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HomeMy WebLinkAboutComm Svcs - 2004-09-13COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 13~ 2004 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:07 p.m. Present: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola and M. Galloway Staff: C. Ladd, Chief Administrative Officer F. Pizzuto, General Manager of Community Services P. Houston, General Manager of Financial Services & City Treasurer G. Stewart, General Manager of Development & Technical Services R. Browning, Interim General Manager, Strategic Services S. deMoree, Assistant City Solicitor K. Baulk, Director of Enterprises K. Currier, Director of Operations K. Kugler, Manager, Kitchener Memorial Auditorium Complex T. Konstantinidis, Supervisor, Parking Operations C. Allan, Marketing and Communications Associate E. Harris, Co-ordinator, Arts & Culture S. Massel, Supervisor, Kitchener Market R. Cyr, Athletics Co-ordinator J. Hutchison, Facilitator, Volunteer Resources J. Billett, Committee Administrator Mayor Carl Zehr spoke to the recent passing of Mr. Fred Graham, a long term employee (1966- 1994), who over the course of his career held the positions of Commissioner of Parks & Recreation and Chief Commissioner. Mayor Zehr noted his many contributions, both to the Corporation and the community as a whole, and in particular, his involvement in such notable projects as the Twin Ice Pads / upgrades to the Dom Cardillo Arena and concept development of the Walter Bean Grand River Trail. Mayor Zehr also spoke to the recent passing of Murray (Moe) Norman of international reputation within the professional golf circuit and native to the City of Kitchener. Mayor Zehr noted his achievements in becoming a two time Canadian Amateur Golf Champion and the Canadian Professional Golf Association Champion, as well as his induction into the Canadian Golf Hall of Fame in 1995. Mayor Zehr then asked all those in attendance to stand to observe a moment of silence in memoriam of Mr. Graham and Mr. Norman. CSD-04-156 - LEASE AGREEMENT - 45 DUKE STREET WEST (536357 ONTARIO LIMITED) The Committee was in receipt of Community Services Department report CSD-04-156, dated September 9, 2004 concerning a lease agreement for public parking at 45 Duke Street West. In response to questions, Mr. Tony Konstantinidis clarified that the rental amount of $12,420., payable to 536357 Ontario Limited, is inclusive of all associated costs relative to the leasing of the 23 parking spaces. On motion by Councillor B. Vrbanovic - it was resolved: "That approval be granted to enter into a lease agreement with 536357 Ontario Limited for the purpose of providing public parking at 45 Duke Street West (beside One Eyed Jack's); and further, That the Mayor and City Clerk be authorized to sign this agreement subject to the satisfaction of the City Solicitor." 2. CSD-04-153 - AGREEMENT - CENTRE IN THE SQUARE - TICKETING CALL CENTRE The Committee was in receipt of Community Services Department report CSD-04-153, dated September 7, 2004 concerning an agreement with the Centre in the Square for provision of a ticketing call centre for the Kitchener Memorial Auditorium Complex (KMAC). On motion by Councillor B. Vrbanovic - it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 13~ 2004 - 55 - CITY OF KITCHENER CSD-04-153 - AGREEMENT- CENTRE IN THE SQUARE- TICKETING CALL CENTRE (CONT'D) "That the City enter into an agreement with the Centre In The Square (CITS) for the provision of a ticketing call centre for the Kitchener Memorial Auditorium Complex (The Aud); and further, That the Mayor and City Clerk be authorized to sign the agreement, subject to the satisfaction of the City Solicitor.' 3. CRPS-04-164 - REVISED FACILITIES RENTAL AGREEMENT The Committee was in receipt of Corporate Services Department report CRPS-04-164, dated September 8, 2004 regarding a pre-approved rental contract for all City facilities room / hall rentals, including City Hall but exclusive of ice and field rentals. On motion by Councillor B. Vrbanovic - it was resolved: "That the Facility Rental Agreement, as attached to Corporate Services Department report CRPS-04-164, be approved for use as a pre-approved rental contract for all City facility room/hall rentals including City Hall (but not including ice and field rentals); and further, That any alteration to the pre-approved Facility Rental Agreement is subject to the approval of the City Solicitor." 4. CAO-04-004 - OKTOBERFEST PARADE FLOAT DESIGN The Committee was in receipt of Chief Administrator's Office report CAO-04-004, dated September 8, 2004 requesting approval of a proposed design for the City's Oktoberfest Parade float. In response to questions, staff advised that initial cost estimates for the proposed design range between $5,000. to $7,000. dollars and costs have been reduced by construction of a base float which provides ability to change the design annually. Mayor C. Zehr noted that the design concept is in recognition of the City's 150 year anniversary. Councillor B. Vrbanovic commended staff for their talent and efforts in undertaking this project in-house. On motion by Councillor B. Vrbanovic - it was resolved: "That the proposed design of the City's ©ktoberfest Parade submission be approved and staff be directed to proceed with the construction of the float." CSD-04-146 - 2005 ARTIST-IN-RESIDENCE PROGRAM AND AGREEMENT - 10TM YEAR ANNIVERSARY The Committee was in receipt of Community Services Department report CSD-04-146, dated September 7, 2004 regarding an agreement for the 2005 Artist-in-Residence and funding for the program. Ms. E. Harris advised that the program celebrates its 10th year anniversary in 2005 and it is recommended that renowned artist and recipient of the Order of Canada, Mr. Tony Urquhart, be named as the 2005 Artist-in-Residence. Mr. Urquhart is also involved in the community as a Professor of Fine Arts at the University of Waterloo. Ms. Harris noted that it is intended to combine 2 years of funding (2004 and 2005) to appropriately compensate the artist to run an enhanced anniversary program. In response to questions, Ms. E. Harris advised that the 2003 program ran from May 2003 to May 2004 and the next program is not intended to commence until January 2005. Accordingly, she stated that the 2004 funding has not yet been used and is available to combine with 2005 funding. On motion by Councillor Mayor C. Zehr - it was resolved: "That the recommendation of the Arts and Culture Advisory Committee and the Public COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 13~ 2004 - 56 - CITY OF KITCHENER CSD-04-146 - 2005 ARTIST-IN-RESIDENCE PROGRAM AND AGREEMENT - 10TM YEAR ANNIVERSARY (CONT'D) Art Working Group to name Tony Urquhart, distinguished artist and professor, as the Tenth Anniversary City of Kitchener Artist-In-Residence for 2005 be endorsed; and, That the City pre-commit in the 2005 budget an amount of $12,500 for the Artist-in- Residence initiative; and further, That the Mayor and Clerk be authorized to sign an agreement, satisfactory to the City Solicitor, with Tony Urquhart regarding The License For Artist's Studio Kitchener City Hall and use of City Hall facilities for 2005, as set out in Community Services Department report CSD-04-146." 6. CSD-04-151 - NEW KITCHENER MARKET - UPDATE The Committee was in receipt this date of Community Services Department report CSD-04-151, dated September 7, 2004 regarding the status of the new Kitchener Market. Ms. S. Massel advised that the opening of the Farmer's Market has met with great success and attendance numbers have increased. She noted that building construction is 95% complete and staff continue to work with area residents and businesses and to address any concerns they may have as they arrive. She announced that the Grand Opening theme is 'Your Kitchener Market - The World at Your Door' and the event will take place on September 25, 2004 with a full program of cultural entertainment. Various components of the Market project still outstanding were reviewed, including: an update regarding Market Shops leasing; completion of a centralized refrigeration unit by the end of September; and status of retail leases / residential components by Barrel Works. With respect to Barrel Works, Mr. F. Pizzuto advised that 2 retail leases have been finalized and a third is in negotiation. Together the 3 leases will utilize approximately 6,000 square feet of the retail space and Barrel Works is continuing its marketing program. A marketing program for the residential component is to start in the Fall 2004 and it is hoped to have a model in place by the Spring 2005. Staff also clarified issues related to funding and cost savings with respect to refrigeration units purchased and / or leased by Market vendors versus installation of a centralized refrigeration unit for use by the Market Shops. Ms. Massel also commented on plans to work with the Arts & Cultural Advisory Committee to establish a process for implementation of various forms of artwork to enhance the aesthetic appeal of the facility once construction is completed. 7. CSD-04-157 - KITCHENER HOCKEY SCHOOL - SERVICE RECOGNITION The Committee was in receipt of Corporate Services Department report CSD-04-157, dated September 8, 2004 requesting recognition of long term service by 3 individuals with respect to the operation of the Kitchener Hockey School. Mr. R. Cyr introduced Messrs. Don McKee and Tony Martindale and Ms. Angela Beckner, advising that 30 years ago Don McKee joined the Kitchener Hockey School with a vision to run a program based on fun, friends and the fundamentals of hockey at an affordable price within the community. Mr. Cyr commented that together with the acumen of Tony Martindale in fostering relationships with local businesses and the administrative support of Angela Beckner, all 3 have greatly contributed to the growth and success of the School. Mayor C. Zehr and Councillor G. Lorentz presented each individual with a service recognition plaque and expressed appreciation for the collective efforts in providing an excellent hockey program for the community. 8. RAIN STORM (AUGUST 28-29, 2004) AND EFFECTS ON INFRASTRUCTURE Mr. K. Currier provided a verbal update with respect to a significant rainfall event which occurred over a 2 day period on August 28 and 29, 2004 in the northwest area of the City (Victoria Street North and above Ottawa Street). Substantial flood damage occurred in Iow lying areas and in particular, within Monarch Woods. A portion of the boardwalk in Monarch Woods was washed out and the boardwalk has been closed. Staff are now evaluating the appropriateness of repairing the boardwalk given its susceptibility to flood damage. Mr. Currier also advised that the outflow from Victoria Park Lake backed up as a result of debris coming into the lake from Monarch Woods and the Boathouse also suffered damages. In addition, the following incidents COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 13~ 2004 - 57 - CITY OF KITCHENER 8. RAIN STORM (AUGUST 28-29, 2004) AND EFFECTS ON INFRASTRUCTURE (CONT'D) were reported: manhole covers displaced by the surcharges of water; high water levels set off sewage pumping station alarms; and collapse of portions of roads in the affected area resulted in the closing of a rail line running across Waterloo Street. Mr. Currier advised that to date the costs incurred have reached $10,000. and will increase as repairs are undertaken in Monarch Woods. A brief discussion followed, during which it was noted that research data indicates that more frequent and extreme storms in future should be anticipated when planning for infrastructure replacement. It was noted that had this storm event occurred City-wide, damage and costs incurred would have been significantly greater. Councillor G. Lorentz raised concerns regarding liability relative to displaced manhole covers and questioned the feasibility of increased measures to ensure that covers remain secured. Ms. S. deMoree advised that under the Municipal Act the municipality is afforded some protection with respect to liability relative to acts of nature. Mr. F. Pizzuto agreed to undertake discussion with technical staff of the Development and Technical Services and Community Services Departments to determine what measures might be taken to address this concern and report back at a future meeting. 9. CSD-04-069 - UPDATE - VOLUNTEER RESOURCES The Committee was in receipt this date of Community Services Department report CSD-04-069, dated September 2, 2004 outlining activities of the Volunteer Resources Section over the past 2 years. Ms. J. Hutchison presented an overview of the section, pointing out that the it provides a centralized approach to volunteer management, as well as resources and support to municipal staff and affiliated groups to effectively manage volunteers. It was noted that draft policies and procedures for volunteer management will be finalized in 2005 for staff use. Ms. Hutchison also touched on activities involving research and program development; recruitment strategies; training; and recognition; and advised that the section is recognized by senior government through its participation on various Committees at the Provincial level. 10. CSD-04-149 - NAME CHANGE- VOLUNTEER RESOURCES - CENTRALIZATION OF PROGRAMS The Committee was in receipt this date of Community Services Department report CSD-04-149, dated September 3, 2004 concerning centralization of programs which encourage "informal" volunteering and proposed name change for the Volunteer Resources section. Ms. J. Hutchison advised that the concept of "informal" volunteering evolves from individuals helping out in the community of their own volition and are usually unscheduled and unsupervised events. She pointed out that there is opportunity to centralize within the Volunteer Resources section a number of independent programs, such as Earth Week and Kitchener in Bloom, that encourage informal volunteering. In so doing, the programs will benefit by enhanced communication, increased awareness and co-promotion of activities. As a result, the name of the Volunteer Resources section is being changed to "Volunteer Resources and Community Engagement" to reflect the scope of services and programs being administered and to validate both formal and informal volunteering. 11. CSD-04-150 - CANADIAN CODE FOR VOLUNTEER INVOLVEMENT The Committee was in receipt this date of Community Services Department report CSD-04-150, dated August 30, 2004 requesting adoption of the Canadian Code for Volunteer Involvement, produced by Volunteer Canada, and which is designed to present a basis from which organizations can review how their volunteers are engaged and supported. The Committee received this date a pamphlet, in which details of the Canadian Code for Volunteer Involvement are provided. Ms. J. Hutchison reviewed the 3 key elements of the Code for volunteer involvement, being: values; guiding principles; and organization standards. She commented that by adopting the value statements the City will make a public statement about the importance of volunteers and the necessity to manage this resource effectively; and it will set the standard for which the Corporation will manage its own volunteers. COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 13~ 2004 - 58 - CITY OF KITCHENER 11. CSD-04-150 - CANADIAN CODE FOR VOLUNTEER INVOLVEMENT (CONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That the Canadian Code for Volunteer Involvement, as outlined in the attachment to Community Services Department report CSD-04-069, be adopted." 12. CSD-04-144 - 2004 LEAF COLLECTION PROGRAM The Committee was in receipt of Community Services Department report CSD-04-144, dated August 25, 2004 outlining details of the 2004 Leaf Collection Program to be implemented in the Fall 2004. Councillor G. Lorentz referred to complaints received from residents with respect to the leaf drop-off station at Penelope Drive, regarding disrepair of the fence and leaf debris. He suggested that alternative sites, such as Highview Drive at Trussler Road, be considered in 2005 as the extension of Ira Needles Boulevard will effectively eliminate the drop-off at Penelope Drive within the next year. He also asked that, in the interim, staff be diligent in up-keep of the Penelope Drive site. 13. ADJOURNMENT On motion, the meeting adjourned at 4:17 p.m. Janet Billett, AMCT Committee Administrator