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HomeMy WebLinkAboutCommunity Svcs - 2002-04-29 COMMUNITY SERVICES COMMITTEE MINUTES APRIL 29. 2002 CITY OF KITCHENER The Community Services Committee met this date, Chaired by Councillor G. Lorentz, commencing at 3:45 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, M. Galloway, B. Vrbanovic, J. Smola and J. Ziegler. Officials Present: Ms. S. Adams, Ms. R. Willms, Ms. J. Billett and Messrs. F. Pizzuto, R. Pritchard, G. Melanson and R. Weber. 1. CSD-02-082 - SIGNING AUTHORITY FOR SERVICE PROVIDER AND PERFORMER CONTRACTS The Committee was in receipt of Community Services Department report CSD-02-082, dated April 9, 2002 respecting signing authority for pre-approved "Service Provider" and "Performer" contracts. It was resolved: "That standard pre-approved "Service Provider - Special Events" and "Performer" contracts be amended to also delegate signing authority to Facilitators in Community Programs and Services, the Facilitator of Special Events and the Director of Community Programs and Services, subject to a total payment/consideration limit not exceeding $7,000." 2. CSD-02-096 - CO-OPERATIVE/LICENSE AGREEMENT - HOUSE OF FRIENDSHIP - USE OF KINGSDALE COMMUNITY CENTRE The Committee was in receipt of Community Services Department report CSD-02-096, dated April 29, 2002 respecting an agreement with the House of Friendship for use of the Kingsdale Community Centre. It was resolved: "That the Co-operative / License Agreement between the City of Kitchener and the House of Friendship of Kitchener for use of the Kingsdale Community Centre be approved in the form as attached to Community Services Department report CSD-02-096; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the Co-operative / License Agreement with the House of Friendship of Kitchener." 3. CSD-02-098 - REVISED AGREEMENT - CITY HALL CHESS PROGRAM The Committee was in receipt of Community Services Department report CSD-02-098, dated April 22, 2002 respecting revisions to the "Grant and Chess Program" Agreement with the Kitchener-Waterloo Chess Club for continuation and expansion of the City Hall Chess Program. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an amended "Grant and Chess Program" Agreement with the Kitchener-Waterloo Chess Club for continuation and expansion of the City Hall Chess Program, with the terms generally as set out in joint Development and Technical Services Department and Community Services Department report DTS-02-075 / CSD-02-092." 4. CSD-02-095 - ARTIST IN RESIDENCE 2001 COMMISSION AND COMMISSION AGREEMENT The Committee was in receipt of Community Services Department report CSD-02-095, dated April 1, 2001 respecting an agreement for installation of the final commission of Andrew Wright, 2001 Artist in Residence. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 29. 2002 - 36 - CITY OF KITCHENER 4. CSD-02-095 - ARTIST IN RESIDENCE 2001 COMMISSION AND COMMISSION AGREEMENT (CONT'D) It was resolved: "That the final commission of Andrew Wright, 2001 Artist in Residence, be approved as recommended by the Public Arts Committee and installed at a site affiliated with the City of Kitchener; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the "Artist in Residence - Year 2001 Commission" Agreement, in the form as attached to Community Services Department report CSD-02-095." 5. CSD-02-094 - 2002 ARTIST IN RESIDENCE PROGRAM AND LICENSE AGREEMENT The Committee was in receipt of Community Services Department report CSD-02-094, dated April 4, 2002 respecting the 2002 Artist in Residence and the License Agreement for the Artist's Studio. It was resolved: "That Sandra Martin be named as the 2002 Artist in Residence, as recommended by the Arts and Culture Advisory Committee / Public Art Working Group; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the "License for Artist's Studio Kitchener City Hall" with Sandra Martin for use of City Hall facilities in 2002 - 2003, in the form as attached to Community Services Department report CSD-02-094." 6. CSD-02-093 - ARTIST EXHIBIT AND AGREEMENT - PAINTINGS OF DOWNTOWN FACTORIES - KITCHENER CITY HALL The Committee was in receipt of Community Services Department report CSD-02-093, dated April 5, 2002 respecting the display of the Heather Kocsis Exhibit within Kitchener City Hall and an agreement with the owner of the collection. It was resolved: "That the Heather Kocsis Exhibit consisting of 14 paintings, be approved for display at various locations within City Hall over a two year period; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an "Exhibit" Agreement with Peter Lerner on behalf of Reinsurance Risk Management, owner of the collection of paintings and in accordance with the terms as set out in Community Services Department report CSD-02-093." 7. CSD-02-099 - COMMUNITY DEVELOPMENT INFRASTRUCTURE GRANT PROPOSAL - FROM THE GROUND UP: BUILDING HEALTHY COMMUNITIES IN WATERLOO REGION The Committee was in receipt of Community Services Department report CSD-02-099, dated April 16, 2002 respecting a grant request in support of the initiative "From the Ground Up". Ms. Jackie MacMillan and Mr. Ayal Dinner were in attendance to support the grant request. Ms. MacMillan advised that this initiative originates with a group of citizens and service providers who already support their communities in areas such as environment, economic development and crime prevention. She pointed out that a series of events are to be linked, highlighted by a Healthy Communities Forum, to provide opportunity to strategize in building healthy communities. She expressed the opinion that City support is a natural progression toward its goals for a healthy community and will foster connections, sharing of resources and promote a more effective collaborative approach to building healthy communities. Ms. MacMillan COMMUNITY SERVICES COMMITTEE MINUTES APRIL 29. 2002 7. CSD-02-099 - COMMUNITY DEVELOPMENT INFRASTRUCTURE GRANT PROPOSAL - FROM THE GROUND UP: BUILDING HEALTHY COMMUNITIES IN WATERLOO REGION (CONT'D) - 37 - CITY OF KITCHENER expressed appreciation for in-kind support already given to the initiative and requested the Committee's support for the additional funding. In response to questions from Mayor C. Zehr, Ms. MacMillan advised that the Region of Waterloo and the City of Waterloo have approved monetary contributions in support of the initiative; however, she had been advised not to approach the City of Cambridge because of governance issues. Mayor Zehr expressed the opinion that the advice given was inappropriate as this initiative has no bearing on governance issues and encouraged the delegation to approach the City of Cambridge for funding. Ms. MacMillan and Mr. Dinner advised that the City of Cambridge have provided in-kind support; however, agreed that a further approach should be made. Councillor J. Ziegler noted that approximately half of the City's total contribution had already been expended in in-kind services and questioned how often this occurs. Ms. S. Adams advised that arrangements for in-kind services for this group had been made through Compass Kitchener and were for meeting room space and long distance telephone charges. She advised that she was not aware how often similar circumstances occur; however, suggested that staff could undertake monitoring. In response to a question from Councillor C. Weylie, Mr. R. Pritchard advised that it was his understanding this would complete arrangements made with this group through Compass Kitchener. On motion by Councillor B. Vrbanovic - it was resolved: "That a one-time grant in the amount of $1 ,500. be approved in support of the "From the Ground Up: Building Healthy Communities in Waterloo Region" initiative." 8. CSD-02-097 - GRANT REVIEW PROCESS - ANNUAL, GENERAL PROVISION AND MINOR SPORTS The Committee was in receipt of Community Services Department report CSD-02-097, dated April 19, 2002 outlining a comprehensive process for review of annual, general provision and minor sports grants. Ms. Renate Willms provided an overview of the proposed process for review of grants including surveys to other area municipalities and user groups; focus group sessions with Council, staff, Advisory Committees and user groups, to address issues identified in the staff report; and, preparation of policies and recommendations for consideration of the Committee in the fall of 2002. On motion by Councillor B. Vrbanovic - it was resolved: "That the process for review of annual, general provision and minor sports grants be approved, as set out in Community Services Department report CSD-02-097; and further, That staff be directed to prepare a report for consideration by the Community Services Committee in September 2002 outlining recommendations resulting from the grant review process." COMMUNITY SERVICES COMMITTEE MINUTES APRIL 29. 2002 9. CSD-02-101 - AUTOMATED PROGRAM REGISTRATIONS PROCEDURES - 38 - CITY OF KITCHENER POLICIES AND The Committee was in receipt of Community Services Department report CSD-02-1 01, dated April 24, 2002 respecting an evaluation of current business practices and recommended changes in support of the new Automated Program Registration System. Mr. R. Weber advised that following implementation of the new Automated Registration System, an evaluation of the process indicated inconsistencies in applying current policies and procedures. He further noted that limitations of the software program have required revisions to existing practices and implementation of new policies and procedures. Accordingly, he advised that staff are requesting approval of the changes proposed, as outlined in the staff report. In response to a question from Councillor G. Lorentz, Mr. Weber advised that response has been very good with over 1,000 applications for PIN numbers since implementation of the new system. He further advised that this number is expected to grow over the summer months with the addition of aquatics registrations. On motion by Councillor M. Galloway - it was resolved: "That policies and procedures related to the Automated Program Registration System be approved, as set out in the attachment to Community Services Department report CSD- 02-101." 10. ADJOURNMENT On motion, the meeting adjourned at 4:05 p.m. Janet Billett Committee Administrator