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HomeMy WebLinkAboutCouncil Minutes - 2004-09-20 SSPECIAL COUNCIL MINUTES SEPTEMBER 20, 2004 CITY OF KITCHENER A special meeting of City Council was held at 2:41 p.m. this date, Chaired by Mayor C. Zehr and with all members present except Councillors G. Lorentz and J. Gazzola. Notice of this special meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. Moved by Councillor C. Weylie Seconded by Councillor B. Vrbanovic "That an in-camera meeting of City Council be held immediately following this special meeting to consider a potential litigation matter and two matters subject to solicitor-client privilege." Carried. C. Ladd, Chief Administrative Officer, advised that this strategic planning session is part of a series of meetings that have been held over the past two and a half years to allow discussion on various strategic initiatives and directions being taken by the City. P. Houston, General Manager of Financial Services & City Treasurer, gave a presentation on the Corporate Strategic Directions - Financial Management, outlining the services provided and the City's current strategic position with respect to financial management. Ms. Houston noted that the City has a lower assessment per capita than the Provincial average ($73,245. vs. $86,938.). G. Stewart, General Manager of Development and Technical Services, questioned whether this lower assessment needs to be addressed with the intent of increasing assessment within the City. It was agreed that assessment levels should be investigated further to ascertain if there are ways to increase the assessment in the City. Ms. Houston provided two graphs showing the tax rate and inflation increases from 1993 - 2004 and the total weighted assessment growth for the same period. She noted that the estimated assessment growth for 2005 is 1.68 percent. Mayor C. Zehr pointed out that the large decrease of assessment growth noted on the graph in 1998 was partly caused by the number of vacant buildings and Brownfield properties at that time and that staff should review the assessment amount of current vacant buildings and be cognizant of this effect in the future. Ms. Houston then reviewed the current strategic initiatives under the Financial Management Program and the work plan for new initiatives. Councillor M. Galloway asked if the Internal Auditor position has been filled and how this will have a bearing on the work plan. Ms. Houston responded that the position has been filled and the responsibilities will include a comprehensive service level assessment, corporate fees, a comprehensive costing system (activity based costing), a comprehensive performance system and process mapping. Ms. Houston then provided a review of the 2005 budget targets. Councillor Galloway requested that the budget information be provided to members of Council sooner than it has been in the past and specifically 10 business days. Ms. Houston responded that staff will provide the information as soon as possible and will make every attempt for the 10 days. Mayor Zehr inquired about the GST credit shown as part of the 2005 budget. Ms. Houston responded that with the changes to the GST program, it is a one-time credit which will not appear after the 2005 budget. R. Browning, Interim General Manager of Strategic Services & Economic Development, provided an overview of Strategic Services Department report SSD-03-035, dated September 6, 2004, regarding an update on restructuring of the Economic Development Division. Mr. Browning noted that the Economic Development Division was still in transition but moving forward. He advised that staff are working with Woolwich Township and the Region on the feasibility of providing services to the lands located north of Breslau. Mayor Zehr advised of a Regional report regarding the East Side Lands and the need for the City to have input into this development. C. Ladd suggested that staff meet with Council to discuss the City's position on development of these lands taking into consideration the risk in using the City's servicing capacity in developing these lands. R. Browning advised that the Economic Development Division will be moving into the Business Enterprise Centre located on the Main Floor of City Hall as part of the restructuring plan. Mayor Zehr pointed out that it was important that Economic Development maintain its connection and communication with the Development and Technical Services Department and, in particular, the service offered to developers with respect to facilitating the development process. C. Ladd advised that although the development process will be revisited, the role of a facilitator in this matter will not be removed. Councillor M. Galloway questioned the restructuring of the Economic Development Division and Council's direction in this matter. He pointed out that in 2002 the City underwent a SEPTEMBER 20, 2004 SPECIAL COUNCIL MINUTES - 319 - CITY OF KITCHENER general re-organization of the departments in order to align services and create synergies between departments and he raised a concern whether the proposed restructuring would create problems in this regard. Mayor Zehr suggested that C. Ladd and R. Browning provide Council with the information that was presented to Council previously on the proposed Economic Development Division restructuring. Councillor B. Vrbanovic advised of the need to make business attraction a priority with Economic Development especially with the Kitchener Downtown Business Association. He added that there is a need to be proactive in assisting property owners in finding appropriate tenants for their vacant properties. C. Ladd advised that the Canadian Technology Triangle (CTT) has been requested to progressively market the Kitchener Downtown as a means of attracting new development for businesses in the pharmacology and bio-technical fields. She further advised that staff will report to Council on the strategies to be put in place for attracting and retaining businesses in the City of Kitchener. C. Ladd provided an update on the Leadership Initiative which began in June 2004 and advised that a Leadership Training Program has been developed for the next level of management staff. Ms. Ladd invited members of Council to offer thoughts on leadership behaviour which could then be part of the Leadership Training Program. R. Browning provided Council with the quarterly progress report on the Shared Agenda, progress report on Asset Management and on the City's infrastructure. Councillor M. Galloway pointed out that under growth management in the Shared Agenda, the review of by-laws and assessment of community design issues shows only 5 percent complete and questioned whether this particular initiative has been given the priority it deserves. G. Stewart advised that a report will be presented to the Development and Technical Services Committee in October and pointed out that the 5 percent listed on the agenda may be incorrect and should be higher. Mr. Stewart advised he would look into the status of this initiative and provide that information to Council. C. Ladd provided a schedule of public sessions and reports to Standing Committees / Council advising this schedule will provide Council and staff with a list of priority reports and presentations and when they will be made to Council or one of the Standing Committees. She further advised that the schedule will be updated regularly. Councillor B. Vrbanovic requested that when the schedule is updated that it be attached to the Council weekly events schedule in order to keep members of Council apprised of these important dates. On motion, the meeting adjourned at 4:40 p.m. MAYOR CLERK