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HomeMy WebLinkAboutCommunity Svcs - 2002-08-12COMMUNITY SERVICES COMMITTEE MINUTES AUGUST 12, 2002 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:35 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. P. Houston, Ms. S. Adams, Ms. S. Massel, Ms. K. Devers, Ms. R. Willms, Ms. J. Billett and Messrs. R. Pritchard, F. Pizzuto, K. Baulk and D. Chapman. CSD-02-169 - FUNDING FOR PUBLIC ART COLLECTION PRESERVATION AND SIGNAGE The Committee was in receipt of Community Services Department report CSD-02-169 dated August 2, 2002 respecting proposed expenditures to preserve the City's Public Art Collection and provision of signage. It was resolved: "That expenditures of approximately $8,010. be approved to cover the costs for preservation of, and signage for, the City's current permanent Public Art Collection, as outlined in Community Services Department report CSD-02-169." CSD-02-157 - AFFILIATION POLICY AND ASSOCIATIONS RECOGNITION OF NEIGHBOURHOOD The Committee was in receipt of Community Services Department report CSD-02-157 dated August 1,2002 respecting an Affiliation Policy for Neighbourhood Associations. Councillor G. Lorentz questioned if there is opportunity for smaller groups to start up within a geographic area already serviced by a larger, well established Neighbourhood Association. Ms. S. Adams advised that two requests from smaller groups are currently being reviewed by staff and expressed the opinion that there is room for smaller groups to be added to the list of affiliated associations. Councillor M. Galloway referred to the Wyldwoods group which functions within the Doon Pioneer Park area without benefit of affiliated status and suggested that staff consider establishing a policy / procedure to assist smaller groups seeking affiliation. Ms. Adams expressed preference for reviewing organizations on a case by case basis with recommendations to come forward for the Committee's consideration. Councillor Galloway requested that staff contact representatives of the Wyldwoods group and begin the process of negotiating affiliated status with a report to come back to the Committee at a future date. It was resolved: "That the "Affiliation Policy for City of Kitchener Neighbourhood Associations" be approved as attached to Community Services Department report CSD-02-157; and further, That the Neighbourhood Associations listed in the attachment to report CSD-02-157 be recognized as affiliated Neighbourhood Associations." CSD-02-164- EXCLUSIVE SUPPLIER / ADVERTISING AGREEMENTS MEMORIAL AUDITORIUM COMPLEX, MUNICIPAL GOLF COMMUNITY ARENAS - KITCHENER BEVERAGES SCHNEIDER FOODS SPONSORSHIP AGREEMENT - MOLSON'S CANADA - KITCHENER COURSES AND LIMITED AND The Committee was in receipt of Community Services Department report CSD-02-164 dated August 1, 2002, together with a Summary Report dated August 6, 2002 prepared by Cameron Hawkins and Associates Inc., respecting the entering into of exclusive supplier, advertising and sponsorship agreements relative to the provision of major product lines for the Kitchener Memorial Auditorium Complex and other municipal recreation facilities. 3. CSD-02-164- EXCLUSIVE SUPPLIER / ADVERTISING AGREEMENTS - KITCHENER COMMUNITY SERVICES COMMITTEE MINUTES AUGUST 127 2002 - 64 - CITY OF KITCHENER MEMORIAL AUDITORIUM COMPLEX, MUNICIPAL GOLF COURSES COMMUNITY ARENAS - KITCHENER BEVERAGES LIMITED SCHNEIDER FOODS SPONSORSHIP AGREEMENT - MOLSON'S CANADA (CONT'D) AND AND Mr. Cam Hawkins, President - Cameron Hawkins and Associates Inc., was in attendance to support the recommendation contained in the staff report and provided a brief overview of the process involved in reaching a decision to recommend entering into agreements with Kitchener Beverages, Schneider Foods and Molson's Canada. In response to a question from Mayor C. Zehr, Mr. Hawkins clarified restrictions imposed by the Alcohol and Gaming Commission of Ontario on the sale of alcoholic beverages which precludes exclusive supplier agreements; however, pointed out that it is possible to structure an advertising agreement with a beverage alcohol supplier within Provincial regulations. The Committee then entered into a brief discussion during which issues were raised concerning sponsorship and advertising revenues, impact to a previous arrangement for internal signage with Kitchener Rangers and potential shortfalls in meeting the projected budget. On motion by Councillor B. Vrbanovic - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute exclusive supplier agreements for the Kitchener Memorial Auditorium Complex, municipal golf courses and community arenas with Kitchener Beverages Limited and Schneider Foods and a sponsorship agreement with Molson's Canada, as outlined in Community Services Department report CSD-02-164." 4. CSD-02-167 SERVING OF ALCOHOL - KITCHENER MEMORIAL AUDITORIUM COMPLEX The Committee was in receipt of Community Services Department report CSD-02-167 dated August 2, 2002 respecting serving of alcohol in all areas of the Kitchener Memorial Auditorium Complex including the newly renovated suites, lounges and restaurant. Mr. K. Baulk advised that in response to direction from Council staff have made application to the Alcohol and Gaming Commission of Ontario to adjust the current liquor license for the Auditorium Complex to permit alcohol to be sold in the newly renovated areas as well as throughout the building. Mr. Baulk advised that only two venues allow alcohol to be served throughout the full building being concerts and Ontario Hockey League games. He advised that serving of alcohol is recommended to be expanded to the seating and concourse areas for concerts. Mr. Baulk further advised that following discussions with the Kitchener Rangers executive, staff are recommending expanding the sale of alcohol in the concourse areas only, to the exclusion of the seating areas, during Ranger games. Mr. Steve Bienkowski, CEO - Kitchener Rangers, was in attendance to support the recommendation and provided rationale for the position of the Kitchener Rangers respecting the sale of alcohol within the seating area during Ranger games. He advised that the Rangers executive are attempting to find a balance between accommodating accessibility of alcoholic beverages and maintaining a safe environment for patrons within the seating area. He noted that the executive is in full support of expanding the sale of alcohol to the concourse areas but does not support expansion to the seating areas at this time. In response to a question from Councillor G. Lorentz, Mr. Bienkowski advised that renovations have increased room within the amenity areas and it was his opinion that adding the sale of alcohol in the concourse areas would not add to congestion problems. In response to a further question, Mr. Bienkowski advised that the Kitchener Rangers executive realizes they do not control where alcohol will be served; however, wish to be involved in any further evaluation or discussion respecting the sale of alcohol within the seating areas. 4. CSD-02-167 SERVING OF ALCOHOL - KITCHENER MEMORIAL AUDITORIUM COMPLEX COMMUNITY SERVICES COMMITTEE MINUTES AUGUST 127 2002 - 65 - CITY OF KITCHENER (CONT'D) On motion by Councillor J. Smola - it was resolved: "That subject to approval of the Alcohol and Gaming Commission of Ontario, serving of alcohol be expanded at the Kitchener Memorial Auditorium Complex to seating and concourse areas for concerts and to the concourse areas for Kitchener Ranger games, as outlined in Community Services Department report CSD-02-167." 5. CSD-02-174 - 2002 GENERAL PROVISION GRANT BUDGET The Committee was in receipt of Community Services Department report CSD-02-174 dated August 7, 2002 advising that the 2002 General Provision Grant Budget has been exhausted. Ms. R. Willms advised that all funds have been allocated from the General Provision Grant Budget as outlined in the staff report and Community Services staff intend to discontinue grant approvals for the remainder of 2002. Ms. Willms pointed out that agencies requesting grants will be advised that the funding has been exhausted; however, will be given the option of appearing before City Council to appeal for funding. Councillor B. Vrbanovic suggested that staff look at alternative means of disbursing the grant funding and suggested that the total monies be divided in 4 equal installments to ensure that funding is available in each quarter of the year. He further requested that staff review the appropriateness of disbursing monies from the General Provision Grant Budget to organizations such as the Theatre & Company and the Homer Watson House Foundation. Ms. R. Willms suggested that the issues raised by Councillor Vrbanovic could be discussed as part of the 2003 grant review process. On motion by Councillor B. Vrbanovic - it was resolved: "That the Community Services Department discontinue grant approvals under the 2002 General Provision Grant Budget and for the remainder of 2002 advise all agencies requesting a grant that they may appear before City Council to appeal for funding; and, That as part of the 2003 grant review process, staff consider alternative methods of allocating grant monies; including dividing total grant monies in 4 equal instalments to ensure monies are available in each ¼ year, as well as the appropriateness of disbursing grant monies from the General Provision Grant Budget to organizations such as the Theatre & Co and the Homer Watson House Foundation; and further, That staff prepare a report for consideration at a future meeting of the Community Services Committee." 6. SSD-02-019 - PROCESS FOR THE WINTER WORKS PROGRAM The Committee was in receipt of Strategic Services Department report SSD-02-019 dated July 30, 2002 respecting a new process for the Winter Works Program. Ms. K. Dever was in attendance to support the staff recommendation and provided a brief overview of the components of the new process for the program, including definition of the program, recognition of the Program Manager, tracking of critical dates, improved documentation of information collected on the application form, a process for evaluation of projects and allocation of funding. On motion by Mayor C. Zehr - it was resolved: "That the Winter Works Program process, as attached to Strategic Services Department report SSD-02-019, be endorsed." CSD-02-163 REQUEST FOR PROPOSAL TO ENGAGE CONSULTANT COMMUNITY SERVICES COMMITTEE MINUTES AUGUST 127 2002 - 66 - CITY OF KITCHENER NEW MARKET MANAGEMENT OPTIONS The Committee was in receipt of Community Services Department report CSD-02-163 dated August 1, 2002 respecting the hiring of a consultant to undertake a study of various management options for the new Kitchener Market. Ms. S. Massel was in attendance to support the staff recommendation and provided an overview of 4 management models proposed to be studied by a consultant, including the following: a City Sponsorship Model, a Vendor Association Model, a Subsidiary Corporation and a Third Party Sponsorship Model. Ms. Massel also referred to a Private Enterprise Model; however, pointed out that few examples of such a model exist in reality. Councillor G. Lorentz questioned the timing for the consultant's report to be presented to the Committee and Ms. Massel suggested that the earliest the report would be available would likely be January 2003. In response to a question from Councillor M. Galloway, Mr. F. Pizzuto advised that the costs associated with hiring the consultant were not anticipated; however, gave assurance that the market capital account can carry the expenditure. Mayor C. Zehr referred to the Vendor Association Model, commenting that it would be very unlikely that any vendor group would agree to assume legal and fiduciary responsibility for the market. He questioned why this option would be included and suggested that excluding this option would assist in narrowing the focus of the study and perhaps reduce the cost of the study. Ms. Massel stated that she was uncertain how much interest Kitchener vendors would have in this option but there were examples of Vendor Association Models that worked in other City's, including Montreal. Mr. K. Baulk also agreed that it was unlikely vendors would be interested in that particular model; however, suggested that a cursory review would be beneficial at this time. Mayor Zehr concurred with staff's recommendation to leave the option in for purpose of comment. On motion by Mayor C. Zehr - it was resolved: "That staff be directed to begin the Request for Proposal process to engage a consultant to undertake a study of various management options for the new Kitchener Market and to make recommendation of a preferred option for Council's consideration." CSD-02-166 FUNDING AND INSTALLATION OF PROTECTIVE NETTING - KITCHENER MEMORIAL AUDITORIUM COMPLEX AND COMMUNITY ARENAS The Committee was in receipt of Community Services Department report CSD-02-166 dated August 1, 2002 respecting installation of end zone safety netting at the Kitchener Memorial Auditorium Complex. Mr. K. Baulk referred to an incident during the previous hockey season at a National Hockey League (NHL) game in which a patron seated in the end zone was struck by an errant puck and died as a result of the injury incurred. As a result, he advised that the NHL mandated installation of protective end zone netting in all of their arenas. He pointed out that the Ontairo Hockey League (OHL) generally follow the NHL lead and he had been advised by Mr. Steve Bienkowski this date that the OHL had met this past week-end and has now mandated installation of end zone netting to be installed by December 31,2002. Mr. Baulk pointed out that staff have requested the Committee to consider two financing options; the first to approve an over-expenditure to allow installation to occur immediately or, secondly, to defer the project to the 2003 budget process. He further advised that Ms. P. Houston has provided an additional financing option which would allow installation to proceed now with the cost to be allocated as a first charge against the 2003 Capital Budget. Mr. Baulk stated that staff would prefer to proceed with installation as quickly as possible and pointed out that if delayed until 2003, the City would be in the position of contravening the OHL's deadline for installation by 6SD-02-166 FUNDING AND INSTALLATION OF PROTECTIVE NETTING - KITCHENER MEMORIAL AUDITORIUM COMPLEX AND COMMUNITY ARENAS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES AUGUST 127 2002 - 67 - CITY OF KITCHENER December 31, 2002. Following further discussion, it was generally agreed that installation should proceed now with the costs to be allocated as a first charge against the 2003 Capital Budget. Councillor G. Lorentz questioned if installation would include community arenas and Mr. Baulk advised that it was not necessary to include community arenas as there is no end zone seating in these facilities. On motion by Councillor B. Vrbanovic - it was resolved: "That National Hockey League style end zone safety netting be installed for hockey games at the Kitchener Memorial Auditorium Complex to an upset limit of $45,000. and that the cost of installation be allocated as a first charge against the 2003 Capital Budget." 9. SPECIAL EVENTS Mr. D. Chapman provided a brief commentary on the successful operations of recent special events, including the International Softball Congress World Fastball Championships currently being held at the Peter Hallman Ball Yard from August 9 - 18, 2002 and the Blues, Brews and BBQ's event held at City Hall on August 9 and 10, 2002. Mr. Chapman then announced the upcoming KidSpark Festival, sponsored by Tim Hortons, to be held in Victoria Park on August 17 and 18, 2002 and invited members of the Committee to attend. 10. CSD-02-175 COUNCIL POLICY 1-495 (FACILITY - SECURITY OFFICERS) MOUNTAIN DEW ALL STAR SKATE BOARD TOUR - CITY HALL The Committee was in receipt this date of Community Services Department report CSD-02-175 dated August 12, 2002 respecting an exemption to Council Policy 1-495 to permit skate boarding at City Hall during the Mountain Dew All Star Skate Board Tour to be held on August 25, 2002. On motion by Councillor J. Ziegler - it was resolved: "That not withstanding schedule "A" of Council Policy 1-495 in which skate boarding at City Hall is prohibited, Council approve an exemption to Council Policy 1-495 and authorize Mountain Dew All Star Skate Board Tour to perform their skate board show on Civic Square at City Hall, 200 King Street West, Kitchener, on August 25, 2002." Mr. F. Pizzuto requested that this resolution be forwarded to the Special Council meeting to be held later this date due to the timing of the event which will occur prior to the next regularly scheduled Council meeting on August 26, 2002. By general consent, it was agreed that a motion would be introduced at the Special Council meeting this date to have this resolution added as an agenda item for Council's consideration. 11. ADJOURNMENT On motion, the meeting adjourned at 4:20 p.m. Janet Billett, AMCT Committee Administrator