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HomeMy WebLinkAboutComm Svcs - 2005-01-10COMMUNITY SERVICES COMMITTEE MINUTES JANUARY 107 2005 CITY OF KITCHENER The Community Services Committee met this date commencing at 4:35 p.m. Present: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, C. Weylie and M. Galloway. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services & City Treasurer F. Pizzuto, General Manager of Community Services R. Browning, Interim General Manager, Strategic Services G. Stewart, General Manager of Development & Technical Services S. deMoree, Assistant City Solicitor K. Baulk, Director of Enterprises K. Currier, Director of Operations R. Pitfield, Director of Communications/Marketing S. Adams, Director of Community Programs & Services M. Hildebrand, Manager of Aquatics & Athletics D. Chapman, Supervisor of Special Events R. Cyr, Co-ordinator of Athletics J. Billett, Supervisor, Council / Committee Services C. Goodeve, Committee Administrator CSD-05-010 - DOWNTOWN EAST ASSOCIATION - "YA GOTTA LUV IT" PROJECT (YEAR 2) - COMMUNITY DEVELOPMENT INFRASTRUCTURE PROGRAM (CDIP) - UPDATE AND REQUEST FOR FUNDING The Committee was in receipt of Community Services Department report CSD-05-010, dated January 6, 2005 concerning the request of the 'Downtown East: Ya Gotta Luv It Project' (Year 2) for a $25,000. Community Development Infrastructure grant (CDIG) in 2005. Mr. Peter Gove, Downtown East Association, gave a presentation outlining accomplishments and year 2 goals of the 'Downtown East: Ya Gotta Luv It Project'. Highlights of his presentation are as follows: · the goal of the project is to change the negative perception of Downtown East; · development of a Strategic Plan, which will be presented at the end of January 2005; · worked with City staff on Property Standards enforcement; the goal to be more effective through legislation to allow easier access, larger fines and ability to collect fines in a reasonable timeframe; · formation of a Landlord Group, with 6 participating Landlords, who are currently working together to improve the management of their properties; · working to develop a co-marketing initiative with the New Kitchener Market. Mr. P. Gove advised that the project currently has one part-time employee and 15 active volunteers. The Ontario Trillium Foundation has committed to support the project for 5 years, and in 'Year 2' the project will receive $30,000. At the request of Councillor G. Lorentz, the group agreed to provide a copy of it's 2005 operating budget prior to the January 17, 2005 Council meeting. Councillor M. Galloway also requested that the group provide a list of Landlords participating in the Landlord Group Project. In response to a question of Mayor C. Zehr, Ms. S. Adams advised that initially second year grant funding from the Ontario Trillium Foundation was contingent on a contribution being made by the City; however, the Foundation subsequently agreed to change the condition by deleting the requirement for City funding. It was pointed out that the group initially requested subsequent funding from the City of $15,000. in each of years 2 to 5 of the project; however, a grant of $30,000. was approved in 2004 on a one time only basis. COMMUNITY SERVICES COMMITTEE MINUTES JANUARY 107 2005 -2- CITY OF KITCHENER CSD-05-010 - DOWNTOWN EAST ASSOCIATION - "YA GOTTA LUV IT" PROJECT (YEAR 2) - COMMUNITY DEVELOPMENT INFRASTRUCTURE PROGRAM (CDIP) - UPDATE AND REQUEST FOR FUNDING (CONT'D) In response to questions, Ms. Karen Taylor-Harrison advised that while it was understood the $30,000. grant was on the basis of one time only, the group was of the impression that they could return to request additional funding. Ms. S. Adams pointed out the total Trillium Foundation allocation is $140,900., which is $10,000. less than what was requested. The grant request to the City is a combination of the anticipated $15,000. originally requested of the City and the $10,000. not covered by the Trillium Foundation. Councillor B. Vrbanovic inquired as to the justification behind funding the Downtown East Association differently from other neighbourhood associations. Mr. Gove advised that the challenges faced by this neighbourhood are greater in comparison to others and has the support of the King East and Cedar Hill Neighbourhood Associations. In response to questions, Ms. Taylor-Harrison advised that the Project received Trillium Foundation funding in April of last year and must complete an evaluation by the end of March 2005 to be submitted with their grant application to the Foundation. Councillor C. Weylie suggested that this matter be deferred to Budget Day so that information can be provided regarding the Project's 2005 estimated operating budget. Councillor M. Galloway also requested that information be provided regarding a cost estimate of in-kind services provided by the City. On motion by Councillor C. Weylie - it was resolved: "That the request of the 'Downtown East: Ya Gotta Luv It' Project (Year 2) for a $25,000. Community Development Infrastructure grant in 2005, be deferred and referred to the January 31, 2005 Council Budget Day meeting, to allow additional information to be provided, including the project 2005 estimated operating budget and a cost estimate of in- kind services provided by the City; and further, That should the request of the 'Downtown East: Ya Gotta Luv It' Project be favourably considered, final grant approval be subject to a report back to Council as to the outcome of the Ontario Trillium Foundation Grant Program evaluation by the end of March 2005." 2. CSD-05-006 - 2005 MINOR SPORTS ANNUAL OPERATING GRANTS The Committee was in receipt of Community Services Department report CSD-05-006, dated January 4, 2005 concerning the allocation of the 2005 Annual Minor Sport grants, in the amount of $649,007., representing a 2% increase from the 2004 budget. Mr. R. Cyr advised that funding disbursements decisions were based on the City's Minor Sport Affiliation Policy. He outlined that staff made conditional recommendations based upon not receiving a completed application form or the organization not meeting the requirements of the Affiliation Policy. The following sports groups received conditional recommendations: Tsuruoka Kai Karate, K-W Youth Basketball, K-W Youth Hockey, South-Western Ontario (SWO) Ball Hockey, Kitchener Youth Soccer, and KW Track and Field. Further, staff recommended funding greater than the 2% increase to the following groups: · Excelsior Fencing: a change of facilities to accommodate a growth in participation numbers from 69 participants to 99 participants has caused this group to incur greater rental costs; · KW Rowing Club: this group has incurred an increase in their operating costs relating to their financial investment in a permanent facility; Discretionary Grant: increase to this account will allow staff to support the increasing number of clubs requesting assistance with strategic plan development, incorporation and various funding needs. COMMUNITY SERVICES COMMITTEE MINUTES JANUARY 107 2005 -3- CITY OF KITCHENER CSD-05-006 - 2005 MINOR SPORTS ANNUAL OPERATING GRANTS (CONT'D) Mr. Cyr advised that all listed groups have provided the City with a financial statement, except as outlined in report CSD-05-006 and the current balance of the discretionary account is $11,000. Mr. F. Pizzuto added that those groups that have not met the criteria may be allocated funds from the discretionary account on the City receiving the required information. Mr. M. Hildebrand also advised that if a group fails to provide the City with the required information their grant allocation can be withheld. Mr. Clayt Brown, President, and Mr. Phil Kaufman, Vice-President, South-Western Ontario (SWO) Ball Hockey attended to request an increase to their group's 2005 grant to $11,000. from $4,000. Mr. Kaufman advised that the organization has approximately 500 participants, of which 60% are from Kitchener. Mr. Kaufman stated that the success of last season so impressed the Ontario Ball Hockey Governing Committee they made Kitchener the host for the 2005 Minor Provincial Championships, estimated to bring 1,700 participants and their families to the area. As a result of the program's success, 1,000 children are estimated to enrol in the 2005 season and the grant requested is in line with the membership estimate. In response to questions, Mr. Kaufman advised that in 2004 the City of Waterloo provided a $5,000. grant and a 45% discount rental rate for rink facilities. The group is requesting the City of Waterloo provide a 2005 grant of $8,000. Mr. Brown advised that if the group is unable to receive an increase in the grant amount, they will have to place a cap on the number of participants. Mr. Kaufman advised that the group is working toward fulfilling affiliation criteria and Mr. R. Cyr pointed out that the group lacks a written constitution. Mr. M. Hildebrand added that should the group meet affiliation criteria, staff would require opportunity to investigate growth trends for the sport prior to making a decision as to an appropriate grant amount to recommend for this group. The Committee directed staff to work with SWO Ball Hockey to meet the Affiliation criteria and it was noted that if successful in doing so, funds could be allocated to the group from the discretionary account. On motion by Mayor C. Zehr - it was resolved: "That the 2005 Annual Minor Sport Grants, as outlined in Community Services Department report CSD-05-006, be approved to the respective Minor Sports groups in the amount of $649,007., representing a 2% increase over the 2004 budget." CSD-05-003 - ESTABLISHMENT OF AN EVENTS KITCHENER ADVISORY COMMITTEE - DRAFT TERMS OF REFERENCE The Committee was in receipt of Community Services Department report CSD-05-003, dated December 20, 2004 concerning the establishment of an 'Events Kitchener Advisory Committee' to increase and improve downtown special events and proposed centralization of the City's Events Portfolio. Mr. D. Chapman advised that staff have been investigating opportunities to increase downtown event activity and have considered branding the Special Events Portfolio 'Events Kitchener' and a means to create capacity through more community involvement. 2 models were considered to increase community involvement. The first was an independent corporation model; however, the City's Legal staff advised the Municipal Act would not allow an independent corporation to be established without the enactment of special legislation. Considering that this is a lengthy and complicated process, staff is not recommending this approach. Under the second model, staff are considering establishment of an 'Events Kitchener Advisory Committee'; however after discussing this issue further, Mr. Chapman advised that staff is requesting to amend the recommendation in the staff report to approve centralization of the event portfolio and refer establishment of an 'Events Kitchener Advisory Committee' back to staff for corporate review. Councillor B. Vrbanovic pointed out that under the Shared Agenda, a full review of the Special Events Unit was to be undertaken to determine service delivery improvements and how it would COMMUNITY SERVICES COMMITTEE MINUTES JANUARY 107 2005 -4- CITY OF KITCHENER CSD-05-003 - ESTABLISHMENT OF AN EVENTS KITCHENER ADVISORY COMMITTEE - DRAFT TERMS OF REFERENCE (CONT'D) fit within the corporate structure. He expressed opposition to consideration of issues related to service delivery in light of the fact that the report does not provide enough detailed information to make an informed decision. Concerning the independent corporation model, he suggested that taking this route should not be discounted as the City has in the past been through the process of obtaining special legislation from the Province. He agreed that the concept of centralization, as proposed by the KDBA, is good and should be proceeded with at this time; however, he asked that all issues pertaining to delivery of service for the events unit be referred to the next Shared Agenda meeting. Mr. F. Pizzuto stated that staff looked upon this report as implementing an interim work plan for 2005 and intend to have broader discussion regarding the service delivery model. At the request of Councillor J. Gazzola, Mr. D. Chapman provided clarification regarding the concept of centralization, noting that it is intended the City's Special Events unit will assume the lead role for all downtown events and the KDBA will continue to provide funding support in the form of annual sponsorship grants. Councillor J. Gazzola voiced similar concerns that it is premature to deal with this matter as not enough information has been provided. In response to Councillor M. Galloway, Ms. C. Ladd advised that the report had not been considered by the Corporate Management Team and in view of the concerns raised, suggested that the entire matter be referred back to staff for further consideration. Mayor C. Zehr suggested that consideration be given to approving the concept of centralization as proposed by the KDBA, in principle, to give indication of the City's interest in pursuing such an arrangement. Following further discussion, it was agreed that the concept of centralization of events be approved, in principle, and all remaining issues regarding development of a service delivery model for the Special Events Unit be referred to the next Shared Agenda meeting. On motion by Councillor B. Vrbanovic - it was resolved: "That the proposal to centralize the City's Events Portfolio, as requested by the Kitchener Downtown Business Association and as outlined in Community Services Department report CSD-05-003, be approved, in principle; and further, That all remaining aspects of development of a delivery model for the City's Special Events Unit, be deferred and referred to the February 14, 2005 Shared Agenda meeting." CSD-05-007 - FAMILY MEMBER LIMITS TO AQUATIC SWIM PASSES AND ADMISSION FEES The Committee was in receipt of Community Services Department report CSD-05-007, dated January 3, 2005 concerning the allowable number of family members to be covered by the Aquatic Family Swim Pass and the applicable admission fees. In 2004, a limit was approved and implemented, to cap the number of individuals eligible for the family rate for aquatics programs. A maximum of 4 individuals, 2 adults and 2 children, or one adult and 3 children, were eligible for a family rate. Any child over the family limit was charged a discounted fee of 50% off the regular admission fee or 45% off regular summer swim pass fees. Councillor J. Gazzola expressed the opinion that the entire family unit should be eligible to use the City's Aquatic Swim Passes. A discussion ensued regarding what constitutes a family unit and the Committee agreed that it is important those families larger than 4 persons be able to take advantage of the City's family rate. On motion by Councillor J. Gazzola - it was resolved: "That the family member limit of four (4), be removed from the City's Aquatic Family Swim Passes and Admissions." COMMUNITY SERVICES COMMITTEE MINUTES JANUARY 107 2005 -5- CITY OF KITCHENER VERBAL UPDATE - SNOW STORM (DECEMBER 22-23, 2004) - KITCHENER'S RESPONSE Mr. K. Currier provided a verbal update with respect to a significant snow storm event which occurred over a two day period from December 22-23, 2004. He advised that this was a 'Full Plow Event'; meaning the City deployed all of its snow removal resources. The snow began to fall on the evening of December 22, until 4 a.m. December 23; with a snowfall accumulation of 25-30 centimeters. A typical 'Full Plow Event' is 8-10 centimeters and an attempt is made to clear all streets within 18-20 hours after the event has stopped. In this instance, within 29 hours of the end of the event, 90% of the roads in the City were cleared. Staff worked in 14 hour shifts and had to be relieved for the mandatory legislated 8 hour rest period. The City's Operations Department received 820 calls from concerned residents. The total cost of this snow storm event was $255,000., which represents 7% of the City's annual snow fall budget. Mr. Currier advised that the following was learned from this event: · the City lacks spare equipment to cope with breakdowns during an event of this magnitude; · legislated work hours creates a challenge that continues to be monitored and addressed through shift scheduling; · several bus routes in new development areas were incorrectly mapped and did not receive the priority attention they should have; this has since been corrected; · parked cars continued to be a problem and must be addressed through stringent enforcement of the City's "No Overnight" Parking By-law. Members of the Committee voiced concerns regarding the number of residents who contacted them to advise they were unable to get through to the City's Operations Department. Mr. Currier advised the department had 6 staff responding to calls which is adequate under normal circumstances; however, this event was twice the amount of snow usually received. Staff were directed to investigate and report back as to the following: · post road conditions and snow plow schedule on the City's website; · installation of a device that can route calls through an automated message service where people have the option of leaving a message; · installation of automated road signs advising residents of the City's snow plow schedule; · modify the City's standards of snow removal so that all streets are cleared once before re- plowing main arterial roads; · develop a contingency plan to address equipment malfunctions; · investigate the possibility of subcontracting the clearing of narrow roads to companies with specialized equipment. ADJOURNMENT On motion, the meeting adjourned at 6:18 p.m. Colin Goodeve Committee Administrator