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HomeMy WebLinkAboutComm Svcs - 2005-05-02 COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:05 p.m. Present: Councillor G. Lorentz - Chair Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, C. Weylie, J. Gazzola and M. Galloway. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services & City Treasurer 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 J. Willmer, Director of Planning C. Sadeler, Acting Director of Community Programs & Services L. Eckel-Braun, Manager of Cemeteries R. Willms, Supervisor of Administration D. Chapman, Facilitator of Special Events E. Harris, Arts & Culture Coordinator C. Goodeve, Committee Administrator 1. CSD-05-054 - ARTS AND CULTURE ADVISORY COMMITTEE - MEMBER RESIGNATION AND COMMITTEE APPOINTMENT The Committee was in receipt of Community Services Department report CSD-05-054, dated April 22, 2005 concerning the appointment of Sheila McMath to the Arts and Culture Advisory Committee (ACAC). On motion by Councillor B. Vrbanovic - it was resolved: "That Sheila McMath be appointed to the Arts and Culture Advisory Committee (ACAC), to fill the vacancy created by the resignation of Virginia Eichhorn." 2. CSD-05-061 - EXEMPTION TO CHAPTER 210 (FACILITY - CEMETERIES - MUNICIPAL) OF THE MUNICIPAL CODE - MONUMENT AT WILLIAMSBURG CEMETERY The Committee was in receipt of Community Services Department report CSD-05-061, dated April 26, 2005 concerning a monument at Williamsburg Cemetery that is in contravention to Chapter 21 0 (Facility - Cemeteries - Municipal) of Kitchener's Municipal Code. Ms. L. Eckel-Braun advised that typically monuments in non-compliance pertain primarily to out-of-town monument dealers who are not familiar with the City's By-laws. She added that when a lot is purchased, the purchaser is given a copy of the By-law; however, typically a significant amount of time elapses between when a lot is purchased and monument erection. She stated that at present, monument dealers are required to supply the City with a diagram outlining the height and general plan for a monument. However, these are not detailed and specifics are not typically included; which was the case in this instance. At the request of Mayor C. Zehr, Ms. Eckel-Braun agreed to investigate the possibility of modifying staff's process to have finalized detailed diagrams submitted prior to monument erection to be approved by staff. On motion by Councillor B. Vrbanovic - it was resolved: "That the monument located in Section E, Lot 91, at Williamsburg Cemetery remain in the cemetery and be exempt from the provisions of Section 11.13 of Chapter 210 (Facility - Cemeteries - Municipal) of the Municipal Code." COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 43- CITY OF KITCHENER 3. CSD-05-060 - GRANT REQUEST - DOWNTOWN EAST: 'YA GOTTA LUV IT' PROJECT (YEAR 2) The Committee was in receipt of Community Services Department report CSD-05-060, dated April 22, 2005 regarding a $25,000. Community Development Infrastructure Program (CDIP) Grant request from the 'Downtown East, Ya' Gatta Luv It' Project. Ms. C. Sadaler advised that staff are recommending that this grant request be denied on the grounds that the application does not meet the criteria set out for a CD I P grant. She stated that the grant criteria stipulates that these grants are intended as one time "seed money" to create infrastructure to enhance community development goals and that the maximum allotment not exceed $15,000. She advised that extenuating circumstances surrounding this group's 2004 grant request allowed them to receive a one time grant of $30,000.00. Ms. Sally Gunz, "Downtown East: 'Ya Gatta Luv It' Project", advised that staff has identified a dilemma of where the project funding should come from and not that the project is unworthy of funding. She stated that the original funding was for one year and the group was of the understanding they could re-apply for additional funding in subsequent years. Ms. Gunz added that the intent of the grant is to augment the efforts of their volunteers and others working to sustain these downtown neighbourhoods. Ms. Gunz reviewed sections from the Interim Planning By-law and Development and Technical Services Department report DTS-05-047 entitled "Cedar Hills Land Use and Social Environmental Study, Staff Recommendations for Future Action". Drawing from these sources, Ms. Gunz advised that the challenges facing the Downtown East communities far exceed those of other areas of the City. Further, community mobilization alone cannot solve these neighbourhoods' problems and assistance from the City is required to prevent any further neighbourhood degradation. In response to questions, Ms. S. Gunz advised that for 2005 her group will continue to implement the programs outlined in the Project's Strategic Plan. She stated that Regional Police provide extensive in-kind services and the group does not receive any funding from the Region of Waterloo; however, City staff have advised that they would provide assistance in trying to secure Regional funding. Ms. Gunz advised that the Ontario Trillium Foundation (OTF) application was submitted prior to receiving a final funding decision from the City and at that time, the project had anticipated future funding. Ms. Gunz commented that if the grant is not approved, they would have to reduce the services they provide and it would take them substantially longer to reach their goals. Referring to the proposed budget attached to the staff report, Ms. Gunz stated that the accounting cost of $2,200. was considered to be high, but it is was the fee charged for professional accounting services. She advised that their finances are held by an incorporated community group and accordingly, they had a responsibility to ensure that their accounting was done correctly. Ms. Gunz added that the honorariums were paid to persons who worked on the development of the Strategic Plan who went above and beyond their job specifications. Ms. Gunz advised that they should be able to accomplish the priorities on the Strategic Plan with a grant of $15,000.; however, if they received funding below that they would need to cut programs. Ms. Gunz stated that there was some confusion over whether the grant they originally received from the City was to be a one time only grant and she inquired if there was another fund available as it was their expectation to come before the Committee in subsequent years to request additional funding. She added that as a result of their expectation to come back before the Committee alternative fundraising endeavours were not pursued. Councillor M. Galloway inquired as to the surplus shown in the Statement of Revenue and Expenditures attached as Appendix C to the staff report. Ms. Gunz advised that the reason Appendix C shows a surplus of funds is that it only represents monies spent and not monies committed to be spent. She added that since January 2005 that money has been used. Councillor Galloway requested that Council be provided with budgetary information for the actual period of January 1 to April 15, 2005 at its May 9, 2005 Council meeting. In response to questions, Ms. S. Adams advised that at present the CDIP fund has a balance of approximately $26,000. and if this grant is approved it will leave a balance of $1,000. She COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 44- CITY OF KITCHENER 3. CSD-05-060 - GRANT REQUEST - DOWNTOWN EAST: 'YA GOTTA LUV IT' PROJECT (YEAR 2) (CONT'D) added that she knows of 4 other community groups who most likely will be requesting grants from this fund to help off-set the legal costs of their incorporation. Ms. Adams stated that staff's recommendation is based on this application not meeting the criteria for a CDIP grant. Councillor B. Vrbanovic inquired if it would be possible to provide this group with funding from the General Provisions Grant Fund. He was advised that the General Provisions Grant Fund currently has a balance of $52,000. for the remainder of this year and once expended, every subsequent grant application will not be recommended for approval. Councillor Vrbanovic inquired into the possibility of providing this group with a continuing grant over the next 4 years to prevent them from having to come back annually to request funds. Staff advised that they are currently reviewing the process of grant allocation and would consider this option as part of the review process. Councillor C. Weylie directed staff to include as a part of their grant process review the possibility of developing a continual grant fund that will support a community group after their initial start-up. A motion by Councillor C. Weylie was brought forward for consideration to approve a $15,000. CDIP grant for the "Downtown East: Ya' Gatta Luv It" Project. Councillor J. Gazzola spoke in favour of the motion and agreed that there was a need to review the CDIP grant criteria. Councillor B. Vrbanovic requested that the motion be amended to provide that the funding be taken from the General Provisions Grant Fund so as to maintain the integrity of the CDIP fund, pending the outcome of staff's review. Mayor C. Zehr requested that detailed information be provided by the group for the May 9, 2005 Council meeting as to how this project will be unable to meet its goals if the requested funding is not approved. He added that he could not support the change in funding source and requested that the motion be amended to provide for a $10,000. CDIP grant. Councillor M. Galloway spoke in favour of the lesser amount as it would allow the group to move forward with their project pending development of new grant criteria. Councillor J. Smola raised concerns with committing to ongoing funding as in his opinion most other groups rely on volunteers and in-kind services and there should be equity among these groups. Councillor G. Lorentz spoke in favour of the $15,000. grant amount and suggested that consideration be given to establishing a fund to assist groups that are struggling as part of the grant review process. The amendments of Mayor C. Zehr and Councillors B. Vrbanovic were voted on separately and both were defeated. The following motion was carried on a recorded vote, with Mayor C. Zehr and Councillors C. Weylie, J. Gazzola, G. Lorentz and B. Vrbanovic all voting in favour and Councillors M. Galloway and J. Smola voting in opposition. On motion by Councillor C. Weylie - it was resolved: "That a $15,000. Community Development Infrastructure Program (CDIP) grant be approved to the "Downtown East, Ya' Gatta Luv It" project." 4. CSD-05-027 - DONATION OF KAUFMAN STEAM ENGINE The Committee was in receipt of Community Services Department report CSD-05-027, dated April 22, 2005 concerning possible acquisition and display of the Kaufman Steam Engine, "Hazel". Ms. E. Harris advised that the owners of the Kaufman Steam Engine are willing to donate it to the City at no cost and are requesting direction as to whether or not the City wishes to obtain the engine or if they should investigate other arrangements regarding removal from its current location. COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 45- CITY OF KITCHENER 4. CSD-05-027 - DONATION OF KAUFMAN STEAM ENGINE (CONT'D) Mr. Nicholas Rees, Industrial Artifact Historian, advised that the Kaufman Steam Engine should be considered a national treasure as it is only 1 of 3 left of its kind in North America. He added that displaying it in the downtown would help to revitalize the area and inform people about the industrial history of the City. He stated that the engine component (approximately 25 - 30 ft. long) will need to be stored indoors, whereas the massive flywheel can be stored outdoors. Mr. Rees recommended that the City take advantage of this opportunity to obtain the steam engine and suggested that it be displayed at the Centre Block as part of the proposed new Library facilities. Mayor C. Zehr stated that no decisions have been made at this time regarding a definitive use of the Centre Block and accordingly, an alternative storage facility will have to be found. Mr. K. Currier advised that originally staff had anticipated storing the engine at the City's Bramm Street facility and he would work with Facilities Management staff to make arrangements for storage. Mr. N. Rees advised that if the City cannot make arrangements for storage, the Doon Heritage Crossroads or the Ontario Steam Heritage Museum may be alternative candidates; however, transportation costs to those facilities will be high. He added that the engine component will need to be stored in a dry atmosphere. Members of the Committee voiced support for the acquisition of the steam engine because of its importance as an historical industrial artifact of this community. On motion by Councillor C. Weylie - it was resolved: "That as a means of preserving a significant industrial artifact and to create a potential tourist attraction the donation of the Kaufman Steam Engine, be accepted; and further, That staff be directed to explore options to publicly display the steam engine, with preference to be given to locations in the Downtown area." 5. CSD-05-055 - GRANT REQUEST - DOWNTOWN KITCHENER MOTORCYCLE MEET AND GREET The Committee was in receipt of Community Services Department report CSD-05-055, dated April 21, 2005 regarding a grant request for the Downtown Kitchener Motorcycle Meet and Greet event. The Committee also received this date a copy of the group's budget proposal. Mr. Kelsey Orth, Downtown Kitchener Motorcycle Meet and Greet Organizing Committee, advised that his group is inviting local residents, families and visitors to display their motorcycles on or about Scott Street. Mr. Orth pointed out that their original funding request was denied due to a lack of information. He reviewed the group's budget proposal and advised that they are anticipating $1,900. in total revenue and $5,910. in expenses, resulting in a funding need of $4,010. Mr. Orth stated that by asking for $10,000., his group was hoping to carry some of the funds over to expand and develop the event in the future. Ms. R. Willms noted that this is the first time staff have seen the group's budgetary information. Councillor J. Gazzola raised concerns with regard to the expedient nature with which this request appears to have been put together. Mr. Orth responded that it was compiled with some urgency to ensure that the application was submitted by the deadline. He added that as a result, his group is not completely certain as to the total estimated costs of this event. Mr. Greg Hertzberger, Downtown Kitchener Motorcycle Meet and Greet Organizing Committee, added that his group is prepared to hold this event on their own, but would be appreciative of any help the City could provide. Mr. D. Chapman advised that some of the costs associated with this event could be provided through in-kind services and estimated a cost of $1,500. Mayor C. Zehr commented that the COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 46- CITY OF KITCHENER 5. CSD-05-055 - GRANT REQUEST - DOWNTOWN KITCHENER MOTORCYCLE MEET AND GREET (CONT'D) amount being requested is too great to accommodate and suggested that the City provide in- kind services not to exceed $1,500. At the request of Councillor M. Galloway, staff were directed to report to the May 9, 2005 Council meeting with exact costs for the in-kind grant. On motion by Mayor C. Zehr - it was resolved: "That an in-kind services grant of up to $1,500., to be funded from the general provisions grant fund, be approved for the Downtown Kitchener Motorcycle Meet and Greet event to be held on June 17, 2005." 6. CSD-05-056 - GRANT REQUEST - KW ARTISAN FESTIVAL The Committee was in receipt of Community Services Department report CSD-05-056, dated April 21, 2005 concerning a grant request for the KW Artisan Festival. Ms. Mary Stercer, KW Artisan Festival, advised that the purpose of this event is to provide an opportunity for artisans and artists to exhibit, promote and sell their work. Also envisioned, is assisting in the revitalization efforts of the downtown area and establishing Your Kitchener Market as a base for future artisan festivals. Ms. Stercer requested that the staff recommendation be changed to provide for annual funding rather than a one time grant as there is great potential for this event to grow. In response to concerns raised, Ms. Stercer advised that while this application was put together quickly, they currently have a commitment from 8 artists to participate and a tentative commitment from 8 more. She stated that even though they may not reach their goal of having 50 artists participate, they should be able to have at least 25. Ms. Stercer reviewed some of the expected expenditures and advised that the use of tents, while costly, is an incentive for artists to participate and with the lower number of artists expected, some of these projected costs should be decreased. She added that her group has applied to the Region of Waterloo for funding; however, the Region's adjudication period is after that of the event date so any funds received will go toward next year's event. Mr. D. Chapman advised that Special Events staff have been working with the organizing Committee to plan this event for the outside space at Your Kitchener Market. He added that the grant funding is intended to cover operational expenses related to security, staffing, staging, tent rental and any possible road closures. Councillor J. Gazzola suggested that the City provide in-kind services not to exceed $1,500. and asked that staff report to the May 9, 2005 Council meeting with exact costs for the in-kind grant. On motion by Councillor J. Gazzola - it was resolved: "That an in-kind services grant of up to $1,500., to be funded from the general provisions grant fund, be approved for the KW Artisan Festival to be held on June 11 and 12,2005." 7. CSD-05-050 - GRANT REQUEST - HERITAGE GREEN LAWN BOWLING CLUB - 2005 CANADIAN NATIONAL LAWN BOWLING CHAMPIONSHIPS The Committee was in receipt of Community Services Department report CSD-05-050, dated April 4, 2005 regarding a grant request of $3,450. from the Heritage Green Lawn Bowling Club to assist with their costs of co-hosting the 2005 Canadian National Lawn Bowling Championships. COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 47- CITY OF KITCHENER 7. CSD-05-050 - GRANT REQUEST - HERITAGE GREEN LAWN BOWLING CLUB - 2005 CANADIAN NATIONAL LAWN BOWLING CHAMPIONSHIPS (CONT'D) Ms. Irene Watt, Heritage Greens Lawn Bowling Club, advised that her Club, along with the Woodstock Lawn Bowling Club, will be hosting the National Lawn Bowling Championships from August 14 to the 20th, 2005. She stated that approximately 140 bowlers, along with their coaches, officials and families are expected to participate, with approximately 250 volunteers facilitating the event. She added that this year the Championships will be named the "2005 Bill Boettger Memorial Canadian Bowls Championships" to honour Mr. Boettger, who was a member of her club and recently passed away. In response to questions, Ms. Watt advised that the bowlers will be billeted at Conestoga Collage and will be bussed to and from the events in Woodstock and Kitchener. She added that Grand River Transit has provided the participants with free bus passes so they can go downtown and see the City during the evenings. Ms. Watt stated that her group is still in the fund raising stage and may be approaching local restaurants to support their event. Mr. M. Hildebrand advised that the cost listed on the group's budget for the Community Centre room rentals includes both Kitchener and Woodstock Community Centres. On motion by Councillor B. Vrbanovic - it was resolved: "That an in-kind services grant of up to $3,450., to be funded from the general provisions grant fund, be approved for the Heritage Green Lawn Bowling Club, to assist them with co-hosting the 2005 Canadian National Lawn Bowling Championships." 8. CSD-05-057 - REVISION OF COUNCIL POLICY 1-475 (NAMING OF NEW RECREATION FACILITIES) - NAMING/RENAMING OF CORPORATE FACILITIES The Committee was in receipt of Community Services Department report CSD-05-057, dated April 20, 2005 concerning the replacement of Council Policy 1-475 (Naming of New Recreation Facilities) with a policy that is intended to provide consistent criteria for the submission and selection process for naming or renaming all corporate facilities. On motion by Mayor C. Zehr - it was resolved: "That Council Policy 1-475 (Naming/Renaming of Corporate Facilities) attached to Community Services Department report CSD-05-057 be approved and replace the current Council Policy 1-475 (Naming of New Recreation Facilities), dated April 29, 1991." 9. CSD-05-059 - 2005 SCHEDULE OF SPECIAL EVENTS The Committee was in receipt of Community Services Department report CSD-05-059, dated April 21, 2005 regarding the 2005 Schedule of Special Events. Mr. D. Chapman advised that there should be no negative financial impact as a result of centralizing the Kitchener Downtown Business Association (KDBA) event portfolio within the Special Events Unit. He added that this is based on budget allocations and a transfer of $40,000. in event funding support from the KDBA, to which they have received a letter of agreement insuring the transfer of funds. On motion by Councillor J. Gazzola - it was resolved: "That the 2005 schedule of events as outlined in Community Services Department report CSD-05-059, be endorsed; and, COMMUNITY SERVICES COMMITTEE MINUTES MAY 2 2005 - 48- CITY OF KITCHENER 9. CSD-05-059 - 2005 SCHEDULE OF SPECIAL EVENTS (CONT'D) That the request of the Kitchener Downtown Business Association (KDBA) to centralize the event portfolio in the Special Event unit be ratified; and further, That staff be directed to develop a business case to consider the benefits of additional resources for community driven development of new event programming, primarily with a cultural diverse theme." 10. ADJOURNMENT On motion, this meeting adjourned at 5:13 p.m. Colin Goodeve Committee Administrator