HomeMy WebLinkAboutCAO-17-020 - Business Plan Status Update - April 2017
REPORT TO: Finance & Corporate Services Committee
DATE OF MEETING: June 12, 2017
SUBMITTED BY: Laurie Majcher, Manager Strategy & Business Planning, 519-741-2200
ext.7817
PREPARED BY: Laurie Majcher, Manager Strategy & Business Planning, 519-741-2200
ext.7817
WARD (S) INVOLVED: All Ward(s)
DATE OF REPORT: May 30, 2017
REPORT NO.: CAO-17-020
SUBJECT:Business Plan Status Update April 2017
__________________________________________________________________________________________
RECOMMENDATION:
For Information
BACKGROUND:
On January 18, 2016, Council approved the City of Kitchener 2015-2018 Strategic Action Plan.
The purpose of this plan is to ensure that strategy drives our business. Having staff
commitment to integrate this work into the ongoing operation of the organization provides a
management framework that creates clarity and focus for following through on the promises
made to the community in the c
make progress on the priorities in the strategic plan and the community vision to build an
innovative, caring and vibrant community.
All of the action items from the Strategic Action Plan approved by Council on December 5,
2016 have been incorporated into the2017 corporate Business Plan.Accountability and
resources have been assigned to carry out the plan, in accordance with the approved 2017
budget, and work is already underway on those actions targeted for this year. The status of
projects on the Business Plan is reported to Council three times per year, and progress for
ongoing initiatives is reported annually at year-end.
planned events for each project. The intention of sharing this information regularly with council
is to demonstrate full transparency and accountability on the commitments the organization
has made to the public through the plan.
The purpose of this report is to provide Council with the status of all active business plan
projects as of April 30, 2017. The status updates will illustrate the degree to which the
organization is making meaningful progress on strategic priorities and following through to
completion on projects that are started, while delivering on the day-to-day needs of the
community and responding to unanticipated demands along the way.
*** 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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REPORT:
There are 85 projects on the City of Kitchener 2017 Business Plan that were in progress
between January and April of this year. As of April 30th, 89% of all active projects are on track
to be completed as planned and 47 projects are expected to be completed by the end of 2017.
Significant progress has already been made on a number of projects so far this year with the
following project completed:
1.Corporate-Wide Community Engagement Review (OG09):The recommendationsof
this projectwere approved by Council on January 30, 2017. Actions on the implementation
plan include: the development of a special outreach strategy to broaden engagement
among people that do not typically engage with the city; annual reporting to citizens on
community engagement activity; a Community Engagement Policy; staff training and, a
2.Corporate Technology Strategic Plan & Digital Strategy(CS11):On January 30, 2017,
to
facing) and externally (community facing) over the next four years. Actions that will begin
implementation in 2017 include: the development of a minimum standard for access to free
public internet; development of a narrowband smart city IoT network; and establishing the
Civic Innovation Lab at the Communitech Hub.
3. Neighbourhood Strategy (NB1): On February 27, 2017, Council endorsed the
Neighbourhood Strategy, Love as
supporting great neighbourhoods. An
implementation schedule for the 18 recommended action items includes but is not limited to
the following beginning in 2017: a Neighbourhood Places Program; a placemaking guide;
neighbourhood website; neighbourhood action plans; increases to the Neighbourhood
Matching Grants program; reductions to municipal barriers; and a State of our
Neighbourhoods report.
4. Shopping Cart Management Plan Bylaw (CS52): On March 20, 2017, Council approved
the recommendations of this project to enact a bylaw requiring any business that provides
shopping carts to its customers to have a Shopping Cart Management Plan which sets out
demonstrable measures to prevent the unauthorized removal of shopping carts from the
5. Five-Year fire Master Plan (CS06):On May 15, 2017, Council approved the Kitchener
Fire Master Plan as the guiding document for the Kitchener Fire Department. The Master
Plan contains 11 strategic and operation actions designed to improve public fire safety
education, fire safety standards and enforcement, and emergency response. There are an
additional 24 actions to support effective and efficient operations, staff development and
strengthening partnerships.
6. Development Incentives for Affordable Housing - Phase 2 (NB16): On May 15, 2017,
Council approved two new policies as recommended by this project: Development
Charges Payment Milestone for Affordable Rental Housing, and Development Application
Fees and Building Permit Fees for Affordable Rental Housing, both to come into effect July
1, 2017 as local level development incentives to assist with the provision of affordable
rental housing in Kitchener.
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It is important to keep in mind that at any point in time it is normal and expected that up to 30%
of projects on the plan may run into unanticipated or uncontrollable circumstances that prevent
those projects from moving forward as planned. Since the consistent delivery of core service
to the public is the number one priority for the organization, capacity is often redirected from
projects to core service when unexpected vacancies occur for key positions or the workload
associated with meeting the demand for service go beyond what was expected at the time the
plan was approved.
The following projects are expected to experience minor delays and their end dates have been
adjusted. However, they are all expected to be completed by the end of 2017, including:
Responsible Pet Ownership Strategy (CS03);Kiwanis Park Pool Renovation (CS33);Huron
Woods Community Centre Partnership (NB14) and PARTS Midtown RT Station Area Plan
(NB08).Four projects that are currently active have experienced more significant delays in
progress, and their end dates have been revised as follows:
Previous New
PROJECTEXPLANATION
End DateEnd Date
Hidden Valley Land Use StudyDec Apr Technical work will happen in phasesto
(NB21)20182019minimize financial risk.
Payment Process Improvements Dec Dec Resource constraints
and Electronic Funds Transfer 20172018
Payments(CS34)
Internal Order Process Dec
TBDResource constraints
Improvements (CS15)2017
Low Impact Development Design Dec Dec Time required to incorporate anticipated
Guidelines Stormwater Utility 20172018changes from the Ministry of the Environment
(SE05)and Climate Changevia an Environmental Bill
of Rights.
A full listing of all active projects on the 2017 Business Plan and their status as of April 30,
2017 can be found in Appendix A.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement
through the delivery of core service.
FINANCIAL IMPLICATIONS:
None
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Jeff Willmer, Chief Administrative Officer
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Appendix A
2017 Business Plan Status Update As of April 30, 2017
CAO's DEPARTMENT
Jeff Willmer(519) 741-2200 ext. 7350
Administration - CAO
NB13Sustainable Development Feasibility Study Status as of Apr 30th 2017:
ON TRACK
Apr-2018
Expected Completion:
Description:
Recent Progress:
Working with partner organizations, under the
Project management team formed and now meeting monthly -
Federation of Canadian Municipalities (FCM)
includes 4 municipal partners, technical consultant and land
Green Municipal Funds program, undertake a
development company. Consultant has prepared the study outline and
feasibility study to help inform sustainable
technical research in draft form.
development practices at a site or
Next Steps:
neighbourhood scale. The emphasis is to be
Two Kitchener case study sites are expected to be confirmed with
on energy sustainability.
landowner consent in spring 2017, and then initial information
gathering will begin for those sites.
Cory Bluhm(519) 741-2200 ext. 7065
Economic Development
Status as of Apr 30th 2017:
EC01Arts & Culture Strategy
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Consult with stakeholders to develop a multi-
Data analysis has been updated for creative sector and stakeholder
year plan for arts business and cultural vitality
objectives have been identified.
strategy including digital media, music, film
Next Steps:
design and emerging clusters.
An outline will be drafted to be reviewed with stakeholders and
advisory committees.
Status as of Apr 30th 2017:
EC04Special Events and Urban Vitality Strategy
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Development of a special events and urban
Met with Downtown Development and Corporate Communications
vitality strategy that supports the overall
teams. Survey with Engage Kitchener to provide feedback on
objectives of the Kitchener Economic
events/festivals in the city, what they like to see, etc. is complete. We
Development Strategy.
have received more than 2,000 surveys back from the community.
Next Steps:
Discussing with downtown development team on ways to coordinate
activities together considering the close relationship on many projects
within the downtown. Meeting with corporate communications on
digging deeper into the messaging behind the survey results.
EC08Advanced Manufacturing Incubator Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Support the development of an advanced
Working in partnership with Communitech. The completed Deloitte
manufacturing incubator in Kitchener, offering
business plan will form part of the submission through the Federal
specialized accelerator programming for startup
manufacturers.
Q3.
Next Steps:
A strategic planning session is to be held in Q2 with various
community stakeholders to create a vision for the incubator.
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Cory Bluhm(519) 741-2200 ext. 7065
Economic Development
Status as of Apr 30th 2017:
EC10Update the Downtown Kitchener Action Plan
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
The Downtown Kitchener Action Plan (2012-
Major public consultation completed (Shape DTK 2020). Draft
2016) focuses on organizing City and BIA
strategic priorities developed. Further public consultation on these
programs, services and resources to leverage
priorities is complete.
these assets and stimulate positive spin-off
Next Steps:
investment, engaging the community along the
Draft strategy to come before Council in June 2017.
way to ensure the City continues to move in the
direction preferred by Citizens.
EC19Kitchener Market Strategy Implementation Plan Status as of Apr 30th 2017:
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
The development of a strategy to map out the
Staff continues to work on creating a final draft implementation plan
future role of the Kitchener Market in the
along with specific action items.
community taking into consideration its
Next Steps:
contribution to quality of life, the local food
The draft implementation plan will be reviewed with stakeholders
economy and the overall vitality of Downtown
before it is finalized.
Kitchener. Key stakeholders will be engaged
and recommendations will be presented to City
Council.
Status as of Apr 30th 2017:
EC22Creative Hub Implementation: RFP Process
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
The establishment of a Creative Hub to
RFP prepared and issued. Proposals received.
incubate and strengthen the growth of arts and
Next Steps:
Economic
Options are being reviewed.
Development Strategy, Make it Kitchener was
supported by Council in 2016. The
implementation of this will involve an RFP
process to select an operator at the preferred
location of 44 Gaukel street.
NB12Rockway Centre Partnership Development Status as of Apr 30th 2017:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Gather all relevant information to inform the
Options are being reviewed.
Request for Proposals process for the
redevelopment of the Rockway Centre into a
Next Steps:
medium-to-high density mixed use project.
NB24Neighbourhood Markets Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Explore options to increase the feasibility of
Project charter created in partnership with the Neighbourhood
increasing the number of neighbourhood
Development Office.
markets in the city, looking at options to provide
Next Steps:
increased support for community-led markets
Consult with the community stakeholders, based on feedback,
and the potential for a neighbourhood mobile
developing draft of Easy Steps Guide.
farmers market.
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Jana Miller(519) 741-2200 ext. 7231
Office of the CAO
Status as of Apr 30th 2017:
OG07Customer Service Strategy - Phase 3
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Focus on continuing to positively enhance the
Development, approval and launch of new Complaints Management
customer service experience through creating
policy and procedure for staff. Customer Service Strategy road show
more convenient channels for customer
sharing next two-years of corporate work with Senior Management
access, improved tracking, monitoring,
Teams completed. OMC, Bylaw, Corporate Contact Centre staff
measuring and reporting of customer
trained and using CRM. Enhancement of Mayor's Office CRM
interactions and development of a standardized
reporting completed. Discussions on training development have
escalation process. The scope will also include
started.
the acquisition and implementation of new
Next Steps:
Customer Relationship management software,
Work to enhance CRM reporting capabilities in the Office of Mayor
including staff training on the tool and
and Council expected to launch in June. Additional CRM and
customization of its business
business process mapping work with Bylaw planned which will
intelligence/reporting function for business lines
eventually enable online functionality. Plan to prioritize next division to
currently using CRM.
be brought on to CRM being developed - CLT endorsement
anticipated in June.
OG09Corporate-Wide Community Engagement Review Status as of Apr 30th 2017:
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
Complete a comprehensive review of the city's
The Community Engagement Review was guided by many individuals
engagement practices, processes and policies,
and two key documents related to this work include CAO-17-001,
identify gaps and implement improvements.
which includes an attachment of the full PDF report of the Community
Engagement Review. The review is now complete.
Recommendations will be implemented and, because of their size
and scope, some will become new business plan projects in the future.
Next Steps:
Status as of Apr 30th 2017:
OG12Citizen-First Customer Service Culture
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Focus on building a citizen-first culture through
Recruitment plan and timelines for Customer Service Project
the development of several foundational
Manager complete. Preliminary plan for corporate-wide review has
elements beginning with a comprehensive
been developed. Work with HR is underway to develop customer
corporate review looking at customer service
service training assessment (to determine what training is needed)
practices, protocols and philosophies to identify
and to source training development consultant.
gaps and opportunities for improvement.
Next Steps:
Review to be followed by the development of
Recruitment of Project Manager for the culture-related work projects
tools, resources, revised service guidelines and
(training development, tools, resources, corporate review) - expected
customized customer service training to support
to be complete in June 2017. Corporate-wide customer service review
staff and further embed our customer service
to commence in fall 2017 to determine gaps, opportunities, areas for
culture.
improvement etc. Development of staff training is underway.
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Jana Miller(519) 741-2200 ext. 7231
Office of the CAO
Status as of Apr 30th 2017:
OG15Community Engagement Policy
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Development of a Council policy for Community
Draft policy has been developed for review by key internal and
Engagement that provides direction and
external stakeholders.
guidance to ensure that responsibilities to
Next Steps:
effectively communicate, consult and engage
Circulate the draft policy to internal and external stakeholders for
the community are fulfilled.
feedback. Review feedback received. Adjust the policy as
appropriate, prepare final draft of the community engagement policy
and present to Council for approval.
OG16Community Engagement Plans, Tools & Resources Status as of Apr 30th 2017:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Development of community engagement plans,
Engagement Consultant and Communications and Marketing staff
tools, templates and resources to support staff
have collaborated to develop a draft plan template for staff to use in
in effectively informing and engaging citizens.
planning engagement efforts. To be tested in mid 2017 with staff
doing community engagement work.
Next Steps:
Development of a community engagement plan template for use by
staff who are informing, consulting, collaborating or entrusting
citizens. Development of various tools and templates for internal staff
based on employee feedback and needs identified in the Corporate
Community Engagement Review.
SE04Corporate Climate Action Plan Status as of Apr 30th 2017:
ON TRACK
Aug-2018
Expected Completion:
Description:
Recent Progress:
Develop a comprehensive Climate Action Plan
On February 20, 2017, the phase 1 Report was considered by Council
for the organization that integrates both
and they adopted an 8 per cent corporate greenhouse gas reduction
mitigation measures with adaptation strategies
target from 2016 emissions levels by the end of 2026; made a
that work synergistically to reduce vulnerability
commitment to climate change adaptation planning; and established a
to climate risks and greenhouse gas emissions.
steering committee to act as an advisory body to the Corporate
Leadership Team and Council recommending both mitigation and
adaptation measures for the corporation that are practical, affordable
and appropriate.
Next Steps:
The project team will complete a vulnerability and risk assessment,
involving key stakeholders in the analysis of the potential
consequences of climate change on city operations and
infrastructure. Staff across the corporation will be consulted on ideas
to conserve energy, reduce waste and decrease our carbon footprint.
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COMMUNITY SERVICES DEPARTMENT
Michael May(519) 741-2200 ext. 7079
Administration - CSD
Status as of Apr 30th 2017:
NB01Neighbourhood Strategy
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
Develop a comprehensive Neighbourhood
Lovemyhood: Kitchener's guide to great neighbourhoods was
Strategy focused on achieving two objectives: I.
approved by Council on Monday, February 27, 2017, along with an
Helping the municipality, citizens and
implementation schedule and a new Neighbourhood Development
community groups coordinate efforts in
reserve fund. Implementation of Lovemyhood is anticipated to occur
planning, building and supporting safe and
between 2017-2019 based on the implementation plan endorsed by
thriving neighbourhoods; and, II. Creating a
Council. Three action items have been completed to date. Work is
framework to facilitate and support a citizen-led
underway for the remaining items.
approach to placemaking in the city's
Next Steps:
neighbourhoods.
Status as of Apr 30th 2017:
NB15Neighbourhood Development Office
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Create a neighbourhood development office to
Neighbourhood Development Office Associate position has been
provide oversight and coordination of
hired. Recruitment underway for Neighbourhood Development Office
neighbourhood action plans.
Supervisor.
Next Steps:
Complete Neighbourhood Developmenbt Office Supervisor recruit.
Mike Seiling(519) 741-2200 ext. 7669
Building
Status as of Apr 30th 2017:
CS55AMANDA 7 and Public Portal Review
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
The AMANDA software system requires a
The public portal review is complete.
significant upgrade; AMANDA 7. Prior to
implementation, testing of scripts and set-up of
Next Steps:
security groups and reporting tools is
Scheduling of a report to Council with recommendations and request
necessary. The existing public portal is integral
for approval is pending. The AMAMDA 7 implementation will
to the core business. The project will include
commence after the public portal is complete and operational.
reviewing the existing public portal including
other software options.
Gloria MacNeil(519) 741-2200 ext. 7952
By-Law Enforcement
CS03Responsible Pet Ownership Strategy Status as of Apr 30th 2017:
DELAYED
Dec-2017
Expected Completion:
Description:
Recent Progress:
Work in conjunction with City of Waterloo and
Meetings with cat rescue groups have provided useful suggestions on
KW Humane Society to development a series
what works/what does not work regarding feral cat programs.
of actions to encourage responsible pet
Next Steps:
ownership.
We are currently working with the Humane Society to determine ways
to implement a feral cat program.
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Gloria MacNeil(519) 741-2200 ext. 7952
By-Law Enforcement
Status as of Apr 30th 2017:
CS20Property Standards Compliance Review and Proactive By-
ON TRACK
law Enforcement
Aug-2017
Expected Completion:
Description:
Recent Progress:
Review existing property standards by-law and
Public consultation process has occurred with the Neighbourhood
related initiatives to promote voluntary
Associations.
compliance and reduce reliance on traditional
Next Steps:
enforcement methods. Explore the merits of
A public meeting is scheduled for May 23, 2017. Report is scheduled
increasing pro-active enforcement of the city's
to go to Council on June 12, 2017.
by-laws including development of a citizen
dispute resolution toolbox. Assess the resource
requirements.
CS52Shopping Cart Management Plan Bylaw Status as of Apr 30th 2017:
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
Investigate options to require any business that
This project has been completed. The report was approved by
provide shopping carts to its customers to have
Council on March 20, 2017 and a bylaw has been created.
Next Steps:
would set out demonstrable measures to
prevent the unauthorized removal of shopping
retrieval of abandoned carts.
CS53Negotiation of Animal Control Services Contract Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Investigate options available for animal control
Negotiations for the new contract are on track and future meetings
services and licensing. Current contract ends
have been scheduled.
Dec 2017.
Next Steps:
Planning to present contract to Council before end of summer 2017.
CS56Administrative Monetary Penalties Strategy (AMPS)Status as of Apr 30th 2017:
ON TRACK
Apr-2018
Expected Completion:
Description:
Recent Progress:
Research and development of removing the
The three municipalities have met to discuss process, finances and
parking ticket process from the Regional Court
allocated funding for research related to the project.
House and implementing an internal process
Next Steps:
that could be shared with Waterloo and
Job posting creation for research candidate is in progress. The
Cambridge.
posting will be issued by City of Waterloo soon and the recruitment
process will begin at that time.
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Mark Hildebrand(519) 741-2200 ext. 7687
Community Programs & Services
Status as of Apr 30th 2017:
CS33Kiwanis Park Pool Renovation
DELAYED
Dec-2017
Expected Completion:
Description:
Recent Progress:
The revitalization of the Kiwanis Park Outdoor
The call for tenders has been completed and been distributed. The
Pool, includes the redesign of the pool in its
construction site has been secured by Melloul Blamey and the project
existing footprint, as well as all associated
is underway.
systems (filtration pumps, filters, UV
Next Steps:
disinfection, piping/valves, chemical capacity &
Demolition of the pool basin is underway. New hydro service
dosing system, heating systems) and
installation has commenced.
incorporation of a future spray pad.
NB14Huron Woods Community Centre Partnership Status as of Apr 30th 2017:
DELAYED
Dec-2017
Expected Completion:
Description:
Recent Progress:
Explore the potential for a partnership with the
Reviewed the opportunities for a joint school/community centre in the
school board for the development of a
Huron Woods area and discussed opportunities with both public
community centre in the Huron Woods
school boards (WCDSB and WRDSB).
neighbourhood.
Next Steps:
Review findings from discussions with Councilor and Mayor.
Status as of Apr 30th 2017:
NB42Doon Pioneer Park Community Centre Expansion -
ON TRACK
Design & Construction
Dec-2018
Expected Completion:
Description:
Recent Progress:
Upon completion of the Business Case, an
The project budget has been established with a splash pad included
architect will be sourced and acquired to design
in the project. The tender document for a project Architect is
and build the expansion.
completed.
Next Steps:
Next steps include retaining a consultant, developing
schematic/conceptual design and design development.
Status as of Apr 30th 2017:
NB44Community Centre Audit Implementation
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
The community centre section went through a
The reorganization transition and training for intact staff teams are
significant audit with immediate, short-term, mid-
complete. Sectional goals and objectives have been developed and
term and long-term recommendations. Review
priorities assigned for 2017. 12 of 49 recommendations completed.
and implementation of these recommendations
Next Steps:
will consist of a substantial body of work.
The next steps include hiring a new manager, confirming the sectional
mandate, divisional visioning exercise and review and risk
assessment of specific remaining recommendations. 19 of 49
recommendations in progress.
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Jon Rehill(519) 741-2200 ext. 5500
Fire
Status as of Apr 30th 2017:
CS06Five-Year Fire Master Plan
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
Develop a five year road map for the Fire
Staff report and master plan scheduled for CISC on March 6, 2017;
Department to meet the needs and
deferred to April/May 2017.
circumstances of the community, Council and
Next Steps:
staff.
Staff report and master plan to be presented to CISC on May 1, 2017
and to Council on May 15, 2017.
CS24Regional Emergency Communications Centre Status as of Apr 30th 2017:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Incorporate the recommendations from the
As per the recommendations in the Kimball report, KFD will
regional emergency communications centre
implement the Intergraph CAD system jointly with Waterloo Regional
report.
Police Services to provide interoperability through shared technology.
Next Steps:
Pending meeting with the Ministry of Health and Long Term Care
(MHLTC) to discuss building an interface with the future CAD provider
(Intergraph) to continue the simultaneous notification interface
between Fire and the Central Ambulance Communications Centre
(CACC).
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Apr 30th 2017:
NB07Residential Intensification in Established
ON TRACK
Neighbourhoods Study
Aug-2017
Expected Completion:
Description:
Recent Progress:
There are increasing growth and intensification
Residential Intensification in Established Neighbourhood Study final
pressures in many of our neighbourhoods.
recommendations approved by Council on March 20, 2017.
Conduct a study that investigates the issue,
Next Steps:
provides options and recommends updates to
Currently working on the Citizen's Guide, the final deliverable for this
residential zoning, design guidelines, the
project.
development process and community
engagement. The deliverables of the study
would include a Citizen Guide to Intensification.
NB08PARTS Midtown RT Station Area Plan Status as of Apr 30th 2017:
DELAYED
Aug-2017
Expected Completion:
Description:
Recent Progress:
Undertake all components required to complete
Technical work on the draft preferred land use scenarios is nearing
development scenarios, technical analysis,
completion including transportation, noise, and sanitary and
preferred option, community engagement and
stormwater sewer capacity analysis. The first working draft of the final
recommendations for the Midtown Station area.
plans are complete and circulated to the project team.
Next Steps:
Public Information Centre #3 is scheduled for Thursday, May 18.
Final draft of PARTS plans will be circulated to the project team in
June. Final document will be submitted to PSIC in August.
IF2 - 11
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Apr 30th 2017:
NB09PARTS Rockway RT Station Area Plan
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Undertake all components required to complete
Technical work on the draft preferred land use scenarios is nearing
development scenarios, technical analysis,
completion including transportation, noise, and sanitary and
preferred option, community engagement and
stormwater sewer capacity analysis. The first working draft of the final
recommendations for the Rockway Station area.
plans are complete and have been circulated to the project team.
Next Steps:
Public Information Centre #3 is scheduled for Thursday, May 18,
2017. Final draft of PARTS plans will be circulated to the project
team in June. Final document will be submitted to PSIC in August.
NB11Comprehensive Zoning By-law Review Status as of Apr 30th 2017:
ON TRACK
Aug-2018
Expected Completion:
Description:
Recent Progress:
Undertake a multi-phase, comprehensive
First draft of Component D (commercial and agriculture zones)
review of the City's Zoning By-law 85-1 to
prepared, tabled at Committee of Council in April 2017, and released
implement the new Official Plan and other
for public review.
required changes.
Next Steps:
Stakeholder and public information session to be held in May for
Component D (commercial and agriculture zones). First draft of
Component E (residential) to be tabled at Commmittee of Council in
May and released for public review including a stakeholder and public
information session to be held in June.
NB16Development Incentives for Affordable Housing - Phase 2 Status as of Apr 30th 2017:
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
A detailed analysis in consultation with affected
Report to Council Strategy Session February 27, 2017 for direction on
business units, the Region and the industry in
key discussion questions, and prepared Council Policies to implement
order to provide an implementation plan to help
development incentives for affordable housing. Met with Region of
deliver development incentives for affordable
Waterloo housing staff, understand there is intent to consider regional
(rental) housing. The primary focus is on
development incentives for affordable housing in the future. Report to
reduced parking requirements, property tax
Committee of Council May 1, 2017 for decision on Council Policies,
exemptions or grants, and expanded density
which come into effect July 1, 2017.
bonusing. Secondary effort will be on waiving or
Next Steps:
deferring certain application fees.
IF2 - 12
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Apr 30th 2017:
NB20Community Energy Investment Strategy
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
As a supporting partner with the Region of
Utilizing background data and stakeholder input gathered in earlier
Waterloo, local municipalities and utility
phases, the 8 project partners together refined a draft Strategic
companies, explore opportunities for energy
Framework that the final strategy will be built from including goals,
efficiency, optimization of local energy
objectives, evaluative criteria, and key performance indicators.
resources and reduction of environmental
Next Steps:
impact related to energy. The resulting region-
Energy Conservation Perceptions random-sample phone survey of
wide strategy will set a path to improve how
Waterloo Region residents to be completed by third-party organization
energy is generated, delivered and used
in spring 2017. A draft strategic framework will be presented to
throughout the community.
Regional Council, electric utility Boards of Directors, and City Advisory
Committees/Councils in the second quarter of 2017.
NB21Hidden Valley Land Use Study Status as of Apr 30th 2017:
DELAYED
Apr-2019
Expected Completion:
Description:
Recent Progress:
To develop a Master/Community Plan for the
Terms of Reference released to retain a consultant for Flow
Hidden Valley area that would be implemented
Monitoring, Model Recalibration and Continuous Simulation work.
by way of amendments to the Official Plan and
This component of the technical work has the longest duration and
Zoning By-law. This project would be
will commence first.
integrated with a servicing study for the area
Next Steps:
that will be led by Engineering.
Obtain Council approval in mid-May to award a contract to the
preferred proponent for the Flow Monitoring, Model Recalibration and
Continuous Simulation work.
Status as of Apr 30th 2017:
NB22Cultural Heritage Landscape Strategy Phase 2
ON TRACK
Apr-2019
Expected Completion:
Description:
Recent Progress:
Consult with Heritage Kitchener in order to
Connecting this work with the neighbourhood-specific engagement on
prioritize the implementation of conservation
updating Secondary Plans and other aspects of the planning
tools for the cultural heritage landscapes
framework (including implementing PARTS Plans, RIENS and
identified in Phase 1 which include the listing of
Neighbourhood Strategy action).
locations on the municipal heritage register,
Next Steps:
identifying specific cultural heritage landscapes
Community engagement planned for different neighbourhoods
in the Official Plan, and developing
beginning Fall 2017.
new/enhanced guidelines and best practices.
NB26Urban Design Manual Status as of Apr 30th 2017:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Undertake a full review of the urban design
Project charter and work plan in place. Resources being secured.
manual to implement the new Official Plan,
Background work underway.
make the document more efficient and
Next Steps:
effective, complement specific design briefs etc.
Begin work on updating the guidelines, standards, visualizations and
format of the Urban Design Manual. Future consultation with industry
and stakeholders pending.
IF2 - 13
Alain Pinard(519) 741-2200 ext. 7319
Planning
Status as of Apr 30th 2017:
NB43Heritage Best Practices Implementation
ON TRACK
Aug-2018
Expected Completion:
Description:
Recent Progress:
In follow up to Report CSD-15-08 which
Completed Emergency Management Protocol; establishment of
recommended the development of a variety of
Heritage Kitchener Designation and Promotion Sub-Committees;
best practices regarding the conservation of
Heritage Monitoring Checklist (with FM). Other Heritage Best
cultural heritage resources.
Practices that are currently underway include: develop partnerships,
and review priority properties for designation.
Next Steps:
By end of 2017 draft a Heritage Procedural Protocol. Next steps
include completion of Conservation Plan pilot for a City-owned
heritage resource and continuation of development of partnerships
with other organizations.
Kim Kugler(519) 741-2200 ext. 7544
Sport
CS04KMAC: Long-Term Planning for the Future Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Seek Council approval of the planning
Framework is in development.
framework for replacement of the Auditorium in
15-20 years. (LFMPU Rec #35)
Next Steps:
Report for Council by end of 2017.
CS57Installation of Active Net Recreation Management Status as of Apr 30th 2017:
ON TRACK
Software
Dec-2017
Expected Completion:
Description:
Recent Progress:
Implementation and roll out of a new web based
Training of the project team has started. A training plan for staff has
system across the corporation that will meet
been outlined. Policy review and updates are in progress.
recreation and sports management
Next Steps:
requirements, facility rental activity and
participant management as well as provide
point of sale options, as part of a joint initiative
scheduled for Monday, June 5, 2017.I nform the public to update
with the City of Waterloo, City of Cambridge,
their current accounts and make them aware of the blackout period by
Township of Wilmot and Township of Wellesley.
May 15, 2017.
EC05Sport Tourism Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Work with minor sport organizations and the
Completed the Phase 2 bid documents and submitted the bid. Hosted
Waterloo Regional Tourism Marketing
the Canada Games Selection Committee in the Region for a
Corporation to attract provincial/national
community rally to showcase the community's support for the games.
championship events at city facilities.
Notified that the 2021 Games will be in Niagara Region.
Next Steps:
Debrief the final results of the bid and identify next steps for the
RSTO and RTO4.
IF2 - 14
FINANCE AND CORPORATE SERVICES DEPARTMENT
Brenda Johnson(519) 741-2200 ext. 7647
Accounting
Status as of Apr 30th 2017:
CS15Internal Order Process Improvement
ON HOLD
TBD
Expected Completion:
Description:
Recent Progress:
Create efficiencies in SAP for asset accounting
Some system attributes have been implemented including: new
processes, capital reporting processes by:
General Ledger (GL) code mapping on settlements, budgeted and
implementing a new internal order settlement
actual amounts appearing in same GL. Child internal orders now
process; implement a "locking" process for
settle nightly to their parent order, eliminating over 90% of the orders
orders and use the newly purchased Business
in use.
Intelligence software to move financial reporting
Next Steps:
from SAP reports to a more user friendly
Implement archiving strategy, and other system attributes. Investigate
approach.
interfaces between CityWorks and Fleet work order systems with
SAP to provide more information between systems.
CS16Financial Reporting Improvement Project Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Implement CaseWare to improve efficiency of
Implemented processes developed to date to ensure efficient
producing the Financial Information Return,
accounting for the City's tangible capital assets and smoother
which is an annual legislated requirement for
completion of draft financial statements.
the province. Continue with data collection
Next Steps:
efficiencies related to the City's tangible capital
Continue to consult with key staff to modify processes to ensure
assets (additions and disposals). Improve
budgeting and accounting is streamlined, to reduce duplicate data
internal process for budgeting, transfers for
analysis and manipulation. Continue ongoing review of processes to
reserves, debt, etc. to gain efficiencies in year-
develop additional efficiencies.
end reporting.
CS34Payment Process Improvements and Electronic Funds Status as of Apr 30th 2017:
DELAYED
Transfer (EFT) Payments
Dec-2018
Expected Completion:
Description:
Recent Progress:
Review city-wide internal processes to
Converted approximately 50% of weekly payments to EFT. Much of
streamline procurement activity and payment to
work to improve/streamline the procurement activity/payment
vendors. Investigate the opportunity to
processes requires changes to SAP and processes (field orders,
implement more EFT payments to vendors.
approval paths raising limits etc.) and cannot be incorporated into
SAP roadmap for 2017.
Next Steps:
Investigate automation of corporate credit card processing with US
Bank. Encourage staff to use payment card when possible in order to
streamline payment processes. Investigate how other municipalities
handle approvals in SAP. Update business processes for EFT and
plan next phase which will include adding remaining vendors to EFT.
IF2 - 15
Brenda Johnson(519) 741-2200 ext. 7647
Accounting
Status as of Apr 30th 2017:
CS35Accounting Comprehensive Service Review Action Plan
ON TRACK
and Implementation
Dec-2017
Expected Completion:
Description:
Recent Progress:
Develop and implement an action plan to
Of the 69 recommendations, 23% completed including audit process
respond to Accounting comprehensive review
improvements, training, SAP security improvements. Project plan
key findings and recommendations.
developed, shared with staff and monitoring processes developed for
procedures documentation project.
Next Steps:
Many projects underway or planned which address recommendations
including bank reconciliations, ActiveNet (CLASS replacement), and
Accounting procedures documentation.
Ryan Hagey(519) 741-2200 ext. 7353
Financial Planning
CS09Long Term Financial Plan Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Prepare a consolidated long term financial plan
Evaluated other municipal long term financial plan examples for ideas
that will be the financial framework for the City
and practices. Drafted high level framework for Kitchener's plan.
going forward. The framework will incorporate
Completed Council consultation.
policy work pertaining to reserves, debt, and
Next Steps:
enterprise investments.
Draft recommendations for principles, policies and performance
measures based on best practice review, municipal comparison and
Council interviews planned for Council Strategic Session in August
2017.
Status as of Apr 30th 2017:
OG10Participatory Budgeting
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
Enable community members to directly decide
Presented Participatory Budgeting research at Council Strategic
how to spend part of the city's budget, allowing
Session.
them to make budget decisions that affect their
Next Steps:
lives.
Follow up report seeking formal direction for 2017 participatory
budgeting pilot projects planned for Committee in May/June 2017.
IF2 - 16
Michael Goldrup(519) 741-2200 ext. 7117
Human Resources
Status as of Apr 30th 2017:
CS10Implement GHS Classification and Labelling of Chemicals
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
GHS is a system that defines and classifies the
Legislative changes came into effect July 1, 2016 with 2-year
hazards of chemical products, and
implementation period; all changes must be implemented by
communicates health and safety information on
December 1, 2018. Final report regarding Workplace Hazardous
labels and material safety data sheets (called
Materials Information System (WHMIS) presented to senior
Safety Data Sheets, or SDSs, in GHS). The
management, with recommendations and required actions to improve
goal is that the same set of rules for classifying
current program for compliance. Reviewed and updated corporate
hazards, and the same format and content for
safety manual WHMIS and Hazardous Materials guideline.
labels and safety data sheets (SDS) will be
Commenced divisional migration of manual material safety data sheet
adopted, and used around the world.
tracking to an online tool. Initial review of training needs, and
development of new job-specific training tools.
Next Steps:
Continue migration of manual processes to online systems. Meetings
with divisional management to plan required training updates for staff;
deliver training between June and December.
CS25Implement First Phase of Corporate Talent Strategy Status as of Apr 30th 2017:
ON TRACK
Dec-2019
Expected Completion:
Description:
Recent Progress:
In phases, to review and redesign across HR
Finalized and scheduled staff Respect in the Workplace training plan.
programing including performance
Created and implemented online Performance Evaluation at
management, succession planning and
Kitchener (PEAK) course. Commenced Hiring@Kitchener training for
recruiting.
hiring managers. Finalized working group for online learning/Learning
Management System (LMS) review and finalized project charter.
Implemented revised learning governance model. Finalized online
mentoring webinars for mentors and mentees. Commenced work on
K-Hub Hiring@Kitchener resource page for hiring managers.
Next Steps:
Align CapaCITY training to core values. Commence LMS/online
learning corporate needs assessment and best practice research.
Commence development of online course for PeopleSoft PEAK
training. Complete development of K-Hub Hiring@Kitchener
resources. Go live with mentor program online training and resources.
Dan Murray(519) 741-2200 ext. 7825
Information Technology
CS11Corporate Technology Strategic Plan & Digital Strategy Status as of Apr 30th 2017:
COMPLETED
Apr-2017
Expected Completion:
Description:
Recent Progress:
Set clear priority areas for the further
Digital Kitchener approved by council, January 2017.
development of Information Technology
services to continue to meet the evolving needs
Next Steps:
of the organization. The development of a
broader community digital strategy will be
considered as a component or as a distinct
strategy.
IF2 - 17
Dan Murray(519) 741-2200 ext. 7825
Information Technology
Status as of Apr 30th 2017:
CS36Server Systems Failover Capability
ON TRACK
Apr-2018
Expected Completion:
Description:
Recent Progress:
Accelerate the installation of required
Upgrade of wide area network between City Hall and KOF upgraded
equipment to provide comprehensive server
to 10 gigabit. Upgrade of network equipment at City Hall and KOF
backup capability at the Kitchener Operations
computer rooms to support 10 gigabit completed. Installation of
Facility to allow for business continuity in the
network failover components and Wi-Fi network failover completed.
event a loss of operations at the City Hall
Server hardware procured and installed.
computer room. This installation will respond to
Next Steps:
one of the major recommendations from the
Final configuration of server systems in progress and final testing of
business continuity project.
network failover and data replications process to be completed in
coming months. Following testing, specific applications for server
failover will be enabled and tested individually. Documentation of
system failover processes will then be completed.
CS62Development of Public Internet Access Standard Status as of Apr 30th 2017:
ON TRACK
Apr-2018
Expected Completion:
Description:
Recent Progress:
Digital Kitchener outlined the development of a
Initial mapping of free public Wi-Fi completed to provide a visual
Public Internet Access Standard as part of the
representation of existing services. Commenced research into
Inclusive theme. This project will include
internet inclusion efforts of other cities.
working with community partners to define what
Next Steps:
attributes would constitute public access and
Coordinate meetings with community stakeholders such as HIveWR
then using that definition, developing a
and KPL to begin discussions to define what a public community
minimum standard of free public Internet
standard should include.
access to be adopted by the City. This
minimum standard can then be used to direct
future investments for public access terminals
or free Wi-Fi in future projects.
Status as of Apr 30th 2017:
CS63Narrowband Smart City/Internet of Things (IoT)
ON TRACK
Network Development
Apr-2018
Expected Completion:
Description:
Recent Progress:
As part of the LED street light replacement
Finalized with vendor the list of sites where the narrowband Internet of
program a narrowband network to enable smart
Things (IoT) network will connect to City's corporate network, in order
city capabilities has been procured. Prior to the
to provide required capacity and speed for intended usage.
lights being retrofitted in 2017, IT staff will work
Next Steps:
with the vendor to design the network, provision
Continue working with the vendor and internal stakeholders to gather
network connection points and to provision
requirements for the streetlight control system to get components in
network security. As the LED street lights are
place for the installation of the new lights expected in late
deployed and the narrowband network begins
summer/early fall.
to take shape, IT will optimize the network and
develop a solid understanding of the potential
uses while ensuring proper security is
maintained.
IF2 - 18
Dan Murray(519) 741-2200 ext. 7825
Information Technology
Status as of Apr 30th 2017:
CS64Civic Innovation Lab at Communitech
ON TRACK
Dec-2020
Expected Completion:
Description:
Recent Progress:
The establishment of a Civic Innovation Lab is a
Lab approved by Council, and agreement with Communitech
significant initiative in support of the Digital
completed. Commended branding of the lab and recruitment of Lab
Kitchener strategy. The lab will operate as a
Director.
pilot project for 3 years and focus on developing
Next Steps:
innovative solutions where Internet of Things
Hiring of the Lab Director will occur in May. Complete and implement
(IoT) can help solve municipal challenges.
branding process, and furnish lab space. Develop roster of innovation
Work to establish the lab will begin in 2017
projects over the summer and early fall. Lab opening targeted for fall,
pending project and budget approval by Council
with projects to begin January 2018.
with the intent of having a fully operational lab
by the end of the year located at Communitech.
CS65 Status as of Apr 30th 2017:
ON TRACK
Dec-2021
Expected Completion:
Description:
Recent Progress:
Digital Kitchener, a four year digital strategy
Received Council approval for Digital Kitchener's Brave Plan for 2017
approved by Council in 2017, is a vision to
as part of the strategy approval process. Commenced work on six
make Kitchener more Connected, Innovative,
2017 initiatives (investment drivers for broadband/fibre, Internet of
On-Demand and Inclusive. A number of
Things mesh network, Civic innovation lab, disruptive procurement,
initiatives will be identified on an annual basis
more meaningful data/alignment of e-services, and public standard
that fulfill the action steps outlined in Digital
for computer and internet access). Established individual project
Kitchener and help realize the vision. Staff will
monitoring process. Digital Kitchener has received favorable media
report back to Council on the progress of the
attention and has been submitted for several municipal awards in
plan annually. Ongoing communications and
2017.
marketing of Digital Kitchener and its supporting
Next Steps:
initiatives will need to continue.
Work will continue on each of the initiatives in the Brave Plan for 2017
and reported back to Council in early 2018 with a plan for the
following year.
Status as of Apr 30th 2017:
EC06Canada 150 Wi-Fi Expansion
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
Expand the City's Wi-Fi network through
Kitchener Auditorium has been implemented and site is live. Site
funding secured through Canada 150 program
surveys, planning and design completed for Victoria Park and
for additional installations at the Kitchener
McLennan Park and remaining arenas and contractor secured to
Memorial Auditorium, Victoria Park, Victoria
perform installation.
Park Pavilion, McLennan Park and other public
Next Steps:
spaces subject to commitment of the City's
Cable and fibre installations are underway and required upgrades to
matching funds. Work will begin in July 2016
public Internet firewall will be completed by end of June as per
and complete in June 2017 as per Canada 150
funding requirements. Promotional plans related to the Canada150
program requirements.
and Digital Kitchener initiatives also under development.
IF2 - 19
Dan Murray(519) 741-2200 ext. 7825
Information Technology
Status as of Apr 30th 2017:
EC07Broadband & Fibre Optic Infrastructure
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Work collaboratively with stakeholders to
Work in 2017 has focused on advocating for and building support for
explore options to either encourage third party
Regional involvement in the Southwestern Integrated Fibre
fibre optic investment in Kitchener or partner
Technology SWIFT) network project.
with others to provide improved high-speed
Next Steps:
broadband infrastructure for Kitchener. High
As the design work on SWIFT begins in 2017, work with SWIFT to
speed internet access is increasingly viewed as
help remove obstacles for fibre development and further advocate for
essential infrastructure for a globally
a timely investment in Kitchener.
competitive economy.
Christine Tarling(519) 741-2200 ext. 7809
Legislated Services
CS18Electronic Agenda Management Status as of Apr 30th 2017:
ON TRACK
Aug-2018
Expected Completion:
Description:
Recent Progress:
Create, prepare, approve and publish meeting
Reviewed and refined in-house measures. Rolled out new
agendas in a more efficient, collaborative,
departmental reports pending lists. Met with internal stakeholders to
streamlined manner.
identify key needs and opportunities. Shortlisted possible hardware
solutions for electronic minute taking and identified how to facilitate
this process in the Council Chamber. Researched other
municipalities' approaches. Designed survey for internal stakeholders
to confirm initial findings on needs and opportunities. Communicated
stakeholder input and implementation plan to Corporate Leadership
Team (CLT). Implemented enhanced Corporate Reports Pending list
Next Steps:
Implement proposed enhancements to in-house agenda management
system including: reduced duplication of online agenda material, and
interconnect reports, minutes and video. Complete testing of
hardware options to facilitate electronic minute-taking. Continue to
investigate potential implementation of a third-party application; report
back to CLT later in 2017 or early 2018.
Status as of Apr 30th 2017:
CS19Electronic Document Management
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Research and evaluate the potential
Presented Electronic Records Management Strategy to Corporate
procurement and implementation of an
Management Team to inform and obtain support for the
electronic document management system to
implementation plan. Began promoting the Strategy via K-Hub.
better manage the City's electronic information
Initiated work with the vendor for installation and implementation of
assets in accordance with applicable
Laserfiche Webforms.
legislation.
Next Steps:
Install Laserfiche Webforms and begin implementation with HR
employee start form. Develop and provide staff training for this initial
implementation.
IF2 - 20
Christine Tarling(519) 741-2200 ext. 7809
Legislated Services
Status as of Apr 30th 2017:
CS31Comprehensive Review of Business Licensing
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Undertake a full review of business licensing
Stakeholder engagement completed through EngageKitchener and
processes for greater customer focus, better
one-on-one external stakeholder meetings. Results compiled and
use of existing technologies and to implement
common themes identified; report scheduled for Council in late spring
industry best practices. Review and update
outlining guiding principles. Research of legislation, practices, and
licensing by-law to provide greater clarity, and
comparator municipalities completed. Initial draft outline for licensing
review and update fees. Improve relationships
schedules and requirements completed.
and integration with internal partners, and cross-
Next Steps:
train staff for improved service provision and
Continue and complete stakeholder consultation for specific identified
personal development.
groups. Finalize schedules and requirements. Draft recommendations
for improvements to practices, and draft proposed new bylaws, fees,
policies and practice details. Present findings and recommendations
to Council for input/direction. Implement new licensing program to
coincide with online business licensing, bylaws and supporting
practices.
CS37Online Business Licensing Status as of Apr 30th 2017:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Implement the first phase of online business
Met with key internal key stakeholders to confirm project plan.
licensing (e.g., pilot with business license
Completed research of best practices and options available for online
renewals).
business licensing. Stakeholder engagement completed in
conjunction with Comprehensive Business Licensing Review.
Research completed for development of online folders.
Next Steps:
Design each online folder outlining what details are to be visible to the
public. Work with existing technology to finalize online service options
and develop an implementation plan. Update the city website content
with more details, examples, and enhanced self-service options.
Develop a communication plan to advertise changes to online system.
OG05Open By Default Strategy Implementation Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
To help advance the Open Government
Received feedback from 50% of divisions regarding Routine
initiative to increase transparency by developing
Disclosure/Active Dissemination and Personal Information Bank lists.
and implementing systems, training and
Undertook consultation with management teams to communicate the
procedures (including routine disclosure and
initiative and required actions for each area.
active dissemination processes) to instill the
Next Steps:
operational principle that City data and
Follow-up and review the feedback provided by City divisions
information should be made available to the
regarding their Routine Disclosure/Active Dissemination and Personal
public subject to legislative and legal constraints.
Information Bank lists. Train staff who will administer these programs.
IF2 - 21
Michelle Palmer(519) 741-2200 ext. 7214
Supply Services
Status as of Apr 30th 2017:
CS17Purchasing Audit Action Plan and Implementation
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Develop and implement an action plan to
25% of the processes to be reviewed have been mapped and future
respond to the Purchasing comprehensive
state processes have been developed.
internal audit key findings and
Next Steps:
recommendations.
Continuing the roll out of communication of the divisional mandate
with internal business partners. Process and tool review will continue
based on the prioritized list.
CS29Purchasing Bylaw Revision Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Update and revise the Purchasing Bylaw for
Gathered best practice/potential improvements from the purchasing
enhanced clarity of policy and ease of
audit, process improvement work, trade agreements, and reviewed
interpretation.
bylaws from comparator municipalities to identify themes for
discussion. Initiated discussions with internal business partners to
receive feedback on the identified themes.
Next Steps:
Continued discussions with internal business partners and initiate
discussions with external business partners. Utilize information
gathered through discussions to draft proposed changes and present
to CLT for review
Status as of Apr 30th 2017:
OG08E-Tendering
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Implement an e-tendering module to enable
Continued education and process improvement work related to the
vendors to self-identify for interested
implementation of the Bids and Tenders eProcurement Vendor Pay
commodities, access bid documents and
Model- Bid Posting/Vendor Self Service.
drawings and submit tenders, proposals and
Next Steps:
quotations electronically.
Initiate use of eContracts Management and Vendor Performance
Management module over the next two quarters. Develop
engagement strategy for internal business partners for
implementation of Phase 2 - Online Bid Submission module to allow e-
tendering by Dec 2017.
IF2 - 22
INFRASTRUCTURE SERVICES DEPARTMENT
Hans Gross(519) 741-2200 ext. 7410
Engineering
Status as of Apr 30th 2017:
SE05Low Impact Development Design Guidelines -
DELAYED
Stormwater Utility
Dec-2018
Expected Completion:
Description:
Recent Progress:
Low Impact Development (LID) is an approach
LID Design Guidelines have been incorporated into the Section 41
to storm water management that mimics a site's
Agreements for site plans and all subdivisions not Draft Plan
natural hydrology as the landscape is
Approved as of January 1, 2017 are required to incorporate these
developed. Using the Low Impact Development
design guidelines. New/re-developments not approved in principle or
approach, storm water is managed on-site and
Draft Plan Approved prior to January 1, 2017 are now required to
the rate and volume of storm water reaching
follow these design guidelines. This was communicated to the
receiving waters is unchanged from
development industry well in advance in the early Fall of 2016 and has
predevelopment levels. These guidelines will be
been well received. Excellent discussion and progress has been
integrated into the existing Development
made in this regard.
Manual.
Next Steps:
The upcoming changes from the Ministry of the Environment and
Climate Change via an Environmental Bill of Rights posting will be
reviewed to ensure the proposed LID Design Guidelines in Kitchener
align with the recommended Province-wide approach. Staff will
continue to review how best to incorporate these into road
reconstruction projects.
Lynda Stewart(519) 741-2600 ext. 4215
Facilities Management
EC21City Hall Outdoor Spaces Implementation Plan Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
Develop a funding and implementation plan to
A contract for professional services was signed with GSP Group, who
address critical infrastructure repairs for the City
had completed the original master plan. Working with specialists in
Hall outdoor spaces and concurrent work to
civil engineering, water feature design, ice rink design and electrical
improve the functionality of Carl Zehr Square
engineering, this group will complete a functional design for the
for public events programming.
space. The project kick-off for the functional design has been held
and the consulting team is working on the site review and
analysis. A second internal group focused on funding issues has
also met and identified scope. This will be further refined depending
on the results of the functional design work.
Next Steps:
In the second quarter, the key deliverable will be a draft functional
design presented to the project team.
Denise McGoldrick(519) 741-2600 ext. 4657
Operations - Environmental Services
CS59Parkland Dedication Policy Update Status as of Apr 30th 2017:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Comprehensive review and update of the
A background review and a best practices search was completed.
current Parkland Dedication Policy related to
The city-wide land appraisal report used for cash-in-lieu dedication
acquiring parkland (or cash-in-lieu payment)
calculations was completed and received.
through development applications.
Next Steps:
A discussion paper will be drafted to include best practices and
desired direction of park dedication policies. The paper will be tabled
for consideration by Council prior to consultation with Committees of
Council and community stakeholders in the 3rd quarter of 2017.
IF2 - 23
Denise McGoldrick(519) 741-2600 ext. 4657
Operations - Environmental Services
Status as of Apr 30th 2017:
NB03Community Gardens Program
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
Explore opportunities to accelerate/increase the
The project team met several times to discuss the proposed program
community garden program. Consideration will
considerations as well as outline roles & responsibilities for various
be given to support and supplies required for
departments. There is a focus on ensuring alignment with the
the success of the program on an ongoing
Neighbourhood Strategy goals.
basis. Work will be coordinated with the
Next Steps:
comprehensive zoning by-law review to ensure
Finalize the community gardens program and Easy 'Steps guide for
appropriate zoning provisions are in place.
residents'. Report to Committee in August 2017 with program
recommendations. Develop and implement a communication plan for
awareness of the community gardens program including website
updates.
NB04Grand River Park - Phase 1 Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
This project will include the establishment of
The background review and floodplain mapping exercise was
criteria, the evaluation of potential lands, the
completed for priority park site. The project team discussed with
prioritization of natural space land acquisition
GRCA staff the acquisition process as well as whether certain types
opportunities, and the development of a vision,
of amenities would be possible on the site.
including: potential park programming and cost
Next Steps:
estimates in order to inform future capital
The project team will develop a draft acquisition approach to inform
budget forecasts. Phase 1 includes the
future land negotiations.
acquisition of the site. The development of a
master plan will begin when Phase 1 is
completed.
NB05Public Interest In Hidden Valley Status as of Apr 30th 2017:
CANCELLED
Expected Completion:
Description:
Recent Progress:
The core natural features within Hidden Valley
area are protected from development while the
surrounding farmland is designated for
Next Steps:
development. Acquiring and protecting both the
** NOTE: As a result of interdependencies and potential overlap, the
natural features and the farmland serves
objectives for this project have been integrated into NB21 Hidden
community interests but comes at a cost.
Valley Land Use Study being led by the Planning Division and all
Discussing options with property owners will
future progress will be reported through that project. That study will
inform analysis of costs and benefits to inform
identify any public interest in the Hidden Valley lands including
the City's decision-making and budgeting.
opportunities to protect and/or acquire natural features and sensitive
lands.
IF2 - 24
Denise McGoldrick(519) 741-2600 ext. 4657
Operations - Environmental Services
Status as of Apr 30th 2017:
NB10Upper Canada District Park Master Plan - Priority 1
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
The re-alignment, consolidation and
Following completion of a full project scope review and a Sportsfields
improvement of the Southwest Optimist
Demand Study, Staff Report INS-17-008 was completed and
Sportsfield baseball diamonds including
presented to council on March 6, 2017 with the recommendation to
supporting infrastructure as identified in the
continue with Upper Canada Park with strategic scope changes. The
approved Upper Canada District masterplan.
detailed design is 75% complete.
Detailed Design: Spring 2016, Construction:
Next Steps:
Summer/Fall 2016, Opening: Summer 2017.
Detail design will continue including project scope changes. A
construction tender is targeted in late-August for Council approval.
NB17Doon Pioneer Park Skate Park Status as of Apr 30th 2017:
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
The development of the Doon Pioneer Park
The consultant services tender award for the Doon Pioneer Park
Skate Park will be completed through this
skate park was ON HOLD pending direction on the Upper Canada
project. The Leisure Facilities Master Plan
Park Development and the 2017 Capital Budget process. On March
recommended that additional skateboard
6, 2017, direction to proceed with the Upper Canada Park was
facilities be developed in Kitchener in an effort
provided. At final budget approval the capital budget for the Skate
to expand on the continued success at that time
Park was reduced to $350,000.
of the Aud Skatepark, and to address the
Next Steps:
growing need for opportunities in skateboarding.
Preliminary design of the skate park will begin in the summer of 2017.
It is anticipated that public and user group consultation will begin in
the fall of 2017.
Status as of Apr 30th 2017:
NB19Implement the South Kitchener District Park Master Plan
ON TRACK
Phase 1
Dec-2018
Expected Completion:
Description:
Recent Progress:
Phase 1 of the development of the South
A Draft Site Plan was completed as well as a park development
Kitchener District Park will include the
phasing plan and cost estimates for the park construction. The Stage
development of the sports fields,
2 Archaeological Assessment was completed as well as the Stage 1
playground/splash pad, stormwater
Environmental Site Assessment complete.
management features, grading and site
Next Steps:
servicing, roads and parking.
Drawings to be submitted to the Site Plan Review Committee (SPRC)
for Approval In Principle in May 2017 and Final Approval submission
to occur in summer 2017.
IF2 - 25
Denise McGoldrick(519) 741-2600 ext. 4657
Operations - Environmental Services
Status as of Apr 30th 2017:
SE06Sustainable Urban Forest Management Program
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
This project will initiate the development of a
A background study of the existing urban forest, challenges and a
Sustainable Urban Forest Program with the
sustainable urban forest framework was completed and posted on the
creation of an urban forest strategic plan for
urban forestry website. Various communication tools were created to
public and private urban forest, and an asset
begin obtaining input from the community.
management plan for trees on city lands. A
Next Steps:
sustainable program sets the course of action
During the spring and summer staff will be completing the urban
for a socially desirable urban forest that can
forest program gap analysis and carrying out the first phase of
also be achieved and maintained based on the
community engagement. This phase is intended to help raise
true capacity of the city to manage resources.
awareness of the urban forest, seek community input and provide an
opportunity to receive residents' feedback about the urban forest
using an online mapping tool. In August staff will be attending a
strategic council session prior to the initiation of the second phase of
community engagement that will start in the fall.
Status as of Apr 30th 2017:
SE07Iron Horse Trail Improvement Strategy (Priority A -
ON TRACK
Central Section)
Dec-2017
Expected Completion:
Description:
Recent Progress:
Improvements to the central section (Victoria
A conceptual design, including multiple design options were
Street to Queen Street) of the Iron Horse Trail
completed. The project team reviewed drawings at the 50% detailed
will include trail-road crossings, signage,
design stage and provided input to the consultant.
seating & rest areas, trail width & surfacing,
Next Steps:
connectivity, amenities and landscaping.
Detailed design is underway and tendering is planned for Summer of
2017.
SE08Year-round Maintenance of Trails and Pathways Around Status as of Apr 30th 2017:
ON TRACK
Schools - Pilot
Dec-2018
Expected Completion:
Description:
Recent Progress:
Implement the pilot project to asphalt and winter
Following asphalt surfacing of trail, winter maintenance was initiated
maintain trails around Glencairn Public School
for the 2016/2017 winter season. Trail user counts for the 2016/2017
and that staff monitor the use of these trails
season were completed in the spring of 2017.
through two winter seasons. Continue to meet
Next Steps:
with neighbourhood associations on school
Analysis of pedestrian usage data derived from winter/spring trail
access routes and report back to council on the
counts. Review operating costs associated with winter maintenance
finding of the pilot project and future direction.
of the trail for the 2016/17 season (first of two winter seasons).
Ken Carmichael(519) 741-2200 ext. 7372
Transportation Services
CS07Parking Business Plan Review Status as of Apr 30th 2017:
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
Review fee structure, occupancy rates and
Final draft of the mid-term parking solutions for Downtown Kitchener
overall development strategies for the Parking
was received from Consultants for internal review.
Enterprise.
Next Steps:
An internal stakeholder meeting will be organized to review final draft
report submitted by Consultants. A follow up external stakeholder
consultation is planned in the second quarter of 2017. Staff to report
back to Council by end of third quarter 2017.
IF2 - 26
Ken Carmichael(519) 741-2200 ext. 7372
Transportation Services
Status as of Apr 30th 2017:
CS54Parking Payment Technologies
ON TRACK
Aug-2017
Expected Completion:
Description:
Recent Progress:
A review of new technologies related to
Expression of interests were received from four suppliers.
payment options for our parking facilities, with a
mandate to incorporate more user friendly
Next Steps:
payment options (ie. Pay By Mobile).
An updated Request For Proposal to be issued by end of May.
Internal review of submissions by end of June. A recommendation on
the pay-by-mobile supplier to be completed by summer 2017.
Status as of Apr 30th 2017:
NB06Development of Alternative (low cost) Traffic Calming
ON TRACK
Options
Aug-2017
Expected Completion:
Description:
Recent Progress:
Alternative short-term and low-cost options will
Easy steps guide complete (draft). Guidelines established.
be developed that can be implemented on
Neighbourhood Creative streets to go to Council May 29th.
streets that are not considered a priority under
Seasonal/low cost traffic calming is a separate component and will go
the traffic calming policy. A new policy and
to Committee in June.
procedures will be required to determine the
Next Steps:
selection and funding allocation and a menu of
To develop alternative traffic calming measures / strategies on a
options will be created with an estimated level
smaller scale, with lower cost, than our current traffic calming reviews.
of speed and/or volume reduction.
This will provide staff and Council with further options to address
community traffic safety concerns. Stakeholder meetings scheduled
to discuss draft policy.
NB18Complete Streets Policy Status as of Apr 30th 2017:
ON TRACK
Dec-2017
Expected Completion:
Description:
Recent Progress:
The City of Kitchener has a number of policies
Project Charter has been created. Research being completed and
and practices that promote complete streets.
contact with other municipalities has begun. Project team identified.
The development of a complete street policy
Next Steps:
would review best practices and combine
A project team will be created consisting of staff from impacted
elements into a standalone policy document
divisions to help guide the development of the policy. A
that ensures planning, design and
communication plan will be developed to determine how best to
implementation of an element of the city's
communicate and obtain feedback from the public.
transportation network considers and aims to
meet the needs of all users regardless of age,
ability and travel choice.
Status as of Apr 30th 2017:
SE09LED Street Light Conversion Implementation
ON TRACK
Dec-2018
Expected Completion:
Description:
Recent Progress:
Implement the approved recommendation of
Tender has been awarded. implementation has begun Region wide
the LED Street Light Conversation Strategy.
but will not begin in Kitchener until August.
Next Steps:
Conversion will begin early in the new year, with the anticipation of
converting 16000 street lights by 2018
IF2 - 27
Jim Edmonson(519) 741-2600 ext. 4538
Utilities
Status as of Apr 30th 2017:
CS22Water & Sanitary - review of rate structure
ON TRACK
Aug-2020
Expected Completion:
Description:
Recent Progress:
A rate restructuring review is required to ensure
Meetings were held to gain support for a Region-wide affordability
the financial sustainability of water & waste-
program.
water operations in order to better align fixed
Next Steps:
and variable costs with rate revenue costs.
A public education/engagement plan will be developed over the 4th
quarter of 2017 to incorporate the results from the Water
Infrastructure Program review (previously referred to as the
Accelerated Infrastructure Replacement Program). Staff will
investigate a Region-wide affordability program over the course of
several months.
CS60Utility Meter Mobile Workforce Management System Status as of Apr 30th 2017:
ON TRACK
(MWMS)
Dec-2019
Expected Completion:
Description:
Recent Progress:
Source a highly configurable and flexible mobile
A project team short-listed and evaluated potential software and
workforce management solution to facilitate in
implementation vendors.
field management of a variety of gas and water
Next Steps:
related legislated activities. The proposed
Staff will provide a recommendation of award of tender to Council with
solution will replace the current paper based
the selection of a software vendor for the implementation of the
systems, integrate through SAP service orders
Mobile Workforce Management System. Once this is approved, the
and Cityworks work orders allowing dispatchers
project team and vendor will begin work.
to input into a queue of work plans delivered to
staff by mobile devices through the MWMS.
IF2 - 28