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HomeMy WebLinkAboutCommunity Svcs - 2001-04-09COMMUNITY SERVICES COMMITTEE MINUTES APRIL 9, 2001 CITY OF KiTCHENER The Community Services Committee met this date, chaired by Councillor G. Lorentz, commencing at 2:10 p.m., with the following members present: Councillors M. Galloway, J. Smola, B. Vrbanovic, C. Weylie and J. Ziegler. Mayor C. Zehr was in attendance for part of the meeting. Others Present: Ms. S. Adams, Ms. R. Pitfield, Ms. J. Hutchison, Ms. D. Gilchrist and Messrs. R. Pritchard, F. Pizzuto, D. Daly, J. Nelson, K. Baulk and N. Kuntz. CSD-01-050 - ACCEPTANCE OF CiViC CENTRE NEiGHBOURHOOD CONTRIBUTION FOR FLAG POLE IN HIBNER PARK The Committee was in receipt of Community Services Department report CDS-01-050, dated March 26, 2001, advising of the contribution made by the Civic Centre Neighbourhood Association towards the cost of installation of a flag pole in Hibner Park. The report also briefly reviewed the history of the park and this millennium project. Ms. Donna Kuehl, of the Civic Centre Neighbourhood Association was in attendance to thank staff for the support received for this project and advised of the origin of the project. She noted that there was a great deal of fundraising done and a great deal of support from the community. She had also advised the Committee that there will be a dedication ceremony held on Monday, May 21,2001, at Hibner Park, commencing at approximately 7:00 p.m. On motion by Councillor J. Smola - it was resolved: "That Council accept and thank the Civic Centre Neighbourhood Association for their donation of $500. toward the installation of a flag pole in Hibner Park." CSD-01-049 - REVISED OPERATING AGREEMENT - THE BOATHOUSE TEA ROOM, VICTORIA PARK Mr. Daly introduced the staff report noting that it is the result of discussions between Mr. Teppo and staff from the Community Services, Finance and Legal Departments. Mr. Mike Teppo appeared as a delegation to review the changes to the agreement which he has requested. He advised that he has found that the agreement is not appropriate for this type of operation, and also noted that he has incurred costs in renovating part of the boathouse to make it suitable for the restaurant operation. He then introduced Mr. Paul Parks, seated in the audience, who has assisted him in establishing and operating the Boathouse Tea Room, and asked that Mr. Parks be party to the agreement. With respect to his financial obligations under the current agreement, Mr. Teppo stated that payment to the City of 15% of gross sales is not appropriate for a full scale restaurant, and the revised agreement would require a fixed rental rate plus 5% of sales over $20,000. and 10% of sales over $30,000. He then spoke of his debt to the City of Kitchener in the amount of approximately $17,000. and requested that part of it be forgiven. Councillor M. Galloway noted that the Committee had not been provided with the business' complete financial statements for the previous year. Mr. Daly advised that most of the financial information is available and could be circulated. Councillor Galloway questioned the exact expenses and Mr. Daly advised that the cost of occupancy is $3,842. Mayor C. Zehr entered the meeting at this time. Councillor C. Weylie moved the recommendation in the staff report and praised Mr. Teppo's operation of the Boathouse Tea Room. On motion by Councillor C. Weylie - it was resolved: "That the Mayor and Clerk be authorized to execute a revised agreement with Mike Teppo and Paul Parks to include operation of the Boathouse Tea Room, as well as concession rights, in Victoria Park, in a form satisfactory to the City Solicitor." 2. CSD-01-049 - REVISED OPERATING AGREEMENT COMMUNITY SERVICES COMMITTEE MINUTES APRIL 9, 2001 - 27 - CITY OF KITCHENER - THE BOATHOUSE TEA ROO._M., VICTORIA PARK (CONT'D) The Committee then discussed Mr. Teppo's request for a reduction in his debt to the City of Kitchener. Councillor Lorentz suggested that copies of the financial statements could be circulated prior to the April 23rd Council meeting. Councillor J. Ziegler pointed out that the revised agreement is moving towards a minimum monthly payment. He recommended that staff analyze the financial statements and be given authority to reduce the debt to as Iow as $3,842. On motion by Councillor J. Ziegler - it was resolved: "That authority be given to staff to reduce the amount of the debt owed to the City of Kitchener, as of December, 2000, by Mike Teppo, relative to his operation of the Boathouse Tea Room at Victoria Park; subject to staff's analysis of complete financial statements." CSD-01-053 - INTERNATIONAL YEAR OF VOLUNTEERS 2001 AND - COMMUNITY WIDE INTERNATIONAL YEAR OF VOLUNTEERS COMMITTEE The Committee was in receipt of Community Services Department report CSD-01-053, dated March 30, 2001, outlining the initiatives being taken by the City of Kitchener on its own and as a partner on the Community Wide International Year of Volunteers Committee, to achieve the five Canadian strategic objectives for International Year of Volunteers. Ms. Hutchison, with the aid of a powerpoint presentation reviewed the contents of the report, noting the benefits of volunteers provide and advising that 7,000 volunteers work through the Community Services Department. Ms. B. Loveday advised of the workshop hosted by the Volunteer Action Centre, the inception of the City Wide International Year of Volunteers Committee and the major events being sponsored by the Committee, in celebration of volunteers. Ms. Hutchison then reviewed in detail the 5 Canadian strategic objectives for International Year of Volunteers, being: 2. 3. 4. 5. celebrate volunteerism, promote volunteering for all, expand the definition of volunteerism, improve voluntary organization infrastructure, develop the voluntary sector knowledge base. A video prepared for International Year of the Volunteer was then shown. Ms. Hutchison then reviewed the three recommendations contained in the staff report. Mayor Zehr remarked on how valuable volunteers are to this community. In particular, he stated that, from his experience, the City of Kitchener seems to have a larger volunteer base than other communities in Canada. He offered his thanks to staff and the City's many volunteers. On motion by Mayor C. Zehr - it was resolved: "That the City of Kitchener continue to support the International Year of Volunteers initiatives; and, That the City officially recognize the collaborative work of the Community Wide International Year of Volunteers Committee; and further, That the City adopt the following four national values on a Municipal level as a means of celebrating International Year of Volunteers, and to guide future planning and program implementation: CSD-01-053 - INTERNATIONAL YEAR OF VOLUNTEERS 2001 AND - COMMUNITY WIDE INTERNATIONAL YEAR OF VOLUNTEERS COMMITTEE COMMUNITY SERVICES COMMITTEE MINUTES APRIL 9, 2001 - 28 - CITY OF KITCHENER (CONT'D) Value #1 Value #2 Value #3 Value #4 Volunteerism is a fundamental value in a civil society. Volunteerism benefits both volunteers and the causes they embrace. Dynamic growth in volunteerism is dependent on good volunteer program management. Knowledge development is an important element of growing volunteerism." CSD-01-054 - GRANT REQUEST - DOWNTOWN MURAL TO COMMEMORATE INTERNATIONAL YEAR OF VOLUNTEERS The Committee was in receipt of Community Services Department report CSD-01-054, dated March 30, 2001, recommending a one time grant of $5,000 towards the cost of the creation and installation of a mural in Downtown Kitchener commemorating International Year of Volunteers. Ms. Margaret Bauer-Hoel of the Volunteer Action Centre appeared as a delegation representing the application of the City Wide International Year of Volunteers Committee for a grant of $5,000. to assist with the cost of creating and installing a mural in downtown Kitchener, as a legacy to commemorate volunteers. Ms. Bauer-Hoel advised that one of the main objectives is to promote volunteering. The proposed mural will be about volunteers and will be painted by volunteers. She noted that the project budget is attached to the report, pointing out the contributions of the KDBA and Rockway Seniors Bazaar Committee. Ms. Bauer-Hoel also advised that they have approached the Rotary Clubs for a contribution. When questioned by Councillor C. Weylie, Ms. Bauer-Hoel advised that the location for the mural has not been chosen, and the KDBA is helping secure the site. Following comments from Mayor C. Zehr, Ms. Bauer-Hoel advised that they may not have to approach the Region of Waterloo for a contribution if the Rotary Clubs agree to provide some funding towards the project. On motion by Councillor M. Galloway - it was resolved: "That a grant of $5,000. be approved for the Community Wide International Year of Volunteers Committee, to assist with the cost of creating and installing a mural in downtown Kitchener to commemorate the International Year of Volunteers." KFD-01-002 - BY-LAW AMENDMENTS TO CITY OF KITCHENER EMERGENCY PLAN The Committee was in receipt of Fire Department report KFD-01-002, dated April 4, 2001, outlining proposed revisions to the City of Kitchener Emergency Plan. Attached to the report is a copy of the draft by-law. Mr. N. Kuntz was in attendance to present the report and explain the changes proposed in the by-law as a result of changing jurisdictions for various services and changes in City personnel. In response to questions from Mayor Zehr, Mr. Kuntz advised that emergency plan training exercises will take place in the near future, and one of the exercises will be to work with Regional Social Services to open an emergency evacuation centre. He advised that this exercise will take place later this year. On motion by Mayor C. Zehr - it was resolved: "That Council adopt a by-law, in the form as attached to staff report KFD-01-002, to further amend By-law 93-200, The City of Kitchener Emergency Plan." CSD-01-052 - AUTHORITY TO EXECUTE AND LETTER OF UNDERSTANDING - USE OF VICTORIA PARK PAVILLION OFFICE BY COMMUNITY COMMUNITY SERVICES COMMITTEE MINUTES APRIL 9, 2001 - 29 - CITY OF KITCHENER ORGANIZATIONS The Committee was in receipt of Community Services Department report CSD-01-052, dated March 28, 2001, recommending the use of 'A Letter of Understanding' for those groups currently using office space in the Victoria Park Pavillion and any other groups who may wish to use space in the Pavillion in the future. When questioned by Mayor C. Zehr, Mr. Pizzuto advised that there is not much unused space left in the Pavillion at this time, and the only space that was available is as a result of some of the City staff moving out of the Pavillion. On motion by Councillor C. Weylie - it was resolved: "That the General Manager of Community Services; the Manager of Administrative Services, Community Services Department; or one of their alternates be authorized to execute the 'Use of Victoria Park Pavilion (V.P.P.) Offices - Letter of Understanding', in the form as attached to staff report CSD-01-052, for those groups currently using office space in the Victoria Park Pavilion, and any groups that may use office space there in the future." CSD-01-051 - RECOGNITION OF TREE PLANTING GRANT - KITCHENER-WILMOT HYDRO INC. The Committee was in receipt of Community Services Department report CSD-01-051, dated March 29, 2001, recommending that the City recognize and thank Kitchener-Wilmot Hydro Inc. for their 2001 grant of $25,000 to be used for tree planting in the City of Kitchener, and their accumulative financial contributions, since 1990, of $300,000 for tree planting and naturalization programs in the City of Kitchener. Mr. D. Daly introduced the report advising that Mr. R. Charie of Kitchener-Wilmot Hydro Inc. was not able to attend the meeting this date. Mr. Daly advised that it is often necessary for Hydro to remove and prune trees. Approximately 11 years ago Kitchener-Wilmot Hydro began to contribute funds each year to the City of Kitchener for reforestation. He noted that it has allowed the City of Kitchener to plant more trees than it normally would without this contribution. On motion by Councillor C. Weylie - it was resolved: "That the City of Kitchener thank Kitchener-Wilmot Hydro Inc. for the 2001 grant of $25,000. to be used for tree planting in Kitchener; and further, That Council acknowledge Kitchener-Wilmot Hydro Inc. for the 11 years of financial contributions which, since 1990, have totalled $300,000. worth of tree planting and naturalization programs in Kitchener." CSD-01-048 - CEMETERY SALES & MARKETING PLAN - STAFFING RE: CEMETERY SERVICES ASSOCIATE POSITION The Committee was in receipt of Community Services Department report CSD-01-048, dated March 27, 2001, with respect to a new Cemetery Sales and Marketing Plan and a request to hire a Cemetery Services Associate. Committee members had been provided with a copy of a document titled "Cemeteries Unit Sales and Marketing Plan April 2001" Mr. K. Baulk advised that staff are requesting approval to implement the Cemeteries Unit Sales and Marketing Plan, copies of the revised plan had been distributed to members of the Committee. With the aid of a powerpoint presentation, Mr. Baulk then reviewed the plan. He advised that the contract for the Sales Associate position expired and, as part of the Galloway report, a new Cemetery Services Associate position has been included in the Department's full-time complement, that has not yet been filled. Mr. Baulk then reviewed the five key initiatives in 6SD-01-048 - CEMETERY SALES & MARKETING PLAN COMMUNITY SERVICES COMMITTEE MINUTES APRIL 9, 2001 - 30 - CITY OF KITCHENER the plan, following which he answered questions from Committee members. On motion by Councillor C. Weylie - it was resolved: "That the 'Cemeteries Sales and Marketing Plan', dated April, 2001 be approved; and further, That a Cemetery Services Associate be hired to implement the plan." 9. EARTH DAY PRESENTATION Mr. T. Boutilier gave a powerpoint presentation to inform the Committee of the Earth Week events to take place from April 17-28, 2001. He reviewed the objectives for Earth Week 2001: that the events be community based; there will be citizen involvement; meaningful environmental contributions; and a City-Region partnership be created. Mr. Boutilier advised that the activities fall into four categories: community naturalization projects; Kitchener clean-up campaign; information sharing and environmental tours. He then reviewed the events to take place in each category. Mr. Boutilier thanked all those who contributed to these Earth Week events, noting Mr. R. Kuppa for all the effort he put into ordering the planting material. Councillor B. Vrbanovic commended all the staff involved in the preparation of these events. 10. ADJOURNMENT On motion the meeting adjourned at 3:28 p.m. Dianne H. Gilchrist Committee Administrator