HomeMy WebLinkAboutCouncil Agenda - 2020-10-26
COUNCIL AGENDA
MONDAY, OCTOBER 26, 2020 CITY OF KITCHENER
7:00 P.M. ELECTONIC MEETING (TELEVISED/LIVE STREAMED) 200 KING STREET WEST
1. COMMENCEMENT
Land Acknowledgement.
Singing of "O Canada".
2. MINUTES
Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held October 5,
2020 and special meetings held October 5, 19 & 20, 2020) Councillor S. Marsh.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
4. COMMUNICATIONS REFERRED TO FILE NIL
5. PRESENTATIONS
a. Mayor B. Vrbanovic to present Volunteer Long Service Awards.
b. Mary Jane Patterson, Reep Green Solutions, presenting the Reep Green Solutions Annual
Impact Report.
c. Dr. Stephanie Sobek-
Securement Strategy as well as habitat preservation and conservation efforts throughout the
Region of Waterloo and Wellington County.
6. DELEGATIONS -
a. Shirley Gosselin, Cherry Park Neighbourhood Association Regarding the sale of the Bramm
Yards to developers.
b. Jack Gibbons, Ontario Clean Air Alliance Regarding gas-fired electricity generation, listed as
item 9.b. under New Business.
7. REPORTS OF COMMITTEES
8. UNFINISHED BUSINESS
a. Make it Kitchener 2.0 At the October 20, 2020 Special Council meeting, final consideration
of the following recommendation:
That Make it Kitchener 2.0, attached as Appendix A to Development Services
Department report DSD-20-
future actions and investments in support of economic recovery and growth, from
2020 through 2025; and,
That a new Economic Development Investment Fund (EDIF 2.0) be approved,
enabling City Council to invest up to $110 million in the local economy from 2020-
2030; and,
That funding for the Economic Development Investment Fund (EDIF 2.0) be
achieved, through the following:
a) Utilization of approximately $10 million from the Economic Development
Reserve;
*Accessible formats and communication supports are available upon request. If you require*
assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994.
COUNCIL AGENDA
MONDAY, OCTOBER 26, 2020 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER - 2 - 200 KING STREET WEST
b) Re-issuance of debt utilizing 40% of the debt room from the original
Economic Development Investment Fund, for 8 years, totaling
approximately $20 million; and,
c) The strategic sale and disposition of City-owned lands, with sale
proceeds being allocated to the Economic Development Investment Fund
to support future investments; and,
That the Economic Development Investment Fund (EDIF 2.0) be created in
accordance with Appendix C of report DSD-20-056; and further,
That City staff immediately commence additional engagement with business
leaders and COVID-impacted businesses for the purpose of providing Council with
a detailed action plan by January 2021 to support impacted businesses and
displaced workers, utilizing up to $5 million from the proposed Economic
Development Investment Fund as a priority investment.
9. NEW BUSINESS
a. Boulevard Parking Councillor C. Michaud has given notice that she will introduce the following
motion for consideration this date:
WHEREAS on October 28, 2019, Council approved a pilot project to allow parking on
paved boulevards City-wide be made permanent and be permitted annually from
December 1 thru March 31, and that an additional guideline be added to the program that
requires any vehicle parked on a boulevard within a school zone from Monday to Friday
to be removed by 8:00 a.m., as outlined in Community Services Department report CSD
-19-031; and further,
WHEREAS due to the COVID-19 pandemic, many residents have seen household
compositions increase, and parking needs change; and have requested to be allowed to
park on paved boulevards City-wide until the COVID-19 pandemic has ended;
THEREFORE BE IT RESOLVED that parking on the boulevard (paved area of a
driveway between the sidewalk and the curb/road edge) be permitted until the state of
emergency under declared by the City of Kitchener under the Emergency Management
and Civil Protection Act has ended, subject to the conditions outlined in Community
Services Department report CSD-19-031.
b. Gas-fired Electricity Generation Councillor D. Chapman has given notice that she will
introduce the following motion for consideration this date:
WHEREAS the Government of Ontario is planning to increase reliance on gas-fired
-fired power plants, which is anticipated to
increase greenhouse gas pollution by more than 300% by 2025 and by more than 400%
by 2040;
world (which is in alignment with climate models and projections impacting northern
climates most significantly);
WHEREAS the Province of Ontario will adversely impact more than a third of the
greenhouse gas reductions it achieved by phasing-out its dirty coal-fired power plants
due to a power plan built around ramping up gas-fired generation to replace the output of
the Pickering Nuclear Station (scheduled to close in 2024);
WHEREAS alternative options are available to reversing short sighted cuts to energy
efficiency programs and stop under-investing in this quick to deploy and low-cost
resource, which include maximizing our energy efficiency efforts by paying up to the same
price per kilowatt-hour (kWh) for energy efficiency measures as we are currently paying
for power from nuclear plants (e.g., up to 9.5 cents per kWh);
COUNCIL AGENDA
MONDAY, OCTOBER 26, 2020 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER - 3 - 200 KING STREET WEST
WHEREAS the Province of Ontario should continue to support renewable energy projects
that have costs that are below what we are paying for nuclear power and work with
communities to make the most of these economic opportunities;
WHEREAS the Province of Ontario has alternative options to increasing gas-fired
electricity generation, such as the -cost 24/7
power from its water powered reservoir system as a possible alternative;
THEREFORE BE IT RESOLVED that the City of Kitchener requests the Government of
Ontario to place an interim cap of 2.5 mega tonnes
greenhouse gas pollution and develop and implement a plan to phase-out all gas-fired
electricity generation by 2030 to ensure that Ontario meets its climate targets;
BE IT FINALLY RESOLVED that a copy of this resolution be sent to the Premier of
c. Regional Council Update Mayor B. Vrbanovic.
10. QUESTIONS AND ANSWERS
11. BY-LAWS --- 1ST READING
a. By-law to amend Chapter 101 of the Municipal Code with respect to the appointment of staff.
b. By-law to amend By-law 84-52 of The Corporation of the City of Kitchener which designated
part of the property municipally known as 883 Doon Village Road as being of historic and
architectural value.
c. By-law to designate the property municipally addressed as 68 Saddlebrook Crescent,
Kitchener as being of cultural heritage value or interest.
d. To confirm all actions and proceedings of the Council.
12. COMMITTEE OF THE WHOLE
Chair, Councillor S. Marsh.
13. REPORT OF THE COMMITTEE OF THE WHOLE
14. BY-LAWS --- 3RD READING
a. By-law to amend Chapter 101 of the Municipal Code with respect to the appointment of staff.
b. By-law to amend By-law 84-52 of The Corporation of the City of Kitchener which designated
part of the property municipally known as 883 Doon Village Road as being of historic and
architectural value.
c. By-law to designate the property municipally addressed as 68 Saddlebrook Crescent,
Kitchener as being of cultural heritage value or interest.
d. To confirm all actions and proceedings of the Council.
COMMITTEE OF THE WHOLE AGENDA
MONDAY, OCTOBER 26, 2020
CHAIR COUNCILLOR S. MARSH
ND
A. BY-LAWS LISTED ON THE AGENDA 2 READING
That the by-laws considered by this Committee be taken as read a second time and be
recommended for enactment.
B. ADMINISTRATIVE REPORTS
1. DSD-20-174 Ontario Small Business COVID-19 Recovery Network Program
Attached is Development Services Department report DSD-20-174 (C. Farrell), dated
October 13, 2020.
That the Mayor and Clerk be authorized to sign a funding agreement with the
Business Advisory Center Durham on behalf of the Waterloo Region Small
Business Centre to deliver the Ontario Small Business COVID-19 Recovery
Network program, a program funded by the Ontario Together Fund, with said
agreement to be to the satisfaction of the City Solicitor; and further,
That the General Manager, Development Services be authorized to execute on
behalf of the Waterloo Region Small Business Centre amendments or documents
to the funding agreement provided such documents or amendments are to the
satisfaction of the City Solicitor.
2. COR-20-017 Regional Council Composition Review Ratification of Regional
Council Resolution
Attached is Corporate Services Department report COR-20-017 (C. Tarling) dated
October 21, 2020.
That the current composition of Regional Council, being a 16 Member Council
consisting of 1 Regional Chair, 7 Mayors, 2 Cambridge Councillors, 4 Kitchener
Councillors, and 2 Waterloo Councillors in accordance with Section 218 (6) of the
Municipal Act as outlined in the Region of Waterloo report PDL-CAS-20-11, dated
October 14, 2020, be approved; and further,
That staff be directed to notify the Regional Clerk of the Region of Waterloo
accordingly before November 15, 2020.
3. FIN-20-062 COVID Financial Impacts - Request for Phase 2 Safe Restart Funding
Attached is Financial Services Department report FIN-20-062 (J. Lautenbach) dated
October 21, 2020.
That the significant financial impacts of the COVID-19
financial position as outlined in report FIN-20-062 be acknowledged; and,
That the proposed allocation of Phase 1 Safe Restart funding be approved; and
further,
That a request for $5.8M in additional Phase 2 Safe Restart funding, to help cover
2020 operating pressures and impacts not fully addressed through the initial
funding received, be supported and submitted to the Province as a formal request
for funding.
C. FOR INFORMATION
4. FIN-20-061 Summary of Bid Solicitations Awarded by Manager of Procurement
July 2020 September 2020
Attached is Financial Services Department report FIN-20-061 (R. Scott), dated October
5, 2020.
2
COMMITTEE OF THE WHOLE October 26, 2020
B. ADMINISTRATIVE REPORTS - CONT'D
Rise and Report
REPORT TO:City of Kitchener Council Meeting
DATE OF MEETING:October 26, 2020
SUBMITTED BY:Chris Farrell, Manager, Small Business Centre 519 741 2200 ext 7294
PREPARED BY:Chris Farrell, Manager, Small Business Centre 519 741 2200 ext 7294
WARD (S) INVOLVED:All
DATE OF REPORT:October 13, 2020
REPORT NO.:DSD-20-174
SUBJECT:Ontario Small Business COVID-19 Recovery Network program
RECOMMENDATION:
That the Mayor and Clerk be authorized to sign a funding agreement with the Business Advisory
Center Durham on behalf of the Waterloo Region Small Business Centre to deliver the Ontario
Small Business COVID-19 Recovery Network program, a program funded by the Ontario Together
Fund, withsaid agreement to be to the satisfaction of the City Solicitor:and further,
That the General Manager, Development Services be authorized to execute on behalf of the
Waterloo Region Small Business Centre amendmentsor documents tothefunding agreement
provided such documents or amendments are to the satisfaction of the City Solicitor.
BACKGROUND:
events, one-on-one coaching, mentoring and connections to industry professionals. For the past seven
months, theseservices have been provided virtually,supportingsmall businessesmost affected by
COVID-19; retail, food services, hospitality, personal and professional care, tourism and non-profit
businesses-19 emergency
and recovery stages of the pandemic The centre currently employs 4 FT and 7 temporary employees,
working together with partners in the region to provide a high quality of service to small business.
TheWaterloo Region Small Business Centre is one of 46Small Business Centres in Ontario funded by
the Provincial government. Thenetwork of centres meetsmonthly to share best practicesand
knowledge, align the servicesregionally,and identify emerging trends for small businesses. In May
2020 this group collectively developed and submitted a business proposal in response to the Provincial
to the COVID-19 recovery. The Provincial government approved the proposal in September to create
Ontario Small Business COVID-
Ontario Small Business COVID-04millionproject that will build one
centralized triage portal (websiteand email) to help small businessesin the wake of the economic fall
out of COVID-19. This pan-Ontario project is funded by the province in an agreement with and
administered by the Business Advisory Centre Durham(BACD) aregistered non-profit.
BACD will enter into agreements with up to 46 Small Business Enterprise Centres (SBECs) and flow
Grant funding to each of the SBECs enabling themto hire a service advisor to provide support to small
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businesses either virtually or in person. BACD will enter into agreements directly with the service
advisor on behalfof any of the 46 SBECs that do not enter into the agreements with BACD. Each of the
46 Small Business Centres throughout the province will receive $32,000 to hire and train a virtual
advisor.
BACD will also enter into an agreement with Waterloo Small Business Enterprise Centre to flow Grant
funding to develop an e-learning programandeducational content as well as tools for the portal.
TheWaterloo Region Small Business Centre has a vital role in the project,developingan e-learning
program, educational content and tools for the centralized portal. The fund administrator, BACD, will
transfer $107,000 to execute on this deliverable.$75,000 will be used to develop the e-learning
program and educational content.Inaddition,up to $32,000isto be provided to Waterloo SBEC to hire
avirtual service advisor.
REPORT:
TheSmall Business COVID-19 Recovery Networkportal will provide Ontario small
businesses access to online training, guidance, support and advisory services for business recovery
through one website. Service deliverables of this centralized portal include:
Financial, digital literacy and business skills training
Online webinars and meetup on relevant business topics
Connect businesses with mentors and professionals to help pivot their business
Connect businesses to industry experts (food, Health, tourism, retail, hospitality, e-commerce,
trades)
Provide information on government programs and assist with applications
Assist in building business continuity plans, understanding digital business transformation
Assist in the automation of business processes, systems and models
es reducing the
frustrationand frictionbusinesses face when trying tofind a Small Business Centre to get support. This
ingproductivity and
impactingsmall businesses ability to access timely information and support at their convenience,in
French or English. The centralizedportal will offer small businessesone contact / one website allowing
access to online training, guidance, information and advisory services for business recovery.
Four organizations will lead keyproject deliverables, as follows:
Business Advisory Centre Durham is responsible for project budget and administration
Hamilton Business Centre is responsible for Website and Database Design, Tools and Data
Invest Ottawa is responsible for Public Relations and Marketing
Waterloo Region Small Business Centre is responsible for Coordination and Curation of
Educational Content.
These four organizations will work collaboratively and collectively with other Small Business Centres
through committees to execute on the deliverables.
The Waterloo Region Small Business Centreskey role is to develop 20 e-learning modules, 10
focusing on startup education and10 on sustainability and growth business topics. All modules will be
completed inEnglish and Frenchby March 31, 2021. These workshops will be available 24/7 for small
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businessesto learn on-demand at their convenience. The Waterloo Region Small Business Centre has
extensive experience in designing and delivering workshops that aretransferable to anonline Learning
Management System.
During 2019/2020 the network of 46 Small Business Centres collectively designed and delivered over
3000 workshops and provided over 11,500 one-on-one consultations to Ontario small businesses. More
recently, the focus of the workshops and consultations has been on creating action plans to help small
business to re-imagine, relaunch and recover from the impact of COVID-19. Each of the 46 Small
Business Centres throughout the province will receive $32,000 to hire and train a virtual advisor.
Collectively the 46 Small Business Centres will contribute to the success of the project.
Theonline portal is expected to be sustainable through collaborative content creation, a contribution
from each of the 46 Small Business and corporate sponsorships.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Strategic Priority:Strong & Resilient Economy
Strategy: #2.2 Support the attraction, retention and development of existing and
new industries within the regional economy working in collaboration with the
economic development corporation for Waterloo Region.
Strategic Action:# 26Make It Start
# 27 Make It Grow
FINANCIAL IMPLICATIONS:
None. The fundingfrom the Business Advisory Centre Durham / Ontario Together Fund supports the
direct expenses for WRSBC projectdeliverables.See appendix A for the expected distribution of funds
to deliver on the project objectives.
COMMUNITY ENGAGEMENT:
Entrepreneurship and innovation contribute to economic growth in the community. The Centre provides
programs and services that support and complement other community entrepreneurial initiatives
essential to the commercialization of small business within the Waterloo Region ecosystem.
CONSULT: The Waterloo Region Small Business Centre is was named in the funding agreement
between the Province and the Business Advisory Centre Durham to deliver 20 online learning modules.
The Waterloo Region Small BusinessCentre worked collaboratively with other Ontario Small Business
Centresto develop and submit this proposal to the Provincial Government to help small business. During
the early part of the COVID-19emergency response(April, May, June 2020) the WaterlooRegion Small
usiness COVID-19Outreach Programinterviewed 200
businesses to understand their challenges and provided access to government programs, resiliency
training, COVID-19 safe workplace protocol, industry sector support groups and published COVID-19
Recovery Toolkit.
COLLABORATE Waterloo Region Small Business Centre communicates, consults and collaborates
with a broad range of community groups, organizations, agencies, secondary and post-secondary
institutes, municipal, regional and provincial governments to ensure the entrepreneurial services and
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programs address the needs of small business in the community. The volunteers for the Waterloo Region
Small Business Centre and the Board of Advisors are representative of these community groups.
ACKNOWLEDGED BY:Justin Readman, General Manager DSD
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Appendix A: Ontario Small BusinessCOVID-19 Recovery NetworkEducational Content Project
November 2020March 31, 2021
REVENUE
E-learning Modules $ 75,000
Virtual Service Advisor $ 32,000
TOTAL REVENUE $ 107,000
EXPENSES
Virtual Service Advisor $ 29,000
Training $ 3,000
Professional Services - French translation $ 8,000
Professional Services Course Standards, Design & Development $ 22,000
Professional Services Facilitator Guidebooks, Participant eBooks $ 20,000
Learning Management System - Setup & Subscription $ 20,000
Graphic Design $ 5,000
TOTAL EXPENSES $ 107,000
NET $ -
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Waterloo Region Small Business Centre
Income Statement for the Year Ended December 31, 2019
(with comparatives for the year ended December 31, 2018)
20192018
REVENUES
Ministry of Economic Development, Job Creation & Trade 296,696476,624
Ministry of Research and Innovation48,845166,006
City of Cambridge16,08613,400
City of Kitchener115,918116,580
City of Waterloo10,97811,900
Region of Waterloo
50,00050,000
Region of Waterloo -Self Employment Program
25,62510,500
Sponsorships
118,03349,662
Memberships
4001,700
Registration Fees
17,56215,301
Room Rentals
339339
Miscellaneous Revenue
-530
TOTAL REVENUES700,482912,542
EXPENSES
Salaries and Wages
440,208515,040
Administrative Expenses
39,40051,138
Grants
96,438285,050
Professional Services
83,60945,865
Events and Publicity
17,62527,118
Insurance
1,4611,392
TOTAL EXPENSES678,741925,603
Net Profit (Loss)21,741(13,061)
ACCUMULATED SURPLUS (DEFICIT)
Opening Balance80,05393,114
Net Profit (Loss)21,741(13,061)
Closing Balance101,79480,053
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REPORT TO: Committee of the Whole
DATE OF MEETING:October 26, 2020
SUBMITTED BY: Christine Tarling, Director of Legislated Services/City Clerk, 519-741-
2200, ext. 7809
PREPARED BY:Christine Tarling, Director of Legislated Services/City Clerk, 519-741-
2200, ext. 7809
WARD (S) INVOLVED:All
DATE OF REPORT:October 21, 2020
REPORT NO.:COR-20-017
SUBJECT:REGIONAL COUNCIL COMPOSITION REVIEW – RATIFICATION OF
REGIONAL COUNCIL’S RESOLUTION
__________________________________________________________________________________________
RECOMMENDATION:
That thecurrent composition of Regional Council, being a 16 Member Council consisting
of 1 Regional Chair, 7 Mayors, 2 Cambridge Councillors, 4 Kitchener Councillors, and 2
Waterloo Councillors in accordance with Section 218 (6) of the Municipal Act as outlined
in the Region of Waterloo report PDL-CAS-20-11, dated October 14, 2020, be approved;
and further,
That staff be directed to notify the Regional Clerk of the Region of Waterlooaccordingly
before November 15, 2020.
BACKGROUND:
th
Correspondence dated June 25,2020, was received from the Region of Waterloo (the Region)
concerning Regional Council Composition – Review Options and Consultation Process(PDL-
CAS-20-05).Both the correspondence and PDL-CAS-20-05 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 (Council) and the Corporate Leadership
Team (CLT) on June 29, 2020.
Staff report COR-20-008 (staff’sreport) was brought forward to the August 24, 2020 Council
meeting to consider PDL-CAS-20-05,and then, due to time constraints, deferred to the August
31, 2020 Special Council meeting. On August 31, 2020, Council considered staff’sreportwhich
provided information about the Regional Council Composition Review including the four (4)
options considered by Regional Councilas well as the rationale for their chosen option. Staff’s
reportalso outlined alternative options not advanced in the Region’s reportalong withthe pros
and cons of each.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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On August 31, 2020, Council deferred a decision until October 5, 2020 to allow the Region time
to completepublic engagement. Council further requestedtheRegion to consider the Double
Direct Elect Representation model for Regional Councilas part of their review and consultation
process.
Since staff had not received any communication from the Region for the October 5, 2020Council
meeting, staff elected to wait until such correspondence had been received to bring this before
Council.As such, further correspondence dated October 14, 2020(Appendix ‘A’), was received
from the Region concerning Regional Council Composition Review – Selection of Final Option
(PDL-CAS-20-11– Appendix ‘B’). This correspondence and PDL-CAS-20-11 were subsequently
circulated to Kitchener City Council and CLT on October 15, 2020.
As per the Region’s request, this report has been brought forward totheCommittee of the Whole
this dateto pass a resolution consenting to the current composition of Regional Council for the
purpose of the fulfilling the triple majority as outlined in PDL-CAS-20-11. Regional Councilhas
requested Council to pass a resolution before November 15, 2020 since final confirmation will
be done by Regional Council on November 25, 2020.
REPORT:
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 and four (4)options were developed for inclusion in the public consultation
processvia an online public survey as well asa public input meeting that was held on September
30, 2020. Area municipalities were also consulted for input. Council requested that the Region
include the Double Direct Elect Representation model as an alternative option for Regional
Council composition as part of the public consultation processbut whilePDL-CAS-20-11
acknowledgesCouncil’s request, there is no indication this alternative model was actually
advanced during that consultation process.
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Regional Council now needs to declare its intention to affirm the current composition or to
approve a by-law adopting a change to the composition of Council.To that end, the area
municipal councils have been asked to pass resolutions endorsing the option selected by
Regional Council for the purposes of obtaining the triple majority. If asufficient number of area
municipalities endorse the option selected by Regional Council, Regional Council will be able to
pass the final resolution or by-law on November 25, 2020.
The Cities of Cambridge and Waterloo, and the Townships of Wellesley, Wilmot, and Woolwich
have preliminarily indicated their support for the option selected by Regional Councilwith the
City of Kitchener and the Township of North Dumfries indicating a preference for the Double
Direct Elect model. According to the Region, a triple majority will be obtained if support from the
Cities of Cambridge and Waterloo, and the Townships ofWellesley, Wilmot, and Woolwich is
sustained as these five municipalities are a majority of the area municipalities and represent a
majority of the voters in the Region(see Table 1 below).
Table 1:
Municipality Number of Voters
Cambridge85,731
Kitchener148,584
North Dumfries7,742
Waterloo72,598
Wellesley7,895
Wilmot17,623
Woolwich17,482
Region357,655
Majority178,828
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic vision through
the delivery of core service.
FINANCIAL IMPLICATIONS:
There are no implications on the 2020 or 2021 Operating Budget for the City of Kitchener in
the consideration of this Report.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in advance of the
council / committee meeting.
CONSULT – The Region’s consultation process included a public input meeting of the
Administration and Finance Committee on September 30, 2020as well as a public engagement
survey and input from the area municipalities.
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ATTACHMENTS:
respondence received from the Region of Waterloo dated October 14, 2020.
1.Cor
2.Region of Waterloo staff report PDL-CAS-20-11: Regional Council Composition Review
–Selection of Final Option.
ACKNOWLEDGED BY: Dan Chapman, Chief Administrative Officer
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October 14, 2020
C01-00
Local Area Municipal Clerks
Dear Clerk’s Office:
Re: PDL-CAS-20-11, Regional Council Composition Review – Selection of
Final Option
Please find attacheda copy of the staff report relating to this resolution.As
previously outlined in correspondence dated June 25, 2020, this is being sent to
you fora response from your Council. A triple majority will be required from the area
municipalities for thisrecommended option from Regional Council. Theresponse
from your municipality is required no later than November 15, 2020. Final
confirmation will be done by Regional Council on November 25, 2020.
a)That the Region of Waterloo declares its intention to pass a
resolution to affirm the current composition of Regional Council
being a 16 Member Council consisting of 1 Regional Chair, 7
Mayors, 2 Cambridge Councillors, 4 Kitchener Councillors, and 2
Waterloo Councillors in accordance with Section 218 (6) of the
Municipal Act on November 25, 2020; and
b)That the area municipal Councils be requested to pass a
resolution consenting to current composition of Regional Council
for the purposes of the fulfilling the triple majority as outlined in
report PDL-CAS-20-11, dated October 14, 2020.
If you have any questions please contact Lee Ann Wetzel, Manager, Council &
Admin Services/Deputy Clerk, lwetzel@regionofwaterloo.caor519-575-4410.
Please forward any writtenresponses to this letter to Kris Fletcher, Director, Council
& Administrative Services/Regional Clerk.
3416230…/2
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Regards,
Kris Fletcher, Director, Council & Admin Services/Regional Clerk
KF/tp
Attached: Report PDL-CAS-20-11, Regional Council Composition Review –
Selection of Final Option
cc: L. Wetzel, Manager, Council & Admin Services/Deputy Clerk
T.Brubacher, Council/Committee Support Specialist
3416230
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Report:PDL-CAS-20-11
Region of Waterloo
Planning, Development and Legislative Services
Council and Administrative Services
To: Regional Council
Meeting Date:October 14, 2020
Report Title: Regional Council Composition Review – Selection of Final Option
1.Recommendation:
a)That the Region of Waterloo declares its intention to pass a resolutionto affirm
the current composition of Regional Council being a 16 Member Council
consisting of 1 Regional Chair, 7 Mayors, 2 Cambridge Councillors, 4 Kitchener
Councillors, and 2 Waterloo Councillors in accordance with Section 218 (6) of
the Municipal Act on November 25, 2020; and
b)That the area municipal Councilsbe requested to pass a resolution consenting
to current composition of Regional Council for the purposes of the fulfilling the
triple majorityasoutlined in report PDL-CAS-20-11, dated October 14, 2020.
2.Purpose/ Issue:
This report is to provide Council with an opportunity to declare its intention to either
pass a by-law changing the composition of Regional Council or pass a resolution
affirming the status quo.
3.Key Considerations:
a)Legislation requires a review of the composition of Regional Council
The Municipal Act requires the Region to review the number of Members of Council that
represent each area municipality after every second election. The Act does not require
the Region to review the method of selecting Members of Council and, due tothe time
constraints caused by the provincial review of regional governments, this was not
considered in this review.
b)Input from the public
Council should consider feedback from the public when determining which option to
select. In anEngage Waterloo Region survey, Option 1 was the most frequently
selected first choice. A public input meeting was held on September 30, 2020. One
3410145Page 1 of 4
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October 14, 2020Report: PDL-CAS-20-11
delegation appeared at the meeting in support of Option 1.
c)Input from the area municipalities
The four options were sentto the area municipalities for their input. The Cities of
Cambridge and Waterloo and the Townships of Wellesley, Wilmot, and Woolwich
supported Option 1. The City of Kitchener and Township of North Dumfries endorsed
double direct elected representation asan alternative model for the Regional Council
composition.
d)Triple majority support is required
The 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.
e)Risk of provincial intervention if the triple majority is not obtained
To ensure that the composition of Regional Council is a locally made decision, it is
necessary to obtain triple majority support for an option. If the triple majority is not
obtained, the Municipal Act allows the Minister to change the composition of Regional
Council through a regulation.
4.Background:
The Region is required to conduct a Council composition review by the end of 2020.
Staff worked with a consultant, Dr. Robert Williams, on the four options for public
consideration:
Option 1- the status quo (16 Members of Council - 1 Regional Chair, 7 Mayors, 2
Cambridge Councillors, 4 Kitchener Councillors, 2 Waterloo Councillors)
Option 2 - one Regional Councillor per 25,000 residents in an area municipality (24
Members of Council - 1 Regional Chair, 7 Mayors, 5 Cambridge Councillors,
9 Kitchener Councillors, 5 Waterloo Councillors)
Option 3 - an overall target of 30,000 residents per Regional Councillor for all of
Regional Council (20 Members of Council - 1 Regional Chair, 7 Mayors, 4
Cambridge Councillors, 7 Kitchener Councillors, 4 Waterloo Councillors)
Option 4 - a system of Combined Urban and Rural Representatives (19 Members of
Council - 1 Regional Chair, 7 Mayors, 3 Cambridge/North Dumfries
Councillors, 5 Kitchener/Wilmot Councillors, 3 Waterloo/Wellesley/Woolwich
3410145Page 2 of 4
2 - 8
October 14, 2020Report: PDL-CAS-20-11
Councillors)
Dr. Williams is in support of the current recommendation and has advised on the
process throughout.
5.Area Municipality Communicationand Public/StakeholderEngagement:
Area Municipality Communication:
Copies of the reports on the Regional Council Composition were provided to the area
municipalities throughout the process. Correspondence was received from each area
municipality regarding the four options.
Public/Stakeholder Engagement:
A public survey was available on Engage Waterloo Region from June 25 – August 15,
th
with 379 responses receivedand a public input meeting was held on September 30.
As notedabove, Option 1 was supported most often by the public.
Strategic Plan:
The proposed review of council composition aligns with Focus Area 5 of the Strategic
Plan – Responsive and Engaging Public Service and Strategic Imperative, Balance of
Rural and Urban Communities.
6.Financial Implications:
In 2019, the average cost of a directly-elected councillor was approximately $66,000.
This amount accounts for salary, benefits, mileage, communications expenses, 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.
7.Conclusion / Next Steps:
Council now needs to declare its intention to affirm the current composition or to
approve a by-law adopting a change to the composition of Council. The area municipal
councils will be asked to pass resolutions endorsing the option selected by Regional
Councilfor the purposes of obtaining the triple majority. If sufficient area municipalities
endorse the option selected by Council, Council will be able to pass the final resolution
or by-law on November 25,2020.
Staff are recommending that Council declare its intention to pass a resolution in support
of the current composition. Option 1 has received preliminary support from the Cities of
Cambridge and Waterloo and the Townships of Wellesley, Wilmot, and Woolwich.
These five municipalities are a majority of the area municipalities and represent a
majority of the voters in the Region.
3410145Page 3 of 4
2 - 9
October 14, 2020Report: PDL-CAS-20-11
8.Attachments / Links:
Nil.
Prepared By:Tim Brubacher, Council/Committee Support Specialist
Lee Ann Wetzel, Deputy Clerk/Manager, Council and Administrative
Services
Approved By:Kris Fletcher, Director Council & Administrative Services/Regional Clerk
Rod Regier, Commissioner, Planning, Development and Legislative
Services
3410145Page 4 of 4
2 - 10
REPORT TO:Council
DATE OF MEETING:October 26, 2020
SUBMITTED BY:Jonathan Lautenbach, Chief Financial Officer, 519-741-2200x7334
PREPARED BY:Jonathan Lautenbach, Chief Financial Officer, 519-741-2200x7334
WARD (S) INVOLVED:All
DATE OF REPORT:October 21, 2020
REPORT NO.:FIN-20-062
SUBJECT:COVID Financial Impacts -Request for Phase 2 Safe Restart Funding
_________________________________________________________________________________________
RECOMMENDATION:
That the significant financial impactsof the COVID-
position as outlined in report FIN-20-062be acknowledged; and
That the proposed allocation of Phase 1 Safe Restart fundingbe approved; and further
That arequestfor $5.8M in additional Phase 2 Safe Restart funding,to help cover 2020
operating pressures and impacts not fully addressed throughtheinitial funding received,
be supported and submittedto the Provinceas a formal request for funding.
BACKGROUND:
The COVID-19 pandemic is an unprecedented global event. In addition to the immediate
health concerns that it represents for Canada and the world, it has, and will continuetohave
wide-reaching economic impacts. We know that the spread of COVID-19 is
creating financial challenges for many people and businesses in our community,and the City
is also facing its own set of challenges related to this event.
Since the beginning of the pandemic, Council has been provided with monthly updates
outlining the financial operating pressures and impacts that this
COVID-19 webpage(kitchener.ca/COVID19)and provide additional context and background
related to the current financial challenges the City is experiencing. Shortfalls in recreation
revenue, parking revenue, and investment income were all highlighted as significant drivers of
projected operating deficits,along with increased costs to deliver municipal services due to
COVID-19.
Based on th-end projections for 2020, COVID-19 has had the following direct
impacts on municipal operations:
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
3 - 1
Municipal OperationsDirect Impacts
Tax-SupportedOperations$ 7,172,000
ParkingOperations$ 2,852,000
GolfOperations$ 619,000
Utilities$ 1,119,000
Total$ 11,762,000
These net impacts of $11.7M would have been much greater had the City not taken action to
try and mitigate some of the financial challenges created by COVID-
emergency leave, redeploying staff to support critical services, and putting a freeze on
discretionary spending.
In addition to measures that the City had taken on its own, the Province announced in August
that it would be providing Phase 1 operating funding to municipalities through the Federal Safe
Restart Agreement. This initial funding was welcomed news for municipalities and provided
Kitchener with a funding allocation of $5.9M. Although this funding will be helpful in addressing
some of the operating pressures and impacts experienced as a result of COVID-19, it still
leaves the City with a $5.8M shortfall in funding based on current projections.
There is an opportunity to request additional Safe Restart funding from the Province through a
Phase 2 application-based process. It is hoped that the Province will provide funding to cover
s,as we know that the City will face similar operating pressures in
2021. Without this additional funding, the City would need to fully utilize reserves to offset
these pressuresand doing so wouldonly create greater financial challenges for the City next
year.
REPORT:
The financial challenges that City is experiencing as a result of COVID-19 have been well
documented, with regular updates being shared with Council and the public through monthly
COVID-19 financial impact reports. As we move closer to the end of the year, this formal report
recommends anapproach for allocating Phase 1 Safe Restart funding based on these
impacts, and is intended to satisfy the requirements outlined by the Province related to
requesting additional Safe Restart funding under Phase 2.
3 - 2
th
On August 12, the Province announced that the $1.39B in Safe Restart funding would be
made available to municipalities to help address operating pressures and impacts experienced
as a result of the pandemic. This funding would be distributed in two phases, with the first
$695M of funding being distributed on a per household basis under P
funding allocation under this initial phase was $5.9M.
It was also announced that an additional $695M would be allocated as part of a second phase
based on need. Municipalities would be required to demonstrate that 2020 COVID-19
operating costs and pressures exceed their Phase 1 per household allocation in order to
receive funding. Municipalities applying for Phase 2 funding must provide the Province with the
following information before October 30, 2020
A year-end forecast of COVID-19 operating costs and pressures;
Actual COVID-related impacts as of the end of Q3 of the municipal fiscal year
(September 30, 2020);
Explanation of how the municipality applied or plans to spend Phase 1 funding towards
COVID-19 operating costs and pressures;
Information about measures the municipality has undertaken to reduce financial
pressures (e.g. use of reserves, cost saving measures);
additional funding
The balance of the report is structured based on the information that the Province has
requested be provided to demonstrate that additional funding is needed for Kitchener.
2020 Operating Variance Projections
Operating variance reports are normally provided to Council three times per year. The
financial challenges created by the COVID-19 pandemic haverequired staff to provide more
regular reporting through the monthly updates. For consistency, the format and information
included in this report reflects the monthly report format that has been used since the
pandemic began.
COVID-
parking and golf enterprise. Utilities have also experienced smaller impacts with account write-
offs being the largest impacts felt so far. The City of Kitchener has always demonstrated fiscal
responsibility in the delivery of programs and services for the community as evidenced by
multiple years of achieving favourable year-endresults. The following graph highlights the
significant impact that thepandemic has had on municipal operationsthis year.
3 - 3
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A summary of the impacts on City operations is shown below:
Tax-Supported Operations
A deficit of $7.1M is projected for Tax-Supported Operations
The cancellation of programs and events and the closure of facilities early on in the pandemic
was a necessary step in order to keep the staff and community safe. Although these measures
were successful in helping to stop the spread of COVID-19 during the first wave, they also
represented a significant financial impact for municipalities. Outside of property taxes,
recreation-related user fees are the next largest source of revenue supporting tax-supported
operations. During 2020, the loss of recreation related revenue is projected to be$7.9M and is
,with further detailed explanations outlined in
Appendix A of this report.
3 - 4
DivisionBudget LineVariance
Mitigation Efforts$6,022,000
Projected Deficit($7,172,000)
Parking Operations
A deficit of $2.852M is projected for Parking Operations
operations were directly impacted by the pandemic, experiencing a
significant drop in revenue due to the temporary closure of businesses and necessary social
distancing measures, which limited travel across the City. The parking enterprise has returned
to normal operations but is still experiencing reduced parking demand that is expected to
continue in 2021.
Golf Operations
A deficit of $619K is projected for Golf Operations.
At the start of the pandemic, the provincial government put in place many operating restrictions
for organizations and businesses. Golf courses were not able to operate until the end of May,
which resulted in an entire month of revenue not being realized. Once courses could open,
additional restrictions such as staggered tee off times,modifications to golf carts, and
additional cleaning measuresresulted in additional revenue loss and increased operating costs
for the City.
3 - 5
Other Enterprises and Utilities
Other enterprises have not been as significantlyimpacted as a result of COVID-19 and in
somecases are projecting surplusesdue to other non-COVID related factorswithin their
respective areas(e.g. Building)
use these surpluses to offset any losses experienced in other municipal operations. For utilities
specifically (Water, Sanitary, Storm, Gas), write-offs and other pandemic related costs are
included in currentforecasts. These net COVID impactstotal $1.1Mcombinedand will be
included in our request for additionalfunding.
Additional Detail
Part of the provincial requirementsfor Phase 2 funding is for municipalitiesto provide 2020
year-end operating projections and report on Q3 (September) actuals. Appendix A providesa
more detailedexplanation of COVID related variances. Appendix B provides variances in a
format more similar to whatCouncil normally receives during the year with Q3 results included.
Allocation of Phase 1 Safe Restart Funding
The financial impacts of COVID-19 have been felt across municipal operations. As the
Province is considering all impacts that municipalities have experienced as a result of COVID-
19, it is recommended that Phase 1 Safe Restart funding be allocated proportionately based
on the variance experienced in the three most impacted areas (Tax-Supported, Parking, Golf).
This will reduce the deficits/impacts for these areas as follows:
Municipal OperationsCOVID ImpactsSafe Restart FundingRemaining Impacts
Tax-Supported Operations$ (7,172,000)$ 4,002,452 $ (3,169,548)
Parking Operations$ (2,852,000)$ 1,591,605$ (1,260,395)
Golf Operations$ (619,000)$ 345,443$ (273,557)
Utilities$ (1,119,000)$ 0$ (1,119,000)
Total$ (11,762,000)$ 5,939,500$ (5,822,500)
3 - 6
Mitigation Measures Taken to Reduce Impacts
To mitigate the impact that the COVID-
the City took a number of steps to reduce overall impacts and address expected
shortfalls/deficits at the end of the year. These measures included:
Placing approximately 900 temp and casual part-time staff (43% of workforce) on
declared emergency leave
Implementing a freeze on discretionary spending,resulting in over $1.1M in savings
Reducing overtime where possible and redeploying staff to support critical services
Deferring approximately $21M in 2020 capital spending to address cash flow concerns
Requiring staff to fully use vacation balances to avoid additional staffingrelated
measures
In addition to these measures the City has established a number stabilization reserves that are
intended to mitigate budget fluctuations. Prior to receiving safe restart funding the following
reserves were projected to be fully drawn toa negative position as shown below:
ReservesPre-COVID BalanceInitial Projected Balance
Tax Stabilization Reserve($1,688,102)
Parking Stabilization Reserve
Golf Stabilization Reserve
The allocation of Phase 1 Safe Restart funding against current year operating pressures and
impacts will reduce the need to utilize reserves as initially projected, but it will not return
reserve balances to anywhere close to pre-COVID levels.
In an effort to increase balances in reserves to address operating pressures and impacts being
experienced as a result of COVID-19, $1.3M was transferred from Capital to the Tax
Stabilization Reserve. It is expected that this funding will be fully utilized in order to address
operating impacts and highlights the lengths to which the municipality has attempted to
address COVID related impacts this year.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendationof this report supports the achievement of the city's strategic vision through
the delivery of core service.
3 - 7
FINANCIAL IMPLICATIONS:
There are significantfinancial impacts that the City has experienced as a result of COVID-19.
Phase 1 Safe Restart funding was welcomed news and will address some but not all of these
impacts. It is hoped that the City will be successful in receiving Phase 2 Safe Restart funding
to offset the remaining impacts of $5.8M.If the City is not successful in receiving Phase 2 Safe
Restart funding, then it is anticipated that stabilization reserves will be drawn down fully,
leaving the City with very little financial flexibility to address the ongoing pandemic related
impactsthat are expectedin 2021.
The Province has indicated that requests for Phase 2 Safe Restart funding is not a claims-based
process. The information provided will be used by the Province to determine how the remaining
Phase 2 funding should be allocatedwitha commitment to notify municipalities regarding funding
allocationsbefore the end of the year.
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
ACKNOWLEDGED BY: Dan Chapman, Chief AdministrativeOfficer
3 - 8
Appendix A
Explanations of Major COVID Variances
BylawBylaw Fines-$700,000
Bylaw enforcement wasreduced earlier this year due to the COVID-19 pandemic. As of mid-
September, Bylaw is back to itsregular enforcement routine, including enforcement of all
parking regulations. The projected shortfall reflects actual shortfalls already experienced in
2020 by Bylawas well as reducedrevenuefor the remainder of the yearbased on previous
monthly results.
Financial ImpactLowMediumHigh
NP&S and SportRecreation Revenues-$7,900,000
All City cultural and recreational facilities were closed to the public on March 16. The
projected shortfall reflects actual shortfalls already experienced in 2020 by Neighbourhood
Programs & Services and Sport as well as reduced/limited programming for the remainder of
the year.
Financial ImpactLowMediumHigh
Economic DevelopmentSpecial Events & Market-$304,000
All City cultural and recreational facilities were closed to the public on March 16, and all
public events were cancelled. The projected shortfall reflects actual shortfalls already
experienced and projects revenue/cost reductions for the remainder of the year.
Financial ImpactLowMediumHigh
Facilities ManagementUtilities Savings+$1,229,000
All City cultural and recreational facilities were closed to the public on March 16. Further
closure of all City facilities (e.g. City Hall) to the public followed quickly thereafter on March
18. The projected surplus reflects actual surpluses already experienced in 2020 as well as
reduced/limited programming for the remainder of the year. Forecasted surpluses are based
on the following assumptions:
Community Centres: Water: 90%, Hydro: 20%, Gas: 10%
Arenas: Water: 90%, Hydro: 70%, Gas: 30%
Pools: Water: 70%, Hydro: 20%, Gas: 30%
City Hall: Water: 50%, Hydro: 20%, Gas: 10%
Kitchener Operations Facility: Water: 10%, Hydro: 10%, Gas: 5%
Financial ImpactLowMediumHigh
3 - 9
Appendix A
Explanations of Major COVID Variances
General ExpenseCOVID Tracked Costs-$1,470,000
A number of corporate costs related to COVID-19 have been tracked separately for reporting
purposes. Examples of the costs include:
Purchases of personal protective equipment and other health & safety supplies
Additional Citrix licenses for a higher number of staff working from home
-19 response
Additional cleaning and minor retrofits of City facilities
Financial ImpactLowMediumHigh
General ExpenseDiscretionary Items+$1,145,000
With a large deficit projected for 2020, the EOCMT (Emergency Operations Centre
Management Team) approved limits on spending to a number of discretionary budget lines
where staff have some control over the spending. The reduction targets are noted below*:
50% for training, seminars, and conferences
50% for mileage & parking
50% for meeting expenses
50% for miscellaneous
33% for discretionary supplies
*Financial Planning staff (with some divisional consultation) reviewed the proposed
reductions at the cost centre level and excluded/modified the expected reduction amounts
where applicable
Financial ImpactLowMediumHigh
General ExpenseStaff Savings+$3,650,000
Effective April 13, a number oftemporary, casual part-time, and 9000 series City employees
were placed on a Declared Emergency Leave (DEL). On a normal day these staff would be
found in arenas, pools and community centres, at the Kitchener Market or crosswalks across
the city, delivering incredibly valued service to the community. With facility closures and
program cancellations, these staff were unable to perform their regular duties, and were
placed on DEL. The estimated savings of placing these staff of DEL is $2.5M
($250,000/weekx 10 weeks, mid-April until the end of June).
In addition, savings of $1.15M are estimated for part time employees supporting recreational
programs that will be running at reduced capacity in the last half of 2020.
Financial ImpactLowMediumHigh
3 - 10
Appendix A
Explanations of Major COVID Variances
General ExpenseSupplementary Taxes/Write Offs-$720,000
Current information received from the Municipal Provincial Assessment Corporation (MPAC)
shows assessment growth is trending lower than expected due to the impact of the
pandemic. It is expected this will result in lower than expected supplementary property tax
revenue. Further, property tax adjustments are expected to be higher than budgeted as the
Assessment Review Board is looking to resolve many legacy appeals by the end of 2020. It
is also expected that property tax write-offs related toSection 357 of the Municipal Act will be
higher than budgeted.
Financial ImpactLowMediumHigh
General RevenueInvestment Income-$1,000,000
The Canadian financial market impacts of COVID-19 are more abrupt than anything ever felt
before. Amidst significant economic uncertainty, the Bank of Canada quickly reduced its key
interest rate to historically low levels, with indications from the Bank of Canada Chief that
reductions were announced. This included shifting and locking in approximately $75M at
higher rates before banks lowered the rates that they were offering. For example, on March
month it was (and continues to be 0.90%).
A 1% reduction to rates for a full year represents a $1.6M reduction to investment income
compared to 2019. Based on decisions made to date by Council regarding economic
recovery supports (and assuming that there are no additional rate reductions on the horizon)
the City is projecting a $1M negative variance related to investment income for 2020. The
City currently has $1.7M in the investment rate stabilization reserve that will be needed to
offset some of these impacts.
Financial ImpactLowMediumHigh
3 - 11
Appendix A
Explanations of Major COVID Variances
General RevenuePenalties & Interest-$1,100,000
As part report DSD-20-064 (Financial & Economic Supports for Residents and Businesses),
Council approved:
That the City provide support to residents and businesses for 60 days by:
a)Waiving penalties and interest on property taxes for the months of April and May 2020;
b)Waiving late payment charges on utility bills and miscellaneous receivable invoices for
the months of April and May 2020;
c)Suspending utility disconnection and collection activities until May 31, 2020; and,
d)Waiving Non Sufficient Fund (NSF) fees charged by the City on customer accounts for
the months of April and May 2020.
The staff report identifies an estimated financial impact of $700,000.
Report DSD-20-067 (Extended Financial and Economic Recovery Supports for Residents &
Businesses) further extended a number of measures until the end of June. The report
identifies a financial impact of $600,000 for the Property Tax Deferral Program and waiving of
Penalties & Interest. Due to lower than estimated uptake in the property tax deferral program,
the projected impact was reduced by $200,000 in August.
Financial ImpactLowMediumHigh
Building$4,225,000
Building revenues are higher than budget due to increased permit applications in the new low
rise residential, apartment and commercial categories.
Financial ImpactLowMediumHigh
Golf-$619,000
Golf revenues have been significantly impacted by COVID-19. Golf courses opened
approximately one month later than previous years, with reduced number of memberships,
reduced cost of membership, and no food & beverage, driving range,or pitch and putt revenue.
Financial ImpactLowMediumHigh
3 - 12
Appendix A
Explanations of Major COVID Variances
Parking-$2,852,000
As part report DSD-20-064 (Financial & Economic Supports for Residents and Businesses),
Council approved:
That the Director of Transportation Planning be authorized to provide refunds to all
garages and lots, for the period of March 16th
to April 6th;
accounts, without penalty or loss of their parking space, until a time determined by the
ortation Planning;
The report further notes that there will likely be additional impacts to parking revenues and
that Parking staff will monitor and update projections. The projected variance includes:
the monthly refunds for the period of March 16-April 6
estimated hourly impacts for mid-March to the end of May
estimated loss of revenue from suspended monthly permits for April-May
Reduced monthly & hourly Parking revenues have been projected until the end of the year
based on slow uptake of customers requiring parking.
Financial ImpactLowMediumHigh
Water+$2,086,000
Water is projecting a surplus based on increased water consumptionduring a drier than
normal summer, with many public water amenities (e.g. pools and splash pads) being
closed. This led to increased outdoor water use. The surplus is reduced somewhat due to
an expected increase in utility account write offs.
Financial ImpactLowMediumHigh
Sanitary Sewer$3,445,000
Sanitary seweris projecting a surplus based on increased water consumptionduring a drier
than normal summer, with many public water amenities (e.g. pools and splash pads) being
closed. This led to increased outdoor water use. The surplus is reduced somewhat due to
an expected increase in utility account write offs.
Financial ImpactLowMediumHigh
Storm Sewer+$172,000
Storm is projecting a surplus based on savings in maintenance work, which will not be
completed in 2020. Also, there were fewer spills into the stormwater system resulting in
savings. The surplus is reduced somewhat due to an expected increase in utility account
write offs.
Financial ImpactLowMediumHigh
3 - 13
Appendix A
Explanations of Major COVID Variances
Gas Delivery-$633,000
Gas Delivery is projecting a deficit based on reduced volumes and an expected increase in
utility account write offs.
Financial ImpactLowMediumHigh
Gas Supply+$1,082,000
Gas Supplyis projecting a surplus based on reduced prices for purchasing natural gas.
Financial ImpactLowMediumHigh
Fleet+$546,000
Savings due to reduced fuel prices and consumption.
Financial ImpactLowMediumHigh
3 - 14
Appendix B
3 - 15
Appendix B
3 - 16
Appendix B
3 - 17
Appendix B
3 - 18
Appendix B
3 - 19
Appendix B
3 - 20
Appendix B
3 - 21
Appendix B
3 - 22
Appendix B
3 - 23
REPORT TO:Committee of the Whole
DATE OF MEETING:2020-10-26
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:2020-10-05
REPORT NO.:FIN-20-061
SUBJECT:Summary of Bid Solicitations Approved by the Managerof
Procurement(July 1, 2020September 30,2020)
__________________________________________________________________________________________
RECOMMENDATION:
For Information Only
BACKGROUND:
In accordance with the Purchasing By-law 2017-106 (Chapter 170 Municipal Code), section
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
awarded by the Director of Supply Services were within approved budgets, capital projects were
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
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.
4 - 1
16
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.
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Approved Bid Solicitations (
-
professional
the downtown cycling grid.
Description
is for professional services to
the design, coordination, approval,
nfrastructure capital account to fund
Listing of
i
struction projects.
project
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cling
This project is for the implementation of configurable cloudand meeting management softwareThcompleteand contract document assistance for traffic signals and street lightingdowntown
cycling network.The estimated surplus will remain within the cyfuture phases ofThis project is for complete the preliminary design, final design, tendering, as well as contract administration
and inspection. The estimated surplus WIP Road Reconstruction general account to fund unexpected deficits in WIP Road ReconConstruction is expected to occur in 2022The project scope
includes the design and reconstruction of all underground services (sanitary sewer, storm sewer and
Appendix 1
Downtown Franklin Stewart
---
Professional
Signal and
047 Electronic 096 Professional 097 Professional 124
----
Bid Solicitation
Number & Name
P20Agenda and Meeting Management SolutionP20Services Cycling Network Traffic Street Lighting DesignP20Services Street South (Kingsway Drive to Wilson Avenue) ReconstructionP20Services
Street (Park Street to
4 - 2
$381,597.98$134,800.00
$490,000.00$160,000.00
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TwinInterlock IncKitchener, OYork Region Equipment Centre, Scarborough, O
-
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king lots to each
.
Wheel Drive
-
painting existing lot.
.
-
unit will be used for
is
watermain) as well as sanitary and water services connections to the property line. The asphalt roadway will be reconstructed as well as sidewalks and curbs. The estimated surplus will
be used towards the construction phase of the project.Construction is expected to occur in 2022.Sports field infrastructure improvements include: new bleacher pads, new dugout structures
and renovated natural bleacher seating. Site improvements include: accessible trail connections from pardiamond facility, creation of landscape berm at Union Ave., strategic buffer
tree planting and increase of parking capacity on site through reThe estimated surplus will be closed to the federal gas tax reserve upothe projectFor the supply and delivery ofTerrain
FourSidewalk Sweeper Thin the downtown core. The current unit is seven (7) years old with a six (6) year lifecycle.
-
Wheel
-
Site
-
073 Breithaupt 101 One (1) All
--
East End) and Joseph Street (Victoria Street to West End) ReconstructionsT20Park ImprovementsT20Terrain FourDrive Articulating Sidewalk Sweeper
4 - 3
5,683.49
$63,197.00
$169,675.00$16
.00
000
,,000.00
operating
70
265
$1$
Funded from
N
N
O
,
United Building Restoration Ltd.TorontoArmstrong Paving & Materials Group Ltd, St. Matthews Equipment Limited O/A HertzEquipment RentalEtobicoke ONTri City Equipment
future
rental of
so include
depend on the
and waterproofing
work will al
e
Additional work includes
use trail along Homer Watson Blvd,
-
.
localized repairs to address areas of
The estimated surplus will remain within the Equipment Reserve Fund to fund equipment purchases.Forconcrete delaminationdeterioration.localized waterproofing membrane repairs and wear
course overcoating in certain areasIn 2018 the Region of Waterloo constructed a multileaving a gap in the connection through Budd Park. This project scope includes upgrading the existing
stone dust trail to a 3 meter wide asphalt trail. Thpainting of a centerline, bicycle and pedestrian symbols.The estimated surplus will remain within the Cycling Grant capital account
to fund future cycling projects.This contract provides for the various pieces of heavy equipment on an as needed basis.The estimated spend willlevel of activity throughout the term
of the contract.
116 Civic District 131 Budd Park 134 Heavy
---
T20Parking Garage RehabilitationT20Trail UpgradesT20Equipment Rentals
4 - 4
$15,200.00
$162,478.00
operatingoperating
Funded from Funded from
N
Laurent
-
Air
-
.
C
Guelph ONUnited Rental of Canada, IncSaintQToromont CatConcord ONTricom Building Maintenance, Toronto, OBelExcavating and Grading Ltd.CambridgeON
up
-
within
call out
services
event of all areas
up
-
one (1) year term, with one (1) year term, with
hosted
is for the provision of snow
ervice enables event set
Kitchener Memorial Auditorium
contract
prior to, during, and after special events.
This contract is for aan option to renew for two (2) additional twelve (12) month terms.This contract provides for the labour, materials, and equipment to successfully complete event
cleaneight hours of the including the arena, washrooms, lounges, stairwells, entrances and suites. This timely sconversion by City staff to facilitate a smooth transition between events
scheduled concurrently.This contract is for aan option to renew for three (3) additional twelve (12) month terms.This removal serfor The actual spend will depend on the level of activity
throughout the term of the contract.
The Aud
138 Event 139 Snow
--
T20Cleaning Service at Kitchener Memorial Auditorium (KMA)T20Cleaning
4 - 5
$284,749.50$160,844.00
operating
$220,000.00
Funded from
N
Superior Propane, Mississauga, OToromont CatConcord, ON
-
(1)
via bulk
One
buildings,
rocurement
and
year term with
)
5
ropane supply and
.
p
one (1) year term, with
operative P
-
al.
Wheel Drive Rubber Tired
renew
-
operative tender issued by the
-
is primarily required for cremation
s for
.
option
opane
This contract is for aan option to renew for two (2) additional twelve (12) month terms.This contract is for delivery in various cylinder sizes, replenishment into numerous stationary
tanksThis is a coCity of Kitchener (Lead Agency), on behalf of the Grand River CoGroup (GRCPG). The participating agencies are: The City of Kitchener, The Township of Wellesley, The
Grand River Conservation Authority, and The Region of Waterloo. Prservices and heating of heritage park washrooms, concessions, maintenance shops, for service vehicles and ice resurfacers
as well as other maintenance, repair and operational equipment such as trailer mounted pressure washers, welders, fork lifts, and bitumen hot boxes. This contract is for a five (noFor
the supply and delivery ofStandard AllIndustrial Tractor with Front End Loader and an Extendable Backhoe
-
Wheel
-
141 Propane 144 One (1)
--
T20Hd5 Bulk Tank and Cylinder Service CooperativeT20Standard AllDrive Rubber Tired Industrial Tractor with Front End Loader
4 - 6
$234,034.00$239,600.00
$254,000.00$560,000.00
N
Sekum
-
N
EkumIncorporated o/a Brantco Construction, Cambridge, OTEAM Truck Centres, London, O
-
future
Two (2)
use trails.
-
Conventional Cab and
The work includes new
(13) years old with a ten (10)
from Goodrich Drive to Wabanaki
.
Wilson Avenue Asphalt Boulevard Multi
ptember 28, 2020, weather permitting.
This unit will be used for road repairs and digging up concrete sidewalks. The current unit is thirteen year lifecycle.The estimated surplus will remain within the Equipment Reserve
Fund to fund equipment purchases.This project scope includes the extension of the use Trail Drive, over an approximate project distance of 700 metres. boulevard asphalt multiThe street
has been identified through the cycling master plan. This new trail will provide connections to other cycling and pedestrian links as well as it meets the Accessibility for Ontarians
with Disabilities Act.Construction is scheduled to begin SeFor the supply and delivery ofTandem Rear Axle ChassisThese units will be used for snow plowing and loading in the winter
and leaf season and for road work and sewer work in the summer. The current units are ten (10) years old with an eleven (11) year lifecycle.
use
-
151 Wilson 153 Two (2)
--
ckhoe
and an Extendable BaT20Avenue Asphalt Boulevard MultiTrailT20Tandem Rear Axle Conventional Cab and Chassis
4 - 7
$137,740.00
.00
000
,
40
$1
Turf Care ProductsNewmarket, ON
(2)
outfit
) years
Two
10
(
future
ten
mowing the golf
.
Mowers
) year lifecycle.
8
(
surplus will remain within the
eight
n
. The current units are
equipment.
The estimatedEquipment Reserve Fund to fund of For the supply and delivery ofLightweight Fairway These units will be used forcoursesold with a
160 Two (2)
-
T20Lightweight Fairway Mowers
4 - 8
REPORTS TO BE CONSIDERED BY COUNCIL
OCTOBER 26, 2020 CITY OF KITCHENER
COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE OCTOBER 19, 2020
1. That subject to annual budget approval, Council provide a grant of up to $220k per year to the
Working Centre in order that they provide assisted services (winter sidewalk clearing) to up to 325
properties annually, as outlined in Infrastructure Services Department report INS-20-013; and,
That such a grant be adjusted based on the number of residential properties serviced year over
year and be reflective of the operational costs incurred by the Working Centre to deliver services;
and,
That the grant is not eligible to be used for sub-contracting third party commercial contractors to
perform the services outlined in this report; and further,
That the Mayor and Clerk be authorized to enter into a three-year grant agreement with The
Working Centre, subject to the satisfaction of the City Solicitor, to provide the services outlined in
Report INS-20-013 and also in Report INS-20-010.
2. That the Mayor and Clerk be authorized to execute a conditional Agreement of Purchase and
Sale, as outlined in Development Services Department report DSD-20-156, with Kitchener
Trussler Ho
road allowance having an area of approximately 2.21 acres, at a purchase price of $884,000.,
; and,
That the subject road allowance b
That the Mayor and Clerk be authorized, subject to the satisfaction of the City Solicitor, to execute
all documentation required to complete the transaction.
3. That the City advance its work on equity, anti-racism and Indigenous initiatives, as well as other
social justice issues (e.g., homelessness), through the creation of a dedicated staff team, as
outlined in Community Services Department report CSD-20-004, which will provide senior level
leadership and internal staff expertise in these areas; and,
That the associated funding for that team be built into the 2021 budget; and,
That the job postings for all five positions include explicitly clear language that will strongly
encourage people of equity-seeking backgrounds with lived experience of racism and systemic
oppression to apply; and,
That for the job postings for the top three leadership roles include language that calls on members
of the black and Indigenous and people of colour communities to apply; and,
That the hiring process seek out applicants with a deep and nuanced understanding of an equity
lens; and further,
That the terms of reference defining the staff team roles include wording that ensures over the
long-term, regardless of staff turnover, individuals applying to those roles in the future continue to
be strongly encouraged to have equity-seeking backgrounds with lived experience in racism and
systemic oppression.
4. A
Infrastructure Services Department report INS-20-016 for all Kitchener delivery customers
effective November 1, 2020.
5. That the 2020 Cycling and Trails Master Plan for the City of Kitchener be adopted as the guiding
document for cycling and trails implementation, as outlined in Infrastructure Services Department
report INS-20-015; and,
That consideration of the recommendations and implementation of the plan be referred to
departmental business plans and budget process; and further,
REPORTS TO BE CONSIDERED BY COUNCIL
OCTOBER 26, 2020 CITY OF KITCHENER
COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE OCTOBER 19, 2020
5.
That the Mayor write on behalf of Kitchener City Council to the provincial and federal ministers
responsible for Cycling and Trails infrastructure urging that any post-COVID Infrastructure
stimulus programs include the potential of funding for cycling and trail infrastructure at both the
local and regional levels.