HomeMy WebLinkAboutFCS-16-009 - Comprehensive Business Licensing Review - Scope of Project
REPORT TO: Finance and Corporate Services
DATE OF MEETING: February 8, 2016
SUBMITTED BY: Christine Tarling, Director of Legislated Services & City Clerk,
519-741-2200, ext. 7809
PREPARED BY: Tanya Daniels, Manager of Licensing, 519-741-2200, ext. 7854
WARD(S) INVOLVED: All
DATE OF REPORT: January 18, 2016
REPORT NO.: FCS-16-009
SUBJECT: Comprehensive Business Licensing Review – Scope of Review
___________________________________________________________________________
RECOMMENDATION:
That the project scope of the Comprehensive Business Licensing Review, as
outlined in staff report FCS-16-009, be approved.
BACKGROUND:
TheMunicipal Act, 2001 provides municipal councils with the authority to license,
regulate and govern any business, wholly or partly carried out within its boundaries.
Business licensing has been a municipal mandate in the Province of Ontario for over 20
years and is practiced by many Municipalities.
The public interest associated with licensing and regulating businesses within a
municipality relates to the following three major areas:
1. Health and safety of the municipality, which includes workers, customers, and
visitors;
2. Consumer protection; and,
3. Nuisance Control.
In other words, by licensing and regulating businesses, the City endeavours to
reasonably ensure, on behalf of the community, that businesses are safe, free from
criminal influence, and integrated properly into the community. A licensing program
allows the Municipality to regulate business activities within its boundaries with respect
to where they can operate and also by requiring certain inspections, standards,
conditions and supporting documentation (e.g., Valid Insurance coverage) to ensure
businesses are operating responsibly and in the best interest of the community.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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The City of Kitchener’s current licensing program is comprehensive, comprised of 36
Municipal Code Chapters and the annual administration of over 2500 licences across
nearly 100 different categories.
In 2005 the Business Licensing fees were reviewed and a fee calculation was
implemented for all types of businesses. While some of the licensing chapters have
had small updates within those years, the program itself has not been reviewed in over
10 years. During this time the needs of the community have changed, internal
processes have improved, and legislation changes have occurred.
As part of the 2016 Council-approved business plan, Licensing staff have committed to
completing a comprehensive review of the Business Licensing Program. As directed by
Council, Licensing staff is submitting for review and approval, a scope of project report.
REPORT:
The following 8 areas represent the scope of the planned review of the City’s business
licensing program:
1. Purpose of the Business Licensing Review
To undertake a full review of business licensing processes to ensure a customer-
focused approach, to make better use of existing technologies and to implement
industry best practices. This will include a review and update to the licensing by-law to
provide greater clarity, along with a review and update of relevant fees as appropriate.
2. Study Area
Technologies available to business licensing to improve customer service,;
Council Policies related to business licensing;
36 Municipal Code Chapters related to business licensing;
2 Business licensing bylaws;
Municipal Code Chapters and Bylaws impacting business licensing (e.g., Zoning By
Law);
Standard Operating Practices within the Licensing section;
Review of cost-recover and fee model options;
Relevant regulatory changes impacting business licensing; and
Comparator municipality research.
3. Guiding Principles
Design a sustainable business licensing program that meets the needs of the
community while drawing on principles of customer service, efficient city services,
and meets the guiding ideals of health and safety protection of the city, consumer
protection and nuisance control;
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Ensure a customer-focused approach which results in reduced “red tape” and
increased value to the customer;
Exploit the use of technology to improve the customer experience and increase
operating efficiency;
Promote collaboration among all sectors (Government, Private, non- profit,
residents) as a key to success;
Create bylaws that are clear, understandable, enforceable, and meet legislative
requirements; and,
Establish a Business Licence fee structure for all categories that will reflect an
appropriate level of cost-recovery along with the enhanced service levels and
efficient processes established within the new licencing program.
4. Project Lead
The review is to be led by the Manager of Licensing.
5. Stakeholder Consultation
The following stakeholder groups or individuals will be consulted as part of the review:
Current business licence holders;
External partners including Kitchener Downtown Business Improvement Area and
Belmont Business Improvement Area;
The Economic Development Advisory Committee;
The City’s Joint Enforcement Review Team comprising internal members of Bylaw
Enforcement, Fire, Building, Planning, Licensing, Security, and external members at
Waterloo Regional Police Services, Waterloo Regional Public Health, and K-W
Humane Society;
Other internal partners including: Legal Services, Finance, Operations, Information
Technology; and,
Comparator municipality research to include: Waterloo, London, Barrie, Cambridge,
Guelph, and Brantford based on their similar size and/or proximity to Kitchener.
6. Review Engagement Tactics
Consultation and information sharing for the business licensing review will use the
following methods:
Survey to current licensees and stakeholders;
Public notices;
Information circulations to Kitchener Downtown BIA and Belmont BIA;
Website updates and bulletins on a dedicated Business Licensing review webpage;
Social Media updates including Facebook, Twitter; and
Information sharing and collaboration meetings with internal and external partners as
outlined above.
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7. Items to Address in Review
For greater clarity, the following will be addressed in the review:
Review the overall layout of all Business Licensing bylaws looking to incorporate
best practices, improve accessibility and create a more customer-friendly model;
Address housekeeping changes to improve language consistency, avoid
unnecessary duplication, improved readability and reflect current administrative
practices;
Review fees for market comparison, structure, appropriate level of cost-recovery and
implementation across the licensing types;
Review available technology resources and future technology implementations –
optimize the use of existing technology where possible;
Look to remove redundant practices, inspections, and processes within the
Licensing program;
Review and improve inter-departmental customer service and communication
processes where necessary; and,
Review access to information supported within the business licensing process
including public notices, website information and updates, and currently licensed
listings.
Overview of Review Timeline and Deliverables
Phase Item TimelineDeliverables
Comprehensive Business
Scoping January – February 2016 Licensing Review – Scope of
1
Review report presented to
Council
Research Draft bylaw and municipal code
amendments
This will include background
2
February to April 2016
research on legislation, Draft recommendations for
practices, policies, fees, and improvements to practices and
stakeholder engagement policies
Consultation materials provided to
stakeholders
3 Stakeholder Engagement March to June 2016
Stakeholder input is summarized
and incorporated into
recommendations
Presentation to August Strategic
Session of Council
Development of revised August 2016
4
Comprehensive Business
bylaws, practices, and policies
Licensing Review report including
proposed bylaws, fees, policies
and practice details
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Updated public information,
Implementation of new
September 2016 to implementation of new
5licensing program and
January 2017 technology,, approaches and fee
legislation
schedule
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Strategic Priority: Effective and Efficient City Services
Strategy:
5.2 Improve the design and delivery of city services so that they provide what citizens
want in the most reliable, convenient and cost-effective way.
Strategic Action:
# 116 Comprehensive Review of Business Licensing; and
# 122 Online Business Licensing
FINANCIAL IMPLICATIONS:
None – This review will be completed by City staff. Any disbursements associated with
the review (e.g., public notices, etc.) will be minor and will be funded within the
approved operating budget.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
CONSULT – There will be extensive stakeholder consultation associated with this
review as outlined in sections 5 and 6 above.
CONCLUSION:
The Licensing team is dedicated to providing a business licensing program that meets
the needs of the community as well as provides efficient, reliable and understandable
service to licensees. This comprehensive review will be the starting point for a renewed
Business Licensing program that achieves the strategic goals supported within the
review and where stakeholders have had an opportunity to provide input into the
program that directly affects them.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO
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