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HomeMy WebLinkAboutCouncil - 2007-04-30 SSPECIAL COUNCIL MINUTES APRIL 30, 2007 CITY OF KITCHENER A special meeting of City Council was held at 1:36 p.m. this date, Chaired by Mayor C. Zehr with all members present. 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 was a strategic planning session which is part of a series of meetings which have been held to allow discussion of various strategic initiatives and directions being taken by the City. Ms. C. Ladd, Chief Administrative Officer, advised that the meeting would deal with the environmental strategy and development of the shared agenda. Ms. Ladd further advised that Mr. Greg Barran who facilitated the discussion in respect to the Economic Development Investment Fund, would facilitate the session on the environmental strategy. Mr. Greg Barran reminded Council that a memorandum was sent to them by email from Ms. Ladd with four questions that will assist Council in building the focus for the environmental strategy. Members of Council were asked why they care about the environment, what their goal is and ultimately what it is they wish to achieve by investing in the environment. Members of Council responded as follows: • continued Brownfield site redevelopment which will assist in cleaning up neighborhoods and creating new assessment for the City; • environmental sustainability for the next generation; • being leaders in the community with respect to the environment and becoming a leading edge model for other municipalities to follow; • economic spin-offs; • air quality; • very important that education is given a high priority; • being responsible as a government and be an example for individuals; • if we do not look after the environment we will lose it; • loss of green space; • leave the environment in a better condition from when we received it; • stewardship of the environment; • improved health and improved attractiveness of the City; • improved attractiveness could lead to economic competitiveness; • do it for the right reason being the environment over economic benefits. Council was then asked to choose from the list provided to them, the top three priority areas for investment by the City in the environment. It was agreed that the answers to this question would be given in context of giving direction with respect to the LEAF Fund. A concern was raised with respect to the process that would be utilized for approval of projects and funds. A discussion ensued and it was generally agreed that staff would bring forward proposals based on the environmental strategy for Council's approval and Council would make its approval in consultation with the Environment Committee and the public. Ms. Ladd advised that the reason for the environmental strategy was to establish clear criteria to be used in developing any environmental proposal. A question was raised whether the Fund would be used for one-time projects or to establish an environmental endowment. The idea of an environmental endowment was discussed and it was generally agreed that the funds being proposed at this time were insufficient to develop an endowment and it would be better to use the fund now to accomplish many projects of significance. The responses to the question regarding the top three priority areas were as follows: • energy efficiency and conservation; • increasing urban forests; • social marketing including idling, transportation, cycling lanes, trail systems; • protection of natural environment; • acquisition and management of natural lands, i.e. the Hidden Valley; • Green Buildings; • smart growth /smart communities; • the City leading by example; SPECIAL COUNCIL MINUTES APRIL 30, 2007 - 9$ - CITY OF KITCHENER • environmentally friendly development; • air quality; • environmental initiatives that would otherwise not get attention, nor receive any funding; • parks and trails in existing neighborhoods and new development ensuring these amenities are in place at the time houses are constructed; • can accomplish many initiatives through policy which would not require any funding. Council was then asked that with respect to the priorities given if any projects illustrate or exemplify a breakthrough or best-practice project. It was pointed out that the new Twin Ice Pads were being constructed to Gold LEED standards and there are on-going discussions with respect to acquiring lands within the Hidden Valley. The last question for Council's consideration was, what criteria for project and implementation would be important or essential to guide investment once the priorities are established. Members of Council gave the following responses: • initiatives not normally done nor get attention nor receive funding; • initiatives that are not duplicating efforts of other levels of government; • local issues not necessarily global ones; • initiatives that involve partners; • initiatives that can leverage further funding; • that engage the community (small projects); • initiatives that can be started now; • other criteria that staff may bring forth for consideration; • balance initiatives with the Healthy Community Plan. Council was advised that the information gathered from this session will be put together and presented to Council for further discussion and consideration. The meeting then recessed at 3:30 p.m. and reconvened at 3:45 p.m., Chaired by Mayor C. Zehr with all members present. Ms. C. Ladd advised that following up with the January 2007 orientation session, staff have been developing the City's Strategic Plan. In addition to developing the plan for the next four years staff have also been thinking about external pressures on City Hall and the community which may have an effect on the direction the plan may take in the near future. She briefly reviewed the identified `functional shifts' being: a different model for municipalities; achanging work force and labour relations; diversity; technology in the digital age; the environment; innovation and pace of change verses return to simplicity; and, community detachment /entrenchment. Ms. P. Houston, General Manager of Financial Services, then reviewed the process for developing the City's Strategic Plan advising that it will be a four year plan based on the long term 20 year vision. The plan will have seven themes with strategic directions culminating with goals and desired outcomes. Ms. Houston reviewed the Corporate timelines for the Strategic Plan and Shared Agenda advising that departments will prepare four year business plans between now and December 2007, Council in September 2007 will undertake a preliminary review of the initiatives identified with final approval of the business plans and budgets in January 2008. Also, in early 2008 the first annual business plan update will be presented to Council on the work completed in 2007. Councillor B. Vrbanovic suggested that along with the September review of the initiatives identified for the coming years that it would be helpful to also review the projects being worked on or completed in 2007. Mayor C. Zehr asked if consideration was given to developing a rolling four year plan. Ms. Houston advised that this was discussed but in the end it was decided to do a four year plan with annual updates and a new plan for each new term of Council. Ms. Houston then reviewed the seven themes being the focus for the departmental work plans. SPECIAL COUNCIL MINUTES APRIL 30, 2007 - 99 - CITY OF KITCHENER Efficient and Effective Government Initiatives Mayor Zehr pointed out that customer service was a major focus from the 2000 reorganization and needs to be a priority within the plan. Councillor Vrbanovic suggested that the City capitalize on the high tech resources within the region by partnering with some of the technical firms to develop systems for the City's use which may also become models for other municipalities. Quality of Life Mayor Zehr suggested that the issue regarding safety in the community is something that reaches all parts of Kitchener and not just the Downtown. Leadership and Community Engagement Councillor Vrbanovic suggested that in order to engage a broad sector of the public, the City's strategic and community plans should be simplified and accessible. He also suggested that consideration be given to developing a formal volunteer policy for City staff. Diversity initiatives No comments were made. Downtown Initiatives No comments were made. Development Initiatives No comments were made. Environmental Initiatives Council was advised that some of the initiatives discussed earlier at this meeting regarding the environmental strategy will be incorporated into the City's Strategic Plan. Councillor Vrbanovic suggested that the Corporate contact centre, centralized maintenance facility and safety culture are items that need to be dealt with sooner than later. Ms. Ladd pointed out that the consolidated maintenance facility will be brought before Council in June 2007. Councillor K. Galloway suggested that the issue relating to developments and the establishment of parks as discussed earlier during the environmental strategy should be dealt with as soon as possible. On motion, the meeting adjourned at 4:30 p.m. MAYOR CLERK