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HomeMy WebLinkAboutCommunity Svcs - 2002-04-15 COMMUNITY SERVICES COMMITTEE MINUTES APRIL 15. 2002 CITY OF KITCHENER The Community Services Committee met this date, Chaired by Councillor G. Lorentz, commencing at 2:35 p.m. with the following members present: Mayor C. Zehr and Councillors M. Galloway, C. Weylie, J. Smola and J. Ziegler. Councillor B. Vrbanovic was in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. S. Adams, Ms. C. Heal, Ms. J. Billett and Messrs. F. Pizzuto, K. Baulk, D. Chapman, K. Nihls and G. Melanson. 1. CSD-02-084 - CO-OPERATIVE AGREEMENT - KITCHENER SENIORS TENNIS The Committee was in receipt of Community Services Department report CSD-02-084, dated April 2, 2002 regarding a Co-operative Agreement with Kitchener Seniors Tennis for use of the Victoria Park School. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a Co-operative Agreement with Kitchener Seniors Tennis for use of the Victoria School Centre, as approved and attached to Community Services Department report CSD-02-084." 2. DTS-02-075 / CSD-02-092 - GRANT REQUEST - 2002 CITY HALL CHESS PROGRAM The Committee was in receipt of joint Development and Technical Services and Community Services Department report DTS-02-075 / CSD-02-092, dated April 10, 2002 regarding a grant request for the 2002 Chess Program at City Hall. Ms. Catherine Heal was in attendance to provide an overview of the program. She noted that ongoing success of the program will require full time co-ordination of programming. She further advised that the City will partner with the K-W Chess Club and the Kitchener Downtown Business Association (KDBA) for this years program and the City is being requested to provide financial assistance in the amount of $1 0,000. Mr. Marty Schreiter, KDBA and Mr. Doug Hoch, K-W Chess Club, were in attendance to support the request for funding. Mr. Schreiter affirmed the KDBA's commitment to the program and its co-operation in partnership building. He advised that the KDBA is applying for funding under the Federal Crime Prevention Program and stated that the Chess Program has benefited the downtown in terms of safety. Mr. Schreiter encouraged the City to make this an annual summer time event. Councillor B. Vrbanovic entered the meeting at this time. In response to Councillor C. Weylie, Mr. Hoch acknowledged the lack of female representation on the Chess Committee and suggested this could be addressed for next year. Ms. Heal pointed out that a number of programs are geared toward women and children to encourage their participation. It was resolved: "That a general provision grant to a maximum of $10,000. be approved for the 2002 City Hall Chess Program." 3. CSD-02-085 - McLENNAN PARK - REQUEST TO HIRE CONSULTANT / GENERAL SCOPE OF CONSULTANT WORK - REQUEST FOR PROPOSAL - CONCEPTUAL DESIGNS The Committee was in receipt of Community Services Department report CSD-02-085, dated April 2, 2002 recommending the hiring of a consultant to undertake work in preparation of a future presentation to the Committee respecting alternative concepts for the McLennan Park project. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 15. 2002 - 31 - CITY OF KITCHENER 3. CSD-02-085 - McLENNAN PARK - REQUEST TO HIRE CONSULTANT / GENERAL SCOPE OF CONSULTANT WORK - REQUEST FOR PROPOSAL - CONCEPTUAL DESIGNS (CONT'D) Mr. Frank Pizzuto commented that the report outlines the issues to be pursued as understood by staff and directed by Council with respect to provision of additional information and alternative design concepts for the Park. He advised that staff are requesting support for the hiring of a consultant to undertake the work. In response to a question from Councillor J. Ziegler, Mr. Pizzuto advised that the work cannot be done in-house due to limited staff resources that have already been committed to a number of high priority projects. In response to a further question, Mr. Pizzuto advised that while $50,000. is available in the 2002 Capital Budget for this project, it is not expected that the entire amount will be expended in hiring a consultant. Councillor M. Galloway expressed concern with expending funds to hire a consultant, preferring that the work be done in-house and questioned if it was necessary to consider this project a high priority. Mr. Pizzuto stated that further delays to allow time for staff to complete the work may put the proposed partnership with River Valley Snow Tube in jeopardy and advised that staff are attempting to provide timely information to allow the Committee to make an informed decision of all options. Councillor Galloway expressed the opinion that the project should not be advanced to accommodate the timing of the private developer and pointed out that a number of area residents are opposed to private sector development. Mr. Pizzuto noted that staff are attempting to deal with direction given to provide a comparison between the private sector partnership and development of a passive recreational facility. He suggested that the opportunity for this comparison may be lost if the project is put aside until next year so that the work can be completed in-house. In response to a question of Councillor Galloway, Mr. Pizzuto advised that Community Services Department and Development and Technical Services Department staff, Regional staff and at least one community representative would formulate part of a project team to assist the consultant in developing terms of reference. Councillor Galloway suggested that the team should include at least 2 community representatives and the Ward Councillors. Councillor J. Ziegler expressed support for the recommendation, commenting that costs associated with hiring a consultant can be further considered at the time Council considers the results of the tender process. He further commented that it is important to have a balanced review of the alternatives for benefit of the residents and to assist Council in making the right choice. Mayor C. Zehr also spoke in favour of the recommendation and suggested that the process should not be defaulted by excluding options. He further advised that there is obligation to follow through as the proposal was included in the City's Millennium SuperBuild application. Councillors B. Vrbanovic, J. Smola and G. Lorentz advised that they were in support of the recommendation, expressing varying opinions including: the need to provide good community use of the property; the need for private sector partnership to make the project financially feasible; and the need to move forward to address concerns raised by area residents. Councillor M. Galloway suggested that if the recommendation was to go forward it be amended to include provision for the project team as outlined earlier. Mr. Pizzuto advised that it was not intended to strike a project team at this time but rather proceed only with tendering for a consultant. In response to a further question of Councillor Galloway, Councillor Lorentz advised that it is intended the consultant will guide the study process and bring forward a report for further consideration of the Committee. 3. CSD-02-085 - McLENNAN PARK - REQUEST TO HIRE CONSULTANT / GENERAL SCOPE OF CONSULTANT COMMUNITY SERVICES COMMITTEE MINUTES APRIL 15. 2002 - 32 - CITY OF KITCHENER WORK - REQUEST FOR PROPOSAL - CONCEPTUAL DESIGNS (CONT'D) On motion by Councillor J. Ziegler- it was resolved: "That staff be directed to proceed with the process of hiring a consultant for the McLennan Park project and the general scope of the consultant's work be approved as outlined in Community Services Department report CSD-02-085; and further, That a request for proposal to complete conceptual designs for McLennan Park be approved, in principle." Councillor M. Galloway requested that he be recorded as opposed to the motion. 4. CSD-02-089 - TREE REMOVAL - 14 BINGE MAN STREET The Committee was in receipt of Community Services Department report CSD-02-089, dated April 4, 2002 recommending that the City not assume responsibility for removal of a private tree located at 14 Bingeman Street. Mr. Tony Christie, resident of Bingeman Street, was in attendance with respect to this matter and advised of the following: . discussion was undertaken with Mr. K. Nihls, Facilitator of Tree Services, prior to road construction in the summer of 1999 and assurances were given that care would be taken regarding the subject tree; . in the fall of 1999 a large limb fell from the tree raising concerns of area residents relative to safety; . Mr. Tom Seeds, Municipal Law Enforcement / Property Standards Officer, inspected the tree and gave notice that it did not comply with standards under Chapter 665 of the City's Municipal Code and must be removed; . following further discussion with Mr. Nihls, an arborist was retained to prepare a Tree Inspection Report; . the report indicated that the tree is in excellent health; however, was likely affected by root pruning during road construction and removal was recommended. Mr. Christie advised that the cost to remove the tree is estimated between $2,000. to $3,000. and as the report indicates road construction may have had an affect on the tree, he was requesting the Committee to consider financial support on a 50 / 50 basis similar to that afforded the owner of 42 Bingeman Street under similar circumstances. In response to Councillor J. Smola, Mr. Christie advised that he did not have written estimates that could be provided this date. He further advised that he had obtained estimates, one of which estimated the cost to remove the tree at $1,600.; however, this quote was subject to the work being undertaken during the winter months. Mr. Christie indicated that all other quotations were in the range of $2,000. to $3,000. and he expected that the lower quote would be raised now that the industry's busy season has arrived. Councillor J. Ziegler commented that the Tree Inspection Report indicates the tree is healthy and pictures provided by staff taken during construction indicate that no damage to the roots occurred. He further commented that limbs naturally fall in high winds, and that age, size and the type of tree must be factored in. Accordingly, he suggested responsibility for removal of the tree should rest with the owner and recommended no action be taken. Councillor J. Smola provided an overview of the circumstances which initiated the property standards inspection and details of a similar request supported for the property at 42 Bingeman Street. Councillor Smola suggested that Mr. Christie's request be deferred to a future Community Services Committee meeting to allow an opportunity for 3 written quotations to be submitted. 4. CSD-02-089 - TREE REMOVAL - 14 BINGE MAN STREET ICONT'Dl COMMUNITY SERVICES COMMITTEE MINUTES APRIL 15. 2002 - 33 - CITY OF KITCHENER In response to a question from Councillor C. Weylie, Councillor Smola advised that the City agreed to pay 50% of the cost, up to a maximum of $1,000., for removal of the tree at 42 Bingeman Street. On motion by Councillor J. Smola- it was resolved: "That Community Services Department report CSD-02-089 respecting removal of a tree located at 14 Bingeman Street be deferred and referred to a future Community Services Committee meeting, pending receipt of 3 written quotations from the owner of the subject property detailing costs associated with removal of the tree." 5. CSD-02-091 - REQUEST FOR USE OF HYDRO SUBSTATION 7 - 311 EAST AVENUE - AUDITORIUM NEIGHBOURHOOD ASSOCIATION The Committee was in receipt of Community Services Department report CSD-02-091, dated April 1 0, 2002 regarding a request from the Auditorium Neighbourhood Association (ANA) to use the former Hydro Substation 7. Ms. Natasha VolI was in attendance and advised that since drafting the recommendation discussions have been undertaken with staff of the Legal Department and she proposed several amendments, including that permission be subject to the Association receiving the necessary grant funding from the Kitchener and Waterloo Community Foundation and that a Licence to Use agreement be entered into with the ANA. Ms. VolI advised that the first phase of the proposal will not involve financial support; however, financial support may be requested for Phases 2 and 3 relative to introduction of electrical services to the site. Mr. Dave Bradshaw, representing the Auditorium Neighbourhood Association, was in attendance to support the recommendation and reviewed aspects of Phase 1 of the proposal including storage of ANA property; erection of a sign post and message board for identification; and a rallying place for Association events. Mr. Bradshaw pointed out that the Association has already made application for funding to the Kitchener and Waterloo Community Foundation. He further commented that the property is centrally located and will not require parking or walkways as it is easily accessible on foot to all of the neighbourhood. Mr. Bradshaw requested the Committee's support. On motion by Councillor J. Smola- it was resolved: "That the Auditorium Neighbourhood Association be permitted to use the former Hydro Substation 7, 311 East Avenue and that the building located on the subject property be maintained by the Association at its own expense, subject to the Association receiving the necessary grant funding from the Kitchener and Waterloo Community Foundation, or such other funding as is acceptable to the General Manager of Community Services; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a License to Use agreement with the Auditorium Neighbourhood Association for such use of the subject property (Phase 1 only), as outlined in Community Services Department report CSD-02-091." 6. INFORMATION ITEMS The Committee was in receipt of Development and Technical Services Department report DTS- 02-072-ES, dated April 8, 2002 with respect to the 4th Annual Public Works Week to be held May 21 to 26, 2002. Ms. T. Crawford provided an overview of planned events. 6. INFORMATION ITEMS ICONT'Dl COMMUNITY SERVICES COMMITTEE MINUTES APRIL 15. 2002 - 34- CITY OF KITCHENER The Committee was in receipt of Community Services Department report CSD-02-090, dated April 4,2002 with respect to 2002 Special Events. Mr. D. Chapman provided an overview of planned events. Councillor B. Vrbanovic requested that staff revisit hosting of Multicultural Nights for the 2003 Special Events season and Mr. Chapman agreed to take this under advisement. 7. NEW BUSINESS Councillor B. Vrbanovic requested an update on the new parking garage facility. Following further discussion and by general consent, it was agreed that information reports would be included with the Committee's agenda, on an on-going basis, with respect to the following projects: new parking garage facility; Auditorium Complex upgrades; and the new Kitchener Market. 8. ADJOURNMENT On motion, the meeting adjourned at 3:35 p.m. Janet Billett Committee Administrator