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HomeMy WebLinkAboutCommunity Svcs - 2002-10-28COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:45 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, M. Galloway, B. Vrbanovic and J. Smola. Officials Present: Ms. P. Houston, Ms. C. Legault, Ms. S. Adams, Ms. M. Tilson, Ms. J. Zunic, Ms. B. Snyder, Ms. R. Willms, Ms. J. Billett and Messrs. B. Pritchard, G. Melanson, F. Pizzuto, K. Baulk, G. Richardson, T. ©'Brien, D. Chapman, D. Schmitt and K. Nihls. CSD-02-229 - 2002 ISC WORLD CHAMPIONSHIP TOURNAMENT - PETER HALLMAN BALL YARD The Committee was in receipt of Community Services Department information report CSD-02- 229 dated October 18, 2002 which provides an overview of staff involvement in the event planning and park development for the 2002 ISC World Championship Tournament recently held at the Peter Hallman Ball Yard. The Committee was also in receipt of a document entitled "ISC 2002 World Championship Tournament - Chairman's Remarks". Mr. Tom Clancy, Chairman, spoke on behalf of members of the ISC 2002 World Championship Tournament Host Committee in attendance this date and provided highlights of the event, including higher than anticipated attendance, financial returns, acceptance of the overall quality and maintenance of the facility, favourable commentary from participants and substantial economic benefits to the community. Mr. Clancy commented that the event was a huge success acknowledging members of the Host Committee, various sponsors and City staff who did an excellent job in organizing the event. Mr. Clancy further advised that following review of the event, the Host Committee is recommending a number of improvements to the facility, as outlined in the document entitled "Chairman's Remarks", in order to attract future major events. He pointed out that the benchmark for success of the event was met in that fans, players and the ISC wish to return to the City and suggested that the proposed improvements will further enhance the City's ability to host world class events. Mr. Clancy then presented a cheque in the amount of $8,000. representing the City's share of the net profit realized. Regional Councillor Tom Galloway, member of the Host Committee, also spoke commenting that Kitchener is known for hosting world class events and encouraged serious consideration be given to providing capital funding to undertake the suggested improvements to bring the Peter Hallman Ball Yard facility on par with the Auditorium Complex. Councillor G. Lorentz extended congratulations to all parties involved in organizing a successful event and appreciation for the recommendations brought forward by the Host Committee. Councillor Lorentz advised that staff will review the recommendations and prepare a report for future consideration of the Community Services Committee. 2. CSD-02-224 - UPDATE - 2002 CIVIC SQUARE CHESS PROGRAM The Committee was in receipt of Community Services Department report CSD-02-224 detailing results of the 2002 Civic Square Chess Program. Ms. Jennifer Zunic advised that the three year agreement for provision of the Civic Square Chess Program is now completed and commented that the program was very successful with all objectives met. Ms. Zunic then introduced Mr. Doug Hoch, Past-President, who was in attendance to provide an overview of the program. Mr. Hoch advised that in partnership with the City of Kitchener and the Kitchener Downtown Business Association, the K-W Chess Club was successful in providing a valuable recreational resource for the community and the Downtown. Highlights of the 2002 program included well organized daily and special events facilitated by Hans Jung, full time Chess Co-ordinator, increased public participation and generation of positive media publicity. Mr. Hoch further advised that the program was under-budget resulting in $2,000. of surplus funding to be returned to the City. Mr. Hoch concluded that the Chess Club wishes to continue the program and has applied for an annual operating grant to be considered by the Community Services Committee at a later date. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 - 74 - CITY OF KITCHENER 2. CSD-02-224 - UPDATE - 2002 CIVIC SQUARE CHESS PROGRAM (CONT'D) Councillor C. Weylie referred to the $5,000. proposed for an annual operating grant and questioned if this would be sufficient. Mr. Hoch advised that it is the intention of the Chess Club to pursue additional partnership funding with the objective being to build a sustainable program and lesson financial obligation to the municipality. On motion by Councillor C. Weylie - it was resolved: "That Community Services Department report CSD-02-224 (2002 Civic Square Chess Program - Annual Update) be accepted." CSD-02-223 - NEIGHBOURHOOD ASSOCIATION AFFILIATION - LOWER DOON NEIGHBOURHOOD GROUP The Committee was in receipt of Community Services Department report CSD-02-223 dated October 17, 2002 recommending the Lower Doon Neighbourhood Group become an affiliated City of Kitchener Neighbourhood Association. Ms. Bonnie Snyder was in attendance in support of the recommendation and introduced Ms. Lori Schulz, representative of the Lower Doon Neighbourhood Group (LDNG). Ms. Schulz advised that the LDNG wishes to become affiliated as an independent, issues driven Neighbourhood Association within the boundaries of the recreational focused Doon Pioneer Park Community Association. Ms. Schulz advanced the opinion that becoming affiliated with the City will provide the LDNG with a stronger voice in dealing with various levels of government on contentious issues. She pointed out that the LDNG has met the criteria under the City's affiliation policy and requested the Committee's favourable consideration. On motion by Councillor C. Weylie - it was resolved: "That the request of the Lower Doon Neighbourhood Group to become an affiliated City of Kitchener Neighbourhood Association be approved." PRESENTATION - SAFE AND SOUND DEMONSTRATION PROJECT OF THE WATERLOO REGION COMMUNITY SAFETY AND CRIME PREVENTION COUNCIL - REFLECTION ON YOUTH REPORT AND SOUTH CAMBRIDGE YOUTH OPINION SURVEY 2001 The Committee was in receipt of correspondence dated October 21,2002 from Ms. Laura Doric, representative of the Kingsdale Neighbourhood Association (KNA) and Co-chair of the Safe & Sound Advisory Committee, respecting 2 reports attached to her correspondence entitled "Reflection on Youth" and "South Cambridge Youth Opinion Survey 2001". Ms. Doric was in attendance accompanied by 2 students who had participated in the project, Stefan and Chad. Ms. Doric advised that the Safe & Sound Demonstration Project was federally funded and the reports generated document the benefits of accessible youth recreation in relation to crime prevention. In addition, she commented that the sampling of 832 students surveyed was sufficiently broad enough to suggest that the opinion survey could be repeated in any urban neighbourhood within the municipality. Ms. Doric advised that the KNA's participation involved hosting youth drop-in centres in partnership with the City and this program was successful in providing a cost effective, safe and youth friendly environment, and also provided opportunity to address serious issues including socio-economic pressures, family dynamics and peer relationships. Ms. Doric advised that as a result of the KNA's participation they are recommending the City develop partnerships that will allow interested neighbourhoods to offer locally based, accessible and affordable youth drop-in programs. The KNA's recommendations also include hiring staff for drop-in centres from within the neighbourhood, programs to include emphasis on safety and fun and the opportunity for all neighbourhoods participating to meet once a year to share ideas to promote high quality, consistent programming. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 - 75 - CITY OF KITCHENER PRESENTATION - SAFE AND SOUND DEMONSTRATION PROJECT OF THE WATERLOO REGION COMMUNITY SAFETY AND CRIME PREVENTION COUNCIL - REFLECTION ON YOUTH REPORT AND SOUTH CAMBRIDGE YOUTH OPINION SURVEY 2001 (CONT'D) In response to a qu~-stion from Mayor C. Zehr, the two students commented on their impressions of the program, noting that Iow cost and provision of transportation were important to the success of the program and they enjoyed a variety of activities including skateboarding, bowling, dances and barbecues. In response to a further question from Mayor Zehr, Ms. Shelly Adams advised that an application for grant funding will be submitted to the National Crime Prevention Council prior to its deadline of November 15 and any funding received will be earmarked for the drop-in program. On motion by Councillor B. Vrbanovic - it was resolved: "That the following recommendations presented by the Kingsdale Neighbourhood Association based on their participation in the Safe & Sound Demonstration Project of the Waterloo Region Community Safety & Crime Prevention Council be referred to the Safe & Healthy Community Advisory Committee for consideration and recommendation to a future meeting of the Community Services Committee: 1) That the City of Kitchener develop a unique range of partnerships which will allow all interested neighbourhoods to offer locally-based, youth drop-in programs for free, thereby ensuring full accessibility and affordability. 2) That the City of Kitchener as part of its commitment to community development, consider hiring staff for the youth drop-in from within the neighbourhood whenever possible. 3) That the youth drop-in programs include an outreach component, emphasizing safety and fun, to increase the involvement of isolated or at risk youth. 4) That the City of Kitchener provide all neighbourhoods offering youth programs, with the opportunity to come together once a year to share ideas and promote high quality, consistent programming throughout the City.; and further, That representatives of the Kingsdale Neighbourhood Association be notified when this matter is to come forward for consideration." PRESENTATION - CITY OF KITCHENER URBAN FORESTRY PROGRAM Mr. Dave Schmitt, Urban Forest Technologist, was in attendance to provide a powerpoint presentation on management practices relative to the City's Urban Forestry Program. Mr. Schmitt commented that under Compass Kitchener direction to increase preservation of greenspace, the City has embarked upon a specialized form of forestry management encompassing trees on-street, privately owned and in City parks, recognizing the socio- economic / environmental benefits of tree management. Highlights of Mr. Schmitt's presentation included: · Environics Survey 2001: 84% surveyed were of the view tree management was an important issue; · resource management: development of a street inventory that currently includes 35,000 street trees; development of tree management plans and protection of older trees; · road reconstruction: protection measures utilizing latest technologies to protect tree root systems and minimize damage during reconstruction; COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 - 76 - CITY OF KITCHENER 5. PRESENTATION - CITY OF KITCHENER URBAN FORESTRY PROGRAM (CONT'D) woodland management - identification of woodlands and recognition of community diversity that requires different management practices; 1,300 ha of open greenspace City-wide consisting of 600 ha of woodland; ecological land classifications; use of University of Waterloo student in field work to identify plant species; GIS trial projects: mapping of street trees with data consisting of applying serial numbers, identifying species and tree conditions; trail mapping system and trail guide which will be published in hard copy and on the City's web site early next year; co-operative program with University of Waterloo Environmental Studies Department: utilizes students to assess ecological damage occurring during private development the City is unaware of and development of restoration plans; · management / conservation plan - to be developed by consultant in conjunction with City staff. In response to questions, Mr. Schmitt commented on protection measures respecting older trees and the difficulties associated with tree rooting systems in conflict with City sidewalks. Councillor G. Lorentz thanked Mr. Schmitt for his presentation. CSD-02-228 - DEVELOPOMENT OF A YOUTH OPPORTUNITIES PLAN The Committee was in receipt of Community Services Department report CSD-02-228 dated October 17, 2002 respecting development of a Youth Opportunities Plan (YOP) to provide meaningful and accessible opportunities for youth within the municipality. Ms. Melanie Tilson, Youth Co-ordinator, was in attendance in support of the proposed YOP and provided background on consultations undertaken to determine concerns and priority needs of youth within the municipality. She also commented on partnerships with the Safe & Sound Advisory Committee and the Kitchener Youth Advisory Council (KYAC), which by taking ownership contribute to the success of peer mentoring and drop-in programs. She further advised that the City currently operates 15 youth programs of which 75% are cost free and all are located within community neighbourhoods. Ms. Tilson further commented that the challenge to provide ongoing support for youth continues and there is need to plan beyond the existing programs. She noted that KYAC is preparing an action plan for presentation early next year that will identify gaps in youth programming and seek support for the VOP. She advised that the basis of the VOP consists of promoting awareness, community consultation, review and development of an inventory of municipal services, and increased KYAC's participation in Committees of Council. Ms. Tilson concluded that it is anticipated a completed VOP would be presented in 6 months time. In response to a question from Mayor C. Zehr, Ms. Tilson advised that development of the VOP will provide opportunity to co-ordinate efforts among youth support groups. On motion by Mayor C. Zehr - it was resolved: "That development of a Youth Opportunities Plan be endorsed, encompassing a holistic blueprint for meaningful, accessible opportunities for youth within the City of Kitchener as outlined in Community Services Department report CSD-02-228; and further, That report CSD-02-228 be referred to the Safe & Healthy Community Advisory Committee for consideration and recommendation to a future meeting of the Community Services Committee." COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 - 77 - CITY OF KITCHENER 7. CSD-02-216 - GRANT REVIEW - ANNUAL AND GENERAL PROVISION GRANTS The Committee was in receipt of Community Services Department report CSD-02-216 dated October 17, 2002 outlining results of a comprehensive review of annual operating, general provision and minor sports grants. Ms. Renate Willms, Administration Co-ordinator, was in attendance to provide an overview of the grant review process. Ms. Willms highlighted the summaries of changes proposed for annual operating and general provision grants, as outlined in the staff report, and further advised that two separate accounts for annual operating and general provision grants are proposed, as well as a one time increase for general provision grants in the amount of $43,700. to off-set pre- committed grant funds in 2003. Ms. Willms also pointed out that no change is proposed for the minor sports travel assistance grants and information pertaining to annual operating and general provision grants will be made available to the public through posting on the City's web site, notices in the Leisure Guide and development of an information flyer. Councillor B. Vrbanovic questioned how funding from the general provision grant budget is allocated respecting bidding for, and / or hosting of, special events. Mr. Keith Baulk advised that general provision grant funds are used only for the purpose of bidding. Councillor G. Lorentz questioned if the City's share of surplus funds from successful events is used to off-set bidding costs for other events and Mr. Frank Pizzuto suggested that staff could consider this during budget deliberations respecting the bid account. Councillor Vrbanovic proposed amendments to the recommendations contained in the staff report to include direction to staff to investigate development of criteria for a separate budget respecting bids for special events and given the history of funding allocations from the general provision grant budget, he suggested the base amount for this account be increased to $100,000. with allocation to be on the basis of $25,000. quarterly. In response to a question from Mayor C. Zehr, Ms. Willms advised that the purpose of not permitting general provision grant applications to be considered by Community Services Committee earlier than 6 months prior to an event is to set perimeters that will assist in guiding even distribution of grant funding; however, she acknowledged that some exemptions may be necessary to facilitate budget requirements of groups making application. Mayor Zehr requested that the recommendations be referred to the 2003 budget deliberations. On motion by Councillor B. Vrbanovic - it was resolved: "That the criteria and process for annual operating grants be approved, effective for the 2004 grant process, as outlined in the document entitled "City of Kitchener Annual Operating Grants" attached to Community Services Department report CSD-02-216; and, That the criteria and process for general provision grants be approved, effective January 1,2003, as outlined in the document entitled "City of Kitchener General Provision Grants - One Time" attached to Community Services Department report CSD-02-216; and, That the criteria and process for minor sports travel assistance grants be approved, effective January 1,2003, as outlined in the document entitled "City of Kitchener General Provision Grants - Travel Assistance Grants - Minor Sports" attached to Community Services Department report CSD-02-216; and, That the Community Services Department discontinue grant approvals for in-kind facility and minor sports travel assistance grants when the general provision grant budget has been exhausted, and that all applicants be advised that they may appear before Community Services Committee and Council to appeal for funding; and, That information regarding City of Kitchener annual operating and general provision grants be made available to the public through posting on the City's web site, notices in the Leisure Guide and an information flyer; and, COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 - 78 - CITY OF KITCHENER CSD-02-216 - GRANT REVIEW - ANNUAL AND GENERAL PROVISION GRANTS (CONT'D) That two separate budgets be set up for annual operating grants and general provision grants, effective January 1, 2003; and that $900,394. for annual operating grants and $100,000. for general provision grants be used as the base amount for these budgets; and, That a one time increase of $43,700. be approved for the 2003 general provision grant budget to cover the pre-commitment of general provision grants to be paid in 2003; and, That Community Services Department staff consider development of criteria, and establishment of a separate budget account, for bids to host special events; and further, That all of the above be referred for consideration to the 2003 budget deliberations." CSD-02-221 - DECORATIVE MUNICIPAL DISPLAY SlGNAGE - HIGHWAY 401 The Committee was in receipt of Community Services Department report CSD-02-221 dated October 17, 2002 respecting a work plan to establish new decorative municipal display signage on Highway 401. Mr. Glen Richardson, Manager - Design and Development, was in attendance to provide an overview of the proposed work plan and pointed out that the City currently has decorative display signage on the west bound portion of Highway 401 at the Doon Valley Golf Course; however, this display is now considered redundant given development of a new City logo. Mr. Richardson stressed the importance of establishing an attractive and strategically located display to effectively identify the City's image to both east and west bound travellers on Highway 401. Accordingly, he advised that a work plan, as outlined in the report, is proposed to assist in development of new display signage and a further report is anticipated to come forward in March 2003 detailing design options, locations and cost. In response to a question from Mayor C. Zehr, Mr. Richardson advised that depending on the preferred locations for the displays, approvals may be required from the Ministry of Transportation and/or the City of Cambridge. Several members of the Committee expressed the opinion that interim measures should be taken with respect to the existing display and Mr. Pizzuto took this under advisement. On motion by Mayor C. Zehr - it was resolved: "That Community Services Department staff be directed to proceed with the work plan as outlined in Community Services Department report CSD-02-221 to establish new Decorative Municipal Displays on Highway 401 ." CSD-02-227 - FULL TIME MARKET SHOP TENANT RECRUITMENT Councillor G. Lorentz advised that at the request of Community Services Department staff this item was being referred to the Development and Technical Services Committee meeting to be held later on this date. 10. CSD-02-231 - NEW KITCHENER MARKET CONSTRUCTION - UPDATE The Committee was in receipt of Community Services Department information report CSD-02- 231 dated October 24, 2002 respecting construction progress, operational considerations and cost implications for the new Kitchener Market project. Mr. Frank Pizzuto advised that a similar report will be provided to the Community Services Committee on an ongoing basis to apprise of the progress of this project. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 28~ 2002 11. ADJOURNMENT - 79 - On motion, the meeting adjourned at 5:20 p.m. CITY OF KITCHENER Janet Billett, AMCT Committee Administrator