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HomeMy WebLinkAboutCommunity Svcs - 2001-11-19COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001CITY OF KITCHENER The Community Services Committee met this date, Chaired by Councillor G. Lorentz, commencing at 4:20 p.m., with the following members present: Mayor C. Zehr and Councillors J. Smola, J. Ziegler, C. Weylie, M. Galloway and B. Vrbanovic. Officials Present:Ms. S. Adams, Ms. R. Willms, Ms. J. Zunic, Ms. R. Pitfield, Ms. J. Billett, and Messrs. R. Pritchard, F. Pizzuto, D. Daly, J. McBride, K. Baulk, R. Weber, K. Carmichael and G. Melanson. 1. CSD-01-189-SCHOOL BUS LOADING ZONE - NOTRE DAME SEPARATE SCHOOL - SHERWOOD AVENUE The Committee was in receipt of Community Services Department report CSD-01-189 dated October 23, 2001, recommending that a school bus loading zone be established on the north side of Sherwood Avenue. It was resolved: “That a school bus loading zone be established on the north side of Sherwood Avenue from a point 130 metres east of Rosemount Avenue to a point 40 metres east thereof; and further, That the Uniform Traffic By-law be amended accordingly.” 2. CSD-01-203 -INTERSECTION CONTROL - SETTLERS COURT AT SETTLERS DRIVE The Committee was in receipt of Community Services Department report CSD-01-203 dated November 9, 2001, recommending that a stop control be installed on Settlers Court at the intersection of Settlers Drive facing southbound traffic. It was resolved: “That a stop control be installed on Settlers Court at the intersection of Settlers Drive facing southbound traffic; and further, That the Uniform Traffic By-law be amended accordingly.” 3. CSD-01-198 -GRANT REQUEST - ELIZABETH FRY SOCIETY The Committee was in receipt of Community Services Department report CSD-01-198 dated November 6, 2001, recommending that a grant request from the Elizabeth Fry Society in the amount of $519. to cover rental costs of the Victoria Park Pavilion not be approved. Ms. Jan Van Stralen and Ms. Josie Roberts of the Elizabeth Fry Society were in attendance to request the Committee’s support for their grant request. Ms. Van Stralen expressed appreciation for the support given last year. She then provided an overview of the Society’s programs which are provided to assist women who have been in conflict with the law and within Kitchener provides a number of programs for women residing at the Grand Valley Institution for Women. She stated that staff have advised only organizations that provide services under the scope of City services are considered and suggested that the outreach of programs provided by the Society should be considered as being under the scope of City services. She pointed out that while last years fundraising event was successful, volunteers have to work hard for the money raised and it is necessary to seek out donations in order to provide for operational expenses. Ms. J. Roberts advised that the Society has again requested use of the Victoria Park Pavilion for the 2002 fundraising event. She noted that this years event was very successful raising $20,000., less $3,000. in expenses, netting the Society a total of $17,000. Ms. Roberts stated that the Society also relies on donation of services to meet their fundraising goals and requested support for the grant request to off-set the rental costs for the Pavilion. The Committee then entered into discussion during which issues were raised concerning the total cost to the City for the rental of the Pavilion and any set-up / take down costs; the City’s ineligibility for tax benefits relative to donation of services; and, the understanding provision of COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 79 -CITY OF KITCHENER 3. CSD-01-198 -GRANT REQUEST - ELIZABETH FRY SOCIETY (CONT’D) funding last year was on a one time basis only. Councillor J. Ziegler commented that he appreciated the services provided by the Society; however, stated that he could not support the grant request given the City’s budget for grant spending is already over-spent, previous funding was granted on the basis of one time only and this event is expected to raise substantially more than the expenses to be incurred. On motion by Councillor J. Ziegler - it was resolved: “That no action be taken on the request of the Elizabeth Fry Society for a grant in the amount of $519. to cover rental costs of the Victoria Park Pavilion on May 5, 2002 for a silent and live auction fundraising event.” 4. CSD-01-188-GRANT REQUEST - CANADIAN CLAY AND GLASS GALLERY The Committee was in receipt of Community Services Department report CSD-01-188 dated October 22, 2001, requesting direction with respect to an application for a cash grant from the Canadian Clay and Glass Gallery in the amount of $5,000. to assist in operation and programming of the Gallery. Mr. Robert Achtemichuk, Business Manager of the Canadian Clay and Glass Gallery was in attendance to request the Committee’s support for the requested funding. Mr. Achtemichuk introduced Mr. Keith Masterman, President of the Gallery, Ms. Lauralee Ratz, Board Member and Ms. Sheila McMath, Educator, who were also in attendance. Mr. Achtemichuk commented that the Gallery is a major cultural asset drawing visitors from all over Canada, the United States and Europe to view contemporary exhibits in the silica media of ceramics, glass and enamel. He stated that the Gallery is held in high esteem and also acts as a link to other tourist destinations by providing its visitors with information relative to other facilities they may have an interest in visiting within the Region. In addition, he noted that educational programs are provided by the Gallery for benefit of area students who tour the facility and participate in hands-on workshops. Mr. Achtemichuk stated that the contemporary focus of the Gallery’s exhibits is unique within Canada and requested the Committee’s support for approval of the requested funding. In response to questions, it was pointed out the facility used by the Gallery is owned and maintained by the City of Waterloo; the City of Waterloo does not sponsor many of the tourist facilities given as examples of other tourist destinations to which visitors are referred; and, the Gallery has not received any previous funding from the City of Kitchener. Councillor C. Weylie commented that when this facility was originally established it was intended to go national; however, has failed to meet its fundraising targets. She also noted that considerable funding from senior levels of government was diverted from other local projects in favour of the Gallery. Councillor Weylie stated that she was not in support of the grant request. Mayor Zehr and Councillors Galloway and Vrbanovic also stated they could not support the request, commenting that it would not set good precedent; the Centre in the Square is distinctly different in its operation and programming; significant amounts of Kitchener taxpayers dollars are already going towards support of the arts; there are inequities in the amount of funding by the City of Waterloo towards cultural facilities; and, it is felt to be inappropriate to fund a City of Waterloo facility. On motion by Councillor C. Weylie - it was resolved: “That no action be taken on the request of the Canadian Clay and Glass Gallery for a cash grant in the amount of $5,000. to assist in costs associated with the Gallery’s operations and programming.” COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 80 -CITY OF KITCHENER 5. CSD-01-208 -GRANT REQUEST – ‘eyeGO TO THE ARTS’ The Committee was in receipt of Community Services Department report CSD-01-208 dated November 14, 2001, recommending approval of a one-time general provision grant in the amount of $3,000. for the ‘eyeGO to the Arts’ organization. Ms. Cheryl Ewing, ‘eyeGO to the Arts’, was in attendance to support the staff recommendation. Ms. Ewing advised that this organization focuses on encouraging students and youth to experience the performing arts by providing discounted theatre tickets. She pointed out that the organization has many partnerships within the Regions of Waterloo and Wellington and expects to go national. Ms. Ewing stated that the organization will focus on education and marketing to draw the interest of youth in the performing arts. She further pointed out that the organization has received significant grants from the Ontario Arts Council and the Trillium Foundation and are seeking municipal support to add leverage in seeking other grant funding. She pointed out that out of a budget of $262,000., $153,000. is in-kind funding and the organization has a 3 year time- line in which to establish itself. In response to questions, Ms. Ewing advised that funding will likely be requested again over the next few years and the majority of the funds raised will be used for marketing. On motion by Councillor B. Vrbanovic - it was resolved: “That a one-time general provision grant be approved in the amount of $3,000. for the ‘eyeGO to the Arts’ organization.” 6. CSD-01-194-2001 CIVIC SQUARE CHESS PROGRAM -UPDATE AND FUTURE DIRECTION The Committee was in receipt of Community Services Department report CSD-01-194 dated October 24, 2001, which provides an overview of the 2001 Civic Square Chess Program and recommends staff be directed to investigate future options for continuing this program. Mr. D. Hoch, past President, was in attendance to provide an overview of the 2001 program and outline future plans. Mr. Hoch noted that financial contributions were not being requested at this time; however, it was hoped that the City would assist in developing a business plan for the future of this program. Mr. Hoch then provided a brief history, together with an overview of the program objectives and highlights of the 2001 program including: regular evening meets, weekend tournaments and special events; outdoor programming; hosting of the Kitchener Masters Tournament; 2,600 participants attracted to the outdoor programming; and, a total of 5,900 participants attracted overall. Mr. Hoch advised that future plans include developing a detailed business plan; building a broad base of funding and volunteers; adding high profile regional, national and international events; expansion of the outdoor and indoor programming; and, development of partnerships with the Kitchener Downtown Business Association, senior levels of government and the corporate sector. In response to questions, Mr. Hoch advised that funding in the amount of approximately $30,000. is anticipated in order to meet the needs of future programming. On motion by Councillor J. Smola - it was resolved: “That Community Services Department report CSD-01-194, 2001 Civic Square Chess Program Annual Update, be received; and further, That staff be directed to investigate future options for continuation of programming for the Civic Square Chess Program.” COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 81 -CITY OF KITCHENER 7. CSD-01-207-HERITAGE LAWN BOWLING CLUB -REVISION TO LOAN AGREEMENT -REQUEST FOR PAYMENT DEFERRAL AND ADDITIONAL LOAN The Committee was in receipt of Community Services Department report CSD-01-207 dated November 19, 2001, recommending deferral of the 2001 loan payment of the Heritage Lawn Bowling Club and provision of an additional loan to cover the cost of purchasing a portable unit and site servicing. Mr. G. McConnell of the Heritage Lawn Bowling Club was in attendance to support the staff recommendation and introduced Ms. Irene Watt and Mr. Bill Boettger who were also in attendance. Mr. McConnell commented that the greens of the Heritage Lawn Bowling Club are considered one of the best in Ontario; however, the clubhouse is inadequate in meeting the needs of the members and limits the Club’s ability to hold large events or to accommodate other uses in the off-season. Mr. McConnell advised that the Club is proposing to purchase an additional portable unit to address this concern. He explained the details of the original loan agreement, noting that staff are now recommending an additional loan and extension of the term of the existing loan agreement relative to the cost of the site works for the new portable. In addition, deferral of the 2001 loan payment is also requested. Mr. McConnell noted that original estimates for the site works ranged from $6,000. to $10,000.; however, the final estimate is now in the amount of $15,000. He expressed the Club’s desire to have the City cover the cost of the site works as it is difficult for the Club to obtain money through fundraising. In this regard, he requested the Committee’s support in assisting with the proposed purchase of the portable unit and site works. In response to questions, Mr. McConnell advised that the Club is purchasing the portable unit and the additional loan is required for the site works; the Club pays for operational costs of the clubhouse; and, the proposed portable is to be added to the existing portable so as to have each function together as one unit. In response to further questions, Mr. McConnell clarified the terms of the original loan agreement and advised the Club is now requesting deferral of the 2001 loan payment, an additional loan to cover the cost of site works for the new portable and to extend the existing loan agreement in such a manner to maintain the original arrangement of 10 years payment free. In response to Councillor Vrbanovic, Mr. McConnell advised that space would be made available for use of Neighbourhood Associations in the new clubhouse facility. Mr. F. Pizzuto clarified in response to questions, that during initial negotiations rough estimates were discussed relative to the need of an additional portable; however, firm estimates were not established until the Club provided a formal design concept. In response to further questions, he outlined details of the site works considered to be contract work by staff and advised that there has been no discussion of internally defraying costs under the Winter Works Program. Mayor C. Zehr questioned if other staff from Legal and Finance were in agreement with the proposal and Mr. G. Melanson advised that the existing loan agreement could be refined provided clear direction is given as to the terms being agreed to. Mr. Melanson again clarified the original terms of the loan and stated that the existing loan agreement should be reviewed to determine how to approach revision of the staff recommendation and preparation of an amending agreement. Councillor B. Vrbanovic stated that he was prepared to approve the request of the Heritage Lawn Bowling Club subject to a maximum additional loan of $10,000., with revised wording of the staff recommendation to be brought forward by staff to the November 26th Council meeting. In addition, he requested staff to consider internal coverage of site works where appropriate under the Winter Works Program. COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 82 -CITY OF KITCHENER 7. CSD-01-207-HERITAGE LAWN BOWLING CLUB -REVISION TO LOAN AGREEMENT -REQUEST FOR PAYMENT DEFERRAL AND ADDITIONAL LOAN (CONT’D) On motion by Councillor B. Vrbanovic - it was resolved: “That the 2001 loan payment of the Heritage Lawn Bowling Club required under the Agreement dated February 18, 1997, in the amount of $5,000., be deferred to November 1, 2007; and, That the Heritage Lawn Bowling Club be granted an additional loan in the amount of $10,000. towards the cost of purchasing a portable unit and site servicing with such money payable in equal installments on or before November 1, 2008 and November 1, 2009; and, That the Agreement with Heritage Lawn Bowling Club be amended so that the initial term and the time to repay all loan money be therefore extended by three (3) years, with the option term remaining at ten (10) years; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an amending agreement with the Heritage Lawn Bowling Club.” 8. CSD-01-205-DUKE & ONTARIO AND CITY HALL PARKING GARAGE REPAIR PROGRAM The Committee was in receipt of Community Services Department report CSD-01-205 dated November 13, 2001, recommending approval of a schedule of structural repairs and maintenance for the Duke & Ontario Parking Garage and the City Hall Parking Garage. In response to Councillor J. Smola, Councillor C. Weylie advised that she had informed staff that she would volunteer to sit as the Council representative on the New Parking Garage Steering Committee. On motion by Councillor C. Weylie - it was resolved: “That the schedule of structural repairs and maintenance for the Duke & Ontario and City Hall parking garages, as outlined in Table 1 of Community Services Department report CSD-01-205, be approved; and further, That funding necessary to complete this work be referred to the 2002 Capital budget deliberations.” On motion by Councillor J. Smola - it was resolved: “That Councillor C. Weylie be appointed to the New Parking Garage Steering Committee to assist with the design process.” 9. CSD-01-200-CITY PARKS - OVERNIGHT PARKING PROHIBITION SIGNAGE -MUNICIPAL CODE CHAPTER 270 (PARKS) - AMENDMENT The Committee was in receipt of Community Services Department report CSD-01-200 dated November 13, 2001, recommending that signs be updated or installed in all parking lots within the municipality to inform the public that parking is prohibited from 2:30 a.m. to 6:00 a.m. and that clause 3.1 (k) of Chapter 270 (Parks) of the Municipal Code be amended to clarify parking restrictions within City parks. Mr. D. Daly advised that staff have brought forward these recommendations primarily for the purpose of informing the public of the restrictions applying to the parking of vehicles in City parks. He pointed out that approval will allow signs containing the times that parking is prohibited to be posted consistently within parks across the City. 9. CSD-01-200-CITY PARKS - OVERNIGHT PARKING PROHIBITION SIGNAGE COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 83 -CITY OF KITCHENER -MUNICIPAL CODE CHAPTER 270 (PARKS) – AMENDMENT (CONT’D) On motion by Councillor C. Weylie – it was resolved: “That appropriate signs be updated and/or installed in all parking lots within City parks to identify that they are governed under By-law No. 88-170 (Private Property - Municipal) and that parking is prohibited between the hours of 2:30 a.m. and 6:00 a.m.; and further, That Clause 3.1 (k) of Chapter 270 (Parks) of the Municipal Code be amended to read as follows: ‘3.1(k)park any motor vehicle in any park or natural park, except within a parking lot and, in any event, not between 2:30 a.m. and 6:00 a.m.’.” 10. CSD-01-191-DEMOLITION OF 55 JOSEPH STREET -EXPANSION OF DAVID & JOSEPH STREET PARKING LOT -VICTORIA SCHOOL CENTRE The Committee was in receipt of Community Services Department report CSD-01-191 dated October 29, 2001, recommending demolition of 55 Joseph Street under the Winter Works Program and expansion of the parking lot at David and Joseph Streets for use by the Victoria School Centre. On motion by Councillor C. Weylie – it was resolved: “That 55 Joseph Street be demolished at no additional cost under the Winter Works Program; and further, That subject to the 2002 Capital budget deliberations, the current parking lot at David and Joseph Streets be expanded at a cost of $45,000. for the use of Victoria School Centre.” 11. CSD-01-209-2002 ONTARIO SUMMER GAMES - APPOINTMENT TO EXECUTIVE COMMITTEE The Committee was in receipt this date of Community Services Department report CSD-01-209 dated November 15, 2001, requesting that a Council representative be appointed to the 2002 Ontario Summer Games Executive Committee. On motion by Mayor C. Zehr – it was resolved: “That Councillor G. Lorentz be appointed to the 2002 Ontario Summer Games Executive Committee.” 12. COMMUNITY HEALTH & SOCIAL SERVICES COMMITTEE – REPORT RE: REGIONAL ROLE IN NEIGHBOURHOODS Councillor B. Vrbanovic raised concern with an item on the Regional Community Health & Social Services Committee agenda which proposes consideration of a consultation process to determine what the Regional Municipality of Waterloo’s role should be with regard to neighbourhoods. He questioned the intent of the proposed consultation, expressing concern that if the intent is expansion of the Region’s responsibilities as opposed to seeking input to determine ways of improving existing health programs, it may result in an overlapping of what has been a long standing municipal responsibility. Councillor Vrbanovic requested that Mayor Zehr raise this concern with the Community Health and Social Services Committee. Mayor C. Zehr expressed similar concerns and agreed to convey the concerns raised with respect to this matter. In addition, he noted that the new Municipal Act makes provision for the Region to assume areas relative to community, recreation and culture by by-law and further 12. COMMUNITY HEALTH & SOCIAL SERVICES COMMITTEE – REPORT RE: COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 19, 2001- 84 -CITY OF KITCHENER REGIONAL ROLE IN NEIGHBOURHOODS (CONT’D) provides that where both the municipality and the Region have such a by-law, the upper tier by-law will rule. In this regard, he commented that further review and discussion will be necessary to fully understand the implications of the new Municipal Act. 13. ADJOURNMENT On motion, the meeting adjourned at 5:30 p.m. Janet Billett Committee Administrator