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HomeMy WebLinkAboutCommunity Svcs - 2003-04-07COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 CITY OF KITCHENER The Community Services Committee met this date Chaired by Councillor G. Lorentz, commencing at 3:40 p.m. with the following members present: Mayor C. Zehr and Councillors C. Weylie, J. Smola and J. Gazzola. Councillors M. Galloway and B. Vrbanovic were in attendance for part of the meeting. Officials Present: Ms. P. Houston, Ms. S. Adams, Ms. C. Legault, Ms. L. Eckel-Braun, Ms. J. Zunic, Ms. J. Billett and Messrs. J. Fielding, G. Melanson, F. Pizzuto, R. Weber, K. Baulk and T. Ernst. Ms. C. Legault, Director of Operations, introduced Mr. Brad Wilson, recently appointed as Manager of Maintenance, Operations Division and commented on the expertise he brings with him to the Corporation from his prior municipal government experience. Members of the Committee and those in attendance welcomed Mr. Wilson to the Corporation. 1. CSD-03-057 - 2003 ARTIST-IN-RESIDENCE PROGRAM AND AGREEMENT The Committee was in receipt of Community Services Department report CSD-03-057 dated March 25, 2003 concerning selection of the 2003 Artist-in-Residence and agreement for use of the City's Artist Studio. On motion by Mayor C. Zehr - it was resolved: "That Michael J. Ambedian, local artist, be named as the 2003 City's Artist-In-Residence, as recommended by the Public Art Working Group and the Arts and Culture Advisory Committee; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an agreement with Michael J. Ambedian regarding The License for Artists' Studio, Kitchener City Hall, as set out in Community Services Department report CSD-03-057." CSD-03-061 -ANNUAL GOLF PROFESSIONAL CONTRACT - CITY GOLF COURSE FACILITIES The Committee was in receipt of Community Services Department report CSD-03-061 dated March 24, 2003 concerning an agreement for provision of golf professional services. On motion by Mayor C. Zehr - it was resolved: "That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute an agreement with Mike Martz regarding the provision of Golf Professional Services and other related matters, as set out in Community Services Department report CSD-03- 061 ." CSD-03-065 - NAME CHANGE - EXCLUSIVE SUPPLIER - KITCHENER MEMORIAL AUDITORIUM COMPLEX The Committee was in receipt of Community Services Department report CSD-03-065 dated April 1,2003 concerning a change in name of the exclusive supplier to the Auditorium Complex. On motion by Mayor C. Zehr - it was resolved: "That the change in name of the exclusive supplier to the Kitchener Memorial Auditorium Complex, from Kitchener Beverages Inc. to Kitchener Beverages, Division of Pepsi Bottling Group, be acknowledged." COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 - 22 - CITY OF KITCHENER 4. CSD-03-064 - GRANT REQUEST - PINEBROOK HOLLOW GARDEN CLUB / COMMUNITY GARDEN The Committee was in receipt of Community Services Department report CSD-03-064 dated March 31, 2003 concerning a community garden grant request and agreement to allow the garden to be located on public lands. On motion by Mayor C. Zehr - it was resolved: "That pursuant to Council Policy 1-400, a one-time contribution in the amount of $985. be approved to the Pinebrook Hollow Garden Club for the start-up of the Pinebrook Hollow Community Garden, which includes: a) Services in-kind: transport topsoil, woodchips & sod stripping - $485. b) Cash grant $500.; and further, That subject to the satisfaction of the City Solicitor, the Mayor and Clerk be authorized to execute all necessary agreements with the Pinebrook Hollow Garden Club to allow the Pinebrook Hollow Community Garden to be located on public lands, known as the Pinebrook Hollow cul-de-sac bulb." CRPS-03-061 - REFERRAL OF SAFE & HEALTHY COMMUNITY ADVISORY COMMITTEE RECOMMENDATION FUNDING FOR FESTIVAL OF NEIGHBOURHOODS 10TM ANNIVERSARY CELEBRATION The Committee was in receipt of Corporate Services Department report CRPS-03-061 dated March 31, 2003 concerning a recommendation of the Safe & Healthy Community Advisory Committee to provide a one-time grant to the Festival of Neighbourhoods Steering Committee. On motion by Mayor C. Zehr - it was resolved: "That the Safe and Healthy Community Advisory Committee provide a one-time grant of $5,000. to the Festival of Neighbourhoods Steering Committee to fund a part-time contract Co-ordinator's position in 2003; and, That these funds be allocated from the approved budget of the Safe and Healthy Community Advisory Committee; and further, That the Festival of Neighbourhoods Steering Committee provide a written report to the Safe and Healthy Community Advisory Committee upon conclusion of the 2003 Festival, outlining how the objectives of the Safe and Healthy Community Advisory Committee have been met by supporting the funding request." Councillor M. Galloway entered the meeting at this time. DELEGATION PRESENTATION - KITCHENER-WATERLOO ART GALLERY - UPDATE The Committee was in receipt of the 2003-2005 Strategic Rejuvenation and Implementation Plan of the Kitchener-Waterloo Art Gallery, dated December 2002. Messrs. AIf Bogusky and Tim Wilken, Kitchener-Waterloo Art Gallery, attended to provide an overview of the Gallery's Strategic Financial Plan. Mr. Bogusky reviewed 3 top priority issues relating to revenue generation; image and profile; and a collections management system. He spoke of strategic actions for rejuvenation and the funding required for their implementation, in addition to new operating revenue that will be required over the course of the 3-year plan. He provided information on new revenue generated by the Curator's Circle Program, financial commitments received to date from grant funding and corporate sponsorships, and plans to establish an endowment fund for long term growth. He pointed out that the Plan will be reviewed by the Arts and Culture Advisory Committee and it is intended to bring forward a request for COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 - 23 - CITY OF KITCHENER 6. DELEGATION PRESENTATION - KITCHENER-WATERLOO ART GALLERY - UPDATE (CONT'D) financial support during the City's annual budget process. He expressed appreciation for past support in guaranteeing a line of credit and advised that the line of credit is intended to be retired at some point during the course of the 3 year plan. Mr. Bogusky responded to a number of questions commenting on plans to reduce the Gallery's debt, building corporate sponsorships and fundraising initiatives, and aspects of programs offered by the Gallery. Members of the Committee commended the Gallery for providing a comprehensive document and Mayor C. Zehr requested that a similar presentation be made to the City of Waterloo. CSD-03-056 - ANNUAL UPDATE - J M DRAMA - USE OF THE REGISTRY THEATRE The Committee was in receipt of Community Services Department information report CSD-03- 056 dated March 26, 2003 concerning the operation of the Registry Theatre. The Committee was also in receipt of the 2nd Annual Report of J M Drama dated April 7, 2003, attached to report CSD-03-056. Mr Don Bourgeois, J M Drama, attended to review the second year operations of the Registry Theatre. He pointed out that the Theatre continues to exceed expectations for use and commented on operational and financial challenges associated with use of the facility. He noted that the base rental rate is considered to be too Iow, in part because the facility does not benefit from capped hydro rates, and advised that an incremental increase in the base rate is proposed for the fall of 2003. He reviewed plans for repayment of an outstanding capital loan over the next 3 years and in this regard, presented a cheque in the amount of $25,000. toward the loan. The cheque was received by Ms. Pauline Houston, General Manager of Financial Services and City Treasurer, on behalf of the Corporation. Mr. Bourgeois acknowledged a donation of $10,000. from Heffner Lexus Toyota, included in the loan repayment made this date. He stated that J M Drama continues to be committed to pursuing fundraising initiatives to reduce its debt and advised that a grant has been received from the Ontario Trillium Foundation. He noted that the organization would like to work with the City in future to establish a performing arts education and training facility and to develop a strategic plan to co-ordinate performing arts facilities and programming between the Cities of Kitchener and Waterloo. In response to a question from Mayor C. Zehr, Ms. P. Houston advised that she would review the criteria with respect to capped hydro rates to determine eligibility of the facility to benefit from the program. DELEGATION PRESENTATION ONTARIO TRILLIUM FOUNDATION PROGRAM UPDATE The Committee was in receipt of a document entitled 'Program Guidelines' prepared by the Ontario Trillium Foundation, to be used as a guide in applying for Foundation grants. Ms. Tracey Robertson, Ontario Trillium Foundation, attended to provide an overview of the Foundation's grant program which receives $100 M in annual government funding from Ontario's charity casino initiative. She advised that over $4.5 M in grant funds have been disbursed in the last year in the Waterloo Region and provided a breakdown of allocation percentages awarded in support of arts and culture; environment; human and social services; and sports and recreation. She reviewed goals and eligibility criteria for community and Province-wide program funding, citing examples of collaborative projects undertaken between the City of Kitchener and various community groups. She noted that rural Townships (populations under 20,000) can be singularly eligible to receive grant funding, while larger municipalities benefit through partnership with community group initiatives. Ms. Robertson commented on the high demand for allocation of funds within the Region of Waterloo and requested that the information provided this date be shared with the community at large. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 - 24 - CITY OF KITCHENER CSD-03-019 - CHRISTMAS FANTASY IN VICTORIA PARK - LOAN REPAYMENT / EXPANSION PLAN / STORAGE LOCATION 10. The Committee was in receipt of Community Services Department report CSD-03-019 dated March 28, 2003, and attached correspondence dated April 7, 2003 from the Christmas Fantasy in Victoria Park Committee (CFVP), respecting the Christmas lighting program in Victoria Park. Councillor B. Vrbanovic entered the meeting at this time. Ms. Nancy Crossley, Chair and Mr. Dan Kessig of the CFVP Committee, attended to present an overview of the Christmas lighting program and plans for future expansion in Victoria Park. She pointed out that with respect to the original $200,000. interest free loan provided by the City, the CFVP Committee was not able to achieve a membership objective of 20 service clubs to support full repayment of the loan. She noted that the program is currently operated by 11 service clubs. She stated that the CFVP Committee is asking for financial assistance to deal with the outstanding loan balance of $100,000. to allow existing program funds to be used for expansion plans. An overview of the expansion plans was provided which include increased vandal proofing, extension of hydro access to Roland and David Streets and additional feature displays; and she stressed the importance of rejuvenation to generate new sponsorship interest in the program. Ms. Crossley further advised that the CFVP Committee is requesting permission to use a City-owned facility at 98 West Avenue for storage and maintenance of lighting equipment. The Committee then entered into discussion during which concerns were raised with respect to the financial status of the program, lack of corporate sponsorship and viability of the proposed expansion plans. Following discussion it was generally agreed that a detailed business plan should be developed and efforts made to build corporate sponsorship, prior to making a decision with respect to the CFVP Committee's proposal. On motion by Councillor B. Vrbanovic - it was resolved: "That Community Services Department report CSD-03-019 (Christmas Fantasy in Victoria Park - Lighting Program) be deferred and referred to staff to assist the 'Christmas Fantasy in Victoria Park' Committee with development of a business plan and building corporate sponsorship, in support of continuation and expansion of the lighting program in Victoria Park; and further, That the business plan and an addendum staff report, be presented for consideration to a future meeting of the Community Services Committee." CANCELLATION OF APRIL 7, 2003 DEVELOPMENT & TECHNICAL SERVICES COMMITTEE MEETING Mayor C. Zehr requested that immediate consideration be given to cancelling the April 7, 2003 Development and Technical Services Committee (DTSC) meeting scheduled for 7:00 p.m. this evening, due to adverse winter weather conditions. He pointed out that confirmation of similar cancellations by the City of Waterloo and the local School Boards has been received. Concerns were raised respecting an item scheduled for public hearing respecting Development and Technical Services Department report DTS-03-040 (Zone Change Application ZC 02/38/V/BS and Vacant Land Condominium Application CDM-03201, MennoHomes Inc., 220 Village Road), listed on the April 7 DTSC agenda as Item 7. Ms. L. McDonald, City Solicitor, advised that under Planning Act regulations, the City must give 20 days notice prior to consideration of matters requiring a public hearing. Accordingly, she pointed out that in order to meet legislated requirements, notice of hearing respecting this matter would have to be re- advertised in the event the meeting is cancelled. In response to questions, Ms. Rosemary Pitfield, Director of Communications, advised that immediate arrangements could be made with local media outlets to publicize cancellation of the meeting and to re-advertise the item requiring a public hearing in time to allow its consideration at the April 28, 2003 DTSC meeting. Members of the Committee were in agreement that it would be in the best interest of public safety to cancel the meeting. Staff were directed to take immediate steps to publicize the cancellation, as COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 - 25 - CITY OF KITCHENER 10. CANCELLATION OF APRIL 7, 2003 DEVELOPMENT & TECHNICAL SERVICES COMMITTEE MEETING (CONT'D) well as personally contact the applicant(s) and all registered delegations respecting the item for public hearing; re-advertise the item for public hearing for consideration at the April 28 DTSC meeting; and re-schedule the balance of the April 7 DTSC agenda items. On motion by Mayor C. Zehr - it was resolved: "That the April 7, 2003 Development and Technical Services Committee (DTSC) meeting be cancelled, due to adverse weather conditions in order to ensure public safety and in light of confirmation of evening meeting cancellations this date by the City of Waterloo and the local School Boards; and, That Development and Technical Services Department report DTS-03-040 (Zone Change Application ZC 02/38/V/BS and Vacant Land Condominium Application CDM-03201, MennoHomes Inc., 220 Village Road) be deferred and referred to the April 28, 2003 Development and Technical Services Committee meeting for consideration; and, That staff be directed to make immediate arrangements with local media outlets to provide public announcement of the meeting cancellation and contact be made by telephone with the applicant(s ) and all registered delegations who have expressed an interest in DTS-03-040, to inform of the change in date of consideration of this matter; and, That staff make the necessary arrangements to re-advertise Notice of the Public Hearing respecting DTS-03-040, to comply with regulations of the Planning Act; and further, That staff re-schedule consideration of the balance of the April 7, 2003 DTSC agenda items." 11. CSD-03-058 - FEES AND CHARGES REVIEW - SPORT FIELDS The Committee was in receipt of Community Services Department report CSD-03-058 dated March 26, 2003 regarding proposed fee increases for sport fields. Mr. R. Weber, Manager of Administrative Services and Mr. T. Ernst, Supervisor of Sport Fields, attended to provide an overview of the staff report. It was noted that surveys were conducted and meetings held with user groups to obtain their perspective regarding potential fee increases. The majority expressed a desire not to see a decline in service levels and were accepting of fee increases based on the proposed phased-in approach. In addition, it was pointed out that a 25% fee reduction is proposed for weekend usage of 'A2' fields to encourage greater use of sport fields. A number of questions were responded to concerning the rationale and impact of the proposed fee increases. Councillor M. Galloway requested a recorded vote be taken when the motion was dealt with. On motion by Councillor B. Vrbanovic - it was resolved: "That the six (6) year phase-in plan entitled "Sport Field Fees and Charges Review - Proposed Increases", be approved, as attached to Community Services Department report CSD-03-055; and, That adult groups pay 75% and minor sport groups pay 50% of the service cost to maintain fields; and further, That regular season play on "A2" fields, from Friday to Sunday, receive a 25% discount." The motion was carried unanimously with Mayor C. Zehr and Councillors C. Weylie, M. Galloway, B. Vrbanovic, G. Lorentz, J. Smola and J. Gazzola voting in favour. COMMUNITY SERVICES COMMITTEE MINUTES APRIL 7~ 2003 - 26 - CITY OF KITCHENER 11. CSD-03-058 - FEES AND CHARGES REVIEW - SPORT FIELDS (CONT'D) Note: There is no requirement for giving of notice as no wdtten requests to receive notice have been filed pursuant to Reg. 244/02 - Fees and Charges, of the Municipal Act 12. CSD-03-062 - WILLIAMSBURG CEMETERY - POND AREA DEVELOPMENT The Committee was in receipt of Community Services Department report CSD-03-062 dated March 27, 2003 requesting consideration of an expenditure for development of the pond area at Williamsburg Cemetery. Ms. Lorelei EckeI-Braun, Manager of Cemeteries, attended to present details of the Architect's concept plan, which is designed to appeal to a broad range of customers and provides for a unique 'memory stone' feature at premium cost. An overview of breakdown costs respecting the proposed capital investment was provided and it was pointed out that revenues derived from the sale of lots and niches will be used to repay the investment loan. Ms. Eckel-Braun responded to questions raised concerning viability of premium pricing and advised that market research indicates there is considerable consumer interest in unique, high- end interment features. She stressed that this type of feature is not meant for everyone and those interested are generally not concerned with the cost. Mr. Jeff Fielding, Chief Administrative Officer, added that premium pricing will not generate additional revenues but rather will be applied to pay for the capital investment. On motion by Councillor B. Vrbanovic - it was resolved: "That an expenditure of $217,000. be approved for the development of the pond area at Williamsburg Cemetery to be financed internally, with the loan repaid as revenues accrue from the sale of associated lots and niches." 13. ADJOURNMENT On motion, the meeting adjourned at 5:50 p.m. Janet Billett, AMCT Committee Administrator