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HomeMy WebLinkAboutComm Svcs - 2006-10-23COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 23, 2006 CITY OF KITCHENER The Community Services Committee met this date commencing at 5:07 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, M. Galloway and C. Weylie. Staff: C. Ladd, Chief Administrative Officer T. Speck, General Manager of Corporate Services A. Pappert, General Manager of Community Services R. Browning, General Manager of Development & Technical Services R. Regier, Executive Director of Economic Development L. MacDonald, Director of Legal Services & City Solicitor K. Baulk, Director of Enterprises K. Currier, Director of Operations S. Adams, Director of Communications & Corporate Planning D. Mansell, Interim Director of Engineering Services M. Hildebrand, Interim Director of Community Programs and Services S. Wright, Manager of Downtown Community Development D. Ritz, Supervisor of Design & Development C. Goodeve, Committee Administrator 1. CSD-06-106 -FREE SATURDAY PARKING (NOV. 25!06 TO DEC. 30!06 INCLUSIVE) - CITY OPERATED DOWNTOWN FACILITIES The Committee was in receipt of Community Services Department report CSD-06-106, dated October 04, 2006 regarding the provision of free parking on Saturdays at all downtown City operated parking facilities during the upcoming 2006 holiday season. On motion by Councillor B. Vrbanovic - it was resolved: "That free parking be provided at all City of Kitchener operated downtown parking facilities on Saturdays commencing November 25, 2006 and extending through the Christmas season to December 30, 2006 inclusive; and further, That subject to annual budget approval, the Director of Enterprises be authorized to initiate this program on a year to year basis" 2. CSD-06-107 -COMMUNITY GARDEN GRANT REQUEST - WOODFIELD COURT GARDEN GROUP The Committee was in receipt of Community Services Department report CSD-06-107, dated October 5, 2006 regarding a community garden's grant request to assist with costs related to the start-up of the Woodfield Court Community Garden. On motion by Councillor B. Vrbanovic - it was resolved: "That aone-time grant in the amount of $760. ($500. cash and $260. in-kind services: transport topsoil and woodchips), be approved to the Woodfield Court Garden Group to assist with costs related to the start-up of the Woodfield Court Community Garden; and further, That the Mayor and Clerk be authorized to execute any and all necessary agreements with the Woodfield Court Garden Group, satisfactory to the City Solicitor, allowing Woodfield Court Community Garden to be located on public lands known as the Richwood Court Cul-de-sac bulb." COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 23, 2006 - 59 - CITY OF KITCHENER 3. CAO-06-05$ -VICTORIA PARK BOATHOUSE -EXTENSION OF LEASE The Committee was in receipt of Chief Administrative Officer report CAO-06-058, dated October 23, 2006 regarding an extension of the lease agreement for the Victoria Park Boathouse. Councillor G. Lorentz disclosed a pecuniary interest and abstained from all discussion and voting regarding this matter as he is a client of the firm involved in the lease agreement. Councillor J. Smola assumed the Chair for purposes of conducting this portion of the meeting. Councillor C. Weylie brought forward a recommendation that this matter be deferred and referred to a future Finance and Corporate Services Committee meeting to allow time for additional public consultations. On motion by Councillor C. Weylie - it was resolved: "That consideration of Chief Administrative Officer report CAO-06-058 (Victoria Park Boathouse -Extension of Lease Agreement), be deferred and referred to a future Finance and Corporate Services Committee meeting to provide time for additional public consultation." Councillor G. Lorentz then assumed the Chair. 4. PRESENTATION -INTERNATIONAL SOFTBALL CONGRESS WORLD TOURNAMENT UPDATE The Committee was in receipt this date of informational material produced by the International Softball Congress (ISC), dated August 2006 concerning the 2006 ISC World Tournament, which was held at the Peter Hallman Ball Yard, Budd Park and Kinsmen Park. Mr. Tom Clancy, ISC, introduced Mr. Duncan Matheson, ISC, who will be taking his place as Chair the 2007 ISC World Tournament, which is also scheduled to be held in the Cities of Kitchener and Cambridge. Mr. Clancy advised that over 500 volunteers donated more than 14,000 hours of their time to make the 2006 Tournament a success. He stated that over 45,000 people attended the Tournament, noting that a portion of the Tournament's proceeds have gone to various local community groups. Mr. Clancy then expressed his appreciation to the staffs of the Cities of Kitchener and Cambridge who he stated worked hard to provide the excellent playing facilities and services to the teams, fans and officials of the 2006 ISC World Tournament. On behalf of Council, Mayor C. Zehr and Councillor G. Lorentz presented Mr. Clancy with a gift in appreciation of his dedicated service and extended him best wishes for the future. 5. DTS-06-149 -EXTENSION OF ENGINEERING SERVICES AND LAND PURCHASE FOR STORMWATER FACILITY - GUELPH STREET RECONSTRUCTION AND SEWER OUTLET The Committee was in receipt of Development and Technical Services Department report DTS-06-149, dated October 4, 2006 regarding the implementation of stormwater controls to address existing flooding issues on Guelph Street. Mr. D. Mansell advised that in 2005 the City retained Conestoga-Rovers and Associates to undertake the design and contract administration for the reconstruction of Guelph Street between Moore Street and Ellis Avenue, as well as the storm outlet between Guelph Street and the boundary between the Cities of Kitchener and Waterloo. He stated that an examination of the existing storm system identified that the current storm sewers were significantly undersized and would require upgrading. However, it was identified that increasing the capacity without controlling drainage would significantly exacerbate the flooding issues already experienced by the area's residents. Mr. Mansell noted that during the design phase several alternatives to alleviate the flooding were investigated and based on that analysis, the construction of a stormwater pond at the rear of 409 Weber Street West, Kitchener and 185 COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 23, 2006 - 60 - CITY OF KITCHENER 5. DTS-06-149 -EXTENSION OF ENGINEERING SERVICES AND LAND PURCHASE FOR STORMWATER FACILITY - GUELPH STREET RECONSTRUCTION AND SEWER OUTLET tCONT'D) Weber Street South, Waterloo was determined to be the most feasible and cost effective option. He stated that to implement this proposal, a Schedule B Class Environmental Assessment (EA) is required; as such, staff are requesting approval to undertake the EA and are recommending the purchase of a portion of 409 Weber Street West. In response to questions, Mr. D. Mansell advised that in anticipation that stormwater storage would likely be required, funding was allocated for this at the onset of the project. He added that although staff originally planned to alleviate the flooding issues through the installation of new storm pipes, it was determined that new piping would not be an adequate solution. He noted that as a result of this issue the reconstruction of Guelph Street has been delayed. Mayor C. Zehr expressed concern that the staff recommendation contains the upset limit for the purchase of the subject property, which he noted could place the City in a precarious position given that negotiations with the property owner are still on-going. Ms. L. MacDonald advised that staff have been in discussions with the property owner for several weeks and are close to finalizing an agreement. She stated that the property owners are out of the country for the next few weeks and staff anticipate having an agreement in place shortly after their return. Mr. D. Mansell noted that while typically the upset limit would not be included in a recommendation prior to the completion of negotiations, it was necessary in this instance to provide for the expeditious commencement of the EA. He added that the property owners have appeared amiable to the sale of their land for fair market value; however, if an agreement cannot be reached, an alternative parcel of land would need to be purchased. It was noted in the agenda that any recommendation from this Committee will be considered at the special Council meeting to be held later this date. On motion by Councillor J. Smola - it was resolved: "That the Mayor and Clerk be authorized to execute an Offer to Purchase, satisfactory to the City Solicitor, with 1598094 Ontario Inc., for the purchase of a portion of lands municipally known as 409 Weber Street West, Kitchener and 185 Weber Street South, Waterloo, for the purposes of constructing a stormwater pond, to an upset limit of $250,000., plus any associated real estate fees and transaction costs to an upset limit of $15,000.; and, That the Mayor and Clerk be authorized to execute the necessary documentation to complete the conveyance; and further, That Council approve an extension of Conestoga-Rovers current Purchase Order in the amount of $15,650. to complete a Schedule B Class Environmental Assessment in order to implement the necessary stormwater controls during the Guelph Street reconstruction." 6. CSD-06-105 -GENERAL PARK AND COMMUNITY TRAIL DEVELOPMENT - PROPOSED ADDITIONS TO 10 YEAR CAPITAL FORECAST The Committee was in receipt of Community Services Department report CSD-06-105, dated October 19, 2006 regarding an update as to the status of general park and community trail development in newer residential areas and the impact that current budget allocations have had on the timing of the completion of proposed parks and trails. Mr. K. Currier provided an overview of the staff report, outlining that the General Park and Community Trail capital budgets have received nominal inflationary increases to address the growing demand for parks, trails and open spaces in new development areas. As a result, there currently exists a backlog of 17 undeveloped parks in newer residential areas within recently approved subdivisions and a backlog of 482.13 hectares of undeveloped open space lands in new and existing residential areas. He added that as the backlog of new park and trail COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 23, 2006 - 61 - CITY OF KITCHENER 6. CSD-06-105 -GENERAL PARK AND COMMUNITY TRAIL DEVELOPMENT - PROPOSED ADDITIONS TO 10 YEAR CAPITAL FORECAST tCONT'D) development increases in newer residential areas, the opportunity to retrofit or rehabilitate existing parks and trails in established neighbourhoods has been delayed. He stated that staff are proposing the development of a short-term (5 year) plan to address the current backlog of park and trail development and along-term (10 year) plan to address ongoing park and trail development and the retrofitting /rehabilitation of existing parks. In response to questions, Mr. K. Currier advised that while staff are not requesting any action by the Committee at this time, they will be seeking consideration for the integration of the following within the City's 10-year Capital Forecast during Council's 2007 Capital Budget deliberations: • an increase of $700,000. annually to the Operations Capital Budget commencing in 2007 through to 2011, for general park and community trail development; • one-time funding to the 2007 Operations Capital Budget for a Park and Open Space Master Plan; and, • future consideration to the annual Operations Capital Budget for general park and community trail development as determined through the Park and Open Space Master Plan process. Mr. K. Currier responded further that the proposed $700,000. annual increase to the Operations Capital Budget would be allocated to various programs and services within that Division. He stated that discussions will need to take place prior to Council's 2007 Budget deliberations between Operations and Finance staff to determine the role of development charges in the proposed Master Plan. Ms. C. Ladd advised that at present only a small percentage of development charges can be attributed towards park features. She added that the Master Plan will examine the potential for having developers supply park equipment in addition to their current seeding and grading requirements. Mr. D. Ritz noted that none of the 17 undeveloped parks in newer residential areas have been accepted by the City, as the developers have yet to fulfill their seeding and grading requirements. Mayor C. Zehr requested that information be provided regarding which programs and services would or would not be receiving a portion of the $700,000., stating that this examination may serve to avoid the development of another backlog in an area that is not receiving an increase in funding. He further requested that a report be provided, with both 5 and 10 year benchmarks, which compares the staff proposal to the City's current practices, as a means of determining the best response to the apparent backlog. He added that the report should also outline the potential impact that this proposal may have on the Development Charges Fund. Mr. K. Currier agreed to incorporate those requests into the report that will be brought forward during Council's 2007 Capital Budget deliberations, scheduled for March 2007. Councillor J. Gazzola stated that in his opinion, the proposed Master Plan should be in place prior to the allocation of funding to address specific issues. Mr. K. Currier advised that the rationale behind the funding request is to ensure that the City does not fall further behind in its general park and community trail development. He added that the Master Plan is intended not only to address the current status of general parks and community trails, but will also set benchmarks for future park and community trail development. Councillor B. Vrbanovic commented that in his opinion, the issue of the backlog should be dealt with separately from the Master Plan. He stated that the purpose of the Master Plan should be to provide options for the retrofitting of existing parks and to determine the best means of increasing the amount of green space in areas of the City that are undergoing intensification. Ms. A. Pappert outlined that it is staff's intent to include updating existing parks and increasing the amount of green space in areas of intensification as a facet of the Master Plan. She advised that staff anticipate that the Master Plan Request for Proposal (RFP) will be released shortly after Council's 2007 Capital Budget deliberations. She noted that discussions have already taken place with the area's school boards and it is expected that their relationship to the Master Plan would be defined as a component of the Master Plan's Terms of Reference. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 23, 2006 - 62 - CITY OF KITCHENER 6. CSD-06-105 -GENERAL PARK AND COMMUNITY TRAIL DEVELOPMENT - PROPOSED ADDITIONS TO 10 YEAR CAPITAL FORECAST tCONT'D) Mayor C. Zehr inquired into whether receiving pre-budget approval to proceed with the RFP might expedite the overall timeframe for the development of the Master Plan and was advised that pre-budget approval would increase the rate with which staff could commence the RFP process. Following further discussions, it was agreed that staff would report back to a future Committee meeting with the following: • a draft Terms of Reference for the Park and Open Space Master Plan, which could potentially lead to the granting of pre-budget approval to allow staff to move forward with the Master Plan RFP process; and, • a strategy, outside of the Master Plan, to inventory and address equipment and amenity needs of existing parks in established areas of the City, with priority to be given to parks located within the City's suburbs. 7. NEW BUSINESS -WINTER REMOVAL OF GARBAGE CONTAINERS IN CITY PARKS Councillor B. Vrbanovic brought forward new business regarding the removal of garbage containers from City parks during the winter season. He requested that staff examine the possibility of relocating these garbage containers to areas within the parks that would allow for their continual use by the public and logistical access by staff during the winter season. Mayor C. Zehr suggested that staff investigate how other municipalities have resolved this issue. 8. ADJOURNMENT On motion, the meeting adjourned at 6:12 p.m. Colin Goodeve Committee Administrator