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HomeMy WebLinkAbout2013-12-02 PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES DECEMBER 2, 2013 CITY OF KITCHENER The Planning and Strategic Initiatives Committee met this date, commencing at 4:35 p.m. Present: Councillor B. Vrbanovic - Chair Mayor C. Zehr and Councillors K. Galloway-Sealock, S. Davey, J. Gazzola, P. Singh, D. Glenn-Graham, F. Etherington, Z. Janecki, Y. Fernandes 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 A. Pinard, Director, Planning K. Woodcock, Manager, Service Coordination & Improvement B. Sloan, Manager, Long Range & Policy Planning J. Dueck, Supervisor, Sales & Business Development, Kitchener Memorial Auditorium N. Gross, Senior Planner T. Malone-Wright, Senior Planner G. Stevenson, Planner D. Matthews, Business Analyst S. Coutu, Policy Analyst D. Livingstone, Committee Administrator CSD-13-105 - MUNICIPAL SPONSORSHIP STRATEGY 1. The Committee considered Community Services Department report CSD-13-105, dated November 27, 2013 regarding the development and implementation of the Municipal Partnership Program (MPP) and a request for proposal for advertising sales relative to the sponsorship strategy. Mr. M. May introduced the Report advising that the Municipal Sponsorship Strategy is the principle document for attaining sponsorships and elaborated that the Municipal Partnership Program is a multi-year plan for implementation. He provided the background for the initiative explaining that in May 2013, the Centre of Excellence for Public Sector Marking (CEPSM) was retained to develop the MPP which was divided into two phases. He reviewed the work completed in Phase 1, Opportunity Assessment and Valuation, and Phase 2, Sponsorship Strategy Development. Mr. Bernie Colterman, CEPSM, presented the key trends and implications for the City of Kitchener related to the implementation of the Municipal Partnership Program. He reviewed the challenges and emphasized the need for a comprehensive approach to the program to ensure success. Mr. J. Dueck addressed the Committee providing an overview of the three recommendations contained within the Report. He noted that the first recommendation contemplates a comprehensive approach with the foundational guiding principles for the MPP; the second recommendation is related to the work plan required prior to full implementation; and thee third directs staff to issue a request for proposal for advertising sales through existing municipal assets. He noted that the revenue projects noted within the report consider the inclusion of all assets identified in Appendix ‘B’ of Community Services Department report CSD-13-105. Councillor K. Galloway-Sealock left the meeting at this time. Councillor B. Vrbanovic requested that the inventory of assets attached to Appendix ‘B’ of the Sponsorship Strategy be modified, to remove the Rotunda and Civic Square for naming rights opportunities. He acknowledged however, that the rink and stage could still be considered for naming rights opportunities within the sponsorship strategy and are identified as separate assets. Mr. May indicated that the projects for revenue were currently based on all assets listed on the inventory and would change to reflect that modification. On motion by Councillor B. Ioannidis, the recommendation within the Report was brought forward for consideration with the removal of the Rotunda and Civic Square from the list of assets on Appendix ‘B’ attached to Community Services Department report CSD-13-105. PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES DECEMBER 2, 2013 -67- CITY OF KITCHENER CSD-13-105 - MUNICIPAL SPONSORSHIP STRATEGY (CONT’D) 1. Carried The motion was then voted on and on a recorded vote, with Mayor C. Zehr and Councillors P. Singh, B. Ioannidis, J. Gazzola, Z. Janecki, F. Etherington, S. Davey, Y. Fernandes, B. Vrbanovic and voting in favour; and D. Glenn-Graham voting in opposition. Councillor K. Galloway-Sealock was not present at this time and accordingly did not vote. On motion by Councillor B. Ioannidis - it was resolved: “That the following guiding principles be approved as the foundations for a Municipal Partnership Program and future sponsorship agreements: a) Sponsorship revenue should not be used to fund core programs and services; b) A portion of the revenue generated through future sponsorships should be allocated towards establishing and/or improving the sponsored program, service, facility or enterprise; c) The contributions of municipal sponsorship partners should be acknowledged by the City in a public manner on a regular basis; d) Sponsorship recruitment should match a prospective partner with the audience/participant interests to ensure there is a good fit between the partner and the audience/participant; e) The focus of the ‘ask’ to potential sponsorship partners should be marketing- based objectives and not philanthropic or charitable in nature; f) The products, services and brand of sponsorship partners should not reflect negatively on the municipality; g) The City should not enter into any sponsorship agreements including naming rights with companies that are a direct competitor of the municipality or its enterprises; and, That staff be directed to complete the following activities in 2014, prior to reporting back to City Council on the full implementation of a Municipal Partnership Program: a) Consult with the public on the initial inventory of municipal assets and partner benefits of a Municipal Partnership Program, as outlined in Appendix ‘B’ of the Municipal Sponsorship Strategy, save and except the Rotunda and Civic Square which are to be removed from the inventory for naming rights opportunities; b) Consult with the local business community to test the concept of a Municipal Partnership Program and refine, if necessary, the initial inventory of municipal assets and partner benefits to be included in the program, as outlined in Appendix ‘B’ of the Municipal Sponsorship Strategy, as attached to Community Services Department report CSD-13-105, with the exception of the Rotunda and Civic Square; c) Develop a comprehensive Municipal Sponsorship and Corporate Advertising Policy which will guide future decisions regarding the solicitation, management and termination of sponsorships; d) Develop staffing and funding options for City Council’s future consideration that would effectively implement a corporate-wide Municipal Partnership Program; e) Establish an internal steering committee of staff responsible for providing ongoing strategic direction into the development of a Municipal Partnership PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES DECEMBER 2, 2013 -68- CITY OF KITCHENER CSD-13-105 - MUNICIPAL SPONSORSHIP STRATEGY (CONT’D) 1. Program and reporting back to City Council on the results of the work identified above; and further, That staff be directed to issue a request for proposals (RFP) to engage the services of an outside vendor to support increased advertising sales through municipal assets such as: corporate publications (e.g. Your Kitchener, Leisure, Best of Times); municipally owned and operated websites, and facility/vehicle advertising (e.g. parking garages, aquatics facilities, fleet vehicles).” The Committee recessed at 6:08 p.m. and reconvened at 6:35 p.m. with all members present. INS-13-113 - THE STATUE PROJECT - A CELEBRATION OF LEADERSHIP 2. The Committee considered Infrastructure Services Department report INS-13-113, dated November 21, 2013 requesting future direction from the Planning & Strategic Initiatives Committee regarding the proposed Statue Project – A Celebration of Leadership in Victoria Park. A motion was brought forward by Mayor C. Zehr to allow the registered delegations a maximum of 15 minutes to address the Committee regarding The Statue Project – A Carried Celebration of Leadership, which was voted on and was . Messrs. David Caputo and Jim Rodger gave a presentation detailing the project, advising that the proposal is to procure and install life size statues of Canada’s Prime Ministers in Victoria Park Commons to coincide with the sesquicentennial. He indicated that in addition to the statues being an open source curriculum regarding the Prime Ministers, the statues could be re-casted to municipalities to catalyze the Sesquicentennial celebrations. Mr. Caputo explained that the total fundraising goal is $2M, with approximately $1M of that goal having been reached through pledges. He advised that the project is scalable and can be scoped dependent of fundraising. He indicated that the request for City funding is based on the necessity for permitting assistance, maintenance, and the estimated cost of the statue bases, electrical and landscaping. Ms. P. Houston introduced the Report advising that the project could be a community capital fundraising project and with the City’s endorsement of the Project, the City would be responsible for the charitable donation receipting. She reviewed the next steps and timeline for the development of the project and indicated that at the Council meeting of June 16, 2014 staff would be seeking final approval of the project after all conditions have been met. In response to questions, Mr. Caputo advised that he and Mr. Rodger have received support for the project from the Governor General, Hon. David Johnston, and will continue to seek funding opportunities as Sesquicentennial grant resources are made available. The Committee generally expressed support for the project; however, several Councillors inquired if the project could come to fruition without the requested $300,000. in City resources and noted that the funding is earmarked for the years 2015-2017. Ms. Houston explained that tabling the project is the first step, with a fundraising update and detailed project plan to be brought forward for consideration in March 2014. She noted that any request to commit funds would be subject to Heritage Planning approvals and the achievement of fundraising targets. In response to questions, Mr. D. Chapman confirmed that the existing Public Art capital balance is approximately $611,000. with a large portion of the funding committed to approved projects. He advised that an Issue Paper will be brought forward for consideration on January 30, 2014 and assured the Committee that any additional allocations would require Council approval. Councillor F. Etherington then brought forward a motion to table Report INS-13-113 for public consultation, and that the results of the public consultation, detailed project plans and a fundraising update be brought back to Council for consideration in March 2014. PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES DECEMBER 2, 2013 -69- CITY OF KITCHENER INS-13-113 - THE STATUE PROJECT - A CELEBRATION OF LEADERSHIP (CONT’D) 2. An amendment was brought forward by Mayor C. Zehr, and accepted as friendly by Councillor Etherington, that the Statue Project - A Celebration of Leadership be registered with the Sesquicentennial organization as a City of Kitchener project. A further amendment was brought forward by Councillor D. Glenn-Graham, which was accepted as friendly, to include a web-based opportunity for public consultation hosted on the City’s website. Carried Unanimously The following motion was then voted on and on a recorded vote. On motion by Councillor F. Etherington - it was resolved: “That consideration of the Statue Project – A Celebration of Leadership, as outlined in Infrastructure Services Department report INS-13-113 be tabled to allow for public consultation; and, That the results of the public consultation, which is to include web-based opportunities for feedback on the City’s website, detailed project plans and a fundraising update be brought back to Council for consideration in March 2014; and further, That the Statue Project – A Celebration of Leadership, be registered with the Sesquicentennial organization as a City of Kitchener project.” Councillor Galloway-Sealock returned to the meeting at this time. CSD-13-104 - PLANNING AROUND RAPID TRANSIT STATIONS (PARTS) PHASE 1 3. The Committee considered Community Services Department report CSD-13-104, dated November 22, 2013 recommending that staff proceed with Planning Around Rapid Transit Stations (PARTS), as informed by the Phase 1: Project Plan and Background Report, in accordance with the details and processes outlined in Appendix ‘B’ of said report. Councillors B. Ioannidis and P. Singh declared pecuniary interest as both own property that may be impacted by the project; and accordingly, did not participate in any discussion or vote on the matter. Mr. B. Sloan presented the Report advising that PARTS ensures that there is proper planning framework to guide growth and stability in the locations close to rapid transit stations. He explained that the planning framework will detail land-use and infrastructure within a ten minute walk of each Light Rail Transit (LRT) station stop, with the objective to complete the planning framework by the opening of the LRT. He reviewed the Project Plan and Background Report and provided an overview of PARTS Phase 2: Corridor-wide Initiatives, which will consist of the following five corridor-wide initiatives: interim direction; communications approach; urban design guidelines; sanitary sewer capacity analysis, transportation demand management. Councillor K. Galloway-Sealock left the meeting at this time. Mr. Sloan responded to questions, advising that a myriad of public consultation techniques will be utilized during the PARTS processes and initiatives, with further information to be incorporated into a report for consideration in March 2014. He added that deliverables from the PARTS projects may include changes to the Official Plan, development of a new secondary plan, and related zoning to reflect the land use designations determined during the project. On motion by Councillor J. Gazzola - it was resolved: “That staff proceed with Planning Around Rapid Transit Stations (PARTS), as informed by the Phase 1: Project Plan and Background Report, generally in accordance with the sequence and timing outlined in Appendix ‘B’ to Community Services Department report CSD-13-104 and subject to business planning and purchasing processes.” PLANNING & STRATEGIC INITIATIVES COMMITTEE MINUTES DECEMBER 2, 2013 -70- CITY OF KITCHENER ADJOURNMENT 4. On motion, this meeting adjourned at 9:30 p.m. D. Livingstone Committee Administrator