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HomeMy WebLinkAboutCommunity Svcs - 2000-05-15CSC\2000-05-15 COMMUNITY SERVICES COMMITTEE MINUTES MAY 157 2000 CITY OF KITCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 2:00 p.m., with the following members present: Councillors T. Galloway, Jake Smola, John Smola, K. Taylor- Harrison, C. Weylie and M. Yantzi. Mayor C. Zehr and Councillors J. Haalboom, B. Vrbanovic and J. Ziegler were in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. J. Billett and Messrs. F. Pizzuto, R. Wyatt, D. Daly, K. Nihls, P. Beaudry, T. Potworka, G. Kett, G. Melanson, Platoon Chief H. Kalau, Fire Chief N. Kuntz and J. Gazzola. 1. KFD-00-001 - HOME FIRE SAFETY PROGRAM The Committee was in receipt of a report dated May 4, 2000 from Fire Chief N. Kuntz, advising that a presentation with respect to the 1999 Home Fire Safety Program would be made to the Committee this date. Attached to the report was correspondence from Platoon Chief H. Kalau in which a brief overview of the program was provided. Platoon Chief H. Kalau provided a PowerPoint presentation highlighting various aspects of the Home Fire Safety Program, including: · a brief history of the program and how it has evolved to its present day format of a spring inspection during evening hours an overview of the current format used during home inspections when the occupant is present including inspection of smoke detectors to determine if they are in working order and placed in a suitable location, visibility and readability of the home address from the street, and any other fire department related questions an overview of the current format used when the occupant is not at home including leaving of information pamphlets, a resident letter outlining the program and the safety audit form which the occupant is requested to complete and return in a stamped addressed return envelope statistics pertaining to the number of streets and homes visited during 1999, together with the number of occupants at home versus not at home and the number of audit forms returned. In conclusion, Platoon Chief Kalau advised that as a result of the 1999 program over 100 homes were made safer and the 2000 program was scheduled to begin this evening. During this presentation Mayor C. Zehr and Councillor B. Vrbanovic entered the meeting. Councillor T. Galloway referred to the statistics regarding the audit forms returned and questioned if 29% was considered fair return. Platoon Chief Kalau advised that he was unable to say definitely at this time as this was the first year that audit forms were left with the homeowner. He stated that he would have a better idea after this year's program was completed as to whether or not this was a reasonable return or a higher return could be expected. He also noted that the 1999 program ended in June; however, he was still receiving audit forms from homeowners in October and November of last year. Councillor Galloway also enquired as to what information was being asked on the audit form and Platoon Chief Kalau advised that there were 3 specific questions asked, being: · Do they have at least one smoke detector and is it located in a sleeping area? · Is it in working order? · Is their address visible and readable from the street? Councillor T. Galloway enquired if it was possible that homeowners are completing the audit form but simply not sending them in and Platoon Chief Kalau responded that the letter left with the audit form is quite explanatory outlining to the homeowner that while it is voluntary to fill out the form it is to their benefit to do so. He further advised that the letter provides the homeowner with the opportunity to request a call back and several have done so. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 37 - CITY OF KITCHENER KFD-00-001 - HOME FIRE SAFETY PROGRAM (CONT'D) Councillor G. Lorentz referred to the number of streets targeted and questioned if the same number of streets would be covered each year or if there was room to increase the number of streets. Platoon Chief Kalau responded that specific areas for each station are targeted to attempt to cover as many streets within the given timeframe and he did not see the number of streets increasing as the program is conducted during hours in which the stations are still in service responding to emergency calls. Councillor J. Ziegler entered the meeting at this time. Councillor B. Vrbanovic expressed the opinion that the program should progress in the number of streets covered each year and questioned what impact, if any, expanding the program by an additional month would have on other activities undertaken by the Fire Department. Platoon Chief Kalau responded that expansion would have an impact on training programs and other departmental activities, and suggested that the existing timeframe and the number of streets is realistic to what staff are able to cover. He pointed out that the focus has been on covering new development to ensure safety and code regulations are being met. Fire Chief N. Kuntz advised that the areas targeted, together with return rates, indicate most residents are in compliance and safety is the primary objective of the program. Councillor M. Yantzi expressed the opinion that residents may be more inclined to complete and return the audit form if they can do so electronically and suggested that they also be provided with an e- mail address. Councillor G. Lorentz thanked Fire Chief N. Kuntz and Platoon Chief H. Kalau for this presentation. Councillor C. Weylie referred to discussions she has had with the Legal Department with respect to fireworks and whether they are to be sold or not in conjunction with the July 1st holiday. She advised that she has already received complaints with respect to firework displays in City parks and, in this regard, would like a motion passed to prohibit fireworks in City parks unless prior approval by Council is received. Fire Chief N. Kuntz advised that staff will undertake to publicize this matter through the media and pointed out that work is also being undertaken to amend the City's by-law with respect to fireworks; however, this will not be completed in time for this year's events. On motion by Councillor C. Weylie - it was resolved: "That fireworks not be permitted on City of Kitchener property, including parks, unless prior permission has been granted by Council." CSD-00-007 - TREE REMOVAL REQUEST - 326 MILL STREET The Committee was in receipt of a report dated May 3, 2000 from Mr. K. Nihls, Supervisor of Forestry, recommending that the request of the owner of 326 Mill Street to remove a Silver Maple tree located on City owned lands in front of his home be refused. Mr. L. Stalzer, owner of 326 Mill Street, appeared as a delegation and advised that he wished to remove the retaining wall located adjacent to his driveway as it poses a hazard to those entering or exiting his driveway. In addition, he advised that the tree has caused damage to his roof and the roots have on at least one occasion caused sewer problems requiring the City to come and clean out the sewer. Councillor M. Yantzi questioned if it was possible to lower the retaining wall without removing it to improve the situation with the driveway and Mr. Stalzer advised that in order to widen the driveway it would have to be removed. Councillor Yantzi also questioned if the retaining wall was owned by the homeowner or by the City and Mr. Stalzer advised that he believed it to be the City's retaining COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 38 - CITY OF KITCHENER wall which was put in place when the road was widened some years ago during CSD-00-007 - TREE REMOVAL REQUEST - 326 MILL STREET (CONT'D) which time the City acquired a portion of the property. Councillor G. Lorentz questioned if Mr. Stalzer was aware that the tree belonged to the City when he purchased the property and Mr. Stalzer advised that he did not know this at the time of purchase. Councillor Yantzi suggested that the retaining wall was the source of the hazard and not the tree and again suggested lowering the retaining wall rather than removing or relocating it. Mr. K. Nihls advised that in order to widen Mr. Stalzer's driveway the retaining wall would have to be removed and relocated to within a foot of the trunk of the tree and, accordingly, as this would cause too much damage to the existing root system, the tree would have to be taken down. Mr. Nihls also suggested that lowering the retaining wall would not solve the problem with the driveway and pointed out that the driveway is narrow at the entrance and widens out at the top of the driveway creating a deceptive appearance in distance along the driveway. Mr. F. Pizzuto further advised that staff had visited the site and the problem is that the driveway is at an angle making it narrower at the access point. He advised that the driveway would not be able to be widened without removing the retaining wall which in turn would damage the tree causing it to be removed. Councillor T. Galloway agreed that the retaining wall appeared to be the problem; however, it also appears that the City made a conscious decision to save the tree by constructing the retaining wall on an angle and suggested that a guide post/reflector could be installed to alert the driver to the location of the wall. Councillor M. Yantzi advised that he was prepared to move the staff recommendation that the tree not be removed and also to direct staff of the Community Services and Public Works Departments to investigate ways to improve the access/egress to the driveway. Councillor John Smola referred to earlier comments made by the delegation with respect to sewer back-ups and questioned if this was an ongoing problem. Mr. K. Nihls responded that he had enquired into the records within the Department of Public Works and the only sewer back-up on record was listed in 1986. Councillor J. Haalboom entered the meeting at this time. Councillor G. Lorentz referred to the comments of the delegation with respect to damage caused by the tree to the roof of the home and questioned if the tree could be improved by pruning. Mr. Nihls responded that staff could undertake to thin out the tree so that it would clear the roof and it was agreed that this would be included in the Committee's recommendation. On motion by Councillor M. Yantzi - it was resolved: "That Council direct staff not to remove the mature Sugar Maple tree located on public property in front of 326 Mill Street, as the tree appears to be in good health and shows no sign of structural problems; and, That the tree be scheduled for pruning to remove limbs clear from the house; and further, That staff of the Departments of Community Services and Public Works be directed to investigate ways to improve the access/egress to the driveway of 326 Mill Street." CSD-00-009 - WATERLOO REGION DISTRICT SCHOOL BOARD (WRDSB) - USE OF CITY FACILITIES The Committee was in receipt of a report dated May 9, 2000 from Mr. P. Beaudry, Division Manager, requesting approval of an agreement between the City and the Waterloo Region District School Board to provide that no charge be applied to the Board's use by its students of City facilities operated by the Community Services Department. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 39 - CITY OF KITCHENER CSD-00-009 - WATERLOO REGION DISTRICT SCHOOL BOARD (WRDSB) - USE OF CITY FACILITIES (CONT'D) Councillor G. Lorentz advised that Ms. A. Schmidt was in attendance this date and had requested permission to direct a series of questions to the Waterloo Region District School Board. This request was denied; however, members of the Committee were provided a copy of Ms. Schmidt's questions and invited to ask any of the questions if so inclined and time permitting. Mr. M. Harper, Program Co-ordinator - WRDSB, appeared as a delegation together with Ms. E. Lewis. Mr. Harper referred to the shared use facilities agreement between the Board and the City, acknowledging the work involved in establishing this agreement. He stated that the Board is now in the position, due to Provincial objectives, of making hard decisions and consequently the agreement is to terminate effective September 1, 2000. Mr. Harper advised that he was not present to represent the Board's position but rather was present as the Program Co-ordinator for numerous programs involving approximately 60,000 students to ask for continued support to ensure that the programs continue to meet the needs of youth and to provide background information on the programs that are run. Mr. Harper stated that it would be very difficult to ensure continuity of programs without facility use and, in particular, rinks and pools. Mr. Harper pointed out that the Board and City staff have worked well in partnership and he wished to continue to do so. He advised that next year as many or more students will desire involvement in these programs and, while the Board struggles with budgetary constraints, the demand for these programs continues to increase. In closing, Mr. Harper stressed the importance of facility use in the ability to provide such programming and noted that it will be the youth who will suffer if support is not continued. Councillor B. Vrbanovic requested Mr. Harper to clarify his role and Mr. Harper responded that he was the Program Co-ordinator for curricular/co-curricular programs, including intramural and sports teams. Councillor Vrbanovic questioned if Mr. Harper was present to discuss only the programs referred to or the shared use facility agreement. Mr. Harper advised that he was present specifically to support the recommendations outlined in the staff report; however, would attempt to answer any questions the Committee may have. Councillor Vrbanovic questioned if the Board's approach to charging community groups was to generate additional revenue or cost recovery only. Mr. Harper assured that the Board's intention was only to recover costs. Councillor Vrbanovic suggested that in view of the request this date and the Board's intention to terminate the shared use facility agreement, it appears the Board is asking the City to honour its commitment without any concessions on the part of the Board. In addition, he inquired if the Board has pursued potential sponsors to purchase space rather than receiving it free of charge. Mr. Harper stated that it was important to note that the Board's circumstances have changed due to Provincial cutbacks and the Board does not have the same flexibility. He pointed out that the Province has not recognized community use in its provision of funding and, accordingly, the Board has had to make hard choices in putting educational programs before community use. Mr. Harper further advised that while various avenues have been looked at, he did not believe any direct dialogue has taken place with potential sponsors and because of the long standing relationship with community youth the Board is looking to the City first. Councillor Vrbanovic questioned what costs there would be to recover assuming that community programs would primarily operate during evening hours when lights would already be on and custodial staff already present. Mr. Harper advised that specific costs were difficult to ascertain and he had no specific numbers; however, he pointed out that the Board has made comparisons of other municipalities and will use a common sense approach. He noted that a variety of costs will need to be identified as facilities vary. Councillor Vrbanovic questioned what impact there would be if the City was not amenable to this request and Mr. Harper stated that he would be unable to guarantee continuation of all programs and, again, hard choices would have to be made. Mr. Harper pointed out that in Kitchener approximately 20,000 hours of programming takes place and with no money in the budget it would be impossible for the Board to pay for. Mr. R. Wyatt advised that this has been a very difficult issue for staff and the Board; however, he pointed out that the City should no longer be thinking in terms of the shared use facility agreement as that will terminate in September of this year. Mr. Wyatt stated that the City is in a position to accommodate the Board's request if Council so desires and staff are looking at the CSD-00-009 - WATERLOO REGION DISTRICT SCHOOL BOARD (WRDSB) - USE OF CITY COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 40 - CITY OF KITCHENER FACILITIES (CONT'D) Board in the same manner as other user groups in financial difficulty seeking relief through the City. Of greater concern to staff is the potential for community groups to request assistance because they cannot afford the school user fees. Councillor T. Galloway referred to a newspaper article which suggests that new funding is coming from the Province and the Board will be reconsidering its position with regard to community use. Ms. E. Lewis advised that the funding announcement refers to additional monies to be given for specific areas, being special education and English as a Second Language programs and for Secondary Schools relative to increased teacher loads for such things as salaries. Ms. Lewis indicated that the Province still has not recognized community use through this latest funding announcement. Councillor Galloway questioned if the community use issue was to go back for further consideration and Ms. Lewis advised that it was not. Councillor Galloway enquired if similar agreements were being sought from the other 6 area municipalities and Ms. Lewis advised that meetings have been held with each municipality and one, being the Township of Woolwich, has approved a similar agreement. Councillor Galloway questioned where the new funding would be allocated and Ms. Lewis advised that it would be received through the WRDSB Finance Division and it would be the Board who would determine allocation. Councillor Galloway questioned what protection would be provided to users from potential increases next year and Ms. Lewis pointed out that the Board had great difficulty with the concept of implementing user fees and their comments suggest it would be equally difficult for them to consider an increase. She pointed out that it may be possible that commercial rates would increase; however, assured that the Board's intent is not to generate revenue but rather to meet the base rate. Councillor Galloway questioned what difference there was in the City's mandate to provide educational programs, citing an example of a co-curricular program being lost as opposed to the Badminton Club being unable to operate. Mr. Harper stated that one has to look closely at what can be provided, noting that some groups have resources of support while others do not. He suggested that some community groups may want to take on some responsibility through direction of the Board; however, there is a history of offering the programs which the Board desires to continue to ensure youth, who may not otherwise have an opportunity, are able to be involved in programs. Councillor Galloway questioned if only Kitchener schools would be using City facilities and, if not, how the Board rationalizes the City subsidizing other municipalities in use of its facilities. Mr. Harper advised that some facilities would be used across the Region, citing Centennial Stadium as an example, but was unable to provide rationale on behalf of the Board. Mayor C. Zehr referred to a shortfall which was to be covered by cancellation of programs and questioned if the new funding made a difference to the cuts proposed. Ms. Lewis advised that the new funding would not satisfy the shortfall as the funds are specifically designated to the 2 programs she previously mentioned, together with funding for teacher salaries. The funding does not cover anything else and the Board is still looking at cuts in programs to cover the shortfall. Councillor G. Lorentz questioned if the Waterloo Catholic District School Board has the same policy with respect to community use and Ms. Lewis advised they do not; however, she pointed out that the Catholic School Board's funding has actually increased and the number of users for their facilities is significantly smaller. Councillor B. Vrbanovic questioned how scheduling of facilities would be arranged and Mr. Wyatt advised that the majority of scheduling has been undertaken by City staff, with some community groups dealing directly with the Board. He further pointed out that the Waterloo Region District School Board will now undertake to schedule their own facilities directly. Mr. F. Pizzuto pointed out that the impression has been given that the Board came to the City asking for this agreement which is not the case. He stated that staff are supportive of not increasing costs to the Board as it is youth and children who will bear the ramifications. Mr. Pizzuto advised that staff will struggle further in 2001 when it is the Board's intention to charge CSD-00-009 - WATERLOO REGION DISTRICT SCHOOL BOARD (WRDSB) - USE OF CITY FACILITIES (CONT'D) for use of its playgrounds and staff wish to negotiate this issue; however, this does not require COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 41 - CITY OF KITCHENER action at this time. Mr. R. Wyatt further suggested that if the Committee's decision is to go forward that the recommendations include authorization for the Mayor and Clerk to sign an agreement to effect terms and conditions, with such agreement to be in effect for September 1,2000. Councillor B. Vrbanovic referred to a motion passed several years ago which pertains to Council not taking on any new costs as a result of Provincial downloading and questioned what impact this has on the recommendation this date. Mr. J. Gazzola advised that this motion was in response to a time when the Province was withdrawing grant funding and has not been referred back to in some time. He pointed out that a number of other actions have come forward and have been dealt with and did not feel there was any need to deal with this request in terms of the motion referred to. Councillor J. Ziegler enquired if, through this request, there was any way to protect peace and quiet of residents with regard to placement of basketball courts. Mr. F. Pizzuto advised that this was a separate issue which has been under discussion and is to form part of development agreements; however, finalization of this issue is still pending. Councillor John Smola questioned if the times offered were to be similar to the previous agreement whereby certain times would be charged at a higher rate. Mr. Wyatt advised that the same format relative to timeframe will be used as in the previous agreement and this was the reason he requested that the recommendation include the entering into of an agreement. Councillor M. Yantzi advised that while he was not necessarily in support, he was prepared to move approval of the recommendations as it is the responsibility of the City to provide recreational services and these programs do have a positive impact in assisting in crime prevention. Councillor T. Galloway stated that he was generally in support; however, questioned if there was any way to protect the City from becoming the central supplier should similar agreements not be ratified by other area municipalities. Mr. Wyatt advised that it would become a matter of scheduling and staff could limit the number of hours and also ensure that Kitchener residents have priority. Councillor T. Galloway further expressed the opinion that this would be an ideal time to re-negotiate the use agreement for Grand River Arena and questioned if staff have approached the Board in this regard. Mr. Wyatt advised that staff have not, pointing out that there are a number of other agreements that could be looked at if Council wished. Councillor Galloway stated that he felt it would be in the best interest of all concerned to re-negotiate the Grand River Arena agreement now and requested that the recommendation include that the new agreement be conditional upon the Board agreeing to re-negotiate the terms of the Grand River Arena agreement. Mayor C. Zehr also requested that the recommendation include the new agreement to be conditional upon similar agreements being approved by the other 6 area municipalities for purpose of clarity and fairness. Councillor B. Vrbanovic and Councillor John Smola both advised that they were reluctant to support the recommendations; however, felt it was important to continue to support youth programs. Councillor John Smola advised that when the agreement is prepared he would like it to be brought back to the Committee. Councillor M. Yantzi suggested that rather than making the new agreement conditional upon similar agreements being approved by the other area municipalities that the recommendation include that the City reserves the right to reconsider its position should similar agreements not be ratified by the other area municipalities. CSD-00-009 - WATERLOO REGION DISTRICT SCHOOL BOARD (WRDSB) - USE OF CITY FACILITIES (CONT'D) Councillor K. Taylor-Harrison advised that she would support the recommendation; however, referred to a rumour that Cameron Heights Pool was to close and requested staff to clarify. Mr. P. Beaudry responded that while discussions have taken place over a long period of time with regard COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 42 - CITY OF KITCHENER to the use agreement for the pool facility, closing was not proposed at this time and any indication of closing was strictly rumour. Councillor G. Lorentz expressed concern with regard to the recommendations and suggested that a meeting should be arranged with the School Board and all area municipalities to allow an opportunity to discuss issues of concern. Councillor Lorentz enquired if the Mayor was prepared to arrange such a meeting and Mayor C. Zehr agreed, subject to receiving more specific details as to the issues to be discussed. Councillor Lorentz referred to Ms. Schmidt's list of questions which were not put forward and suggested they be submitted to the Board and answers provided to members of Council. Mr. Harper concurred. Councillor John Smola requested clarification that the agreement when prepared, would be brought back to the Community Services Committee for review and Councillor G. Lorentz concurred. On motion by Councillor M. Yantzi - it was resolved: "That the City of Kitchener not charge the Waterloo Region District School Board for use by its students of City facilities operated by the Community Services Department and where such use is not beyond the budgeted operating costs associated with these facilities; and, That the Waterloo Region District School Board be charged cost recovery only where additional staff or services are required beyond the budgeted operating costs of these facilities; and, That with regard to the preceding recommendations the Mayor and Clerk be authorized to execute an agreement with the Waterloo Region District School Board, to the satisfaction of the City Solicitor, to effect the terms and conditions outlined above and these terms and conditions be reviewed on an annual basis; and, That should similar agreements not be ratified by the other 6 area municipalities, the City of Kitchener reserves the right to reconsider its position; and, That the agreement be conditional upon the Waterloo Region District School Board agreeing to re-negotiate the terms of an agreement between the Board and the City for use of the Grand River Arena; and further, That Council express its concerns to the Province of Ontario relative to the need for the Waterloo Region District School Board to charge for community use of schools and the resulting hardship this will have on such groups, as well as the negative impact it will have on the quality of life for residents of the City of Kitchener." CSD-00-008 - PROPOSAL FOR EXPANDED OPERATIONS OF THE BOATHOUSE TEA ROOM - VICTORIA PARK The Committee was in receipt of a report dated May 5, 2000 from Mr. D. Daly, Director of Parks and Environmental Services, outlining a proposal received by Mr. M. Teppo with respect to expansion of the operation of The Boathouse Tea Room in Victoria Park to include the canoe and paddle boat rentals and operation of a concession stand. Mr. M. Teppo appeared as a delegation and advised that he currently has an agreement with the City to operate The Boathouse Tea Room in a City owned facility within Victoria Park. Recently he advised that he became aware of an opportunity to expand the operations of The Boathouse CSD-00-008 - PROPOSAL FOR EXPANDED OPERATIONS OF THE BOATHOUSE TEA ROOM - VICTORIA PARK (CONT'D) Tea Room to include the canoe and paddle boat rentals, together with a concession stand in Victoria Park. Mr. Teppo advised that he would like to enter into an agreement for a period of one year to determine if the proposed expansion is viable for his operations and is willing to make improvements to the concession stand to provide a clean and attractive food sales outlet. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 43 - CITY OF KITCHENER Following the one year trial period, Mr. Teppo indicated that if all goes well he would like the opportunity to include the rentals and concession stand in his operations on a permanent basis. On motion by Councillor M. Yantzi - it was resolved: "That Council approve the proposal as presented by Mr. M. Teppo at the Community Services Committee meeting of May 15, 2000, entitled "Expanded Operations of the Boathouse Tea Room in Victoria Park; and further, That the Mayor and Clerk be authorized to execute any necessary documentation as required by the City Solicitor to allow Mr. M. Teppo to operate the canoe/paddle boat rentals and concession stand in Victoria Park." 5. CSD-00-016 - KIWANIS PARK - OPERATING BUDGET AND AGREEMENT The Committee was in receipt of a report dated May 10, 2000 from Mr. P. Beaudry, Division Manager, requesting that the Kiwanis Club of Twin Cities' accumulated unfunded deficit as it relates to the maintenance of Kiwanis Park be forgiven; funding be provided as an over- expenditure to cover the deficit and to provide for ongoing maintenance of the park; and, that an agreement be negotiated between the City of Kitchener and the Kiwanis Club for operation of the Kiwanis Park pool complex. Mr. P. Beaudry advised that since 1996 the Kiwanis Club has operated Kiwanis Park on behalf of the City; however, a formal agreement to clearly identify who is responsible for operating costs has not been entered into. He pointed out that over the past 4 years the City has paid the Kiwanis Club's bills and in turn invoiced the Club, during which time the Club has accumulated a deficit of $139,377.00 with regard to parks operations. It was further pointed out that over the same period the Kiwanis Club has contributed over $163,000.00 to capital development and ongoing operation of the park. Mr. Beaudry advised that staff have met with representatives of the Kiwanis Club to discuss the deficit situation and, accordingly, staff have prepared the report before the Committee this date. Mr. Beaudry advised that representatives of the Kiwanis Club were present this date and introduced Mr. A. Morscher. Mr. A. Morscher extended his appreciation for the working relationship between the Club and the City, together with the support provided to the Club. Mr. Morscher pointed out that the Club only became aware of the deficit approximately 1 1/2 years ago and were not aware they were being charged for operating costs with respect to the park. He stated that the Club is in support of the recommendations outlined in the staff report and were willing to operate the park under whatever terms the City may require. Mr. Morscher offered the opinion that an agreement has not been entered into because neither the City or the Club were aware of the perimeters that would be required in a long term agreement. Councillor B. Vrbanovic expressed his appreciation for the Kiwanis Club's involvement with the park and expressed the opinion that the recommendations proposed were consistent with expectations of both the Club and the City. On this basis, Councillor Vrbanovic advised that he was prepared to move approval of the staff recommendations. Councillor T. Galloway also expressed appreciation to the Kiwanis Club for their involvement; however, with respect to recommendation #3 he questioned the annual allotment of $50,000.00 when it would appear the operating costs would be less than this amount per year. Ms. P. Houston responded that the $50,000.00 annual maintenance cost was not related to the deficit and the difference relates to the standard level of service to be provided in future to bring the maintenance of the park up to the same standard as other City parks. Councillor Galloway CSD-00-016 - KIWANIS PARK - OPERATING BUDGET AND AGREEMENT (CONT'D) questioned if it was necessary to maintain this park at the same level as other City parks and Mr. Morscher pointed out that the Walter Bean Trail, together with a canoe program, will require the park to be open longer thereby extending the period of time during which the park will be required to be maintained. Mr. Morscher further pointed out that, while the report indicates that the Club is able to operate the pool complex at a profit, all profits are returned back into the park. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 44 - CITY OF KITCHENER Mayor C. Zehr also expressed appreciation to the Kiwanis Club; however, inquired of staff why it had taken this long to deal with the deficit. Ms. P. Houston responded that billing had taken place; however, without a written agreement it was unclear as to whose responsibility it was to pay for these costs and, in addition, the Kiwanis Club had returned to Council on several occasions over the past year and a half and had requested deferral of the deficit. On motion by Councillor B. Vrbanovic - it was resolved: "That Council forgive the accumulated unfunded deficit in the amount of $139,377.00 of the Kiwanis Club of Twin Cities, as it relates to the maintenance of Kiwanis Park for the years 1996 through 1999, inclusive; and, That based on the existing level of service at Kiwanis Park for the year 2000, an operating over-expenditure in the amount of approximately $30,000.00 for maintenance costs be approved; and, That based on the standard level of service for City parks, an operating budget in the amount of approximately $50,000.00 for maintenance costs be referred to the 2001 Operating Budget process; and, That the preceding recommendations be conditional upon the City of Kitchener being able to negotiate a satisfactory long term agreement with the Kiwanis Club of Twin Cities for the operation of Kiwanis Park; and, That the said agreement reflect the Kiwanis Club of Twin Cities' responsibility for yearly capital improvements and operating costs for the Kiwanis Park pool complex; and further, That the Kiwanis Club of Twin Cities be asked to approach the City of Waterloo for ongoing funding for the operation of the Kiwanis Park pool." CSD-00-012 - GRANT REQUEST - COURTLAND-SHELLEY COMMUNITY GARDEN CSD-00-011 - GRAND REQUEST - DOON PIONEER PARK COMMUNITY GARDEN The Committee was in receipt of 2 separate reports, both dated May 5, 2000 from Mr. T. Potwarka, Interim Division Manager, requesting approval of one time contributions to each of the Courtland- Shelley Community Garden and the Doon Pioneer Park Community Garden. On motion by Councillor J. Ziegler - it was resolved: "That pursuant to Council Policy 1-272, Council approve a one time contribution to the Courtland-Shelley Community Centre in the amount of $1,000.00 for start-up costs for the Courtland-Shelley Community Garden, consisting of an in-kind services grant (delivery top soil, compost, woodchips, rototilling) in the amount of $615.00 and a cash grant in the amount of $385.00; and further, That the Mayor and Clerk be authorized to execute any necessary documentation as required by the City Solicitor to allow the Courtland-Shelley Community Garden to be located on public lands known as Vanier Park." On motion by Councillor J. Haalboom - it was resolved: CSD-00-012 - GRANT REQUEST - COURTLAND-SHELLEY COMMUNITY GARDEN CSD-00-011- GRAND REQUEST - DOON PIONEER PARK COMMUNITY GARDEN (CONT'D) "That pursuant to Council Policy 1-272, Council approve a one time contribution to the Doon Pioneer Park Community Gardeners in the amount of $850.00 for start-up costs for the Doon Pioneer Park Community Garden, consisting of an in-kind services grant (delivery compost, woodchips) in the amount of $350.00 and a cash grant in the amount of $500.00; COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 45 - CITY OF KITCHENER and further, That the Mayor and Clerk be authorized to execute any necessary documentation as required by the City Solicitor to allow the Daan Pioneer Park Community Garden to be located on public lands known as the Daan Pioneer Park Community Centre." CSD-00-005 - MEMORANDUM OF UNDERSTANDING - BITS AND BYTES COMPUTER CLUB The Committee was in receipt of a report dated May 5, 2000 from Ms. L. Zitzelberger, Centre Supervisor, together with a revised Memorandum of Understanding dated May 12, 2000, requesting that Council execute an agreement between the Bits and Bytes Computer Club and the City of Kitchener to clearly outline the rules and responsibilities of both parties. It was noted that this program offers adults 55 plus an opportunity to gain a better understanding of computers and a sense of comfort with today's technology. On motion by Councillor K. Taylor-Harrison - it was resolved: "That the Memorandum of Understanding between the Bits and Bytes Computer Club and the City of Kitchener, as presented to the Community Services Committee on May 15, 2000, be approved; and further, That the Mayor and Clerk be authorized to execute any necessary documentation as required by the City Solicitor to effect the Memorandum of Understanding." CSD-00-014 - NAME CHANGE - PARKS AND RECREATION ADVISORY COMMITTEE The Committee was in receipt of a report dated May 5, 2000 from Mr. F. Pizzuto, General Manager, requesting that the Parks and Recreation Advisory Committee be renamed the Community Services Advisory Committee to clearly identify the role of the Committee in conjunction with the Departmental name change. On motion by Councillor T. Galloway - it was resolved: "That the Parks and Recreation Advisory Committee be renamed the Community Services Advisory Committee." CSD-00-010 - GRAFFITI REMOVAL PROGRAM - UPDATE The Committee was in receipt of an information report dated May 5, 2000, from Mr. T. Potwarka, Interim Division Manager, Parks Operations, providing an overview of the Graffiti Busters Hotline Program from its inception on April 5, 2000 to present day. Mr. T. Potwarka provided highlights of the program including: · establishment of a central information number through the Parks Operations Division · establishment of an e-mail address · statistics on the total number of calls received · removal of graffiti from 13 City owned properties and referral of 20 other sites · development of a procedure to address reports respecting private property through the assistance of the Safe City Committee and the Kitchener Downtown Business Association CSD-00-010 - GRAFFITI REMOVAL PROGRAM - UPDATE (CONT'D) · potential need for additional staff and/or contract outsourcing to address seasonal maintenance duties and administrative support. Mr. T. Potwarka further advised that staff have increased equipment supplies to address removal of graffiti and are attempting to increase public response to the hotline through promotion by advertising in the local newspaper and/or in the City's Leisure Magazine. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 46 - CITY OF KITCHENER Councillor T. Galloway inquired if any regular contact is made with Regional Police to keep them informed of the sites that are being reported and Mr. Potwarka advised that as part of the reporting system, all sites are being catalogued through digital cameras which are relayed to the Police Department. The photographs allow an opportunity to compare the similarities between sites and target high profile sites containing obscene graffiti. Councillor G. Lorentz inquired if follow-up is undertaken with respect to the calls that have been referred and Mr. Potwarka advised that staff have been in contact with the Region of Waterloo with respect to sites on their property and Regional staff have been given direction to deal with removal of the graffiti in a timely manner. Councillor T. Galloway referred to complaints with respect to Ministry of Transportation property and questioned at what point the City should undertake to do the clean-up rather than waiting for permission from the Ministry to do so. Mr. T. Potwarka acknowledged that the Ministry takes longer to respond; however, expressed the opinion that permission from the Ministry should at least be pursued and that staffs' efforts should be concentrated on City property first. Mayor C. Zehr also referred to complaints with respect to railway property and suggested that staff should be prepared to move forward with removal of graffiti from railway property rather than waiting for permission from the Railway Company. Councillor G. Lorentz thanked Mr. Potwarka for his presentation. 10. CSD-00-001 - ACQUISITION OF ADDITIONAL GOLF CARS - 2000 SEASON The Committee was in receipt of a report dated May 5, 2000 from Mr. G. Kett, Division Manager, requesting approval for funding to purchase an additional 22 golf cars for use by the Doon Valley and Rockway Golf Courses. On motion by Councillor T. Galloway - it was resolved: "That Council approve the provision of funding from additional golf course capital-out-of- current provisions for the current year for the purchase of 22 golf cars, with $58,255.00 to be allocated to the Doon Valley Golf Course and $47,466.00 to be allocated to the Rockway Golf Course." 11. INFORMATION ITEMS The Committee was in receipt of the following information reports, namely; · CSD-00-015 - Market Operation and Cora Group Requests · CSD-00-013 - Kitchener in Bloom - Residential Front Yard and Business Awards Programs · CSD-00-002 - 1999-2000 Winter Rink Report · Investigation of the Development of an Indoor Training Facility for Baseball · CSD-00-004 - Art Work at Forest Heights Community Centre · CSD-00-003- Earth Day Plantings · Grants Analysis Update 11. Councillor C. Weylie referred to complaints received with respect to unleashing of dogs in City parks and requested that staff consider where and when it would be appropriate for dog owners to remove the leash from their dogs. INFORMATION ITEMS (CONT'D) By general consent, staff of the Community Services Department where directed to prepare a report with respect to Councillor C. Weylie's request and report back to a future meeting of the Community Services Committee. 12. ADJOURNMENT COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2000 - 47 - CITY OF KITCHENER On motion, the meeting adjourned at 3:45 p.m. Janet Billett Committee Administrator