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HomeMy WebLinkAboutComm Svcs - 2007-05-28COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 CITY OF KITCHENER The Community Services Committee met this date commencing at 3:40 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors B. Vrbanovic, S. Smola, J. Gazzola, K. Galloway and C. Weylie. Staff: T. Speck, General Manager of Corporate Services P. Houston, General Manager of Financial Services & City Treasurer A. Pappert, General Manager of Community Services K. Currier, Director of Operations S. Adams, Director of Community & Corporate Planning K. Baulk, Director of Enterprises M. Hildebrand, Interim Director of Community Programs & Services D. Keehn, Interim Director of Aquatics & Athletics G. Hastings, Manager of Golf Courses S. Williams, Assistant City Solicitor D. Ritz, Supervisor of Design & Development D. Schmidt, Environmental & Urban Forest Project Manager B. Steiner, Environmental Planner C. Goodeve, Committee Administrator 1. CSD-07-054 - HURON NATURAL AREA (HNA) UPDATE - APPOINTMENTS TO THE HNA JOINT VENTURES COMMITTEE The Committee was in receipt of Community Services Department report CSD-07-054, dated May 14, 2007 regarding the implementation of the Huron Natural Area (HNA) Master Plan and appointment of City of Kitchener representatives to the HNA Joint Ventures Committee. Ms. Margot Ursic, Project and Promotion Coordinator, Dougan & Associates, provided an update regarding the implementation of the HNA Master Plan, as approved by the HNA Board of Directors in January 2001. She advised that throughout 2006 and 2007 a number of initiatives have been undertaken to implement the HNA Master Plan consistent with its goals to preserve and improve the ecological integrity of the HNA while providing community opportunities for passive recreation and environmental education. She outlined the following ongoing initiatives to complete the initial phase of the HNA Master Plan: • refine the governance structure of the HNA through the HNA Joint Ventures Agreement between the City of Kitchener, the Waterloo Region District School Board (WRDSB) and the Waterloo Catholic District School Board (WCDSB); • execution of the SuperBuild agreement with the Ministry of Natural Resources and the Region of Waterloo; • update the HNA Master Plan, database, environmental studies and ten year management plan; and, • continue Phase 1 site development and construction of the main access point off Trillium Drive, including a washroom and shelter facility, site trail construction, educational signage, boardwalk and creek crossings. Ms. M. Ursic advised that in June 2006 Council approved the HNA Joint Ventures Agreement, which provided the City with full responsibility for the operations and long-term management of the HNA. She added that in early 2007, the WRDSB and the WCDSB transferred ownership of their remaining lands within the HNA to the City. Ms. Ursic noted that while the City is now responsible for the day-to-day operations of the HNA, major decisions related to the HNA lands and projects would be made by the unanimous approval of the HNA Joint Ventures Steering Committee (formerly HNA Board of Directors). She added that the HNA Joint Ventures Steering Committee is intended to be comprised of two representatives from each of the parties to the Joint Ventures Agreement. In response to questions, Mr. D. Ritz advised that the former HNA Board of Directors was dissolved and replaced with the HNA Joint Ventures Steering Committee, noting that each party to the Joint Ventures Agreement are free to individually determine their level of contribution to HNA projects. Mr. Ritz noted that as the site development advances, COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 - 29 - CITY OF KITCHENER 1. CSD-07-054 -HURON NATURAL AREA (HNA) UPDATE - APPOINTMENTS TO THE HNA JOINT VENTURES COMMITTEE tCONT'D) operational costs would be included for consideration by Council during its annual Operating Budget deliberations. Several members expressed support for the ongoing HNA Master Plan initiatives and the following Councillors were nominated to the HNA Joint Ventures Steering Committee: Councillors G. Lorentz, K. Galloway and J. Gazzola. The approved voting procedure was then utilized which resulted in Councillors Lorentz and Galloway being appointed to the HNA Joint Ventures Steering Committee. On motion by Councillor B. Vrbanovic - it was resolved: "That the following persons be appointed to the Huron Natural Area Joint Ventures Committee for a term ending December 30, 2009: Councillors Geoff Lorentz and Kelly Galloway representing the City of Kitchener; Trustee Wayne Buchholtz and John Shewchuk representing the Waterloo Catholic District School Board; and, Trustee Patricia Adamson & Art Phelan representing the Waterloo Region District School Board." 2. CSD-07-049 - DONOR RECOGNITION FOR THE NEW TWIN PAD ARENA The Committee was in receipt of Community Services Department report CSD-07-049, dated April 30, 2007 regarding a schedule of donor recognition opportunities based on naming components for the Hanson Avenue Athletic Complex. Mr. Peter Benninger, "Places to Play" Fundraising Chair, addressed the Committee in support of the donor recognition opportunities schedule, as attached to Report CSD-07-049. He stated that the schedule is based to some degree on similar capital campaigns and the results of the feasibility study previously undertaken by the Fundraising Consultant. He noted that based on the benchmarks established in other capital campaigns and the feasibility study, the sport partners are confident that the proposed program reflects appropriate value levels. He added that the Campaign Team would provide donors with the option of making payments over 5 years; however, flexibility may be required in payment terms, opportunities and/or amounts in order to take into consideration the different situations of each donor. Mr. Benninger advised that no name has been identified for the overall facility, as it was felt that was tied more to sponsorship opportunities rather than donor recognition. In response to questions, Mr. P. Benninger advised that when the $2 M fundraising goal has been reached, a super goal, reflecting the initial fundraising estimate of $4 M, would be established. He added that any additional funds received beyond the $2 M fundraising goal would go towards lessening the facilities cost burden to the taxpayer by off-setting the project's costs to the City. He noted that it is anticipated that a further update regarding donor recognition would be provided in September 2007. On motion by Councillor B. Vrbanovic - it was resolved: "That the donor recognition opportunities associated with the Hanson Avenue Athleti Complex "Places to Play" Capital Fundraising Campaign be approved, as outlined i Community Services Department report CSD-07-049; and further, That any major facility naming encompassing the entire facility or sports complex be presented for Council consideration if and when the opportunity arises." 3. CSD-07-046 - DOON VALLEY GOLF COURSE EXPANSION APPROVAL The Committee was in receipt of Community Services Department report CSD-07-046, dated May 23, 2007 regarding the Doon Valley Golf Course expansion project. COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 - 30 - CITY OF KITCHENER 3. CSD-07-046 - DOON VALLEY GOLF COURSE EXPANSION APPROVAL tCONT'D) Mr. K. Baulk advised that the City of Kitchener has been considering expansion of the Doon Valley Golf Course since the late 1990s. At that time, the concept of expansion was approved in principle and the City began to acquire additional adjacent lands to facilitate an 18-hole expansion. As additional parcels of land were acquired, the City undertook a Zone Change Application and Official Plan Amendment with the City of Cambridge, which was required since some of the golf course lands were located south of Highway 401 within their municipal boundaries. He added that Cambridge refused the application and the City of Kitchener took the matter to the Ontario Municipal Board, which ruled in favour of the City of Kitchener resulting in the re-zoning of the Cambridge lands to permit the golf course expansion. Mr. Baulk stated that various development options were considered for the golf lands and developable table lands, including: expansion of golf services; continue with status quo; private sector management of the golf business; and, use of the table lands for residential development. He advised that after significant public consultation and analysis by a multi- stakeholder Project Team, it was recommended that the City retain the lands and management of the Doon Valley Golf Course and that staff pursue the development of a business case for a City owned and operated 9-hole expansion and golf skills facility. He added that Council ultimately ratified that direction and instructed staff to develop a business case, which is appended to Report CSD-07-046 and provides supporting documentation for final approval of the project. Mr. Baulk stated that the project budget has been estimated at $3,503,546., and should produce the following benefits: • addressing the demand for modestly priced golf in the Region; • new market segments including beginners and very young juniors will be able to participate in the sport in anon-threatening environment; • golf provides a healthy social and recreational experience that can be enjoyed for a lifetime; • the project is self-funding, meaning no tax subsidy is required and the City's taxpayers would benefit from an increased dividend in future years; • a conservation easement to provide a permanent commitment to environmental protection of the lands, which is furthered by staff's pursuit of Audubon International Sanctuary certification for the facility; and, • a significant amount of public support has been garnered through various phases of the project development. Mr. K. Baulk advised that staff are not supportive of advancing significant clubhouse improvements at this time, but would be once the course achieves a healthy accumulated surplus. He noted that the expansion project will be phased, and will take five years for all new services to be fully implemented. Construction of the 9 holes is anticipated to begin in 2008 with the expanded 27-hole course expected to open in the spring of 2010. He pointed out that 18-holes will be available for play at all times during the construction, adding that the current holes will be retained, with the new 18-hole layout comprised of some old and new holes. Mr. Baulk stated that the expansion would allow the City to continue to provide affordable golf activities for a majority of its citizens, and enhance the ability to teach the game to juniors and beginners so they can become life-long participants. Mr. Stewart Thomas, Resident, addressed the Committee in opposition of the proposed expansion, stating that he attended most of the public consultation sessions and in his opinion, a majority of those in attendance reacted negatively to the proposed expansion. Mr. Thomas added that he feels the proposed expansion would cut across steep terrain and increase the linear distance to a point that most people would not be able to enjoy the course without renting a golf cart. He expressed concern with the proposed 30% increase in revenue that the expansion is anticipated to generate and estimated the City would more likely realize only a 10% increase. Ms. Lori Schulz, President, Lower Doon Neighbourhood Association, was in attendance to express support for the proposed expansion on behalf of her Neighbourhood Association. She also thanked the City for involving her Neighbourhood Association as a member of the Project Team. COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 - 31 - CITY OF KITCHENER 3. CSD-07-046 - DOON VALLEY GOLF COURSE EXPANSION APPROVAL tCONT'D) In response to questions, Mr. K. Baulk advised that the 2004 KPMG Market Study findings based on critical indicators, discussion and analysis, demonstrated that the economic indicators and conditions for golf in this market area would favourably support the proposed expansion. He stated that KPMG advised that the typical increase in revenue realized through a 9-hole expansion is 35%, noting that the Business Case set out a conservative estimate of 30%. Mr. Baulk further advised that it is recommended that the Golf Course Architectural firm of Shawn P. Waiters and Associates be engaged as the project architect, as they have the intellectual property rights for the concept drawings that have been utilized throughout the public consultation phases. Mayor C. Zehr agreed that it is premature to pursue renovating the clubhouse at this time, adding that it makes sense to first see the level of player traffic generated by the expansion. He noted that dependant upon said player traffic, renovating the clubhouse could potentially proceed prior to 2015. Councillors G. Lorentz, K. Galloway and J. Gazzola expressed support of the Doon Valley Golf Course expansion project. On motion by Councillor J. Gazzola - it was resolved: "That the Doon Valley Golf Course Expansion Business Case, as appended to Community Services Department report CSD-07-046, be accepted; and, That staff be directed to proceed to construct a 9 hole golf course addition, practice facility, 9 hole pitch and putt course and necessary support amenities, as outlined in report CSD-07-046 subject to receiving final external planning and agency approvals; and, That a total amount of $3,503,546., be allocated to fund the Doon Valley Golf Course Expansion project components; and, That Finance Staff be authorized to secure a 25 year debenture in 2009 in the amount of $3,101,097. to fund the 9 hole addition component of the project, repayable solely from golf enterprise revenues; and, That Finance Staff be authorized to secure a 10 year debenture in 2010 in the amount of $402,449. to fund the golf skills component of the project, repayable solely from golf enterprise revenues; and, That the Mayor and Clerk be authorized to execute an Architect/Construction Management contract with Shawn P. Waiters & Associates to an upset limit of $375,874. plus GST, subject to the satisfaction of the City Solicitor; and further, That a Business Case for a major upgrade or replacement of the clubhouse be brought forward when Golf Unit cash flows are sufficient to provide for the capital cost of such project." Councillor B. Vrbanovic left the meeting at this time. 4. CSD-07-056 - PHASE 11 PUMPING STATION SUPERVISORY CONTROL AND DATA ACQUISITION tSCADA) SYSTEM The Committee was in receipt of Community Services Department report CSD-07-056, dated May 17, 2007 regarding the implementation of a full featured Supervisory Control and Data Acquisition (SCADA) System to manage Kitchener's wastewater system. Mr. K. Currier advised that since the spring of 2003, the City has been working toward implementing a SCADA System to allow pumping station operators to monitor and control the COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 - 32 - CITY OF KITCHENER 4. CSD-07-056 - PHASE 11 PUMPING STATION SUPERVISORY CONTROL AND DATA ACQUISITION tSCADA) SYSTEM tCONT'D) City's pumping stations remotely from a central server. He stated that the implementation was divided into two phases: upgrading equipment at the pumping stations, and implementing central control. Mr. Currier noted that by 2006, all pumping stations had ITT Flygt FMC controllers and all facilities are now ready to be linked into a central server. He added that to facilitate this, staff are requesting that the normal tendering process be waived as ITT Flygt is the only supplier of the software for the installed FMC controllers and the required radio system would be supported and warranted by ITT Flygt as a complete package. Mr. K. Thyer stated that the cost of this system is comparable to similar systems that the City already has in place. He added that the central control system from ITT Flygt includes a 12 day on-site installation that would provide for the identification of various operational needs, such as the location of back-up systems. He advised that while the City is already realizing many benefits from the installation of the FMC controllers, it would not realize the full benefits of the SCADA System until Phase II has been completed. Those benefits include better reliability, lower communication costs, and reduced environmental risk through integration with the central alarm system. He added that the architects of many SCADA systems design their systems to work primarily with their own equipment and ITT Flygt is no exception. He noted that it is unlikely that a seamless implementation would take place if another system were installed and could result in communication problems between the server and the controllers. Further, there would be additional installation and interfacing costs, and support problems could develop as a result of dealing with two vendors. He noted that accordingly, staff are recommending the single sourcing of the software licensing and radio communication system from ITT Flygt. On motion by Councillor C. Weylie - it was resolved: "That the tendering process be waived to permit the single sourcing of the software licensing and radio communication systems from ITT Flygt to complete the pumping station Supervisory Control and Data Acquisition (SCADA) System Phase 2 at an approximate cost of $205,200." 5. CSD-07-034 - AUTOMATED EXTERNAL DEFIBRILLATORS AGREEMENT - PLACEMENT IN SPECIFIED CITY OF KITCHENER FACILITIES The Committee was in receipt of Community Services Department report CSD-07-034, dated May 20, 2007 regarding an agreement to facilitate the placement of Automated External Defibrillators in specified City of Kitchener facilities. Ms. D. Keehn advised that based on high risk user groups (sports and older adults), the volume of patron traffic and a facility's seasonal operation, 14 sites were identified as priority locations for defibrillator placement in 2007. She stated that funding for 10 of the units will be provided by the Heart and Stroke Foundation, and to cover the cost of the additional 4 units, staff are proposing to merge funds from the 2007 divisional general provision budgets of all of the subject facilities. She noted that given the time involved in having EMS staff coordinate and administer the training for each unit, plans for the installation of an additional 18 units in the remaining City facilities has been scheduled for 2008. On motion by Councillor C. Weylie - it was resolved: "That the Mayor and Clerk be authorized to execute an agreement, subject to the satisfaction of the City Solicitor, between the City of Kitchener and the Regional Municipality of Waterloo Emergency Medical Services who will act as co-ordinator on behalf of the Heart and Stroke Foundation of Ontario's Public Access Defibrillator (PAD) program to facilitate the placement of Automated External Defibrillators in specified City of Kitchener facilities." COMMUNITY SERVICES COMMITTEE MINUTES MAY 2$, 2007 - 33 - CITY OF KITCHENER 6. CSD-07-053 - WESTMOUNT NEIGHBOURHOOD ASSOCIATION AFFILIATION The Committee was in receipt of Community Services Department report CSD-07-053, dated May 16, 2007 regarding the addition of the Westmount Neighbourhood Association as an affiliated and insured group under the City's Neighbourhood Association Affiliation policy and its Third Party Liability Insurance program. Councillor C. Weylie advised that the Westmount Neighbourhood Association boundaries were defined following consultation with various community stakeholders, which included the Victoria Hills Neighbourhood Association. She added that the Victoria Hills Neighbourhood Association endorsed the Westmount group's request to become their own Neighbourhood Association, subject to the continued distribution of the Victoria Hills Neighbourhood Association program flyer in the Westmount area. She noted that although the boundaries of the two Neighbourhood Associations would overlap, there would be no duplication in their mandates. On motion by Councillor C. Weylie - it was resolved: "That the Westmount Neighbourhood Association be approved as an affiliated group under the City of Kitchener Neighbourhood Association Affiliation policy; and further, That the Westmount Neighbourhood Association be approved as an insured group under the City of Kitchener Third Party Liability Insurance program." 7. CSD-07-024 - NEIGHBOURHOOD ASSOCIATION CONSULTATION The Committee was in receipt of Community Services Department report CSD-07-024, dated May 3, 2007 regarding staff undertaking consultations with the City's Neighbourhood Associations (NA) as a means of strengthening their ongoing relationship and establishing the groundwork for future direction. Mr. M. Hildebrand advised that Community Programs and Services Division staff propose to consult the City's NAs in the summer and early fall of 2007, as there appears to be a lack of clarity regarding each NA's desired role in the development and continuation of collaborative programs and services. He stated that uncertainty is also prevalent regarding the provision of resources such as facility space, communication tools, and staff and volunteer time to support all community interests and needs. He noted that the successes of Community Resource Centres have contributed to an increased workload and demand for NA involvement and accordingly, there is an identified need to consult with the NAs regarding their future direction. 8. ADJOURNMENT On motion, the meeting adjourned at 5:20 p.m. Colin Goodeve Committee Administrator