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HomeMy WebLinkAboutCommunity Svcs - 1998-02-23CSC\1998-02-23 FEBRUARY 23, 1998 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 2:35 p.m., with all members present, except Mayor C. Zehr. Others Present: Ms. M. Sanderson, Ms. P. Houston, Ms. R. Willms, Ms. L. Pasternak, Messrs. T. Clancy, R. Arnot, J. Nelson, P. Beaudry, M. Mahaffey, J. Shivas and Ms. D. Gilchrist. DELEGATION - CHYM TREE OF HOPE, FESTIVAL OF TREES & LIGHTS AND CHRISTMAS FANTASY COMMITTEES - UPDATES Mr. B. Loney, Ms. L. Bickerton and Mr. M. Collins were in attendance to update the Committee on the results of the CHYM Tree of Hope, Festival of Trees & Lights and A Christmas Fantasy, held in 1997, to outline the dates for 1998, and to show their appreciation of the City's support for these events. The Committee was in receipt of a report in this regard, attached to the agenda. Mr. B. Loney spoke on behalf of the CHYM Tree of Hope, Festival of Trees & Lights and A Christmas Fantasy in Victoria Park. He advised that these are individual events but a joint presentation is being made in respect of the Committee's time and because they are all working together. Mr. Loney then read aloud this presentation, attached to the agenda. Mr. Loney advised that, in 1998, the Festival of Trees & Lights will take place in the Rotunda from November 26 - 29, 1998. The official tree lighting ceremony for the CHYM Tree of Hope will be held on Saturday, November 28, 1998, beginning at 7 p.m., on the Civic Square and the live from the square radiothon will be held on December 18 & 19. He asked that this be the only event on the square for those 2 days. Mr. Loney then advised that the switching on the lights ceremony for A Christmas Fantasy in Victoria Park will begin at 8 p.m. on Saturday, November 28, 1998, at the Clock Tower in Victoria Park, preceded by the candlelight procession down Gaukel Street. Mr. Loney then thanked the City for its financial support and thanked the Parks and Recreation staff for all their help with these festivities. Mr. Loney then advised that he would come back before this Committee, probably in July, to outline exactly what will be done in 1998. Councillor C. Weylie thanked Mr. Loney and all the volunteers who put on these fabulous events. 2. DELEGATION - CEDAR HILLS COMMUNITY GROUP - FACADE IMPROVEMENT PROGRAM Ms. D. Shelbourne was in attendance to request the approval of the Committee for the criteria and application form for the Facade Improvement Program within the boundaries of the Cedar Hill neighbourhood. The Committee was in receipt of a report from Mr. R. Weber, Manager, Community Development Division, dated February 16, 1998, recommending the criteria and application form, which were attached to the agenda. Councillor K. Taylor-Harrison congratulated the Cedar Hills neighbourhood on bringing this forward. Councillor T. Galloway stated that he thought this was a good approach and a unique way of leveraging other money and keeping it going. He questioned how the accounting would be kept. Ms. Shelbourne advised that all the finances would be done through Mr. W. Pearce in the Building Division and that the community will not handle the money itself. On motion by Councillor M. Yantzi - it was resolved: "That we approve the criteria and application form for the Facade Improvement Program within the boundaries of the Cedar Hill Neighbourhood, as presented to the Community Services Committee on February 23, 1998." DELEGATION - KITCHENER-WATERLOO ART GALLERY - GRANT REQUEST Ms. S. Dare and Mr. M. Carty were in attendance, on behalf of the Kitchener-Waterloo Art Gallery, to make a presentation in support of their 1998 grant request. COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 23, 1998 -15- CITY OF KITCHENER 3. DELEGATION - KITCHENER-WATERLOO ART GALLERY - GRANT REQUEST (CONT'D) Mr. Carty addressed the Committee and provided handouts with more detailed financial information. He advised that there will be a slight deficit for 1997. Mr. Carty indicated that there are some difficulties right now at the Art Gallery but he will come back with a full explanation. Councillor C. Weylie noted that no appointment to the Art Gallery has been made from Council for 1998 and Mr. M. Carty advised that he will be asking for an appointment. Councillor Weylie questioned whether the Council appointment is also to advised that is not usually the case. Councillor Weylie taking over running the Art Gallery and Mr. Carty advised committee to do so. the executive committee and Mr. Carty then questioned whether Mr. Carty was that he had been asked by the executive 4. DELEGATION - DEFIANT PICTURES - GRANT REQUEST Mr. G. Ploj of Defiant Pictures was in attendance to represent his grant request, in the amount of $3,215.00 for rental of the City Hall and other related expenses to hold a wine and cheese reception to raise funds to complete a movie. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated February 18, 1998, in which he recommended that the Committee not approve the grant, as it is not in keeping with the City's grant policy. The Committee was also in receipt of a copy of the grant application. Mr. G. Ploj advised that the grant is for a fundraiser for his movie. Mr. Ploj then showed a preview of the movie. He advised that it is shot locally and the cast and crew are local. He advised that the fundraiser is to generate enough funds to finish the project. The question was raised as to whether Mr. Ploj had tried to get other organizations involved and he advised that he has tried to partner with non-profit organizations but no one was willing to help. On motion by Councillor M. Yantzi - it was resolved: "That no action be taken on the grant request of Defiant Pictures for an in-kind grant in the amount of $3,215.00 for City Hall rental and other related expenses." 5. DELEGATION - KIWANIS CLUB OF TWIN CITIES - UPDATE ON KIWANIS PARK Mr. A. Morscher was in attendance to provide a status report on Kiwanis Park and to ask the City for help. Mr. Morscher reviewed what has happened with Kiwanis Park since 1996, when the City took back ownership. He stated that the Kiwanis Club had pledged $40,000.00 per year for 5 years, for capital improvements. In 1996 the Club rebuilt the pool completely. They also rebuilt the plumbing and recirculating drain pumps. They refurbished the changehouses and washrooms. In 1996, the pool re-opened the last 2 weeks of August and the gross revenues for 1996 were $28,200.00. He stated that the park is well patronized. With the rebuilding costs for the pool and plumbing plus a new tractor and a new well, the Club has paid out $120,000.00 over and above revenues generated, which puts them 1 year ahead in their financial commitment. In 1997, an average weather year, the park had gross revenues of $66,500.00 more or less. He stated that he believed the park itself will show an operating profit and that the City may benefit from the plans for a proposed golf course. He believed that the park is a tremendous benefit to the City. Mr. Morscher advised that the City has allowed the Club an operating deficit of $16,500.00 to the current year and a line of credit of $25,000.00. The Club still owes the $16,500.00 plus a deficit for this year, which will be approximately another $30,000.00 - $40,000.00 because of the capital expenditures. He requested that the repayment of the deficit be deferred to 1999. Mr. Morscher then advised that the existing changerooms and washrooms are a problem. They have been patched up but the are decrepid and they have had problems with the Board of Health. The Club can not afford to put money into that and they are asking the City to put up some money to construct a new changeroom/washroom facility. Mr. Morscher advised that some members of the Club have drawn up the plans and specifications and the building would also include a rudimentary first aid room. He estimated the cost of the building at $70,000.00 -$80,000.00. Mr. Morscher advised that this would be the last of the capital improvements for 5. DELEGATION - KIWANIS CLUB OF TWIN CITIES - UPDATE ON KIWANIS PARK (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 23, 1998 -16- CITY OF KITCHENER the next 3 - 5 years. Mr. Morscher stated that the Club has acted in good faith and they are asking the City to consider putting up some of their own money for their own park. He stated that they may not be able to open the park this year because of the Board of Health warnings. Councillor K. Taylor-Harrison advised that she had enjoyed Kiwanis Park for many years and she has heard of the great improvements made to the park since the Club took over. Mr. Morscher publicly thanked the Parks and Recreation Department, especially Mr. T. Clancy and Mr. P. Beaudry, for all the help they have offered over the last 2 years. Councillor B. Vrbanovic thanked Mr. Morscher for the great job done by the Club. Referring to the proposed changeroom/washroom facility, he questioned whether other sponsors could be found. Mr. Morscher advised that they have been looking for other sponsors but have not been successful thus far. Mr. Morscher advised that they can not afford to build it on their own and they are coming to the City now, so they can be ready for the 1998 season. Councillor Vrbanovic then referred to the community loan program, which provides for interest-free loans and questioned whether the Club would be interested in that. He suggested that perhaps the City could pay some money and loan some money. Mr. Morscher stated that it may be a possibility; however, he felt the City should invest some money in its own park. Councillor Vrbanovic noted the City's difficulty in facing a $5M shortfall from the Province this year and they are cutting their capital budget. Councillor T. Galloway noted the estimated price of $70,000.00 - $80,000.00 and questioned the amount of leverage because of the Club's involvement. Mr. Morscher stated that the building would cost approximately 50% - 100% more if the City was building it on its own. Councillor Galloway questioned if this would be one building and Mr. Morscher advised that it would be a T- shaped building. He also advised that it has been developed in co-operation with Parks and Recreation staff and they plan on using the existing septic tank. Further, he advised that the GRCA and health approvals have already been received. Councillor B. Vrbanovic questioned when they needed to start and was advised mid-April in order to allow a 2 month construction period. Mr. T. Clancy advised that he could make the plans available to the Committee. He advised that they would have to pump out the septic tank each fall and fill it with water, which they could do. He advised that the GRCA has given their approval and as there is little or no frost in the ground, they may be able to start sooner and use this as a winter works project. The Building Division is happy with the plans and if construction starts soon, staff may be able to help. Mr. Morscher advised that the Club would be happy to have that help and would co-operate in that way. Councillor B. Vrbanovic put forward a motion to allow repayment of the current debt to 1999 and for Parks and Recreation and Finance staff to meet with the Kiwanis Club concerning the financing of the construction of the changeroom/washroom facility and report to Council next Monday night. Councillor T. Galloway advised that it was his view that this is a special case or an emergency to bring the building to an acceptable standard for the Board of Health and for the City's own image. He advised that he would like to take advantage of the leverage offered by the Club. He also liked the idea of using this as a winter work. Councillor M. Yantzi advised that he was in support of the recommendation. He suggested that perhaps it could be financed through an interest-free loan until next year's capital budget. Councillor Jake Smola advised that he was in support of the recommendation. He requested that the Facilities Management staff, specifically Mr. L. Proulx, be involved in the discussions. Councillor John Smola advised that he agreed this should be treated as an emergency. He suggested finding money in the contingency fund so that it can go ahead. 5. DELEGATION - KIWANIS CLUB OF TWIN CITIES - UPDATE ON KIWANIS PARK (CONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That we approve the request of the Kiwanis Club of Twin Cities to defer repayment of the current debt of $16,500.00 plus the anticipated $30,000.00 - $40,000.00 operating debt, for 1997, until 1999, and further, COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 23, 1998 -17- CITY OF KITCHENER That staff of the Parks and Recreation Department, Finance Department and Facilities Management meet with Kiwanis Club of Twin Cities to develop a proposal to finance the construction of a changeroom/washroomfiirst aid building at Kiwanis Park, so that it may be completed in time for the 1998 season, and further, That the report be presented to Council on March 2, 1998." 6. ACCESSIBILITY AND SAFETY AUDIT OF THE CITY OF KITCHENER'S PLAYGROUNDS The Committee was in receipt of a report from Mr. J. Nelson, Supervisor, Technical Services and Ms. M. Sanderson, Supervisor of Leisure Support Services, dated February 17, 1998, containing 6 recommendations and background information with respect to the accessibility and safety of playgrounds in the City of Kitchener. Mr. Nelson, Ms. Sanderson and Ms. Saunders were in attendance to present the report and answer any questions the Committee might have in this regard. A brief discussion took place on alternate surfacing materials. Councillor C. Weylie moved the recommendations contained in the staff report, with the exception that no member of Council would sit on the proposed committee. Councillor J. Ziegler questioned recommendation #2; stating that all parks should not have to be accessible, although there should be accessible parks in all parts of the city. On motion by Councillor C. Weylie - it was resolved: "That the City of Kitchener continue to monitor, modify and replace playgrounds according to C.S.A. standards (including accessibility components) and its successors; with any new playlots constructed within the parks system meeting the current standards, and further, That any new or redeveloped playgrounds constructed within the parks system be fully accessible or feature accessible components, and further, That identified playlots be modified for accessible play as capital funds allow, and further, That the surfacing to be used for new or redeveloped playgrounds, which feature accessible components, be a manufactured wood chip mulch system or a approved equivalent, and further, That a committee comprised of users and staff be struck to seek funding and/or contributions from various sponsors for the purpose of developing accessible playlots in the City of Kitchener, and further, That Victoria Park continue to be treated as a city wide facility and continue to be developed as a fully accessible facility." 7. VICTORIA PARK BOATHOUSE RESTAURANT/CONCESSION - REQUEST FOR PROPOSAL The Committee was in receipt of a report from Mr. R. Wyatt, Manager, Athletics, Community Arenas, Design/Development, dated February 18, 1998, containing a request for proposal for the Victoria Park Boathouse restaurant/concession, as requested by the Committee at its February 9th meeting. Councillor M. Yantzi questioned whether the whole issue of capital improvements is in the capital forecast and questioned the Facade Improvement Loan Program. Mr. R. Arnot stated that they FEBRUARY 23, 1998 COMMUNITY SERVICES COMMITTEE MINUTES -18- CITY OF KITCHENER could include the Facade Improvement Loan Program in the call for proposal. Councillor J. Haalboom suggested looking at the number of carts in the park and Mr. Arnot explained the existing carts. On motion by Councillor J. Ziegler - it was resolved: "That the request for proposal for the Victoria Park Boathouse restaurant/concession, as considered by the Community Services Committee on February 23, 1998, be approved for public distribution, and further, That a selection committee be struck to review all applications, develop a short list, conduct interviews and make recommendations to the Community Services Committee relative to the restaurant/concession operation, and further, That Councillors M. Yantzi and G. Lorentz be appointed to the selection committee." 8. REQUEST FOR APPOINTMENT OF A MEMBER OF COUNCIL TO SIT ON THE BOARD OF DIRECTORS OF THE KITCHENER HORTICULTURAL SOCIETY The Committee was in receipt of a letter from Mr. B. MacNeil, to Mayor C. Zehr, requesting that a member of Council sit on the board of the Horticultural Society. On motion by Councillor T. Galloway - it was resolved: "That Councillor M. Yantzi be appointed to the Board of the Kitchener Horticultural Society for a term to expire November 30, 1998." CONESTOGA COLLEGE AGREEMENT The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated February 18, 1998, recommending the renewal of the Speed Skating Oval Agreement with the K- W Sertoma Speedskating Club Inc. and Conestoga College and that the City not renew its agreement with respect to the tennis court and the softball diamond/soccer field agreement with Conestoga College. Mr. Arnot was in attendance to answer any questions the Committee might have in this regard. Ms. L. Pasternak requested that the recommendation be amended so as to permit the Mayor and Clerk to sign the agreement and that it be to the satisfaction of the City Solicitor. Councillor T. Galloway stated that he is pleased with the recommendations and he put forward a motion to adopt them. He then questioned the ball diamond, stating that sometimes the City hosts large tournaments and questioned whether we would be able to host these large tournaments. Mr. Arnot advised that the college will continue to honour those tournaments. On motion by Councillor T. Galloway - it was resolved: "That the City of Kitchener Parks and Recreation Department renew the "Speed Skating Oval Agreement" with the K-W Sertoma Speedskating Club Inc. and Conestoga College, CONESTOGA COLLEGE AGREEMENT (CONT'D) and further, That the City of Kitchener Parks and Recreation Department not renew the "Tennis Court Agreement" with Conestoga College, and further, That the City of Kitchener Parks and Recreation Department not renew the "Softball Diamond/Soccer Field Agreement" with Conestoga College, and further, COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 23, 1998 -19- CITY OF KITCHENER That the Mayor and Clerk be authorized to sign the agreement, which shall be to the satisfaction of the City Solicitor." 10. GRASS CUTTING CONTRACT SERVICES The Committee was in receipt of a report from K. Nihls, Supervisor of Turf, dated February 17, 1998, with respect to the renewal of the grass cutting service contract with K-W Habilitation for 1998. Ms. L. Pasternak requested that the recommendation be amended so as to permit the Mayor and Clerk to sign the agreement and that it be to the satisfaction of the City Solicitor. On motion by Councillor T. Galloway - it was resolved: "That the City of Kitchener renew the grass cutting service contract with K-W Habilitation for 1998, at a total estimated cost of $36,229.00, and further, That the Mayor and Clerk be authorized to sign the agreement, which shall be to the satisfaction of the City Solicitor." 11. INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda and was provided an information report from the Arts, Culture and Events Division with respect to an overview of December special events. Councillor K. Taylor-Harrison referred to the information report on the Community Development Division Strategic Plan Update. She advised that she felt uncomfortable about the update on the strategic plan and the questionnaire involved. She advised that she was at a meeting where the neighbourhood associations were asked what they were willing to give up. She stated that she remembered previously asking the Division to hold meetings to talk about the strategic plan with the neighbourhood associations. Councillor Taylor-Harrison put forward a motion that the Community Development Division, in upcoming meetings, deal with the education of the neighbourhood groups about the budget and not just use the questionnaire. Councillor G. Lorentz stated that before he accepted the motion he wanted a report from senior staff in this regard and requested that staff respond in writing, in the form of a report, at the Council meeting for Monday, March 2nd. Mr. R. Arnot stated that he did attend a meeting and this was a follow-up to what the organization said they wanted. Councillor M. Yantzi questioned the name Community Development Division stating that he didn't feel it was an appropriate title. Councillor J. Haalboom advised that she wanted to address community trails and was pleased to see the report. She spoke about the Homer Watson trail and the Strasburg Creek trail stating that she was concerned about the fragile nature of the growth. She requested that signage be considered for these trails to keep people on the trails and protect the environment. Mr. T. Clancy responded that they do have some signage and will take that into consideration. Councillor Haalboom stated that there still seems to be some confusion about how to get 11. INFORMATION ITEMS (CONT'D) around the river and the sewage treatment plant and Mr. Clancy responded that he knew there was a problem as the signage was taken out with the flood. 12. ADJOURNMENT On motion the meeting adjourned at 4:00 p.m.. FEBRUARY 23, 1998 COMMUNITY SERVICES COMMITTEE MINUTES - 20 - CITY OF KITCHENER Dianne H. Gilchrist Committee Secretary