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HomeMy WebLinkAboutCommunity Svcs - 1999-02-22CSC\1999-02-22 FEBRUARY 22, 1999 COMMUNITY SERVICES COMMITTEE MINUTES CITY OF KITCHENER The Community Services Committee meet this date, chaired by Council G. Lorentz, commencing at 2:10 p.m., with the following members present: Councilor T. Galloway, Councilor K. Taylor-Harrison, Councilor B. Vrbanovic and Councilor C. Weylie. Mayor C. Zehr, Councilor J. Haalboom, Councilor Jake Smola, Councilor John Smola and Councilor J. Ziegler were attendance for part of the meeting. Other Present: Ms. B. Newell Ms. A Tanner, Ms. L. Pasternak, Ms. P. Houston, Ms. G. Holstead, Ms. L. Gove, Messrs. J. Gazzola, T. Clancy, R. Arnot, R. Wyatt, G. Kett, M. Price, B. Stanley, and Ms. D. Gilchrist 1. WATERLOO REGIONAL ARTS COUNCIL - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Arnot, Assistant General Manager, dated February 19, 1999, recommended a 1999 grant for the Waterloo Regional Arts Council, in the amount of $6,930.00, to be paid in two stages. Mr. M. de Groot was in attendance, on behalf of the Waterloo Regional Arts Council, to represent the grant request and to bring the committee up to date on the changes taking place with the Arts Council. Mr. de Groot advised that their funding from the Ontario Arts Council has been cut, and as a consequence they have given up their office and staff and are now run by volunteers. He advise that they undertook major research and consultation with the community at large to determine what their role should be. They have cut their services drastically and will now be project oriented. Their current project, the Regional Cultural Directory, is a large project and has a paid, part-time co-ordinator. Mr. de Groot advise that they are in they process of setting up a budget for next year and thought it was important to keep in touch with the City and present an interim report. Councilor John Smola and Councilor Jake Smola entered the meeting at this time. When questioned by the committee, Mr. de Groot advised that their next project would be professional support for the arts community. Councilor B. Vrbanovic asked if Mr. de Groot had seen the staff report and if he was in agreement and Mr. de Groot advised that he agreed with the staff recommendation. Councilor B. Vrbanovic requested that the Arts Council come back to this committee in June with a follow-up report. Motion by Councilor B. Vrbanovic, it was resolved: "That we approve a 1999 grant for the Waterloo Region Arts Council, in the amount of $6,930.00, and further, That 50% of the grant, $3,465.00, be provided at this time and 50% be given on satisfactory completion of the Regional Cultural Directory and submission of an outline of the Council's 1999 activities, and further, That the Waterloo Regional Arts Council provide a follow - up report to the Community Services Committee in June 1999." 2. HEALTHY COMMUNITIES Mr. R. Arnot, Assistant General Manager, introduced this item, advising that Healthy Communities is one of the goals of the Corporate Strategic Plan. He advised that a committee was established, naming the participants, who have meet over the last few months. Councilor J. Haalboom and Councillor J. Ziegler entered the meeting at this time. Mr. B. Stanley, Assistant General Manager, Business and Planning Services, advised that the concept of Healthy Communities relies on a broad based frame work of community COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 22, 1999 -18- CITY OF KITCHENER 2. HEALTHY COMMUNITIES - CONT'D participation. He noted that they received help from the Healthy Community Movement, which started in Toronto and is now worldwide. He noted that a brochure from the Ontario Healthy Community Coalition was included in the agenda. Ms. B. Newell, Senior Planner, gave a PowerPoint presentation on the Healthy Communities Concept which included a definition and those things included in the concept, which include the social, and environmental, and economic aspects of a community. Through this process, the community determines its own needs and outcomes. The first step is for City Council to declare its support for the Healthy Community Concept. Then a committee is established, consisting of staff, residents, neighbourhood groups and community based organizations, who will assess the health of the community and develop plans to address needs. The community is then empowered to implement the plan and development criteria to evaluate its success. Mayor C. Zehr entered the meeting at this time. Ms. B. Newell advise that the benefit of the Healthy Community Concept is to develop a framework and process for groups to work together. Ms. Newell advised that staff are seeking Council support for the Healthy Communities Concept. Once this support is given, staff will prepare, for Council approval, a management plan for the project, which will include a work plan. Next Ms. Newell showed a portion of a video on the Healthy Community Concept at work. Councilor K. Taylor-Harrison asked Ms. Newell to give this PowerPoint presentation at Council on Monday night. She advised that this would answer a lot of questions she has received from residents. Councilor G. Lorentz asked for hard copies of the presentation to be provided to members of Council. Councilor G. Lorentz left the meeting at this time and Councilor T. Galloway assumed the chair. Councilor J. Haalboom questioned the vision for the City. She questioned whether staff would be looking for a commitment from Council to direct staff to work on a vision for the community. Ms. Newell advised that staff are asking for Council's blessing to approach the whole thing. Council would set-up a committee of members of Council, staff and outside community leaders. This committee would have brainstorming sessions and develop steps to achieve a vision. Councilor T. Galloway questioned what resolution staff are looking for. Mr. B. Stanley advised that staff are looking for a general resolution of Council support to proceed. Staff will then come back to Council with a formal work plan and ask for a formal resolution. On motion by Councilor K. Taylor-Harrison, it was resolved "That City Council supports the Healthy Community Concept, as the approach to be used in developing a vision for the City and further, That staff proceed to identify actions, including community development initiatives, to be used in achieving the vision, as identified in the Corporate Strategic Plan." 3. 1999 ARTIST IN RESIDENCE The Committee was in receipt of a report from Mr. M. Price, Manager, Arts, Culture, Special Events, dated February 9, 1999, asking for support of the Public Arts Committee's recommendation that Marshall Ward be appointed the City's 1999 Artist and Residence. 3. 1999 ARTIST IN RESIDENCE - CONT'D COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 22, 1999 -19- CITY OF KITCHENER Mr. Price requested that an additional clause be added to his recommendations, as requested by Ms. L. Pasternak, to require a licensing agreement. On motion by Councilor J. Haalboom, it was resolved "That Marshall Ward be appointed the 1999 City of Kitchener Artist in Residence, and further, That the Mayor and Clerk be authorized to sign a licensing agreement with Marshall Ward for use of City premises for the 1999 Artist and Residents program, to the satisfaction of the City Solicitor." 4. MILLENNIUM STEERING COMMITTEE The Committee was in receipt of a report, under separate cover, from Mr. M. Price, Manager, Arts, Culture, Special Events, dated February 18, 1999 recommending criteria for establishing a Millennium Steering Committee, hiring of a Millennium Co-ordinator and the spending of $100,000.00 set aside in the capital budget for millennium funding. Councilor G. Lorentz re-entered the meeting and assumed the chair. Councilor B. Vrbanovic noted that, last fall, Council had approved an extra ten hours of staff time for the division, and questioned whether that time can be used for millennium events co-ordination. Mr. Price explained that the staff time had been requested last fall because of all the events already receiving and needing staff support. Councilor B. Vrbanovic questioned whether this person's time would be spent fund raising and whether it would leave money for other events. Mr. Price advised that fund raising would be a major component of the job along with applying for other grants. A discussion then took place as to whether the remaining capital dollars should be allocated for the Festival of the Night at this time. Councilor T. Galloway noted that the $100,000.00 in the capital budget has already been approved but not allocated. He noted that there may be other projects throughout the year which may be worthy of support. A discussion took place concerning an enhanced Festival of the Night and the escalating costs due to a competitive market. Mr. T. Clancy advised that they are trying to have staff in place soon, as he is concerned that the City may lose out on a good opportunity. He noted that some groups are already looking for co- ordination. He noted that there are some good opportunities available and everyone wants to do something. The City needs to offer some co-ordination. Councilor J. Haalboom noted that when this funding came before Council, Council agreed not to blow it on one big party. She questioned whether Council is going to leave it up to the community groups to look at millennium projects. She questioned whether we, the City, are not going to do a legacy project and are leaving it to the community groups. Mr. T Clancy stated that the steering committee needs to be appointed soon; as groups have started working already. He felt that there should be a staff person allocated for this purpose. With respect to a legacy, Council needs to make a decision on the legacy. He noted that the steering committee may suggest one to Council. Staff are trying to develop a process in give support. Mr. M. Price noted that he is receiving 2-3 calls per week asking for support. Councilor J. Haalboom stated that she wondered where the money would come from for a legacy project and whether they would have to fund raise outside. She questioned the Committee as to whether it was their intention to go in this direction to deal with a legacy project. 4. MILLENNIUM STEERING COMMITTEE - CONT'D COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 22, 1999 - 20- CITY OF KITCHENER Councilor Haalboom then noted the number of events handled by staff and that there would be an additional group of projects and events coming through the millennium year. She stated that she was concerned about staff energy and requested that staff come to Council with a priority report. She suggested there may be an opportunity to give less support to existing events. Mayor C. Zehr request that the New Year's Levee be included in the list of events for the millennium, both the year 2000 and 2001. He then had questions regarding the budgets included in the staff report. Councilor B. Vrbanovic put forward recommendations one and two from the staff report and an amended clause 3, requiring the remainder of the $100,000.00 be held until the steering committee makes it recommendations. He noted that it is important to have the co-ordinator start as soon as possible, as there is a federal grant dead line coming up in May. With regard to the notion that some existing events may be able to have staff resources taken away, Councilor B. Vrbanovic noted that these events are growing and getting better and will continue to require staff support. He noted that, over the years, the financial commitment will decrease but the staff resources will not. Councilor Haalboom stated that she would like to take a look at how they do things, so there is less stress on staff. She questioned how Council could be more supportive of staff. Mr. T. Clancy noted that running events is high stress; however, when they try to do these events without resources it is even more stressful. These events have mushroomed beyond our wildest dreams. We have done things to work with staff in other departments. He advised that staff can review the hours spent assisting with these events. Councilor K. Taylor-Harrison requested that staff report on the events which require staff support and the cost involved. On Motion by Councilor B. Vrbanovic, is was resolved: "That we approve the Terms of Reference for the Millennium Steering Committee, as outline in the report of Mr. M. Price, Manager, Arts, Culture, Leisure Programs, dated February 18, 1999, and further, That we approve the budget to hire a temporary Millennium Event Co-ordinator, as outline in the report of Mr. M. Price, Manager, Arts, Culture, Leisure Programs, dated February 18, 1999, and further, That the Millennium Event Co-ordinator provide assistance to the Millennium Steering Committee and provide project support, once endorsed by the steering committee, and further, That the balance of the $100,000.00, currently in the capital budget for millennium funding, be held until the Millennium Steering Committee makes a recommendation as to how the money should be spent." The committee then generally discussed a proposed millennium project by the Township of Woolwich and the City of Waterloo. Suggestions where made for properties close to or partly in the City of Kitchener so that the City of Kitchener could become involve in this project. GOLF PROFESSIONAL CONTRACT - 1999 SEASON The Committee was in receipt of a report from Mr. G Kett, Manger, Golf Course and Cemetery Operations, dated February 17, 1999, recommending the Golf professional contract for 1999. The committee was also in receipt of a copy of the draft contract, dated February 8, 1999. 5. GOLF PROFESSIONAL CONTRACT - 1999 SEASON - CONT'D COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 22, 1999 -21- CITY OF KITCHENER The Committee was provided with revised wording for the recommendation from the legal department. On motion by T. Galloway, it was resolved: "That the Mayor and Clerk be authorized to sign a one-year agreement with Michael Martz, for the provision of Golf Professional services, with such agreement to be satisfactory to the City Solicitor and substantially similar to the draft agreement dated February 8, 1999." Councilor T. Galloway noted that he has received a lot of good comments from golfers and the courses are recognized as maintaining a very high standard. Mr. G. Kett noted that Mr. Martz was in the audience. He then reviewed the revenue statistics for the last 3 years. FACILITY FEASIBILITY STUDY The Committee was in receipt of a report from Mr. T. Clancy, General Manager, dated February 17, 1999, recommending that Council proceed with hiring a consultant to conduct a Facility Feasibility Study, to determine future needs and priorities for community centres for the next 10 years. Councilor Jake Smola put forward the recommendation contained in the staff report. He suggested that we may not need community centres but may partner with other facilities such as school. Mr. R. Wyatt advised that this is a possibility and this will be looked into. The report will look at existing facilities and needs. Mayor C. Zehr stated that he hoped there would not be a bias to extend community centres. He suggested that the City should be determining whether they have sufficient facilities now. Councilor K. Taylor-Harrison stated that she has been asking for this for years. She stated that she welcomed a study that will look at partnering with existing facilities. Councilor J. Haalboom suggested that there might be a possibility that subdividers could include these facilities in their developments. Mr. R. Wyatt suggested the need to look at what we've got; how it is being used; what we need and the possibility for partnerships. Councilor Jake Smola gave an example of recreation facilities where his parents live. Mr. T. Clancy advised that this could be investigated and included. Motioned by Councilor Jake Smola it was resolved: "That we approve the criteria to proceed with a Facility Feasibility Study, to determine future needs and priorities for community centres over the next 10 years, as contained in the report Mr. T. Clancy, General Manager, dated February 17, 1999 and further, That we proceed with Expressions of Interest for the selection of a qualified professional recreational consultant who may be interested in completing a Facility Feasibility Study." PARKS AND RECREATION DEPARTMENT REORGANIZATION Councilor T. Galloway out forward a recommendation which had been discussed in Caucus concerning the reorganization of the Parks and Recreation Department, as Mr. R. Arnot, Assistant General Manger, is retiring. 7. PARKS AND RECREATION DEPARTMENT REORGANIZATION - CONT'D COMMUNITY SERVICES COMMITTEE MINUTES FEBRUARY 22, 1999 - 22- CITY OF KITCHENER On Motion by Councilor T. Galloway it was resolved: "That a request for proposal be issued to engage a consultant to carry out an operational review of the Parks and Recreation Department, and further, That the purpose of the review be to assist the City in a possible reorganization of the Parks and Recreation Department that will allow it to continue to provide excellent service to the City's customers, and further, That Mr. R. Wyatt be appointed Interim Assistant General Manager of Parks and Recreation, effective March 1, 1999, until the date of Council's acceptance of a final report from the aforementioned consultant or 6 months (September 1, 1999), whichever comes first, and further, That any costs associated with the review of the Parks and Recreation Department be funded from the Sick Leave Reserve Fund." The chair noted that this would be Mr. Arnot's last Community Services Committee meeting. On behalf of the Committee, Councilor Lorentz offered his thanks to Mr. Arnot for his long, hard, dedicated service. He thanked Mr. Arnot for everything he's done. UNFINISHED BUSINESS AGENDA Councilor T. Galloway raised the issue of the Victoria Hills Community Garden, which has been on the unfinished business list for some time. He noted that the residents want to know what they can do for this season. Mr. J. Gazola advised that he will respond by the next meeting. Councilor C. Weylie noted that the development plans are in for the site used in previous years, so this land will not be available. Mr. Clancy advised that he will review the unfinished business list and come back with an update for the next meeting. ADJOURNMENT Motion meeting adjourned 3:45 p.m. D. H. GILCHRIST COMMITTEE ADMINISTRATOR