HomeMy WebLinkAboutCouncil - 2006-05-29 SSPECIAL COUNCIL MINUTES
MAY 29, 2006 CITY OF KITCHENER
A special meeting of City Council was held at 3:00 p.m. this date, Chaired by Mayor C. Zehr and with
all members present except Councillor G. Lorentz.
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.
Council was advised that this special Council meeting is a strategic planning session which is part of
a series of meeting which have been held to allow discussion of various strategic initiatives and
directions being taken by the City.
J. Given, Project Manager, gave a presentation providing details of the draft Development and
Technical Services Department Strategic Plan which the Department has been working on for the
past two years. Ms. Given advised that the plan should provide a strategic direction for the
Department for the next five years and that the main components of the Plan are: exceptional
service; community engagement; recognized leadership; business improvement and innovation; and,
positive workplace.
In regard to the exception service direction, Council was asked to provide feedback regarding the
current level of service and how the Department could improve the service. The following comments
were provided by members of Council:
• the public is generally pleased with the service provided
• frustration around changing expectations and requirements
• one stop shopping would be helpful
• concerns about staffing levels
• aligning processes with Regional processes
• public engagement has improved over the past five years
• concerns with the use of technical terms when dealing with the public
• need to have full disclosure and clearer requirements upfront regarding development applications
• some site planning requirements are perceived to be onerous
• taking into consideration guidelines versus requirements.
Ms. Given continued the presentation highlighting the recognized leadership direction. Council was
asked for feedback on aspects of City building that that Department should be taking on that are not
currently being offered:
• ensuring service levels are the same across the entire City
• when reviewing development proposals recognizing services that will be required for the new
development
• be more pro-active than re-active regarding growth
• ensure adequate green space along the central corridor of the City
• consider ways to slow the pace of growth
• be cognizant of the Regional transit corridor and thinking of areas to be protected in the future
• look at parking issues in areas of narrow lots
• how to achieve density without creating parking issues
• ensuring services and amenities in new development areas are installed at the appropriate time.
Ms. Given spoke to the community engagement and business partnerships direction asking Council
what kinds of things they wish the Department to do differently in light of the expressed desire by the
public to be more engaged. Council responded with the following comments:
• increase efforts to communicate to the public giving the larger development picture
• taking time to provide appropriate information
• providing more information at the beginning of a process
• develop a template not only for the Development and Technical Services Department which will
be a tool for departments and divisions that will indicate when and how public engagement should
take place
• involve Councillors.
Ms. Given then provided information on the business improvement and innovation direction asking
Council how they would see the Department address the challenge of staff resources. Council
responded as follows:
SPECIAL COUNCIL MINUTES
MAY 29, 2006 - 150 - CITY OF KITCHENER
• ensure the Department is operating efficiently
• develop younger staff and include the Mentorship Program
• provide an analysis of staffing requirements
• collect and provide data on staffing resources and requirements
• provide information for the budget.
Ms. Given concluded the presentation advising that the next steps would include comments from
customers, revise and finalize the written Plan, complete operational plans for the divisions and
implement the plans and integrate them into performance management.
P. Houston provided Council with the outline, Communications Systems Strategy -Communication
Expectations, and advised that this draft outline proposes the availability of staff to respond to a
communication and the expected response time. Ms. Houston further advised that the types of
communications have been aligned within three general categories: emergency response; response
to City Council; and, media inquiries. Council raised a concern regarding constituent complaints and
the fact that communications from Council were to be made only to a General Manager or Director.
Councillor M. Galloway pointed out that in many cases the complaint can be handled fast and
efficiently when dealing directly with staff in order to rectify a simple problem. He added that this
direct communication with staff will also help foster an open dialogue between Council and staff. Ms.
C. Ladd suggested that should Council correspond directly with a member of staff in order to rectify a
problem that the General Manager and / or Director be copied on the correspondence. Councillor B.
Vrbanovic suggested that in some cases certain levels of staff need to be available to respond to
Council in a timely manner and as outlined in the draft. It was suggested that a response in that case
should be one day not one business day. Ms. Houston suggested that when sending a request to a
General Manager and / or Director Council indicates their expected response time. Councillor J.
Gazzola suggested that perhaps e-mail and /or blackberries could be automatically forwarding to
another staff member when the General Manager or Director is away.
Ms. C. Ladd provided an update on the Departmental Secondment Program advising that the 2005
surplus created by gapping has allowed for two secondment positions in 2006. She explained that
one secondment will be in Planning to assist in the environmental planning program and Strategic
Plan and the other will be in Economic Development to help with capital project administration.
Council was in receipt of the Quarterly Progress Reports on the Shared Agenda, Asset Management,
Capital Projects and the Infrastructure Progress Report. Mayor C. Zehr asked if Council and staff
viewed the Quarterly Reports as useful. It was agreed that the Quarterly Reports provide a useful
update for Council and prompts staff to review those items listed on the reports. It was suggested
that at the next strategic session that a review of the Shared Agenda take place. Councillor M.
Galloway also suggested that a review and re-evaluation of the 2000 Departmental re-organization
take place late in 2006.
Moved by Councillor M. Galloway
Seconded by Councillor J. Smola
"That an in-camera meeting of City Council be held immediately following this special meeting to
consider a personal matter and a matter which is subject to solicitor-client privilege."
Carried.
On motion, the meeting adjourned at 5:00 p.m.
MAYOR CLERK