HomeMy WebLinkAboutComm Svcs - 2008-09-29COMMUNITY SERVICES COMMITTEE MINUTES
SEPTEMBER 29, 2008 CITY OF KITCHENER
The Community Services Committee met this date commencing at 4:53 p.m.
Present: Councillor G. Lorentz -Chair
Mayor C. Zehr and Councillors B. Vrbanovic, J. Smola, J. Gazzola, K. Galloway and
C. Weylie.
Staff: C. Ladd, Chief Administrative Officer
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
J. Witmer, Director of Operations
M. Hildebrand, Director of Community Programs
S. Turner, Director of Enforcement
K. Kugler, Interim Director of Enterprises
D. Keehn, Manager of Aquatics & Athletics
C. Goodeve, Committee Administrator
1. CSD-08-081 -SETTLER'S GROVE NEIGHBOURHOOD ASSOCIATION AFFILIATION
The Committee considered Community Services Department report CSD-08-081, dated
September 15, 2008 regarding the Settler's Grove Community Association being recognized
as an affiliated group under the City's Neighbourhood Association Affiliation policy.
On motion by Councillor J. Gazzola -
itwas resolved:
"That Settler's Grove Community Association be approved as an affiliated group under
the City's Neighbourhood Association Affiliation policy; and further,
That Settler's Grove Community Association be added as an insured group under the
City's Third Party Liability Insurance program."
2. PRESENTATION - AUDUBON RECOGNITION
At the request of staff this item was deferred and referred to a future Community Services
Committee meeting.
3. CSD-08-068 -BRIDGEPORT COMMUNITY CENTRE EXPANSION BUSINESS CASE
The Committee considered Community Services Department report CSD-08-068, dated
September 12, 2008 regarding the Bridgeport Community Centre BCC) Expansion Business
Case.
Mr. M. Hildebrand advised that the BCC is a 5,454 square foot facility that has been in
operation since 1970. He added that Monteith Brown Planning Consultants were contracted to
determine the most appropriate size, location and configuration of the BCC in order to
accommodate future demand for leisure programming, community space and social services.
Mr. Steve Langlois, Monteith Brown Planning Consultants, advised that the Business Case
focused both on the short and long-term needs of the community, by reviewing the community
profile and growth projections, as well as broad-based trends in recreation. He stated that the
completion of the Business Case was a participatory process with the involvement of local
residents and key stakeholders, which identified a "gap" between the current facility and the
needs of the community. He stated that although there are site constraints, it still may be
possible to meet the space needs as described in the Business Case through a combination of
expanding and renovating the current facility. Mr. Langlois stated that to help mitigate funding
challenges it is being suggested that the proposed building improvements be undertaken
through a phased development approach, as the need for a medium sized meeting room and
storage space are the most pressing. He advised that the following is being proposed for each
phase:
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3. CSD-08-068 -BRIDGEPORT COMMUNITY CENTRE EXPANSION BUSINESS CASE
(CONY' D)
Phase 1 - 890 sq ft expansion; 330 sq ft renovation
estimated cost of $499,000;
addition of a mid-sized meeting room and storage area; and,
internal renovations, including a reconfiguration of internal space and addition of
storage space.
Phase 2 - 650 sq ft expansion; 3,500 sq ft renovation
estimated cost of $1,662. million;
creation of a second office and additional storage; and,
conversion of existing hall into a divisible gymnasium.
Mr. S. Langlois stated that no new operating dollars outside a 3% inflationary increase are
expected in the 2009 budget year. However, if Phase 1 is approved for completion in 2009, it
is anticipated that additional operating dollars will be requested during the 2010 budget
deliberations.
In response to questions, Mr. S. Langlois advised that the main cost for this project is not
associated with the expansion, but rather the re-purposing of a 40-year-old building into a
modern facility. Mr. M. Hildebrand noted that the BCC expansion was included in the Capital
Forecast prior to the completion of the Leisure Facilities Master Plan. He added that if the
project is split into two phases, staff are proposing that additional consultation with the
community should be pursued prior to launching Phase 2 to ensure that the information and
recommendations inthe Business Case are still relevant.
Councillor J. Gazzola requested that staff report back to the October 6, 2008 Council meeting
with a breakdown of the costs associated with the expansion and those for the renovations.
On motion by Councillor J. Smola -
itwas resolved:
"That the Bridgeport Community Centre (BCC) expansion business case, as attached
to Community Services Department report CSD-08-068, prepared by Monteith Brown
Planning Consultants and Green Propeller Design, dated August 26, 2008, be
approved; and,
That the proposed building expansion and renovations, outlined in the BCC expansion
business case, be implemented using a phased development approach; and,
That, subject to 2009 Capital budget deliberations, phase 1 of the proposed community
centre expansion be implemented in 2009; and,
That, subject to 2009 Capital budget deliberations, phase 2 of the proposed community
centre expansion be budgeted for in 2015; and further,
That prior to the implementation of phase 2, staff review the BCC expansion business
case and the needs in the community to ensure that the information and
recommendations contained in the business case are still relevant."
4. CSD-08-074 -INTERNATIONAL CHILDREN'S GAMES UPDATE FUTURE INVOLVEMENT
The Committee considered Community Services Department report CSD-08-074, dated
September 17, 2008 regarding the City's future involvement with the International Children's
Games.
Ms. D. Keelan advised that Mr. Kevin Harrington, K-W Sports Council, had intended to
address the Committee in support of the staff recommendation, but unfortunately he was not
able to be in attendance at this time. She stated that in 2005, the City participated in the
International Children's Games in Coventry England, which had an estimated budget of
$28,000.; however, actual expenses totalled over $32,000. She added that since 2005, the K-
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SEPTEMBER 29, 2008 - 54 - CITY OF KITCHENER
4. CSD-08-074 -INTERNATIONAL CHILDREN'S GAMES UPDATE FUTURE INVOLVEMENT
(CONY' D)
W Sports Council and staff have taken measures to ensure that deficits are not experienced in
future years; and, staff are recommending that the existing balance of $10,087. for the 2005
Games be forgiven to allow the participating groups a clear starting point for future
involvement. Ms. Keelan further advised that a sport organization cannot attend the Games
without their municipality's approval, which is why annually the International Children's Games
organization sends a letter of invitation to the Mayor of participating cities. She stated that to
streamline the invitation process, staff are proposing that the General Manager of Community
Services be delegated the authority to determine the City's annual participation level in the
Games.
In response to questions, Ms. D. Keelan advised that the K-W Sports Council had committed
to provide $8,000. toward the 2005 Games, but unfortunately no money was raised. She
noted that those individuals who had committed to raise those funds have since left the
organization. She added that since that time delegations have been sent to Reykjavik, Iceland
and San Francisco with no outstanding debt or balance owing. Mr. M. Hildebrand noted that
part of the discrepancy in expenses for the 2005 Games can be attributed to having to make
all of the travel arrangements at the last minute. He added that delegating approval authority
to the General Manager of Community Services should mitigate these kinds of over
expenditures, and enable the City to react more expeditiously to future invitations to participate
in the Games.
Councillor J. Gazzola requested that additional information be provided detailing the
discrepancy between the budgeted and actual expenses for the 2005 Games.
In response to questions from Mayor C. Zehr regarding the City of Kitchener potentially hosting
the International Children's Games, Ms. D. Keelan acknowledged that the City's annual
participation in the Games does not automatically mean that the City would host the Games in
the future. She noted that any consideration of potentially hosting the Games would be
subject to Council's approval.
The following motion was voted on in 3 separate parts, all of which were Carried.
On motion by Councillor B. Vrbanovic -
itwas resolved:
"That the outstanding debt from the City's participation in the 2005 International
Children's Games in Coventry England, in the amount of $10,087., be funded from the
Minor Sports Discretionary fund; and,
That in cooperation with the KW Sports Council, a Kitchener delegation be registered
on an annual basis to attend future International Children's Games, subject to the
approval of the General Manager of Community Services, ongoing community
participation and pending the development of a community volunteer organization to
support and assist in the management of the event; and further,
That funding be allocated on an annual basis, through the Community Services
Department budget to support one staff person to attend a maximum of one event per
year, to act as the City of Kitchener representative responsible for the City's team at
future International Children's Games."
5. CRPS-08-149 -WINTER PARKING PROHIBITION
The Committee considered Corporate Services Department report CRPS-08-149, dated
September 24, 2008 regarding a proposed by-law amendment to prohibit parking on any City
street when a significant "snow event" is declared, or during snow loading activities.
Mr. S. Turner advised that based on staff's research and an examination of other
municipalities best practices, it is being recommended that the City's Traffic and Parking By-
law #2007-138 be amended to prohibit parking on any City street at any time when a "snow
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5. CRPS-08-149 -WINTER PARKING PROHIBITION (CONT'D)
event" is declared by the Director of Operations. He stated that this declaration would be
made when a minimum of 8 centimetres of snow is being forecasted. He added that once the
declaration is made, Enforcement staff would be called upon to attend at locations where the
presence of parked vehicles is impeding the snow plows from clearing the subject street. He
stated that it is anticipated that officers would only tow the number of vehicles necessary to
allow appropriate access for the snow removal equipment. Mr. Turner advised that it is
important to develop a policy of enforcement with respect to ticketing and towing vehicles
pursuant to this ban that clearly identifies that the ban will only be enforced when, in the
opinion of Operations staff, their snow clearing equipment is being impeded from accessing a
street. In addition, a full and detailed communications plan will need to be developed to help
inform residents of the restrictions and their responsibilities under the revised By-law. Mr.
Turner commented that it is difficult to predict the potential ticket fine revenue to offset
operating costs as the number of tickets potentially issued is unknown. He stated that it is
staff's objective to make this initiative cost neutral, however this cannot be guaranteed. He
added that staff will provide a cost analysis at the end of the initial winter season.
In response to questions, Mr. S. Turner advised that in instances where it is obvious that
vehicles are parked on a street for a specific event or as a result of a malfunction, staff would
use some discretion prior to issuing a ticket. He added that as full plow operations would not
typically commence until 1:00 a.m., Enforcement staff would not start issuing tickets until after
that time. He stated that while all illegally parked vehicles would be ticketed, towing would only
occur to the degree necessary to allow snow clearing equipment to access a street. Mr. J.
Witmer advised that staff would try to give as much notice as possible of an impending "snow
event", attempting to make the declaration no later than 5:00 p.m.; thereby, providing time for
the local media outlets to inform the public. He added that once a "snow event" has been
declared the public would be notified that all vehicles parked on City streets after midnight are
in contravention of the City's Traffic and Parking By-law. He noted that at a minimum this
should give residents approximately 7 hours notice prior to the start of full plow operations.
In response to questions regarding the possibility of towing a vehicle to an adjacent street to
mitigate the impact on the owner, Mr. S. Turner advised that existing legislation permits the
City to tow and impound a vehicle in an appropriate location. He cautioned that there could be
potential liability issues associated with towing a vehicle to an adjacent street and noted that
by not impounding the vehicle, the City may not be able to recuperate the towing costs.
Councillor B. Vrbanovic requested that staff investigate the feasibility of including towing costs
as park of the fine for illegally parked vehicles, as a means of potentially enabling vehicles to
be towed to an adjacent street.
On motion by Councillor J. Gazzola -
itwas resolved:
"That a by-law be enacted to amend By-law 2007-138 to prohibit parking on any City
street when a significant snow event is declared, or during snow loading activities; and
further,
That a with respect to declaring snow events, as well as issuing parking tickets and
towing vehicles during a snow event, be prepared and presented to Council for their
consideration."
6. ADJOURNMENT
On motion, the meeting adjourned at 5:52 p.m.
Colin Goodeve
Committee Administrator