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HomeMy WebLinkAboutCommunity Svcs - 2002-12-02COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 2, 2002 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:40 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, M. Galloway, B. Vrbanovic, J. Smola and J. Gazzola. Officials Present: Ms. P. Houston, Ms. R. Willms, Ms. J. Hutchison, Ms. J. Billett and Messrs. J. Fielding, B. Pritchard, F. Pizzuto, G. Melanson, K. Baulk, R. Weber and G. Richardson. CSD-02-235 - AMENDING AGREEMENT RE: USE OF SOUTHWEST OPTIMIST PARK OPTIMIST CLUB OF SOUTHWEST KITCHENER The Committee was in receipt of Community Services Department report CSD-02-235 dated November 26, 2002 respecting execution of an amending agreement for use of the sportsfields at the Southwest Optimist Park. On motion by Councillor M. Galloway - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an agreement amending an Agreement dated April 10, 2001 with the Optimist Club of Southwest Kitchener for licence to use the sportsfields at the Southwest Optimist Park, as attached to Community Services Department report CSD-02-235." CSD-02-246 GRANT REQUEST - MAY PLACE COMMUNITY GARDEN GROUP / COMMUNITY GARDEN The Committee was in receipt of Community Services Department report CSD-02-246 dated November 21,2002 concerning a proposed community garden at May Place. On motion by Councillor M. Galloway - it was resolved: "That pursuant to Council Policy 1-272, a one-time contribution in the amount of $1,000. be approved to the May Place Community Garden Group for start-up of the May Place Community Garden, which includes: a) Services in-kind: transport topsoil, woodchips and sod strippingS588.75 b) Cash grant $411.25." CSD-02-239 PRE-APPROVED CONTRACT - TERMS AND CONDITIONS - SPORT FIELD RENTAL The Committee was in receipt of Community Services Department report CSD-02-239 dated November 28, 2002 respecting a pre-approved contract to be used for rental of sportsfields. On motion by Councillor M. Galloway - it was resolved: "That the contract entitled "Terms and Conditions - Sport Field Rental" attached to Community Services Department report CSD-02-239 be approved as a pre-approved contract to be used for rental of municipally owned sportsfields." CSD-02-222 - MEMORANDUM OF AGREEMENT KITCHENER-WATERLOO URBAN COMMUNITY ACCESS PROJECT (URBAN CAP) SOCIAL PLANNING COUNCIL OF KITCHENER-WATERLOO The Committee was in receipt of Community Services Department report CSD-02-222 dated November 22, 2002 concerning execution of an agreement relative to the Community Access Project. COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 - 86 - CITY OF KITCHENER 4. CSD-02-222 - MEMORANDUM OF AGREEMENT KITCHENER-WATERLOO URBAN COMMUNITY ACCESS PROJECT (URBAN CAP) SOCIAL PLANNING COUNCIL OF KITCHENER-WATERLOO (CONT'D) In response to a question from Councillor J. Gazzola, Ms. J. Hutchison advised that while not yet confirmed, she was of the understanding the Kingsdale Community Centre has received funding through the House of Friendship for purchase of computers. Councillor G. Lorentz requested Ms. Hutchison to obtain confirmation of her understanding respecting the Kingsdale Community Centre and provide additional information for the December 9, 2002 Council meeting. On motion by Councillor M. Galloway - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute the "Memorandum of Agreement re: the Community Access Program" with the Social Planning Council of Kitchener-Waterloo, as attached to Community Services Department report CSD-02-222." Councillor C. Weylie commented that December 3, 2002 was "Disabled Persons Day" and questioned if the City had plans to participate. Ms. Lori Palubeskie advised that staff of the Community Services Department will be participating in an event to be held at the Freeport Hospital, commencing at 2:00 p.m. on December 3 respecting "Disabled Persons Day". CSD-02-244 - LIABILITY / INSURANCE COVERAGE -THE WALTER BEAN GRAND RIVER COMMUNITY CORPORATION TRAIL FOUNDATION/ The Committee was in receipt of Community Services Department report CSD-02-244 dated November 27, 2002 concerning a request from The Walter Bean Grand River Trails Foundation / Corporation for provision of liability / insurance coverage resulting from third party use of trails built, owned and maintained within the municipality. On motion by Councillor M. Galloway - it was resolved: "That the City of Kitchener shall indemnify and hold harmless The Walter Bean Grand River Community Trails Foundation and The Walter Bean Grand River Community Trails Corporation against any and all claims (including costs and damages) relating to, or arising from, third party claims relating to construction, design or maintenance of the Walter Bean Grand River Community Trails and all related facilities within the City; and, That The Walter Bean Grand River Community Trails Foundation and The Walter Bean Grand River Community Trails Corporation, their directors, officers, employees, agents and volunteers be added as additional insureds to the City's municipal liability insurance policy for claims relating to, or arising from, third party use of all components of the Walter Bean Grand River Community Trails within the City of Kitchener; in amounts and with coverage equivalent to the coverage afforded the City's Minor Sports Groups and Affiliated Groups; and further, That staff be directed to pursue co-ordination of similar arrangements with other local municipalities with Walter Bean Grand River Community Trails." CSD-02-250 - FUNDING REALLOCATION - 10 YEAR CAPITAL FORECAST BARRIER FREE IMPROVEMENTS TO COMMUNITY ARENAS The Committee was in receipt of Community Services Department report CSD-02-250 dated November 25, 2002 concerning reallocation of community arena funding within the 10 Year Capital Forecast. COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 - 87 - CITY OF KITCHENER 6. CSD-02-250 - FUNDING REALLOCATION - 10 YEAR CAPITAL FORECAST BARRIER FREE IMPROVEMENTS TO COMMUNITY ARENAS (CONT'D) Ms. Sue Morgan, a representative of the K-W Barrier Free Advisory Committee, was in attendance in support of the staff recommendation. On motion by Councillor M. Galloway - it was resolved: "That subject to final approval as part of the 2003 Capital budget process, approval be granted in principle to reallocate community arena funding within the 10 Year Capital Forecast, from concession upgrades to barrier free improvements." CSD-02-248 - GRANT REQUEST - SMITHSON PUBLIC SCHOOL - COMMUNITY PLAYGROUND The Committee was in receipt of Community Services Department report CSD-02-248 dated November 25, 2002 concerning a grant request for construction of a new creative playground. Ms. Gail Birmingham, Principal, Smithson Public School, was in attendance in support of the staff recommendation. She commented on the operation of the school which provides specialized programming for the deaf, hard of hearing and developmentally challenged children. She advised that the school plans to construct a playground that all students, including those with cochlear implants, will be able to access and which will require installation of more costly equipment. She pointed out that the school has received quotations of over $40,000. and has raised $10,000. in addition to making applications to other funding sources. Ms. Birmingham requested the Committee consider an additional $2,000. contribution to be used for installation of two steel slides. Ms. Birmingham then responded to several questions, advising of the uniqueness of the school's programming, servicing children from all over the Region, including Guelph; testing facilities which are open to communities outside the Region; submission of grant applications to MacDonald's Childrens Charity and 2 other community service organizations; fundraising undertaken by parents of school children in raising $10,000.; and timing of the project. Mayor Zehr and Councillor G. Lorentz suggested that the school also investigate funding through the K-W Community Foundation and The Record. In response to a further question from Mayor Zehr, Mr. F. Pizzuto advised that the maximum allowable grant for playground equipment applicable to all schools is as recommended at $750. Mayor Zehr and Councillor J. Smola expressed opinion that an exception should be made for the school given its specialized programming and no other similar school exists within the area. On motion by Mayor C. Zehr - it was resolved: "That Smithson Public School be awarded a one-time community playground grant in the amount of $2,750. in 2002 toward construction of a new creative playground to be located within the school campus." CSD-02-242 2003 ANNUAL OPERATING GRANT AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS The Committee was in receipt of Community Services Department report CSD-02-242 dated November 21, 2002 recommending approval of 2003 annual operating grants. In addition, the Committee was in receipt of supplementary reports and background information respecting grant appeals from various organizations. Ms. Renate Willms reviewed the grant process advising that an overall grant increase of 1.08% is proposed in 2003, with agency grants generally increasing by 2% to account for inflation. Ms. Willms further advised that a representative from the K-W Symphony Orchestra was in attendance in support of its recommended grant and representatives from the following organizations were in attendance to appeal their grant allocations: K-W Perfoming Arts COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 - 88 - CITY OF KITCHENER CSD-02-242 2003 ANNUAL OPERATING GRANT AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) Association / Theatre & Company; Homer Watson House & Gallery; eyeGO to the Arts Inc.; Volunteer Action Centre K-W and Area; NUMUS Inc.; Kitchener Horticultural Society; and K-W Opera. Mr. Ken Murray, Chair, K-W Symphony Orchestra, was in attendance to provide an update on the organization's accomplishments and future direction. Mr. Murray commented on recognition of the Symphony's success in being viewed as a model for orchestras across the country and highlighted accomplishments including increased subscription sales, revenues and endowment capital; fundraising in excess of $400,000. over a 2 year deficit reduction campaign; development of extensive education, outreach and audience development initiatives; grant increases from all levels of government in reward for its fiscal accomplishments, artistic excellence and innovation; and appointment of an internationally renouned conductor, Martin Fischer-Dieskau as Principal Conductor. Mr. Murray advised that future direction will include continued efforts to reduce the deficit; monitor and guide the new Principal Conductor in remembering the Symphony's history and maintaining its vision; satisfying musical and economical training needs for youth, as well as all levels of learning; and inspire to continue to strive for excellence. Mr. Murray thanked the City for its support during previous years of struggle and for its continued support in recommending a grant increase for 2003. Mayor C. Zehr commended the Symphony and City staff for their collective efforts in the financial recovery of the Orchestra. The Committee then heard presentations from representatives of organizations wishing to appeal their grant allocations, reserving its decisions until conclusion of the delegation presentations. Mr. Stuart Scadron-Wattles, Producing Artistic Director and Dr. Reid Spencer, Education Co- ordinator, Theatre & Company, were in attendance to request an additional $10,000. over and above the 2% increase to be used for its educational programming. Mr. Scadron-Wattles advised that the Theatre had received $20,000. over the past 2 year period for this purpose and wished to extend funding in 2003 to enable its programs to grow. He further noted that additional sources of funding are being explored and through its partnerships the Theatre has been able to offer high quality arts education at affordable rates. He suggested that should the City decline the grant request, fee rates for March Break and Summer Camp programs will have to increase by as much as 50%, creating economic barriers to attendance and pointed out that the request actually represents a decrease in funding of $2,561. from 2002. Mr. Scadron-Wattles then responded to several questions concerning possible funding from other municipalities, prospective partnerships and projected financial gains. Ms. Faith Hieblinger, Director/Curator, Homer Watson House & Gallery, was in attendance together with Mr. Carl Totzke, President of the Board of Directors, requesting consideration of an increase of $11,000. over and above the recommended 2%. She explained details of an Ontario Heritage Challenge Fund (OHCF) program which matches dollars raised to secure maintenance repair and restoration of heritage properties and encouraged the City to take full advantage of the program. She advised that the goal is to provide a $100,000. endowment of which the City's portion would be $37,000. to be provided over a period of 4 years, with the City's contribution in 2003 being $9,000. She further advised that the Waterloo Regional Heritage Foundation has agreed to match the City's contribution which will result in $18,000. of matching funds from the OHCF program. In addition, she requested consideration of a $2,000. contribution for snow removal to ensure safety and accessibility to the Homer Watson House & Gallery. Ms. Hieblinger then responded to a number of questions, noting that an application to the OHCF must be completed by March 2003 and acknowledging that the program guidelines appear to be vague enough to suggest funds from alternate sources such as the Waterloo Regional Heritage Foundation, could qualify in place of municipal dollars. During discussion it was suggested that the funds be included in the grant on the basis that the Gallery will make every effort to raise funds from an alternate source to be used in place of municipal dollars. In addition, Ms. Hieblinger responded to questions concerning direction given to the Gallery in 2002 to plan for CSD-02-242 2003 ANNUAL OPERATING GRANT AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 - 89 - CITY OF KITCHENER alternate arrangements for snow removal and she suggested the funds be provided in 2003 on the basis that the Gallery will come forward in 2004 with a recommendation concerning this issue. Ms. Cheryl Ewing, Director of Development, eyeGO to the Arts Inc., was in attendance together with Mr. Bill Chesney, Vice-Chair of the Board of Directors, in support of organization's request to receive an annual operating grant. Ms. Ewing provided information concerning the operation of the organization which has doubled ticket sales, increased partnerships, expanded its Youth Council, launched media campaigns and outreach programs, and received grant funding from Canadian Heritage which was used to develop a pilot expansion program into the Brantford community. She commented on the importance of developing younger audiences and provision of quality programming to develop future leaders of the Arts. Ms. Ewing requested support of an annual operating grant in the amount of $3,000. in 2003 and suggested that the City's sponsorship will assist the organization in gaining additional sponsorships. In response to a number of questions, Ms. Ewing advised that under direction of City staff a one time grant request had been applied for and received in 2002, and suggested that this had provided the organization an opportunity to prove it is deserving of an annual operating grant; grant applications have been made to Cambridge, Waterloo and Guelph; the organization is exploring franchising in other communities; grants were received from Canadian Heritage ($50,000.) and the Ontario Trillium Foundation ($70,000.); and grant funds are not used to off- set ticket prices as this is done by presenting partners, as the partner's investment in the program. Ms. Ewing also acknowledged the City's indirect contribution through the relationship between the Centre in the Square and eyeGO to the Arts Inc. Ms. Margaret Bauer-Hoel, Executive Director, Volunteer Action Centre K-W and Area, was in attendance to request consideration of an additional $3,182. beyond the recommended 2% increase. The Committee was provided with a document circulated this date showing statistical data pertaining to the organization and its operating budget. Ms. Bauer-Hoel advised that the organization relies heavily on sponsors as they are not able to charge a fee for the majority of services provided. She noted that the number of people served has substantially increased over the last 2 years and it has become difficult to meet growing demands in providing services to its nearly 150 member agencies. Ms. Bauer-Hoel then responded to questions concerning grant funding received from the Ontario Trillium Foundation, potential impact if the additional grant monies are not approved and the organization's commitment to assess services and investigate generation of alternate revenue. Ms. Suzanne Haines, President and Mr. Jeremy Bell, Artistic Director, NUMUS Inc., were in attendance to support the organization's request for a 2003 annual operating grant in the amount of $3,000. Ms. Haines commented on activities involving co-production of the Open Ears Festival and production of a new opera in collaboration with K-W Opera; and expressed the opinion community support is essential in maintaining high quality artistic programs. Mr. Bell highlighted outreach programs including production of an Arabic music concert held at Grand River Collegiate as part of the September 11 Memorial events, concerts held at the Registry Theatre and concert tours involving Quebec, Atlanta, Georgia and Lithuania. He advised that the organization received an award of the highest distinction from the Quebec Arts Council and is recognized internationally. Mr. Bruce MacNeil, Kitchener Horticultural Society, was in attendance to request an additional $7,365. over and above the recommended 2% increase. He pointed out that the grant is really for the maintenance and operation of Rockway Gardens and the increase is specific to 4 areas including salaries, hydro, utilities and rentals / repairs. Mr. MacNeil noted that the Society has partnered with the City for a number of years in management of the gardens, supplying this past year 1,000 hours in volunteer time, assistance with special events such as the Communities in Bloom competition and fundraising for special projects including restoration of the fountains. Mr. MacNeil then responded to several questions, expanding on the rationale for the proposed salary and hydro increases. He also responded to questions concerning insurance and it was suggested that staff investigate with the Society the feasibility of providing coverage for the organization under the City's insurance policy. CSD-02-242 2003 ANNUAL OPERATING GRANT AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 - 90 - CITY OF KITCHENER Ms. Judy Stephens-Wells, together with Ms. Gabrielle Moule, Mr. Ken Freeman and Mr. Doug Brock, K-W Opera, was in attendance to request consideration of additional funding over and above the recommended 2% increase. She pointed out that the organization requested a base rate of $5,415. which was based on a 3% increase, as well as matching funds contingent on a City contribution of $0.50 for every new $1.00 raised by K-W Opera from the private sector. She advised that funding is required to allow for expansion of programs and to provide leverage in attracting additional revenue sources. She reviewed financial contributions provided by the Cities of Hamilton, Kitchener, Waterloo and the Region of Waterloo, as well as direct financial returns from K-W Opera to the community. Mr. Ken Freeman then responded to questions concerning the level of support given by area municipalities in comparison to Hamilton. Mayor Zehr suggested that costs should relate to the number of performances and pointed out that the Centre in the Square is supported by multiple municipalities within the Region. Based on a performance formula, Mayor Zehr further suggested that an additional amount be granted up to $5,000. contingent on the $0.50 per new $1.00 raised and subject to the City of Waterloo providing a similar matching grant program. The Committee then considered the grant appeals and several Committee members remarked on various issues of concern relative to each organization prior to advancing recommendations. In addition, Councillor B. Vrbanovic requested that the Committee consider granting an additional $2,000. requested by Christkindl Canada over and above the recommended $10,000., with respect to the Christkindl Market festival. On motion by Councillor J. Smola - it was resolved: "That subject to final approval as part of the 2003 Operating budget process, the 2003 annual operating grants, as outlined in Community Services Department report CSD-02- 242, be revised to $939,188. from $910,123., which incorporates the following recommendations relative to grant appeals lodged by organizations: a) That the 2003 annual operating grant for the K-W Performing Arts Association / Theatre & Company be increased to $6,312. from $2,612., with the proviso that the operating grant will return to the base rate of $2,612. in 2004. b) That the 2003 annual operating grant for the Homer Watson House and Gallery be increased to $102,087. from $91,087. c) That a 2003 annual operating grant in the amount of $3,000. not be approved for eyeGO to the Arts Inc. d) That a 2003 annual operating grant of $13,318. be approved for the Volunteer Action Centre K-W & Area. e) That a 2003 annual operating grant in the amount of $3,000. not be approved for NUMUS Inc. f) That the 2003 annual operating grant for the Kitchener Horticultural Society be increased to $132,120. from $124,755.; and further, That staff be directed to work with the Horticultural Society to explore cost saving measures, including the possibility of liability coverage under the City's insurance policy. g) That a 2003 annual operating grant of $5,358. be approved for the K-W Opera; and further, That this annual operating grant be increased by up to $5,000. based on the following: CSD-02-242 2003 ANNUAL OPERATING GRANT AND SUPPLEMENTARY REPORTS / BACKGROUND INFORMATION RE: GRANT APPEALS (CONT'D) i) a City contribution of $0.50, to a maximum of $5,000., for every new $1.00 raised COMMUNITY SERVICES COMMITTEE MINUTES DECEMBER 27 2002 -91 - CITY OF KITCHENER by K-W Opera by June 30, 2003; ii) and subject to the City of Waterloo approving a similar matching grant program. h) That the 2003 annual operating grant for Christkindl Canada be increased to $12,000. from $10,000." 9. CSD-02-249 GRANT REQUEST- EPILEPSYWATERLOO-WELLINGTON Councillor M. Galloway declared a pecuniary conflict of interest as he is employed by Epilepsy Waterloo-Wellington and did not participate in any discussion or voting with respect to this matter. The Committee was in receipt of Community Services Department report CSD-02-249 dated November 25, 2002 concerning a grant request from Epilepsy Waterloo-Wellington to cover rental costs of the Country Hills Community Centre for their annual fundraising event. Councillor B. Vrbanovic advised that he could not support the grant request given the event raised sufficient revenues to produce a net profit in excess of $4,000. On motion by Councillor B. Vrbanovic - it was resolved: "That an in-kind facility grant in the amount of $243.85 not be approved for Epilepsy Waterloo-Wellington for the "Chicken Wing Competition" event held on June 21, 2002 at the Country Hills Community Centre." 10. CSD-02-206 - FUNDING FOR LEISURE ACCESS CARD FEE SUBSIDY SERVICE The Committee was in receipt of Community Services Department report CSD-02-206 dated November 15, 2002 requesting an annual expenditure be 3rovided for the Leisure Access Card fee subsidy service. Ms. Lori Palubeskie was in attendance to provide an overview of the Leisure Access Card (LAC) service which provides fee assistance to Iow income families for recreation and leisure programs. Ms. Palubeskie advised that the LAC Review Committee is currently investigating alternative service delivery models; however, in the interim requires funding to ensure continuation of the program and further advised that staff are committed to raising an additional $10,000. In response to a question from Councillor J. Gazzola, Ms. Palubeskie advised that applicants receive either 50% or 100% of subsidy based on family income. On motion by Councillor J. Smola - it was resolved: "That subject to final approval as part of the 2003 Operating budget process, an annual expenditure of $20,000. be approved for the Leisure Access Card (LAC) fee subsidy service." 11. ADJOURNMENT On motion, the meeting adjourned at 6:00 p.m. Janet Billett, AMCT Committee Administrator