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HomeMy WebLinkAboutCommunity Svcs - 1998-12-07CSC\1998-12-07 COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 2:15 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 and Councillor B. Vrbanovic were in attendance for part of the meeting. Others present: Ms. P. Houston, Ms. N. Chambers, Ms. L. Gove, Messrs. J. Gazzola, T. Clancy, R. Arnot, J. Shivas, R. Wyatt, G. Kett, M. Price, T. O'Brien and Ms. D. Gilchrist. 1. FOREST HILL PUBLIC SCHOOL PLAYGROUND - GRANT REQUEST Ms. W. Irvin was in attendance to represent the request for the School Council of Forest Hill Public School for a grant to assist with the construction of a playground. The Committee was in receipt of a report from Mr. T. O'Brien, Landscape Architect, recommending that the grant be approved. On motion by Councillor J. Ziegler - it was resolved: "That we approve a grant in the amount of $750.00, in 1998 - 99, for the School Council of Forest Hill Public School to assist with the construction of a new creative playground facility for the school, in accordance with the City of Kitchener policy governing playground equipment grants for school and community groups." 2. KITCHENER FASTBALL PROMOTIONS - GRANT REQUEST Messrs. D. McLelland and R. Alviano were in attendance to represent the request of Kitchener Fastball Promotions for a cash grant in the amount of $5,000.00 to assist with the 1999 Midget Boys Canadian Fastpitch Championship tournament to be held at the Blockline Sportsfields from August 8 - 15, 1999. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated December 2, 1998, recommending that the grant be approved. Mr. McLelland addressed the Committee and spoke in support of the grant request. He briefly advised the Committee of the volunteer involvement in this tournament, the teams who would be playing and the economic spin-off for the community. He also advised the Committee that if there were some profits from the event some of the money would be returned to the City and other partners. He also advised that the grant from the City of Kitchener would be used for the Canadian get together which would be held on the night before the tournament. On motion by Councillor T. Galloway - it was resolved: "That we approve a one-time, cash grant in the amount of $5,000.00, for the 1999 Midget Boys Canadian Fastpitch Championship tournament to take place from August 8 - 15, 1999, at the Blockline Sportsfields." 3. MILLENNIUM STEERING COMMITTEE Mr. E. Ginsler and Mr. L. Bingeman were in attendance to advise the Committee on the community meetings which have taken place and the suggestion for the development of a Millennium Steering Committee. The Committee was in receipt of a report from Mr. M. Price, Manager, Arts, Culture, Special Events, dated December 1, 1998, in this regard, along with background information provided by Ginsler and Associates Inc.. With the assistance of the overhead, Mr. Ginsler made his presentation to the Committee, advising of the public meeting held at the library in October, advising that 20 people have agreed to serve on a steering committee. He advised that the report of the full process is attached to MILLENNIUM STEERING COMMITTEE (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 104 - CITY OF KITCHENER the agenda for today's meeting. Mr. Ginsler then reviewed the 3 major aspects of the report being festivals, legacies and marketing. He emphasized that the events will build on current successes and a strong community and neighbourhoods. He advised that the intention is to bring neighbourhoods together and promote what already exists. Mr. Ginsler suggested to the Committee that the next step should be striking a Millennium Steering Committee. Mayor C. Zehr and Councillor B. Vrbanovic entered the meeting at this time. Mr. L. Bingeman then addressed the Committee advising that there are a group of enthusiastic volunteers and the planning needs to start soon in order to come up with a polished package. He also advised that they need the City to provide sufficient resources. Councillor J. Haalboom thanked Mr. Ginsler for gathering all the information and organizing it. She questioned where the money would come from and whether it would come from sponsorship. Mr. Ginsler responded that generally, the millennium year is an opportunity for companies and individuals to leave a legacy. He was quite optimistic that the Steering Committee could get sponsors for the millennium event. On motion by Councillor J. Haalboom - it was resolved: "That Council formalize a Millennium Steering Committee to develop and co-ordinate the activities that the City would like to encourage and support as millennium projects, and further, That staff develop a budget proposal that would take into consideration staff assistance needed to co-ordinate project development, in conjunction with the Steering Committee, including overall fundraising, and further, That Councillor J. Haalboom and Councillor B. Vrbanovic be appointed to sit on the Millennium Steering Committee." It was questioned as to how many people would be on the Steering Committee and Mr. M. Price advised that there would be approximately 12 - 15 people. A brief discussion took place with respect to staff time that would be involved. With respect to funding, Ms. P. Houston advised that $100,000.00 has been included in the Capital Forecast for the millennium and it is intended to cover the whole project. Councillor G. Lorentz advised that staff and the committee could proceed until they come back in January with an updated report. 4. PRE-NEED SALES ASSOCIATE The Committee was in receipt of a report from Mr. G. Kett, Division Manager, Cemeteries/Golf Courses, dated December 2, 1998, recommending that staff proceed with the hiring process for a "Cemetery Sales Associate" on a contract basis. In addition to the background information included in the agenda, the Committee was provided with a further background report, under separate cover. Mr. G. Kett introduced the report. Mr. R. Smith, Remembrance Consultant Services, was in attendance to advise of the process undertaken which resulted in this report. He advised that traditionally, these positions are filled by contract salespersons; however, this would not necessarily be appropriate for the City of Kitchener. He stated that there is a fixed income base proposed, with goals and objectives which, if met, will increase the compensation. A discussion then took place over the maximum compensation which might be realized by the sales associate and when the second associate might come on board. Mayor C. Zehr referred to the spreadsheet attached to the agenda and questioned income, revenue generation and sales figures stating that he thought the City may be going through this 4. PRE-NEED SALES ASSOCIATE (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 105 - CITY OF KITCHENER process for relatively little payback. Mr. G. Kett advised that there are some pre-need sales now but very little and they are generated by the customer and not by staff. Mayor Zehr stated that he was still concerned about the bottom line. Councillor T. Galloway advised that he was very pleased with the recommendation and felt that the cemeteries should not cost the taxpayers money. He noted that, in the case of Williamsburg Cemetery, there still needs to be a tradition created. He stated that he was pleased with this 2 year proposal and noted that, whether this actually meets the proposed bottom line, pre-need sales is the way the industry is going. On motion by Councillor T. Galloway - it was resolved: "That staff be directed to proceed with the hiring process for a "Cemetery Sales Associate" on a contract basis, as outlined in the position description and remuneration report attached to the report of Mr. G. Kett, Division Manager, Cemeteries/Golf Courses, dated December 2, 1998, and considered by the Community Services Committee on December 7, 1998, and further, That the initial contract be for a duration of 2 years, with either party able to terminate the contract with 30 days notice." 5. KITCHENER OKTOBERFEST LIONS CLUB INC. - GRANT REQUEST Mr. S. Dreyer was in attendance to represent the request of the Kitchener Oktoberfest Lions Club Inc. for an in-kind grant in the amount of $2,065.35 for their first beer, wine and fine food sampling event, to be held in February, 1999. Mr. Dreyer explained the grant request for the benefit of the Committee. The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated December 2, 1998, recommending the grant. Mr. Dreyer noted that annually, the Kitchener Oktoberfest Lions Club generates $30,000.00 for the community and they are continually trying to find activities to generate funds. He noted that the grant request is for rental of the facility and parking. Councillor C. Weylie put forward the recommendation contained in the staff report. Councillor J. Ziegler questioned what would happen next year and Mr. Dreyer stated that, hopefully, the event will be able to support itself. The question was raised by Councillor M. Yantzi and Mayor C. Zehr as to whether the grant policy is being followed, as this organization is raising funds to give donations to other organizations. Mayor Zehr questioned fundraising events, as they are coming before this Committee more and more. He volunteered to work with staff and others on Council to review this matter. On motion by Councillor C. Weylie - it was resolved: "That we approve a one-time, in-kind facility rental grant for the Kitchener Oktoberfest Lions Club Inc., in the amount of $2,065.35 for their first beer, wine and fine food sampling event, to take place on February 20, 1999." 6. KITCHENER GOLF OPERATIONS REVIEW - IMPLEMENTATION PLAN The Committee was in receipt of a report from Mr. G. Kett, Manager, Division Manager, Golf Course and Cemetery Operations, dated December 1, 1998, providing recommendations and background with respect to the future operations of the golf courses. 6. KITCHENER GOLF OPERATIONS REVIEW - IMPLEMENTATION PLAN (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 106 - CITY OF KITCHENER Councillor G. Lorentz introduced this matter advising that he met with other Councillors, staff and golf members in an attempt to decide on future operations at the golf courses. He advised that a consensus was reached within 2 or 3 meetings and everybody walked away with a win/win situation. He felt that the committee had developed something that everybody could live with. Mr. T. Clancy advised that this report is based on assumptions of the marketplace and the plan has been guided by market conditions. He stated that the group made assumptions which they think are solid. Councillor T. Galloway put forward the recommendations contained in the staff report. He stated that this report recognizes the members as being valuable, it increases access, the revenues per round will be corrected over time and the golf courses will be marketing a multi-pass discount card. Councillor Galloway thanked the members of the committee and staff for the effort put into reaching this decision. Mayor C. Zehr thanked all those who have been involved in this process. He stated that it was a difficult process when it began but a reasonable outcome has been reached. On motion by Councillor T. Galloway - it was resolved: "That the following implementation plan for the Kitchener Golf Courses be approved: That the following take place in 1999: (a) That the status quo continue for existing members in both Plans A & B, and further, (b) That new members be added only in the Junior category, and further, (c) That the percentage of prime time green fee times change proportionally to the attrition rate of existing members, and further, (d) That a new multi-pass discount program be implemented at both facilities, and further, (e) That the number, frequency and fee structure of "committee" events be reviewed by staff and member committee representatives; with new guidelines to be developed which will address the major issues, and further, (f) That other recommendations from the Moote von Bloedau Operations Review be reviewed further as part of the Municipal Golf Unit's Business Plan, and further, That the following take place in 2000 and beyond: (g) That existing Plan B members identify and play all games at home course, and further, (h) That Plan A memberships have decreasing game "caps" imposed over a 3 year period and phased in fee increases, until the cost per game is in line with the cost per game of Plan B memberships, and further, (i) That play for Plan B members in either the 5 day or 7 day category remain unlimited, and the present practice of a base fee plus 50% of the applicable daily green fee continue to apply, and further, (J) That the existing family discount be reduced to 10% and not be combined with continuing senior discounts, and further, 6. KITCHENER GOLF OPERATIONS REVIEW - IMPLEMENTATION PLAN (CONT'D) (k) That new members be added only in the Junior category, and further, COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 107 - CITY OF KITCHENER (i) That the percentage of "preferred prime tee times" continue to be modified in favour of open access as attrition of full 7-day members continues, and further, (m) That Fridays from 12:00 p.m. will be considered prime time, and further, (n) That the development and implementation of new "Players Associations" commence at each course." 7. ANNUAL OPERATING GRANTS The Committee received, under separate cover, a report from Mr. R. Arnot, Assistant General Manager, dated December 4, 1998, containing a recommendation and background information with respect to the applications from various organizations for Annual Operating Grants in 1999. Mr. Arnot introduced the report and advised that the report recommends a 0% increase over 1998 grants, which had been outlined to these organizations in letters sent out this fall. Noting the grant for the Arts Council, Mr. Arnot noted that staff are recommending that this organization be asked to appear before the Community Services Committee in January to outline their program for 1999, before their grant is approved. Mr. Arnot stated that he expected that some groups will ask to come before this Committee to question the grant approval. Councillor G. Lorentz questioned the figures in the report, for the Arts Council, and it was noted that some of the figures were misplaced. Ms. P. Houston noted that, in one case, the group is asking for less than they received in 1998. Councillor M. Yantzi spoke of the grant for the Kitchener Horticultural Society and stated that it was premature at this time to recommend a 0% increase over 1998, as a team has been struck to work with the Horticultural Society on their financial needs. He recommended deferring it until the negotiations are complete. A discussion then took place with respect to the grant for the Homer Watson House, the House of Friendship, Artworks and the Horticultural Society. It was noted that, in 1998, the House of Friendship was approved an increased grant in order for them to take over the custodial services for the Mowat Chandler Community Centre. It was noted that their grant, for 1999, should be approved at $16,670.00. Councillor J. Haalboom spoke of the donation received by the Homer Watson House for a garden shed. She stated that the Homer Watson House could be looked at for a millennium project. Councillor Haalboom also spoke of the fountains at the Rockway Gardens and the grant to the Horticultural Society. A brief discussion then took place with respect to the grants for printing for neighbourhood associations and the costs of printing for 1999. On motion by Councillor M. Yantzi - it was resolved: "That the Annual Operating Grants for 1999 be set at a 0% increase over 1998, save and except the following: (a) That the 1999 Operating Grant for the House of Friendship be approved at $16,670.00, and further, (b) That the 1999 Operating Grant for Artworks be approved at $4,000.00, and further, (c) That consideration of the 1999 Operating Grant for the Kitchener Horticultural Society be deferred pending further negotiations, and further, (d) That the Waterloo Regional Arts Council appear before a future Community 7. ANNUAL OPERATING GRANTS (CONT'D) Services Committee meeting to outline their program for 1999 before an annual operating grant is approved, and further, COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 108 - CITY OF KITCHENER That the organizations applying for 1999 Annual Operating Grants be notified by staff of their 1999 annual grant allocation, and if any of the groups wish to appear at a future Community Services Committee meeting, they notify the Department of Parks and Recreation." 8. AIDS COMMITTEE OF CAMBRIDGE, KITCHENER, WATERLOO & AREA - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated December 2, 1998, recommending that the Committee not approve a one-time, in-kind grant in the amount of $1,446.67, to the Aids Committee of Cambridge, Kitchener, Waterloo & Area for their annual art auction and buffet dinner. On motion by Councillor J. Ziegler - it was resolved: "That no action be taken on the request of the Aids Committee of Cambridge, Kitchener, Waterloo & Area for an in-kind grant in the amount of $1,446.67 for their annual art auction and buffet dinner." 9. CONTRACT FOR MARMO TRAVEL INC. & 55 PLUS PERSONNEL The Committee was in receipt of a report from Ms. B. Aikenhead, Division Manager, Seniors, Leisure Programs and Support Services, dated November 30, 1998, recommending an agreement with Marmo Travel Club Inc. and Lutherwood Coda representing 55 Plus to provide for space and program delivery at Rockway Centre. On motion by Councillor J. Ziegler - it was resolved: "That the Mayor and Clerk be authorized to sign agreements with Marmo Travel Club Inc. and Lutherwood Coda representing 55 Plus, to provide for space and program delivery at Rockway Centre, with such agreements to be satisfactory to the City Solicitor." 10. INSURANCE COVERAGE - PARKS & RECREATION AND RELATED PROGRAMS The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated December 2, 1998, recommending a list of neighbourhood associations and minor sports groups to be covered by City of Kitchener insurance. Councillor J. Ziegler put forward the recommendation contained in the staff report. Councillor T. Galloway questioned the number of organizations which are both Kitchener and Waterloo groups and questioned whether the City of Waterloo participates in the same kind of insurance coverage. He also questioned whether the organizations carry other insurance. Ms. N. Chambers, Risk Manager, responded that there is a difference between neighbourhood associations and minor sports groups. She advised that minor sports groups have their primary insurance through their associations and carry secondary insurance through the City of Kitchener. Councillor Galloway then questioned whether we are the only municipality in the region providing this type of insurance. Ms. Chambers responded that the City of Waterloo provides this type of insurance but charges the groups for it. Councillor Galloway stated that he was concerned if the City of Kitchener was picking up the tab and he wondered whether there were any monetary consequences. Ms. Chambers volunteered to look at premiums for prior years. Councillor Galloway directed that staff take a closer look at this issue and report back to the Committee. 10. INSURANCE COVERAGE - PARKS & RECREATION AND RELATED PROGRAMS (CONT'D) Councillor J. Haalboom noted the difficulties that Carol Bradley had in connection with insurance with respect to the work of art to be installed at the Country Hills Community Centre. She questioned what the City's policy was in this regard and Ms. Chambers advised that a resolution to this matter has almost been finalized. COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 7, 1998 - 109 - CITY OF KITCHENER 11. 12. 13. Councillor M. Yantzi questioned how neighbourhood associations get on or off this list and Mr. R. Arnot responded that all neighbourhood associations who are structured with a committee are on the list. Councillor Yantzi mentioned the k-W Core Neighbourhoods which is a new group. Councillor G. Lorentz mentioned a specific community group in the Forest Heights Community Centre and questioned what the criteria was for groups being covered under this insurance policy. Mr. R. Arnot responded that these groups have historically been neighbourhood associations and he would get some information on the groups mentioned by the Councillors and speak to Ms. N. Chambers with respect to their potential insurance coverage. On motion by Councillor M. Yantzi - it was resolved: "That we approve the list of neighbourhood associations and minor sports groups to be covered by City of Kitchener insurance, as attached to the report of Mr. R. Arnot, Assistant General Manager, dated December 2, 1998, and considered by the Community Services Committee on December 7, 1998." NEW BUSINESS With respect to the Mayor's request to look into grants for fundraising events, Councillor G. Lorentz directed Mr. R. Arnot to prepare a report in this regard and Mr. Arnot responded that he would have a memorandum prepared for the Council meeting next Monday night. INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. ADJOURNMENT On motion the meeting adjourned at 3:45 p.m.. Dianne H. Gilchrist Committee Secretary