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HomeMy WebLinkAboutComm Svcs - 2006-06-26COMMUNITY SERVICES COMMITTEE MINUTES JUNE 26, 2006 CITY OF KITCHENER The Community Services Committee met this date commencing at 4:17 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors J. Gazzola, J. Smola, B. Urbanovic, M. Galloway and C. Weylie. Staff: C. Ladd, Chief Administrative Officer A. Pappert, General Manager of Community Services P. Houston, General Manager of Financial Services and City Treasurer R. Browning, General Manager of Development & Technical Services S. Turner, Interim General Manager of Corporate Services K. Currier, Director of Operations K. Baulk, Director of Enterprise M. Hildebrand, Interim Director of Community Programs and Services S. Williams, Assistant City Solicitor K. Kugler, Manager, Kitchener Memorial Auditorium & Arenas G. Egerdeen, Supervisor, Facilities Management K. Woodcock, Special Projects Officer C. Goodeve, Committee Administrator 1. CSD-06-082 -ANDREA'S COMMUNITY GARDEN -GRANT REQUEST The Committee was in receipt of Community Services Department report CSD-06-082, dated June 5, 2006 regarding a community garden's grant request to cover costs related to the start- up of the Andrea's Community Garden. On motion by Councillor J. Gazzola - itwas resolved: "That cone-time grant in the amount of $1,000. ($500. cash and $500. in-kind services: transport topsoil and sod stripping), be approved to the Richwood Court Community Garden Group to assist with costs related to the start-up of Andrea's Community Garden; and further, That the Mayor and Clerk be authorized to execute any and all necessary agreements with the Richwood Court Garden Group, satisfactory to the City Solicitor, allowing Andrea's Community Garden to be located on public lands known as the Richwood Court Cul-de-sac bulb." 2. CSD-06-084 - ST. MARK'S CATHOLIC ELEMENTARY SCHOOL - COMMUNITY PLAYGROUND GRANT REQUEST The Committee was in receipt of Community Services Department report CSD-06-084, dated June 12, 2006 regarding aone-time community playground grant request to cover costs related to the construction of playground equipment at St. Mark's Catholic Elementary School. On motion by Councillor J. Gazzola - itwas resolved: "That aone-time community playground grant in the amount of $1,500., be approved to St. Mark's Catholic Elementary School in 2006 to assist with costs related to the construction of primary and junior creative playground improvements located within the school campus." 3. CSD-06-088 -MINOR SPORTS AFFILIATION AND THIRD PARTY LIABILITY INSURANCE REQUEST - KITCHENER SOCCER CLUB The Committee was in receipt of Community Services Department report CSD-06-088, dated June 15, 2006 regarding the Kitchener Soccer Club's inclusion under the City's Minor Sports Affiliation policy and Third Party Liability Insurance program. COMMUNITY SERVICES COMM11~'EE MINUTES JUNE 26, 2006 - 42 - CITY OF KITCHENER 3. CSD-06-088 -MINOR SPORTS AFFILIATION AND THIRD PARTY LIABILITY INSURANCE REQUEST - KITCHENER SOCCER CLUB (CONT'D) On motion by Councillor J. Gazzola - itwas resolved: "That the Kitchener Soccer Club be approved as an affiliated minor sport group under the City of Kitchener Minor Sport Affiliation policy; and further, That the Kitchener Soccer Club be approved as an insured group under the City of Kitchener Minor Sports Third Party liability Insurance program." 4. CSD-06-091 -HURON-STRASBURG NATURAL PARK CONSERVANCY PROJECT - GOVERNANCE AND MANAGEMENT OF HURON NATURAL AREA The Committee was in receipt of Community Services Department report CSD-06-091, dated June 14, 2006 regarding the Huron-Strasburg Natural Park Conservancy project and the governance and management of the Huron Natural Area. Councillor J. Gazzola inquired into the possibility of transferring control of the Huron-Strasburg Natural Area to the Regional Municipality of Waterloo as this area benefits all local area municipalities and was advised that given the amount Kitchener has invested in this land since purchasing it in 1984, it would be imprudent to transfer ownership at this late stage in its development. On motion by Councillor J. Gazzola - itwas resolved: "That the Corporation of the City of Kitchener receive title to lands within the Huron Natural Area presently owned by the Waterloo Catholic District School Board and the Waterloo Region District School Board, free and clear of encumbrances, for nil consideration, subject to a covenant that restricts the use of the lands to a natural conservation area, at the City's cost; and, That the Corporation of the City of Kitchener enter into a Joint Venture Agreement with the Waterloo Catholic District School Board and the Waterloo Region District School Board that will settle the terms of the management and operation of the Huron Natural Area in accordance with the principles described in Report No. CSD-06-091 (F. McCrea); and, That the Huron-Strasburg Natural Park Conservation Project be dissolved; and further, That the Mayor and Clerk be authorized to execute all necessary documentation to give effect to the foregoing resolutions all to the satisfaction of the City Solicitor." 5. CSD-06-087 - 2417 PUBLIC WASHROOM ACCESSIBILITY The Committee was in receipt of Community Services Department report CSD-06-087, dated June 16, 2006 regarding the proposed implementation of a 24/7 access to public washrooms pilot project. Mr. M. Hildebrand advised that on February 06, 2006, the Community Services Committee recommended that a project team be formed comprised of City staff and community representatives to develop recommendations and costing for the facilitation of providing 24/7 access to public washrooms within the downtown. He outlined that the project team is proposing that ashort-term pilot project be undertaken to accurately determine the feasibility of providing 2417 access to downtown public washrooms. He stated that the project team has investigated a number of locations throughout the downtown, noting that most of the locations were found to be unsuitable as they lacked adequate staffing to monitor the washrooms after certain hours in the day. He reviewed that findings of the project team, stating that of the 2 plausible locations, staff and the project team are recommending that the Skate Change Room COMMUNITY SERVICES COMM11~'EE MINUTES JUNE 26.2006 - 43 - CITY OF KITCHENER 5. CSD-06-087 - 2417 PUBLIC WASHROOM ACCESSIBILITY (CONT'D at City Hall be used for the one-year pilot project. He noted that subject to approval, commencing in November 2006 reports will be provided quarterly reviewing the success of the pilot project. Mr. Hildebrand further advised that to facilitate the pilot project, approximately $23,415.25 in capital costs will be needed to provide the necessary hardware to secure and monitor the change room. He added that staff are proposing that $15,000. of the $23,415.25 come from the Safe City capital account and the remaining $8,415.25 come from the Capital Contingency account. He outlined that additionally, an over expenditure of $5,300. will be required to cover the annual operating costs related to using the City Hall Skate Change Room for the pilot project. Mr. Hildebrand noted that if Council were to approve the use of the Skate Change Room, staff anticipates that it could be open for use by August 2006. He added that the project team also anticipates presenting a draft long-term implementation plan for providing 2417 access to downtown public washrooms in fall 2006. Councillor J. Gazzola expressed concern with the large capital cost required to undertake the pilot project, stating that it has yet to be definitively determined if a significant need exists for 24/7 access to downtown public washrooms. He added that while he is supportive of this initiative in principle, he finds it difficult to approve expenditures of this size without further information justifying the need for this service. He then suggested that the Grand River Transit (GRT) Bus Terminal on Charles Street may be better suited to host the pilot project as they are only closed for 4 hours a day and accordingly, only a limited increase in security monitoring would be needed at that facility. He then inquired into what requirements, if any, are outlined in the Ontario Building Code regarding a facilities obligation to provide washroom access to the public. Ms. A. Pappert advised that the need for this service was outlined in the February 2006 staff report, adding that over the past few months the City has also heard from a number of community groups who have indicated their support of the pilot project. She stated that the pilot project will serve as means of determining the degree of need for 2417 access to downtown public washrooms; while ensuring that all public safety requirements are being met. She pointed out that approximately $9,000. of the requested funding will be used to expand the security desk in the rotunda to provide for the installation of extra monitors and would also provide space for any future security monitoring needs. Mr. M. Hildebrand advised that with regard to the use of the GRT Bus Terminal on Charles Street, the Region of Waterloo has informed staff that they would not be willing to host the pilot project at that facility. Ms. C. Ladd outlined that while the Ontario Building Code contains provisions regarding the number of washrooms required in a building subject to its capacity, she is unaware of any additional requirements regarding providing public access to said washrooms. She stated that staff will investigate this and report back at a future meeting. Councillor G. Lorentz requested that staff also provide an estimation as to the number of persons they anticipate require the use of 24/7 access to downtown public washrooms. A motion by Councillor B. Urbanovic, that the City Hall Skate Change Room be used to accommodate the 2417 access to downtown public washrooms pilot project, as outlined in the staff report, was brought forward for consideration. He stated that in his opinion the proposed security monitoring system should have already been installed for the Skate Change Room as a public safety measure, given its use during the winter months. He added that he represented Council at the Sleepless Night Event where numerous community representatives expressed there support for the City providing 24/7 access to public washrooms in the downtown. At the request of Councillor B. Urbanovic the following motion was Carried on a recorded vote with Mayor C. Zehr and Councillors J. Smola, B. Urbanovic, G. Lorentz, M. Galloway and C. Weylie voting in favour and Councillor J. Gazzola voting in opposition. COMMUNITY SERVICES COMM11~'EE MINUTES JUNE 26, 2006 - 44 - CITY OF KITCHENER 5. CSD-06-087 - 2417 PUBLIC WASHROOM ACCESSIBILITY (CONT'D) On motion by Councillor B. Vrbanovic - itwas resolved: "That the use and modification of the City Hall Skate Change Room for the 24/7 access to public washrooms pilot project, be approved, as outlined in Community Services Department report CSD-06-087; and, That one-time funding in the amount of $23,415.25 to undertake the installation of a controlled access and communication system for the City Hall Skate Change Room, be approved, with $15,000. of said funding to be provided through the Safe City Capital Account and the remaining $8,415.25 to come from the Capital Contingency Account, as outlined in Appendix `B' of report CSD-06-087; and further, That an over expenditure of $5,300., be approved to cover the annual operating costs related to using the City Hall Skate Change Room for the 2417 access to public washrooms pilot project." 6. CSD-06-090 -FOOD AND BEVERAGE SUPPLY AGREEMENT EXTENSION - BINGEMANS INC. /KITCHENER MEMORIAL AUDITORIUM COMPLEX The Committee was in receipt of Community Services Department report CSD-06-090, dated June 15, 2006 regarding a 2 year extension to the food and beverage supply agreement currently in place with Bingemans Inc. for the provision of those services at the Kitchener Memorial Auditorium Complex (The Aud). Ms. K. Kugler advised that in August 2003, the City entered into an agreement with Bingemans Inc. to provide food and beverage services for The Aud, noting that since that time the City has been very satisfied with the level of service it has received. She stated that the terms of the agreement are for 3 years with an option to renew for an additional 2 years. She added that as per this clause, Bingemans Inc. sent a request to the City to discuss the possibility of enacting the 2 year extension for the food services agreement. She noted that as a result of those discussions City staff and Bingemans Inc. have determined that a 2 year extension would be beneficial for both parties, subject to the following amendments to the financial terms of the agreement: there be no inflationary increases on the minimum guarantee of $357,212. for the 2 year extension period; and, that a 20% capital administration fee be paid to Bingemans Inc. to administer food and beverage capital project (the fee is not to exceed $9,600 per year). In addition, a minimum overall event attendance clause will be developed and included in the agreement. Ms. Kugler outlined that by exercising the option to renew the food services agreement with Bingemans Inc., the City is able to continue to provide an excellent service and product to the customers utilizing The Aud in addition to meeting revenue targets. In response to questions, Ms. K. Kugler advised that the minimum event attendance guarantee amendment refers to the inclusion into the agreement of the schedule of events that was distributed when the original RFP was issued for this agreement. She stated that when the original agreement was tendered most companies wanted a 5 year term; however, Bingemans Inc. entered into a 3 year agreement on good faith that if they provided high quality service the contract could potentially be extended for an additional 2 years. She noted that given the high level of service provided since the agreement was entered into in 2003 and the challenges posed by bringing in a new service provider, it is in the City's best interest that the 2 year extension clause be enacted rather than tendering a new agreement. On motion by Councillor C. Weylie - itwas resolved: "That the Mayor and Clerk be authorized to execute an amended food and beverage supply agreement for the Kitchener Memorial Auditorium Complex, subject to the satisfaction of the City Solicitor, to extend the current agreement for an additional two year period as permitted in clause 2.2 of the agreement, with adjustments as outlined in Community Services Department report CSD-06-090." COMMUNITY SERVICES COMM11~'EE MINUTES JUNE 26, 2006 - 45 - CITY OF KITCHENER 7. CSD-06-085 -COMMUNITY INVESTMENT STRATEGY UPDATE - DETAILED DRAFT TERMS OF REFERENCE The Committee was in receipt of Community Services Department report CSD-06-085, dated June 22, 2006 regarding a `Detailed Draft Terms of Reference' for the Community Investment Strategy. Ms. A. Pappert advised that the purpose of the Community Investment Strategy is to develop and deliver a broad range of co-ordinated funding opportunities to the community in a way that meets both theirs and the City's needs. She stated that in January 2006, the Community Services Committee approved funding to develop a Community Investment Strategy and directed staff to report back on the details of the terms of reference before proceeding. She added that since that time, staff organized 7 feedback sessions, hosting representative stakeholders to gain their input on the terms of reference. She noted that during this process, the community was asked whether the draft terms of reference encompassed and reflected their investment needs and issues that are currently impacting them as a community. She then reviewed the feedback as outlined in the staff report, which she noted was incorporated in the draft terms of reference. Ms. Pappert stated that initial feedback received thus far indicates that the draft terms of reference are sound. She commented that this project should provide for sustainability in the community by balancing new and traditional approaches towards the development of community leadership and empowering citizens to contribute further to a strong and responsive City. In response to questions, Ms. A. Pappert advised that the next steps will be to explore the most effective approach to implement the 3 project phases and actions put forth by the terms of reference; while continuing to further investigate potential partnerships as a source of additional funding and undertake a review of the existing grant program. Additionally, staff will work with community agencies to determine options for partnering on specific sections of research outlined in the draft terms of reference and anticipate presenting a report back to this Committee by early 2007. A motion by Mayor C. Zehr to endorse the `Detailed Draft Terms of Reference' was brought forward for consideration. Councillor M. Galloway advised that some of the South Ward neighbourhood associations have informed him that as of yet they have not participated in the consultation undertaken thus far regarding the development of the Community Investment Strategy. He commented that it is his hope that as the development of this strategy progresses a broader consultation process will be pursued to ensure an equitable level of input is received from a cross section of the entire City. On motion by Mayor C. Zehr - itwas resolved: "That the Community Investment Strategy `Detailed Draft Terms of Reference', as attached to Community Services Department report CSD-06-085, be endorsed." 8. CSD-06-076 -LEAF COLLECTION PROGRAM -COMPARATIVE LEVELS OF SERVICE The Committee was in receipt of Community Services Department report CSD-06-076, dated May 8, 2006 regarding the level of service provided for the various components of Kitchener's leaf collection program as compared to neighbouring area municipalities. Mr. K. Currier stated that the City's By-law Enforcement staff routinely monitor the various leaf disposal sites as a means of deterring illegal dumping. Mr. S. Turner added that anyone caught dumping illegally could receive a maximum fine of up to $5,000. Mr. Currier advised that the City currently has 13 dump sites and provides notice on a rotating 5 day basis, via the City's website, informing the public as to the City's leaf collection schedule. He noted that it would not be possible for the City to provide this notice on a 2 day rotating basis. Mr. Currier pointed out that starting this year the City will no longer have to pay the Region of Waterloo a fee for the leaf pick-up service they provide, which he estimated would save approximately $65,000. of a total $380,000. budgeted towards the leaf collection program. COMMUNITY SERVICES COMM11~'EE MINUTES JUNE 26, 2006 - 46 - CITY OF KITCHENER ADJOURNMENT On motion, the meeting adjourned at 5:23 p.m. Colin Goodeve Committee Administrator