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HomeMy WebLinkAboutCommunity Svcs - 2002-06-24COMMUNITY SERVICES COMMITTEE MINUTES J U N E 24, 2002 CITY OF KITCHENER The Community Services Committee met this date, Chaired by Councillor G. Lorentz, commencing at 3:25 p.m. with the following members present: Councillors M. Galloway, C. Weylie, J. Smola and J. Ziegler. Mayor C. Zehr and Councillor B. Vrbanovic were in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. C. Legault, Ms. S. Adams, Ms. D. Wittig, Ms. L. McDonald, Ms. G. Luciantonio, Ms. J. Billett and Messrs. J. Fielding, R. Pritchard, F. Pizzuto, J. Shivas, G. Melanson, K. Baulk, J. Cooper, M. Tout, G. Richardson, D. Daley, E. Dent, R. Gosse and G. Sosnoski. CSD-02-110 - AMENDING AGREEMENT - KITCHENER WATERLOO ROWING CLUB INC. The Committee was in receipt of Community Services Department report CSD-02-110, dated May 22, 2002 respecting revision to an existing agreement with the Kitchener Waterloo Rowing Club Inc. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and City Clerk be authorized to execute an amending agreement with the Kitchener Waterloo Rowing Club Inc. and the University of Waterloo for provision to locate a fourth transport trailer for the purpose of storing additional boats on a portion of the former road bed of old King Street adjacent to Schneider Park and to extend the term of the agreement to September 30, 2004." CSD-02-106 CO-OPERATIVE AGREEMENT BETWEEN THE CITY OF KITCHENER AND SENIOR HELPERS AIDING RETIREES THROUGH EXPERIENCE (S.HA.R.E.) The Committee was in receipt of Community Services Department report CSD-02-106, dated June 4, 2002 requesting permission to enter into an agreement for provision of Peer Helping Programs for seniors. It was resolved: "That a Co-operative Agreement be entered into with the Senior Helpers Aiding Retirees Through Experience (S.H.A.R.E.) for provision of Peer Helping Programs for seniors, as attached to Community Services Department report CSD-02-106; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the Co-operative Agreement with S. H.A.R.E." CSD-02-137 LICENSE AGREEMENTS CONSTRUCTION OF WALTER BEAN GRAND RIVER TRAIL - ZELLER DRIVE PROPERTIES The Committee was in receipt of Community Services Department report CSD-02-137, dated June 14, 2002 requesting permission to enter into agreements with two property owners on Zeller Drive respecting construction of a portion of the Walter Bean Grand River Trail. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and City Clerk be authorized to execute two License Agreements, as attached to Community Services Department report CSD-02-137, firstly with the property owner(s) of 488 Zeller Drive (Art and Carol Huber) and secondly with the property owner of Part Lots 117 and 119, German Company Tract, Zeller Drive (Hallman Brierdale Limited), to authorize the City of Kitchener to construct and establish a portion of the Walter Bean Grand River Trail over their respective properties." 4. CSD-02-139 GRANT REQUEST- UNITY COMMUNITY GARDEN COMMUNITY SERVICES COMMITTEE MINUTES JUNE 247 2002 - 51 - CITY OF KITCHENER 2631 KINGSWAY DRIVE The Committee was in receipt of Community Services Department report CSD-02-139, dated June 12, 2002 requesting a grant for start-up of a community garden at 2631 Kingsway Drive. It was resolved: "That pursuant to Council Policy 1-272, a one time contribution in the amount of $1,000. be approved for the Unity Community Gardeners for the start-up of the Unity Community Garden to be located within the rear of the property at 2631 Kingsway Drive, which includes: a) services in-kind: transport compost, woodchips b) cash grant $415 $485." CSD-02-128 SHARED FINANCING FOR WALKWAY FENCING 70 PINEHURST CRESCENT AND 84 CRAIG DRIVE The Committee was in receipt of Community Services Department report CSD-02-128, dated June 11, 2002 respecting shared financing arrangements for walkway fencing at 70 Pinehurst Crescent and 84 Craig Drive. It was resolved: "That pursuant to Council Policy 1-610, one time contributions be approved for provision of shared costs on a 50/50 basis for walkway fencing, as follows: a) property owner(s) of 70 Pinehurst Crescent 38.71 m of fencing) b) property owner(s) of 84 Craig Drive (30.48 m of fencing) $628.90 $506.11." CSD-02-141 - AMENDMENT TO PARK LICENSE - WALKWAY EXTENSION ACROSS HYDRO ONE NETWORKS INC. LANDS - HIDDEN CREEK DRIVE TO VICTORIA STREET SOUTH The Committee was in receipt of Corporate Services Department report CSD-02-141, dated June 14, 2002 requesting revision to an existing agreement for extension of a walkway across a hydro corridor from Hidden Creek Drive to Victoria Street South. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a Letter of Understanding with Hydro One Networks Inc. (HONI), as attached to Community Services Department report CSD-02-141, to amend an existing Park License Agreement with Ontario Hydro, to provide for extension of an existing walkway for use by the City of Kitchener and the public across a Hydro corridor on HONI lands from Hidden Creek Drive to connect with Victoria Street South." CSD-02-140 - ENCROACHMENT AGREEMENT - OWNER OF 230 CENTENNIAL COURT - DRIVEWAY ENTRANCE TO KOLB PARK The Committee was in receipt of Community Services Department report CSD-02-140, dated June 14, 2002 requesting permission to enter into an agreement to permit a portion of the driveway entrance of Kolb Park to be on the property at 230 Centennial Court. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to enter into an encroachment agreement with the property owner of 230 Centennial Court (Ham-Let Canada Inc.) to allow a portion of the driveway entrance to Kolb Park to be located on the subject property." 6SD-02-147 AGREEMENT - SERBIAN ORTHODOX CHURCH - WILLIAMSBURG COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 52 - CITY OF KITCHENER CEMETERY The Committee was in receipt of Community Services Department report CSD-02-147, dated June 17, 2002 requesting permission to enter into an agreement for provision of a Serbian Orthodox section and gazebo at Williamsburg Cemetery. It was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and City Clerk be authorized to execute an agreement with the Holy Trinity Serbian Orthodox Church Kitchener- Waterloo, as attached to Community Services Department report CSD-02-147, for provision of a Serbian Orthodox section and construction of a gazebo-like structure at Williamsburg Cemetery." CSD-02-139 - APPLICATION TO ALCOHOL AND GAMING COMMISSION OF ONTARIO EXPANDED LIQUOR LICENSE - KITCHENER MEMORIAL AUDITORIUM COMPLEX 10. The Committee was in receipt of Community Services Department report CSD-02-139, dated June 17, 2002 requesting permission to make application for an expanded liquor license for the Kitchener Memorial Auditorium Complex. It was resolved: "That an application be made to the Alcohol and Gaming Commission of Ontario for an expanded Liquor License to include any new areas resulting from facility upgrades and to ensure license coverage for all areas within the Kitchener Memorial Auditorium Complex." CSD-02-148 - LICENSE AGREEMENT - WORD ON THE STREET CANADA INC. FESTIVAL 11. The Committee was in receipt of Community Services Department report CSD-02-148, dated June 17, 2002 requesting permission to enter into an agreement with respect to a festival to be hosted by Word on the Street Canada Inc. It was resolved: "That subject to the satisfaction of the City Solicitor, the Special Events Facilitator be authorized to execute a License Agreement with the Word on the Street Canada Inc., as set out in Community Services Department report CSD-02-148, respecting a festival to be held in Victoria Park on Sunday, September 29, 2002." CSD-02-131 FESTIVAL OF NEIGHBOURHOODS YEAR 2000 RELEASE OF CAPITAL IMPROVEMENT GRANT FUNDS PLAYGROUND EQUIPMENT UPGRADES - BRUBACHER GREEN The Committee was in receipt of Community Services Department report CSD-02-131, dated June 13, 2002 requesting release of 2000 Festival of Neighbourhoods capital improvement grant monies for upgrades to playground equipment at Brubacher Green. It was resolved: "That the 2000 Festival of Neighbourhoods capital improvement grant monies in the amount of $10,000. be released to cover the costs of proposed upgrades to the playground equipment located at Brubacher Green, as set out in Community Services Department report CSD-02-131 ." 12. CSD-02-138 - FUNDING FOR INSTALLATION OF AUTOMATIC DOOR OPENER COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 53 - - CITY HALL ROTUNDA FAMILY WASHROOM CITY OF KITCHENER 13. 14. The Committee was in receipt of Community Services Department report CSD-02-138, dated June 14, 2002 requesting funding for purchase and installation of an automatic door opener for the City Hall Rotunda Family Washroom. Mr. F. Pizzuto pointed out that funding is proposed to be taken from the Capital Contingency account for this project and advised that together with several other projects to be considered this date, would essentially deplete the Contingency fund. In response to a question from Councillor J. Smola, Ms. P. Houston advised that it was preferred to use funds from the Capital Contingency first and as other projects are completed, re-assess any surplus funds that could be drawn from later in the year. On motion by Councillor J. Smola - it was resolved: "That funding be allocated from the 2002 Capital Contingency to purchase and install an automatic door opener on the door to the Family Washroom located on the main floor off the Rotunda area of Kitchener City Hall." CSD-02-150 BID TO HOST INTERNATIONAL 4 NATIONS CUP - WOMEN'S HOCKEY CHAMPIONSHIP GRANT FUNDING AND HOSTING VIP RECEPTION The Committee was in receipt of Community Services Department report CSD-02-150, dated June 17, 2002 requesting support for a bid to host the International 4 Nations Cup, to be held in November 2002. In addition, funding is also requested to cover the costs of hosting a VIP reception for competing teams and dignitaries. Mr. K. Baulk provided a brief overview of the staff report noting that the 4 Nations Cup is an annual event that this year, will host Olympic Women's Hockey Teams from Canada, USA, Finland and Sweden. On motion by Councillor M. Galloway - it was resolved: "That Council support a bid to host the International 4 Nations Cup, Women's Hockey Championship, in November 2002; and, That the Mayor and Council host a VIP reception for competing teams and dignitaries; and further, That a one time grant in the amount of $2,500. be approved to cover the costs of the VIP reception." CSD-02-127 FOREST HEIGHTS POOL CLOSURE AND CAPITAL FUNDING - AIR HANDLER REPLACEMENT INSTALLATION 14. The Committee was in receipt of Community Services Department report CSD-02-127, dated June 19, 2002 requesting allocation of funding from the Capital Contingency to cover the cost of replacing two air handlers at Forest Heights Pool and permission to shut down the pool in the fall to accommodate removal and installation. Ms. Dianne Wittig provided a brief overview of the staff report, noting that the pool is currently without air handlers and operations will have to cease in September if replacements are not installed. She advised that removal and installation would require the pool to be shut down for a 4 week period from September 3 to October 1, 2002. She further pointed out that as a result of the shut down a loss of approximately $10,000. in revenue would be accrued; however, the loss would be off-set by an under-expenditure of operating costs in the amount of approximately $12,500. 6SD-02-127 FOREST HEIGHTS POOL CLOSURE AND CAPITAL FUNDING - AIR HANDLER REPLACEMENT INSTALLATION (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 54 - CITY OF KITCHENER 15. Mayor C. Zehr entered the meeting at this time. Councillor C. Weylie raised concern with problems associated with the water temperature of the pool and Mr. Ed Dent provided an explanation as to how the water temperature is monitored. Mr. F. Pizzuto suggested that staff undertake monitoring of temperature readings and report back at a later date with respect to this matter. Councillor G. Lorentz questioned why the air handlers were not part of the renovations undertaken in 2001. Ms. Wittig advised that in 2000 one of the two air handlers became inoperable because of gas leakage and a temporary solution was provided by converting one of the domestic hot water boilers. She stated that staff had expected to replace this air handler as part of the 2001 renovations; however, there was insufficient funds and it was decided that operations could continue with the remaining air handler and the converted boiler. She pointed out that following the renovations an inspection revealed gas leaks in the second air handler and it was also shut down. Mr. F. Pizzuto suggested, and it was agreed, that staff would follow up with an information report respecting this matter. Councillor B. Vrbanovic entered the meeting at this time. In response to a question from Councillor M. Galloway, Ms. Wittig advised that the amount of funding requested was to ensure the project would be completed within budget; however, all of the funds would not necessarily be spent. On motion by Councillor J. Smola - it was resolved: "That funding be allocated from the 2002 Capital Contingency in the amount of $100,000. to cover the cost of replacing two air handlers at the Forest Heights Pool; and further, That Forest Heights Pool be closed during the period of September 3 to October 1, 2002 to accommodate air handler removal and installation." CSD-02-142 LYLE HALLMAN POOL UPGRADES FUNDING FOR BOILER REPLACEMENT AND AIR HANDLER VENTILATION SYSTEM 15. The Committee was in receipt of Community Services Department report CSD-02-142, dated June 19, 2002 requesting funding for replacement of a failed boiler at Lyle Hallman Pool and pre- approval for funding from the 2003 Capital Allocation for upgrading of the air handler ventilation system. Ms. Dianne Wittig provided a brief overview of the staff report, noting that the pool is currently operating with only one of the two boilers in operation and both are required. She further advised that upgrades are required to the air handler to improve on air quality and hydro efficiencies. She pointed out that renovations would take place during the normal shut down period for the pool from November 26 to December 7, 2002. A brief discussion was undertaken with respect to the life expectancy of the boilers and it was pointed out that the original boilers were over-sized, producing inconsistent temperature ranges. It was further pointed out that the new boiler will be built to handle ranging temperatures and will take the load off the second boiler, extending its life expectancy. On motion by Councillor B. Vrbanovic - it was resolved: "That funding be allocated to the Aquatics Division from the 2002 Capital Contingency in the amount of $30,000. to cover the cost of replacing one failed boiler at the Lyle Hallman Pool; and, CSD-02-142 LYLE HALLMAN POOL UPGRADES FUNDING FOR BOILER REPLACEMENT AND AIR HANDLER VENTILATION COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 SYSTEM (CONT'D) - 55 - CITY OF KITCHENER 16. That $125,000. be pre-approved to the Aquatics Division as a 2003 Capital allocation to cover the cost of upgrading the air handler ventilation system at the Lyle Hallman Pool; and further, That installation of the air handler ventilation system be undertaken during shutdown of the Lyle Hallman Pool from November 26 to December 7, 2002 in preparation for colder weather, with payment to be finalized in January 2003." CSD-02-143 ROAD SALT MANAGEMENT REDUCTION INITIATIVES PURCHASE OF GLOBAL POSITIONING SYSTEMS (GPS) RE-ALLOCATION OF EQUIPMENT PURCHASES The Committee was in receipt of Community Services Department report CSD-02-143, dated June 14, 2002 requesting approval for purchase of global positioning systems for the City's salt trucks and re-allocation of equipment purchases. Mr. Mike Tout advised that staff have been reviewing methods to minimize the amount of road salt used and are proposing purchase of global positioning systems for salt trucks to assist in achieving reduction initiatives. He advised that these units will provide the tool for tracking the location and operation of salt trucks on a daily basis and improve the City's record keeping. Mr. Tout commented that ultimately this tool with proper software could result in reporting, in real time, where salters are performing winter maintenance. Mr. Tout then provided an illustration of an Epoke salter unit which allows pre-wetting of road salt with a liquid brine which allows the road salt to start to work faster and the unit also has the ability to place the salt where it is needed. He commented that with this technology 20% reduction in salt usage can be realized. In this regard, he advised that staff are requesting that Epoke units be purchased which will result in fewer new trucks being purchased as existing trucks can be retrofitted with the unit. The Committee then entered into a general discussion with respect to the benefits of the Epoke units and it was pointed out that the units have been proven in Europe to have a 25 to 30 year life cycle and can be retrofitted from one salt truck to another when the life cycles of the trucks expire. 17. On motion by Mayor C. Zehr - it was resolved: "That the purchase of 14 global positioning systems (GPS) be approved for the City's fleet of salt trucks to achieve road salt reduction initiatives; and further, That reallocation of equipment purchases be approved, as set out in Community Services Department report CSD-02-143." CSD-02-100 COMMUNITY USE OF SCHOOL BOARD FACILITIES The Committee was in receipt of Community Services Department report CSD-02-100, dated June 11, 2002 requesting support to petition the Ministry of Education to provide local School Boards with the financial means to provide community non-profit groups with use of school facilities free of charge. Mr. F. Pizzuto advised that the intent of the recommendation is to obtain support of other municipalities to lobby the Province to provide adequate funding to School Boards so that community groups have opportunity to use school facilities free of charge. Mayor C. Zehr commented that discussions have been undertaken with local School Boards with respect to methods of lobbying the Province and examples of case studies are being provided to them. 17. CSD-02-100 COMMUNITY USE OF SCHOOL BOARD FACILITIES (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES JUNE 18. 2472002 -56- CITY OF KITCHENER Councillor G. Lorentz requested that the recommendation also be circulated to MP's, MPP's, the Association of Municipalities of Ontario and other Municipalities with a population of 100,000 or more. On motion by Councillor M. Galloway - it was resolved: "WHEREAS the Waterloo Region District School Board and the Waterloo Catholic District School Board previously provided use of school facilities to community groups at no charge; and, WHEREAS School Boards have available facilities that are not in use in evening hours; and, WHEREAS community groups and individuals benefit significantly through developmental opportunities as a result of participating in community based programs; and, WHEREAS community groups and individual residents do not have the financial capacity to pay for the use of these facilities; THEREFORE BE IT RESOLVED that the Ministry of Education be petitioned to provide the Waterloo Region District School Board and the Waterloo Catholic School Board the financial means to provide community non-profit groups with use of school facilities free of charge and that this resolution be circulated to local MP's, MPP's, the Association of Municipalities of Ontario and municipalities having a population of 100,000 or more." DELEGATION PRESENTATION RE: 2002 ONTARIO SUMMER GAMES UPDATE 19. The Committee was in receipt of an information report dated June 17, 2002 from the Organizing Committee of the 2002 Ontario Summer Games, jointly sponsored by Waterloo and Kitchener, to be held from July 18 to 21,2002. Members of the 2002 Ontario Summer Games Committee and the Games Mascot, Sparky the Dragon, were ushered into the Council Chamber by Town Crier, Mike Mitchell. Mr. Mitchell announced an invitation to Council to showcase the 2002 Ontario Summer Games, consisting of 3,600 participants, 26 sporting events and 22 venues. Mr. Mitchell then introduced Sparky the Dragon who provided Council with souvenir gifts. Mr. Jack Middlemass, Chair of the 2002 Ontario Summer Games Committee, was in attendance to provide an update on preparation for this event and commented that organizers have put together an exceptionally good event in a very short period of time. He further advised that response to a recent trial run has been excellent and should not be surprising given that Kitchener has the best selection of athletes, venues and volunteers. Mr. Middlemass extended his appreciation to all those who worked with the Organizing Committee and those who are providing assistance in preparation of this event. He noted that of the 14,000 volunteers needed, 600 have committed and efforts to work toward full complement continues. Mr. Middlemass requested that Council bring their families out to enjoy the event, celebrate the spirit of sport and make themselves available to present medallions to winning athletes. Councillor G. Lorentz thanked Mr. Middlemass, and those accompanying him, and expressed appreciation for their efforts in organizing an excellent event. CSD-02-151 COMMUNITY CARNIVAL - ELMSDALE PARK EXEMPTION FROM THE CITY'S MUNICIPAL CODE CHAPTER 450 (NOISE) - WATERLOO PENTECOSTAL ASSEMBLY 19. The Committee was in receipt of Community Services Department report CSD-02-151, dated June 18, 2002 respecting a proposal by the Waterloo Pentecostal Assembly to host a free community carnival at Elmsdale Park. CSD-02-151 COMMUNITY CARNIVAL - ELMSDALE PARK EXEMPTION FROM THE CITY'S MUNICIPAL CODE CHAPTER 450 (NOISE) COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 57 - - WATERLOO PENTECOSTAL ASSEMBLY (CONT'D) CITY OF KITCHENER 20. Mr. Graham Faulkner, Waterloo Pentecostal Assembly, was in attendance to support the proposal for the carnival and advised that the event would consist of games, prizes, an inspirational message and barbecue for those attending. He commented that the carnival is intended to be a family, friendly event and requested the Committee's favourable consideration. On motion by Councillor M. Galloway - it was resolved: "That the request of the Waterloo Pentecostal Assembly to host a free community carnival at Elmsdale Park on July 17, 2002 from 1:00 p.m. to 10:00 p.m., be approved, subject to the following conditions: i) that all health and fire approvals be obtained prior to the event; ii) that a "Vehicle Over the Parkland" permit be obtained to allow vehicles access to the park, as required, for the set-up and removal of equipment; iii) that a Certificate of Insurance in the amount of $2,000,000., with the City of Kitchener designated as an Additional Insured, be obtained; and further, That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to the Waterloo Pentecostal Assembly for their community carnival event, between the hours of 1:00 p.m. to 10:00 p.m. on July 17, 2002." CSD-02-148 KITCHENER DOWNTOWN COMMUNITY HEALTH CENTRE / GROWING UP DOWNTOWN WORKING GROUP SUB-COMMITTEE PROPOSAL FOR BREASTFEEDING LOUNGE AND ALTERNATE USE AS A WET BAR FOR LICENSED EVENTS - KITCHENER CITY HALL The Committee was in receipt of Community Services Department report CSD-02-148, dated June 21, 2002 respecting establishment of a breastfeeding lounge at Kitchener City Hall and alternate use of the space as a wet bar for licensed events. Ms. Peggy Nickels and Ms. Michelle Duff-McCracken were in attendance to support the "Growing Up Downtown" Working Group's proposal. Ms. Nickels advised that breastfeeding lounges are currently located in the Sears store at Fairview Park Mall and at the Cambridge Centre Mall. It was pointed out that the Sears location is also visited on a regular basis by a public health nurse who is available to assist mothers with questions or concerns regarding the care of their children. She advised that the proposal for City Hall is modelled after the Sears location which is outgrowing its capacity, pointing to the need for additional locations. She commented that providing a location in downtown Kitchener will encourage women and their children to attend events and shop within the downtown and would also send a message that community leaders support family health. Ms. Nickels advised that in reviewing plans for the lounge staff proposed a dual purpose to allow the space to be used as a wet bar facility for special events. It was pointed out that a conceptual plan has been prepared which converts an area unused by the Government Information Centre (GIC) on the main floor of City Hall. Ms. Nickels advised that the Working Group requires the City to provide the physical space and be responsible for its maintenance and security, while the the Kitchener Downtown Community Health Centre will furnish the lounge, promote the site and regularly re-stock the lounge for proper usage. She requested the Committee's support for this proposal and encouraged thinking of new families to continue with respect to construction of new public facilities. In response to questions, Ms. S. Adams provided clarification with respect to the location of the space proposed for the lounge, noting that the space is currently leased to the GIC for storage, meeting space and a small kitchen area; however, the Centre is not currently using the space. 20. CSD-02-148 KITCHENER DOWNTOWN COMMUNITY HEALTH CENTRE / GROWING UP DOWNTOWN WORKING GROUP SUB-COMMITTEE COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 58 - CITY OF KITCHENER PROPOSAL FOR BREASTFEEDING LOUNGE AND ALTERNATE USE AS A WET BAR FOR LICENSED EVENTS - KITCHENER CITY HALL (CONT'D) 21. Ms. Adams advised that this proposal has been considered by the Board of the GIC and they have approved use of the space as proposed. Councillor B. Vrbanovic advised that the delegation had presented their proposal to the Safe and Healthy Community Advisory Committee at its meeting held on June 4, 2002 and the Advisory Committee is in full support of this proposal. In response to a question from Mayor C. Zehr, Ms. P. Houston advised that the cost for this proposal was not included in the additional items being funded through the Capital Contingency and advised that if approved, funding for this proposal should be allocated from Capital Surplus. On motion by Councillor B. Vrbanovic - it was resolved: "That dual purpose space be established on the main floor of Kitchener City Hall to provide for a breastfeeding lounge as proposed by the "Growing Up Downtown" Working Group of the Kitchener Downtown Community Health Centre (KDCHC) and alternatively, to function as a wet bar facility for licensed events held at City Hall, as described in Community Services Department report CSD-02-148 and the attached cost summary and concept drawing; and further, That required funding be allocated from Capital Surplus." CSD-02-146 DOON VALLEY GOLF COURSE EXPANSION LEVEL PLAYING FIELD, ANNUAL FINANCIAL STATEMENTS AND IMPLEMENTATION OF MONITORING COMMITTEE FOR GOLF OPERATIONS 21. The Committee was in receipt of Community Services Department report CSD-02-146, dated June 17, 2002 together with a document attached to the report entitled "City of Kitchener Golf Operations - Response to Issues for Review and Discussion" dated revised June 16, 2002. The report proposes a process for developing a level playing field approach, provision of annual financial statements and implementation of a monitoring committee for the City's Golf Operation. The Committee was also in receipt this date of a letter dated June 19, 2002 from the National Golf Course Owners Association (NGCOA) advising of their support for the proposed recommendation and their willingness to withdraw their appeal to the Ontario Municipal Board (OMB). Mr. Keith Baulk introduced the staff report advising that the National Golf Course Owners Association (NGCOA) appealed to the OMB with respect to the Doon Valley Golf Course expansion relating to concerns of an unlevel playing field. Mr. Baulk advised that staff met with members of the NGCOA to review municipal golf operations and a process for creation of a level playing field was developed. He advised that the process addresses the concept of private style financial reporting and implementation of a monitoring committee. He further advised that the City will maintain control over determining set fees and charges. Mr. Baulk then introduced Mr. Al Peister, McLean Peister, who was in attendance in support of the recommendation and to answer any questions. Ms. Susan Danio, Regional Director, NGCOA, was also in attendance to support the staff recommendation and advised that the NGCOA is satisfied with the process developed to create a level playing field and is prepared to withdraw its appeal to the OMB, subject to a satisfactory resolution being approved by City Council that would incorporate the document entitled "City of Kitchener Golf Operations - Response to Issues for Review and Discussion" within the resolution. Ms. Danio commented that some local owners are still concerned that the market study is flawed; however, these concerns are separate and apart from the concerns of the NGCOA and will not be addressed by the NGCOA or the OMB. CSD-02-146 DOON VALLEY GOLF COURSE EXPANSION LEVEL PLAYING FIELD, ANNUAL FINANCIAL STATEMENTS AND IMPLEMENTATION OF MONITORING COMMITTEE FOR GOLF OPERATIONS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 59 - CITY OF KITCHENER 22. Councillor J. Ziegler expressed concern with the process of assessing costs equivalent to income tax and suggested that comparisons to the City's operating costs be made in determining the level of income tax. Mr. Baulk advised that these issues were addressed as part of the review and financial reporting will continue to be monitored on a yearly basis. Mayor C. Zehr questioned if individuals would have opportunity to raise concerns respecting the market study at the OMB hearing, given indication by Ms. Danio that local owners remain concerned. Ms. Lesley MacDonald advised that the NGCOA is the only appellant who has identified an issue with the market study and the NGCOA intends to withdraw their appeal pending approval of the recommendation before the Committee this date. She further advised that any individual owner who raises the concern now would have to request standing at the hearing and if the individual is a member of the NGCOA, the City's legal representation would be in a position to object to their standing based on withdrawal of the NGCOA's appeal. In response to questions from Councillor M. Galloway, Ms. Danio advised that the NGCOA had undertaken similar negotiations with the City of London; however, has not entered into negotiations with any other municipality within the Region of Waterloo. Councillor J. Ziegler requested that in light of discussions respecting concerns of individual local facilities, the recommendation be deferred to the July 2 Council meeting to allow further discussions to be undertaken with Legal Services staff with respect to the OMB hearing. On motion by Councillor J. Ziegler - it was resolved: "That the following staff recommendation contained in Community Services Department report CSD-02-146 be deferred and referred to the July 2, 2002 Council meeting for consideration: 'That subject to the National Golf Course Owners Association (NGCOA) officially withdrawing from the Ontario Municipal Board (OMB) process respecting the Doon Valley Golf Course expansion, the process for a level playing field approach, provision of annual financial statements and implementation of a monitoring committee for City of Kitchener Golf Operations, be adopted, as set out in Community Services Department report CSD-02-146 and in the attachment to the report entitled 'City of Kitchener Golf Operations - Response to Issues for Review and Discussion', dated revised June 16, 2002.' CSD-02-145 KITCHENER MINOR HOCKEY ASSOCIATION - FINANCIAL ISSUES The Committee was in receipt of Community Services Department report CSD-02-145, dated June 17, 2002 outlining a request from the Kitchener Minor Hockey Association (KMHA) for financial relief of a 1998 invoice for ice time and room rental charges. Mr. Tony Martindale, KMHA, was in attendance to support the request for financial assistance and advised that the KMHA's budget was adversely impacted as a result of unexpected expenses incurred relating to required insurance coverage for its volunteers and new mandatory programming. Mr. Martindale further advised that the KMHA has developed a repayment schedule for the balance of its outstanding ice time payments and expects to pay down the debt by the end of September 2002. He noted that the KMHA also plans to develop a future strategy to deal with the cost of new programming and will present an overview of its financial status for the City's grant approval process in September. In response to questions, Mr. Martindale advised that financial relief of the 1998 invoice is being requested because of the lengthy delay in receiving the invoice. The charges were incurred in 22. CSD-02-145 KITCHENER MINOR HOCKEY ASSOCIATION - FINANCIAL ISSUES (CONT'D) 1998 but not billed until late 1999. In response to further questions, Ms. P. Houston advised that COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 60 - CITY OF KITCHENER this invoice had been missed during the process of interfacing the facilities booking system with the new accounting system. In answer to Councillor G. Lorentz, Mr. Martindale provided an explanation with respect to events that led to the financial strain on the organization's budget and noted that a new Treasurer has been appointed who will assist the KMHA Board in developing a future financial strategic plan. On motion by Councillor M. Galloway - it was resolved: "That a 1998 invoice for ice time issued to the Kitchener Minor Hockey Association (KMHA) in the amount of $136,000. be forgiven; and, That room rental charges for the 2002 / 2003 season be waived for KMHA meetings, seminars and clinics at the Kitchener Memorial Auditorium Complex and Community Arenas; and further, That the financial relief granted above shall be subject to KMHA settling the balance of its outstanding ice time payments." 23. CSD-02-136 REVISED MINOR SPORT AFFILIATION POLICY The Committee was in receipt of Community Services Department report CSD-02-136, dated June 7, 2002 respecting revisions to the Minor Sport Affiliation Policy. Mr. J. Cooper provided an overview of the staff report, noting that as part of the policy review a survey was distributed to affiliated groups and interviews were conducted with 3 non-affiliated groups to obtain their input. Mr. Cooper noted that the revised policy was not mailed to the groups in sufficient time to receive the printed version prior to this meeting; however, the groups were e- mailed a copy of the policy on Wednesday, June 19. He advised that 14 of the groups had responded, all of which are in support. He further advised that one of the non-affiliated groups, the Waterloo Region Associated Track Clubs, had also responded although it is not clear if they are actually in support as some concerns have been raised. Mr. Cooper advised that several groups were in attendance this date in support of the policy and introduced Mr. B. Tracey of the K-W Sports Council who wished to address the Committee on their behalf. Mr. Tracey advised that sports groups are in support of the revised policy. He stated that in his opinion, the existing model is already an excellent policy and the revisions only serve to further improve upon it. Mr. Tracey commented that affiliation assists sports groups in their efforts to strive for excellence. He extended appreciation for the City's co-operation in developing this policy and asked that it be endorsed. Mayor C. Zehr requested that in view of the delay in mailing the policy, the recommendation be deferred to the July 2 Council meeting to allow an opportunity for all groups to respond and asked that staff provide Council with copies of the responses prior to the July 2nd meeting. On motion by Mayor C. Zehr - it was resolved: "That the following staff recommendation contained in Community Services Department report CSD-02-136 be deferred and referred to the July 2, 2002 Council meeting for consideration: 'That the revised Minor Sport Affiliation Policy as attached to Community Services Department report CSD-02-136, be approved'." 24. RESIDENTS APPEAL RE: COUNCIL RESOLUTION OF JUNE 17, 2002 WALTER BEAN GRAND RIVER TRAIL CONSTRUCTION - BRANDY CRESCENT SEGMENT Ms. Ruth Scheffler and Ms. Kathleen Araujo were in attendance on behalf of residents of Brandy Crescent to express opposition to the June 17, 2002 decision of Council respecting the COMMUNITY SERVICES COMMITTEE MINUTES JUNE 247 2002 - 61 - CITY OF KITCHENER construction of the Walter Bean Grand River Trail behind their homes on Brandy Crescent. Ms. Scheffler stated that the decision of Council presents a high risk situation for residents of Brandy Crescent and made reference again to the 3 to 4 m high concrete gabian wall existing behind their properties for which the property owners are responsible. Ms. Scheffler advised that collectively the residents of Brandy Crescent have retained a lawyer, Mr. David Tang of Gowling Lafleur Henderson, who supports the residents concerns. Ms. Scheffler advised that the residents are not totally in opposition of the trail construction and see value in the trail; however, it presents a high risk for the residents who are concerned with placing the equity of their homes at risk. Ms. Scheffler referred to a letter sent to members of Council from Mr. Tang in which he suggests that a fence be erected along the edge of the trail to discourage climbing on the retaining wall and planting of vines and shrubs between the fence and retaining wall as a further barrier. In addition, she pointed out that Mr. Tang also suggests erecting signage on the fence to indicate the retaining wall is private property. In this regard, Ms. Scheffler stated that anyone who then climbs the fence would be seen as being in blatant disregard of trespassing laws. Ms. Scheffler further commented that court cases can take extended periods of time and young families in the neighbourhood require flexibility to move in pursuing professional careers. Ms. Kathleen Araujo invited members of the Committee to visit the site to view the retaining wall and requested support for consideration of the fence barrier. Councillor B. Vrbanovic advised that he wished to go in-camera to discuss a matter of solicitor - client privilege. On motion by Councillor B. Vrbanovic - it was resolved: "That an in-camera meeting be held immediately to consider a matter of solicitor-client privilege." The Committee recessed at 5:25 p.m. and reconvened at 5:35 p.m. following an in-camera meeting. Councillor G. Lorentz acknowledged receipt of the lawyer's letter and advised the delegation that a number of the suggestions made within the letter were already being considered by staff; however, noted that the request for a fence barrier remains in question. Councillor Lorentz further advised that the City's Solicitor would be responding to the letter. Following further discussion respecting the issue of reconsideration of the June 17 Council resolution, Councillor B. Vrbanovic informed members of the Committee that he would raise the matter of giving Notice of Motion for Reconsideration at the special Council meeting to be held later this date. 25. NEW BUSINESS Councillor M. Galloway requested staff to provide an information report at the August 12 Community Services Committee meeting respecting the compensation package for the City's Golf Professional. Councillor B. Vrbanovic referred to an announcement from Culture Canada respecting available grant funds and requested staff to investigate potential projects that may qualify for funding. 25. NEW BUSINESS (CONT'D) Mayor C. Zehr requested staff to provide an information report with respect to a recent ruling on provision of netting in arenas as it would relate to the City's Auditorium Complex and Community Arenas. COMMUNITY SERVICES COMMITTEE MINUTES J U N E 247 2002 - 62 - CITY OF KITCHENER 26. ADJOURNMENT On motion, the meeting adjourned at 5:40 p.m. Janet Billett, AMCT Committee Administrator