HomeMy WebLinkAboutCAO-17-007 - Kitchener-Waterloo - Federation of Canadian Municipalities (FCM) 2019 Board Meeting Request for Proposal
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 13, 2017
SUBMITTED BY: Paul Grivicic, Chief of Staff,519-741-2200 ext. 7795
PREPARED BY: Paul Grivicic,Chief of Staff,519-741-2200 ext. 7795
WARD (S) INVOLVED: All
DATE OF REPORT: January 27, 2017
REPORT NO.: CAO-17-007
SUBJECT: Kitchener-Waterloo Federation of Canadian Municipalities (FCM) 2019
Board Meeting Request for Proposal
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RECOMMENDATION:
1. That the City of Kitchener support the Kitchener-Waterloo joint proposal to host a
2019 Federation of Canadian Municipalities (FCM) Board Meeting; and,
2. That subject to the 2018 Budget deliberation process, up to $20,000 be approved for
the 2019 Kitchener-Waterloo joint FCM should the
proposal be successful; and further,
3. That the Mayor and Clerk be authorized to execute the contract documents between
the City of Kitchener and the Federation of Canadian Municipalities, and any other
documents related to this project.
BACKGROUND:
The Federation of Canadian Municipalities (FCM) has issued a Request for Proposal (RFP)
looking for municipalities interested in hosting either the March or September 2019 FCM Board
meetings (November Board meeting is held
Advocacy Day on Parliament Hill). During the 3-day-long Board meetings, the various standing
committees discuss and develop policy positions on key municipal issues.
Hosting the FCM Board is a unique opportunity for Waterloo Region, as well as the cities of
Kitchener and Waterloo, to showcase to the FCM Board and potentially the Federal
Government what Waterloo Region has to offer. This would include, but is not limited to,
profiling recent investments in our public transit system (light rail, rapid buses and trails), key
networking opportunities with our local tech leaders, and highlighting leading edge
environmental investments in the local area (a site tour of the Sustainable Waterloo Region net
positive building is a possibility).
REPORT:
The Federation of Canadian Municipalities (FCM) has been the national voice of
municipal government since 1901. With over 2,000 members, FCM represents the
interests of municipalities on policy and program matters that fall within federal
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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jurisdiction. The Board of Directors sets policy priorities that reflect the concerns of
municipal governments and affiliate members. It meets quarterly to develop policy
positions on key national municipal issues.FCM has issued a Request for Proposal (RFP)
looking for municipalities interested in hosting either the March 12-15, 2019 or September 10-
13, 2019 Board meetings. The RFP process follows the below schedule:
FCM Call for Monday, December 5, 2016
RFP Closing Date Friday, February 10, 2017 (extended to February 14, 2017 to
accommodate City of Kitchener
RFP Evaluations (FCM staff) February 13-17, 2017
Selection by the Standing Committee on Conference Planning March 14, 2017
Decision by the Board March 17, 2017
The cities of Kitchener and Waterloo previously partnered on hosting a joint FCM Board of
Directors meeting in 2012. Kitchener hosted the meeting/accommodation portions (Crowne
Plaza Kitchener) and Waterloo hosted the reception portions (Canadian Clay and Glass
Gallery). For 2019 the reverse is being proposed.
In accordance with the FCM requirements, the host venue must be accessible to all
participants, have a minimum of 150 guest rooms, the hotel rated three stars or above by the
CAA, and have sufficient meeting room space to accommodate the Board meetings. City of
Waterloo staff has worked with staff from the Delta Waterloo and have determined that the
FCM requirements would be a great fit with Delta Waterloo. Important to note, some overflow
meeting space might be required offsite (Centre for International Governance Innovation
CIGI) which is allowable within the terms of the FCM requirements. Delta Waterloo staff has
confirmed that their facility is currently available for either the March or September dates and
are committed to working with Kitchener and Waterloo staff and FCM staff to ensure the Board
meeting is successful, should the joint proposal be selected.
In terms of the reception facilities, there are many great venue options located within the City
of Kitchener that would be perfectly suited to host a group of this size (approximately 150-200
delegates). The details surrounding the welcome reception and closing dinner venue(s) will be
determined once FCM has made their decision regarding the joint proposal.
In order to ensure our joint proposal is as competitive as possible, it is being proposed that
Kitchener-Waterloo would host either the March 12-15, 2019 or September 10-13, 2019 Board
meetings at the discretion of the FCM Standing Committee on Conference Planning.
In addition to raising the profile of Waterloo Region, as well as the cities of Kitchener and
Waterloo on the federal stage, hosting an event of this magnitude would result in direct
economic benefit to our local economy. It is estimated that the 3-day-long Board meetings
would contribute over $120,000 to the local hotel, catering and restaurant industry.
A site tour of the Sustainable Waterloo Region net positive building is a possibility. Sustainable
Waterloo Region is actively seeking FCM financial support for their state of the art leading
edge net positive building in the David Johnston Research and Technology Park in Waterloo
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opening and the FCM Board meetings may be perfectly suited for a grand opening celebration.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommend
through showcasing our innovative, caring and vibrant city to others across the country. In this
way, others can see our successes and share them across the country.
FINANCIAL IMPLICATIONS:
If the Councils of Kitchener and Waterloo support the Kitchener-Waterloo joint proposal to host
a 2019 FCM Board meeting, staff will submit the joint proposal to FCM for consideration. If
FCM accepts the joint proposal, Kitchener-Waterloo would be responsible for funding the cost
of the welcome reception, closing dinner, local transportation, printing, computer equipment
(including technical support) and other miscellaneous items. Recent host municipalities have
spent approximately $40,000 to host the FCM Board. As such, it is being recommended that
Kitchener would contribute up to $20,000 for its share.
If the Kitchener-Waterloo joint proposal is successful, this funding request will be incorporated
into the 2018 budget process.
COMMUNITY ENGAGEMENT:
INFORM h the agenda in advance of the
Council / Committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not applicable
ACKNOWLEDGED BY: Jeff Willmer, CAO
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