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HomeMy WebLinkAboutCouncil Agenda - 2020-08-24 COUNCIL AGENDA MONDAY, AUGUST 24, 2020 CITY OF KITCHENER 7:00 P.M. ELECTRONIC MEETING (TELEVISED) 200 KING STREET WEST Due to COVID-19 and recommendations by Waterloo Region Public Health to exercise physical distancing, City Hall is closed to the public. Members of public are invited to participate in this meeting electronically by accessing the meeting live-stream video at kitchener.ca/watchnow. While in-person delegation requests are not feasible at this time, members of the public are invited to submit written comments or participate electronically in the meeting by contacting Jeff Bunn, Manager, Council and Committee Services/Deputy City Clerk at jeff.bunn@kitchener.ca. Delegates must register by 5:00 p.m. on August 24, 2020 in order to participate electronically. Written comments will be circulated prior to the meeting and will form part of the public record. 1. COMMENCEMENT Land Acknowledgement. Singing of "O Canada". 2. MINUTES Minutes to be accepted as mailed to the Mayor and Councillors (special meetings held March 9, 13, 23, April 1, May 11, June 8, 22, July 6, 20 and August 10, 2020) Councillor B. Ioannidis. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. COMMUNICATIONS REFERRED TO FILE NIL 5. PRESENTATIONS NIL 6. DELEGATIONS a. Dan Currie, MHBC Planning - Regarding Development Services Department report DSD- 20-062, listed as Items 1 & 2 under the Heritage Kitchener report dated August 4, 2020. b. John Gibson - Regarding Development Services Department report DSD- 20-062, listed as Items 1 & 2 under the Heritage Kitchener report dated August 4, 2020. c. Steve Burrows - Regarding Development Services Department report DSD-20-062, listed as Items 1 & 2 under the Heritage Kitchener report dated August 4, 2020. d. Amy Smoke Regarding Infrastructure Services Department report INS-20-008, listed as Item 8 on the Committee of the Whole agenda this date. e. Shawn Johnson Regarding Infrastructure Services Department report INS-20-008, listed as Item 8 on the Committee of the Whole agenda this date. f. Laura Mae Lindo, MPP Kitchener Centre Regarding Infrastructure Services Department report INS-20-008, listed as Item 8 on the Committee of the Whole agenda this date. g. Lori Campbell Regarding Infrastructure Services Department report INS-20-008, listed as Item 8 on the Committee of the Whole agenda this date. h. Kai Reimer-Watts Regarding Infrastructure Services Department report INS-20-008, listed as Item 8 on the Committee of the Whole agenda this date. 7. REPORTS OF COMMITTEES 8. UNFINISHED BUSINESS - NIL 9. NEW BUSINESS a. Regional Council Update Mayor B. Vrbanovic. *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. COUNCIL AGENDA MONDAY, AUGUST 24, 2020 CITY OF KITCHENER 7:00 P.M. ELECTRONIC MEETING - 2 - 200 KING STREET WEST 10. QUESTIONS AND ANSWERS 11. BY-LAWS --- 1ST READING a. Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener ARIA TOWNS INC. 83 Elmsdale Drive. b. Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener The Trustees of the Pilgrim Evangelical Lutheran Church and Trustees for the Pilgrim Evangelical Lutheran Church. c. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. d. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. e. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. f. To further amend By-law No. 2008-117, being a by-law to authorize certain on-street and off-street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. g. Being a by-law to exempt certain lots from Part Lot Control Blocks 84, 85 and 86, Registered Plan 58M-633 Grassbourne Avenue and Gloria Street. h. To confirm all actions and proceedings of the Council. 12. COMMITTEE OF THE WHOLE Chair, Councillor B. Ioannidis. 13. REPORT OF THE COMMITTEE OF THE WHOLE 14. BY-LAWS --- 3RD READING a. Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener ARIA TOWNS INC. 83 Elmsdale Drive. b. Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener The Trustees of the Pilgrim Evangelical Lutheran Church and Trustees for the Pilgrim Evangelical Lutheran Church. c. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. d. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. e. To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. f. To further amend By-law No. 2008-117, being a by-law to authorize certain on-street and off-street parking of vehicles for use by persons with a disability, and the issuing of permits in respect thereof. g. Being a by-law to exempt certain lots from Part Lot Control Blocks 84, 85 and 86, Registered Plan 58M-633 Grassbourne Avenue and Gloria Street. h. To confirm all actions and proceedings of the Council. COMMITTEE OF THE WHOLE AGENDA MONDAY,AUGUST 24, 2020 CHAIR –COUNCILLORB. IOANNIDIS ND A.BY-LAWS LISTED ON THE AGENDA –2READING That the by-laws considered by this Committee be taken as read a second time and be recommended for enactment. B.ADMINISTRATIVE REPORTS 1.Tenders Attached are reports from R. Scott,Managerof Procurement, recommending: i.FIN-20-057–T20-135 Towing Services That the City of Kitchener’s portion of Co-operative Tender T20-135 Towing Services, be awarded to Becker Bros. Towing, Kitchener, Ontario, at their tendered price of $195,310.00, plus H.S.T. of $25,390.30, for a total of $220,700.30, for a one (1) year term, with an option to renew for two (2) additional twelve (12) month terms. ii.FIN-20-058 –T20-123 Water Heaters: Preventative Maintenance Inspections and De-liming Services That Tender T20-123 Water Heaters: Preventative Maintenance Inspections and De-Liming Services, be awarded to 4 Seasons Heating andCooling Ltd., Waterloo, Ontario, at their tendered price of $473,100.00, plus H.S.T. of $61,503.00, for a total of $534,603.00 per year, for a two (2) year term, with an option to renew for two (2) additional twelve (12) month terms. 2.COR-20-007–Execution of Documentation with Municipalitieswithin Waterloo Region Attached is Corporate Services Department report COR-20-007 (L. MacDonald), dated August 18, 2020. That the CAO, Deputy CAO or Department Head be authorized to execute routine applications, permits, agreements and other such documentation with Municipalities within Waterloo Region to facilitate the day to day business of the City of Kitchener, provided however if such documentation requires a financial commitment in excess of $50,000 or in excess of that which may have been authorized in the budget, then Council approval of such expenditure is required before said documentation is executed; said documentation to be to the satisfaction of the City Solicitor. 3.COR-20-008 –REGIONAL COUNCIL COMPOSITION REVIEW AND CONSULTATION PROCESS Attached is Corporate Services Department report COR-20-008 (C. Tarling), dated August 18, 2020. ThatOption 1 –Status Quo as set out in the Region of Waterloo Report: PDL- CAS-20-05as it pertains to the Composition of Regional Council for the upcoming 2022 municipalelection, be endorsed; and further, Thatstaff be directed to submit this Report and the adopted Resolution to the RegionalClerk for Region’s review and consideration. 2 COMMITTEE OF THE WHOLEAugust 24, 2020 B. ADMINISTRATIVE REPORTS -CONT'D 4.CSD-20-005–Williamsburg Community Centre Lease Renewal Attached is Community Services Department report CSD-20-005 (M. Hildebrand), dated July 24, 2020. That the Mayor and Clerk be authorized to execute a lease renewal agreement and related documents for the Williamsburg Community Centre with Schlegel Urban Development Corp. for an additional three year period, commencing on the first day of August, 2020, such documents to be satisfactory to the City Solicitor. 5.DSD-20-101–Land Sale –PLAN675 PT LOT 1 PT LOT 2, PIN # 22302-0126(LT), Land-locked Vacant Land, BridgeportEast Attached is Development Services Department report DSD-20-101 (B. Bennett),dated July 15, 2020. That the Mayor and Clerk be authorized to execute an Agreement of Purchase and Sale with Newo Holdings Ltd. for their acquisition of the City’s parcel of land having an area of approximately 0.902 acres., legally described as Plan 675 PT Lot 1, PT Lot 2, PIN # 22302-0126(LT), at a purchase price of $520,000.00, and that the subject land be declared surplus to the City’s needs; said agreement to be to the satisfaction of the City Solicitor; and further, That the Mayor and Clerk be authorized to execute all documentation required to complete the transaction, said documentation to be to the satisfaction of the City Solicitor. 6.FIN-20-051–Sole Source –FPO20-071 Mobile Time Entry Solution Attached is Financial Services Department report FIN-20-051(R. Scott) dated July 13, 2020. That KRONOS, Mississauga, Ontario, be the sole source provider for the purchase of Mobile Time Entry (Workforce Dimensions) software at a cost of $110,000.00, plus H.S.T. of $14,300.00, for a total of $124,300.00, provided a satisfactory contract is executed. 7.FIN-20-053–Applications for Cancellation, Refund, Reduction of Taxes Attached is Financial Services Department report FIN-20-053 (S. Saleh),datedAugust 13, 2020. That the applications to City Council for cancellation, reduction, refund of taxes totalling $1,229,867.64 as attached to Financial Services Department report FIN- 20-053, be approved, pursuant to Section 357 of the Municipal Act, S.O. 2001, c. 25 (“the Act”). 8.INS-20-008 –Indigenous Reconciliation Action Plan –The Journey Forward Attached is Infrastructure Services Department report INS-20-008 (D. McGoldrick), dated August 19, 2020. That INS-20-008, be received; That staff be directed to develop a policy to support the access and use of public spaces by Indigenous peoples to carry out cultural and ceremonial practices; and further, That City of Kitchener rental-related fees associated with use of City spaces for Indigenous cultural and ceremonial events be suspended until such policy is considered by Council. 3 COMMITTEE OF THE WHOLEAugust 24, 2020 B. ADMINISTRATIVE REPORTS -CONT'D C.FOR INFORMATION ONLY 9.FIN-20-028–2019Statement of Remuneration and Expenses Attached is Financial Services Department report FIN-20-028 (J. Lautenbach), dated March 6,2020. 10.FIN-20-052 –Summary of Bid Solicitations ApprovedbytheManager of Procurement (April1,2020–June30,2020) Attached is Financial Services Department report FIN-20-052 (R. Scott), dated July 3, 2020. Rise and Report REPORT TO: Committee of the Whole DATE OF MEETING: 2020-08-24 SUBMITTED BY: Ryan Scott,Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung,Associate Procurement Specialist,519-741-2200 ext. 7216 WARD (S) INVOLVED: N/A DATE OF REPORT:2020-07-28 REPORT NO.: FIN-20-057 SUBJECT: T20-135Towing Services __________________________________________________________________________________________ RECOMMENDATION: That the City of Kitchener’s portion of Co-operative Tender T20-135Towing Services, be awarded to Becker Bros. Towing,Kitchener,Ontario, at their tendered price of $195,310.00, plus H.S.T. of $25,390.30, for a total of $220,700.30,for a one (1) year term, with an option to renew for two (2) additional twelve (12) month terms. BACKGROUND: This is a co-operative tender issued by the City of Kitchener (Lead Agency) on behalf of the Grand River Cooperative Procurement Group (GRCPG). Participating agencies include: City of Waterloo. This contract is to provide towing and related services, as requested, by both the fleetand bylaw enforcement divisions. The bylaw enforcement initiates tag and tow services during snow events and towing of vehicles that are illegally parked. When a vehicle is towed to an impound lot, the cost is paid by the owner of the vehicle. The fleet divisioninitiates towing of City owned equipment to and from the Kitchener Operations Facility when repairs are required and for transporting City owned equipment to various job sites. When relocation tows are required, the City bears the cost. This includes the floatingof heavy equipment, which requires specialized trucks which limit the number of vendors able to provide this service. The contract is based on fixed unit prices for a representative sampling of towing services used over the last year. The average annual spend over the past three (3) years was $142,737.80. The actual spend will depend on the level of activity throughout the term of the contract. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 1.i - 1 REPORT: As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, “Regardless of Procurement Value, theManager ofProcurementshall submit a report to Council recommending award of a purchase greater than $100,000 if any one or more of the following conditions apply: d. only one Bid was received in response to a Solicitation”. Tenders were advertised publicly on the City of Kitchenerwebsite. Documents were downloaded by one (1) interested party and by the closing date of MondayJuly27,2020,one (1) tender had been received. The following tenders were received: Bid Price Becker Bros. Trucking Inc. Kitchener ON $220,700.30* The unit pricing by service requirement for towing services has increased 32% from the 2017 contract. Under the City’s requirements, the contractor is to hold 8 to 10 vehicles on standby at all times to meet service demand which limits the number of towing companies capable of providing the service. This is to respond effectively to City requirement duringsnow events. In the previous 2017 contract for towing services, one submission was received for this bid opportunity. The tender was reviewed by M. Born, Manager of Fleet, who concurs with the above 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: Funding will be provided from the Fleet operating account. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. 1.i - 2 PREVIOUS CONSIDERATION OF THIS MATTER: Not applicable ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 1.i - 3 REPORT TO: Committee of the Whole DATE OF MEETING:2020-08-24 SUBMITTED BY: Ryan Scott,Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Adam Buchholtz, Associate Procurement Specialist,519-741-2200 ext. 7217 WARD (S) INVOLVED:N/A DATE OF REPORT:2020-08-12 REPORT NO.: FIN-20-058 SUBJECT: T20-123 Water Heaters: Preventative Maintenance Inspections and De- Liming Services __________________________________________________________________________________________ RECOMMENDATION: That Tender T20-123 Water Heaters: Preventative Maintenance Inspections and De- Liming Services, be awarded to 4 Seasons Heating and Cooling Ltd.,Waterloo, Ontario, at their tendered price of $473,100.00, plus H.S.T. of $61,503.00, for a total of $534,603.00 per year, for a two (2) year term, with an option to renew for two (2) additional twelve (12) month terms. BACKGROUND: The water hardness in Kitchener is in excess of 25 grams per gallon. The hardness of the water contributes to reduced life of rental water heater assets. The inspection and removal of lime increases safety and extends the life of water heaters up to an additional three (3) years. Inspection and de-liming of the water heater is intended to meet regulatory obligations of the Technical Standards and Safety Authority. Preventative maintenance is based on the age of the water heater and will determine if the water heater also requires de-liming. This tender is based on fixed unit prices for two (2) years for preventative maintenance and de- liming of residential water heaters. Under the previous contract, the City was not able to provide the level of service expected and this service had been underspent year over year. This contract is functioning as a catchup and the amount of planned work will increase significantly from prior years in order to inspect and maintain a higher percentage of rental water heaters. The quantity planned through this tender processwill startthe practice of inspecting each asset once at roughly the mid-point of it’s ten-yearlife. This increase in service will initially create a budget deficit, however it will be funded in full from increased budgeted rental revenue. The incremental revenue budget is based on current existing deployed rental units at current approved rates. *** This information is available in accessible formats upon request. *** Please call 520-741-2345 or TTY 1-866-969-9994for assistance. 1.ii - 1 With a more regimented inspection schedule, staffexpect long-term savings from both replacement costs by extending the life of the assets, as well as reduced risk of catastrophic failure of the tanks reducing claims for damage against the City. The average annual spend over the past three (3) years was $75,368. The actual spend will depend on the level of activity throughout the term of the contract. REPORT: Tenders were advertised publicly on the City of Kitchenerwebsite. Documents were downloaded by five (5) interested parties and by the closing date of Wednesday July 15,2020,three (3) tenders had been received. The following tenders were received: Bid Price 4 Seasons Heating and Cooling Ltd. Waterloo ON $534,603.00 * Triple 8 Plumbing & Heating Inc.Kitchener ON$679,695.00 CJs Express Plumbing and Electrical Ltd.Cambridge ON $1,118,700.00 The price for preventative maintenance inspections and de-liming serviceshas increased 18.8% from the 2019contract. The tender was reviewed by J. Thomson, Manager of Business Development and Customer Experience and D. Oswald, Supervisor Customer Service Utilities, who concur with the above 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. 1.ii - 2 FINANCIAL IMPLICATIONS: The net cost for this request for tender(A), is fair and reasonable for a project of this scope and the upset limit exceeds the budget allowance (B) provided within the budget.The estimated deficit (D) will be funded through a conservative increase in budgeted revenues. Financial Summary for Request for Tender T20-123 Water Heaters: Preventative Maintenance Inspections & De-Liming Services Total Estimated Cost Request for Tender T20-123 costs, including HST534,603.00 less: HST rebate on tender(61,503.00) Net Cost Being Awarded473,100.00 A - Estimated Cost473,100.00 C Funding Available Contracted Services320,000.00 Total budget320,000.00 B Estimated Surplus/(Deficit) (B -C)(153,100.00)D 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: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 1.ii - 3 REPORT TO: Committee of the Whole DATE OF MEETING: August 24, 2020 SUBMITTED BY: Lesley MacDonald, Director Legal Services & City Solicitor 519-741- 2200 ext. 7267 PREPARED BY: Lesley MacDonald, Director Legal Services & City Solicitor 519-741- 2200 ext. 7267 WARD (S) INVOLVED: All DATE OF REPORT:August 18, 2020 REPORT NO.: COR-20-007 SUBJECT: Execution of Documentation withMunicipalities within Waterloo Region ___________________________________________________________________________ RECOMMENDATION: “That the CAO, Deputy CAO or Department Head be authorized to execute routine applications, permits, agreementsand other suchdocumentation with Municipalities within Waterloo Regionto facilitate the day to day business of the City of Kitchener, provided however if such documentation requires a financial commitment in excess of $50,000 or in excess of that which may have been authorized in the budget, then Council approval of such expenditure is required before said documentation is executed; said documentation to be to the satisfaction of the City Solicitor.” BACKGROUND: Citystaff deal with Municipalitieswithin Waterloo Region as part of the day to day operation of the Cityfor which routine applications, permits, agreementsand other such documentation need to be executed, in particular when dealing with municipally owned lands or infrastructure that are situate near, or straddle, the municipal boundaries. Currently the City is seeking to have executed an Agreement to provide for the City of Waterloo to continuethe ongoing maintenance of the City-owned lands known as the Kaufman Flats, which lands are situate in the City of Waterloo and were bequeathed to the City of Kitchener by the late Jean Kaufman for recreational purposes. This Agreement and the maintenance provided for therein isroutine in nature and facilitates day to day business of the City. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 2 - 1 REPORT: Delegated authority to the CAO, Deputy CAO or the Department Heads (currently known as General Managers but in the event those titles changeusing a generic reference) would facilitate the completion of City business in a timely manner. More and more of the documentation is requiring execution by authorized signing representatives and in some cases,proof of such authority is required. This resolution would clearly establish the authorized signing representativesfor documentation required for the day to day business between the City and other Municipalitieswithin Waterloo Region. Council has already delegated authority to the CAO, Deputy CAO or Department Heads for documentation executed under similar circumstances for dealings with The Regional Municipality of Waterloo and the Federal and Provincial Governments. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation outlined in this report supports the achievement of the City’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: This may vary depending on the nature of the business but it could include application or permit feeswhich would be paid for out of the operating budget ofthe division involved. If the documentation requires the City’s financial commitmentin excess of $50,000 or in excess of a financial commitment authorized in the budget, then Council’s approval of such expenditure will be sought before the documentation is executed. COMMUNITY ENGAGEMENT: ORM – This report has been posted to the City’s website with the agenda in advance of the INF Council meeting. ACKNOWLEDGED BY:Victoria Raab, General Manager,Corporate Services 2 - 2 REPORT TO:Committee of the Whole DATE OF MEETING:August 24, 2020 SUBMITTED BY:Christine Tarling, Director of Legislated Services/City Clerk, 519-741- 2200, ext. 7809 PREPARED BY:Jeff Bunn, Manager of Council/Committee Services& Deputy Clerk, 519-741-2200, ext. 7278 WARD (S) INVOLVED:All DATE OF REPORT:August 19, 2020 REPORT NO.:COR-20-008 SUBJECT:REGIONAL COUNCIL COMPOSITION REVIEW AND CONSULTATION PROCESS __________________________________________________________________________________________ RECOMMENDATION: THAT Option 1 Status Quo as set out in the Region of Waterloo Report: PDL-CAS-20-05 as it pertains to the Composition of Regional Council for the upcoming 2022 municipal election, be endorsed; andfurther, THAT staff be directed to submit this Report and the adopted Resolution to the Regional Cle BACKGROUND: th Correspondence dated June 25,2020(1), was received from the Region of Waterloo (the Region) concerning a Study and Staff Report (Regional Report PDL-CAS-202-05 2)that wasundertaken to consider Regional Council Composition Review Options and Consultation Process. Both the Correspondence and the Report were circulated to the area municipalities seeking input on the options related to the composition of Regional Council, and then subsequentlycirculated to Kitchener City Council and the Corporate Leadership Team (CLT) on June 29, 2020. This report has been brought forward totheCommittee of the Whole this date in order to provide Council and the public withsufficientnotice of the public meetingbeing conducted by the Region on September 30, 2020.Prior to that date,Regional staff will report to Regional Council on September 15, 2020 detailing the preferred option andwill include any input provided by the lower-tier municipalities. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 1 REPORT: Context and Overview The Region, being an upper tier municipality, is required under the Municipal Actto conduct a Council Composition Review before the end of 2020.The Region is required to pass a resolution to maintain the status quo or pass a by-law to change the size of Regional Council by the end of 2020.This by-law or resolution must be endorsed by a triple majority, being: a majority of the votes on Regional Council; supportive resolutions from a majority of the Councils of the area municipalities; and the area municipalities that have passed resolutions consenting to the by-law, or the resolution, must represent a majority of the electors in the Region. If the triple majority is not obtained, the Municipal Actallows the Minister of Municipal Affairs & Housing to change the composition of Regional Council through the adoption of a regulation. Provincial legislation requires that the composition of Regional Council be reviewed again following the 2026 election. To commence the composition review process, the Region hired a consultant to work with Regional staff to develop options for inclusion in the public consultation process. Arising from this, the Region developed four (4) options that have been circulated to the area municipalities for input.A public survey was also launched for a six (6) week period on the Engage Waterloo Region platform that opened on June 25, 2020. Following a review of the feedback received through the initial round of the engagement process, the Region intends to recommend an option to the Committee on September 15, 2020.Following that, a public input meeting of the Administration and Finance Committee will be held to hear delegations on September 30, 2020. Regional Council will need to declare its intention to confirm the current composition or to approve a by-law adopting a change to the composition of Council at its meeting scheduled for October 14, 2020.The positionundertaken by Regional Council will then be circulated to the Area Municipal Councils to obtain the triple majority with the final confirmation of the resolution, or by-law to be considered on November 25, 2020. Kitchener Council Representation The City of Kitchenerisrepresented on Regional Council by itsMayorand 4 Kitchener Councillors.As such, Kitchener is represented by 5memberson Regional Council. It is also important to note that on January 1, 2018, section 268 of the Municipal Act entitled -This provision allows the option for the Council of a lower tier to appoint an alternatefor the term of Council, should the Mayor for any reason be unable to attendRegional Council meetings.This provision provides added flexibility for lower tier municipalities to ensure continuous representation at Regional Counciltosecure and safeguardthe interests of the lower tier municipalityat the upper tier due the unforeseen absence of the Head of Council. 3 - 2 OPTIONS AND ANALYSIS The Region in their Report PDL-CAS-20-05has recommended four (4) options for consideration relating to the future composition ofRegional Council using the following guiding principles: 1)Representation by population; 2)Balance of Rural and Urban Communities; 3)Current and Future Population Trends;and, 4)Effective Representation. The four options being proposed as part of the consultation process by the Regionare identified and explainedonpages 4-7of the RegionReport.The four options are: 1.Status Quo; 2.One Regional Councillor per 25,000 Residents in an Area Municipality (Based on Largest Township Population); 3.Target of 30,000 residents per Regional Councillor for all of Regional Council (Based on Previous Representation); and, 4.Combined Urban and Rural Representatives. AlternativeOptions Not Not included as an option by the Region is reducing the size of Regional Council. All options provided by the Region propose either keeping the number of elected Councillors the same or proposing an increase.The Region highlights the following reasons for why reducing the size of Regional Council was not included as one of the options: Waterloo Region already has the smallest Regional Council compared to the other Regions and has the same or fewer Councillors than similar sized single-tier municipalities such as Ottawa (23) or Hamilton (15); On average, each Regional Councillor represents a population of 39,904 which falls within the range of the other Regions; Reducing the size of Council would reduce the directly elected urban Councillors which is not in line with the principle of representation by population; and, Should Regional Council be reduced then the Region would need to look at introducing a complex system of weighted voting for Regional Council to reflect some resemblance to representation by population. Staff, in consultation and in collaboration with the other area municipalities, identified potential other models or options for the potential composition of Regional Councilthatwere not included as options by the Region as part of this consultation process.Included withthis report is a collated table that includes all the Region and County Composition models ()that currently exist across Ontario. The common models used in other upper tier municipalities across Ontario include: 3 - 3 Alternative Option 1: Directly/Indirectly Elected to Sit on Upper Tier Council, or a Combination of Both Description Directly Elected Regional CouncilWouldbe comprised of members who ran for the office of regional councillor in their municipality and serve only on regional Council. This model is already in place for the three cities within the Regionbutwould represent a change for the Townships.The Regional Chair iscurrently directly electedacross all the lower tiers. Indirectly Elected Regional Council Those elected to a lower tier municipality would select amongst themselves who would sit on Regional Council.Not currently in place in the Region of Waterloo. Pros Simple model that reduces confusion for public; and, Selection of the Chair allows the Chair to have the confidence and support of either the public by having been directly elected or the majority of councillorsby being indirectly elected. Cons be too many Councillors; Disagreements over which is better, or preferred by the community Chair has a great deal of informal influence; and, Diversity of the Region would also give a decided advantage to someone from one of the larger cities. Alternative Option 2: Double Direct Elected Representation Description Double Direct Elected Representation Candidates would run for offices that sit on both the lower-tierand Regional Councils.By virtue of being elected to the lower-tier, the candidate would also serve on Regional Council. For example, the Mayor of the City of Kitchener isdouble direct elected byserving as both the Mayor to the City and as a Regional Councillor. In some regions (i.e., Halton Region),both the Mayor and some members of local Council are double direct elected to Regional Councilin addition to the local municipality. Pros One election for lower tier and upper tier council. Cons Effective and consistent representation there could be a conflict at times between which interests are being articulated by the Councillor. There perspective which could be at odds with the desires of the area municipality. 3 - 4 Alternative Option 3: Mayors only with Weighted Voting based upon Population Description Mayors withWeighted Voting The Mayors sitting on Regional Council would be assigned a weighting to their vote based upon population.This would mean the Mayors of the larger cities would be assigned more votes than the Mayor of the Townships. Northumberland County currently uses a weighted voting system. Pros Allows for a close approximation to the representation bypopulation principle viavoting without requiring a large number of bodies around the table. Cons Could result in the marginalization of some members of council whose voteswill have one-fourth of the weight of other members. Recommendationand Rationale Staff isrecommending the status quo as it pertains to the composition of Regional Council leading into the next municipal election scheduled for 2022.Staff believesthe status quo represents the most appropriate/sound decision at this time for a few reasons: With a deadline of year-end quickly approaching, the window of time to pursue the alternative options in amore structured and formal review/analysis is not available; Due to the significant financial impact of COVID-19, a complicated and costly review of alternative regional composition models is currently not the best interest of the City currently; and, Considering the recent provincial regional government review process, there is a level of confidence that the provincial government is supportive of the current regional composition. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: the delivery of core service. FINANCIAL IMPLICATIONS: There are no implications on the 2020 or 2021 Operating Budget in the consideration of this Report. COMMUNITY ENGAGEMENT: INFORM council / committee meeting. CONSULT s consultation process will include a public input meeting of the Administration and Finance Committee on September 30, 2020. 3 - 5 ATTACHMENTS: 1.Correspondence received from the Region of Waterloo dated June 25, 2020. 2.Region of Waterloo staff report PDL-CAS-20-05: Regional Council Composition Review Options and Consultation Process. 3.Summary Table: Council Representation for all Regions and Counties in Ontario. ACKNOWLEDGED BY: Dan Chapman, Chief Administrative Officer 3 - 6 Buubdinfou#2# June 25, 2020 A34-80 Local Area Municipal Clerks DearClerk’s Office: Re: PDL-CAS-20-05, Regional Council Composition Review Options and Consultation Process Please find enclosed a copy of the staff report relating to this resolution. The options are being provided to the area municipal Councils and public for input. Public engagement through Engage WR opens on June 25, 2020 and will close on August 15, 2020. Another report with a preferred option will be presented (with no decision being made at that time) on September 15th and a public meeting scheduled on September 30th. On October 14th, Regional Council will then pass an intention to confirm the current composition or intention to approve a by-law adopting a change to the composition of Regional Council. A triple majority will be required from the area municipalities for the recommended option from Regional Council. This will be sent out to each of you on October 15, 2020 with a response required from your municipality by November 20, 2020. Final confirmation will be done by Regional Council on November 25, 2020. That the Regional Municipality of Waterloo direct staff to undertake public consultation on the four options for Regional Council Composition described in report PDL-CAS-20-05, dated June 16, 2020; And that a public meeting be scheduled for September 30, 2020 to consider the matter; And that the report be circulated to the Area Municipal Councils for their input on the four options. If you have any questions please contact Lee Ann Wetzel, Manager, Council & Admin Services/Deputy Clerk, 519-575-4410 or lwetzel@regionofwaterloo.ca 3336936 3 - 7 Please forward any written responses to this letter to Kris Fletcher, Director, Council & Administrative Services/Regional Clerk. Regards, Kris Fletcher, Director, Council & Admin Services/Regional Clerk KF/hk Enclosed: Report PDL-CAS-20-05, Regional Council Composition Review Options and Consultation Process cc: Lee Ann Wetzel, Manager, Council & Admin Services/Deputy Clerk 3336936 3 - 8 Buubdinfou#3# Report:PDL-CAS-20-05 Region of Waterloo Planning, Development and Legislative Services Council and Administrative Services To:Chair Tom GallowayandMembers of Council Date: June 16, 2020File Code: A34-80 Subject:Regional Council Composition Review Options and Consultation Process Recommendation: That the Regional Municipality of Waterloo directstaff to undertake public consultation on the four options for Regional Council Composition described in report PDL-CAS-20- 05, dated June 16, 2020; And that a public meeting be scheduled for September 30, 2020 to consider the matter; And that the report be circulated to the Area Municipal Councils for their input on the four options. Summary: The Region of Waterloo is required by the Municipal Act to conduct a Council composition review by the end of 2020. Staff have prepared four options for consideration: the status quo; an allocation of one Regional Councillor per 25,000 residentsin an area municipality,based on largest Township population; an overall target of 30,000 residents per Regional Councillorfor all of Regional Council,based on previous representation;and a system of Combined Urban and Rural Representatives Staff are recommending that these options be provided to the Councils of the area municipalities and to the public for input. 3261926Page 1 of 13 3 - 9 June 16, 2020Report: PDL-CAS-20-05 After the public consultation, any option selected by the Region must be supported by the triple majority as outlined in thisreport. Report: The Region of Waterloo is required by the Municipal Act to conduct a review of the composition of Regional Council by the end of 2020. While staff have made inquiries, there has been no confirmation that the province is considering waiving or delaying this requirement due to the Covid-19 pandemic. On March 24, 2020 Council approved report PDL-CAS-20-03and directed the Regional Clerk to complete the required Council Composition Review using in house resources with the assistance of a consultant. Dr. Robert Williams was selected as the consultant and has met with staff on the formulation of the options included in the report and the development of the public consultation process. The Municipal Act requires that Regional Council be composed of a minimum of five members and that each area municipality be represented on the upper-tier council. Currently each area municipality is represented on Regional Council by the Cityand Township Mayors. Historically this was the requirement in the Regional Municipality of Waterloo Act passed in 1973. This remained in place in 2000 when provincial legislation was passed that set the current composition of Council and the direct election of Regional Councillors. Section 218 and 219 of the Municipal Act (Appendix 1) outlines the requirementsfor the review of the composition of Regional Council. The Region is required to pass a resolution to maintain the status quo or pass a by-law to change the size of Council by the end of 2020. This by-law or resolution must be endorsed by a triple majority, being: a majority of the votes on Regional Council; supportive resolutions from a majority of the Councils of the area municipalities; and the area municipalities that have passed resolutions consenting to the by-law, or the resolution, must represent a majority of the electors in the Region. If the triple majority is not obtained, the Municipal Act allows the Minister to change the composition of Regional Council through a regulation. Guiding Principles Staff have utilized the following guiding principles when reviewing the council composition Representation by Population – Subject to the overriding principle of effective representation, it is desirable that voters should be relatively equally represented across the Region. The principle is intended to ensure that residents have 3261926Page 2 of 13 3 - 10 June 16, 2020Report: PDL-CAS-20-05 comparable access to their elected representatives and that the workload of these representatives is relatively balanced. Representation by population will be calculated using total population figures rather than by the number of eligible electors, recognizing that non-voters are also participants within the community. Balance of Rural and Urban Communities (as outlined in the Strategic Plan) – It is important to recognize the uniqueness of our rural and urban communities and to ensure that residents of Townships and Cities are all provided with effective representation. Current and Future Population Trends – The next composition review will occur between 2026 and 2028 as mandated by the Municipal Act. Thisreview will consider anticipated population trends to ensure effective representation for the 2022 and 2026 Municipal Elections. Effective Representation – In the “Carter decision”, the Supreme Court of Canada concluded that the “purpose of the right to vote enshrined in s.3 of the Charter is not equality of voting power per se but the right to ‘effective representation’”. While voter parity is important, exact voter parity is not obtainable. Rather, since a vote is intended to provide meaningful on-going representation after the election, it may be necessary to consider the best forms of representation and place a higher priority on other principles to create plausible and coherent electoral areas that better contribute to ‘effective representation’ than electoral areas that are equal in population. Previous Composition Reviews The composition of Regional Council was last reviewed in 2008. At that time Regional Council decided to defer an Administration and Finance Committee motion that would have increased the size of Council by fourmembers (two in Kitchener and one in each of Waterloo and Cambridge), but the issue was not brought back. The last change to the composition of Regional Council was done by the province through the Direct Democracy Through Municipal Referendums Actfor the municipal election held in November 2000. At that time Council was reducedfrom twenty-two (22) members to the current sixteen (16) members, with eight (8) members being directly elected. The Regional Chair was first directly elected starting in 1997. As Table 1 demonstrates, the population balance between the area municipalities has not varied significantly from the creation of the current composition. After the 2026 election provincial legislation requires thatthe composition of Regional Council be reviewed again. Population projections to 2026 demonstrate that that all of the area municipalities are expected to continue to grow at a somewhat equal rate. 3261926Page 3 of 13 3 - 11 June 16, 2020Report: PDL-CAS-20-05 Table 1 – Regional Population Figures for 2001, 2019, and 2026 Municipality2001%Region 2019%Region 2026%Region 12 Pop.Pop. Pop.Pop. Pop. Pop. Cambridge113,57125%136,34523%156,137 24% Kitchener199,02743%256,34043%272,965 42% North 8,8832%10,7692%14,222 2% Dumfries Waterloo93,29620%135,12723%146,407 22% Wellesley9,5812%11,5702%11,785 2% Wilmot15,1873%21,7834%24,155 4% Woolwich18,5664%26,6224%30,776 5% Region458,111100%598,556100%656,447 100% Option 1 – Status Quo TheRegion is permitted to pass a resolution supporting the status quo. Just like the other options, a resolution to maintain the status quo must also be endorsed by a triple majority. The current composition does not strictly match with the principle of representation by population but it may strike an acceptable balancefor ensuring the principle of effective representation is being met.Although the population balance between the municipalities has not variedsignificantly since 2001, the number of residents that are represented by each Councillor has risen by approximately 9,000 to approximately 39,000 per Regional Councillor. This is projected to continue to increase though 2026 to approximately 43,000. Table 2 – Status Quo Municipality2019Regional 2019Population 2026Population Population Councillors*per Regional per Regional CouncillorCouncillor Cambridge136,345352,046 45,448 Kitchener256,340554,593 51,268 North Dumfries10,769114,222 10,769 Waterloo135,127348,802 45,042 Wellesley11,570111,785 11,570 Wilmot21,783124,155 21,783 Woolwich26,622130,776 26,622 Region598,55615*43,763 39,904 *Does not include the Regional Chair, includes Mayors 1 2019 are best estimates based on information currently available. 2 Population forecasts to 2026 reflect the Region’s moderate forecast scenario that is used in master plans. 3261926Page 4 of 13 3 - 12 June 16, 2020Report: PDL-CAS-20-05 Option 2 – One Regional Councillor per 25,000 Residentsin an Area Municipality (Based on Largest Township Population) This option would aim to balance the representation by population. A target of 25,000 residents per councillorwould be set based on the population of the largest Township. Setting the target at 10,000 to be inline with the smallest Township would result in a Regional Council of 58members, which is not practical nor fiscallydesirable. Under this option the size of Council would increase by 8, to 24members including the Regional Chair, with Cambridge and Waterloo increasing their Councillors by 2 and Kitchener increasing by 4. None of the Townships would see an increase in the number of representatives but the population per Regional Councillor would become closer to those in the Cities. This option better aligns with the principleof representation by population but may negatively impact the principle of balancing rural and urban communities. The size of Regional Council and the average population represented by each Councillor would be closer to those of Halton and Durham Regions(see table 6), under this option. Table 3 - One Regional Councillor per approximately 25,000 - 30,000 Residents Municipality2019Regional 2019Population 2026Population Population Councillors*per Regional per Regional CouncillorCouncillor Cambridge136,345527,26931,227 Kitchener256,340928,48230,329 North Dumfries10,769110,76914,222 Waterloo135,127527,02529,281 Wellesley11,570111,57011,785 Wilmot21,783121,78324,155 Woolwich26,622126,62230,776 Region598,55623*26,02428,541 *Does not include the Regional Chair, includes Mayors Option 3 –Target of 30,000 residents per Regional Councillor for all of Regional Council(Based on Previous Representation) This option recognizes the balance of rural and urban communities that is served under the current model, while acknowledging that thenumber of residents that are represented by each Councillor has risen by an average of more than 9,000 since the current composition was established and is projected to be over 13,000 by 2026. Under this option a target of 30,000residents per Regional Councillor, for all of Regional Council would be set.This target is based on the average number of residents that were represented by Regional Councillors when the current composition was 3261926Page 5 of 13 3 - 13 June 16, 2020Report: PDL-CAS-20-05 established. In order to reach this target, while being mindful of the principle of representation by population, Cambridge and Waterloo would each increase by 1 Regional Councillor and Kitchener would increase by 2. Including the Regional Chair, this would result in a 20- member Regional Council. Table 4 – Overall Target of approximately 30,000 Residentsper Regional Councillor Municipality2019Regional 2019Population 2026 Population Population Councillors*per Regional per Regional CouncillorCouncillor Cambridge136,345434,08639,034 Kitchener256,340736,62038,995 North Dumfries10,769110,76914,222 Waterloo135,127433,78236,602 Wellesley11,570111,57011,785 Wilmot21,783121,78324,155 Woolwich26,622126,62230,776 Region598,55619*31,50334,550 *Does not include the Regional Chair, includes Mayors Option 4 – Combined Urban and Rural Representatives This option attempts to address the principles of effective representation, representation by population, and rural and urban communities. Under this option the Mayors would continue to represent their area municipalities. The directly elected Councillors would change from representing asingle City, to representing at least one Township and one City. A target of approximately 50,000 residents per directlyelectedRegional Councillor would be used which results in 3 Councillors for North Dumfries and Cambridge; 3 Councillors for Waterloo, Woolwich, and Wellesley; and 5 Councillors for Kitchener and Wilmot. The directly elected Regional Councillors would be elected by, and accountable to, all of the residents in the City and Township(s) that they would represent. This would result in a 19-member Regional Council, including the Regional Chair. The target of 50,000 residents per directly elected Regional Councillor is higher than the targets in the other options that are proposed in the report. This target would only apply to the directly elected Regional Councillors. Because the Mayors are not factored into this calculation, the number of Regional Councillors involved is lower than the other options, without reducing the number of representatives that residents can contact. If a target of 30,000 residents per directly elected Regional Councillor was used under this option, the size of Council would increase to 27, including the Regional Chair. If a target 3261926Page 6 of 13 3 - 14 June 16, 2020Report: PDL-CAS-20-05 of 40,000 residents per directly elected Regional Councillor was used under this option, the size of Council would increase to 23, including the Regional Chair. Table 5 – Combined Urban and Rural Representatives Municipality2019Regional 2019Population 2026Population PopulationCouncillors*per Regional per Regional CouncillorCouncillor 136,3451 (Mayor)136,345156,137 Cambridge 10,7691 (Mayor)10,76914,222 North Dumfries 135,1271 (Mayor)135,127146,407 Waterloo 26,6221 (Mayor)26,62230,776 Woolwich 11,5701 (Mayor)11,57011,785 Wellesley 256,3401 (Mayor)256,340272,965 Kitchener 21,7831 (Mayor)21,78324,155 Wilmot Cambridge and 147,1143 (Directly 49,03856,786 North DumfriesElected) Waterloo 173,3193 (Directly 57,77362,989 Woolwich and Elected) Wellesley Kitchener and 278,1235 (Directly 55,62559,424 WilmotElected) Region36,469 33,253 598,55618* *Does not include the Regional Chair Reducing the Size of Council None of the options that are being presented for public input will reduce the size of Regional Council. This is due to a number of reasons. Waterloo Region already has the smallest Regional Council compared to the other Regions and has the same or fewer Councillors than similar sized single-tier municipalities such as Ottawa (23) or Hamilton (15). Additionally, as the following table demonstrates, on average, each Councillor represents a population of 39,904 which falls within the range of the other Regions. 3261926Page 7 of 13 3 - 15 June 16, 2020Report: PDL-CAS-20-05 Table 6 – Other Regions RegionRegional Local 2019PopulationRange of local CouncillorsMunicipalities Population.per municipal 3 *Councillorrepresentation Waterloo157598,55639,90410,000 to 52,000 Durham288697,35524,906 6,000to 29,000 Halton234596,36925,929 20,000to26,000 Niagara3112479,18315,458 6,000to22,000 Peel2431,541,99464,250 14,000to91,000 York2091,181,48559,074 24,000to82,000 *Does not include Regional Chairs Finally, reducing the size of Council would require either: Reducing the directly elected urban Councillors which is not inline with the principle of representation by population; Reducing the representation of the area Mayors on Regional Council; or A complex system of weighted voting for Regional Council. Staff are not recommending any of these options for reducing Regional Council, so no option was developed. Public Engagement and Public Meeting Requirements With respect to public consultation, apublic survey will be available on Engage Waterloo Region for six weeks, starting on June 25, 2020. A public input meeting of the Administration and Finance Committee willbe held to hear delegationson September 30,2020. Staff had originally planned to hold three (3) consultation centres/open houses in various areas of the Regionin June 2020. However, due to the Covid-19 pandemic these events are currently not possible. Staff will monitor the situation and look for additional opportunities for consultation throughout the summer. Consultation with the Area Municipalities The Municipal Act requires that whichever option Council wishes to pursue, it must be endorsed by a triple majority, namely: a majority of the votes on Regional Council; supportive resolutions from a majority of the Councils of the area municipalities; and 3 2019 population figures for the other Regions were obtained from Stats Canada at https://www150.statcan.gc.ca/t1/tbl1/en/tv.action?pid=1710013901 3261926Page 8 of 13 3 - 16 June 16, 2020Report: PDL-CAS-20-05 the area municipalities that have passed resolutions consenting to the by-law, or the resolution, must represent a majority of the electors in the Region. Staff are recommending thatthis report be circulated to the Area Municipal Councils to seek their input on which of the four optionsthey would be prepared to support. Staff will review the feedback from the Area Municipal Councilsand the public, and will recommend an option to the Committee on September 15, 2020. The Committee will be able to hear from delegations at the public meeting on September 30,2020. Council will need to declare its intention to confirm the current composition or to approve a by-law adopting a change to the composition of Council on October 14,2020. This will then be circulated to the Area Municipal Councils to obtain the triple majority with the final 2020. confirmation of the resolution or by-law on November 25, If a triple majority is not obtained for a resolution supporting the status quo, or a by-law changing the composition of Regional Councilwithin the timeframe outlined below, Section 218(7) of the Municipal Act allows the Minister to change the composition of Council through a regulation. Next Steps The following is a high level project plan for the proposed work. Table 7 – Next Steps TimeframeTasks Late June - Present the options to the Area Municipal Councils and public August for input Utilize the Engage Waterloo Region Platform th September Present preferred option to Council on September 15(No Decision) Hold the required Public Meeting to hear from delegations on th the preferred option on September 30 Pass intention to confirm the current composition or intention to approve a by-law adopting a change to the composition of th Council on October 14 October 15 – Seek triple majority consent from Area Municipal Councils to November 20 the confirmation of the current composition or the by-law th November 25 Final confirmation of current composition or approval of a by- Council Meeting law changing the composition of Council 3261926Page 9 of 13 3 - 17 June 16, 2020Report: PDL-CAS-20-05 Corporate Strategic Plan: The proposed review of council composition aligns with Focus Area 5 of the Strategic Plan – Responsive and Engaging Public Serviceand Strategic Imperative, Balance of Rural and Urban Communities. Financial Implications: In 2019 the average cost of a directly elected councillor was approximately $66,000. This accounts for salary, benefits, mileage, communication, and conferences. It does not account for additional staff that would be required to support the additional councillors or physical modifications to offices that would be required for any new councillors. Other Department Consultations/Concurrence: Staff from Legal Services and Planning provided input on the report. Attachments: Appendix 1 – Municipal Act Section 218 Tim Brubacher, Council/Committee Support Specialist Prepared By: Lee Ann Wetzel, Deputy Clerk/Manager, Council and Administrative Services Approved By:Kris Fletcher, Regional Clerk/Director, Council and Administrative Services Rod Regier, Commissioner, Planning, Development and Legislative Services 3261926Page 10of 13 3 - 18 June 16, 2020Report: PDL-CAS-20-05 Appendix 1 – Municipal Act Section 218 Composition of upper-tier council 218(1) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier municipality to change the composition of its council subject to the following rules: 1. There shall be a minimum of five members, one of whom shall be the head of council. 2. The head of council shall be elected by general vote, in accordance with theMunicipal Elections Act, 1996, or shall be appointed by the members of council. 2.1Repealed: 2018, c. 11, Sched. 2, s. 1 (2). 3. The members of council, except the head of council, shall be elected in accordance with theMunicipal Elections Act, 1996to the upper-tier council or to the council of one of its lower-tier municipalities. 4. The head of council shall be qualified to be elected as a member of council of the upper-tier municipality. 5. If the membersof council are directly elected to the upper-tier council and not to the council of a lower-tier municipality, the members shall be elected by general vote or wards or by any combination of general vote and wards. 6. Each lower-tier municipality shall be represented on the upper-tier council. 2001, c. 25, s.218(1); 2006, c.32, Sched.A, s.93(1); 2016, c. 37, Sched. 15, s. 1; 2018, c. 11, Sched. 2, s. 1. Types of changes (2) Without limiting sections 9, 10 and 11, the power to change the composition of council includes the power to, (a) change the number of members of its council that represent one or more of its lower- tier municipalities; (b) change the method of selecting members of the council, including having members directly elected to the upper-tier council and not to the council of a lower-tier municipality, members elected to serve on both the upper-tier and lower-tier councils or members elected to the lower-tier councils and appointed to the upper-tier council by the lower-tier municipalities, or a combination of methods of election; (c) have a member representing more than one lower-tier municipality; (d) require that if a member of council is appointed by the members of council as the head of the upper-tier council, the member is no longer entitled to hold office on the council of a lower-tier municipality or any other office on the council of the upper-tier municipality or both; and (e) require that if a member of council is appointed by the members of council as the head of the upper-tier council, the appointed member must hold office on the council of 3261926Page 11of 13 3 - 19 June 16, 2020Report: PDL-CAS-20-05 a lower-tier municipality. 2001, c.25, s.218(2); 2006, c. 32, Sched. A, s. 93 (2); 2017, c. 10, Sched. 1, s. 14 (1). Number of votes (3) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier municipality to change the number of votes given to any member but each member shall have at least one vote. 2006, c.32, Sched.A, s.93(3). Term of office (4) Without limiting sections 9, 10 and 11, those sections authorize an upper-tier municipality to change the term of office of an appointed head of council so long as the new term does not extend beyond the term of council. 2006, c.32, Sched.A, s.93(3). Term unaffected (5) Except as provided in subsection (4), nothingin this section authorizes an upper-tier municipality to change the term of office of a member of council. 2017, c. 10, Sched. 1, s. 14 (2). Reviews by regional municipalities (6) Following the regular election in 2018 and following every second regular election after that, a regional municipality shall review, for each of its lower-tier municipalities, the number of members of its council that represent the lower-tier municipality. 2017, c. 10, Sched. 1, s. 14 (2). Regulations (7) The Minister may make a regulation changing the composition of a council of a regional municipality if the regional municipality does not, in the period of time that starts on the day the new council is organized following a regular election referred to in subsection (6) and endson the day two years after that day, either, (a) pass a by-law to change, for one or more of its lower-tier municipalities, the number of the members of its council that represent the lower-tier municipality; or (b) pass a resolution to affirm, for each of its lower-tier municipalities, the number of the members of its council that represent the lower-tier municipality. 2017, c. 10, Sched. 1, s. 14 (2). When regulation may be made (8) The Minister may make a regulation under subsection (7) only after the period of time referred to in that subsection but before the year of the next regular election after which the regional municipality has a duty to conduct a review under subsection (6). 2017, c. 10, Sched. 1, s. 14 (2). What regulation may include (9) A regulation made under subsection (7) may include anything that could be included 3261926Page 12of 13 3 - 20 June 16, 2020Report: PDL-CAS-20-05 in a by-law of the upper-tier municipality under subsections (1) to (5) and is subject to the limitations set out in those subsections. 2017, c. 10, Sched. 1, s. 14 (2). What Minister shall have regard to (10) When considering whether to make a regulation under subsection (7), the Minister shall, in addition to anything else the Minister wishes to consider, have regard to the principle of representation by population. 2017, c. 10,Sched. 1, s. 14 (2). Transition (11) Until after the regular election in 2026, subsections (6) and (7) do not apply to a regional municipality that, during the period between the regular election in 2014 and the regular election in 2018, passes a by-law to change, for one or more of its lower-tier municipalities, the number of members of its council that represent the lower-tier municipality. 2017, c. 10, Sched. 1, s. 14 (2). Section 219 Notice and Triple Majority Notice 219(1)Before passing a by-law described in section 218 or aresolution described in clause 218 (7) (b), the municipality shall give notice of its intention to pass the by-law or resolution and shall hold at least one public meeting to consider the matter. 2017, c. 10, Sched. 1, s. 15. Validity (2)A by-law described in section 218 making changes described in clauses 218 (2) (a), (b) and (c) or in subsection 218 (3) or a resolution described in clause 218 (7) (b) is not valid unless, (a)a majority of all votes on the upper-tier councilare cast in favour of the by- law or the resolution; (b)a majority of the councils of all lower-tier municipalities forming part of the upper-tier municipality have passed resolutions consenting to the by-law or the resolution; and (c) the total number of electors in the lower-tier municipalities that have passed resolutions consenting to the by-law or the resolution form a majority of all the electors in the upper-tier municipality. 2017, c. 10, Sched. 1, s. 15. 3261926Page 13of 13 3 - 21 2019 #4# Population per Councillor 9,4505,2195,56312,96620,4925,5722,43110,3853,9537,2583,7446,9816,73212,228 Buubdinfou 1 2019 Population 66,14767,84450,069181,530163,937100,30319,445145,38759,297123,39959,91869,81942,88874,05985,598 Local Municipalities 887749414911810477 Councillors* 713914818814151716108117 tier - represents elected from the ŷƷƷƦƭʹΉΉǞǞǞЊЎЉ͵ƭƷğƷĭğƓ͵ŭĭ͵ĭğΉƷЊΉƷĬƌЊΉĻƓΉĭǝ͵ğĭƷźƚƓͪƦźķўЊАЊЉЉЊЌВЉЊ tier municipality and 4 Deputy tier municipality. Warden is -- some lower tiers have two and Composition the nine member municipalities. tier municipalities with more than - Townships of North Frontenac, Central tier government with Warden (Head of Council) tier government with Warden -- One Warden and seven Councilors (each represents one of the lower tiers)One Warden and thirteen Councilors (each one of the lower tiers others have one based on the population of the lower tier)Twoelected annually from Members of Council. Council is comprised of 9 members including mayors from each of the 7 municipalities and the deputy mayors from Municipality of Central Elgin and Township of Malahide (the 2 largest municipalities).Twomembers of Council. Council is comprised of 14 members including the mayors and deputy mayors of each of the 7 municipalities.Council consists of eight members. They are the four Mayors from the Frontenac, South Frontenac and Frontenac Islands, as well as a chosen Councillor from each these township Councils.Grey County Council consists of the Mayor and Deputy Mayor from each of Each municipality is represented on County Council by their Mayor and Deputy Mayor, one of which is elected annually by County Council to serve as County Warden.Hastings County Council is made up of the Heads of Council of its 14 member municipalities.Mayors/Reeves, Deputy Mayors/ReevesMayors plus additional Councillors based on lower tier population size2 Representatives from each municipality (chosen by each municipality)All heads of Council4 Mayors and 4 Deputy Mayors from each lowermunicipality. Warden is elected by Council annually. 7 Mayors from each lowerMayors from lower5,000 electors. Warden is elected by Council annually. 7 Mayors from each lowerelected by Council annually. BruceDufferinElginEssexFrontenacGreyHaliburtonHastingsHuronLambtonLanarkLeeds and GrenvilleLennox and AddingtonMiddlesexNorthumberland ЋЉЊВ ƦƚƦǒƌğƷźƚƓ ŅźŭǒƩĻƭ ŅƚƩ /ƚǒƓƷźĻƭ ğƓķ wĻŭźƚƓƭ ǞĻƩĻ ƚĬƷğźƓĻķ ŅƩƚƒ {ƷğƷźƭƷźĭƭ /ğƓğķğʹ Њ 3 - 22 11,4007,6795,06411,1668,85117,6079,84215,06924,41425,9293,01215,45764,24939,90459,074 81,485 114,00076,79681,032 (2016)89,333 (2016)88,512 (2016)528,226118,114241,119683,600.596,36966,268479,1831,541,994598,5561,1 848817 communities167784612379 10101681030121628232231241520 direct - councilors. representing wards of regional councillors members from wards in members. Municipal tier municipality and 2 - . 19 elected municipalities. rs, members are elected in double yo of election. The Regional Chair is elected by 8 Mayors from each lowerCity/County Councillors from Woodstock. Warden is elected by Council every 4 years.Warden is elected by council representation: North Perth 3 representatives with 2 votes each, West Perth 2 representatives with 2 votes each. Perth East 3 representatives with 2 votes each, Perth South 2 representatives with 1 vote eachMayor and Deputy Mayor from all 8 municipalities. 2 of those 16 are elected Warden and Deputy Warden. This position is for 2 years. Mayor of each of the 8 municipalities sit on the County Council. Warden is elected annually by members. Includes the Mayors or reeves from each of the 17 communities within the county boundaries. The warden is elected annually by members. 15 Mayors/15 Deputy MayorsAll Mayors and Deputy Mayors act as Warden selected from group6 Mayors/6 Deputy MayorsAll Mayors and Deputy Mayors act as councilors. Warden selected from groupThe Mayors of the 7 local area municipalities and 9 Regional Councillors elected from the local area municipalities. Warden selected from groupOne Regional Chair, the Mayors of the 8 local area municipalities and 20 Regional Councillors elected from the 8 local area municipalities.One Regional Chair, the Mayors of the 4 local municipalities, andthe area municipalities.Comprised of District Chair, the Mayors of Six area municipalities, and 16 District Councillors who also sit on the area municipal councils (four from each, with the exception of the Township of Lake of Bays and Georgian Bay, who have three representatives)area municipalities, and 19 elected representatives from One regional chair, mayors of Brampton, Caledon, and Mississauga, and council members from each city or townChair, Mayors and direct electionbased on municipal populationChair, Maform members of Regional Council at the first meeting of the term. ƌ͵ OxfordPerthPeterboroughPrescott and RussellRenfrewSimcoeStormont, Dundas and GlengarryWellingtonDurhamHaltonMuskokaNiagaraPeelWaterlooYork Ϋ5ƚĻƭ ƓƚƷ źƓĭƌǒķĻ ƷŷĻ ŷĻğķ ƚŅ /ƚǒƓĭź 3 - 23 REPORT TO: Committee of the Whole DATE OF MEETING:August 24, 2020 SUBMITTED BY: Mark Hildebrand, Director, Neighbourhood Programs and Services, (519-741-2200, ext.7687) PREPARED BY:Mark Hildebrand, Director, Neighbourhood Programs and Services, (519-741-2200, ext.7687) WARD (S) INVOLVED:Ward 5 DATE OF REPORT:July 24, 2020 REPORT NO.:CSD-20-005 SUBJECT:Williamsburg Community Centre Lease Renewal ___________________________________________________________________________ RECOMMENDATION: That the Mayor and Clerk be authorized to execute a lease renewal agreement and related documents for the Williamsburg Community Centrewith Schlegel Urban Development Corp. for an additional three year period, commencing on the first day of August, 2020, such documents to be satisfactory to the City Solicitor. BACKGROUND: Since August 1, 2009, the City of Kitchenerhas been leasing 3,000 square feet of space at 1187 Fischer Hallman Road, Unit 620,in the Williamsburg Town Centre, which houses the Williamsburg Community Centre (“Centre”). The Williamsburg Community Association, a very active affiliated association, has beenoffering a number of programs at theCentre and throughout the neighbourhoodfor over 10 years.The Centre is highly valued by residents in the local community and to date usage and attendance at the Centre continues to reflect this. The City of Kitchener is leasing this space until such time that a permanent facility isbuilt. REPORT: The City of Kitchener is interested in renewing the lease forthe space at Unit 620, 1187 Fischer Hallman Road, for a third term. Details of the lease are as follows: Landlord:Schlegel Urban Development Corp. Term:Renewed for 3 years,August 1, 2020 to July 31, 2023 There is 1 further right for the City of Kitchener to renew for a period of three years There is a one-time right for the City of Kitchener to terminate the leaseupon the construction of a new community centre buildingin the area as identified in the Rosenberg Secondary Plan study *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 4 - 1 Minimum Rent$17.68 per square foot, per annum ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation in this report supports the achievement of the City’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: Renewal of the current lease is supported within the current 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. ACKNOWLEDGED BY: Michael May, DCAO Community Services 4 - 2 REPORT TO: Committee of the Whole DATE OF MEETING: August 24, 2020 SUBMITTED BY: Brian Bennett, Manager, Business Development, 519-741-2200 X 7230 PREPARED BY: Rob Morgan, Capital Investment Advisor/ Brownfield Co-ordinator, 519-741-2200 x7734 WARD (S) INVOLVED: Ward 1 DATE OF REPORT:July 15, 2020 REPORT NO.: DSD-20-101 SUBJECT: Land Sale - PLAN 675 PT LOT 1 PT LOT 2, PIN # 22302-0126(LT), Land-locked Vacant Land, BridgeportEast RECOMMENDATION: That the Mayor and Clerk be authorized to execute an Agreementof Purchase and Sale with Newo Holdings Ltd.for their acquisition of the City’s parcel of land having an area of approximately 0.902 acres., legally described as Plan 675 PT Lot 1, PT Lot 2, PIN # 22302-0126(LT), at a purchase price of $520,000.00, and that the subject land be declared surplus to the City’s needs; said agreement to be to the satisfaction of the City Solicitor; and further, That the Mayor and Clerk be authorized to execute all documentation required to complete the transaction, said documentation to be to the satisfaction of the City Solicitor. BACKGROUND/REPORT: The subject property is approximately 0.902 acres in area and is currently zoned Residential 4 (R-4). The lands are landlocked, vacant, unserviced andare located in Bridgeport Eastclose to Grand Avenue.(see attached plan) City staff were approached by Newo Holdings Ltd. requesting that the City sellthe0.902-acre subject parcel to them. NewoHoldings is a land development company who has assembled the surrounding landsand nowwishesto purchase the City lands to completethe block allowing them the ability to develop the lands as a subdivision for residential purposes. The City owned parcelof land was originally conveyed to the Village of Bridgeport in 1968 and has remained in Municipal ownership since this conveyance. The land was originally planned to be utilized for the extension of Grand Avenueand is nolonger required for this purpose. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 5 - 1 Land Value The proposed purchase price of $520,000 is fair market value for this parcel of land based on the valuation secured by the City, especiallywhen considered with the unprecedented times resulting from the Covid-19 Pandemic. 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 proceeds from the transaction will be deposited into the Land Reserve Account. 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 5 - 2 Locational Plan 5 - 3 REPORT TO: Committee of the Whole DATE OF MEETING: 2020-08-24 SUBMITTED BY: Ryan Scott,Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Dianne Stewart,Manager, Business Solutions – Work Management, 519-741-2600 ext. 4654 WARD (S) INVOLVED: N/A DATE OF REPORT: 2020-07-13 REPORT NO.: FIN-20-051 SUBJECT: Sole Source – FPO20-071 Mobile Time Entry Solution __________________________________________________________________________________________ RECOMMENDATION: That KRONOS, Mississauga, Ontario, be the sole source provider for the purchase of Mobile Time Entry (Workforce Dimensions) software at a cost of $110,000.00, plus H.S.T. of $14,300.00, for a total of $124,300.00, provided a satisfactory contract is executed. BACKGROUND: For many years, a manual paper-based procedure has been in place to capture, approve and process hourly timesheets for most divisions within Infrastructure Services and some divisions in Community Services. The current process includes several hand-offs and data-entry before posting the time to payroll, leading to the potential for data errors and time needed for follow- ups, corrections and clarifications. On average, thirteen (13) administrative staff data-enter over 2,108 timesheets on a weekly basis totalling over 109,000 timesheets per year. In addition, substantial time is taken by supervisory staff to approve, clarify and correct daily timesheets for staff. The current solution through the City’s work management solution (Cityworks) has exceeded its end-of-life and is no longer supported by the vendor. The increased volume of data-entry needed for payroll; the current system; and, the supporting process creates an unacceptable risk error and failure. Further there is a growing need to establish a mobile solution for timesheets in order to increase capacity for new/additional responsibilities for administrative staff. Over the last 6 years, the City explored directly or by way of market scans various options to modernize the approach to timesheet processing.In 2019 a Request for Information (RFI) document was released to aid in identifying vendors capable of delivering a mobile-ready application for field and office staff with the capability to integrate into Cityworks as well as the City’s core financial system, SAP. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 6 - 1 KRONOS established itself as the only vendor capable of providing the advanced functionality required by staff; the integrations with both Cityworks and SAP for now, and intothe foreseeable future. SAP has been the City’s Enterprise Resource Planning (ERP) solution since 2008. The strength in partnership between SAP and the KRONOS product set allows the City of Kitchener to fully leverage the integrated solution with the full support of our enterprise solution provider. The long-term strategic collaboration between SAP and KRONOS will ensure a robust solution best suited for the City of Kitchener. REPORT: As per clause 170.8.2 of the Purchasing By-law 2017-106, it states, “The use of a Non-Standard Procurement process is only permitted under the following circumstances: c. where there is an absence of competition for technical reasons and the Goods, Services, Construction, or Consulting Services can only be supplied by one particular Supplier and no alternative or substitute exists;” As per clause 170.8.3 of the Purchasing By-law 2017-106, it states, “All non-standard Procurementprocesses must be approved and conducted in accordance with this By-law including the table set out in this section and all applicable procedures.” RequirementProcurementProcurementApproval Authority ValueProcess Excluding Taxes Goods, Up to $99,999Non-Competitive or Director of Supply Services, Construction, Limited CompetitionServices Consulting Services Goods, Greater than Non-Competitive or Council Services, Construction,$100,000Limited Competition Consulting Services The KRONOS solution is compatible with robust integrations to both Cityworks, SAP and is capable of integrating with an HRIS system (PeopleSoft). Given the strategic partnership between solution providers and the lack of viable alternatives base on business logic and technical requirements, KRONOS satisfies both the compatibility; and the absence of competition due to technical reasons exceptions under the By-law. 6 - 2 The recommendation was reviewed by J. Winter, Director – Asset Management & Business Solutions and D. Stewart, Manager – Business Solutions, Work Management, who concur with the above 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. The mobile time entrysolution provides City staff with dynamic views of work activities across teams as appropriate. Management staff can utilize the solutions’ functionality to be responsive to customer inquiries thereby establishing efficiencies and consistent workflows which has the potential of improving customer service both internally and externally. FINANCIAL IMPLICATIONS: The net capital cost for this purchase (A), is fair and reasonable for a purchase of this scope and the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated capital surplus (D) will remain within the account to help fund additional mobile time management costs. Operating Costs related to license renewalswill be funded from various operating accounts. KRONOS Software Purchase Estimated Cost for this Phase of Work Quote received, including HST$124,300.00 less: HST rebate (12,363.99) Net Cost Being Awarded111,936.01A Projected additional costs- Total Estimated Cost for this Phase of Work111,936.01C Budget for this Phase of Work Cityworks Software Upgrades capital account115,000.00 Total Budget for this Phase of Work$115,000.00B Estimated Surplus/(Deficit) for this Phase of Work (B - C) D3,063.99 6 - 3 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: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 6 - 4 REPORT TO: Committee of the Whole DATE OF MEETING:August 24, 2020 SUBMITTED BY: Saleh Saleh, Director of Revenue519-741-2200 x7346 PREPARED BY: Feras Abdulhadi, Tax Specialist519-741-2200 x7440 WARD (S) INVOLVED:All DATE OF REPORT:AUGUST13, 2020 REPORT NO.: FIN-20-053 SUBJECT: Applications for Cancellation, Refund, Reduction of Taxes – th August 24 Hearing ___________________________________________________________________________ RECOMMENDATION: That the applications to City Council for cancellation, reduction, refund of taxes totalling $1,229,867.64as attached to Financial Services Department report FIN-20-053, be approved, pursuant to Section 357 of the Municipal Act,S.O. 2001, c. 25 (“the Act”). BACKGROUND: Section 357 of the Actallows the local municipality to cancel, reduce or refund all or part of taxes levied on land in the year in respect of which the application is made for certain specific reasons as laid out in this section of the Act. REPORT: One hundred fifty-oneapplications for adjustment of taxes under Section 357 of theActwere processed, resulting in a net reduction of taxes in the amount of $1,229,867.64. The required notices to the affected parties were sent out in accordance with the relevant legislation. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 7 - 1 The following table shows a breakdown of the reduction in taxes in this report by the applicable reason. Relevant Total Taxes subsectionof the Reason for Application Reduced Act 357(1)(a)Ceases to be liable for tax at rate it was taxed$68,354.26 357(1)(c)Became exempt$251,709.29 357(1)(d)(i)Razed by fire, demolition or otherwise$333,309.47 357(1)(d)(ii) Damaged and substantially unusable$291,643.43 357(1)(f)Gross or manifest clerical/factual error (in the assessment roll)$97,867.45 357(1)(g)Repairs/renovations preventing normal use $186,983.74 Total$1,229,867.64 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 tax reductions are shared with the Regional Municipality of Waterloo and the School Boards.The net effect to the City of Kitchener is a reduction in current year revenue, including a reduction in City leviesof $272,162.53anda reduction in BIA levies of $34,881.26,both of which areaccommodated within the 2020 Operating Budget.The City share forms part of the year’s net supplementary taxes and write-offs, which carries a net revenue budget of $1.1 million annually. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the council / committee meeting. The required notices to the affected parties were sent out in accordance with the relevant legislation under Section 357 of theAct. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer. 7 - 2 REPORT TO: Council DATE OF MEETING:August 24, 2020 SUBMITTED BY: Denise McGoldrick,GM Infrastructure Services,519-741-2600 x4657 PREPARED BY: Denise McGoldrick,GM Infrastructure Services,519-741-2600 x4657 Josh Shea, Natural Area Coordinator, 519-741-2600 x4177 WARD (S) INVOLVED:All Wards DATE OF REPORT:August 19, 2020 REPORT NO.: INS-20-008 SUBJECT: Indigenous Reconciliation Action Plan - The Journey Forward __________________________________________________________________________________________ RECOMMENDATION: That INS-20-008, be received; That staff be directed to develop a policy to support the access and use of public spaces by Indigenous peoples to carry out cultural and ceremonial practices; and, That City of Kitchener rental-relatedfees associated withuse of City spaces for Indigenous cultural and ceremonialevents be suspended until such policy is considered by Council. EXECUTIVE SUMMARY: Deep and systemic inequities in our society and our community have been highlighted in recent weeks and months. While these inequities and issues existed long before COVID-19, the pressures of the global pandemic have further highlighted the impact systemic racism has on Indigenous and Black people as well as other people of colour. Social injustice and racismexist in our community and our organizations, and now is the time for meaningful, immediate action. On June 20, 2020, some members of the local Indigenous communitiesestablished the O:se Kenionhata:tieLand Back Camp in Victoria Park and set up social media through Facebook and Instagram to describe the purpose of the camp. On July 10, 2020, a petition addressed to the mayors of Kitchener and Waterloo was circulated and outlined the specific demands ofthe Land Back Camp organizers. The concerns expressed by Land Back Camp organizers are consistent with concerns that have come to light by way of other community consultations, however there is a need to engage more broadly on actions to support the local urban Indigenous communities. In order to uphold commitments made to respond to the Calls to Action of the Truth and Reconciliation Commission, a region-wide Reconciliation Action Plan is being launched by area *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 8 - 1 municipalities, Region and the Grand RiverConservation Authority.A consultant with significant knowledge and expertise is being sought in order to lead this work in a culturally appropriate way. This work will involve comprehensive engagement with the local Indigenous communities, including Elders, knowledge keepers and youth, to better understand the range of interests, community needs, and associated challenges experienced locally. While much of this work will take time, there are actions that can be taken in the short-term. In order to support the use of public spaces by Indigenous peoples to carry out cultural and ceremonial practices, it is recommended that rental-related fees be suspended until a formal policy can be considered by Council. BACKGROUND: In 2019,Kitchener City Councildirected staff to proceed with the implementation of the Truth & Reconciliation Calls to Action starting with two priorities (COR-19-021).: 1. Introduce a territorial acknowledgement at the commencement of Council to signal a commitment to responding to the Truth & Reconciliation Calls to Action and to demonstrate respect for the ongoing relationships we are building; and 2.The implementation of a training program for staffand Councilthat will increase Indigenous competency at an organizational level, resulting in improved customer service and increased capacity of non-Indigenous staff across the organization to work respectfully and appropriately on Indigenous initiatives in a municipal context. Internal capacity building within the City ofKitchener is underway and Indigenous Inter-cultural competency training was organized inspring 2020 for Council and staff however was deferred due to the pandemicand inability to deliver in-person training. Staff are working with municipal partnersandthe training providerto identify an alternative approach to delivering the training. In early 2020, the City leveraged a $25,000 donation from the Kitchener-Waterloo Community Foundation to support the exploration of Indigenous opportunities in the Huron Natural Area (HNA). The project focuses on understanding Indigenous use of HNA through key focus areas: Cultural awareness programming and activities; exploring Indigenous education programs, Forest School initiatives, storytelling through signage and guided walks, etc. Land-based restoration and stewardship; includes exploring how traditional land-based Indigenous ecological knowledge can be integrated and utilized to enhance the existing restoration, stewardship and engagement programs delivered in the park. Events, ceremony and celebration; includes exploring how the park can function as a space for Indigenous events and celebrations for both public participation as well as private ceremonies 8 - 2 The HNA initiativewas paused in the initial stages of the pandemic and was re-initiatedin July with the completion of the recruitmentprocess and onboarding of an Indigenous Parks Engagement Associate to support this work. Itisrecognized that the initial response to theTRC’s calls to action providea starting point in the City’s journeyto develop meaningful relationships and work toward reconciliation with the local First Nations,Métisand Inuit communities.However,a more comprehensive approachto reconciliation is required to address systemic inequities, racismand to better support, celebrate and deliver services to Indigenous Peoples in Kitchener. REPORT: The City of Kitchener’s Strategic Plan (2019-2022) identifies that one of it’s five goals is to “Enhance people’s sense of belonging and connection by providing welcoming community spaces and programs; better engaging, serving and supporting our diverse populations and helping to make housing affordable”. This goalis being supported through the development of an Equity, Diversityand Inclusion Strategy and by continuing the journey of reconciliation with First Nations, Métisand Inuit members of our community.This report provides additional details on a region-wide ReconciliationAction Plan – a collaborative process between the Indigenous communities,the Region and area municipalities. O:se Kenhionhata:tie Land Back Camp On June 20, 2020, some members of the local Indigenous communities, established the O:se Kenhionhata:tieLand Back Camp in Victoria Park and set up social media through Facebook and Instagram to describe the purpose of the camp. On July 10, 2020, a petition addressed to the mayors of Kitchener and Waterloo was circulated and provided specific demandsof the Land Back Camp organizers. The petition received over 5000 signatures. The demands are as follows: Dear Mayor Berry Vrbanovic and Mayor Dave Jaworsky, For hundreds of years, our people gathered as many nations in what is now Victoria Park, Kitchener. We gathered in this area to meet under great peace and diplomacy to talk, trade, hunt and feast together. We gathered for ceremony. We came together bringing our children and those of marriageable age would find partners and create new, great kinships between our peoples. First Chonnonton, Anishinaabe, Haudenosaunee, and Huron nations found our peace and way under the great treaty of the Dish With One Spoon Wampum. We came together here under this long standing agreement that we conducted our relationshipon this land. Today, both cities charge us large amounts of money to gather in our traditional places. We are now obliged to obtain permits and seek permission to gatheron our traditional land that we have used for thousands of years. 8 - 3 1.We demand that all fees be waived for the Indigenous communities to host events in public spaces. 2.We demand that land in Victoria Park, and Waterloo Park, be given back to the Indigenous Peoples. These spaces will be used for gathering and ceremonial purposes. 3.We demand that the cities create paid positions, at all levels, for Indigenous Peoples to be able to engage with the First Nations, Métis, and Inuit peoples living on this territory. 4.We demand that the cities create Indigenous Advisory Committees (paid) that will work with the Mayors and City Councillors in helping to address topics such as racial injustice, the lack of access to Indigenous services and community spaces, and addressing the TRC's 94 Calls to Actions. We will continue to occupy "public" space on our lands until these demands have been met. We look forward to your reply. The concerns expressed by Land Back Camp organizers are not unique to this group. Wellbeing Waterloo Region has published an Indigenous Community Consultations Report (Sept 13, 2018) that highlights the need for Indigenous representation at decision-making tables across the region, including municipal government. This report also notes the need for service providers to increase their knowledge of Indigenous history and culture, the need to acknowledge and celebrate culturally significant days like National Indigenous Peoples Day, and the need to address systemic racism in our community. Viewpoints on the Landback Camp havebeen shared withthe City from various local Indigenous community members. While some feedback has shared support for the Landback Camp, concerns have also been expressed by members of the Indigenous communitiesthat broader consultation is required with the local Indigenous communitiesto ensure all interests are considered. Landback Camp organizers have recognized on their Facebook page that they do not speak for the local Indigenous communities. A Reconciliation Action Plan is a recommended approach to consider the many voicesof the local Indigenous communitiesto address the systemic issues and barriers for Indigenous Peoples that are inherent in municipal processes, services,programsand spaces. Reconciliation Action Plan Deep and systemic inequities in our society and our community have been highlighted in recent weeks and months. While these inequities and issues existed long before COVID-19, the pressures of the global pandemic have further highlighted the impact systemic racism has on Indigenous and Black people as well as other people of colour. Social injustice and racism exist in our community and our organizations, and now is the time for meaningful, immediate action. The Truth & Reconciliation Commission definesreconciliation as “establishing and maintaining a mutually respectful relationship between Aboriginal and non-Aboriginal peoples in this country. For that to happen, there has to be awareness of the past, acknowledgement of the harm that has been inflicted, atonement for the causes, and action to change behaviour.”. 8 - 4 In order to address the root cause of the key themes of concerns expressed by local Indigenous communitiesand see meaningful relationships enhancedwith Indigenous people in the Region of Waterloo, the following approach is recommended: Systems based – applya systems-basedlens to the issues and recognize that issues are interwoven andcomplex and cannot be addressed by a check-box approachor by considering initiatives as “projects” Indigenousrepresentation – the City of Kitchener and other organizationsrequire competency inIndigenousrelations that can only be accomplished byengagingIndigenousadvisors and/orIndigenousemployeesto lead and support this work Action-Oriented – all jurisdictions should becommittedto action andresolving concerns. Long-term solutions – solutions should be long-term and sustainable in nature Interjurisdictional – inter-jurisdictionalcollaborationwithin the Region and with other stakeholdersis required to resolve issues. Longevity and Flexibility- It is recognized that issues and actions may evolve over time and that addressing specific issues is not a “one and done”. There needs to be longevity and flexibility within the approachand an ongoing commitment for long- term relationship building. BroadIndigenousEngagement– ensure broader dialogue across the diverseIndigenouscommunitiesin Waterloo Region recognizing that there is no single voice that speaks to the needs of the local Indigenous communities. In support of this approach, the Region of Waterloo, area municipalities (Cities of Cambridge, Kitchener, Waterloo and Townships of North Dumfries, Wellesley, Wilmot, and Woolwich)and the Grand River Conservation Authority recognize that a siloed approach to individual reconciliation initiativeswillnot benefit the Indigenous communitiesthat we serve. The services offered between a two-tiered municipal government differ between the jurisdictions. For example, social supports are provided by the Region, and parks and natural spaces are provided by the cities/townships. Further, individual engagement initiativesby each municipality would require local residents to participate in multiple, similar consultations and a consistent approach would be beneficial. Lastly, by leveraging our collective efforts, actions and results will be quicker to materialize asduplications of efforts will be minimized to the maximum extent possible. Thisinter-municipal group is seeking proposals for a consultant who will provide engagement services to develop the region-wide Reconciliation Action Plan. The successful consultant will bring knowledge and expertise that will allow them to lead this work in a culturally appropriate way. An external consultant will also bring a neutrality that will enable inclusion of the many voices of the diverse Indigenous communitiesin Waterloo Region. The consultant will also provide process and facilitation expertise to supportcomprehensive engagement with local Indigenous communities, including Elders, knowledge keepers and 8 - 5 youth, to better understand the range of interests, community needs, and associated challenges experienced locally. Based on the work of the Truth and Reconciliation Commission, it is anticipated that key themes for engagement will include: Culture & Celebration, Access to Land, Social & Community Supports and Representation & Belonging. It is anticipated that engagement activities will considerdifferent methods to balance the value of in-person dialogue with virtual meetings, in accordance with COVID-19 protocols will be a primary consideration. A Reconciliation Action Plan willconsolidate what we heard from the community and identify actionsand implementation phasing to move our community forward torealize the vision of the Truth & Reconciliation Calls for Action.It is anticipated that a Reconciliation Action Plan and associated implementation considerations will be completed by the end of2021. It is important that engagement be Indigenous ledand supported. To ensure that engagement occurs in a culturally appropriate way and to assist in the co-creation ofthe ReconciliationAction Plan, an Indigenous Advisory groupwill be establishedas one of the initial stages of the engagement work. Representation from several Indigenous community organizations, local universities and the Indigenous communitiesas a whole will be sought.As is thepractice for the Wellbeing Waterloo Region First Nations, Métisand Inuit Advisory and Advocacy Circle, an honorarium will be offered toAdvisory Committeemembers to recognize their contribution of traditional knowledgesharingand the important value that this provides to the reconciliation process.The Committee will also consider a long-term, sustainable model to provide advisory supportto Regional and Municipal Councils. These efforts are intended to be complimentary toand not duplicate efforts with the broader Anti-Racism Initiative, and the purview of the Anti-Racism Secretariat. The City has a responsibility to engage in a way that recognizes the distinct nature of reconciliation work with respect to theTruth and Reconciliation Commission calls to action. The plan to engage in this work has been shared with the broader community by way of a press release on August 20, 2020. When beginning the engagement work, all municipal partners will work closely with local Indigenous-led organizations on strategies to best reach members of the local urban Indigenous communities. Embarking on the development of a region-wide Reconciliation Action Plan alongside the local Indigenous communitiesis an important next step in the City of Kitchener’s journey toward reconciliation. Listening, learning, and taking the recommended actions, will help us move forward and realize the vision of the TRC Calls to Action. Opportunities for Near-termAction In addition to a more comprehensive Reconciliation Action Plan, opportunities to advance near- term action as they are identified should beexplored and implemented, so as not to wait until the finalization of a Reconciliation Action Plan.One such action that is recommended to be advanced concurrently with the ReconciliationAction Plan is the development of a policy to 8 - 6 support the access and use of public spaces by Indigenous peoples to carry out cultural and ceremonial practices. The policy development will identify barriers to use of public spaceswith the goal of facilitating access to the maximum extent possible. Barriers may include: Financial impacts/lack of financial resources to using public space Administrative/red tape in permitting for events Lack of knowledge and appreciation of the importance ofthe use of sacred medicines such as tobacco, sage, cedarand sweetgrass, and ceremonial practices such as smudging, sacred pipe and sacred fires A policy update will require input from the community and the Indigenous Advisory group, therefore, it is recommended that City rental fees be suspended until a policy is brought forward for consideration, anticipated in Q2 2021. Staff recommend that tobe eligibleto have rental- relatedfees waived, the event must: be an Indigenous ceremonial or cultural event be open and accessible to members of the local Indigenous communities comply with all city policies and bylaws related to space rentals Rental-related fees will include: space rental fee; fees for associated permits; fees for booking incidental requirements asper the City of KitchenerUser Fee Schedule Event organizers will still be required to follow policies and permit requirements required by the Region or Province and to pay associated fees. Staff will work closely with event organizers to provide support navigating booking requirements. In addition to the actions noted above, staff are currently developing a proposal for a dedicated team of City staff to provide leadership, expertise, advice and senior level competencies, in the areas of Indigenous initiatives, anti-racism, and equity. This team would include a permanent Senior Indigenous Advisor as a key position who, through collaboration and engagement with the local Indigenouscommunities, as well the application of Indigenous knowledge, traditions and world views, would help advance reconciliation actions at the City of Kitchener. The creation of this dedicated staff team was included in the original workplan of the Mayor’s Task Force on Equity, Diversity and Inclusion (EDI) when it was created back in 2019. To date, staff have researched a variety of similar staffing models in other municipalities (and some other public sector organizations) across Canada and received input and guidance on a potential staffing model from consultants with expertise in equity, anti-racism and Indigenous initiatives. In the coming weeks staff will engage a number of community stakeholders, including some members of the Mayor’s Task Force on EDI, on a proposed organizational structure and associated positions prior to staff making a recommendation to City Council later this year. 8 - 7 ALIGNMENT WITH CITY OFKITCHENER STRATEGIC PLAN: Strategic Goal: Caring Community - Enhance people’s sense of belonging and connection by providing welcoming community spaces and programs; better engaging, serving and supporting our diverse populations and helping to make housing affordable. FINANCIAL IMPLICATIONS: Reconciliation Action Plan The estimated costfor the development of a Reconciliation Action Plan,inclusive ofconsulting fees, engagement costs, honorarium and contingency is $163,000. Based on the cost share arrangement with the Region and area municipalities, the City of Kitchener share is estimated to be $27,000. The City’s share is to be funded from the capital contingency account which has sufficientbalance to accommodate this expenditure. Suspension of City rental fees A review of rentals for Indigenous ceremonial events in 2018 and 2019has been performed and the potential revenue reduction is anticipated to be approximately $5000annually.There may also be unrealized revenue should utilization of City facilities increase. COMMUNITY ENGAGEMENT: INFORM – This report has been posted to the City’s website with the agenda in advance of the special councilmeeting. CONSULT – Initial outreach by members of the Indigenous communitieshas helped to inform the approach to a Reconciliation Action Plan. PREVIOUS CONSIDERATION OF THIS MATTER: COR-19-021– Municipal Response to the Truth & Reconciliation Commission Calls to Action ACKNOWLEDGED BY: Dan Chapman, CAO 8 - 8 REPORT TO: Committee of the Whole DATE OF MEETING:August 24, 2020 SUBMITTED BY: Jonathan Lautenbach, CFO and City Treasurer, (519) 741-2200 extension 7334 PREPARED BY:Lisa Dueck, Supervisor of Accounting, (519) 741-2200extension 7659 WARD (S) INVOLVED:ALL DATE OF REPORT:March 6, 2020 REPORT NO.:FIN-20-028 SUBJECT:2019 Statement of Remuneration and Expenses ___________________________________________________________________________ RECOMMENDATION: For information BACKGROUND: Section 284(1) of the Municipal Act, 2001 provides that the Treasurer of a Municipality shall, in each year on or before March 31, provide to the Council of the Municipality an itemized statement on remuneration and expenses paid in the previous year to: (a)each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council; (b)each member of council in respect of his or her services as an officer or employee of the municipality or other body described in clause (a); and (c)each person, other than a member of council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body. REPORT: The detailed Statement of Remuneration and Expenses for the year 2019 is attached to this report. The by-law under which the remuneration or expenses were authorized to be paid is 2019-015. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 9 - 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: N/A COMMUNITY ENGAGEMENT: INFORM -The 2019 Statement of Remuneration and Expenses report has been posted to the City’s website with the agenda in advance of the council / committee meeting and will be posted on the City of Kitchener’s Internet site. ACKNOWLEDGED BY: Jonathan Lautenbach, CFO and City Treasurer, Financial Services 9 - 2 The Corporation of the City of Kitchener Statement of Remuneration and Expenses For the year ended December 31, 2019 IndexTitlePage SummarySummary Statement of Council Remuneration and Expenses2 Schedule 1Statement of Remuneration3 Schedule 2Conferences and Seminars4 Schedule 3Meeting Expenses5 Schedule 4Home Office and Technology Expenses6 Schedule 5Members of Council - Directors of Kitchener-Wilmot Hydro Inc.7 and Kitchener Power Corp. Schedule 6Honorariums of Council Appointees8 Committee of Adjustment Committee of Property Standards Committee of Dog Designation Appeal 9 - 3 Summary 68,62873,85069,18268,54080,00569,07672,90569,82773,80679,536 156,437881,792 Total $ $ 4,9506,5616,5614,555 12,20234,829 KPC Sch 5 KW Hydro/ $ $ 68,62868,90069,18268,54073,44469,07666,34469,82773,80674,981 144,235846,963 Subtotal $ $ 536674 3,4021,2605,872 Expenses Automobile $ $ 228750664699593778472 1,8381,1281,0461,0239,219 Events Community $ $ 262 1,0693,0571,4855,5111,4203,3681,7663,0172,5912,407 25,953 2 Sch 4 Tech $ $ Home Office & 11,69811,698 Sch 3 Meeting Expenses For the year ended December 31, 2019 The Corporation of the City of Kitchener $ $ 310 3,4912,5162,8742,5864,3795,0864,717 Summary Statement of Council Remuneration and Expenses 25,959 Sch 2 Seminars $ $ Conferences & 64,80766,66559,23163,54766,89766,53261,87164,05865,08366,834 122,737768,262 Sch 1 $ $ Remuneration Total Members of Council Mayor Berry VrbanovicCouncillor Scott DaveyCouncillor Dave SchniderCouncillor John GazzolaCouncillor Christine MichaudCouncillor Kelly Galloway-SealockCouncillor Paul SinghCouncillor Bil IoannidisCouncillor Margaret JohnstonCouncillor Debbie ChapmanCouncillor Sarah Marsh 9 - 4 Schedule 1 The Corporation of the City of Kitchener Statement of Remuneration For the year ended December 31, 2019 Taxable Employment Members of CouncilRemunerationBenefitsTotal Mayor Berry Vrbanovic$ 103,617 $ 19,120 $ 122,737 Councillor Scott Davey 53,308 11,499 64,807 Councillor Dave Schnider 53,308 13,357 66,665 Councillor John Gazzola 53,308 5,923 59,231 Councillor Christine Michaud 53,308 10,239 63,547 Councillor Kelly Galloway-Sealock 53,308 13,589 66,897 Councillor Paul Singh 53,308 13,224 66,532 Councillor Bil Ioannidis 53,308 8,563 61,871 Councillor Margaret Johnston 53,308 10,750 64,058 Councillor Debbie Chapman 53,308 11,775 65,083 Councillor Sarah Marsh 53,308 13,526 66,834 Total Remuneration$ 636,697 $ 131,565 $ 768,262 Note: Employment benefits consist of costs such as Canada Pension Plan (CPP), Employer Health Tax (EHT), Group Life Insurance benefits, Health and Dental benefits, OMERS and RRSP contributions. 3 9 - 5 Schedule 2 The Corporation of the City of Kitchener Conferences and Seminars For the year ended December 31, 2019 Mayor Berry Vrbanovic Federation of Canadian Municipalities, Annual Conference872 Quebec City, QC, May 30-June 2, 2019 Association of Municipalities of Ontario, Annual Conference2,619 Ottawa, ON, August 18-21, 2019 $ 3,491 Councillor Debbie Chapman Federation of Canadian Municipalities, Annual Conference3,137 Quebec City, QC, May 30-June 2, 2019 Association of Municipalities of Ontario, Annual Conference1,949 Ottawa, ON, August 18-21, 2019 $ 5,086 Councillor Kelly Galloway-Sealock Federation of Canadian Municipalities, Annual Conference2,586 Quebec City, QC, May 30-June 2, 2019 $ 2,586 Councillor John Gazzola Association of Municipalities of Ontario, Annual Conference2,516 Ottawa, ON, August 18-21, 2019 $ 2,516 Councillor Margaret Johnston Federation of Canadian Municipalities, Annual Conference2,396 Quebec City, QC, May 30-June 2, 2019 Association of Municipalities of Ontario, Annual Conference1,983 Ottawa, ON, August 18-21, 2019 $ 4,379 Councillor Sarah Marsh Federation of Canadian Municipalities, Annual Conference2,741 Quebec City, QC, May 30-June 2, 2019 Association of Municipalities of Ontario, Annual Conference1,976 Ottawa, ON, August 18-21, 2019 $ 4,717 Councillor Christine Michaud Federation of Canadian Municipalities, Annual Conference2,592 Quebec City, QC, May 30-June 2, 2019 Association of Municipalities of Ontario, Annual Conference282 Ottawa, ON, August 18-21, 2019 $ 2,874 Councillor Bil Ioannidis Federation of Canadian Municipalities, Annual Conference310 Quebec City, QC, Non-refundable charges due to cancellation $ 310 Total Conferences and Seminars $ 2 5,959 4 9 - 6 Schedule 3 The Corporation of the City of Kitchener Meeting Expenses For the year ended December 31, 2019 Mayor Berry Vrbanovic Big City Mayors' Caucus Meeting Ottawa, ON, January 28, 2019 922 Quebec City, QC, May 30, 2019 939 Federation of Canadian Municipalities, Board of Directors Meeting Penticton, BC, March 12-15, 2019 2,390 Ottawa, ON, November 26-29, 2019 1,870 Big City Mayors' Caucus, Urban Project Vancouver, BC, May 2, 2019 1,936 $ 8,057 Other - Economic Development Waterloo Region Economic Development Corporation San Francisco, CA, November 4-8, 2019 3,641 $ 3,641 Total Meeting Expenses $ 11,698 5 9 - 7 Schedule 4 The Corporation of the City of Kitchener Home Office and Technology Expenses For the year ended December 31, 2019 Members of CouncilOperatingCapitalTotal Mayor Berry Vrbanovic$ 1,069$ 0 $ 1,069 Councillor Scott Davey1,2021,8553,057 Councillor Dave Schnider1,0784071,485 Councillor John Gazzola2,5033,0085,511 Councillor Christine Michaud7157051,420 Councillor Kelly Galloway-Sealock1,9311,4373,368 Councillor Paul Singh1,0796871,766 Councillor Bil Ioannidis1,3031,7143,017 Councillor Margaret Johnston2620262 Councillor Debbie Chapman1,0541,5372,591 Councillor Sarah Marsh1,3491,0582,407 Total Home Office and Technology Expenses$ 13,545 $ 12,408 $ 25,953 Note: Capital technology expenses may include purchases of furniture, computers, laptops, scanners, printers, etc. Operating expenses may include office supplies, monthly cell phone charges, home phone, home internet, etc. A detailed breakdown of Home Office and Technology expenditures can be found at: https://www.kitchener.ca/en/city-services/remuneration-and-expenses.aspx 6 9 - 8 Schedule 5 The Corporation of the City of Kitchener Members of Council - Directors of Kitchener-Wilmot Hydro Inc. and Kitchener Power Corp. For the year ended December 31, 2019 Meeting Members of CouncilRemunerationExpensesTotal Directors of Kitchener-Wilmot Hydro Inc. Mayor Berry Vrbanovic$ 4,556$ 1,545$ 6,101 $ 4,556$ 1,545$ 6,101 Directors of Kitchener Power Corp. Mayor Berry Vrbanovic$ 4,556$ 1,545$ 6,101 Kelly Galloway-Sealock (Jun-Dec)5,3461,2156,561 Bil Ioannidis (Jun-Dec)5,3461,2156,561 Sarah Marsh (Jan-May)3,7657904,555 Dave Schnider (Jan-May)3,7651,1854,950 $ 22,778$ 5,950$ 28,728 7 9 - 9 Schedule 6 The Corporation of the City of Kitchener Honorariums of Council Appointees For the year ended December 31, 2019 Honorariums Council Appointees Committee of Adjustment Robert McColl$ 1,275 Denny Cybalski1,125 Scott Hannah1,100 Michael Kidd1,100 Jennifer Meader800 $ 5,400 Committee of Property Standards Michael Pulley$ 450 Aamir Sohail450 Brian Santos375 Sharlene Mohlman 300 Tristan John-Jandles60 Vedanshee Patel60 $ 1,695 Committee of Dog Designation Appeal Anne Lawrence$ 200 8 9 - 10 REPORT TO: Committee of the Whole DATE OF MEETING: 2020-08-24 SUBMITTED BY: Ryan Scott,Managerof Procurement,519-741-2200 ext. 7214 PREPARED BY: Ryan Scott, Manager of Procurement,519-741-2200 ext. 7214 WARD (S) INVOLVED: N/A DATE OF REPORT:2020-07-03 REPORT NO.: FIN-20-052 SUBJECT: Summary of Bid Solicitations Approved by the Managerof Procurement (April 1, 2020 – June 30, 2020) __________________________________________________________________________________________ RECOMMENDATION: For Information Only BACKGROUND: In accordance with the Purchasing By-law 2017-106 (Chapter 170 Municipal Code), section 170.7.4 “the City's Director of Supply Services shall prepare a quarterly information only report to Council on Solicitations awarded where the Procurement Value is between $100,000 and $750,000 and the Director of Supply Services approved the award.” All recommendations awarded by the Director of Supply Services were within approved budgets, capital projects were specifically identified within the Council approved budget, there aren’t other orders of government or granting agencies which require Council approval, and more than one bid was received in response to the bid solicitation. REPORT: Appendix 1 is a listing of the sixteen (16)approved bidsolicitations for Council’s information. FINANCIAL IMPLICATIONS: All recommendations awarded by the Managerof Procurement, were within approved budgets. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 10 - 1 HST) 234,211.50288,794.00153,462.10 $$$ Exclusive of Award Amount ( ) .00 020 , 2 0,000 30 23 $249,000.00$419,000.00$ June – Budget Amount 20 N , 20 N 1 ON April Awarded Vendor(s) MTE Consultants Inc., Kitchener, OWalterfedy, Kitchener,IBI Group, Waterloo, O . renew for 2 . terms Description the Geotechnical Program is project.project. Listing of Approved Bid Solicitations ( he the – year term with option to The purpose of to ensure that all aspects of surface and subsurface soil conditions are thoroughly understood prior to the start of detailed design or final budgeting for any Capital infrastructure remediation works1additional 1 year This project is for consulting services to complete the preliminary design, final design, tendering, as well as contract administration and inspection. The estimated surplus will remain within the account and will be used for the construction phase of Construction is expected to occur in 2021This project is for consulting services to complete the preliminary design, final design, tendering, as well as contract administration and inspection. The estimated surplus will remain within the account and will be used for the construction phase of t Appendix 1 Greenfield – 011 014 075 Professional --- Bid Solicitation Number & Name P20Geotechnical Investigation ProgramP20Professional Services - Avenue (Carrol Street to Traynor Avenue) Traynor Avenue (Greenfield Avenue to Connaught Street) ReconstructionsP20Services for Bell Lane (Francis Street North to Water Street) Reconstruction 10 - 2 32,841.75 157,725.00274,237.72565,920.00 $ $$$ ,000.00 operating 161,500.00750 $$300,000.00$ Funded from N , ON y , O nterlock, Washworx Mobile Wash, Kitchener, ONMaglin Site Furniture Inc., Woodstock, ONHardscape Concrete & ICambridge, ONThe Gordon CompanCaledoniaUnited Building Restoration Ltd.Toronto and rane repairs . to fund future installation , and waterproofing . of approximately 650 Additional work includes is expected to occur in 2021. localized repairs to address areas of year term with option to renew for 2 ConstructionThis Tender is for the ongoing spring to fall power washing of the city’s downtown core sidewalks and equipment. General maintenance and power washing services for special events is also included1 additional 1 year termsPurchase of street furniture for the Queen Street Placemaking Construction project. Includes items such as benches, tables, stools and bike racks. This tender is for the supply2 years of watering trees to be planted in the fall of 2020.Forconcrete delaminationdeterioration.localized waterproofing memband wear course overcoating in certain areas as well as repairs to the expansion joint at the P2 Level. The estimated surplus will remain within the account and will be used parking garage repairs. 015 Power 055 Queen 066 2020 Spring 085 Duke and ---- T20Washing: Downtown Core SidewalksT20Street Site Furnishing T20and Fall Tree PlantingT20Ontario Street Parking Garage 2020 Rehabilitation 10 - 3 .00.00 00 595 ,0, 85,765.00 1 18380 $$$159,500.00$1$133,867.08 ,000.00,000.00 30 390 $2$$159,500.00$135,000.00$148,000.00 N N TEAM Truck Centres, London, ONFST Canada Inc. o/a Joe Johnson Equipment, Innisfil, ONAmacoEquipment, Mississauga, ON G.C. Duke Equipment Ltd., Burlington, OHeffner Motors Limited, Kitchener, O -- - – be an Bylaw One (1) This unit – . Parks and Roads and Parks and Four (4) All One (1) Six This unit will - One (1) Four This unit will Sanitary and . – – These units will – This unit will s. ll remain within the . Wheel Drive Diesel .. - Sweeper with a Variable High Hybrid SUV Reserve Fund to fund future .. Roads and Traffic – For the supply and delivery of One (1) G.V.W. Tri Rear Axle Conventional Cab and Chassis with Dump Body.Stormwater Utilities.The estimated surplus will remain within the Equipment equipment purchasesFor the supply and delivery ofWheel Street Side Dump Debris Hopper.replace unit 12605 in INS Traffic.For the supply and delivery of Rubber Tire FourPowered Articulated Utility Tractorwill replace unit 780 in INS CemeteriesFor the supply and delivery ofWheel Winged Rotary MowerCemeteriesThe estimated surplus wiEquipment Reserve Fund to fund future equipment purchasesFor the supply and delivery ofWheel Drive replace units 13209 in CSD INS additional unit for INS replace unit 719 INS Enforcement, 13210 and 13211 in INS Roads and Traffic, and one additional unit in - - - Articulated ody Wheel Winged 099 One (1) 102 One (1) Six103 One (1) 107 One (1) -108 Four (4) All ----- T20G.V.W. Tri Rear Axle Conventional Cab and Chassis with Dump BT20Wheel Street Sweeper with a Variable High Side Dump Debris HopperT20Rubber Tire FourWheel Drive Diesel PoweredUtility TractorT20FourRotary MowerT20Wheel Drive Hybrid SUV 10 - 4 $58,849.00 $313,024.00$222,048.00$429,235.00 operating $506,000.00$362,000.00$480,000.00 Funded from N N K Brandt Tractor Ltd., Regina, SLenworth Building Services Ltd., Mississauga, ON Parkway Ford Sales Ltd., Waterloo, OWork Equipment Ltd., Courtland, O r. s. in future These . One (1) additional Three (3) Roads and Parks and – - Six (6) G.V.W. . units 486 and 487 in . s Wheel Drive Diesel . - Lift Articulated Loade - Parks and Cemeteries, and two . - Roads and Traffic and units 269 and . Parks and Cemeteries - – For the supply and delivery ofRubber Tired HighTrafficThe estimated surplus will remain within the Equipment Reserve Fund to fund equipment purchasesThis contract is for overhead door maintenance, repair and service. It is an operational requirement to ensure overhead door and loading dock inventory equipment is kept in good working order. 1 year term with option to renew for 2 additional 1 year termFor the supply and delivery ofDual Rear Wheel Crew Cab and ChassiThese units will replace INS 490 in INS (2) additional units in INS CemeteriesThe estimated surplus will remain within the Equipment Reserve Fund to fund outfitting.For the supply and delivery ofRubber Tire FourPowered Articulated Utility Tractorsunits will replace units 615, 616 and 691 INS This unit will replace 698 in INS - - r 109 One (1) 110 Overhead 115 Six (6) 118 Three (3) ---- T20Rubber Tired HighLift Articulated LoadeT20Door Maintenance and Repair ServicesT20G.V.W. Dual Rear Wheel Crew Cab and Chassis T20Rubber Tire FourWheel Drive Diesel Powered Articulated Utility Tractors 10 - 5 . The estimated surplus will remain within the Equipment Reserve Fund to fund future equipment purchases 10 - 6 REPORTS TO BE CONSIDERED BY COUNCIL AUGUST 24, 2020CITY OF KITCHENER HERITAGE KITCHENER –AUGUST 4, 2020 1.That pursuant to Section 42 of the Ontario Heritage Act, Heritage Permit Application HPA-2020-V- 001, as outlined in Development Services Department report DSD-20-062,be refusedto permit the demolition of the existing detached building located at 50-52 Weber Street West, as outlined in Development Services Department report DSD-20-062,subject to the following conditions: A.That a Demolition Plan in accordance with the measures outlined in Section 10. (Mitigation and Conservation Measures) of the Phase I Heritage Impact Assessment for 50-52 Weber Street West, 56 Weber Street West, and 107 Young Street dated January 17, 2020, revised March 13, 2020 and prepared by MHBC Planning Ltd., be completed to the satisfaction of City Heritage Planning staff prior to the final issuance of this Heritage Permit; and, B.That the owner obtainheritage approval under the Ontario Heritage Act and a Building Permit under the Building Code for the proposed replacement mid-rise building, prior to the issuance of a demolition permit. 2.That pursuant to Section 42 of the Ontario Heritage Act, Heritage Permit Application HPA-2020-V- 002, as outlined in Development Services Department report DSD-20-062,be refusedto permit the demolition of the existing detached building located at 56 Weber Street West, subject to the following conditions: A.That a Demolition Plan and a Commemoration Plan in accordance with the measures outlined in Section 10. (Mitigation and Conservation Measures) of the Phase I Heritage Impact Assessment for 50-52 Weber Street West, 56 Weber Street West, and 107 Young Street dated January 17, 2020, revised March 13, 2020 and prepared by MHBC Planning Ltd., be completed to the satisfaction of City Heritage Planning staff prior to the final issuance of this Heritage Permit; and, B.That the owner obtain heritage approval under the Ontario Heritage Act and a Building Permit under the Building Code for the proposed replacement mid-rise building, prior to the issuance of a demolition permit. PLANNING & STRATEGIC INITIATIVES COMMITTEE –AUGUST 10, 2020 1.That Zoning By-law Amendment Application ZBA20/002/E/KA (83 Elmsdale Drive) for Aria Towns Inc., for the purpose of removing Holding Provision 71H from a portion of the lands specified in the attached Map No.1, in the form shown in the “Proposed By-law” dated June 30th, 2020, attached to the Development Services Department report DSD-20-065as Appendix A, be approved; and further, That in accordance with Planning Act Section 45 (1.3 & 1.4) that applications for minor variances shall be permitted for lands subject to Zoning By-law Amendment Application ZBA20/002/E/KA. 2.That Zoning By-law Amendment Application ZBA20/001/D/GS for The Trustees of the Pilgrim Evangelical Lutheran Church & Trustees for the Pilgrim Evangelical Lutheran Church requesting a change from Neighbourhood Institutional Zone (I-1) and Residential Seven(R-7) to Residential Seven (R-7) with Special Regulation 755R and Special Use Provision 480U on the parcels of land specified and illustrated on Map No. 1, be approved in the form shown in the “Proposed By- law” dated July 8, 2020, attached to Development Services Department report DSD-20-069as Appendix “A”; and further, That in accordance with Planning Act Section 45 (1.3 & 1.4) applications for minor variance shall be permitted for lands subject to Zoning By-law Amendment Application ZBA20/001/D/GS. 3.That the City of Kitchener, pursuant to Section 51(31) of the Planning Act R.S.O. 1990, c.P.13, as amended, and By-law 2002-164 of the City of Kitchener, as amended, hereby grants draft approval to condominium Application 30CDM-19205 for 625 Blair Creek Drive in the City of Kitchener, subject to the conditions shown in Development Services Department report DSD- 20-079,Appendix “A”.