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HomeMy WebLinkAboutComm Svcs - 2005-06-27 COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:50 p.m. Present: Staff: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, Councillor M. Galloway and C. Weylie. C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services & City Treasurer G. Stewart, General Manager of Development & Technical Services K. Baulk, Interim General Manager of Community Services R. Browning, Fire Chief R. Pitfield, Director of Communications & Marketing K. Currier, Director of Operations C. Sadeler, Interim Director of Community Programs & Services S. Adams, Director of Community & Corporate Planning D. Chapman, Supervisor of Special Events E. Harris, Coordinator of Arts & Culture L. Palubeski, Supervisor of Program & Resource Services W. Sleeth, Landscape Architect P. Wetherup, Parks Planner L. Korabo, Committee Administrator 1. CSD-05-081 - CUL TUREPLAN II The Committee was in receipt of Community Services Department report CSD-05-081, dated June 22,2005, concerning 'CulturePlan II: Community-Owned Development Strategy'. Ms. C. Sadeler advised that CulturePlan II is a 5-year plan and is the result of an 18-month consultation process with stakeholders. Mr. Martin de Groot, Chair of the CulturePlan II Steering Committee, advised there were 1,000 contributors and presentations were made to 50 community groups to gather input and make revisions to the draft CulturePlan II document. The final product contains 61 recommendations in 3 categories of community development, direct programming and economic development 1 capital. Ms. E. Harris advised of the 10 city-wide strategies for culture which are highlighted in the Plan: . to champion the evolved role of culture; . to adopt and champion the Vision of CulturePlan II; . to celebrate and develop our cultural diversity; . to prioritize investment in nurturing and sustaining our vital cultural community; . to market and brand the unique and evolving identity of the arts community; . to develop new industry and attract workers and residents through support of culture and amenities; . to facilitate wide-spread access to cultural experiences; . to invest time and resources in downtown; . to facilitate Region-wide networks, partnerships and alliances in commerce and culture; and, . to develop city teams to implement CulturePlan II strategies. Ms. Harris reviewed aspects of the 'Arts Investment Package' component, which illustrates the benefits of investment in culture. She indicated that there has been a trend towards less cultural funding from upper tiers of government and the local Municipality has become a new funding partner. In closing, Ms. Harris highlighted the 5 benefits of making an investment in culture; . culture as a tool for the attraction and retention of skilled workers; . cultural diversity as a tool for community and economic development; . culture as a tool for revitalization and downtown development; . culture as a tool for community health and development; and, . culture as an individual economic cluster. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 1. CSD-05-081 - CUL TUREPLAN II (CONT'Dl - 60 - CITY OF KITCHENER Ms. Lori Palubeski advised that if CulturePlan II is approved for implementation, an annual business plan will be presented for funding approvals of projects scheduled for each year. Mayor C. Zehr noted that a recommendation has been made to hire an interim Arts & Culture Co-ordinator to help with the implementation of CulturePlan II and questioned how this position differed from that currently filled by Ms. Harris. Mr. de Groot noted that it was to be an identical position as the implementation of CulturePlan II cannot be successfully undertaken with current staffing. One position would continue to co-ordinate and the other would take on a facilitation role. Ms. Sadeler advised that funding for the new position would come from savings accrued due to the delayed hiring of part-time Community Services Department staff as well as savings attributed to her secondment from the Region of Waterloo. Concern was expressed that recommending approval of the CulturePlan II document did not commit the Corporation to funds needed for the entire 5-year term without an annual review. Mr. K. Baulk stated that staff were only requesting approval of the CulturePlan II concept at this time and that a full implementation plan would be submitted annually as part of the budget process. The following motion was Carried Unanimously on a recorded vote. On motion by Councillor J. Gazzola- it was resolved: "That CulturePlan II be adopted, including the hiring of an Arts and Culture Co- ordinator; and further, That all other financial budget implications of CulturePlan II, be approved, in principle." 2. CSD-05-087 - INTERIM MARKET REPORT The Committee was in receipt of Community Services Department report CSD-05-087, dated June 22, 2005, providing an interim report on various aspects of Your Kitchener Market operation as requested by Council in January, 2005. Ms. Maureen Atkinson, Urban Marketing Collaborative (UMC), advised that she is only presenting information this date and not recommending any final solutions for Your Kitchener Market. During its comprehensive analysis, UMC conducted a 1-year review of market operations; assessed current operations versus those in the original plan; determined achievements attained; and, determined which original goals were not being met. Input for the analysis was gathered through interviews with vendors, review of previous studies undertaken, a review of Your Kitchener Market based on the experiences of other market operations, the undertaking of consumer surveys and a demographic analysis. Ms. Atkinson noted that 83 surveys were completed by consumers, mostly on Saturdays. An additional 131 consumers were surveyed on-site during the week and door-to-door in local neighbourhoods. Surveys were also sent to two large Downtown employers; however, the return rate was only 8%. Consumer profiles conducted noted a significant difference in the types of customer attending weekend 1 weekday markets. Saturday customers are more likely to be female, have a family with children and a higher income, whereas weekday shoppers are more male, over the age of 50, with fewer children and a lower income. In addition, the two market days are different in terms of the products purchased and the dollars spent but both have high visitation levels. Those surveyed who indicated they did not shop at the Market cited inconvenient hours and 1 or poor selection. An affinity to shop only at grocery stores was also noted. Ms. Atkinson advised that UMC undertook an evaluation of issues raised by customers in the surveys and reviewed the following categories: merchandizing; operations; and physical COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 2. CSD-05-087 - INTERIM MARKET REPORT (CONT'Dl - 61 - CITY OF KITCHENER design. She also reviewed financial performance, lease opportunities, market penetration, vendor performance and management structure considerations. She commented that the Saturday market has enjoyed increased visitation and is a successful day; however, approximately 1/4 of the vendors are not performing as well as expected. This can be attributed to the fact that weekday customers have a different shopping profile from weekend shoppers and this makes it difficult for vendors to achieve higher and sustainable revenues. In summary, Ms. Atkinson commented that regarding the market operation, the Saturday component is working well by attracting new customers and providing a relatively high level of satisfaction. The full-time prepared food vendor component is growing and strengthening; however, the 1/4 of the vendors previously noted are not performing well and are unlikely to within the present structure. Ms. Atkinson then presented four options for the future operation of the Market: Option 1 would include the addition of a large retailer such as a health food or convenience store, small grocer or restaurant while maintaining the part-time market mandate to sell food and also allowing the continuation of the market shops. She recommended this approach only if an experienced operator could be guaranteed, noting that a large investment would be required. She advised that this option could not be guaranteed to break even; however, would help reduce losses. Option 2 would convert the upper level into a cultural centre to accommodate meetings - cultural requirements while still maintaining the part-time market mandate to sell food and also allowing the continuation of the market shops. Ms. Atkinson stated that this was not a break even option as there would be ongoing expenses. Option 3 would convert half of the upper level for retail uses while still maintaining the part- time market mandate to sell food and also allowing the continuation of the market shops. Option 4 is the status quo and is not considered a viable option. Ms. Atkinson advised that these strategies need to be tested in the marketplace and that there are no guarantees of their success. She recommended Options 1 and 2 as being the best for success. Ms. Atkinson then reviewed proposed management options, suggesting that a chosen management option align with the strategy selected for the future of the market. . City continue operations and management by City staff; . Management Agreement with experienced private operator but operating expectations set by the City; . non-profit - board, hire staff to manage market facilities; . for-profit - private run, lease space from City. In closing, Ms. Atkinson recommended that in the shorter term the "food only" mandate of the Market be changed, that a dedicated staff team be recruited to carry out the action plans to grow the business while continuing to advance strategies to increase attendance and provide vendor support and management. A longer term goal would be the selection of an appropriate management model. In response to questions, Ms. Atkinson advised that a period of up to 3 years is needed to determine if a business venture is successful. The non-profit management model is being suggested by UMC as it has more flexibility in its operations. Councillor B. Vrbanovic suggested waiting on selecting a management structure until after a strategy option had been selected. Several members of the Committee expressed concerns with the relative small number of surveys completed by consumers and questioned if the information gathered was reflective of COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 2. CSD-05-087 - INTERIM MARKET REPORT (CONT'Dl - 62 - CITY OF KITCHENER the community's views. Mr. Baulk noted that the surveys provided a broad range of details and a good sense of public opinion. Mr. Baulk advised that approximately 15,000 people attend the market on a weekly basis and the annual cost is $900,000 with revenues of $400,000. He further advised that the capital cost of the facility was $21 M including land costs. Mr. Baulk also noted that the market' objective is to have operational costs equal to those of the previous market which was subsidized $450,000 per year. He commented that the Market hoped to be in a break-even position within 5 years. Councillor B. Vrbanovic questioned why staff were recommending the hiring of a full-time Market Manager prior to the strategy being determined. Ms. C. Ladd advised that the current operation has been difficult on the interim staff as they are juggling split duties and cannot give full-time attention to the Market's operation. It was generally agreed that prior to approving a direction for the Market, additional community information was required and that an additional opportunity to investigate the strategy options being proposed was needed. Mayor C. Zehr agreed that the number of respondents to the survey was too small to give the details the Committee would like to see; however, he did note that the surveys completed indicated that there were issues to be addressed. He suggested that the staff recommendation be amended to provide for a 1-year contract hiring of a Market Manager while the issue of a management model is reviewed. Ms. Ladd advised that the market had attempted to hire a manager based on a 3-year contract without success. Councillor M. Galloway suggested that this matter be deferred to the July 4, 2005 Council meeting to allow staff additional time to gather information by undertaking a broader survey of City residents. On motion by Councillor M. Galloway- it was resolved: "That the recommendation contained in Community Services Department report CSD- 05-087 (Interim Market Report), be deferred and referred to the July 4,2005 Council meetinQ to allow additional information to be provided by staff." 3. CSD-05-070 - WALTER BEAN GRAND RIVER TRAIL - PROPOSED PEDESTRIAN BRIDGE CROSSING OF THE GRAND RIVER The Committee was in receipt of Community Services Department report CSD-05-070, dated June 3, 2005, regarding the commencement of the detailed design of the Walter Bean Grand River Trail pedestrian bridge across the Grand River. Mr. W. Sleeth advised that the proposed pedestrian bridge over the Grand River was identified in the 1999 Trail Master Plan as an important link in the Walter Bean Grand River Trail and is required to link the existing trail terminus in Kitchener with the trail-head across the river, in Cambridge. The proposed bridge location (Location 2) was recommended by a Steering Committee following an extensive public process and the completion of an Environmental Assessment (EA) in 2003. Mr. Sleeth explained that the EA study area was defined as a pedestrian crossing of the Grand River somewhere between Pioneer Tower and Highway 401 and all possible locations were considered, with four crossings studied in greater detail. Following a study of alternatives and environmental, social and economic factors, Location 2 was recommended in the final EA report. He noted that this report was issued for public and agency review in November, 2003. Mr. Sleeth advised that concerns were raised in the final EA report, including those of the Ministry of Natural Resources with respect to wintering waterfowl and the winter habitat of the Bald Eagle. Staff and consultant representatives from Totten Sims Hubicki (TSH) worked with Ministry staff to clarify required mitigating measures. The Ministry of the Environment (MOE) has now given approval to the project and direction for the City to proceed with the preferred site. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 3. CSD-05-070 - WALTER BEAN GRAND RIVER TRAIL - PROPOSED PEDESTRIAN BRIDGE CROSSING OF THE GRAND RIVER (CONT'Dl - 63 - CITY OF KITCHENER Mr. Bob Cole, area resident, circulated copies of a report dated July 30, 2004 comparing the City's preferred location (Location 2) with the residents recommended crossing at Huron Road (Location 5) and requested that more public consultation be undertaken with respect to the Location 5. He noted that staff had dismissed the Huron Road crossing, citing the river as too wide and the slope too steep; however, after taking measurements he found that the preferred Location 2 is actually wider and the slope steeper. He noted that he attended the public meetings and does not agree that permitting the preferred Location 2 bridge to be closed for several months to accommodate the Bald Eagles is an acceptable option for the Trail users. He also raised concern regarding the destruction of area vegetation in order to have the bridge built. In closing, Mr. Cole cited a recommendation from the 1998 Bikeways Study, which recommended the Huron Road crossing of the Grand River and requested that a committee consisting of staff, area residents and cyclists be established to review a proposed Location 5 (Huron Road crossing) alternative as suggested by area residents. Ms. Lori Schultz, President, Lower Doon Neighbourhood Association, commented that the concerns of area residents had not been given due consideration and their questions had been left unanswered or only vaguely answered. She noted that the Huron Road location provides a viable alternative and requested that consideration of this matter be deferred to allow staff to further discuss options with residents. Ms. Schultz added that the City's preferred location will be visible to the residents of Lower Doon; however, the Huron Road crossing site would not. Mr. Ray Tufgar, Totten Sims Hubicki (TSH) advised that he had been a member of the Steering Committee and had authored the Environmental Assessment and the subsequent addendum reports. He noted that following the initial recommendation of the Steering Committee, the site scope was expanded and other options investigated. After completion of the second site review process, the recommendation remained unchanged. Mr. Tufgar advised that in the opinion of the Steering Committee, Location 2 provides: the best connection to Highway 401; the best trail configuration; the best use of the open space by reducing the number of trails through community areas; and, the proximity of wildlife as well as the annual Spring impact of ice flows and stream erosion. With regard to the public process, Mr. Tufgar noted that several public meetings were held and the requirements outlined in the MOE guidelines regarding public consultation were exceeded. In response to a question, Mr. Tufgar advised that the disadvantage of Location 5 is that it is not located at the Pioneer Tower which is a major node on the Trail and the connection into Cambridge. Mr. Doug Letson, Past President, Walter Bean Community Trail Foundation (WBCTF), advised that he is in support of the staff recommendation. He also noted that the pedestrian bridge has been part of the Trail Plan since 1999 and commented that the design is complementary to the historic nature of the area. Mr. Letson advised that a $1.2 M donation was made to the Foundation in 2001 towards the construction of this bridge and he regretted that this project had been stalled until this time. Mayor C. Zehr questioned the impact of deferring this item and Mr. Sleeth commented that a second EA addendum may have to be prepared that could delay the project for as long as 24 months if the MOE was requested to review the process. Councillor J. Gazzola suggested that this matter be deferred to the August 29, 2005 Council meeting to allow an opportunity to meet with area residents to discuss their concerns with the proposed Location 2. Mr. Sleeth noted there has been numerous opportunities for discussion at public meetings, stating that the residents views were not new to the Steering Committee. He added that there is a narrow window for construction as the location is on a flood plain. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 3. CSD-05-070 - WALTER BEAN GRAND RIVER TRAIL - PROPOSED PEDESTRIAN BRIDGE CROSSING OF THE GRAND RIVER (CONT'Dl - 64- CITY OF KITCHENER Mayor C. Zehr suggested that the staff recommendation be approved, providing direction to proceed with detailed design of the pedestrian bridge. He commented that it was difficult to request this action given the residents concerns but asked that residents have faith in the EA process and its integrity. The following motion was Carried on a recorded vote, with Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, M. Galloway, G. Lorentz and C. Weylie voting in favour and Councillor J. Gazzola voting in opposition. On motion by Mayor C. Zehr - it was resolved: "That the Community Services Department be directed to proceed with detailed design of the Walter Bean Grand River Trail pedestrian bridge over the Grand River at the location confirmed through the recently completed Environmental Assessment (MOE- EA File No. EA-03-03-03) for this project; and, That Community Services staff be directed to proceed with detailed design of the proposed trail which connects the proposed pedestrian bridge to the existing Walter Bean Grand River Trail, including a Trail Management Plan as required by the Environmental Assessment; and further, That the proposed bridge and trail design be presented to the Community Services Committee for consideration at a future meeting." 4. CSD-05-084 - GENERAL PROVISION GRANT REQUEST - THE URBAN GALLERY The Committee was in receipt of Community Services Department report CSD-05-084, dated June 21, 2005, regarding a grant request by The Urban Gallery (TUG) for $3,000 to cover costs of sending a delegate from the Gallery 37 program in Chicago to the 'Mural Roots Symposium 2005', being held in Kitchener in October 2005. Mr. Stephen Boudreau, Chair, The Urban Gallery, appeared in opposition to the staff recommendation to defer consideration of this grant request to the Arts and Culture Advisory Committee (ACAC) as, in his opinion, this grant request was not arts and culture related. He stated that the opportunity presented was of a social development nature only. Mr. Boudreau acknowledged that TUG produces murals which provide jobs for local visual artists; however, he stated that TUG was not about art but rather about helping out the large number of homeless and unemployed youth in the community. Mr. Boudreau requested that TUG's funding request be approved as it cannot afford the costs to bring a Gallery 37 representative to Kitchener. Mr. Boudreau advised that, as a committee of the KDBA, it has already received financial support for the ongoing mural program and advised that the current mural budget provided by the KDBA has been spent on symposium related costs. He advised that if the grant request were deferred for consideration by ACAC, a delay until September would mean that there would not be enough time to arrange the visit. Councillor J. Gazzola asked if TUG had approached the Region of Waterloo as their area of responsibility covers social programs and Mr. Boudreau stated that TUG considers itself committed to downtown Kitchener and focuses its work there. Councillor Gazzola also questioned what would be gained by a visit from a Gallery 37 representative as opposed to travelling to Chicago to meet and Mr. Boudreau noted that the biggest benefit would be gaining technical assistance for local projects. COMMUNITY SERVICES COMMITTEE MINUTES JUNE 27,2005 4. CSD-05-084 - GENERAL PROVISION GRANT REQUEST - THE URBAN GALLERY (CONT'Dl - 65 - CITY OF KITCHENER Councillor B. Vrbanovic put forward a motion that approval of the $3,000 grant request be delegated to the Arts & Culture Advisory Committee pending its consideration of the matter at the August 9, 2005 meeting. The motion was voted on and lost. Councillor C. Weylie put forward a motion to adopt the recommendation contained in the staff report. The motion was voted on and lost. On motion by Mayor C. Zehr - it was resolved: "That the request from The Urban Gallery for a general provision grant in the amount of $3,000 to cover the cost of sending a delegation from Gallery 37 in Chicago to the 9th Annual Mural Routes Symposium in Kitchener, be denied." 5. CSD-05-080 - AESTHETIC ENHANCEMENT OF THE HIGHWAY 401 PEDESTRIAN / CYCLIST BRIDGE The Committee was in receipt of Community Services Department report CSD-05-080, dated June 27, 2005, outlining aesthetic enhancements of the Highway 401 pedestrian / cyclist bridge as proposed by the Region of Waterloo. On motion by Councillor J. Gazzola- it was resolved: "That the City of Kitchener approves Option 'A' (Meshed Enclosure with Vaulted Arch Frame and Bow Arch Detailing) for the bridge enclosure on the proposed pedestrian/cyclist bridge over Highway 401, as outlined in Regional Municipality of Waterloo report E-05-009.4 attached to Community Services Department report CSD- 05-080. " 6. CSD-05-083 - ARENA SOLUTIONS TEAM The Committee was in receipt of Community Services Department report CSD-05-083, dated June 20, 2005, outlining the terms of reference and membership of an 'Arena Solutions Team' which will develop a short and long term strategic approach to addressing arena issues and stakeholder needs. Councillor B. Vrbanovic requested that he be appointed as the Council representative on the Arena Solutions Team and that Councillor J. Smola be appointed as alternate. On motion by Councillor B. Vrbanovic- it was resolved: "That the terms of reference and membership of the 'Arena Solutions Team' be endorsed, as outlined in Community Services Department report CSD-05-083; and further, That Councillor B. Vrbanovic and Councillor J. Smola, alternate, be designated as the Council representative to the Arena Solutions Team." 7. ADJOURNMENT On motion, this meeting adjourned at 6:50 p.m. Linda Korabo Committee Administrator