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HomeMy WebLinkAboutCommunity Svcs - 1999-10-25CSC\1999-10-25 COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 1999 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 2:30 p.m., with the following members present: Councillor T. Galloway, Councillor J. Haalboom, Councillor Jake Smola, Councillor John Smola, Councillor K. Taylor-Harrison, Councillor B. Vrbanovic, Councillor C. Weylie and Councillor M. Yantzi. Mayor C. Zehr and Councillor J. Ziegler were in attendance for part of the meeting. Others present: Ms. L. Pasternak, Ms. K. Schropp, Ms. P. Houston, Ms. L. Gove, Ms. L. MacDonald, Messrs. R. Pritchard, J. Gazzola, J. Shivas, P. Beaudry, M. Price, R. Wyatt, D. Daly, T. O'Brien and Ms. D. Gilchrist. 1. UPDATE ON 1999 OPERATION OF KIWANIS PARK Mr. A. Morscher of the Kiwanis Club of Twin Cities was in attendance to update the Committee on the operation of Kiwanis Park in 1999. Mr. Morscher advised that, despite the poor weather in August, the park generated a 15% increase in gross revenues with a 40% increase in picnic revenues. He advised that the Kiwanis Club had installed an additional 50 picnic tables this year and, through a grant from Tim Hortons, an additional picnic shelter was constructed, all without cost to the City. Mr. Morscher noted that final plans for the development at the top of the park have not been completed but he understood that it would require some land from Kiwanis Park. As a consequence, long-term plans have not yet been made but they did have short-term plans. Mr. Morscher then thanked Mr. T. Clancy, Mr. P. Beaudry and Mr. W. Hilker for their untiring assistance to the Kiwanis Club and the park. Mr. Morscher then noted that there was one major problem at Kiwanis Park in that the swimming pool has leaks. He advised that they had spent a lot more money on chemicals and wages to provide for the vacuuming of the bottom of the pool. Mr. Morscher then stated that staff have new suggestions for paving the bottom of the pool. He advised that, as part of their short-term plans, they would like to replace the existing 30 year old pumphouse shed and they will be constructing an additional picnic shelter. Mr. Morscher stated that he believed that the park will be paying its own way after the capital expenses. Councillor K. Taylor-Harrison advised that she had noted a remarkable change in the park and thanked the Kiwanis Club for all their efforts. 2. UPDATE ON CITY OF KITCHENER ARTIST IN RESIDENCE PROGRAM Mr. M. Ward, 1999 Artist in Residence, was in attendance to update the Committee on the Artist in Residence Program. Mr. M. Price noted that, as the reflecting pool would be converted into a skating rink in the near future he felt it was appropriate for a report on the Artist in Residence Program to come forward to this Committee, at this time. Mr. Ward distributed brochures regarding his program and advised of the various workshops, artists' lectures and juried exhibitions which he undertook during his time as Artist in Residence. He noted that in addition to these events, he performed his own work and met with people every day. He found meeting with the people to be the most rewarding part of the Artist in Residence Program. Mr. Ward advised that he thought that the Artist in Residence Program had great benefits as there are several small art communities in this area and the workshops brought out people from the various communities. For himself, Mr. Ward advised that there is a great status in being Artist in Residence which has been a major bonus to his professional life. He felt that there wasn't anything else like this and it is the best thing happening in the arts community. 3. PROPOSED EXPANSION TO BUDD PARK The Committee had been provided with a revised report titled "Soccer 2000 Building a Better Community" by Kitchener Minor Soccer. Ms. A. Bilodeau, Mr. L. Gilmour and Mr. E. Edgar of Kitchener Minor Soccer were in attendance to give a presentation on a proposal to expand the soccer facilities at Budd Park. With the aid of a PowerPoint presentation, they reviewed the constant need for new soccer facilities in Kitchener noting that the soccer population is doubling every 2 years. They noted that the soccer club is looking for a partnership advising of their proven track record and their willingness to contribute to the proposal. They then reviewed the current activity level, the need to expand, the economic impact, the specific proposal including the COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 19999 - 73 - CITY OF KITCHENER benefits, key elements, funding and timetable. PROPOSED EXPANSION TO BUDD PARK (CONT'D) Mayor C. Zehr and Councillor J. Ziegler entered the meeting at this time. The budget information included with the written submission was then reviewed. It was noted that their current facility is booked to 82% and they can now only offer daytime use, which is discounted and for which they receive additional revenue. Ms. Bilodeau thanked the Parks and Recreation staff for their assistance. Mr. L. Gilmour then responded to questions regarding their statement of operations. Questions were raised about their leasing arrangements with Mr. Gilmour advising of the portion of land with a 3 year lease and that portion with a 17 year lease. He noted that the indoor fields would be located on the lands with the longer lease, so that if they are required to vacate in 3 years, on the other lands, they would lose the least. When questioned about fundraising, Ms. Bilodeau advised that their consultant has done a preliminary investigation and believes that they will have no problem in raising the money. Councillor T. Galloway questioned the possibility of winter works and Mr. Gilmour responded that they have been put on the list for winter works and that could be part of the City's commitment. Councillor J. Ziegler questioned whether they had considered they City's budget process and Mr. Gilmour responded that they maintained their own timelines but are aware that others may have a different timeline. Councillor G. Lorentz questioned what would happen if the City didn't partner and Mr. Gilmour responded that they would have to turn away approximately 500 potential participants next year. Mr. R. Wyatt addressed the Committee advising that staff agree there is a need for these facilities. He noted that the growth of soccer has exceeded staff's predictions. He advised that staff are very supportive of the project and it will be staff's challenge to find the money if it is approved. Upon questioning by Councillor Jake Smola, Mr. Wyatt advised that the number of soccer fields has declined by approximately 7. Councillor Jake Smola spoke in support of the proposal. Councillor J. Ziegler questioned the wisdom of investing in soccer fields on lands which may be recalled by Budd Canada. Mr. Wyatt responded that, through the Community Centre Feasibility Study, staff were directed to look at existing facilities. He felt that if the project was divided and separated there would be greater risk. He noted the possibility of losing 1 or 2 fields but felt this proposal had merit and should stay where it is. Councillor T. Galloway put forward a recommendation to defer this request to the Capital Budget with staff to report as to how this could be accommodated. He suggested the possibility of deferring an arena or swimming pool, noting that the City should do what it can to make this project possible. Councillor John Smola advised that he was supportive of the project but suggested that staff review it to determine whether it can be accommodated in the Parks and Recreation capital budget and see if it affects other capital budgets. Councillor J. Haalboom questioned Ms. P. Houston with respect to priorities in determining the Capital Budget and Ms. Houston advised that Council decides the priority. On motion by Councillor T. Galloway - it was resolved: "That the request of Kitchener Minor Soccer for a net contribution of $3M towards the construction of additional indoor and outdoor soccer fields at Budd Park, along with cash flow support and expertise and guidance through membership in the Project Steering Committee, as considered by the Community Services Committee on October 25, 1999 be deferred and referred to the year 2000 Capital Budget process; with staff to report as to how this project can be accommodated in the capital budget." REGISTRY BUILDING - 122 FREDERICK STREET - PROPOSAL FOR USE AS A COMMUNITY ARTS CENTRE Mr. D. Bourgeois of J.M. Drama was in attendance to provide an update on the proposal to use COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 19999 - 74 - CITY OF KITCHENER 4. REGISTRY BUILDING - 122 FREDERICK STREET - PROPOSAL FOR USE AS A COMMUNITY ARTS CENTRE (CONT'D) the Registry Building, 122 Frederick Street, as a community arts centre. Mr. Bourgeois' written submission was attached to the agenda. In addition, the members were provided with a copy of the resolution from the Heritage Kitchener meeting of October 15, 1999, dealing with their concerns with respect to the building alterations, as this building is designated under the Ontario Heritage Act. Mr. Bourgeois addressed the Committee and provided an introduction and background to the update, noting that Council, in July, had approved in principle J.M. Drama's proposal for the adaptive re-use of the Registry Building as a performing arts centre for the community. He also noted that J.M. Drama had agreed to retain and pay an architect and engineering firm to develop and cost a design concept. Mr. Bourgeois advised that The Walter Fedy Partnership had been chosen to prepare the design concept, copies of which were attached to Mr. Bourgeois' written submission. Mr. Bourgeois then reviewed the design concept noting that they have used best efforts to maintain the integrity of the building. Mr. Bourgeois noted that the theatre would not work with the columns, as they intend to provide seating for an audience of 180 people. Mr. Bourgeois then further reviewed the design concept with respect to the loading dock at the back of the building and the barrier free access. He also spoke of Heritage Kitchener's concerns with the design concept. Mr. Bourgeois then advised that they would like to apply, by October 31, 1999, to the federal government for millennium funding to assist with the capital costs. He pointed out the 2 options proposed in the written submission noting that J.M. Drama prefers option #1. He advised that J.M. Drama are at the table to the maximum that they can be and advised that they see themselves as being another community user and will pay for their own use of the building. Again reviewing the issues raised by Heritage Kitchener, Mr. Bourgeois noted that he had attended their meeting of October 1, 1999 which he felt had been a positive meeting. He noted that a decision was not made that day but the matter put over to their October 15, 1999 meeting. He advised that he did not attend that meeting because he felt the issues had been dealt with and came back from vacation to find a resolution which effectively puts an end to the theatre. He then explained what would be required if item C in the Heritage Kitchener resolution is passed. Mr. Bourgeois then reviewed the suggestion which had been made regarding use of space at Theatre & Co. Councillor J. Haalboom questioned Mr. Bourgeois with respect to acoustics in the building and the use of baffles and curtains. She then questioned whether Mr. Bourgeois agreed that the plaster is in immaculate shape and Mr. Bourgeois responded that the advantage for them, to this building, is because it is not falling apart. Councillor Haalboom also questioned what would happen to the plaster when the equipment goes in and if J.M. Drama moved out how easily it would be returned to its original shape. Mr. Bourgeois responded that they are looking at a 20 to 25 year lease in order to justify the capital improvements which are necessary. He felt that most of the alterations could be reversed except for the barrier free access which would be a permanent feature for any public purpose. Councillor Haalboom then referred to a discussion at the Heritage Kitchener meeting with respect to the terrazzo floors that they would be covered with carpet. Mr. Bourgeois advised that their budget would not permit they to pay to patch the terrazzo initially. He stated that they would undertake patching the terrazzo floor in a few years. He also noted that the architect had suggested carpet as a decorative feature. Mayor C. Zehr questioned the approximate charge for rental costs of $100.00 as identified on page 6 of Mr. Bourgeois' written submission and Mr. Bourgeois responded that is the rate that they pay for the Victoria Park Pavilion. Mayor Zehr then questioned who the audience would be and Mr. Bourgeois noted that the audience would come from Kitchener-Waterloo and that the participants would be Kitchener, Waterloo and Cambridge residents. Mayor Zehr then noted that the City has to be somewhat careful that the rates don't include subsidies. Councillor M. Yantzi stated that he was very comfortable with J.M. Drama; however, he had reservations about this proposal. He spoke of St. Jeromes and stated that he was not sure that the Registry Building was the perfect location. He questioned what would be needed from the COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 19999 - 75 - CITY OF KITCHENER 4. REGISTRY BUILDING - 122 FREDERICK STREET - PROPOSAL FOR USE AS A COMMUNITY ARTS CENTRE (CONT'D) City in order to make this application for millennium funding. Mr. Bourgeois responded that he would need exact costs to make the application. He also noted that if the City does not approve the proposal then they won't make the application and they need the design concept approved by the City. Councillor B. Vrbanovic questioned Mr. Bourgeois as to whether he had shared the design concepts with the other groups and whether or not they are in agreement and Mr. Bourgeois explained that all the other groups proposed to use this building like the concept. Councillor Vrbanovic then questioned operational costs and Mr. Bourgeois responded that the costs would be divided so that the City would maintain the outside of the building and J.M. Drama would look after the inside. Councillor J. Ziegler noted that no matter which of the 2 options chosen, J.M. Drama is proposing to provide $15,000.00 each year. Mr. Bourgeois advised that that was correct and that there was a possibility of millennium funding. Councillor B. Vrbanovic noted that the Barlow Study had indicated 3 years ago that 25 performing arts groups needed such a facility. He noted that, at the time that the Curling Hall of Fame was proposing to occupy this building, certain works were identified as necessary. He questioned whether these had been completed. Staff advised that Mr. L. Proulx had not been involved in today's report and it was felt that some of the items still had to be completed, as identified in 1995. Councillor B. Vrbanovic then put forward a motion to endorse in principle option #1 subject to a staff review of the list of items identified as necessary repairs for the Curling Hall of Fame and that J.M. Drama apply for a community loan less any grant monies obtained. He stated that the project has been in the making for over 5 years and the need for a community arts facility has not disappeared. He noted that Council had approved this proposal in principle in July and that the arts scene in this community is growing. He felt that if they were not in time to apply for a grant on October 31st that they could still apply in March. He stated that he hoped that Council would support this proposal. He also stated that staff needs to review the list of items proposed to be completed for the Curling Hall of Fame and determine if there should be any contribution towards this project. Councillor G. Lorentz suggested endorsing option #1 and not in principle. Councillor Vrbanovic responded that if approval "in principle" is not necessary and Council is prepared to approve this outright that he would remove the "in principle" from his motion. Ms. P. Houston asked that the matter be referred to the Capital Budget for the Community Loan Program as all monies are spent this year. Councillor J. Haalboom asked that Mr. L. Bensason, Heritage Planner, be permitted to address the Committee with respect to the entrance for the disabled. Councillor G. Lorentz stated that this was not necessary as currently they are looking at the larger picture and not the details. Councillor J. Haalboom then asked that the motion be amended to include the provision that the proposal be approved in principle subject to consideration of Heritage Kitchener's motion of October 15, 1999 because this is a designated property. Councillor J. Ziegler stated that he wanted a home for J.M. Drama but questioned their capital contribution. He felt that under the current proposal the City is going to put in everything and there is not a big enough contribution from the group. Mayor C. Zehr stated that he had always seen this as a J.M. Drama project and that the City would provide some assistance. Under the current proposal this would be a City facility with J.M. Drama as the major tenant. He felt that the accountability had not clearly been delineated. He stated that, if the resolution maintained the "in principle" he would be supportive. In response, Councillor B. Vrbanovic stated that no one is suggesting that this is a City project. He noted that this group is putting in $15,000.00 per year and they have responsibility for the operations. He noted that they are taking responsibility for a facility that, at the end of the day, won't be theirs. REGISTRY BUILDING - 122 FREDERICK STREET - PROPOSAL FOR USE AS A COMMUNITY COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 19999 - 76 - CITY OF KITCHENER ARTS CENTRE (CONT'D) Councillor M. Yantzi suggested that the group apply for a grant in March as he would like to support the proposal but needs more time. Councillor J. Ziegler felt that the financial contribution from J.M. Drama was not sufficient noting that it is not costing the City anything now to leave the building empty and they already own it. He asked for a larger commitment from the group. Councillor T. Galloway spoke in support of the proposal noting the governance body, which has not yet been formed, who will do the administration and governance of the building. He felt that this was a fairly good adaptive re-use project which addressed an identified need in the community. He stated that, compared to other similar projects, this seemed relatively economical. He suggested that option #1 be approved to allow the project to go forward. Mayor C. Zehr responded that, if the motion included the words "in principle" and the matter was referred to the Capital Budget that he would be supportive of the motion; however, he was not prepared to make a final decision this date. Councillor B. Vrbanovic advised that he would accept the Mayor's suggestion as a friendly amendment. On motion by Councillor B. Vrbanovic - it was resolved: "That Council endorse, in principle, the conversion of the Registry Building, 122 Frederick Street, to a community arts centre, as shown on the concept plans prepared by The Walter Fedy Partnership, dated SEP. 20/90, #18-99-19, subject to consideration of the recommendation from the Heritage Kitchener meeting of October 15, 1999; and, That Council endorse, in principle, capital financing option #1 contained in the written submission of J.M. Drama, as considered by the Community Services Committee on October 25, 1999; with staff to review the building improvements agreed to when the Curling Hall of Fame proposed to occupy the Registry Building to determine if any are applicable to this project and report to the Capital Budget process; and further, That J.M. Drama's request for a loan for capital costs be deferred and referred to the year 2000 Capital Budget process; with the provision that any grant funds received by J.M. Drama for conversion of the Registry Building to a community arts centre be deducted from the amount of any loan which may be approved by the City." YEAR 2000 ATHLETICS AWARDS BANQUET - DATE AND BUDGET The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, undated, recommending that the City of Kitchener host the 32nd Annual Athletics Awards Banquet and that the budget be increased to reflect increasing costs. On motion by Mayor C. Zehr - it was resolved: "That the City of Kitchener host the 32nd Annual Athletics Awards Banquet on or about Friday March 3, 2000, utilizing the same format as the 1999 Banquet; and further, That the budget for the year 2000 Banquet be increased to $9,000.00 to reflect the increasing costs of awards and the number of athletes who are recognized." REQUEST FROM OPTIMIST CLUB OF SOUTHWEST KITCHENER FOR AN EXEMPTION FROM MUNICIPAL CODE CHAPTER 270 (PARKS) The Committee was in receipt of a report from Mr. D. Daly, Interim Assistant General Manager, dated October 15, 1999, recommending an exemption to Chapter 270 (Parks) of the City of Kitchener Municipal Code to allow the Optimist Club of Southwest Kitchener to sell Christmas trees at Southwest Optimist Park. 6. REQUEST FROM OPTIMIST CLUB OF SOUTHWEST KITCHENER FOR AN EXEMPTION COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 257 19999 - 77 - CITY OF KITCHENER FROM MUNICIPAL CODE CHAPTER 270 (PARKS) (CONT'D) On motion by Mayor C. Zehr - it was resolved: "That the Optimist Club of Southwest Kitchener be granted an exemption to section 270.3.1(h) of the City of Kitchener Municipal Code to allow the club to sell Christmas trees at Southwest Optimist Park for the period December 1 - 23, 1999 inclusive." VOLUNTEER ACTION CENTRE - USE OF BREITHAUPT CENTRE FOR FAMILY VOLUNTEER RECOGNITION EVENT The Committee was in receipt of a report from the Department of Parks and Recreation, dated October 13, 1999, in response to Council's resolution of April 19, 1999 directing staff to investigate the possibility of partnering with the Volunteer Action Centre for National Volunteer Week celebrations in the year 2000. On motion by Mayor C. Zehr - it was resolved: "That the Volunteer Action Centre of K-W & Area be permitted, at no charge, a half-day use of the Breithaupt Centre gym for their Family Fun Volunteer Recognition Event to help celebrate National Volunteer Week in the year 2000, without impacting their application to the City for an annual operating grant for the year 2000; and further, That the Volunteer Action Centre include rental of the Breithaupt Centre gym in any of its operating grant submissions to the City beyond the year 2000." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. The Chair requested that Mr. R. Pritchard review the outstanding items on the Committee's unfinished business list and Mr. Pritchard advised that he had met with the Managers of the Department and reports would be forthcoming at the next meeting. ADJOURNMENT On motion the meeting adjourned at 4:45 p.m.. Dianne H. Gilchrist Committee Administrator