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HomeMy WebLinkAboutComm Svcs - 2007-04-02COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:15 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors 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 S. Williams, Assistant City Solicitor K. Baulk, Director of Enterprises K. Currier, Director of Operations M. Hildebrand, Interim Director of Community Programs & Services D. Chapman, Manager of Special Events G. Hummel, Manager of Park Planning, Development & Operations R. Willms, Supervisor of Administration D. Ritz, Supervisor of Design & Development C. York, Arts & Culture Facilitator N. Voll, District Facilitator C. Goodeve, Committee Administrator 1. CSD-07-031 -GENERAL PROVISION GRANT REQUEST - JUNIOR ACHIEVEMENT OF THE WATERLOO REGION INC. The Committee was in receipt of Community Services Department report CSD-07-031 dated March 20, 2007 regarding a $5,000. general provision grant request from the Junior Achievement of the Waterloo Region Inc. Ms. Rosemary Trakalo, Executive Director, Junior Achievement of the Waterloo Region Inc., reviewed the grant request, which is intended to assist with costs related to providing the Economics of Staying in School Program to Kitchener students in grades 7/8. She stated that the program is intended to give students an understanding of the personal and economic costs of dropping out of school. Ms. Trakalo stated that as her group received funding from the City of Kitchener in 2006, she is requesting an exemption to the one-time only requirement of the general provision grant criteria. She noted that in future years, her organization will be applying to the City for an annual operating grant. In response to questions, Mr. R. Trakalo reiterated that for future years, Junior Achievement of the Waterloo Region Inc. will seek on-going funding from the City of Kitchener for the Economics of Staying in School Program. She noted that her organization was awarded a $1,000. grant from the City of Cambridge in 2007 and has requested a $5,000. grant from the City of Waterloo. Ms. Trakalo stated that the drop-out rate for this area has been reduced by 1 % since this program was initiated 7 years ago. Councillor J. Gazzola expressed concern with awarding funding to Junior Achievement of the Waterloo Region Inc., stating that the services they provide are not a core municipal responsibility and therefore should not be funded by the City. He added that while he is aware of the intrinsic value of their programs and the positive impact they have on the community, it is the responsibility of the Provincial government to provide funding for educational programs. On motion by Councillor J. Gazzola the staff recommendation was brought forward for consideration, was voted on and Lost. On motion by Mayor C. Zehr a recommendation to provide aone-time general provision grant in the amount of $5,000. to Junior Achievement of the Waterloo Region Inc. was brought forward for consideration. Mayor Zehr stated that Community Services Department staff are currently developing a Community Investment Strategy, which in the future should provide direction as to which of the various community programs the City should be supporting. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -14 - CITY OF KITCHENER 1. CSD-07-031 -GENERAL PROVISION GRANT REQUEST - JUNIOR ACHIEVEMENT OF THE WATERLOO REGION INC. tCONT'D) However, until that Strategy is in place, and given the valuable services being provided by Junior Achievement of the Waterloo Region Inc., he is of the opinion that the City should provide support to this group. Councillor J. Gazzola restated his concern with the City awarding a grant to this group. He added that as the services provided by Junior Achievement of the Waterloo Region Inc. are educational in nature, they are inherently the responsibility of the Provincial government. He noted that accordingly, that level of government should be providing support to this group. Councillor C. Weylie requested that staff undertake a comparison of the Pathways Program currently being offered in her Ward and the services being provided by Junior Achievement of the Waterloo Region Inc. On motion by Mayor C. Zehr - it was resolved: "That aone-time general provision grant of $5,000. be approved to Junior Achievement of Waterloo Region, to assist with expenses related to the 'Economics of Staying in School (ESS) Program'." 2. CSD-07-033 -GENERAL PROVISION GRANT REQUEST - FLUSH INK PRODUCTIONS The Committee was in receipt of Community Services Department report CSD-07-033 dated March 28, 2007 regarding a $4,340. general provision grant request from Flush Ink Productions to assist with costs associated with hosting "Asphalt Jungle Shorts II" in downtown Kitchener from May 16 to 23, 2007. Ms. Paddy Gillard-Bentley, Flush Ink Productions, reviewed the grant request, stating that "Asphalt Jungle Shorts" is a series of site-specific plays performed in Kitchener's downtown. She noted that the event was held for the first time in September 2006 and as that event was successful in bringing people into the downtown she wishes to build on that success by hosting another event in May 2007. She added that to ensure the plays are affordable to the general public, she would prefer to keep the ticket price at last year's rate of $15. per person. In response to questions, Ms. P. Gillard-Bentley advised that in 2006 her group received support from the City in the form of in-kind services. She stated that support from the City would make it considerably easier for her to hold this event in 2007 and it could be used to leverage funding from other groups. She added that as this is not a long running established event it is difficult to gain support from the private sector, particularly at this time of year when most businesses have already made their annual financial contributions to the arts for 2007. She pointed out that she does anticipate hosting a further addition of "Asphalt Jungle Shorts" in September 2007, noting that she will not be requesting further funding from the City for that production. Ms. Gillard-Bentley stated that she was only recently informed that she would need to partner with anot-for-profit organization in order to be eligible to receive funding from the City. She advised that currently her actors only receive $150. for 10 performances and if she does not receive support from the City she could ask them to work for free. She noted that she would prefer not to pursue that option. Mr. D. Chapman advised that in 2006 the City provided approximately $2,000. in printing services and an estimated 30 to 40 hours of staff time worth approximately $1,200. He noted that there are a number of non-profit organizations that this group could partner with, adding that it would be up to Flush Ink Productions to organize such a partnership. He then agreed to provide Ms. Gillard-Bentley with a list of local not-for-profit organizations. On motion by Councillor J. Gazzola a recommendation to award aone-time general provision grant in the amount of $2,000. (either in cash or in-kind for printing services) and any necessary use of staff time, was brought forward for consideration, was voted on and Lost. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -15 - CITY OF KITCHENER 2. CSD-07-033 -GENERAL PROVISION GRANT REQUEST - FLUSH INK PRODUCTIONS tCONT'D) Councillor K. Galloway advised that the Arts and Culture Advisory Committee (ACAC) at their March 20, 2007 meeting unanimously recommended approval of this group's grant request. She stated that ACAC were of the opinion that Flush Ink Productions provides a fresh, creative approach to theatre in downtown Kitchener and furthers the City's downtown strategies by attracting people to that area. On motion by Councillor K. Galloway a recommendation to award aone-time general provision grant in the amount of $4,340. with a condition that Flush Ink Productions pursue a partnership with anot-for-profit organization, was brought forward for consideration. On motion by Councillor K. Galloway - it was resolved: "That a one-time general provision grant of $4,340. be approved to Flush Ink Productions to assist with costs associated with hosting "Asphalt Jungle Shorts II" in downtown Kitchener from May 16 to 23, 2007; and further, That Flush Ink Productions pursue a partnership with anot-for-profit organization." 3. PRESENTATION - KITCHENER-WATERLOO WOODWORKING AND CRAFT CENTRE UPDATE Mr. Lee Hishon, President, Kitchener-Waterloo Woodworking and Craft Centre, provided an update regarding the progress of the new Kitchener-Waterloo Woodworking and Craft Centre. He then thanked the City of Kitchener for the leadership and support it has given to his group and noted that they currently have 30 paid members. He pointed out that their current compliment of members allows the Woodworking Centre to now operate from Monday to Friday. He added that their grand opening is anticipated to take place within a few months, noting that when that happens he expects their membership to significantly increase. 4. CSD-07-032 - DOON GOLF BUSINESS PLAN PRINCIPLES The Committee was in receipt of Community Services Department report CSD-07-032 dated March 27, 2007 regarding the 10 "guiding principles" for the development of the Doon Valley Golf Course business case. Messrs. Owen Scott, Landplan Group, and Shawn Watters, Watters and Associates, advised that the Doon Valley Golf Course Expansion Project Team are seeking direction on the 10 "guiding principles" that will be used to develop a business case fora 9 hole expansion and golf skills facility at the Doon Valley Golf Course. Mr. Watters stated that during the initial development of the business case, it became evident that further direction was required. Accordingly, the Project Team is seeking the Committee's input, recognition and support for the following guiding principles: • current Golf unit strategic directions will serve as the foundation to develop the business case; • expansion concept includes a full length 9 hole addition, teaching and practice facilities along with a 9 hole pitch and putt; • current golf holes will be retained but the new 18 hole layout will be comprised of some old and some new holes; • support of the general golf course "design concept" attached as Appendix 1 to report CSD-07-032; • the project will be phased and take 5 years to be fully implemented; • 18 holes will be available for play at all times during the construction and grow-in; • the basic budget assumptions, attached as Appendix 2 to report CSD-07-032, will be used to complete the business case; • the golf course will operate in a deficit position until at least 2014; COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -16 - CITY OF KITCHENER 4. CSD-07-032 - DOON GOLF BUSINESS PLAN PRINCIPLES tCONT'D) • dividends would increase by 35% (consistent with increased revenue projections) commencing in 2015 when operations return to a surplus position; and, • any major reconstruction of the clubhouse not be considered at this time, but remain as an option for future reconsideration. Mr. S. Watters reviewed the details of the 10 "guiding principles", as outlined in report CSD-07- 032 and stated that subject to the input received this date, a final report and business case will be presented for consideration within 60 days, at the May 28, 2007 Community Services Committee meeting. In response to questions, Mr. K. Baulk advised that when this project was in its initial stages consideration was given to undertaking an 18 hole expansion, however, an Ontario Municipal Board decision reduced the amount of land that the City was permitted to use for this project. He stated that after significant public consultation and analysis by amulti-stakeholder project team, staff were instructed to develop a business case for the 9 hole expansion and golf skills facility. Accordingly, staff began some initial work on the business case which included development of the new 9 hole course layout and routing, which was reviewed by the public (including members and neighbours) and was generally well received. Mr. Baulk stated that at that time it was also recommended that the existing course remain open throughout the construction process, thereby increasing the project's overall timeframe. Mayor C. Zehr stated that it is important that the business case indicates that while the golf course is estimated to operate in an accumulated deficit position until at least 2014, a profit will be realized on an annual basis starting in 2010. He then requested that information be provided at the April 16, 2007 Council meeting regarding the timing for the development of the Walter Bean Trail, particularly those sections which cross the golf course and its bridge crossing. Following further discussion, it was agreed that staff would not be directed to include in the business case an alternative option for an 18 hole expansion, with several members stating that that issue had already been sufficiently resolved. The Committee then requested that an analysis be included in the business case outlining the impact of pursuing renovations to the clubhouse during the initial phases of this project. Mr. S. Watters noted that significant clubhouse renovations could be considered once long-term financial projections are realized. He stated that the Project Team determined that pursuing the 9 hole expansion and golf skills facility was more of a priority than renovating the clubhouse, given the additional revenue that can be realized by undertaking those initiatives. He added that the additional revenue could then be used to finance the clubhouse renovations. On motion by Mayor C. Zehr - it was resolved: "That staff be directed to complete the business case fora 9 hole expansion and golf skills facility at Doon Valley Golf Course based on the 10 "guiding principles", as outlined in Community Services Department report CSD-07-032; and further, That a final report and the business case be presented to the Community Services Committee for consideration within 60 days of the April 2, 2007 Community Services Committee meeting." 5. CSD-07-026 - ARDELT PLACE SNOW DUMP FACILITY LEASE AGREEMENT The Committee was in receipt of Community Services Department report CSD-07-026, dated March 13, 2007 regarding a Lease agreement for the use of the lands at 75 Ardelt Place to address the need for an alternative snow dumping site as a result of the decision to locate the Twin Ice Pad Complex on the site of the current Hanson Avenue snow dumping facility. In response to questions, Mr. K. Currier advised the leasing and construction of the Ardelt Place facility will be funded from the Twin Ice Pads Complex capital project currently funded at $603,200. He stated that allocations for the snow dump facility include a $2,232. monthly COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -17 - CITY OF KITCHENER 5. CSD-07-026 - ARDELT PLACE SNOW DUMP FACILITY LEASE AGREEMENT tCONT'D) lease rate, approximately $100,000. in capital site upgrades to clear and fence the site, construction of a suitable access roadway and manage the melt water run-off to Ministry guidelines. An additional $2,500. per year is required for monitoring well samples and water analysis. He noted that the remainder of the allocated funding will eventually be used to establish a new permanent snow dumping facility. On motion by Councillor J. Gazzola - it was resolved: "That the Mayor and Clerk be authorized to execute a Lease agreement, satisfactory to the City Solicitor, with the current property owner at 75 Ardelt Place, Kitchener, for the use of the lands to provide a snow dumping facility for the exclusive use of City staff and their contractors." 6. CSD-07-029 - COMMUNITY GARDEN GRANT REQUEST - PAULANDER COMMUNITY GROUP The Committee was in receipt of Community Services Department report CSD-07-029 dated March 15, 2007 regarding a Community Garden Grant request to assist with the start-up costs of the Paulander Community Garden. On motion by Councillor J. Gazzola - it was resolved: "That aone-time community garden grant in the amount of $1,000. ($500. cash and $500. in-kind services for transportation of topsoil and sod stripping) be approved to the Paulander Community Group for costs related to the start-up of the Paulander Community Garden." 7. CSD-07-037 - APPOINTMENT OF 2007 ARTIST IN RESIDENCE The Committee was in receipt of Community Services Department report CSD-07-037 dated March 22, 2007 regarding the appointment of Paul Roorda as the 2007 Artist-in-Residence. On motion by Councillor J. Gazzola - it was resolved: "That the recommendation of the Arts & Culture Advisory Committee and the Public Art Working Group to name Paul Roorda as the twelfth City of Kitchener Artist-in- Residence for 2007, be endorsed; and further, That subject to 2007 budget deliberations, the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with Paul Roorda regarding the License For Artist's Studio, Kitchener City Hall, and use of the City Hall facilities for 2007, as outlined in Community Services Department report CSD-07-037. " 8. CSD-07-036 - ARTS AND CULTURE ADVISORY COMMITTEE - TERMS OF REFERENCE -MEMBERSHIP The Committee was in receipt of Community Services Department report CSD-07-036 dated March 27, 2007 regarding an exemption to the Arts and Culture Advisory Committee (ACAC) Terms of Reference to permit the appointment of a second Council representative. Councillor J. Gazzola advised that this issue has been brought forward as a result of his request to be re-appointed to ACAC. He stated that during the 2007 Advisory Committee appointment process he was asked if he would be interested in sitting on ACAC and he indicated that he would be, but that he was not interested in being the Committee's Co-Chair. Several members suggested that the terms of reference for all advisory committees could be amended to allow any member of Council to sit as a voting member on any of the City's COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -1$ - CITY OF KITCHENER 8. CSD-07-036 - ARTS AND CULTURE ADVISORY COMMITTEE - TERMS OF REFERENCE -MEMBERSHIP tCONT'D) advisory committees. Ms. C. Ladd advised that staff are currently undertaking a review of all advisory committee terms of references. She then suggested that if this Committee is supportive of Councillor Gazzola being re-appointment to ACAC, it could appointed him for the term outlined in the staff recommendation, and the proposed amendments could be addressed when staff report back with the results of the aforementioned review. On motion by Mayor C. Zehr - it was resolved: "That notwithstanding Council Policy I-65 (Arts and Culture Advisory Committee -Terms of Reference), Councillor J. Gazzola be appointed as a second Council representative to the Arts and Culture Advisory Committee for a term ending November 30, 2008." 9. CSD-07-030 - MCLENNAN PARK UPDATE The Committee was in receipt of Community Services Department report CSD-07-030 dated March 28, 2007 regarding an update as to the status of the development of McLennon Park. Mr. D. Ritz stated that with the approval of the 2003 Master Plan study and the recently executed Lease agreement with the Region of Waterloo, several initiatives have been undertaken to move the implementation of the park forward. He then reviewed the detailed implementation report undertaken in 2006, establishing an implementation plan, phasing plan and updated cost estimates for the park development. He stated that planning for the development of Phase I of the park has been initiated, with completion of that phase anticipated early in the Fall of 2007. Councillor K. Galloway requested that staff report to a future Community Services Committee meeting regarding the possibility of moving the construction of the comfort station originally scheduled for Phase III forward into Phase IL She stated that given the number of amenities scheduled for construction during the early stages of this project, and the subsequent increase in the number of visitors to McLennan Park, it would seem that a comfort station is needed earlier in the park's development. In response to questions, Mr. D. Ritz advised that fill material will be added to the base of the toboggan hill, increasing the overall length of the run while decreasing the hill's slope by 20%. He added that the toboggan hill will continue to front onto Strasburg Road, and a deceleration feature will be installed at the bottom of the run. Mr. Ritz stated that a considerable portion of the required funding relates to the necessary road re-construction. He noted that even though Ottawa Street is a Regional Road, the Region of Waterloo will not be contributing to its reconstruction costs, as those costs are being incurred as a result of the development of a City park. Councillor K. Galloway requested that staff report back to a future Community Services Committee meeting regarding the possibility of moving the construction of the off-leash dog park forward into 2008. She stated that according to feedback she has received, the community has indicated a desire to have this amenity constructed early in the park's development process. 10. CSD-07-035 - SOCAN FEES AT COMMUNITY SERVICES FACILITIES The Committee was in receipt of Community Services Department report CSD-07-035, regarding SOCAN (the Society of Music Composers, Authors and Producers) tariffs applied at City of Kitchener Facilities. Ms. N. Voll advised that SOCAN is a copyright collective representing more than 80,000 Canadian music creators and publishers and, through affiliated performing rights organizations (PROs), hundreds of thousands more worldwide. She stated that in order to use music as part of any business, individuals need a performing rights licence. SOCAN grants such a licence, at rates approved by the Copyright Board of Canada. Ms. Voll indicated that as of January COMMUNITY SERVICES COMMITTEE MINUTES APRIL 2, 2007 -19 - CITY OF KITCHENER 10. CSD-07-035 - SOCAN FEES AT COMMUNITY SERVICES FACILITIES tCONT'D) 2007, the City of Kitchener has been requested to pay applicable SOCAN tariffs for revenues collected from all programs that use music in all City of Kitchener facilities. She added that staff are proposing to review the SOCAN fees early in 2008 to examine their impact on programs and services at our facilities, as well as access to affordable programs by community members. 11. KITCHENER RANGERS HOCKEY CLUB -ENDORSEMENT OF BID TO HOST CANADIAN HOCKEY LEAGUE'S 200$ MASTERCARD MEMORIAL CUP Mayor C. Zehr requested that the City support the Kitchener Rangers Hockey Club's bid to host the Canadian Hockey League's 2008 MasterCard Memorial Cup in Kitchener in May 2008. He noted that any recommendation arising from the Committee would be considered at the Special Council meeting scheduled for later this date. On motion by Mayor C. Zehr - it was resolved: "That the City of Kitchener supports the Kitchener Rangers Hockey Club's bid to host the 2008 Canadian Hockey League's MasterCard Memorial Cup in our community in May 2008." 12. ADJOURNMENT On motion, the meeting adjourned at 5:14 p.m. Colin Goodeve Committee Administrator