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HomeMy WebLinkAboutFCS Agenda - 2021-09-131 KiTc�ivER Finance and Corporate Services Committee Agenda Monday, September 13, 2021, 3:30 p.m. - 5:00 p.m. Electronic Meeting Due to COVID-19 and recommendations by Waterloo Region Public Health to exercise physical distancing, City Hall is open for select services. Members of the public are invited to participate in this meeting electronically by accessing the meeting live -stream video at kitchener. ca/watch now. 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 delegation@kitchener.ca. Delegates must register by 1:30 p.m. on September 13, 2021, in order to participate electronically. Written comments will be circulated prior to the meeting and will form part of the public record. 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. Chair: Councillor S. Davey Vice -Chair: Councillor K. Galloway-Sealock Pages 1. Consent Items The following matters are considered not to require debate and should be approved by one motion in accordance with the recommendation contained in each staff report. A majority vote is required to discuss any report listed as under this section. 1.1. DSD -2021-89 - Temporary Artwork Agreements 3 1.2. DSD -2021-117 - Janet Metcalfe Public School Traffic Safety 6 Improvements 2. Delegations Pursuant to Council's Procedural By-law, delegations are permitted to address the Committee for a maximum of 5 minutes. 2.1. None at this time. 3. Discussion Items 3.1. COR -2021-22 - Community Grant Program for 30 m 9 Black, Indigenous & Racialized Groups & Organizations (Staff will provide a 5 -minute presentation on this matter) 3.2. DSD -2021-126 - Active Transportation & Trails 30 m 17 Advisory Committee New Terms of Reference 4. Information Items 4.1. COR -2021-23 - Indigenous Initiatives: Observance of National Day for 26 Truth & Reconciliation 5. Adjournment Dianna Saunderson Interim Manager, Council/Committee Services & Deputy Clerk Page 2 of 30 Staff Report ` Develo hent Services Deoartr7ent www.kitchener. ca REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: September 13, 2021 SUBMITTED BY: Bluhm, Cory, Executive Director, Economic Development, 519-741- 2200 ext. 7065 PREPARED BY: Rumble, Eric, Coordinator, Arts & Creative Industries, 519-741-2200 ext. 7424 WARD(S) INVOLVED: All DATE OF REPORT: July 10, 2021 REPORT NO.: DSD -2021-89 SUBJECT: Temporary Artwork Agreements RECOMMENDATION: That the Executive Director of Economic Development be authorized to execute agreements with artists & property owners for the creation, installation & presentation of temporary artworks valued at less than $10,000 on private or City property; said agreements to be developed to the satisfaction of the City Solicitor. REPORT HIGHLIGHTS: • The purpose of this report is to support staff in facilitating temporary artworks, like murals, for placemaking and passive attractions. • The key finding of this report is that city staff are not administratively equipped to produce temporary artworks, as each project requires its own, unique legal agreement. By authorizing senior staff to review and execute temporary artworks agreements, staff will be able to effectively engage artists to produce temporary artworks. • There are no financial implications. • Community engagement included discussion at the Public Art Working Group. • This report supports the delivery of core services. BACKGROUND: On multiple occasions in 2020 & 2021, Arts & Creative Industries staff were enlisted by other City teams to advise & assist with commissioning murals or other temporary artworks as meaningful, low-risk ways to connect with residents. This increased interest in temporary artwork in public spaces as a safe, passive way to engage and uplift citizens has resulted in a variety of projects, including: • A mural painted by Trisha Abe at the Centreville -Chicopee Community Centre; • A mural painted by Alanah Jewel & vinyl pieces created from digital artworks by Tee Kundu, Racquel Rowe & Brubey Hu, all installed in Halls Lane downtown; • A variety of installations by Allie Brenner, Agnes Niewiadomski, Trevor Waurechen & Benoit Maubrey, created & sited on City property during Reimagine Winter; *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 3 of 30 • An exhibit by Catherine Mellinger pivoting from City Hall to downtown windows; • Multiple murals currently in development by various artists at community centres. These projects are all steered and/or produced by Arts & Creative Industries staff without well-suited administrative agreement documents to organize and complete them smoothly. Anticipating that passive attractions in public spaces such as temporary artworks will remain a focal point beyond the pandemic, the arts and creative industries team proposes to assemble a set of temporary artwork agreement templates that will allow staff to collaborate more effectively. An important distinction to note is that the City's established processes & policies for acquiring public art under the Public Art Policy remain unchanged by this recommendation. The agreement templates will allow staff to develop and create installations meant for limited time periods within limited budgets, improving staff capacity to support the less elaborate requirements of temporary artworks that are not eligible under the Public Art Policy. REPORT: Agreement templates for producing temporary artworks on either City or private property will be developed by Arts & Creative Industries staff in collaboration with the City solicitor, risk analyst and procurement specialist to achieve the following: 1. A streamlined, standardized contract that sets out terms & conditions for artists to create temporary artwork projects of different scopes, sizes, materials, durations, and locations, including contractor safety protocol requirements that are specific to artist contractors. 2. A standardized licence agreement for temporary artworks on private property to address liability responsibilities, maintenance, promotional rights, term limits and other clauses. 3. These paperwork tools would also be paired with simple, accessible insurance coverage options for installing artists that adhere to the City's liability considerations. Once fully developed, these tools will allow staff throughout the organization to create temporary art projects without also creating a deterrent internal workflow. This will make temporary public art more cost-efficient to produce, allow for more engagement with arts professionals on shorter -term work, and support Kitchener residents' access to more art. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget — The recommendation has no impact on the Capital Budget. Operating Budget — The recommendation has no impact on the 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. Page 4 of 30 PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter APPROVED BY: Justin Readman, General Manager, Development Services Department Page 5 of 30 Staff Report Develo n7ent Services Deoartr7ent REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: September 13, 2021 SUBMITTED BY: Barry Cronkite, Director, Transportation Services 519-741-2200 ext. 7738 www. kitchener ca PREPARED BY: Ivan J Balaban, Traffic Technologist, (519) 741-2200 x7302 WARD(S) INVOLVED: Ward 5 DATE OF REPORT: August 24, 2021 REPORT NO.: DSD -2021-117 SUBJECT: Janet Metcalfe PS Traffic Safety Improvements RECOMMENDATION: That U-turns be prohibited on Seabrook Drive from the south intersection with Forest Grove Lane to Amand Drive, and on Amand Drive from Grovehill Crescent to Seabrook Drive; and further, That the Uniform Traffic Bylaw be amended accordingly. REPORT HIGHLIGHTS: • The purpose of this report is to amend the Uniform Traffic By -Law 2019-113 to allow safety-related changes to Seabrook Drive and Amand Drive. • The key finding of this report is that safety and operations will be improved through the installation of the proposed U-turn prohibitions • The financial implications are approximately $500 taken from the existing sign maintenance budget • This report supports the delivery of core services. BACKGROUND: Transportation Services has received requests to review the traffic conditions along Seabrook Drive and Amand Drive in the area of Janet Metcalfe Public School, to address traffic safety concerns. REPORT: Transportation Services received a request to review the traffic conditions adjacent to Janet Metcalfe Public School, specifically on the portions of Seabrook Drive and Amand Street adjacent to the school frontage. The request cited concerns regarding pedestrian safety and general operation of the roadway during school travel times. Based on discussions with *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 6 of 30 stakeholders a U-turn prohibition was proposed to increase pedestrian safety and limit traffic congestion. According to the City of Kitchener's Official Plan, Seabrook Drive and Amand Drive are both designated Major Community Collector Streets. In response to the concerns, Transportation Services staff attended the site and concluded that a U -Turn prohibition was reasonable and would increase safety adjacent to the school. Due to the proximity of the roundabout at Seabrook Drive and Amand Drive, and the general grid -pattern of the neighbourhood streets, prohibiting drivers from making U-turns is not anticipated to adversely affect drivers. There are multiple safer options available to drivers to change directions. Other recent improvements along both Seabrook Drive and Amand Drive in this area include yellow centre lines, painted bike lanes, and painted parking bays. The addition of these pavement markings and U-turn prohibitions is expected to help visually narrow the roadway, decrease speeds, and provide a safer space for vulnerable road users. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget — The recommendation has no impact on the Capital Budget. Operating Budget — The recommendation has the following impact on the Operating Budget. Seabrook Drive and Amand Drive U -Turn Prohibition, $500; for a total estimated budget impact of $500. These costs can be absorbed in the existing Sign Maintenance budget COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: • City of Kitchener Uniform Traffic By-law No. 2019-113 APPROVED BY: Justin Readman, General Manager of Development Services ATTACHMENTS: Attachment A — Key Map — Seabrook Drive and Amand Drive U -Turn Prohibition Page 7 of 30 0 0 L.L Q CC + G �a Y �L Q -0 C X cu E5 E C Q Q � Q cu Q a D 0 0 cu a U) ¢ 0� ar. Y V in r O C7 4- 0 co N O1 Staff Report Corporate Services Departr7ent REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: September 13, 2021 www. kitchener ca SUBMITTED BY: Suzanne Charles Watson, Director of Equity, Anti -Racism & Indigenous Initiatives PREPARED BY: Elin Moorlag Silk, Project Manager, Equity, Anti -Racism & Indigenous Initiatives WARD(S) INVOLVED: All Wards DATE OF REPORT: September 2, 2021 REPORT NO.: COR -2021-22 SUBJECT: Community Grant Program for Black, Indigenous and Racialized Groups and Organizations RECOMMENDATION: That the proposed grant program for Black, Indigenous & Racialized Communities in Kitchener, as outlined in Appendix A of COR -2021-22, be approved with an annual budget of $50,000 for the first three years; That the unused Community Grants balance of $138,000 be reallocated to fund the proposed community grant program for the first three years; That the Deputy Chief Administrative Officer and General Managers be authorized to execute agreements with recipients pertaining to the proposed community grant program; and That starting in the Fall of 2021, the City will begin the collection and reporting of demographic data for organizations receiving grants in all other grant streams. REPORT HIGHLIGHTS: • The purpose of this report is to present, for Council consideration, a new grant program for Black, Indigenous and racialized communities in Kitchener • This specialized grant will provide support for community -led programs, initiatives and events meant to decrease inequities and increase opportunities and well-being for Black, Indigenous and racialized communities • The financial implications are $150,000 allocated to this grant stream overthe first three years of the program. • Community engagement conducted in the development of this grant proposal included ongoing consultation with members of the Mayor's Task Force on Equity, Diversity and *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 9 of 30 Inclusion and targeted engagement with local organizational leaders and racialized community members in Kitchener • This report supports A Caring Community by completing a comprehensive Equity, Diversity and Inclusion Strategy. BACKGROUND: This proposed community grant program was developed as one of the eight bodies of work to come out of the Mayor's Task Force on Equity, Diversity, and Inclusion as a tangible deliverable of the Corporate Equity & Anti -Racism Strategy, as outlined in the table below. Table 1: Corporate Equity & Anti -Racism Strategy - Status of Actions The process of drafting this grant program included research into current best and emerging practices locally and across Canada, drawing on the lived experiences and expertise of members of the working group, and consultation with local organizations run for and by racialized community members. The need for this kind of funding opportunity has been developed in response to community calls for increased support for Black, Indigenous and racialized groups for their own vital community-based support systems. Recent events related to anti -Black and anti -Indigenous racism that have come to light over the past year may have been the catalyst for this community call to action, but there is ample evidence to indicate that inequities have long existed within organizations and systems, and that these inequities have had consistent, disproportionate impacts on particular groups. For instance, studies show that those with the poorest measures of health and wellbeing in Ontario identify with one or more of the following groups: African, Caribbean or Black, First Nations, Inuit or Metis, and Refugees. Page 10 of 30 ACTION EXPECTED OUTCOME CURRENT STATUS UPCOMING WORK/ MILESTONES Staffing Madel Creation of new permanent full-time 5 -person Director hired, onboarded June 2021 1 staff team too lead this work at the City COMPLETE Hiring underway for additional positions; team in place by early 2022 Policy Creation of an Equity, Inclusion & Anti Racism Broad staff engagement fall 2021 2 Policy for the City of Kitchener COMPLETE Develop evaluation plan for actions related to policy, Fall 2021 Community Funding Development of a sustained community funding Present to Council Sept 2021 3 Program program for Black, Indigenous, and other COMPLETE Develop plan and timeline to implement program, racialized groups & organizations in Kitchener Fall 2021 Creation of an Equity & Anti -Racism training Training Strategy approved 4 Training Strategy strategy for City Staff, Volunteers, and City COMPLETE Content development underway for first Council, to be implemented over 3 years mandatory training courses, to he launched 2022 HR Audit: Hiring & Completion of an Equity Audit of HR policies and Develop workplan & timeline for 5 Recruitment practices pertaining to recruitment, hiring and COMPLETE recommendations, Fall 2021 promotion at the City of Kitchener Equity & Anti- Approval of an Equity & Anti -Racism Advisory Establish interim Nominating Committee Sept 2021 Racism Advisory Committee to Council to advise on Equity & Anti- Launch application process for Advisory Committee b Committee Racism issues and serve as a mechanism of COMPLETE Oct 2021 community accountability Council to appoint members Nov 2021 Advisory Committee begins Dec 2021 Demographic Data A strategy and resources to facilitate the 7 Collection standardized collection of demographic data IN PROGRESS Begin implementation Fall 2021 across the corporation on an ongoing basis Communications An Equity and Anti -Racism guide for City staff, 8 Guide leadership, the Communications team, and IN PROGRESS Launch guide & other materials January 2021 Council Youth Men#arsh[p Develop recommendations forthe development of a Youth Mentorship Program specifically for Progress reliant on abilityto conduct in-person 9 Program low-income youth, sponsored and/or facilitated IN PROGRESS meaningful community engagement by the City of Kitchener The process of drafting this grant program included research into current best and emerging practices locally and across Canada, drawing on the lived experiences and expertise of members of the working group, and consultation with local organizations run for and by racialized community members. The need for this kind of funding opportunity has been developed in response to community calls for increased support for Black, Indigenous and racialized groups for their own vital community-based support systems. Recent events related to anti -Black and anti -Indigenous racism that have come to light over the past year may have been the catalyst for this community call to action, but there is ample evidence to indicate that inequities have long existed within organizations and systems, and that these inequities have had consistent, disproportionate impacts on particular groups. For instance, studies show that those with the poorest measures of health and wellbeing in Ontario identify with one or more of the following groups: African, Caribbean or Black, First Nations, Inuit or Metis, and Refugees. Page 10 of 30 On May 10th, 2021 staff presented a draft outline of this proposed grant program to members of City Council in a strategy session focused on providing a comprehensive update on the eight bodies of work undertaken by the Mayor's Task Force on Equity, Diversity, and Inclusion. The following question was posed to members of City Council for discussion: Having reviewed the draft outline of the proposed Community Funding Opportunity for Black, Indigenous, and other Racialized Groups, what suggestions for improvement should staff consider before bringing the proposal forward for Council's consideration/approval? The discussion generated by members of Council in response to this question was positive and supportive of the proposed grant program and comments made by members of Council helped form the current draft of the program. REPORT: The objective of this proposed grant has been identified by members of the working group as the following: "A sustained funding opportunity for groups or organizations run by Black, Indigenous and other racialized community members for the purpose of providing support for community -led programs, initiatives and events meant to decrease inequities and increase opportunities and well-being for racialized communities in Kitchener." When developing this funding opportunity, the working group was particularly focused on decreasing barriers, as it was acknowledged that historically, multiple barriers have been experienced by Black, Indigenous and other racialized groups in traditional granting processes, including those administered by the City of Kitchener. Some examples of barriers that were raised in the working group include the following: • Traditional granting processes are often cumbersome in terms of bureaucratic requirements for organizations, to demonstrate history and capacity for doing the work — organizations who are unable to demonstrate this requirement are then not able to access funding • Colonial assumptions around "organizing" and rules around being registered as an organization are experienced as a barrier for many groups • Capacity -building and operational funding is often needed for informal/grassroots groups, but few existing grant opportunities fund these needs • Ways that success are being measured by granting agencies can be problematic The Western/colonial business model that shaped the way we do things doesn't necessary fit with how Indigenous, Black, or other racialized groups organize themselves or want to be organized. • The demographic representation of those making decisions about grants is often not representative of the community Implementation Implementation of this community grant program is outlined in the table included in Attachment A. Each element outlined has been carefully considered in relation to the Page 11 of 30 barriers listed above and the feedback received from the community during the consultation process. In particular, some of the elements identified in the development process considered crucial for the success of this funding opportunity are the following: • This opportunity is open to registered charities and not-for-profit organizations as well as new and grassroots groups who are not registered as a charity or not- for-profit organization (following the same process and systems of accountability as Love my Hood currently operates) • The funding criteria is broadly defined in order to allow for communities to identify what it is that they need for their own well-being rather than being forced to fit into narrow categories created by the City • Capacity Building is a funding category for groups to utilize in order to provide resources for groups to build and develop internal capacity prior to launching projects or events • A selection committee representative of the communities this funding opportunity is intended for will be responsible for applicant selection and decision-making • Starting the granting budget at $50,000 per year and then potentially growing it over time as we have more experience and local data. This is a similar approach used by the Love my Hood grant and proved to be a successful way to implement a newly developed grant program Three-year review The intent of this grant program is that it become a permanent, sustained stream within City grants, starting with an annual budget of $50,000 per year, with plans to review the program after three years. At the three year mark, staff will generate a report with recommendations which can then be brought to Council outlining the operation of this grant, and using evidence -based criteria, will then be able to determine demonstrated need and the potential ongoing benefit in the community this grant may have in the long term. For instance, if more applications that meet the funding criteria are consistently submitted than what can be funded with the budget over the three years, an increase in budget allocation may be brought to Council at this time. This strategy will also allow for a 3 -year phase of the grant rollout whereby potential barriers or gaps may be addressed and changes or improvements can be made in response to community need. For context, a summary of other City of Kitchener Community grants is included in the table below. The recommendation for this grant is that it will start as a three-year program as a stand-alone grant; and during this phase, applicants would still be able to apply for Love my Hood grant and/or Tier 2 community grants. Once the three years are up and if the program is deemed successful through the data and evidence collected, it is recommended that it be rolled in to the Tier 2 Community Grants program as a permanent stream whereby grant recipients would then become eligible for Tier 1 grant status after 5 years of funding, as per the current criteria. Granting Category Annual Budget Maximum granting amount Tier 1 Community Grant $1,477,797 No set maximum Tier 2 Community Grant $213,391 None specified Grant for Black, Indigenous & Racializcd Groups $50,000 to start $10,000 to start Love my Hood $150,000 $30,000 Page 12 of 30 Ongoing Demographic Data Collection Starting in the Fall of 2021, it is the recommendation of staff that systematic demographic data collection for organizations receiving grants in all grant streams at the City be implemented. Currently this kind of data is not collected by the City of Kitchener within the grants programs, which means we do not know how many of our grants are being accessed by organizations supporting Black, Indigenous, or other racialized communities. By collecting this data we will gain a better understanding of which communities are accessing grants, potential barriers communities may be facing, and by using a data -driven approach we can start to look at potential changes to other grant streams in order to reach a broader and more diverse number of residents. This demographic data collection will be a component of the larger Data Collection Strategy currently under development as one of the deliverables of the Corporate Equity and Anti - Racism Strategy (as outlined in Table 1). STRATEGIC PLAN ALIGNMENT: This report supports A Caring Community by completing a comprehensive Equity, Diversity and Inclusion Strategy. FINANCIAL IMPLICATIONS: Staff propose reallocating the unused 2020 balance of $138,000 in the Community Grants Program to partially fund the first three years of the Indigenous & Racial Equity Fund, given the natural affinity between these programs. Staff anticipate that there will be unused funds from the 2021 Community Grants Program due to the continued barriers of the pandemic; it is proposed that $12,000 of this positive variance be allocated to the Indigenous & Racial Equity Fund for the remaining budget needed for the first three years. Administration and support of this grant will be provided by the Equity, Anti -Racism and Indigenous Initiatives team within the Corporate Services Department. COMMUNITY ENGAGEMENT: • INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. • COLLABORATE — This grant program was developed in collaboration with a working group of the Mayor's Task Force on Equity, Diversity and Inclusion, which is predominantly comprised of community members, whose lived experiences and expertise in a wide variety of areas directly informed the direction, scope and contents of the proposed grant. In addition to this, consultation was done with local organizations run for and by racialized community members as early drafts were being developed. Page 13 of 30 PREVIOUS REPORTS/AUTHORITIES: CSD -21-4 Task Force on EDI Update Special Council Strategy Session, May 10th, 2021 APPROVED BY: Victoria Raab, General Manager of Corporate Services Michael May, DCAO and General Manager of Community Services ATTACHMENTS: Attachment A —Proposed grant program for Black, Indigenous & Racialized Communities; current working title is "Racialized and Indigenous Support for Equity" Fund (RISE) Page 14 of 30 Attachment A — Racialized & Indigenous Support for Equity (RISE) Fund: Proposed Grant Program for Black, Indigenous & Racialized Communities Objective/ A sustained funding opportunity for groups or organizations run by Black, Indigenous and Vision other racialized community members for the purpose of providing support for community - led programs, initiatives or events meant to decrease inequities and increase opportunities and well-being for racialized communities in Kitchener. Criteria forOpen to formal and informal organizations, community groups in Kitchener, whether the Applicants' group is newly formed for the purpose of a specific project, or is a pre-existing group undertaking a project. Criteria for Projects/ Potential funding categories Applicants must demonstrate that their organization/ group: • Is led by and for Black, Indigenous or racialized individuals/groups in Kitchener • Has a project budget outlining how they propose to use funds • Has a bank account to receive grants over $1000, or has an agreement with an organization to sponsor them financially as a third party • Agrees to report back upon completion of the project, including accountability of all revenues, expenses and proof of purchases. Project Criteria The project/initiative/event will contribute to the well-being of Black, Indigenous or other racialized community members in Kitchener. Potential Funding Categories • Capacity building • Core operational costs — with a specified 3 year granting limit for this category • Project funding • Event funding • Other (at the discretion of the granting authority and City solicito Application • Applications will be done through a simple online form consisting of questions relating process directly to the criteria. • Demographic data collection will be consistently collected with all applicants and grant awardees and tracked over time in order to identify potential gaps, barriers & areas for improvement Granting amounts Selection Process • Templates of any required documents will be provided, such as budgets and tracking tools for tracking expenses. • Paper versions of the application will be available upon request. Applications will be accepted on a quarterly basis, following the same application deadlines as Love my Hood. • Staff support will be available for applicants. • Maximum grant amount= $10,000 • Minimum grant amount= $1000 • Events eligible for $5000 The Equity & Anti -Racism Advisory Committee will serve as the selection committee for this grant. This committee will be comprised of 12 community members representing a diversity of voices who have been historically underrepresented or excluded: specifically those who are Black. Indiaenous. racialized. 2SLGBTQ+ identified. DeoDle with disabiliti( It was very important to the working group members that it will need to be made clear that this funding is not intended for white -led organizations to hire a Black, Indigenous or racialized person to run a program within their organization. Page 15 of 30 religious minorities, and the intersections of these identities. Facilitative and administrative support specific to the grant selection process will be provided by one member of City staff. Additional City staff will be consulted based on need for expertise in the selection process, following a similar process used for Love my Hood applications. Grant The Deputy Chief Administrative Officer and General Managers are authorized to execute Administration agreements with recipients pertaining to the City's Indigenous & Racial Equity Fund. The agreements will be used to outline the roles and responsibilities related to grants including, if applicable, safety, liability insurance, maintenance and project ownership. Annual Budget & Program Duration Staff within the City's Equity, Anti -Racism and Indigenous Initiatives team will oversee the grant program under the leadership of the Director of this Division. This grant program will be launched with an annual budget of $50,000 for the first three years of operation. At the three year mark, staff will generate a report with recommendations which can then be brought to Council outlining the operation of this grant, and using evidence -based criteria, will then be able to determine demonstrated need and the potential ongoing benefit in the community this funding opportunity may have in the long term. Page 16 of 30 Staff Report Develo n7ent Services Deoartr7ent REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: September 13, 2021 SUBMITTED BY: Barry Cronkite, Director, Transportation Services, 519-741-2200 ext. 7738 L www. kitchener ca PREPARED BY: Darren Kropf, Active Transportation Planning Project Manager, 519-741-2200 ext. 7314 WARD(S) INVOLVED: All DATE OF REPORT: September 2, 2021 REPORT NO.: DSD -2021-126 SUBJECT: Active Transportation and Trails Advisory Committee new terms of reference RECOMMENDATION: That the name and mandate of the Kitchener Cycling and Trails Advisory Committee be changed to Kitchener Active Transportation and Trails Advisory Committee; and, That the new terms of reference for the Kitchener Active Transportation and Trails Advisory Committee be adopted, effective January 1, 2022. REPORT HIGHLIGHTS: • The purpose of this report is to approve new terms of reference for the Cycling and Trails Advisory Committee, including a new name and expanded mandate to include all forms of active transportation and street safety issues. • The key finding of this report is that there is a desire by the community and staff to have an advisory committee that focuses on all road users and forms of street safety • There are no financial implications. • Community engagement included six discussions over the past eighteen months at the Cycling and Trails Advisory Committee. • This report supports People -friendly Transportation. BACKGROUND: The current terms of reference for the Cycling and Trails Advisory Committee was established on May 20, 2008 and last reviewed in July 2016. In anticipation of a review of the terms of reference scheduled for July 2021, the committee began conversations in 2019 to explore adopting a broader mandate for the committee. This broader mandate would formally acknowledge that the committee is already considering issues related to pedestrian and street safety and encourages the committee to continue to do so. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 17 of 30 REPORT: Purpose of name and mandate change When the terms of reference was due for a review, several trends were emerging that led to discussion of a new name and expanded mandate: • Agenda items that did not specifically speak to cycling or trails were routinely being presented to the committee for their input. E.g. sidewalk infill, sidewalk snow clearing, 40 km/h speed limit pilot, traffic calming, micro mobility, etc.; • Consultations for Complete Streets and Vision Zero, as well as informal engagement with residents, showed the community's desire for a formal forum to discuss general street safety issues; • Attention to pedestrian needs were only partially addressed in the existing terms of reference, with a focus on pedestrians using off-road trails but not on -road trails or sidewalks; • Emerging forms of micromobility, such as e -scooters, are creating new options for getting around and new uses of city infrastructure, as well as potential conflicts between existing users; and, • City council and the community has expressed increasing urgency in addressing climate change. With nearly 50% of the Region's carbon emissions being in the transportation sector, a multi -modal approach is needed for this committee to advise on strategies to reach the city's climate action goals. Summary of key changes in the new terms of reference Past and current advisory committee members and staff agreed on these key changes: • A new name reflects a broader set of users on city streets; • The purpose of the committee is expanded to emphasize safety, accessibility, comfort and convenience of streets and trails for all users, with a specific emphasis on protecting vulnerable users (pedestrians and cyclists). Previously, the purpose was limited to cycling and trail issues only; • A definition of "Active Transportation" is provided: "Active Transportation includes any form of human -powered movement for transportation or recreational purposes, including walking, hiking, cycling, rolling, pushing a stroller, using a mobility aid, etc."; • Responsibilities of the committee puts a stronger emphasis on pedestrian safety and user experience (along with cycling) and how active transportation contributes to a well-balanced transportation mix; • More inclusive language that recognizes various abilities is added throughout the document. E.g. "roll" is added alongside "walk" and "cycle" to include people using assisted devices, wheelchairs or strollers; • A new responsibility was added that engages the community in promoting a positive culture of active transportation and recreation, through public consultations, social media campaigns, events, etc. as guided by the education objectives of the Cycling and Trails Master Plan; • A new responsibility was added regarding encouraging recreational walking and cycling for healthy living, community building and vibrant neighbourhood life; and, • New corporate strategies related to broader transportation initiatives are identified, including Complete Streets, Vision Zero and climate action. Benefits of new terms of reference Committee members and staff identified the following benefits of the new terms of reference: Page 18 of 30 • The committee can review city plans and strategies more holistically from the point of view of all users, recognizing that all forms of transportation need to function together on the same streets; • Residents and staff can bring to the committee a broader set of issues related to street safety; • Fosters greater equity in infrastructure by including typically vulnerable users like children and seniors on a wide variety of travel modes (e.g. walking, scooting, wheeling, etc.); • Most Ontario cities use Active Transportation for their committee names and mandates; and • Provides staff and City Council a better understanding of different modes of transportation. Important items that remain an emphasis in the new terms of reference The committee identified several items in the current terms of reference that should remain a priority: • Cycling will continue to be a key area of focus; • Trails are specifically mentioned in the name to ensure issues specific to trails remain a focus; • The committee will continue to balance its time focusing on transportation and recreation; • Additional subcommittees can be struck each year, according to the skills and interests of current members. For example, this year the committee has subcommittees on bike parking, Vision Zero, Complete Streets, trails standards and events/promotions. In the past, subcommittees have included safety education, bike theft and bikefest planning. In addition, composition of the committee will remain the same, at 1 member of Council and 11 to 13 members of the community -at -large. Quorum will also remain the same at 5 members, as will reporting to the Community and Infrastructure Services Committee. Other names that were considered Initially, staff and the committee considered creating an entirely new advisory committee that would focus on street safety. This was quickly ruled out because it would create a large duplication of work since many street safety issues would also relate to cycling, and vice versa. Several other options were discussed by the committee. Complete Streets & The term is not well-known in the community and may Trails encourage the committee to over -emphasize infrastructure design at the expense of other issues like education and engagement. Street Safety & Trails Loses the emphasis on vulnerable users (people walking, rollingand cyc_ line) Streets & Trails Loses the emphasis on vulnerable users (people walking, rolling and cycling) Page 19 of 30 Pedestrian, Cycling Active transportation is a more succinct term and can also & Trails reflect more generic street safety issues. Summary of review process The Cycling and Trails Advisory Committee spent six meetings over the past eighteen months to reach consensus on the new name and expanded mandate proposed in this report. January 14, 2020 — The opportunity to review the name and mandate of the committee is introduced for initial discussion. February 11, 2020 — Terms of reference for other cities were reviewed and the committee identified the pros and cons of a name and mandate change. The committee passed a unanimous motion "That the committee supports further exploration of an expanded mandate and requests that staff draft new terms of reference for the committee to review." August 11, 2020 — Several key changes to the terms of reference were generally agreed upon by the committee. However, due to delays caused by missed meetings during the start of the emergency pandemic, the committee agreed that a final decision should be deferred to the new term of committee members since new members were already being recruited according to the existing terms of reference. February 9, 2021 — First discussion with new term members revisited the pros and cons of a name and mandate change. March 9, 2021 — Specific options for a new name and expanded mandate were discussed further. The committee passed a unanimous motion: "That city staff be directed to draft new terms of reference that broadens the scope of the committee to Active Transportation and Trails" May 11, 2021 — New terms of reference were reviewed by the committee. A unanimous motion was passed: "That the committee accept the new Terms of Reference and endorse its adoption to City Council." STRATEGIC PLAN ALIGNMENT: This report supports People -friendly Transportation. FINANCIAL IMPLICATIONS: Capital Budget — The recommendation has no impact on the Capital Budget. Operating Budget — The recommendation has no impact on the 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. Page 20 of 30 CONSULT — In 2019, Complete Streets consultations engaged 610 residents on how to design streets for all modes of transportation. Residents identified the importance of planning for all modes of transportation. In fall 2020, Vision Zero consultations engaged 300 people on how safe they feel on city streets. Residents shared how important street safety is for all users. COLLABORATE - The Cycling and Trails Advisory Committee spent six meetings over the past 18 months to reach consensus on the new name and expanded mandate. PREVIOUS REPORTS/AUTHORITIES: • GOV-BOA-114 Cycling and Trails Advisory Committee Terms of Reference (May 20, 2008) APPROVED BY: Justin Readman, General Manager, Development Services ATTACHMENTS: Attachment A — Active Transportation and Trails Advisory Committee terms of reference Page 21 of 30 I x�T�R POLICY Policy No: GOV-BOA-114 Policy Title: ACTIVE TRANSPORTATION Approval Date: TBD & TRAILS ADVISORY COMMITTEE - TERMS OF Reviewed Date: September 2021 REFERENCE Next Review Date: July 2026 Policy Type: COUNCIL Last Amended: 2018-04-03 Category: Governance Sub -Category: Board & Committee Replaces: Author: City Clerk Repealed: June 23, 2014 Dept/Div: Corporate Services Replaced by: 1-114 Department, Legislated Services Division Related Policies, Procedures and/or Guidelines: To be included at next review. 1. POLICY PURPOSE: 1.1. To provide community input and assist Council in creating a livable and environmentally friendly City that is accessible and safe for people of all ages and abilities to walk, roll and cycle on city streets and trails. 1.2. To advise Council and Staff on the design, development and delivery of active transportation and trail policies, programs and facilities in order to promote and enhance safe walking, rolling and cycling (active transportation) in the City of Kitchener. 1.3. To serve as a forum for the public and/or agencies to raise their viewpoints on particular active transportation, street safety and trail use issues or topics. 2. DEFINITIONS: Active Transportation includes any form of human -powered movement for transportation or recreational purposes„ including walking, hiking, cycling, rolling, pushing a stroller, using a mobility aid, etc. 1 of 4 Page 22 of 30 Policy No: GOV-BOA-114 Policy Title: ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 3. SCOPE: 4. POLICY CONTENT: Responsibilities 4.1 Assist Council and Staff in developing active transportation and trails policies, strategies and programs. 4.2 Advise Council and staff on current issues, measures and policies required to implement the City's commitment to a healthy and livable city through active transportation and assist in implementing the policies and objectives of the Transportation Master Plan, Cycling and Trails Master Plan, Complete Streets guidelines, the Pedestrian Charter, Official Plan policies, and similar street and active transportation initiatives. 4.3 Advise Council and Staff in addressing issues related to active transportation and trails received from other governments and agencies (i.e. Studies, policies, programs, legislation etc.) 4.4 Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. 4.5 Assist in monitoring the extent and effectiveness of active transportation and trail infrastructure. 4.6 Support active transportation and trail programming (encouragement, education, events, culture of active living, etc.) 4.7 Serve as a forum for the public and/or agencies to discuss all matters regarding active transportation, trails and street safety within the City. 2 of 4 Page 23 of 30 POLICY APPLIES TO THE FOLLOWING: ❑ All Employees ❑ All Full -Time Employees ❑ All Union ❑ Management ❑ C.U.P.E. 68 Civic ❑ Non Union ❑ C.U.P.E. 68 Mechanics ❑ Temporary ❑ C.U.P.E. 791 ❑ Student ❑ I.B.E.W.636 ❑ Part -Time Employees ❑ K.P.F.F.A. ❑ Specified Positions only: ❑ Other: ❑x Council ❑x Local Boards & Advisory Committees 4. POLICY CONTENT: Responsibilities 4.1 Assist Council and Staff in developing active transportation and trails policies, strategies and programs. 4.2 Advise Council and staff on current issues, measures and policies required to implement the City's commitment to a healthy and livable city through active transportation and assist in implementing the policies and objectives of the Transportation Master Plan, Cycling and Trails Master Plan, Complete Streets guidelines, the Pedestrian Charter, Official Plan policies, and similar street and active transportation initiatives. 4.3 Advise Council and Staff in addressing issues related to active transportation and trails received from other governments and agencies (i.e. Studies, policies, programs, legislation etc.) 4.4 Liaise with other municipalities, governments and agencies with regards to programs, policies, legislation, continuity and connectivity. 4.5 Assist in monitoring the extent and effectiveness of active transportation and trail infrastructure. 4.6 Support active transportation and trail programming (encouragement, education, events, culture of active living, etc.) 4.7 Serve as a forum for the public and/or agencies to discuss all matters regarding active transportation, trails and street safety within the City. 2 of 4 Page 23 of 30 Policy No: GOV-BOA-114 Policy Title: ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 4.8 Act as an advocate for active transportation and recreation and the use of active transportation and trail infrastructure in the City, promoting and increasing public awareness of active transportation as sustainable and healthy forms of transportation. 4.9 Celebrate successes in active transportation and trails. Composition 4.10 The composition of the Committee will be: a) 1 member of Council; and b) 11 to 13 members of the Community -at -large. 4.11 In filling the community -at -large positions Council will endeavor to include as membership in the Committee, private citizens from throughout the City. The membership is drawn from residents with skills, interest and demonstrated expertise in the areas of active transportation and trails. 4.12 Members will be appointed for a term of two years. 4.13 The Committee shall, from amongst its members, choose a Chair and Vice Chair. 4.14 Quorum for this Committee shall be 5 members. 4.15 Where Committee feels that a sub -committee is required, said sub -committee is to be ad hoc in nature with a specific, clearly articulated mandate. Each sub -committee's mandate is to be reviewed annually to determine whether it needs to continue. Membership on sub -committees may be expanded to include people who are not advisory committee members, to take advantage of added expertise and perspectives. Meetings 4.16 Meetings shall be conducted in accordance with Municipal Code Chapter 25 (Procedures) as adopted by Council. 4.17 The Committee shall endeavour to meet monthly, for approximately two hours. 3of4 Page 24 of 30 Policy No: GOV-BOA-114 Policy Title: ACTIVE TRANSPORTATION & TRAILS ADVISORY COMMITTEE - TERMS OF REFERENCE 4.18 Pursuant to Chapter 25 (Procedures), all meetings are open to the public, except as permitted by the Municipal Act, 2001. Minutes 4.19 Minutes shall be kept by the Committee Administrator and will be distributed to all members of Council and the Corporate Leadership Team. Reporting 4.20 The Active Transportation and Trails Advisory Committee is an advisory committee established by Kitchener City Council in accordance with these adopted Terms of Reference. Members are bound by these Terms of Reference and are responsible to Council. 4.21 The Committee shall report through the Community and Infrastructure Services Committee unless the Council representative, in consultation with staff, deems it expedient that a report be made directly to Council. 5. HISTORY OF POLICY CHANGES Administrative Updates 2016-06-01 - 1-114 policy template re -formatted to new numbering system and given number GOV-BOA-114. 2018-04-03 - Department name change due to corporate re -organization. Formal Amendments 2014-06-30 - Resolution to repeal & replace passed by Council, see report INS - 14 -021. 2021-09-13 (Proposed) — Expanded mandate to active transportation and updated formatting. 4of4 Page 25 of 30 Staff Report Corporate Services Departr7ent REPORT TO: Finance & Corporate Services Committee DATE OF MEETING: September 13th, 2021 www. kitchener ca SUBMITTED BY: Suzanne Charles Watson, Director of Equity, Anti -Racism & Indigenous Initiatives, 519-741-2200 ext. 7538 PREPARED BY: Suzanne Charles Watson, Director of Equity, Anti -Racism & Indigenous Initiatives, 519-741-2200 ext. 7538 WARD(S) INVOLVED: All Wards DATE OF REPORT: August 27th, 2021 REPORT NO.: COR -2021-23 SUBJECT: Indigenous Initiatives: Observance of National Day for Truth & Reconciliation RECOMMENDATION: That the activities of the Waterloo Region Reconciliation Action Plan Working Group, and plans to observe the newly established Federal Statutory Holiday - National Day for Truth and Reconciliation (NDTR) on September 30, 2021, be received for information. REPORT HIGHLIGHTS: • The purpose of this report is to update Council on the activities of the Waterloo Region Reconciliation Action Plan Working group, and the planned activities to commemorate the National Day for Truth and Reconciliation on September 30, 2021. • The activities of the Working Group are aligned with the broad objective of the City's Equity, Inclusion & Anti -Racism Policy to develop programs and services guided by the principles of equity, inclusion and anti -racism. • The financial implications are $5,000 allocation to a regional fund to support the Indigenous community for the observance of the National Day for Truth and Reconciliation. • Engagement to support this report includes coordination and collaboration with the Waterloo region Reconciliation Action Plan Working Group • This report supports A Caring Community by completing a comprehensive Equity, Diversity and Inclusion Strategy. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 26 of 30 BACKGROUND: In 2019, the City demonstrated its commitment to advance its work on social justice issues, through a lens of equity, anti -racism and Indigenous partnership, when Council directed staff to, inter glia, implement the Truth and Reconciliation Commission's Calls to Action. The Region and area municipalities (the cities of Cambridge, Kitchener, Waterloo and the townships of North Dumfries, Wellesley, Wilmot, and Woolwich) began to work together to coordinate efforts to support Indigenous -centered initiatives in August 2020, in response to the needs identified through the Oise Kenhionhata:tie Land Back Camp efforts and growing awareness of systemic issues experienced by Indigenous communities in accessing municipal spaces and services. In August 2020, both City of Kitchener and City of Waterloo Councils approved the waiving of municipal fees for Indigenous peoples to access City facilities and spaces and also endorsed the development of a Reconciliation Action Plan in collaboration amongst area municipalities in the Region.The new Federal Statutory Holiday - National Day for Truth and Reconciliation (NDTR), to be observed on September 30, 2021 is in response to the 80th call to action of the Truth and Reconciliation Commission of Canada. The day coincides with the September 30 commemoration of Orange Shirt Day, which acknowledges the damage of residential schools, honours its victims and celebrates the survivors. Using a collaborative approach across the region, through the Waterloo Region Reconciliation Action Plan Working Group (RAPWG), the observance of the NDTR will be approached as an opportunity to reflect, heal and come together in a spirit of truth and reconciliation, which acknowledges the historic (and contemporary) injustices endured by Indigenous peoples; and charts a more just future. REPORT: A region -wide Reconciliation Action Plan is being developed by the Region and all area municipalities in order to address key themes of concerns expressed by local Indigenous communities, see meaningful relationships enhanced between settlers and Indigenous people, and to uphold our commitments made to respond to the calls to action of the TRC. A Reconciliation Action Plan approach is being recommended to support the many voices of the local Indigenous communities to address the systemic issues and barriers for Indigenous peoples that are inherent in municipal processes, services, programs and spaces in Waterloo Region. Embarking on the development of a region -wide Reconciliation Action Plan alongside local Indigenous communities is an important next step in the Region's journey toward truth and reconciliation. Additionally, as we begin this journey of reconciliation, we acknowledge that we are learning along the way. We recognize the importance of being open, transparent, and accountable for the Reconciliation Action Plan and all subsequent actions. A Reconciliation Action Plan Working Group (RAPWG) consisting of staff representatives from the Region of Waterloo, and all area municipalities, has been established to advance this important work and create a consistent regional approach to reconciliation through collaboration, information sharing and relationship building. Page 27 of 30 To further advance this work, areas of initial focus include but are not limited to: • Learning and Development • Honorarium and Compensation Practices • Indigenous Placekeeping and Land Opportunities • Communications and Events; and • Heritage, Cultural Landscapes, Plaques and Commemoration The Region -wide Reconciliation Action Plan will not be a detailed report or final strategy, but rather a living list of actions, priorities, commitments, and an accountability framework that will be informed through regular and ongoing discussion and relationships with local Indigenous communities. A preliminary 2022 budget of approximately $200,000 is required to support engagement, communications, research, and co-op staffing resources. A cost share approach amongst area municipalities is being utilized as it increases efficiency and capacity to deliver and provides a streamline regional approach to the work. The City of Kitchener's contribution to the 2022 budget is $42,160, which will be identified for Council's consideration through the 2022 budget process. In addition to the development of a more comprehensive Reconciliation Action Plan, opportunities to advance Indigenous -centered initiatives are being explored by the RAPWG as they are identified. The following opportunities and initiatives being supported by the City of Kitchener include: Indigenous placemaking at Huron Natural Area Building a permanent, outdoor gathering space at Victoria Park in partnership with Indigenous communities. This site will be a safe and culturally appropriate space for members of Indigenous communities to honour their history and celebrate their heritage and culture. Suspension of rental -related fees associated with use of City spaces for Indigenous cultural and ceremonial events until a policy supporting the access and use of public spaces by Indigenous peoples to carry out cultural and ceremonial practices is developed. Municipal specific initiatives are the responsibility of individual municipalities to fund outside of the RAPWG budget. Funding associated with these initiatives will be brought forward through the annual budget process for Council approval. Page 28 of 30 National Day of Truth and Reconciliation As part of the coordinated effort of the RAPWG, the City's observance of the National Day for Truth and Reconciliation (NDTR) is intended to: 1. support Indigenous -led groups or organizations in recognizing the NDTR; through - but not limited to - funding for programming 2. recognize and commemorate the NDTR for City staff and volunteers through opportunities for meaningful personal reflection, education and service that are inclusive and accessible 3. promote initiatives to observe the NDTR using internal and external communication More specifically, activities to support the NDTR will fall into one of three categories: ACTIVITIES Provide funding (up to $5,000 total) to support Indigenous -led initiatives, celebrating Indigenous culture and ceremony generally; and recognizing NDTR specifically Free access to public spaces for Indigenous communities to celebrate their culture and ceremony Hoisting and lowering the "Every Child Matters" flag on September 30, 2021 and October 04, 2021, respectively, to commemorate NDTR and bring attention to the National Day of Action for Missing and Murdered Indigenous Women and Girls. Preparation and distribution of curated list of learning resources including books, podcasts, websites, webinars, films, documentaries and music. • The development of a robust internal and external communications plan, commemorating the day. External facing content will be coordinated with municipal partners, as directed by the RAP working group. Page 29 of 30 STRATEGIC PLAN ALIGNMENT: This report supports A Caring Community through alignment with the comprehensive Equity, Diversity and Inclusion Strategy. FINANCIAL IMPLICATIONS: Capital Budget — Funding (of up to $5,000) from the EDI Capital account to support Indigenous -led initiatives, celebrating Indigenous culture and ceremony generally; and recognizing NDTR specifically Operating Budget — The recommendation has no impact on the 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. In addition, communication has been shared with the Wellbeing Waterloo Region First Nations, Metis, Inuit Advisory and Advocacy Circle regarding the availability of municipal spaces and funding for the day's activities. CONSULT - Initial outreach with members of the Indigenous communities has helped to inform the approach to a Reconciliation Action Plan. We hope to continue to build relationships and collaborate with Indigenous organizations and communities. PREVIOUS REPORTS/AUTHORITIES: COR -19-021— Municipal Response to the Truth & Reconciliation Commission Calls to Action INS -20-008 — Indigenous Reconciliation Action Plan — The Journey Forward APPROVED BY: Victoria Raab, General Manager, Corporate Services Department Page 30 of 30