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HomeMy WebLinkAboutComm Svcs - 2007-04-23COMMUNITY SERVICES COMMITTEE MINUTES APRIL 23, 2007 CITY OF KITCHENER The Community Services Committee met this date commencing at 1:37 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors J. Gazzola, K. Galloway, J. Smola 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. Adams, Director of Community & Corporate Planning S. Turner, Director of Enforcement K. Baulk, Director of Enterprises K. Currier, Director of Operations M. Hildebrand, Interim Director of Community Programs & Services D. Keehn, Interim Director of Aquatics & Athletics F. McCrea, Assistant City Solicitor C. Allan, Marketing and Communications Associate J. Hutchison, Facilitator of Volunteer Resources C. Goodeve, Committee Administrator 1. CSD-07-03$ -MINOR SPORT AFFILIATION OF STARS ORIENTEERING CLUB The Committee was in receipt of Community Services Department report CSD-07-038, dated April 11, 2007 regarding a request by the Stars Orienteering Club for affiliation as a minor sports group. On motion by Councillor C. Weylie- it was resolved: "That the Stars Orienteering Club be approved as an affiliated minor sport group under the City of Kitchener Minor Sport Affiliation policy; and further, That the Stars Orienteering Club be approved as an insured group under the City of Kitchener Minor Sports Third Party Liability Insurance program." CRPS-07-050 - PROPOSED AMENDMENTS TO KITCHENER MUNICIPAL CODE CHAPTER 270 tPARKS) The Committee was in receipt of Corporate Services Department report CRPS-07-050, dated April 17, 2007 regarding a proposed by-law to amend Chapter 270 (Parks) of Kitchener's Municipal Code. Mr. S. Turner advised that in 2006 a working group composed of staff from Community Services, By-law Enforcement and Legal Services was formed to review the provisions of Chapter 270 (Parks). He stated that the purpose of the review was to identify potential improvements to reduce unwanted occurrences in City parks. A "park" being defined in this instance to include facilities such as pools and sports fields, as well as the City's series of trail systems, woodlots and green spaces, in addition to the traditional definition of a park. Mr. Turner noted that staff solicited input from various stakeholder groups and it was identified that the most contentious, and misunderstood, element of the proposed amendments, relates to closing the parks between 11:00 p.m. and 6:00 a.m. He noted that in speaking with various municipalities with similar by-law provisions, it was found that the numbers of actual charges laid regarding persons being removed from closed parks were relatively minimal. Instead, it was identified that compliance was best achieved through communication and education, and the possibility of a fine was more of a deterrent than the fine itself. Mr. Turner added that staff's intent is not to patrol for the sole purpose of removing people from the parks, and provided an analogy that the provision is merely a tool in the tool box for those who will be involved in the administration and enforcement of Chapter 270 (Parks) (i.e. By-law Enforcement, Corporate Security and Waterloo Regional Police). Mr. Turner further advised COMMUNITY SERVICES COMMITTEE MINUTES APRIL 23, 2007 - 21 - CITY OF KITCHENER 2. CRPS-07-050 - PROPOSED AMENDMENTS TO KITCHENER MUNICIPAL CODE CHAPTER 270 tPARKS) tCONT'D) that the working group has also identified the need and will be carrying out amore extensive review of Chapter 270 (Parks) with respect to the following initiatives currently underway in the Community Services Department: management and stewardship of Kitchener's natural areas (850 hectares) which are part of the City's park system; and, the development of a Parks and Open Spaces Master Plan. Mr. Charles Nichols, Homelessness Advisory Group, expressed concern regarding the possibility that the proposed amendments to Chapter 270 (Parks) might negatively impact the homeless. He stated that some homeless have no choice but to sleep outside as not everyone can be accommodated in shelters. He added that since trespassing laws prohibit them from sleeping on private property, the proposed amendments leave these people with very few options. He noted that the proposed amendments would essentially criminalize being homeless. Mr. Nichols stated that while it is recognized that it is not the intention of the City to use the amendments to target the homeless, there is a fear that it may inadvertently do just that. Accordingly, the Homelessness Advisory Group is requesting the City's assurance that the proposed amendments will not be used to target the homeless. In response to questions, Mr. S. Turner advised that, if approved, staff anticipate bringing forward the by-law to amend Chapter 270 (Parks) by the May 14, 2007 Council meeting. He stated that a majority of the proposed educational component will be undertaken through direct communication with stakeholders, noting that beginning with those parks identified as priority areas and continuing over the next couple months, signage will be installed at all City parks outlining the changes to Chapter 270 (Parks). Further, staff are also proposing to apply to the Ministry of the Attorney General for approval of a set fine (ticketing option) for any new violations resulting from the amendments to Chapter 270 (Parks). Mr. Turner stated that the Homelessness Advisory Group was one of the first stakeholders with whom the working group consulted, and noted that he is prepared to meet with that group on a regular basis to address any issues that may arise through the enforcement of Chapter 270 (Parks). Mr. K. Currier advised that there are approximately 6 premier sports fields in the City, all of which are fenced, gated and locked when not in use. He noted that at present those fields are closed at all times to the general public except where a permit for their use has been issued. Accordingly, the proposed amendment to that effect is simply the codification of an existing practice. Mr. Currier further advised that the proposed Parks and Open Spaces Master Plan is anticipated to be completed within the next 18 months and any further amendments to Chapter 270 (Parks) will be brought forward in conjunction with that document. Mr. S. Turner advised that the amendment prohibiting the possession of devices such as paintball guns, pellet guns and crossbows in City parks, is being proposed as a means of enhancing public safety. He stated that the act of using these devices is currently an offence; however, staff suggest that simply possessing such a device in a park should be prohibited. Mayor C. Zehr requested that if possible, the proposed by-law to amend Chapter 270 (Parks) be brought forward for consideration at the April 30, 2007 Council meeting. On motion by Councillor C. Weylie - it was resolved: "That a by-law be enacted to amend Chapter 270 (Parks) of the City of Kitchener Municipal Code, as outlined in Corporate Services Department report CRPS-07-050; and further, That staff be directed to apply to the Ministry of the Attorney General for the approval of short form wording and set fines for the violations resulting from the amendments to Chapter 270 (Parks), as outlined in report CRPS-07-050." COMMUNITY SERVICES COMMITTEE MINUTES APRIL 23, 2007 - 22 - CITY OF KITCHENER 3. PRESENTATION - EYEGO TO THE ARTS tCONT'D) Mr. Bill Chesney and Ms. Cheryl Ewing, eyeGo to the Arts, advised that eyeGO to the Arts is designed to allow secondary school students to attend various artistic performances presented across the Region for only $5. Mr. Chesney added that eyeGO tickets are sold on a best available basis and if tickets are purchased early enough, a student could have the best seats in the house. Ms. Ewing stated that this program has been very successful in encouraging students to experience the arts, noting that approximately 4,291 eyeGo tickets were sold in 2006. She stated that the success of this program can also be seen through its growing national appeal, whereby groups from across the country have implemented similar programs based on the eyeGo template. Ms. Ewing commented that to the best of her knowledge all arts groups from across Waterloo Region participate in the eyeGo to the Arts program. 4. CSD-07-044 -COMMUNITY INVESTMENT STRATEGY The Committee was in receipt of Community Services Department report CSD-07-044, dated April 20, 2007 regarding the Community Investment Strategy interim options for the 2008 Annual Operating and Minor Sports grants. Ms. A. Pappert advised that in June 2006 the terms of reference for the development of a Community Investment Strategy (CIS) was approved. She stated that as outlined in the terms of reference, staff will be circulating an Expression of Interest to hire a consultant with the intention of bringing forward draft strategy recommendations by the end of 2007. Further, staff anticipate that the CIS recommendations will advocate key changes to the overall grant program in order to align the expenditure of civic resources with community and corporate strategic directions. She stated that in the interim, staff are concerned with proceeding as per the `status quo' for the 2008 Annual Operating and Minor Sports grants. She noted that staff are seeking direction regarding an interim transitional approach toward implementing the 2008 grant application process, which is scheduled to commence in June 2007. She then reviewed the 3 transition options, as outlined in report CSD-07-044, pointing out that staff are recommending that Option 2 be approved in principle. She added that if approved, staff will further detail the interim policy, procedures and financial requirements of Option 2 over the next 6 weeks and bring that information forward prior to Council's summer recess. In response to questions, Ms. A. Pappert advised that Option 2 indicates that for the calendar year of 2008, and for one year only, successful 2007 Annual Operating and Minor Sports grant recipients will be guaranteed apre-commitment of grant funds for their 2008 operating year. The allocation of these funds would equal their awarded 2007 grant plus an increase of 2% for inflation, in 2008. She added that Option 2 outlines that for the 2008 cycle only, there would be no grant application process for Annual Operating and Minor Sports grants and therefore, no new groups would be added to the Annual Operating program. She noted that those groups wishing to be added as "new" would be required to seek funding through the 2008 Provisional Grant program. She added that over the next 6 weeks staff will be contacting all effected advisory groups to solicit their input. Ms. R. Willms advised that staff anticipate bringing forward a report to the May 28, 2007 Community Services Committee meeting, listing all organizations currently in either the Annual Operating or Minor Sports grant programs who have unique agreements already approved for 2008. Ms. Willms stated that on average the City receives 53 Annual Operating Grant applications, and of those applications the same 10 to 15 groups file an appeal every year. She estimated that most applicants would view the proposed interim measures as a positive step toward the development of a more clearly defined and effective grant process. Ms. A. Pappert stated that staff recognize the need for greater collaboration and coordination between area municipalities regarding the process with which grants are applied for and awarded. Accordingly, possible partnership opportunities and the tools being employed by the various area municipalities will be examined as a means of developing a more equitable community investment process. She added that the proposed interim measures are designed COMMUNITY SERVICES COMMITTEE MINUTES APRIL 23, 2007 - 23 - CITY OF KITCHENER 4. CSD-07-044 -COMMUNITY INVESTMENT STRATEGY tCONT'D) so that previously approved grant recipients can be made aware of the funding they will receive from the City over the next 18 months, which will allow them to plan ahead more effectively. Further, the interim measures will allow for the re-allocation of staff resources to assist in the development of the CIS. On motion by Councillor J. Smola, the staff recommendation was brought forward for consideration. Councillor J. Gazzola advised that he would not support the staff recommendation and noted that in his opinion it would be preferable to maintain the `status quo', as opposed to temporarily changing the process. Mayor C. Zehr advised that he would like to see this initiative move forward as soon as possible, and in particular he would prefer to see the aspect of the CIS concerning collaboration with other area municipalities resolved over the next year. On motion by Councillor J. Smola - it was resolved: "That Community Investment Strategy Transition Option 2, as outlined in Community Services Department report CSD-07-044, be approved in principle, as follows: A. For the calendar year of 2008 and for one year only, guarantee and pre-commit grant funds for the successful 2007 Annual Operating and Minor Sports recipients for their 2008 operating year. The allocation of these funds would equal the recipients awarded 2007 grant plus an increase of 2% for 2008; and, B. Pause the Annual Operating and Minor Sports Groups grant application process for 2008 and respond to new grant requests through the existing General Provisional grant process. Direct all organizations who may request to move from General Provision into the 2008 Annual Grant Program to stay in the General Provision stream for one more year; and, C. Establish criteria to respond to "emergency" requests; the definition and criteria for the `emergency' to be approved by Council, in advance; and pause the current appeal process; and, D. Require all successful 2007 Annual Operating and Minor Sports Groups to submit a detailed cover letter with financial statements and audits, the letter to be within the format of the Corporation, advising of any `significant' change they anticipate in 2008; the definition and criteria for `significant' to be approved by Council, in advance; and, E. Organizations with Council pre-approved special or unique multi year agreements that occur in the 2008 calendar year will be treated outside of this motion; and further, That staff be directed to report back within six weeks with detailed implementation requirements for Option 2, including information pertaining to policies, pre-commitments and definitions." Councillor J. Smola left the meeting at this time. 5. CSD-07-039 -VOLUNTEER SUPPORT STRATEGY DISCUSSION The Committee was in receipt of Community Services Department report CSD-07-039, dated April 20, 2007 regarding background information to facilitate a discussion of the priorities for the development of a possible volunteer support strategy. In addition, the Committee was in receipt this date of a PowerPoint presentation entitled "Volunteer Support Strategy Discussion", dated April 23, 2007. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 23, 2007 - 24 - CITY OF KITCHENER 5. CSD-07-039 -VOLUNTEER SUPPORT STRATEGY DISCUSSION tCONT'D) Ms. J. Hutchison outlined the conceptual framework upon which the discussion to identify the potential priorities of a volunteer support strategy will be based. She reviewed the concepts of volunteerism and the voluntary sector and delineated the differences between them, as well as the ways the municipality currently involves citizens and interacts with the voluntary sector. She then requested feedback and comments regarding the following 3 questions: 1. What have residents told you about their experience of volunteering or managing non- profit organizations? 2. What have citizens told you about how we support volunteers within the Corporation and voluntary sector organizations within our community? 3. Have they suggested ways we can support them better? Mayor C. Zehr advised that, in his opinion, the relationship between the City and its volunteers is one of mutual expectations. He stated that it is essential that volunteers are recognized for their contributions and suggested that the City could offer enhanced training and provide a mentoring program for all new volunteers. Mayor Zehr inquired into the City's application of the Canadian Code for Volunteer Involvement and was advised that in 2004, Kitchener Council adopted the Kitchener Code of Volunteer Involvement, based on the Canadian Code. Ms. J. Hutchinson noted that all volunteers receive a copy of the Kitchener Code of Volunteer Involvement as part of their orientation manual. Councillor G. Lorentz suggested that as high school students are required to volunteer for a set number of hours in order to graduate, the City could contact the local area school boards to facilitate opportunities for those students to volunteer with the City. Councillor J. Gazzola advised that some volunteers have informed him that they find it difficult to navigate the "red tape" that is inherent with certain volunteer positions and suggested that those regulatory constraints need to be examined to determine whether they are really necessary. He added that the City needs to ensure that it is not asking too much from its volunteers. In conclusion, Ms. J. Hutchison outlined the following next steps in the development of the proposed volunteer support strategy: compile input gathered to date; consult with staff, community groups, partners and volunteers; explore linkages between other plans; draft a Volunteer Support Strategy; and, report back to Council. 6. ADJOURNMENT On motion, the meeting adjourned at 3:33 p.m. Colin Goodeve Committee Administrator