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HomeMy WebLinkAboutCommunity Svcs - 2003-03-24COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:35 p.m. with the following members present: Mayor C. Zehr and Councillors M. Galloway and J. Smola. Councillors J. Gazzola, B. Vrbanovic and C. Weylie were in attendance for part of the meeting. Officials Present: Ms. C. Legault, Ms. R. Willms, Ms. P. Houston, Ms. B. Steiner, Ms. J. Billett and Messrs. J. Fielding, G. Melanson, R. Weber, K. Baulk, D. Chapman, G. Richardson, M. Tout, T. Ernst, T. Potworka and S. Turner. CSD-03-040 - GRANT REQUEST -COMMUNITY PLAYGROUND FACILITIES - A. R. KAUFMAN PUBLIC SCHOOL The Committee was in receipt of Community Services Department report CSD-03-040 dated March 7, 2003 concerning a grant request for construction of 2 playground facilities. On motion by Councillor J. Smola - it was resolved: "That A.R. Kaufman Public School be awarded one-time community playground grants in 2003 totalling $1,500., toward construction of new primary and junior creative playground facilities to be located within the school campus." CSD-03-049 - PRE-APPROVED CONTRACT - FOOT CARE PROVIDER LICENCE AGREEMENT - DELEGATION OF SIGNING AUTHORITY - PREPARATION OF REQUEST FOR PROPOSALS The Committee was in receipt of Communtiy Services Department report CSD-03-049 dated March 13, 2003 concerning provision of foot care provider services to the public at various City Community Resource Centres. On motion by Councillor J. Smola - it was resolved: "That subject to the satisfaction of the City Solicitor, the Foot Care Provider Licence Agreement, as attached to Community Services Department report CSD-03-049, be approved as a contract for use at the City's various Community Resource Centres to allow for foot care providers to licence space and operate within the City's centres with any revisions made thereto to be only with the approval of the City Solicitor; and, That the Director of Community Programs and Services, or designate, be delegated authority to sign the Foot Care Provider Licence Agreement; and further, That staff be directed to prepare a Request for Proposals to allow for a competitive evaluation of bids by foot care providers to occupy named City Resource Centres for the purpose of providing foot care provider services to the public." CSD-03-032 - LEASE AGREEMENT - KITCHENER MINOR GIRLS SOFTBALL ASSOCIATION INC. - BATTING CAGE - WOODSlDE PARK The Committee was in receipt of Community Services Department report CSD-03-032 dated March 10, 2003 concerning a lease agreement with the Kitchener Minor Girls Softball Association Inc. On motion by Councillor J. Smola - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute a five (5) year lease and any other necessary documents, with the Kitchener Minor Girls Softball Association Inc. for construction of a batting cage on the grounds at Woodside Park; and further, 3. CSD-03-032 -LEASE AGREEMENT COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 - 14 - CITY OF KITCHENER - KITCHENER MINOR GIRLS SOFTBALL ASSOCIATION INC. - BATTING CAGE - WOODSlDE PARK (CONT'D) That authority to execute the lease agreement be subject to the Kitchener Minor Girls Softball Association Inc. receiving a grant from the Ontario Trillium Foundation or raising the required funds for construction of the batting cage." CSD-03-037 - DONATION BY CIVITAN SPORTS - WATERLOO REGION - PETER HALLMAN BALL YARD - CONCESSION EQUIPMENT AND INSTALLATION OF SlGNAGE The Committee was in receipt of Community Services Department report CSD-03-037 dated March 6, 2003 concerning a donation from the Civitan Sports - Waterloo Region for purchase and installation of concession equipment at the Peter Hallman Ball Yard. Councillor J. Gazzola entered the meeting at this time. Messrs. Pete Mcllwraith, President and Murray Grose, Treasurer, Civitan Sports - Waterloo Region, attended with respect to the Civitan's intention to donate $5,500. toward the purchase and installation of concession equipment. Mr. Mcllwraith advised that Civitan Sports will host 44 teams at the 6th Annual Fast Pitch Jamboree in 2003, an international softball tournament for minor girls. He pointed out that through fundraising the Civitan's have been able to provide educational sponsorships to local minor sports athletes and have returned over $25,000. in donations to the community for upgrades to City parks facilities. He advised that in recognition of the need for concession equipment, the organization is prepared to donate the required funding and in acknowledgement ask that appropriate signage be erected and a rental fee not be charged for use of the concession booth for events they operate at the Ball Yard. In response to Councillor G. Lorentz, Mr. Keith Baulk advised that Communications staff is preparing a report concerning fence and sports scoreboard advertising in City parks facilities for consideration in the near future. On motion by Councillor M. Galloway - it was resolved: "That a donation from the Civitan Sports - Waterloo Region in the amount of $5,500. be accepted toward the purchase and installation of the concession equipment at the Peter Hallman Ball Yard; and, That staff be directed to place signage with the Civitan's logo in the concession booth; and, That a temporary sign acknowledging 'Home of the Civitan's Fast Pitch Jamboree' be installed within the Ball Yard's central activity area adjacent to the portable building, pending completion of a staff report respecting signage for the Ball Yard; and further, That the Civitan Sports - Waterloo Region not be charged a rental fee for the use of the concession booth or equipment for events they operate or work in conjunction with others at the Peter Hallman Ball Yard." CSD-03-051 - 2003 GENERAL PROVISION GRANTS - FIRST QUARTER UPDATE The Committee was in receipt of Community Services Department information report CSD-03- 051 dated March 19, 2003 outlining details pertaining to pre-committed grant funding and new grant requests to be considered this date for the first quarter general provision grant allotment. It is noted in the report that the first quarter allotment totals $25,000. of which $11,157. is pre- committed, leaving a balance of $13,843. It is further noted in the report that new grant requests total $34,750. and if approved, will result in the remaining quarterly allotments in 2003 being decreased accordingly. 6. CSD-03-038 - GRANT REQUEST - SUNBEAM RESIDENTIAL DEVELOPMENT CENTRE COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 -15 - CITY OF KITCHENER The Committee was in receipt of Community Services Department report CSD-03-038 dated March 4, 2003 concerning a grant request from the Sunbeam Residential Development Centre. Mr. Shaune Lawton, Executive Director, Sunbeam Residential Development Centre, attended in support of the grant request and acknowledged that capital expenditures do not appear to fit within the City's general provision grant criteria; however, he asked that the project be considered based on its merit in determining if assistance could be provided. Copies of the Centre's proposal for a one time grant in support of the Kingsway Drive re-development project were provided by the delegation for distribution this date. Mr. Lawton provided an overview of the care facility for multi-challenged children, noting that the facility is actively enhancing quality of life by phasing down institutional care in preference to operating group home facilities within the community for those capable of living under such circumstances. He pointed out that the Centre has reached a point where the remaining resident population cannot be economically sustained away from the nursing, therapeutic and sensory resources of the facility; however, their quality of life can still be enhanced by removing them to group homes to be constructed on site where they will remain in immediate proximity to the services provided by the facility. He commented that the resulting redundant space will be used to expand daytime services and construction of the new homes will also include new beds to service medically fragile children whose survival is dependant on technology. He advised that the total construction cost is estimated at $2.5 M of which the Provincial government will contribute just under 50% of the total project cost, with the remainder to be raised through launching a $1 M fundraising campaign, corporate and individual sponsorships and local municipal / foundation grants. In response to questions, Mr. Lawton advised that the amount of Provincial funding has been impacted by changes in government philosophy and it is unlikely that the Centre would be successful in achieving additional assistance from the Ministry of Health as the Centre operates under the umbrella of the Ministry of Community, Family and Children's Services. He also noted that the Centre is actively pursuing grant funding with other area municipalities and in particular, is asking the Region of Waterloo to contribute $25,000. In response to Mayor C. Zehr, Ms. Renate Willms advised that if approved, the requested funding would be taken from the general provision grant budget and remaining quarterly grant allotments in 2003 would be decreased accordingly. On motion by Councillor J. Gazzola - it was resolved: "That a grant in the amount of $10,000. be approved for the Sunbeam Residential Development Centre towards a capital building project at 2749 Kingsway Drive, Kitchener." CSD-03-039 - GRANT REQUEST - WATERLOO 10 KM CLASSIC ROAD RACE INC. The Committee was in receipt of Community Services Department report CSD-03-039 dated March 13, 2003 concerning a grant request to assist with expenses for the 1st Annual ENDURrun, an international running event. Mr. Lloyd Schmidt, Director, Waterloo 10 Km Classic Road Race Inc., attended in support of the organization's request. He commented that this will be a high profile, high calibre, 8 day - 7 stage running event, during which athletes world wide are expected to participate, and will th provide the ultimate test of endurance. He advised that the 5 stage of the event will be conducted in Kitchener at the Chicopee Ski Club on August 22, 2003 and the funding requested will cover rental costs of the facility, as well as promotions and other expenses. He pointed out that response to the overall event has been very positive and that the event will provide opportunity to showcase Waterloo Region, including Kitchener. 7. CSD-03-039 - GRANT REQUEST - WATERLOO 10 KM CLASSIC ROAD RACE INC. COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 (CONT'D) -16 - CITY OF KITCHENER In response to questions, Mr. Schmidt advised that the organization will seek funding from corporate sponsors and other local municipalities, and prize money will be awarded to the winners of each stage of the event. Councillor M. Galloway questioned eligibility under the City's grant criteria to receive funding when event profits are to be used for awarding of monetary prizes. Ms. Renate Willms advised that the grant application was evaluated on the basis of economic impact and the criteria does not prohibit organizations from awarding monetary prizes. In response to further questions, Ms. Willms advised that due to commitments to other events the City is unable to provide in-kind services and accordingly, staff are recommending a cash grant. On motion by Councillor M. Galloway - it was resolved: "That a grant in the amount of $1,500. be approved for the Waterloo 10 Km Classic Road Race Inc. to assist with operating expenses for the 1st Annual ENDURrun, an international running event to be held August 17 - 24, 2003 in Waterloo Region." CSD-03-044 - GRANT REQUEST - WATERLOO REGION HEALTHY COMMUNITIES COALITION - FROM THE GROUND UP HEALTHY COMMUNITIES FORUM The Committee was in receipt of Community Services Department report CSD-03-044 dated March 13, 2003 concerning a grant request from the Waterloo Region Healthy Communities Coalition (WRHCC). Mr. Edwin Laryea, Chair, WRHCC, attended in support of the organization's grant request. He advised that the Coalition is charged with the responsibility of organizing conferences designed to empower citizens' understanding of the healthy communities approach, focusing on encouraging active participation in strategy development of healthy public policy. He commented on the importance of finding creative ways to solving social problems and building community partnerships, and advised that more than 80 participants had attended the 2002 conference. He pointed out that funding is being requested from other local municipalities and that the $1,700. requested from Kitchener will assist in covering conference expenses. Councillor J. Gazzola requested clarification with respect to the amount requested as the event budget indicates a figure of $1,320. Mr. Laryea advised that the Coalition is prepared to accept the lesser amount. Mayor C. Zehr raised concern with the potential future of funding requests given the ongoing nature of the event. He suggested that funding be approved in principle as a one time only grant in the amount of $1,320. ($1,000. cash and $320. in-kind services), subject to the City of Waterloo providing similar grant funding and the Coalition being encouraged to seek alternate funding in future years. He also requested that prior to final consideration at the March 31,2003 Council meeting, staff confirm Waterloo's financial commitment and investigate possible overlapping with other events that may be similar in nature. Councillor G. Lorentz suggested that the motion be referred to the March 31 Council meeting pending receipt of the additional information and also requested staff to contact the Region of Waterloo to determine their interest in supporting this event. On motion by Mayor C. Zehr - it was resolved: "That the following recommendation be deferred and referred to the March 31, 2003 Council meetinq for consideration subject to: confirmation of the City of Waterloo's commitment to provide similar grant funding; determination that this event is not a duplication of other organizations' efforts within the Region; and determination of the Regional Municipality of Waterloo's potential interest to provide grant funding; namely: 'That a one time only grant in the amount of $1,320. ($1,000. cash grant and $320. in-kind services) be approved for the Waterloo Region Healthy Communities Coalition for the COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 -17 - CITY OF KITCHENER CSD-03-044 - GRANT REQUEST - WATERLOO REGION HEALTHY COMMUNITIES COALITION - FROM THE GROUND UP HEALTHY COMMUNITIES FORUM (CONT'D) 'From the Ground Up Healthy Communities Forum' to be held May 2-3, 2003 at St. Andrew's Presbyterian Church, Kitchener, subject to the City of Waterloo providing similar grant funding; and further, That the Waterloo Region Healthy Communities Coalition be encouraged to seek alternate funding sources in future years.'" CSD-03-035 - 2002-2003 SPECIAL EVENT REVIEW The Committee was in receipt of Community Services Department report CSD-03-035 dated March 17, 2003 outlining highlights of the 2002 Special Events season and a summary of plans for 2003. Mr. Don Chapman provided an overview of events undertaken in 2002, including KidSpark, Blues Brews & BBQ's, Word On The Street and Festival of the Night. He then reviewed plans for 2003 including: expansion of the Blues Brews & BBQ's event to a 2-day festival; planned growth of the Word On The Street festival subject to successful negotiations for grant funding with the organization's National Office and the National Literacy Secretariat; introduction of a Lunch Time Summer Performance series in the Downtown from mid-June to mid-August; and, expansion of the Multicultural Festival to a 5-day event under the marketing theme 'Tapestry 2003', consisting of stand alone events including: a Citizenship Court, a youth event entitled 'Cultural Fusion', 'Global Beat' on Civic Square, a Market District street festival entitled 'The Silk Road' and the annual 2-day Multicultural Festival in Victoria Park. 10. CSD-03-047 - GRANT REQUEST - MULTICULTURAL FESTIVAL The Committee was in receipt of Community Services Department report CSD-03-047 dated March 17, 2003 concerning the concept of an expanded 5-day Multicultural Festival and request for grant funding. Mr. Don Chapman spoke on behalf of Mr. Marty Schreiter, Kitchener Downtown Business Association (KDBA), who was unable to attend this date to speak to the grant request as originally intended. Mr. Chapman commented that the KDBA identified the need to establish a high profile event to draw attention to the culturally diverse east end Market District at the same time expansion of the Multicultural Festival was being explored, and it was agreed that connection with the festival would assist the KDBA's objective. He advised that a concept evolved in the form of a 5-day cultural event, entitled 'Tapestry 2003', that will showcase Downtown businesses and the services they provide, including the east end Market District, culminating in the annual 2-day festival in Victoria Park. He pointed out that of the $20,000. requested, $10,000. is to off-set costs associated with a Market District event as part of Tapestry 2003 and the remaining $10,000. will be used toward introduction of the Lunch Time Summer Performance series. In response to questions, Mr. Keith Baulk advised that it would be preferable at this time to approve funding on the basis of a one-time grant to allow evaluation of event spending priorities in preparation for future consideration as part of the annual grant budget process. Councillor B. Vrbanovic entered the meeting at this time. A motion by Councillor J. Gazzola to approve a one-time grant in the amount of $10,000. ($5,000. each for Tapestry 2003 and the Lunch Time Summer Performance series), subject to corporate sponsorships being pursued and review of the funding objectives at a later date if required, was voted on and Lost. COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 - 18 - CITY OF KITCHENER 10. CSD-03-047 - GRANT REQUEST - MULTICULTURAL FESTIVAL (CONT'D) 11. On motion by Councillor J. Smola - it was resolved: "That the concept of a 5 day long Multicultural Festival be approved, to be marketed as 'Tapestry 2003'; and further, That a grant in the amount of $20,000. be awarded to the Kitchener Downtown Business Association (KDBA) as follows: Tapestry 2003 - Market District Event Lunch Time Summer Performance Series - $10,000. - $10,000." CSD-03-048 - REGIONAL MUNICIPALITY OF WATERLOO WEST NILE VIRUS CO-ORDINATING COMMITTEE - CITY OF KITCHENER REPRESENTATION 12. The Committee was in receipt of Community Services Department report CSD-03-048 dated March 14, 2003 regarding the City's participation on the Region of Waterloo's West Nile Virus Co-ordinating Committee. Mr. Glen Richardson provided an update on municipal collaboration with the Region of Waterloo in developing educational programs and contingency plans to minimize risk to the general public posed by the West Nile Virus. The contingency plan provides that the Region will assume a leadership role in communication of the plan and its requirements, and will maintain a database relative to locations that may pose a risk. The City has provided information concerning locations of storm water management ponds and other like facilities that may pose a risk due to standing water, and the Region will negotiate a contract for surveillance of risk areas. In the event the level of risk is deemed of sufficient significance by the Medical Officer of Health, the Region will pursue options to provide controlled spraying in lieu of the City's inability to do so. Mr. Richardson pointed out that no change is proposed to current design and implementation of storm water management and staff intend to continue to work closely with the Region to co- ordinate a Region-wide education campaign / contingency plan to deal with the threat of the West Nile Virus. On motion by Councillor B. Vrbanovic - it was resolved: "That the City of Kitchener continue to participate with staff representation on the Regional Municipality of Waterloo West Nile Virus Co-ordinating Committee and work closely with the Region and other municipalities to develop a strategy to address the West Nile Virus." CSD-03-041 - FEE STRUCTURE - CONCESSION RENTALS - PETER HALLMAN BALL YARD The Committee was in receipt of Community Services Department report CSD-03-041 dated March 4, 2003 concerning establishment of a fee structure for rental of the concession building at Peter Hallman Ball Yard. On motion by Councillor B. Vrbanovic - it was resolved: "That the fee structure for the rental of the concession building at the Peter Hallman Ball Yard be established as follows: Concession - $75. for the first day and $50. for each 1/2 day or subsequent day; Media Room - $20. per day." It is noted for the record that no requirement for giving of notice is necessary as no written requests to receive notice have been filed pursuant to Reg. 244/02 - Fees and Charges, of the Municipal Act, 2001. COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 -19 - CITY OF KITCHENER 13. CSD-03-046 - EVALUATION OF WINTER STORM OPERATIONS The Committee was in receipt of Community Services Department information report dated March 17, 2003 detailing Community Services Operations Division winter maintenance activities on City and Regional roads, sidewalks, bus stops and other City facilities. Ms. C. Legault provided an overview of the Operations Division's performance during recent winter storms and the impact new Provincial legislation has had on service delivery. During her presentation she commented on issues pertaining to: the various classifications of roads and the level of snow clearing service provided based on the amount of snow accumulation; adherence to City targets and Provincial maintenance standards during full plow storm operations in February and March, 2003; challenges presented by maximum 15 hour shifts under the Ontario Highway Traffic Act and inability to complete snow clearing on streets blocked by vehicles parked on-street; and, proposed service improvements, including: review of enforcement standards in conjunction with consideration of greater restrictions for on-street parking during full plow operations; pooling of resources, equipment and manpower; scheduling revisions to ensure manpower availability throughout duration of winter storms; routine method of road inspections to document and report on road conditions; public communication / education campaigns; provision of an up-to-date info line and additional staff resources to handle significant increases in public inquiry; and expanded use of Global Positioning System devices. In response to questions, Mr. Shayne Turner commented on enforcement issues respecting parked vehicles and suggested that from an operational point of view, it may be more effective to consider implementing a 'No Overnight Parking at Anytime' prohibition on City streets rather than attempting to restrict overnight parking only during full plow operations. A general discussion was then entered into during which members of Council put forward suggestions for service improvements, including use of local media to communicate the importance of removing vehicles from City streets during snow storms; consultation with other local municipalities to develop common standards; plowing of streets in reverse order on the second run to invoke fairness; consideration of standard road widths to ensure requirements are sufficient for snow clearing and snow storage; provision of temporary call centres manned with knowledgeable staff to deal with increased volume of public inquires. Mr. Gary Melanson further suggested that information pertaining to the new Provincial standards and a list of roads as classified be incorporated into the City's website. Councillor C. Weylie entered the meeting during this discussion. 14. CSD-03-045 - WINTER 2002-2003 INFORMATION UPDATE The Committee was in receipt of Community Services Department information report dated March 13, 2003 detailing projects in progress and financial impact to the winter maintenance / winter works budget for the 2002/2003 winter season. 15. CSD-03-050 - REVISED MAINTENANCE AGREEMENT - WATERLOO REGION CATHOLIC DISTRICT SCHOOL BOARD - RESURRECTION HIGH SCHOOL SPORTSFIELDS - OPERATIONS DIVISION - 2003 OPERATING BUDGET OVER-EXENDITURE The Committee was in receipt of Community Services Department report CSD-03-050 dated March 10, 2003 recommending that the City assume maintenance responsibilities for the sportsfields at Resurrection High School and requesting approval of an over-expenditure to the 2003 Operations Division operating budget. Mr. Tim Ernst commented on the proposal, outlining the benefits to be gained in maximizing the use of existing School Board sportsfields to meet user demand for provision of premier, full size COMMUNITY SERVICES COMMITTEE MINUTES MARCH 24~ 2003 - 20 - CITY OF KITCHENER 15. CSD-03-050 - REVISED MAINTENANCE AGREEMENT - WATERLOO REGION CATHOLIC DISTRICT SCHOOL BOARD - RESURRECTION HIGH SCHOOL SPORTSFIELDS - OPERATIONS DIVISION - 2003 OPERATING BUDGET OVER-EXENDITURE (CONT'D) athletic fields. He pointed out that while the City will incur increased maintenance costs, these will be off-set in the long term by savings realized through reduction in capital spending to create new facilities. On motion by Councillor B. Vrbanovic - it was resolved: "That the City of Kitchener assume maintenance responsibilities for the sportsfields at Resurrection High School from the Waterloo Catholic District School Board (WCDSB); and, That subject to the satisfaction of the City Solicitor, the current Sportsfields Use Agreement dated January 1, 2001 be amended to reflect a revised maintenance program and greater scheduling abilities for the City; and, That the Acting General Manager of Community Services be delegated authority to sign the amended agreement with the WCDSB respecting use of the Resurrection High School sportsfields; and further, That an over-expenditure of the 2003 Operations Division operating budget in the amount of $17,400. be approved to cover the costs of increased maintenance of the Resurrection High School sportsfields, as outlined in Community Services Department report CSD-03- 050." 16. ADJOURNMENT On motion, the meeting adjourned at 5:30 p.m. Janet Billett Committee Administrator