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HomeMy WebLinkAboutCIS Agenda - 2020-03-09Community &Infrastructure Services Committee Agenda Monday,March 9, 2020 10:00 a.m. –1:00 p.m. Office of the City Clerk Council Chamber Kitchener City Hall nd 200 King St.W. -2 Floor Kitchener ON N2G 4G7 Page 1Chair -Councillor K. Galloway-SealockVice-Chair -Councillor D. Schnider Consent Items The following matters are considered not to require debate and should be approved by one motion in accordance with therecommendation contained in each staff report. A majority vote is required to discuss any report listed as under this section. 1.CSD-19-028-Municipal Alcohol Policy MUN-FAC-325 2.DSD-20-037-On-Street Parking Regulations –Severn Avenue 3.INS-20-003-Summary Water Report –January 1 -December 31, 2019 4.INS-20-004-Drinking Water Quality Management Standard (DWQMS) -Management ReviewSummaryfor 2019 5.CSD-20-003-2020Tier 2Community Grants Delegations Pursuant to Council’s Procedural By-law, delegations are permitted to address the Committee for a maximum of five (5)minutes. Item 6-Behnaz Fatemi Item 7-Mary Neil Discussion Items 6.DSD-20-038-2020 Artist-in-Residence Appointment(15min) (Staff with provide a 5-minute presentation on this matter) 7.DSD-20-039-2019 Artist-in-Residence Commission(15 min) (Staff with provide a 5-minute presentation on this matter) 8.DSD-20-035-Vision Zero Review(40min) (Staff will provide a 5-minute presentation on this matter) 9.DSD-20-036-2020 Formal Traffic Calming Reviews –Initiation Approval(30 min) 10.INS-20-002-Disaster Mitigation Adaptation FundProjects–Resourcing Requirements(30 min) (Staff will provide a 5-minute presentation on this matter) Information Items None 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 & Infrastructure Services Committee DATE OF MEETING: March 9, 2020 SUBMITTED BY: Kathleen Woodcock, Manager, Service Coordination & Improvement, 519-741-2200 Ext. 7597 PREPARED BY: Kathleen Woodcock, Manager, Service Coordination & Improvement, 519-741-2200 Ext. 7597 WARD (S) INVOLVED: All DATE OF REPORT:February 25, 2020 REPORT NO.: CSD-19-028 SUBJECT: MUNICIPAL ALCOHOL POLICY MUN-FAC-325 ___________________________________________________________________________ RECOMMENDATION: That the existing Council Policy MUN-FAC-325, Municipal Alcohol Policy, be repealed and replaced with the revised Council Policy MUN-FAC-325, Municipal Alcohol Policy, dated March 9, 2020as attached to report CSD-19-028, effectiveApril 1,2020. BACKGROUND: Kitchener City Council first approved a Municipal Alcohol Policy (MAP) in 1993 which was developed to address alcohol consumption in City of Kitchener facilities. This policyis intended to reduce alcohol-related problems which arise from alcohol consumption within city facilities and at the same time promote a safe, enjoyable environment for those who use our facilities. The City of Kitchener MAP was last amended in February 2016. REPORT: Since 2012, MAP administrators from all municipalities in Waterloo Region have participated in the creation and revision of a common template for municipal alcohol policies. Regular working meetings of the group were also attended by staff from the Waterloo Region Municipalities Insurance Pool and representatives fromthe Alcohol and Gaming Commission of Ontario. The common template developed has been customized as required by each municipality when updating their respective municipal alcohol policy. In addition to learnings provided by the MAP administrators group, the revisions to the policy have been reviewed with the following City of Kitchener departments: Community Services Department (Neighbourhood Programs & Services, Sport) Corporate Services Department (Legal Services, Legislated Services) Development Services Department (Economic Development) Infrastructure Services Department(Parks and Cemeteries) *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 1 - 1 The revised 2019 MAP as attached outlines the responsibilities, controls and procedures for both City of Kitchener staff as well as the general public when hosting an alcohol-related event at a City of Kitchener facility. It is the intent of the MAP to ensure a safe and enjoyable event for both the public and staff. Changes to Previous Municipal Alcohol Policy Some highlights of the changes made to the revised policy as attached are: Aligned policy language, for example, providing a definition for tailgate event, per changes to legislation (Liquor Licence Act, R.S.O. 1990, c. L.19) Clarifying amendments to the terminology used in the list of City of Kitchener facilities designated as suitable for events with alcoholand those designated not suitable for events with alcohol General updates to make the document easier to read, understand and implement In addition, to datethe special occasion permit (SOP) holderand/or event organizer is required to obtain $2 million general liability insurance for the event. By requiring the SOP holder/event organizer to obtain insurance coverage, the municipality is clearly communicating to the event organizers that risks are involved in operating alcohol related events. Staff from the insurance pool recommended all municipalities increasethe general liability insurance requirement to $5 million for eventswith alcohol held at City of Kitchener facilities. This additional insurance coverage helps protect both the city andalso the SOP holder/event organizer if there is an accident or injury related to the event.So far,the City of Waterloo, Township of Woolwich, Township of Wilmot, and Township of North Dumfries have already made this change per the insurance pool recommendation. 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. FINANCIAL IMPLICATIONS: There are costs associated with implementation of the revised MAPprimarily printing costs. These costs will be covered by existing operating budgets. 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: Michael May, DCAO/GM, Community Services Department Attachments Appendix A – Revised Council Policy MUN-FAC-325 Municipal Alcohol Policy 1 - 2 POLICY Policy No:MUN-FAC-325 Approval Date:February 8, 2016 Policy Title:MUNICIPAL ALCOHOL POLICY Reviewed Date:December 2019 Policy Type:COUNCIL Next Review Date:July 2023 Category:Municipal ServicesReviewed Date: Sub-Category:Facility Last Amended: Author:Manager, Service Replaces: Coordination & Improvement Repealed: Dept/Div:Community Services Replacedby: Department/Administration Related Policies, Procedures and/or Guidelines: To be included at next review. 1.POLICY PURPOSE: This Municipal Alcohol Policy (MAP) is intended to promote a safe, enjoyable environment taking into consideration the health and safety of participants and staff. This policy is in place to reduce alcohol-related problems such as injury, violence and liability which arise from alcohol consumption on municipal property. 1.1Policy Objectives a.To provide procedures and education to individuals or groups wishing to hold events in and/or on municipally owned facilities/properties in order to ensure that all Liquor Licence Act of Ontario legislation that pertains to Special Occasion Permits or liquor licencing and the Municipal Alcohol Policy (MAP) are properly understood and strictly complied with. b.To ensure appropriate supervision and operation of Special Occasion Permits and liquor licenced events in order to protect the Event Organizers, the participating public, volunteers, the City of Kitchener and its staff from liability by providing education in prevention and intervention techniques and through effective management procedures. c.To encourage and reinforce responsible drinking practices for consumers through the development of operational procedures, controls, training and 1of 23 1 - 3 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) education, and to honour thedecision of abstainers not to drink alcohol and encourage their participation by providing alternative, non-alcoholic drinks. 2.DEFINITIONS: Alcohol and Gaming Commission of Ontario (AGCO) The Alcohol and Gaming Commission of Ontario (AGCO) is a Provincial agency, established February 23, 1998 under the Alcohol and Gaming Regulation and Public Protection Act, 1996. The Act gave the AGCO responsibility for the administration of the Liquor Licence Act and the Gaming Control Act, 1992. The AGCO is a regulatory agency that reports to the Ministry of the Attorney General. For more information go to www.agco.on.ca/en/about/index.aspx. Cater A liquor sales licence authorizing the applicant to sell and serve liquor for an event held on properties other than the properties to which the liquor sales licence applies. Event For the purposes of this policy, an event is any gathering held at a municipal facility or property at which alcohol will be served and/or sold. They may include weddings, showers, dances, barbeques, birthday parties and any other event where alcohol will be served. The duration of the event includes event set-up, operation and clean-up. Events involving alcohol may be in a licenced municipal facility or under a Special Occasion Permit (SOP). Event Organizer Any person, who is 19 years of age or over, seeking to hold an event that involves the sale and/ or service of alcohol at municipal facilities/property. The Event Organizer (which term shall include the SOP permit holder and any designate) is responsible for the safety and sobriety of people attending the event as well as compliance with this MunicipalAlcohol Policy and the Liquor Licence Act of Ontario and its regulations at the event. They assume all responsibility and liability for the entire operation of the event. The Event Organizer MUST read and sign the Event Organizer Checklist for Liquor Licenced Events to indicate that they understand their responsibilities. Event Worker Any person, who serves or sells liquor, or is involved in an event where alcohol is served on municipal property. All event workers have a responsibility in the operation of the event and shall not consume or be under the influence of alcohol 2of 23 1 - 4 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) for the entire duration of the event. In addition to the Event Organizer and permit holder, event workers may include the following: Floor Supervisor A paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP. A floor supervisor talks with participants, monitors patron behavior, monitors for intoxication and underage drinkers, responds to problems and complaints, assists door monitors when necessary, aids in the removal of intoxicated persons, arranges safe transportation. Door Monitor A paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP. A door monitor checks identification and for signs of intoxication prior to entry, keeps out intoxicated and troublesome individuals, arranges for coat checking, monitors for those showing signs of intoxication when leaving the event, arranges safe transportation. Server/Bartender A paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he has been trained by a recognized alcohol server training course, namely Smart Serve Ontario program.A server accepts tickets for the purchase of alcoholic drinks, serves drinks, monitors for intoxication and underage drinkers, refuses service when a patron appears to be intoxicated or near intoxication, offers a non-alcoholic substitute and co-ordinates with event staff. This person will act in accordance with their training under such programs as the Smart Serve Ontario program. Ticket Seller A paid/volunteer person(s) appointed by the Event Organizer, who is over the age of 18 and who has satisfactorily proven to the Event Organizer that she/he will act in accordance with the MAP. A ticket seller sells alcohol tickets to a maximum of four per person per purchase, monitors for intoxication and underage drinkers, refuses sale to patrons at or near intoxication, and refunds tickets on request. Licenced Security Security personnel monitoring entrances and patrolling licenced areas must be licenced under the Private Security and Investigative Services Act, to ensure the 3of 23 1 - 5 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) safety and security of the establishment/property, its employees and patrons. For more information go to www.agco.on.ca. Liquor Licence Act Each province or territory has a liquor licence act which outlines the laws regarding the sale and service of alcohol. See https://www.agco.ca/acts-and-regulations for more information. It is the responsibility of the Event Organizer to know and understand this legislation. Municipal Alcohol Policy (MAP) A local policy for municipalities to manage events held at municipally-owned facilities and properties when alcohol is sold and/or served. Municipal Properties All municipally-owned or leased lands, buildings and structures. All assets, structures, buildings, outbuildings, lands to be defined as property. Municipal Representative City of Kitchener staff or a designate who attend the event on behalf of the City of Kitchener to monitor compliance of the Municipal Alcohol Policy. Municipal Significance P to be deemed an event of municipal significance, it required a designations by the municipality in which the event will take Place. A letter from a delegate municipal official designating the event as municipally significant is required for the SOP. Non-Objection Letter A licensed establishment can apply to temporarily extended their liquor licence onto lands not captured under the original licence, such as public lands. Aletter proposed extended licensed area is required. Religious Function Events that include a religious ceremony conducted by an officiant such as a priest, minister, Justice of the Peace, rabbi, etc. Examples include, but not limited to, weddings, bar mitzvahs, and baptisms. A religious function does not include events Smart Serve The Smart Serve training program offered by Smart Serve Ontario (www.smartserve.ca) is designed to train staff and volunteers who work in areas where alcohol is sold and/or served, such as in bars, restaurants, banquet halls 4of 23 1 - 6 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) and other public facilities. The Smart Serve Program is the mandatory server training program that is recognized by the AGCO and approved by this policy. Note that the AGCO still recognizes The Server Intervention Program certification issued prior to May 1995. This policy also recognizes this certification until December 31, 2020. Special Occasion Permit (SOP) A liquor licence issued by the Alcohol and Gaming Commission of Ontario for one- managed and controlled by the AGCO. There are three typesof special occasions for which a permit may be issued: Private Event For events where only invited guests will attend. These events cannot be advertised and there can be no intent to gain or profit from the sale of alcohol at the event. Public Event For events that are open to the public. Public events can be advertised and allow for fundraising/profit from the sale of alcohol. Industry Promotional Event There can be no intent to gain or profit from the sale of alcohol at the event. Tailgate Event For Public Events that are held outdoors, in connection with, and in proximity to, an eligible live sporting event and where attendees 19 years of age or older may bring their own liquor(BYOB) for consumption at the event. These events can be advertised and the sale and/or service of alcohol are permitted at the event. All of these events as described above can be held indoor or outdoor (including pavilions or temporary structures). There are two classes of Special Occasion Permit (SOP): Sale SOP Issued when money is collected for the sale of alcohol either directly or indirectly. This could be through, for example, an admission charge to the event, when tickets for alcohol are sold to people attending the event, or when there is any pre-collectionof money for the alcohol. 5of 23 1 - 7 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) No Sale SOP Issued when alcohol is served without charge or when there is no money collected for alcohol either directly or indirectly from guests. For further information regarding types and classes of special occasion permits, please refer to the AGCO web site at this address: www.agco.on.ca/en/whatwedo/permit_special.aspx. SOP Holder (Permit Holder) The individual who signs the application for a Special Occasion Permit to sell and/or serve alcohol. A special occasion permit holder can assign a designate. A designate is a person(s) appointed by the special occasion permit holder, and acceptable to the City of Kitchener who is over the age of 19 and who has satisfactorily proven to the special occasion permit holder that she/he will act in accordance with the MAP. The Event Organizer, the special occasion permit holder and/or designate are responsiblefor the safety and sobriety of people attending the event as well as compliance with the MAP and the Liquor Licence Act of Ontario and its regulations at the event. They assume responsibility and liability for the entire operation of the event. 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees AllFull-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-TimeEmployeesK.P.F.F.A. Specified Positions only:!Other:! CouncilLocal Boards & Advisory Committees The Municipal Alcohol Policy (MAP) outlines various stipulations and controls on events involving alcohol, including: Special Occasion Permits (SOP), liquor licenced events under a caterer's endorsement, and/or events in a municipally licenced facility in conjunction with the Alcohol and Gaming Commission of Ontario (AGCO). 6of 23 1 - 8 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) 4.POLICY CONTENT: Designation of Roles and Responsibilities 4.1Role of Municipal Representatives Municipal representatives are responsible for ensuring the Event Organizer and/or designate are provided with written information outlining the conditions of the MAP. The City of Kitchener representatives have the authority to demand correction and/or to shut down an event on behalf of the City of Kitchener. The City of Kitchener has the final authority in direction when it comes to breaches under the policy and agreement of the Event Organizer. The City of Kitchener representatives monitoring a liquor-licenced event shall be Smart Serve trained and competent in facility operations. 4.2Role of Event Organizer and/or Designate Notwithstanding the roles outlined above, the Event Organizer and any designate is responsible for the conduct and management of the event, including, but not limited to: Complying with the MAP in addition to all applicable federal, provincial and municipal laws, policies, guidelines, regulations and by-laws, including, without limitation, the Liquor Licence Act of Ontarioand its regulations; Organizing, planning, set up and clean-up of the event; Ensuring sufficient number of event workers; Ensuring training of their designates and event workers (all of whom must be a minimum of 18 years of age or older); Posting the Special Occasion Permit (with any updates) in plain sight on the property to which the permit applies or keep it in a place where it is readily available for inspection; Ensuring all alcohol is purchased from an authorized government retail store (e.g., LCBO, Beer Store) using the SOP as the guide for allowed amounts; Ensuring alcohol sales and service including the choice of beverages comply with the Municipal Alcohol Policy; 7of 23 1 - 9 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Ensuring that no one consumes alcohol in unauthorized locations on the property; Ensuring the safety and sobriety of people attending the event including those persons asked to leave to control the event; Providing safe transportation options (e.g., designated drivers, taxis); Responding to emergencies; and Must read, complete, sign and submitthe Event Organizer Checklist for Liquor Licenced Eventsto indicate their understanding of their responsibility for the event. Must provide a copy of the Special Occasion Permit (if applicable) and any updates to the City of Kitchener at least 30 days prior to the start of the event.Non-compliance may jeopardize your event from taking place. Must ensure that all liquor, wine and beer are purchased with the SOP. Proof of this must be provided at the event. Receipts need to have the SOP number on them. These purchase orders and levy receipts must match the amount of alcohol in the bar for the event and will be posted with the SOP. Non- compliance may jeopardize your event from taking place. Must attend the event for the entire durationincluding set-up prior to the event, clean-up after the event and be responsible for decisions regarding the actual operation of the event. 4.3Designation of Properties and Events a.Designation of Suitable Properties The following municipal facilities/properties and areas are either licenced or designated as suitable for events involving alcohol subject to the Event Organizer obtaining a Special Occasion Permit or a liquor licencethrough a out by the City of Kitchener: Activa Sportsplex** Breithaupt Community Centre Bridgeport Community Centre 8of 23 1 - 10 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Budd Park Centreville Chicopee Community Centre Chandler Mowat Community Centre City Hall and Carl Zehr Square Country Hills Community Centre Don McLaren Arena** Doon Pioneer Park Community Centre Doon Valley Golf Course Clubhouse *** Downtown Community Centre Forest Heights Community Centre Grand River Arena** Grand River Recreation Complex Kingsdale Community Centre Kitchener Market Kitchener Memorial Auditorium Complex (KMAC)** Kiwanis Park (picnic shelter) Lions Arena** Lions Arena Community Hall McLennan Park Great Lawn Area Mill Courtland Community Centre Peter Hallman Ball Yard Queensmount Arena** RBJ Schlegel Park Rockway Centre Rockway Golf Course Clubhouse*** Sportsworld Arena** Stanley Park Community Centre Victoria Hills Community Centre Victoria Park Commons Victoria Park Pavilion Williamsburg Dedication Centre Woodside Park ** Some in-house policies and guidelines apply ***No SOP allowed at the municipal golf courses, however, hall is licenced and available for rent. For more information regarding these facilities/properties and any updates, please visit www.kitchener.ca. 9of 23 1 - 11 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) b.Designation of Not Suitable Properties The following municipal facilities/propertiesand areas are not licenced or not suitablefor an event involving alcohol. They include but not limited to: Breithaupt Centre pool area, viewing lounge, change rooms, solarium Cameron Heights Pool Forest Heights Pool Harry Class Pool Idlewood Pool K-W Judo Gymnastics Training Centre Kiwanis Pool Lyle Hallman pool area and change rooms Williamsburg Community Centre Wilson Pool Athletic and playing fields Parking lots Spectator areas of arenas* Dressing rooms/change rooms* Open park areas, trails and woodlots Playground areas *except designated areas of KMAC For more information regarding these facilities/properties and any updates, please visit www.kitchener.ca. The City of Kitchener has no legal obligation to allow licensed events to be held on its property. If the City of Kitchener so chooses, it may impose on the event whatever restrictions it deems appropriate in the circumstances. c.Designation of Events The serving of alcohol shall not be permitted at any events where the focus of the event marketing is for youth under 19 years of age. 4.4Conditions for Events Involving Alcohol 4.4.1Insurance The event organizer must provide proof of insurance by way of submitting an original Certificate of Liability Insurance to the City of Kitchener a minimum of 30 days prior to occupying municipal premises for the event. The Certificate of Liability Insurance must be in effect for date(s) whenmunicipal property is being used or 10of 23 1 - 12 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) occupied by the event organizer including, without limitation, set-up and take- down. Failure to provide proof of liabilityinsurance will result in the rental being cancelled. 4.4.2All Rentalsfor Events with Alcohol The Certificate of Liability Insurance shall: Provide proof of a minimum of five million dollars general liability insurance issued by an insurance company satisfactory to the City of Kitchener that is licensed to carry on business in Ontario and which must at a minimum include the following: a)The City of Kitchener shown as an additional insured on the policy b)Coverage for bodily injury and property damage liability c)A liquor liability endorsement d)Tenants liability endorsement e)Products and completed operations liability f)Personal injury liability g) h)Thirty (30) day notice of cancellation provision i)Show cross liability endorsement and severability of interests provision Show that coverage is in effect on the date(s) of the event Be delivered to the supervisor having operational jurisdiction at the event location at least 30 days prior to the start of the event. The following information must be provided: o Certificate of liability insurance o Policy number o Company name o Expiry date o Amount of Insurance coverage o An endorsement from the insurance company that they are aware of the Special Occasion Permit event and that coverage is in place including date and location of the event and name and address of the Special Occasion Permit holder The City of Kitchener reserves the right to amend the insurance and provisions required at any time at their sole discretion. Authority to review the exposure and risk of the event to determine the level of insurance required is designated to the Director of the business unitin consultation with the Waterloo Regional Municipalities Insurance Pool and the City Solicitor. 11of 23 1 - 13 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) 4.4.3Indemnification The Event Organizer, both during and after the term of this agreement, shall at all times, and at its own cost, expense and risk, defend, indemnify and hold harmless the City of Kitchener, its elected officials, officers, employees, volunteers, agents, contractors, and all respective heirs, administrators, executors, successors and assigns from any and all losses, damages (including, but not limited to, incidental, indirect, special and consequential damages, or any loss of use, revenue or profit by any person, organization or entity), fines, penalties and surcharges, liabilities (including, but not limited to proceedings of a criminal, administrative or quasi criminal nature) and expenses (including, but not limited to, legal fees on a substantial indemnity basis), which the indemnified person or persons may suffer or incur, howsoever caused, arising out of or in consequence of or directly or indirectly attributable to the Event, its agents, employees, volunteers, and/or guests on behalf of the City of Kitchener, provided such losses, damages, fines, penalties and surcharges, liabilities, judgments, claims, demands, causes of action, contracts, suits, actions or other proceedings of any kind and expenses as defined above are due or claimed to be due to the negligence, breach of contract, and/or breach of law of the Event Organizer, its agents, employees, volunteers, and/or guests. 4.4.4Advertising All advertising must comply with the AGCO advertising policies and guidelines. AGCO policy states that a permit holder for a private event special occasion permit is not permitted to advertise or promote liquor or the availability of liquor. At events where children and youth are allowed entry, the Event Organizer and/or brands or manufacturers. 4.4.5Event Worker Training and Staffing Levels a)Notwithstanding the roles outlined above, the Event Organizer is responsible to: Ensure event workers are in attendance and as needed to monitor, manage and control the event Ensure event workers wear an identification (I.D.) name tag and/or clothing which are highly visible in a crowd so that they can be easily identified. (Provision of this identification and clothing is the responsibility of the Event Organizer and/or designate.) The type of identification worn by the event 12of 23 1 - 14 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) workers must be stated on the Checklist for Liquor Licenced Event Organizersform. Ensure the door monitors, floor supervisors, servers and themselves do not consume alcoholbefore, during or after the event is concluded, nor shall they be under the influence of any alcohol or other substance during the event. Ensure there are sufficient door monitors placed at all entrance and access points to ensure controls are properly managed. For any event that allows admittance to minors, additional door monitors may be required. Ensure there are sufficient floor supervisors assisting in managing a person who is refused sale, crowd control and de-escalations of violence. Ensure the entrance to the event is monitored by responsible person(s) meeting the age of majority requirements at all times. These persons shall further observe individuals that may be attempting to enter the facility/property that appear to be intoxicated or have a history of causing problems at events. Provide a list, at least 30 days priorto the event, of: a) All servers and proof of Smart Serve certification (including their certification numbers) b)Security staff and security licence numbers c) Proof of insurance satisfactory to the City of Kitchener As it relates to monitoring and serving of alcohol, ensure that all event workers are Smart Serve trained and recommend they have de-escalation of violence training. Relative to alcohol service areas, minimum event worker numbers are required on an event worker versus guest ratio basis as described in the police and/or licenced security. The City of Kitchener,in consultation with the Event Organizer and representative(s) of the Alcohol & Gaming Commission of Ontario (AGCO) representative (if applicable), reserves the right to adjust the minimum number or types of Event Workers and Licenced Security based on assessed 13of 23 level of risk and past history on an event-by-event basis. 1 - 15 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) 4.4.5b) Guest to Event Worker Ratios Minimum Number of Event WorkersMinimum Number of Security Number of BartendersDoor Monitors*Floor Supervisors**Ticket Licenced GuestsSellersSecurity Workers Up to and 1Monitor at each 10 including 100access point 101 to 2002Monitor at each 21 access point(+1 for outdoor events) 201 to 3002Monitor at each 32 access point(+1 for outdoor events)(1 for outdoor events) 301 to 4003Monitor at each 32 access point(+1 for outdoor events)(1 for outdoor events) 401 to 5003Monitor at each 421 access point(+1 for outdoor events)(+1 for outdoor events) 501 to 6004Monitor at each 531 access point(+2 for outdoor events)(+1 for outdoor events) 601 to 7004Monitor at each 632 *** access point(+2 for outdoor events)(+1 for outdoor events) 701 to 8005Monitor at each 732 *** access point(+2 for outdoor events)(+1 for outdoor events) 801 to 9005Monitor at each 743 *** access point(+2 for outdoor events)(+1 for outdoor events) 901 to 1,0006Monitor at each 843 *** access point(+2 for outdoor events)(+1 for outdoor events) * All access points to the licenced area must be monitored. Each venue will require a varying number of door monitors depending on the layout of the venue. ** The Event Organizer or official designate can be a floor supervisor. *** For events over 600 guests, at least 50% of the required licenced security workers shall be paid duty police officers. For every additional 150 guests over 1,000, an additional bartender and an additional floor monitor are required. For every additional 300 guests over 1,000, an additional ticket seller is required. For every additional 200 guests over 1,000, an additional licenced security worker is required. Amendments for these requirements are at the sole discretion of the City of Kitchener. For all outdoor events and all events with more than 1,000 guests, an operational plan must be developed with the AGCO and the City of Kitchener in 14of 23 1 - 16 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) order to ensure that all aspects of public safety are addressed (including ambulance, fire, security, traffic management plan, etc.). The operational plan must be submitted to the City of Kitchener at least 30 days prior to the event (e.g., ambulance, fire, security, etc.). All costs associated with preparing and complying with security and operational plans shall be borne by the Event Organizer and/or designate unless otherwise agreed upon in writing by the Event Organizer and the City of Kitchener representative. Required licenced security or paid duty police officers for any events are the responsibility of the Event Organizer and all costs associated therewith shall be borne by the Event Organizer. All costs unless agreed upon in writing by the City of Kitchener will be borne by the Event Organizer. 4.4.6Enforcement Procedures If drunkenness, riotous, quarrelsome, violent, and aggressive and/or disorderly conduct or unlawful gaming is observed at the event, the Event Organizer and their event workers shall: First ask the offending person to leave, and If the individual refuses to leave, call the police, and Seek any necessary assistance to maintain control and management of the event and ensure the safety and protection of persons, including event workers. Ensure the safety of those removed from the event who are intoxicated. The Event Organizer or event workers will notify the police if they observe signs that a situation is getting out of control. 4.4.7Prevention Strategies Selling, Serving, Types of Drinks The following controls and prevention strategies related toselling and serving alcohol shall be in place in conjunction with the AGCO requirements: I.Alcohol shall not be served to anyone under the age of 19 (minors). Minors are not allowed to consume alcohol on the property. Outdoor public events 15of 23 1 - 17 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) which allow admittance to minorsmust implement a wrist band policy or have a fenced licenced area where alcohol is only served to and consumed by those 19 years of age and older. Additional floor monitors are recommended if alcohol is being served in the presence of minors. For multiple day events, wrist bands need to be different colours for each day. Obtaining a wrist band does not prevent servers from asking for identification if they feel it is warranted. II.Alcohol shall not be served to anyone who may appear intoxicated. No personshall be served to the point of intoxication. No person shall have or consume liquor if they become intoxicated. III.Closing time is 1:00 a.m. unless different within the terms of the agreement or the SOP. The sale and service of alcohol must be within the bar hours based on the start and finish times listed on the original SOP. On New SOP. Ticket sales shall end an hour prior to the end of the licenced period of the event. Alcoholservice shall cease at least 45 minutes prior to the end of the licenced period of the event. All alcohol and its containers (which include empty cups/glasses) shall be cleared away no more than 45 minutes after the end of the licenced event as listed on the SOP. IV.Last call shall not be announced. V.Drink tickets may be required depending on the event type, size and other event factors. Ticket sales for alcohol shall be limited to four tickets at one time per person. Unused tickets for alcoholic beverages can be redeemed at any time during the event. VI.Alcohol service shall be limited to two drinks per person at one time. VII.Alcohol cannot be left available for self-serving. VIII.It is recommended that drinks be served in soft plastic cups. For formal dinner settings, glass vessels may be used for serving/consuming alcohol. Glass must be removed at the conclusion of the dinner. IX.The permit holder is responsible to ensure that the permitted area is readily distinguishable from adjacent premises to which the permit does not apply. The following controls and prevention strategies related to types of available drinks shallbe in place: 16of 23 1 - 18 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) I.Event workers are to encourage patrons to consume food at the event. II.Ensurethat a variety of non-alcohol or low alcoholbeverages are sold or served, and that the prices of non-alcohol beverages areless than the price of liquor sold. III.Identified designated drivers are to receive free or lesser cost non-alcoholic drinks such as coffee, pop or juice. IV.Beer products must be within8% alcohol content, wine products within 14% alcohol content and spirits within 40% alcohol content. V.Pre-made alcoholic drinks, such as jello shooters and punches,spiked watermelon, etc. are NOTallowed. VI.Homemade alcohol shall not be allowed at any SOP function, with the exception of homemade wine or beer at a religious function listed under a NO SALE reception permit, as defined by the AGCO. Where wine is provided with a meal, a non-alcoholic substitute such as water, pop or juice must be provided to ensure that children and abstainers are included in toasting the celebrants. VII.No persons shall be allowed to bring in their own alcohol to the event or allowed to pour their own alcoholic drinkswith the exception of Tailgate Events. VIII.Free liquor (i.e., spirits, wine, beer) shall not be offered or given to a customer as a prize in a contest. IX.Marketing practices which encourage increased consumption of alcohol (e.g., oversized drinks, double shots, pitchers, drinking contests, jello shooters, volume discounts) are not permitted. X.For fundraising and raffles, games of skill are permitted but games of chance are not permitted unless a lottery licence has been obtained through the City of Kitchener and AGCO regulations are met. 4.4.8Safe Transportation Event Organizers are responsible to take the necessary steps to reduce the possibility of impaired driving.As a condition of rental, the Event Organizer must have a Safe Transportation Strategy in effect. Elements of a Safe Transportation Strategy could potentially include but are not limited to: 17of 23 1 - 19 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Providing non-alcoholic beverages either at no charge or at a cost much lower than that of drinks containing alcohol; Providing alternate means of transportation for those who are suspected to be intoxicated (i.e., call a friend, ride sharing program, relative or taxi); Calling police if someone who is suspected to be impaired cannot be convinced to use alternate transportation; Providing a designated driver program which encourages and identifies designateddriver; Advertise to guests the options for safe transportation. The designated driver program and relevant local taxi phone numbers must be prominently posted. Alternate means of transportation shall be provided for all those suspected to be intoxicated. All advertising (e.g., posters, media) for the event should indicate that a designated driver program is in effect. 4.4.9Signage During events where alcohol is served, the following signage, which is approved by the City of Kitchener, shall be displayed in prominent locations: Signage at one or more prominent places in the licenced/bar area: Please drink responsibly. Bartenders reserve the right to refuse service Bartenders cannot serve alcohol to anyone who is intoxicated or appears to be at the point of intoxication Bartenders cannot serve alcohol to anyone under 19 years of age proper I.D. must be presented to event staff when requested You can only be served a maximum of two alcoholic drinks at any one time You may redeem unused tickets for cash anytime during the event Thank you fornot drinking and driving \[Insert phone numbers of local cab companies.\] The R.I.D.E. program is in effect in our community 18of 23 1 - 20 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Signage at one or more prominent places in the licenced/bar area: If there is an emergency CALL 9-1-1 For a non-emergency, please call Waterloo Regional Police at 519-653-7700 You are at: \[Insert name and address of facility\] Signage at one or more prominent places in the licenced/bar area: Liquor Licence Act of Ontario Warning: Drinking alcohol during pregnancy can cause birth defects and brain damage to your baby Signage to be posted at the boundaries of the licenced/bar area: NO ALCOHOL beyond this point Thank you for not drinking and driving \[Insert phone numbers of local cab companies.\] The R.I.D.E. program is in effect in our community Use a designated driver or call a friend, ride sharing program, relative or taxi Other signs to be posted in one or more prominent places in the licenced/bar area but are not mandatory: Low Risk Drinking Guidelines sign The Event Organizer shall post the Special Occasion Permit (SOP) (with any updates) in plain view on the property to which the permit applies or shall keep it in a place where it is readily available for inspection. 19of 23 1 - 21 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) 4.5Infractions and Violations 4.5.1Duty to Report The Event Organizer has the duty to reportto the municipal representative issues with details of any incident that: The Event Organizer and/or designate are aware of or have been made aware of any Liquor Licence Act of Ontarioor MAP violations Where an AGCO inspector under the Liquor Licence Act of Ontariohas reported any incident or violation Involves bodily injury or property damage Police shall be informed by the Event Organizer and/or designate as appropriate. Reports shall be made no later than two days after the conclusion of the event, but shall be made immediately when repairs or other action is required to make municipal property secure or safe for use. The City of Kitchener representative may report any infraction of this policy to the Police and/or AGCO whenever they believe such action is required. 4.5.2Failure to Comply and Penalties Where there has been a failure to comply with the Liquor Licence Act of Ontario, the Police or the AGCO inspector may intervene for enforcement purposes and may, at their discretion or other authority, terminate the event. The City of Kitchener may similarly cancel, intervene or terminate the event for violations of the Municipal Alcohol Policy. It remains the responsibility of the Event Organizer and/or designate to manage the event and to take appropriate actions, including ending the event, vacating municipal property, maintaining insurance, any conditions of insurance, and providing safe transportation options. Regardless of the reason for termination of the event, the City of Kitchener will not be responsible for any compensation to the Event Organizer and/or designate or affected persons of their resulting financial or other losses. The City of Kitchener shall subsequently inform the Event Organizer and/or designate and any organization they represent, via registered letter, that there has been a violation of the policy and any imposed consequences or penalties. 20of 23 1 - 22 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Additional short term and longer term penalties for failure to comply may include, but are not limited to: Loss of privilege to hold an event involving alcohol in a municipal property or facility Loss of any future use or rental of any or all municipal properties Individual ban or suspension of persons involved in the infractions from any or all municipal properties for any term Loss of rental deposit (if applicable) or other monies owed 4.6Policy Review The Municipal Alcohol Policy (MAP) shall undergo a regular review based on change within the industry standards and shall be updated as required. The City of Kitchener reserves the right to make discretionary changes to this Municipal Alcohol Policy (MAP) at any time, and will advise the Event Organizer and/or designate of any such changes prior to the event. On behalf of The City of Kitchener, we wish you a successful and enjoyable event. Please drink responsibly. Thank you for not drinking and driving. 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06-policy template re-formatted to new numbering system and given number MUN-FAC-325. Formal Amendments 2016-02-08As per Council resolution 21of 23 1 - 23 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) Appendix A Event Organizer Checklist for Liquor Licenced Events (The checklist must be signed and submitted to the City of Kitchener with all supporting information, at least 30 daysbefore the event. See the Municipal Alcohol Policy (MAP) for additional information.) 1.Name of Event: ______________________________________________________ 2.Location of Event: ____________________________________________________ 3.Date and Time of Event: _______________________________________________ 4.Estimated Attendance: ________________________________________________ 5.Will persons under 19 years of age be attending this event? Yes No 6.Name of Event Organizer (the person and/or group sponsoring/hosting this event):__________________Phone: _______________ Cell: _________________ 7.Name of Special Occasion Permit (SOP) holder (if applicable) and all official designates: SOP Holder Name: ______________________________________________________ Phone: ____________________________ Cell: ______________________________ Official Designates: Name: __________________Phone: _______________ Cell: ____________________ Name: __________________Phone: _______________ Cell: ____________________ 8.A copy of the SOP permit has been provided? Yes Date Received: ________ 9.Proof ofliability insurance has been provided? Yes Date Received:________ 10.The safe transportation strategies that will be used at this licenced event are: a)________________________________________________________________ b)________________________________________________________________ c)________________________________________________________________ (List on separate sheet if necessary.) 11.Type of identification for event workers (please describe):_____________________ ___________________________________________________________________ ___________________________________________________________________ 12.List the names and certification numbers of the Smart Serve trained event workers for this licenced event:(Proof of certification may be required.) NameCertification Number ___________________________________________________________ ___________________________________________________________ 22of 23 1 - 24 Policy No:MUN-FAC-325 Policy Title:MUNICIPAL ALCOHOL POLICY (MAP) 13.List the names and security licence numbers for security staff for this event: (Proof of certification must be available on request.) NameSecurity Licence Number _______________________________________________________________ _______________________________________________________________ 14.The undersigned (Event Organizer) has received the Municipal Alcohol Policy (MAP) and has read and understood the information and requirements contained therein. Yes Please note that if there is anything that you do not understand with respect to this policy it is your responsibilityto contact the appropriate City of Kitchener staff (Phone: ______________________) to obtain clarification and understanding prior to signing this Event Organizer checklist. By signing this Event Organizer Checklist for Liquor Licenced Events, the undersigned hereby agrees, on behalf of itself/himself/herself and on behalf of its/his/her partners, employees, volunteers, agents, executors, administrators and assigns, as the case may be, to comply with all of the obligations, terms and conditions of the Municipal Alcohol Policy (MAP) of the City of Kitchener. Signed at ______________, Ontario this ____ day of ______________, 20___. bğƒĻ ƚŅ LƓķźǝźķǒğƌ 9ǝĻƓƷ hƩŭğƓźǩĻƩ ΛƦƩźƓƷΜ bğƒĻ ƚŅ /ƚƩƦƚƩğƷĻ 9ǝĻƓƷ hƩŭğƓźǩĻƩ ΛƦƩźƓƷΜ hƓ ĬĻŷğƌŅ ƚŅʹ ΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗ {źŭƓğƷǒƩĻ ƚŅ LƓķźǝźķǒğƌ 9ǝĻƓƷ hƩŭğƓźǩĻƩ OR {źŭƓğƷǒƩĻ ƚŅ /ƚƩƦƚƩğƷĻ 9ǝĻƓƷ hƩŭğƓźǩĻƩ źƷƌĻʹ bğƒĻ ƚŅ ‘źƷƓĻƭƭ ΛƦƩźƓƷΜ ΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗΗ L ŷğǝĻ ƷŷĻ ğǒƷŷƚƩźƷǤ Ʒƚ ĬźƓķ ƷŷĻ ĭƚƩƦƚƩğƷźƚƓ͵ {źŭƓğƷǒƩĻ ƚŅ ‘źƷƓĻƭƭ 23of 23 1 - 25 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 9,2020 SUBMITTED BY: Barry Cronkite, Director, Transportation Services 519-741-2200 ext. 7738 PREPARED BY: Eric Bentzen-Bilkvist, Traffic Technologist, (519) 741-2200 x7372 WARD (S) INVOLVED: Ward 8 DATE OF REPORT:February 4, 2020 REPORT NO.: DSD-20-037 SUBJECT: On-Street Parking Regulations – Severn Avenue ___________________________________________________________________________ RECOMMENDATIONS: That parking be prohibited on the west (odd-numbered)side of SevernAvenue from Union Boulevardto city limits; and further, That the Uniform Traffic Bylaw be amended accordingly. BACKGROUND: Severn Avenue is a local roadwaywith primarily residential land use. Transportation Services received a request to review the existing parking regulations along the roadway of Severn Avenue. The request cited concerns regarding functionality of the roadwaywith parking on both sides. Currently, on-street parking on bothsides of SevernAvenue is permitted. Parking onboth sides is permittedfor a maximum period of three (3) consecutive hours,as outlined in the City of KitchenerUniform Traffic By-law No. 2019-113. REPORT: Transportation Services received a request to review the existing on-street parking regulations of Severn Avenue. The review observed that the effective road width ofSevernAvenue istoo narrow to accommodate two-way traffic as well as on-street parkingon both sides.The proposed change willensure adequate roadway width for emergency vehicle access, snow and waste removal operations. Based on the observations, Transportation Services is recommending that the current on-street parking regulations on SevernAvenue be amended to restrictparking on the west (odd- numbered) sideof SevernAvenue to city limits, approximately 100 meters north from Union Boulevard. The City of Waterloo will also implement the same changes from city limit to John Street, to ensure consistency at the municipal boundaries. *** 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: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The approximate cost for implementing the ‘No Parking’ signagealong SevernAvenue is $400 and 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. CONSULT – Directly affected residents were notifiedregarding this proposed parking regulation change in February2020. ACKNOWLEDGED BY: Justin Readman, General Manager Development Services Department Attached: Appendix A – Key Map –Severn Avenue Proposed On-Street Parking Regulations *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 2 - 2 Key Map Severn Avenue Proposed On-Street Parking Regulations Legend: Existing three hour parking Proposed ‘No Parking Anytime’ Properties Notified *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 2 - 3 REPORT TO: Community & Infrastructure ServicesCommittee DATE OF MEETING:March 9, 2020 SUBMITTED BY: Greg St. Louis, Director, Gas & Water Utilities 519-741-2600X4538 PREPARED BY: Angela Mick, Manager, Quality Management & Water Programs 519-741-2600X4408 WARD (S) INVOLVED:All DATE OF REPORT:January 29, 2020 REPORT NO.:INS-20-003 st SUBJECT:Summary Water Report – January 1to December 31, 2019 ___________________________________________________________________________ RECOMMENDATION: THAT the 2019 City of Kitchener Summary Drinking Water Report be received for information as required by O.Reg. 170/03 Schedule 22 of the Safe Drinking Water Act, AND FURTHER THAT the City of Kitchener provide a copy of the Summary Drinking Water report to the Township of Woolwich and the City of Waterloo as required by Schedule 22 of O.Reg. 170/03. BACKGROUND: As outlined in Schedule 22 of the Drinking Water Systems Regulation (O.Reg.170/03) of the Safe Drinking Water Act, 2002, a summary report is to be prepared and given to the members of the municipal council. The following information is required to be included in this report: (a)list the requirements of the Act, the regulations, the system’s approval and any order that the system failed to meet at any time during the period covered by the report and specify the duration of the failures; and (b)for each failure referred to in (a), describe the measures that were taken to correct the failure. The report must also includeasummary of the quantities and flow rates of the water supplied during the period covered by the report. REPORT: The following matters are reported to Council in accordance with the requirements of the Safe Drinking Water Act, for the period from January 1 to December 31, 2019: The Kitchener Distribution System is part of an Integrated Urban System, meaning the Regional Municipality of Waterloo is responsible for water treatment and the development and operation of a trunk water network to distribute treated water to *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 1 Kitchener, Cambridge, Waterloo, Woolwich and Wilmot. The Region provides annual summaries for each supply and the information is available on their website with a link from the Kitchener Utilities website. Reports from the connected systems have been or will be received. A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener supplies water to a small section of Waterloo (Ira Needles area) and water travels through the Kitchener distribution system to Breslau. The City of Waterloo’s water quality report is available on their website. TheMinistry of Environment, Conservation and Parks (MECP)completed an annual inspection on January 8, 2020which covered February 1, 2019to December31,2019. The report identified a non-compliance with respect to as-built drawings. Condition 3.5 in Schedule B of the Drinking Water Works Permitrequires the City to update the water infrastructure map within 12 months of any additions, modifications, replacements or extensions to the distribution system. For further clarification, the 12-month clock starts when a watermain is commissioned and the public is able to consume the water from the respective watermain. Following the inspection findings, aseries of meetings have been held and a work plan developed to address timely as-built information. There were 3,773chlorine residual samples taken and 2,214bacteriological samples taken within the distribution system. Of these, there were 26 Adverse Water Quality Incidents (AWQI’s) reported in this time period (see attached Table 1) and all resamples were clear. An AWQI does not necessarily mean that the water is a risk to the customer. It means that a potential problem has been identified and corrective actions must be taken to resolve the problem. City staffwork with ministry staff and the local public health unit to resolve the issue, which generally includes resampling. Dead end watermainand new developmentflushing is a proactive approach to increase the levels of chlorine in the distribution system. The water is initially disinfected (primary disinfection) at the treatment plant and sufficient chlorine is added to protect the water from microbiological contamination as it travels through the pipes in the distribution system (secondary disinfection). Low chlorinedoes not pose a threat to human health; to have an impact to human health, there must be microbiological contamination and no, or extremely low, chlorine. Temporary watermains are particularly sensitive as they are above ground systems influenced by the water heating up in warmer temperatures. This may increase the potential for bacteriological growth. Due to the sensitive nature, all temporary watermains are sampled on an increased schedule (every 2 weeks at multiple locations). The additional challengewith temporary watermains is the sample port is located outside and subject to unsanitary conditions. Although efforts are made with the design of the ports to prevent contamination, sampling is not completed under ideal sanitary circumstances. The general nature of reconstruction projects often leads to “false positives”, where the results received are more reflective of what is on the sampling tap, rather than what is in the water. Every positive result is reportable and resampling must occur in accordance with regulations. When the resamples are clear, it is an indication that the issue was with the sampling port, not in the water. 3 - 2 The presence of total coliform on a test does not necessarily mean the water is unsafe to drink. Coliform bacteria can be found in many different environments. There are several different strains of coliform bacteria. Most are harmless and do not cause illness. Coliform bacteria are used as an “indicator organism” to assess the possibility of other disease-causing organisms, and their detection would prompt further investigation and/or corrective action. It is different than E.coli, which is a bacteria only associated with human or animal faecal matter. When total coliform is found, a resample is done using a different technique, which provides a number of total coliforms to analyze in consultation with Public Health and the MECP. Based on a risk assessment of a number of factors including the coliform count, chlorine residuals, and upstream/downstream coliform counts, the requirement for a boil water advisory is determined. There were two precautionary self-imposed Boil Water Advisories:one as a result of a sanitary pipe damage and the second was due to possible contamination from sewer damage during a watermain break. The sample results showed no contamination. Lead testing sampling programs were completed in February/March and September/ October 2019. There were five (5) locationswith a lead exceedance in the plumbing system and one hydrantwithin the distribution system.The hydrant is on a street that is scheduled for reconstruction. Homeowners were provided test results andinformation about lead from the Health Unit.The City is not obligated to complete any additional corrective actions other than reporting, unless directed by the Medical Officer of Health for the residential plumbing exceedances. The Region of Waterloo’s Strange Street Water Pumping station was offline starting in fall 2019 for installation of a manganese treatment system, which isanticipatedto decrease discoloured water issues in the surrounding area. The station upgrades should be complete by 2022. A summary of the quantities of the water supplied by the Regional Municipality of Waterloo during the period covered by the report is noted on the attached Table 2. Water volumes increased in 2018and this trend has continued in 2019. These trends are consistent with the Water Supply Master Plan whereby 2018 was the year that population demand was forecasted to outpace water conservation measures. 3 - 3 Table 1–Adverse Water Quality Incident Summary –January 1to December 31, 2019 NumberAdverse TypeAdverse AWQI #Site NameSite Location Date 1LeadFeb 7144756Hydrant 402528 Wellington St W 2LeadFeb 11144774Hydrant 402528 Wellington St W 3Low chlorineJun 22145795Hydrant 10083Strasburg & Robert Ferrie 4Total coliformJun 26145969Temp mainS 59 Sandra Ave 5Total coliformJuly 5146150Temp mainS3 Lot 203 Franklin St N 6Low chlorineJuly 10146263Hydrant 44111516 Glasgow St 7Total coliformJuly 22146653Temp mainS2 191 Franklin St 8Self Imposed July 2414673386-212 86-212 Boniface Ave & BWABoniface Ave 17 & 117 Massey Ave & 17 & 117 Massey Ave 9Low chlorineJuly 31146954Hydrant 10066530 Caryndale Drive 10Total coliformAug 7147142Temp mainAdelaide St SP AT3 11Total coliformAug 8147203Temp mainAdelaide St AT2 12Total coliformAug 9147208Temp mainAdelaide St AT1 13Total coliformAug 14147315Temp mainThird Ave S6 14Total coliformAug 28147667Temp mainThird Ave S7 15Low chlorineSep 9147907Hydrant 10123Tartan Ave & Beckview Dr 16Total coliformSep 11147994Temp mainThird Ave S7 17Total coliformSep 16148099Temp mainCentreville St 18Total coliformSep 25148237Temp mainThird Ave S4 19Total coliformSep 30148319Temp mainThird Ave S4 20Total coliformSep 30148322Temp mainThird Ave S7 21Total coliformOct 1148355Temp mainThird Ave S4 22Self Imposed Oct 5148423300 Fischer-300 Fischer-Hallman BWAHallman RdRd 23Low chlorineOct 31148824KID122Cedarviewbulk water fill station – near 2260 Shirley Dr 24Low chlorineNov 12148978KID78660 Belmont Ave W 25Low chlorineNov 15149011Hydrant 253343 Crestview Pl 26Low chlorineNov 25149095KID78660 Belmont Ave W 3 - 4 Table 2 -Kitchener Distribution System Volume of Water Conveyed from the Region of Waterloo Supply System 2019 Monthly Total 2019 Average Day 2018 Monthly Variance from 333 Month(m)(m)Total (m)Previous Year January1,800,42658,0781,837,462 -2.0% February1,634,92758,3901,601,872 2.1% March1,828,27258,9771,752,074 4.3% April1,720,37257,3461,656,377 3.9% May 1,834,43159,1751,872,929 -2.1% June 1,837,91961,2641,928,887 -4.7% July 2,021,90765,2232,051,087 -1.4% August1,986,44864,0791,817,469 9.3% September1,804,18860,1401,751,652 3.0% October1,781,83057,4781,724,265 3.3% November1,696,57356,5521,647,814 3.0% December1,756,99356,6771,745,053 0.7% Total21,704,28621,386,9411.5% 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. FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting.Water quality information is posted on the Kitchener Utilities website at https://www.kitchenerutilities.ca/en/programsservices/Water-Quality.asp ACKNOWLEDGED BY: Denise McGoldrick, General Manager, Infrastructure Services 3 - 5 REPORT TO: Community & Infrastructure ServicesCommittee DATE OF MEETING: March 9, 2020 SUBMITTED BY: Greg St. Louis, Director, Gas & Water Utilities 519-741-2600X4538 PREPARED BY: Angela Mick, Manager, Quality Management & Water Programs 519- 741-2600X4408 WARD (S) INVOLVED: All DATE OF REPORT:January 29, 2020 REPORT NO.: INS-20-004 SUBJECT: Drinking Water Quality Management Standard (DWQMS): Management Review Summary for 2019 __________________________________________________________________________________________ RECOMMENDATION: THAT the 2019 City of Kitchener Drinking Water Quality Management Standard (DWQMS): Management Review Summary for 2019Report be received for information. BACKGROUND: TheSafe Drinking Water Act, 2002 and Regulation 188/07, requires the City of Kitchener to be licensed to operate and maintain Kitchener’s water distribution system. Some of the licensing requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the owner. The City of Kitchener became licensed in August, 2009 with a Financial Plan submitted in July, 2010. The licence was renewed in 2019. Section 19 of the Safe Drinking Water Actimposes a statutory standard of care on persons who oversee the municipal drinking water system: “…every person who, on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision-making authority over the system”. This standard of care includes Council since they have decision-making authority. Part of the standard of care includes requiring system owners to undertake financial planning and implement theDrinking Water Quality Management System (DWQMS). REPORT: The purpose of this report is to inform Council as the decision-making authority about the status of the drinking water system on an annual basis. The Kitchener water distribution system meets the requirements under the Safe Drinking Water Act. There are specific areas that must be reported per regulatory requirements, which include; but are not limited to consumer feedback, results of infrastructure review, results of audits and summary of maintenance. The DWQMS requires Top Management to “report the results of the management review, the identified deficiencies, decisions and action items to the Owner”. Top Management is defined *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 4 - 1 as “a person, persons or group of people at the highest management level within an Operating Authority that makes decisions respecting the QMS and recommendations to the Owner respecting the subject system or subjects systems”.The Owner of the water utility is the Corporation of the City of Kitchener, represented by City Council. The 2019Management Review was completed with Top Management: Denise McGoldrick, General Manager, Infrastructure Services, Greg St. Louis, Director, Gas & Water Utilities, and Tammer Gaber, Manager, Operations (Gas & Water).The Management Review report is attached, and highlights of the results can be found in the executive summary on pages 2and 3 of the report. 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. FINANCIAL IMPLICATIONS: N/A. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting.Drinking Water Quality Management Policy is available on Kitchener Utilities Website. ACKNOWLEDGED BY: Denise McGoldrick, General Manager, Infrastructure Services. 4 - 2 KitchenerUtilities City of Kitchener Drinking Water Distribution System Drinking Water Quality Management Standard Management Review – 2019 The contents of this document are the intellectual property of Kitchener Utilities and cannot be reproduced and/or distributed to any individual or organisation without the written authorization of Kitchener Utilities. 4 - 3 City of Kitchener Water Distribution DWQMS Management Review TABLE OF CONTENTS Part A - Introduction .............................................................................................................................. 3 Purpose............................................................................................................................................... 3 Executive Summary ............................................................................................................................. 3 Background ......................................................................................................................................... 5 Other Related Water Quality Reports ................................................................................................. 6 Quality Management System Policy .................................................................................................... 6 Part B – Management Review ................................................................................................................ 8 System Description .............................................................................................................................. 8 Water Infrastructure Program .............................................................................................................. 8 Incidents of Regulatory Non Compliance ............................................................................................ 9 Incidences of Adverse Drinking Water ................................................................................................. 9 Deviations from Critical Control Points Limits and Response .............................................................. 11 Effectiveness of the Risk Assessment Process ........................................................................................ 13 Results of Internal and External Audits ............................................................................................... 14 Continuous Improvement ................................................................................................................ 145 Operational Performance ................................................................................................................... 16 Raw Water Supply and Drinking Water Quality Trends ...................................................................... 16 Follow-up on Action Items from Previous Management Reviews ....................................................... 17 Status of Management Action Items Identified Between Reviews ........................................................ 17 Changes that could Affect the Quality Management System ............................................................... 17 Consumer Feedback ........................................................................................................................... 17 Resources Needed to Maintain the Quality Management System ....................................................... 21 Results of the Infrastructure Review .................................................................................................. 22 Summary of Maintenance ................................................................................................................. 22 Effectiveness of Maintenance ............................................................................................................. 26 Operational Plan Currency, Content and Updates ............................................................................. 27 Staff S uggestions ................................................................................................................................ 27 Other ................................................................................................................................................ 27 Appendix ............................................................................................................................................. 30 2 4 - 4 City of Kitchener Water Distribution DWQMS Management Review PART A - INTRODUCTION Purpose The purpose of this report is to inform the decision-making authority about the status of the drinking water system.The Drinking Water Quality Management Standard (DWQMS) under the Ministry of Environment, Conservation and Parks (MECP) requires management to reviewand evaluate the continuing suitability, adequacy and effectiveness of the Quality Management System at least once a calendar year and that the results of the management review, identified deficiencies, decisions and action items are provided to Council as the ‘Owner’ of the drinking water system. Executive Summary Highlights of the report are: Year TwoWater Infrastructure Program (WIP) maintenance end of year achievements (specific areas of improvement identified by WIP): o Cleaned approximately 139km of watermain. o Discoloured water complaints below 2016 pre-cleaning numbers(105 complaints for 2019). o 40 broken valves and/or failing valves were replaced which allows for quicker isolation for water emergencies. o Approximately 750 valves were proactively operated (10%); the majority were within the cleaning area and the 2019 reconstruction areas. Operating valves ensures that they will work when they are needed in an emergency or for construction activities. o Completed spring and fall maintenance of fire hydrants. o Underground utility locates – continued to meet regulatory requirements with a combination of in-house and contract staff (14,727 locates completed). o Approximately 2,350 services are protected by Backflow Prevention (BFP) – total, focus is on high risk use. An inspection of approximately 135 air relief valves in chambers occurred resulting in the replacement of five air relief valves and elimination of associated chambers in late 2019/early 2020. There were 90 watermain breaks in 2019, which is less than the 5-year average of 95. The 5-year average dropped due to 2014 (a very cold year) no longer counting. Replaced approximately 5,000 aging water meters. Implemented a mobile work management system for the Water Meter Shop to improve data accuracy, turn around time for general meter service orders and billing. Unaccounted for water was 11.0% (overthe 10% target). The unaccounted for water generally fluctuates around 10% (9-12%, with 10% being the 10 year average). 3 4 - 5 City of Kitchener Water Distribution DWQMS Management Review Pressure reducing valve maintenance was completed. Installed an auto flusher at the end of Strasburg Road to improve water quality. Rolled out a mobile solution for reporting watermain breaks to improve customer communication. Rolled out new processes for vacuum excavation work which increased efficiency. Third party construction activities damaged a 600mm Regional watermain on April 25 3 which caused pressure issues to 60% of the City (pressure zone 4) and over 10,000m of water loss. KU emergency response minimized disruptions and damages. The Region of Waterloo’s Strange Street Water Pumping station was offline starting in fall 2019 for installation of a manganese treatment system, which is suspected todecrease discoloured water issues in the surrounding area. The station upgrades should be complete by 2022. Completion of the Four Utility Review which ensured that the organizational structure was properly set up to support the collaboration and asset management opportunities outlined in the WIP. Impacts relating specifically to water include cross training of Construction and Maintenance Staff and diversion of some gas work to a different group to increase capacity for water related maintenance activities. A dedicated QMS Specialist for the drinking water system was filled in 2019. The role was previously split between gas and water. Initiation of re-vamped training programs – maintenance and operation program was completed along with DWQMS Awareness, Cut and Cap and Final Connection Training and Subdivision Inspection training. Non-compliance received in early 2020 for new watermains not being mapped within 12 months of replacement – see additional information under Areas of improvement for 2020. Replaced watermains as outlined in the 2019 City of Kitchener Road & Utility Capital Forecast. The Quality Management System (QMS) Operational Plan was brought to Council for re- endorsement. The Municipal Drinking Water Licence and Drinking Water Works Permit were renewed in 2019. Areas of improvement for 2020 are: Proceed with improvements to the As-built process in conjunction with Engineering. A work plan has been developed to address a non-compliance associated with the length of time to map as-builts and additional resources may be required to manage. See Incidence of Regulatory Non-Compliance section for additional information. Restart the hydrant painting program with an extensive backlog of hydrants to be painted (estimate of 750). 4 4 - 6 City of Kitchener Water Distribution DWQMS Management Review Roll out AMANDA for better tracking of Backflow Prevention/Cross Connection program. Develop mobile solutions in conjunction with the CityWorks team for water valve field inspections to minimize data entry, provide faster deficiency follow-upand free up resources. Continue with air relief replacement program, prioritized based on results of the chamber inspection program. Proceed with staff recruitment for two (2) Utilities Distribution Technicians as approved through the budget. Continue with two additional water training programs – Construction and Response (Emergency/urgent) to cross-train staff. Complete an Automated Meter Reading (AMR)/Advanced Metering Infrastructure (AMI)/Advanced Metering Analytics (AMA) Feasibility Study. Continue with identification of water driven or water only projects. Background One of recommendations from Justice O’Connor’s Part Two Report of the Walkerton Inquiry was “The Ministry of the Environment should require the owners of municipal water systems to obtain an owner’s licence for the operation of their waterworks”. Justice O’Connor also recommended that the Owners and Operating Authorities of these systems implement a quality management approach to operations and management. As a result of these recommendations a Drinking Water Quality Management Standard (DWQMS) under the was released in October 2006. Theand , requires the City of Kitchener to be licensed to operate and maintain Kitchener’s Water Distribution System. Some of the licensing requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the Owner. The City of Kitchener became licensed in August 2009 with a Financial Plan submitted in July 2010. Section 19 of the imposes a statutory standard of care on persons who oversee the municipal drinking water system: “…every person who, on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision- making authority over the system.” This standard of care includes Council since they have decision-making authority as the ‘Owner” of the system. Part of the standard of care includes requiring system owners to undertake financial planning and implement a QMS. 5 4 - 7 City of Kitchener Water Distribution DWQMS Management Review Other Related Water Quality Reports The City of Kitchener Summary Water Report – January 1st to December 31st 2019 (INS 020- 003) is a regulatory report provided to Council, which provides a summary of drinking water including adverse water quality incidences and water volume. The Kitchener Distribution System prepares an annual summary of the number of tests taken within the distribution system as well as the range of the results. A copy of this report is available on the Kitchener Utilities website. The Kitchener Distribution System is part of an Integrated Urban System, meaning the Regional Municipality of Waterloo is responsible for water treatment and the development and operation of a trunk water network to distribute treated water to Kitchener, Cambridge, Waterloo, Woolwich and Wilmot. There is a variety of groundwater supply wells (80%), treatment facilities as well as a Grand River (20%) source. The Region of Waterloo’s water infrastructure system is complex, consisting of numerous supply sources, pressure zones, reservoirs and pumping stations. Ensuring sufficient pressure and quantities to meet current and planned growth requires a long-term, co-ordinated strategy. The Region provides annual summaries for each supply and the information is available on their website with a link available at the Kitchener Utilities website. A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener supplies water to a small section of Waterloo (Ira Needles area) and water travels through the Kitchener distribution system to Breslau (Woolwich). The City of Waterloo’s water quality report is available on their website. Quality Management System Policy Kitchener Utilities owns, maintains and operates the City of Kitchener’s Drinking Water Distribution System. At Kitchener Utilities, we are committed to supplyingthe City with safe drinking water. We work together as the City of Kitchener and the Region of Waterloo to keep water matters top of mind. We are committed to these principles: 1. Quality Kitchener water is safely treated and regularly tested according to government legislation and regulations for the consistent delivery of safe, quality drinking water. We are committed to maintaining and continually improving the Quality Management System, and complying with applicable legislation. 2. Trust Trust us to look after your water needs by delivering quality water and reliable service. 6 4 - 8 City of Kitchener Water Distribution DWQMS Management Review 3. Value Tap water is the most economical choice. 4. Communication We will communicate openly with the public concerning matters of drinking water quality. 7 4 - 9 City of Kitchener Water Distribution DWQMS Management Review PART B – MANAGEMENT REVIEW System Description The scope of the waterworks begins at the point where treated water enters the watermain from the treatment facilities, and ends at the property lines of the consumers. There is no storage, chlorine boosting, secondary disinfection or pressure boosting within the control of the waterworks. At the end of 2019, the waterworks consists of approximately: 897.8 km of distribution watermain – 766 km Kitchener owned, 25 km Dual owned (joint ownership between Kitchener and Region) and 107 km Regional owned (22 km is untreated). 67,630 water meters in service. 4,500 hydrants (not including private hydrants). 7406 valves (not including service valves or hydrant valves) – 6,904 Kitchener owned, 135 Dual and 367 Regional. (See Appendixfor a map at end of this document) The waterworks system has the following permits and licences: Municipal Drinking Water Licence Drinking Water Works Permit Financial Plan Operational Plan The Licence and Permit were renewed in 2019. Water Infrastructure Program The Water Infrastructure Program (WIP) was initiated in spring 2017. Year 2 of maintenance- related work included (2019): Watermain cleaning program - cleaned 139km of the City. Valve maintenance and replacement programs – operated approximately 750 valves and replaced 40 broken or failing valves. Hydrant operation and maintenance (minor gap) – as a pilot program, fall dips were not completed on every hydrant, rather completed on a quarter of the hydrants based largely on spring inspections and known plugged hydrants. Results of the pilot program were reviewed and determined to be successful.The plan going forward will be to only complete dips on hydrants that require it – in 2019; this was 10% of the hydrants. 8 4 - 10 City of Kitchener Water Distribution DWQMS Management Review Underground utility locates – continued to meet regulatory requirements with a combination of in-house and contract staff (14,727 locates completed). Approximately 2,350 services are protected by Backflow Prevention (BFP), approximately 2,400 still require protection. Incidents of Regulatory Non Compliance A Ministry of Environment, Conservation and Parks (MECP) inspection was completed January 8 and covered February 1, 2019to December 31, 2019. The Ministry identified a Non- Compliance – The owner did not have up-to-date documents describing the distribution components as required. Condition 3.5 in Schedule B of the DWWP requires the City to update the map within 12 months of any additions, modifications, replacements or extensions to the distribution system. For further clarification, the 12-month clock starts when a watermain is commissionedand the public is able to consume the water from the respective watermain. Action:Work Plan was submitted to the Ministry outlining corrective actions to meet the requirements. A follow-up meeting to determine whether corrective actions were effective has been scheduled for May. The new Work Plan represents a higher level of service for the production and cataloging of as-recorded information. Additional resources may be required to meet the requirements and could be accomplished with resource sharing with the Engineering Division. Incidences of Adverse Drinking Water There were 26 Adverse Water Quality Incidences (AWQI) during the year, two of which resulted in self-imposed Boil Water Advisories (BWA). Of the low chlorine AWQIs (8 total) o Three were in areas of new subdivisions with no houses yet built. Along with dead ends, KU proactively flushes new areas until there are homes built and water is being used. o A new auto flusher was installed at one of these locations - at the end of Strasburg Road (a long dead end). Total coliform AWQIs (14 total) o All were on temporary sampling locations. Lead: o 2 distribution system AWQIs (hydrants) – the same hydrant was sampled twice. The hydrant had leaded ports and was on a street scheduled for reconstruction. o For private side exceedances, the City is not obligated to complete any additional corrective actions other than reporting, unless directed under the Medical Officer of Health. 9 4 - 11 City of Kitchener Water Distribution DWQMS Management Review Two self imposed boil watery advisorywas implemented - one at a property due to a sanitary service pipe damage andthe second was due to potential contamination from sewer damage during a watermain break. There were four locations with lead exceedances in the plumbing system, with two separate instances of exceedances(resamples). Since less than 10% of samples had lead exceedances, we can continue to complete a reduced lead sampling program in 2020. The Summary Water Report – January 1st to December 31, 2019 report (INS 020-003) discusses water quality compliance further. Action: No further action required – for information only 10 4 - 12 City of Kitchener Water Distribution DWQMS Management Review Deviations from Critical Control Points Limits and Response There were 90 watermain breaks in 2019, which is less than the 5-year average of 95. Of the 90, 10 were deemed to be Category 2. Category 2 watermain breaks require bacteriological sampling upon completion. The 5-year average decreased due to one of the high watermain break years being outside this window. Watermain breaks are weather dependent due to the frost movement with colder winters resulting in more breaks. Incident debriefs are completed for watermain breaks. This information helps to determine priorities for replacement due to condition. 11 4 - 13 City of Kitchener Water Distribution DWQMS Management Review 12 4 - 14 City of Kitchener Water Distribution DWQMS Management Review Unaccounted for water for was 11.0%; theMECP target is 10%. Water loss includes water used for construction watermain commissioning (e.g. new mains and replacement mains), water for temporary main supply during reconstruction, and wateruse for reactive flushing(e.g. discoloured water). The 10-yearaverage for Kitchener is 10%, although the percentage fluctuates. Action: No further action required – for information only Effectiveness of the Risk Assessment Process A risk assessment was completed on July22, 2019. The purpose of the risk assessment was to brainstorm potential risks and identify counter measures, where appropriate. The following is a summary: 13 4 - 15 City of Kitchener Water Distribution DWQMS Management Review o Reviewed risks with critical control points and discussed new potential risks: Damage caused by private development encroaching onto city property Contractors completing hydrant, curb stop maintenance Succession of Kitchener Utilities staff Lack of as-builts along LRT corridor o Preventive or Control measures changed in each risk, which was discussed. New information for the four new risks above. Revise risk assessment table. o Risk score changed for risk C13. Revise critical control point procedure. Remove CCP for risk C13. o Removal of infrastructure along LRT corridor due to it causing confusion in the fieldusing ArcReader. o Region well houses in the past did not have back flow prevention devices for their services. Possibility of investigating. o Review requirements for manganese and iron, which may be coming into Ontario regulations shortly. o Accidently creating a non-municipal year round residential drinking water system. Summary of Cross Connection Program (includes the Bulk Water Fill) as of end of the year: 2,350 services are protected by Backflow Prevention (BFP). Action: For Information Only Results of Internal and External Audits External: An external audit (on-site verification audit (Stage 2)) was completed by a certified external auditor (SAI Global) in August 2019. No non-conformances were found.Five opportunities for improvement were identified – these included: o Ensure that the operational plan is available for viewing by the public at the principal office of the owner and one other publicly accessible location in the geographical area served by the subject system as per the Directors Direction. o Ensure that the Document Control procedure for document retention of operational plans is 10 years, for those that were subject of an audit by an auditor for the accreditation body as per the Directors Direction: Minimum Requirements of Operational Plans. o Consider linking the relevant aspects of the DWQMS to the utilities activity matrix. o Ensure relevant aspects of the DWQMS are regularly communicated with Operating Authority personnel to promote ongoing awareness. o Consider communicating Opportunities for Improvement (OFI’s) to the owner including preventive actions that are part of the results of the internal audit summary report. 14 4 - 16 City of Kitchener Water Distribution DWQMS Management Review Internal: 21 total opportunities for improvement were identified from internal audits. As of December 4, 2019, o 12 (57%)of these opportunities have been acted upon and implemented; o 2 (10%) of these opportunities could not be implemented; and o 7 (33%) of these opportunities are still being investigated. 7 total preventive actions were identified from internal audits. As of December 4, 2019, o 5 (71%) of these opportunities have been acted upon and implemented; o Zero of these opportunities could not be implemented; and o 2 (29%) of these opportunities are still being investigated. Zero non-conformances and zero non-compliances were found during the internal audits. Two non-conformances and one noncompliance were found outside of the internal audits. Field audits were conducted for the first time. 7 internal audits were conducted in this audit season: o Watermain Breaks field audit o Hydrant Operating Checks field audit o Element 1, 2 and 3 audit o Element 4 and 6 audit o Element 12, 19 and 21 audit o Subdivision Inspections for New Development process audit o Record Keeping and Record Changes process audit Continuous Improvement Opportunities for improvement come from other avenues as well, such as external audits, staff suggestions, public concerns, management reviews, or the risk assessment meeting. In total, excluding the results from internal audits, there were: 61 opportunities for improvement, of which: o 38 (62%) were acted upon and implemented; o 6 (10%) could not be implemented; and o 17 (28%) are still being investigated. 26 preventive actions identified, of which: o 15 (58%) were acted upon and implemented; o 2 (8%) could not be implemented; and o 9 (34%) are still being investigated. 36 documents/processes were either created or revised, a summary of which is provided to staff. Action: Continual Improvement Log is updated monthly to discuss new items, track process and circle back to determine the effectiveness of implementation. 15 4 - 17 City of Kitchener Water Distribution DWQMS Management Review Results of the Emergency Response Training/Testing Emergency training for additional management staff placed into the on-call rotation was completed May 7, 2019. Staff emergency training did not occur in 2019 but it was postponed due to revamping the program and was scheduled in 2020 (training is every 3 years). The April 25, 2019 Charles St watermain event was used as a debrief. Debriefs are also completed for selected events. For example, debriefs after Boil Water and Drinking Water Advisories are completed to improve our processes. Action: No further action required – for information only Operational Performance Ongoing work with the Region for the Zone 2 and 4 Optimization – this will improve water pressures and supply in the southeastern end of the city. The majority of the work is Regional; however, there is coordination work with the City. This work is dependent on timing of development in the areas and as development proceeds, additional sections of the main are installed. Valves and temporary bypasses are installed to keep water circulation in sections of the Regional main. A section of new watermain was installed on Old Huron Rd in fall 2019 to prepare for this work. The Region’s Zone 4 Trunk Watermain project includes the installation of 750mm concrete pressure pipe watermain from the Mannheim Water Treatment plant across the southern portion of the City. Work commenced in 2017 and is ongoing. A section of the newly installed watermain between the Mannheim Water Treatment Plant and Bleams Road is temporarily being used as a Zone 5 watermain while the Ottawa St watermains are out of service. Future upgrades to Strange St Pumping station (anticipated in 2019-2020) will include additional treatment for manganese, which will decrease discoloured water issues in the surrounding area. The decreased supply may affect the watermain cleaning program if additional water conservation is required. Action: No further action required – for information only Raw Water Supply and Drinking Water Quality Trends There are known seasonal issues with the water supply: Fall - Grand River temperature changes may cause odour challenges in the source water, which may increase flushing requirements. Winter – temperature extremes may cause more watermain breaks in the system. 16 4 - 18 City of Kitchener Water Distribution DWQMS Management Review Action: No further action required – for information only Follow-up on Action Items from Previous Management Reviews Mobile project with direct data entry for water valves–scheduled for spring 2019. Action: project was moved to March 2020 StatusofManagementActionItemsIdentifiedBetweenReviews There were no items identified between the management reviews. Action: No further action required – for information only Changes that could Affect the Quality Management System MECP has a draft guidance document regarding the roles and responsibilities of the ORO (Overall Responsible Operator) and OIC (Operator in Charge). Impacts are not yet known. MECP has proposed changes to the Watermain Disinfection Procedure which may impact construction activities. The Federal government has a manganese limit, however the current provincial regulations, which Kitchener is, required to follow only has an aesthetic limit. It is anticipated that the province will follow suit with a maximum allowable concentration. The Strange Street upgrades are being complete in anticipation of this regulatory change. There are indications that the lead maximum allowable concentration will be reduced, which will likely increase the number of lead tests that are above the limits. Customers are not required to complete any corrective actions when elevated lead exists. The City is required to flush and resample if there is a lead adverse in the distribution system. The City tracks street with lead or suspected lead and includes them as part of the considerations for replacement. It is most cost effective to replace a number of lead services as part of a road reconstruction project, rather than individual services. Action: No further action required – for information only Consumer Feedback The number of customer water complaints has increased from 2017, but decreased from 2016. Of these complaints, discoloured water has been the most common over the last three years. 17 4 - 19 City of Kitchener Water Distribution DWQMS Management Review KU tracks the problem, cause and remedy for each complaint. The percentage of discoloured water complaints has been decreasing since the watermain cleaning program began in 2016. Pressure complaints are largely internal issues (softeners, internal plumbing). Other complaints include water hardness, no water, odour/taste, air in lines (white water), customer sample requests. The watermain cleaning process does cause generate additional complaints (see below map for area). Upgrades at Strange Street Pumping Station (late fall 2019) will reduce the source of iron and manganese entering the system. The 2019 cleaning program focused on cleaning this area prior to the pumping station coming back on line. 18 4 - 20 City of Kitchener Water Distribution DWQMS Management Review 19 4 - 21 City of Kitchener Water Distribution DWQMS Management Review All Water Quality Complaints 20 4 - 22 City of Kitchener Water Distribution DWQMS Management Review Discoloured Water Only Complaints Action: Continue with proposed watermain cleaning area in 2020. The 2020 area consists of 113 km of watermain plus 17km leftover from 2019 for a total of 130km. Resources Needed to Maintain the Quality Management System A mobile solution for inspection data entry would decrease administrative burden – working towards a mobile water valve program in 2019 but there are a number of programs that could be mobile. Proper completion of paperwork is an on-going struggle (e.g. valve replacements). Time is spent checking and filing paperwork to ensure that record changes and regulatory paperwork associated with field activities is being filled out and submitted. Additional 21 4 - 23 City of Kitchener Water Distribution DWQMS Management Review training was provided to staff regarding the importance of proper record keeping as well as appropriate record keeping techniques (e.g. not using white out or pencil). Action: No further action required – for information only Results of the Infrastructure Review Individual project selection is based on a number of factors including condition (watermain break history), material, criticality, watermain size, presence of lead services, shallow mains, and other infrastructure needs (storm, sanitary, road). 2019 reconstruction projects werelargelycompleted as per the 2019 Road & Utility Capital Forecast, however some projects will carryover into 2020. The Region replaces some Kitchener infrastructure as part of their projects (Kitchener funds). 2020 projects were finalized. Meetings were held with Asset Management and Engineering staff at both the City and the Region to determine future project needs. Issue papers are brought forward as part of the budget process, additional funding requests related to maintenance and water-only capital projects. The majority of water- only projects are included as part of Regional roadwork to minimize disruptions to citizens and be cost effective. Action: No further action required – for information only Summary of Maintenance Watermain cleaning - The watermain cleaning area is shown below. The green area was largely completed over 2018, pink was completed in 2017. The next map shows the proposed 2020 area (includes a remainder of the 2019 area). The purpose of watermain cleaning is to remove iron and manganese build up in the watermains.The iron and manganese cause discolouration in the water. Although iron and manganese are naturally occurring and not health related, discoloured water causes a public perception of issues with the drinking water. Provincial health related regulations might be coming in the near future. 22 4 - 24 City of Kitchener Water Distribution DWQMS Management Review 23 4 - 25 City of Kitchener Water Distribution DWQMS Management Review 24 4 - 26 City of Kitchener Water Distribution DWQMS Management Review Approximately 139 km of watermains were cleaned. The planned area was to clean 106 km of watermains but due to water restrictions in 2018,approximately 50km from 2018 were added to the 2019 program. Approximately 6 days remain in the 2019 area, which will be carried forward to 2020. Watermain cleaning activities were suspended in the late fall due to Regional Strange St work. A valve turning/exercising program was completed for 750 valves – the majority of valves were operated in the watermain cleaning area with additional valve operation in areas of reconstruction. Hydrant maintenance - spring was completedon all hydrants. The 2018 pilot of only completing a fall dip on hydrants based on spring inspections was a success and continued for 2019.Approximately 450 hydrants or 10% of hydrants were dipped in the fall. Hydrants are flushed to maintain chlorine residuals was completed in spring and fall. New development areas are flushed until the subdivision is built-up. There were 40 broken or failing water valves replaced. Leak detection survey – 1/3 of city completed each year. Follow-up is completed on potential leaks. Approximately 300km of mains were surveyed resulting in the identification of possible service leaks: 4 possible watermain breaks, one of which surfaced and was repaired prior to finalizing the report. The potential main leaks were identified on Viewmont Close, which was confirmed and repaired; Dailmer was confirmed not to be a break and Woolwich st (confirmed to be a valve leak, whichwas repaired). There were 15 possible hydrant leaks – 10 of which were repaired by tightening/draining and the other 5 were not leaking. Staff inspected 132 new connections on the watermains and 69 cut and caps. This does not include tapping new services or witnessing old service abandonment. This work requires 48 hours to schedule and is driven by new development and watermain replacement work. Anodes are installed on existing watermains whenever they are exposed (e.g. watermain breaks, valve repairs, hydrant repairs). Pressure Reducing Valves (PRVs)were inspected in 2019. An auto flusher was installed at the end of Strasburg Road watermain to improve water quality. A new process was developed for vacuum excavator work(generally curb stop related, demolition)to better track locates and status of work. Curb stop repairs were contracted out in the fall to better align resources (a crew is no longer required). Chamber inspections/pump outs for chambers containing air relief valves – approximately 135 occurred in 2019. Air reliefs are a potential risk to the system if they become submerged and there is a watermain break or incident in the distribution system. In late 25 4 - 27 City of Kitchener Water Distribution DWQMS Management Review 2019/early 2020,five air relief valves were installed with boulevard configurations, eliminating the chamber. The replacements were successful and moving forward, there will be an air relief replacement program to eliminate this source of risk from the distribution system. A Watermain break app was rolled-out at the end of 2019. The intent of the app is to provide real-time information to customers via website – for example the status of the repair (under investigation, repair), suspected length of time for an outageand road closures. If a watermain break is initially though to take 6 hours to repair and there are issues, the information can be updated with a new time. The app also loops into popular traffic apps for road closures and routes. Keeping traffic away from the area increases but staff and public safety. Customers can also sign up for emails at https://subscribe.kitchener.ca/subscribe Hydrant painting was not completed in 2018. Action: No further action required – for information only Effectiveness of Maintenance The effectiveness of the maintenance program is determined by the following factors: Number of Adverse Water Quality Incidents Water loss/unaccounted for water Water quality complaints Number of watermain breaks There were 26 AWQIs. Water loss/unaccounted for waterwas 11.0%. The number of quality complaints was at 295, 36% of which were related to discoloured water and 51% pressure (largely internal issues). The remainders included complaints relating to hard water (new residents are not always familiar with hard water), and general safety concerns. The watermain cleaning program has decreased the number of complaints. A map of discoloured water locations is included at the back of the report. It is anticipated that the Strange Street upgrades will decrease the volume of discoloured water complaints and reactive flushing. There were 90 watermain breaks in 2019, which is lower than the 5-year average of 95 breaks/year. Action: No further action required – for information only 26 4 - 28 City of Kitchener Water Distribution DWQMS Management Review Operational Plan Currency, Content and Updates Over 35 associated work instructions were either created or significantly modified. New procedure for Infrastructure Maintenance Rehab and Renal in September. Document Control procedure was updated as per the External Audit. Risk Assessment Procedure was updated as per the External Audit. Review and Provision of Infrastructure procedure was updated to DWQMS 2.0. Management Review procedure was updated to DWQMS 2.0. Action: No further action required – for information only Staff Suggestions Staff suggestions are included under the new Continual Improvement section of the report. Other Water Meter Replacement - 5036 aging water meters were replaced. There are 67,608 meters in the system with a backlog of approximately 14,000 meters to be replaced (replacement is targeted at 15 years for residential meters). Kitchener Utilities in conjunction with Asset Management revised condition score criteria for watermains. Score is based on watermain material, age, history of breaks, suspected streets with lead, service break history and shallow infrastructure. Other considerations including undersized mains, exposed infrastructure, water quality, potential loopings or orphaned mains (small piece of iron sandwiched between plastic) are included, however are not provided with a score. This is used with the criticality score to determine overall scores.The scores are combines with those of other infrastructure (sanitary, storm and road) to determine those, which are triple-funded replacement projects. Those watermains that do not meet the requirements for triple-funded may be identified as water only projects. Additional work to occur in 2020 to identify water driven projects. Development growth is anticipated to continue with both new subdivision, site plans and redevelopment, which creates on-demand inspection requirements for final connections, tappings and cut and caps. Water Consumption Trends – water consumption has increased in 2019 as it was projected to do (population demand outpaces water conservation measures). It could be that the trend may fluctuate a bit based on weather until population growth demands outpace water conservation measures. 27 4 - 29 City of Kitchener Water Distribution DWQMS Management Review It should be noted that the sanitary fees are based on the water consumption data so when consumption declines, it impacts both the water and sanitary budgets. Locates - Kitchener Utilities and their Locate Service Provider physically locate gas and water infrastructure for contractors prior to construction and excavation work. Approximately 14,727 locates were completed in 2019which is slightly below 2018 levels. Locate volumes are driven by customer requests and construction. 28 4 - 30 City of Kitchener Water Distribution DWQMS Management Review Action: No further action required – for information only 29 4 - 31 City of Kitchener Water Distribution DWQMS Management Review Appendix Water Distribution System Map 30 4 - 32 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:March 9, 2020 SUBMITTED BY: Kathleen Woodcock, Manager, Service Coordination and Improvement, 519-741-2200ext. 7597 PREPARED BY:Carrie Kozlowski, Executive Assistant, 519-741-2200 ext. 7395 WARD (S) INVOLVED:All Ward(s) DATE OF REPORT:February 20, 2020 REPORT NO.:CSD-20-003 SUBJECT:2020 Tier 2 Community Grants ___________________________________________________________________________ RECOMMENDATION: That 2020 Tier 2 community grants in the amount of $177,176be approved as outlined in Appendix A attached to Community Services Department report CSD-20-003; and further That the following organizations be approved to more to the Tier 1 grant process for the 2021 grant cycle: 1.The New Quarterly Literary Society (Wild Writers Festival) 2.NUMUS 3.Spiritus Ensemble BACKGROUND: Tier 2 community grants are intended to assist organizations/groups that provide not for profit services within the City of Kitchener for the common good of residents. Organizations/groups providing municipal services in the areas of arts and culture, special events, sportsand recreation and community support and development are considered for funding. Tier 2 grants typically fund new or emerging community organizations, events, and/or, initiatives. In 2019, Tier 2 grants ranged from $750 to $10,000. Organizations/groups applying for funding to the City of Kitchener for the first time or those who have received a Tier 2 grant in previous years are eligible to apply. Tier 1 organizations are eligible to apply for Tier 2 funding only for one-time special projects or events. A Peer and Staff Review Committee, comprised of three community volunteers and seven staff (representing arts and creative industries, special events, sport development, community development and neighbourhood development) reviews applications using a variety of assessment criteria such as community need, organizational need and capacity, partnership support and financial analysis. This committee allocates resources within budget availability and makes recommendations to Council. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 5 - 1 In November 2018, Councildelegated the consideration of appeals to a panel of staff, including theDirector, Neighbourhood Programs and Services; Director, Sport and Executive Director, Economic Development (CSD-18-088). REPORT: This report identifies organizations that appliedfor 2020Tier 2 grants, outlines the process used in assessing these applications and provides the Peer and Staff Review Committee’s recommendations for grant allocations. The process for 2020Tier 2 grants included: a public information session held on November 13, 2019 an application deadline of 5:00 pm on November 25, 2019 a review and assessment of applications by a Peer and Staff Review Committee using the city’s Grant Allocation Assessment Framework grant recommendations made by the Peer and Staff Review Committee over a series of meetings on January 14, 15, 16 and 22, 2020 to allocate resources an appeal submission deadline of 9:00 am on February 10, 2020 a meeting of the appeal panel on February 18, 2020to review appeals a notification to grant applicants of the Peer and Staff Review Committee’s recommendations Staff received 66Tier 2 grant applications, for a total request of $467,258in grant funding for 2020. The total amount of Tier 2 funding available for 2020is $176,239. Members of the Peer and Staff Review Committee (PSRC) reviewed each grant application in detail and, using the Grant Allocation Assessment Framework made decisions on grant allocations within budget availability.The PSRCrecommended the funding of 51 groups at a funding level of $176,176. The appeal panel ultimately recommends the funding of 52 groups at a funding level of $177,176 (see Appendix A). Committee members, both community volunteers and staff, spent considerable time and effort reviewing and assessing each application. Each member spent approximately 25– 30 hours reviewing the applications individually. The committee met fourtimes for a total of ten hours to make its final recommendations. The diversity of knowledge and expertise at the Peer and Staff Review Committee level, as well as the detailed review of each application package, ensures that each application is considered in context with all other applications when determining which grant requests should be recommended for funding. Appendix A outlines the grant applicants, the requested amounts and the final grant recommendations. This report also recommends the transfer of several organizations from the Tier 2 to the Tier 1 grant process. The Council approved FIN-GRA-525 states that organizations/groups receiving Tier 2 funding can be considered for Tier 1 funding after having received support from the City of Kitchener for five years or more. To receive Tier 1 funding, an organization must also be 5 - 2 incorporated, or agree to become incorporated within a specific timeframe, as a not for profit corporation and must enter into a legal agreement with the City, from one to five years in length. The agreements outline the responsibilities of the City and the responsibilities of the grant recipients including details of services/events for which the grant is provided, financial reporting requirements, and insurance/indemnity requirements. The chart below provides a summary of the organizations recommended to transfer to the Tier 1 grant process for the 2021 grant cycle. If approved, these groups will move with a base grant amount equal to their 2020Tier 2 grant. Note that as aresult of this change, there will be a corresponding reduction of $9,500in the amount of funding available for Tier 2 grants in 2021. 2020 grant Previous Tier 2 OrganizationType of grant recommendationfunding The New Quarterly Literary Society$2,000Cash2015-2019 (Wild Writers Festival) NUMUS$4,000Cash2015-2019 Spiritus Ensemble$3,500Cash2015-2019 Total$9,500 Grant Appeals In late January, staff notified all Tier 2 grant applicants of the Peer and Staff Review Committee’s recommendations for Tier2 grant allocations and advised them of their opportunity to submit a written appeal. Staff received appeals from twoorganizations. The total value of the appeals is $3,300: 1.Age of Majority Singers (appealed its recommended allocation. Amount under appeal: $1,000in kind) 2.The People’s Climate Foundation (appealed the recommended denial of its application. Amount under appeal: $2,300) Upon review of the appeal submissions, the appeal panel allocated each appellant $500. 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. FINANCIAL IMPLICATIONS: The budget for 2020Community Grants Tier 2 is $176,239. The Peer and Staff Review Committee and subsequently the appeal panel recommends a total allocation of $177,176, meaning that the Tier 2 grants budget will beoverspent by $937.It is likely some of the funding allocated to Tier 2 groups for inkind support will not be fully utilized which will offset this budget overage. If this does not occur, this overage would create a negative 5 - 3 variance that would either be offset bysurpluses in other areas of funded through the Tax Stabilization Reserve. COMMUNITY ENGAGEMENT: INFORM – The 2020Tier 2 community grant program was advertised on the city’swebsite, on social media, the Kitchener Citizen and Active Kitchener. Previous Tier 2 grant recipients received information about the 2020grant process. These groups were also invited to attend a public information session on November 13, 2019to meet sector staff and learn more about the Tier 2 grant program. All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to submit written appeals for consideration by the staff appeal panel. This report has been posted to the city’s website with the agenda in advance of the council/committee meeting. CONSULT – The Peer andStaff Review Committee provided invaluable expertisethroughout the assessment process. Their commitment and dedication are very much appreciated. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department 5 - 4 Appendix A CSD-20-003 - 2020 Tier 2 Community Grants Final grant Type of final Type of grant recommendation Organization NameGrant requestgrant request (after appeals recommendation process) Age of Majority Singers$6,500(in kind)$6,000(in kind) Alzheimer Society Waterloo Wellington$25,000$0 Arts4All$3,000$3,000 (Chandler Mowat Afterschool Art Program) Arts4All (Young@rt)$4,700($4,000 cash,$2,700($2,000 cash, $700 in kind)$700 in kind) Belmont Village Bestival$17,005($10,000 cash,$5,500($2,500 cash, $7,005 in kind)$3,000 in kind) Big Brothers Big Sisters of Waterloo Region$5,984(5,000 cash,$5,984(5,000 cash, $984 in kind)$984 in kind) Blank Page Initiative$800(in kind)$800(in kind) Brain Injury Association Waterloo-Wellington$2,000$0 Bulgarian Folk Dance School$2,500(in kind)$1,500(in kind) (Hopa-Tropa, Eha-Ha) Caribbean Dreams Concert$9,500(8,000 cash,$4,700($3,500 cash, $1,500 in kind)$1,200 in kind) Centre for Sound Music Education$5,403($3,000 cash,$2,403(in kind) $2,403 in kind) Cherry Park Neighbourhood Association$2,830(in kind)$2,830($870 cash, (Cherry Festival)$1,960 in kind) Community Coalition on Refugee and$3,500($2,500 cash,$3,500($2,500 cash, Immigrant Concerns$1,000 in kind)$1,000 in kind) Community Kitchen Co-operative Kitchener$9,620($8,000 cash,$7,720($6,100 cash, Waterloo Inc.$1,620 in kind)$1,620 in kind) Community Ministry$5,000$0 Cosmic Fishing Theatre$2,300($2,000 cash,$0 $300 in kind) Crossroads Productions$1,600($1,000 cash,$1,600($1,000 cash, $600 in kind)$600 in kind) Cycle Waterloo Group$12,500(in kind)$5,000(in kind) Divest Waterloo / Faith & the Common Good$5,100($4,700 cash,$3,400($3,000 cash, $400 in kind)$400 in kind) Forusgirls Foundation$17,302($14,999 cash,$0 $2,303 in kind) Frontier College$5,005($3,500 cash,$1,505(in kind) $1,505 in kind) Grand River Film Festival$4,500$3,500 Grand River Voices$6,000($3,000 cash,$3,350($1,500 cash, $3,000 in kind)$1,850 in kind) Green Light Arts$10,000($9,000 cash,$8,000($7,000 cash, $1,000 in kind)$1,000 in kind) Green Valley Neighbourhood$2,000$2,000 Hohner Avenue Porch Party$3,000$3,000 Homer Watson House and Gallery$2,000$0 iHelp$19,500$0 In the Cove$5,300($5,000 cash,$4,300($4,000 cash, An Experimental Performance Series$300 in kind)$300 in kind) Irish Real Life Festival$5,800($5,000 cash,$4,000 $800 in kind) JM Drama Alumni$10,000$10,000 Kitchener Chamber Music Festival$26,500($24,000 cash,$0 $2,500 in kind) KW Art Gallery$2,500$2,500 KW Comicon Group$5,275(in kind)$5,275(in kind) K-W Musical Productions$5,000($4,000 cash,$4,000($3,000 cash, $1,000 in kind)$1,000 in kind) Kwartzlab Society Inc.$3,500$3,500 Levant$14,000$4,000 1 5 - 5 Appendix A CSD-20-003 - 2020 Tier 2 Community Grants Final grant Type of final Type of grant recommendation Organization NameGrant requestgrant request (after appeals recommendation process) Maker Expo Events Organization Inc. $10,000($5,000 cash, $7,000($2,000 cash, $5,000 in kind)$5,000 in kind) Marit Collective$10,000($9,000 cash, $3,000($2,000 cash, $1,000 in kind)$1,000 in kind) Midtown Radio80002000 North Six Neighbourhood Association$14,150$0 North Six Neighbourood Association $1,300$1,300 (Earth Day) NoteWorthy Singers$2,000$2,000 Numus Inc.$10,000$4,000 O.E.I. Onsite Education Inc. $12,000$0 Optimist Club of Southwest Kitchener$1,250(in kind)$1,250(in kind) Page 1$5,000$2,000 Pat the Dog Theatre Creation$12,500$5,000 Pins and Needles Fabric Company/Women $10,000$3,500 Driven Inter-Arts Rainbow Reels Queer and Trans Film $2,400($1,600 cash, $1,800($1,200 cash, Festival$800 in kind)$600 in kind) Red Maple Senior Club$1,500$1,000 Rockway Entertainers$5,200($5,120 cash, $1,580($1,500 cash, $80 in kind)$80 in kind) Schneider Creek Porch Party$5,020($4,500 cash, $3,000($2,500 cash, $520 in kind)$500 in kind) Somali Canadian Association of Waterloo $10,000$5,000 Region SPECTRUM - Waterloo Region's Rainbow $5,500($3,500 cash, $5,000($3,500 cash, Community Space$2,000 in kind)$1,500 in kind) Spiritus Ensemble Inc.$4,500$3,500 Studio D20$5,000$2,000 Textile$2,300$2,000 The New Quarterly Literary Society $6,388$2,000 (Wild Writers Literary Festival) The People's Climate Foundation$2,300$500 THEMUSEUM$2,500$0 Tri City Flow$5,747($5,497 cash, $0 $250 in kind) Tri-City Indo Canadian Club$15,000$0 Tri-City Super Con$17,000($12,000 cash, $0 $5,000 in kind) Unwrap Theatre$7,500$2,000 Waterloo Region Nonviolence$1,179(in kind)$1,179(in kind) Totals$467,258$177,176 2 5 - 6 REPORT TO:Services Committee DATE OF MEETING:March 9, 2020 SUBMITTED BY:Cory Bluhm, Executive Director, Economic Development, 519-741-2200 ext. 7065 PREPARED BY:Karoline Varin, ProgramAdministrator, Arts & CreativeIndustries, 519-741-2200 ext. 7912 WARD (S) INVOLVED:All DATE OF REPORT:February 14, 2020 REPORT NO.:DSD-20-038 SUBJECT:2020 ARTIST IN RESIDENCE APPOINTMENT ___________________________________________________________________________ RECOMMENDATION: That Behnaz Fatemibe appointed as the 2020 City of Kitchener Artist in Residence as recommended by Public Art Working Group and Arts and Culture Advisory Committee; and further, That the Mayor and Clerk be authorized to execute an agreement, satisfactory to theCity Solicitor, with Behnaz Fatemi, outlining the obligations of the Artist in Residence appointment. BACKGROUND: Established in 1995 as the first municipal program of its kind, the City of Kitchener Artist-in- Residence program aims to engage the community in the production of contemporary art that reflects our shared identity and supports the development of local artists. The program delivers on the understanding that meaningful engagement in the arts,and growth of the creative sector contributes positively to thedynamism, authenticity, attractiveness and overall competitiveness of the City of Kitchener. Link: Learn more about the City of Kitchener's Artist in Residence program Theannual program includes community engagement components such as workshops and events, exhibitions in the Rotunda Gallery and Berlin Tower ARTSPACE, collaboration with City events, programs and facilities, and participation on Public Art Working Group (PAWG), a subcommittee of the Arts and Culture Advisory Committee (ACAC). The artist-in-residence is provided with an honorarium for the year. Since 2015, the call has been broadened to include artists working in any discipline, a shift developed in close consultation with PAWG and ACAC. Beyond visual arts, proposals include performing arts, dance, design, digital and media arts, folk and traditional arts, literature and spoken word, music, multidisciplinary works, opera, theatre, musical theatre and performing arts. The program continues to emphasize ahigh level of community engagement. ***This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 6 - 1 Activities associated with the artist-in-residence program occur throughout the city over the course of the year. Planning and preparation with city staff occurs from January to April. The project may be adjusted collaboratively during that time period and will then be executed from May to December 2020. REPORT: The annual call for proposals wasadvertised fromspring to fall in 2019. Thirteenproposals were submitted by the competition close in October 2019.Members of PAWG assessed the entries based on: Potential for meaningful exchange between the artist and community Artistic excellence Strength of the submission Balance of professional practice and community engagement Feasibility PAWG reached consensus at their November 18, 2019meeting, selecting Behnaz Fatemi as the recommended 2020City of Kitchener Artist in Residence. Ms. Fatemi is a newcomer to Canada. She has Bachelor of Fine Arts from the University of Guilan in Iran. In her artistic practice, she explores various media including painting, drawing and sculpture. Her personal experiences of homesickness, language and cultural adjustments, and divergent attitudes towardimmigration,have all contributed to a deeper reflection on the complexjourney of migration. For the residency, Ms. FatemiproposesThe Pegman Project (Appendix A),whichwill focusonexploring these themes through community conversation.The project will explore thequestion of how cultural backgrounds,past experiences, and social values,shape perspectives of immigrants and refugees.The project will ultimately emphasize the shared value of human experience. The Pegman Project will invite community members from both immigrant and non-immigrant backgrounds to workshops hosted by the artist, in which participants will create their own human- like clay sculptures.The medium of clay has no language, cultural or intellectual barriers. It isa very accessible material. A pegman is the icon used on Google maps to switch from a map to a street view. Participants will enhance their sculptures with mark-making to visually express their hopes and fears related to immigration.Ms. Fatemihopes that the process will allow participants to gain more profound insights into their own feelingsand behaviours.The sculptures will be gathered at the end of each workshopand fired in a kilnwith a transparent glaze. The resulting ceramic sculptures,documentary film footage,and photostaken during the workshop will be shown in a finalexhibitionat City Hall. Through her residency project,Ms. Fatemiwill create a space for respectful dialogue. The project allows for engaging insometimes difficult conversationsand building personal connections. 6 - 2 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: the delivery of core service FINANCIAL IMPLICATIONS: The $10,000artist honourarium and $2,500 allocation for expenses are supported by Arts/Creative Industryoperating budget. COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. CONSULT In addition to consulting on the Artist-in-Residence call forentry, PAWG serves as the selection committee for the position, as a subcommittee of ACAC. A PAWG motion that ACACsupport the selection of Behnaz Fatemias the 2020City of Kitchener Artist-in-Residence, was considered and supported by ACAC on January 21, 2020. COLLABORATE An important component of the Artist-in-Residence program is the requirement for meaningful public engagement. City staff works with the artist to identify interesting opportunities for public engagement and develop creative programming to suit these opportunities. Behnaz Fatemi will engage a very diverse community by approaching a variety of organizations from multicultural groups, indigenous groups, schools to community services groups to collaborate in hosting these workshops. ACKNOWLEDGED BY: Justin Readman, General Manager DSD 6 - 3 Appendix A: 4§¤ 0¤¦¬ ­ 0±®©¤¢³ 4§¤ 0¤¦¬ ­ 0±®©¤¢³ ¥®¢´²¤² ®­ ³§¤ ¬´«³¨ȃ¥ ¢¤³¤£ ±¤« ³¨®­² ¡¤³¶¤¤­ ­¤¶ ¨¬¬¨¦± ­³²  ­£ ±¤¥´¦¤¤²Ǿ  ­£ ®³§¤± ¬¤¬¡¤±² ®¥ ¢®¬¬´­¨³¨¤²ȁ )³ ¨²  ­  ³³¤¬¯³ ³®  ­²¶¤± ¬¸ °´¤²³¨®­ ®¥ §®¶ ¢´«³´± « ¡ ¢ª¦±®´­£Ǿ ¯ ²³ ¤·¯¤±¨¤­¢¤²Ǿ  ­£ ²®¢¨ « µ «´¤² ¨¬¬¨¦± ­³²  ­£ ±¤¥´¦¤¤²ȁ 0¤¦¬ ­ ¨­³¤­£² ³® ¡´¨«£   ¬´³´ « ´­£¤±²³ ­£¨­¦ ®¥ ³§¤ ¢®¬¯«¨¬¤­³²  ­£ ¢®­¢¤±­² ®¥  «« ³§¤ ¢®¬¬´­¨³¸ ¬¤¬¡¤±²  ¡®´³ ¨¬¬¨¦± ³¨®­ȁ 4® ¦ ¨­ ³§¨² ¨­¢«´²¨µ¤  ¦±¤¤¬¤­³Ǿ ­¤¶¢®¬¤±²  ­£ ®³§¤± ¢®¬¬´­¨³¸ ¬¤¬¡¤±² ¶¨«« ¢±¤ ³¤ ²¬ «« §´¬ ­ȃ«¨ª¤ ¢« ¸ ²¢´«¯³´±¤ ¡®³§ ¨­£¨µ¨£´ ««¸  ­£ ¨­ ¦±®´¯²ȁ 4§¤¸ ³§¤­ ¶¨«« ¤· ¦¦¤± ³¤£«¸ £¤¢®± ³¤ ³§¤¨± ¢±¤ ³´±¤² ³® µ¨²´ ««¸ ¤·¯±¤²² ³§¤¨± §®¯¤²  ­£ ¥¤ ±² ®­ ¨¬¬¨¦± ³¨®­ȃ±¤« ³¤£ ¨²²´¤² ¨­ ³§¤¨± ²´±±®´­£¨­¦²ȁ 4§¤ ¢®¬¬´­¨³¸ ¶¨«« ¢±¤ ³¤ ³§®²¤ £´±¨­¦ ¯®³³¤±¸ ¶®±ª²§®¯²ȁ 7§¤­ ¸®´ ¢±¤ ³¤   ¬´£ ®¡©¤¢³ ¶¨³§ ¸®´± § ­£²Ǿ ³§¤ ¯±®¢¤²² ¯´³² ¸®´ ¨­   £¨¥¥¤±¤­³ ²³ ³¤ ®¥ ¬¨­£Ǿ  ­£ §¤­¢¤  ««®¶² ¸®´ ³® ²¤¤ ¥±®¬   ­¤¶ ¯¤±²¯¤¢³¨µ¤ȁ )­ ¯ ±³¨¢´« ±Ǿ  ²   ¶§®«¤ȃ¡®£¸ ¤·¯¤±¨¤­¢¤Ǿ ¯« ¸¨­¦ ¶¨³§ ¢« ¸  ­£ ¬ ª¨­¦ ²¨¬¯«¤ ¡´³ ¢®­¢¤¯³´ « ²¢´«¯³´±¤²  ««®¶ ³§¤ ¯ ±³¨¢¨¯ ­³² ³® £¤¤¯¤­ ³§¤¨± ²¤«¥ȃ ª­®¶«¤£¦¤  ­£ ¨¬¯±®µ¤ ³§¤ § ±¬®­¸ ¡¤³¶¤¤­ ³§®´¦§³²Ǿ ¥¤¤«¨­¦²Ǿ  ­£ £¤·³¤±¨³¸ȁ 4§¤ 0¤¦¬ ­ 0±®©¤¢³ ¶¨«« ¤­¦ ¦¤ ¯¤®¯«¤ ®¥  ««  ¦¤² ¥±®¬ ¡®³§ ¨¬¬¨¦± ­³  ­£ ­®­ȃ¨¬¬¨¦± ­³ ¡ ¢ª¦±®´­£²  ««  ±®´­£ +¨³¢§¤­¤±ȁ 4§¤ ¶®±ª²§®¯² ¶¨«« ¡¤ §¤«£  ³ £¨¥¥¤±¤­³ «®¢ ³¨®­² ²´¢§  ² ¢®¬¬´­¨³¸ ¢¤­³±¤²Ǿ ¢®¬¬´­¨³¸ ®±¦ ­¨¹ ³¨®­² ®± ²¢§®®«²ȁ 7®±ª²§®¯² ¶¨«« § µ¤ µ ±¨®´² ¥®±¬ ³²Ǿ ¡´³ ³§¤¸ ¶¨«« ²§ ±¤ ³§¤ ² ¬¤ ®¯¤­¨­¦  ­£ ³± ¨­¨­¦ ¯§ ²¤Ȁ   ²§®±³ ¯±¤²¤­³ ³¨®­ ¶¨«« ¡¤ ¦¨µ¤­ ®­ ³§¤ ³§¤¬¤ ®¥ ³§¤ ¶®±ª²§®¯  ­£ §®¶ ³® ¶®±ª ¶¨³§ ¢« ¸  ­£ ¯®³³¤±¸ȁ 4§¤  ³³¤­£¤¤² ³§¤­ ¶¨«« ²¯¤­£   ²§®±³ ³¨¬¤ ³® ¥ ¬¨«¨ ±¨¹¤ ³§¤¬²¤«µ¤² ¶¨³§ ¢« ¸ ¥®± ³§¤ ¬ ¨­ ¯§ ²¤ȁ )­ ²®¬¤ ¶®±ª²§®¯²Ǿ ¯ ±³¨¢¨¯ ­³² ¶¨«« ¶®±ª ¨­£¨µ¨£´ ««¸ ®­ ³§¤¨± ²¢´«¯³´±¤² ¨­ ³§¤ ¬ ¨­ ¯§ ²¤Ǿ  ­£ ¤µ¤­³´ ««¸ ¦ ¨­ ¬®±¤ ¯±®¥®´­£ ¨­²¨¦§³² ¨­³® ³§¤¨± ¥¤¤«¨­¦²ȁ )­ ²®¬¤ ®³§¤± ®­¤²Ǿ £´±¨­¦ ³§¤ ¬ ¨­ ¯§ ²¤Ǿ ¯¤®¯«¤ ¶¨«« ¢®«« ¡®± ³¨µ¤«¸ ¶®±ª ®­ ®­¤ ²¢´«¯³´±¤ȁ (®¯¤¥´««¸Ǿ  ¥³¤± ³§¤²¤ ¬®±¤ ¢§ ««¤­¦¨­¦ ¦±®´¯ ¶®±ª²§®¯²Ǿ ³®«¤± ­¢¤  ­£ ¨­¢«´²¨µ¨³¸ ¶¨«« ¨­¢±¤ ²¤ ¨­ ¯ ±³¨¢¨¯ ­³²ȁ )­  ££¨³¨®­Ǿ ²®¢¨ «  ±³¨²³²Ǿ ¢®¬¬´­¨³¸  ¢³¨µ¨²³²  ­£ ¨¬¬¨¦± ³¨®­  £µ®¢ ³¤² ¶¨«« ¡¤ ¨­µ¨³¤£ ³® ²¯¤ ª  ¡®´³ ³§¤¨± ®¶­ ¤·¯¤±¨¤­¢¤²  ­£ ³® ¢±¤ ³¤ ²¢´«¯³´±¤²ȁ #®­²¤°´¤­³«¸Ǿ ³§¤ ¯ ±³¨¢¨¯ ­³²  ­£ ³§¤ ²¯¤ ª¤±² ¶¨«« ¡¤  ¡«¤ ³® ¤·¢§ ­¦¤ ³§¤¨± ¨£¤ ²Ǿ  ¢°´¨±¤ ­¤¶ ¨­²¨¦§³²Ǿ  ­£ ¯®²²¨¡«¸ ­¤³¶®±ªȁ ) ¶¨«« ¦ ³§¤± ³§¤ ²¢´«¯³´±¤²  ³ ³§¤ ¤­£ ®¥ ¤ ¢§ ¶®±ª²§®¯ ³® ¡¤ ¥¨±¤£ȁ 4§¤ ±¤²´«³ ­³ ¢¤± ¬¨¢ ²¢´«¯³´±¤² ³®¦¤³§¤± ¶¨³§ £®¢´¬¤­³ ±¸ ¬®µ¨¤²  ­£ ¯§®³®² ¶¨«« ¡¤ ²§®¶­ ¨­  ­ ¤·§¨¡¨³¨®­  ³ ³§¤ ¤­£ ®¥ ³§¤ ±¤²¨£¤­¢¸ȁ 6 - 4 REPORT TO: Services Committee DATE OF MEETING:March 9, 2020 SUBMITTED BY: Cory Bluhm, Executive Director, Economic Development, 519-741-2200 ext. 7065 PREPARED BY:Karoline Varin, ProgramAdministrator,Arts & CreativeIndustries, 519-741-2200 ext. 7912 WARD (S) INVOLVED:All DATE OF REPORT:February 19, 2020 REPORT NO.:DSD-20-039 SUBJECT:2019ARTIST IN RESIDENCE COMMISSION ___________________________________________________________________________ RECOMMENDATION: That the commissioningand installation of art work by the City’s 2019Artist-in-Residence, Mary Neilbe approved; and further, That the Mayor and Clerk be authorized to execute the Artist-in-Residence 2019 Commission Agreement with Mary Neil, subject to the satisfaction of the City Solicitor. BACKGROUND: Since the inception of the Artist in Residence program in 1995, the Artist in Residence has customarily developed a proposal for a commissioned art work to be added to the City’s ‘Artist in Residence Collection.’ As part ofthe annual program, a commission proposal is considered by the Public Art Working Group. Link:Learn more about the City of Kitchener's Artist in Residence program Artist in Residence art works have been installed in the public areas of City Hall and in various city-owned facilities such as community centres. The works reflect the creative work undertaken by the artist during their term of appointment. The majority are two-dimensional works of painting, photography or printswith a few sculptural works. Mary Neilwas appointed by Council to be the 2019Artist in Residence (CAO-18-002).Ms. Neil engagedcitizensthrough collaborative music making at various eventsand spacesthroughout the city. Participants used commonly-found repurposed materials as instruments to co-create musical compositionsthat allowed for accessible and informal exploration of music making. REPORT: Mary Neil is a singer, songwriterand a community musician with a Masters of Arts in Community Music. She is the founder of KW Junk Music, hosting participatory music events with musical instruments made from recycled items. Mary’s practice issituated in deeply understanding the *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 7 - 1 emotion and affect of the participants, environment, politics, and location in order to purposefully co-design workshops for particular communities. As the 2019 City of Kitchener artist in residence, Ms.Neil engagedwith participants creating music that reflects the values and diversity of communities across the City of Kitchener. Through her guidance and use of everyday objects, she facilitated accessible and rewarding opportunities to allow for musical expression regardless of musical abilities.These “community compositions” havealsoinspired her to grow her practice and creativity, continuing her work through collaborative music-making projects. In addition to working with KW Junk Music, Mary is also working on an album of songs inspired by issues faced by the rapid growth in our community, communicating narratives of people with lived experience.Since her residency started, her practice has been the focus of a CBC Arts article, podcasts and radio interviews. Ms.Neil’s immersive musical installation is currently part of the ‘Alarm’ exhibition at THEMUSEUM. Forthe commission, Ms.NeilisproposingtenrecordingsentitledSongsofKitchener, whichare a culminationoftenworkshopsandeventsfacilitatedbyMs.Neilatcommunitycentres, schools, porchparties,libraries, museums, andothercommunity spaces. Thegoaloftheworkshopsand eventswastoengagecitizensincreatingmusicaboutplace-making andidentitywithinourcity. Themusiccreation process wascollaborativeandtheendproductsreflecthowtheparticipants feelabouttheircommunity. ThiscommissionwouldallowfortheCityofKitchenertousethecommunitycompositionsand recordingsfreely.Itisproposedthattherecordingsbeplayedtocomplementprogrammingor purelyforpublicenjoyment.Therecordingswouldalsobemade availabletolistentoonline. th Furthermore,tocomplimentthereleaseoftherecordings,Ms.Neilwouldtakepartin a 25AIR anniversaryeventinthesummerof2020with a publicconcertfeaturingallthecommunity compositions. The Public Art Working Group (PAWG) supported the acquisition of this commissioned work at its meeting held on January 13, 2020. PAWG’s motion was forwarded to the Arts and Culture Advisory Committee (ACAC) for further support, which it received on January 21, 2020as follows: “That 2019Artist in Residence Mary Neil’scommission proposal for the artwork titled ‘Songs of Kitchener’ – ten musical community composition recordings– be accepted.” The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The commission of $2,000 is fully funded from the Public Art Reserve Fund. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. 7 - 2 CONSULT – As a permanent subcommittee of the Arts and Culture Advisory Committee, the Public Art Working Group provides oversight for the Artist in Residence program. The committee is a specialist working group whose members include, but are not limited to visual artists, curators, gallery administrators, educators, architects, urban planners, cultural workers and community activists. They review all public art proposals, including Artist in Residence commissions and provide recommendations supported by their expertise and engagement with the community. COLLABORATE – The Artist in Residence program requires the artist to offer a program with meaningful opportunities for community engagement. Mary Neil shared her passion for music making withyouth at Young@rts, elementary schools, withmulticultural and indigenous communities through Kultrun Music Festival and YuvaArts, and withpeople of all ages, genders, identities and cultures, at porch parties, Neighbours Day, Kitchener Market and festivals such as the Blues Festival and Belmont Village Bestival. ACKNOWLEDGED BY: Justin Readman, General Manager DSD 7 - 3 APPENDIX A MaryNeil 2019ArtistinResidence CommissionProposal Title:SongsofKitchener Tenrecordingsofsongscreatedduringthe2019residency Tencommunitycompositionscreatedbyvariousgroupsatdifferenteventsandworkshops hostingduringMary’sresidencyasthe2019ArtistinResidencewillberecordedtopublic demonstrationinsummer2020. Artist statement: MaryNeilis a singer,songwriter,communitymusicianwith a MAinCommunityMusic,and founderofKWJunk Music. Asthe2019CityofKitchenerartistinresidence,Mary’sresidency projectinvolvesengagingwithparticipantscreatingmusicthatreflectsthevaluesanddiversity ofcommunitiesacrosstheCityofKitchener.These“communitycompositions”haveinspiredher togrowher practice andcreativity,continuingherworkthroughcollaborativemusic-making projects.InadditiontoworkingwithKWJunkMusicsupportingcommunitiesandorganizations byofferingcreative,educationalmusic-makingopportunities,Maryisalsoworkingonanalbum ofsongsinspiredby issues facedbytherapidgrowthinourcommunity,communicating narrativesofpeoplewithlivedexperience. CommissionBackground: Therecordingsproposedforthe commission is a culminationoftenworkshopsandevents facilitatedbyMaryatcommunitycentres,schools,porchparties,libraries,museums,andother communityspaces.Thegoaloftheworkshopsandeventswastoengagecitizensincreating musicaboutplace-makingandidentitywithinourcity. The musiccreationprocesswascollaborativewithalltheparticipantsandtheendproducts reflecthowtheparticipantsfeelabouttheircommunity.Thisprojectwasdesignedtomake music accessible tothegeneralpublic.Participantsdidnotneedtohavepreviousmusical experienceandtheprocessallowedforeveryonetocontributetothecommunitycomposition. Thesongsreflectgreatprideinourcity. Itisproposedthattherecordingsofthecommunitycompositionbeplayedeveryhouronthe houroverthe outdoorCityHallspeakersfromJunetoAugust2020. A signwillbeplaced outsideCityHallbrieflydescribingtheresidencyprojectwherethesongsemerged.The recordingswillalsobemadeavailabletolistentoonline.TheCityofKitchenerwouldownthe songsandcouldusethemfreely.Marywillalsoprovide a publicconcertfeaturingallthe communitycompositionstolaunchthesummer2020initiative. 7 - 4 RE PORT TO:Community and Infrastructure Services Committee DATE OF MEETING:March 9, 2020 SUBMITTED BY:Barry Cronkite, Director, Transportation Services 519-741-2200, ext. 7738 PREPARED BY:Faranak Hosseini, Transportation Planning Project Manager 519-741-2200, ext. 7665 WARD (S) INVOLVED: All Wards (1-10) DATE OF REPORT:February20, 2020 REPORT NO.:DSD-20-035 SUBJECT:Vision Zero Review ___________________________________________________________________________ RECOMMENDATION: That Council direct Transportation Staff to develop a formal Vision Zero Strategyfor the roads under the jurisdiction of the City of Kitchener,that incorporates evaluation, engineering, engagement and education; that are within the span of the City of Kitchener’s control; and further, That City staff continue to work with Regional partners on enforcement and education related efforts that impact roads under the jurisdiction of the City of Kitchener. BACKGROUND: Council directed staff in October 2019 to research vision zero and determine what would be required for the City of Kitchener to declare itself a vision zero community. The term “Vision Zero” refers toa traffic safety strategy with the definitive and stated goal of Zero traffic fatalities and serious injurieswithin the community that it is established.Vision Zerohas become internationally recognizedandoriginated inSweden in1997.Vision Zero is basedon the following principles: Nopreventable loss of life is acceptable. Mistakes and driver error should be expected and anticipated, therefore traffic facilities should be designed toaccount for these mistakes and errors. Road safety is a shared responsibilityamong the peoplewho design, maintain, enforce rules onand use transportation infrastructure. The most common frame-work used whendeveloping an effective Vision Zero program is referred to as the “five E’s” of traffic safety. These are Evaluation, Engineering, Enforcement, *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 1 Education and Engagement.Vision Zero can only be achieved if all of the “five E’s” are successfully incorporated. REPORT: In order to assess what would be required to declare the City of Kitchener a “Vision Zero” community, staffreviewedthe experience of other Canadian municipalities thathave adopteda Vision Zero plan, reviewedthe City of Kitchener’s collision history, summarized the ongoing City of Kitchener’s safety improvement effortsand programs,and identified gaps andimprovement opportunities. A comprehensive summary of this review is as follows: Review of Other Municipal Vision Zero Plans Canadian municipalities of Toronto, Hamilton, Edmonton, London, Kingston, and Surreyhave all declared themselves vision zero communities.In order to make such a declaration, each municipality has prepared aVision Zero action plan thatacknowledgesthat achieving Vision Zero is amulti-disciplined effort thatrequires the cooperation of multiple stakeholders including but not limited toenforcement and police services, public health services and community stakeholders. Another common themethroughout the various action plansis a focus onthe safety needs of vulnerable road users such as pedestrians, cyclists, seniors andchildren; all of whom are typically overrepresented inserioustraffic related injuriesand/or death. Although the Vision Zero action plans vary from one city to another due to differing views and priorities, the “five E’s”; Evaluation, Engineering, Enforcement, Education and Engagement are the common principles that the safety action items all adhereto. A summary description of the “five E’s” are provided below. Evaluation: An effectiveVision Zero program requires a continuous data driven evaluation and analysis of the safety of the road network. This includes the ability to continuously track the impact of safety related efforts and understanding the causality behind the traffic related serious injuries and fatalities. Annual collision analysis and network screening are prime examples of an ongoing evaluation strategy. Engineering:The design, operations and maintenance of the transportation network can have a significant impact on thefrequency and severity of collisions occurring. Engineeringtactics contained in a vision zero strategyacknowledges the role ofhuman error and aims to account for these errors. For example, countermeasures such as traffic calming designs and dedicated infrastructure for vulnerable road users areproven to improve traffic safety for all road users. Enforcement: Inappropriate driver behaviour such as impaired driving, distracted driving and speeding aremajor contributorsto severe collisions. These high-risk behaviours 2 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 2 can be reduced through different types of police enforcementand related programs. Targeted enforcementof speeding, distracted driving and ride programs arecommon toolsin this area. Education: Increased awareness and education related toroad safety is fundamental to all vision zeroprograms. Educational programs/campaignsshould be targetedat different levels including children, young drivers, distracted and aggressive drivers, etc. Engagement: The continuous involvement of communities and other stakeholders iskey to a successful and effective Vision Zero program. Engagement provides the opportunity for the community stakeholders to contribute toideas and focused areas of priority contained within a VisionZero action plan. Supportingadvocacy groups that bothpromote and challenge roadsafety programs and plans is an example of a Vision Zero engagement strategy. A key element of any vision zero strategy within the City of Kitchener will be its interaction with and involvementwithThe Region of Waterloo, its policies and its various stakeholders, such as Waterloo Regional Police Services, Public Health and Grand River Transit. It is worth noting that Transportation staff at the Region of Waterloo havereviewed how its current roadsafety program compares to the Vision Zero plans that have been adopted in otherNorth American municipalities. The review(TES-TRP-17-21) concluded that the Region’s Road Safety Program (RSP)isinclusive and comprehensive in regards to principles, objectives, action items and results when compared to the Vision Zero plans of other municipalities. Therefore, at that time, the report recommendedthat the Regional Council continue to focus on decreasing traffic serious and fatal injuries through efforts contained within the Region’s RSP. While the Region of Waterloo has not formally committed to a Vision Zero strategy, their Road Safety Program is indicative of their desire to reduce serious injuries and fatalities as much as possible, using a planned, proactive approach. City of Kitchener’sCollisionHistory A review of the City of Kitchener’s historical collision data was conducted for the past five years. This analysis was conducted usingcollisions that occurred on the roads under the jurisdiction of both theCity of Kitchener and the Region of Waterloo. It should be noted that out of the 2,217 lane km of roads within the City of Kitchener, 1,569 lane km of roadway are under the jurisdiction of the City of Kitchener, 499 lane km of the roadway fall under the jurisdiction of the Region of Waterloo, and 149 lane km of roadway fall under the jurisdiction of the Ministry of Transportation. For the purposes of this review, roadways that fall under the jurisdiction of the Ministry of Transportation have not been included. The results of theanalysison the roads under the jurisdiction of the City of Kitchener is summarized in Table 1.The annual breakdown of the collisions is provided in Appendix A.The results of the analysis on the roads under the jurisdiction of the Region of Waterloois summarized in Table 2. 3 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 3 Table 1 – Collision Analysis – Roads under the Jurisdiction of the City of Kitchener Collision Analysis TypeResults Mode of Travel 6,085totalcollisions 5,802 collisionsinvolving vehicles only (95.4%) 165 collisions involving pedestrians (2.7%) 118 collisions involving cyclists (1.9%) Injury Type 4,999 collisionsproperty damage only (82.2%) 1,029 collisions minimal to minor injuries (16.9%) 50 collisions major injuries (0.8%) 7 collisions fatal injuries (0.1%) Serious Injury and Fatal A more in depth review of the data shows that while CollisionsReview collisions involving pedestrians or cyclists account for 5% of total collisions in Kitchener, cyclists and pedestrians account for 68% of all serious injuries. When looking at fatal collisions, cyclists and pedestrians account for 57% of fatalities. This shows that although the number of collisions involving a pedestrian or a cyclist is comparatively low, their likelihood of serious injury or death is much higher than drivers. Based on the data available to date, 38% of the drivers involved in these collisions are reported to have disobeyed the traffic rules. This includes improper turn, disobeying traffic control, failedto yield to right of way, etc. Also the data shows that 16% of the drivers were speeding when the collisions occurred. Table 2 – Collision Analysis – Roads under the Jurisdiction of the Region of Waterloo Collision Analysis TypeResults 13,246 collisions Mode of Travel 295 collisions involving pedestrians (2.2%) 232 collisions involving cyclists (1.7%) 10,182 collisions property damage only(76.9%) Injury Type 3,055 collisions personal injuries (23.0%)* 9collisions fatal injuries (0.1%) Note: The data shown in Table 2 is extracted from the Region of Waterloo’s 2018 Collision Report. Further analysis on the severity of injuries and/or location of fatal collisions was not conducted as this data is not readily available to City staff. 4 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 4 City of Kitchener’s Ongoing Safety Programs The City of Kitchenerhas invested in a number ofongoing transportation safety programs. These programs and projects are listedunder the relevantcomponent of avision zero programin Table 3. Table 3 – City of Kitchener’s Ongoing Safety Programs Vision Zero ComponentOngoing Efforts Traffic data collection Evaluation Collision data usage Selective Traffic Enforcement Program (STEP) Project impact evaluation Reactive (complaint driven) safety evaluation Complete Streets Guidelines Engineering 40km/h Speed Limit Review Separated Cycling Facilities pilot Cycling and Trails Master Plan Formal Traffic Calming Seasonal Traffic Calming School crossing guards School Travel Planning and School route safety Winter Sidewalk Maintenance Review Construction/work site safety Sidewalk Infill Policy Enforcement Waterloo Regional Police -2020 Road Safety Plan Region of Waterloo – Proposed and upcomingAutomated Speed Enforcement Program Region of Waterloo –Red light camera enforcement program Bike Kitchener Education Inter-municipal Partnership for Active Transportation and (IMPACT) Engagement Active School Traveleducational programs Resident-led Traffic Calming Cyclingand Trails Advisory Committee Waterloo Region Road Safety Campaign for Short-Term Construction Your Community, Your Choice campaign Regional Traffic Coordinating Committee Project based engagement Strategic Plan Engagement 5 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 5 Potential Improvement Opportunities There are significant road safety efforts being undertaken withinthe City of Kitchener by multiple departmentsand agencies.Comparing these efforts against best Vision Zero practices provides the opportunity to identify potential gaps and areas of potentialimprovement. Below is a high- level summary of the identified gaps in each category of the “five E’s”.The purpose of the following summary is to identify the general areasof improvement.Should Council choose to recommend that staff develop a vision zero strategy, further analysis will berequired. Evaluation Collision analysis is currently undertaken on a reactive basis when reviewing complaints, traffic calming inquiries and/or known concerns. This generallack of a systematic, proactive collision analysis and evaluation process is a clear gap and area that should be consideredfor improvement.A systematic approach such as an annual network screening program could help toidentify problematic areas in a more proactive manner. This provides the opportunity to prioritize safety interventions, such as traffic calming and police enforcement based on data and allows foroptimalresourceallocation. Engineering The City of Kitchener is moving toward a more balanced transportation system thatincorporates the needs ofall road users. This is reflected in the recently approved Complete Streets Guideline as well asthe Strategic Plan (People Friendly Transportation) and in theplanning and piloting ofa number of new initiatives targeted at creating a multi-modal network, such as the separated cycling facilities pilot, neighbourhood speed limits pilot and sidewalk infill program.. It is essential to continue planning, piloting and evaluating new safety related initiatives to better understand the benefits and challenges and to improve the designs to fitthe context of the City of Kitchener. Enforcement Continuous partnershipand communicationwith the enforcement authorities is essential to the success of any road safety related program. The City of Kitchener currently has a strong relationship with the Region of Waterloo Police Services and the other local municipalities in communicating the City’s safety concerns that require enforcement. Continuing and enhancing this partnership is essential to the future success of the City’s safety initiatives. Education Currentlythe City of Kitchener’seducational programs regardingroad safety are limited, primarily focused on active and safe routes to school and/or cycling education and information. However, there are continued education efforts that also occur through the Region of Waterloo, Public Health and/or the Waterloo Regional Police Services. The differing programs at multiple levels of government by various stakeholders makes understanding the benefit of these programs challenging. A comprehensivetraffic safety communications plan inclusive of all 6 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 6 applicable education and engagement plans would enable campaigns to be appropriately assessed and gaps in education determined. Engagement Current engagement effortsare typically project specific, though engagement surrounding the Strategic Plan did offer the community an opportunity to voice their concerns related to the City’s transportation system. That said, all vision zero strategies have proactive road safety specific engagement. Creating a strategic road safety committee consisting of members and representatives from various internal and external related organizations is an example of ways to enhance engagement efforts. Sharing and communicating the city’s efforts in the area of road safety to the general public is another important area to expand on. One of the ways to achieve this is through the development of interactive road safety related websites and open data portals. Results and Recommendations A successful Vision Zero plan is a multi-disciplined effort that, in the context of the City of Kitchener, would require strong support and partnership with the Regional municipality and other related organizations. Within Kitchener, generally roadways that are higher volume and higher speed (roadways that are considered the most dangerous, especially for vulnerable road users) are Regional roadways. That said, a Vision Zero Strategy can be established for the roads under the jurisdiction of the City of Kitchener that incorporates evaluation, engineering, engagement and education. Staff will continue to work collaboratively with Regional partners on enforcement and education related efforts that impact roads under the jurisdiction of the City of Kitchener, but are out of our span of control. The intent of a City of Kitchener Vision Zero Strategy would be to ensure alignmentwith the existing Region of Waterloo’s Road Safety Programand incorporate all of the elements contained in a vision zero strategy.The strategy wouldbe developed by staff to ensure the document is reflective of current conditions on our municipal roadways and would include specific action items under each category of the “five E’s” with the objective of reducing road fatalities and serious injuries on roads under the jurisdiction of the City of Kitchener.Staff anticipate that this strategycan be developed and presented to Council in 2021. It is worth noting that by ensuring that our strategy also alignswith the Region of Waterloo’s Road Safety Program, the City of Kitchener would be in a strong position to formally support and adopt any future programs that the Region of Waterloo may undertake, including Vision Zero. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN This report and recommended Vision Zero Strategyaligns with the Council approved motionthat st was passed on October 21, 2019,at the City of Kitchener’sCommunity and Infrastructure Services Committee Meetingas follows: 7 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 7 “That staff be directed to bring forward a report to a future Community and Infrastructure Services Committee meeting for consideration, related to what would be required to develop a plan to become a Vision Zero community” FINANCIAL IMPLICATIONS: The estimated costs for communications and engagement to inform, educateand engage residents of theproposed road safety programis $20,000.Should council wish to proceed then funding could be allocated from the 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 Development Services Department Attached: Appendix A – Collision Data Breakdown by Year – Roads under the Jurisdiction of the City Appendix B – City of Kitchener’s Ongoing Safety Efforts 8 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 8 Appendix A – Collision Data Breakdown by Year – Roads under the Jurisdiction of the City Collision Breakdown by Mode 2014 - 2018 Total Collisions Involving Collisions Involving a Collision Involving a Year Collisions Vehicles Only Pedestrian Cyclist 2014 1268 1216 28 24 2015128112084231 2016128212124030 2017 1257 1199 37 21 2018 997 96718 12 6085 5802 165 118 Total 95% 3% 2% Percentage Collision Breakdown by Injury 2014 - 2018 Total Property Minimal Minor Major Year Fatal Collisions Damage Only Injuries Injuries Injuries 2014 1268 1054 13174 8 1 2015 1281 1046 13486 12 3 2016 1282 1006 16598 11 2 2017 1257 1051 11973 13 1 2018 997842 92 57 6 6085 4999 641388 7 Total 50 82% 11% 6% 0% Percentage1% Major Injury Collision Breakdown by Mode 2014 - 2018 Collisions Involving Collisions Involving Collisions Involving Year Major Injuries Cyclists PedestriansVehicles 2014 82 33 2015 12 1 74 2016 11 3 44 2017 13 7 51 2018 61 23 50 14 21 15 Total Percentage 28% 42%30% 9 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 9 Fatality Collision Breakdown by Mode 2014 - 2018 Collisions Involving Collisions Involving Collisions Involving Year Fatal Cyclists PedestriansVehicles 2014 10 0 1 2015 3 0 21 2016 2 0 11 2017 1 0 10 2018 0 0 0 0 7 0 43 Total Percentage 0% 57%43% 10 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 10 Appendix B – City of Kitchener’s Ongoing Safety Efforts Vision Zero Ongoing Efforts Component Evaluation Traffic data collection: Traffic data is collected on an annual basis to determine the best locations to install traffic calming measures. Traffic speed and volume data allow staff to make data-based recommendations about traffic calming and other transportation initiatives. Each year data is collected on approximately 300 roadways andentered into a database. Collision data usage: currently the collision data is mainly used to prioritize traffic calming efforts. The data base is updated every year and is used as a determining factor in the traffic calming scoring system. Collision data is also used as the means to evaluate different safety countermeasures on a reactive basis. Selective Traffic Enforcement Program (STEP): Representatives from the Region of Waterloo, area municipalitiesand Waterloo Regional Police Services staff hold regular meetings to review traffic and collision data. In these meetings areas for targeted and increased enforcement are discussed and selectedto reduce operating speeds andto enhance safety. Project impact evaluation: The impact of all safety related projects including traffic calming projects, bike lane facilities, speed reduction projects, and all other safety countermeasures implemented are quantified and evaluated. Depending on the project objectives, the impact evaluation plan details and timelines aredesigned and the required data is collected before and after implementation. Reactive (complaint driven) safety evaluation: Upon receiving a traffic safety related complaint/concern, the necessary data is gathered and evaluated to identify the underlying causes of the traffic safety problem. Based on the evaluation results and available resources, a suitable countermeasure is determined and implemented. Engineering Complete Streets Guidelines: “Designing for safety” is a primary goal for the Complete Streets Guidelines, which provides extensive technical guidance, based on industry best practices. Street design guidance includes cross sections, intersections and street design features for each of the four travel modes: pedestrian, cycling, transit and motor vehicles. This guideline also provides related evaluation and education tactics to support the design improvements. 40km/h Speed Limit Review: Staff have conducted a pilot project on three neighbourhoods to reduce the posted speed limits from 50km/h to 40km/h in residential neighbourhoods and from 40km/h to 30km/h in school zones. Staff will evaluate the effectiveness of this approach and will report to Council in fall 2020. 11 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 11 Separated Cycling Facilitiespilot: Staff have piloted separated bike lanes on Belmont Avenue, Queen’s Boulevard and Water Street. Staff will evaluate the year round benefits, challenges and the cost associated with designing, implementing and maintaining these facilities. Staff will report back to Council in fall 2020. Cycling and Trails Master Plan: Staff are in the process of updating the cycling and trails master plan to improve safety and convenience for cyclists and pedestrians. Formal Traffic Calming:Each year staffcomplete three formal traffic calming projects. The three project locations are selected based on a ranking system using criteria such as speed, volume, and collision history. Formal traffic calming includes geometric changes to the roadway such as speed humps, speed cushions curb extensions, raised crosswalks, and pedestrian islands. The three locations that score the highest are recommended for the formal traffic calming process. Through this process local neighbourhoods are engaged to understand challenges, opportunities and to develop the most appropriate traffic calming approach for their roadway. Seasonal Traffic Calming: Seasonal Traffic Calmingincludes in-road flexible signs that are placed in the middle of the roadway to help calm traffic. Thesein-road signs narrow the roadway and provide a visual cue to drivers that slower speeds are appropriate. Seasonal traffic calming also includes radar speed signs. The purpose of radar speed signs is to slow cars down by making drivers aware when they are driving at speeds above the posted limits. Transportation staff work with Ward Councillors to determine the most suitable seasonal traffic calming locations each year. Our seasonal traffic calming measures are installed in April and removed in November before winter. School crossing guards: To improve safety for students, typically JK to Grade 6, the City assigns crossing guards at eligible locations using a justification system. For locations which meet the criteria, staff will then recommend a crossing guard to assist students in crossing the roadway on their way to and from school. School routesafety:School routes that require safety improvements are identified on a complaints-driven basis. Based on data gathered by the school travel planner, recommendations are made that prompt municipal transportation staff to conduct a reviewto determine theappropriate design improvements, which are then implemented as budget permits. Winter Sidewalk Maintenance Review: A review is being conducted to improve the winter sidewalk maintenance practices. This is to ensure a safe and well connected pedestrian network during winter conditions. Staff will report back to Council in spring 2020. Construction/work site safety: Staff make sure that all the contractors follow the road safety provisions for any construction/work site through requiring the contractors to apply for a construction/work site permit. The 12 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 12 permit requires the contractors to abide to the transportation safety rules and standards. Sidewalk Infill Policy: This policy provides a priority list for new sidewalk locations based on a scoring system which aims to provide a safe and connected network of sidewalks for pedestrians. Enforcement 2020 Road Safety Plan: The Waterloo Regional Police Service has launched a 2020 Road Safety Plan aimed at making our roads safe for all users.The plan outlines the Waterloo Regional Police Service’s commitment to reducing major injury collisions and fatalities on our roads and will focus on enforcement and education on the Fatal Four offences: impaired driving, distracted driving, speeding/aggressive driving, and seatbelt use. As part of the plan, several initiatives will be carried out throughout 2020, including an increased focus on rural enforcement and the formation of Traffic Services Special Enforcement Teams. A focus will be placed on increased RIDE programs, Selective Traffic Enforcement Programs (STEP), high complaint areas, educational campaigns and community partnerships. Education Bike Kitchener: Bike Kitchener provides educational campaigns, events and and materials regarding different cycling facilities and ongoing cycling Engagement projects. It also provides bike maps and bike parking locations to help navigate cyclists through the safest and most convenient route. A monthly e-newsletter provides regular information and updates on on- going cycling projects and new cycling facilities to promote cycling and educate all road users on best practices. Inter-municipal Partnership for Active Transportation (IMPACT) meetings: Regular meetings attended by representative from local municipalities, Region of Waterloo Police, public health, school travel planning, Canadian Automobile Association, Province of Ontario Ministry of Transportation and post-secondary institutions to discuss and plan educational campaigns to promote active transportation. Active School Travel educational programs: Dedicated programs managed by Student Transportation Services of Waterloo Region that elevate students'pedestrian skills and family traffic awareness.This educational programming covers basic to more complex environments such as crossingroundabouts and LRT tracks, and understanding the implications of traffic at the school site;and it is delivered through various models includingTrailblazers, Sidewalk Smarts, Drive to Five, etc. Student Transportation Services of Waterloo Region also supports the implementation of safety programs managed and promoted by third party entities to enhance students knowledge regarding safe behaviours as a road user. These include Walking School Bus, Cycling into the Future, CAA School Safety Patrol program, andChildren's Safety Village. 13 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 13 Cycling and Trails Advisory Committee: This is a committee consisting of residents with an interest in cycling and trails. Monthly meetings take place with City staff to engage and receive feedback regarding planned bike facility designs and educational campaigns. The aim is to incorporate feedback from the user perspective in the design process, educational materials, events and promotional campaigns. Resident-led Traffic Calming: Resident-led traffic calming is a grassroots approach where local residents can lead traffic-calming initiatives in their neighbourhoods with the City’s guidance and support. There is also grant money that might be available to fund resident-led initiatives. Resident- led traffic calming helps build community awareness around the issue of traffic safety. Waterloo Region Road Safety Campaign for Short-Term Construction: This road safety campaign is an ongoing public awareness initiative, that aims to change driver behavior in construction zones across Waterloo Region. This campaign raises awareness about the dangers of ignoring construction signage, educates road users on the rules of the road (specifically in construction zones), encourages compliance and works to reach varied audiences to reduce injuries and fatalities and to promote long-term behaviour change related to driving. This campaign runs during the summer/fall construction season. Your Community, Your Choice campaign: This campaign is run by the Region of Waterloo Police. Through thismonthly road safety campaign, entitled Your Community, Your Choice, the Service will focus on encouraging all road users to play a part in ensuring our roads are kept safe. This campaign is run bythe Region of Waterloo Police Services and focuses on educating and engaging all road users to make roads safer. This campaign focuses on the four fatal offences of impaired driving, distracted driving, speeding and aggressive driving, and seatbelt use. Regional Traffic Coordinating Committee: Area municipalities, including the Region of Waterloo, Waterloo Region Police Service, and Grand River Transit meet on a quarterly basis to discuss traffic and transportation related issues across the region. This forum provides an opportunity for municipalities to update on ongoing efforts, strategize on initiatives with regional impact, and review policy direction from transportation institutions and other levels of government. Project based engagement: Road safetyprojects in the City are accompanied by an engagement campaign. This includes comprehensive surveys to receive feedback, advocacy groups engagement and stakeholders engagement of other public authorities. These efforts are usually not continued and end with the conclusion of the project. 14 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 14 Strategic Plan Engagement:People-friendly transportation was identified as one of the City of Kitchener’s five goals in its 2019-2022 Strategic Plan. This goal, which aims to “transform how people move through the city by making the transportation network safe, convenient, comfortable and connected” was drawn form the year-long consultation process conducted during the plan’s development. Transportation-related topics accounted for three of the top seven priorities among Kitchener residents through a statistically-valid Environics survey. Issues related to traffic safety and road design were cited 210 times when the city’s advisory committees tabulated the top issues brought to them by Kitchener residents. This led to the inclusion of People-friendly Transportation as one of the City’s five goals – subsequent consultations with council, Kitchener residents and the Compass Kitchener citizen advisory committed reaffirmed that this goal reflects the community’s feedback. 15 *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 15 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:March 9, 2020 SUBMITTED BY: Barry Cronkite, Director, Transportation Services 519-741-2200, ext. 7738 PREPARED BY:Steven Ryder, Traffic Planning Analyst 519-741-2200, ext. 7152 WARD (S) INVOLVED:Wards 3, 4, 10 DATE OF REPORT:February 10, 2020 REPORT NO.: DSD-20-036 SUBJECT: 2020 Formal Traffic Calming Reviews – Initiation Approval ___________________________________________________________________________ RECOMMENDATION: That traffic calming reviews for the following roadways be initiated in 2020: East Avenue – between Weber StreetEastand Krug Street Pioneer Tower Road – between Baxter Place and Pioneer Ridge Drive Biehn Drive – between Old Huron Place and Caryndale Drive BACKGROUND: The existing City of Kitchener traffic calming policy was adopted by Council in March 2014 (INS- 14-042). The traffic calming policy outlines evaluation criteria that provide a fair and consistent review of streets, while defining and prioritizing individual streets that are most in need of traffic calming, from a traffic safety perspective. Through budget deliberations, the budget for traffic calming has been approved to support the provision of traffic calming measures for three (3) traffic calming reviews in 2020. It is anticipated that while these reviews will be initiated in 2020, installation will occur in 2021. RE PORT: The intent of traffic calming is to reduce vehicle speeds, deter non-residential traffic from the area and reduce the incidence of collisions, thereby increasing safety for all users within the right-of-way. The types of traffic calming measures selected depend on the issues being addressed and the function of the road. Transportation Services manages a traffic calming priority list. This list includes all roadways that have had requests for traffic calming measures, either through a request from Councilor Kitchener residents. These streets are reviewed on an annual basis, with respect to speed, volume, collisions, and safety factors. Attached is the current traffic calming priority list which *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 9 - 1 has been filtered to display only warranted roadways (Appendix‘A’). Currently, there are a total of 29locations on the priority list that are warranted for traffic calming. PROPOSED TRAFFIC CALMING REVIEWS East Avenue (Weber Streetto Krug Street) th Ranked 4on the warranted traffic calming list with 58points; Designated asa Major Collectorroadway with posted speed limitsof 40 and 50 km/h; th percentile speed (at whichdrivers travel at or below): 63km/h; 2019recorded 85 2019recorded AADT (average annual daily traffic): 3,948vehicles; Identified concerns include speeding and traffic volumes, which can be addressed through the traffic calming review; On-street cycling facilities are present for this section of East Avenue (combination of bicycle lanes and temporary green sharrows until the LRT construction was completed). Pioneer Tower Road th Ranked 6on the warranted traffic calming priority list with 69 points; Designated as a Local roadway with a posted speed limit of 50 km/h; th 2018 recorded 85percentile speed (at which drivers travel at or below): 58 km/h; 2018 recorded AADT (average annual daily traffic): 3,434 vehicles; Identified concerns include speeding and traffic volumes, which can be addressed through the traffic calming review. Biehn Drive th Ranked 8on the warranted traffic calming priority list with 54 points; Designated as a Major Collector roadway with a posted speed limit of 50 km/h; th 2018 recorded 85percentile speed (at which drivers travel at or below): 59 km/h; 2018 recorded AADT (average annual daily traffic): 4,670vehicles; Identified concerns include speeding and traffic volumes, which can be addressed through the traffic calming review. East Avenue,Pioneer Tower RoadandBiehn Drive are ranked #4, #6 and #8, respectively, on the 2020 warranted traffic calming priority list. OTHER ROADWAYS CONSIDERED st Lennox Lewis Way(ranked 1) is not being recommendedat this time,due to its predominantly industrial nature. Staff recognize that there is a large high school, community center and adjacent sports fields, but the lack of a residential component along Lennox Lewis Way limits the benefit of formal traffic calming. Further, Lennox Lewis Way wasadded to the traffic calming priority listing in late 2019, and therefore staff have not had opportunityto gather updated traffic data, or determine if there are other measures more suitable along the roadway rather than formal traffic calming. 9 - 2 Stirling Avenue Southfrom Homer Watson Boulevard to Highland Road West (ranked nd 2 ) was reconstructedin 2019 and includeda narrower road width, a redesigned intersection atPleasant Avenueand cycling facilities funded by the Ontario Municipal Commuter Cycling Program. The data used to calculate the formal traffic calming warrant predates the re-construction ofStirling Avenue South. Accordingly, Transportation Services will collect traffic data with the intent of re-evaluating this section of Stirling Avenue South with regards to traffic calming priority. rd Doon Valley Drive(ranked 3) is within the ongoing Lower Doon and Conestoga College Node Study being led by the City of Kitchener. Transportation Services will wait for the results of the study before re-evaluating the potential need for traffic calming along Doon Valley Drive. th Westforest Trailfrom Victoria Street South to Highland Road West (ranked 5) was recommended for a formal traffic calming review in 2019, but was postponed in order to evaluate the potential impacts of a seasonal traffic calming measure on Westforest Trail. Seasonal traffic calming on Westforest Trail has been successful and has led to a th decrease of the 85percentile speed by approximately7 km/h. This success has mitigated the need for a formal traffic calming review at this time. Seasonal traffic calming measures will be implemented on this segmentof Westforest Trailagainin 2020 andstaff will continue to monitor. th Fairfield Avenuefrom Margaret Avenue to Ridgewood Avenue (ranked 7)is scheduled for a full reconstruction in 2023. Transportation Services will explore appropriate measures that can be implementedto calm traffic through the reconstruction using the Complete Streets Guidelines. Kenora Drivewas recommended for a formal traffic calming review in 2019. However, because Holborn Drivewas in greater need of traffic calming andlocatedwithin the same neighbourhood (Idlewood – Ward 2), a formal review of Kenora Drive was postponed. The traffic calming priority listing is updated annually and Kenora Drive has since fallen th in the rankings to 11. Staff will continue to monitor traffic volume and speed along Kenora Drive and will recommend as appropriate. PROJECT UPDATES There are three (3)formaltraffic calming reviews that were initiated in 2019 that may be constructedin 2020pending further review and Council approval. A staff report will be presented to Council in April 2020 for approval of implementationfor the following locations: Deer RidgeDrive Robert FerrieDrive(South Creek Drive to Doon South Drive) HolbornDrive 9 - 3 2020 PUBLIC ENGAGEMENT PILOTFOR FORMAL TRAFFIC CALMING The formal traffic calming review process is currently broken down into five (5) phases, which includestwo (2) public information centres (PICs) for affected residents to attend. The first PIC is held early in the processto introduce the project and share opportunities and challenges. The second PIC is held later in the process to present a preferred traffic calming planto residents. While this approach has worked well in the past, residents have become more informed of formal traffic calming and its impact as its use becomes more commonplace. As a result, Transportation Services is proposing to pilot a modified public engagement process, which would see one (1) public design charrette held rather than two (2) town hall style meetings. The proposed change will include amore involved engagement opportunity through ahybrid meeting thatwill still include a presentation followed by a publicdesign charrettefacilitated by staff. The presentation will introduce the traffic calming process, opportunities and challenges similar to the current process. The designcharretteportionwill give residentsthe opportunity to participate in the design process through small breakout groups each facilitated by a transportation staff member. Participants can mark upplans of the subject roadwayand can engage in smaller collaborative discussions.Using feedbackfrom the design charrette a draft preferred plan will be mailed to eachaffected resident for comment before coming to Council for final approval. For the recommended 2020 locations, Transportation Services intends on piloting this modified public engagement process for two of three proposed locations; East Avenue and Biehn Drive. Pioneer Tower Road will follow the current public engagement process. This will afford staff the opportunity to do a comparative analysis of the two separate meeting types. 2020 SEASONAL TRAFFIC CALMING UPDATE In 2019, the Seasonal Traffic Calming Program included eight (8) in-road flex signsperward, and a total of seven (7) speed radar display boards that rotated amongst all 10 wards. Staff have proposed that the2020Seasonal Program involves an increase of in-road flex signs to 10per ward, which is an increase of two (2) units per ward compared to 2019. Additionally there will be anincrease to the number of speed radar display boards to 10 from seven (7), which would providefor one dedicatedspeed board per ward, which will be rotated monthly to address ongoing requests. Additionally, staff are recommending that 10extra flexible delineators be available as a contingency for staff to deploy in areas that are most in need.This is also in recognition that while the seasonal measures have traditionally deployed evenly amongst all wards, wards differ in size and degree of traffic related concerns. This affords staff the ability to address concerns accordingly. Transportation staff will continue to work together with each ward councillor and with Operations staff through the winter to plan and coordinate the locations for the seasonal measures so that 9 - 4 the implementation of the measures can commence as early as possibleon an annual basis. This coordination is critical to ensure that successful locations are evaluated and selected, hardware is installed,appropriate no parking signageiscoordinated,and staff resources are planned accordingly. 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. FINANCIAL IMPLICATIONS: Council has allocated $210,000for the completion of three (3) formal trafficcalming reviews in 2020. This budget will be applied to the planning, design, and installation of traffic calming measures. The purchase of 30 additional flexible delineators and 3 speed display signs will cost approximately $25,000 and will be taken from the existing small scale traffic calming budget. The operating expenses for the 2019 Seasonal Traffic Calming Program was approximately $25,000 for the 80 flexible delineatorsand seven (7) radar display boards. With the proposed increase from 80 to 110 delineatorsand seven (7) to 10 radar display boards, the estimated operational expenses for 2020 will total approximately $40,000and will also be funded through the existing small scale traffic calming budget. COMMUNITY ENGAGEMENT: Residents located along each of the proposed roadwaysrecommended for formal traffic calming, and those in the surrounding catchmentareaswho are directly affected, will be engaged by way of a minimum of one (1) public meeting, two (2) surveys, and other forms of communication. Each project will be assigned a project manager who will be a single point of contact for residents throughout the course of the traffic calming review. If approved, staff will be piloting the new engagement process for two (2) of the three (3) locations for 2020. 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 Development Services Department Attached: Appendix A – 2020Warranted Traffic Calming Priority List 9 - 5 Appendix B – East AvenueProposed Traffic Calming Study Area Appendix C – Pioneer Tower RoadProposed Traffic Calming Study Area Appendix D – Biehn DriveProposed Traffic Calming Study Area Appendix E – New Traffic Calming Pamphlet 9 - 6 Appendix A Warranted Traffic Calming Priority List 20 20 9 - 7 Area Catchment LEGEND Appendix B Proposed Traffic Calming Study Area - East Avenue Subject Area - 9 - 8 Catchment Area LEGEND Appendix C Proposed Traffic Calming Study Area - Subject Area Pioneer Tower Road - 9 - 9 Catchment Area LEGEND Appendix D - Proposed Traffic Calming Study Area Drive Subject Area - Biehn 9 - 10 Appendix E New Traffic Calming Brochure 9 - 11 9 - 12 REPORT TO: Community & Infrastructure ServicesCommittee DATE OF MEETING:March 9, 2020 SUBMITTED BY: Bu Lam, Director, Sanitary and Stormwater Utilities(SSU) x4212 PREPARED BY: Nick Gollan, Manager, SSU Planning and Programs x7422 WARD (S) INVOLVED:All DATE OF REPORT:February 27, 2020 REPORT NO.: INS-20-002 SUBJECT: Disaster Mitigation Adaptation FundProjects – Resourcing Requirements RECOMMENDATION: That Council approves the addition of one (1) Design and Construction Project Manager, one (1) Water Resources Modeller and one (1) Program Assistantto meet the program obligations identified in the Disaster Mitigation and Adaptation Fund agreement. BACKGROUND: The City’s Integrated Stormwater Management Master Plan (ISWM-MP) and Corporate Climate Action Plan identify flood risks as one of the most significant climate change-related risks for the city. Through a variety of strategies, the ISWM-MP established a long-term Implementation Plan to adapt the city’s existing and future infrastructure to be more resilient to the impacts of climate change. These strategies include retrofitting and naturalizing existing stream channels, implementing stormwater management infrastructure where appropriate (e.g., stormwater ponds), and applying climate change criteria into thedesign of future infrastructure. In 2018, the Government of Canada launched the Disaster Mitigation and Adaptation Fund (DMAF), a national merit-based program investing $2billionover a ten-year period (2018- 2028)to support large-scale infrastructure projects that help communities better manage risks of disasters triggered by natural hazards related to climate change. Given the close alignment of the city’s ISWM-MP with the objectives of the DMAF program, the citywas informed it was approved for $49.99M of DMAF fundingin the spring of 2019. The city’s successful application for DMAF funding acceleratesimplementation of several strategic components of the ISWM- MP, which will support the city’s efforts to reduce climate change risks and offset future investment needs that would have otherwise been required to increase the city’s climate resilience. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 10 - 1 REPORT: TheCity was informed its DMAF application was successful in the spring of 2019. Since a signed agreementwas not executed prior to the federal election in October, there was uncertainty of how the DMAF program might be impacted based on the outcome of the election. Given this uncertainty, staff were uncomfortable bringing forward a request for additional resourcing in the fall of 2019 to coincide with the regular budget cycle. Instead, staff identified the anticipated need for additional resourcing (FTEs) to deliverDMAF in the capital issue paper (CAP 08), and that resourcing needs would be evaluated and brought back to Council once DMAF program details were established. In February 2020, the DMAF Agreementwas signed and executed, securing the terms of the program.Now that the requirements to deliver the program are explicitly defined,staff have identified three additional FTEs that are neededin 2020to successfully implementthe DMAF program and support the city’sclimate changemitigation efforts. The Kitchener DMAF program is comprised of almost 100 discrete capital projects ranging from road reconstruction projects to new stormwater management facilities on city-owned lands. DMAF funding will achieve an incremental increase in stormwater-related projects for the city over the program’s remaining eight-year timeframe. All DMAF project work must be completed by March 2028. The delivery of the proposed capital projects within the defined DMAF program term (2018-2028) is beyond the ability of the existing staffing complement in the Sanitary and Stormwater Utilities. Therefore to meet the city’s obligations outlined in the Agreement, additional staff resources are required. Staff positions required for incremental workload increases are considered eligible expenses under the DMAF framework and are fully funded within the existing approved budget. The three new positions needed are as follows: Program Assistant: this position is required to fulfill the reporting requirements and associated project tracking of the DMAF program. There are progress reports required, at minimum, every 6 months that also require the inclusion of claim submissions and copies of all invoicing and relevant project files. The Program Assistant would also assist project managers tohelp streamline and deliver various project administrative tasks. It is anticipated that approximately 0.5 FTE is required for DMAF program support; however, there is also an administrative need within the Sanitary and Stormwater Utilities division that would more than fill the remaining 0.5 FTE. This administrative support is currently being provided by a temporary Information Officer under contract until September 2020. Design and Construction Project Manager: This position will manage DMAF-related capital projects and administer associated project tasks. Given the incremental increase in work resulting from the DMAF program (~100 new projects over the remaining eight- years) and the nature of multi-year projects stacking over time, this additional project manager will provide the needed capacity within the Sanitary and Stormwater Utilities’ Planning and Programs sectionto deliver the city’s project commitments under DMAF. Additionally, asignificant scope of stormwater capital works prioritized in the ISWM-MP 10 - 2 are still tobe implemented outsideof the DMAF program.It is anticipated that this project manager will support the implementation of these initiatives after the DMAF program concludes in 2028. Additional project management support may be required to deliver the planned DMAF capital projects; however, it is anticipated that short-term contracts will be utilized to address project management delivery in the event that additional resources are required. Water Resources Modeller: A new INFOWORKS ICM stormwater model will be online in 2020. There is an opportunity to combine the existing sanitary model into the stormwater model to create a comprehensive modeling package to support long term sanitary and stormwater planning. A full-time modelling position would utilize and maintain the modeling software and provide on-going support for the Sanitary and Stormwater Utilities in capital planning and design,including all DMAF projectsand all future capital projects after the completion of DMAF in 2028. Staff recommend the approval of permanent FTE resources to implement the DMAF projects giventhe duration of the funding program, provisions in existing collective agreements limiting the terms of contract staff, and the ability to makefuture adjustments to resourcing through vacancies. 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. FINANCIAL IMPLICATIONS: Staff time required to deliver DMAF projects are eligible expenditures under the DMAF program and will be charged to the corresponding capital projects.There will be no impact to the city’s operating 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: Previous reports related to DMAF include DSD 18-168 and DSD 19-143. CONCLUSION: In order to achieve the objectives of the DMAF programand meet the city’s obligations under the program, it is recommended that three (3) new FTEs, as identified above, be hired and funded through the DMAF program. ACKNOWLEDGED BY: Denise McGoldrick, General Manager, Infrastructure Services 10 - 3