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HomeMy WebLinkAboutComm Svcs - 2008-03-31COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31, 200$ CITY OF KITCHENER The Community Services Committee met this date commencing at 2:05 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors B. Vrbanovic, J. Smola, J. Gazzola, K. Galloway and C. Weylie. Staff: T. Speck, General Manager of Corporate Services R. Browning, General Manager of Development & Technical Services P. Houston, General Manager of Community Services D. Chapman, General Manager of Financial Services & City Treasurer R. Regier, Executive Director of Economic Development K. Baulk, Director of Enterprises M. Hildebrand, Director of Community Programs D. Keehn, Director of Aquatics & Athletics D. Chapman, Manager of Special Events K. Kugler, Manager of Kitchener Memorial Auditorium & Arenas L Pregel, Manager of Cultural Development S. Williams, Assistant City Solicitor T. Konstantinidis, Supervisor of Parking Operations R. Willms, Supervisor of Administration N. Voll, District Facilitator C. Goodeve, Committee Administrator 1. CSD-0$-015 -PARKING LICENCE AGREEMENT FOR 150 FREDERICK STREET - REGIONAL MUNICIPALITY OF WATERLOO The Committee considered Community Services Department report CSD-08-015, dated January 30, 2008 regarding a license agreement to operate the underground parking garage at 150 Frederick Street with the intent of serving Centre in the Square patrons. On motion by Councillor B. Vrbanovic - it was resolved: "That the Mayor and Clerk be authorized to execute a licence agreement, satisfactory to the City Solicitor, with the Regional Municipality of Waterloo, allowing the City to operate paid parking at 150 Frederick Street with the intent of serving Centre in the Square patrons." 2. CSD-0$-01$ - ACTIVA GROUP SPONSORSHIP AGREEMENT - NAMING OF THE NEW ATHLETIC COMPLEX ON HANSON AVENUE The Committee considered Community Services Department report CSD-08-018, dated February 11, 2008 regarding a sponsorship agreement to permit the Activa Group to name the City's new athletic complex the `Activa Group Sportsplex'. Councillor J. Gazzola expressed concerns that the additional funds raised beyond the $2M `Places to Play' campaign target are proposed to be allocated to a capital legacy fund, as opposed to being re-directed back to the taxpayer. In response to those concerns, Messrs. Peter Benninger, Campaign Chairperson, Places to Play Campaign Team, and Larry Masseo, Activa Group advised that Activa Group has agreed to pay the City $100,000. in 2008 and $50,000. in each of the following 8 years for a total of $500,000. in exchange for the new athletic complex being named the `Activa Group Sportsplex' for the lifespan of the building. Mr. Benninger stated that, if necessary, the funds would first be used to "top up" the `Places to Play' fund to ensure that the campaign target of $2M is achieved. He added that the balance would be held in a reserve fund for future capital purchases for the building and for the sports partners' chattels. Mr. K. Baulk advised that the $500,000. contribution from Activa Group has been viewed as being separate from the $2M campaign target, as a means of enabling the fundraising campaign to continue for as long as possible. He noted that as the legacy fund would be dedicated toward future capital expenditures, Activa Group's contribution would be indirectly returned to the taxpayer because it serves to defer future costs. COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31, 200$ -15 - CITY OF KITCHENER 2. CSD-0$-01$ - ACTIVA GROUP SPONSORSHIP AGREEMENT - NAMING OF THE NEW ATHLETIC COMPLEX ON HANSON AVENUE tCONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That the Mayor and Clerk be authorized to execute a sponsorship agreement, satisfactory to the City Solicitor, with the Activa Group regarding the naming of the City's new Sportsplex, as outlined in Community Services Department report CSD-08-018; and further, That the draft Council Policy (Reserve Fund -Activa Group Sportsplex), as appended to report CSD-08-018, be approved, subject to the execution of the sponsorship agreement." 3. CSD-0$-030 - SHUH ISLAND COMMUNITY GARDEN The Committee considered Community Services Department report CSD-08-030, dated March 17, 2008 regarding aone-time Community Garden Grant request from the Shuh Island Garden Group. On motion by Councillor B. Vrbanovic - it was resolved: "That aone-time Community Garden Grant in the amount of $785. ($500. cash and $285. in-kind services for compost, woodchips, rototilling and soil removal), be approved to the Shuh Island Garden Group to assist with costs related to the start-up of the Shuh Island Community Garden; and further, That the Mayor and Clerk be authorized to execute any and all necessary agreements with the Shuh Island Garden Group, satisfactory to the City Solicitor, allowing the Shuh Island Community Garden to be located on public lands known as the Shuh Avenue." 4. CSD-0$-031 -FACILITY USER GROUP MUNICIPAL LIABILITY INSURANCE PROGRAM The Committee considered Community Services Department report CSD-08-031, dated March 5, 2008 regarding the Facility Users Group Liability Insurance Program. In response to questions, Mr. M. Hildebrand advised that presently persons looking to rent a City facility have to independently arrange the required insurance coverage for their event. He stated that the new program, if implemented, would enable rental customers to arrange their insurance when they rent a municipal venue; therefore providing customers with a "one-stop shopping" option. On motion by Councillor B. Vrbanovic - it was resolved: "That the Mayor and Clerk be authorized to execute an agreement, satisfactory to the City Solicitor, with Cowan Company Limited, broker for K&K Insurance Canada, to use `the Facility Users Group Liability Insurance Program', as outlined in Community Services Department report CSD-08-031; and further, That in subsequent years, the General Manager of the Community Services Department be authorized to execute the signing of the agreement with Cowan Company Limited, broker of K&K Insurance Canada, subject to the satisfaction of the City Solicitor." 5. CSD-0$-009 -GENERAL PROVISION GRANT REQUEST - JUNIOR ACHIEVEMENT OF THE WATERLOO REGION INC. The Committee considered Community Services Department report CSD-08-009, dated March 12, 2008 regarding aone-time general provision grant request from Junior Achievement COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31, 200$ -16 - CITY OF KITCHENER 5. CSD-0$-009 -GENERAL PROVISION GRANT REQUEST - JUNIOR ACHIEVEMENT OF THE WATERLOO REGION INC. tCONT'D) of the Waterloo Region Inc. to assist with expenses related to providing the 2008 Economics of Staying in School Program. Ms. Rosemary Trakalo, Executive Director, Junior Achievement of the Waterloo Region Inc. advised that the 2008 Economics of Staying in School Program would be offered to local grade 7/8 students to provide them with an understanding of the personal and economic costs of dropping out of school. She added that as a sponsor of this program, the City of Kitchener logo would appear on the flyers going home with all 6,000 participants. In response to questions, Ms. R. Trakalo acknowledged that, if approved, this would be the third time her group would receive one-time only funding for this Program. She stated that as an alternative, the City could support one of the 9 other programs her group offers, noting that none of those programs reach the number of Kitchener households as the Economics of Staying in School Program. She advised that as of July 1, 2007 her group was required by Junior Achievement Canada to maintain a 6-month operating reserve and noted that the $193,000. in assets, as outlined in report CSD-08-009, is an endowment fund from which they are only allocated the interest. On motion, Councillor B. Vrbanovic brought forward a recommendation that a general provision grant in the amount of $5,000. be approved to Junior Achievement of the Waterloo Region Inc. and that the organization be added to the list of groups to be brought forward for consideration to receive Tier 1 (foundational services) support under the Community Investment Strategy (CIS). In addition, he requested that staff determine if it would be more beneficial for the Kitchener Utilities logo to be used on the flyers, as opposed to the City's logo. Councillor J. Gazzola noted that general provision grants are intended to be one-time only funding and this organization has already received 2 "one-time" grants. He added that the services provided by Junior Achievement are not a core municipal responsibility, and therefore he would not support Councillor Vrbanovic's motion. On motion by B. Vrbanovic - it was resolved: "That a general provision grant in the amount of $5,000. be approved to Junior Achievement of Waterloo Region Inc. to assist with expenses related to providing the Economics of Staying in School Program in 2008; and further, That Junior Achievement of Waterloo Region Inc. be added to the list of groups, which will be brought forward for consideration to receive Tier 1 (foundational services) support under the Community Investment Strategy (CIS)." 6. CSD-0$-029 - 200$ MEMORIAL CUP RECEPTION SPONSORSHIP The Committee considered Community Services Department report CSD-08-029, dated March 14, 2008 regarding a general provision grant request from the Memorial Cup Host Committee for sponsorship of the 2008 Memorial Cup Canadian Hockey League (CHL) Board of Governors reception. Mr. John Thompson, Chairperson, Memorial Cup Host Committee advised that the Host Committee are planning on holding a welcome reception during the first weekend of the Memorial Cup for the CHL Board of Governors as well as league officials and past presidents of the Kitchener Rangers Hockey Club. He stated that the City is being requested to co- sponsor the reception with the Host Committee and Peter Martins Restaurant, with each of the 3 parties splitting the costs. He added that the welcome reception has been suggested as a new component of the Memorial Cup programming, noting that hopefully it would become a legacy continued by future hosts of the event. On motion by Councillor C. Weylie - it was resolved: COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31, 200$ -17 - CITY OF KITCHENER 6. CSD-0$-029 - 200$ MEMORIAL CUP RECEPTION SPONSORSHIP tCONT'D) "That a general provision grant in the amount of $3,750. be approved to the Memorial Cup Host Committee, representing the City of Kitchener's portion for the sponsorship of the 2008 Memorial Cup Canadian Hockey League (CHL) Board of Governors reception." 7. CSD-0$-024 -COMMUNITY DEVELOPMENT INFRASTRUCTURE PROGRAM GRANT APPLICATION -FESTIVAL OF NEIGHBOURHOODS The Committee considered Community Services Department report CSD-08-024, dated March 5, 2008 regarding a Community Development Infrastructure Program (CDIP) grant application from the Festival of Neighbourhoods (FoN) to assist with expenses related to a strategic review of its activities and the preparation /first step implementation of a 5-Year plan for the Festival's future. Mr. John MacDonald, Ms. Trudy Beaulne and Ms. N. Voll, FoN Steering Committee, addressed the Committee in support of the grant application. Mr. MacDonald advised that for several years the Festival has concentrated on its core activities, while facing increasing requests for growth and assistance. He stated that FoN has been encouraged to shift to a year-round cycle in lieu of the present 7 month season of operation, noting that the City of Waterloo has expressed an interest in the initiative being "rolled-out" within its municipal borders. In addition, the Festival is increasingly working with partners whose spheres of activities are complementary, but whose geography is of a different scale. He stated that FoN recognises that it must preserve the strength and character of the Kitchener program and partnerships, while it examines these various opportunities for growth. Accordingly, the purpose of this grant request is to fund the development of a 5-year strategic plan that puts FoN on a more solid footing for maintaining its effectiveness and developing its potential. He noted that currently FoN does not have the resources to undertake such a process in addition to its annual Festival activities. In response to questions, Ms. T. Beaulne advised that the skills required for the strategic review differ from those associated with the current part-time contract coordinator position; as such, an additional contract position is required. Mr. J. MacDonald stated that the Kitchener- centric nature of the present Festival structure has proven to be problematic for achieving stable funding from private sector sources, given that their geographic markets often extend beyond the boundaries of the City of Kitchener. He commented that the FoN Steering Committee are undecided as to whether expanding to a region-wide model would be the appropriate next step for the Festival. He stated that funding for the strategic review has not been sought from other levels of government or local area municipalities as FoN did not wish to be beholden to them while uncertainty exists as to whether expansion would even be pursued. He noted that when FoN was approached by the City of Waterloo it was stressed that support for the initiative in that City would need to come from within that municipality. On motion by Councillor B. Vrbanovic the staff recommendation contained in report CSD-08- 024 was brought forward for consideration. Councillor J. Gazzola stated that while he recognises the positive impact that FoN continues to have on the community, in his opinion hiring an additional contract person to undertake the strategic review is not necessary; and accordingly, he would not support the staff recommendation. Councillor G. Lorentz stated that he would support the staff recommendation and suggested that the Committee members approach their counterparts at the other area municipalities regarding ways with which this initiative could be supported in the future. On motion by Councillor B. Vrbanovic - it was resolved: "That a Community Development Infrastructure Program (CDIP) grant in the amount of $15,000., be approved to the Festival of Neighbourhoods, for expenses related to a strategic review of its activities and the preparation and first step implementation of a Five Year Plan for the Festival's future." COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31.200$ -1$ - CITY OF KITCHENER 8. CSD-0$-026 -CAPITAL CONTINGENCY FUND -AIR BALANCING AT THE KITCHENER MEMORIAL AUDITORIUM COMPLEX tTHE AUD) Mayor C. Zehr entered the meeting at this time. The Committee considered Community Services Department report CSD-08-026, dated March 12, 2008 regarding a Capital Contingency Fund allocation for 2 dedicated air make up units in the Dom Cardillo Arena at the Kitchener Memorial Auditorium Complex (The Aud). Ms. K. Kugler advised that there were occasions in September and October 2007 when ice conditions for Kitchener Ranger games were not ideal. She stated that in November 2007, Totten Sims Hubicki (TSH) were engaged to undertake an investigation to identify issues affecting the ability of the existing dehumidification system to function adequately and provide recommendations for upgrades to improve the building's indoor air environment. She added that the exhaust hoods in each of the two concessions were identified as the primary contributor to the problems with the ice and TSH has recommended that these two areas receive dedicated air make up units to compensate for the amount of air being exhausted. She outlined that the approximate cost per unit would be $25,000., adding that there would also be structural work and installation costs of $35,000. for a total of $85,000. Ms. Kugler further advised that staff have been able to secure desiccant dehumidification rental units for temporary installation during the 2008 Memorial Cup. She stated that 50% of the costs for the rental units would be funded from existing Facilities Management and The Aud capital accounts; with the remaining 50% coming from the Memorial Cup operating budget. She noted that this temporary arrangement would allow staff to evaluate the effectiveness of these units and determine what size and type of equipment would be required on a permanent basis. In response to questions, Ms. K. Kugler advised that the TSH report was received in December 2007 and the recommended actions were not finalized until early February 2008; as a result, it was too late to include these items in the 2008 Capital Forecast. She noted that the financial impact of these renovations on the building's main tenant could be reviewed when their lease comes up for renewal. On motion by Councillor K. Galloway - it was resolved: "That a Capital Contingency Fund allocation in the amount of $85,000., be approved for two dedicated air make up units in the Dom Cardillo Arena at the Kitchener Memorial Auditorium Complex." 9. CSD-0$-032 - K-W PERFORMING ARTS ASSOCIATION I THEATRE AND COMPANY - ANNUAL OPERATING GRANT UPDATE The Committee was in receipt this date of Community Services Department report CSD-08- 032, dated March 27, 2008 regarding an update of the status of the K-W Performing Arts Association /Theatre and Company. Ms. L Pregel advised that as a result of a recent analysis of the sources of revenue and the costs associated with operating both the performance facility and the production company separately; Theatre and Company's Board of Directors has decided to put the work of the theatre production company on hold while it determines the most appropriate programming to maximize the benefit derived from the facility. She stated that staff are recommending that Theatre and Company be requested to present a progress report at the June 16, 2008 Community Services Committee meeting regarding their programming decisions for the 2008- 2009 season. She added that staff are also recommending that the group's monthly grant payments be continued for May and June, 2008. In response to questions, Ms. I Pregel advised that grant payments of $4,250. have been paid to Theatre and Company on a monthly basis through April, 2008. She stated that at the June 16, 2008 meeting the Committee could consider whether to continue Theatre and Company's grant funding. COMMUNITY SERVICES COMMITTEE MINUTES MARCH 31, 200$ -19 - CITY OF KITCHENER 9. CSD-0$-032 - K-W PERFORMING ARTS ASSOCIATION I THEATRE & COMPANY - ANNUAL OPERATING GRANT UPDATE tCONT'D) On motion by Mayor C. Zehr - it was resolved: "That staff be directed to contact the K-W Performing Arts Association /Theatre and Company requesting the presentation of a progress report at the June 16, 2008 Community Services Committee meeting concerning their programming decisions for the 2008-09 season; and further, That staff be directed to continue monthly grant payments to the K-W Performing Arts Association /Theatre and Company in the amount of $4,250. for the months of May and June, 2008." 10. ADJOURNMENT On motion, the meeting adjourned at 3:16 p.m. Colin Goodeve Committee Administrator