HomeMy WebLinkAboutCAO-18-018 - Business Plan Status Update - Aug 2018REPORT TO:Financeand Corporate Services Committee
DATE OF MEETING:November 5, 2018
SUBMITTED BY:Kathryn Dever,Director Strategy & Corporate Performance,
519-741-2200 ext. 7370
PREPARED BY:Jennifer MacLean,Corporate Planning Analyst,519-741-2200 ext. 7263
WARD (S) INVOLVED:All Ward(s)
DATE OF REPORT:October 16, 2018
REPORT NO.:CAO-18-018
SUBJECT:Business Plan:Status Update August2018
___________________________________________________________________________
RECOMMENDATION:
For Information
BACKGROUND:
The City of Kitchener 2018 Business Plan sets out the corporate work to be undertaken in 2018
and 2019. The Business Plan is intended to meet community expectations, respond to emerging
issues and make progress on the priorities in the 2015-2018 Strategic Planin order to build an
innovative, caring and vibrant community.Having staff commitment to integrate this work into
the ongoing operation of the organization provides a management framework that createsclarity
and focus for following through on the promises made to the community in the Strategic Plan.
Approximately 94ongoing
operations. The remaining 6 percent is allocated to strategic projects and initiatives. The status
of projects on the Business Plan is reported to Council three times per year, and progress for
ongoing initiatives is reported annually at year-end.The intention of sharing this information
regularly with Council and the public is to demonstrate transparency andaccountabilityfor this
work. This report providesCouncil with an update on the status of the active business plan
projects as of April 30, 2018.
REPORT:
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In total there are 123ongoing items and projects in
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the 2018 Business Plan. Of these, 78 projects were
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in progress as of August 31, 2018 as illustrated in
the adjacent chart. Eightprojects have been
completed and 55 projects are on track.
A full listing of all active projectson the 2018
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Business Plan and their status as of August 31,
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2018 can be found in Appendix A: Business Plan
Status Update August 2018.
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*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
IF1 - 1
The three projects completed in this reporting period include:
1.Boulevard Beautification Guidelines (NB53): The Boulevard Beautification bylaw was
approvedby Council in June2018. This bylaw and a resident how-to guide providethe
opportunity forresidents to usedifferent materials, ground cover and plantings as an
alternative to sod on city boulevards.The processof beautifying and greening a boulevard
positivelyimpacts on our community it supportssustainability, provideslow-maintenance
alternatives, and bringsneighbours together through placemaking.
2.Neighbourhood Events(NB52):The City of Kitchener encourages residents to host and
participate in special events within their community, which fosters neighbourhood spirit and
encourages community connections and a sense of belonging. Supporting initiatives
including the street party guide, special event by-law review and street party insurance
package weredeveloped by staff and were approved by Council in June 2018.
3.Community Centre Facility Needs Review (NB35):The review has been completed. This
is a technical document that includes working information for staff on the community center
inventory. The information gathered will be used to inform the Leisure Facilities Master Plan
update which will go to council in 2019.
Twelveprojects in this reporting period have new expected completion dates and threeprojects
have completion dates to be determined due to vacancies in key staff positions, resource
constraints and time needed for coordination of work between stakeholders,as listed below.
The status of these projects is expby the next reporting period.
1.Neighbourhood Places Program Public Seating program (Apr-2019)
2.Electronic Agenda Management (Dec-2020)
3.Online Business Licensing (Dec-2019)
4.Heritage Best Practices (Dec-2019)
5.Parking Payment Technologies (Dec-2018)
6.Complete Streets Policy (Aug-2019)
7.Grand River Park Phase 1 (Apr-2019)
8.Implementation of the South Kitchener District Park Master Plan Phase 1 (Dec-2019)
9.Sustainable Urban Forest Management Program (Apr-2019)
10.Iron Horse Trail Improvement Strategy Central Section (Dec-2018)
11.Year-round Maintenance of Trailsand Pathways Around Schools (Aug-2019)
12.Community-Wide Tree Planting & Donation Program (Apr-2019)
13.E-Tendering (TBD)
14.Purchasing Procedures to Support New Bylaw (TBD)
15.Make It Start Advanced Manufacturing Incubator (TBD)
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
IF1 - 2
FINANCIAL IMPLICATIONS:
None
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Dan Chapman, Chief Administrative Officer
Appendix A:Business Plan Status Update
Separate attachment
IF1 - 3
2018 Business Plan Status Update As of August 31, 2018
COMMUNITY SERVICES DEPARTMENT
Gloria MacNeil(519) 741-2200 ext. 7952
By-Law Enforcement
NB53Boulevard Beautification Guidelines Status as of Aug 31st 2018:
COMPLETED
Dec-2018
Expected Completion:
Description:
Recent Progress:
Review and develop guidelines which will allow
Staff took a report to Council with a proposed bylaw on Boulevard
residents flexibility in using different materials,
Beautification and a How to Guide for residents. The bylaw was
ground cover and plantings as an alternative to
approved at Council in June 2018.
sod on city boulevards. This action supports the
Next Steps:
vision for lovemyhood by creating a system
where residents can take the lead in these
beautification projects.
CS03Responsible Pet Ownership Strategy Status as of Aug 31st 2018:
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Work in conjunction with City of Waterloo and
Staff havedeveloped alist of questions relating tolicensing,
KW Humane Society to development a series of
microchipping andbest practices. Staff have begun contactingother
actions to encourage responsible pet ownership.
municipalities whocurrently licensecats to requestinformation
specific tothelicensing, microchippingand spay/neuter clinics they
mayhavein their municipalities.
Next Steps:
Researchavarietyofoptionsandbestpracticesusedbyother
municipalitiestobetter control thecat population and increasethe
abilitytoreturncatstotheir owners whentheybecomelost
(including, but notlimitedto: licensing, microchipping, spayand
neuter clinics.)
StaffwillbereportingbacktoCouncilwiththe results ofthebest
practicesresearchand a recommendationon which option, or
combinationofoptionstheCityshouldpursueinearly2019.
CS56Administrative Monetary Penalties Strategy (AMPS)Status as of Aug 31st 2018:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Research and development of removing the
City ofKitchenerandCity ofWaterloocontinue towork togetherand
parking ticket process from the Regional Court
moveforward with thedevelopment and implementationof theAMPS
House and implementing an internal process
program. To date we havedeveloped anAMPS Bylaw, a Screening
that could be shared with Waterloo, resulting in
and Hearings Bylaw, a procedural Bylaw, a fees chartandhave
a more efficient and customer-focused process.
begun workingonthedevelopment ofanewcontractwith theMTO. A
reportwas recently taken toCouncil authorizingthe Director of
Enforcementtosignagreements with theMTO for the purposes ofan
AMPS agreement.
Next Steps:
ReporttoCouncilinlate2018,early2019withanoutlineofthe
AMPSprogramtaffare currently workingon the development of
the Screening andHearing Officer positions as well aslocationof
hearings.St aff arealso working onthesoftware thatsupports our
ticket process and makingthenecessary changes ontheback endof
the software tosupport theimplementationof AMPS.
IF1 - 4
Jana Miller(519) 741-2200 ext. 7231
Corporate Customer Service
Status as of Aug 31st 2018:
OG22Advance CRM Technology
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
This action supports the Customer Service
Timeline for upgrade, integration of CRM to City Works has been
Strategy principle of channel integration. This
completed; work underway on both projects. Secured upgrade
work focuses on developing a prioritized
requirements and materials from CRM vendor. Vendor/City
roadmap/work plan for all initiatives required to
discussions, preliminary planning and budget completed for building
integrate the LAGAN/CRM software with other
out the capability of the CRM to back an online customer service
key corporate systems. Deliverables will include
portal.
the development of a strategy to assess
Next Steps:
corporate business lines to be brought on to
CRM over time. This work is critical to the
Key projects proceeding this fall include upgrade to Lagan software
development of a future online portal.
(to same version as The Region)and integration of CRM to CityWorks
software will be undertaken in fall of 2018. Anticipated completion by
end of year.
OG23Close the Loop with Citizens Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
This action supports the Customer Service
Close the Loop (auto-notifications to citizens) pilot developed and
Strategy principle of customer interactions. Use
launched in mid-May 2018 for long-term parking requests. 127 users
the information obtained through the Corporate
to date, 74% satisfaction rating. Formal project now launched with
Customer Service Review to develop a strategy
Bylaw and IT,to initiate expansion of auto-notifications to citizens to
outlining how final resolution to service
cover more Bylaw complaints related to parking.
interactions will be communicated to citizens,
Next Steps:
when possible.
Develop timeline/ project plan for expansion of close the loop pilot to
more parking requests.A dditional priorities for expansion of auto-
notifications to other City services to be identified as review findings,
and the scope of the online portal project (which also allows for auto-
notifications), are known early next year.
OG21E-Services Strategy Engagement and Refreshed Status as of Aug 31st 2018:
ON TRACK
Roadmap
Dec-2019
Expected Completion:
Description:
Recent Progress:
This action supports the Customer Service
Three e-services focus groups with staff completed as part of the
Strategy principle of channel availability.
review. Ongoing consultation with citizens until end of Aug.
Engage citizens to determine their preferences
Next Steps:
for new e-services and develop an updated,
prioritized e-services roadmap and work plan.
Analysis of data from citizen and staff engagement through Customer
Service Review to be completed. Conduct facilitated session with
CLT this fall to develop review recommendations for e-services.
OG12Customer Service Review Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
This action supports the Customer Service
Internal staff engagement campaign, including a survey, focus groups
Strategy principle of efficiency and
and one-on-one interviews has been completed - 1,600+ staff have
effectiveness. This work focuses on
participated. Citizen engagement campaign underway until end of
understanding the service challenges and
August. Developed plan to involve Corporate Leadership Team in
opportunities across the organization and from
development of review recommendations.
Next Steps:
include a comprehensive internal customer
service review, external citizen engagement
Analysis of staff and citizen engagement data to take place this fall.
campaign, employee campaign, and
Comprehensive plan to involve CLT in development of review
development of a service brand.
recommendations to be implemented this fall. Comprehensive review
report and recommendations to be developed for presentation to
Council early in new year.
IF1 - 5
Jon Rehill(519) 741-2200 ext. 5500
Fire
Status as of Aug 31st 2018:
CS24Regional Emergency Communications Centre
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Incorporate the recommendations from the
The Kitchener Fire Department and other local fire service
regional emergency communications centre
stakeholders continue to have regular meetings to advance the next
report.
phase of the regional emergency communication centre model.
Next Steps:
See CS61 Replacement of Fire Department Dispatch System.
Status as of Aug 31st 2018:
CS61Replacement of Fire Department Dispatch System
ON TRACK
Aug-2019
Expected Completion:
Description:
Recent Progress:
Implement the Intergraph Computer Aided
Intergraph has delivered the configuration and deployment planning
Dispatch (CAD) system with Waterloo Regional
workshops to the Project Team. The User Acceptance testing is
Police Services to enhance interoperability
complete. Mapping, response rules, and deployment models for the
between the two public safety agencies. The
new CAD system are being finalized.
current CAD system is approaching the end of
Next Steps:
its life cycle and must be replaced.
The project team continues to work on aligning the operation
processes between WRPS and KFD dispatch services. Staff are
developing training resources for KFD staff. Staff are also currently
involved with establishing the plan for integration of our current
records system with the new CAD.
Mark Hildebrand(519) 741-2200 ext. 7687
Neighbourhood Programs & Services
NB52More Neighbourhood Events Status as of Aug 31st 2018:
COMPLETED
Dec-2018
Expected Completion:
Description:
Recent Progress:
Step by step street party guide, special event by-law review and street
lovemyhood strategy and supports the
party insurance package developed and approved by Council June
implementation of creating simple steps to
2018.
follow when residents are working with the City
Next Steps:
to organize an event, especially street parties.
Status as of Aug 31st 2018:
NB35Community Centre Facility Needs Review
COMPLETED
Dec-2019
Expected Completion:
Description:
Recent Progress:
A review and analysis of community centre
Needs review has been completed and final copy, including
space and program needs geographically
recommendations forwarded to inform the Leisure Facilities Master
across the city. Any recommendations for
Plan.
additional community centre facilities or
Next Steps:
enhancements to existing community centres
will inform the next Leisure Facilities Master
Plan.
IF1 - 6
Mark Hildebrand(519) 741-2200 ext. 7687
Neighbourhood Programs & Services
Status as of Aug 31st 2018:
NB44Community Centre Audit Implementation
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
The community centre section completed a
Sectionalrecognition/reward committee hasbeenformedincluding
significant audit with immediate, short-term, mid-
part-time and full-timestaffthroughout the communitycentresection.
term and long-term recommendations. Review
A culture of trust and collaboration continues in the section - shown in
and implementation of these recommendations
Leadership meetings, staff initiatives (e.g., staff bbq's) and
will consist of a substantial body of work.
recognition activities (e.g., Bravo Cards).
Next Steps:
(includinghoursofoperation/weekenduse, and rentals), as well as
the Neighbourhood Association Affiliation Policy.
NB50 Status as of Aug 31st 2018:
ON TRACK
Greening Program
Apr-2019
Expected Completion:
Description:
Recent Progress:
Internal project team developed and meetings scheduled .
lovemyhood strategy and supports the
implementation of improvements to public
Next Steps:
spaces in the city (specifically neighbourhood
Engagement plan isbeing developedfor winter2018 tobe
greening efforts such as adopt a park, trail,
implementedinQ42018 and continued inQ1and Q22019 andwill
garbage can, clean-up days, etc), with a focus
cover the NeighbourhoodPlacesprogram(including
on providing simple steps for residents to follow
Neighbourhood Greening, Neighbourhood Seating, and Resident
when working with city staff to make
LedPublic continues withstafftofinalizetheproject
neighbourhood improvements.
charter, scope, timelines anddeliverables.
Status as of Aug 31st 2018:
NB42Doon Pioneer Park Community Centre Expansion -
ON TRACK
Design & Construction
Dec-2018
Expected Completion:
Description:
Recent Progress:
Commencement of the design and construction
Design and construction contractsawarded.Necessary
of expanded space at the Doon Pioneer Park
arrangements made toensure Kitchener Public Library remains open
Community Centre, including a gymnasium and
during construction.
other program and partner spaces, to meet the
Next Steps:
needs of the growing community.
Construction planned tobegin fall2018. Groundbreakingplanned fall
2018.
NB48Snow Angel Program Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
This action is a recommendation from the city's
Researchand engagement complete
lovemyhood strategy and supports the
implementation of a program that promotes
Next Steps:
neighbourhood safety by connecting volunteers
with those who need assistance clearing snow Marketing and communications plans will be developed (for review by
away from sidewalks and driveways.
department management) to encourage residents to 1) help a
neighbour who needs assistance shoveling snow and 2) recognize
their Snow Angel. A guidebook for Snow Angels is being developed
and will be launched on lovemyhood.ca before the end of December
2018.
IF1 - 7
Mark Hildebrand(519) 741-2200 ext. 7687
Neighbourhood Programs & Services
Status as of Aug 31st 2018:
NB51
DELAYED
Program
Apr-2019
Expected Completion:
Description:
Recent Progress:
Internal project team developed and meetings scheduled.
lovemyhood strategy and supports the
implementation of improvements to public
Next Steps:
spaces in the city (such as more benches or
Engagement plan isbeing developedfor winter2018 tobe
rest stops, improvements at bus stops, better
implementedinQ42018 and continued inQ1and Q22019 andwill
shading or lighting), with a focus on providing
cover the NeighbourhoodPlacesprogram(including
simple steps for residents to follow when
Neighbourhood Greening, Neighbourhood Seating, and Resident
working with city staff to make neighbourhood
LedPublicWorkcontinueswithstafftofinalizetheproject
improvements.
charter, scope, timelines anddeliverables.
Kim Kugler(519) 741-2200 ext. 7544
Sport
SE25Asset Management Plans for Golf Status as of Aug 31st 2018:
ON TRACK
Aug-2019
Expected Completion:
Description:
Recent Progress:
Develop the first phase of a detailed asset
Completed inventory ofall golf related assets and have been actively
management plan outlining the current state of
working with ourGISteam toadd pointfeatures in our ESRIsystem.
assets within the scope of the plan as well as
Next Steps:
the data requirements necessary to create a
Once the inventories arefinalized, the following attributeswillbe
long-range lifecycle management plan. These
completed:Installation Date; Value; LifecycleFromthere Section 4
plans will support data-driven decisions and
balance maintenance activities to the expected State ofthe Local Infrastructure of theAMPs for Golf will be
levels of service within the asset category.
completed.
Status as of Aug 31st 2018:
CS66Leisure Facilities Master Plan
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
The Leisure Facilities Master Plan (LFMP)
Staff and stakeholder engagement sessions and interviews are
provides the foundation for investment in
complete. The Community Centre Needs Assessment is complete
existing leisure and recreation facilities and
and recommendations have been prioritized for the LFMP. A review
services and determines future facilities and
of current recreation/leisure inventory is complete. Hours of use data
services within the City of Kitchener. The final
for diamonds, gymnasiums, arenas and pools has been collected and
plan will provide recommendations on new
will be included in the data report. Population growth and
facilities to be incorporated into the
demographic data was provided by GIS and will be included in the
development charges by-law.
data report.
Next Steps:
The final data report and analysis is expected to be complete
September 2018. The data will be used by the project team to draft
recommendations and the indoor/outdoor priority list in October 2018.
Public consultation is scheduled for December 2018.
IF1 - 8
CORPORATE SERVICES DEPARTMENT
Colleen Collins(519) 741-2200 ext. 7094
Corporate Communications & Marketing
Status as of Aug 31st 2018:
OG15Community Engagement Policy
COMPLETED
Apr-2018
Expected Completion:
Description:
Recent Progress:
Development of a Council policy for Community
On January 29, 2018, Council approved the Community Engagement
Engagement that provides direction and
Policy (GOV-COU-2010) as presented. Staff groups are currently
guidance to ensure that responsibilities to
being notified of the new policy with additional outreach plans in place
effectively communicate, consult and engage
to drive awareness and support.
the community are fulfilled.
Next Steps:
OG20Parks, Playgrounds and Trails Community Engagement Status as of Aug 31st 2018:
ON TRACK
Review
Dec-2018
Expected Completion:
Description:
Recent Progress:
Internal discussions have identified the scope and goals for the
lovemyhood strategy and supports the
project, as well as staff stakeholders.
implementation of improvements to public
Next Steps:
spaces in the city by prioritizing the way the city
engages with residents in the development or
Staff are currently developing a project plan scheduled to begin this
redevelopment of neighbourhood parks, fall.
playgrounds and trails. There will be a focus on
serving the specific needs of residents in terms
of ages, interests, abilities and cultural
backgrounds.
Status as of Aug 31st 2018:
OG16Community Engagement Plans, Tools and Resources
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Development of community engagement plans,
Tools are being developed and tested on an ongoing basis including
tools templates and resources to support staff
engagement plan and workshop templates. A new online engagement
in effectively informing and engaging citizens.
platform has been secured to expand our capacity to deliver digital
Initial deliverables will include an intranet
engagement.
presence with engagement plan templates,
Next Steps:
checklists for public meetings, survey
development and online engagement, and
Staff will continue testing and refining these tools, and developing
FAQs.
additional templates such as evaluation forms. Next steps include
design and integration with existing communications templates, and
developing supporting materials to accompany the launch of the new
online engagement platform this fall.
OG24Municipal Response to the Truth and Reconciliation Status as of Aug 31st 2018:
ON TRACK
Commission Calls to Action
Dec-2019
Expected Completion:
Description:
Recent Progress:
This project will result in a potential municipal
Staff are continuing outreach and coordinating with other regional
response for Council consideration to the 2015
municipalities. Staff are collaborating internally to share learning and
resources.
Report, including its Calls to Action, and identify
Next Steps:
and make recommendations for other ways the
City can support Indigenous peoples in
A scoping report is currently being prepared for council consideration,
Kitchener. Deliverables will include a staff report including exploration of a land acknowledgement.
detailing the full scope of the work and a report
with recommendations on our approach to key
issues defined through the initial project scope.
IF1 - 9
Michael Goldrup(519) 741-2200 ext. 7117
Human Resources
Status as of Aug 31st 2018:
CS25Implementation of the First Phase of the Corporate
ON TRACK
Talent Strategy
Dec-2019
Expected Completion:
Description:
Recent Progress:
Implement actions to ensure commitment to
Completed the inaugural Talent Management Report for the 2017
becoming a high-performing, credible and
calendar year which includes updates and metrics on recruiting and
dynamic organization, while supporting change
staffing, onboarding and orientation, learning and development,
to move the organization and employees toward
succession management, performance management, and
a desired corporate culture. The strategy
foundational competencies. A comprehensive review of current years
includes initiatives in 7 strategic programs:
of service practices and policy was completed.
workforce planning, recruiting & staffing,
Next Steps:
onboarding & orientation, learning &
development, career management, succession
Reports on a draft probationary performance review system for full-
management, and performance management;
time, non-union employees and current recognition/years of service
as well as development in leadership.
programming/policy and related change recommendations to be
presented to the corporate leadership team. A project plan to support
a corporate-wide needs assessment to identify long term new-
employee onboarding and orientation needs, to be completed.
Christine Tarling(519) 741-2200 ext. 7809
Legislated Services
CS31Comprehensive Review of Business Licensing Status as of Aug 31st 2018:
COMPLETED
Dec-2018
Expected Completion:
Description:
Recent Progress:
Undertake a full review of business licensing
Bylaw passed by Council in December 2017. Cross-training and
processes for greater customer focus, better
education was completed. Tool-kits were created for new businesses
use of existing technologies and to implement
& pop-up Farmers' Market. New Applications for each schedule
industry best practices. Review and update
created. Webpage developed (kitchener.ca/businesslicensing) with
licensing by-law to provide greater clarity, and
fees, applications and regulations.
review and update fees. Improve relationships
Next Steps:
and integration with internal partners, and cross-
train staff for improved service provision and
personal development.
CS402018 Election Status as of Aug 31st 2018:
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Conduct the 2018 election and report on the
All equipment/supplies procurement is completed. Election worker
outcome.
recruitment is underway, training dates are set and training materials
are in progress. Voters' List and Voter Notification Cards are in
progress. Business continuity plan for the election is done including
establishing an emergency election centre. Municipal Elections
Compliance Audit Committee members have been selected. New
council orientation is in progress.
Next Steps:
Print and distribute Voters' List. Print and mail Voter Notification
Cards. Create business continuity plan and establish emergency
election centre. Hire workers and provide training. Carry out election,
report on official results. Plan Inauguration and revise new Council
orientation.
IF1 - 10
Christine Tarling(519) 741-2200 ext. 7809
Legislated Services
Status as of Aug 31st 2018:
CS68Electronic Records Management Strategy
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Implement the necessary and appropriate
strategies, tools, processes and skills to
completed Records Management(RM) 101 Training.Achieved88%
systematically control the creation, distribution,
completion rate forRM101trainingasofJuly2018.
records/information maintained as evidence of
business activities and transactions.
Next Steps:
Continueworkwithdivisiondesignates to ensurecontinuedprogress
andprovidesupport when needed. Develop anaudit/monitoringplan
toensuresustainabilityoftheelectronicrecords management
program.
CS18Electronic Agenda Management Status as of Aug 31st 2018:
DELAYED
Dec-2020
Expected Completion:
Description:
Recent Progress:
Create, prepare, approve and publish meeting
Reviewed agenda preparation process for quasi-judicial and advisory
agendas in a more efficient, collaborative,
committee meetings. Applied LEAN concepts and implemented
streamlined manner.
efficiencies to streamline preparation process. Implemented electronic
minute-taking to streamline minute production process.
Next Steps:
Conducting a comprehensive review of the agenda preparation
process for standing committees and Council meetings through a
LEAN perspective to identify and implement efficiencies. Continue
investigating potential implementation of a third-party application that
leverages existing technology owned by the City. Report back to
Corporate Leadership Team on findings and recommendations.Staff
anticipate presenting to the Corporate Leadership Team in April 2019
on next steps with respect to recommendations on third-party
applications for agenda management.
CS37Online Business Licensing Status as of Aug 31st 2018:
DELAYED
Dec-2019
Expected Completion:
Description:
Recent Progress:
Implement the first phase of online business
New AMANDA folders have been created for each class of business
licensing (e.g., pilot with business license
in both AMANDA test and AMANDA production. Automated emails
renewals).
have been created that are sent to Licensing and other divisions that
have inspection requirements.
Next Steps:
New folders to be moved into AMANDA 7 (waiting on AMANDA
support & IT to upgrade). Public Portal 2 & credit card payment to
follow the release of AMANDA 7. Develop online renewals, develop
new reports dependent on new folder creation. Project end date has
changed due to unforeseen complications with the integration of
AMANDA 7 and finding an online payment system.
IF1 - 11
Dan Murray(519) 741-2200 ext. 7825
Technology Innovation & Services
Status as of Aug 31st 2018:
CS36Server Systems Failover Capability
COMPLETED
Apr-2018
Expected Completion:
Description:
Recent Progress:
Accelerate the installation of required
The network and server system failover capabilities were tested in
equipment to provide comprehensive server
March and worked successfully. Further projects will focus on
backup capability at the Kitchener Operations
specific business applications being moved into this environment and
Facility to allow for business continuity in the
individually documented but are outside the scope of this project.
event a loss of operations at the City Hall
Next Steps:
computer room. This installation will respond to
one of the major recommendations from the
business continuity project.
EC07Broadband & Fibre Optic Infrastructure Status as of Aug 31st 2018:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Work collaboratively with stakeholders to
Research into the current state and anticipated future needs has
explore options to either encourage third party
taken place throuhgout 2018. This research has included discussions
fibre optic investment in Kitchener or partner
with major telecommunications companies, and their strategies
with others to provide improved high-speed
around 5G cellular deployment, small cell installations and fibre based
broadband infrastructure for Kitchener. High
broadband development.
speed internet access is increasingly viewed as
Next Steps:
essential infrastructure for a globally
competitive economy.
A report outlining suggestions to prepare the City to be an ideal
investment target for SWIFT, 5G implementations and increased fibre
deployment will be prepared before the end of 2018.
CS64Civic Innovation Lab at Communitech Status as of Aug 31st 2018:
ON TRACK
Dec-2020
Expected Completion:
Description:
Recent Progress:
The establishment of a Civic Innovation Lab is a
The Digital Kitchener Innovation Lab developed an Internet of Things
significant initiative in support of the Digital
(IoT) data platform during the first co-op cohort term which will be
Kitchener strategy. The lab will operate as a
foundational for upcoming work. The product, named Clara will also
pilot project for 3 years and focus on developing
allow the curation of ideas related to smart city initiatives. Clara was
innovative solutions where Internet of Things
built using software technology and cloud services that are new to the
(IoT) can help solve municipal challenges.
City exposing us to new technologies typically used by startup
Work to establish the lab will begin in 2017
companies.
pending project and budget approval by Council
Next Steps:
with the intent of having a fully operational lab
by the end of the year located at Communitech.
There are a number of IoT pilot projects getting underway with the
second cohort of co-ops starting in September. Smart parking,
waste bin monitoring and asset tracking are the primary pilots
beginning. Smart metering has been deferred due to manufacturer
delays until next year.
IF1 - 12
Dan Murray(519) 741-2200 ext. 7825
Technology Innovation & Services
Status as of Aug 31st 2018:
CS62Development of Public Internet Access Standard
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Digital Kitchener outlined the development of a
Public Internet Access Standard as part of the
continued to work with the Community Services department to
Inclusive theme. This project will include
improve the delivery of public internet and computer services. To date
working with community partners to define what
this work has identified five areas of opportunity related to service
attributes would constitute public access and
policy, standard technology offerings for public use and future
then using that definition, developing a
planning. This includes work to identify a benchmark for current
minimum standard of free public Internet
service, with an aim to target service improvements over time for
access to be adopted by the City. This
public benefit.
minimum standard can then be used to direct
Next Steps:
future investments for public access terminals
or free Wi-Fi in future projects.
Work continues with stakeholders and staff plan to have a report for
Council this fall with recommendations for a new program of work.
CS65Implementation of the Digital Kitchener Strategy Status as of Aug 31st 2018:
ON TRACK
Dec-2021
Expected Completion:
Description:
Recent Progress:
Digital Kitchener, a four year digital strategy
Work continues on all projects identified in the Digital Kitchener 2018
approved by Council in 2017, is a vision to
Brave Plan presented to Council in February.
make Kitchener more Connected, Innovative,
Next Steps:
On-Demand and Inclusive. A number of
initiatives will be identified on an annual basis
Staff plan to return to Committee with an update on the Digital
that fulfill the action steps outlined in Digital
Inclusion and Public Access Standard as well as the fibre optic,
Kitchener and help realize the vision. Staff will
cellular and 5G research underway.
report back to Council on the progress of the
plan annually. Ongoing communications and
marketing of Digital Kitchener and its supporting
initiatives will need to continue.
DEVELOPMENT SERVICES DEPARTMENT
Justin Readman(519) 741-2200 ext. 7646
Administration - Development Services
Status as of Aug 31st 2018:
SE04Corporate Climate Action Plan
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Develop a comprehensive Climate Action Plan
Phase 1 and 2 of the Federation of Canadian Municipalities (FCM)
for the organization that integrates both
Partner's for Climate Protection (PCP) program are complete, which
mitigation measures with adaptation strategies
include completing a greenhouse gas(GHG) inventory and setting a
that work synergistically to reduce vulnerability
GHG reduction target. We are now on phase 3 of creating an action
to climate risks and greenhouse gas emissions.
plan; preliminary mitigation strategies have been developed based on
input from key stakeholders within the organization.
Next Steps:
The first draft of the plan will be completed and sent to key
stakeholders/action owners for review. Open houses/events/outreach
sessions will be used to communicate plan progress and get more
feedback. Survey feedback will be integrated once the survey closes.
Council and the Environmental Committee will be consulted and an
updated draft of the plan will be reviewed by key stakeholders and the
Corporate Leadership Team.
IF1 - 13
Mike Seiling(519) 741-2200 ext. 7669
Building
Status as of Aug 31st 2018:
CS55AMANDA 7 and Public Portal Review
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
The AMANDA software system requires a
Technology, Innovation & Services and AMANDA staff have been
significant upgrade; AMANDA 7. Prior to
working together with the vendor and subcontractor to prepare
implementation, testing of scripts and set-up of
servers for the build of the new public portal.
security groups and reporting tools is
Next Steps:
necessary. The existing public portal is integral
to the core business. The project will include
The vendor will build the new public portal.
reviewing the existing public portal including
other software options.
Cory Bluhm(519) 741-2200 ext. 7065
Economic Development
EC25Make It Start - Digital Training for Entrepreneurs Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Develop and launch a series of digital training
The Waterloo Region Small Business Centre (SBC) launched Digital
opportunities to enable entrepreneurs and small
Main Street programming, having now worked with 60 businesses to
businesses to become more competitive locally,
date. Through recent funding announcements, the SBC will be
regionally and globally. This would include the
integrating their programming with the province-wide Digital Main
development of partnerships, such as with the
Street Initiative. The SBC now offers an extensive set of seminars and
training options on supporting businesses with their digital
while assessing the feasibility and funding
competencies.
opportunities to support such programming.
Next Steps:
Full integration of current programing into the province-wide Digital
Main Street Initiative.
Status as of Aug 31st 2018:
EC26Make It Urban - Upper Level Market Transformation
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
As part of the Kitchener Market Strategy
Banners were installed in and around ten city blocks of the Kitchener
implementation, develop and begin
Market. The food incubator team has completed a high level strategy
to support new food start-ups. The two pergolas in the upper level
upper level and piazza, with the goal of creating
market were re-purposed to the piazza.
a more vibrant, programmable, entrepreneurial
Next Steps:
and identifiable experience while generating
additional revenue. This could include a
A plan will be developed to showcase the work of four different local
refreshed look, improved functionality and the
artists in the Market's upper level, beginning in late 2018. Market
introduction of a Food Incubator to support new
signage improvements will be made to the King Street entrance.
food startups.Quotes will be obtained to add more substantial shaded structures to
improve the front patio area. Large planters at the front entrance will
be changed seasonally. The food incubator team will conduct
interviews with food industry experts fall 2018.
IF1 - 14
Cory Bluhm(519) 741-2200 ext. 7065
Economic Development
Status as of Aug 31st 2018:
NB12Make it Urban - Rockway Centre Partnership
ON TRACK
Development
Dec-2019
Expected Completion:
Description:
Recent Progress:
Finalize the evaluation of potential
Staff met with Rockway Seniors Community to provide an update.
redevelopment opportunities for the land
Staff continue to work with neighbouring property owners to find
surrounding the Rockway Centre, and provide
solutions.
Council with options for proceeding with a
Next Steps:
public-private partnership.
Options for proceeding are expected to be presented to Council in Q1
or Q2 2019.
EC04Make It Vibrant - Special Events and Urban Experience Status as of Aug 31st 2018:
ON TRACK
Strategy
Dec-2019
Expected Completion:
Description:
Recent Progress:
Develop a strategy to support the delivery of
Several thousand surveys have been completed which will inform the
both world-class and grass roots community
development of the strategy. A photographer was procured to capture
experiences, such as festivals, events,
moments across a variety of special events throughout the year. A
programs and urban experiences.
framework was developed for the strategy as well as a plan moving
forward, with input from the Economic Development Analyst.
Next Steps:
A draft 'Strategy Framework' will be shared with key stakeholders and
organizers as part of a final phase of consultation. Once complete, a
draft strategy will be presented to Council.
EC23Make It Grow - Music and Film Industry Office Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Support the creation of a Music and Film
Council has approved a new Film Music and interactive Media Office.
Industry office to facilitate local music, film and
The establishment of an industry office will lead activities for 2 years.
digital media cluster success in Kitchener and
Following the pilot period, a migration to a suitable, existing regional
area. Funding has been allocated in the
entity would be implemented to share future resources and
reserve. Implementation is dependent on the
investments to strengthen regional sectors.
Council approval of the Business Case.
Next Steps:
Staff plan to establish the Film Music and Interactive Media Office,
including hiring, in Q4 2018.
EC24Make It Start - Creative Hub at 44 Gaukel Street Status as of Aug 31st 2018:
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Facilitate the development of a hub for creative
City Council approved the establishment of the Creative Hub.
industry entrepreneurs through affordable
space, networking and professional
Next Steps:
development opportunities. Based on the
Implementation is underway with the goal of opening the Hub in Q1
results of the 2017 RFP process, develop
2019.
revised implementation options and a re-scoped
pathway forward. Funding has been allocated in
the reserve. Implementation is dependent on
the Council approval of the Business Case.
IF1 - 15
Cory Bluhm(519) 741-2200 ext. 7065
Economic Development
Status as of Aug 31st 2018:
EC08Make it Start - Advanced Manufacturing Incubator
ON HOLD
TBD
Expected Completion:
Description:
Recent Progress:
Support the development of an advanced
Waterloo Region, Toronto and Hamilton were awarded $230 Million
manufacturing incubator in Kitchener, offering
from the Federal Government's Innovation Supercluster Fund to
specialized accelerator programming for startup
support advanced manufacturing. Funding Agreements are currently
manufacturers. Funding has been allocated in
being drafted for execution by Next Generation Manufacturing.
the reserve. Implementation is dependant on
Next Steps:
the Council approval of the Business Case.
Implementation will be highly dependent on involvement from external
partners. Staff continue to work with all partners involved to
determine options for advancing the incubator. Staff anticipate
identifying options to consider by Q4 2018 or Q1 2019. Clarify funding
opportunities through the super cluster.
Hans Gross(519) 741-2200 ext. 7410
Engineering
Status as of Aug 31st 2018:
SE05Low Impact Development Design Guidelines -
ON TRACK
Stormwater Utility
Aug-2019
Expected Completion:
Description:
Recent Progress:
Low Impact Development (LID) is an approach
There have now been 5 full road reconstruction projects tendered with
to storm water management that mimics a site's
LID incorporated into the design (permeable concrete parking laybys,
natural hydrology as the landscape is
exfiltration systems in the storm sewer, bioretention and oil and grit
developed. Using the Low Impact Development
separation units). These projects are currently at various stages of
approach, storm water is managed on-site and
completion in construction. Additionally, the Stormwater Policy is
the rate and volume of storm water reaching
being implemented in development projects. The administrative
receiving waters is unchanged from
amendments in the SWM Policy were well received by the Waterloo
predevelopment levels. These guidelines will be
Region Homebuilders Association and Economic Development
integrated into the existing Development
Advisory Committee. Additional road reconstruction projects which
Manual.
incorporate LID are in the design phase for 2019 construction.
Next Steps:
An update to the Development Manual will incorporate the
administrative changes to corporate policy MUN-UTI-2003
(Stormwater Management Policy) as well as the design guidelines
and resources developed by the Toronto Region Conservation
Authority and Credit Valley Conservation Authority for LID
implementation. Internal engineering standards will be refined as
experience is gained in design and construction projects being led by
the Engineering Division and Stormwater Utility.
Alain Pinard(519) 741-2200 ext. 7319
Planning
NB20Community Energy Investment Strategy Status as of Aug 31st 2018:
COMPLETED
Dec-2018
Expected Completion:
Description:
Recent Progress:
As a supporting partner with the Region of
Project work is fully completed. Kitchener Council endorsed the
Waterloo, local municipalities and utility
Strategy, along with other local municipalities and the Region, in
companies, explore opportunities for energy
February 2018. The report was submitted to the Federation of
efficiency, optimization of local energy
Canadian Municipalities as part of the grant requirements. The
resources and reduction of environmental
implementation phase is now underway via a new Governance
impact related to energy. The resulting region-
Committee.
wide strategy will set a path to improve how
Next Steps:
energy is generated, delivered and used
throughout the community.
IF1 - 16
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Aug 31st 2018:
NB21Hidden Valley Land Use Study
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
To develop a Master/Community Plan for the
The first public information session was held on June 26, 2018.
Hidden Valley area that would be implemented
by way of amendments to the Official Plan and
Next Steps:
Zoning By-law. This project would be integrated
A preliminary draft land use plan will be prepared and a high level
with a servicing study for the area that will be
technical review undertaken in Fall 2018. A second public information
led by Engineering. The study will also identify
session is planned to be held in early November 2018 .
any public interest in the Hidden Valley lands
including opportunities to protect and/or acquire
natural features and sensitive lands.
NB30Lower Doon Land Use Review Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Develop a comprehensive and up to date
Met internally regarding the preparation of the Terms of Reference. A
planning framework for this area. It is
decision was made to undertake a cultural heritage landscape
anticipated that the resulting
assessment prior to undertaking the full study.
Master/Community Plan would be implemented
Next Steps:
by way of amendments to the Official Plan and
Zoning By-law. The actual geography of the Meet with the Ward Councillor. Completion and issuance of a
study area still needs to be determined.
Request for Consultant Services. Consult internally to determine the
Behavioural and fire safety issues associated scope of the full study.
with housing that caters to the student
population could be added to the scope of work.
NB11Comprehensive Zoning By-law Review Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Undertake a multi-phase, comprehensive
A statutory public meeting for the final draft new zoning by-law was
review of the City's Zoning By-law 85-1 to
held on April 30th and May 8th 2018.
implement the new Official Plan and other
Next Steps:
required changes.
Review and provide responses to submissions from the statutory
public meeting. Work on the Urban Growth Centre zoning.
Status as of Aug 31st 2018:
NB27Growth Management Strategy Review
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Review and update the Growth Management
Comments were provided to the Province on the draft implementation
Strategy that was approved in 2009.
documents for municipal comprehensive reviews and
intensification/greenfield density target setting.
Next Steps:
Meeting with the Region of Waterloo to coordinate the City Growth
Management Strategy Review with the upcoming Region-led
Municipal Comprehensive Review in early September 2018.
IF1 - 17
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Aug 31st 2018:
NB13Sustainable Development Feasibility Study
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Working with partner organizations, under the
Kitchener case study sites underway. Team meeting # 2 held in July
Federation of Canadian Municipalities (FCM)
which includes draft information for two case study sites. Internal staff
Green Municipal Funds program, undertake a
have reviewed and provided comments to consultant.
feasibility study to help inform sustainable
Next Steps:
development practices at a site or
neighbourhood scale. The emphasis is to be on
A draft report is planned to be prepared in September/October 2018.
energy sustainability.
NB26Urban Design Manual Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Undertake a full review of the urban design
Completed initial engagement. Delivered first draft of most sections in
manual to implement the new Official Plan,
Part A of the new Urban Design Manual in June. Final sections for
make the document more efficient and
Part A drafted.
effective, complement specific design briefs etc.
Next Steps:
Present and review draft Part A of the new manual with Advisory
Committees in September along with conducting additional public and
industry consultation in Fall 2018.
NB43Heritage Best Practices Implementation Status as of Aug 31st 2018:
DELAYED
Dec-2019
Expected Completion:
Description:
Recent Progress:
In follow up to Report CSD-15-08 which
Update report provided to Heritage Kitchener in Spring 2018. Report
recommended the development of a variety of
on updating of delegated approval authority by-law successfully
best practices regarding the conservation of
delivered and direction provided by HK in May.
cultural heritage resources.
Next Steps:
Preparation of delegated approval authority by-law and report to
Heritage Kitchener. Tentatively scheduled for November.There are
different activities that have resulted in this delay, including Heritage
Kitchener committee selection, the development services review, and
work coordination with other divisions.
IF1 - 18
Barry Cronkite(519) 741-2200 ext. 7738
Transportation Services
Status as of Aug 31st 2018:
SE26Asset Management Plans for Parking Enterprise
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Develop the first phase of a detailed asset
Existing data sources have been identified and analyzed to find gaps
management plan outlining the current state of
and simplify data repository plans. Site visits have been completed to
assets within the scope of the plan as well as
identify any asset which might not have been previously identified.
the data requirements necessary to create a
Discussions were undertaken with the Facilities Management asset
long-range lifecycle management plan. These
technologist to consider how to capture Facilities-related attributes
plans will support data-driven decisions and
and how to incorporate field inspections into the Cityworks asset
balance maintenance activities to the expected
manager data model. A stakeholder meeting was held to introduce
levels of service within the asset category.
and discuss levels of service and how that key component will be
integrated into the overall Asset Management Plan. Budgetary data
was provided by Enterprise management. Preliminary field
inspections have been performed to capture site assets.
Next Steps:
Coordinate a workshop with the Facilities Management asset
technologist to clarify and finalize how field asset capture can be
optimized, and identify a method for information to be put into the
Cityworks data model. Ongoing field data capture. Analysis of
budgetary data. Begin developing a Phase 1 report for the Asset
Management Plan.
Status as of Aug 31st 2018:
NB46Automated Speed Camera Program for Traffic Calming
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Subject to the passing of new Provincial
Locations of all schools within the Region have been submitted to the
legislation related to speed cameras, staff to
Province for consideration and approval of photo radar.
investigate the potential use of this technology
Next Steps:
to address speeding concerns in school zones.
The Region has taken the lead as part of an overall regional initiative
to provide photo radar within Waterloo Region. This plan may change
depending on the direction the Province takes on photo radar
throughout the Province.
SE12Update the Cycling Master Plan Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
This project will entail updating the 2010 Cycling
The terms of reference have been established and released. Initial
Master Plan which previously had only looked at
engagement has begun (workshops on wheels). Conversations with
on-road cycling facilities. The proposed update
the public continue to occur.
will update the on-road network as well as
Next Steps:
incorporate off-road trails cycling
infrastructure. This will also include proposing
The contract award is anticipated in September 2018, with initial
cycling related education and programming.meetings with the consultant and project team to follow thereafter.
Continued consultation anticipated throughout fall 2018.
IF1 - 19
Barry Cronkite(519) 741-2200 ext. 7738
Transportation Services
Status as of Aug 31st 2018:
NB34Community Traffic Safety Advisory Committee
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Consider options to revise the mandate of an
Research has begun, the concept has been discussed at the
existing advisory committee to create a co-
Regional-level with peers, and preliminary findings have been
operative partnership between city staff,
summarized.
community groups and other agencies that
Next Steps:
seek to enhance traffic and pedestrian safety in
Kitchener. The Committee will provide input and
Continue to research the framework for advisory committees at other
feedback on traffic safety issues such as school
municipalities. A Regional discussion will take place to identify the
zone concerns, traffic calming requests and
merits of a Regional Traffic Safety Advisory Council.
traffic-related education initiatives.
NB18Complete Streets Policy Status as of Aug 31st 2018:
DELAYED
Aug-2019
Expected Completion:
Description:
Recent Progress:
The City of Kitchener has a number of policies
A draft set of principles have been established. A new project
and practices that promote complete streets.
manager has been assigned. Individual stakeholder discussions have
The development of a complete street policy
begun. A draft of the Complete Streets policy is underway.
would review best practices and combine
Next Steps:
elements into a standalone policy document
that ensures planning, design and
Work will continue on the draft Complete Streets policy. A public
implementation of an element of the city's
meeting is anticipated in early 2019 for general feedback. Work will
transportation network considers and aims to
be done to tie this engagement in with the Cycling and Trails Master
meet the needs of all users regardless of age,
Plan. Initially principles were established. Since that time, it has been
ability and travel choice.
determined that a guideline/policy is warranted, and work continues in
that direction.
Status as of Aug 31st 2018:
CS54Parking Payment Technologies
DELAYED
Dec-2018
Expected Completion:
Description:
Recent Progress:
A review of new technologies related to
A Request for Proposal (RFP) was completed. Proposals have been
payment options for our parking facilities, with a
submitted, reviewed and rated. A proponent was selected by the
mandate to incorporate more user friendly
committee and staff has reviewed, edited and returned the
payment options (ie. Pay By Mobile).
proponent's Service Level Agreement for review/acceptance.
Next Steps:
Staff will finalize the award. A new end date has been set for Q4
2018.
FINANCIAL SERVICES DEPARTMENT
Brenda Johnson(519) 741-2200 ext. 7647
Accounting
CS69Automation of Payment Processing Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Multi-phase project including investigation and
Investigated system requirements and received approval in principal
automation of corporate credit card processing,
from CLT to proceed with development of automated workflow
online travel and expense claims, and electronic
approvals and US bank interface for corporate purchasing cards.
storage in SAP of payment documentation such
Next Steps:
as invoices and cheque remittances in an effort
to reduce paper and streamline processes.
Meet with Technology Innovation & Services staff to have the
development work required added to their work plan or if not possible,
investigate bringing in a consultant. Reach out to corporate credit card
provider to investigate system requirements for interface.
IF1 - 20
Ryan Hagey(519) 741-2200 ext. 7353
Financial Planning
Status as of Aug 31st 2018:
CS41Development Charges Background Study (2019)
ON TRACK
Aug-2019
Expected Completion:
Description:
Recent Progress:
Project plan completed. Consultant selected and initial meeting with
Charges Background Study and Bylaw as
Steering Committee has been held.
required by legislation.
Next Steps:
Gather historic service level information and develop growth forecast.
OG10Participatory Budgeting Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Enable community members to directly decide
Brainstorming ideas for parks was completed through open
how to spend part of the city's budget, allowing
neighbourhood discussions and online, which produced a list of
them to make budget decisions that affect their
resident priorities. Residents then voted online, in community centres
lives.
and at neighbourhood meetings for their preferred design elements
and a final design package. Staff have prepared construction plans
based on the winning design.
Next Steps:
Construction of Elmsdale and Sandhills park projects to begin in the
fall of 2018 and be completed in 2019. Projects include a basketball
court, ping pong table and sand play area in Elmsdale Park, and a
nature playground, plantings and community event space in Sandhills
Park.
Status as of Aug 31st 2018:
CS09Long Term Financial Plan
ON TRACK
Aug-2019
Expected Completion:
Description:
Recent Progress:
Prepare a consolidated long term financial plan
Initial reviews of other municipalities, industry practices and
that will be the financial framework for the City
government financial associations conducted.
going forward. The framework will incorporate
Next Steps:
policy work pertaining to reserves, debt, and
enterprise investments.
Continuing work to define scope, develop framework, and deliver the
long term financial plan. This will include reviews of other
municipalities, industry best practices, and government financial
associations. Staff to engage council on this body of work in 2019
J
Revenue
Status as of Aug 31st 2018:
CS58Revenue Comprehensive Service Review Action Plan
COMPLETED
and Implementation
Dec-2018
Expected Completion:
Description:
Recent Progress:
Develop and implement an action plan to
Revenue comprehensive review was completed in the fall of 2017.
respond to the Revenue comprehensive review
Recommendations from this report have been implemented.
key findings and recommendations.
Next Steps:
IF1 - 21
Jonathan Lautenbach(519) 741-2200 ext. 7334
Supply Services
Status as of Aug 31st 2018:
CS70Streamline Procurement Processes Related to Payment
ON TRACK
Processing
Dec-2019
Expected Completion:
Description:
Recent Progress:
Streamline procurement processes related to
Analysis of purchasing volumes and dollar amounts for field purchase
payment processing by reviewing and revising
orders and cheque requisitions has been completed. Obtained
SAP functionality as well as increasing
approval in principal from CLT to proceed with a review of
utilization of corporate credit cards.
authorizations for field orders, purchase orders and having dollar limit
thresholds changed in SAP to better align with purchasing bylaw.
Investigate development of PeopleSoft/SAP interface to introduce
automated workflow approvals based on organizational hierarchy.
Next Steps:
Accounting staff to meet with stakeholders to investigate current
purchasing practices (field orders, purchase orders, credit card) and
gather information required to make recommendations for purchasing
authorizations in SAP consistent with purchasing bylaw. Due to staff
turnover in Procurement, Accounting has taken on the lead for this
project and is updating the Supervisor of Purchasing regarding
events, as necessary.
CS71Purchasing Procedures to Support New By-law Status as of Aug 31st 2018:
ON HOLD
TBD
Expected Completion:
Description:
Recent Progress:
Development of purchasing procedures related
Project plan developed and sample documents have been gathered
to the new purchasing by-law including:
from other publicly funded agencies.
debriefing; procurement protest; supplier
Next Steps:
performance evaluation; supplier suspension
and solicitation document drafting.
Draft procedures based on research and validate with internal
stakeholders.Project on hold due to resource constraints, new end
date will be provided next reporting cycle.
OG08E-Tendering Status as of Aug 31st 2018:
ON HOLD
TBD
Expected Completion:
Description:
Recent Progress:
Implement an e-tendering module to enable
Tender portion complete. Implement electronic submissions of
vendors to self-identify for interested
proposals by December 2018.
commodities, access bid documents and
Next Steps:
drawings and submit tenders, proposals and
quotations electronically.
Create bid templates for request for proposals - electronic
submissions and notify vendors of upcoming change.Project is on
hold due to resource constraints, new end date will be provided next
reporting cycle.
INFRASTRUCTURE SERVICES DEPARTMENT
Denise McGoldrick(519) 741-2600 ext. 4657
Administration - Infrastructure Services
Status as of Aug 31st 2018:
CS22Water & Sanitary - Review of Rate Structure
ON TRACK
Aug-2020
Expected Completion:
Description:
Recent Progress:
Champion a review of the water and sanitary
Staff continue to meet to review synergies with the Water
utilities fixed vs. variable rate structure.
Infrastructure Program (WIP) and the associated guiding principles.
Next Steps:
A public education/engagement plan will be developed in 2018 and
will build upon the WIP work completed in 2017.
IF1 - 22
Cynthia Fletcher(519) 741-2600 ext. 4424
Facilities Management
Status as of Aug 31st 2018:
EC28City Hall Outdoor Spaces Detailed Design
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Develop a detailed design to address critical
A project charter was prepared and a project team established. A
infrastructure repairs for City Hall outdoor
Request For Proposal was issued and the consulting contract was
spaces and concurrent work to improve the
awarded to GSP Group and sub-consultants. The project team had
functionality of Carl Zehr Square for public
an initial project kick-off meeting and have had several site tours with
events programming.
staff subject matter experts.
Next Steps:
The consulting team has begun the detailed design and costing for
two scenarios: one is for the replacement of critical infrastructure only
and the other is for a redesign of Carl Zehr Square and the
replacement of critical infrastructure. Cost estimates for both
scenarios will be considered through the 2019 capital budget process.
Greg St. Louis(519) 741-2600 ext. 4538
Kitchener Utilities
CS60Utility Meter Mobile Workforce Management System Status as of Aug 31st 2018:
ON TRACK
(MWMS)
Dec-2019
Expected Completion:
Description:
Recent Progress:
Source a highly configurable and flexible mobile
A demo of Clevest Water Solution was provided to the project team in
workforce management solution to facilitate in
August. Scenarios for the water meter shop were used and the project
field management of a variety of gas and water
team were satisfied with the results.
related legislated activities. The proposed
Next Steps:
solution will replace the current paper based
systems, integrate through SAP service orders
Next steps include training staff in the water meter shop in the fall to
and Cityworks work orders allowing dispatchers
begin to use the program.
to input into a queue of work plans delivered to
staff by mobile devices through the MWMS.
Niall Lobley(519) 741-2600 ext. 4518
Parks & Cemeteries
NB17Doon Pioneer Park Skate Park Status as of Aug 31st 2018:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
The development of the Doon Pioneer Park
A final public consultation workshop was scheduled with detailed
Skate Park will be completed through this
design progressing to 60%. Adjustments have been made to ensure
project. The Leisure Facilities Master Plan
the project remains on budget.
recommended that additional skateboard
Next Steps:
facilities be developed in Kitchener in an effort
to expand on the continued success at that time
Public consultation is planned for September 13, 2018 to present the
of the Aud Skatepark, and to address the final preferred design. Detailed design and preparation for tendering
growing need for opportunities in skateboarding.
will continue in the fall of 2018.The project was erroneously reported
as ending in December 2018. Per the 2018 Business Plan, this
project is intended to be completed by December 2019 and is on
track.
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Niall Lobley(519) 741-2600 ext. 4518
Parks & Cemeteries
Status as of Aug 31st 2018:
NB10Upper Canada District Park Master Plan - Priority 1
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
The re-alignment, consolidation and
Construction activities included the servicing for water, electrical,
improvement of the Southwest Optimist
irrigation, drainage and stormwater management structures. A central
Sportsfield baseball diamonds including
retaining wall has also been constructed. Site grading has continued
supporting infrastructure as identified in the
and trees have also been planted.
approved Upper Canada District masterplan.
Next Steps:
Park Opening: Summer 2018. Diamond
Opening: Spring 2019
Construction activities will continue to October 2018. The park
amenities and trails will open to public at this time while the diamonds
will be opening in May 2019.
SE23Iron Horse Trail Improvement Strategy - North and Status as of Aug 31st 2018:
ON TRACK
South Section
Dec-2019
Expected Completion:
Description:
Recent Progress:
Improvements to the North (Union to Victoria)
The request for professional services was advertised publicly in April
and South section (Queen to Ottawa) of the Iron
2018. Stantec Consulting in Waterloo was awarded the contract. The
Horse Trail will include items such as trail
consultant team has been reviewing and gathering all background
paving and widening, improved trail-road
information, survey information and studies.
crossings and wayfinding signs, additional
Next Steps:
seating and garbage bins, as well as, enhanced
naturalization and landscaping. Subject to grant
Conceptual design and public consultation to be completed in fall
funding additional trail lighting will be included.
2018. Detailed design and tendering is planned for late fall 2018 and
winter 2019.
CS59Parkland Dedication Policy Update Status as of Aug 31st 2018:
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Comprehensive review and update of the
A draft policy, by-law and discussion paper has been completed.
current Parkland Dedication Policy related to
acquiring parkland (or cash-in-lieu payment)
Next Steps:
through development applications.
An internal staff review of the draft policy, by-law and discussion
paper is planned. Council will receive the draft information prior to
consultation with Committees of Council and community stakeholders.
NB19Implementation of the South Kitchener District Park Status as of Aug 31st 2018:
DELAYED
Master Plan Phase 1
Dec-2019
Expected Completion:
Description:
Recent Progress:
Phase 1 of the development of the South
The pre-grading contract was completed by the retained contractor,
Kitchener District Park will include the
Keiswetter, in May 2018. A Federation of Canadian Municipalities
development of the sports fields,
(FCM) grant was confirmed and announced in the amount of
playground/splash pad, stormwater
$750,000. Phase 1 of the site development was tendered and
management features, grading and site
awarded to Gateman Milloy. The contractor has mobilized as of
servicing, roads and parking.
August 13, 2018.
Next Steps:
Construction will progress through Fall 2018 and into 2019. Early
works include permitting submissions, continuation of rough grading,
initial site servicing, and heritage building relocation.The project end
date has been updated to December, 2019 to align with the
contractor's schedule.
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Niall Lobley(519) 741-2600 ext. 4518
Parks & Cemeteries
Status as of Aug 31st 2018:
SE08Year-round Maintenance of Trails and Pathways Around
DELAYED
Schools - Pilot
Aug-2019
Expected Completion:
Description:
Recent Progress:
Implement the pilot project to asphalt and winter
The project team has been coordinating with other city initiatives
maintain trails around Glencairn Public School
including the sidewalk winter clearing pilot and the Cycling and Trails
and that staff monitor the use of these trails
Master Plan. City wide mapping efforts and cost-benefit analysis work
through two winter seasons. Continue to meet
continues.
with neighbourhood associations on school
Next Steps:
access routes and report back to council on the
finding of the pilot project and future direction.
Additional user counts will be completed to further inform the 2018/19
data collection. School Board registration and transportation data will
be collected and compared to counting data. A community
engagement plan for feedback on the pilot is being developed.The
completion date is being moved out to align with the first year
evaluation of the sidewalk winter maintenance program and will
capture an additional year of winter data. It is intended to present
results to Council in May 2019 alongside the Winter Sidewalk Pilot.
New completion date is August 2019.
Status as of Aug 31st 2018:
SE07Iron Horse Trail Improvement Strategy - Central Section
DELAYED
Dec-2018
Expected Completion:
Description:
Recent Progress:
Improvements to the central section (Victoria
Construction started the first week of May 2018, with trail grading and
Street to Queen Street) of the Iron Horse Trail
paving completed by mid-August 2018.
will include trail-road crossings, signage,
Next Steps:
seating & rest areas, trail width & surfacing,
connectivity, amenities and landscaping.
Construction will continue into the fall with the installation of lighting,
landscaping and site furnishing. The project is estimated to be
completed in the fall of 2018. Due to a number of unanticipated
delays during construction, the project completion has been adjusted
slightly to December 31/18.
Status as of Aug 31st 2018:
NB04Grand River Park - Phase 1
DELAYED
Apr-2019
Expected Completion:
Description:
Recent Progress:
This project will include the establishment of
Staff conducted a park visioning charrette with interdepartmental
criteria, the evaluation of potential lands, the
stakeholders and further engaged with the Grand River Conservation
prioritization of natural space land acquisition
Authority (GRCA) and the Waterloo Catholic District School Board to
opportunities, and the development of a vision,
explore potential partnerships.
including: potential park programming and cost
Next Steps:
estimates in order to inform future capital
budget forecasts. Phase 1 includes the
Staff is presenting to the Corporate Leadership Team to obtain
acquisition of the site. The development of a
support and direction on the proposed vision. If supported, a revised
master plan will begin when Phase 1 is
approach to land acquisition will be explored. Staff will also be
completed.exploring potential new avenues for a sustainable funding model.The
majority of the business plan objectives have been met such as
establishing criteria, evaluating potential lands and preparing a
preliminary park vision. The land acquisition will take longer. It is
noted that discussions with the landowner, GRCA, have been fruitful
and there is a willingness to work together on these lands in future.
New completion date is April 2019.
IF1 - 25
Niall Lobley(519) 741-2600 ext. 4518
Parks & Cemeteries
Status as of Aug 31st 2018:
SE10Community-Wide Tree Planting & Donation Program
DELAYED
Apr-2019
Expected Completion:
Description:
Recent Progress:
Background research and extensive community engagement was
lovemyhood strategy and supports the
carried out as part of the work completed to develop the draft
implementation of improvements to public
sustainable urban forest strategy. Several of the actions identified in
spaces in the city by creating a citywide public-
the draft sustainable urban forest strategy support the development of
private program with a goal, to plant a large
a community-wide tree planting and donation program. The project
number of new trees in the city over the next
team has been working with the Neighbourhood Development Office
decade. Through this program the City can
to ensure alignment with LovemyHood.
Next Steps:
street trees, park trees, and trees on public,
private and commercial land, while achieving
Ongoing discussions with a non-profit group to support tree planting
the many quality-of-life benefits that come with
initiatives on private lands continue. A community-wide tree planting &
planting trees.donation program will be part of the final sustainable urban forest
strategy and implementation plan that will be presented to council for
their consideration in early 2019. This project is closely aligned with
the Sustainable Urban Forest Strategy and the associated
implementation plan. New completion date is April 2019.
SE06Sustainable Urban Forest Management Program Status as of Aug 31st 2018:
DELAYED
Apr-2019
Expected Completion:
Description:
Recent Progress:
This project will initiate the development of a
The draft sustainable urban forest strategy was presented to Council
Sustainable Urban Forest Program with the
on May 7th. The draft strategy was made available to the public
creation of an urban forest strategic plan for
shortly after and had an opportunity to comment on the draft strategy
public and private urban forest, and an asset
until the end of June. Staff have been working on the implementation
management plan for trees on city lands. A
plan.
sustainable program sets the course of action
Next Steps:
for a socially desirable urban forest that can
also be achieved and maintained based on the
Staff are currently finalizing the urban forest strategy as well as the
true capacity of the city to manage resources.
implementation plan. These two documents will be brought forward
for Council's consideration in early 2019. The Sustainable Urban
Forestry Strategy is completed, and an implementation strategy is
being developed. It has been decided that presenting both the
strategy and implementation together to Council will be prudent and
this will be done in early 2019. New completion date is April, 2019.
IF1 - 26