HomeMy WebLinkAboutFCS-12-126 - Location for Meetings August 2012REPORT TO:Committee of the Whole
DATE OF MEETING:
June 25, 2012
SUBMITTED BY: R. Gosse, Director of Legislated Services/City Clerk
PREPARED BY:
R. Gosse – ext. 2809
WARD(S) INVOLVED: n/a
DATE OF REPORT: June 18, 2012
REPORT NO.:
FCS-12-126
SUBJECT:
LOCATION FOR MEETINGS – AUGUST 2012
RECOMMENDATION:
That the Standing Committee meetings scheduled for August 13, 2012 and the regular
Council meeting scheduled for August 27, 2012, be held in the City Hall Rotunda.
BACKGROUND:
The Procedural By-law (Chapter 25 of the Municipal Code) requires that all meetings of Council
and Standing Committees be held in the Council Chambers unless Council, by resolution,
decides otherwise.
Due to the upcoming upgrade of the audio/visual system, the Chambers will not be available for
meetings in August.
REPORT:
With the renovations taking place in the Council Chambers an alternate location for the
meetings in August must be found. In looking for a suitable location various factors were taken
into consideration: physical location, space, accessibility, logistical issues with equipment and
resources and, consistency. Another factor that is unknown at this time will be the number and
type of reports being brought forward for consideration.
There were various locations within the City considered including community centres, The Aud,
Victoria Park Pavilion, Kitchener Operations Centre, Regional Council Chambers and Kitchener
City Hall. In regard the locations other than Regional Council Chambers and City Hall, staff felt
there were too many issues with space size (too small or too big), access by transit or parking
issues, lack of audio/visual equipment and possible costs associated with set-up and staff
having to travel to other locations. The Regional Chambers would be a good alternate location
but, it is not owned by the City therefore arrangements would have to be made, if possible, and
there is still a question of easy access to transit and parking for the public, staff and members of
Council.
It is staff’s opinion that the best option is to hold the meetings within City Hall which is consistent
with current practice, in that all meetings are held there and logistically it’s the easiest location to
set-up for the meetings. In addition, although not the physical centre of the City, it is the political
centre where most members of the public know, meetings are held. In looking at options within
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City Hall, some meeting rooms could be utilized such as the Conestoga Room however; space
is limited and the environment is somewhat closed in.
Staff is recommending that the Rotunda be used for these meetings due to sufficient public
space, easy set up with audio and visual equipment and may serve an alternate purpose of
being more inviting to the public.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
n/a
FINANCIAL IMPLICATIONS:
There will be no cost to hold the meetings in the rotunda. Should Council decide on another
location, there may be costs associated with audio/visual equipment, travel and staff. The exact
costs will be dependent on the location.
COMMUNITY ENGAGEMENT:
n/a
ACKNOWLEDGED BY: Dan Chapman – DCAO – Finance & Corporate Services
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