HomeMy WebLinkAboutCAO-08-039 - Joint Services Initiatives Program - Annual Review & UpdateREPC~RT
Report To: Mayor Carl Zehr and Members of City Council
Date of Meeting: November 17, 2008
Submitted By: Carla Ladd, Chief Administrative Officer
Pre ared B: Michael May,
p y Director of Corporate Communications and Marketing
Ward(s~ Involved: All
Date of Report: November 12, 2008
Report No.: CAO-08-039
Sub'ect: ~OINT SERVICES INITIATIVES PROGRAM -
~ ANNUAL REVIEW AND UPDATE
RECOMMENDATION:
For information only.
BACKGROUND:
In September 2004, the city councils of Kitchener and Waterloo approved the creation of a
shared services program aimed at identifying, coordinating, and managing opportunities where
a cooperative approach to services between the two cities would be beneficial.
The program began with five initiatives to pilot the benefits of shared services in four specific
categories: community integration, service rationalization, service efficiencies and
consistencies, and system efficiencies and consistencies.
5 Oriqinal Proiects of the Shared Services Proqram ~2004}:
^ Kitchener-Waterloo Woodworking and Craft Centre
^ Border Streets Maintenance
^ Integrated Infrastructure Management System
^ Consulting Service Agreement
^ Election Tabulation System
Building on the initial success of these five pilot initiatives, in February 2006, both cities
approved a new terms of reference for the program, renaming it the Joint Services Initiative. The
revised terms of reference expanded the program's scope to go beyond basic service delivery
to include strategic initiatives and to formally recognize the oppor~unity for both cities to share
information and learn from each other's best practices.
Within the first year of working together under the new terms of reference for the program, the
number of joint initiatives had increased from 5 to 18. Today, more than 43 projects have been
identified as joint services initiatives between the cities of Kitchener and Waterloo -to the
benefit of both communities.
Guidinq Principles and Criteria:
With the introduction of revised terms of reference in 2006, the joint services initiatives
committee - which is made up of senior staff from both municipalities - identified guiding
principles that have factored into decisions about joint services initiatives. Projects that have
been considered have been based on these three basic principles:
^ Accessibility - ensuring services and programs are citizen focused and the structure and
responsibility is understood by all citizens
^ Affordability - blending accessibility with the need to deliver cost-effective service
^ Accountability - representing the needs and desires of the community they serve and
they are delivered in a way that clearly identifies areas of responsibility.
In addition, the Joint Services Initiatives Committee has ensured that projects implemented
through this committee have demonstrated the following:
^ respect for municipal timing
^ respect for municipal autonomy
^ effective use of resources
^ equity between the member municipalities
^ a commitment to early engagement
^ a commitment to open and timely communications
^ a commitment to annual evaluation of the committee's terms of reference
As well, in order to determine which projects offer the best oppor~unities as Joint Services
Initiatives, criteria were defined to serve as the framework within which opportunities would be
assessed. Joint Services Initiatives should:
^ enhance the capacity of either municipality to deliver or develop a service/program
beyond its resources
^ create service level improvements while maintaining costs and/or producing future
opportunity savings
^ not be limited to operational issues but also consider when either municipality is faced
with capital requirements
^ provide operational and/or capital opportunities
^ be based on the principles of best practices
REPORT:
The following is a brief summary of each of the 43 projects of the Joint Services Initiatives Program:
1. Two Way Radio Technology Sharing Agreement - This initiative involves the shared use
of new two way radio communications systems hosted by the City of Kitchener.
2. Waterloo Street - Border Street Reconstruction - Completed in 2005, this border street
was reconstructed with the City of Kitchener taking the lead on the detailed design, tender
and construction administration process. This collaborative project mitigated disruption to
the border residents, providing seamless reconstruction and economies of scale within the
construction tender.
3. Ellis Crescent - Border Street Reconstruction - Ellis reconstruction from Erb to
Hartwood ~Kitchener} was completed in summer 2008 by the City of Waterloo.
4. Snow Melter Partnership - The City of Waterloo has par~nered with the City of Kitchener
by renting the use of its `snow melter' for the past two years. The City of Waterloo pays
$50,000 to the City of Kitchener for use of the snow melter without the need to purchase
such a unit on its own.
5. Storm Water ManagementlUtility Feasibility Study The Stormwater Management/Utility
Feasibility Study has been underway since June 2005 and is a collaborative effor~ between
the two municipalities. The study was undertaken to review the cities' existing stormwater
assets and existing stormwater programs; to identify a suggested level of service and
recommend a preferred funding mechanism to achieve this service level. Following public
consultations a report will be brought to Council in 2009 identifying various options for
funding necessary improvements in stormwater management within both communities.
6. Joint Winter Control Advertising - This partnership was introduced in order to share the
costs associated with advertising snow and ice removal. This joint advertising campaign
allows Waterloo and Kitchener the ability to inform residents of their requirements on a
regular basis for less cost.
7. Transportation Demand Management- Both municipalities will be looking for opportunities
to work together in this field as the City of Kitchener develops a detailed transportation
demand management program.
8. Winter Control & Leaf Pickup - The City of Waterloo has partnered with the City of
Kitchener for leaf pickup on the border streets. This is to ensure the same level of service
for the border streets. Efficiencies are realized by both municipalities because we complete
a block rather than just stopping at the border and turning around.
9. Consulting Service Agreements - The City of Waterloo is partnering with the City of
Kitchener to come up with common Consulting Service Agreements. This initiative is
currently with the City of Kitchener's Legal Department for review.
10. Drinking Water Quality Management System - As a requirement under the new Municipal
Drinking Water Licensing Program the city has a joint initiative with the City of Waterloo and
the Townships. The partnership has many benefits, including significant cost savings for
retaining a consultant to aid in the preparation of our drinking water distribution system's
Quality Management System and Operational Plan.
11. Bleacher Use Agreement - The City of Waterloo has an agreement with the City of
Kitchener which allows them to use Kitchener's bleachers for special events.
12. Joint Tender for Watermain Leak Detection - The City of Waterloo continues to
piggyback on Kitchener's tender for Watermain Leak Detection.
13. Hydrocarbon characterization study - In 2006 a pilot study on the characterization of
hydrocarbons in SWM pond sediments was initiated. The cities of Kitchener, Cambridge,
Waterloo and the Region, along with the MOE entered into an agreement to fund a pilot
study that would analyze elevated readings of hydrocarbons in SWM pond sediments
originated from petroleum based products or from biogenic sources. This important
distinction ~biogenic or petroleum based) can significantly influence financial impacts and
sediment disposal options available to the municipality when performing sediment removal
requirements in a SWM pond. The study is nearing completion.
14. After Hours Dispatch - Through this partnership, the City of Kitchener takes all of the City
of Waterloo's public works and facility after hour calls and dispatch services.
15. Traffic Signs - The City of Kitchener has been contracted by the City of Waterloo to provide
Waterloo with traffic signs as Waterloo does not have a sign shop. This is a convenience for
Waterloo as they are so close and stock is usually available.
16. Joint Special Events (Earth Week events, Woodstock Challenge) - The Cities of
Waterloo and Kitchener team up yearly for special joint events. These events include Earth
Week events and the Voluntary Blackout Challenge. Advertising and participation in these
events is done jointly to cost share as well as increase participation across both communities.
17. Common engineering standards - Both municipalities are looking to partner in the
development of common engineering standards for subdivision and road works. This will
help the developer go through the development process quicker as both cities will have the
same standards.
18. Accessibility Training and Joint Demographic Change Training - Training will be
offered to staff in both municipalities on barrier free considerations in staff processes and
design considerations.
19. K-W Street Map Project - The partnership initiated by Coldwell Banker Peter Benninger
Realty raised funds from advertisements in the 2008-2009 edition maps that have financed
a mobile kitchen fire simulator which Kitchener and Waterloo fire prevention officers use to
educate the public on how to prevent stove-top fires.
20. Personal Safety Workshop for Bylaw Officers - The By-law Enforcement Depar~ments of
Waterloo and Kitchener have partnered to provide Safety Training for its Officers. This has
allowed both municipalities to improve the ability and effectiveness of Officers while
maintaining cost effectiveness
21. Waterloo 1 Kitchener By-law meetings - Waterloo and Kitchener By-law Enforcement
Departments have initiated ongoing meetings to look for efficiencies in paralleling by-laws
and services. These meetings also provide a forum to discuss solutions to upcoming and
current issues faced by the two communities and to learn best practices.
22. Mutual Aid - If a major emergency occurs and the situation cannot be contained or
controlled with available resources, both municipalities will look to one another to provide
support or coverage in needed areas.
23. Joint Fire Dispatch - Kitchener provides dispatch services to Waterloo for an annual fee.
Kitchener provides all infrastructure, hardware, software ~including upgrades},
implementation and mapping data necessary to provide fire dispatch services to Waterloo.
24. Cemetery Services - The cities are looking for opportunities to integrate cemetery services
in a number of areas including service costing, sharing operational, marketing and strategy
approaches.
25. Development at Ira Needles - Planners from the Cities of Waterloo and Kitchener are
working together on a proposed development that spans the border along Ira Needles Blvd.
26. Joint Fire Recruitment - The cities of Kitchener and Waterloo, along with Cambridge and
Guelph have worked to streamline the process for applications, which impacts costs for all
four municipalities as a result of having one centralized process.
27. Sports Tourism Strategy- Earlier this fall, both Councils received a report on opportunities
for Sports Tourism within Kitchener and Waterloo. Research showed that the cities, both
individually and in cooperation with each other, have the strong community capacity to
implement a successful sports tourism strategy.
28. Online auction of City Assets - Staff from both cities have launched a joint online auction site
for surplus city goods. This provides a cost effective process for disposing of surplus goods
while providing the general public with a tool to obtain goods in a fair and equitable manner.
29. Automated Staff Notification Systems - The City of Kitchener's 2007 budget included
capital funding for an automated staffing computer software. Opportunities to partner in
using this system have been discussed and explored.
30. Community Investment Strategy - Both cities have done some work on the identifying
shared strategies that will advance opportunities to partner and improve collaborative
investment amongst our partners, municipalities, philanthropic and private sector agencies,
with an overall goal of improving effectiveness and efficiency of local investments to achieve
community directions.
31. Cultural Mapping - To enhance our understanding of the arts and cultural sector in the
region, the City of Waterloo and the City of Kitchener are undertaking a joint cultural
mapping exercise of the assets in the community.
32. Infrastructure rehabilitation joint application for federal-provincial grant funding - In
2006, Kitchener and Waterloo worked collaboratively on a joint application to COMRIF for
assistance in the rehabilitation of our waste water sewer infrastructure. The intent of this
joint application was to assist the municipalities with a comprehensive program utilizing state
of the art trenchless technology process to upgrade the aging infrastructure in both cities. In
early 2007, the cities were notified that the bid was unsuccessful; however, staff will
continue to seek out opportunities for similar joint funding applications.
33. Backflow Prevention - Backflow prevention programs are being implemented in
municipalities throughout North America to mitigate the potential of foreign substances being
drawn into the potable water supply system. An exchange of information and background
material produced in Kitchener has reduced some start-up cost exposure for Waterloo.
34. Ontarians with Disabilities ActlCustomer Service Standards - In 2007, a shared resource
was hired to support the cities of Kitchener and Waterloo in ensuring all practices are aligned
with and in support of the Ontarians with Disabilities Act/Customer Service Standards.
35. Woodworking and craft centre - Under the direction of an incorporated board of directors,
in June 2006 the Kitchener-Waterloo Woodworking & Craft Centre became a reality. The
centre is financed through a grant from the Ontario Trillium Foundation, municipal operating
grants and upcoming membership fees. The funding ratio of both the operating and capital
costs for the new facility is based on a 2/3 ~Kitchener} and 1/3 (Waterloo) split which reflects
the approximate population ratio between the two cities.
36. Integrated Infrastructure Management System (IIMS~ - In 2006, Kitchener released an
RFP for a new Integrated Infrastructure Management System software system. During the
process leading up to the release, Waterloo met with Kitchener to learn about the product
and to participate in the vendor demonstrations to determine whether there was an
opportunity for Waterloo to join in the purchase.
37. Consulting Service Agreement - A shared consulting service agreement was drafted and
reviewed by lawyers representing both cities. While each city has slightly different
procedures for retaining consultants, which needed to be reflected in the agreement, this
provided an opportunity to create consistency in process.
38. Election Tabulation System - In 2005, the cities of Waterloo, Cambridge and Kitchener
issued a joint Request for Proposal for voting equipment. This resulted in very competitive
and flexible pricing that resulted not only in cost efficiencies but opportunities to share
information on how best to conduct elections among the cities.
39. Parking Strategy - Both Waterloo and Kitchener operate surface and structured parking
facilities. Staff from both cities have had an opportunity to review best practices in each
jurisdiction and will continue to share information and seek opportunities for collective
efficiencies.
40. Prosperity Council - Staff from both Kitchener and Waterloo, in addition to staff from other
municipalities in the Region has worked together to suppor~ and further the work of the
Prosperity Council.
41. Cultural Capitals Application - With the encouragement of the regional arts community
and the Waterloo Region Arts Council, and through discussions with the Cities of Waterloo
and Cambridge, Kitchener submitted its application in October 2006. Unfortunately the bid
was unsuccessful.
42. Joint Purchasing - The Cooperative Purchasing Group of Waterloo Region includes all of
the regional municipalities as well as other public sector institutions who combine
purchasing efforts to achieve savings and efficiencies. Items purchased through this
arrangement include everything from road salt to envelopes.
43. Waterloo Region Small Business Centre - This centre is jointly supported through the
economic development functions of both cities.
Other Proiects Tracked bv Joint Services Initiatives Committee:
Along with the formal Joint Services Initiatives, the Joint Services Initiatives Committee also
tracks the progress on four other projects involving a significant level of cooperation between a
number of municipalities and other jurisdictions ~ie. library boards) within the region of Waterloo.
Some of these projects involved cooperation with other area municipalities.
1. Wate~tight Joint Municipal Response and Regulation Pilot Project -`Watertight' is one
of the initiatives put forward by the Ministry of Public Infrastructure ~PIR). The Council's from
Kitchener, Waterloo and Cambridge approved a coordinated approach in response to the
Expert Panels Watertight recommendations.
2. Library Services - Through ongoing discussions between Kitchener Public Library ~KPL)
and Waterloo Public Library (WPL), KPL agreed to eliminate its non-resident charge and
become part of the regional reciprocal borrowing network.
3. WiFi - The CAO's of each of the regional municipalities worked to explore options with Atria
to advance the development of the wireless network throughout the region.
4. Tourism - From 2005 to 2007, the City of Waterloo provided Kitchener with financing to
help fund the operations of K~JV Tourism.
Movinq Forward:
The Joint Services Committee continues to look for opportunities for the two municipalities to
work together where possible.
Over the past few years, there has been a shift in how projects are approached at both
municipalities; the question of whether there is an opportunity to work in partnership with our
neighbouring municipality is now asked far earlier in the process and much of the collaborative
work happens over the course of doing business, as opposed to being driven at the committee
level. As well, these opportunities are explored at all levels and through all departments in both
municipalities. This represents a shift in culture in both municipalities.
Through the joint services initiatives, we have developed not only a stronger understanding of
how we can operate together, but of how our neighbouring municipality operates as well. This
has been valuable learning for both municipalities.
COMMUNICATIONS:
The Joint Services Initiatives Committee has developed several tools to help communicate the
details of the program to residents in both communities, as well as to better identify projects that
are part of the program.
These communication tools include a standard wordmark ~below} that will be used to identify
any projects operating as a Joint Service Initiative.
Significant information has been, and will continue to be posted on the websites of both Cities.
In addition, staff will continue to look for oppor~unities to communicate the details of the Joint
Services Initiative to residents through a variety of venues.
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CONCLUSION:
Since its creation in 2004, the Joint Services Initiatives program between the Cities of Kitchener
and Waterloo has been an unprecedented success. The program has now grown from five
initiatives back in 2004 to 43 today.
In the months ahead, the Joint Services Initiatives Committee will continue to look for additional
opportunities to add initiatives, grow the program and continue to improve the level of
cooperation between the two municipalities.
Carla Ladd
Chief Administrative Officer