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Council Meeting Agenda Joint Township Council Meeting October 22, 2020 6:00 P.M

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Council Meeting Agenda Joint Township Council Meeting October 22, 2020 6:00 P.M Council Meeting Agenda Joint Township Council Meeting October 22, 2020 6:00 P.M. Electronic Participation This meeting is open to public viewing and is available through an online platform. Please subscribe to the Township of Wilmot You Tube Channel to watch the live stream or view after the meeting. 1. WELCOME (Mayor Les Armstrong) 2. MOMENT OF SILENCE 3. LAND ACKNOWLEDGEMENT (Councillor B. Fisher) 4. ROLL CALL 5. DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 6. PRESENTATIONS 6.1 Regional Library Services Review – Project Progress Update Bruce Peevers, KPMG 6.2 Township Services Review – Project Progress Update Bruce Peevers, KPMG Fire Services Emergency Management Corporate Communications Information Technology 7. ADJOURNMENT The Townships of Waterloo Region Joint Service Review Interim Report – Executive Summary of Library Services October 22, 2020 For Discussion Purposes Only Waterloo Townships Service Delivery Review Disclaimer This report is subject to the terms and conditions in our engagement letter November 4th, 2019. This report is intended solely to assist North Dumfries, Wellesley, Wilmot, and Woolwich Townships (“the Townships of Waterloo Region” or “the Townships”) with a joint service review. The comments and observations in our report are not intended, nor should they be interpreted, to be legal advice or legal opinion. This report is based on information and documentation that was made available to KPMG at the date of this report. KPMG has not audited nor otherwise attempted to independently verify the information provided unless otherwise indicated. We had access to information up to October 9, 2020 in order to arrive at our observations but, should additional documentation or other information become available which impacts upon the observations reached in our report, we will reserve the right, if we consider it necessary, to amend our report accordingly. This report and the observations expressed herein are valid only in the context of the whole report. Selected observations should not be examined outside of the context of the report in its entirety. Our observations and full report are confidential and are intended for the use of the Townships of Waterloo Region. Our review was limited to the procedures conducted. The scope of our engagement was, by design, limited and therefore the observations should be considered in the context of the procedures performed. In this capacity, we are not acting as external auditors nor value for money auditors and, accordingly, our work does not constitute an audit, examination, value for money, attestation, or specified procedures engagement in the nature of that conducted by external auditors on financial statements or other information and does not result in the expression of an opinion. Pursuant to the terms of our engagement, it is understood and agreed that all decisions in connection with the implementation of advice and recommendations as provided by KPMG during the course of this engagement shall be the responsibility of, and made by, the Townships of Waterloo Region. KPMG has not and will not perform management functions or make management decisions for the Townships of Waterloo Region. KPMG has no present or contemplated interest in the Townships of Waterloo Region, nor are we an insider or associate of the Townships of Waterloo Region. Accordingly, we believe we are independent of the Townships of Waterloo Region and are acting objectively. This report is not intended for general use, circulation or publication and any use of KPMG's report for any purpose other than circulation within the Townships of Waterloo Region without KPMG's prior written permission in each specific instance is prohibited. KPMG assumes no responsibility or liability for any costs, damages, losses, liability or expenses incurred by anyone as a result of the circulation, reproduction or use of or reliance upon KPMG's reports, contrary to this paragraph. © 2020 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 2 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Project Overview The Townships of Waterloo Region Joint Service Review Interim Report – Executive Summary of Library Services © 2020 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 3 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Project Overview Introduction and Objectives Project Objectives KPMG has been engaged by the Townships of Waterloo Region (North Dumfries, Wellesley, Wilmot and Woolwich) to undertake a joint service delivery review (the “Project” or “Service Review”) in a phased approach. For Phase 1 of the Service Review, the Townships are focusing on five service areas – Fire, Emergency Management, Corporate Communications, Information Technology, and Library. For Library services, the Townships are responsible for providing the facilities in which the services are delivered; and the Region of Waterloo is responsible for delivery of library services and programs. Specific project objectives include the following: • Facilitate Review – Conduct a comprehensive review to understand the current service delivery models through documentation review and stakeholder consultation. As part of this, consider the current service delivery approaches, cost and impact the services have on the Townships, including high level benchmarking with comparator municipalities. • Identify Opportunities – Identify and explore opportunities for sustainable approaches to service delivery and establishing and/or amending service levels. • Recommendations – Evaluate and categorize opportunities to develop recommendations for Phase 2 priorities. Provide strategic guidance to leadership on implementation and prioritization of new, innovative and/or leading service delivery models that improve upon organizational efficiency while balancing stakeholder expectations. In addition, advise on the risks associated with each proposed change/option to inform management of the key factors and risks which should be considered during the decision making process. This interim report will provide the foundation for possible opportunities to improve the overall effectiveness and efficiency of the Townships’ current service delivery model. © 2020 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 4 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Project Overview Scope of Work Work Plan and Progress Report The interim report constitutes completion of Phase 3 of our work plan. This interim report provides a current state analysis of the data and information collected from the Region of Waterloo Library, Waterloo Townships and comparator municipalities. This analysis will service as a foundation for developing recommendations to be included in the final report for consideration by leadership. 3. Current Service 2. Environmental 4. Opportunity 5. Final Report & 1. Project Initiation Delivery Model Scan Identification Presentation Review Align on project Collect relevant Assess current • Identify potential • Prepare Final Report objectives and work information on current service delivery opportunities for and presentation to plan methods of service model of the five innovative service Steering Committee delivery service areas delivery and Council Objectives Kickoff meeting Data and document Complete service • Identify opportunities • Draft and revise Final review profiles for all in- Report and Develop project for improved service scope areas. presentation charter Stakeholder delivery consultations Develop and validate Activities • Prepare draft common Comparator analysis recommendations and understanding of the of municipalities presentation to current state. Steering Committee. Prepare Interim Report © 2020 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 5 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Summary of Findings from Consultations The Townships of Waterloo Region Joint Service Review Interim Report – Executive Summary of Library Services © 2020 KPMG LLP, a Canadian limited liability partnership and a member firm of the KPMG network of independent member firms affiliated with KPMG International Cooperative 6 (“KPMG International”), a Swiss entity. All rights reserved. The KPMG name and logo are registered trademarks or trademarks of KPMG International. Summary of Findings from Consultations The Engagement Process As part of the Waterloo Townships service delivery review, a group interview with the Mayors was conducted in December 2019. The Library Steering Committee consists of the four Township CAOs and the Commissioner of Planning, Development and Legislative Services, Region of Waterloo. For the Library, a focus group was also conducted at the Township level, where front-line
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