HomeMy WebLinkAboutCouncil - 2015-02-09 SSPECIAL COUNCIL MINUTES
FEBRUARY 9, 2015 CITY OF KITCHENER
A special meeting of City Council was held at 3:00 p.m. this date, chaired by Mayor B. Vrbanovic with
all members present.
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. CAO -15 -010 — Kitchener Economic Development Strategy Update
Council considered Chief Administrator's Office report CAO -15 -010 (R. Regier), dated February 4,
2015, concerning a Kitchener Economic Development Strategy Update.
Mr. R. Regier, Executive Director, Economic Development, introduced the Report advising the
corporate strategic planning process has identified the need for an update to the Kitchener Economic
Development Strategy (KEDS). He explained that as EDIF has concluded, KEDS requires an update
to receive direction on economic development reserve spending and replenishment.
Ms. J. MacDonald, Analyst, Economic Development, presented the Report highlighting the 2011
KEDS initiatives of focus, including: Startup City; Leading Edge Cluster Building; Become a Talent
magnet; Dynamic Downtown; and Innovation District. She then reviewed the 2014 consultation
process advising that feedback had been obtained from the Economic Development Advisory
Committee; Downtown Action & Advisory Committee and the Arts and Culture Advisory Committee.
She stated that feedback had indicated that although KEDS needs refinement, the fundamental focus
should remain consistent with the 2011 strategy. She provided an overview of the consultation that
would take place to refresh KEDS and stated feedback received this date would be incorporated into
the consultation process. She indicated staff was seeking direction from Council regarding
involvement in community engagement.
Members of Council expressed support for the consultation process as outlined in the Report. In
addition, members of Council indicated input from residents should be included in the consultation
and suggested facilitating brainstorming sessions to obtain feedback at community centres. It was
suggested business leaders could provide targeted feedback on specific topics for direction on the
KEDS.
Members of Council provided a number of comments for consideration in the refreshment of KEDS
such as: a specific website presence for economic development; continued focus on lead generation
to ensure global competitiveness; an examination of a niche area such as digital media or film; and,
an expanded understanding of the relationship of KEDS as a supporting strategy to the Waterloo
Region Economic Development Strategy (WREDS).
Discussion took place regarding the role of Councillors in the consultation process. Members
indicated they would appreciate additional input on the Strategy and engagement opportunities as the
process moves forward. Staff was cautioned against engagement fatigue and it was suggested to
utilize a cross - marketing approach during consultation such as engaging citizens through the
Neighbourhood Strategy in order to get broader feedback.
Council generally expressed support for the refreshment of KEDS based on the strategic direction of
the 2011 Strategy with a stronger community focus and actionable items rather than policy. With
regard to the strategic planning process to guide KEDS, members supported broad community
consultation with individuals and groups from varied demographics such as youth and
underemployed individuals.
A motion was brought forward by Councillor S. Davey, seconded by Councillor P. Singh, to direct staff
to begin working on the Economic Development Strategy as outlined in the Report with the integration
of the input received from Council this date.
Moved by Councillor S. Davey
Seconded by Councillor P. Singh
"That staff be directed to begin the process of updating the Kitchener Economic Development
Strategy as outlined in Chief Administrator's Office report CAO -15 -010, with the following to be
incorporated into the consultation process:
SPECIAL COUNCIL MINUTES
FEBRUARY 9, 2015 -25- CITY OF KITCHENER
• City of Kitchener Advisory Committees;
• Neighbourhood Associations;
• Community Groups; and,
• Economic Development Stakeholders."
Carried.
1.b. CAO -15 -009 —Customer Service/ e- Service Components — 2015 Budget
Council considered Chief Administrator's Office report CAO -15 -009 (D. Murray /J. Miller), dated
January 17, 2015, concerning the Customer Service / e- Service Components Proposed in the 2015
Budget.
Ms. J. Miller, Executive Director, Office of the CAO, introduced the Report advising it was in response
to a request for additional information on the various Customer Service /e- Service components being
proposed for funding through the 2015 budget process. She advised the requests are related to the
acquisition of the Customer Relationship Management (CRM) software, new public portals and an e-
Participation engagement software connected to three Council- approved strategies as outlined in the
Report. Ms. Miller provided the background and vision of the Customer Service Strategy which is to
provide a seamless customer service experience. She then highlighted the initiatives and action
plans for the Customer Service Strategy; e- Services Strategy; and the Open Government Action
Plan.
Mr. D. Murray, Director of Technology Innovation and Services, presented an overview of the online
experience a customer would have when utilizing the access portal provided by the CRM. He
explained the CRM integrates a number of vendor - provided systems and provides a non - complex
interface for the customer to improve their experience. He reviewed the e- services currently in place
and highlighted e- participation initiatives which would promote and improve access to services such
as: "report a problem "; parking exemptions and complaints; licensing as well as a number of other
potential services available through the public portal.
With regard to the Customer Relationship Management (CRM) software, Council requested that
examples from other municipalities using similar software be provided to Council prior to Final Budget
Day.
Discussion ensued regarding the various inter - related operations and functionalities that would be
accommodated through the CRM, public portal, and e- participation. Although members generally
expressed support of the utilities provided by the CRM, concern was articulated regarding an
additional staff complement of 2 contract positions required for implementation and projected, as
outlined in the Capital Budget Issue Paper (CAP -117) in the 2015 Capital Budget Package. Mr. D.
Murray explained the 2 contract positions would be required during implementation; however, until
implementation is completed, the level of continued staff support cannot be confirmed.
Members also expressed concern with the amount of funding required for implementation of the
software and encouraged staff to use existing technology to its full potential before committing
additional funding for new software. Further concern was expressed regarding the funding requested
considering the competing municipal priorities for budget allocation. It was noted there may be
substantial savings to the City of Kitchener when partnering with the Region of Waterloo in leveraging
their purchase of the Kana /Lagan software, which if not leveraged would result in significant lost
opportunity costs to the City.
2. IN- CAMERA MEETING AUTHORIZATION
Moved by Councillor D. Schnider
Seconded by Councillor Y. Fernandes
"That an in- camera meeting of City Council be held this date to consider a land acquisition /
disposition matter and a litigation / potential litigation matter which is also subject to solicitor - client
privilege and a matter subject to solicitor - client privilege."
Carried.
On motion the meeting adjourned at 5:23 p.m.
MAYOR CLERK