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HomeMy WebLinkAboutCouncil - 2008-10-06 SSPECIAL COUNCIL MINUTES OCTOBER 6, 200$ CITY OF KITCHENER A special meeting of City Council was held at 2:09 p.m. this date, chaired by Mayor C. Zehr with all members present except Councillor J. Gazzola. Councillor G. Lorentz was in attendance for part of the meeting. Notice of this meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. It is noted that part of this special Council meeting is a strategic planning session which is part of a series of meetings that have been held to allow discussion of various strategic initiatives and directions being taken by the City. Council considered Development and Technical Services Department report DTS-08-076, dated September 22, 2008, regarding the strategic disposition of City-owned lands. Mr. J. Willmer, Director of Planning, advised there are a number of City-owned properties which are not developed or improved and for which there are no plans for development or improvement. These lands expose the City to liability and require ongoing maintenance costs. Their sale would remove the maintenance costs and liability, create positive opportunities for infill development, allow the City to establish green building standards and / or urban design principles for resulting development and generate revenue which would be re-invested in community benefits. Mr. Willmer further advised that in order to implement such a strategy, it is being proposed that staff be directed to prepare a prioritized list of City-owned lands in preparation of developing business cases for the sale and development of those lands. Mr. Willmer then reviewed the report highlighting the following: Problems • Maintenance costs; • Liability issues; and, • Not contributing to community vitality. Opportunities • Declare lands surplus and sell if no need to improve; and, • Could sell by RFP to maintain control of what and how development will take place such as a green development and urban design expectations. Challenges • Identify best opportunities -prioritize; and, • Work with surrounding community to show positive contribution on developing these lands. Rewards • Establishes Kitchener as a leader; • Community vitality; • Demonstrate a market for profit-oriented builders to develop sustainable products; and, • Generate funds for reinvestment. Councillor B. Vrbanovic asked if staff have any sense of the number of vacant parcels of land and their value. Mr. Willmer responded that it is too early to speculate and, the value of individual parcels of land will be dependent the expectations and conditions of development. Councillor G. Lorentz entered the meeting. Mayor C. Zehr pointed out that this is not a matter of taking away parkland, however; it may be perceived as such where the vacant residential lots are being used by the neighbourhoods. Mr. Willmer advised that in some cases the lots may be used for passive uses by the neighbourhood therefore, the challenge will be to inform the neighbourhoods of the plans for the parcels and provide a larger picture of the positive effect development could have on the community. Councillor Vrbanovic requested that the approximate annual maintenance costs and the minimum tax revenue for the developed lands be included in the report and business cases. Councillor Vrbanovic also suggested that there are many strips of land situated throughout the City that have been created by Plans of Subdivision or road widenings and these pieces should be looked at and a plan SPECIAL COUNCIL MINUTES OCTOBER 6, 200$ - 26$- CITY OF KITCHENER developed on how to dispose of them even if doing so costs the City. Councillor Lorentz pointed out if there are many parcels of unused and undeveloped private lands throughout the City and suggested that staff look into what can be done to have these lands developed. Moved by Councillor B. Vrbanovic Seconded by Councillor G. Lorentz "That staff be directed to prepare a prioritized list of City-owned lands for Council's consideration as surplus to the City's needs, with a report to be scheduled for Development and Technical Services Committee no later than December 2008; and further, That higher priority be given to those City-owned lands from which the sale and development of the property will achieve one or more significant community benefits." Carried. Council considered Community Services Department report CSD-08-082, dated October 1, 2008, regarding the Public Art Policy and Program Review. Ms. C. York, Arts Co-ordinator, reviewed the report and advised that as part of Culture Plan II, a consultant was retained to undertake a review of the Arts & Culture policies and programs. The scope of the review included assessment of current policies, program administration, the public art collection, the development of a vision for public art in Kitchener, recommendation for policy consolidation, funding options, partnership development and more effective management of the program. Ms. York advised that the consultant's report will be presented to Community Services Committee by December 1, 2008. Ms. York then provided background on the Public Art Policy and reviewed public art pieces currently in the City's inventory. Ms. York also advised on the Percent for Art funding program and provided comparisons with other major cities across North America. She pointed out that, through the Planning Act, the City of Toronto has applied a 1 % of development costs for public art to private projects. Ms. York then outlined the key issues and challenges as follows: • Disconnected policies; • No long term vision; • Maximizing opportunities for public art; • Lack of clarity in the administration process; • Funding program/sustainability; and, • Identifying and acting on partnership opportunities. Councillor B. Vrbanovic inquired if the City is investigating applying a percentage of art with private development much the same as the City of Toronto. Ms. York responded that this needs to be assessed and will be looked at in light of the upcoming Official Plan review. Councillor Vrbanovic suggested that although the City currently places public art on public and institutional properties, the City should also be investing in private sector development and how this could benefit the public art program and he asked if discussions have taken place with regard to public art as part of the Centre Block development. Mr. R. Regier, Director of Economic Development, advised the City has had some preliminary discussions with the proposed developer of the Centre Block properties but at this time have not articulated public art expectations. Mayor C. Zehr suggested that dialogue should take place with the Homebuilders Association and the Grand River Construction Association as stakeholders in this matter. Ms. York then reviewed the policy and program opportunities as follows: • Development of long term vision, set principles and priorities; • Ongoing Official Plan review process; • Consolidation of policies; • Funding and sustainability -consideration of appropriate percentage allocation; • Establishment of a pooled fund - to give flexibility in the use of the Percent for Art funding mechanism; • Assess potential for private sector participation; • Create Public Art Master Plan; • Public art education and awareness; • Explore program partnerships; and, • Develop ongoing maintenance plan for the collection. SPECIAL COUNCIL MINUTES OCTOBER 6, 200$ - 269- CITY OF KITCHENER Councillor G. Lorentz advised that the Town of Orangeville has a program whereby when trees die along the roadway, some of them are sculpted into natural public art and he asked if this is something the City could look at. He also pointed out that the City of Sarasota, Florida, as part of their public art program, allows art for sale to be displayed in public places; this not only provides for public art it also provides an outlet for the artists to sell their works. Mayor C. Zehr inquired as to how information can be provided to the public on the public art pieces situated throughout the City. Ms. York advised that information will be posted on the City's website and walking and cycling tour brochures will be developed. Council considered Chief Administrator's Office report CAO-08-036, dated October 1, 2008, regarding the Employee Culture Survey 2009. Ms. C. Ladd, Chief Administrative Officer, provided an update on the work in progress regarding the People Plan advising the strategy is to build an organization that retains and attracts employees. Ms. Ladd added that the Employee Culture Survey which was conducted in February 2007 was a tool to measure the success of the People Plan. Since February 2007, a team of staff have been working on addressing the issues raised from the employee survey and it is now time to resurvey in order to determine the impact of those changes. Ms. J. Miller, Manager of Communications, advised that the People Plan is a work in progress and it's anticipated the final version will be rolled out to staff in October 2008. Ms. Miller added this is the final component of the City of Kitchener Strategic Plan which includes the Healthy Community Plan, Corporate Plan and now the People Plan. Ms. Miller explained that the People Plan is a clear statement on the Corporate culture that staff want to work in with certain values and principles such as respect, trust, collaboration, accountability, diversity, change, growth and community-mindedness. The Plan identifies and makes recommendations in five priority areas: • Growing staff -training and development opportunity; • Including staff -meaningful two-way communication; • Keeping staff healthy and well; • Saying thanks and having fun -recognition; and, • Being good Corporate citizens. The People Plan is a road map for creating an ideal organizational culture as identified by staff and the Employee Culture Survey is the tool to be used to measure the progress and identify ongoing areas for more work. Ms. Miller advised that future Employee Culture Surveys will be aligned with priorities outlined in the People Plan allowing staff to more accurately report back to Council on progress and improving the work environment. Mr. K. Carmichael, Supervisor, Traffic & Parking Services, and Mr. J. Weber, Deputy Fire Chief, provided an overview of the 2007 Employee Culture Survey noting that the response from the City of 85% was the best response from a municipal corporation that Brock University had ever received. They reviewed some of the Corporate-wide results and provided information on changes that have been made to date to address some of the concerns raised through the survey. Ms. C. Ladd advised that typically a second survey is undertaken within 18-24 months following the initial survey in order to measure changes and evaluate the initiatives undertaken as a result of the original survey. She further advised that staff is recommending that Metrics@Work formerly the Brock University Workplace Health Research Laboratory be retained to conduct the second Employee Culture Survey. Ms. Ladd explained that with the work done on the initial survey, the costs from Metrics@Work to undertake a second survey should be less than a company starting a new survey. Councillor G. Lorentz asked why Brock University wasn't initially retained for a second survey, being that it is important to undertake one and he asked what the planned next steps are. Ms. Ladd responded that considering the City had never undertaken such a survey, the outcome was unknown and staff did not want to commit to more than one survey until the benefits were known. She added that due to the positive benefits of the survey it is being proposed that at least two more surveys with Metrics@Work be undertaken over the next 2-3 years. Councillor B. Vrbanovic suggested that if staff is looking for approval for Metrics@Work to undertake the next survey that perhaps direction should be given for the proposed third survey. He also asked what the costs from Metrics@Work for the proposed February 2009 survey will be. Ms. Ladd advised that the company will undertake the survey at the cost of the initial survey plus 10%. Ms. Ladd added that staff was of the opinion that this represents the best cost to the City. Mayor C. Zehr pointed out that the Region has also undertaken a survey and asked whether or not sharing of the results between the City and the Region SPECIAL COUNCIL MINUTES OCTOBER 6, 200$ - 270- CITY OF KITCHENER would be beneficial. Ms. Ladd pointed out that the City of Waterloo has also had a survey undertaken by Metrics@Work and that she would look into the possibility of sharing information. Mayor Zehr asked Ms. Ladd if a change in culture has been evident following the survey. Ms. Ladd advised that in her opinion the follow-up work to the last survey has gained credibility with long term employees. Moved by Councillor B. Vrbanovic Seconded by Councillor G. Lorentz "That the process for the selection of consultants and professional services be waived and Metrics@Work (formerly Brock University Workplace Health Research Laboratory) be retained to conduct the second and third Employee Cultures Surveys." Carried. Council considered Corporate Services Department report CRPS-08-168 dated October 2, 2008, regarding appointment to the Kitchener Public Library Board. Mayor C. Zehr noted that three applications were received and he asked from nominations. Mr. David Erb was put forward as a nomination with no other nominations being suggested. Moved by Councillor B. Vrbanovic Seconded by Councillor J. Smola "That Mr. David Erb be appointed to the Kitchener Public Library Board for the remainder of the current term ending November 30, 2010." Carried. Moved by Councillor C. Weylie Seconded by Councillor K. Galloway "That an in-camera meeting of City Council be held this date to consider a personal matter and a matter subject to solicitor-client privilege." Carried. On motion the meeting adjourned at 4:10 p.m. MAYOR CLERK