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HomeMy WebLinkAboutCouncil - 2011-04-18 SSPECIAL COUNCIL MINUTES APRIL 18, 2011 CITY OF KITCHENER A special meeting of City Council was held at 2:40 p.m. this date, chaired by Mayor C. Zehr with all members present except Councillors K. Galloway and D. Glenn-Graham. Notice of this meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. It was noted that this portion of the special meeting was a strategic planning session which was being held to allow discussion on various strategic initiatives and directions being taken by the City. Ms. C. Ladd introduced this strategic planning session noting that the purpose not only includes a plan of operation but includes mechanisms to determine if the plan has been achieved. The City's Strategic Plan will include the community's priorities, priorities for staff excellence and budget priorities. Each Strategic Plan has a 4-year cycle coincident with each Council. Once the Strategic Plan has been approved by Council, any new actions that are introduced will have to be considered with the priorities and actions that have already been established in mind. Also, the 4-year business plan and annual work plans will be the basis for Council to review the budget. Ms. Ladd stated that the integrated strategic planning process involves preparation of Department work plans containing the actions and initiatives to be undertaken over the 4-year term of Council and these plans will trickle down to individual employees. The Key Performance Indicators each year will become the basis for the City's annual Report to Citizens. In response to a question from Councillor Y. Fernandes, Ms. Ladd advised that there is only one work plan. Further, the purpose of today's meeting is to provide the community's priorities and receive Council's input, at a high level, on the actions and initiatives that should be included in the Strategic Plan. Staff will then draft a 4-year business plan which will be brought to Council for approval. Ms. S. Adams, Director of Strategic Planning & Innovation, presented Chief Administrator's Office report CAO-11-005, dated April 11, 2011, providing background to Compass Kitchener and providing the community's priorities for the 2011-2014 period and the method of obtaining them. Mr. B. Watson, CEO, Environics Research Group, reviewed results of the 2009 - 2010 survey and interviews in more detail. He advised that almost 900 people were interviewed and the sample was representative in accordance with Statistics Canada. The interviews had 2 objectives: determining the community's satisfaction with City services and determining the strategic direction of the community. Mr. Watson advised that looking out over the next 20 years there appears not to be much of a change; people want to have services. Their position is that they do not want taxes lowered to the point that to do so reduces services. Also, their confidence that government will spend money wisely is not very high. Councillor Y. Fernandes stated her frustration at the choice of answers given in the survey such as `somewhat satisfied' stating that they do not give a clear enough direction. She questioned what kind of criteria the respondents were given. Mr. Watson replied that respondents were not taken down a path. The first survey asked 50 questions about quality of life, all within a social context. The responses show that people want a small town lifestyle with the amenities of a City. They want small town livability where people know their neighbours. Mr. Watson advised that immigrants are looking for the same thing as people whose families have lived here for several generations. They are not risk takers but what they strive for is not very different from other residents. Councillor B. Vrbanovic questioned whether the type of work done by Environics in Kitchener is unique. Mr. Watson responded that he conducts this type of work nationally and provincially but very few municipalities have involved themselves in this type of surveying. He advised that the responses to questions asked on vision tend not to change much over time and these questions have been asked since 1982 in over 18 countries. In response to comments made by several Councillors, Mr. Watson advised that the comments they received when candidates were canvassing came from those who happened to be home at the time. He advised that the toughest groups to get responses from are young males and low income people and the survey tried to include these groups. Councillor Z. Janecki commented on the 72:25 split between small town:city, in terms of quality of life. Mr. Watson responded that Kitchener is very close to both worlds. The community is saying that they want the quality of life of small Ontario towns along with some of the things that you get in a big city. People believe that they are getting that quality of life here. SPECIAL COUNCIL MINUTES APRIL 18, 2011 - 88 - CITY OF KITCHENER Respecting multiculturalism, Mr. Watson advised that Canada is different in that we like the diversity that is present in a multicultural community. We are not a melting pot and are not threatened by the idea that people are different. Mr. Watson advised that the 896 survey responses represent a 19% response rate, which is good. He advised that they completed anon-response survey and the responses from that group were not much different from those in the survey. Mr. T. Kramer, Chair, Compass Kitchener, was in attendance to discuss the outcomes of the Environics Survey from the Committee's point of view. Remarking on earlier comments from some Councillors, Mr. Kraemer stated that when the surveyors spoke to people at the Market, those people were not the "converted" and many spoke in negative terms. In terms of what was learned from the survey, Mr. Kramer advised that residents want to be engaged and active in making decisions about local issues. Analysis shows: they want it to be easy to get involved; e-engagement is here to stay; they want to cultivate local leadership; and, they want youth involvement. The results respecting diversity are: the City needs to take a leadership role; offer ample opportunities for inclusion; keep it simple and personal; and, make information accessible. Respecting development, the survey results show that the community believes that an aligned strategy is required; that we need intensification if it is earth and people friendly; and, more information is required. Mr. Kramer then provided the results on the portion of the survey dealing with the Downtown. He advised that people want the City to build a community in the Downtown; push the boundaries of the Downtown; and, deal with the difference between perception and reality as it relates to safety. The results of the portion of the survey dealing with the environment show that the community wants the City to lead by example; make it easier to live green; and, partner in protecting our natural environment. Respecting quality of life, Mr. Kramer advised that the community wants the City to nurture a sense of pride in our community and they want a City where all voices matter. Mr. Kramer then stated that things of note from this survey are that we have a wise and engaged population who want Kitchener to be a model and in balance and who think the municipality is on the right track. Councillor Y. Fernandes stated that what needs to be understood is that in some cultures women are not encouraged to leave their children behind, so what is needed is the availability of child care if these women are going to be able to become engaged in their community. Councillor Fernandes also offered the following suggestions: keep language simple and posting reports, agendas and minutes on the web site must be done earlier. Respecting Grade 5 Civics classes, she suggested private schools be included. With respect to Public Information Centres, it would be better if staff gave a presentation and offered an opportunity for questions and discussion which allows for better community engagement. Respecting diversity, Councillor Y. Fernandes suggested offering tours and citizenship courts. On the topic of development, Councillor Fernandes stated that there should be more information on the web site. Also, there needs to be timely accessibility to information. Councilor B. Vrbanovic commented that the City needs to take a lead role in education to bring all people along; so they are making informed decisions. Comments were then made about the Downtown with Mayor Zehr noting that intensification is to take place in built-up areas, not just the core. Councillor Vrbanovic spoke of keeping Downtown clean. He stated that safety in the Downtown is questionable in peoples' minds when the Downtown is not clean. Councillor F. Etherington spoke of Downtown renewal noting the importance of having more retail Downtown, particularly a grocery store. Councillor B. Vrbanovic then spoke on the topic of the environment, recommending that the City create an Office of Sustainability, noting that there are examples of this across the country. Such an SPECIAL COUNCIL MINUTES APRIL 18, 2011 - 89 - CITY OF KITCHENER office would be charged with the responsibility of ensuring sustainability across the Corporation. Councillor F. Etherington recommended bringing back the Cycling Plan. Councillor Y. Fernandes suggested finding ways to almost demand LEED for residential development. She stated that if not LEED certification, then developing some lesser criteria. She recommended taking a hard line with the development industry. Comments from Councillors on the Quality of Life aspects of the survey included: investing more in small arts and culture groups; how to develop a sense of pride in areas of the city where there are a large number of commuters; having Councillors attend more grass roots events; having more multicultural festivals in the Downtown; and, the situation with neighbourhood associations be reviewed, as currently there are inequities. Mayor C. Zehr directed that if any members of Council have more suggestions they should provide them to Ms. S. Adams as soon as possible. Councillor B. Vrbanovic stated that he would rather have a second meeting if it seems to be required. Ms. C. Smith, Director of Financial Planning, presented Finance and Corporate Services Department report FCS-11-066, dated March 28, 2011, advising that the proposal is for an integrated business planning process so that all departments will align deliverables with the City's strategic goals. In response to a question from Mayor C. Zehr, Ms. C. Ladd advised that a few years ago there was a line in the budget for strategic initiatives. Then over the past 2-3 years, strategic initiatives were not included in the budget. Now the work carried out by all departments absolutely must be linked to the City's Strategic Plan. This is a much more effective process which will have committed resources. Mayor C. Zehr stated that Council may need another full session in this regard in May. Ms. Ladd responded that staff will present the strategic directions and priorities in May. Then staff will take Council's input and prepare a 4-year Business Plan. There needs to be another session before the Business Plan is presented; consequently, staff will not be ready until September because May and June calendars are already full. Councillor B. Vrbanovic questioned if this process leads to activity-based costing and Ms. C. Smith advised this is the first step in the evolution to activity-based costing. Mr. D. Chapman, Deputy CAO, Finance and Corporate Services Department, advised that activity-based costing is an issue that will come back to Council, as the resources to implement it are enormous. Councillor B. Vrbanovic noted that in this 4-year cycle, the new Council can only influence years 2, 3 and 4 and the first year in the next cycle. He stated that the reality is that the new Council wants to initiate changes in its first year. Ms. C. Ladd responded that unless the new Council is very experienced, this is quite a complicated process. In 2011 if there are initiatives Council wants to raise, it may do so but will have to move other priorities. Ms. C. Ladd advised that a Strategic Plan is a long term vision of the future Council wants to achieve and the Business Plan is the road map to get there. Staff wants to know that their work has value and that they are helping to achieve the future the community wants. These plans give focus to our work as to where we spend our time and resources to take the community to the future it wants. Respecting who writes Business Plans, Ms. Ladd advised that through the reorganization process, each department was given one position who will write the Business Plan for that department. Regarding fiscal resources for these plans, Ms. Ladd advised that the Business Plan will have costs attached. Moved by Councillor B. Vrbanovic Seconded by Councillor B. loannidis "That an in-camera meeting of City Council be held immediately following this special meeting to consider three land acquisition /disposition matters and one matter subject to solicitor-client privilege." Carried. SPECIAL COUNCIL MINUTES APRIL 18, 2011 - 90 - CITY OF KITCHENER On motion the meeting adjourned at 5:13 p.m. MAYOR CLERK