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HomeMy WebLinkAboutCIS Minutes - 2023-06-19 Community and Infrastructure Services Committee Minutes June 19, 2023, 3:00 p.m. Council Chambers - Hybrid City of Kitchener 200 King Street W, Kitchener, ON N2G 4G7 Present: Mayor B. Vrbanovic Councillor S. Davey Councillor D. Schnider Councillor J. Deneault Councillor C. Michaud Councillor A. Owodunni Councillor P. Singh Councillor B. Ioannidis Councillor M. Johnston Councillor D. Chapman Councillor A. Clancy Staff: D. Chapman, Chief Administrative Officer M. May, General Manager, Community Services and Deputy Chief Administrator V. Raab, General Manager, Corporate Services J. Readman, General Manager, Development Services J. Lautenbach, Chief Financial Officer, Financial Services D. McGoldrick, General Manager, Infrastructure Services M. Hildebrand, Director, Neighbourhood Programs and Services E. Moorlag Silk, Interim Manager, Service Coordination & Community Services T. McKenna, Interim Manager, Community Centres D. Saunderson, Deputy Clerk M. Mills, Committee Administrator _____________________________________________________________________ 1 1. Commencement The Community and Infrastructure Services Committee held a meeting this date commencing at 3:10 p.m. 2. Disclosure of Pecuniary Interest and the General Nature Thereof There were no conflicts declared. 3. Discussion Items 3.1 Modernizing the City's Community Centre Operating Model and Related Guiding Policies, CSD-2023-125 The Committee considered Community Services Department report CSD-2023- 125 dated June 8, 2023, recommending changes to the Community Centre operating model and related policies. In addition, the Committee was in receipt of written submissions from E. Andrews, Doon Pioneer Park Community Association and C. Letizi. M. Hildebrand provided a presentation noting the operating model for community centres is outdated as it is more than two decades old. The inefficiencies of the current operating model were highlighted and proposed solutions, as outlined in the staff report were presented. E. Moorlag Silk and T. McKenna were also in attendance to respond to questions from the Committee. J. Corriveau was in attendance and raised concerns regarding clause 4 of the staff recommendation. J. Corriveau noted support for clause 9 of the staff recommendation. In response to questions, M. Hildebrand acknowledged the request to meet with with the Doon Pioneer Park Community Association, indicating staff would endevour to meet with them prior to the June 26, 2023 Council meeting. Councillor B. Ioannidis cited an example of a neighbourhood association that no longer exists, due to the lack of access to space in community centers, thus noted, there are inequities of resources available to some neighbourhood associations. At the request of the Committee, staff noted they would provide a full list of associations that no longer exist, the programming these associations provided and the revenue their programming generated, prior to the Council meeting taking place on June 26th 2023. A motion was brought forward by Councillor P. Singh to approve the recommendation as outlined in CSD-2023-125. 2 Councillor D. Schnider brought forward an amendment Councillor Singh's motion to amend clauses 1 and 3 of the staff recommendation, that the expansion of the Leisure Access fee assistance program and funding of the Inclusion Support Worker program begin in the Fall of 2023 rather than in 2024. Councillor P. Singh brought forward an amendment to clause 10b of the staff recommendation, to include further clarification related to the reinvestment policy for revenue generated through programming, that it be established in satisfaction to the City. Councillor P. Singh left the meeting at this time. Councillor A. Owodunni left the meeting at this time and re-entered. Councillor P. Singh re-entered the meeting at this time. Councillor S. Davey brought forward an amendment to clause 5b of the staff recommendation, that all Neighbourhood Association Board members participate in city-organized and funded Equity, Diversity, and Inclusion training periodically rather than every two years. Councillor P. Singh brought forward a further amendment to include an additional clause in the recommendation, that staff bring forward a status update on the changes related to the City's Community Centre Operating Model and Related Guiding Policies, prior to the end of the 2026 Council Term. Councillor D. Chapman noted the possibility of bringing forward an amendment -owned facilities" from clauses 1 and 2 of the staff recommendation, as the restriction would limit neighborhood associations from accessing the Leisure Access fee assistance program and the Inclusion Support Worker program for programs that may be operated in non-city owned facilities. In response, M. May noted the procedure for providing access to these programs may be onerous for the neighbourhood associations. As such, M. May noted, prior to consideration of the amendment, staff could further review this item and report back prior to the Council meeting taking place on June 26, 2023. Councillor A. Owodunni brought forward an amendment to clause 10b of the staff recommendation to state "net-revenues" rather than "revenues". Councillor D. Schnider assumed the Chair. Councillor M. Johnston brought forward an amendment to include an additional centre operating model continually responds to changing circumstances and needs within the community, the City review and update its Facility Booking 3 Guideline policy for non-profit groups (MUN-FAC-415), and Neighbourhood Association Affiliation policy (MUN-FAC-324) every five years". Councillor M. Johnston brought forward a further amendment to clause 7, that the proposed issue paper should also outline staffing and financial implications of opening city- owned centres earlier in the weekday mornings. Councillor M. Johnston resumed the chair at this time. Councillor B. Ioannidis left the meeting at this time and re-entered. Councillor A. Owodunni left the meeting at this time and re-entered. Councillor S. Davey requested clause 10b of the staff recommendation be voted on separately. Councillor D. Chapman requested clauses 1 and 2 of the staff recommendation be voted on separately. 4. Recess and Reconvene The meeting then recessed at 4:40 p.m. and reconvened at 4:48 p.m. chaired by Councillor M. Johnston with all members present. 5. Modernizing the City's Community Centre Operating Model and Related Guiding Policies, CSD-2023-125 Clauses 4, 6, 8, 9, 11 and 12 of the staff recommendation as outlined in Community Services Department report CSD-2023-125 were voted on and were Carried. The proposed amendments to Clauses 2, 3, 5b and 7, were voted on and were Carried. In response to questions from the Committee, M. May noted Staff would bring a report to the Committee prior to the end of 2023 regarding a reinvestment policy framework for reserve funds that neighbourhood associations generate through programming. It was noted, the report will outline parameters that encourage greater financial accountability for the use of these reserve funds and further, these accountability parameters will be developed in consultation with neighbourhood associations. Councillor P. Singh withdrew his previously proposed amendment to clause 10b of the staff recommendation. Councillor S. Davey's amendment to clause 10 of the staff recommendation was voted on and was Carried. 4 The recommendation, as amended was then voted on. Moved by Councillor P. Singh it was resolved: be expanded to cover programs offered by all Neighbourhood Associations at a city-owned community centre, and staff be directed to build the financial impact of that program expansion into the 2024 operating budget, as outlined in Community Services Department report CSD-2023-125; and, That, as a condition of affiliation with the City, all Neighbourhood Associations offering programs out of a city-owned community centre, be program participants who request such support/accommodation; and, That in the fall of 2023, the City fund the cost of residents utilizing its Inclusion Support Worker program when participating in programs offered by a Neighbourhood Association at a City-owned community centre, and staff be directed to build the financial impact of this change into the 2024 operating budget; and, -Profit Groups (MUN- FAC-415) be updated and clarified to reflect the following key elements: a. It is vital to have a variety of programs, supports and services offered out of a community centre that meet the diverse needs of residents living in the surrounding neighbourhoods. b. partners in the delivery of programs offered at city-owned community centres. When making decisions about the allocation of space at a city-owned community centre, the space needs of Neighbourhood Association programs should be considered alongside the space needs of other diverse programming provided by other organizations and the City. c. Leveraging community organizations that have specific skills, expertise and experience to offer a variety of programs and supports out of a community centre is key to the success of the 5 centre, and the health and wellbeing of residents living in the surrounding neighbourhoods. d. City staff have the final decision-making authority on the allocation and booking of space in a city-owned community centre; and, -FAC-324) be amended to add a condition of affiliation requiring Neighbourhood Associations that provide programming out of a City-owned community centre to: a. Establish and publish online an equity, diversity and inclusion policy for the Association which, at a minimum, commits to providing a variety of programs at city-owned community centres that meet the diverse needs of the residents. b. Have all Neighbourhood Association Board members participate in city-organized and funded EDI training on a periodic basis; and, That program registration processes (including potential improvements to ActiveNet), with a focus on improving the user experience for members of the public registering for programs and members of Neighbourhood Associations running programs; and, 2024 budget process that would outline the staffing and financial implications of opening city-owned centres on weekends, and earlier in the weekday mornings potentially through a phased, multi-year approach; and, That, the City work with a representative group of Neighbourhood Associations to develop and launch a comprehensive, ongoing, city-wide promotional campaign to educate residents on the existence of the community centres and Neighbourhood Associations, as well as programs, services and supports that can be accessed at those centres; and, That the City test the creation of a multi-year partnership agreement between the City and one of the larger, more complex Neighbourhood Associations providing programs and other services out of a city-owned community centre and make a determination as to whether or not there is 6 value in extending such agreements to other large Neighbourhood Associations in the future; and, -FAC-324) be amended to add a condition of affiliation requiring Neighbourhood Associations that provide programming out of a City-owned community centre, and have generated more than $20,000 in revenue during the previous fiscal year, to: a. Provide the following financial information to the City on an annual basis: (1) total revenue generated during their previous fiscal year, (2) total expenses in their previous fiscal year, and (3) total funding held in reserves/savings. b. Establish and publish online a reinvestment policy that will outline how the Association will reinvest net-revenues generated through programming offered at City-owned community centres into the community; and, That, as a condition of affiliation, to support ongoing two-way sharing of information and collaboration between the City and Neighbourhood Associations providing programs out of a City-owned community centre, the Ward Councillor and a City staff person be invited to all Board That, as a condition of affiliation, Neighbourhood Associations providing programming out of a city-owned community centre, agree to turn over any unspent funding to the City prior to ceasing to operate; and that the City provide that funding to a future Neighbourhood Association in the area or invest it into the community centre and/or surrounding neighbourhoods previously served by that Neighbourhood Association; and, continually responds to changing circumstances and needs within the community, the City review and update its Facility Booking Guideline policy for non-profit groups (MUN-FAC-415), and Neighbourhood Association Affiliation policy (MUN-FAC-324) every five years; and further, That staff bring forward a status update on the changes outlined in Community Services Department report CSD-2023-125 prior to the end of the 2026 Council Term." 7 Carried unanimously, as amended, on a recorded vote 6. Information Items 6.1 None 7. Adjournment On motion, this meeting adjourned at 4:57 p.m. Marilyn Mills Committee Administrator 8