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.
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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.
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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.
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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.
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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.
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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
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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.
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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
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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.
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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.
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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
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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”.