HomeMy WebLinkAboutCouncil - 2013-10-28 SSPECIAL COUNCIL MINUTES
OCTOBER 28, 2013 CITY OF KITCHENER
A special meeting of City Council was held at 2:00 p.m. this date, chaired by Mayor C. Zehr with all
members present except Councillors Y. Fernandes and P. Singh.
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.
1. STRATEGIC SESSION
1.a Open Government Initiative — Discussion Paper and Open Data Framework
Council considered Finance and Corporate Services Department report FCS -13 -163 (D. Chapman),
concerning an update to the Corporate Accountability & Transparency Policy which will include the
framework for an Open Government Action Plan. In addition, Council was in receipt of a presentation
entitled "Open Government Initiative: Discussion Paper and Open Data Framework" dated October
28, 2013.
Mr. D. Chapman, Deputy CAO, Finance and Corporate Services, presented the report, advising that
all levels of government are increasingly being held to higher standards of openness by their
regulators and constituents. He stated that the City has already put in place a number of policies,
practices and programs to become a more open government. He highlighted that in 2007 the City
demonstrated its commitment to Open Government when it passed its first Corporate Accountability &
Transparency Policy as required by the Municipal Act. Mr. Chapman further advised that due to the
scheduled review of the Policy, the City is undertaking the initiative to expand the current goals of
transparency and accountability to include participation through an Open Government framework.
In response to questions from Councillor B. Vrbanovic, Mr. Chapman advised that if during the
stakeholder engagement, it is determined that eParticipation is a priority, staff would explore the
various applications and tools available and what other municipalities have implemented to engage
their citizens. Following the review, staff would report back to Council with potential recommendations
for consideration.
Councillor S. Davey questioned whether the City's pending software upgrades would impact which
data sources are being considered for the initial launch of Open Data. Mr. Chapman advised that
further investigation would be required to determine whether the upgrades would affect the data sets
being proposed for the open data launch. He further advised that staff will be reporting back on the
implementation plan and the proposed data sets that would be available as part of the Open Data
pilot in early 2014.
Councillor F. Etherington questioned whether consideration has been given to increasing the allotted
time of 5 minutes to delegations at Council and Committee meetings as part of the review of the
Open Government Policies. Mr. Chapman advised that staff is currently undertaking a review of the
current Procedural By -law with respect to efficient and effective meetings that is anticipated to be
brought forward on November 18, 2013.
Councillor J. Gazzola questioned whether staff was investigating whether Council and Committee
meetings could be live- streamed rather than webcasted. Mr. Chapman advised that webcasting is
still in its early stage and there have been some challenges with regards to implementation. He noted
that staff anticipates reporting back to Council prior to the end of 2013 regarding the implementation
strategy for live- streaming.
Councillor D. Glenn- Graham requested that as part of the external stakeholder engagement, staff
consider using multiple types of communication to obtain feedback on the potential initiatives to
incorporate into the plan of priority actions.
Mr. Jury Konga, eGovFutures Group, presented the Open Data Framework and outlined how the use
of open data will form a key element of Open Government. He advised that open data will improve
government transparency, will assist in improving community engagement, and will potentially
present innovative and economic development opportunities.
Several members expressed support for increasing efforts to becoming more open and transparent
and finding additional ways to seek citizen feedback.
SPECIAL COUNCIL MINUTES
OCTOBER 28, 2013 -231- CITY OF KITCHENER
1.a Open Government Initiative — Discussion Paper and Open Data Framework (Cont'd)
Mr. Chapman advised that staff will commence a focused internal and external stakeholder
engagement, including an Open Government discussion, at the joint advisory committee meeting in
November. He further advised that staff anticipate reporting back to Council in January / February
2014 with a revised Accountability and Transparency Policy, along with an Open Government Action
Plan including the Open Data implementation slated for the first half of 2014.
Mayor C. Zehr requested that, as part of the stakeholder consultation, an information poster be
created and displayed at all City facilities including the Kitchener Public Library, directing citizens to
the Environics Survey.
1.b Corporate Asset Management Program Update
Council considered Infrastructure Services Department report INS -13 -100 (H. Gross), regarding an
update of the Corporate Asset Management Program, outlining a strategy for addressing and
prioritizing asset rehabilitation and replacement needs as well as the overall sustainability of existing
and future assets.
Mr. H. Gross, Director of Asset Management, presented the update, noting that since the approval of
the Corporate Asset Management Policy and Framework in January 2012, staff has completed five
detailed asset management plans for: Pavement; the Sanitary Utility; the Water Utility; the
Stormwater Utility; and, the Auditorium and Arenas. He reviewed the completed asset management
plans, indicating that all of the plans include information on: asset inventory; general asset condition;
confidence level of the results; deficit levels; and, long -term funding scenarios including the
establishment of reserves for the sustainability of the assets.
In response to questions from Councillor B. loannidis, Mr. Gross advised that, although there are
significant deficits identified within the Capital Forecast, through asset management planning the
deficits are manageable and staff are currently not recommending abandoning the current 10 -year
Capital Forecast process. He advised that within the current Capital Forecast staff will continue to
investigate alternative strategies to seek an optimal balance between the needs and costs for
repairing, replacing and upgrading assets in comparison with affordability. He indicated that one of
the key factors for Council consideration is the potential long -term funding scenario that includes the
establishment of reserves to help manage the overall sustainability of the assets.
In response to questions from Councillor D. Glenn- Graham, Mr. Gross advised that within the current
Capital Forecast staff will continue to investigate new strategies as they become available to assist in
maintaining the City's assets.
2. IN- CAMERA MEETING AUTHORIZATION
Moved by Councillor S. Davey
Seconded by Councillor B. loannidis
"That an in- camera meeting of City Council be held immediately following this special meeting to
consider a litigation / potential litigation matter and a matter subject to solicitor - client privilege."
Carried.
On motion the meeting adjourned at 5:01 p.m.
MAYOR CLERK