are no better than what we have now, the Committee will have to review the situation. Mayor R. Christy questioned what materials skateboard parks are made of for competition. Mr. Arnot responded that they are constructed of plywood with a special surface material; however, plywood does not last very long and after analysis it was determined that they are too costly to maintain and repair as they wear very quickly. On motion by Councillor J. Ziegler - it was resolved: "That the skateboard park approved for the Kitchener Memorial Auditorium Complex be re- tendered, with the intention of having the project completed in October 1997." 11. K-W YOUTH HOSTILE/MACOY, YOUTH ARTS AND MUSIC FESTIVAL Councillor M. Yantzi advised that a proposal would be coming forth to City Council at their meeting of July 7th, for a music festival. He stated that Human Resources Canada has a program called Youth Initiatives which is being operated in conjunction with Lutherwood. He stated that some of the proposal would be working out of Korova and as a result they will need the transformer to be taken out of the back, so the space can be used for an office and they will also need some energy efficient features. He then stated that this matter would come forward to City Council for their meeting of July 7th. 12. INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. Councillor B. Vrbanovic noted that last year one of the Youth Summer Drop-in Programs had been extended by 2 weeks and this has been very successful. He asked that staff be permitted to look at 2 locations this year to be open 2 weeks longer than the program was intended to run. He suggested that it be up to staff to determine which 2 of the 5 drop-in programs should be extended, based on attendance. On motion by Councillor B. Vrbanovic - it was resolved: "That staff consider extending, for a period of 2 weeks, the Youth Summer Drop-in program, at 2 locations, based on attendance." Councillor Vrbanovic noted that the cost would be approximately $2,200.00 and that this be a permitted over-expenditure. Councillor G. Lorentz requested that staff provide a short report in this regard at an upcoming meeting. 13. ADJOURNMENT On motion the meeting adjourned at 4:10 p.m.. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 23, 1997 - 62 - CITY OF KITCHENER Dianne H. Gilchrist Committee Secretary