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HomeMy WebLinkAboutCommunity Svcs - 1998-01-12CSC\1998-01-12 JAN UARY 12, 1998 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 1:55 p.m., with the following members present: Councillor T. Galloway, Councillor J. Haalboom, Councillor Jake Smola, Councillor K. Taylor-Harrison, Councillor C. Weylie, Councillor M. Yantzi and Councillor J. Ziegler. Mayor C. Zehr, Councillor John Smola and Councillor B. Vrbanovic were in attendance for part of the meeting. Others Present: Ms. R. Willms, Ms. L. EckeI-Braun, Ms. L. Gove, Ms. V. Gibaut, Ms. A. Braun, Messrs. J. Gazzola, T. Clancy, R. Arnot, M. Price, R. Wyatt, A. McDonald and Ms. D. Gilchrist. 1. DELEGATION - CHRISTKINDL MARKET Mr. T. Bergmeier was in attendance to give a brief review of the success of the Christkindl Market which took place at the City Hall in December. Mr. Bergmeier offered his thanks to former Councillor M. Wagner who was instrumental in the establishment of the Christkindl Market along with Councillor B. Vrbanovic and specific members of Parks and Recreation staff along with members of the community. He advised that the German National Tourist Office had a table at the Christkindl Market and gave away a trip for 2 to Germany. They also accepted donations to the Children's Wish Foundation and this was advertised on television in both Canada and Germany. Mr. Bergmeier advised that he had a video with him that he wished to show which has already been shown on television. He advised that from the televising of this video he had received a call from a tour operator who wished to book for next year's Christkindl Market. Mr. Bergmeier then spoke of different incidents which took place over the days of the market and of the response that he has received since the market from different people who attended who have written to advise of the pleasure they received from attending the market. Further, Mr. Bergmeier advised that all of the vendors at the first market want to come back next year. The video was then shown. Several of the members of Council took this opportunity to publicly thank Mr. Bergmeier for chairing this event. Mayor C. Zehr advised that he echoed the comment of others and also stated that it gave another opportunity for people to come downtown who have not been here for a while. Mayor C. Zehr, Councillor John Smola and Councillor B. Vrbanovic entered the meeting during the discussion on the Christkindl Market. 2. DELEGATION - HERITAGE LAWN BOWLING CLUB UPDATE Mr. Bill Boettger, Treasurer of the Lawn Bowling Club, was in attendance to provide the Committee with a review of the success of the Lawn Bowling Club's first season of operation. Mr. Boettger addressed the Committee advising that, in 1997, the club's membership grew to 171 members, due to seniors joining the new club who were not members at Rockway. The club has projected that, in 1998, their membership will go over 200. Financially, Mr. Boettger advised that it appears that there will be a $2,000.00 surplus for 1997; however, it is expected that the surplus in 1998 will only be $500.00, due to the repayment program which starts this year. Mr. Boettger reviewed several events which took place over the year at the Lawn Bowling Club and of the comments received from out-of-town participants in these events that the facility is a first class facility. Mr. Boettger then reviewed events planned for this year, including a training camp to prepare the team who will go to the Commonwealth Games, among others. Mr. Boettger advised that the club is looking towards the purchase of maintenance equipment and advised that the clubhouse is already too small for hosting the events which are taking place there. Councillor T. Galloway questioned what the playing conditions were like for the first year and Mr. Boettger advised that it was what was expected, being a little on the slow side, but he advised that they are very happy with the lawn. Councillor Jake Smola congratulated Mr. Boettger and the club for reaching up and grabbing an opportunity and for working with staff. He advised that he has heard nothing but compliments about the club from the neighbourhood and he asked them to keep up the good work. Councillor G. Lorentz echoed the comments of Councillor Jake Smola advising that he DELEGATION - HERITAGE LAWN BOWLING CLUB UPDATE (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES JAN UARY 12, 1998 -2- CITY OF KITCHENER is very happy with the way things have worked out and he thanked Mr. Boettger for coming out and giving this report. DELEGATION - HOMER WATSON HOUSE AND GALLERY - YEARLY REPORT AND GRANT REQUEST Mr. B. Coates, President of the Board for the Homer Watson House and Gallery, was in attendance to make an annual report of the Homer Watson House and Gallery. He advised that the property has never been in better shape and he thanked the City of Kitchener for that. Mr. Coates reviewed the attendance at the gallery and the various programs offered at the Gallery. He then reviewed some of the partnerships that the Gallery is involved in and their fundraising efforts, along with donations in-kind. Mr. Coates advised that, in the past, the Homer Watson House and Gallery has depended on the City of Kitchener for up to 80% of their budget, which has now been reduced to approximately 60% of their budget. Mr. Coates also took the opportunity to advise Council of the number of volunteers, including volunteer time donated by their staff, that is contributed to the gallery. He estimated that volunteer efforts equal 40% to 50% of their budget. Mr. Coates advised that 1998 is the 50th anniversary of the Doon School of Fine Arts and that the gallery's focus for 1998 will be the heritage of arts and culture. He also reviewed some of the events which will take place at the gallery this year. Mr. Coates had distributed a financial statement synopsis to the Committee along with some other printed information. Councillor J. Ziegler noted that the statement is only to November 30, 1997 and it shows a substantial deficit. Mayor C. Zehr questioned how the deficit would be handled. Ms. G. McCulloch, Administrator/Curator, advised that the problem is connected with the City's accounting system. The City has recorded the payment of bills but not all the revenue. Ms. McCulloch then advised how the deficit would be handled and the amount of fundraising being done. Councillor J. Haalboom then spoke on behalf of the staff at the gallery and the positive work being done. She also spoke of the donations coming in to the gallery. Councillor Haalboom then questioned how the Committee could assist in getting the accounting situation straightened out. Ms. McCulloch advised that the City is currently working on the idea of installing a modem, so that gallery staff can insert their own accounting information. The Chair requested that Mr. J. Gazzola look into this matter and speed up the process. The Chair thanked the delegation for attending this day and bringing the Committee up-to-date on what is happening at the gallery. STRATEGIC PLAN - DESIGN/DEVELOPMENT DIVISION The Committee was in receipt of the Strategic Plan Information and Update, updated December 1997, for the Design and Development Section. Mr. R. Wyatt was in attendance to present the Strategic Plan. Mr. T. Clancy advised the Committee that this is part of an ongoing effort to have each division go through a strategic planning process. He advised that the overall strategic plan for the department will come shortly and he also advised that this has been an extremely rewarding process. Mr. R. Wyatt addressed the Committee advising that he had planned an overhead presentation but the equipment is not working, so he referred the Committee to the report attached to their agenda and reviewed the highlights and various aspects of the plan. Councillor T. Galloway advised that he has always been impressed with the quality of work from the Design/Development Section. He advised that he had 2 concerns dealing with community groups in partnership with the City of Kitchener. A brief discussion took place with regard to the concern being the slowing down of the process and over engineering and Councillor T. Galloway advised of the need to improve the methods of communication with these community groups. Another concern had to do with the tendering process for small projects STRATEGIC PLAN - DESIGN/DEVELOPMENT DIVISION (CONT'D) and Mr. J. Gazzola advised that this was not a Parks and Recreation problem but Council's policy. COMMUNITY SERVICES COMMITTEE MINUTES JAN UARY 12, 1998 -3- CITY OF KITCHENER He advised that those are City policies that can be changed by Council. STRATEGIC PLAN - CEMETERIES UNIT Ms. L. EckeI-Braun was in attendance to present the Strategic Plan for the Cemeteries Unit, a copy of which was attached to the agenda. Mr. T. Clancy advised that Ms. L. EckeI-Braun agreed to come today to the Committee even though her supervisor is away. Ms. L. EckeI-Braun reviewed the Strategic Plan and advised that members of the clergy and the private sector had been involved in the preparation of the plan, along with staff. Ms. EckeI-Braun then reviewed the goals contained in the Strategic Plan. Councillor J. Haalboom questioned whether, as a public organization, it is our job to become the largest money making organization going. She advised that she had some difficultly with this Strategic Plan. Mr. T. Clancy responded advising that staff are trying to ensure that our residents know the services that we have to offer and they are not trying to be the biggest money making organization. Councillor T. Galloway advised that the previous Council directed that the cemeteries should break even and not be a burden on the taxpayer. They should be at least cost neutral. Councillor K. Taylor-Harrison questioned where the "one-stop shopping" statement is coming from and was advised by staff that basically, it is coming from the multi-nationals who say that people will want this type of service. Councillor K. Taylor-Harrison also questioned the notation about by- law exemptions desired by customers. Ms. EckeI-Braun advised that the by-law does not accommodate cultural identity and that she prefers to deal with these situations on a one on one basis. Mr. T. Clancy interjected that this is how the staff feel. He stated that this is a list prepared by individual staff members and not necessarily the consensus of the department. Mayor C. Zehr questioned who the partnerships would be with and Ms. EckeI-Braun advised that the sorts of groups are other church groups but may also be florists and monument dealers. Mayor C. Zehr then questioned whether this was a service to the community or a product to sell. Councillor T. Galloway stated that the Committee should have a discussion on this matter very soon, as he felt that the City needs to play the game or get out of the game. He referred to item 3.2 in the Strategic Plan stating that this is key if the City wants to play the game, as it needs to be aggressive in its pre-need sales. Mayor C. Zehr stated that it was not possible to get into a debate today on this issue because of time and Councillor T. Galloway questioned when there would be time for such a debate. Mr. T. Clancy stated that it was the aim of the unit to deal with section 3.2 by the third quarter of 1998 and that staff would come back to this Committee with a report for Council's decision. He stated that the matter could be brought forward sooner if required. Mayor C. Zehr stated that it was his opinion that this matter should be discussed very soon. Councillor Jake Smola stated that Council needs to have a debate on this issue if it wants to be like a business. He felt that there were many opportunities but Council should have a debate on this fundamental issue. Further, he stated that the City of Kitchener does have a good record of operating businesses. AGREEMENTS WITH OKTOBERFEST LIONS CLUB AND KITCHENER MINOR SOCCER The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated January 7, 1998, recommending that staff be permitted to enter into discussions/negotiations with the Oktoberfest Lions Club and Kitchener Minor Soccer Incorporated relative to an extension of their existing agreements. On motion by Councillor J. Ziegler - it was resolved: 6. AGREEMENTS WITH OKTOBERFEST LIONS CLUB AND KITCHENER MINOR SOCCER (CONT'D) "That staff be permitted to enter into discussions/negotiations with the Oktoberfest Lions COMMUNITY SERVICES COMMITTEE MINUTES JAN UARY 12, 1998 -4- CITY OF KITCHENER Club and Kitchener Minor Soccer Incorporated relative to an extension agreements." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. ADJOURNMENT On motion the meeting adjourned at 3:40 p.m.. of existing Dianne H. Gilchrist Committee Secretary