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HomeMy WebLinkAboutCIS Agenda - 2018-08-13Community &Infrastructure Services Committee Agenda Monday, August 13,2018 4:00 p.m. –5:30 p.m. Office of the City Clerk Council Chamber Kitchener City Hall nd 200 King St.W. -2Floor Kitchener ON N2G 4G7 Page 1Chair -Councillor K. Galloway-SealockVice-Chair -Councillor S. Marsh Consent Items The following matters are considered not to require debate and should be approved by one motion in accordance with the recommendation contained in each staff report. A majority vote is required to discuss any report listed as under this section. 1.CSD-18-093-Noise Exemptionand Parks Closing Exemption Request -Breithaupt Park Camping Event –Mt.Hope NeighbourhoodAssociation -August 25, 2018 2.CSD-18-094-Noise Exemption –Belmont Village Bestival -September 15, 2018 3.CSD-18-095-Noise Exemption –Barra Condos –Concrete Pours -399 Queen Street South and 168-180 Benton Street -August 2018 –May 2019 4.DSD-18-073-Zoning By-law Amendment (Removal of Holding Provision) -ZC18/004/V/JVW -114-120 Victoria Street South, 114-120 Victoria Street South Inc. 5.DSD-18-080-Community Energy Investment Strategy Implementation 6.DSD-18-081-Level 2 Pedestrian Crossover (PXO) Implementation -King Street East at Cameron Street 7.INS-18-030-City Hall Lease Renewal –Feelings from the Heart Wedding Chapel Delegations Pursuant to Council’s Procedural By-law, delegations are permitted to address the Committee for a maximum of 5 minutes. None. Discussion Items 8.DSD-18-036-2018/19 School Safety Review(30min) 9.DSD-18-075-LED Streetlight Conversion -Software as a Service Agreement(10min) Information Items Unfinished Business List Dianna Saunderson Committee Administrator ** Accessible formats and communication supports are available upon request. If you require assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994 ** REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: August 13, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) WARD (S) INVOLVED: Ward 10 DATE OF REPORT:July 23, 2018 REPORT NO.: CSD-18-093 SUBJECT: Noise Exemption and Parks Closing Exemption Request – Breithaupt Park Camping Event – Mt. Hope Neighbourhood Association – August 25, 2018 __________________________________________________________________________________________ RECOMMENDATION: That an exemption to Chapters 450 (Noise) and 270 (Parks) of the City of Kitchener Municipal Code be granted to the Mt. Hope Neighbourhood Association, for their Camping Event to be held at Breithaupt Park on Saturday August 25, 2018 between the hours of 3pm and noonon Sunday August 26, 2018. BACKGROUND: Staff have received a request from the Mt. Hope NeighbourhoodAssociation to hold their third annual community event and campout in Breithaupt Park. REPORT: The Mt. Hope NeighbourhoodAssociation is planning their third annual overnight family th campout, on Saturday August 25, 2018 and ending on Sunday August 26, 2018. There is a schedule of events that will be taking place throughout the evening including a potluck dinner or bbq, campfire songs and games, a sunset celebration, a drum circle and storytelling. Sunday morning will include a family yoga session, games and end with a pancake breakfast. There will be noalcohol permitted at the event. The NeighbourhoodAssociation is also working with the Kitchener Fire Department to obtain a permit to allow them to have a campfire again this year. There are two separate by law exemptions that will be required, a noise exemption and an exemption from the parks closing by law (11pm – 6am). Staff have not receive any complaints the past two year’s relating to this event and do not anticipate this year to be any different, *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 1 - 1 however given the potential number of people in attendance and the proximity to residential homes in the area, staff felt an exemption was appropriate. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: TherecommendationofthisreportsupportstheachievementoftheCity’sstrategicvision throughthedeliveryofcore service. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: The Mt. Hope NeighbourhoodAssociation will be notifying all residents within the surrounding area of the event and the timelines. A Community Services Department CKNOWLEDGED BY: Jon Rehill,Acting Deputy CAO, 1 - 2 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) WARD (S) INVOLVED:Ward 8 DATE OF REPORT:July 23, 2018 REPORT NO.: CSD-18-094 SUBJECT: NOISE EXEMPTION- BELMONT VILLAGE BESTIVAL - SEPTEMBER 15, 2018 ___________________________________________________________________________ RECOMMENDATION: That an exemption to Chapters 450 (Noise) of the City of Kitchener Municipal Code be granted to Tim Moher for a free music event being held in Belmont Village on Saturday September 15, 2018, between the hours of 10am and 10pm. BACKGROUND: Tim Moher is organizing the second annual Belmont Village Bestival, this event has been widely supported by the local businesses in Belmont Villageand has received a City of Kitchener Tier 2 grant this year. The event will be an outdoor event that will include live music and will be free and open to any resident; thus they are requesting an exemption from the City’s Noise By-law (Chapter 450). REPORT: The Belmont Village Bestival will be a free community based event. The event will include a day filled with different family fun activities and music. There will be two mainstages where live bands will be performing throughout the day, with music types ranging from Jazz to Blues, to Rock. There will also be a family fun areain Gildner Parkwhich will include music by Dickie Bird, as well as a magician and other children’s games.The first stage will be set up on Belmont Ave at Union St and the second stage will be located in the rear parking lot of Casa Rigatoni onBelmont Ave. These stages will alternate playing music back and forth every hour.There will also be a third stage – Rexall Stage where there will be live performances every second hour, these will include Keltic Music, Dancers from different dance clubs, etc. This is the secondyear for this event, Mr. Moher has been working with the Belmont Village BIA and the local businesses and will be reaching out to the surrounding Neighbourhood Associations as they did last year. Mr. Moher and his team willalso be doing a door to door campaign to advise the surrounding residents of the event and to invite them to attend. Staff have made arrangements to have an onsite contact person during the event to help address any concerns that may arise. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 2 - 1 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: TherecommendationofthisreportsupportstheachievementoftheCity’sstrategicvision throughthedeliveryofcore service. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: Theevent organizer is responsible for ensuring that this event is communicatedthroughout the community in advance of the event. This will be done through a door to door campaign where flyers will be left if residents are not home to be notified of the event. ACKNOWLEDGED BY: Jon Rehill,Acting Deputy CAO,Community Services Department 2 - 2 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) WARD (S) INVOLVED:Ward 9 DATE OF REPORT:July 23, 2018 REPORT NO.: CSD-18-095 SUBJECT: NOISE EXEMPTION – BARRA CONDOS - CONCRETE POURS –399 QUEEN ST S AND 168-180 BENTON ST – AUGUST 2018 – MAY 2019 ___________________________________________________________________________ RECOMMENDATION: That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to PolocorpINC for the development of the Barra Condos at 399 Queen Street Southand 168-180 Benton Street, on various dates from August 2018 through May 2019 between the hours of 7:00pm and 7:00am. BACKGROUND: Polocorp Inc. will be constructing the Barra Condos and are requesting a noise exemption for concrete pours that will be taking place over several months. REPORT: Polocorp Inc. will be constructing the Barra Condos which will be locatedat 399 Queen Street South and 168-180 Benton Street, theywill start pouring floors in late August andwill have regular pours scheduled from late August through May of next year. Each of the pours will include pouring, sandingand finishing of concrete slabs.There will be a number of pours happening, the anticipated frequency is: Starting mid-August until the end of December, approximately 16 pours evenly spaced out once per week on average Starting in January 2019 until the end of May, 14 pours at a frequency of approximately 1 pour every 1.5 weeks PolocorpInc. is requesting the exemption as a precaution in case they are required to work later in order to complete the job, once a concrete pour is started, they are not able to stop and Polocorp Inc. want to ensure that they are not in violation of the bylaw should this happen. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: TherecommendationofthisreportsupportstheachievementoftheCity’sstrategicvision throughthedeliveryofcore service. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 3 - 1 FINANCIAL IMPLICATIONS:N/A COMMUNITY ENGAGEMENT: Polocorp Inc.is responsible for ensuring this is communicated throughout the community in advance of the work being done. ACKNOWLEDGED BY: Jon Rehill, ActingDeputy CAO,Community Services Department 3 - 2 REPORT TO: Community & Infrastructure Services Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY: Alain Pinard, Director of Planning PREPARED BY: Juliane von Westerholt, Senior Planner, 519-741-2200 ext. 7157 WARD (S) INVOLVED:Ward 9 DATE OF REPORT:July 23, 2018 REPORT NO.: DSD-18-073 SUBJECT: ZONING BY-LAW AMENDMENT ZC18/004/V/JVW 114-120 VICTORIA STREET SOUTH 114-120 VICTORIA STREET SOUTH INC. RECOMMENDATION: That Zone Change Application ZC18/004/V/JVW for114-120 Victoria Street South for114- 120 Victoria Street South Inc. for the purpose of changing the zoning by removing Holding Provisions 43Hand 80 H froma portion of the lands specified in the attached Map No.1, th in the form shown in the “Proposed By-law” dated August 13, 2018, attached to the Report DSD-18-073as Appendix A, be approved. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 4 - 1 REPORT: In March of 2018the applicant received approval from the Cityfor a Zone Change Application, proposing the redevelopment of the subject lands with a 25 storey tower mixed used development consisting of 300apartment unitsas well as office and commercial uses. At the time of the abovementioned zone change, Holding Provisions43Hand 80H wereretained within the zoning of the property to prohibit any residential landuses untilsuch time as a Record of Site Condition is approved by the Ministry of the Environment and the City of Kitchener is in receipt of a letter from the MOECC that the Record of Site Condition has been approved to allow such uses (see Appendix D).The purposeof the Record of site condition is to ensure that contamination levels are acceptable for the proposed uses. th On June 19, 2018, the City received notification from the Region of Waterloo that the Record th of Site Condition report was approved by the MOECC on June 8, 2018 which confirmed that these landsaresuitable for residential land uses. Consequently, the applicant is requesting removal of Holding Provisions43H and 80 Hthrough the subject zone change application in order to allow the site to be developed (see Map No.1 of Appendix A). In this regard, Planning staff recommends removing Holding Provisions43Hand 80H from the portion of thelands shown on Map No.1 contained within Appendix A. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendations of this report support the achievement of the City’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: There are no financial implications to the City. COMMUNITY ENGAGEMENT: INFORM- Notice of the intention to pass a by-law to remove the holding provision will be placed rd in The Record on July 23 , 2018(see Appendix B), thereby using the “Inform” theme from the Community Engagement Strategy. Under the Planning Actno statutory public meeting is required for zone change amendments to remove holding provisions, and no neighbourhood circulation is required.Furthermore, this report will beposted to the City’s website with the agenda in advance of the Council / Committee meeting. CONCLUSION: Planning staff is of the opinion that the requested zone change to remove Holding Provisions 43Hand 80H from theportion of the lands specified in the attached Map No.1 of Appendix A is appropriate at this time since the requirements to release the holding provisionshave been met. Planning staff recommends approval of the application as outlined in the Recommendation section of this report. 4 - 2 REVIEWED BY: Della Ross, Manager of Development Review ACKNOWLEDGED Justin Readman General Manager BY:Development Services Department Attachments: Appendix A - Proposed Zoning By-law including Map No.1, dated August 11, 2018 Appendix B - Newspaper Notice Appendix C - Regional and MOECC Approval Letters Appendix D - Holding Provisions 43H and 80 H 4 - 3 PROPOSED BY – LAW August 13, 2018 BY-LAW NUMBER ___ OF THE CORPORATION OF THE CITY OF KITCHENER (Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener – 114-120 Victoria Street South Inc. – 114 and 120 Victoria Street South) WHEREAS it is deemed expedient to amend By-law 85-1 for the lands specified above; NOW THEREFORE the Council of The Corporation of the City of Kitchener enacts as follows: 1.Schedule Numbers73and74of Appendix “A” to By-law Number 85-1 are hereby amended by changing the zoning applicable to the parcel of land specified and illustrated as Area 1on Map No. 1, in the City of Kitchener, attached hereto, from Warehouse DistrictZone(D-6) with Special Use Provisions 294Uand 463UandSpecial Regulation Provisions 1R and710R and Holding Provisions 43Hand 80Hto Warehouse District Zone(D-6) with Special Use Provisions 294U and 463UandSpecial Regulation Provisions 1R and710R. PASSED at the Council Chambers in the City of Kitchener this day of ,2018. _____________________________ Mayor _____________________________ Clerk 4 - 4 7 2 4 R N A E L P G G E 6 3 R1 3 7 P1 5 1 4 1 1 L3 4 1 1 7 A 9 - 3 8R N8 2 1 8 R 5 E 4 13 G 29 TT 1 15 9 76 R9PR 1 1 ATA 6 L N R PAP A 6A P 4 L 0 45 0P 0N 2 1 2-R 1 G R 8E1 3 E 5 7 21 R 72 G 3 T5 1 31 3 1 72 RP 7 A 5 L- P R A 3 82 52 N 2 5 2 11 0 6 80 3 0 1- R7 2 8 38 T 5 2 R 5- A 6 P 3 51 51 2 R 1 1 8 3 58 R 1 6 E 15 3 4 N -2 64 6A 4 6 V 1L 0P G 4 E A 5 15R 0 2 3 7 3 R 5 7 N 5 E- 1 R 1 T 6 TG 8 1 11 1 5 E RT 4 R R 1P AA 9P 1 P3 44L A 4 D 56- A 2 T 2 R P 8 5N R 7 2 A N 4 3 P I 0 N 97 1 A 1 3 25 1 L 1 L P 46 T T T 8 44 G R 9 1R E 4R 8 A -R A 33 7AP 1 R4 1 RP1P- 1 - 8 R E4 5 8 51 R 5 83 1 G T 56 R 5 1 A 1P 1 P T6 R L 3 A 6 A PT4 5 4 1 R R3 N T 1 A T 6E R5 P T R 7 A6 4 T AR G P8 5 T R 1 PA7 T AR P 8 T1 P PAR 3 3 7 R 34 PA 7 7 A 5L P- 94 P R A 8 70 5 R N 1 8 E 3 8 2 G 5 5 966 8 -12 8R 25 0 1 8 P2 T 23 R 9R A 6 P L T7 ART 3 13 P -9R A- A6 8 R1 PR 8N 80 1 0 59E 8 4 4 1 - G0 R 1 8 5 0 8 1 P3 2 51 4 1L5 4 83 8 T 2A 0 0 R R6 N 7 A 2N P 6 A- 4 73 1 L - 7 N4 2 4 P R7 A 8215 8 L- 57 8 G 53 P6R - 8 E 3 5 GR3 15 1 R 8 E 4 A 5 31 R 4 6 1 2 T 8 58R-16455 R T A 73 P R1 A 13R P 9 6 B 12E 2 8 T T R 45 R 8 1 A 5A 11 T G P-8 P R 6 T R A 98 P R R 1 A T5 P P - R 6 8L 7 8A0 12 P 9A 4 74 8 9 3N0 3 TN 1 0 -4RA L4 RA T PP 81 R 5 8 G A PE 83 R1 12 122 7 432 8 NT85 7 A5 R23 2 L A7 5 TN P P5 5 R A- GL T A R 9 9EPP 37 O 6028 R2L 2 06 G 5 15 91 21 -KE 1 T 2 R6RR 8R1 A - 5AP 1 P2 R R 18 ER 5 0 2 E G 9 G 2 1 P 40 P L L AA Schedule84Schedule85 N NR 1 E 48 E 1 LUDEHCS SCHEDULE 85 24 4 G 9 8 2 2 2 P 0 3L 9 2 4 7 1 A 9 T 5 N R 1 5 - 4A 1 1 3 TP 47 ELUDEHCS R T 8 SCHEDULE 73 T8 R1 4 R Schedule74 A1 1 Schedule73 2 5 1A R 2 PT 9 TP 4 A 0 R 6R1 9 P A 7 A 8TT N P 3P R RR 8 AA A 1 1 -PP L E R P 8 56 T G 1 6 8 3T G R TR 6 A E R 1P 2 3 AP 0A T 8T R P 3 RTR 2L 9P AA R PAP 2 16A P T - N R 3 A R PT R 84 A P 5 2 2 C 7 0 1 T 2 R 4 A 2 1 P 7 T T 5 R 9 A 8 R P 7 A 1 - P R 8 3 T 5 1 9 6 R 8A 6 P 5 3 2 - R 8 4 5 1 1 6 1 6 6 265 9 - 34 1 R2 82 1 5 2 3 2 1 76 21 1 3 1 4 24 2 3 1 T 0 R T A 3 R 1 P T -R R A E A R P P 8G 5 P1 T1 4 0 L 24 T C1A R 1 N 8 A 3 G P 7R 2 31 6E 3 0 N9 4 1G 4 A1 1 L1 5 TNP 0 P5 8 3 9 A 5L 25 O35L4 G 8 7A 5 L0P 4E1 3N - N8 RA G RN F L 8E1 A P 50L 0 ORR 1 1 PG4 E 19 8 E N G GR 7 E A12 3R L 9 P 9 5 P L R LA 8E 46 1N A 0 G P8 1 I 4 2 NP 5 T C2 R A8 I6L 0 A L 32 P R A N9P5 - 67-N 4 RG U7 5 8 E1 5 0 0 M50 1 R3 09 T 7 93 R 06 2 A 2 -64 2 P 4 4 6 R 9 8N N34 35 A6 1 A L 3- 7L T PR 3 R P 8 9 A 3 0 G P 5 G3 92 3E5 3E0- 1R 9 4 R-R T 0 8 R R 1 55 A 8 (P N C5 A 1 LL L P O A2 G 3S N E 8E1 R E ) T D ED4 EE)6 0S2 R 0 2 4 4TO 0 2 NL S2 15 A - C L(RT Y 8 P R E 5 A G L3 P E7 RS 4 2 E T 1 R C W 9 4 AT 9 3 9 7 PR 3 8 2 0 3A P 3 1 1 - 8 4 R 6 2N 8 2 1 5 6 A 8 9 NL T 0 3 R 3 AP3 1 A 0L-3 P 2G PR 1 4 1 8E 1 G T 15 NR R 1 E A A 1 P LR R3 P E G PART 13 G2 0E 6 3 PART 12 4 R T P 7 R A 0 L 19 9 P 1 1 7 A9 T3 8 R8 N N- A 83 P R A 773 7 1 3 8 L 7- 1 5T N 4 R P 4R A6 7 1 A L8 23 P 1 P 7 1G 9 6-5 2 - 3 G 6 T E 7 R R E 1A R 1 TP 8R R- R 8 A N 5 R 5 P 8 8 5 A 4 5 L P 8 G 4 E 1 2 R T 5 7 3 R 4 A 1 P 1 - R T 8 N 3 R 5C A 0 T E 7 L1 2R G3 G A T P2 P 6 R 8 P 9 L A 1 2 1 1 P L 0 - A TA P RN I8 O 2 8 C L4 5 I9 2 2 2 NF3 1 2 UO 1 1 3 8 7 M 1 3 N A 2 L 2P 4 G 3 E 3R 1 5 4 412 5 5131 2 5 1 2 S 0 E 2 2 N 6 9 SA1 TL R 8 1 E 2E 6D E7 7G 37 N1 1 R A P6 3 T1 5 L SA5 T N1 N R A 4 A L T 3 P R 1 3PS A 7E 3 7 3 N1 P A3 T GL 1 N T DA RR L A EN S P9A AP T 2 R 7 P EG T EE 4 R 1R R R 1T 7 -25S 0E A 0 R4 2 7 P 21 G 83 5 0 75 31 7 3-7- 1 P R38 N R 8 L A5N7 8 A 5 L A L93 P 2 P N G 1G N EE 1 8 R R32 7 A 9 L 9 P 8 4 7 G 8 0 4 E 3 1 R 0 5 2 8 71 - 5 1 R 38 5 7 N 3 6 4 A L P 3 1 3 G T5 6 R E A R P 2 3 PART 8 R 4 E2 31 84 G 04 7 4 P 3 L 1 A 1 N 7-N A T R5 3 R L1 1 88 A 4 P7 P 544 G E R 8 0 R 4 E 4 1 G 9 T 7 1 RP 7 5 ALN 1 A PA L N 8 P 0 4 1 G 1 90 7 E 0 9 3 R 1 4 6 - 3 1 R PART 3 8 5 2 2 8 17 3 45 2 R4 PART 17 7 1 1 T E 5 3 1 1 R G -N A A P 0RP L 1 L 8P A 3 2 5 6 NG T 7 9 E 4 3 R 4 R 4 9 A 1 P 6 8 62 2 T R 0 A1 P 4 - 5 NOTICE OF INTENT TO REMOVE HOLDING PROVISIONS PROPOSED ZONING BY-LAW AMENDMENT UNDER SECTION 36OF THE PLANNING ACT 114-120Victoria Street South The purpose of thisZoneChange Application is toremove Holding Provisions 43H and 80H from the zoning ofa portion of theabove notedlands.This holding provisionprohibits residentialland useon the property until such time as a Record of Site conditionis prepared and approvedbythe Ministry of the Environment (MOEE) and the Regional Municipality of Waterlooreleases the removal of the holding provisionto allow residentiallanduses.The applicant is now requesting removal of thisHolding Provisionin part,asthe Record of Site Conditionhas been approved by theMOEE and released by the Region of Waterloo. This application will be considered at the Community and Infrastructure Services Committeeon Monday, August13, nd 2018, in the Council Chambers, 2Floor, City Hall, 200 King Street West, Kitchener. ADDITIONAL INFORMATIONis available by contacting the staff person noted below, viewing the report contained in the meeting agenda (available approximately 10 days before the meeting - https://calendar.kitchener.ca/council - click on the date th Floor, City Hall, 200 King Street West, in the calendar, scroll down & select meeting), or in person at the Planning Division, 6 Kitchener between 8:30 a.m. - 5:00 p.m. (Monday to Friday). Juliane vonWesterholt,Senior Planner - 519-741-2200 x7157(TTY: 1-866-969-9994), juliane.vonwesterholt@kitchener.ca 4 - 6 4 - 7 4 - 8 4 - 9 4 - 10 REPORT TO: Community & Infrastructure Services Committee DATE OF MEETING: August 13, 2018 SUBMITTED BY: Justin Readman, General Manager, Development Services Department,519-741-2200 ext. 7646 PREPARED BY: Brandon Sloan, Manager, Long Range & Policy Planning, 519-741-2200 ext. 7648 WARD (S) INVOLVED: All DATE OF REPORT:August 2, 2018 REPORT NO.: DSD-18-080 SUBJECT: Community Energy Investment Strategy - Implementation RECOMMENDATION: THAT funding of $20,000 per year (plus inflation) towards a collaborative approach to implement the approved Community Energy Investment Strategy from 2019-2021 be referred to the 2019 Budget process; and THAT the Mayor and Clerk be authorized to enter into a Memorandum of Understanding and any related agreements (including updates) with the Region of Waterloo, area municipalities, and local electricity and natural gas utilities to implement the approved Community Energy Investment Strategy, subject to the satisfaction of the City Solicitor. BACKGROUND: In February of this year, Kitchener Council along with the Region of Waterloo (the “Region”) and other area municipalities unanimously endorsed a Community Energy Investment Strategy (“CEIS”) for Waterloo Region. The plan focuses on addressing the challenges and identifying the opportunities related to meeting local energy needs in a reliable and cost-effective manner. The big picture perspective is that understanding our energy usage and investing in its optimization can enhance economic prosperity, promote more sustainable communities and help mitigate and adapt to climate change. Community energy planning is guided by an integrated energy approach, which takes municipal, utility, transportation and other public and private infrastructure investments into consideration. The goals of the Strategy include: Significantly Improve the Energy Performance of Buildings Enhance Local Energy Generation and Security Transition to a Low-Carbon Local Transportation Network Cultivate a Supportive and Innovative Environment for Energy Investments One of the recommended actions is to create a Governance Committee to oversee the implementation of the CEIS; including the preferred resourcing, administration andongoing management. This report summarizes the direction agreed to in principle by the committee and recommends to authorize moving forward with a Memorandum of Understanding/Agreement. *** This information is available in accessible formats uponrequest. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 5 - 1 REPORT: Energy investment and security should stay in Waterloo Region. Our local utilities are key partners in our energy future. To provide guidance and oversight for the ongoing implementation of the goals and recommended actions within the approved Community Energy Investment Strategy (CEIS), a Governance Committee was formed.This group includes senior level staff from the following: Region of WaterlooKitchener-Wilmot Hydro City of CambridgeWaterloo North Hydro City of KitchenerEnergy+ City of WaterlooKitchener Utilities Representative of all TownshipsUnion Gas Limited The recommended approach for implementation includes the development of a Memorandum of Understanding (MOU) and related collaborative agreement toestablish the mandate for carrying on the work of the Governance Committee and a dedicated CEIS resource position. The preferred approach is to create a Community Energy Manager position that would be hosted by Grand River Energy Inc. (GRE) – which is owned by the local electric utilities. The salary, benefits, overhead, etc. would be cost-shared amongst all of the CEIS partners for an initial three year period (late 2018-2021). The Governance Committee has agreed, in principle, to the primary directives for the Memorandum of Understanding such as the representation, mandate, the term and any notice to terminate, chair and meeting logistics, decision-making, resource position, financial contributions, approach to work plan priorities and other operational details. The next step is for municipal Councils and Utilities to authorize moving forward with this collaborative arrangement, subject to a review by legal staff for all parties involved. This is occurring in August and September with the intent to hire and begin implementation this fall, if possible. The costs and benefits of individual projects referenced within the Strategy will be analyzed and implemented through typical organizational budgeting cycles and preparation of project-based action plans and feasibility studies on a case-by-case basis. Access to federal, provincial and other external grant programs will be actively sought with consideration of joint applications amongst partners as appropriate. In addition, business models involving third party asset management and ownership may also be considered where suitable and partner interests are cost-effectively served.Having a dedicated position will not only provide a resource to pursue funding options for implementation but will also allow for greater community and stakeholder engagement through each of the action items. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority #4 – Sustainable Environment and Infrastructure. Business Plan ID# NB20 – Community Energy Investment Strategy FINANCIAL IMPLICATIONS: The CEIS Governance Committee has discussed a cost-sharing arrangement amongst the municipalities and utilities. The Kitchener contribution (including Kitchener Utilities) would be $20,000 for each of three years (note: the Regional amount would be $60,000 per year). This will be addressed via a budget issue paper starting at the administrative level. Any nominal amount that may need to be contributed before the 2019 fiscal year would be through existing approved account(s). The contribution for this initiative would be leveraged to have a total of $200,000 from all contributing partners towards a dedicated community energy manager position along with covering operating and other costs. 5 - 2 COMMUNITY ENGAGEMENT: INFORM – this report has been posted to the City’s website with the agenda in advance of the committee and council meeting. CONSULT and COLLABORATE – The Governance Committee includes representatives from the Region, area municipalities and local utilities who have collaborated on the recommended direction for implementation of the strategy and on the principles of the memorandum of understanding for moving forward. The preparation of the CEIS involved significant stakeholder engagement as well as consultation with Advisory Committees. The proposed approach will allow for ongoing stakeholder and community collaboration to implement the recommended actions. PREVIOUS CONSIDERATION OF THIS MATTER: CSD-15-072 (August 12th, 2015) - Authorization to Sign Collaborative Agreement Community Energy Investment Strategy CSD-17-062 (June 16, 2017) - Authorization to Sign Collaborative Agreement Amendment - Community Energy Investment Strategy CSD-18-004 (February 5, 2018) - Community Energy Investment Strategy for Waterloo Region CONCLUSION: The CEIS focusses on collaborating with community partners, engaging proponents and attracting investment towards energy related projects that will provide the most economic, environmental and social benefits to Waterloo Region. REVIEWED BY: Greg St. Louis, Director, Kitchener Utilities ACKNOWLEDGED BY: Justin Readman, General Manager, Development Services 5 - 3 REPORT TO:Community and Infrastructure Services Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY:Barry Cronkite,Interim Manager of Transportation Planning, 519-741-2200, ext. 7738 PREPARED BY:Ryan Krantz,Traffic Technologist, 519-741-2200, ext. 7302 WARD(S) INVOLVED:Ward9 & 10 DATE OF REPORT:July 26, 2018 REPORT NO.:DSD-18-081 SUBJECT:Level 2 Pedestrian Crossover (PXO) Implementation – King Street East at Cameron Street ___________________________________________________________________________ RECOMMENDATIONS: That a Level 2 Pedestrian Crossover (PXO) be implemented on King Street East at Cameron Street, along the western leg of the intersection; and further, That the Uniform Traffic Bylaw be amended accordingly. BACKGROUND: Effective January 1, 2016, thegovernment of Ontario passednew legislation – Bill 31 - which established regulationsrelated to pedestrian safety and right-of-way at pedestrian crossovers.The Ministry of Transportation issued regulation 402/15 which defined a new type of pedestrian crossover in the Highway Traffic Act – the Level 2 Pedestrian Crossover. This traffic control consists of uniqueroadside signs and pavement markingsthat serve to enhance the mobility of pedestrians at mid-block locations andintersections. The Level 2 Pedestrian Crossovergives the pedestrian the right-of-way over all vehiclesand is intendedfor locations where volumes are insufficient to meet the warrants for a traffic control signal. REPORT: King Street East at Cameron Street has been identified as a priority for a Level 2 Pedestrian Crossover for implementation in 2018. King Street East is an arterial roadway, which passes through downtown Kitchener, and is highly utilized by pedestrians with many uncontrolled crossing locations. Pedestrian volumes are expected to increase at this locationwith a high-density residential and commercial property being constructed at the southwest corner of the King Street East and Cameron Street intersection. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 forassistance. 6 - 1 Warrant Analysis The warrant requirements for a Level 2 Pedestrian Crossover, as outlined in Ontario Traffic Manual Book 15 – Pedestrian Crossing Treatments, are as follows: 100 or more pedestrians observed crossing over an 8 hour period No other controlled crossing within 200 m Adherence to Ontario Traffic Manual Book 15 lane configuration and traffic volume conditions All above subject to an assessment using sound technical engineering judgement. In order to assess this location appropriately, both traffic and pedestrian studies were conductedon May 31, 2018 and May 1, 2018, respectively. The results of these studies are as follows: 8-hour two-way traffic volumeMay 31, 20186,502 vehicles 8-hour pedestrian volume crossing King May 1, 2018263 pedestrians Street East Using the Pedestrian Crossover Selection Matrix that is provided in Table 7 of OTM Book 15, it has been determined that the appropriate Level 2 Pedestrian Crossover is the ‘Type B’ configuration. The Pedestrian Crossover Selection Matrix can be seen in the attached Appendix A in this report. A typical design of the ‘Type B’ crossover is noted in the attached Appendix Bin this report. The warrant summary for the proposed pedestrian crossover on King Street Eastis noted in Table 1below. TABLE 1: LEVEL 2 PEDESTRIAN CROSSOVER WARRANT SUMMARY KING STREET EASTAT CAMERON STREET Required Actual Conditions Warrant Justification ValueValueSatisfied? 1. 8-hour Pedestrian Volume at proposed > 100 peds 263YES crossover location Level 2 < 4,500 veh6502YES Pedestrian 2. 8-hour Two-way Vehicle Volume Crossover 3. Distance from Nearest Controlled > 200 metres 240YES Crossing *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 2 Based on the results of the studies, Transportation Services recommends that a Type B Level 2 Pedestrian Crossover be installed along the west leg of the intersection of King Street East and Cameron Street, as per the selection matrix attached in Appendix A. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority:3: Safe and Thriving Neighbourhoods. Strategy:3.2: Create safer streets in our neighbourhoods through new traffic calming approaches. Strategic Action:NB39: Traffic Calming FINANCIAL IMPLICATIONS: The approximate cost to install the signing andthermoplastic pavement markings for a Type B Level 2 Pedestrian Crossoveris approximately $20,000.The total cost of implementing the pedestrian crossoverwill be taken from the existing traffic calming budget. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the city’s website with the agenda in advance of the council / committee meeting. ACKNOWLEDGED BY: Justin Readman,General Manager DevelopmentServices Department Appendix A – OTM Book 15 – Table 7: Pedestrian Crossover Selection Matrix Appendix B – Typical Level2 Pedestrian Crossover Types Appendix C – 2018 Pedestrian Study – King Street East Appendix D – Proposed Pedestrian Crossover Location -King Street East *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 3 Appendix A OTM Book 15 – Table 7: Pedestrian Crossover Selection Matrix *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 4 Appendix B Level 2 Pedestrian Crossover Treatments – Type B (OTM Book 15 – Pedestrian Crossover Treatments) *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 5 Appendix C 2018 Pedestrian Study – King Street East *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 6 Appendix D Proposed Pedestrian Crossover Location King Street East *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 7 REPORT TO: Community & InfrastructureServices Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY: Cynthia Fletcher, Director, Facilities Mgmt. 519-741-2600 x 4424 PREPARED BY: Jim Edmondson, Manager, Facilities Mgmt. 519-741-2600 x 4754 WARD (S) INVOLVED:N/A DATE OF REPORT:July 12, 2018 REPORT NO.:INS-18-030 SUBJECT:CITY HALL LEASE RENEWAL – FEELINGS FROM THE HEART ___________________________________________________________________________ RECOMMENDATION: That the lease to the business, known as “Feelings From the Heart” to operate one wedding chapel at City Hall be approved for renewal for an additional three year period commencing on the first day of September, 2018 until August 31, 2021and that the Mayor and Clerk be authorized to execute an agreement satisfactory to the City Solicitor. BACKGROUND: The tenant, Patricia Fretwell, presented City staff with appropriate notice of intent to continue with the lease of space at City Hall. Facilities Management and Legal Services have successfully negotiated renewal terms with the tenant based on fair market value analysis provided by Economic Development. REPORT: The business known as “Feelings from the Heart” has successfully operated out of Kitchener City Hall for approximately two decades. The business is very compatible with the City Hall operation. The number of weddings and participants attending weddings at this location is added value to the City of Kitchener. A LIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: Renewal of current lease supports operating budget projections for the next 3 years. COMMUNITY ENGAGEMENT: N/A INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7 - 1 CONCLUSION: Patricia Fretwell has been a solid tenant for her entire term over several years. Staff is recommending that this tenancy be renewed for an additional three years. We seek Council approval to proceed in this direction. ACKNOWLEDGED BY: Denise McGoldrick, General Manager, Infrastructure Services 7 - 2 REPORT TO: Community and Infrastructure Services Committee th DATE OF MEETING:August 13, 2018 SUBMITTED BY: Barry Cronkite,Interim Manager,Transportation Planning, (519)741-2200 ext. 7738 PREPARED BY:Dean McMillan, Supervisor, Crossing Guards (519)741-2200 ext. 7232 WARD (S) INVOLVED:All Wards th DATE OF REPORT:May 30 ,2018 REPORT NO.:DSD-18-036 SUBJECT:2018/19 School Safety Review ___________________________________________________________________________ RECOMMENDATIONS:That the Adult Crossing Guard be relocated from the southlegto the north leg(east crosswalk retained)location of the signalized intersection for Fairway Road North at Lackner Boulevard; That an Adult Crossing Guard assisted School Crossingbe permanently establishedat thesouthbound right turnchannel locationalong Fairway Road at Lackner Boulevard; That an Adult Crossing Guard assisted School Crossingbe permanently establishedat the midblock pedestrian signal on Glasgow Street in front ofWestmount Public School; That funding for the two new locations be referred to the 2019 budget processwith atotal cost of approximately $15,000 annually; That a 40 km/h School Zone Speed Limit be established on Seabrook Drive from Amand Drive to Forest Grove Laneand on Amand Drive from Grovehill Crescent to Seabrook Drive; That stopping be prohibited anytime on the south side (odd-numbered) of Seabrook Drive from Amand Drive to a point 150m west thereof and on the east side (even-numbered) of AmandDrive from Seabrook Drive to Grovehill Crescent; That stopping be prohibited from 8:00 am – 9:30 am and 2:30 pm – 4:00 pm from Monday to Friday between September 1 and June 30 on the north side (even-numbered) of Seabrook Drive from Park Glen Street to 70m west thereof; That School Bus Loading Zones be established on the south(odd-numbered) side of Seabrook Drive 55m west of Park Glen Streetto a point 15m west thereofand on the east (even numbered) side of Amand Drive 40m north of Grovehill Crescentto a point 28m north thereof; *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 8 - 1 That a School Bus Loading Zone be established on the south side(odd-numbered) of Prospect Avenue 45m east of Emerald Avenue to a point 15m east thereof; That an Adult Crossing Guard assisted School Crossing be permanentlyestablished at a midblock location on Zeller Drive in front of Lackner Woods Public School; That a Pedestrian Crossover Level 2 Type D be permanently established at a midblock location on Walter Street behind King Edward Public School; That funding for the School Travel Planning initiative be increased by $5,085 in 2019; That Council endorse the use of the School Crossing Guard Guide in reviewing existing and potential crossing guard locations; and further, That the Uniform Traffic By-law be amended accordingly. BACKGROUND: Transportation Services provides an annual School Safety Review report for Council’s consideration. In the past school year, and for the upcoming school year,school related issues havebeen summarized which includesthe following: - New and/or adjusted crossing guard locations - School related signage - School Travel Planning(STP) - Crossing Guard Warrant analysis information This report serves to update all of the above issues. REPORT: Chicopee HillsPublic School In November, 2017, the crossing guardwas relocatedfrom the south leg crosswalk to the north leg crosswalkas a result of a staff review in consultation with school travel planning. To accommodate this shift, asecondcrossing guard was addedat the right turn channelto assist students crossing from the southboundapproach to the westlegof the intersection (over 75 students have been observed crossing through this right-turn channel); refer to Appendix A for further information. One crossing guard cannotbe expected tosafely manage all required approacheswith the presence of the right turn channel. These adjustments were completed duringthe 2017/2018 school year and have been very well received by parents and students traveling through the intersection on their way to and from Chicopee Hills Public School.Staff have accommodated fundingforthis position within the current 2018 budget and long-term funding shouldbe referred to the 2019 budget process. 8 - 2 WestmountPublic School The City was approached during the 2017/2018 school year regardingoperations atthe Midblock Pedestrian Signal (MPS) in front of Westmount Public School along Glasgow Street, with the main concern being vehicles traveling through the red signal display.In response, staff completed a pedestrian studyin November, 2017. Based on the data collected, staff are recommending the installation of a permanent crossing guardat this location. The tablebelow displays morning and afternoon pedestrian data collected: Westmount P.S. –Mid-block Pedestrian Signal Review TimeAMPM No. of pedestrians observed6352 Staff havepiloted a crossing guard at this location since February, 2018and have not received further concerns regardingschool safety.Funding to continue the adult crossing guard operation is recommended to be referred to the2019 budget process. Janet Metcalfe Public School Janet Metcalfe Public School is scheduled to open in September,2018 for students in Junior Kindergarten to Grade 8. The school will also be used partially as a child care centre. The school is located at the corner of Seabrook Drive and Amand Drive(Ward 5).To apply consistent speed limits in school zones, as approved in report INS-16-051, staff isrecommending a 40km/h speed limit along the following roadways: - Seabrook Drive from Amand Drive to Forest Grove Lane - Amand Drive from Seabrook Drive to Grovehill Crescent In addition to the reduced speed limit for the school zone areaas shown in Appendix B, the table below summarizes the parking/stoppingregulations that will be installed for Janet Metcalfe: StreetFromToSideRegulation Seabrook Dr.Park 70m west NorthThat stopping be prohibited Glen St.thereoffrom 8:00 am – 9:30 am and 2:30 pm – 4:00 pm from Monday to Friday between September 1 and June 30 Seabrook Dr.Amand Dr.150m east South“No-Stopping, Anytime” thereof Seabrook Dr.Park 55m west SouthSchool Bus Loading Zone Glen St.thereof Amand Dr.Seabrook Grovehill Cres.East“No-Stopping, Anytime” Dr. Amand Dr. Grovehill 40m north EastSchool Bus Loading Zone Cres.thereof to 28m north thereof 8 - 3 The parking regulations above are illustrated in Appendix C. Sunnyside Public School To accommodate a request from Student Transportation Services of Waterloo Region (STSWR) and to accommodate increased busing activity, staff arerecommending adding an additional School Bus Loading Zonealong Prospect Avenue 45m east of Emerald Avenue. Staff will notifyany affected residents of the parking by-law change. Further information is shown in Appendix D. Lackner Woods Public School Transportation staff were asked by the Parent Council to review student safety along Zeller Drive in front of LacknerWoods Public School. Resident concerns included an overall increase in traffic along Zeller Drive, primarily due to recent developments. This development has also led to an increase in students walking to and from the school location. Results of the review are as follows: Date:Number of Pedestrians:Traffic Volume: (24 hr) June, 2016144,908 May/June, 2018946,531 % increase571%33% Staff believe that due to the increase in traffic volume and number of pedestrians along Zeller Drive, that inadequate gaps exist to determine when it is safe to cross the roadway. As a result, staff are recommending relocating the existing crossing location along Zeller Drive to a location with the highest concentration of pedestrians and proposing the implementation of a crossing guard to assist current walking students and potentially increase the number of walking students for Lackner Woods PS. Staff will work in collaboration with the Parent Council and the School Travel Planner to ensure appropriate crossing location is established. King Edward Public School This school has a unique circumstance in that the playground area is separated from the schoolsite by a roadway (Walter Street between Agnes Street and Gruhn Street). School administrators contacted City staff to determine whether a crosswalk could be installed to facilitate crossing the roadway to connect the School Board properties. To review the crossing location and determine the number of pedestrians crossing during the course of an average school day, staff conducted an 8 hour vehicular and pedestrian count along Walter Street. During the course of the 8 hour study, staff observed the following: Date:Number of Vehicles:Number of Pedestrians: Thursday, June 21st, 20182, 070509 8 - 4 The above traffic information was then usedto determine whether a crossing facility would be warranted and, if so, the type of device recommended for Walter Street. Based on information issued by Ministry of Transportation and the traffic data collected, staff recommend installing a Level 2, Type D pedestrian crossover to facilitate crossings which would include “Stop for Pedestrians” signage, crosswalk markings and stop lines. School Travel Planning In the first quarter of 2018, the School Travel Planner (STP)applied forand was awardeda grant offered through Green Communities Canada for Ontario Active School Travel(OAST). The grant was applied for based on a new structure that would see the existing STP position (under the Student Transportation Services of Waterloo Region) supervise two new STP positions. These new STP positions willbegin in September 2018 and result inreview an additional 4 to 5 schools being reviewedper yearfor the City of Kitchener(10 to 12 Region-wide). To further support the new structure that will now be set-up by the School Travel Planner, the City will be required to provide $5,085.00 per year, over the course oftwo years(period of grant funds available) in addition to the 0.4 FTE STP position that has previously been approved. This funding willalsosupport enhanced communications (greater weband social media presence) and be used to redefine tools that will assist to encourage students to walk, “roll” (in-line skating and scooters) and cycle to schools within the Cityand Region. This additional funding requirement is recommended to be confirmedthrough the 2019 budget process. Crossing Guard Warrant Analysis To standardize student crossing locations and develop consistency for Ontario, representatives from the Ontario Traffic Council (OTC) worked with representatives from the Ministry of Transportation (MTO) to prepare a report in 1992 entitled School Crossing Review; this document was then used by the OTC to develop the 2006 SCGG (where new best practices were developed). Since 2006, a number of new crossing challenges have presented themselves for which the guide did not provide crossing guard administrators thorough details on, such as new PXO installations and roundabout locations. As a result, theOTC worked with various jurisdictions (including City of Kitchener) to develop a newSchool Crossing Guard Guide (SCGG) to assist road authorities in determining when it is appropriate to recommend an adultcrossing guard to assist students in crossing theroadway. Additionally, utilizing the SSCGwarrant moving forward, provides an overall consistency with driver expectancy concerning crossing guards across the City of Kitchener and the Province of Ontario. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. 8 - 5 FINANCIAL IMPLICATIONS: The proposed two new crossing guards will be fundedfrom the existing crossing guard part time wages operating budget for 2018. Funding for the two new crossing guardsand additional School Travel Planner are recommended tobe referred to the 2019 budget process. Funds for the signs in relation to schools will be taken from the existing sign maintenance budget. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. PREVIOUS CONSIDERATION OF THIS MATTER: N/A ACKNOWLEDGED BY: Justin Readman, General Manager Development Services Department 8 - 6 Appendix A Fairway Rd at Lackner Blvd – Crossing Locations Legend: -New Crossing Guard locations -Previous Crossing Guard location 8 - 7 Appendix B Janet Metcalfe – 40 km/h Speed Zone Legend: - Proposed 40 km/h School Zone Speed Limit 8 - 8 Appendix C Janet Metcalfe – Parking Regulations Figure 2 Legend: - No Stopping, Anytime - No Stopping, 8:00 am – 9:30 am and 2:30 pm – 4:00 pm from Monday to Friday between stth September 1 – June 30 - School Bus Loading Zone 8 - 9 Appendix D Prospect Ave – School Bus Loading Zone Legend: - Proposed School Bus Loading Zone 8 - 10 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:August 13, 2018 SUBMITTED BY: Barry Cronkite, Interim Manager, Transportation Planning,519-741- 2200 ext. 7738 PREPARED BY:Aaron McCrimmon-Jones, Transportation Planning Project Manager, 519-741-2200 ext. 7038 WARD (S) INVOLVED:All DATE OF REPORT:June 29, 2018 REPORT NO.: DSD-18-075 SUBJECT: LED StreetlightConversion - Softwareas a Service Agreement _______________________________________________________________________ RECOMMENDATION: That the Mayor and Clerk be authorized to execute a Software as a Service Agreement with Fairway Electrical Services Incorporated.,for cloud data hosting and Streetlight Vision Software for an initial ten year term with an option to renew for five years, subject to the satisfaction of the City Solicitor, That the 10-year estimated ongoing operating costs of $750,000for LED street lights (which will be adjusted fromtime to time as street light sensor nodes are added/removed) related to the data storage, technical support, and Streetlight Vision software accessbe budgeted in the operating budget and funded by hydro savings related to the LED street lighting conversion, and further; That the Mayor and Clerk be authorized to executean agreement with the Regional Municipality of Waterloo to allow it access to Streetlight Visionthrough the City’s Software as a Service agreement, subject to the satisfaction of the City Solicitor. EXECUTIVE SUMMARY: In 2017 City of Kitchener converted approximately 15,000 streetlights to LED fixtures that included adaptive controls (smart sensors) that makeup a city wide narrowband network. The adaptive control system allowsthe City to control and monitor streetlights remotely. This work was completed under the regional contract Waterloo Region LED Conversion Supply and Installation of LED Luminaires, Smart City Controls and the Disposal of Existing Cobra Head HID Luminaires(Regional LED Conversion Contract).In the original contract streetlightdata was to be hosted on premises at Kitchener City Hall innew data servers, and the City would purchase asoftware license for the Streetlight Visionsoftware. Due to changing market conditions and cost efficiencies, staff are seeking approval to enter into an agreement to host streetlight data on a cloud network and subscribe to Streetlight Vision softwarethrough a Software as a Service (SaaS) agreement. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 1 Based on updated projections the pay back periodfor the LED Streetlight Conversion has been reduced from approximately eight (8) years to five and a half (5.5) years. This reduction is due to savings in the overall project cost as well an unbudgeted hydro rebate related to the street light conversion. BACKGROUND: TheRegionalLED Conversion Contract is a joint initiativebetween theRegion of Waterloo, City of Kitchener, City of Waterloo, City of Cambridge, Township ofWoolwich, Township of Wilmot, Township of Wellesley, and Township of NorthDumfries. The work under this contract includes the supply, delivery, and installation of approximately 42,030 LED streetlights and the disposal of existing HID Cobra Head luminaires within the Region of Waterloo.This contract was awarded to Fairway Electrical Services Inc.in 2016. Adaptive/Smart City Controls are a mechanism to remotelyturn lights on and off,remotely monitor and troubleshoot issues, adjust brightness and keep track of power usage. Smart City controls are infrastructure forfuture capabilities such as water meter reading and traffic volume counting. The adaptive controlstreetlight network requires data hosting to retain streetlight data,a software interface to review and analyze data, and remotely control each of the smart sensors installed on each streetlight. In the original supply and installation contract this data was to be stored in data servers located at Kitchener City Hall and the City would be required to purchase a software license, and ongoing software license maintenance for Streetlight Vision. This model, included in the original contract,is referred to as an ‘On Premise/Licensed model’. In the summer of 2017 Silver Spring Networks (now Itron Inc.)and Fairway Electricalproposed a change to the Regional LED ConversionContract. The change included moving from an on premisedata hostingmodel to cloud data hosting, and moving from a software licenceto a software as a service (SaaS) model.Thisproposedmodel is referred to as a ‘Cloud/SaaS model’ REPORT: Cloud/SaaS Model versusOn Premise/Licensed Model Through the summer and fall of 2017,and working with Silver SpringNetworks(now ItronInc.) and Fairway Electrical,staff investigated the option of moving to a cloud data hosting and software as a service model. In this instance theCloud/SaaSmodel providescritical advantages versus the On Premises/Licencedmodel. Thenetworkvendor(Itron Inc.)will no longer be developing and upgradingthe on premise version of the software model. The on premiseversion of the Streetlight Vision softwareapplication is a single tier (monolithic) application. The cloud version of Streetlight Visionis a modern three-tier software application where the user interface, business logic and database layers are separated from each other. This provides the ability to change one tier without affecting other tiers. It also makes the system more flexible and much easier to manage when a problem occurs, and overall is more resilient to hardware failures.In addition, since the database layer is separate from other layers the system is more scalable allowing the Cityto add more endpoints to the system without the need to upgrade the entire application. *** This informationis available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 2 The cloud version of the software ismore fault tolerant,andis sized based upon engineering sizing guidelines that are dependent upon the performance required, such as the length of data retention, the number of applications being run, the number of users, etc.The vendor (Itron Inc.) will continueto updateand upgradethe cloud version of the software model providing the City with ongoing access to additional features and future opportunities for Internet of Things applications. In addition, City staffresourceswill no longerbe requiredto maintain and upgrade the on premise software and associated hardware as this would bethe responsibility of the network vendor(Itron Inc.). Industry wide, the cloud based model has progressed substantially in recent years and will likely continueto expand and develop. Ultimately the Cloud/SaaS model offers secure data hosting, ongoing access to updatedand upgradedsoftware, 24/7 monitoring and technical support, and does not require City owned data hosting servers orCity of Kitchener staff to operate and managethe storage system. It is worth noting thatstreet lights do not containpersonal information, and as such personal informationwillnotbe collected or stored on the cloud. Software as a Service Agreement(SaaS) Based on the benefits of the Cloud/SaaS model, City of Kitchener requested Fairway Electrical /Silver Spring (now Itron Inc.)toproposea Software as a Service frameworkand a summary of the cost impacts of moving from anOn-Premises/Licenced model.In December 2017,Fairway Electrical provided a draft SaaS agreement for City of Kitchener’s review. Over the course of winter 2018 City staff including worked to negotiate and rework the proposed SaaS agreement to ensure this agreementprotected City of Kitchener interests. In May 2018,City of Kitchener and Fairway Electrical agreedin principle tothe terms of the proposed SaaS agreement, subject to Council approval. SaaSAgreement Terms Staff arenow seekingauthorityto enter into in a Software as a Serviceagreement with Fairway Electrical Services Inc. During the termof the agreement, Fairway will provide City of Kitchener with the following services: Network access for the Streetlight Vision software to communicate withdevices Access to Streetlight Vision and ensuring functionality ofStreetlight Visionapplication Ensuringaccess to all streetlight dataand take all necessary steps to prevent data breach Manage, maintain and assist with troubleshooting of the network equipment for the duration of theagreement term Supportoffuture initiatives requiring further network design, installations and expansion of the network 24x7x365secure access to a web based software and 24x7x365 customer supportand troubleshooting The initial term of the servicecontinues for a period of Ten (10) years. The term of the Services will automatically renew for one additional period of five (5) years unless either party notifies the other of its intent not to renew.The City of Kitchener retains all rights to the network equipment and data at the end of the Term. *** This informationis available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 3 Project Change Moving from anOn-Premises/Licenced model to a Cloud/SaaS modelis a change to the original Regional LED ConversionContract.It was initially contemplated the proposed SaaSagreement could be signed by the Region of Waterloo and the change administered under the terms of the original contract by means of a project change order. However,it was later determined that City of Kitchenerstaff are better positioned to administer the SaaS agreement, protect the City’s interests, and ensure the terms of the agreement are being upheld if the City of Kitchener enters this agreement directly. City of Kitchener ProcurementDivision and Legal Services Division have been consulted regarding the purchasing bylawandframework for procuring goods and services. Agreement with Region of Waterloo The Region of Waterloo own and operate3,273streetlightswithin the City of Kitchener boundary. As per the Regional LED ConversionContract,this regionowned lights were integrated with the City of Kitchener’s adaptive control network. The proposed SaaS agreementbetween City of Kitchener and Fairway Electricalpermits the City to provide access to otherparties including the Regional Municipalityof Waterloo, Kitchener- Wilmot HydroInc., and neighbouring municipalities to use and access Streetlight Vision and/or to connect their nodes to Streetlight Vision and to the City of Kitchener’s network. The City of Kitcheneris permitted to charge third party users an access fee andadministrative fee to allow the third party to use the adaptive network services. The proposed agreement between the Region of Waterloo and City of Kitchener would stipulate the Region’s access toStreetlight Visionand require the Region to comply with terms to ensure the Region uses the software in accordance with the terms imposed on the City. The Agreement would also set out the associated fee, and reasonable administrative fee,for thestreetlights that the Regionwill monitor and control through the City’s adaptive network. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service by: Strategic Priority #5 - Improving the design and delivery of city services so that they provide what citizens wantin the most reliable, convenient and cost-efficient way Business Plan ID#CS63 - Narrowband Smart City/Internet of Things Network Development FINANCIAL IMPLICATIONS: One-time capital costs for the installation of hardware, software, and network infrastructure required to operate the City’s LED light networkwas approved through staff report #INS-16-024 LED Streetlight Replacement Program.The contract amount to complete this work (as outlined in Table 1.0, below) is$670,450.By moving to the Cloud/SaaS model,the contract amount of $670,450 for installation of hardware, software, and network infrastructure would bereducedby $319,591to $350,859through a project change order. *** This informationis available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 4 The ongoing operating costs of the SaaS agreement will be budgeted in the operating budget and will be funded by hydro savings related to the LED street lighting upgrade. Table 1.0 summarizes the 10-yearfinancial impact moving from an On-Premises/Licenced model to a Cloud/SaaS model. Table 1.0 On-Premise/Licenced ModelCloud/SaaS Model Budget item (original model)(proposedmodel) Install: Network/Hardware/Software $670,450$350,859 1 (originalcontract) 10 YearSoftware Maintenance $785,031$0 2 requirement 3 $0$750,230 10 YearSaaS Agreement TOTAL$1,455,481$1,101,089 1.Moving from the On-Premises/Licenced modelto Cloud/SaaS modelwould result in a credit to the original contract of $319,591forthesupply of data servers. Because the data servers are not required under the Cloud/SaaS model, $319,591 will be subtracted from the original contract. 2.$785,031 is the projected cost to operate and maintain data serversover 10 yearsif owned by City of Kitchener and the cost to maintain an updated licence for the Streetlight Vision software.This is acostrequirement under the original On-Premises/Licenced model. 3.$750,230 is based on a per node cost of $0.34 per month for a 10 year period. This equates to $6,251.92 per month for 18,388 nodes (one node per streetlight). This fee includes all data storagerequirements, technical support and Streetlight Vision software access. It is anticipated that additional nodes will be added over the course of the contract and as this happens, the maintenance fee will be increased at the rate of $0.34/node permonth. This per node fee will remain in effect for the duration of the 10-yearterm of the SaaS agreement. As mentioned above, the proposed new agreement between the Region of Waterloo and City of Kitchener would stipulate the Region’s access to Streetlight Vision,data storageand the associated fee for the streetlights thatthe Region will monitor and control through the City’s adaptive network. An administrative fee amount has not yet been establishedand is therefore not reflected in the table below, but will be included in the agreement.The anticipated cost recovery from the Region of Waterloo is summarized in Table 2.0. Table 2.0 Region of Waterloo Cost Recovery Cost recovered per node per month$0.34 cents Total nodes as of July 20183,273 Cost recovered per month$1,113 10 Yeartotal cost recovery$133,560 *** This informationis available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 5 COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. PREVIOUS CONSIDERATION OF THIS MATTER: INS-16-024 LED Streetlight Replacement Program FCS-16-190 Waterloo Region LED Conversion – Supply and Installation of LED Luminaires, Smart City Controls and the Disposal of Existing Cobra Head HID Luminaires ACKNOWLEDGED BY: Justin Readman, General Manager, Development Services Department *** This informationis available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 6 COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE Page 1 UNFINISHED BUSINESS2018-08-13 DATE TARGET SUBJECT (INITIATOR)INITIALLYDATE/STAFF CONSIDEREDSTATUSASSIGNED David Bergey Drive Bike Lane Implementation deferred K. pending completion of the Region of Waterloo’s Ottawa May 1, 2017 2019Carmichael Street South Reconstruction project scheduled for Report INS-17-033 2018/2019 A. Proposed winter sidewalk maintenance program: June 25, 2018 May 2019McCrimmon components B, C, and D deferred to May 2019Report INS-18-023 -Jones IF1 - 1