HomeMy WebLinkAboutCouncil - 2011-09-19 SSPECIAL COUNCIL MINUTES
SEPTEMBER 19, 2011 CITY OF KITCHENER
A special meeting of City Council was held at 2:07 p.m. this date, chaired by Mayor C. Zehr with all
members present except Councillors Y. Fernandes and J. Gazzola.
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 was a strategic planning session which was being held to allow for presentation
and discussion of the 2012-2015 Departmental Business Plans.
Ms. C. Ladd, Chief Administrative Officer, introduced the City's business planning process and
provided background information on the steps taken by staff to achieve a 4-year business plan
aligning with the term of Council. The draft business plan circulated to Council is a long-term strategy
document capturing information required to make final decisions during the upcoming budget process
and to support the City's mission of providing valued service. Business planning is a tool which
provides for more informed decision making including the effectiveness and efficiency of services
being provided as well as clear direction and agreement going forward. An add-on to the planning for
2012-2015 is the provision of resourcing available to undertake the work outlined.
Ms. Ladd advised that all of the projects shown in the departmental business plans align with the
City's three strategic directions of community priorities, effective and efficient government and the
People Plan. Following presentations by each department, there will be further opportunities for
discussion wherein Council will be asked to provide feedback /input which will be utilized when
developing a final business plan for consideration in conjunction with the 2012 budget.
Ms. S. Adams, Director of Strategic Planning & Innovation, provided an overview of the integrated
planning cycle used by staff to development departmental business plans and highlighted key
milestones of both the 4-year and the annual business planning cycle. She noted that this meeting
begins the `review, discuss, prioritize and approve' component, which will be completed with the 2012
budget process. Council was advised that staff is confident the business plan as proposed can be
undertaken within existing budget and staffing levels and using the direction provided by Council to
staff in the 2012 Budget Call. Ms. Adams advised key assumptions were made, including: a 2.9%
tax increase and a 1 % increase to the Economic Development Investment Fund; any final budget
decisions may impact the proposed business plans and may require staff to revisit; additional projects
may need to be evaluated against the business plans; and, operational increases /implications of
planned activities for future years have not been fully assessed. Ms. Adams directed Council to the
information circulated this date providing a listing of all Corporate projects and divisional priorities
linked to the three strategic directions, a definition sheet regarding review /rankings applied and a
matrix of project prioritizations developed from the ranked projects /priorities.
The Chief Administrator and each Deputy Chief Administrator then provided an overview of their
departmental mandate, organizational structure, current environment and proposed service priorities.
Ms. C. Ladd summarized that the intent of this meeting was to introduce the business plans and
explain how they were developed. She added that the plans are still a work in progress and members
of Council are invited to submit their comments on the plans. Ms. Ladd advised that a second
strategic session is planned for October 24t" at which time Council and staff will work through the
plans ensuring that the priority projects for the next 4 years have been captured. In January 2012 a
final version of the plans will be presented containing budget and resource information.
Mayor C. Zehr advised that Councillor Y. Fernandes had sent an email with questions on what was
being presented this date and asked if staff could respond. Ms. Ladd advised that some of the
questions will be dealt with on October 24t" and in the meantime she would send her notes on today's
session to Councillors Fernandes and Gazzola.
Ms. Ladd pointed out that one item on the agenda not discussed deals with suggested action items
from the June 21, 2011 strategic session. She explained the suggested items came from members of
Council and have been organized into three categories: quick wins, planned and underway.
Councillor B. Vrbanovic inquired as to the status of the long-term solution to move garbage to Hall's
Lane as listed on page 4 of the Council action items. Mr. R. Regier, Director of Economic
Development, advised that discussions have taken place with staff, the businesses on King Street
and the Downtown BIA and there is cooperation amongst the stakeholders to move this forward.
Councillor K. Galloway pointed out there are a number of Master Plans and strategies listed in the
information provided and inquired as to who will be responsible for implementation. Ms. Ladd
SPECIAL COUNCIL MINUTES
SEPTEMBER 19, 2011 - 229 - CITY OF KITCHENER
advised that the business plans will be a vehicle to ensure projects are being completed and the
Corporate Leadership Team will be responsible for oversight. Councillor F. Etherington pointed out
there are many acronyms used in the plans and suggested that for the purposes of clarity and
transparency acronyms shouldn't be used making it easier for council and the public.
On motion the meeting adjourned at 3:56 p.m.
MAYOR CLERK