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HomeMy WebLinkAboutCommunity Svcs - 1998-05-25CSC\1998-05-25 MAY 25, 1998 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee met this date, under the chairmanship of Councillor G. Lorentz, commencing at 1:45 p.m., with the following members present: Mayor C. Zehr, Councillor J. Haalboom, Councillor Jake Smola, Councillor John Smola, Councillor K. Taylor-Harrison, Councillor B. Vrbanovic, Councillor C. Weylie, Councillor M. Yantzi and Councillor J. Ziegler. Others Present: Ms. D. Arnold, Ms. D. Gutoskie, Ms. I. Chyc, Ms. L. Weaver, Ms. G. Luciantonio, Messrs. R. Arnot, D. Daly, M. Mahaffey, J. Gazzola, P. Beaudry, J. Shivas, K. Baulk and Ms. D. Gilchrist. 1. TREE AT 410 DUKE STREET WEST The Committee was in receipt of a report from Mr. S. Gyorffy, Assistant General Manager, Department of Public Works, regarding the costs involved in repairing the sidewalk and moving the driveway at this property at 410 Duke Street West as a result of damage done by roots of a large Silver Maple tree located on City property in front of 410 Duke Street West. Councillor John Smola read aloud a portion of a letter he had received from the Public Works Department, outlining what potential there may be with drainage problems from the subject property. It was his opinion that, in this particular situation, the tree should be removed. He advised that he had met with staff on site who advised him that the tree will lift the sidewalk again. He put forward a motion to remove the tree. Councillor J. Ziegler advised of trees that he had moved on his own property. He questioned the value of this tree, which he felt was more than the $2,000.00 cost of repairs and moving the driveway and ramp. He advised of his support for paying the cost of the repair work. He stated that the tree is very large and adds a lot to the streetscape. Councillor J. Haalboom questioned whether the tree was on City property or private property and who planted it. Mr. M. Mahaffey advised that the tree is on City property and has been standing for the better part of this century. He suggested that the tree was probably planted by the homeowner and not the City. Councillor Haalboom stated that this is a beautiful mature tree. She would prefer to see something done to mitigate the problem and not cut the tree down. Councillor J. Ziegler put forward a motion to repair the sidewalk and move the driveway, should Councillor John Smola's motion be lost. Councillor John Smola's motion to remove the tree was voted on and lost. On motion by Councillor J. Ziegler - it was resolved: "That City staff repair the sidewalk in front of and relocate the driveway and driveway ramp at 410 Duke Street West, to shift it away from the Silver Maple tree, at an up-set limit of $2,000.00." 2. VEHICLE OVER PARKLAND PERMIT The Committee was in receipt of a report from Mr. D. Daly, Manager, Parks Operations, dated May 15, 1998, with respect to the revised Vehicle Over Parkland Permit. The Committee was also in receipt of a draft by-law to amend Chapter 270 of the City of Kitchener Municipal Code and a draft of the proposed permit. On motion by Councillor J. Ziegler - it was resolved: "That we approve the Vehicle Over Parkland Permit Agreement dated, Revised Draft: May 5, 1998; as considered by the Community Services Committee on May 25, 1998, and further, COMMUNITY SERVICES COMMITTEE MINUTES MAY 25, 1998 - 46 - CITY OF KITCHENER 2. VEHICLE OVER PARKLAND PERMIT (CONT'D) That Council delegate to the Division Manager of Parks Operations and each of the Parks Supervisors the authority to sign the Vehicle Over Parkland Permit Agreement, and further, That Chapter 270 (Parks) of the City of Kitchener Municipal Code be amended to provide that approval in the form of the said Agreement is required." 3. COMMUNITY GARDENS LICENCE AGREEMENT - FOOD BANK OF WATERLOO REGION The Committee was in receipt of a report from Messrs. R. Arnot, Assistant General Manager, and R. Weber, Manager, Community Development Division, dated May 20, 1998, with respect to entering into an agreement with the Food Bank of Waterloo Region so that they can establish a community garden on City property located at the Mill Courtland Community Centre. On motion by Councillor J. Ziegler - it was resolved: "That the Mayor and Clerk be authorized to sign a licence agreement with the Food Bank of Waterloo Region, provided that such agreement is satisfactory to the City Solicitor and Parks Operations, permitting the Food Bank of Waterloo Region to establish a community garden on City property located at the Mill Courtland Community Centre." 4. LEISURE ACCESS The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, recommending the creation of a committee to establish a charitable funding organization, which would provide financial assistance to children and families to enable them to participate in leisure activities in KitchenerANaterloo. Mr. R. Arnot introduced the report and provide details. He also indicated the current subsidies. Mr. P. Beaudry advised that through a brief review last fall, the shortcomings of the current system were identified. Staff has looked at what is being done in other cities and finds the City of Kitchener to be ahead of most cities; however, they looked at Guelph's program which seems to deal with the City's shortcomings. He advised that the motion would allow staff to proceed with an investigation. Councillor K. Taylor-Harrison stated that presently, the neighbourhood associations are not involved and only direct programs from the City are included. Mr. P. Beaudry advised that that was the case. He stated that the proposed program would eliminate duplications and hopefully Waterloo will participate. Councillor Jake Smola questioned whether youth golf lessons at the golf courses are included. Mr. Arnot advised that he did not have that information and Councillor Jake Smola requested that staff advise him of this prior to the Council meeting. Councillor B. Vrbanovic advised that he thought this was an excellent idea and he moved the recommendation contained in the staff report. Councillor K. Taylor-Harrison questioned whether there would be representation from the neighbourhood associations included in the 4 community members and Mr. Beaudry advised that he had not approached the neighbourhood associations. Mr. Beaudry stated that the committee can be structured the best way to represent the community and Councillor K. Taylor-Harrison stated that she thought that the neighbourhood associations would want to be involved. Councillor B. Vrbanovic advised that this is a model which can be expanded in size and that the community associations could also be involved. Councillor J. Haalboom advised that she could support this motion in principle but would like to see a better organizational structure. COMMUNITY SERVICES COMMITTEE MINUTES MAY 25, 1998 - 47 - CITY OF KITCHENER 4. LEISURE ACCESS (CONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That a committee be created to establish a charitable funding organization which would provide financial assistance to children and families to enable them to participate in leisure activities in Kitchener/VVaterloo, and further, That this committee include staff, representation from service clubs, sports groups, neighbourhood associations and the community at large, and further, That the City of Waterloo be approached to participate on the committee and in the program." 5. DELEGATION - I HAVE A DREAM - REMEMBERING LADY DIANA Ms. K. Schnarr was in attendance to represent her request for a grant in the amount of $1,786.00 to hold a fundraising event. Councillor G. Lorentz questioned whether Ms. Schnarr was aware of the staff recommendation. Ms. Schnarr advised that she was and she hoped that the Committee would reverse that recommendation. She stated that she came before this committee a couple of months ago and she has done most of what the Committee had asked her to do. Councillor M. Yantzi questioned why the event would take place at City Hall as it may be more expensive than some other places. Ms. Schnarr responded that it is to take place at City Hall because the memorial service had been held here and this is the centre of town. Councillor B. Vrbanovic noted that everything for this event, so far, has been donated and that all of the money raised, after expenses, will be split between the 2 organizations. A discussion then took place over whether the event would be held in the Civic Square or the Rotunda and Ms. Schnarr advised that it is intended to be held in the Civic Square, and moved to the Rotunda in the event of inclement whether. Councillor Jake Smola questioned the costs associated with one or the other location and Ms. L. Weaver explained the costs involved, being based on the Rotunda being used. Councillor Jake Smola put forward a motion to waive half the rental cost of either the Civic Square or the Rotunda, whichever is used. Councillor J. Ziegler agreed that Ms. Schnarr had done a lot so far. Looking at the grant policy, he noted that grants to organizations which fund other organizations will not be considered. He stated that this is something which has to be considered, as the Committee and staff spent a long time developing this grant policy. He stated that he felt the Committee should follow the grant policy and that he could not support this motion. Councillor Jake Smola then amended his previous motion to include a maximum of $400.00 grant, in-kind, and that this be a one-time grant. Councillor B. Vrbanovic requested a friendly amendment that the motion state that the City would cover half the cost of rental of either of the 2 facilities to a maximum of $400.00. He stated that he felt that worthwhile organizations within the community would be supported. On motion by Councillor Jake Smola - it was resolved: "That we approve a one-time, in-kind grant for "1 Have a Dream - Remembering Lady Diana" to cover half the cost of renting the Civic Square or Rotunda, which ever is used, on August 29, 1998, to a maximum of $400.00." COMMUNITY SERVICES COMMITTEE MINUTES MAY 25, 1998 - 48 - CITY OF KITCHENER (5. DELEGATION - ROCKWAY LADIES INVITATION GOLF TOURNAMENT Ms. D. Plater was in attendance to represent the request of the Rockway Ladies Committee for a grant to assist with hosting the 50th Rockway Ladies Invitation Golf Tournament. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, recommending that the Committee not approve the request. Ms. Plater advised that the Rockway Ladies have had an invitational every year but this being the 50th, it is a special one. Councillor B. Vrbanovic questioned who pays the green fees and Ms. Plater advised that the participants pay it through their entry fees. Ms. Plater advised that the $1,000.00 would go towards special mementos such as photographs of each participant. Councillor Vrbanovic questioned whether the City has already discounted the green fees and Ms. D. Gutoskie advised that the green fees have been waived. Councillor J. Haalboom questioned whether they had approached any corporate sponsors and Ms. Plater advised that they do for gifts but not for cash. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Rockway Ladies Invitation Golf Tournament for a grant in the amount of $1,000.00 to assist with the hosting of the Ladies Invitation event at Rockway, and further, That staff provide a plaque to commemorate this event, to be displayed at Rockway Golf Club." 7. DELEGATION - WATERLOO-WELLINGTON REGIONAL PRIDE COMMITTEE Mr. S. Hutton was in attendance to represent the request of the Waterloo-Wellington Regional Pride Committee for a grant in the amount of $100.00 in connection with their event to take place on June 20, 1998. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, recommending that the Committee approve a one-time grant in the amount of $100.00, subject to the group receiving support from the other cities in which it draws its members. Mr. Hutton advised that this year the event will take place in Victoria Park. He stated that they are seeking a cash grant of $100.00 and an in-kind services grant in the amount of $150.00. Councillor J. Ziegler questioned whether the organization had approached Guelph, Cambridge or Waterloo for support. Mr. Hutton advised that they had not because the event takes place in Kitchener and he did not think they would be interested. On motion by Councillor M. Yantzi - it was resolved: "That we approve a cash grant in the amount of $100.00 to the Waterloo-Wellington Regional Pride Committee for their event to take place at the end of June, and further, That the Waterloo-Wellington Regional Pride Committee be encouraged to approach other municipalities in the area for support." 8. DELEGATION - CLAN MACKENZIE PIPE BAND Mr. A. MacKenzie was in attendance on behalf of the Clan MacKenzie Pipe Band to represent their request for a grant in-kind to cover costs of facility rental on a weekly/monthly basis for teaching, practice and meetings for the band. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, recommending that the Committee not approve this grant. He also advised that the department would be pleased to 8. DELEGATION - CLAN MACKENZIE PIPE BAND (CONT'D) MAY 25, 1998 COMMUNITY SERVICES COMMITTEE MINUTES - 49 - CITY OF KITCHENER negotiate costs of facility rental for the band. Mr. R. Arnot suggested that staff negotiate with the Clan MacKenzie for an appropriate location and fee. Mr. A. MacKenzie advised that this brings people in from all over Ontario to downtown Kitchener. He stated that he hopes within a year that the band will be of a calibre to be able to contribute to the community. He advised that they are at ground level now and are looking for support. Councillor Jake Smola questioned whether they had thought of approaching one of the Legions or the Highland Fusiliers. Mr. MacKenzie advised of the work the Legion would want in exchange, which would cost them too much time. Mr. MacKenzie stated that perhaps they could make an arrangement with the City to exchange some performance time for a location. Councillor J. Ziegler stated that he preferred staff's approach and put forward a recommendation in that regard. Councillor M. Yantzi suggested that the City consider Mr. MacKenzie's offer to exchange performance for space. Mr. Arnot stated that it was a viable option and has occasionally been done in the past. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Clan MacKenzie Pipe Band for a facility rental grant on an on-going weekly/monthly basis, and further, That the Clan MacKenzie Pipe Band negotiate the cost for space with staff." FESTIVAL OF TREES AND LIGHTS AND A CHRISTMAS FANTASY IN VICTORIA PARK Mr. B. Loney was in attendance on behalf of the St. Mary's General Hospital Festival of Trees and Lights and A Christmas Fantasy in Victoria Park to represent their 1998 grant requests for in-kind services from the City of Kitchener. The Committee was in receipt of copies of the grant applications for both of these events, attached to the back of a report prepared by Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, dealing with the 1998 General Provision Grant Budget. Mr. Loney addressed the Committee and gave a brief update on last year's event. He advised that there were 2 grant applications before them at this time and that he would continue the volunteer planning for the 1998 event. Mr. R. Arnot explained the 2 grant requests. Councillor M. Yantzi noted that the Hydro workers do not get paid for this; however, this year, Parks and Recreation want money included in the budget because of time. He asked for clarification as to why the Hydro volunteers its services but City staff and trucks are to be paid. Mr. Arnot responded that this is done by staff during working hours. Councillor J. Haalboom questioned why this wouldn't be considered part and parcel of the normal workload. Mr. Arnot advised that it is part of the workload and has to be charged somewhere. Councillor C. Weylie stated that there appears to be an increase and questioned whether, in reality, there is an increase. Mr. Arnot responded that there was no increase. Mr. J. Gazzola requested that the Committee send this back to staff. He stated that originally service organizations had taken care of this and this appears to have changed. Mr. Loney stated that that was not true and hundreds of volunteers are involved in this project. Mr. Gazzola stated that he was asking for an opportunity to look at everything and then bring it back to the Committee. 9. FESTIVAL OF TREES AND LIGHTS AND A CHRISTMAS FANTASY IN VICTORIA PARK (CONT'D) MAY 25, 1998 COMMUNITY SERVICES COMMITTEE MINUTES - 50 - CITY OF KITCHENER 10. Councillor J. Ziegler stated that there was an increase in costs of $10,000.00. He stated that he was not prepared to see the City take on extra costs incrementally. Mr. Loney advised that the costs were spent last year but not assigned to the events specifically. Councillor M. Yantzi stated that there was no increase in costs, just a different way of accounting. He recommended that the grants be approved in principle. Mr. Loney pointed out that the grant requested for the Festival of Trees and Lights is the same as last year. Councillor John Smola stated that the delegations don't need to come back. He felt that the money requested was no different than last year and that the problem was with accounting. Councillor B. Vrbanovic stated that these are wonderful events and he did not want the organizers to feel that the City didn't appreciate these events. He suggested approaching Parks Operations and the unions to see if they will volunteer. Mr. R. Arnot stated that staff will take that into consideration and report back. He stated that this event has grown and grown and that staff will come back with a follow-up report, taking the Committee's suggestions and comments into consideration. On motion by Councillor M. Yantzi - it was resolved: "That we approve, in principle, an in-kind grant to the St. Mary's General Hospital, for the Festival of Trees and Lights, to take place from November 24 - 30, 1998, in the amount of $4,300.00, and further, That we approve, in principle, an in-kind grant to A Christmas Fantasy in Victoria Park, in the amount of $15,000.00." 1999 CANADIAN AGE CLASS SHORT TRACK SPEED SKATING CHAMPIONSHIPS - GRANT 11. REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, recommending that the Committee approve a one-time grant to the 1999 Canadian Age Class Short Track Speed Skating Championships. On motion by Councillor Jake Smola - it was resolved: "That we approve a one-time grant in the amount of $1,000.00 to assist with the 1999 Canadian Age Class Short Track Speed Skating Championships to be held on April 2 -4, 1999." UNIVERSITY OF WATERLOO CANADA DAY CELEBRATIONS - GRANT REQUEST 12. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 20, 1998, recommending that the Committee not support the request for a grant from the University of Waterloo Canada Day Celebrations. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the UW Canada Day Celebrations for a grant in the amount of $3,500.00, to assist with the annual Canada Day celebrations at the University of Waterloo." AGREEMENT WITH CANADIAN TODS LIMITED - TOURISM ORIENTED SIGNAGE The Committee was in receipt of a report from Mr. K. Baulk, Manager, Kitchener Memorial Auditorium Complex, and Mr. R. Arnot, Assistant General Manager, dated May 21, 1998, 12. AGREEMENT WITH CANADIAN TODS LIMITED - TOURISM ORIENTED SIGNAGE (CONT'D) MAY 25, 1998 COMMUNITY SERVICES COMMITTEE MINUTES -51 - CITY OF KITCHENER 13. circulated under separate cover, concerning an agreement with Canadian TODS Limited for Market signage on Highways 7/8. Mr. Baulk was in attendance and introduced the report and gave the Committee a brief explanation in this regard. Councillor J. Haalboom questioned the colours on the logo and Mr. Baulk responded that the logo is that which has already been adopted and that the sign will have a yellow background with the Kitchener Farmers' Market logo and Kitchener Farmers' Market printed underneath. Councillor B. Vrbanovic questioned the location on the expressway, being Highway 7 and 8 on the way into the City. Mr. Baulk stated that there is not enough room along the channel. He stated that the target market is the residents of Kitchener and Waterloo and he spoke of problems with regard to the placement of the sign. Councillor B. Vrbanovic then stated that he would want a report back from staff in one year. Mayor C. Zehr questioned the costs, being different from the previous report and Mr. Baulk advised that a price of $3,900.00 had been achieved for one year for each sign. The Mayor stated that he felt this was extremely expensive and once staff gets into this they will want to continue on. He questioned whether there was any latitude in the costs. Mr. Baulk advised that TaDS has been contracted by the Province and this is a new program which was asked for by the tourism industry. He stated that the Province gets a certain percentage and TaDS gets a certain percentage. Mayor C. Zehr then stated that this is an annual cost and this should not be approved for an automatic renewal. He stated that this should come back to the Committee before the contract is renewed for the next year. Mr. K. Baulk explained the pricing as established by the Province and TODS and advised that there is no room for negotiation. Councillor J. Ziegler noted the City land at Homer Watson Boulevard and Bleams Road and questioned what the City gets for renting these lands for billboards and what the sign company charges for the signs. Councillor Ziegler then stated that he was willing to put forward a motion for approval of the signs provided it was on a one year basis only. Ms. I. Chyc, Market Supervisor, was in attendance and gave a review of the different types of advertising undertaken by the Market and the costs for each. On motion by Councillor J. Ziegler - it was resolved: "That the Mayor and Clerk be authorized to enter into an agreement with Canadian TODS Limited to install 2 tourism/promotional signs on Highway 7/8 at a cost of $3,900.00 each plus G.S.T., on a one year basis only." ONTARIO MUNICIPAL SOCIAL SERVICES ASSOCIATION - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated May 19, 1998, recommending that the Committee not support the grant request for the Ontario Municipal Social Services Association. On motion by Councillor J. Zielger - it was resolved: "That no action be taken on the request of the Ontario Municipal Social Services Association for a cash grant in the amount of $1,000.00, to help with the Annual General Meeting and Learning Symposium being held May 31 - June 2, 1998." 14. 1998 ANNUAL GRANT APPLICATIONS AND GENERAL PROVISION GRANTS The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated MAY 25, 1998 COMMUNITY SERVICES COMMITTEE MINUTES - 52 - CITY OF KITCHENER 15. 16. May 20, 1998, with respect to the 1998 General Provision Grant Budget and requesting the Committee's direction in setting of the 1998 General Provision Grant Budget. Mr. J. Gazzola advised that there is $927,000.00 in the budget for provisional grants and, if the Committee approves all the requests before them, the necessary budget would be $1,045,000.00. Mayor C. Zehr noted that the 1997 Actual was not complete in the report and questioned what it was and was advised by staff that the 1997 Actual was $957,141.00. It was suggested by Councillor J. Ziegler that this matter be discussed as number #1 on the Committee's next agenda. He stated that the Committee should be very vigourous in sticking to what has been budgeted. He put forward a recommendation to defer consideration of the 1997 grants to the first item on the June 8th agenda. Councillor C. Weylie requested taking the Visitor and Convention Bureau out of the motion. Councillor B. Vrbanovic had questions about the University Bus Pass Program. He felt that it should come out of this budget and be dealt with within the Transit budget. Councillor M. Yantzi advised that he would not be in attendance in 2 weeks and questioned the Multicultural Centre grant. He stated that the City's service costs have gone up. He requested that this grant be looked at carefully. Councillor Jake Smola requested details on the cost for the Multicultural Centre as he felt that the grant covered both the festival and the centre and he wanted details on the costs for each. As Councillor M. Yantzi had advised that he would not be in attendance on the June 8th meeting, Councillor J. Ziegler changed his motion to require the grants to come back at the June 22nd meeting. On motion by Councillor J. Ziegler - it was resolved: "That consideration of the 1998 Annual Grants and General Provision Grant Budget be deferred and referred to the Community Services Committee meeting of June 22, 1998, pending further information from staff." Councillor C. Weylie requested that the Visitor and Convention Bureau be put on notice that their grant will be discussed on June 22nd. INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. Councillor C. Weylie advised that the Victoria Hills Community Garden situation has been resolved for this year, as the owner has allowed the community to use the land for the garden up to the end of August. ADJOURNMENT On motion the meeting adjourned at 3:35 p.m.. Dianne H. Gilchrist Committee Secretary