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HomeMy WebLinkAboutCommunity Svcs - 1999-12-06CSC\1999-12-06 COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 67 1999 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 2:13 p.m., with the following members present: Councillor J. Haalboom, Councillor John Smola, Councillor C. Weylie, Councillor M. Yantzi and Councillor J. Ziegler. Councillors Jake Smola, K. Taylor-Harrison and B. Vrbanovic were in attendance for part of the meeting. Others present: Ms. A. Duffy, Ms. P. Houston, Ms. V. Golub, Messrs. J. Gazzola, R. Wyatt, D. Daly, G. Melanson, P. Beaudry, M. Price and Ms. D. Gilchrist. 1. GRANT REQUEST - CATHOLIC FAMILY COUNSELLING CENTRE The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, attached to which was a copy of the grant application from the Catholic Family Counselling Centre. The staff report recommended that a grant be approved. Ms. C. Brothers and Dr. J. Sehl were in attendance to represent the grant application. Dr. Sehl advised that the Catholic Family Counselling Centre has been a Kitchener organization since its beginning. He advised of their intention to remain in the City of Kitchener and expand the organization. He noted that part of the new building will be a community centre with approximately 60 seats, which he felt was an added plus for the community. Ms. Brothers advised that they are now trying to plan for the future, and they feel the proposed building will fulfil their needs for sometime to come. Councillor C. Weylie put forward the recommendation contained in the staff report. Councillor M. Yantzi questioned whether the applicants had a sliding scale of fees and whether those on family assistance are asked to pay for the services. He also questioned whether the municipality should have a sliding scale. Ms. Brother responded that their fees are on a sliding scale, and when approaching various groups for funds, they have requested funds according services provided to the different municipalities. Mr. R. Wyatt noted that, given the amount of the request, staff have not recommended an amount for the grant but have left it to this Committee to decide on the amount. Councillor J. Haalboom noted Heritage Kitchener's involvement with this project and thanked the proponents for designing a building which would blend in with the neighbourhood. Councillors Jake Smola, K. Taylor-Harrison and B. Vrbanovic entered the meeting at this time. Councillor J. Ziegler commented with respect to the amount of the grant, suggesting that it be referred to Budget Day. He agreed with approval of a grant for this organization, requesting that the specific amount of the grant be decided on Budget Day. On motion by Councillor C. Weylie - it was resolved: "That we approve, in principle, the application of the Catholic Family Counselling Centre for a grant to assist with the costs of constructing their new facility, with the exact amount of the grant to be determined on Budget Day, scheduled for January 14, 2000." Councillor G. Lorentz advised the delegation that this recommendation would be considered by Council at its meeting on Monday, December 13, 1999. 2. GRANT REQUEST - ONTARIO REGISTERED MUSIC TEACHERS' ASSOCIATION (K-W BRANCH) The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, along with a copy of the grant application from the Kitchener-Waterloo Branch of the Ontario Registered Music Teachers' Association. The staff report recommended that the Committee not approve the grant request, as it does not meet certain of Council's grant criteria. Ms. A. Larsen was in attendance to represent the request. Ms. Larsen explained the purpose of COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 6, 1999 - 88 - CITY OF KITCHENER the grant noting that the proposed concert is to take place during Canada Music Week at the GRANT REQUEST - ONTARIO REGISTERED MUSIC TEACHERS' ASSOCIATION (K-W BRANCH) (CONT'D) end of November, 2000. She advised that they have commissioned 2 local composers to compose 2 millennium pieces for the event. Ms. Larsen advised that they have over 200 students signed up. Councillor J. Haalboom questioned how many students would be from Kitchener and Ms. Larsen responded that more than half are from Kitchener. There was a brief discussion on where the event would be held. Councillor Haalboom then questioned whether the City of Waterloo had been approached for funding. Ms. Larsen advised that the Waterloo deadlines have passed but they have applied to the federal government for millennium funding. Councillor Haalboom spoke in support of a one-time grant for this group as it will give a different group of children exposure. She also noted that approximately half of the children are from Kitchener and there still is a possibility of applying to other municipalities for funding. She put forward a motion to approve a grant of $1,500.00 subject to the group receiving matching funds from the City of Waterloo. A further discussion took place with respect to the location for the event as Ms. Larsen advised that various locations are being considered but none chosen. She also advised that they hope to recoup much of the cost of the event through ticket sales. Councillor B. Vrbanovic suggested sending an application to the Millennium Committee as they may have additional funds. They may also be able to help with a business plan. Ms. Larsen advised that they did apply to the Millennium Committee but were not approved. Upon questioning, Ms. Larsen advised that they have applied to various companies including the companies supplying the pianos and the companies providing the sheet music and there is a possibility of donations from them. On motion by Councillor J. Haalboom - it was resolved: "That, subject to receiving a matching grant from the City of Waterloo, we approve a cash grant to the Kitchener Waterloo Branch, Ontario Registered Music Teachers' Association in the amount of $1,500.00 for their millennium concert to take place on November 25, 2000." 3. GRANT REQUEST - KITCHENER PROFESSIONAL FIREFIGHTERS ASSOCIATION The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, recommending a one-time, in-kind grant for facility rental of Forest Heights Community Centre in the amount of $557.97. Mr. R. Kalan of the Kitchener Professional Firefighters Association was in attendance to represent the grant request. He noted that the purpose of the fundraiser is to help pay for the Fire Education Centre. A brief discussion took place with respect to whether this was a municipal facility and whether the grant was in fact budget padding. On motion by Councillor J. Ziegler - it was resolved: "That Council approve an in-kind, one-time grant of $557.97 to the Kitchener Professional Firefighters Association, Waterloo Professional Firefighters Association and Friends of the Fire Education Centre, for use of the Forest Heights Community Centre on Friday, December 31, 1999, for a fundraising event in connection with the Fire Education Centre." 4. GRANT REQUEST - RENISON COLLEGE (UNIVERSITY OF WATERLOO) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 6, 1999 - 89 - CITY OF KITCHENER The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, recommending that the Committee not approve the request from Renison College for an in-kind, one-time grant for a facility and equipment rental for the East Asian Festival which took place on November 3, 1999, as it does not meet certain grant criteria. Ms. K. Barrieau-McKee was in attendance to represent the grant request. She noted that the festival has been running for 5 years and this year's opening night was the most successful to date. She provided some background to Renison College and the benefits of the festival to the City of Kitchener. Ms. Barrieau-McKee also noted that they received a grant from the City of Waterloo for rental of the Recreation Complex. Councillor B. Vrbanovic put forward a motion for a grant of half the amount requested. He suggested that it was not unlike others that have been approved and advised that the new rental rates will be ready for next year. On motion by Councillor B. Vrbanovic - it was resolved: "That Council approve an in-kind grant in the amount of $336.03 for Renison College, representing 50% of the cost of their rental of the City Hall Rotunda and equipment for the East Asian Festival on November 3, 1999." 5. FESTIVAL OF THE NIGHT/CHRISTKINDL MARKET - CONTRACT AUTHORIZATION The Committee was in receipt of a report from Ms. G. Holstead, Co-Ordinator of Programs, dated December 1, 1999, recommending contracts with specific suppliers with respect to the Festival of the Night celebration and the Christkindl Market. The recommendation also included that authority be granted for the provision of letters to indemnify various parking lot owners with respect to the Festival of the Night and requested certain approvals, if deemed necessary, for a safe and well managed New Year's Eve festival. Mr. G. Melanson, Assistant City Solicitor, advised that there was one additional contract to be added to those required for the Festival of the Night, with Can-Port for the supply of 2 standard washroom trailers. Councillor K. Taylor-Harrison put forward the recommendation contained in the staff report, as amended for the one additional agreement. Councillor B. Vrbanovic noted that staff are asking for direction and Ms. Holstead advised that there are a lack of volunteers and first aid staff, which is why direction is being requested. Councillor B. Vrbanovic suggested that any issues in this regard be resolved by the Chief Administrator. On motion by Councillor K. Taylor-Harrison - it was resolved: "That the Mayor and Clerk be authorized to execute the following agreements, with respect to the Festival of the Night, to the satisfaction of the City Solicitor: a) A contract with 3L Productions for the provision of a stage and video walls in the amount of $17,000.00 (pending the cost of cancellation insurance); b) A contract with Sherwood Productions for the provision of sound and technical support in the amount of $17,800.00; c) A contract with Hiretech for the provision of lighting, for an amount still to be determined; 5. FESTIVAL OF THE NIGHT/CHRISTKINDL MARKET - CONTRACT AUTHORIZATION COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 6, 1999 - 90 - CITY OF KITCHENER (CONT'D) d) A contract with "Just in Time" for the provision of food and merchandising services for Festival of the Night; subject to the City receiving 20% of the profits; e) A contract with Kelly Dahl of Kelly's Klowns in the amount of $5,000.00, for the provision of an activity centre in Victoria School Centre on New Year's Eve; f) A contract with "HANDS" not to exceed $20,000.00 for the provision of a fireworks display in Victoria Park on New Year's Eve; g) An agreement with first aid providers, if necessary, in the event the City is unable to secure a sufficient number of trained staff to provide the necessary first aid services for the Festival of the Night, for an amount to be determined and within the Festival of the Night's budget; h) An agreement with Can-Port for the supply of 2 standard washroom trailers, in the amount of $2,300.00; and, That authority be granted to Brian Scott, Events Assistant, to provide a letter, if requested, indemnifying various parking lot owners for any and all possible claims arising from the use of their site, save and except claims arising from the parking lot owner's negligence, satisfactory to the City Solicitor; and, That the City's Chief Administrative Officer resolve any issues deemed necessary for a safe and well managed New Year's Eve festival; and further, That the Mayor and Clerk be authorized to execute the following agreement, satisfactory to the City Solicitor, with respect to the Christkindl Market: a) A contract with the German Heritage Museum with respect to a display to be set up in City Hall, if necessary." LICENSING AGREEMENTS WITH KITCHENER LIONS CLUB FOR USE OF SPACE IN CITY FACILITIES The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, with respect to agreements with the Kitchener Lions Club for use of the Queensmount Arena for Oktoberfest for the years 2000 to 2009 and with respect to a 10-year licensing agreement with the Lions Club for designated rooms Lions Arena. On motion by Councillor C. Weylie - it was resolved: "That the Mayor and Clerk be authorized to execute a licensing agreement, satisfactory to the City Solicitor, with the Kitchener Lions Club for the use of Queensmount Arena for the purpose of conducting Oktoberfest for the years 2000 to 2009, inclusive; and further, That the Mayor and Clerk be authorized to execute a licensing agreement with a 10-year term, satisfactory to the City Solicitor, with the Kitchener Lions Club for the purpose of using designated rooms at Lions Arena." AGREEMENT WITH KITCHENER RANGERS RE: AMALGAMATION OF HOCKEY SCHOOLS The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, recommending that the City enter into negotiations with the Kitchener Rangers Hockey Club regarding the intended amalgamation of the Kitchener Hockey School and the Kitchener Rangers Stars of Tomorrow Hockey School and the entering into an AGREEMENT WITH KITCHENER RANGERS RE: AMALGAMATION OF HOCKEY SCHOOLS COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 6, 1999 -91 - CITY OF KITCHENER (CONT'D) agreement in this regard. Mr. Wyatt addressed the Committee advising of timing and opportunity and that some early approvals are required. On motion by Councillor J. Ziegler - it was resolved: "That the Parks and Recreation Department be authorized to enter into negotiations with the Kitchener Rangers Hockey Club regarding the intended amalgamation of the Kitchener Hockey School and the Kitchener Rangers Stars of Tomorrow Hockey School; and further, That the Mayor and Clerk be authorized to execute any agreement between the City of Kitchener and the Kitchener Rangers Hockey Club regarding this partnership, subject to mutual terms being agreed upon and subject to the approval of the City's Legal and Finance Departments." 8. GRANT REQUEST - CENTRAL ONTARIO CHINESE CULTURAL CENTRE The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated December 1, 1999, recommending that the grant request of the Central Ontario Chinese Cultural Centre, for a one-time, in-kind grant in the amount of $1,325.70, not be approved. Councillor J. Ziegler put forward the recommendation contained in the staff report. Councillor Jake Smola stated that he had difficulty supporting the recommendation as he felt the same should apply to this group as was approved for Renison College. Councillor B. Vrbanovic responded that the rates for these types of events, in the new rate structure, would put this group into a category where everything is included because it is deemed of community interest. He suggested deferring the request until the new rates are decided, as the event will not take place until the New Year. Councillor Ziegler noted that a $617.00 grant was approved last year and he would withdraw his previous motion and support a motion for 50% of the cost. On motion by Councillor B. Vrbanovic - it was resolved: "That Council approve an in-kind grant in the amount of $662.85 for the Central Ontario Chinese Cultural Centre, representing 50% of the costs for rental of the City Hall Rotunda and equipment for their Chinese New Year's event to take place on January 28 - 29, 2000." 9. COMMUNITIES IN BLOOM 2000 - NATIONAL EDITION The Committee was in receipt of a report from Mr. D. Daly, Interim Assistant General Manager, dated December 1, 1999, recommending that the City decline the invitation to participate in the Communities in Bloom National Edition in the year 2000. Councillor J. Ziegler put forward the recommendation contained in the staff report. Councillor B. Vrbanovic stated that he was surprised considering the significant efforts made this past year. He felt that Communities in Bloom is a good community building project and questioned why the City would not continue. Mr. J. Gazzola advised that there has been considerable debate in this regard and the report highlights the problems anticipated. He noted that there are 2 components to Communities in Bloom, one being local and the other being national, and stated that most of the interest is in the local portion. Staff have no intention of COMMUNITIES IN BLOOM 2000 - NATIONAL EDITION (CONT'D) changing participation in the local portion of the event. Mr. Gazzola noted that the National Edition COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 6, 1999 - 92 - CITY OF KITCHENER 10. 11. is very time consuming for staff and this year, staff will be heavily involved in a conference which is coming to the community. Staff felt that the proposal in the staff report was a good compromise. He also noted that the local portion of the event has the greatest impact on the taxpayers. Councillor B. Vrbanovic stated that he would like to have had some alternatives, as he felt that a good effort at the local level had to do with the event being part of a greater whole. He requested that staff come back with a report on the resources required to enter the National Edition. Councillor K. Taylor-Harrison advised that she would support the recommendation in the staff report. She stated that she was pleased to see that the local portion of the event is being retained. Councillor J. Ziegler stated that the local level is the most important part of the event. He stated that there would be a lot of events taking place in the year 2000 and Council can not keep adding projects to the same staff. He suggested that staff be directed that the City of Kitchener wishes to participate in the National Edition again in the year 2001. Councillor J. Haalboom questioned what staff compliment is required for the national level. Mr. Daly responded that approximately 6 staff people would be the main participants, which would extend to 15 - 20 people during the summer. He noted that some staff members spend 300 - 400 hours per year on this event. Mr. Daly also advised that in 1999 there was some decline of staff involvement and community support for the event and he felt that it needed a fresh approach. When questioned by the Committee, Mr. Daly advised that every year, the City can enter at the provincial level. Councillor Haalboom spoke in support of the staff recommendation, as did Councillor M. Yantzi. On motion by Councillor J. Ziegler - it was resolved: "That the City of Kitchener decline the invitation to participate in the Communities in Bloom National Edition for the year 2000." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. ADJOURNMENT On motion the meeting adjourned at 3:15 p.m. Dianne H. Gilchrist Committee Administrator