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HomeMy WebLinkAboutCommunity Svcs - 1997-09-22CSC\1997-09-22 SEPTEMBER 22, 1997 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor T. Galloway, commencing at 1:50 p.m., with the following members present: Mayor R. Christy, Councillor K. Taylor- Harrison, Councillor John Smola, Councillor M. Wagner, Councillor M. Yantzi and Councillor C. Weylie. Councillor J. Ziegler and Councillor B. Vrbanovic were in attendance for part of the meeting. Others Present: Ms. P. Houston, Ms. B. Spry, Ms. C. Oliver, Messrs. T. Clancy, R. Arnot, J. Gazzola, G. Kett, M. Price, L. Proulx, R. Weber and Ms. D. Gilchrist. 1. SANTA CLAUS PARADE - BUS PASSES - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, recommending that the Committee approve an in-kind grant for a maximum of 100 Kitchener Transit bus passes to be distributed to neighbourhood association volunteers who participate in the 1997 Santa Claus Parade. The Committee was also in receipt of a letter from Ms. E. Jackman, Country Hills Recreation Association, and a grant application in this regard. Mr. R. Arnot was in attendance to represent the report and answer any questions the Committee might have in this regard. On motion by Councillor C. Weylie - it was resolved: "That we approve the request of the Country Hills Recreation Association for an in-kind grant for a maximum of 100 Kitchener Transit bus passes, to distribute to neighbourhood association volunteers who participate in the 1997 Santa Claus Parade." 2. THE CAREER ACADEMY - BUS PASS SUBSIDY - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, with respect to the grant application from the Career Academy for transportation assistance for 138 students at their school. It was noted that the report contained a recommendation of no action on this request. Councillor M. Wagner put forward the recommendation contained in the staff report. Councillor M. Yantzi questioned whether they can benefit from the University Bus Pass Program. He noted that there would be another school moving into the downtown at Charles and Gaukel Streets. Councillor T. Galloway recommended that the Transit Division be requested to include these schools in the Transit Pass Program and Mr. R. Arnot responded that Transit will address this issue at budget time. On motion by Councillor M. Wagner - it was resolved: "That no action be taken on the request of The Career Academy for a bus subsidy under the City of Kitchener Bus Pass Program." 3. COMMUNITY DEVELOPMENT DIVISION - DRAFT 1997-99 STRATEGIC PLAN The Committee was in receipt of a report from Wayne Hussey Consulting Inc., titled Community Development Division - Kitchener Parks and Recreation - Draft 1997-1999 Strategic Plan. Mr. R. Arnot introduced this report stating that this is a vision that staff developed and there are a number of issues that staff will be addressing. Further, Mr. Arnot advised that this is 1 of 6 strategic plans for the Department and there are 3 remaining to be completed. Mr. Arnot expected to come back to this Committee, by the end of October, with a full report. Mr. Arnot stated that there is a definite working relationship between the Community Development Division and the Department of Planning and Development and he asked Mr. Brock Stanley to say a few words about this relationship. Mr. Stanley spoke about Community Development in its broader context. The Department of Planning and Development is involved in the Infrastructure COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22, 1997 - 72 - CITY OF KITCHENER Program and the Downtown Strategic Plan and there are issues that the 3. COMMUNITY DEVELOPMENT DIVISION - DRAFT 1997-99 STRATEGIC PLAN (CONT'D) departments have to work together on, including the Downtown Action Committee and the Safe City Committee. Mr. T. Clancy reminded the Committee that this is a draft document. He stated that the objective is to complete 9 plans and then review them with the managers. These plans contains staff's opinion on how they see themselves. The Department will come back to this Committee with a departmental plan. Councillor K. Taylor-Harrison thanked staff for the report and asked that it be relayed to staff, her appreciation for the amount of work done by them in the Strategic Plan. She questioned what level of staff made up the team. Mr. Arnot responded that the team was composed of the staff of the Community Development section along with some involvement by volunteers at the neighbourhood level. Councillor J. Ziegler entered the meeting at this time. Councillor M. Yantzi questioned the name "Community Development" and whether this was an appropriate name for the Division. He also felt that access to City recreation services seems to be disproportionate. There should be some reflection of how to diversify the people who are served. He stated that he was glad there would be further consultation with the neighbours. Councillor K. Taylor-Harrison recommended a visioning exercise with the citizens and that the citizens should be brought together to talk about what they would expect. This should be done prior to any implementation of the plan. She felt that we seem to have gotten the plan before going to the community and at this point it is difficult to change. She also felt that the Seniors Division should be included in this process. Councillor K. Taylor-Harrison stated that a lot of community groups don't know how much these types of services cost and this will help them to buy in. Mr. T. Clancy stated that they are caught in the middle of 2 processes. He stated that staff will go to the community for input before coming back with the final report. Councillor T. Galloway reminded staff of the larger corporate plan. The corporate plan asks that individual volunteers be included as assets. He also stated that this program sets us apart from our neighbouring communities. 4. CREMATORIUM REPORT Under separate cover, the Committee was provided with a report from Mr. G. Kett, Division Manager, Cemetery and Golf Course Operations, dated September 18, 1997, which is a completion report with respect to the Williamsburg Crematorium and Dedication Centre. Attached to Mr. Kett's report were two other reports, the first from Ms. P. Houston, outlining the revised financial business plan for the facility and the second report, from Mr. L. Proulx, Project Manager, addressing the final costs of the project, including the additional elements and changes which were incorporated during construction. Councillor T. Galloway noted that this report was provided for information only. Councillor M. Wagner stated that, having been on the site and having looked at those aspects requiring additional costs, he felt the City had done the right thing. He stated that, had he not visited the site, he might not be of the same opinion. Councillor T. Galloway stated that he was very impressed with the facility and he thought the business plan was very conservative. 5. JUST BE'I'VVEEN US - GRANT REQUEST Ms. L. Wall, President of Just Between Us, was in attendance to represent her request for a grant in the amount of $971.08 to cover the rental fees of the Rotunda for a fund raising fashion SEPTEMBER 22, 1997 COMMUNITY SERVICES COMMITTEE MINUTES - 73 - CITY OF KITCHENER JUST BETVVEEN US - GRANT REQUEST (CONT'D) show held on September 12, 1997. The Committee was in receipt of a copy of the grant application along with a report from Mr. R. Arnot, Assistant General Manager, dated September 17, 1997, recommending that the Committee take no action on this grant request. Ms. Wall advised that the event was a great success. It was attended by 200 people, 15 local businesses were involved and each contributed something to the event. Also, Ms. Wall advised that 6 staff from ROOF were trained to do the serving. When questioned by the Committee, Ms. Wall advised that they did raise some money but they had to reduce the price of the tickets to get people to come. Councillor C. Weylie questioned whether the proceeds will go to a different group each year and Ms. Wall advised that they will always go the ROOF. Councillor Weylie questioned why the application was so late and Ms. Wall advised that the just missed the last meeting. Councillor T. Galloway noted the financial information provided and questioned whether they would break even if the grant was not approved. Ms. Wall advised that, if the grant was not approved, she would have to make a donation to ROOF herself because their volunteers contributed to the event. Councillor J. Ziegler stated that he thought this was a great effort. He pointed out that the staff recommendation was made on the basis that ROOF already gets a grant from the City. He recommended a grant for half of the amount being requested. On motion by Councillor J. Ziegler - it was resolved: "That we approve a one time grant for Just Between Us in the amount of $485.54, for use of the Rotunda on September 12, 1997, for a fund raising fashion show." ONTARIO-QUEBEC MARKETPLACE ORGANIZING COMMITTEE - GRANT REQUEST Mr. R. Buck was in attendance to represent the grant request of the Ontario-Quebec Marketplace Organizing Committee for an in-kind grant in the amount of $1,746.00 to assist with bus transportation costs during their annual 3 day event to be held in the Region of Waterloo from October 1 - 3, 1997. The Committee was in receipt of a copy of the grant application along with a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, recommending that the grant request be approved. Mr. Buck explained what was involved in the Marketplace and that it will bring several thousand people into the region. He also advised that they had put together 95% of the funding themselves for this Marketplace. Mr. Arnot was questioned on the difference between the cost of the transportation for this event and that for the Harmonizers and Mr. Arnot advised that the difference between them is the type of service being provided for each. On motion by Councillor C. Weylie - it was resolved: "That we approve the request of the Ontario-Quebec Marketplace Organizing Committee for an in-kind grant in the amount of $1,746.00 for bus transportation for their event to take place from October 1 - 3, 1997." 1997 FESTIVAL OF TREES AND LIGHTS - GRANT REQUEST AND 1997 A CHRISTMAS FANTASY IN VICTORIA PARK - GRANT REQUEST Mr. B. Loney was in attendance to represent the request of the 1997 Festival of Trees and Lights for a grant in the amount of $4,092.68 to waive the rental fees of the Rotunda for this event and the 1997 A Christmas Fantasy in Victoria Park for a grant in the amount of $5,166.00 COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22, 1997 - 74 - CITY OF KITCHENER 7. 1997 FESTIVAL OF TREES AND LIGHTS - GRANT REQUEST AND 1997 A CHRISTMAS FANTASY IN VICTORIA PARK - GRANT REQUEST (CONT'D) to provide for costs associated with the opening ceremonies and security costs for the duration of the lighting program. The Committee was in receipt of copies of the grant applications along with reports from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997 and September 17, 1997, respectively, recommending approval of these grant requests. Mr. B. Loney advised that the major cost for the Fantasy in Victoria Park is security. Mr. Loney also noted that there is some concern that CHYM will not be able to do their radiothon for the Tree of Hope on December 11 and 12 and he asked for assurances that this can take place. Councillor M. Wagner moved the 2 motions contained in the staff report. He offered his thanks, through Mr. Loney, to all the volunteers. Councillor M. Yantzi questioned the security through Conestoga College and Mr. Loney advised that, in addition, City security staff patrol this festival. Mr. T. Clancy advised that Conestoga College students finish at midnight and trained security is hired from an outside firm to patrol from midnight to 6 a.m., not City security staff. It was suggested that this grant be moved into the annual grants. On motion by Councillor M. Wagner - it was resolved: "That we approve the request of the 1997 Festival of Trees and Lights for an in-kind grant in the amount of $4,092.68 for use of the Rotunda from November 26 - December 1, 1997." On motion by Councillor M. Wagner - it was resolved: "That we approve the request of A Christmas Fantasy in Victoria Park for a grant in the amount of $5,166.00." WATERLOO COUNTY BOARD OF EDUCATION/PARTNERS IN EDUCATION GRANT REQUEST Ms. M. Adamson of the Waterloo County Board of Education/Partners in Education was in attendance to represent their request for an in-kind grant in the amount of $605.68 to cover the rental costs of the Rotunda to hold a graduation ceremony on December 5, 1997. The Committee was in receipt of a copy of the grant application and a copy of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, recommending that the Committee not approve this grant. Councillor T. Galloway asked Ms. Adamson if she was aware that staff's recommendation is not to approve the application and Ms. Adamson advised that she was not aware of that. Ms. Adamson questioned why this could not be included in the reciprocal agreement and Councillor Galloway explained that City Hall was not included in the reciprocal agreement. Ms. Adamson explained that this is a unique program for people who work shifts and most of the people are City of Kitchener residents. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Waterloo County Board of Education for an in-kind grant in the amount of $605.68 for use of the Rotunda on December 5, 1997 for a graduation ceremony." 9. CENTRAL FREDERICK NEIGHBOURHOOD ASSOCIATION - 3 GRANT REQUESTS SEPTEMBER 22, 1997 COMMUNITY SERVICES COMMITTEE MINUTES - 75 - CITY OF KITCHENER Ms. M.A. Wasilka was in attendance to represent these requests of the Central Frederick Neighbourhood Association for 3 grants: one to hire staff to develop an inventory of daytime and evening space within the neighbourhood; one being a cost sharing agreement between the Association and the City for use of existing space within the neighbourhood and the final request for a grant to assist with monthly rental payments to rent space in the Community Resource Village on Irvin Street. Ms. Wasilka distributed additional, printed information to the Committee members. The Committee was in receipt of copies of the grant requests along with background information from Ms. Wasilka. The Committee was also in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, addressing each of the 3 grant applications and recommending that the Committee not approve any of them. Ms. Wasilka stated that she felt the this ward is a unique situation because it has no dedicated recreation space. She felt that the requests were not unreasonable. She then explained the need for each grant. A discussion took place on the need for the inventory and who should complete it. Then, Ms. Wasilka continued to explain the other 2 grant requests. Councillor M. Yantzi stated that he like the idea of involving other neighbourhood associations. He thought that idea had some merit but that various neighbourhood associations should be brought together. Councillor J. Ziegler stated that it seemed that if there are programs put on by neighbourhood associations it would seem that staff should be asked to find space that the neighbourhood associations could share. He suggested that staff be directed to include a provision in the 1998 budget to find space in Ward 1 for the neighbourhood associations and report at budget time. He advised that he could not support the first or third grant request. He stated that he would move no action on grant requests 1 and 3 if his recommendation was approved. Councillor K. Taylor-Harrison advised that she was in support of Councillor Ziegler's recommendation if this space would be multi-purpose to include both office and programming space. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Central Frederick Neighbourhood Association for a cash grant in the amount of $500.00 to hire staff to develop an inventory of daytime and evening space within the neighbourhood." On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Central Frederick Neighbourhood Association for a cash grant in the amount of $220.00/month ($2,640.00/year plus G.S.T.) to cover the cost of office space rental in the Community Resource Village." On motion by Councillor C. Weylie - it was resolved: "That no action be taken on the request of the Central Frederick Neighbourhood Association for a cost sharing agreement between them and the City of Kitchener for use of existing (known) space within the neighbourhood." Mayor R. Christy requested that, as a part of the staff report requested in Councillor J. Ziegler's next motion, staff investigate the needs of each neighbourhood association. On motion by Councillor J. Ziegler - it was resolved: 9. CENTRAL FREDERICK NEIGHBOURHOOD ASSOCIATION - 3 GRANT REQUESTS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 22, 1997 - 76 - CITY OF KITCHENER "That Parks and Recreation staff be directed to include, in the 1998 Operating Budget, provision to find a location, in Centre Ward, where the neighbourhood associations can have office space as well as programming space, and further, That staff investigate the needs of each neighbourhood association in Centre Ward, in this regard, and further, That staff report to Council in this regard at budget time." 10. MENNO SINGERS - GRANT REQUEST Mr. W. Gilpin was in attendance to represent the request of the MENNO Singers for a grant in the amount of $7,550.00 to waive the rental fees of the Centre in the Square for the Messiah Concert in December. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, recommending that the Committee not approve the grant request. Councillor C. Weylie questioned whether they have requested a grant from the City of Waterloo or Breslau and Mr. Gilpin advised that they have not. Councillor M. Yantzi questioned whether they have ever requested a grant before and Mr. Gilpin advised that they have not applied for a grant before. Councillor M. Wagner questioned whether they receive the non-profit rate at the Centre in the Square and Mr. Gilpin advised that they do. Councillor Wagner moved the recommendation contained in the staff report. He stated that the Centre in the Square is used by a number of non- profit groups and it is equal for everyone using the facility. If a grant is approved for one group it will be requested by all the other groups. Councillor M. Yantzi noted that other similar groups get annual operating grants from the City of Kitchener and that this group is not one of them but perhaps it could be. Mr. T. Clancy stated that he wished there was some way that staff could work together with the MENNO Singers on a festival which Parks and Recreation may want to run. On motion by Councillor M. Wagner - it was resolved: "That no action be taken on the request of the MENNO Singers for a grant in the amount of $7,550.00 for rental of the Centre in the Square in December 1997." 11. KITCHENER-WATERLOO OPERA - GRANT REQUEST The Committee was in receipt of a copy of the grant application and background information and a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, recommending that the grant not be approved. Further, he noted that the Committee approved an in-kind grant of $662.50 in 1996, and it was noted in the resolution that this be a one time grant. It was noted that Jan Hunt had registered as a delegation but was not in attendance. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Kitchener-Waterloo Opera for an in-kind facility rental grant in the amount of $1,684.77 for their use of the Rotunda on October 4, 1997, for the Annual K-W Opera Ball." Councillor B. Vrbanovic entered the meeting at this time. 12. 'I'VVIN CITY HARMONIZERS - GRANT REQUEST Mr. J. McMullen and Mr. B. Mitchell were in attendance to represent the request of the K-W SEPTEMBER 22, 1997 COMMUNITY SERVICES COMMITTEE MINUTES - 77 - CITY OF KITCHENER 13. 14. Chapter of the Society for the Preservation and Encouragement of Barber Shop Quartet Singing in America for a bus transportation grant, in the amount of $4,000.00 for bus transportation to transport convention guests and competitors from the Centre in the Square to their hotel headquarters within the City of Kitchener. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated September 16, 1997, in which he recommended that the Committee approve 50% of the cost up to a maximum of $1,250.00. On motion by Councillor J. Ziegler - it was resolved: "That we approve an in-kind grant to a maximum of $1,250.00, representing 50% of the cost of bus transportation for the Ontario District Fall Convention of the Barber Shop Quartets, being held in Kitchener from October 24 -25, 1997." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. ADJOURNMENT On motion the meeting adjourned at 3:15 p.m.. Dianne H. Gilchrist Committee Secretary