One-Sentence Summary

Council heard Public Forum participants discuss Project Team implementation to consolidate data and automate workflows for change orders and external collaboration, reviewed a report regarding sidewalk maintenance responsibilities while Parks focuses on horticulture and proposed sweeper trials, and addressed resource optimization outcomes noting software savings generated over one million dollars with new revenue expected to exceed the two million dollar target.

Whole Meeting Summary

The Senior Manager of Strategic Initiatives presented a report on Project Team, a cloud-based project management system replacing manual Excel and PDF processes, which The committee supported for implementation until next year to enhance efficiency across all city projects including construction. The Director of Community Services presented a draft report shifting sidewalk maintenance to Public Works while Parks focuses on horticulture, proposing a $120,000 sweeper for trials, with Council members discussing clarifying summer responsibilities and expressing concern about absorbing costs for business owner irresponsibility like overflowing bins. The City Manager presented Report CM-25-036 regarding resource optimization through service review, noting software savings exceeding one million dollars while highlighting staff capacity strain without new positions, leading Council members to commend the process and carry the report for information purposes after acknowledging adoption challenges for specific digital tools.

Most Newsworthy Items

  • Draft River District Service Levels Report: The Director of Community Services presented a draft River District Service Levels Report detailing operational responsibilities between Parks and Public Works. Staffing currently includes five full-time employees in parks and two in cemeteries, with specific seasonal adjustments for waste collection and snow removal. The report recommends shifting sidewalk maintenance to Public Works year-round while Parks focuses on horticulture and arboriculture. A power sidewalk sweeper costing approximately $120,000 is proposed for efficiency trials. Asset management covers 5,200 assets including trails and playgrounds, with a tree inventory nearing 75 percent completion. The River District Board oversees branding, management, experience development, and promotion under a 1978 Municipal Act authority. Staffing changes aim to maximize coordination, though reductions in service frequency for Class C fields are discouraged in favor of enhancements.
  • Council Members Discussed Clarifying Maintenance Responsibilities Between Public Works and Parks: Council members discussed clarifying maintenance responsibilities between Public Works and Parks to prevent overlapping duties during summer months. The Director noted that while student labor handles watering, the department lacks a formal summer on-call rotation for weekend garbage concerns despite having an existing one. Councillors expressed concern about absorbing costs for business owner irresponsibility, such as overflowing bins and mattresses on Main Street, and debated whether to push back responsibility onto landlords or continue city-funded services. The group acknowledged provincial mandates forcing expensive recycling programs but agreed that education and bylaw enforcement regarding sidewalk maintenance are necessary solutions.
  • The City Manager presented a report on optimizing resources through service review: The City Manager presented a report on optimizing resources through service review, highlighting that software enhancements have generated over $1 million in savings and new revenue with annual compounding expected to exceed a $2 million target.
  • The Senior Manager of Strategic Initiatives presented a report on the implementation: The Senior Manager of Strategic Initiatives presented a report on the implementation of Project Team, a cloud-based project management system replacing manual Excel and PDF processes.

Meeting Recap

6 PUBLIC FORUM

The Senior Manager of Strategic Initiatives presented a report on the implementation of Project Team, a cloud-based project management system replacing manual Excel and PDF processes. Staff customized the software to consolidate data, reduce duplication, and automate workflows for change orders and external collaboration. While full staff time savings are expected by June 2026 during the capital update phase, the system aims to enhance efficiency across all city projects including construction. The Council approved the recommendation to proceed with the implementation phase until next year.

8.b Report CS-25-116 from the Director of Community Services Re Project 3a2

The Director of Community Services presented a draft report shifting sidewalk maintenance to Public Works while Parks focuses on horticulture, proposing a $120,000 sweeper for trials. Council members discussed clarifying summer responsibilities to prevent overlapping duties and expressed concern about absorbing costs for business owner irresponsibility like overflowing bins. The group agreed that education and bylaw enforcement regarding sidewalk maintenance are necessary solutions despite provincial mandates forcing expensive recycling programs.

8.c Report CM-25-036 from the City Manager Re Optimizing Resources - Financial

The City Manager presented a report on optimizing resources through service review, highlighting that software enhancements have generated over $1 million in savings and new revenue with annual compounding expected to exceed a $2 million target. However, the initiative places a heavy toll on staff capacity without adding net new positions, requiring resource realignment rather than headcount increases. Council members commended the transformational process but noted adoption challenges for tools like Cloud Permit and Virtual City Halls, particularly for smaller developers. A motion to carry the report for information purposes was moved and carried by the committee.

Links

Read full transcript: https://helpos.ca/transcripts/owen-sound/committee-service-review-implementation-ad-hoc/2025-11-12

Agenda page: https://helpos.ca/agendas/owen-sound/committee-service-review-implementation-ad-hoc/2025-11-12

Official meeting page: https://pub-owensound.escribemeetings.com/MeetingsCalendarView.aspx/Meeting?Id=da3849df-ca7a-4232-a42c-76a58c2e3b1e

Original video: https://video.isilive.ca/owensound/New Encoder_SR_2025-11-12-09-00.mp4