HomeMy WebLinkAboutCommunity Svcs - 2002-11-18COMMUNITY SERVICES COMMITTEE MINUTES
NOVEMBER 18, 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, and
J. Smola. Councillor B. Vrbanovic was in attendance for part of the meeting.
Officials Present:
Ms. P. Houston, Ms. R. Pitfield, Ms. C. Legault, Ms. S. Adams, Ms. J. Ward, Ms.
S. Massel, Ms. J. Billett and Messrs. J. Fielding, F. Pizzuto, G. Melanson, K.
Baulk, D. Chapman, R. Weber, R. Gosse and G. Borovilos.
CSD-02-233 - PRE-APPROVED CONTRACT - TERMS AND CONDITIONS
- CITY OF KITCHENER GOLF COURSES
The Committee was in receipt of Community Services Department report CSD-02-233 dated
November 18, 2002 respecting a pre-approved contract to be used for rental of municipal golf
course buildings or lands.
On motion by Councillor C. Weylie -
it was resolved:
"That the contract entitled "Terms and Conditions - City of Kitchener Golf Courses"
attached to Community Services Department report CSD-02-233 be approved as a pre-
approved contract to be used for rental of municipally owned golf course buildings or
lands."
CSD-02-236
GRANT REQUEST - HUNTINGWOOD COURT GARDEN GROUP /
COMMUNITY GARDEN
The Committee was in receipt of Community Services Department report CSD-02-236 dated
November 18, 2002 concerning a proposed Community Garden at Huntingwood Court.
On motion by Councillor C. Weylie -
it was resolved:
"That pursuant to Council Policy 1-272, a one-time contribution in the amount of $830. be
approved to the Huntingwood Court Garden Group for the start-up of the Huntingwood
Community Garden, including:
a) services in-kind: transport topsoil, woodchips and sod stripping $330.
b) cash grant
$500.;and further,
That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to
execute any required agreements with the Huntingwood Garden Group to allow the
Huntingwood Community Garden to be located on public lands known as the Huntingwood
Cul-de-sac bulb."
CSD-02-240 FESTIVAL OF THE NIGHT - PRE-APPROVED CONTRACT
- SIGNING AUTHORITY RE: WARNER RECORDING ARTISTS - WAVE
The Committee was in receipt of Community Services Department report CSD-02-240 dated
November 18, 2002 concerning a pre-approved performers contract relative to entertainment for
the 9th Annual Festival of the Night.
On motion by Councillor C. Weylie -
it was resolved:
"That the Facilitator of Special Events be authorized to sign a pre-approved performers
contract in the amount of $8,600. with Warner Recording Artists, WAVE, to perform at the
City's New Year's Eve 9th Annual Festival of the Night event."
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4. PRESENTATION - UPDATE - THEATRE & COMPANY
Mr. Stuart Scadron-Wattles, Producing Artistic Director and Dr. Reid Spencer, Education Co-
ordinator, Theatre & Company, were in attendance to provide an update on the operations of the
Theatre. Dr. Spencer reviewed a written report distributed to the Committee this date, highlighting
challenges of restructuring to increase studio classes, public awareness, revenues and
opportunities for ensemble professional development. Dr. Spencer advised that the revenue
target stands at 87.9% and new initiatives have been undertaken including classes for home study
groups, co-operative programs with the Developmental Services Access Centre and University of
Waterloo, discussions concerning a summer Performance Co-op Program, Master Class Series
for company professional development and private donor sponsorship. Dr. Spencer and Mr.
Scadron-Wattles thanked the Committee for the support given to the Theatre and commented that
participant responses indicate the City's investment dollars were well spent.
Dr. Spencer responded to several questions concerning outreach programs to schools /
community and the March break camp conducted by the Theatre.
Councillor G. Lorentz extended congratulations to Dr. Spencer and Mr. Scadron-Wattles for their
successful operation of the Theatre.
PRESENTATION - UPDATE - CONTEMPORARY ART FORUM KITCHENER
- 2002 VISUAL ARTS FESTIVAL
Ms. Isabella Stefanescu was in attendance on behalf of the Organizing Committee of the
Contemporary Art Forum Kitchener (CAFKA) to provide an overview of the 2002 Visual Arts
Festival event. Ms. Stefanescu commented on the history of CAFKA's inception culminating in
an Internationally recognized event that operates on a total budget of $144,000.; and
recognized receipt of a cash grant in the amount of $8,000. from the City. Ms. Stefanescu
extended the opinion that spending on the Arts should be considered an investment rather
than an expense and provided highlights of the 2002 event including media coverage, other
exhibitions coinciding with CAFKA and experimental chartering of a bus from Toronto to
Kitchener City Hall for opening night participants. Ms. Stefanescu thanked Community
Services Department staff, City Hall Security and City Council, for the use of Kitchener City
Hall and the support given to CAFKA, and extended an invitation to the Committee to provide
CAFKA with feedback on the event at a later date.
Councillor G. Lorentz thanked Ms. Stefanescu for her presentation and Mayor Zehr also
thanked all staff involved for the professional manner in which this event was conducted.
CSD-02-158 - BRIDGEPORT COMMUNITY NEIGHBOURHOOD ASSOCIATION
OPERATION OF THE BRIDGEPORT COMMUNITY CENTRE
The Committee was in receipt of Community Services Department report CSD-02-158 dated
November 18, 2002 concerning the operation of the Bridgeport Community Centre.
Ms. Lynda Hayward, President of the Bridgeport Community Neighbourhood Association, was
in attendance in support of the recommendation to reaffirm the Association's operation of the
Bridgeport Community Centre.
On motion by Councillor J. Smola
it was resolved:
"That in keeping with Council's resolution of August 7, 1979, the Bridgeport Community
Neighbourhood Association's operation of the Bridgeport Community Centre be re-affirmed,
including facility rentals, as detailed in Community Services Department report CSD-02-158
and memorandum dated July 31, 1979 from F. Graham attached to CSD-02-158."
7. CSD-02-232 GRANT REVIEW - MINOR SPORT
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The Committee was in receipt of Community Services Department report CSD-02-232 dated
November 18, 2002 outlining results of a comprehensive review of minor sport grants.
Mr. Reg Weber and Mr. Rolland Cyr were in attendance to provide an overview of the minor sport
grants review process undertaken in recognition of inequities in grant apportionment, including
review of existing criteria; options for improving inequity; focus group meetings; and
recommendation of a preferred option to use inflationary increases over a four year period to
equalize minor sport groups to a minimum 20% funding level of eligible expenses and
grandfathering of groups currently over that level.
Mr. Weber and Mr. Cyr responded to several questions concerning the level of group participation
in the grant review process and reporting mechanisms to ensure grant funding remains open for all
minor sport groups. Mr. F. Pizzuto clarified that minor sport groups will not experience a decrease
in existing funding levels and only those groups currently under the 20% funding level will receive
economic increases.
Councillor J. Smola suggested that the recommendation be approved in principle pending 2003
budget deliberations, and prior to budget day requested staff to meet again with minor sport
groups to review the proposed changes to the grant process for the purpose of ascertaining any
concerns they may have.
On motion by Councillor J. Smola -
it was resolved:
"That the criteria and process for minor sport grants be approved, effective for the 2003
grant process, as outlined in the document entitled "City of Kitchener Minor Sport Grants"
attached to Community Services Department report CSD-02-232; and,
That the City subsidize a minimum of 20% of a group's eligible operating expenses through
the grant process; and,
That the City use the yearly inflationary increases allocated to the minor sport grant budget
over the next four years to increase those minor sport groups who are under the 20%
funding level in order to achieve a minimum 20% funding level; and,
That those affiliated minor sport groups who are currently over the 20% funding level be
grandfathered at current funding dollars for the next four years; and further,
That this recommendation be referred to the 2003 budget deliberations for
consideration."
CSD-02-241
-ALTERNATIVE MANAGEMENT STRUCTURES REVIEW
NEW KITCHENER MARKET
CORIOLIS DRAFT REPORT (NOVEMBER 2002)
The Committee was in receipt of Community Services Department report CSD-02-241 dated
November 12, 2002 to which a draft report prepared by Coriolis Consulting Corp. (November
2002) is attached detailing their review of alternative management structures for the new Kitchener
Market.
Ms. Stephanie Massel was in attendance to provide an overview of the staff report and highlights
of her presentation included observations by the consultant that there is no obvious pattern linking
financial performance to management structure and necessity of adopting a clear policy regarding
fair market rents; outline of strengths and weaknesses of three management structures including
Ownership and Direct Operation by the City, Independent Corporation Owned by the City and
Long Term Head-Lease to Private Sector Operator; reasons for not considering a Vendor
Association model; and recommendation to investigate an independent Market Corporation model.
CSD-02-241
-ALTERNATIVE MANAGEMENT STRUCTURES REVIEW
NEW KITCHENER MARKET
CORIOLIS DRAFT REPORT (NOVEMBER 2002) (CONT'D)
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Ms. Massel, together with Mr. Pizzuto, responded to several questions concerning the next
phase in investigation of the preferred model and estimated timeframe for implementation should
the preferred model be approved; recruitment process for vendors; and an overview of efforts
made to attract private sector involvement in operation of the new Market. During discussion, Mr.
Gary Melanson advised that should the preferred model ultimately be chosen it will require
enactment of private legislation prior to its implementation.
Several members of the Committee expressed the desire to fully investigate all options prior to
enactment of legislation and to explore alternative management practices that will allow the Market
to be run in a business like manner while still maintaining its original character. Mr. Keith Baulk
advised that at this time, staff are only seeking authority to pursue investigation of the preferred
model and it is intended that interim reports will be provided throughout the process of
investigation to assist in determining the best management structure for the new Market.
On motion by Councillor B. Vrbanovic -
it was resolved:
"That the report of Coriolis Consulting Corp. entitled "Review of Alternative Management
Structures for the New Kitchener Market", dated November 2002 as attached to Community
Services Department report CSD-02-241, be received; and,
That a clear policy be adopted that the new Kitchener Market is to charge fair market rents
and achieve the highest rental possible with full occupancy; and,
That the City investigate moving toward an independent Market Corporation model; and
further,
That the present management structure and operational decision-making processes for the
new Kitchener Market be retained, pending a decision on the Market Corporation model."
9. CSD-02-227 FULL TIME MARKET SHOP TENANT RECRUITMENT
The Committee was in receipt of Community Services Department report CSD-02-227 dated
October 18, 2002 concerning recruitment of potential vendors for the new full time Market.
Ms. Stephanie Massel was in attendance to provide an overview of the staff report and advised
that it is crucial to start the recruitment process at this time, as to delay further would put the
Market at risk of opening without full complement. Ms. Massel outlined the process for recruitment
involving advertising for proposals and acceptance of applications, complete with business plans,
for review by staff and subsequent recommendation to the Committee. In order for prospective
vendors to prepare business plans, Ms. Massel advised that it is necessary to provide them with
lease rates and CAM costs. In this regard, she advised that a lease rate of between $10 to $12
per square foot plus recovery of operating costs is being recommended.
On motion by Councillor J. Smola -
it was resolved:
"That staff be authorized to begin negotiations with potential vendors for the new full time
Kitchener Market under the terms set out in Community Services Department report CSD-
02-227."
10. LEAF COLLECTION PROGRAM - UPDATE
Mr. Dan Dychuck and Mr. Ed Lake were in attendance to address concerns respecting the City's
Leaf Collection Program. An update was provided on the status of leaf collection City-wide;
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problems experienced in the south end of the municipality due to equipment failure and recent
snowfall; and the type of equipment currently in use.
Several members of the Committee expressed concern with the current practice of permitting
curbside leaf collection in designated areas as it tends to create the perception of a double
standard and there is potential for curbside leaves to become a safety hazard. Ms. Christine
Legault advised that a review of current practices will be undertaken immediately following the
conclusion of this year's program and a report will be forthcoming at a future meeting.
11. ADJOURNMENT
On motion, the meeting adjourned at 5:00 p.m.
Janet Billett, AMCT
Committee Administrator
