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HomeMy WebLinkAboutComm Svcs - 2008-11-17COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 17, 200$ CITY OF KITCHENER The Community Services Committee met this date commencing at 4:16 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 P. Houston, General Manager Community Services D. Chapman, General Manager of Financial Services & City Treasurer J. Willmer, Interim General Manager of Development & Technical Services J. Witmer, Director of Operations M. Hildebrand, Director of Community Programs & Services K. Kugler, Interim Director of Enterprises L Pregel, Manager of Cultural Development R. Willms, Supervisor of Administration W. Dawson, Facilitator, Downtown Community Centre C. Goodeve, Committee Administrator 1. CSD-0$-090 -MUNICIPAL ALCOHOL POLICY The Committee considered Community Services Department report CSD-08-090, dated November 6, 2008 regarding a revised Municipal Alcohol Policy, which defines the necessary stipulations and controls to ensure safe and enjoyable alcohol-related events at City of Kitchener facilities. Ms. W. Dawson advised that the revised Municipal Alcohol Policy, as attached to the staff report, outlines the responsibilities and procedures for City staff as well as the general public, in hosting an alcohol-related event at a City facility. She stated that the revisions include: amendments and additions to the list of City facilities designated as suitable for events where alcohol is being served; updated information from the Alcohol and Gaming Commission of Ontario (AGCO); a summary of important information for the event Licensee; and, updates to make the document easier to read and understand. In response to questions, Ms. W. Dawson advised that the proposed changes would not make applying for a Special Occasion Permit (SOP), or a liquor licensed event under a caterer's endorsement any more difficult. She noted that staff anticipates reporting back with information regarding a change in the insurance company who the City uses to secure liability insurance coverage for groups interested in using a City facility. In response to inquires as to why Kingsdale and Victoria Hills Community Centres were listed in the Policy as not being suitable locations for an alcohol-related event, Ms. Dawson advised that Victoria Hills was included on that list at the request of the local neighbourhood association. She added that Kingsdale was included as it is currently being operated out of portables and once the full community centre is brought online, it could be added to the list of suitable facilities. Mr. M. Hildebrand pointed out that at present Kingsdale is being run by the House of Friendship without any City staff working at that facility; which he noted is a requirement for holding an alcohol-related event. Ms. P. Houston added that to limit the City's liability, it was determined that a policy should not be in place for a facility which would not be enforced by City staff. Mr. Hildebrand noted that the Municipal Alcohol Policy would be reviewed on an annual basis, thereby allowing for the incorporation of new facilities. The Committee undertook a discussion of the various City facilities that might be considered suitable locations for hosting an alcohol-related event. Ms. W. Dawson pointed out that the AGCO would not issue an SOP allowing for the consumption of alcohol at a location that it deems to be unsuitable. She added that designating a facility as being suitable allows a group to apply to the AGCO for an SOP; however, the AGCO retains the right to refuse said application. Several members spoke in support of adding Kingsdale and Victoria Hills Community Centres to the list of suitable locations for SOP events, or a liquor licensed event under a caterer's endorsement. It was suggested that having appropriate City staff on site for alcohol-related events at the Kingsdale Community Centre could be added as a condition for using that facility. It was noted that requests to hold alcohol-related events at facilities not designated as being suitable locations could be dealt with on a case-by-case basis. COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 17, 200$ - 61 - CITY OF KITCHENER 1. CSD-0$-090 -MUNICIPAL ALCOHOL POLICY tCONT'D) On motion by Councillor B. Vrbanovic - it was resolved: "That the existing Council Policy I-325 (Municipal Alcohol Policy -Special Occasion Permits) be repealed and replaced with the revised Council Policy I-325 (Municipal Alcohol Policy), dated November 17, 2008, as attached to Community Services Department report CSD-08-090; and further, That Kingsdale Community Centre and Victoria Hills Community Centre be added to the list outlined in revised Council Policy I-325 of City facilities designated as being suitable for Special Occasion Permit (SOP) events or a liquor licensed event under a caterer's endorsement." 2. CSD-0$-091 -REGION-WIDE COMMUNITY CULTURAL MAPPING PROJECT The Committee considered Community Services Department report CSD-08-091, dated November 7, 2008 regarding aregion-wide Community Cultural Mapping Project which is being undertaken in partnership with other local area municipalities and Heritage Canada. Ms. L Pregel advised that the City of Kitchener is working in partnership with the Cities of Waterloo and Cambridge, the Region of Waterloo, and Heritage Canada on a region-wide Community Cultural Mapping Project. She stated that Kitchener authored an application on behalf of the partners to Heritage Canada for a grant of $37,500. representing 50% of the estimated cost of consulting resources to assist with the project. She noted that in October 2008, staff learned that the application was successful. It is being proposed that the City of Kitchener act as the lead, receiving the funds from the other partners, hiring and paying the consultant for the completed work. She noted that this would require the issuance of payment to the consulting firm for an amount in excess of the City's purchasing policy limit of $20,000. She added that although the total cost is estimated at $75,000., Kitchener's direct contribution would be only $11,750., which is well within the prescribed purchasing policy limit. She stated that staff are recommending that the applicable purchasing policy requirements be waived to facilitate the City's role as the recipient of the Heritage Canada grant on behalf of the project partners. In response to questions, Ms. I. Pregel advised that the City of Cambridge was already committed to undertaking a cultural planning project and conducted a competitive Request for Proposal (RFP) process, which resulted in the selection of TCI Management Consultants. She stated that TCI Management Consultants have gained significant understanding of the region's cultural assets, especially those in Cambridge, through meetings held with all project partners in the spring of 2008. Accordingly, other firms would be at a significant disadvantage if they were now asked to bid on this project. She noted that it was felt that the competitive RFP process undertaken by the City of Cambridge satisfied the requirements of the City of Kitchener purchasing policy. Councillor J. Gazzola expressed concern with the City not undertaking an RFP process for this project. He added that as TCI Management Consultants have special knowledge of the project they might be able to offer a better rate if an RFP is pursued at this time. On motion by Councillor K. Galloway - it was resolved: "That the selection requirements in Article 6 (Consulting and Professional Services) of Kitchener Municipal Code Chapter 170 (Purchasing and Materials Management), be waived to authorize the Director of Purchasing to execute an agreement, subject to the satisfaction of the City Solicitor, with TCI Management Consultants to undertake the region-wide Community Cultural Mapping Project, with said agreement not to exceed $75,000." COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 17, 200$ - 62 - CITY OF KITCHENER 3. CSD-0$-092 -PROSPERITY COUNCIL UPDATE The Committee considered Community Services Department report CSD-08-092, dated November 6, 2008 regarding an update on the Prosperity Council of Waterloo Region's Task Force on Creative Enterprise. In addition, the Committee was in receipt this date of a presentation entitled "Creative Communities Research Highlights", prepared by Janet Meredith Consulting and Westerfield Consulting. Ms. P. Houston reviewed the circulated presentation and advised that the Prosperity Council's initiative on creative enterprise is a broad-based opportunity for the community to come together to envision and build the creative enterprises that are vital to enhancing the quality of life of residents and instrumental in competing globally for the best and brightest talent. She stated that the Task Force retained consultants, funded primarily by municipal partners, to complete the following work: • interview key leaders in the region's business, municipal, educational and arts sectors; • conduct research into model cities that demonstrate a variety of characteristics and components of creative cities that may be applicable to this region; and, • plan and facilitate a leadership forum, which was held in September 2008, to share the research, work on implications and identify the leadership and participation for task forces necessary to carry this work forward. Ms. P. Houston outlined examples of how the Cities of Austin, Calgary, Denver, Dublin, Edmonton, Glasgow and Portland have fostered their creative economies, which can be used as a framework for identifying ideas for moving this initiative forward. She advised that between January and May 2009 the Task Force will continue constructing options for the creative enterprise initiative in the areas of vision, structure and resources. She added that it is anticipated that their findings would be reported after that time and widely circulated for feedback and comment. Members noted that while it may take time to come to fruition, they are supportive of the City's involvement with the Prosperity Council's initiative on creative enterprise. 4. CSD-0$-0$7 - COMMUNITY INVESTMENT STRATEGY: COMMUNITY GRANTS POLICY TIERS I,2&3 The Committee considered Community Services Department report CSD-08-087, dated November 12, 2008 regarding the Community Investment Policy, which consolidates and replaces the existing annual operating grants policy as well as the general provision grants policy, to ensure future municipal support of community groups is optimally aligned with the community's overall goals and the City's strategic priorities. Ms. L Pregel gave a brief overview of the Community Investment Policy, as attached to report CSD-08-087, and advised that community investment provides funding and support for programs and opportunities that benefit residents of the City of Kitchener. She stated that arising from the `Community Investment Strategy' (CIS), the Community Investment Policy contains a framework of 14 different investment sources, each with its own governing policy and accountability structure. She added that Community Grants are one important way that the City uses to invest in its community and the Policy outlines the purpose, criteria and process for providing those Grants. She noted that in early 2009, staff anticipate bringing forward additional components of the Community Investment Policy, with those requiring further study or research to be assigned priority over the course of 2009. In response to questions, Ms. I. Pregel advised that $10,000. has been budgeted toward Tier 3 Community Grants, which are collaborative projects funded in conjunction with other partners in the community based on collective priorities and a need for innovative approaches. She stated that a communications plan was rolled out in fall 2008, whereby staff communicated the Tier 1 requirements for 2009 to all Tier 1 organizations. In addition, staff communicated the Tier 2 requirements, processes and timelines to all Tier 1 organizations, previous recipients of general provision grants and all organizations indicating an interest in grants. Further, an information session was held in October 2008 for all interested groups. Ms. Pregel added that the overall budget allocation for 2009 has been set based on the criteria outlined in the Policy; COMMUNITY SERVICES COMMITTEE MINUTES NOVEMBER 17, 200$ - 63 - CITY OF KITCHENER 4. CSD-0$-0$7 - COMMUNITY INVESTMENT STRATEGY: COMMUNITY GRANTS POLICY TIERS 1, 2 & 3 tCONT'D) as a result, the 2009 Tier 2 funding allocation is $100,000. She noted that since the grant approval process has been separated from the budget process, any grant approvals in excess of the funding allocation will result in an over expenditure of the budget. Ms. R. Willms commented that feedback regarding the new Community Grants framework has been very favourable, particularly with regards to the new multi-year agreements. Several members expressed support for the Community Investment Policy and it was suggested that more creative names be developed for the various Community Grant Tiers. On motion by Councillor K. Galloway - it was resolved: "That Council Policy I-594 (Grants -Annual Operating) and Council Policy I-596 (Grants - General Provision), be repealed and replaced with the Community Investment Policy, dated November 17, 2008, as attached to Community Services Department report CSD-08-087." 5. 200$ LEAF COLLECTION UPDATE Mr. J. Witmer provided an update of the 2008 Leaf Collection program. He advised that staff identified "hot spots" throughout the City that require a greater degree of attention and are required to be cleared more frequently than other areas. He stated that a media release was recently published reminding residents of options for disposing of fallen leaves. He pointed out that residents can take their leaves to one of the 12 drop-off locations, which will be open until December 12, 2008. In addition, residents who choose not to use the drop-off sites are being encouraged to use leaves for mulching or composting on their own properties. Further, residents also have the option of raking leaves to the curb. He noted that while leaves that are raked to the curb do cause some safety concerns, it is understood that for some residents this may be the only feasible option. He stated that residents have been reminded to have all leaves raked to the curb by this weekend to ensure they are part of the City's final curbside leaf collection, which officially end November 28, 2008. He noted that November 28th is also the date that the Region of Waterloo will perform its last rotation of biweekly collection of yard waste. 6. ADJOURNMENT On motion, the meeting adjourned at 5:07 p.m. Colin Goodeve Committee Administrator