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HomeMy WebLinkAbout2013-11-25 - Special SPECIAL PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES NOVEMBER 25, 2013 CITY OF KITCHENER The Planning and Strategic Initiatives Committee met this date, commencing at 2:41 p.m. Present: Councillor B. Vrbanovic - Chair Mayor C. Zehr and Councillors K. Galloway-Sealock, S. Davey, J. Gazzola, D. Glenn- Graham, F. Etherington, Z. Janecki, Y. Fernandes, P. Singh and B. Ioannidis. Staff: J. Willmer, Chief Administrative Officer D. Chapman, Deputy CAO, Finance and Corporate Services M. May, Deputy CAO, Community Services P. Houston, Deputy CAO, Infrastructure Services J. Readman, Director, Transportation Services D. Murray, Interim Director, Information Technology J. Murphy, Manager, Corporate Contact Centre S. Nickel, Manager, Information Technology Planning & Projects B. Cronkite, Project Manager, Transportation Planning D. Saunderson, Committee Administrator D. Livingstone, Committee Administrator CSD-13-077 - CORPORATE CUSTOMER SERVICE STRATEGY - PHASE 2 UPDATE 1. The Committee considered Community Services Department report CSD-13-077, dated October 30, 2013 recommending that prior to the completion of Phase 2 of the Corporate Customer Service Strategy, staff will report back with information regarding the acquisition and implementation of a Customer Relationship Management (CRM) plan, as well as the purchase and implementation of the PingStreet mobile application. Mr. M. May, Ms. J. Murphy, and Ms. S. Nickel presented the report advising that Phase 2 of the Corporate Customer Service Strategy includes an initial review of the CRM Software, strengthening the Corporate Contact Centre (CCC) by expanding the hours of service to a 24/7 operation; and, prioritizing business / service requirements for the City’s e-services. Mr. May stated that the next steps of the Strategy include implementing an internal and external communication plan regarding the changes that will occur at the Corporate Contact Centre, conducting a training needs assessment related to customer service; and, purchasing and implementing the PingStreet mobile based application. He further advised that staff will continue to investigate the resources required to proceed with the acquisition and implementation of a CRM software program and will report back in 2014 with final recommendations. Several members spoke in support of enhancing and streamlining the City’s customer service approach, noting that the implementation of a CRM software system would bring significant advantages to respond to customer inquiries and identifying current gaps in service. In response to questions, Ms. Nickel advised that the PingStreet application is anticipated to be launched in early 2014. In addition, staff agreed to circulate a copy of the presentation to all members of Council. Councillor B. Vrbanovic advised that any recommendation arising from this meeting would be ratified at the December 9, 2013 Council meeting. Carried Unanimously The following motion was then voted on and on a recorded vote by all members present. On motion by Mayor C. Zehr - it was resolved: “That prior to completion of Phase 2 of the Corporate Customer Service Strategy, staff be directed to report back in 2014 with the following information: A Customer Relationship Management (CRM) acquisition and implementation plan, including detailed costing, that is in-line with the roadmap outlined in Community Services Department report CSD-13-077; and, SPECIAL PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES NOVEMBER 25, 2013 -63- CITY OF KITCHENER CSD-13-077 - CORPORATE CUSTOMER SERVICE STRATEGY - PHASE 2 UPDATE 1. (CONT’D) A multi-year roadmap, including timelines, for the delivery of additional e- services by the municipality; and further, That staff be directed to proceed with the purchase and implementation of the PingStreet mobile application in an effort to enhance online customer service and diversify the options residents have for requesting services and information from the municipality.” FCS-13-176 - CORPORATE TECHNOLOGY STRATEGIC PLAN UPDATE REPORT 2. The Committee considered Finance and Corporate Services Department report FCS-13-176, dated November 12, 2013 regarding an update on the Corporate Technology Strategic Plan entitled ‘Plotting the Course to a New Partnership’. Mr. D. Murray presented the report providing an update on the five main recommendations that were presented to Council on June 27, 2013 through Report FCS-11-143. He advised that in order to maximize technology the following four long-term Information Technology (IT) strategic directions were identified: mobile computing, working for staff on the move; improved handling of citizen requests for service; faster response time for citizens; and, improve efficiency and effectiveness through the better use of data. He stated that one method of achieving a number of these strategic directions includes the use of mobile computing. He highlighted the goals and objectives contained within the Mobile Computing Strategy Executive Summary, and noted that in order to achieve these objectives, dedicated staff resources would be required to implement and maintain them on a continuing basis. He stated the required resources to deliver the mobile computing strategy, will come forward as part of the 2014 Operating Budget deliberations on December 12, 2013. At the request of Councillor J. Gazzola, staff agreed to circulate a copy of the presentation to all members of Council. INS-13-106 - TRAFFIC CALMING POLICY 3. The Committee considered Infrastructure Services Department report INS-13-106, dated October 30, 2013 recommending the repeal of existing Traffic Calming Policy I-1235 dated August 30, 2014, and the approval of the new Traffic Calming Policy attached to the Report. Mr. J. Readman introduced Report INS-13-106 advising that the City of Kitchener’s Integrated Transportation Master Plan, approved in June 2013, recommended a review of the 2004 Traffic Calming Policy. Mr. B. Cronkite presented the proposed Traffic Calming Policy and highlighted the major changes from the existing policy. He reviewed the existing and proposed features of the policy including: the establishment of reviews; evaluation criteria; vertical measures; and, resident circulation. Mr. Cronkite indicated that traffic calming reviews require public involvement and communication, with an increase in neighbourhood engagement ensured through procedural changes for resident surveys within the policy. He stated that next steps include a report recommending review locations which will be brought forward for consideration in early January 2014. In response to questions, Mr. Cronkite advised that there are no criteria for streets with specific environmental features, such as a hill, to receive consideration for review under the proposed policy. Councillor K. Galloway-Sealock indicated that there are significant environmental th features that may be close to meeting the 85 percentile which should be reviewed for traffic calming measures and requested that an additional criterion be proposed for the policy. She also stated that the evaluation criteria related to community destinations should be expanded to an area of 200m to capture areas surrounding schools, parks and community centres. Mr. K. Carmichael suggested an expansion of the area should be to 450m, to coincide with the Grand River Transit walkability distance. SPECIAL PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES NOVEMBER 25, 2013 -64- CITY OF KITCHENER INS-13-106 - TRAFFIC CALMING POLICY (CONT’D) 3. Several Councillors expressed concern with Clause 15 of the proposed Traffic Calming Policy indicating that developers should be required to design streets that limit excessive speed and volume. It was confirmed by Mr. Cronkite that development agreements do consider traffic impact and calming measures; however, he acknowledged that the wording within the policy is designed to encourage developers. Mr. Cronkite responded to questions related to the number of locations per year that were proposed through the annual budget process to receive traffic calming reviews, stating that the proposed budgetary allocation for traffic calming in 2014 is $220,000. Mr. Carmichael confirmed that the cost per review ranges from approximately $50,000. to $55,000. so if Council were to reduce the proposed locations from four to three there would be an equivalent cost reduction. At the request of the Committee, staff agreed to include an estimate of the cost for each type of traffic calming measure proposed within the new Traffic Calming Policy. On motion, Councillor K. Galloway-Sealock brought forward the recommendation contained within Report INS-13-106, including the following additional considerations: evaluation criteria to be expanded to 450m of community destinations and for significant environmental features, as well as strengthening of Clause 15 related to the responsibility of developers to design streets that limit the potential for excessive speed and volume. Councillor S. Davey then requested that staff bring forward an issue paper detailing information on the traffic calming practices and budgets of other municipalities, with an examination of the impact of reducing the proposed 2014 review to three locations. An amendment was brought forward by Councillor J. Gazzola to require that staff host a public information session before the Traffic Calming Policy is finalized. Carried Councillor Gazzola’s amendment was then voted on and , with Councillors J. Gazzola, Z. Janecki, F. Etherington, D. Glenn-Graham, S. Davey, Y. Fernandes, B. Vrbanovic and voting in favour; and Mayor C. Zehr and Councillors P. Singh , B. Ioannidis, K. Galloway- Sealock voting in opposition. Councillor B. Vrbanovic suggested that the Traffic Calming Policy could be accepted in principle to allow the public to have input on the additional considerations put forward by Councillor Galloway-Sealock as well as the contents of the proposed policy prior to finalization. On motion by Councillor K. Galloway-Sealock - it was resolved: “That the existing Traffic Calming Policy I-1235 dated August 30, 2004 be repealed and replaced with the Traffic Calming Policy attached to Infrastructure Services Department report INS-13-106 pending input from a Public Information session as well as the following amendments: That Clause 15 of the Traffic Calming Policy be amended to “Developers will be required to design streets that limit the potential for excessive speeding and volume. If unable to do so to the satisfaction of the Director of Transportation Services, then traffic calming measures will be incorporated in new plans of subdivision to limit speed and volume to the satisfaction of the Director of Transportation Services”; and, That Clause 5 of the Traffic Calming Policy be amended to “A roadway th must have a minimum volume of 1000 vehicles per day, and an 85 percentile vehicle speed of a minimum of 55km/h or, alternatively, no th volume warrant and 85 percentile speeds of 65km/h or greater in order to be considered for a formal traffic calming review. Additionally, roadways within 10% of the noted criteria that have identified environmental constraints will also be considered for a formal traffic calming review”; and further, SPECIAL PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES NOVEMBER 25, 2013 -65- CITY OF KITCHENER INS-13-106 - TRAFFIC CALMING POLICY (CONT’D) 3. That Table 1 (of proposed Evaluation Criteria), be amended to reflect Community Destinations within 450m of a roadway under review.” ADJOURNMENT 4. On motion, this meeting adjourned at 8:55 p.m. D. Livingstone D. Saunderson Committee Administrator Committee Administrator