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HomeMy WebLinkAboutComm Svcs - 2005-09-12 COMMUNITY SERYICES COMMITTEE MINUTES SEPTEMBER 12 2005 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:47 p.m. Present: Chair - Councillor G. Lorentz Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, M. Galloway and C. Weylie. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services & City Treasurer G. Stewart, General Manager of Development & Technical Services A. Pappert, General Manager of Community Services R. Pitfield, Director of Communications & Marketing K. Currier, Director of Operations K. Baulk, Director of Enterprises C. Sadeler, Interim Director of Community Programs & Services S. Adams, Director of Community & Corporate Planning M. Petricevic, Manager of Project/Energy Management D. Chapman, Supervisor of Special Events L. Palubeski, Supervisor of Program & Resource Services M. Seiling, Supervisor of Permits E. Harris, Facilitator of Arts and Culture P. Wetherup, Parks Planner C. Goodeve, Committee Administrator 1. INTRODUCTION OF NEW GENERAL MANAGER OF COMMUNITY SERYICES Ms. C. Ladd introduced Ms. Ann Pappert as the new General Manager of the Community Services Department, who was welcomed by the Committee. 2. CSD-05-102 - LAND USE AGREEMENT - 396 MORRISON ROAD (CHICOPEE SKI CLUB) - LEAF DISPOSAL SITE The Committee was in receipt of Community Services Department report CSD-05-102, dated August 24, 2005 regarding an agreement to use a portion of 396 Morrison Road (Chicopee Ski Club) as a City leaf disposal site. On motion by Councillor B. Vrbanovic- it was resolved: "That the Mayor and Clerk be authorized to execute an agreement with the Chicopee Ski Club, 396 Morrison Road, Kitchener, subject to the satisfaction of the City Solicitor, for a 3 year license for the use of a portion of the Club's south parking lot for a leaf disposal and sweeper dumping site, as outlined in Community Services Department report CSD-05-1 02." 3. CSD-05-091 - CUL TUREPLAN II - IMPLEMENTATION TEAMS The Committee was in receipt of Community Services Department report CSD-05-091, dated September 9, 2005 regarding a request for approval of the CulturePlan II Implementation Teams' Terms of Reference. Mr. Martin de Groot, Culture Plan II Steering Committee, expressed the importance of implementing the recommendations of Culture Plan II advising that the Culture Plan II strategy, approved by Council on June 27, 2005, recommends the development of two Implementation Teams; one team to be an external community team and the other an internal staff team. Mr. de Groot requested the Committee's support in approving the Implementation Teams' Terms of Reference to allow this project to go forward. On motion by Councillor J. Gazzola - it was resolved: COMMUNITY SERYICES COMMITTEE MINUTES SEPTEMBER 12 2005 -74 - CITY OF KITCHENER 3. CSD-05-091 - CUL TUREPLAN II - IMPLEMENTATION TEAMS (CONT'D) "That the Terms of Reference for the CulturePlan II Implementation Teams be approved, as outlined in Appendices '1' and '2' attached to Community Services Department report CDS-05-091." 4. K-W PERFORMING ARTS ASSOCIATION/THEATRE AND COMPANY - UPDATE Messrs. Stuart Scad ron-Wattles and Jonathan Spaetzel, K-W Performing Arts, provided an update as to how the K-W Performing Arts Association/Theatre and Company utilized the $50,000. grant allocation they received from the City in 2004. Mr. Spaetzel thanked the Committee for their generous support, advising that it has furthered them in accomplishing their goal of having strategic measures in place to ensure sustainable growth. He outlined that the first of these measures was the hiring of General Manager, Mr. Brad Hutton, who has been tasked with finding ways to reduce administrative expenses while maintaining a high performance standard. Mr. Scadron-Wattles reviewed the schedule of performances for the upcoming season advising that they will be having simultaneous rotating performances this Fall, which is in line with their cost- cutting measures. Mr. Scadron-Wattles stated that they are expecting a successful season that will fulfil their mandate. Mr. Spaetzel added that since receiving funding from the City they have raised $150,000. through donations from other sponsors. He noted that their hope is to raise enough funds to make K-W Performing Arts/Theatre and Company self-sustaining. 5. DELEGATION PRESENTATION - NORRIS BAKERY - SALE OF SAUSAGES AT KITCHENER MARKET Mr. Albert Norris requested the use of a stall at the Kitchener Market to serve sausages and to introduce a new "sister" sausage to the Oktoberfest sausage. In response to questions, he advised that on September 12, 2005 he applied for a vendors' permit to sell sausages at the Kitchener Market. Mayor C. Zehr advised Mr. Norris that it is up to Market staff to approve his application for a vendors' permit and that he need not appear before this Committee prior to their determination. Councillor G. Lorentz added that if Mr. Norris is unhappy with staff's decision he may request to appear before the Community Services Committee to appeal. Mr. K. Baulk advised that Mr. Norris was the former proprietor of Norris Bakery and that the current owner of Norris Bakery has a stall on the lower level of the Market. He added that Mr. Norris and the current owner have been petitioning the City for some time to be permitted to sell sausages at the Norris Bakery stall. Mr. Baulk stated that the selling of prepared cooked food is only permitted on the upper level of the Market and noted that Mr. Norris was previously made aware of this. In response to questions, Mr. Baulk advised that he was unaware of any other stalls on the lower level of the Market that is permitted to serve prepared cooked food and agreed to investigate this matter for update at a future Committee meeting. 6. CSD-05-104 - KIWANIS PARK STRATEGIC PLAN The Committee was in receipt of Community Services Department report CSD-05-104, dated September 2, 2005 regarding the findings and recommendations of the Kiwanis Park Strategic Plan. Mr. P. Wetherup reviewed the recommendations in the staff report and advised that the Final Report of the Kiwanis Park Strategic Plan and the Memorandum of Understanding are attached for reference. Members of the Committee expressed concerns that the public was not fully notified that this matter would be considered by the Committee this date. Mr. Wetherup advised that a notice was circulated on Wednesday, September 7, 2005 to those people who attended the 2 public meetings. Councillor B. Vrbanovic raised concerns with the short timeframe and possibility COMMUNITY SERYICES COMMITTEE MINUTES SEPTEMBER 12 2005 -75 - CITY OF KITCHENER 6. CSD-05-104 - KIWANIS PARK STRATEGIC PLAN (CONT'D) that the surrounding Neighbourhood Associations did not receive notification. Mr. Wetherup commented that representatives of various surrounding Neighbourhood Associations attended the public meeting and subsequently would have received notification. In response to questions, Mr. Wetherup advised that the Final Report of the Kiwanis Park Strategic Plan was initially considered in 2003 and 2 public meetings were held, attended by interested parties from across the City. At that time, several questions were raised regarding dogs being allowed in Kiwanis Park, and subsequently staff were instructed to examine the dog issues separately from the rest of the report. Mr. Wetherup added that in the Fall of 2003, the Leisure Facilities Master Plan commenced and staff were directed to postpone bringing this report forward until that item was presented to the Committee. He noted that this report cost approximately $50,000. to produce. In addition, he advised that numerous discussions were held with various community groups to solicit their input into the development of the Strategic Plan. He then reviewed the proposed programs and recommendations outlined in the Strategic Plan. Mr. Wetherup displayed a chart which outlined the timing for the implementation of the Plan's recommendations, which divided the implementation into 2 phases; Phase 1 (2006) and Phase 2 (2015). He advised that the funding responsibilities for Phase 1 will be split, dependant upon the project, between the City and the Kiwanis Club. While all of the projects proposed for Phase 2 will be funded solely by the Kiwanis Club, he noted that the Kiwanis Club will be seeking corporate sponsorship to help fund some of the proposals, such as, the multi-purpose facility. He added that consideration of the dog issues were examined over both phases. Councillor J. Gazzola expressed concerns with the way the Strategic Plan is organized and questioned if any of the programs outlined in Phase 1 have been undertaken. He was advised that some of the non-capital programs have been started. He questioned why the report addresses the issue of selling parkland and was advised that no part of Kiwanis Park is proposed to be sold. Councillor Gazzola further questioned why there were so few responses received from the Sports Association survey, to which he was informed that the majority of the issues surrounded dogs in the park. Mr. Wetherup stated that at present the majority of the dog issues have been resolved; however, some issues remain regarding off-leash parks and walking trails. Councillor Gazzola commented that it appears this report has been brought before the Committee prematurely. Councillor C. Weylie inquired as to why the baseball diamond being proposed for Kiwanis Park would only cost approximately $20,000., while diamonds proposed for other parks throughout the City are significantly more expensive. She was advised that the quality of the baseball diamond being proposed is substantially less than those being proposed in other parks. In light of the concerns raised, Ms. C. Ladd requested that this matter be deferred to the September 26, 2005 Committee meeting to allow additional information to be provided. Councillor B. Vrbanovic requested that notification be given to the surrounding area Neighbourhood Associations to inform them that this matter will be considered at the September 26, 2005 Committee meeting. On motion by Councillor B. Vrbanovic - it was resolved: "That the following recommendation contained in Community Services Department report CSD-05-1 04, be deferred and referred to the September 26, 2005 Community Services Committee meeting to allow additional information to be provided and surrounding neighbourhood residents to be notified: 'That the Kiwanis Park Strategic Plan as prepared by MacKinnon & Associates and the QMS Group be received as information; and, That the findings and recommendations be accepted in principle; and, COMMUNITY SERYICES COMMITTEE MINUTES SEPTEMBER 12 2005 -76 - CITY OF KITCHENER 6. CSD-05-104 - KIWANIS PARK STRATEGIC PLAN (CONT'D) That the implementation plan be further considered during the preparation of the 2006-2015 Capital Budget Forecast; and further, That the recommendations that came from the meetings to discuss dogs being allowed in Kiwanis Park, identified in the "Memorandum of Understanding", be accepted and considered during the preparation of the 2006-2015 Capital Budget Forecast.'" 7. CSD-05-103 - FUNDING REQUEST - KITCHENER MARKET - WINTER ENCLOSURE The Committee was in receipt of Community Services Department report CSD-05-103, dated August 30, 2005 regarding a funding request to install a winter enclosure at the Kitchener Market. Mr. K. Baulk advised that the $300,000. being requested is in addition to $50,000. already budgeted for the construction of a winter Market enclosure. Mr. Joe Gmach, Market Produce Vendors Representative, advised that there should be a winter enclosure installed at the Market, otherwise produce vendors are displaced for 6 months of the year which negatively affects sales. He stated that last winter all of the produce vendors were relocated to the P1 parking area, where it was difficult to set-up stalls due to the confined space. He noted that the vendors were compensated with free rent while they were relocated, and noted that requesting compensation annually is not an acceptable option and represents a loss in revenue for the City. Mr. Gmach added that the loss of business experienced by the produce vendors had a negative impact on the entire Market, due to the decrease of overall customer traffic. He stated that temporary solutions, such as stall relocation, does not solve the problem facing the Market and requested that the Committee support a permanent solution. In response to questions, Mr. K. Baulk advised that the produce vendors were relocated last year to the P1 parking area as a pilot project to see if it would be a viable option for the future; however, vendor response was negative. Mr. M. Petricevic advised that he is uncertain if the City's Building Division has been involved with the Market project since its inception. He stated that they have come up with a number of conceptual plans for the winter enclosure, each of which would cost approximately $350,000. The conceptual designs include large transparent overhead doors, large non-transparent overhead doors, and sliding glass partitions. He noted that each design would require the installation of permanent walls on either side of the opening with which the enclosure would be fastened. Mr. Petricevic reviewed the proposed expenditures for the project, advising that a number of subcontractors and a general contractor will need to be hired for this project. He advised that it is in the City's best interest to hire a general contractor as there are liability issues with the City taking on such a role. Mr. M. Seiling advised that the original intent for a winter enclosure was to hang a large tarp, similar to what was at the previous Market; however, due to the scale of the tarp required this option was in contravention to the Building Code. Councillor M. Galloway expressed concerns that the Architect did not anticipate the expansion of services when this building was originally designed. Councillor G. Lorentz questioned the timeframe with which an enclosure could be installed and was advised that this project could be completed by mid to late January 2006. Councillor B. Vrbanovic inquired as to the possibility of moving the produce vendors to the second floor of the Market during the winter months on an annual basis. Mr. K. Baulk advised that a number of logistical issues may arise with relocating the produce vendors to the second floor and noted that the P1 parking area is still an option. Ms. C. Ladd suggested that this matter be deferred to allow staff time to consult with the produce vendors to determine if they would be open to relocating to the second floor. COMMUNITY SERYICES COMMITTEE MINUTES SEPTEMBER 12 2005 -77 - CITY OF KITCHENER 7. CSD-05-103 - FUNDING REQUEST - KITCHENER MARKET - WINTER ENCLOSURE (CONT'Dl Councillor B. Vrbanovic stated that prior to approving a large expenditure of this nature, he would like to see what temporary solutions exist for this year and proposed that this item return during the capital budget process. Mayor C. Zehr suggested that more work on this matter should have been done by the Corporate Management Team prior to it coming before this Committee. He stated that it is important that the enclosure be transparent and that unless the produce vendors can be relocated to the second floor on a full time basis, that should not be considered a permanent option. He stated that permanently moving the produce vendors to the second floor would totally change the Market and may create additional problems. He added that this problem should be solved sooner rather than later and that if time allows, an enclosure should be put in place for part of this winter. Mayor Zehr recommended that this matter be deferred to the September 19, 2005 Council meeting to allow staff time to provide information addressing concerns raised by the Committee. Councillor J. Gazzola asked that staff provide the Committee with the total cost that the City has incurred for the Market to date. On motion by Mayor C. Zehr - it was resolved: "That the following recommendation contained in Community Services Department report CSD-05-103, be deferred and referred to the Seotember 19 2005 Council meetina to allow staff to provide additional information and address concerns raised by the Community Services Committee: 'That an additional $300,000. be allocated from the 2005 capital surplus to install a winter enclosure at the Kitchener Market.'" 8. ADJOURNMENT On motion, the meeting adjourned at 5:15 p.m. Colin Goodeve Committee Administrator