HEART OF OUR CITY COMMITTEE AGENDA

DATE: Wednesday, April 8, 2015 LOCATION: Culver City Room TIME: 4:00 p.m. – 6:00 p.m. (Regular Meeting)

1. Approval of Agenda

2. Adoption of Minutes a. March 11, 2015 (Attachment 1)

3. Business Arising from Minutes

a. Think Tank (update) b. Galt Gardens Scope (Attachment 2) c. Visitors protocol (Attachment 3)

4. Strategic a. Sub-Committee Reports:

i. Infrastructure & Parking: (Attachment 4 to be distributed at meeting) ii. Regulatory Change: (Attachment 5)

b. Business Arising from Sub-committees

5. Operational (program & budget)

a. HOCHIP & TRIP (Update) b. Round Street Gateway (Update) c. 3rd Avenue Reconstruction (Update) d. Streets Bylaw (Update) e. Quarterly reports:

i. Planning & Development (Attachment 6) ii. Building Improvement Loan Program (Attachment 7)

f. April 23rd Joint Meeting with DBRZ i. Create agenda

g. Summer meeting schedule

6. What’s Happening

a. Members of the Public b. Lethbridge Regional Police Service c. Entity reports d. Director of Planning & Development e. Planning Initiatives Manager

7. Individual Reports

8. Next Meeting

May 13, 2015 in Culver City Room

9. Future meeting Topics a. Stakeholder consultation strategy/process b. Celebrating success

10. Adjournment

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MINUTES of a meeting of the HEART OF OUR CITY COMMITTEE, held on Wednesday, March 11th, 2015, at 4:00 p.m., City Hall, Council Boardroom with the following in attendance:

CHAIRMAN: Mark Bellamy, Urban Development Institute MEMBERS: Belinda Crowson, Lethbridge Historical Society

Heather McIntosh-Rivera, Economic Development Lethbridge (EDL) John Pogorzelski, Southern AB Ethnic Association (SAEA) Kate Connolly, Citizen-at-large Marko Hilgersom, Citizen-at-large Grace Duff, Chamber of Commerce

Jane Edmundson, Citizen-at-large OTHERS: George Kuhl, Planning Initiatives Manager

Jeff Greene, Director of Planning and Development Brittany Wickenheiser, Recorder REGRETS: Ryan Parker, Councillor Suzanne Lint, Allied Arts Council

Patricia Luu, Citizen-at-large Wallie Desruisseaux, Downtown BRZ

_____________ ________________________________________________________________________ CALL TO ORDER: The meeting was called to order at 4:06 p.m. ADOPTION OF AGENDA: M. Hilgersom moved that the agenda be approved.

CARRIED ADOPTION OF MINUTES: J. Edmundson moved that the minutes of February 11th, 2015 be approved.

CARRIED BUSINESS ARISING FROM MINUTES:

• Round Street Gateway Plans to Council as info for SAEA Tender: o Plans went to Council, tender was passed. o Final documents are being worked on. o Project is expected to be finished by the end of the year.

• LRPS Statistics & Dealing with Downtown Safety & Security: o G. Kuhl spoke with Sgt. Mortensen, an LRPS member will be attending the April 8th HOC

Meeting. o G. Kuhl is working on organizing a date for the Police Chief to attend an HOC meeting.

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o Organize a Think Tank presentation regarding downtown social issues at a future HOC meeting.

• Communication Department- Role in Advertising & Promotion: o J. Greene and G. Kuhl met with the Communications Department to start assembling an

information package for HOCHIP and TRIP. o G. Kuhl is working on creating a stake holder list which will be provided to the

Communications Department who will review and make necessary changes to the language.

o After the document is completed, the draft will be reviewed by the Committee. STRATEGIC: Sub-Committee Reports:

• Downtown Incentives: o Committee has been de-activated. o Jesse Plessis has put together a Classical music week in June, at CASA.

• Infrastructure and Parking: o Food trucks have to be two blocks away from a festival in progress. o Traffic Department consulted with stakeholder groups

• Regulatory Change: o Presented with the finalized new Pending Permit. o Revisited the Streets Bylaw, review will be intensive.

G. Kuhl to provide updates. o Discussed differences between how fees and rules are different for non-profit

organizations versus commercial use, relating to Festival Square. o G. Kuhl to provide more information on Noise Bylaw relating to events held in Festival

Square. • Marketing:

o Communications department is meeting with the Marketing Sub-Committee at next meeting.

o Planning to have a joint meeting with the DBRZ Marketing Sub-Committee. • Common Initiatives:

o Nothing to note. • Business Arising from Sub-committees:

o “Mothball” Incentives Committee: M. Hilgersom moved that the Incentives Sub-Committee be de-activated

until further notice. o “Redeploy” Incentive Committee members:

M. Hilgersom will join the Regulatory Sub-Committee. OPERATIONAL: 2015-2018 Fee-For Service Agreements Update:

• City Solicitors’ office is working on completing the Agreements. o The main difference is that the actual services provided under each of these agreements

will be attached as a schedule. o The roles of the Ambassador Program have been adjusted.

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o Once the HOC receives signed agreements, they will be made available to BRZ to sign. After BRZ signs the agreements, they will come back to the COL and the Mayor and City Clerks will sign them.

• HOCHIP & TRIP Update: o Programs were not ratified at last City Council meeting. o There was an issue with eligibility of a particular land owner. o HOCHIP and TRIP are going to City Council on Monday.

• City Council Presentation- Strategic Directions: o Copy of presentation has been included for Committee’s reference. o The presentation was delivered on February 17, 2015.

• Activity Grant: o Activity schedules are going to be available at the Home and Garden Show booth, as

well as on the City website. • Set date for next Joint HOC-DBRZ meeting:

o AGM is at 6:00 pm on March 30th at the Penny Building, if any committee members would like to attend.

o Joint breakfast meeting at City Hall on Thursday April 23rd from 7:30-9:00 AM. • Review Galt Gardens Concept Plan Scope:

o Role for HOC: It’s proposed that three members of the HOC would be part of the steering

committee along with a council representative, R. Parker. o Horticultural Society to be added to Project Stakeholders. o Change wording under purpose from “north half” to include how Galt Gardens relates to

its environment. o Target completion dates to be changed to 2015. o Review at next Infrastructure and Parking Sub-Committee meeting.

• Protocol for Inviting Public into the conversation at HOC meetings: o Change the wording in a3 and a9 from “decision” to “suggestions, actions, or feedback.” o Change the wording in b6 from “decision” to “if an action or suggestion requires further

work or research.” o Add item stating that if there is reading material, it needs to be sent in advance so that

it can be circulated among Committee members. o B. Crowson moved that the procedures for visiting members of the public be approved

with amendments. CARRIED

WHAT’S HAPPENING: Members of the Public:

• Nothing to note. Entity Reports: Citizen-at-large (K. Connolly):

• Annual One Act Festival is taking place on Friday March 13, 2015. • Winning play will go on to represent the region at the Provincials in Red Deer in May.

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Citizen-at-large (M. Hilgersom): • Nothing to note.

Economic Development Lethbridge (H. McIntosh-Rivera):

• EDL’s AGM is at the end of the month, the board is working hard to find a new CEO. Citizen-at-large (J. Edmundson)

• Nothing to note. Lethbridge Historical Society (B. Crowson):

• International Film Festival is starting at the Library next week. • Jane’s Walk is May 1-3, 2015. • Instagram Photography Downtown Tour:

o Organizing a tour downtown of interesting photography locations. Chamber of Commerce (G. Duff):

• Nothing to note. Southern AB Ethnic Association (SAEA) (J. Pogorzelski):

• AGM was on Monday, they elected a new executive. • Moving forward with new office building, target completion date is February 2016. • 39th Annual International Dinner and Dance is coming up.

Planning Initiatives Manager (G. Kuhl):

• Nothing to note.

ACTION:

ADMIN:

• Organize a Think Tank presentation regarding downtown social issues at a future HOC meeting.

• Provide more information on Noise Bylaw relating to events held in Festival Square. • Make changes to Galt Gardens Concept Plan Scope. • Review Galt Gardens Concept Plan Scope at next Infrastructure and Parking Sub-

Committee meeting. • Make changes in wording to the Protocol for Inviting Public into the conversation at

HOC meetings. NEXT MEETING: The next regular meeting, will be held Wednesday, March 11, 2015 from 4:00 – 6:00 p.m. ADJOURNMENT: Meeting adjourned at 5:40 p.m.

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Scoping Document Galt Gardens Master Plan Concept Design

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Version Date

04/01/2015

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Project Name: Galt Gardens Master Plan Concept Design

Project Acronym or No.

Project Sponsor Jeff Greene

Target Project Completion Date 12/31/2015

Project Manager George Kuhl

Goals /Purpose Statement

Purposes: 1) To prepare a concept plan for the north half of Galt Gardens, in the context of its local environment, as the first step in the next phase of park redevelopment (lifecycle); and

2) to derive order of magnitude costing of the preferred plan, in order to identify financial requirements for the next Capital Improvement Program (CIP).

Goals: 1. To continue improving the Downtown Public Realm; 2. To create a concept plan that comprehensively describes the actions required to

ensure that any improvements to Galt Gardens address recognized and emerging social gathering & recreation needs bearing in mind its historical and public realm aspects; and

3. To establish a process that ensures the appropriate level of community involvement so that any future redevelopment/revitalization of this City landmark is in alignment with community values.

Objectives & Performance Measures

Objectives/Deliverables Performance Measures

1. Establish exact plan boundaries 1. Plan area map created

2. Establish and document project resources and Project Manager

2. Project Manager appointed and budget created

3. Ensure alignment with Heart of our City Campaign and community planning expectations

3. Project steering committee established, members appointed; internal & external stakeholders identified; respective roles identified

4. Establish target date for project 4. Project timetable established

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Scoping Document Galt Gardens Master Plan Concept Design

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completion

5. Identify opportunities and issues 5. Opportunities/issues included in RFP

6. Establish key deliverables including: a. project work plan; b. mapping; c. interim report including a maximum

of 2 alternative designs; and d. final report including;

i. an implementation strategy with high level budget;

ii. recommendations including identification of next steps

6. Create RFP to engage design consultant/design charette facilitator

7. Advertize RFP 7. Consultant selected, hired & project schedule finalized

8. Project started-up and carried out according to project work plan

8. Project manager to ensures project carried out on time and on budget according to approved work plan

9. Project Completion 9. Interim report received

10. Final report with recommendations created and presented

Scope

Consultant “IN” Scope Consultant “OUT” of Scope

1. Consultant Work Plan 1. Identification of the range of uses/activities which the concept should consider

2. Community Consultation Plan (w/steering committee)

2. Detailed construction budget

3. Community consultation according to approved Communication Plan

a. Multi-pronged consultation process b. Stakeholder Design Charette

4. Alternative concept designs

5. Order of magnitude costing

6. Implementation Strategy

7. Recommendations/next steps

High Level Milestones Target Completion Dates

1. RFP distribution and consultant hiring June 2015

2. Community consultation September 2016

3. Interim Report November 2016

4. Final Report December 2016

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High Level Cost Estimates Category

(Itemize as necessary) Total

(for entire project)

Consultant Expenses (consultation, design concept, technical, etc.)

$45,000

In-house $ 5,000

Funding Source

Heart of Our City Fund $50,000

Core Team Members Team Position

Role on Project

Effort

(estimate in days)

Duration (weeks)

Political Sponsors

Steering committee Heart of Our City Committee (3) City Council (1)

5 half days (2.5 in total)

Project duration (+/- 24 weeks)

Director of Planning & Development

Project Sponsor & Advisory 2.5 24

Planning Initiatives Manager

Project Manager 15 30 (includes time prior to project commencement & following completion)

Parks Manager Parks Planning Manager Recreation & Culture Program Manager

Project Team

10 including: meetings as the project team, meeting with the steering committee, meeting with the consultant & meeting with stakeholders

30 (includes time prior to project commencement & following completion)

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Scoping Document Galt Gardens Master Plan Concept Design

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Project Stakeholders Stakeholders Interests & Needs

1. City Council 1. Community Interests in alignment with Council’s strategic Plan

2. General Public 2. Major public amenity

3. Parkland Development Manager; Parks Operation Manager, Facility Operations Manager; Facilities Planner

3. Parkland development; parks operations, maintenance & facility management

4. Transportation Manager - staff 4. Parking issues/opportunities

5. LRPS 5. Safety & Security (CPTED)

6. Social & Community Development 6. Social issues

7. Community Planning 7. PRATS; MDP & ICSP linkages

8. Lethbridge Historical Society 8. Significant historic resource

9. DLBRZ Board & CEO 9. Major attraction and event space for Downtown visitors

10. Lethbridge Horticultural Society 10. Vegetation/planting

11. Rotary &/or other user groups 11. Potential users & sponsorship partners

Assumptions & Constraints

Assumptions Constraints/Risks

1. That changes are desirable in the north ½ of Galt Gardens and vicinity to enhance the people oriented aspect of the park

1. Budget estimate will not permit too much consultant work or an extensive public consultation effort

2. That the HOCRC should take the lead in developing a concept plan

2. Project likely to raise both public expectations and angst

3. Potential for underground parking facility should be considered

3. Reluctance from community

4. Design could utilize some recommendations in the Public Realm and Transportation Study

4. Design program may not consider opportunities such as: potential tourist info / shuttle bus centre; underground parking; relocation of train locomotive from Health Unit Site

5. North Regional Park surveys may provide some insight into public programming

6. ICSP/MDP – may provide insight into the role(s) of Galt Gardens

5. City staff will design and manage the community/stakeholder a consultation plan internally

6. City staff will identify an implementation strategy including recommendations

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and next steps

Acceptance & Sign-off Prepared By: Planning Initiatives

Manager, George Kuhl,

Title & Name Signature Date

Approved By: Project Sponsor Director of Planning &

Development, Jeff Greene

Title & Name Signature Date

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March 11, 2015

Whereas the Heart of Our City Committee, being a Standing Committee of Lethbridge City Council; and

Whereas the purpose of the Heart of Our City Committee is to champion Downtown Lethbridge through implementation of the Integrated Community Sustainability Plan/Municipal Development Plan; the Heart of Our City Master Plan and the Downtown Area Redevelopment Plan; and to provide strategic leadership in accordance with City Council’s Strategic Plan; and

Whereas the Heart of Our City Committee, in its role as Downtown Champion, wishes to engage with and be as accessible as possible to members of the general public;

Now therefore be it resolved that:

The Procedures for Visiting Members of the Public indicated in Schedule 1 attached hereto be approved.

Moved by: Belinda Crowson

Date: March 11, 2015

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SCHEDULE 1

HEART OF OUR CITY COMMITTEE Procedures for Visiting Members of the Public

A. Statement of Purpose

The purpose of these procedures is to provide the Heart of Our City

Committee Chair and Members with a method to receive, acknowledge

and listen to members of the public who wish to speak with or otherwise

engage the Heart of Our City Committee.

B. Procedures

In the event of a member or members of the public attending a regular

Heart of Our City Committee meeting and wishing to speak with the

membership, any such person or persons will be requested to comply with

the following:

a. Scheduled Appointment 1. Provide notice to the Planning Initiatives Manager or Chair of the

Heart of Our City Committee 1 week prior to the meeting they wish

to attend;

2. State the purpose of their attendance and or the topic they wish to

address with the Heart of Our City Committee membership and the

expected amount of time required normally to a maximum of 15

minutes;

3. Indicate if suggestions, actions or feedback are required of the

Heart of Our City Committee

4. The topic will normally be added to the agenda for the next meeting

where possible;

5. If information about or research on the topic is required, there may

be a delay in presenting to the Heart of Our City Committee until

the required information is available;

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6. Upon arrival at the designated meeting the visiting member or

members of the public are asked to introduce themselves to the

Chair;

7. The Chair will advise the visiting delegation of the place on the

agenda where the delegation may address the Heart of Our City

membership and will call upon the delegation when that part of the

agenda is reached.

8. The delegation will be given the allotted time to address the Heart

of Our City membership and may be asked to respond to questions.

9. Upon completion of the presentation and question period, the

delegation will be thanked for the presentation and if a suggestion,

action or feedback is required, the delegation will be advised about

when a decision might be forthcoming from the Heart of Our City

Committee.

b. Impromptu 1. Upon arrival at a regular meeting of the Heart of Our City

Committee a member or members of the public wishing to address

the membership are asked to introduce themselves to and provide

the Chair with information on the topic to be addressed.

2. At the discretion of the Chair, the member or members of the public

wishing to address the membership may be allowed to address the

membership at an appropriate time during the meeting.

3. Anyone allowed to address the Heart of Our City Committee will be

limited to five (5) minutes unless otherwise permitted by the Chair

or at the request of the membership.

4. Upon expiration of the allotted time, the delegation may be asked to

respond to questions from the membership.

5. Upon completion of the presentation and question period, the

delegation will be thanked for the presentation.

6. If an action or suggestion requires further work or research with

regard to the matter presented, the membership will normally refer

such a matter to a future meeting in order to allow time to research

or otherwise consider the request.

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MINUTES

Heart of Our City – Regulatory Change Sub-committee Meeting Minutes, March 24, 2015 In attendance: John Pogorzelski, Sub-committee Chair Belinda Crowson, Sub-committee Member

Jane Edmundson, Sub-committee Member Marco Hilgersom, Sub-committee Member

George Kuhl, Planning Initiatives Manager Start time: 4:30pm

1. Agenda adopted 2. Review/adoption of minutes from February 24 meeting

• John asks for confirmation on food truck proximity rules during events – George clarifies

• John asks about status of feedback form for HOC grant recipients – George will write up and bring back to committee

3. Streets Bylaw review update: George reports that weekly meetings are ongoing

• Currently examining patio bylaw with regards to two types of patios (permanent and temporary)

• Further updates forthcoming – George will bring bylaw updates to subcommittee for feedback

4. Downtown Development Corporation • Belinda presented her research on development corporations in

other communities • Needs Analysis would have to be done to assess aspects that

would be most beneficial for Lethbridge specifically • George says he and Jeff Greene have already discussed the

municipal legality of a development corporation • Discussion around how long other cities have had such

corporations running (in most Canadian cities –excepting Charlottetown - development corporations are newer)

• Brainstorming of key objectives/actions if such a corporation was proposed for Downtown Lethbridge

• Discussion of how the structure of such a corporation would be different than current HOC/BRZ – arms length from city council, self-funding, etc – an evolution of these entities to an expanded role

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• Discussion of how a Downtown Omnibus Bylaw could eventually be

a project for the future development corporation • Belinda will present her research and the sub-committee’s main

discussion points to larger HOC committee on April 8, 2015 5. Future regulatory process matters: Discussion of need to assess charges

relating to events in Festival Square for businesses vs. non-profit organizations

• John will bring booking documents/invoices from previous events to next sub-committee meeting for rates to be examined

• George suggests that a package be prepared regarding a proposed reduction in rates for non-profit organizations to present to city council for 2016, including a recommended rate discount, assessment of city staffing costs related to Square events, and outside support from non-profit organizations

Meeting Adjourned End time: 5:40pm

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FOLDER TYPE 1ST QUARTER 2ND QUARTER 3RD QUARTER 4TH QUARTER YEARLY TOTALS

Building Permits 3 3Building Values $715,000.00 $715,000.00Compliance Letters 1 1Development Permits 5 5Electrical Permts 7 7Gas Permits 0 0Heating Permits 5 5Plumbing Permits 7 7Portable Sign Permits 3 3Zoning Letters 0 0

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Date Disbursed Loan Number Loan Amount Interest Grant Balance BusinessBALANCE FORWARD $17,981.50

January 8, 2015 BIL-LTBR36 $10,000.00 $774.35 $17,207.15 Transylvania Holdings Ltd (The Eastern Bloc)February 9, 2015 BIL-LTBR37 $15,000.00 $1,168.98 $16,038.17 Funky Petals

February 24, 2015 BIL-LTBR38 $10,000.00 $751.65 $15,286.52 She Apparel & AccessoriesFebruary 24, 2015 BIL-LTBR39 $15,000.00 $1,168.98 $14,117.54 Dove Christian Supply

January 1 - March 31, 2015

Contract Term November 17, 2011 to December 31, 2014Lethbridge Business Improvement Loan Interest Quarterly Report

Contract Term January 1, 2015 to December 31, 2018

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