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HomeMy WebLinkAboutCommunity Svcs - 1999-06-28CSC\1999-06-28 COMMUNITY SERVICES COMMITTEE MINUTES JUNE 28, 1999 CITY OF KITCHENER The Community Services Committee met this date, commencing at 2:25 p.m., chaired by Councillor G. Lorentz, with the following members present: Mayor C. Zehr, Counciillor John Smola, Councillor C. Weylie, Councillor M. Yantzi and Councillor J. Ziegler. Councillor T. Galloway, Councillor J.ake Smola, Councillor K. Taylor-Harrison and Councillor B. Vrbanovic were in attendance for part of the meeting. Others present: Ms. L. Pasternak, Ms. A. Duffy, Ms. K. Schropp, Ms. B. Aikenhead, Ms. L. Gove, Ms. P. Harris, Ms. D. Arnold, Ms. P. Houston, Ms. L. Ferguson, Messrs. T. Clancy, M. Price, P. Beaudry, J. Hancock, P. Wetherup, J. Gazzola and P. Sinnott and Ms. D. Gilchrist. 1. DELEGATIONS - COMMUNITY ARTS CENTRE Mr. D. Bourgeois was in attendance as a follow up to his presentation to this Committee at the June 14, 1999 meeting with respect to converting the Registry Building at 122 Frederick Street for use as a community arts centre. Mr. Bourgeois distributed copies of his written submission to the Committee members at the meeting. The Committee was also in receipt of a report from Mr. J. Gazzola, Chief Administrator, dated June 22, 1999, recommending that a decision regarding the long term use of the City owned facility at 122 Frederick Street be deferred until the location of the Provincial Offences Prosecution Court has been determined, and that upon such determination a proposal for the long term use of this facility be prepared, based on criteria consistant with the Downtown Action Plan. Mr. D. Bourgeois presented the highlights of the proposal including: approval in principal for the Registry Building to be used for community arts purposes; that J.M. Drama retain and pay for architecture and engineering firm to design and estimate capital costs; that staff work with J.M. Drama to develop an appropriate governance model, budgets, criteria for lease and facility use guidelines; that the City support and include this project for millennium funding purposes; and that J.M. Drama's preference is to occupy the basement, renovate the main level for performing arts space for broad community use and that the City program the main level for performing arts space. Councillor T. Galloway entered the meeting at this time. Mr. Bourgeois continued to address the Committee advising of the strong track record of J.M. Drama, the various venues for its performances and its profitability. He also noted that he understood the other potential uses for this building; however, he felt, on balance, that support should be in favour of a community arts centre. Councillor B. Vrbanovic entered the meeting at this time. Mr. Bourgeois then referred to Barlow's study with respect to the St. Jerome's Theatre and provided a comparison between the recital hall at St. Jerome's and the Registry Building. With respect to funding, Mr. Bourgeois advised that J.M. Drama will pay for the engineering study and $50,000 over three years for the capital improvements. Mr. Bourgeois suggested that such as facility will help to sell the community to businesses considering locating in Kitchener. He also felt that it was good for downtown revitalization. Mr. Bourgeois concluded that this proposal provides the City with a facility with someone else paying the capital costs. Councillor J. Ziegler spoke of the pillars in the building and questioned whether the theatre could be designed around them. Mr. Bourgeois suggested that there was some possibility that one could be moved but not the other and he felt it should be left to the architects. Councillor Ziegler advised that he would be supportive of a community arts centre proposal for this building but he didn't want the pillars moved and asked that, as the building is significant, they preserve the integrity of the building by maintaining the two pillars and the 16 foot ceilings. Councillor M. Yantzi questioned who would manage the community arts centre and Mr. Bourgeois responded that the proposal is to work with the City to develop guidelines and he suggested that programming go through the Parks and Recreation Department. He felt that this would keep costs down. Mr. Bourgeois noted that J.M. Drama would want to occupy the basement and would be prepared to handle the capital costs but they would not want to do the programming. He suggested that City staff do the programming and that J.M. Drama would be COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 51 - CITY OF KITCHENER DELEGATIONS - COMMUNITY ARTS CENTRE (CONT'D) buying rental space through the capital improvements. Mr. Bourgeois advised that they intend to this building for long time use and that they could make lease payments after the capital is paid for. Councillor B. Vrbanovic advised that he wished to put forward a motion with respect to this proposal. Mayor C. Zehr advised that the plans sound very good; however, there is another report before the Committee with respect to a Provincial Offences Court. He also noted that there are other proposals coming up for possible use of this building. Mayor Zehr advised that he had some difficulty with the proposal as it is being driven by millennium grants. Mayor Zehr advised that he was supportive of the staff recommendation to defer this matter. He felt that the City needed to have the best use. Councillor G. Lorentz questioned when the lease expired for J.M. Drama and was advised December 31, 1999. Mr. Bourgeois advised that they usually have a two year lease so they need to know as soon as possible whether this proposal will go forward. Councillor B. Vrbanovic advised that he felt we needed to move forward on this matter and that we have been discussing a community arts centre for some time. With respect to Globe Studios, Councillor Vrbanovic noted that this was a temporary interest for a few months. With respect to the Provincial Offences Court, Councillor Vrbanovic noted that the Region has other options. Councillor B. Building for a the structural Vrbanovic put forward a motion to approve, in principle, the use of the Registry community arts centre and accepted Councillor J. Ziegler's concerns with respect to integrity of the building as a friendly amendment. Councillor T. noted that in substance. Galloway advised that he supports Councillor Vrbanovic's recommendation. He the past they have had proposals for this building which haven't had a lot of Councillor M. Yantzi spoke in favour of this motion. Mayor C. Zehr advised that he was supportive of approval in principle but would vote against the motion because of timing. Noting that the proposal is for this facility to operate as a City facility, Mayor Zehr felt that the Committee needed to know what the implications would be. Councillor J. Ziegler noted that this was approval in principle, and if, in the mean time, the City gets another offer on this building, it would not have absolutely made a final decision. Councillor Vrbanovic suggested that Councillor Ziegler was correct in that the City would only be taking the first steps; however, this has been done in good faith with this group and unless major compelling reasons present themselves, he felt that this would go forward in a positive manner. On motion by Councillor B. Vrbanovic, it was resolved: "That Council approve in principle the use of the Registry Building, 122 Frederick Street, for community arts purposes; and, That J. M. Drama pay for and retain an architecture and engineering firm to design and estimate capital costs for the conversion of the Registry Building to a community arts centre; and, That staff work with J. M. Drama and others to develop an appropriate governance model, capital and operating budgets, criteria for lease (including recognition of "community facility" and capital investments) and facility use guidelines for use of the Registry Building as a community arts centre; and further, 1. DELEGATIONS - COMMUNITY ARTS CENTRE (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 52 - CITY OF KITCHENER That the architect use best efforts to maintain the integrity of the Registry Building including the two pillars." 2. GRANT REQUEST - ANSELMA HOUSE The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 22, 1999, recommending that the Committee not approve an in-kind grant for Anselma House, consisting of 10 books of children's swim passes and 5 books of adult swim passes. Attached to Mr. Wyatt's report was a copy of the grant application and background material. Ms. W. Kornelsen was in attendance to represent the grant request and spoke in favour of it, explaining their recreation program and the need for the swim passes. She advised the Committee that they had received swim passes from the City of Waterloo for 1998/99. She also advised that they are planning to go on the City of Kitchener annual grant list. Councillor C. Weylie advised that she wished to put forward a motion to approve this grant request. A brief discussion took place with respect to the Committee's direction that staff work with the Betty Thompson House on a similar type program and Mr. Clancy advised that they would like to get this type of request out of the grant process and have it dealt with in some other form. Councillor M. Yantzi mentioned the fee assistance program and questioned whether this would be appropriate. Councillor J. Ziegler noted the balance sheet attached to the grant application, noting a large budget for this organization. He questioned why this Council would see a need here when the organization can afford to help their own residents. Mayor C. Zehr advised that he was in support of Councillor Weylie's motion and he did not see this form of assistance as an additional cost to the City. When questioned by Councillor G. Lorentz, Mr. T. Clancy advised that staff will come back with a report on a method to get this type of assistance out of the grant program. He advised that it would come back some time in September or October. On motion by Councillor C. Weylie, it was resolved: "That we approve the request of Anselma House for an in-kind grant of 10 books of children's swim passes and 5 books of adult swim passes." 3. GRANT REQUEST - I HAVE A DREAM The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 21, 1999, recommending that the Committee not approve an in-kind grant for I Have a Dream as it does not meet certain of the grant criteria. Attached to Mr. Wyatt's report was a copy of the grant application and some background material. Ms. K. Schnarr was in attendance to represent this grant request advising that this focuses on a family oriented day. A brief discussion took place with respect to the closure of King Street and Ms. Schnarr advised that she had been working on this with Mr. K. Carmichael with the Traffic Division. Mayor C. Zehr advised that he was pleased with the staff report in that they are bringing forward recommendations that follow the grant policy. Councillor C. Weylie put forward the recommendation contained in the staff report. Councillor J. Ziegler advised that he supports the motion and suggested that if this organization loses money then they should come back to this Committee. 3. GRANT REQUEST - I HAVE A DREAM (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 53 - CITY OF KITCHENER Councillor T. Galloway advised that he was in support of the recommendation. He noted that part of the problem is a bigger issue to do with charges levied for use of the City Hall facilities. He suggested that the City should have a global budget to deal with this. He felt that if the format didn't change then we would continually be getting these grant requests. Councillor Galloway advised that he supported the recommendation but felt that this was the kind of event that we should be supporting. On motion by Councillor C. Weylie, it was resolved: "That no action be taken on the request of I Have a Dream for an in-kind grant in the amount of $663.92 for City Hall rental and road closure on August 28, 1999." 4. GRANT REQUEST - DECEMBER 6TH COALITION The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 22, 1999, recommending that no action be taken on the request of the December 6th Coalition for an in-kind grant for rental of the City Hall Rotunda and equipment. Ms. I. Pressman was in attendance to represent this grant request. She explained the purpose of the organization and that December 6th has been declared a National Day of Remembrance. She also advised that she was requesting that this organization be put on the annual grant request list. Mayor C. Zehr noted the bank statement attached to the grant application noting that this group has been able to function without a City grant for the last several years. Councillor M. Yantzi advised that this group is a collaboration of several other groups that get together for this event. He stated that it is an educational event and should be supported by the City. He put forward a motion to approve a grant in the amount of $500.00. Mayor C. Zehr suggested that this was a Kitchener and Waterloo event and questioned whether they would be applying to Waterloo for a grant. Ms. Pressman advised that the grant process in Waterloo has changed and they are unable to apply until September but that they do intend to apply to the City of Waterloo and to the Region. Councillor M. Yantzi changed his motion, noting that this group should be encouraged to apply to the City of Waterloo for a contribution. He suggested a $300.00 grant and Mayor Zehr advised that he could support such a grant. Councillor Yantzi also added to his motion that this group be put on the list to receive notice about annual grants. On Motion by Councillor M. Yantzi, it was resolved: "That we approve an in-kind grant for the December 6th Collision in the amount of $300.00 to assist with their cost in renting the City Hall Rotunda on December 6, 1999, and further That the December 6th Collision be added to the list of organizations notified of the annual grant process." 5. GRANT REQUEST - TAKE BACK THE NIGHT The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 22, 1999, recommending that the Committee not approve an in-kind grant for Take Back the Night for rental of the City Hall Rotunda and equipment. Attached to Mr. Wyatt's report was a copy of the grant application. Ms. I. Pressman was in attendance to represent this grant request. 5. GRANT REQUEST - TAKE BACK THE NIGHT (CONT'D) On motion by Councillor T. Galloway, it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 54 - CITY OF KITCHENER "That we approve an in-kind grant for Take Back The Night, in the amount of $300.00 to assist with their cost in renting the City Hall Rotunda on September 23, 1999; and further That Take Back The Night be added to the list of organizations notified of the annual grant process." GRANT REQUEST - FILIPINO CANADIAN ASSOCIATION OF K-W It was noted that Mrs. Atienza was registered as a delegation but was not in attendance at the meeting. The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 7, 1999, recommending that the Committee not approve a one time grant for the Filipino Canadian Association of K-W for teaching the Filipino language, arts, music and dance to the children of the Filipino community. Mayor C. Zehr put forward the recommendation contained in the staff report. On motion by Mayor C. Zehr, it was resolved: "That no action be taken on the request of the Filipino Canadian Association of K-W for a combination cash and in-kind grant totaling $32,540.00 for the purpose of teaching the Filipino language, arts, music and dance to the children of the Filipino Community." DIRECT TO FIRE RESIDENTIAL ALARM MONITORING UP-DATE Councillor G. Lorentz requested that Mr. J. Hancock postpone presentation of this report to a future meeting. CITY OF KITCHENER ENTRANCE SIGNS Mr. J. Gazzola advised that staff could postpone the presentation of this report to a future meeting. REPORT ON ACTIVITIES OF MILLENNIUM SELECTION AND STEERING COMMITTEE 10. The Committee was in receipt of a report from Ms. L. Ferguson, Millennium Projects Co-ordinator, undated, providing a list of the committee membership, committee activities to date and millennium projects office activities. Mr. M. Price introduced the report and advised that it was for information only. civic FLOAT DESIGN The Committee was in receipt of a report from Mr. M. Price, Manager, Arts, Culture and Events, dated June 19, 1999, recommending that Council endorse the civic float design as submitted by the company Vision and Design. A sketch of the design was attached to Mr. Price's report. On motion by Mayor C. Zehr, it was resolved: "That Council endorse the civic float design as submitted by the company Vision and Design as attached to the report of Mr. Price, Manager, Arts, Culture and Events, dated June 1999." 11. SIGNING AUTHORITY REGARDING RECORDING INDUSTRIES MUSIC PERFORMANCE TRUST FUNDS AGREEMENT The Committee was in receipt of a report from Ms. L. Gove, Supervisor, Arts, Culture and Special Events, dated June 16, 1999, recommending the delegation of authority to sign the Annual Recording Industries Music Performance Trust Funds Agreement. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 55 - CITY OF KITCHENER On motion by Councillor T. Galloway, it was resolved: "That Council delegate to the Supervisor of Arts/Special Events, Arts, Culture and Events Division and in his/her absence, the Special Events Assistant, the authority to sign the annual Recording Industries Music Performance Trust Funds Agreement." 12. FESTIVAL OF THE NIGHT The Committee was in receipt of a report from Mr. M. Price, Manager, Arts, Culture and Events, dated June 19, 1999, with respect to the Festival of the Night 1999. Mr. Price addressed the Committee advising that staff are looking for direction and he noted in the report there were four options and staff are recommending option #4. When questioned by the Committee, Mr. Price advised that staff need some direction and are running out of time. He also noted that costs have escalated because of the number of events for this date. On motion by Mayor C. Zehr, it was resolved: "That consideration of the report of Mr. M. Price, Manager, Arts, Culture and Events, dated June 1999, concerning options for the Millennium Festival of the Night be deferred to the Council meeting of July 5, 1999, for a final decision." 13. CITY OF KITCHENER HOME SUPPORT PROGRAM - TRANSPORTATION The Committee was in receipt of a report from Ms. B. Aikenhead, Division Manager, Seniors/Leisure Support Services, dated June 24, 1999, recommending that the City continue the long standing partnership with Kitchener Seniors Volunteer Services Inc., in the provision of assisted and affordable transportation for frail seniors and that an annual grant of $7,500 be approved for this organization to off set their costs. Mr. J. Gazzola pointed out that volunteers drive the bus for City of Kitchener programs. On motion by Councillor J. Ziegler, it was resolved: "That the Parks and Recreation Department continue the long standing partnership with Kitchener Seniors Volunteer Services Inc. in the provision of assisted and affordable transportation for frail seniors; and further, That the City provide Kitchener Seniors Volunteer Services an annual grant of $7500.00 to off set the estimated costs of independent vehicles insurance ($2500) and on going maintenance/fuel costs ($5000) to be provided through our Fleet Maintenance department." 14. SURPLUS LAND - STANMORE AVENUE 14. The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 17, 1999, recommending that a narrow strip of land located between 57 and 61 Stanmore Avenue be deemed to be surplus to the needs of the park area. The Committee was also provided with copies of a report from Mr. G. Andersen, dated June 28, 1999, recommending that, in accordance with the Sale of Real Property Procedural By-law 95-61 that the City enact a resolution with respect to the land being deemed as surplus to the City's needs. A discussion then took place with respect to future access to this park and Councillor Jake Smola provided SURPLUS LAND - STANMORE AVENUE (CONT'D) some background as to the acquisition of this wooded area. He noted his concern that not enough land was required at the site plan review process and he felt that this land was only surplus if there was another access off Gloucester Court. Councillor J. Ziegler suggested a motion to defer consideration of this matter in order to allow the COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 56 - CITY OF KITCHENER Ward Councillor an opportunity to discuss this further with staff. On motion by Councillor Jake Smola, it was resolved: "That consideration of declaring surplus a narrow strip of City owned land, between 57 and 61 Stanmore Avenue to be deferred in order to allow the Ward Councilor the opportunity to discuss the matter with staff." 15. ROCKWAY PUBLIC SCHOOL - PLAYGROUND GRANT REQUEST The Committee was in receipt of a report from Mr. T. O'Brien, Landscape Artchitect, dated June 7, 1999, recommending a grant for the Rockway Public School Council to assist with the construction of a new creative playground facility for the school. On motion by Councillor T. Galloway, it was resolved: "That Council approve a grant for the Rockway Public School Council, in the amount of $750.00, in 1999, toward construction of a new creative playground facility for the school, in accordance with the City's policy governing playground equipment grants for school and community groups." 16. ST. ALOYSIUS CATHOLIC SCHOOL - PLAYGROUND GRANT REQUEST The Committee was in receipt of a report from Mr. T. O'Brien, Landscape Artchitect, dated June 21, 1999, recommending a grant for the St. Aloysius Catholic School Council to assist with the construction of a new creative playground facility for the school. On motion by Councillor T. Galloway, it was resolved: "That Council approve a grant for the St. Aloysius School Council in the amount of $750.00, in 1999, toward construction of a new creative playground facility for the school, in accordance with the City's policy governing playground equipment grants for school and community groups." 17. TIM HORTON'S FAMILY RIDE FOR CHARITY - GRANT REQUEST The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated June 22, 1999, recommending the Committee not approve an in-kind grant for the Tim Horton's Family Bicycle Ride for Charity. On motion by Councillor J. Ziegler, it was resolved: "That no action be taken on the request of Tim Horton's Family Bicycle Ride for Charity for an in-kind grant in the amount of $1,000.00." 18. BALLOON LAUNCHING - 1999 GAMES FOR THE PHYSICALLY DISABLED 18. The Committee was in receipt of a report from Mr. T. Clancy, General Manager, dated June 25, 1999, recommending that Sundance Balloons be given permission to launch a hot air balloon during the Opening Ceremonies for the 1999 Games for the Physically Disabled. BALLOON LAUNCHING - 1999 GAMES FOR THE PHYSICALLY DISABLED (CONT'D) On motion by Councillor T. Galloway, it was resolved: "That Council give permission to Sundance Balloons to launch a hot air balloon out of Centennial Stadium during the Opening Ceremonies for the 1999 Games for the Physical COMMUNITY SERVICES COMMITTEE MINUTES JUNE 287 1999 - 57 - CITY OF KITCHENER 19. 20. 21. 22. Disabled on July 16, 1999, provided that the required documentation for liability insurance, balloon registration and pilot licences is provided." KITCHENER MINOR HOCKEY COMMUNITY ASSISTANCE LOAN Mr. P. Beaudry advised that this request has been withdrawn as it is no longer needed. BROCHURE RACK PROMOTIONS PROJECT The Committee was advised that Mr. Beaudry had withdrawn this matter to be deferred to a future meeting, INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda, ADJOURNMENT On motion the meeting adjourned at 4:00 p.m. Dianne H. Gilchrist Committee Administrator