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HomeMy WebLinkAboutComm Svcs - 2007-10-15COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 CITY OF KITCHENER The Community Services Committee met this date commencing at 1:53 p.m. Present: Councillor G. Lorentz -Chair Councillors B. Vrbanovic, J. Smola, K. Galloway and C. Weylie. Staff: C. Ladd, Chief Administrative Officer T. Speck, General Manager of Corporate Services P. Houston, General Manager of Financial Services & City Treasurer A. Pappert, General Manager of Community Services R. Browning, General Manager of Development & Technical Services S. Adams, Director of Community & Corporate Planning S. Turner, Director of Enforcement K. Baulk, Director of Enterprises M. Hildebrand, Interim Director of Community Programs & Services D. Keehn, Interim Director of Aquatics & Athletics G. Hummel, Acting Director of Operations S. Berry, Manager of Maintenance Operations L. Palubeski, Manager of Program & Resource Services R. Willms, Supervisor of Administration C. Goodeve, Committee Administrator CSD-07-0$$ - MEMORIAL GARDEN AGREEMENT FOR THE CHURCH OF ST. JOHN THE EVANGELIST The Committee considered Community Services Department report CSD-07-088, dated September 27, 2007 regarding an application to establish a memorial garden at the Church of St. John the Evangelist. On motion by Councillor K. Galloway - it was resolved: "That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with the Church of St. John the Evangelist and The Incorporated Synod of the Diocese of Huron, granting approval for a scattering garden at the Church's municipal address of 23 Water Street North; and further, That Kitchener Council consents to a reduction in the Ministry of Consumer and Commercial Relations care and maintenance fund standard for new cemeteries from $100,000. to $5,000. for the scattering garden to be located at 23 Water Street North, Kitchener and has no objection on grounds of public interest to such reduction." CSD-07-093 - RENEWAL OF PARK LICENCE AGREEMENT - FOREST HEIGHTS COMMUNITY The Committee considered Community Services Department report CSD-07-093, dated October 2, 2007 regarding a License Renewal Agreement with Ontario Realty Corporation relating to lands in the Forest Heights community. On motion by Councillor K. Galloway - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a License Agreement Renewal (5 years) with Ontario Realty Corporation (formerly Hydro One Networks Inc.) relating to lands in the Forest Heights community, more particularly described as Part of Lot 37, German Company Tract, giving the City a license to use and allow the public to use those lands." CSD-07-095 - RENEWAL OF PARK LICENCE AGREEMENT - VICTORIA HILLS COMMUNITY The Committee considered Community Services Department report CSD-07-095, dated October 3, 2007 regarding a License Renewal Agreement with Ontario Realty Corporation relating to lands in the Victoria Hills community. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 - 55 - CITY OF KITCHENER 3. CSD-07-095 - RENEWAL OF PARK LICENCE AGREEMENT - VICTORIA HILLS COMMUNITY tCONT'D) On motion by Councillor K. Galloway - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a License Agreement Renewal (5 years) with Ontario Realty Corporation (formerly Hydro One Networks Inc.) relating to lands in the Victoria Hills community, more particularly described as Part of Lots 35 and 20, German Company Tract, giving the City a license to use and allow the public to use those lands." 4. CSD-07-092 - GENERAL PROVISION GRANT REQUEST - 2007 WORLD RELIGIONS CONFERENCE The Committee considered Community Services Department report CSD-07-092, dated October 2, 2007 regarding a $4,000. general provision grant request from the Ahmadiyya Movement in Islam, to assist with expenses in relation to hosting the 2007 World Religions Conference on November 24, 2007 at the University of Waterloo. Messrs. Nabeel Rana and Syed Anwar, World Religions Conference, addressed the Committee in support of their grant request and outlined that the objective of the World Religions Conference is to promote mutual understanding and respect between the followers of all faiths and philosophical traditions. Mr. Rana stated that representatives of 8 faiths and philosophical traditions will deliberate at the event. He advised that typically the Humanities Theatre at the University of Waterloo has charged their organization a subsidized rate of $2,000. to rent that facility; however, this year the University will be charging the market rate of $6,000. He commented that accordingly, his group has approached the Cities of Kitchener and Waterloo to request assistance in off-setting these costs. In response to questions, Mr. N. Rana advised that while the amount of the combined grants being requested from the Cities of Kitchener and Waterloo exceeds the rate for the rental of the facility, the additional funding will be used toward promotional material and parking costs. He stated that as the Conference has been trying to foster relationships with other faith-based groups, they have been reluctant to approach those groups for funding. He noted that his organization is still awaiting confirmation from the City of Waterloo as to the status of their grant application and added that they also approached the Regional Municipality of Waterloo, but were informed that the Region does not provide funding for religious events. Mr. Rana further advised that in 2005, Kitchener Council approved aone-time general provision grant of $5,000. to the Ahmadiyya Movement in Islam to assist with facility rental expenses to hold the 25th World Religions Conference at the Centre in the Square. He added that the event venue moved to the Centre in the Square for the 2005 Conference to accommodate the expected increase in attendance as the event celebrated its Silver Jubilee. He stated that as attendance at the Conference continues to grow they are contemplating holding it at an alternative venue outside of the University. He added that also resultant to this growth, his organization intends to seek annual funding from the City of Kitchener and have already submitted a grant request for their 2008 event. On motion by Councillor K. Galloway, the September 18, 2007 Arts and Culture Advisory Committee (ACAC) recommendation, as appended to Report CSD-07-092, was brought forward for consideration. Councillor Galloway noted that at the September 18, 2007 ACAC meeting members expressed concern regarding the timing of when this grant application was submitted in relation to the date of the event. She added that ACAC has requested that any future grant applications from this organization be submitted well in advance of the proposed event date to allow additional time for consideration. Ms. R. Willms advised that all new 2008 annual grant applications, which would include the one submitted by the World Religions Conference, are anticipated to be brought forward for Council's consideration in December 2007. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 - 56 - CITY OF KITCHENER 4. CSD-07-092 - GENERAL PROVISION GRANT REQUEST - 2007 WORLD RELIGIONS CONFERENCE tCONT'D) Councillor B. Vrbanovic noted that the staff recommendation contained in report CSD-07-092 outlines that this request does not meet the criteria for a general provision grant, as those grants are intended to be one-time only funding. He stated that, notwithstanding the policy criteria, he is supportive of this initiative as it promotes diversity, but does not believe the City should subsidize the University of Waterloo's rate increase. He noted that if Councillor Galloway's motion were to fail, he would be prepared to move a motion that the Conference receive a grant in the amount of $2,000. On motion by Councillor K. Galloway - it was resolved: "That a one time general provision grant in the amount of $4,000., be approved to the Ahmadiyya Movement in Islam, to assist with expenses related to the 2007 World Religions Conference to be held at the University of Waterloo on November 24, 2007; and, That Conference organizers plan to hold the 2008 World Religions Conference in the City of Kitchener, with any potential grant request to be made well in advance of the date of that Conference; and further, That the World Religions Conference organizers be invited to attend the January 2008 Arts and Culture Advisory Committee meeting to report on the results of the 2007 Conference and provide additional information regarding their organization and its program." 5. CSD-07-090 - "PLACES TO PLAY" CAMPAIGN UPDATE The Committee considered Community Services Department report CSD-07-090, dated October 3, 2007 regarding an update of the `Places to Play' fundraising campaign to assist with costs related to the construction of the Hanson Avenue Athletic Complex. Mr. Peter Benninger, Campaign Chairperson, Places to Play Campaign Team, gave a presentation in which he outlined that the Campaign Team has met its initial fundraising objectives, which includes achieving its Phase 1 fundraising target by September 30, 2007. He stated that while more work is required, the Team is confident of reaching the overall fundraising goal of $2 M. Mr. Benninger then showed a video, which gave an overview of the `Places to Play' fundraising campaign. At the request of Councillor G. Lorentz, Mr. P. Benninger agreed to circulate copies of the video to all Committee members. On motion by Councillor B. Vrbanovic - it was resolved: "That the updated Places to Play Campaign Cabinet report, as outlined in Community Services Department report CSD-07-090, be received." 6. CSD-07-0$9 - KINGSDALE COMMUNITY CENTRE BUSINESS CASE The Committee considered Community Services Department report CSD-07-089, dated October 7, 2007 regarding the Kingsdale Community Centre Business Case. Mr. Steve Langlois, Monteith Brown Planning Consultants and Ms. Marina Huissoon, Green Propeller Design, advised that in completing the Business Case, the need and demand for additional space was documented, neighbourhood and community support has been identified, multiple stakeholders have been consulted, and steps have been taken to ensure that the Centre's development is well aligned with City priorities and plans. Mr. Langlois stated that input from multiple stakeholders, an analysis of trends in recreation services and the COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 - 57 - CITY OF KITCHENER 6. CSD-07-0$9 - KINGSDALE COMMUNITY CENTRE BUSINESS CASE tCONT'D) specific demographic profile and forecast of the Kingsdale community were used to determine the recommended facility components, and based on this information, a 17,200 square foot facility is being proposed. He noted that this would include a gymnasium, preschool room, multi-purpose rooms, commercial kitchen and administrative areas. Ms. Huissoon advised that the public consultation revealed that Wilson Park is the preferred location for the facility, as it is seen as the hub of the neighbourhood recreation activities given its proximity to the community sports fields, trails, playground and pool. She stated that this location would also be accessible to the large number of area residents who walk or use public transit. She added that there are a number of options for the specific location of the community resource centre within the park boundaries; however, if it is taken out of inventory as an ice surface, the adaptive re-use of Patrick J. Doherty Arena would be considered the preferred site for the proposed community resource centre. She noted that once the future of Doherty Arena is known, the City should select the exact size and location for the Centre within Wilson Park, adding that the Business Case identifies a number of facility objectives, goals and design ideas to be considered in planning for the new Centre. Ms. Huissoon added that the new Centre could be open as early as 2009. In response to questions, Ms. M. Huissoon advised that the Kingsdale Community Centre was recently expanded to 5,900 square feet as a transitional phase in the facility's evolution. She stated that given its newness, it is recommended that an analysis of participation be brought forward after the first year of the expanded Centre's operation so that directions proposed in Report CSD-07-089 can be evaluated. Mr. M. Hildebrand advised that a determination has yet to be made regarding the use of the Kingsdale portables once construction of the new community resource centre has been completed. Several Councillors expressed support for the proposed adaptive re-use of Patrick J. Doherty Arena and Councillor G. Lorentz advised that Councillor J. Gazzola has informed him that he is supportive of the Business Case. On motion by Councillor K. Galloway - it was resolved: "That the Kingsdale Community Centre Business Case, presented by Monteith Brown Planning Consultants and Green Propeller Design, as attached to Community Services Department report CSD-07-089, be approved; and, That subject to future Council deliberations, the adaptive re-use of Patrick J. Doherty Arena be approved as the site for the Kingsdale Community Centre; and further, That subject to 2009 operating budget deliberations, staffing support for the Kingsdale Community Centre be approved." 7. CSD-07-096 - MILL COURTLAND COMMUNITY CENTRE EXPANSION UPDATE The Committee considered Community Services Department report CSD-07-096, dated September 25, 2007 regarding an update of the proposed expansion of the Mill Courtland Community Centre. Mr. M. Hildebrand advised that during the 2007 budget deliberation process, an issue paper addressing the Mill Courtland Community Centre expansion was submitted outlining the implications of moving the scheduled expansion forward from 2012 in the 10 year capital forecast. He stated that staff will present a business case for consideration in the near future, which will include budget estimates and details of each option to meet the needs of the community. He added that prior to the presentation of a business case staff will investigate the possibility of meeting the needs outlined in the community consultation through the utilization of other facilities that may be available in the community. He noted that staff estimates that this process can be completed by late December 2007. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 - 5$ - CITY OF KITCHENER 8. CSD-07-0$7 - SIDEWALK WINTER MAINTENANCE ANALYSIS CITY WIDE The Committee considered Community Services Department report CSD-07-087, dated October 9, 2007 regarding an analysis for providing city-wide sidewalk winter maintenance. Mr. S. Berry advised that at the September 24, 2007 Community Services Committee meeting, several delegations addressed the Committee regarding mobility issues faced by some residents during the winter season due to snow and ice-covered sidewalks and curb cuts. He stated that as a result, staff were requested to investigate the feasibility of sidewalks being maintained city-wide as a municipal service, outlining that the current level of service results in costs of approximately $600,000. annually based on a 5-year average (2002-2006). He added that while certain economies of scale will be present, it is estimated that to move from the current length of sidewalk maintained to city-wide length, an additional 24 routes would be required, to a total of 35 routes to meet the existing levels of service. He stated that accordingly, annual maintenance expenditures for winter sidewalk activities would grow by approximately $3.2 M per year. Mr. Berry further advised that there are problems inherent in the enforcement of a sidewalk snow clearing by-law, given that enforcement cannot start until a period of time (24 hours) has elapsed since the end of the snowfall to allow a property owner to clear their sidewalk; after which there is a required notification period, unless it is a repeat offender. He stated that the standard time to comply is typically 24 hours and then, if the sidewalk is still not cleared, a service request is sent to Operations staff to have the sidewalk cleared. He noted that even under tight timelines, it can take 3 to 4 days for a sidewalk to be cleared in instances where the property owner does nothing to comply. He commented that the key is to strive for immediate and voluntary compliance. In response to questions, Ms. L. Palubeski advised that there are 2 companies that residents are referred to when requesting assistance with clearing their sidewalks, adding that staff could investigate expanding the co-operation the City has in place with those companies. Mr. S. Turner advised that, as noted at the September 24, 2007 meeting, the current public education campaign regarding snow and ice removal is one of the most comprehensive undertaken by the City. He suggested that the Communication Group who originally developed that campaign could be re-assembled to examine this issue and put forward suggestions as to how residents could be better informed of the necessity behind the City's sidewalk winter maintenance policy; particularly as it relates to seniors and persons with disabilities. Mr. S. Turner further advised that currently, the By-law Enforcement Division has 1 officer that is entirely dedicated to sidewalk snow removal complaints throughout the winter season, and is supported, as required, by the team of 6 Property Standards Officers. He noted that during times of heavy or prolonged snowfalls, officers can be diverted away from their other enforcement files; however, this could impact service level responses in those areas. He stated that immediately following a major snow event Operations staff are typically busy ensuring that all City streets are clear of snow and ice, and accordingly, it might be difficult to have that staff respond to sidewalk snow removal complaints more expeditiously. Ms. C. Ladd suggested that dialogue could take place between Enforcement and Operations frontline staff to solicit ideas as to how this issue could be handled more effectively. She noted that one suggestion previously received was to increase the fine that is levied against property owners whose sidewalk the City has to clear, which could potentially decrease the number of repeat offenders. Several members expressed support for the assembly of a staff team to examine this issue, noting that prior to potentially undertaking achy-wide initiative to clear all sidewalks and curb cuts further research is needed to determine if this can be reasonably facilitated. The Committee requested that staff examine the possibility of providing sidewalk snow clearing services for a nominal fee to any resident who requests it. In addition, it was requested that information be provided as to the logistics behind how other municipalities execute this service and the details of the current public education campaign. Further, the Committee asked staff to investigate possible interim measures that could be pursued to resolve the mobility issues that may be faced by some residents during the upcoming winter season. It was estimated that staff could report back with their findings by late December 2007 /early January 2008. COMMUNITY SERVICES COMMITTEE MINUTES OCTOBER 15, 2007 - 59 - CITY OF KITCHENER 9. CSD-07-097 - MARKET REQUEST FOR PROPOSAL tRFP) PRINCIPLES The Committee considered Community Services Department report CSD-07-097, dated October 11, 2007 regarding the conditions for the four cornerstone deliverables to be included in the Request for Proposals (RFP) for a private management firm to operate the Kitchener Market. Mr. K. Baulk stated that the four components of the RFP, were devised by a Taskforce consisting of staff from Purchasing, Finance, Legal, Facilities Management, Economic Development and Community Services as well as representative vendors, shoppers, downtown businesses and neighbours. He stated that proposal submissions will ultimately be provided to allow for a comparison of the private management option to the other four options for moving the Market forward. He noted that the proponents are aware that Council may not support the private management model and hence there is potential that neither of the private sector submissions may be approved. In response to questions, Mr. K. Baulk advised that the Taskforce has discussed the possibility of a vendor co-operative managing the Market; however, it was agreed to not include that possibility in this process as this RFP was solely intended for private sector firms. He added that the Taskforce anticipate presenting a report at the November 5, 2007 Community Services Committee meeting regarding the possible addition of a vendor co-operative management option as a potential sixth option for moving the Market forward. He noted that pending the outcome of the November 5, 2007 meeting, the vendor co-operative management option would be included in the comparison of all potential options, anticipated to come forward for consideration in December 2007. On motion by Councillor B. Vrbanovic - it was resolved: "That the detailed conditions for the four cornerstone deliverables, as outlined in Community Services Department report CSD-07-097, be included in the Request for Proposals (RFP) for a private management firm to operate the Kitchener Market; and further, That an RFP be issued subject to the satisfaction of the Director of Purchasing and the City Solicitor." 10. FOXGLOVE PARK DEVELOPMENT Councillor K. Galloway requested that a report be provided at the November 5, 2007 Community Services Committee meeting regarding the current status of the development of Foxglove Park, which is to be located at the corner of Foxglove Crescent and Windflower Drive, and the potential for the Park to be completed by Summer 2008. 11. ADJOURNMENT On motion, the meeting adjourned at 3:26 p.m. Colin Goodeve Committee Administrator