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HomeMy WebLinkAboutComm Svcs - 2005-04-18 COMMUNITY SERVICES COMMITTEE MINUTES APRI L 18 2005 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:57 p.m. Present: Councillor G. Lorentz - Chair Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, C. Weylie and M. Galloway. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services & City Treasurer G. Stewart, General Manager of Development & Technical Services K. Currier, Interim General Manager of Community Services K. Baulk, Director of Enterprises R. Pitfield, Director of Communications & Marketing M. Hildebrand, Director of Aquatics & Athletics S. Adams, Director of Community and Corporate Planning H. Gross, Director of Project Administration & Economic Investment C. Sadeler, Acting Director of Community Programs & Services M. Petricevic, Manager of Projects & Energy Management M. Schuster, Urban Investment Advisor E. Harris, Arts & Culture Coordinator C. Goodeve, Committee Administrator 1. CSO-05-001 - VICTORIA HILLS COMMUNITY CENTRE EXPANSION BUSINESS CASE The Committee was in receipt of Community Services Department report CSD-05-001, dated April 8, 2005 and attached Business Case, dated April 18, 2005 for the proposed Victoria Hills Community Centre Expansion. Ms. M. Schuster presented various aspects of the Business Case in support of the proposed expansion of the Victoria Hills Community Centre (VHCC). Ms. Schuster advised that the draft Leisure Facilities Master Plan (LFMP), received by Council in January 2005, recommends that a business case be prepared for all capital leisure facility proposals over $250,000. She stated that the VHCC is currently being fully utilized offering a wide range of neighbourhood level leisure services, including over 70 programs to more than 55,000 participants. However, the community profile and demand for multi-purpose activities exceeds the available space at VHCC. Ms. Schuster advised that the result of the current situation includes: individuals who are turned away and put on waiting lists for programs; new or expanded programs and partnerships are not possible with current space; demographics that show a high-density, rich cultural mix, low income, single parent community, which are the key participant groups in need of local level community centre programming; a critical lack of alternative program space. Ms. M. Schuster commented that in 2000 the Monteith 'Community Centre's Feasibility Study' proposed expansion of the VHCC by adding a 3,000 sq. ft. multi-purpose room. She advised that in June of 2000, through focus groups and surveys, it was determined that 3000 sq. ft. was insufficient. Ms. Schuster advised that in order to meet the communities needs, it is being proposed that the VHCC be expanded by 8,100 sq. ft., increasing the Centre to approximately 15,817 sq. ft. The Committee was advised that the capital cost for the proposed project, in 2006 dollars, is $2,366,000 of which $2,332,000. is currently available in the 2005/2006 Capital Budget. In addition, the operating budget of the Centre for both additional staffing and facilities management will increase from $268,071. in 2005 to $300,698. in 2006 and annualized to $378,824. in 2007. Ms. Schuster advised that should the proposed expansion project be approved, it could be scheduled to proceed with the architect hiring process this spring, finalizing the design drawings by the fall of 2005, tender calls and construction scheduled for spring/summer of 2006 and completion in December 2006. Ms. Rhonda Webber, Volunteer/Contract Instructor, VHNA, introduced members of the Victoria Hills Community who were in attendance in support of this project and advised that she was asked to speak on their behalf. Ms. Webber stated that the Victoria Hills Community has had to overcome unique challenges with respect to the limited space available at the COMMUNITY SERVICES COMMITTEE MINUTES APRI L 18 2005 - 39- CITY OF KITCHENER 1. CSD-05-001 - VICTORIA HILLS COMMUNITY CENTRE EXPANSION BUSINESS CASE lCONT'D) current VHCC. The existence of an accommodating Centre aids in building a sense of community and services offered at the facility are essential and important programs that need to be expanded. Ms. Webber commented that it is unfortunate that due to the current lack of space not everyone in the community is being adequately served. Councillor C. Weylie thanked staff and the members of the community for their remarkable work and support for this project. She advised that the VHCC enjoys tremendous neighbourhood support and participation and the expansion will allow the Centre's staff and volunteers to provide more programs to the community. Mayor C. Zehr questioned whether the budget estimates outlined in the business case represent the total costs for this project and was advised that although staff have improved the means of estimating total project costs the actual figures may change due to unforeseen circumstances. Mr. M. Petricevic advised that staff has refined the process of developing budget estimates, an example being the Stanley Park project, which is nearly 60% complete and is on target to meet the initial cost estimates. Mayor Zehr further commented that the $2,000. being contributed by the VHNA represents a significant contribution and they should be commended for it. In response to questions, Mr. M. Petricevic advised that staff has not decided on whether to use the cost construction model or the lump sum model and will base their decision on which model the project team feels most comfortable with. Councillor B. Vrbanovic requested that when this project is complete, staff conduct an examination based upon the experience of this project to determine which model to be used in the future. Ms. P. Houston suggested that given the small amount between the requested $2,366,000. and the available budget of $2,332,000 that the second clause of the staff recommendation be removed. She explained that staff will endeavour to work within the existing budget amount. Councillor C. Weylie requested that staff attempt to complete this project prior to the scheduled date of December 2006. The following motion was Carried on a recorded vote, with Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, C. Weylie, G. Lorentz and M. Galloway all voting in favour. Councillor J. Gazzola was absent this date and accordingly, did not vote. On motion by Councillor C. Weylie- it was resolved: "That the Victoria Hills Community Centre Expansion Business Case, dated April 18, 2005, attached to Community Services Department report CSD-05-001, be approved; and further, That the increase of additional operating dollars for the expansion of the Victoria Hills Community Centre (staffing, operating and facilities management) from $268,031. in 2005 to $300,698. in 2006 and an annualized amount of $378,824. in 2007, be approved. " 2. CSD-05-052 - DRAFT CUL TUREPLAN II The Committee was in receipt of Community Services Department report CSD-05-052, dated April 8, 2005 and draft CulturePlan II, recommending the philosophical foundations for the future development of arts and culture in Kitchener. Ms. E. Harris presented the draft CulturePlan II on behalf of the CulturePlan II Steering Committee, the creation of which was 'designed by residents for residents' with strong support from the Citizen's Steering Committee and City staff. She stated that this plan comprises significant citizen input, resulting in 58 recommendations for continued development of arts and culture within the municipality. COMMUNITY SERVICES COMMITTEE MINUTES APRI L 18 2005 - 40- CITY OF KITCHENER 2. CSD-05-052 - DRAFT CUL TUREPLAN II lCONT'D) Mr. Martin de Groot, Chair, CulturePlan II Steering Committee, advised that in 1996, CulturePlan I was created out of public input, City staff direction, and consultation from Cultural Planner, Donna Cardinal. He advised that CulturePlan I is known across Canada and crystallized the direction of the arts community through a set of 23 recommendations, over half of which have been successfully completed. Mr. de Groot stated that CulturePlan II builds on the strong foundation of the first Plan, by maintaining the commitment to provide an actionable, collaborative strategy for City-wide cultural development. He noted that the scope of CulturePlan II encompassed community diversity not reflected in the first plan. Mr. de Groot advised that the draft Plan has been circulating for public comment and amendments based on this input will be incorporated into the draft. He added that another public input session is scheduled for May 24, 2005, with presentation of the completed Culture Plan II to the Community Services Committee to follow on June 27, 2005. Ms. E. Harris reviewed the recommendations and budget proposed for CulturePlan II, advising that it represents a model for positioning culture in terms of maximum benefit to the community through economic development, community development and programming. She stated that the budget is divided into 3 sections: Vision 2010 implementation of recommendations; ongoing funding; and potential capital costs. She advised that total funding estimates were only available for the Vision 2010 implementation, which proposes incremental increases of 1.5% the first year to 4% by year 5; with a total cumulative cost for all 5 years being $474,655. Ms. Harris stated that the cost for this plan is modest but the benefits are significant. She advised that the implementation process will be a collaborative effort involving City staff, residents and various organizations. In response to questions, Mr. M. de Groot advised that the first Plan did not recognize that Kitchener is a community within a community while the new Plan has been revised with this in mind and has been received positively by other local area municipalities. Ms. E. Harris advised that the goal of CulturePlan II is to heighten the economic and community development benefits of cultural programming in the City. She added that an exciting cultural life is vital for companies to attract or retain workers and cultural facilities and programs in the downtown are also a major draw for visitors to the Region. Mr. de Groot advised that the Steering Committee wanted the design process to be inclusive and provided examples of involvement from the multi-cultural community. With regard to the development of a Regional Arts Centre, he suggested that the City needs to respond to the initiatives that come from the community and from addressing those initiatives hopefully other area municipalities will participate. Mr. de Groot stated that staff from local post-secondary schools are members of the Steering Committee and Universities/Colleges are an important driving force for cultural development in the community. Councillor B. Vrbanovic proposed that the second part of the staff recommendation be amended to direct staff to report back to the Committee at its' regular meeting on June 13, 2005 or alternatively, at a special Community Services Committee meeting on June 20, 2005; with any recommendations coming out of either meeting to go to Council in the evening of June 20, 2005. He added that he supports the draft CulturePlan II and its' role to emphasize arts and culture in the City. Councillor G. Lorentz commented that the document has tremendous potential to build on the City's previous arts and cultural successes. On motion by Councillor B. Vrbanovic - it was resolved: "That the philosophical foundation of CulturePlan II, as outlined in Community Services Department report CSD-05-052, be endorsed; and further, That staff endeavour to provide a report and recommendations based upon the results of the public consultations with respect to CulturePlan II at the Community Services Committee meeting on June 13, 2005, or alternatively at a Special Community Services Committee meeting on June 20,2005." APRI L 18 2005 COMMUNITY SERVICES COMMITTEE MINUTES - 41 - CITY OF KITCHENER 3. ADJOURNMENT On motion, this meeting adjourned at 5:12 p.m. Colin Goodeve Committee Administrator