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HomeMy WebLinkAboutComm Svcs - 2006-05-15COMMUNITY SERVICES CO~MITfEE MINUTES MAY 15, 2006 CITY OF KITCHENER The Community Services Committee metthis date commencing at 4:14 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehrand Councillors J. Gazzola, M. Galloway, J. Smola, B. Vrbanovic and C. Weylie. Staff: C. Ladd, Chief Administrative Officer P. Houston, General Manager of Financial Services and City Treasurer R. Browning, General Manager of Development & Technical Services K. Currier, Director of Qperations K. Baulk, Director of Enterprise D. Chapman, Director of Financial Planning & Reporting M. Hildebrand, Interim Director of Community Programs and Services G. Hastings, Manager of Golf Courses D. Chapman, Supervisor of Special Events S. Williams, Assistant City Solicitor J. Hutchison, Facilitator of Volunteer Resources C. Goodeve, Committee Administrator 1. CSD-06-054 - BUSINESS CASE DEVELOPMENT FOR DOON VALLEY GOLF COURSE EXPANSION The Committee was in receipt of Community Services Department report CSD-06-054, dated May 3, 2006 regarding the development of a business case for the Doon Valley Golf Course expansion. Mr. Qwen Scott, The Landplan Collaborative Ltd., advised that based on the scores derived from the evaluation matrices completed by the Doon Valley Golf Course Project Team, the financial `Net Present Value' ~NPV~ calculations, and the public consultation feedback, the Project Team is recommending completion of a business case for the preferred option, `Expand Doon Valley Golf Course to 27 holes with a Golf Skills Facility'. Ne stated that the Project Team is also recommending no further consideration be given to the other potential future options for Doon Valley Golf Course. Mr. Scott pointed out that presentation of the completed business case is anticipated for January 2007, which would allow Council to consider this project as part of its 2007 budget deliberations. In response to questions, Mr. Q. Scott advised that the possibility of selling the golf course was not considered when the NPV calculations were undertaken, given the unlikelihood that someone in the private sector would purchase the golf course and not explore the various development opportunities. ~e noted that as a result, consideration of this option would have required the Project Team to make a number of assumptions, which would have produced unsubstantiated findings. Ms. Lori Schulz, President, Lower Doon Neighbourhood Association, thanked the City for allowing her group to be a member of the Project Team and advised that she supports the preferred option. She stated that while she understands the scheduling difficulties posed by the Municipal Election, she would prefer if Council made its final decision priorto January 2007. Mayor C. Zehr advised that to his knowledge Council is not permitted to approve large expenditures after Nomination Day, September 29, 2006, subject to various Council membership requirements as outlined in the Municipal Act. Ne added that given this, if Council were to make its final decision prior to January 2007 as requested by Ms. Schulz, it would have to do so before September 29, 2006. Councillor J. Gazzola inquired into the benefits of undertaking a business case, the plausibility to have it completed before the end of June 2006, and the total cost spent to date. Mr. K. Baulk estimated that the total cost of this project thus far is approximately $500,000., which includes the costs related to the Ontario Municipal Board hearing. Ne stated that he could provide a complete overview of the cost to date at a future Committee meeting. ~e advised that the business case will be prepared in-house through the Project Administration Office, who will use CQ~MUNITY SERVICES COMMITTEE MINUTES MAY 15, 2006 - 32 - CITY OF KITCHENER 1. CSD-06-054 - BUSINESS CASE DEVELOPMENT FQR DQQN VALLEY GOLF CQURSE EXPANSIQN (CONT'D) the standard template with some modifications. Ne stated that the business case would include detailed information on the project demand feasibility, budget projections, cash flow analysis, design parameters, construction processes, and risk analysis. Mr. Baulk commented that an end-of-June target date is not likely attainable, noting that he could provide Council with further information regarding the plausibility of this request at its May 29, 2006 meeting. Ms. C. Ladd advised that given the current work load faced by the Project Administration Office it would be very difficult for them to complete the business case by the end of June 2006. She commented that the best way to ensure a thorough evaluation is undertaken is to pursue the timetable outlined in the staff report. Qn motion by Councillor J. Gazzola, the staff recommendation was brought forward for consideration. Mayor C. Zehr expressed concern with paragraph 2 of the staff recommendation in that it automatically eliminates the option of maintaining the number of holes as is, which may serve as a possible fall-back position, if on completion of the business case it is determined that there is no longer a sufficient degree of market demand to warrant an additional 9 holes. Ne then suggested that in addition to an examination of the preferred option, the business case also include an examination of retaining the number of holes at 18. Mr. K. Baulk outlined that the Project Team undertook several golf demand analysis and all supported proceeding with the preferred option. Ne added that as outlined in Appendix 11, Pro Shop staff have reported that at least 200 players are turned away each Saturday and Sunday during the season. He stated that an additional 9-hole course would allow currently turned away green-fee players an opportunity to play, thereby producing additional revenues. Mr. Baulk then speculated that it could take up to 50% longer to complete a business case that examines both 18 and 27-hole options, noting that this could delay the completion of this project until the 2010 golf season. Councillor M. Galloway stated that he agreed with the Mayor's proposed addition to the business case as it would allow more flexibility if it is determined that an expansion to 27 holes is no longer a viable option. ~e commented that while this addition to the business case may delay its completion, it would be preferable to having to restart the process if the business case shows that an expansion isill-advised given market demand. Ms. C. Ladd stated that the City has had approximately 2 to 3 years of experience developing business cases and over that time it has been recognized that it is very difficult to develop a business case which contains more than one option. She stated that it has been found that by keeping the business case to a single scope the end results are more succinct. Councillor B. Vrbanovic advised that given the degree of work that went into the selection of the preferred option, and that it is supported by the neighbourhood association, he is in favour of the staff recommendation. ~e noted that he is comfortable with revisiting these options if the business case finds that expanding the golf course to 27 holes is not a viable option. Councillor J. Gazzola stated that given the amount of research and public consultation that went into selecting the preferred option, he could not support the Mayor's proposal to expand the business case. At the request of Councillor J. Gazzola, the following motion was voted on in 3 parts, on record votes, with paragraphs 1 and 3 being Carried Unanimously, and paragraph 2 Carried, with Councillors J. Smola, B. Vrbanovic, G. Lorentz, J. Gazzola and C. Weylie voting in favour, and Mayor C. Zehr and Councillor M. Galloway voting in opposition. COMMUNITY SERVICES COMMITTEE MINUTES MAY 15, 2006 - 33 - CITY OF KITCHENER 1. CSD-06-054 - BUSINESS CASE DEVELOPMENT FOR DOON VALLEY GOLF COURSE EXPANSION (CONY' D) Qn motion by Councillor J. Gazzola - itwas resolved: "That a business case for a City owned and operated 9-hole expansion and golf skills facility at Doon Valley Golf Course be completed; and, That no further action be taken with regard to the other potential options for golf course lands and tablelands at Doon Valley Golf Course, as outlined in Community Services Department report CSD-06-054; and further, That $35,000. in funding be approved to finance the outstanding balance of the Asset Review and future development of the business case." Councillor B. Vrbanovic left the meeting at this time. 2. CSD-06-063 - ONTARIO NETWORK OF THE CANADIAN VOLUNTEERISM INITIATIVE: MUNICIPAL TOOLKIT The Committee was in receipt of Community Services Department report CSD-06-063, dated May 1, 2006 regarding the Ontario Network of the Canadian Volunteerism Initiative: Municipal Toolkit. Ms. J. Hutchison gave a presentation outlining the `Municipal Toolkit: Practical Strategies to Enhance Municipal Support for Your Volunteer Program', which has been developed by the Qntario Network of the Canadian Volunteerism Initiative. She advised that the City of Kitchener was identified as a municipality that has "volunteer-friendly" characteristics and thus was featured in a section of the Municipal Toolkit entitled "Qntario Success Stories". She pointed out that although Kitchener is currently recognized as a leader in the development of municipal volunteer resources, more needs to be and could be done to adequately support volunteers and the volunteer sector. Ms. Hutchison outlined that both as a corporation and a community, the City must continually assess and further evolve the capacity of volunteer-related services and provide support to ensure the needs and opportunities of this community are being addressed. In response to questions, Ms. J. Hutchison advised that Kitchener continues to have an estimated 7,000 direct and affiliated volunteers. She noted that other municipalities, such as Ottawa, may draw their volunteer statistics over a wider array of groups, which could be why their numbers seem inflated. 3. CSD-06-065 -YOUR KITCHENER MARKET -UPDATE The Committee was in receipt of Community Services Department report CSD-06-065, dated May 3, 2006 regarding an update of the various initiatives currently being undertaken at Your Kitchener Market. Mr. K. Baulk advised that by the end of 2006 the Your Kitchener Market Team will present a 5- year plan, which will include an evaluation of various future options, one of those being the possible sale of the Market. He noted that at this time their main focus was ensuring operational effectiveness. 4. ADJOURNMENT Qn motion, the meeting adjourned at 5:40 p.m. Colin Goodeve Committee Administrator