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HomeMy WebLinkAboutComm Svcs - 2007-01-08COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:32 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors J. Smola, B. Vrbanovic, J. Gazzola, K. 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 P. Houston, General Manager of Financial Services & City Treasurer 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 M. Hildebrand, Interim Director of Community Programs & Services D. Keehn, Interim Director of Aquatics M. Petricevic, Manager of Project & Energy Management L. Palubeski, Manager of Program & Resource Services P. Wetherup, Parks Planner J. Hutchison, Facilitator of Volunteer Resources C. York, Arts & Culture Facilitator J. Cooper, Coordinator of Athletics C. Goodeve, Committee Administrator 1. CSD-07-006 - 2007 AFFILIATION RENEWALS -NEIGHBOURHOOD ASSOCIATIONS The Committee was in receipt of Community Services Department report CSD-07-006, dated December 20, 2006 regarding the renewal of affiliated neighbourhood associations for 2007. Ms. A. Pappert advised that any changes to an affiliated neighbourhood association's composition would be brought forward separately from this process. Ms. J. Hutchison advised that at present staff are undertaking an examination of the affiliation policy and while neighbourhood associations are not currently required to submit annual financial reports, consideration could be given to adding that as a requirement in the future. On motion by Councillor C. Weylie - it was resolved: "That the list of Neighbourhood Associations attached to Community Services Department report CSD-07-006, dated December 20, 2006, be approved for affiliation with the City of Kitchener for 2007." 2. PRESENTATION - KIDSABILITY UPDATE - REQUESTS TO THE MINISTRY OF CHILDREN'S SERVICES The Committee was in receipt of a PowerPoint presentation entitled "KidsAbility -Centre for Child Development, Losing the Potential", dated January 8, 2007 concerning the current state of services provided by KidsAbility -Centre for Child Development. Mr. Stephen Swatridge, CEO, KidsAbility, advised that in March 2006 the Province awarded KidsAbility -Centre for Child Development with additional funding, enabling its wait list to be reduced by 40%. He stated that while they are thankful for this funding, over 700 children, with an average age of 3 years, remain on their wait list. He added that research demonstrates the importance of early and timely intervention for children with special needs to help prepare them for school and integration into the community, and therefore a delay in providing services to these children is of great concern. He noted that as this community continues to experience rapid growth, the need for the services provided by KidsAbility grows in-kind. Mr. Swatridge requested that the City urge the Provincial government to provide additional funding to KidsAbility -Centre for Child Development to meet this community's need COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 2 - CITY OF KITCHENER 2. PRESENTATION - KIDSABILITY UPDATE - REQUESTS TO THE MINISTRY OF CHILDREN'S SERVICES tCONT'D) for necessary therapy services in an effort to eliminate wait times and provide equitable access to services. In response to questions, Mr. S. Swatridge advised that recent research indicates that every $1. invested in these children during their formative years equates to a future savings to the health care system of approximately $8. per child. He added that next to the Halton-Peel children's treatment centre, KidsAbility of Waterloo Region has one of the largest wait lists in the Province. Mr. Swatridge noted that he will be making similar presentations to all of the other local area municipalities. Several Committee members expressed support for Mr. Swatridge's request and Councillor B. Vrbanovic suggested that the City could also encourage the Association of Municipalities of Ontario (AMO) to lobby the Provincial government in an effort to secure additional funding for KidsAbility -Centre for Child Development and all other children's treatment centres across Ontario. On motion by Councillor B. Vrbanovic - it was resolved: "WHEREAS in March 2006 the Province awarded KidsAbility -Centre for Child Development with additional funding, enabling its wait list to be reduced by 40%, thereby allowing them to provide services to an additional 475 children; and, WHEREAS this community continues to experience a period of rapid growth and consequently the need for the services provided by KidsAbility -Centre for Child Development has also grown rapidly, such that over 700 children, with an average age of 3 years, remain on their wait list; and, WHEREAS the delay in providing services to these children is of great concern, as research demonstrates the importance of early and timely intervention for children with special needs to help prepare them for school and integration into the community; THEREFORE BE IT RESOLVED that the City of Kitchener urges the Provincial government to provide additional funding to KidsAbility -Centre for Child Development, to meet this community's need for necessary therapy services in an effort to eliminate wait times and provide equitable access to services; and, BE IT FURTHER RESOLVED that the Association of Municipalities of Ontario (AMO) be encouraged to lobby the Provincial government in an effort to secure additional funding for KidsAbility -Centre for Child Development and all other children's treatment centres across Ontario; and, BE IT FINALLY RESOLVED that this motion be circulated to the Premier of Ontario, the Minister of Finance, the Minister of Children and Youth Services, all Members of Provincial Parliament representing ridings within the Regional Municipality of Waterloo and all local area municipalities." CSD-07-001 - HANSON AVENUE TWIN PAD ARENA - FINAL APPROVAL The Committee was in receipt of Community Services Department report CSD-07-001, dated December 22, 2006 regarding a request for approval to proceed with the recommendations of the Hanson Avenue Twin Pad Sport Partner Business Case and Supplementary Business Case. COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 3 - CITY OF KITCHENER 3. CSD-07-001 - HANSON AVENUE TWIN PAD ARENA - FINAL APPROVAL tCONT'D) Mr. K. Baulk advised that the initial Sport Partner Business Case for the Hanson Avenue Twin Pad Arena was presented to this Committee on September 18, 2006; however, it was tabled pending more information on the following items: • Walking Track Demand Study • Fundraising Feasibility Study/Capacity Analysis • Fundraising Plan • Costing at 50% Design Completion • LEED (Leadership in Energy and Environmental Design) Analysis • Functional Review -Shared Space Analysis • Wilmot Twin Pad Cost Comparison • Sport Partner Agreements • Site design/connectivity • Waterloo Regional Boxing Academy (WRBA) and Kitchener Minor Hockey Association (KMHA) Capacity and Sustainability Mr. K. Baulk stated that the before the Project Team is able to move forward, decisions are required regarding: whether the facility will include any or all of the additional KMHA administrative space, the WRBA facility and the community walking track; if the facility is to be built to LEED Gold or Silver standards; and whether or not the Sport Partners should commence the implementation planning for the fundraising program. Mr. Baulk outlined that in some cases where significant research or expert advice was required, consultants were engaged to provide the information requested on September 18, 2006. He noted that the various consultants' reports are appended to the Supplementary Business Case. Mr. Fred Galloway, F. J. Galloway and Associates, advised that his firm was commissioned to undertake a Feasibility Demand Study for the potential inclusion of a walking track at the Hanson Avenue Twin Pad Arena. He stated that based on the City's healthy community initiatives as well as a high level of support from community groups, walking clubs and minor sports groups indicates that support exists for this additional amenity. He pointed out that such a facility would provide a greater balance in terms of programmed versus non- programmed/self-directed leisure activity pursuits, and that while revenue generation potential from such a facility is marginal to nil, it is their recommendation that the City pursue the development of a walking track as an additional feature within the Hanson Avenue Twin Pad Arena. Mr. Nigel Wallace, Campaign Coaches, advised that his firm was retained to undertake a Fundraising Feasibility Study. He stated that the purpose of this Study was to gauge the opinions of community leaders regarding the ability to conduct a $4M capital campaign to offset the cost difference between the $15.8M budgeted by the City and the final cost of the project with the proposed additional amenities. He stated that generally those interviewed acknowledged that additional ice time is needed in the City, particularly due to growth factors, combined with ageing facilities that must be replaced. Mr. Wallace noted that the addition of the walking track would enhance the appeal of the facility to a larger demographic and its inclusion could broaden the potential donor base. He pointed out that while the addition of ice and new facilities was the most appealing aspect for a majority of interviewees, the idea of a multi-use facility for health, sports and children's activities was consistently emphasized rather than the campaign being solely positioned as a hockey/boxing project. He added that there was a higher than usual percentage of people who were unsure if the $4M goal was attainable. Additionally, those that felt it was achievable because the community has supported much larger campaigns in the past and because of the popularity of hockey, were still concerned that the large gifts needed would be difficult to acquire. Mr. Wallace stated that resultant to the findings of the Feasibility Study; his firm has recommended that the campaign goal be set at $2M with a pledge period of up to 5 years. He noted that this would result in net revenues of $1.75M after campaign expenses. Mr. Steve Carpenter, Enermodal Engineering Ltd., advised that Enermodal, with input and assistance from the design team, completed a LEED Sustainability Analysis of the project. He COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 4 - CITY OF KITCHENER CSD-07-001 - HANSON AVENUE TWIN PAD ARENA - FINAL APPROVAL tCONT'D) stated that 37 targeted credits were identified, which is sufficient to achieve the originally requested LEED Silver certification. He added that the LEED Silver initiatives would result in savings of approximately $125,000. per year, which equates to a five-year payback. He outlined that his firm is of the opinion that this project is well positioned to achieve LEED Gold certification which requires at least 39 credits. He stated that the proposed LEED Gold credits were selected for consideration based on feedback from the design team, and the appropriateness to this project's goals. He then reviewed the following 3 potential LEED Gold upgrade points. 1. Heat-Island Reduction, Roof a) white paving stones, or b) green roof 2. Energy-Saving Measures - additional heat recovery 3. Measurement & Verification - additional metering equipment and 1-year energy audit Mr. S. Carpenter advised that achieving LEED Gold certification would require an additional investment of approximately $250,000. - $300,000. and would raise the payback rate from 5 to 7 years. He added that this additional investment would result in a savings to the City of $8,500. over and above the $125,000. savings in energy costs on an annual basis at a LEED Silver level. He stated that a 3000 sq. ft. 'green roof' has been included as one of the Gold initiatives; however, the same LEED credit can be realized through a more economical roof system. Mr. Carpenter noted that if attained, this would be the first LEED Gold recreational facility in Canada. Mr. M. Petricevic advised that while the Federation of Canadian Municipalities (FCM) Green Fund rejected staff's Spring 2006 application, staff are prepared to submit a further application to FCM and to other agencies that provide green funding. He stated that staff have spoken with Kitchener-Wilmot Hydro and will be investigating the possibility of securing an energy savings rebate, which he noted is available to all hydro customers. In response to questions regarding the walking track, Mr. M. Petricevic advised that it could be possible to establish the Kitchener Memorial Auditorium Complex (The Aud) as a permanent walking track facility; however, those services would not be available on a regular basis which may deter the Aud's use by a majority of walkers. He noted that the additional cost associated with the walking track is due to the need to increase the building's envelope to accommodate its installation. Mr. F. Galloway stated that in terms of meeting servicing growth demands, the inclusion of a walking track at the Hanson Avenue Twin Pad would be preferable to deferring its construction to the proposed South Kitchener site anticipated for 2015. He added that most likely by 2015 demand will be such that it would be necessary to have a walking track at the South Kitchener site in addition to having one a the Hanson Avenue Twin Pad. Regarding the feasibility of the proposed $2M fundraising goal, Mr. N. Wallace advised that in his opinion, $2M is a very realistic goal for this project, adding that potential donors have given a fairly strong commitment to providing enough funds to reach that target. He noted that 2 potential donors stated that they would be willing to give a combined gift of approximately $400,000. Mr. Peter Benninger, Sport Partner Fundraising Chair, advised that in his estimation the inclusion of the proposed walking track would definitely increase the chances of attaining the $2M goal. He added that as this fundraising campaign would be competing with a number of other campaigns he cannot foresee this project having the capacity to substantially exceed the $2M goal. He noted that there is no duplication between the potential donors being pursued by KMHA and WRBA. COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 5 - CITY OF KITCHENER 3. CSD-07-001 - HANSON AVENUE TWIN PAD ARENA - FINAL APPROVAL tCONT'D) Mr. M. Petricevic advised that with regard to the Wilmot Twin Pad Cost Comparison, the reason for the large discrepancy between the cost for that project and the proposed Hanson Avenue Twin Pad is resultant to the Hanson Avenue Project Budget having a contingency of 2.5%; while the Wilmot Twin Pad only has a contingency of 1%. Mr. S. Carpenter advised that most of the benefits of a green roof come in cooling climates, while Kitchener is typically considered a warming climate. Additionally, the proposed green roof would only be approximately 3000 sq. ft., which represents less than 5% of the total building footprint. He added that with such a relatively small green roof, the quantifiable monetary benefits are almost negligible. Mr. Carpenter pointed out that the greater value in a green roof would be the soft benefits: the associated aesthetics of a rooftop garden, and the educational value of such a technology to the public. He stated that the estimated cost for a green roof system is an additional $50,000. He noted that typically items with a significant replacement cost, such as a refrigeration unit, or roof, should last anywhere between 20-25 years. He added that given the installation of numerous monitoring devices, LEED Gold certification has the potential for the best long-term payback as it would reduce overall maintenance costs. Ms. A. Pappert advised that if Council directs staff to include the KMHA and WRBA amenities and the walking track, an additional $1.27M from capital out-of-current funds would be required. Further, in order to keep the project on schedule and meet the completion date of June 2008, pre-approval of the increased funding would be requested during the 2007 Capital budget review scheduled for the January 15, 2007 Finance and Corporate Services Committee meeting. Councillor B. Vrbanovic brought the staff recommendation forward for consideration, and it was agreed, to amend the last clause of the recommendation to direct staff to pursue LEED Gold certification employing the "green roof" option for an additional $300,000. Several members expressed support for the recommendation and in particular the pursuit of LEED Gold certification as an opportunity to not only show the City as a progressive leader in the community, but also as an important step in addressing increased environmental concerns. Councillor J. Gazzola expressed concern with the City undertaking the proposed fundraising campaign and then requested that the recommendation be amended to include a provision that Kitchener-Wilmot Hydro provide the City with a $300,000. dividend to supplement the costs related to pursuing LEED Gold certification. Councillor B. Vrbanovic stated that while he is amiable to seeking a contribution from Kitchener-Wilmot Hydro, he commented that as they are a separate and independent board, the City can only request that they consider making a contribution to this project. He added that pending the result of that request, monies could be allocated to this project from the Hydro Reserve fund. Mayor C. Zehr requested, and it was agreed, that Councillor Gazzola's amendment requesting Kitchener-Wilmot Hydro to consider making a $300,000. contribution toward LEED Gold certification be considered as a separate motion to avoid any possible confusion that its inclusion with Councillor Vrbanovic's motion may cause in the future. At the request of Councillor B. Vrbanovic, the following motion was Carried Unanimously on a recorded vote. On motion by Councillor B. Vrbanovic - it was resolved: "That the Sport Partner Business Case and Supplementary Business Case as appended to Community Services Department report CSD-07-001 be accepted; and, COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 6 - CITY OF KITCHENER 3. CSD-07-001 - HANSON AVENUE TWIN PAD ARENA - FINAL APPROVAL tCONT'D) That staff be directed to proceed to construct an Athletic Complex at the Hanson Avenue site to include a twin pad arena, boxing facility, minor hockey offices/storage and a community walking track, as outlined in the Sport Partner Business Case and Supplementary Business Case; and, That the 2007/08 Capital budget be increased by $3.3M to be funded as follows: $1.75M from a Sport Partner capital campaign, $280,000. from Development Charges and $1.27M from Capital out of Current, subject to the January 15, 2007 Capital budget deliberations; and, That the Sport Partners be given approval in principle to commence a capital campaign to generate $1.75M (net) with the proviso that a schedule of naming rights assigned for major donations be pre-approved by Council at a future meeting; and, That the Mayor and Clerk be authorized to execute a License Agreement with the Kitchener Minor Hockey Association and with the Waterloo Regional Boxing Academy, for their proposed, respective use, of a portion of the Twin Pad premises located at 135 Hanson Avenue, said agreements to be in substantially the form as set out in the drafts appended to staff report CSD-07-001, subject to the satisfaction of the City Solicitor, and further, That staff be directed to pursue LEED (Leadership in Energy and Environmental Design) Gold certification employing the "green roof" option for the proposed Twin Pad facility." At the request of Councillor B. Vrbanovic, the following motion was Carried Unanimously on a recorded vote. On motion by Councillor J. Gazzola - it was resolved: "That Kitchener-Wilmot Hydro be requested to consider making a $300,000. contribution toward LEED Gold certification for the proposed Hanson Avenue Twin Pad facility." 4. CSD-07-009 -ELECTRIC CARTS ON COMMUNITY TRAILS AGREEMENT The Committee was in receipt of Community Services Department report CSD-07-009, dated December 22, 2006 regarding the use of electric carts and tram on community trails for persons with mobility issues and/or physical disabilities. Mr. K. Currier advised that on June 19, 2006, Council deferred consideration of permitting the operation of electric carts on select City trails pending staff's review of the Canadian Recreational Excursions Inc.'s Business Plan. He stated that upon review of the Business Plan the following sections of City trails have been designated for use by Canadian Recreational Excursions Inc. for a one year period: 1) Schneider Park at Freeport; and, 2) Freeport Bridge to Pioneer Tower/Kuntz Park. Mr. K. Currier noted that restrictions include daylight use only from Monday through Friday and no use past the dam during the spring flood season (April & May). He added that the concerns of the Lower Doon Neighbourhood Association regarding the use of the future bridge have been addressed as the designated trail sections do not include any section of trail beyond the Pioneer Tower. Mr. Thomas Kaufman, Canadian Recreational Excursions Inc. advised that it is estimated that his company will do no more than 2 trips per day. He stated that his company's goal is to provide access to the City's open spaces to citizens who would not normally be able to COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 7 - CITY OF KITCHENER 4. CSD-07-009 -ELECTRIC CARTS ON COMMUNITY TRAILS AGREEMENT tCONT'D) experience this part of the community. At the request of Councillor J. Gazzola, Mr. T. Kaufman agreed to circulate a copy of his Business Case prior to the January 15, 2007 Council meeting. On motion by Councillor J. Gazzola - it was resolved: "That the trails included in Schneider Park at Freeport and from the Freeport Bridge to Pioneer Tower/Kuntz Park be the designated sections of the City's trail system to be used in concert with the cart and tram system; and further, That the Mayor and Clerk be authorized to execute the agreement, as appended to Community Services Department report CSD-07-009, subject to the satisfaction of the City Solicitor, with Mr. Thomas Kaufman for use of all or a portion of the designated trail sections for a term of one year, to be reviewed on an annual basis." 5 CSD-07-002 -CULTURE CAPITALS OF CANADA APPLICATION - FINAL APPROVAL The Committee was in receipt of Community Services Department report CSD-07-002, dated December 13, 2006 regarding Kitchener's application to the Department of Canadian Heritage Cultural Capitals of Canada program. Ms. A. Pappert advised that pursuant to the September 11, 2006 resolution of Council, the Kitchener application to the Department of Canadian Heritage Cultural Capitals of Canada program was submitted with the understanding that ratification of financial support would be considered, decided and communicated by the new Council prior to January 13, 2007. She stated that the projects proposed in Kitchener's application have an estimated budget of $3,635,111.; with municipal support comprising of $63,314. in `in-kind' services and $667,000. in new cash contributions. She added that the Department of Canadian Heritage's portion would be $2M, with additional revenues coming from other Federal, Provincial and private sector sources. Ms. C. York estimated that approximately 50% of the projects suggested in Kitchener's 2009 Cultural Capitals of Canada application have long-term implications. It was noted on the Agenda that any recommendation arising from the Committee would be considered at the special Council meeting scheduled for later this date. On motion by Councillor J. Gazzola - it was resolved: "That notwithstanding Council's resolution of September 11, 2006 regarding the Cultural Capitals of Canada program as outlined in Community Services Department report CSD-06-092, the 25% share of the projected program budget up to a maximum amount of $667,000, be approved with funding to be provided in 2007, 2008 and 2009 Capital budgets and forecast." 6. CSD-07-004 -INTERNATIONAL CHILDREN'S GAMES The Committee was in receipt of Community Services Department report CSD-07-004, dated December 21, 2006 regarding a partnership with the K-W Sports Council to register a team to participate in the 2007 International Children's Games (ICG) in Reykjavik, Iceland. Ms. D. Keehn advised that the City of Kitchener has been invited to send a team of up to 18 children (12 - 15 years), 4 coaches and 2 official representatives to participate in the International Children's Games in Reykjavik, Iceland, June 20 -June 25, 2007. She stated that Kitchener has been represented at these games in 2000, 2004 and in 2005 and this year over 25 athletes from Swimming, Track and Field and Judo have applied to participate at the COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - $ - CITY OF KITCHENER 6. CSD-07-004 -INTERNATIONAL CHILDREN'S GAMES tCONT'D) 2007 Games. She noted that with Council approval, a committee of minor sport reps and the Sports Council will continue with the planning and implementation of this project. Ms. Keehn stated that the KW Sports Council is currently fundraising to fulfill an obligation to raise funds for an $11,000. debt that remains outstanding from the 2006 games in Coventry England. She added that the City's participation in 2007 is essential to show the ICG organisers that the City of Kitchener is open to potentially hosting this event at some point past 2011. Mr. J. Cooper advised that for 2007 parents are required to provide funding in advance of the games. He stated that the City will not be providing any of the athletes with funding upfront, which should prevent the possibility of debt being carried over after the games. He noted that the potential overall cost to host the ICG would depend upon the number of athletes that attend and estimated the cost as being between $1 M - $2M. Mr. M. Hildebrand advised that any consideration to host the ICG would be postponed until after the completion of the Sport Tourism Strategy Study. Councillor J. Gazzola expressed concern with the timing of this request and the number of delegates that Kitchener is required to send to the Games. He then requested that staff provide a summary of their presentation and additional information as to the number of delegates required to attend on behalf of the City prior to the January 15, 2007 Council meeting. In response to questions, Ms. D. Keehn advised that the deadline for registration is January 15, 2007. She noted that while the invitation requesting Kitchener's participation was received in October 2006, groups were not permitted to submit their information until instructed to do so by the ICG organizers; which did not occur until December 2006. Mr. J. Cooper advised that a minimum of one delegate must be sent on behalf of the City if a Kitchener team is going to attend the Games. On motion by Councillor B. Vrbanovic, the staff recommendation was brought forward for consideration. At the request of Mayor C. Zehr, it was agreed, that given the ambiguity regarding the number of delegates the City must send to the ICG the second clause of the staff recommendation would be amended to read "that the City of Kitchener send a minimum of one delegate, acting as head of delegation and City representative/VIP, to the Games." It was noted on the Agenda that any recommendation arising from the Committee would be considered at the special Council meeting scheduled for later this date. On motion by Councillor B. Vrbanovic - it was resolved: "That the City of Kitchener, in partnership with the K-W Sports Council, register a team of up to 18 athletes and 6 officials to participate in the 2007 International Children's Games, in Reykjavik, Iceland; and further, That the City of Kitchener send a minimum of one delegate, acting as head of delegation and City representative/VIP, to the Games." 7. OPERATIONS DIVISION WINTER WORKS UPDATE A request was made for an update regarding the Operations Division Winter Works projects and the Committee was advised that staff intends to provided a full update at the January 29, 2007 Community Services Committee meeting. COMMUNITY SERVICES COMMITTEE MINUTES JANUARY $, 2007 - 9 - CITY OF KITCHENER 8. ADJOURNMENT On motion, the meeting adjourned at 6:35 p.m. Colin Goodeve Committee Administrator