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HomeMy WebLinkAboutCouncil - 2007-09-17 SSPECIAL COUNCIL MINUTES SEPTEMBER 17, 2007 CITY OF KITCHENER A special meeting of City Council was held at 2:07 p.m. this date, chaired by Mayor C. Zehr 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 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. P. Houston, General Manager of Financial Services, reviewed the objective for this session being: • bring Strategic & Financial Planning and Performance Measurement together; • Council direction to set priorities, timelines and budgets; and, • review estimated operating dollars of new initiatives. Ms. Houston then reviewed the City of Kitchener Strategic Plan process and its relationship with the Shared Agenda, Healthy Community Plan, Corporate Plan and the People Plan. She advised that Compass Kitchener will be creating a status report to Council and citizens to benchmark progress on priorities, community health and wellbeing and that these reports would be presented annually as well as a term-by-term report for Council She added that this will be part of the new annual Business Plan updates, the first to be given in February /March 2008 and will also include departmental metrics, municipal performance measurement, program metrics and the status of initiatives. Mr. D. Chapman, Director of Budgets and Financial Reporting, reviewed Financial Services Department report FIN-07-090 dated August 31, 2007, advising that based on Council direction, staff assembled focus groups to discuss potential budget reduction options. The City held six budget focus groups, three made up of 28 citizen participants and three of 27 employees. He advised that the focus groups generally focused on alternative ways of providing service in order to reduce costs and were comfortable with the City implementing fee increases in excess of inflation. He added that the groups also supported increased property taxes in order to maintain the current service levels. Mr. Bill Booth, Quarry Integrated Communications Inc., advised that his company was hired to facilitate the focus group meetings and to report on the key findings. He advised that the groups focused on how to reduce costs for services rather than which services to eliminate. The areas of focus were: • communications, • support for associations /sports groups, • Your Kitchener Market, • traffic control, • leaf collection, • condition of sports fields and grass cutting. Mr. Booth then reviewed suggestions from the groups on ideas in areas where user fees could be increased in order to reduce expenditures. Several members of Council raised concerns on the criteria used in selecting the participants for the focus groups. Mr. Booth explained that the participants were recruited randomly by telephone and were selected based on the following criteria: • resident of Kitchener; • head of household; • between the ages of 30 and 70; and, • own their own home. Mr. Booth added that participants were also reflective of the six wards and the geo-demographic lifestyle segmentation system developed by Environics Research and presented to the City through the Who Are You, Kitchener? project. Members of Council raised concerns that the criteria used in order to select the members of the focus group were not reflective of the citizens of Kitchener. It was noted that the focus group members were probably older residents which may not have allowed for a voice of the youth in the community SPECIAL COUNCIL MINUTES SEPTEMBER 17, 2007 - 209 - CITY OF KITCHENER nor those who do not own their own home. It was suggested that in the matter of the City's budgets, a wider and more varied input is required to ensure that the diverse citizenry that exists in Kitchener has an opportunity to make their comments. Mr. Booth responded that the citizens who made up the focus groups were very enthusiastic, gave honest and well-thought out answers and were considered to be a reasonable reflection of the larger community. Mr. Booth added that utilizing focus groups in order to obtain the information being sought with respect to the budget is one of the best methods to do so. Mr. Chapman requested that Council provide direction on which suggestions made by the focus groups staff should investigate for the 2008 Budget. The following comments were made by members of Council with respect to the suggestions of the focus groups: • traffic calming and controls should not be reduced due to the large number of problems currently found in the City; • the grass cutting issue especially in the Spring should not be reduced but some of the ideas put forward by the groups may warrant further investigation; • the idea of having volunteers look after sport fields may have merit but it may be difficult to ask for more volunteers; • leaf collection may be made more efficient but the service cannot be eliminated; • the suggestions regarding the Kitchener Market may have to be further investigated but at this point in time the City may not have done everything possible to make the Market a viable enterprise; • there should be no reduction in services with respect to the Communications Division but suggestions for efficiencies should be investigated; • a continued focus on utilizing the Internet and making improvements to the current website; • grass cutting and snow removal affects everyone and therefore there should be no service reduction; • there should be no reason to look at cutting services, taxes should pay for the continuation of the current services; • sports fields are very important to the community and the City is well known for its support of sports and associations; • need to improve the issue of public notice and consultation; • City has been discussing service cuts for the past 15 years but the focus should be on efficiencies resulting in cost avoidance for the future; • the City could approach residents and offer to pay them to be responsible for cul-de-sacs with respect to snow plowing and grass cutting; and, • public is being overloaded with information on topics of little interest therefore communication should be re-focused and enhanced on more pertinent information such as planning matters. Ms. Houston advised that staff have received comments from Council on the various services the City provides noting that staff are unclear as to which services Council wishes them to examine in greater detail. Councillor C. Weylie requested that staff investigate the possibility of leaves being collected on both sides of the street as a possible means of enhancing the efficiency of that service. Councillor J. Gazzola commented that on numerous occasions he has requested that staff investigate the possibility of selling the Kitchener Market to the private sector. He stated that he is interested in seeing if there are people out there interested in taking over the Market. Councillor B. Vrbanovic expressed support for Councillor Gazzola's request noting that staff need to examine all options when it comes to the Market. He added that he has a hard time believing that the critical mass does not exist in Downtown Kitchener to support a market and/or a grocery store. Ms. A. Pappert, General Manager of Community Services, advised that staff is currently in the process of examining the following four options for the Market: 1. Implementation of an Arts & Culture Incubator; 2. Operation of a Grocery Store on the 2nd floor; 3. Allocating the management of the Market to the private sector; 4. Status Quo -seek out small business to populate the 2nd floor. She outlined that from September 24 to mid November 2007 staff anticipate providing reports to Council regarding each of the above options. She stated that regarding option 3, staff have received 2 responses to the expressions of interest and will be presenting a report regarding the framework principles of an RFP. Ms. Pappert commented that while discussions have occurred regarding the possible sale of the Market, staff has struggled with how to proceed with investigating this option SPECIAL COUNCIL MINUTES SEPTEMBER 17, 2007 - 210 - CITY OF KITCHENER while undertaking the others. She noted that it would be difficult for staff to negotiate a lease agreement with a potential vendor, if that vendor knows that the City could possibly be selling the Market. Mayor Zehr advised he is interested in adding the potential sale of the Market as another option for examination but is unsure if staff should proceed with that now or after the report back with the findings of the other options. Ms. C. Ladd advised that staff understand that resolving the issues surrounding the Market is at the top of Council's agenda and inquired as to whether or not Council is interested in just selling the Market outright or if they want to sell it with the intent to keep a market in operation in the City's Downtown core. Councillor J. Gazzola advised that his preference would be to see as much of a functioning market remain as possible. Mayor Zehr added that it should be the primary goal to maintain a market in the Downtown area but it may be difficult to have a large grocery chain move in to the premises. Mayor Zehr summarized the discussion noting that the elimination of services is not the primary focus but finding efficiencies is. Staff are to review the suggestions made through the focus groups in context with the comments made by members of Council including investigating efficiencies for the Communications Division. Ms. C. Tasker, Performance Measurement and Internal Auditor, advised that included in the package of material provided to Council were the departmental business cases which have been completed and compiled to form the City's Strategic Plan. Ms. Tasker further advised that the strategic plan is categorized under the following six themes: • Quality of Life • Diversity • Dynamic Downtown • Development • Environment • Efficient and Effective Government Ms. Tasker pointed out that also included in the package were the budget issue papers for proposed new operating expenditures that are part of the Strategic Plan. Mayor C. Zehr requested that the 2008 budget binder be circulated to Council as soon as possible in order that these materials can be added for the convenience of Council. Ms. Tasker and Mr. Chapman then led Council through a review of the Strategic Plan and the associated budget issue papers. Mr. Chapman advised that the total expenditure of the proposed issue papers is approximately $661,000 exceeding the direction from Council to keep additional operating expenses to approximately 0.5% of the tax levy being approximately $400,000. Councillor J. Gazzola raised a concern regarding Issue Paper No. 1 - "Forest Heights Community Library Staffing Adjustment" shown under the theme `Quality of Life'. Councillor Gazzola advised that Council approved funds for software which would enable automatic checkout of materials and asked if the proposed new part-time position would still be required. Council was advised that without the radio frequency identification software, at least one full-time position would be required for the library branch. The software system assists in avoiding additional costs. Concerns were raised with respect to Issue Paper No. 5 - "Leisure Access Card Strategy -Budget Costs Associated with the Implementation Plan" under the theme `Diversity'. Councillor Gazzola asked if through the Leisure Access Program does the City incur costs with unpaid participants in the program. Mr. M. Hildebrand, Director of Community Programs and Services, advised that the loss is in the amount of revenue for the program, but that there is still an issue regarding the logistics of processing the program and staff costs associated with it. He advised that additional dollars will provide for larger programs allowing more participants. Mayor Zehr pointed out that an increase in participation through the Leisure Card Program should not have a budgetary impact as any increase in expenditures is negated by an increase in revenues and vice versa. Mr. Hildebrand pointed out that the program needs to expand to allow greater participation and therefore the need for the proposed Permanent Part-Time Leisure Access Co-ordinator. Councillor Gazzola suggested that the fee subsidy of $20,000. shown in the issue paper is not required. Mayor C. Zehr requested more information on this proposal in order to make a decision. Councillor B. Vrbanovic raised concern with Issue Paper No. 6 - "Downtown Co-ordinator", under the theme `Dynamic Downtown'. Councillor Vrbanovic advised that the Kitchener Downtown Business SPECIAL COUNCIL MINUTES SEPTEMBER 17, 2007 - 211 - CITY OF KITCHENER Association has had recent changes with their staff and programs and there is a need to address social programs in the Downtown area. He further added that pressure needs to be applied on the Police Services for a greater presence in the Downtown area. Ms. Ladd advised that the proposed part-time position will provide resources and focus on large projects. She reminded Council of the upcoming conference on safety and security which will be held during the following week. Questions were raised regarding Issue Paper No. 8 - "Downtown Tourism and Visitor Information Centre" under the theme `Dynamic Downtown'. Mayor Zehr asked if the increased expenditure of $25,000 was already approved? Ms. Ladd explained that Council endorsed the plan but the proposal was to come back to Council now that the tourism plan has been finalized. In answer to a question raised by Councillor Gazzola, Ms. Ladd stated that no final decision with respect to the tourism plan has been made by Council and that further information and direction will be required. Councillor Gazzola raised a question regarding Issue Paper No. 14 - "Energy Management Labour and Benefits", under the theme of `Environment' asking, if the management program is to cover all costs why is this proposal being made which will add to the operating expenditure. Mr. T. Speck, General Manager of Corporate Services, replied that the energy savings do cover capital costs and have been covering staff costs but in order to ensure capital funds are available, the staff costs should be moved to the operating budget. A question was raised regarding Issue Paper No. 17 - "Analytical Support for Cash and Capital Planning" under the theme `Efficient and Effective Government'. Mr. Chapman advised on the need for an additional full-time staff person for the Financial Planning and Reporting Division noting that it is also being recommended that the budget for investment income be increased by $85,000 offsetting the expenditure. It is anticipated that better cash and capital planning will result in improved investment of funds. Councillor Gazzola asked why there was a need for an additional supervisor as proposed in Issue Paper No. 20 - "Supervisor of Storm and Sanitary Maintenance". Mr. K. Currier, Director of Operations, advised that due to growth resulting in 8 additional pumping stations since 2000 and a number of storm water management ponds, the current workload on the existing supervisor is making it difficult to maintain the current service levels. He noted that the Overall Responsible Operator is a requirement of the City's licensing with the Ministry and would be shared between the two supervisors. Mr. Chapman advised that it had been proposed that the public input session on the 2008 budget be held October 15, 2007 but this would be done without all budget information being available. He suggested that consideration should be given to deferring the public session to another date. Councillor Vrbanovic suggested that the public process be held at the tail-end on budget days which may be more meaningful and the public would have all the information being provided to Council. Mr. Chapman advised that the next budget meeting will be held on November 5, 2007 which would deal with capital project deferrals and the date of the public input session could be decided at that time. Council was in receipt of the document titled "A Plan for A Healthy Community: Performance Indicator" and Councillor B. Vrbanovic suggested that this item should require Council endorsement and therefore be presented at a future Finance and Corporate Services Committee meeting. Ms. S. Adams, Director of Community and Corporate Planning advised Council that Compass Kitchener will be making a presentation and update on the Healthy Community Plan to Council in the very near future. Moved by Councillor J. Smola Seconded by Councillor C. Weylie "That an in-camera meeting of City Council be held this date to consider a labour relations matter in a matter associated with solicitor-client privilege." On motion, the meeting adjourned at 4:57 p.m. SPECIAL COUNCIL MINUTES SEPTEMBER 17, 2007 - 212 - CITY OF KITCHENER MAYOR CLERK