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HomeMy WebLinkAboutCtee of the Whole - 1996-11-18CW\1996-11-18 COMMITTEE OF THE WHOLE MINUTES NOVEMBER 18, 1996CITY OF KITCHENER A special Committee of the Whole meeting was held at 2:50 p.m. this date and Chaired by Mayor R. Christy with the following members present: Councillors M. Yantzi, M. Wagner, T. Galloway, Jake Smola, B. Vrbanovic, K. Redman and C. Weylie. Councillors J. Ziegler and G. Lorentz were in attendance for part of the meeting. Others Present: Ms. P. Houston, Messrs J. Gazzola, J. Hancock, J. Shivas, L.F. Parkhouse, T. Clancy, T. McCabe and G. Sosnoski. Notice of this special meeting was previously given to members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the City's Municipal Code. Mayor R. Christy explained the purpose of the meeting; namely, to review the core services report prepared by staff at the direction of Council. In this regard, Council was in receipt of two reports, the first, dated July 5, 1996, itemizes various City services by department with the corresponding revenues and costs. The second is a task report by department/division briefly describing the services identified in the summary report. Mayor R. Christy noted that the Finance Department had received no enquiries from Council members for clarification of items in either report. Mr. J. Gazzola referred to the reports noting that it is up to Council to indicate which of these services it would like to examine in greater detail, and which could potentially be dropped or significantly changed in order to reduce the budget allocation. Mr. Gazzola suggested that the discussion should focus on specific areas of interest to Council. Councillor M. Yantzi reminded Council that he had previously suggested a day be set aside for members of Council and senior staff to develop a strategic plan which would be used as the basis for 1997 budget decisions, and in addition serve as a guideline as to the future direction of the municipal corporation. Councillor B. Vrbanovic referred to a previous initiative involving municipal visioning, and expressed his concern that the corporation as a whole may not be operating under a common set of goals, a focus which is required for the administration to move ahead more effectively. He indicated his general support for the strategic planning initiative and suggested that it should be kept short, possibly a one or two day process. Councillor Yantzi stressed the need to consider any budget reductions fairly and equitably within the context of shared goals. In regard to the core services report, Councillor Yantzi suggested either an item by item analysis, or a pilot review involving one City department. Mayor R. Christy referred to the core services report, and noted several similar categories in different departments, and questioned whether these activities are properly integrated. Councillor J. Ziegler and G. Lorentz entered the meeting at this time. Mr. T. McCabe pointed out that the report does not recognize the overall cost of certain services which are performed on a cross departmental basis, but which are not itemized in the same fashion. Mr. T. Clancy responded to comments concerning staff involvement in the Cedar Hills Community Development Project, and noted that the Parks & Recreation Department has encouraged community groups to become involved in projects of this type involving neighbourhood issues. He noted that some neighbourhoods seemed to be willing to get involved in recreation planning, and in some instances, the City only provides access to a neighbourhood facility. Mr. Clancy also pointed out that the involvement of the Parks & Recreation and Planning Departments in community development is not a duplication of tasks. Councillor T. Galloway indicated his general support for a strategic planning exercise; however, expressed concern that the timing may be wrong given the need for more detailed service discussion before budget deliberations which may not occur if too much time and energy is devoted to strategic planning. He also cautioned that this is the final year of Council's three-year term and that it may be more appropriate for a strategic planning initiative to be undertaken by the new Council, with public input. He suggested that the whole issue of strategic planning should be referred to the new Council. Councillor Jake Smola stressed the need for development of a strategic plan with input from senior staff, and the corresponding development of a corporate vision. He also referred to a recent administrative review of the Information Services Division, and a similar review presently underway in the Human Resources Division. Mr. J. Gazzola replied that such reviews normally occur with new leadership, and in the case of Information Services, it was clear that services were not being effectively delivered in certain areas. He offered the opinion that similar situations occur in the Human Resources Division and there is a need for a review around the implementation of the PeopleSoft Software. Councillor Jake Smola suggested that it COMMITTEE OF THE WHOLE MINUTES NOVEMBER 18, 1996- 20 -CITY OF KITCHENER may be appropriate to conduct a similar review of each department following the visioning exercise referred to by Councillor Yantzi. Mr. J. Gazzola reminded Council that the core services report before them this date emanates from the budget process and the fact that staff are consistently asked to identify where further budget reductions can be implemented. He further noted the report is broken down in such a way that Council could identify possible service reductions over and above anything recommended by staff. Councillor J. Ziegler suggested that the services in the report should be reviewed on a department by department basis, and noted that without the corresponding staff explanations, the report is no better than a line by line budget. Mr. Gazzola pointed out that the report is itself a consolidation of a much broader range of budget items. Councillor Ziegler suggested that a department be selected and the review process begun this date, on the basis that this approach will supplement the budget process. He reminded Council that during the term of the Social Contract, staff found numerous ways of reducing costs and it may be necessary to ask for similar co-operation once again. Councillor K. Redman suggested that in regard to the core services report, she has an interest in looking at the following in greater detail outside of the budget process: the Visitor and Convention Bureau, in particular the VCB's goals/objectives and the City's support of tourism and any relation to economic development; K-W Humane Society; Project Lift; Neighbourhood Association insurance; race relations expenditures; driver training, who is involved and why; and, the various department CIP/KAPS budgets. Councillor C. Weylie reminded Council that all but three of its current members were involved in the strategic planning/visioning exercise which took place just prior to the term of this Council. She suggested that the positions adopted as a result that exercise could be made available to the three new Council members. She also pointed out that the core services report addresses the request of Council for an overview of what services the City is presently providing. Councillor B. Vrbanovic suggested that prior to the 1997 election he would like to see the development of a mission/vision statement for the entire organization, followed by development of a strategic plan for at least one City department. He also asked that the following items in the Core Services report be considered for review outside of the budget process: performance objective contracts with Project Lift, the Visitor & Convention Bureau and the Humane Society; the question of why marketing sections exist in several City departments and whether or not these could be consolidated in a single area; the cost and viability of the parking enterprise, and the possibility of any cost savings in the event free parking were offered City-wide. Councillor G. Lorentz argued for the need to develop a strategic planning process and a responsible approach to reform. Councillor M. Yantzi added that even if a complete strategic plan could not be developed prior to the budget, it would still be worthwhile to spend a single day identifying the priorities of Council and its individual members. He then referred to one such priority which would entail more cross- departmental co-operation as opposed to City departments operating strictly within their individual areas of concern. Councillor Yantzi indicated his willingness to put forward a motion that Council set aside one day to meet with an outside facilitator in order to set goals and priorities for 1997, and if appropriate begin development of a comprehensive strategic plan. Councillor T. Galloway indicated his support for this initiative, but suggested that it should not negate any other initiatives put forward by individual Councillors with respect to core services and budget issues. Councillor B. Vrbanovic further suggested that the facilitator referred to by Councillor Yantzi should meet with Council for about one hour prior to the day long meeting in order to determine the orientation of individual Councillors. Councillor Jake Smola suggested that the session referred to by Councillor Yantzi should take place before Christmas, and the beginning of the 1997 Operating Budget review. Councillor J. Ziegler noted that the process suggested is a good one, but may be unrealistic given the time constraints and other projects presently under way. He suggested that if Council wishes to proceed with this initiative, it would be better conducted in January or February of 1997, prior to Budget Day. A discussion then took place concerning possible dates for a day session to set goals and priorities and begin development of a strategic plan. It was generally agreed that this session would be held on either December 17 or 18, 1996 from 2:30 p.m. to 9 p.m. Mayor R. Christy asked Councillor M. Yantzi to speak with Mr. Wayne Hussey concerning the possibility of his acting as facilitator. Councillor B. Vrbanovic asked that he and other new members of Council be provided with the material from the last visioning exercise, and also for consideration of the one hour orientation referred to earlier. It was agreed that the one hour session involving Council and the facilitator which is intended to determine the orientation of individual Councillors will be held on December 2, 1996. In closing, Mayor R. Christy asked that each Councillor identify his or her areas of interest within the core COMMITTEE OF THE WHOLE MINUTES NOVEMBER 18, 1996- 21 -CITY OF KITCHENER services report in time for the December 2, 1996 orientation session. On motion, the meeting adjourned at 4:25 p.m.