Business Plan status updates

Suburbs

Three times each year, we provide the community an update on the progress we've made on projects within our business plan. Each project has a direct link to our 2015-2018 Strategic Plan.

Status updates

Open government

As of April 30, 2019

There are eight projects under this strategic priority.

Completed projects

One project is completed:

 1. OG19 Development of a Water Leak Policy

Description: The purpose of this policy is to provide customers defined relief from water leaks which may occur as a result of malfunctioning toilets, water softeners, leaking taps inside or outside, reverse osmosis units, irrigation systems and ruptured pipes on the customer’s side of the water meter.

Recent Progress: The Leak Adjustment policy and the application forms have been posted on the Kitchener Utilities website.

 

Projects on track

Six projects are on track to be completed as planned:

1. OG10 Participatory Budgeting (Strategic Item), end date December 2019

Description: Report on pilot project that enables community members to directly decide how to spend part of the City's budget, allowing them to make budget decisions that affect their lives.

Recent Progress: As part of the participatory budgeting pilot project, the City identified a budget to invest in two neighbourhood parks and staff worked with neighbours to make decisions around what they wanted to see included. Each community voted over multiple stages to select the final park design for construction. Sandhills Park is currently with procurement services and it is anticipated that work will commence in spring and be completed through the summer. Plans are finalized and site work has commenced using internal resources. Works identified through the Participatory Budgeting (PB) process for Elmsdale have been relocated to the Chandler Mowat Community Center (CMCC) after site works identified that the previous use of the site as a landfill made implementing the elements unwise. Engagement and consultation on the final design of the PB elements at CMCC has been completed and a final plan is being developed. It is anticipated work will be undertaken through summer on implementing improvements.

Next Steps: Staff are preparing final report evaluating the participatory budgeting process in conjunction with the University of Waterloo. It is anticipated that all works being implemented at Sandhills Park and CMCC will be completed in 2019, though minor elements may need to be addressed in early 2020.

 2. OG19 Development of the Online Customer Service Portal, end date December 2020

Description: Develop and launch a centralized online service portal where citizens can access their e-services in one place through a personalized, single sign on account.

Recent Progress: Internal staff team confirmed; weekly project meetings are occurring. High-level project plan has been developed. Budget approval received from Council in January. Discovery work leading to inventory of required system integrations is complete; investigation of single sign-on options is underway. User consultation for portal's first phase services has been completed.

Next Steps: Council to confirm portal vendor selection in mid-May 2019. The Knowledge Management Associate position which will create portal content and document business processes will be hired in June 2019.

 3. OG20 Parks Playgrounds and Trails Community Engagement review, end date December 2019 

Description: This action is a recommendation from the City’s lovemyhood strategy and supports the implementation of improvements to public spaces in the city by prioritizing the way the city engages with residents in the development or redevelopment of neighbourhood parks, playgrounds and trails. There will be a focus on serving the specific needs of residents in terms of ages, interests, abilities and cultural backgrounds.

Recent Progress: Internal discussions have identified the scope and goals for the project, as well as staff stakeholders. 

Next Steps: Staff are currently developing a project plan. 

 4. OG23 Close the Loop with Citizens, end date December 2019

Description: Expand the 2018 auto-notification (Close the Loop) pilot to enable citizens to receive email notifications for all parking complaints.

Recent Progress: Timeline for the project has been developed.

Next Steps: Work continues with By-law and IT to address technology needs of the project, determine any staff training needs, and begin development of content for case opening and closure emails for various complaint types.

 5. OG24 Municipal Response to the Truth and Reconciliation Commission Calls to Action (Strategic Item), end date December 2019

Description: This project will result in a potential municipal response for Council consideration to the 2015 Truth and Reconciliation Commission’s Final Report, including its Calls to Action, and identify and make recommendations for other ways the City can support Indigenous peoples in Kitchener. Deliverables will include a staff report detailing the full scope of the work and a report with recommendations on our approach to key issues defined through the initial project scope.

Recent Progress: New community relationships are being developed which is helping to further understanding on the scope for reconciliation. 

Next Steps: A draft land acknowledgement is under review and a report is being prepared for Council's consideration which will outline relevant calls to action from the Truth and Reconciliation Commission, and make recommendations on next steps to advance reconciliation work by the corporation.

6. OG27 2019-2022 Strategic Plan (Strategic Item), end date August 2019

Description: Develop clear, measurable goals and actions in collaboration with Council, the community and staff for the 2019-2022 term of Council that are valued by the community, relevant to Council and achievable by the organization. The plan will be used to guide resource allocations, business plans and performance targets. 

Recent Progress: Compass Kitchener and staff engaged representatives of all of the Advisory Committees on January 24, 2019 to solicit input on the preliminary goal statements and example actions. Input and direction was sought from Council on January 29, 2019. Draft goals and actions were further developed based on the comments received. An on-line Engage Kitchener survey was conducted from April 9-30, 2019 to provide the public with opportunities to let us know if we had captured what we heard from them and had accurately developed goals and actions to respond to the issues they raised. We reached out to key stakeholders to ask for their comments and to ask for input on how we could work together to implement the strategic plan. The response to the draft goals and actions was very positive.

Next Steps: Staff will prepare a report and recommend a 2019-2022 City of Kitchener Strategic Plan to Council in June.

 

Projects on hold

One project is on hold with an end date to be determined:

 1. OG08 E-tendering

Description:  Implement an e-tendering module to enable vendors to self-identify for interested commodities, access bid documents and drawings and submit tenders, proposals and quotations electronically.

Recent Progress:  No further work has been done in 2019.

Next Steps:  The final stage of receiving vendor proposals (RFP documents) and using on-line evaluations on bids and tenders system will be implemented once the procurement project with the consultant has been completed.

Strong and resilient economy

As of April 30, 2019

There are four projects under this strategic priority.

Projects on track

Four projects are on track to be completed as planned:

 1. EC07 Broadband & Fibre Optic Infrastructure, end date December 2019

Description: Work collaboratively with stakeholders to explore options to either encourage third party fibre optic investment in Kitchener or partner with others to provide improved high-speed broadband infrastructure for Kitchener. High speed internet access is increasingly viewed as essential infrastructure for a globally competitive economy.

Recent Progress: More information on the major carrier’s plans have been obtained allowing further refinement of the City’s approach. Information on 5G implementations and approaches from the US will also be incorporated and influence recommendations.

Next Steps: Further stakeholder consultation with the new information still needs to be completed before reporting back to Council. A report outlining suggestions to prepare the City for Southwestern Integrated Fibre Technology (SWIFT), 5G implementations including both small cell and macro cell sites fibre will then be prepared for Committee.

 2. EC11 Intergovernmental Relations - Passenger Rail, end date December 2019

Description: Work in collaboration with partners in the Toronto/Waterloo Region corridor to advocate for improved GO passenger rail service including high speed rail as a priority infrastructure investment for the provincial government.

Recent Progress: In late 2018 and early 2019, the provincial government and Metrolinx announced their plans for Two-Way All-Day GO (TWADGO) Rail service on the Kitchener Line. Metrolinx is studying TWADGO and plans to release their report later in 2019.  In the April 11, 2019 provincial budget, the province announced a pause for High Speed Rail.

Next Steps: City staff will continue to work with Connect The Corridor partners to advocate for Two-Way All-Day GO (TWADGO) rail service along the Kitchener Line, and support Metrolinx's 2019 study as much as possible by providing data to support TWADGO. High Speed Rail, although continuing with the Environmental Assessment but now on pause, needs further  clarity from the provincial government moving forward (i.e. move forward or formally cancel).

 3. EC28 Rehabilitation of City Hall Outdoor Spaces, end date April 2020

Description: Final design of City Hall outdoor critical infrastructure.

Recent Progress: A Request For Proposal (RFP) for professional services to complete the final design and contract administration was completed by staff and posted to the City's website. RFP was closed on May 1st and will be awarded by June 2019.

Next Steps: Once the current Request For Proposal is awarded, work will begin on final construction specifications with tendering for construction works anticipated Q4 2019.

 4. EC29 Review of the Make It Kitchener Strategy (Strategic Item), end date December 2019

Description: Conduct a review of the Make It Kitchener strategy.

Recent Progress: Staff have started developing a public consultation plan.

Next Steps: Stakeholder consultation is planned to occur between July and September 2019, with a major public consultation event in September. Based on community input, a draft strategy will be presented to Council in Fall 2019.

 

Safe and thriving neighbourhoods 

As of April 30, 2019

There are 19 projects under this strategic priority.

Completed projects

One project is completed:

 1. NB13 Sustainable Development Feasibility Study (Strategic Item)

Description: Working with partner organizations, under the Federation of Canadian Municipalities (FCM) Green Municipal Funds program, undertake a feasibility study to help inform sustainable development practices at a site or neighbourhood scale.  The emphasis is to be on energy sustainability.

Recent Progress: Report endorsed by Committee and Council in March 2019.

 

Projects on track

17 projects are on track to be completed as planned:

1. NB63 Mayor’s Task Force on Equity, Diversity and Inclusion (Strategic Item), end date December 2019

Description: The Mayor’s Task Force on Diversity, Equity and Inclusion will create a Diversity, Equity and Inclusion Strategy for the City of Kitchener focused on better engaging and serving marginalized and under-represented people, as well as creating a more inclusive City workplace.

Recent Progress: Recruitment of Task Force Project Manager completed. Co-chairs (staff and community) and staff members for the Task Force identified.

Next Steps: Confirm task force membership from community organizations. Develop/launch application process for community members at large.

2. NB65 Affordable Housing Strategy (Strategic Item), end date December 2020

Description: Create an affordable housing strategy for Kitchener in collaboration with the Region of Waterloo, community groups and the development industry.

Recent Progress: A new, temporary staff position was created and recruitment is underway. This individual will be tasked with project management responsibilities related to the creation of an affordable housing strategy for Kitchener.

Next Steps: A work plan is being developed and staff report being prepared for June 2019.

 3. NB11 Comprehensive Zoning By-law Review, end date December 2019

Description: Undertake a multi-phase, comprehensive review of the City's Zoning By-law 85-1 to implement the new Official Plan and other required changes. The focus for 2019 will be on completing Stage 1 of the new Zoning By-law (Non- Residential) and working on Stage 2 (Residential).

Recent Progress: Meetings with landowners/representatives regarding public comments were undertaken and issues resolved. The final by-law for non-residential zones (stage 1) was approved by Committee and Council in April with some deferrals. Work on residential zones (stage 2) has been re-initiated.

Next Steps: Staff will work to resolve several matters that were deferred from Council's April approval of stage 1 and return for a decision on these in the spring. The next focus for 2019 will be on stage 2 – residential zones. Public and development industry consultation on the residential base zones will occur in the spring and summer. Staff will work with stakeholders to resolve issues and bring a by-law for Council and Committee to consider for approval in the fall.

 4. NB21 Hidden Valley Land Use Study, end date August 2019

Description: Develop a master/community plan for the Hidden Valley area. This project will identify any public interest in the Hidden Valley lands including opportunities to protect and/or acquire natural features and sensitive lands.

Implementation will be through Official Plan and Zoning Bylaw amendments.

Recent Progress: A draft land use master plan document was prepared and circulated to stakeholders for comment.

Next Steps: Staff to present the land use master plan document to Committee and Council in June.

 5. NB26 Urban Design Manual, end date December 2019

Description: Create a new urban design manual to implement the new Official Plan, make the document more efficient and effective, complement specific design briefs and provide guidance on City building and design expectations to ensure vibrant new development in Kitchener.

Recent Progress: Consideration of stakeholder feedback and preparation of a final draft of the manual has been undertaken over the last several months.

Next Steps: Industry and community consultation will continue through the spring and summer. Staff will present manual for Council approval in the fall.

 6. NB29 Business Case for Mill Courtland Community Centre Expansion, end date December 2019

Description: Engage community residents/stakeholders in a needs assessment and business case to determine the requirements for an addition to the community centre.

Recent Progress: Internal staff team continues to discuss project limitations and scope.

Next Steps: Terms of reference for business case will be developed in Q4 2019.

 7. NB34 Community Traffic Safety Advisory Committee, end date December 2019

Description: Consider options to revise the mandate of an existing advisory committee to create a co-operative partnership between City staff, community groups and other agencies that seek to enhance traffic and pedestrian safety in Kitchener. The committee will provide input and feedback on traffic safety issues such as school zone concerns, traffic calming requests and traffic-related education initiatives.

Recent Progress: Other regional municipalities were contacted and have confirmed that there is no interest in forming a new committee. As such, the existing cycling and trails advisory committee supports maintaining the existing committee structure, and has agreed to redefine and broaden their scope.

Next Steps: A report and new terms of reference will be written that recommends changing the existing cycling and trails advisory committee to a committee that includes all aspects of transportation and trail safety.

 8. NB36 Incentives for Design/Architectural Innovation and Excellence, end date December 2019

Description: Evaluate potential incentives for the development of landmark building design and architecture at strategic locations within the City.

Recent Progress: Design and Architectural excellence has been included as a community benefit within the Downtown Bonusing provisions in the City's new zoning by-law (CRoZBy). This means that landmark building design and architecture is incentivized through the development approval process. It is one of the pre-defined community benefits that qualifies a developer to obtain additional density.

Next Steps: The Kitchener Great Places award nominations are underway, and the award ceremony has been scheduled for early November. This award program has been reviewed/amended in part to support this project. Staff will continue to review other potential incentive possibilities.

 9. NB42 Doon Pioneer Park Community Centre Expansion-Design & Construction, end date December 2019

Description: Commence the design and construction of expanded space at the Doon Pioneer Park Community Centre, including a gymnasium and other program and partner spaces to meet the needs of the growing community.

Recent Progress: Since the winter thaw construction has started up again.  Project is meeting revised timelines and is on budget.

Next Steps: Construction planned to continue through to fall 2019.

 10. NB43 Heritage Best Practices Implementation, end date December 2019, end date December 2019

Description: In follow up to Report CSD-15-08 which recommended the development of a variety of best practices regarding the conservation of cultural heritage resources. The focus for 2019 will be on updates to delegated approval authority and requirements for proposed demolition of listed properties.

Recent Progress: Staff have conducted municipal best practices research regarding delegated approval and submission requirements for the demolition of listed properties on the heritage registry. There has been sufficient discussion with Heritage Kitchener to proceed in drafting an update to the delegated approval by-law and supporting staff report.

Next Steps: Staff will work with the City's Legal Services to draft a new delegated approval by-law and supporting staff report for consideration by Heritage Kitchener and Council.

Staff will prepare a discussion paper regarding submission requirements for the demolition of listed property, for discussion at Heritage Kitchener.

 11. NB46 Automated Speed Camera Program for Traffic Calming, end date December 2019

Description: Subject to the passing of new Provincial legislation related to speed cameras, staff will investigate the potential use of this technology to address speeding concerns in school zones.

Recent Progress: A Request for Proposal (RFP) has been issued by the City of Toronto on behalf of most communities in southern Ontario, including Waterloo Region. The Region has agreed to lead the initiative. One camera is proposed to be rotated amongst 32 locations throughout the Region (four in Kitchener). The Region is intending to forward a report to Regional Council following the awarding of the RFP recommending adoption of an Automated Speed Enforcement (ASE) program in the Region of Waterloo.

Next Steps: The four schools that will receive the ASE unit will be identified and a staff report will be prepared for Councils consideration. The City of Kitchener will work with the Region to develop a public communications plan.

 12. NB55 Neighbourhood Use of Schools and Faith Based Facilities, end date December 2019

Description: This action is a recommendation from the City’s ‘lovemyhood’ strategy and supports positive change in neighbourhoods through exploring and starting conversations with school boards and faith based facilities for greater access to their indoor and outdoor facilities.

Recent Progress: An inventory list with contacts for schools and faith based facilities with rental space availability for the community has been developed.

Next Steps: Develop a communication strategy to inform neighbourhood and sport groups of the availability of school, church or unique rental spaces in the community and how to access them.

 13. NB56 Reduce Municipal Barriers – Review Permitted Uses in Parks, end date April 2020

Description: This action is a recommendation from the city’s lovemyhood strategy and supports positive change in neighbourhoods through a review of permitted uses in parks to provide clarity on a range of uses that are acceptable and outline a streamlined process to review requests for park use. This review will be done in collaboration with the City’s Neighbourhood Development Office and By-law Enforcement.

Recent Progress: Staff have reviewed the existing status around campfires and have begun to look for specific locations where it would be pre-approved as well as preparing a public guide on where this work can occur. Staff completed a review to confirm where and what types of BBQs can occur in parks. 

Next Steps: Continue to deliver 'pilot' support materials - campfires and BBQs are two areas which have been reviewed early and for which program support materials are in development. Q3/Q4 2019 will see initial engagement around Open Space Strategy within which this work will be included.

 14. NB58 Review of Community Centre Use of Space and the Neighbourhood Association Affiliation Policy, end date December 2019

Description: This action comes from the Community Centre Audit and as an action of the love my hood strategy. There is a desire in the community to review and consider expanding the existing policy on community use of space at our community centres.  Also connected to this is the Neighbourhood Association Affiliation Policy.  There is a recommendation to develop a clearer and comprehensive affiliation policy including well defined expectations, roles and responsibilities for the City and our Neighbourhood Associations.

Recent Progress: An extensive internal engagement process with staff from across the Neighbourhood Programs and Services division and beyond is complete. Individual meetings conducted with Neighbourhood Associations to gain perspective on their work and how staff can support them.

Next Steps: Continue to engage with Neighbourhood Associations, reporting back to them on key themes and learnings from individual meetings and their written submissions. A series of workshops are planned with staff and community groups plan for the future of our community centres.

 15. NB59 Huron Brigadoon Area School / Community Centre Construction, end date December 2021

Description: Partner with the Waterloo Region District School Board (WRDSB) in the construction of a joint school/community centre in the Huron Brigadoon area.

Recent Progress: Architect has been hired by the WRDSB and project team has been developed, including representation from the City of Kitchener Neighbourhood Programs and Services and Facilities Management divisions.

Next Steps: Facility design has started in conjunction with the WRDSB.

 16. NB61 Review Municipal Roadway Speed Limit, end date August 2019

Description: Review and/or establish a new uniform posted speed limit for municipal roadways.

Recent Progress: Research has been completed and it has been determined that a holistic change in uniform speed limit is not feasible. However, the Highway Traffic Act allows the City to establish “neighbourhood safety zones” where speed limits can be reduced. Staff have determined that the preferred approach is to establish a pilot project in one or two neighbourhoods in the City to measure the effectiveness of this approach. This is a joint initiative with the City of Waterloo, who will be recommending a similar approach.

Next Steps: Staff will work to identify an appropriate neighbourhood for the pilot project. Staff will prepare a report to Council recommending the location of the pilot project installation, which is anticipated to be installed in the fall.

17. NB64 Comprehensive Grants Review, end date August 2020

Description: Review the City’s current grants program to identify opportunities for improvements.

Recent Progress: Initial meetings have occurred to discuss/determine the scope of the project.

Next Steps: Confirm the scope of the project and create the project charter.

 

Projects delayed

One project has been delayed:

 1. NB18 Complete Streets Policy (Strategic Item), end date December 2019

New end date December 2019

Description: The City of Kitchener has a number of policies and practices that promote complete streets. The development of a complete street policy would review best practices and combine elements into a coordinated policy document that ensures planning, design and implementation of an element of the City’s transportation network considers and aims to meet the needs of all users regardless of age, ability and travel choice.

Recent Progress: Community engagement has been conducted. Staff have been working on identifying key principles and cross- sectional street designs; however, due to several constraints, the project has experienced a delay. Approximately half of the policy has been drafted to-date.

Next Steps: Staff will complete the draft policy and circulate the document for comment. It is anticipated that staff will present the policy to Council in September. Project end date has been moved from Aug to Dec 2019.

 

Sustainable environment and infrastructure  

As of April 30, 2019

There are five projects under this strategic priority.

Projects completed

One project has been completed:

 1. SE06 Sustainable Urban Forest Strategy (Strategic Item)

Description: This project will include the delivery of a Sustainable Urban Forest Strategy which will set the course of action for a socially desirable urban forest that can be achieved and maintained based on the true capacity of the City to manage resources. Work will also include recommendations regarding how the City can create a citywide public- private program which is a recommendation from the City’s ‘lovemyhood’ strategy.

Recent Progress: In April Council approved Kitchener's first sustainable urban forest strategy and implementation plan. Council's approval occurred after a comprehensive planning exercise and community engagement process.  Staff will now focus on implementing the plan based on approved priorities and funding.

 

Projects on track

Three projects are on track to be completed as planned:

 1. SE05 Low Impact Development Design Guidelines - Stormwater Utility, end date December 2019

Description: Low Impact Development (LID) is an approach to storm water management that mimics a site's natural hydrology as the landscape is developed. Using the Low Impact Development approach, storm water is managed on-site and the rate and volume of storm water reaching receiving waters is unchanged from predevelopment levels. These guidelines will be integrated into the existing Development Manual.

Recent Progress: As of last fall there have been 5 full road reconstruction projects tendered and constructed with LID incorporated into the design (permeable concrete parking laybys, exfiltration systems in the storm sewer, bioretention and oil and grit separation units). The incremental cost of including LID to mitigate extreme weather events is 3-5% of the total project cost. LID continues to be incorporated into all construction works across the municipality to meet the criteria established in the City's stormwater management policy (MUN-UTI-2003) and the Integrated Stormwater Management Master Plan (2016).

Next Steps: An update to the Development Manual will incorporate changes to MUN-UTI-2003 as well as the design guidelines and resources developed by the Toronto Region Conservation Authority and Credit Valley Conservation Authority for LID implementation. A report to Council is expected in the Fall of 2019 outlining the newly updated Development Manual. Internal engineering standards will continue to be refined as experience is gained in design and construction projects being led by the Engineering Division and Stormwater Utility.

 2. SE15 Intergovernmental Relations - Municipal Infrastructure Funding, end date December2019

Description: Advocate for greater infrastructure funding for municipalities from the federal and provincial governments.

Recent Progress: In March 2019, the provincial government announced that it is opening the application intake and moving forward with two of the four federal funding streams: Rural & Northern Infrastructure Fund, and Public Transit Infrastructure fund. It was also announced that they intend to commence all four funding streams in 2019.

Next Steps: The remaining two federal funding streams (Green Infrastructure Fund, and Community, Culture, and Recreation Infrastructure Fund), are expected to move forward later this year. All four funding streams are on track to commence during 2019.

 3. SE29 Complete Winter Maintenance Pilots – Sidewalks and Trails, end date August 2019

Description: This work includes completing two pilot projects for the winter sidewalk maintenance (proactive by-law; assisted services; neighbourhood snowblower initiative) and the year-round maintenance of trails in school zones.

Recent Progress: Staff completed the implementation and evaluation of three pilot programs for winter sidewalk maintenance: Proactive Inspection, Assisted Services for Sidewalks and Windrow Clearing and Neighbourhood Shared Snow Blower. A staff report has been prepared for the May 13, 2019 Committee and May 27, 2019 Council meeting that reviews past efforts regarding improvements to the City’s winter sidewalk maintenance practices, presents the analysis and results of the pilot programs evaluation, and provides recommendations and options for the 2019/2020 winter season and beyond. Staff also completed the year-round maintenance of trails in school zones pilot and are preparing a staff report for June Committee/Council, which includes the evaluation of that pilot and community engagement completed around the project.

Next Steps: Following direction from Council in May, staff will prepare for the implementation of the program for the winter 2019/2020 by selecting and coordinating routes, developing engagement materials, and developing an evaluation system.  The Year-round Maintenance of Trails in School Zones report is scheduled for June 10, 2019 Committee and June 24, 2019 Council.   

 

Projects delayed

One project has been delayed:

 1. SE12 Cycling and Trails Master Plan Update (Strategic Item)

New end date April 2020

Description: Updating the 2010 Cycling Master Plan will include on-road cycling facilities, as well as incorporate off-road trails cycling infrastructure.   Cycling related education and programming will be addressed.

Recent Progress: A consultant was hired and the project was initiated, however, the project has been delayed as a result of this process. Community working groups were developed and are scheduled monthly throughout the project. Branding has been established.  A community engagement plan has been finalized.

Next Steps: A strategy session will be held with Council on May 27th. A launch event is planned for June at Stanley Park on Neighbours day. Community engagement will continue through the summer. The end-date for the project is anticipated to be April 2020, moved from December 2019.

 

Effective and efficient city services

As of April 30, 2019

There are 20 active projects under this strategic priority.

Completed projects

Four projects are completed:

 1. CS60 Utility Meter Mobile Workforce Management System (MWMS)

Description: Source a highly configurable and flexible mobile workforce management solution to facilitate in field management of a variety of gas and water related legislated activities. The proposed solution will replace the current paper based systems, integrate through SAP service orders and Cityworks work orders allowing dispatchers to input into a queue of work plans delivered to staff by mobile devices through the MWMS.

Recent Progress: The chosen Clevest application has been fully developed and deployed to staff for Water Meters installations and is in operation in the field. The more fulsome application of this program will continue to be rolled out to various work areas within gas and water utilities as deemed appropriate and is now considered part of core service delivery.

 2. CS61 Replacement of Fire Department Dispatch System

Description: Implement the Intergraph Computer Aided Dispatch (CAD) system with Waterloo Regional Police Services to enhance interoperability between the two public safety agencies. The current CAD system is approaching the end of its life cycle and must be replaced.

Recent Progress: The implementation team met all the project milestones and successfully implemented the Intergraph CAD on April 24, 2019. Staff will monitor day to day operations to ensure the functionality of the CAD system between the two agencies.

 3. CS62 Development of Public Internet Access Standard

Description: Digital Kitchener outlined the development of a Public Internet Access Standard as part of the Inclusive theme. This project will include working with community partners to define what attributes would constitute public access and then using that definition, developing a minimum standard of free public Internet access to be adopted by the City. This minimum standard can then be used to direct future investments for public access terminals or free Wi-Fi in future projects.

Recent Progress: A Public Access to Technology (PATs) measurement standard has been developed and reviewed with stakeholders. The standard sets benchmarks for service and defines metrics that will be used to measure our impact and improvements over time. A number of initiatives that support public access to technology were included in the SmartWR Smart Cities Challenge proposal as well. A Public Access to Technology (PATs) measurement standard is complete, pending review and approval from Council in June 2019.

 4. CS66 Leisure Facilities Master Plan

Description: Complete the Leisure Facilities Master Plan (LFMP) to provide the foundation for investment in existing leisure and recreation facilities and services and determine future facilities and services within the City of Kitchener. The plan will provide recommendations on new facilities to be incorporated into the development charges by-law.

Recent Progress: The Leisure Facilities Master Plan, along with the list of indoor and outdoor recreation facilities eligible for development charge funding, was approved by Council on April 1, 2019. Recommendations from the 2019 Leisure Facilities Master Plan will be prioritized and captured through the business planning process. Funding for the prioritized list of indoor and outdoor recreation facilities eligible for development charge funding will allocated through the development charge process, which is expected to be complete in June 2019. The next Leisure Facilities Master Plan will be complete in 2023.

 

Projects on track

13 projects are on track to be completed as planned:

 1. CS09 Long Term Financial Plan (Strategic Item), end date December 2019

Description: Prepare a consolidated long term financial plan that will be the financial framework for the City going forward. The framework will incorporate policy work pertaining to reserves, debt, and enterprise investments.

Recent Progress: Council approved the project scope and timeline in April. The draft long term financial plan will be brought forward to council this fall.

Next Steps: A Council strategic session is planned in May focusing on two specific issues: Infrastructure Funding and Operating Budget Room (Expiring Debt).

 2. CS74 Development Services Review (Strategic Item), end date August 2020

Description: Kitchener is going through an extraordinary transformation that can be seen happening all around us. To ensure we are in the best position possible to respond to exciting changes to the community we serve, the City is undergoing a review of our development services to bring greater focus, coordination and accountability to our development functions.

Recent Progress: A variety of engagement activities took place in the first quarter of 2019, including strategic sessions, focus groups, and drop-in sessions to better understand participant's past experience with development-related services, priorities for the review, and to articulate a shared vision for all development services stakeholders (i.e. Council, Staff, community members, the development community) for what it means to work together to build a great city. A staff report and presentation were prepared for May Committee/Council.

Next Steps: A project update will be presented to Council in May 2019 which will include the proposed shared vision for development services stakeholders as well as the project scope and schedule for the first year of the development services review. Preliminary feedback will be solicited from stakeholders until May 31, 2019 on how to improve the site plan process and public engagement processes across development services, at which point a detailed review of these processes will begin.

 3. CS18 Electronic Agenda Management, end date December 2020

Description: Create, prepare, approve and publish meeting agendas in a more efficient, collaborative, streamlined manner.

Recent Progress: Completed a needs assessment through one-on-one interviews and group workshops with internal stakeholders (including staff and Council) aimed at identifying "pain points" with the current agenda management process.

Completed a municipal scan of best practices in the field of meeting management. Met with vendors to discuss and learn about third-party software. Currently evaluating the results of the needs assessment to finalize a recommendation to the Corporate Leadership Team.

Next Steps: Conduct a comprehensive review of the agenda preparation process for standing committees and Council meetings through a LEAN perspective to identify and implement efficiencies. Continue investigating potential implementation of a third-party application that leverages existing technology owned by the City. Report back to Corporate Leadership Team on findings and recommendations.

 4. CS41 Development Charges Background Study (2019), end date August 2019

Description: 5-year update to the City’s Development Charges Background Study and By-law as required by legislation.

Recent Progress: Background work completed, and draft Development Charge (DC) Study and Bylaw published. Stakeholder input session in early May, with public input meeting in mid-May.

Next Steps: Final Council approval of DC Study and Bylaw in June. 

 5. CS56 Administrative Monetary Penalties System (AMPS), end date August 2019

Description: Research and develop removal of the parking ticket process from the Regional Court House and implement an internal process that could be shared with Waterloo, resulting in a more efficient and customer-focused process.

Recent Progress: The AMPS program was approved at Committee and Special Council in April including a Procedural by-law, Screening and Hearing Officer by-law and a by-law to amend all existing parking by-laws.

Staff are currently finalizing the background work to support the AMPS program and a new contract with the Ministry of Transportation. Progress has included ordering of new tickets, testing the software that supports the ticket process and finalizing the Standard Operating Procedures (SOPs).

Next Steps: Staff will report to Committee in May regarding all of the required policies to support the AMPS program per the legislation. City of Kitchener and Waterloo staff are actively recruiting for the Hearing Officer positions. The AMPS program will go live in June 2019.

 6. CS59 Parkland Dedication Policy Update, end date April 2020

Description: Comprehensive review and update of the current Parkland Dedication Policy related to acquiring parkland (or cash- in-lieu payment) through development applications.

Recent Progress: Long Range Planning will be undertaking stakeholder engagement as the primary stakeholders involve the development community. Announcements within Bill 108 may impact scope/delivery.

Next Steps: An internal staff review of the draft policy, by-law and discussion paper is planned. Consultation with affected user groups to be scheduled in Q3 2019.

 7. CS64 Civic Innovation Lab at Communitech, end date December 2020

Description: The establishment of a Civic Innovation Lab is a significant initiative in support of the Digital Kitchener strategy. The lab is fully operational and is half way through a pilot project which concludes after 3 years. The focus is on developing innovative solutions where Internet of Things (IoT) can help solve municipal challenges, work continues on IoT projects in 2019.

Recent Progress: In 2018, the Lab developed an Internet of Things (IoT) data platform tool called CLARA. Several pilot projects are underway including smart garbage receptacle monitoring, smart parking, asset tracking and research into smart metering for gas and water. We just recently welcomed our next cohort of co-ops to the lab and development work will continue through 2019 on these pilots.

Next Steps: Several pilots will continue through 2019 with new co-ops starting at the end of April. Work is underway for pedestrian/bicycle counting, environmental sensing as well as some augmented reality videos and machine learning exploration.

 8. CS65 Implementation of the Digital Kitchener Strategy, end date December 2021

Description: Digital Kitchener, a four year digital strategy approved by Council in 2017, is a vision to make Kitchener more Connected, Innovative, On-Demand and Inclusive. An annual work plan will be developed which includes a number of initiatives that fulfill the action steps outlined in Digital Kitchener and help realize the vision. Staff will report back to Council on the progress of the plan annually.

Recent Progress: An update was provided to Council in April on progress thus far for Digital Kitchener and the 2019 work plan. The plan was endorsed by Council.

Next Steps: An update will come back to Committee for the Public Access Standard as well as 5G research and recommendations over the next few months.  Work will begin on the 2019 action plan items shared with Council over 2019.

 9. CS67 Direct Detect Business Case Analysis, end date December 2019

Description: Conduct a business analysis to reassess current business practices, analyze technology systems, determine future needs and implement the necessary steps to improve the direct detect program.

Recent Progress: The Direct Detect project team continues to advance the project. The project framework consists of three significant areas of focus: 1) product review 2) financial analysis and 3) next steps/solutions. Product review and financial analysis are complete.

Next Steps: Over the next quarter, the project team will meet to advance the final area of focus: developing growth projections, a technology plan, marketing and advertising campaign and future resources study.

 10. CS68 Electronic Records Management Strategy, end date December 2019

Description: Implement the necessary and appropriate strategies, tools, processes and skills to systematically control the creation, distribution, use and disposition of the City’s electronic records/information maintained as evidence of business activities and transactions.

Recent Progress: Conducted research on strategies on how to apply the City’s Records Retention Schedule to records stored in databases, City’s official web-based records and, City’s official social media records. Identified different approaches/options for applying retention to official records and identified stakeholders that need to be involved in the project implementation.

Next Steps: Identify resource requirements. Engage stakeholders and gather information to solidify approaches/options identified and further research tools to aid in managing official records in City’s webpages (internet and intranet) and social media records.

 11. CS69 Automation of Payment Processing, end date December 2019

Description: Multi-phase project including investigation and automation of corporate credit card processing, online travel and expense claims, and electronic storage in SAP of payment documentation such as invoices and cheque remittances in an effort to reduce paper and streamline processes.

Recent Progress: Analyzed feedback from administration and management stakeholders, and from SAP Collaborative Value Assessment and proposing that an electronic purchasing solution is recommended to best meet the procurement needs for low-dollar high volume purchases. This is being investigated by SAP Business Solutions, Procurement, and Accounting. Staff are moving to next phase of the project – automation of corporate credit card automation. Staff have met with TIS to have current corporate credit card processing mapping completed.

Next Steps: Investigate credit card automation solutions. Different options include SAP, Concur, US bank, and investigate what other municipalities are currently using.

 12. CS71 Purchasing Procedures to Support New By-law, end date December 2019

Description: Develop purchasing procedures that support by-law and complete an analysis of current Procurement templates.

Recent Progress: A consultant recently completed and presented their summary of findings and recommendations in the Snapshot Review and RADAR (Risk Assessment, Diagnostic and Recommendation) Report. This included results from their review of on-line survey results, procurement templates, policies, procedures, protocols, by-law as well as interviews with selected representatives across the city.

Next Steps: Present summary of consultant's findings, recommendations and next steps of project to the Corporate Leadership Team. Working with the consultant and internal legal representative, draft policies, procedures, protocols and updated solicitation document templates.

12. CS75 Business Plan Alignment, end date December 2019

Description: Align the planning, priority setting and decision making of the strategic planning, budget preparation and business planning processes for the preparation of the 2020 business plan, ensuring clear connections between all three.

Recent Progress: Meetings have taken place with financial services and Service Co-ordination and Improvement Managers to identify timing and process improvements to ensure alignment.

Next Steps: Draft work program.

 

Projects delayed

The end dates on two projects are delayed:

 1. CS03 Research Best Practices on Cat Licensing/Microchipping

New end date December 2019

Description: Research a variety of options and best practices to better control the cat population and encourage responsible cat ownership.

Recent Progress: Staff have contacted several municipalities and received responses to a list of questions relating to licensing, microchipping and best practices.

Next Steps: Staff plan to report back to Council with the results of the best practices research. Final report to Council is expected in Q3 2019. End date moved from April 2019 to December 2019.

 2. CS55 AMANDA 7 and Public Portal Review

New end date August 2019

Description: The AMANDA software system requires a significant upgrade; AMANDA 7. Prior to implementation, testing of scripts and set-up of security groups and reporting tools is necessary. The existing public portal is integral to the core business. The project will include reviewing the existing public portal and other software options.

Recent Progress: Staff have worked with the vendor to identify required amendments to the software in advance of testing, which has resulted in a delay in completing the project. The final product will be available for full testing at the end of May.

Next Steps: Staff will test and approve the public portal recently delivered by the vendor. Once tested and approved, Technology, Innovation & Services (TIS) will complete a security scan prior to full implementation. The anticipated completion of the project has moved from April to August 2019.

 

Projects on hold

One project is on hold with an end date to be determined:

 1. CS37 Online Business Licensing

Description: Implement the first phase of online business licensing (e.g. pilot with business license renewals).

Recent Progress: Staff have completed the folders required for implementation and taken this project as far as possible within its control; further progress requires the AMANDA 7 upgrade to be completed.

Next Steps: On hold.

 

Projects not started

One project is scheduled to start later in 2019:

  1. CS73 Corporate Project Management Needs Assessment

Click to view the most recent PDF version of the Business Plan Status Update

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