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HomeMy WebLinkAboutComm Svcs - 2008-05-26COMMUNITY SERVICES COMMITTEE MINUTES MAY 26, 200$ CITY OF KITCHENER The Community Services Committee met this date commencing at 3:05 p.m. Present: Councillor G. Lorentz -Chair Mayor C. Zehr and Councillors B. Vrbanovic, J. Smola, J. Gazzola, K. Galloway and C. Weylie. Staff: P. Houston, Acting CAO & General Manager of Community Services D. Chapman, General Manager of Financial Services & City Treasurer S. Turner, Acting General Manager of Corporate Services M. Selling, Acting General Manager of Development and Technical Services J. Witmer, Director of Operations M. Hildebrand, Director of Community Programs R. Willms, Supervisor of Administration L Pregel, Manager of Cultural Development C. York, Arts & Culture Facilitator L. Eckel-Braun, Manager of Cemeteries D. Schmitt, Environmental & Urban Forest Project Manager L. Korabo, Committee Administrator 1. CSD-0$-051 -MAPLE MANOR COMMUNITY GARDEN The Committee considered Community Services Department report CSD-08-051, dated May 9, 2008, regarding aone-time contribution of $1,000. to cover the start-up costs of the Maple Manor Community Garden. On motion by Councillor K. Galloway - it was resolved: "That aone-time Community Garden Grant in the amount of $1000. ($500. cash and $500. in-kind services for compost, wood chips and sod removal), be approved to the Maple Manor Garden Group to assist with costs related to the start-up of Maple Manor Community Garden; and further, That the Mayor and Clerk be authorized to execute any and all necessary agreements with the Maple Manor Garden Group, satisfactory to the City Solicitor, allowing the Maple Manor Community Garden to be located on public lands known as the Maple Manor Court." 2. CSD-0$-052 - DIRKSEN COURT COMMUNITY GARDEN The Committee considered Community Services Department report CSD-08-052, dated May 9, 2008, regarding aone-time contribution of $1,000. to cover the start-up costs of the Dirksen Court Community Garden. On motion by Councillor K. Galloway - it was resolved: "That aone-time Community Garden Grant in the amount of $1,000. ($420. cash and $580. in-kind services for compost, wood chips and sod removal) be approved to the Dirksen Court Garden Group to assist with costs related to the start-up Dirksen Court Community Garden, which includes; and further; That the Mayor and Clerk be authorized to execute any and all necessary agreements with the Dirksen Court Garden Group, satisfactory to the City Solicitor, allowing the Dirksen Court Community Garden to be located on public lands known as the Dirksen Court." CSD-0$-053 - GENERAL PROVISION GRANT REQUEST - AFRICAN WOMEN'S ALLIANCE The Committee considered Community Services Department report CSD-08-053, dated May 14, 2008, regarding a general provision grant application in the amount of $3,000. to assist with expenses to host the Annual Afro Festival in Waterloo Park on June 26, 2008. COMMUNITY SERVICES COMMITTEE MINUTES MAY 26, 200$ - 29 - CITY OF KITCHENER 3. CSD-0$-053 - GENERAL PROVISION GRANT REQUEST - AFRICAN WOMEN'S ALLIANCE tCONT'D) Ms. Sadia Gassim, African Women's Alliance of Waterloo Region, addressed the Committee in support of the grant application advising the Festival's intent is to promote African cultural heritage in the Region of Waterloo by providing opportunities to showcase and celebrate African culture through dance, drumming, cuisine, music, arts and crafts. In response to questions, Ms. Gassim advised that organizers hope to expand the Festival and are requesting funds to assist with expenses related in part to costs to pay various performers. In addition, previously all of the organizing roles were undertaken by volunteers; however, it has become necessary to hire individuals with fundraising and organizational experience as volunteers are not able to take on these ever-expanding roles. She noted that the Alliance has received funding in the amount of $3,000. from the City of Waterloo and has also met with representatives of the Trillium Foundation and is awaiting results of a $7,000. funding application. On motion by Councillor B. Vrbanovic - it was resolved: "That a general provision grant in the amount of $3,000. to the African Women's Alliance to assist with expenses to host the Annual Afro Festival on July 26, 2008, be approved." 4. CSD-0$-054 -GENERAL PROVISION GRANT REQUEST -THE WATERLOO REGIONAL CHILDREN'S MUSEUM The Committee considered Community Services Department report CSD-08-054, dated May 13, 2008, regarding a general provision grant application in the amount of $50,000. to assist with general operating expenses of the Waterloo Regional Children's Museum. Mr. David Marskell, Chief Executive Officer, Waterloo Regional Children's Museum (WRCM), and Mike Steinman, Senior Accountant, Centre in the Square, attended in support of the grant request. Mr. Marskell thanked the City of Kitchener for its sponsorship of the recent, very successful exhibit `Discovering Chimpanzees: The Remarkable World of Jane Goodall', and provided information on the value of media coverage provided for the event. He advised that the WRCM is enjoying increased attendance, spurred by the 3'/2 month Jane Goodall exhibit and had reached capacity attendance on several occasions. He reminded the Committee that the WRCM has now been in existence for 7 years and the City of Kitchener has been a funding partner since its inception. Further, he stated that in 2008 all municipal governments within the Region of Waterloo are supporting the Museum and its activities in some manner. Mr. Marskell pointed out there is a desire to expand upon the programs and services currently offered to the community and a need to be creative in this expansion; however, as it is felt the building has reached capacity, partnerships and joint ventures will need to be investigated. Mr. Marskell advised that the WRCM is requesting an operating grant in the amount of $50,000. to assist with ongoing operating costs and specifically for: developing and providing school programs; assisting in getting materials and guest leaders for public programs; expansion of workshop opportunities; volunteer recruitment and training; and, assistance with upkeep and rotation of exhibits offered as educational opportunities to children. Members of the Committees asked questions regarding: the media value /recognition attributed to the City; in-kind contributions; partnerships; and budget specifics. General concern was expressed regarding making a decision on the grant request when final financial statements for the current year will not be available until after the June year-end. Councillor J. Gazzola commented on the community asset the WRCM has become but also commented on the financial commitment that the City of Kitchener has already made. Specifically, he referred to the outstanding debt forgiveness in the amount of $160,252.57 approved by Council in 2007 and the monies provided in the capital budget for renovations at the Museum. He inquired of the delegation if this request for an additional $50,000. would be COMMUNITY SERVICES COMMITTEE MINUTES MAY 26, 200$ - 30 - CITY OF KITCHENER 4. CSD-0$-054 -GENERAL PROVISION GRANT REQUEST -THE WATERLOO REGIONAL CHILDREN'S MUSEUM tCONT'D) a one-time event and Mr. Marskell commented that he hoped it would be a one-time request as the capacity achieved during the Goodall exhibit was not sustainable. He agreed that additional revenues need to be generated through memberships and partnerships. Councillor Gazzola inquired as to possible financial support from the school boards to aid with the goal of raising additional operating funds and Mr. Marskell advised that staff are working to re- establish aconnection with educators with a view toward some form of support. Councillor J. Gazzola inquired as to the status of the Lease Agreement with the Waterloo Regional Children's Museum and requested that staff provide this information to him. Mayor C. Zehr commented on the positive impact the WRCM has had on the community as well as the transitions it has made in order to achieve this success. He stated that it was his opinion that all municipalities in the Region need to participate in supporting the Museum and its programming and that, indeed, all had contributed in some manner. He envisioned continued municipal support being required but urged the WRCM to continue working on a sustainable funding plan. While he felt that further discussions surrounding support of the Museum are required after the year-end in June, 2008, he also felt that the Museum needed additional support at this time and was of the opinion that the request fora $50,000. operating grant should be approved. Councillor J. Gazzola advised that he could not support the funds being approved at this time as no final financial information on the current year is available. In addition, he was of the opinion that a discussion needs to be held concerning the entire issue of what level of support the municipality is expected to provide to this kind of facility. He questioned how other Children's Museums are funded. Mr. Marskell advised that all of the original pledges to the Children's Museum expired at the end of 2007 and these funds which totalled approximately $900,000. need to be replaced through fundraising. The Museum's budget is currently forecasting of deficit of $130,000. to the end of June, 2008. If the grant request is approved, this deficit can be reduced to $80,000. which staff feel can be raised prior to the end of June. On motion by Mayor C. Zehr - it was resolved: "That a general provision grant in the amount of $50,000. to the Waterloo Regional Children's Museum for general operating expenses, be approved." 5. CSD-0$-055 -GENERAL PROVISION GRANT REQUEST -KITCHENER-WATERLOO YOUTH THEATRE The Committee considered Community Services Department report CSD-08-055, dated May 14, 2008, regarding a general provision grant application in the amount of $4,000. to be used as seed money for a new theatre initiative's marketing and promotion. Mr. N. Walsh, Kitchener-Waterloo Youth Theatre (KWYT), advised that this new initiative is devoted to providing an opportunity for youth to learn theatre arts while having fun participating in high-quality Shakespearan drama. It is intended that the grant monies would be used to develop, launch and run a marketing and promotional campaign to draw youth to register for Fall workshops. He advised that currently, with the exception of high school drama clubs, there are no non-musical opportunities available in the community for youth to experience. In response to questions, Mr. Walsh advised that the KWYT is geared toward youth aged 12 and over who may be interested in participating in a community based drama program. Other funding applications are in the process of being submitted to area municipalities as services are to be provided region-wide. Councillor J. Gazzola questioned budget figures submitted with the grant application, noting a projected surplus of over $11,000. and Mr. Walsh advised that if the seed money is not approved, the marketing campaign to draw youth registration could not be undertaken and COMMUNITY SERVICES COMMITTEE MINUTES MAY 26, 200$ - 31 - CITY OF KITCHENER 5. CSD-A$-055 -GENERAL PROVISION GRANT REQUEST -KITCHENER-WATERLOO YOUTH THEATRE tCONT'D) there would be no ability to earn the revenue as hoped. In response to a concern raised, Mr. Walsh advised that Kitchener-Waterloo Youth Theatre is in the process of incorporating as anon-profit organization. Mayor C. Zehr suggested deferral of this grant application pending receipt of additional information on the results of other funding applications to be submitted to area municipalities. On motion by Mayor C. Zehr - it was resolved: "That consideration of the following recommendation be deferred to the August 11, 200$ Community Services Committee meeting to allow for further information to be submitted outlining the results of funding applications submitted to various municipalities: `That a general provision grant in the amount of $4,000. not be approved to the Kitchener-Waterloo Youth Theatre."' 6. CSD-A$-057 -TRAVEL ASSISTANCE GRANT REQUEST -GRAND PHILHARMONIC YOUTH CHOIR The Committee considered Community Services Department report CSD-08-057, dated May 20, 2008, regarding a travel assistance grant request from the Grand Philharmonic Youth Choir to attend the 28th World Conference of the International Society for Music Education in Bologna, Italy, from July 18 to 28, 2008. Ms. Ruby Weber, Grand Philharmonic Youth Choir, addressed the Committee in support of the grant application requesting that consideration be given to extending Council's Policy I-598 (Grants -Travel Assistance -Minor Sports) to this arts organization. In response to questions, Ms. Weber advised that 8 residents of Kitchener, under the age of 18, are part of the contingent travelling to Italy and $3,000. is required to cover the costs of each participant. She noted that to date, Choir members have solicited donations and fundraised some of the monies required; however, a grant is being requested to aid these efforts. In addition, as Choir members live across the Region, other area municipalities and organizations have been approached for sponsorship. On motion by Councillor J. Gazzola - it was resolved: "That a travel assistance grant in the amount of $1,400. for the Grand Philharmonic Youth Choir to attend the 28th World Conference of the International Society for Music Education in Bologna, Italy, from July 18 to 28, 2008, be approved." 7. CSD-A$-050 -PROPOSED MAUSOLEUM DEVELOPMENT - WILLIAMSBURG CEMETERY The Committee considered Community Services Department report CSD-08-050, dated May 8, 2008, regarding a proposed mausoleum development at Williamsburg Cemetery. Ms. L. Eckel-Braun advised that the proposal fora mausoleum to be developed at Williamsburg Cemetery was contained in the Cemetery Strategic Business Plan approved by Council in 2005. She requested approval in principle for staff to solicit pre-commitments to purchase mausoleum crypts totalling a minimum of 60% of total capacity, prior to the preparation of a Business Case being submitted for consideration in the Fall of 2008. She referred to the obtaining of pre-commitments as a needs assessment and advised that there is strong support in the community for this type of service. Conceptual drawings and pricing lists are available to use during this assessment. With regard to pricing, Mayor C. Zehr inquired how these will be set; will market prices be used or will subsidies be offered. Ms. Eckel-Braun stated that market prices will be used and it is COMMUNITY SERVICES COMMITTEE MINUTES MAY 26, 200$ - 32 - CITY OF KITCHENER 7. CSD-0$-050 -PROPOSED MAUSOLEUM DEVELOPMENT - WILLIAMSBURG CEMETERY tCONT'D) anticipated that the mausoleum will be a revenue generator, improving the Cemetery's bottom line. In response to a question, Ms. Eckel-Braun advised that there are only 10 crypts left at Woodland Cemetery and their length of availability cannot be accurately gauged. The available crypts are not located in the most desirable location within the mausoleum, however, are still being marketed and sold. On motion by Councillor J. Gazzola - it was resolved: "That pre-commitments to purchase crypts total a minimum of 60% of the total capacity of the proposed Mausoleum at Williamsburg before a business case is presented to committee for consideration." 8. CSD-0$-042 -STREET TREE INVENTORY AND EMERALD ASH BORER UPDATE Mr. Dave Schmitt gave an update of the proximity of the Emerald Ash Borer (EAB) to the Region of Waterloo, noting that it was only a matter of time before trees in this municipality are afflicted with this pest. He advised that affected municipalities experience significant impact on staff and financial resources and funding assistance from senior levels of government is currently limited. Once affected, there is a 100% mortality rate of the ash species. In response to questions raised, Mr. Schmitt advised that some ash trees in Kitchener are showing early symptoms that could be the Emerald Ash Borer or these symptoms could also be `ash decline'. Staff is planning to provide a full report once definite evidence of the EAB is uncovered. In addition it was noted that once evidence of the EAB is confirmed, the Federal Government has the authority to establish area quarantines which restrict movement of firewood from affected areas. Removal of all infected ash trees would be required with all wood ground down; this wood waste would still be quarantined. Costs to remove infected trees on private property would be borne by the property owners and can be significant. In closing, Mr. Schmitt estimated that approximately 8-10% of street trees are ash and would be affected once the Emerald Ash Borer reaches the Region of Waterloo. Mr. Schmitt then presented information on the Street Tree Inventory being undertaken by staff. He highlighted the economic, environmental and social benefits provided by a healthy urban forest including statistics that indicate more trees in an area have correlated to a lower level of crime. He explained that staff began the inventory in 2007 completing three areas of the municipality. Additional areas have already been completed to date with the balance of the city being finished by the end of 2008. Computerized tablets are being utilized and information will be included in a GIS-based program which was developed in-house. After collection of data is complete, this information can be used in many ways, including: • monitoring quarantined trees pests (EAB); • asset management; • Urban Forest Strategy; • tree protection; and, • education. Next steps to be undertaken after completion of the Street Tree Inventory are: a communication /education piece with neighbourhood associations concerning trees in their immediate areas; analysis of the data gathered; development of an Urban Forest Strategy and Tree Management Plans. 9. ADOURNMENT On motion, the meeting adjourned at 4:35 p.m. Linda Korabo Committee Administrator