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HomeMy WebLinkAboutCommunity Svcs - 2000-05-29CSC\2000-05-29 COMMUNITY SERVICES COMMITTEE MINUTES MAY 297 2000 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 1:35 p.m., with the following members present: Mayor C. Zehr, Councillors T. Galloway, J. Haalboom, Jake Smola, John Smola, B. Vrbanovic, C. Weylie, M. Yantzi and J. Ziegler. Councillor K. Taylor-Harrison was in attendance for part of the meeting. Officials Present: Ms. L. Gove, Ms. P. Houston, Ms. J. Billett and Messrs. F. Pizzuto, D. Daly, K. Baulk, D. Trask and G. Melanson. 1. KFD-00-004 - REGIONAL FIRE SERVICES TRAINING FACILITY The Committee was in receipt of a report dated May 24, 2000 from Fire Chief N. Kuntz, advising that a presentation with respect to the Regional Fire Services Training Facility would be made to the Committee this date. Attached to the report was a brief outline of the presentation. Mr. D. Trask, together with Ms. E. Weckman, University of Waterloo, were in attendance and Mr. Trask provided a PowerPoint presentation highlighting various aspects of the training facility project to date, including: · fire training needs including realistic training; operational safety; speciality training and emergency response tasks · past, present and future history of the project involving the concept of a joint venture facility; identification of potential sites with the Erb Street landfill property identified as an ideal site; stakeholder meetings; availability of capital funding; linkage of training and research in an integrated complex · influential factors including environmental impacts; elimination of Provincial training; large overall capital investment · reasons for a joint venture including inability for one municipality to afford a large capital investment for a comprehensive training facility; cost effectiveness of integrating training; addressing emergency training in a cohesive manner; opportunity to extend training and research opportunities · list of potential partners and accomplishments to date including Regional approval of the property at Erb Street landfill; grant approval in the amount of 5 - 7 million dollars over 3 years; hiring of Conestoga Rovers as the project consultant; University of Waterloo involvement in developing a research centre · future of the project including an Open House session in June; completion of preliminary design by September 2000; second public Open House in September/October; finalization of preliminary design in November 2000; final detailed design in early 2001; construction in 2001 - 2002 · ownership and management of the training facility which is still under discussion of the Steering Committee. Councillor C. Weylie noted that the proposed site for the training facility is close to ESPA lands and questioned the impact such a facility would have. Mr. D. Trask advised that the proposed site would be a few hundred metres distant from the ESPA lands and staff, together with the Project Consultant, are investigating all potential impacts and assured that it is intended to develop an environmentally user friendly facility. Councillor Weylie also enquired as to details with respect to the proposed Open House and Mr. Trask advised that the Open House would be held at Resurrection Collegiate on Tuesday, May 30, 2000 from 7 to 9 p.m., during which time interested parties are invited to drop in. Councillor C. Weylie further questioned the environmental impact of making smoke at the facility and Mr. Trask advised that smoke is made by burning wood or straw. He stated that the amount burned would be far less than that used in a common fireplace on a daily basis; however, staff will be looking at all environmental aspects of the training facility to ensure it is user friendly. Councillor G. Lorentz questioned as to the membership of the Steering Committee and Mr. D. Trask advised that the membership consists of the Fire Chiefs from Kitchener, Waterloo and Cambridge, representatives of the University of Waterloo, Conestoga Rovers, Police/Fire/Ambulance Services, and 2 Regional Councillors. COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 49 - CITY OF KITCHENER KFD-00-004 - REGIONAL FIRE SERVICES TRAINING FACILITY (CONT'D) Councillor T. Galloway advised that he was one of the Regional Council representatives on the Steering Committee and the question of ownership of the facility remains an outstanding issue. Councillor Galloway made further comments with respect to funding earmarked for the project being automatically forwarded to cover construction costs and, while no funding is being provided by the City of Cambridge, Cambridge is providing their flash-over facility and burn tower to be integrated as part of the training facility, which is estimated to be worth approximately $1,000,000.00. Councillor G. Lorentz thanked Mr. D. Trask and Ms. E. Weckman for this presentation. CSD-00-026 - RECOGNITION OF CONTRIBUTION TO JUNIOR 'B' HOCKEY The Committee was in receipt of a report dated May 2, 2000 from Mr. K. Baulk, Director of the Enterprise Division, requesting acknowledgement of former Kitchener Dutchmen Junior 'B' President, Paul Collins, for his contributions on behalf of Junior 'B' Hockey within the municipality. Mr. K. Baulk introduced Mr. Collins, noting his significant contribution to Junior 'B' Hockey over the past 10 years. Mr. Baulk invited Mr. Collins, together with Mayor C. Zehr, to come forward for a presentation to be made in his honour. Mayor C. Zehr pointed out that when Mr. Collins first acquired the Dutchmen Junior 'B' team he took on a substantial debt owing to the City and, while there had been concern, Mr. Collins' enthusiasm and commitment to seeking a successful resolution gave rise to a feeling that there would be a positive outcome for all concerned. On behalf of Council and the Kitchener Memorial Auditorium staff, Mayor Zehr presented Mr. Collins with a Peter Etril Snyder print in recognition of his fulfilment of the financial commitment and his continuous successful operation of Junior 'B' Hockey. Mr. Collins accepted the print with thanks to members of Council and staff of the Kitchener Memorial Auditorium, in particular noting the support of Mr. K. Baulk. Mr. Collins advised that he had come to Council with a 5-year plan to overcome the Team's debt and the final payment has now been made. Mr. Collins expressed his hope that should other organizations come before Council in similar circumstances that the Dutchmen be a reminder that success can be achieved through strong commitments. Mr. Collins noted that on occasion when he had made presentations to Council regarding the debt the City's Chief Administrative Officer, Mr. J. Gazzola, had duly advised Council to the effect that "money does not grow on trees" and, while the CAO was not present this date, wished to prove to him that money really does grow on trees. In this regard, Mr. Collins presented a miniature "money tree" and requested that it be forwarded to Mr. Gazzola. Councillor G. Lorentz remarked that Mr. Collins had made a significant leap of faith in taking on the Dutchmen Junior 'B' Team and was appreciative of his efforts, not only in paying off the debt, but for providing an opportunity for young people to become involved and explore their dreams and goals in the field of hockey. Councillor T. Galloway and Councillor John Smola also expressed appreciation to Mr. Collins for his efforts and especially for implementing changes that allowed increased opportunity for local youths to be a part of the team and play hockey at the Junior 'B' level. On motion by Councillor T. Galloway - it was resolved: "That Council, on behalf of the Kitchener Memorial Auditorium Complex, acknowledges the contribution of former Kitchener Dutchmen Junior 'B' President, Paul Collins, for his efforts on behalf of Junior 'B' Hockey within the municipality." COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 50 - CITY OF KITCHENER 3. CSD-00-025 - REVISION TO BROWN'S FINE FOODS AGREEMENT - CAPITAL INVESTMENT The Committee was in receipt of a report dated May 2, 2000 from Mr. K. Baulk, Director of the Enterprise Division, requesting an amendment to Council's resolution of October 4, 1999 concerning Brown's Fine Foods agreement to invest $50,000.00 in capital upgrades. Mr. K. Baulk advised that the agreement between the City and Brown's Fine Foods provided an option to extend the agreement for 2 additional one year periods, together with a minimum of $50,000.00 in capital upgrades to be provided by Brown's Fine Foods. Mr. Baulk advised that staff had understood that the $50,000.00 in upgrades would be provided prior to signing a renewal agreement; however, Brown's Fine Foods were of the understanding that it was to be amortized over a 3 year period. Following discussions between staff and Brown's Fine Foods it has been agreed that the capital improvements should be completed by September 30, 2001, with $22,000.00 of the total to be invested by September 30, 2000. Mr. Baulk advised that there is no increased risk to the City as the total investment and the amortization rate remains the same. Mr. Baulk pointed out that Mr. Richard Eldridge, Manager of Brown's Fine Foods, was in attendance to answer any questions the Committee may have. Councillor T. Galloway referred to the Master Plan for the Kitchener Memorial Auditorium which is to include discussions with respect to food service opportunities and questioned if the proposed capital investment should be deferred pending the outcome of these discussions. Mr. Baulk stated that the proposal this date is part of the initial phase towards acquisition of major equipment that is required to be purchased regardless of who operates it and should be proceeded with. He pointed out that there is flexibility to open the process should it be necessary as a result of the Master Plan Study. Councillor Jake Smola enquired if Legal staff were in agreement with the recommendation contained in the report and Mr. G. Melanson concurred. On motion by Councillor T. Galloway - it was resolved: "That Council amend its resolution of October 4, 1999, concerning an agreement with Brown's Fine Foods to invest $50,000.00 in capital upgrades by changing the date the capital expenditure is to be complete from May 1, 2000 to September 30, 2001 and by adding that $22,000.00 of the total capital expenditure be invested by September 30, 2000." CSD-00-021 - MULTI-CULTURAL FESTIVAL 2000 - CHANGES AND PROPOSED ENHANCEMENT The Committee was in receipt of a report dated May 18, 2000 from Ms. L. Gove, Co-ordinator, Arts, Culture and Events, requesting additional funding for the Multi-Cultural Festival and support for enhancements and the new partnership between the Multi-Cultural Centre, K-W Oktoberfest and the City. Ms. L. Gove appeared before the Committee and introduced Ms. L. Lubczuk, Development Officer for the Multi-Cultural Centre and Mr. B. Scott, Events Assistant. Ms. Lubczuk advised that in the fall of 1999 K-W Tourism approached a number of community groups to participate in a Regional celebration. The Multi-Cultural Festival weekend was changed to allow it to be a part of the larger festival resulting in a change of location within Victoria Park to the Clock Tower Green and Roos Island. Ms. Lubczuk advised that the change in location will require additional funding and, accordingly, an increase to the Multi-Cultural Festival grant in the amount of $4,736.00 to cover costs of installing temporary services is requested. Ms. Lubczuk further pointed out that the City of Waterloo had provided a $1,000.00 grant in 1999 towards the Festival; however, this year declined to approve a grant, leaving the Festival with a $1,000.00 shortfall. COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 51 - CITY OF KITCHENER 4. CSD-00-021 - MULTI-CULTURAL FESTIVAL 2000 - CHANGES AND PROPOSED ENHANCEMENT (CONT'D) Ms. L. Gove pointed out that the change in venue has brought about proposed enhancements to the Festival, including a world stage with local and headliner entertainment. These enhancements will also require additional funding and, accordingly, staff are requesting an over-expenditure of the Community Services Department's Special Events Budget in the amount of $5,000.00 to cover the cost of entertainment for the Festival, together with additional costs for staging, sound and bleachers. Mayor C. Zehr questioned if the move in location to the Clock Tower Green was to be on a trial basis and Ms. Gove responded that staff are contemplating creation of a site for significant civic events in Victoria Park involving the sites to be used for this year's Festival. As such, this year's Festival will allow staff to experiment and determine the viability of these locations for a future permanent site. Ms. Lubczuk further added that the Multi-Cultural Centre prefers the new location as it provides an opportunity for the Festival to grow. Mayor Zehr expressed concern with continuation on a temporary basis, preferring a more permanent facility to lessen costs. In addition, he noted that resident concerns must also be considered respecting such issues as noise. Ms. Gove pointed out that staff are looking at a number of other events such as Christkindl Market, orchestra events by the K-W Symphony and a September event planned by the K-W Record with this site in mind and it is staff's intent, should use of the site prove successful, to consider making it a permanent location for larger civic events. Mayor Zehr requested clarification as to the total amount of the over-expenditure being requested and Ms. Gove confirmed that staff are seeking a total over-expenditure of $9,700.00. Mayor Zehr pointed out that the total increase for the event would then be approximately $15,000.00 and Ms. Gove concurred. Councillor B. Vrbanovic questioned if staff have discussed their plans with area residents to address any concerns they may have. Ms. Gove responded that area residents have not yet been contacted but assured contact will be undertaken prior to the event. Mr. F. Pizzuto stated that this event will provide staff with an opportunity to determine the viability of the locations proposed and the impact additional entertainment may have with respect to area resident concerns. Mr. Pizzuto assured that staff are aware of the need to approach area residents and will undertake to do so. Councillor M. Yantzi commented that residents should be apprised of the plans now and agreed that this was a good opportunity for staff to experiment with the site before making a firm commitment to a permanent facility. Councillor G. Lorentz questioned how the partnership with K-W Oktoberfest would be handled and, in particular, if they would be required to provide proceeds from the sale of alcohol and food. Ms. Lubczuk advised that an agreement will be entered into with K-W Oktoberfest this year; however, it is unknown at this time what their food and beverage sales will bring in. She stated that some provision for contribution to be given back to the Multi-Cultural Centre will be arrived at with K-W Oktoberfest. She further pointed out that the sale of alcohol will be confined to the Roos Island area away from family oriented events on the Green. Councillor Lorentz questioned if part of the extra cost was for rental of the island and Ms. Lubczuk advised that no additional costs were required for this rental as K-W Oktoberfest was to pay any fees associated with the use of the island. Councillor Lorentz questioned how staff intended to deal with the hot sun in the Green area and Mr. B. Scott advised that 15 tents are to be erected to provide shaded areas. Councillor T. Galloway expressed support for the recommendation as he believes the cost per capita would still be Iow given the expected attendance at this event. In reference to Waterloo not providing a grant for the Festival, Councillor Galloway pointed out that Kitchener has had an agreement in the past with Waterloo that Kitchener will not provide funding for Canada Day events organized by Waterloo and Waterloo, in turn, would not provide funding for Kitchener events such as the Festival. He stated that it would be nice to have Waterloo as a partner for this event and, given that the event no longer conflicts with Canada Day celebrations, Waterloo CSD-00-021 - MULTI-CULTURAL FESTIVAL 2000 - CHANGES AND PROPOSED COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 52 - CITY OF KITCHENER ENHANCEMENT (CONT'D) may be of a mind to change its decision with respect to grant funding. In this regard, Councillor Galloway suggested that this matter be placed on the agenda for the upcoming Twin Cities Dinner and Mayor Zehr took this matter under advisement. Councillor B. Vrbanovic stated that he was prepared to recommend approval of the requested increase in funding subject to the recommendation including that a meeting be arranged with area residents as soon as possible to inform them of the change in plans. He expressed the opinion that this is historically a successful event and a good testing ground to explore new approaches in respect to other events. On motion by Councillor B. Vrbanovic - it was resolved: "That the previously approved $15,000.00 in-kind grant for the Multi-Cultural Festival being held June 24 & 25, 2000 be increased by $4,736.00 to provide for a total grant of $19,736.00 to cover the costs of installing or renting temporary services to allow the 2000 Festival to take place on the Clock Tower Green and Roos Island in Victoria Park; and, That an over-expenditure of the Community Services Department's 2000 Operating Budget for Special Events in the amount of $9,700.00 be approved to cover the costs of the entertainment to take place at the Clock Tower and surrounding area, in support of the enhancements to the 2000 Multi-Cultural Festival and the new partnership between the Multi-Cultural Centre, K-W Oktoberfest and the City; and further, That staff arrange to meet with area residents to inform them of plans for this year's Multi- Cultural Festival as soon as possible." Councillor K. Taylor-Harrison entered the meeting at this time. 5. CSD-00-020 - GRANT REQUEST - TRINITY VILLAGE COMMUNITY GARDEN The Committee was in receipt of a report dated May 16, 2000 from Mr. T. Potworka, Interim Division Manager, requesting approval of a one time contribution to the Trinity Village Community Garden. On motion by Councillor B. Vrbanovic - it was resolved: "That, pursuant to Council Policy 1-272, Council approve a one time contribution to the Trinity Village Care Centre in the amount of $910.00 for start-up costs for the Trinity Village Community Garden, consisting of an in-kind services grant (compost, rototilling) in the amount of $410.00 and a cash grant in the amount of $500.00." 6. CSD-00-028 - ONTARIO PARKS ASSOCIATION - CONFERENCE The Committee was in receipt of an information report dated May 23, 2000 from Mr. D. Daly, Director of Parks and Environmental Services, advising that the Ontario Parks Association Annual Conference will be held at the Four Points Sheraton Hotel in Kitchener from July 18 to 21, 2000. Mr. D. Daly invited all members of Council to attend the Annual Conference which will be hosted by the cities of Cambridge, Kitchener and Waterloo. Mr. D. Daly advised that the intent of this year's conference is to showcase the innovative parks and trail systems of the area municipalities and delegates from across the Province are expected to be in attendance. Mr. Daly pointed out highlights of this year's conference including a video presentation on playgrounds, park tours across the Region and best practice competitions. 7. CSD-00-023 COMMUNITY SERVICES DEPARTMENT RESTRUCTURING - ADDITIONAL COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 53 - CITY OF KITCHENER FUNDING REQUIREMENTS The Committee was in receipt of a report dated May 17, 2000 from Mr. F. Pizzuto, General Manager, requesting additional funding with respect to departmental re-organization of the Community Services Department, including changes in signage to reflect the new name of the department, consultant fees for team building sessions for management staff, and new furnishings for the 3 new Director positions. Mr. F. Pizzuto advised that as a result of re-organization of the Community Services Department, several expenditures have been identified which are not included in the Department's 2000 budget as referred to in the staff report. Accordingly, staff are seeking additional funds to allow these initiatives to proceed. Mayor C. Zehr referred to the request for new office furniture, noting his concern with including this as part of the restructuring, and questioned if this was intended only for the new Director positions. Mr. Pizzuto responded that was correct, pointing out that the existing furnishings were very old and were not ergonomically correct. With regard to including the furnishings as part of the restructuring, he commented that the previous structure of the Department was made up of a system of managers and no where within the existing office space could any area be clearly defined as a Director's office. Mayor Zehr questioned if there would be need to renovate office space and Mr. Pizzuto responded that it was intended to purchase furnishings to fit existing office space with no plans for renovations. In addition, he pointed out that 2 senior managers will be relocated to office space within the Department and it is intended to provide them with some of the better existing furnishings so that all receive some form of upgrades in furnishings. Councillor J. Ziegler questioned if the new furnishings would include new computers and Mr. Pizzuto advised that the existing computers were still functional and would continue to be used. Councillor Ziegler questioned if the cost of the furnishings was an estimate or an actual cost as, in his opinion, the cost seemed too high. Mr. Pizzuto advised that other Director positions have been looked at and all are within the $5,000.00 to $6,000.00 range for furnishings. In addition, Mr. Pizzuto assured that if the funds were approved staff would not return seeking additional funds for furnishings. Councillor T. Galloway questioned why Council was being asked to approve the expenditure for furnishings, suggesting that this should be a matter for authorization by the Chief Administrative Officer (CAe). Ms. P. Houston advised that the CAe is authorized to approve over-expenditures not exceeding $10,000.00 and, as this is for an over-expenditure of $20,000.00 it has been put before the Committee for approval. Ms. Houston further noted that the authorization policy respecting over-expenditures is quite dated and Council may wish to consider revising its policy to allow the CAe to have authority to approve a higher amount. Councillor T. Galloway declared a conflict of interest with respect to the request for additional funds relative to consultant fees as the consultant is a family member and abstained from all discussion and voting with respect to this request. Councillor T. Galloway requested that the request for additional expenditures relative to consultant fees be dealt with separately. With regard to office furnishings, Councillor T. Galloway expressed the opinion that the request should be referred back to staff. Councillor G. Lorentz suggested, however, that the request for furnishings should be approved and staff be directed to prepare a report for future consideration respecting revision to Council's authorization policy for over-expenditures. Mayor Zehr agreed that staff should review the policy and further suggested that all attenuating costs associated with re-organizations should be calculated as part of the initial restructuring plan so they are known up front. On motion by Councillor B. Vrbanovic - it was resolved: 7. CSD-00-023 COMMUNITY SERVICES DEPARTMENT RESTRUCTURING - ADDITIONAL COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 54 - CITY OF KITCHENER FUNDING REQUIREMENTS (CONT'D) "That $25,000.00 be approved for departmental restructuring of the Community Services Department to be funded from contingency funds and consisting of $5,000.00 for changes in signage on signs, vehicles and buildings, and $20,000.00 for office furnishings for the 3 new Director positions." On motion by Councillor B. Vrbanovic - it was resolved: "That $5,000.00 be approved for departmental restructuring of the Community Services Department to be taken from contingency funds for additional consultant fees for team building sessions for management staff." Councillor T. Galloway previously declared a conflict of interest with respect to the request for additional funds relative to consultant fees as the consultant is a family member and abstained from all discussion and did not vote with respect to this matter. 8. CSD-00-029 - FENCING EXTENSION - HIGHBROOK COURT AND HIGHBROOK CRESCENT The Committee was in receipt of a report dated May 26, 2000 from Mr. D. Daly, Director of Parks and Environmental Services, requesting that the City contribute $1,000.00 towards the cost of an extension of a fence to the rear of 518, 522 and 526 Highbrook Court and 330 Highbrook Crescent. Mr. D. Daly advised that this request has resulted from misinformation provided to area residents with respect to the Fischer-Hallman extension project. He pointed out that a fence was erected by the developer along properties backing on to the Fischer-Hallman extension but does not extend to the 4 properties in question. As a result of discussions between staff, the residents, the developer and Councillor T. Galloway, the parties have resolved that the cost of extending the fence to these properties would be equally shared. Councillor T. Galloway expressed appreciation to staff in preparing this report on short notice and commented that the request results from an error on the developers display board relative to the Fischer-Hallman extension project which incorrectly shows the fence extending along the rear of the 4 properties on Highbrook Court/Crescent. Councillor Galloway advised that the Region is spending additional funds for landscaping along this extension, however, these residents were expectant of a fence being erected to the rear of their properties. He noted that the developer acknowledges responsibility for the error and has agreed to participate in resolution of this matter. Councillor Galloway also requested that the wording of the recommendation be changed to remove the words "noise barrier" and replace same with the word "wooden" as the structure to be built is intended to be a wooden fence. Mayor C. Zehr questioned if the funds would be payable upon completion of the work and Councillor Galloway advised that the funds contributed by the City would likely be forwarded to the developer for distribution to the affected residents and would only be payable upon completion of the work. On motion by Councillor T. Galloway - it was resolved: "That a contribution of $1,000.00 towards the cost of an extension of a wooden fence to be erected at the rear of 518, 522 and 526 Highbrook Court and 330 Highbrook Crescent, be approved; and further, That the wooden fence be installed on the properties of the residents who assume ownership and subsequent maintenance of the fence." 9. INFORMATION ITEM COMMUNITY SERVICES COMMITTEE MINUTES MAY 29, 2000 - 55 - CITY OF KITCHENER 10. The Committee was in receipt of a letter dated May 15, 2000 from Ms. J. Hawkins, Grand River Conservation Authority, expressing appreciation to City staff for their support with respect to the Sunoco Earth Day Event held at Southwest Optimist Park. Councillor J. Haalboom also expressed appreciation, noting that this had proven to be a good partnership and a worthwhile day. She noted that the corner of Pioneer Drive and Homer Watson Boulevard has long been in need of trees for shading purposes with respect to sporting events. Councillor Haalboom further advised that a special bird had been released during this event and requested Mr. Daly to provide further information to the Committee. Mr. D. Daly advised that a Great Horned Owl had been found injured and nursed back to health. As part of this event, it was felt appropriate to release the bird back into the wild and it was let go along the creek within the Southwest Optimist Park. Release of the owl was enjoyed by approximately 100 people who witnessed the bird fly into one of the trees within the park, causing a stir of chatter among other birds. ADJOURNMENT On motion, the meeting adjourned at 2:45 p.m. Janet Billett Committee Administrator