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HomeMy WebLinkAboutComm Svcs - 2009-09-14COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14, 2009 CITY OF KITCHENER The Community Services Committee met this date commencing at 4:30 p.m. Present: Councillor K. Galloway -Chair Mayor C. Zehr and Councillors J. Smola, J. Gazzola and C. Weylie. Staff: P. Houston, General Manager of Community Services J. Willmer, Interim General Manager of Development & Technical Services D. Chapman, General Manager of Financial Services J. Witmer, Director of Operations M. Hildebrand, Director of Community Programs & Services I. Pregel, Manger, Cultural Development D. Gilchrist, Committee Administrator C. Goodeve, Committee Administrator CSD-09-050 -ARTS AND CULTURE ADVISORY COMMITTEE -TERMS OF REFERENCE AND WORK PLAN The Committee considered Community Services Department report CSD-09-050, dated September 2, 2009 recommending a new terms of reference for the Arts and Culture Advisory Committee and the Public Art Working Group, as a result of the Advisory Committee review undertaken in 2008. The report also contains a work plan for the Arts and Culture Working Group. On motion by Councillor B. Vrbanovic - itwas resolved: "That Council Policy I-65, "Arts and Culture Advisory Committee -Terms of Reference" be replaced with the revised Terms of Reference; that the Terms of Reference for the Public Art Working Group sub-committee, be approved; that the 2009/2010 Work Plan for the Arts and Culture Advisory Committee: all as attached to Community Services Department report CSD-09-050." 2. CSD-09-046 -COMMUNITY INVESTMENT STRATEGY -TIER 1 VALUE FOR MONEY AUDITS FOLLOW UP -SOCIAL PLANNING COUNCIL OF KITCHENER- WATERLOO The Committee considered Community Services Department report CSD-09-046, dated August 6, 2009 prepared in response to Council's direction for staff to hold further dialogue with the Social Planning Council of Kitchener-Waterloo (SPCKW) in respect to timing of the proposed reduction in grant funds and how the City will partner with this organization going forward. The report recommends that effective January 1, 2010, the City award an annual grant of $43,000 to support the Community Information Centre, and the remaining $43,000 be reallocated to the 2010 Tier 1 grants pool. Ms. P. Houston introduced the staff report noting that the rationale for staff's recommendation is based on funding those organizations that operate in the area of lower tier government responsibilities. Also, staff notes in the report that the Social Planning Council uses some of the City's grant funding to support the Festival of Neighbourhoods. Staff recommends providing resources directly to the Festival of Neighbourhoods rather than channelling funds through the SPCKW. Councillor Vrbanovic questioned how Kitchener's grant compares to grant funding from other municipalities. Ms. Houston responded that no grant funding is provided by the City of Cambridge, as they have their own social planning council; this year the City of Waterloo awarded grant funds of $20,000, the Region granted $74,000 and the City of Kitchener $84,000. Councillor Gazzola questioned the staff position respecting services provided by the Region, and Ms. Houston commented that social planning should be funded by the Region because that is their area of responsibility. COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14, 2009 - 25 - CITY OF KITCHENER 2. CSD-09-046 -COMMUNITY INVESTMENT STRATEGY -TIER 1 VALUE FOR MONEY AUDITS FOLLOW UP -SOCIAL PLANNING COUNCIL OF KITCHENER- WATERLOO (CONT'D) Ms. T. Beaulne, Executive Director, provided the Committee with the following printed information: Annual Report 2008, "How the City Annual grant to the Social Planning Council is Used to Benefit Kitchener -City and Community", dated July 9, 2009, and a letter from John MacDonald Architect inc., dated September 14, 2009. Mr. N. Pike, past president of the Social Planning Council of Kitchener-Waterloo, was in attendance to address the Committee. He stated that just over a year ago, he stood before this Committee and spoke in positive terms about the working relationship between SPCKW, City staff and Council. At the time the SPCKW thought that this relationship could be strengthened through the Community Investment Strategy process. The SPCKW anticipated that this process would allow them to further align their work with community and corporate objectives; however, the Community Investment Strategy has not lived up to its promise; defunding our organization rather than exploring the benefits and value of our work. Mr. Pike went on to talk about the elusiveness of staff when discussions were taking place. Throughout discussions with staff this summer, there was no talk of what could be worked on together, or the timing of a funding cut. Mr. Pike then referred to the staff position that funding for the SPCKW should come from the Region; stating that independent community based social planning work is not a "social service" or "social work" in the sense of fitting into the Region's social services responsibility, and government based social planning is different from community based social planning. He also noted that the City of Kitchener, in recent years, has taken on a wide range of social planning initiatives: Older Adult Strategy, Youth Strategy, to name a few. All of this activity is good but does not replace or compete with independent community based social planning. The SPCKW is accountable through its board of directors, to the community and responds to requests that come from the community. We are a flexible and independent voice, here to support the less advantaged members of the community. Mr. Pike then referred to the printed information provided this date, showing how the City grant money of $43,000 is used in their work and activities; estimating that the value of the work and activities undertaken with this grant funding totals $143,000. Mr. Pike then requested that this Committee and Council not support the staff recommendation; however, if the staff recommendation is adopted, that the following take place: • the SPCKW be provided with the criteria for determining what should be funded by which level of government and how its work has been assessed as fitting or not fitting with the local municipal responsibility the City has defined for community engagement, diversity and quality of life; • an honest dialogue take place between the City and SPCKW on how we will work together; • the City recognize and take into consideration that 12% of what the recommended funding cut enables SPCKW some flexibility for working on information resource development including preparation and the current contribution made to the 211 system; • SPCKW be allowed 2 years to develop and implement a funding replacement plan (2010 and 2011) so we can have replacement funds in place before any cut happens so development work can continue; and, • cuts be done in manageable stages e.g. 25% a year starting no earlier than 2012. Mr. Pike then stated that the current Community Investment Strategy has created confusion and the decision to defund our work could tarnish our reputation, and for that reason they want clear public support from the City for the role of the SPCKW even if there is no direct funding for that work. Councillor Vrbanovic referred to the submitted chart entitled Estimated Annual Value to Kitchener: SPCKW Social Planning and Community Information Development Work, stating COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14. 2009 - 26 - CITY OF KITCHENER 2. CSD-09-046 -COMMUNITY INVESTMENT STRATEGY -TIER 1 VALUE FOR MONEY AUDITS FOLLOW UP -SOCIAL PLANNING COUNCIL OF KITCHENER- WATERLOO (CONT'D) that he is uncertain as to its contents and value to the City of Kitchener. Mr. Pike responded that the $43,000 proposed cut to SPCKW funding will impact their ability to provide the services in the chart. Ms. Beaulne advised that the chart contains an overview of the activities the Social Planning Council is involved in, and can be involved in because of the $43,000 in grant funding. This chart was prepared very quickly in order to provide a basis for dialogue with City staff this summer. Ms. Beaulne noted that, other than the Festival of Neighbourhoods, these activities have come to them from the public. Ms. Beaulne advised that the Social Planning Council has been involved in 211 from the beginning of that project, and has been contributing their database for several years, and she stated that she did not know how 211 would get this information if SPCKW could not provide it. Ms. Beaulne advised that City of Kitchener funding allows the SPCKW the flexibility to allocate resources to projects such as 211. She also noted that they have been asked to undertake this type of data collection in other areas of the province, which they have declined. In response to a question from Councillor Vrbanovic, Ms. Beaulne advised that the social planning work being done by the City should not be looked upon as replacing the work done by the SPCKW. Councillor Vrbanovic then questioned proportional funding with the other municipalities. Ms. Beaulne advised that City of Kitchener funding has always been used for both services; whereas, funding from the Region is strictly for the Community Information database. City of Waterloo funding was cut in the mid 1990's but we have since told them that we are looking for funding parity. The City of Waterloo funds small projects and SPCKW also does fee for service projects. She stated that the City of Kitchener does not fund work done for other municipalities. Ms. Beaulne advised that City of Kitchener funding has allowed them stability and core funding has remained fairly flat; noting that they can not function on a piecemeal basis respecting funding. Councillor Vrbanovic stated that $74,000 from the Region of Waterloo goes to the Community Information Centre along with $20,000 from the City of Waterloo; and, questioned whether $43,000 from Kitchener is also used for that purpose. Ms. Beaulne responded that a small amount of the City of Kitchener grant goes to that purpose, along with the largest portion of the grant from Waterloo and the grant from the United Way. In response to questions from Councillor Gazzola, Ms. Beaulne advised that they do a small amount of work for rural municipalities, depending on resources; however, the bulk of their efforts are spent in Kitchener and Waterloo. With respect to the chart provided and the question of duplication, Ms. Beaulne advised that the SPCKW is doing this work directly with the community groups and there is a wide range of local players. Mr. Pike responded that there is no direct duplication in the chart. Respecting the Festival of Neighbourhoods, Mr. Pike advised that the SPCKW offers in-kind services, and many Kitchener community organizations are involved. He stated that if their funding is cut, they may not be able to continue their work. He stated that they do not offer direct co-ordination of the events, they provide in-kind services, and if they do not have their space they will not be able to provide this assistance. He noted that very few places in Kitchener provide no cost meeting space. Mr. Pike stated that all the services in the chart will potentially be compromised. Councillor Gazzola questioned what the proposed funding cut will mean to "Connect KW', and Councillor Galloway requested that the SPCKW provide this information to Councillor Gazzola prior to next week's Council meeting. Mayor Zehr questioned funding from the City of Waterloo and how it is allocated, as it appears to be allocated to 3 different things. Ms. Beaulne responded that 10 years ago the SPCKW COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14. 2009 - 27 - CITY OF KITCHENER 2. CSD-09-046 -COMMUNITY INVESTMENT STRATEGY -TIER 1 VALUE FOR MONEY AUDITS FOLLOW UP -SOCIAL PLANNING COUNCIL OF KITCHENER- WATERLOO (CONT'D) undertook a community consultation and through that process was advised that the community did not want the services to be split. Region of Waterloo funding is strictly for database management, so they do need to allocate other funding. Mayor Zehr noted that earlier this year the City pointed out its position that the functions of the SPCKW are more in line with Regional responsibilities, and he questioned whether the SPCKW had discussions with the Region in this regard. Ms. Beaulne advised that there have been no recent discussions with the Region; however, years ago they had this conversation, and were advised that the Region would not provide core funding, but additional work would be done on a fee for service basis. Mr. B. Ullner, a member of the Board of Directors SPCKW, addressed the Committee stating that the Social Planning Council is a major supporter of listening to the community. He advised that in 2007 he was part of the group started the provincial human rights and disabilities committee which could not have happened without the SPCKW. The provincial government has the funding and scale to do things for people with disabilities, but at the moment they are more interested in shuffling paper and report cards. He stated that it sounds like the City of Kitchener is doing social planning work and he asked that the City accept help from the SPCKW. He stated that real inclusion requires partners and the City should not undertake this work in isolation. Ms. S. Shuy, Women for Sobriety, addressed the committee advising that trying to find meeting space was very difficult as it is very costly. Eventually they found meeting space at the SPCKW free of charge. Through dealings with the SPCKW she has come to realize how important their work is, and if their funding is cut, it will jeopardize many community groups. Mr. J. Beckner advised that he has used the services of the SPCKW and he is a member of the disabilities human rights group. He advised that the SPCKW has engendered leadership; found ways for Kitchener citizens to participate in programs elsewhere; participated in community engagement; and, leveraged their funding. He stated that the negative perspective of staff, as shown in the staff report, does not agree with the community's perspective of the SPCKW. Mr. Beckner then referred to the City's Strategic Plan, and advised how the SPCKW meets those goals and objectives. Ms. M. Hogg addressed the Committee describing the SPCKW as a community of individuals receiving the services they require. She stated that they provide value for the money they receive. Ms. Hogg advised that many citizens are outside the box and have had to fight to get the services they need. Funding cuts by the City of Kitchener will result in cuts to these needed services. Mr. R. Milligan advised the Committee that he lives in New Dundee but is in Kitchener on a regular basis. He stated that we live in a knowledge and information society, and it is becoming critical for those who do not have the knowledge and information to have an organization to help them. He stated that the City would be loosing and awful lot through a $43,000 funding reduction, and the City needs staff members that are willing and able to listen. Mayor Zehr moved the recommendation in the staff report and Councillor Vrbanovic moved a deferral of the recommendation. Councillor Vrbanovic stated that he thinks staff does listen, but there could be better dialogue in both directions. There should also be dialogue with the Region on roles. The City needs to come to a clearer understanding of what we are getting for our funding. He stated that during the deferral period there needs to be dialogue about the information in the chart, a contract for the services we want and an understanding of what we are paying for. There also needs to be a reporting mechanism for the SPCKW to report to City Council on a periodic basis. It was generally agreed that this matter will be considered at the Community Services Committee COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14, 2009 - 28 - CITY OF KITCHENER 2. CSD-09-046 -COMMUNITY INVESTMENT STRATEGY -TIER 1 VALUE FOR MONEY AUDITS FOLLOW UP -SOCIAL PLANNING COUNCIL OF KITCHENER- WATERLOO (CONT'D) meeting scheduled for Monday November 16, 2009. Mr. Pike agreed that the November date gives a reasonable amount of time to achieve what has been requested. Ms. Houston commented that the time is short if the City wants to make funding cuts by the 2010 budget. On motion by Councillor B. Vrbanovic - itwas resolved: "That consideration of the following recommendation be deferred to the Community Services Committee meeting scheduled for Monday November 16, 2009; and further, That prior to the November 16, 2009 meeting, staff and representatives of the Social Planning Council Kitchener-Waterloo (SPCKW) have dialogue about the contents of the chart titled "Estimated Annual Value to Kitchener: SPCKW Planning and Community Information Development Work", prepared by the Social Planning Council and dated July 2009; develop a contract of the work required by and paid for by the City of Kitchener; and, development of a regular reporting structure for SPCKW to report to City Council throughout the year: `That notice be given to Social Planning Council of Kitchener-Waterloo (SPCKW) that effective January 1, 2010 it will receive an annual grant in the amount of $43,000. to support the Community Information Centre; and further, That staff consider the priorities of all Tier 1 grant recipients for 2010, including Festival of Neighbourhoods, and make recommendations to Council to allocate the budget amount in the 2010 Tier 1 grants pool, including the $43,000. re-allocated from the SPCKW Tier 1 grant, during the 2010 budget approval process."' The Committee recessed at 6:03 p.m. p.m. and reconvened at 7:04 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, J. Gazzola, J. Smola, K. Galloway and B. Vrbanovic. 3. CSD-09-048 -LOOSE LEAF COLLECTION PROGRAM SURVEY RESULTS The Committee considered Community Services Department report CSD-09-048, dated August 25, 2009, reporting on a public consultation undertaken this summer, as directed by Council, concerning the fall leaf collection program. Mr. J. Witmer reviewed the report and advised that the survey included the five options for leaf collection/disposal and asked residents to indicate their preferred alternative. He stated that substantial feedback was received and Option 2 (residents required to place leaves in bags or containers) was identified as the preferred option. In response to questions, Mr. Witmer advised that staff examined a number of issues associated with illegal dumping at the City's leaf dump sites. He stated that it is proposed that the number of leaf dumps be decreased to 5, which would reduce the efforts necessary to monitor their use and potentially cut back on the incidents of illegal dumping. He noted that there would be leaf drop-off sites at the following five locations: Southwest Optimist Park in Doon, Meinzinger Park on Homer Watson Boulevard, Breithaupt Park, Rittenhouse Road near the Lions Arena and at the Kitchener Memorial Auditorium (The Aud). Mr. S. Turner advised that staff recognizes that it will take time to ensure that the public is aware of the changes and, for this year, enforcement of the new program will focus mainly on repeat violations; being those people who continue to rake leaves to the curb when they have been made aware that it is now a By-law violation. COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14, 2009 - 29 - CITY OF KITCHENER 3. CSD-09-048 -LOOSE LEAF COLLECTION PROGRAM SURVEY RESULTS (CONT'D) Councillor C. Weylie questioned how the new program would be implemented in an area such as Union Street, where one half of the street is located in the City of Waterloo and the other half in Kitchener. Mr. Witmer advised that discussions would need to be held with the City of Waterloo to determine if this area is included as part of the Shared Services Agreement. Mayor C. Zehr questioned if staff had received feedback from the Region of Waterloo, given the Region's previous indication that there would be a charge back to the City to defer some of the additional costs they may incur. Mr. Witmer stated that staff have not had any formal discussions with the Region regarding the proposed program, as it is unclear at this time what impact it may have on the Regional Yard Waste program. He added that once the uptake is determined, staff will engage in formal discussions with the Region. Councillor B. Vrbanovic suggested that the Region be informed that any recommendation arising from the Committee concerning this matter will be considered at the September 21, 2009 Council meeting. Several members spoke in support of the proposed program and the Committee requested that staff report back to the to the September 21, 2009 Council meeting with information on the following: • an indication from the Region of Waterloo as to their response to the proposed changes to the City's loose leaf collection program; • a communications plan detailing how residents will be informed about the changes; • information as to the feasibility of distributing 3-5 yard waste bags to residents as part of the communications plan; • about support available in the community for seniors and those who may be unable to take care of their own leaves; and, • information regarding the final number of leaf drop-off sites and their locations. On motion by Councillor J. Gazzola - itwas resolved: "That the leaf collection program identified as Option 2 (Residents required to place leaves in bags or containers) outlined in Community Services Department report CSD- 09-048, which consists of the elimination of the curb-side leaf collection program, be approved; and, That a by-law be enacted to repeal Chapter 635 (Garbage) of the City of Kitchener Municipal Code which permits the placing of loose leaves at the curb in the autumn; and, That the closure of the following leaf dump sites: Schaefer Park, Hofstetter Park, Cherry Park, Eastforest Trail Parking Lot and Ardelt Place, be approved; and further, That staff be directed to report back to the September 21, 2009 Council meeting with additional information on the following: • an indication from the Region of Waterloo as to their response to the proposed changes to the City's loose leaf collection program; • a communications plan detailing how residents will be informed about the changes; • information as to the feasibility of distributing 3-5 yard waste bags to residents as part of the communications plan; • about support available in the community for seniors and those who may be unable to take care of their own leaves; and, • information regarding the final number of leaf drop-off sites and their locations." COMMUNITY SERVICES COMMITTEE MINUTES SEPTEMBER 14, 2009 - 30 - CITY OF KITCHENER ADJOURNMENT On motion, this meeting adjourned at 7:33 p.m. Dianne Gilchrist Committee Administrator