HomeMy WebLinkAboutFCS-17-191 - KW Joint Service Initiatives Committee - 2017 Update
REPORT TO: Council
DATE OF MEETING: November 6, 2017
SUBMITTED BY: Michael Goldrup, Acting DCAO Finance and Corporate Services,
519-741-2200 ext. 7117
PREPARED BY: Justin Watkins, Manager, Digital Transformation and Strategy,
Finance and Corporate Services
WARD(S) INVOLVED: N/A
DATE OF REPORT: October 13, 2017
REPORT NO.: FCS-17-191
SUBJECT:K-W Joint Service Initiatives Committee 2017 Update
___________________________________________________________________________
RECOMMENDATION:
For information.
BACKGROUND:
The cities of Kitchener and Waterloo have a long history of undertaking cooperative
initiatives on an ad hoc basis. Pursuit of a more formalized approach to joint initiatives
began in 2004, in recognition of similar dynamics between the two municipalities and
the contiguous geography of the urban areas. In 2006, the original program was
refreshed and rebranded as the Kitchener-Waterloo Joint Service Initiatives Committee
(JSIC).
Over the last decade collaborative work between Kitchener and Waterloo has
continued, largely informally. Over 70 joint initiatives have taken place during this period
with many remaining active practice today, the balance being project specific and since
completed. In 2015, staff from both municipalities renewed efforts to formally plan joint
initiatives for the upcoming year, and did so again in 2016 and 2017. The JSIC is also
supportive of other collaboration opportunities that arise throughout the year that might
not have been formally planned, as long as the project provides mutual benefit and the
efficient use of collective resources.
The purpose of this report is to provide council with an update on recent and upcoming
initiatives.
*** 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:
Prior to each JSIC meeting input is sought from both municipalities on project
opportunities, many of which are drawn from the City’s business plan. These projects
are then scoped with preliminary activities over a 12 month period using a common
template. The JSIC then selects a shortlist for the upcoming year based on consensus.
2016-2017 Initiative Highlights
Kitchener-Waterloo - Federation of Canadian Municipalities (FCM) 2019 Board
Meeting Proposal
o In February 2017, the councils of Kitchener and Waterloo approved staff reports
recommending a joint bid to host a 2019 Federation of Canadian Municipalities
Board Meeting.
o On March 28, 2017 FCM advised that the Kitchener-Waterloo proposal was
selected to host the September 10-13, 2019 event. Planning work will be ongoing
throughout 2018 and 2019.
Corporate Contact Centre
o Expanding the City of Kitchener’s Corporate Contact Centre after-hours support
to other City of Waterloo divisions (i.e. municipal enforcement).
o This initiative is ongoing with scripts being developed, call volumes being tracked
(for planning purposes) and an implementation strategy being developed. Full
implementation is expected in 2019.
External Grants Collaboration
o Coordinate efforts on external grant opportunities including advocating,
researching, liaising with divisions regarding potential projects and writing reports
for senior staff and councils.
o This initiative is ongoing with both parties agreeing to pilot external support for
new grant opportunities from outside organizations (other than the federal or
provincial governments).
Cycling Infrastructure
o An opportunity was identified to better coordinate cycling infrastructure and
programming opportunities.
o Both cities have representatives attending regular IMPACT meetings and
discussions are ongoing regarding the development of a shared bike valet
program, including shared volunteer resources.
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2017-2018 Joint Service Initiatives
In June of this year the JSIC held its annual meeting and prioritized the following
initiatives:
Assessment Management
o Collectively identify methods for reviewing and inspecting vacancy
applications, and seek ways to improve the flow of information from MPAC to
ensure property assessments are accurate and fairly captured in our growing
communities.
o This initiative will also include Kitchener reviewing Waterloo’s assessment
base software which is being used on a pilot basis to evaluate vulnerable
properties.
Sanitary Sewer Rebate Program
o Collaborate to reform the existing sanitary sewer rebate programs in both
municipalities, looking for consistent practices regarding eligibility criteria and
methods for verifying rebates volumes.
Election Equipment/Services
o In preparation for the next municipal election collectively look for ways to
achieve cost-effective procurement on the required election
equipment/services, including laptops, printing, and voter notification cards.
This initiative will exclude any election equipment/services already contracted
(tabulators).
Stormwater Management Design and Operations
o The cities of Kitchener and Waterloo have long been leaders in the field of
stormwater management dating back to the implementation of our respective
stormwater utilities in 2011.
o Continue to take a leadership approach in this ever evolving industry and look
for opportunities to collaborate on stormwater issues, particularity around
flood risk mitigation, climate change adaptation, communication, emergency
preparedness and contract services.
Forsyth Drive / Aberdeen Road Re-profiling and Reconstruction
o Project scope includes the re-profiling of Forsyth Drive (Waterloo) and the
reconstruction of Aberdeen Road (Kitchener) to correct ongoing drainage
issues. Project design work has been completed. Reconstruction work has
been deferred to 2018.
Keeping with existing practice, selected initiatives for the ensuing year will be led by
Kitchener or Waterloo, in collaboration with the other municipality.
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Opportunities for Broader Collaboration
Recognizing the merits of broader collaboration the JSIC is committed to including other
area municipalities as project partners, where applicable. While the work of the JSIC
focuses specifically on “local-local” Kitchener-Waterloo initiatives (initiatives within the
jurisdiction for lower tier municipalities), there has also been interest in recent years to
pursue “local-regional” initiatives that overlap lower tier and upper tier jurisdiction. The
JSIC has identified that the most appropriate channel to pursue these opportunities is in
collaboration with the areas CAO’s, whom already discuss region-wide opportunities as
part of their regular meetings.
Recent examples of local-regional initiatives include:
Voice Radio Infrastructure Replacement Project
The Region’s voice radio system provides public safety grade two-way
communications for Waterloo Regional Police Service (WRPS), all municipal fire
departments, regional departments (Grand River Transit and roads operations) and
various local municipal operations departments. Motorola Solutions Canada Inc. was
selected as the new voice radio system provider from a list of pre-qualified vendors.
Southwestern Integrated Fibre Technology Network (SWIFT)
In April 2017 the Region of Waterloo contributed $2.2M to the SWIFT project,
providing faster and more cost effective fibre-based internet service to residents and
businesses across the region. SWIFT has committed to a minimum 4:1 ratio for the
value of infrastructure installed vs. municipal contribution.
LED Street Light Conversion Project
This particular local-regional initiative was approved in 2016 and will be substantially
completed in 2017. With participation by all local municipalities within Waterloo
region, this initiative is one of the largest region-wide collaborative projects in recent
history. It includes the installation of approximately 16,000 LED streetlights in
Kitchener and approximately 8,000 in Waterloo.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
None at this time.
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COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.
Both Kitchener and Waterloo maintain up-to-date information about current shared
services, as well as upcoming joint projects, on www.kitchener.ca/jointservices and
www.waterloo.ca/jointservices.
As part of both cities’ communications planning protocol, when a project is of a joint
nature this fact is clearly reinforced in all external communications to residents, local
media and stakeholders along with emphasis on the inherent benefits of working
together.
An annual overview on joint service successes and future profiled projects will be
published and posted on the /jointservices section of each city’s website after council
has received the annual JSIC update.
ACKNOWLEDGED BY: Dan Chapman, CAO
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