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HomeMy WebLinkAboutCommunity Svcs - 2000-03-27CSC\2000-03-27 COMMUNITY SERVICES COMMITTEE MINUTES MARCH 277 2000 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 1:40 p.m., with the following members present: Mayor C. Zehr, Councillors T. Galloway, Jake Smola, K. Taylor-Harrison, B. Vrbanovic, C. Weylie and M. Yantzi. Councillors J. Haalboom, John Smola and J. Ziegler entered the meeting shortly after its commencement. Officials Present: Ms. C. Ladd, Ms. R. Willms, Ms. B. Aikenhead, Ms. A. Duffy, Ms. N. Chambers, Ms. L. Gove, Ms. V. Golub, Ms. M. Sanderson, Ms. L. Pretty, Ms. L. Fagents, Ms. S. Henson, Ms. J. Zunic, Messrs. J. Gazzola, F. Pizzuto, R. Pritchard, R. Wyatt, D. Daly, L. Proulx, M. Price, R. Weber, G. Borovilos, G. Melanson, P. Sinnott, G. Nixon, B. Page, P. Wetherup, D. Hergott, T. Potworka and Ms. D. Gilchrist. 1. PARKS & RECREATION DEPARTMENT ORGANIZATIONAL REVIEW Mr. F. Pizzuto, General Manager, introduced Mr. F. Galloway of F.J. Galloway Associates Inc. Management & Planning Consultants, who presented the "Summary Report for the City of Kitchener Parks and Recreation Department Operational Review", dated March 2000. Mr. Galloway provided background to the review and through an overhead presentation reviewed and explained each of the 9 recommendations contained in the summary. Mr. Galloway then reviewed the transition principles contained in the report advising of the need for a good transition strategy. Mr. Galloway advised that of the 3 organizational design models contained in the report, Model 3 with 3 divisions and 2 service units is recommended: Parks and Environmental Services Division, Community Programs and Services Division, Enterprise Division, Administrative Services and Marketing Division. Several members of the Committee thanked Mr. Galloway for his report and staff for their input. Mr. Pizzuto advised that staff intend to have ongoing communications with the community and this Committee. He advised that they hope to move ahead with filling the 5 top positions in April. After that there will be the development of a work plan to determine how the re- organization will evolve. He noted that the whole restructuring will not likely take place all at once. On motion by Councillor B. Vrbanovic - it was resolved: "That Council adopt the contents of the "Summary Report for the City of Kitchener Parks and Recreation Department Operational Review" prepared by F.J. Galloway Associates Inc. and dated March 2000 including the following recommendations: That the services and delivery intensity profiles outlined in Table 8-1 be the basis for the strategic priorities and directions of the Department for the next 5 years, and be the basis for the development of the Department's organizational design. That the name of the Department be changed to the Department of Community Services. That the community recreation centres be repositioned as community resource centres to be operated in partnership with Iocal/neighbourhood organizations and developed individually to reflect the unique range of needs and opportunities that exist within their individual service areas. That the Department reduce its recreational programming over the next five years, repositioning its priorities to facilitating and supporting the development of community-based program delivery capacity. a) That the Facilities Management Division of the City of Kitchener become involved with Parks and Recreation facilities on the following basis: i) Continued responsibility for capital project management; and, COMMUNITY SERVICES COMMITTEE MINUTES MARCH 27, 2000 -12- CITY OF KITCHENER 1. PARKS & RECREATION DEPARTMENT ORGANIZATIONAL REVIEW (CONT'D) ii) Preventative maintenance of major building systems (mechanical, electrical, structural, instrumentation, energy, etc.); and, iii) Development and monitoring of City facility maintenance standards in Parks and Recreation facilities. b) That the Plant Engineer at the Kitchener Memorial Auditorium Complex, and any other staff positions based on negotiations, be transferred to the Facilities Management Division. c) That the Facilities Management Division not become involved in facility operational responsibilities, ie: where the use of staff to operate facilities and service customers is integrated or in situations where customer service could be impacted. That the Department sustain an in-house marketing capacity to support the various responsibilities and initiatives of the Department, with technical and related services being provided by the Corporate Communications Unit on an integrated basis. That the Department develop an Environment Services Unit within its Parks Operations Division to undertake the tree, horticulture and the increasing environmental management responsibilities. That the Department develop an Information and Registration Call Centre on a one telephone number basis for all special event, program registration, scheduling, tree and related activities. That an enhanced administrative services capacity be developed within the Department to better integrate the diversity of program and operational activities and sights across the Department and to improve interdepartmental administrative practices." Carried unanimously. 2. GRANT REQUEST OF VIVIAN BERKELEY & GEORGE SHEPHERD The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated March 17, 2000, recommending that the Committee not approve an in-kind grant in the amount of $155.85 for the rental of the all purpose room at the Lyle Hallman Pool for a card party to raise funds for athletes Vivian Berkeley and George Shepherd to compete in an international lawn bowling event in Israel in May of 2000. It was noted that Ms. Berkeley and Mr. Shepherd had registered as delegations for this meeting but were not able to attend. Councillor B. Vrbanovic put forward the recommendation contained in the staff report. A brief discussion followed. Councillor J. Ziegler questioned whether the event raised any funds for these athletes and Mr. Wyatt responded that he thought the event raised less than $200.00. Councillor Vrbanovic withdrew his motion and put forward a motion for deferral to the next Community Services Committee meeting pending further information. On motion by Councillor B. Vrbanovic - it was resolved: 2. GRANT REQUEST OF VIVIAN BERKELEY & GEORGE SHEPHERD (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES MARCH 27, 2000 -13- CITY OF KITCHENER "That consideration of the request of Vivian Berkeley and George Shepherd for an in-kind grant in the amount of $155.85 for rental of the all purpose room at Lyle Hallman Pool on January 30, 2000, be deferred and referred to the Community Services Committee meeting scheduled for April 10, 2000, pending further information including the amount of money raised at their event." GRANT REQUEST - TRAUMA REDUCTION INJURY AND SAFETY COALITION The Committee was advised that this grant request has been withdrawn. GRANT REQUEST - KITCHENER LAWN BOWLING CLUB The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated March 17, 2000, recommending that Council not approve a cash grant to the Kitchener Lawn Bowling Club as their grant application does not meet one of the grant criteria. Mr. Wyatt pointed out that staffs recommendation is based on Grant Criteria #2 noting that a one-time event does not include a capital expenditure. Ms. C. May was in attendance to represent this grant request. She advised that they need the lawnmower to keep up their greens in order to attract tournaments. A discussion took place with respect to the relationship between this Club and the Heritage Lawn Bowling Club and the possibility of some arrangement for shared use of equipment. Councillor Jake Smola suggested the concept of the City purchasing a greensmower and leasing it to the Club, requesting that staff investigate this possibility; which was supported by other members of the Committee. Councillor T. Galloway noted that the City owns the land, buildings and parking lot at the Kitchener Lawn Bowling Club, and questioned whether the City has a budget for this property. Mr. D. Daly advised that, in the past, the Club has been financially independent. Councillor Galloway noted that greens equipment is not heavily used and suggested that, based on the letter from Duke Equipment, purchase of a used mower may be practical. Mayor C. Zehr suggested that consideration of the request be deferred for 2 weeks, pending further information. Councillor John Smola suggested that the Club consider Councillor Jake Smola's suggestion. On motion by Mayor C. Zehr - it was resolved: "That the request of the Kitchener Lawn Bowling Club for a cash grant in the amount of $5,000.00 to assist in the purchase of a greensmower be deferred and referred to the Community Services Committee meeting scheduled for April 10, 2000, pending further information including the possibility of the City purchasing a greensmower and leasing it to the Club." GRANT REQUEST - THE AIDS COMMITTEE OF CAMBRIDGE, KITCHENER, WATERLOO AN D AREA The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated March 20, 2000, recommending that the grant requested by The AIDS Committee of Cambridge, Kitchener, Waterloo and Area not be approved as it does not meet certain aspects of the grant criteria as approved by Council. It was noted that Sandy Doberstein had registered as a delegation but was not in attendance. On motion by Councillor J. Ziegler - it was resolved: GRANT REQUEST - THE AIDS COMMITTEE OF CAMBRIDGE, KITCHENER, WATERLOO COMMUNITY SERVICES COMMITTEE MINUTES MARCH 27, 2000 -14- CITY OF KITCHENER AND AREA (CONT'D) "That no action be taken on the request of The AIDS Committee of Cambridge, Kitchener, Waterloo and Area for a grant in the amount of $1,400.00 to cover the cost of renting the Rotunda, various rooms at City Hall and equipment for their event held on April 19, 2000." 6. GRANT REQUEST - NATIONAL YOUTH BOWLING COUNCIL The Committee was in receipt of a report from Mr. R. Wyatt, Interim Assistant General Manager, dated March 20, 2000, recommending approval of the grant request of the Local Committee of the National Youth Bowling Council for the National Five Pin Bowling Championships to take place in May 2000. Mr. R. Roeder was in attendance to represent the request. Councillor T. Galloway advised that although he was in favour of the grant of $1,000.00 he would not support an in-kind grant directed toward the rental of the Centre in the Square. On motion by Councillor T. Galloway - it was resolved: "That Council approve the request of the Local Committee of the National Youth Bowling Council for a cash grant of $1,000.00 to assist in hosting the National Five Pin Bowling Championships in May 2000." 7. FESTIVAL OF NEIGHBOURHOODS COMMITTEE 2000 - PROGRESS REPORT Ms. T. Beaulne and Ms. C. Parks were in attendance to update the Committee on the year 2000 Festival of Neighbourhoods Committee. They noted that this will be the 7th year for the Festival and, up to this point, 6 neighbourhood projects have been supported by Council. Ms. C. Parks then reviewed the Mission Statement and Event Goals for this year's Committee. She emphasized that the main thrust will be the promotional component. 8. NAMING OF OPEN SPACE - STANLEY PARK OPTIMIST NATURAL AREA & KOLB PARK The Committee was in receipt of two reports from Mr. P. Wetherup, Parks Planner, dated March 22, 2000, recommending the naming of the open space at the intersection of Shirley Avenue and Victoria Street North adjacent to the Grand River as "Stanley Park Optimist Natural Area". Mr. Wetherup also recommended an agreement with the Optimist Club of Stanley Park with respect to the Club's financial commitment, collateral issues with respect to the naming of the park, in-kind services, event usage and funding arrangements from external sources. The second report recommends naming the open space area located at the end of Centennial Court adjacent to the Grand River "Kolb Park". It was noted that Messrs. R. Graham and R. Waud of The Optimist Club of Stanley Park and Mr. J. Kolb were in attendance. Councillor Jake Smola thanked The Optimist Club of Stanley Park and the Kolb family and staff for the financial support and the development of these parks. On motion by Councillor John Smola - it was resolved: "That the City name the open space area located at the intersection of Shirley Avenue and Victoria Street North and adjacent to the Grand River as "Stanley Park Optimist Natural Area"; and further, 8. NAMING OF OPEN SPACE - STANLEY PARK OPTIMIST NATURAL AREA & KOLB PARK COMMUNITY SERVICES COMMITTEE MINUTES MARCH 27, 2000 -15- CITY OF KITCHENER 10. (CONT'D) That the Mayor and Clerk be authorized to execute an agreement with The Optimist Club of Stanley Park, in a form satisfactory to the City Solicitor, with respect to the Club's financial commitment to the park, collateral issues with respect to naming the park, in-kind services, event usage and funding arrangements from external sources, all as negotiated by staff." On motion by Councillor Jake Smola - it was resolved: "That the City name the open space area located at the end of Centennial Court and adjacent to the Grand River as "Kolb Park"." RECESS This meeting of the Community Services Committee recessed at 3:00 p.m. and reconvened at 3:30 p.m. UPDATE - KITCHENER SENIORS' WOODWORKING AND CRAFT CENTRE PROPOSAL 11. The Committee was in receipt of a report from Ms. B. Aikenhead, Manager, Seniors, Leisure Programs and Support Services, dated March 20, 2000, with respect to the seniors group who has approached the City of Kitchener for provision of a woodworking and craft centre. Mr. R. Wyatt introduced the report and advised that staff have enquired with the school boards concerning vacant space and they have none available at this time. He noted that the Facilities Management Division has provided a cost estimate for a new facility; also the City does not have a site available at this time. Several members of the Committee expressed concern that this proposal not be forgotten. Mr. Wyatt advised that the Monteith Report will be presented to this Committee on May 1, 2000 and it identifies a need for such a facility. The Committee generally directed that staff and the proponents of this project continue to look for appropriate space and staff consider and report on the various options for a seniors' woodworking and craft centre. The report is to include options for the use of public space and private space, particularly existing privately owned warehouse space. Staff were also requested to keep informed of any new school closings and buildings which may be available as a result. AGREEMENT RENEWAL - CARYNDALE PARK The Committee was in receipt of a report from Mr. B. Page, Design and Development Division, dated March 9, 2000, with respect to renewing the agreement with The Trustees of the Carmel Church, A Society of The General Church of the New Jerusalem, for use of Caryndale Park. On motion by Councillor J. Haalboom - it was resolved: "That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, renewing the agreement between "The Trustees of the Carmel Church, A Society of The General Church of the New Jerusalem" and The Corporation of the City of Kitchener, dated November 1, 1986, with the following modifications: a) The term of the agreement be 10 years plus an additional 10 years if both parties agree to the extension; and, b) Clause 5 "Termination" be deleted; and further, 11. AGREEMENT RENEWAL - CARYNDALE PARK (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES MARCH 27, 2000 -16- CITY OF KITCHENER 12. 13. c) Any other modifications necessary to effect the proposed change to the playground area." INFORMATION ITEMS The Committee acknowledged receipt of the information items attached to the agenda. Councillor M. Yantzi referred to the chess tables listed on the Committee's Unfinished Business List advising that he would like to see something done this spring. Mr. J. Gazzola responded that Management Committee will be looking into this proposal at their meeting scheduled for March 28, 2000. Councillor T. Galloway referred to the 2003 Scott Tournament of Hearts advising that he felt there was a good possibility that the City of Kitchener would be awarded this tournament and he was putting the Committee on notice that the City would be requested to make a substantial contribution should the tournament be awarded to the City of Kitchener. ADJOURNMENT On motion the meeting adjourned at 3:50 p.m. Dianne H. Gilchrist Committee Administrator