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HomeMy WebLinkAboutCIS Agenda - 2018-03-05Community &Infrastructure Services Committee Agenda Monday, March 5, 2018 3:30 p.m. - 5:30 p.m. Office of the City Clerk Council Chamber Kitchener City Hall nd 200 King St. W. - 2 Floor This is an approximate start time, as this meeting will commence immediately following Kitchener ON N2G 4G7 the Finance & Corporate Services Committee meeting. Page 1 Chair - Councillor K. Galloway-Sealock Vice-Chair - Councillor S. Marsh 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. CSD-18-021 - 2018 Community Grants Tier 2 2. INS-18-005 - Summary Water Report - January - December 2017 -law, delegations are permitted to address the Committee for a maximum of 5 minutes. Item 3 - Mike Flannery 3. INS-18-011 - On-Street Parking Regulations - Yellow Birch Drive (15 min) 4. INS-18-008 - Fallowfield Drive Traffic Calming Review (10 min) 5. INS-18-009 - Parkvale Drive Traffic Calming Review (10 min) 6. INS-18-010 - Sims Estate Drive Traffic Calming Review (10 min) 7. CSD-18-047 - Potential Facility Partnership with the Waterloo Region District School (30 min) Board in the Huron South Area INS-18-006 - DWQMS Management Review Summary Report 2017 Unfinished Business List Dianna Saunderson Committee Administrator ** Accessible formats and communication supports are available upon request. If you require assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994 ** REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING:March 5, 2018 SUBMITTED BY:Michael May, Deputy CAO, Community Services (519-741-2200, ext. 7079) PREPARED BY:Kathleen Woodcock, Manager, Service Coordination and Improvement (519-741-2200, ext. 7597); Carrie Kozlowski, Executive Assistant, Community Services (519-741-2200, ext. 7395) WARD(S) INVOLVED:All DATE OF REPORT:February 12, 2018 REPORT NO.:CSD-18-021 SUBJECT:2018 COMMUNITY GRANTS TIER 2 ___________________________________________________________________ RECOMMENDATION: That 2018 Community Grants Tier 2 in the amount of $179,134be approved as outlined in Appendix A attached to Community Services Department report CSD- 18-021; and, That the following organizations be approved to move to the Tier 1 grant process effective the 2019 grant year: 1.Coalition of Muslim Women 2.KW Children’s Drama Workshop (actOUT) 3.Noteworthy Singers 4.Ray of Hope-Youth Addiction Services 5.Southwest Kitchener Optimist Club; and further That the outstanding balance of $604 remain in the account and be posted as a positive variance at the end of the year and then transferred into the tax stabilization reserve. BACKGROUND: Community Grants Tier 2 are intended to provide assistance to organizations/groups that provide not for profit services within the City of Kitchener for the common good of residents. Organizations/groups providing municipal services in the areas of arts and culture, special events, sports and recreation, and community support and development *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 1 - 1 will be considered for funding. Organizations/groups applying for funding to the City of Kitchener for the first time or those who have received a Tier 2 grant in previous years are eligible to apply. Tier 1 organizations are eligible to apply for Tier 2 funding only for one time special projects or events. A Peer and Staff Review Committee, comprised of three community representatives and seven staff representing arts and culture, special events, sport development, community development and neighbourhood development, reviews applications as per a variety of assessment categories such as community need, organizational need and capacity, partnership support and financial analysis. This committee allocates resources within budget availability and makes recommendations to Council. REPORT: This report identifies organizations that have requested a 2018Tier 2 grant, outlines the process used in assessing these requests and provides the Peer and Staff Review Committee’srecommendations for grant allocations. The process for 2018 Tier 2 grants included: a public information session held on November 15, 2017 an application deadline of 5:00 pm on November 28, 2017 a review and assessment of applications by a Peer and StaffReview Committee using the Grant Allocation Assessment Framework (Appendix B) grant recommendations made by the Peer and Staff Review Committee to allocate resources (Appendix A) an appeal submission deadline of 12:00 pm on February 12, 2018 a meeting ofthe staff appeal panel on February 20, 2018 to review appeals (as directed by City Council on August 28, 2017) a notification to grant applicants of the Peer and Staff Review Committee’s recommendations Staff received 54 Tier 2 grant applications, for atotal request of $336,512in grant funding for 2018. The total amount of Tier 2 funding available for 2018 is $179,738. Members of the Peer and Staff Review Committee reviewed each grant application in detail and, using the Grant Allocation AssessmentFramework, made decisions on grant allocations within budget availability. Committee members, both community volunteers and staff, spent considerable time and effort reviewing and assessing each application. Each member spent approximately 20 to 25 hours reviewing the applications individually and the committee met three times for a total of eight hours to make final recommendations. The diversity of knowledge and expertise at the Peer and Staff Review Committee level, as well as the detailed review of each application package, ensures that each application is considered in context with all other applications when determining which grant requests should be recommended for funding. 1 - 2 Appendix A outlines the grant applicants, the requested amountsand the final grant recommendations. This report also recommends the transfer of several organizations from the Tier 2 to the Tier 1 grant process. The Council approved Community Investment Policy I-525 states that organizations/groups receiving Tier 2 funding can be considered for Tier 1 funding after having received support from the City of Kitchener for five years or more. To receive Tier 1 funding, the organizations must also be incorporated, or agree to become incorporated within a specific timeframe, as a not for profit corporation and must enter into a legal agreement with the City, from one to five years in length. The agreements outline the responsibilities of the City and the responsibilities of the grant recipient including details of services/events for whichthe grant is provided, financial reporting requirements, and insurance/indemnity requirements. The chart below provides a summary of the organizations eligible to transfer to the Tier 1 grant process for the 2019 funding year. If approved, these groups will move with a base grant amount equal to their 2018 Tier 2 grant. Note that as a result of this change, there will be a corresponding reduction in the amount of funding available for Tier 2 grants in 2019. Previous 2018Grant OrganizationType of GrantYears Recommendation Funded Coalition of Muslim Women of $7,000cash2013-2017 Kitchener Waterloo KW Children’s Drama Workshop $2,000cash2013-2017 (actOUT) Noteworthy Singers$2,000cash2013-2017 Ray of Hope –Youth Addiction $5,000 in kind2013-2017 Services Southwest Kitchener Optimist $1,250in kind2013-2017 Club TOTAL$17,250 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city’s strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The budget for 2018 Community Grants Tier 2 is $179,738. The Peer and Staff Review Committee recommends a total allocation of $179,134 leaving a balance of $604 unallocated. The Peer and Staff Review Committee made recommendations for 2018Tier 2 grants based on the validity and completeness of applications received.For this grant cycle, 1 - 3 the financial information submitted by groups requesting amounts of $10,000 or greater were reviewed by the Director of Revenue. This review provides additional subject matter expertise for the financial analysis of grant requests of significant amounts. There is no impact to the 2018 Tier 2 community grant budget as a result of the appeal process. The following chart provides a history of Tier 2 grant funding. Tier 2 grant budgets vary annually as the amount allotted to this funding source is the balance remaining after other grant sources (Tier 1, in kind facility and travel assistance grants) are approved during the annual budget process. Peer and Staff Tier 2 #of Tier 2 Tier 2 Grants Review Committee YearGrant Applications Grant Approved by Notes Tier 2 Grant BudgetReceivedRequestsCouncil Recommendations 2018179,73854$336,512$179,134TBDTier 2 budget is $179,738, leaving a balance of $604 unallocated 2017$186,55459$362,784$157,236$161,736$24,818 transferred on a one time basis to the Special Events Division to assist with the City’s Canada 150 Celebration event 2016$156,50967$360,554$155,720$164,147Over expenditure due to Council approval of appeals ($7,638) 2015$192,86861$422,425$190,765$192,165Approved amount higher than staff recommendation due to Council approval of appeals and grant re- allocations ($1,400) 2014$175,59567$579,057$173,566$181,766Over expenditure due to Council approval of appeals ($6,171) 2013$147,79046$326,206$147,526$158,908Over expenditure due to Council approval of appeals ($11,118) Grant Appeals As City Council directed through its August 28, 2017 motion, a change to the appeal process was introduced for the 2018 community grants cycle. This year, a panel of staff (CAO, DCAO for Community Services and the Executive Director to the CAO) considered and made decisions on all Tier 1 and Tier 2 appeals. In late January, staff notified all Tier 2 grant applicants of the Peer and Staff Review Committee’s recommendations for Tier 2 grant allocations and advised them of their 1 - 4 opportunity to submit a written appeal. Staff received appeals from three organizations as follows: Organization2018 Grant Amount 2018 Grant Amount Appeal RequestedRecommendedAmount Najda Now$6,500 $0$6,500 ($6,000 cash, $500 in kind) Summer Lights Festival$12,620 $7,000 (in kind)$5,620 ($7,000 cash, $5,620 in kind) Summer Night Movies$3,800 (in kind)$0$3,800 Total Value of Appeals$15,920 The staff appeal panel considered the written appeal submissions, and upheld the Peer and Staff Review Committee’s recommendation to deny all three appeals. Appellant groups received correspondence indicating the appeal decision on February 23, 2018. COMMUNITY ENGAGEMENT: INFORM – The process for 2018 Community Grants Tier 2 grants was advertised on the City’swebsite and in publications of Active Kitchener and Kitchener Life. Previous Tier 2 grant recipients were also sent information regarding the 2018 grant process, as were all Tier 1 grant recipients. These groups were also invited to attend a public information session on November 15, 2017to obtain information regarding the community grants Tier 2 process and meet sector staff. All grant applicants were informed of the Peer and Staff Review Committee’s grant recommendations and were invited to submit written appeals for consideration by the staff appeal panel. This report has been posted to the City’s website with the agenda in advance of the council/committee meeting. CONSULT – The Peer and Staff Review Committee provided invaluable expertise throughout the assessment process.Their commitment and dedication are very much appreciated. A CKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Appendix A: Community Grants Tier 2 - 2018Recommendations Appendix B: Community Grants Tier 2 - Grant Allocation Assessment Framework 1 - 5 Report CSD-18-021- Community Grants Tier 2 - Appendix A 2018 Type of 2018 Final GrantGrant Recommendation Recommended 2018 Grant2018 Type of (after appeals(after appeals Organization NameRequestGrant Requestprocess)process) Age of Majority Singers$5,500in kind$5,500in kind ArtsBuild Ontario$3,000$0 Belmont Village Bestival$15,339$11,593 cash; $5,200$4,000 cash, $3,746$1,200 in kind Big Brothers Big Sisters of Waterloo Region$5,313$5,000 cash; $5,313$5,000 cash; $313 in kind$313 in kind Button Factory Arts$5,000$0 Canadian Clay and Glass Gallery$5,000$3,000 Caribbean Dreams Concert Inc. $3,200$2,000 cash; $3,200$2,000 cash; $1,200 in kind$1,200 in kind Central Frederick Neighbourhood Association $3,000$3,000 -Hohner Avenue Porch Party $2,650in kind$2,650in kind Cherry Park Neighbourhood Association (Cherry Festival) CKMS - Radio Waterloo$4,000$2,000 Coalition of Muslim Women of Kitchener-$7,000$7,000 Waterloo Community Coalition on Refugee and $3,500$2,500 cash; $3,500$2,500 cash; Immigrant Concerns$1,000 in kind$1,000 in kind Community Kitchen Co-operative Kitchener $15,000$0 Waterloo Inc. Community Music School of Waterloo Region $10,000$8,000 (Lyrical Lines Education Network) Cosmic Fishing Theatre$6,000$5,000 cash, $1,000in kind $1,000 in kind Country Hills Recreation Association (Cinema$1,936($715 cash; $1,936$715 cash; Under the Stars)$1,221 in kind)$1,221 in kind Crossroads Productions$1,600$1,000 cash; $1,600$1,000 cash; $600 in kind$600 in kind Cycle Waterloo Group$13,500in kind$10,000in kind Extend-A-Family Waterloo Region$6,725$5,000 cash; $4,500$2,500 cash, $1,725 in kind$2,000 in kind FIRST Robotics Canada$5,000$3,000 For Hungarians in Canada Association (Euro $17,000$10,000 cash; $0 Sport Fest 2018 Multicultural Festival)$7,000 in kind Global Youth Volunteer Network - $13,682$3,000$2,000 cash, Wasahkotewinokwak$1,000 in kind Grand River Voices$10,000$5,000 cash, $3,000$1,500 cash, $5,000 in kind$1,500 in kind Green Light Arts$10,000$9,000 cash; $8,000$7,000 cash, $1,000 in kind$1,000 in kind $3,000$0 India Canada Association of Waterloo Region (Mela Festival) Irish Real Life Festival$5,000$4,000 JM Drama Alumni/The Registry Theatre$10,000$10,000 1 1 - 6 Report CSD-18-021- Community Grants Tier 2 - Appendix A 2018 Type of 2018 Final GrantGrant Recommendation Recommended 2018 Grant2018 Type of (after appeals(after appeals Organization NameRequestGrant Requestprocess)process) KW Art Gallery$2,500$2,500 KW Children's Drama Workshop(actOUT)$4,000$2,000 p$5,275in kind$5,275in kind KW Comicon Grou KW Musical Productions$6,500$5,000 cash; $6,500$5,000 cash; $1,500 in kind$1,500 in kind KW Oktoberfest$10,000$10,000 KW Taiwanese Cultural Association$1,080in kind$1,080in kind Movies in the Park$4,500$3,500 cash; $0 $1,000 in kind Naja Now$6,500$6,000 cash; $0 $500 in kind NoteWorthy Singers$2,000$2,000 NUMUS$5,000$4,000 Page 1 Entertainment (formerly Page 1 $6,000$1,500 Productions) Project Uprooted (formerly Uprooted Media $9,500$7,615 cash; $2,885$1,000 cash, Collective)$1,885 in kind$1,885 in kind Rainbow Reels (Queer and Trans Film $1,800$1,200 cash; $1,800$1,200 cash; Festival)$600 in kind$600 in kind Ray of Hope - Youth Addiction Services$5,000in kind$5,000in kind ple Senior Club$3,000$1,000 Red Ma Royal Medieval Faire$3,000$2,000 Schneider Creek Porch Party$10,116$9,606 cash; $2,400$2,000 cash, $510 in kind$400 in kind ptimist Club$1,250in kind$1,250in kind Southwest Kitchener O SPECTRUM - Waterloo Region's Rainbow $5,000$3,500 cash; $5,000$3,500 cash; Community Space$1,500 in kind$1,500 in kind Spiritus Ensemble Inc.$4,500$3,500 Starlight Presents Festival for Youth$4,000$2,800$2,500 cash, $300 in kind Summer Lights Festival$12,620$7,000 cash; $7,000in kind $5,620 in kind ght Movies$3,800in kind$0 Summer Ni The AIDS Committee of Cambridge, $10,200$9,650 cash; $1,245in kind Kitchener, Waterloo and Area$550 in kind The Healing of the Seven Generations$7,400$5,000 $4,650$2,000 The New Quarterly Literary Society (Wild Writers Literary Festival) $3,000 Young@rt c/o Arts4All$6,376($6,048 cash; $328 in kind) TOTALS$336,512$179,134 2 1 - 7 CSD-18-021 –Community Grants Tier 2 –Appendix B City of KitchenerCommunity Grants Tier 2 Grant Allocation Assessment Framework Community Grants Tier 2 are reviewed usinga three stageassessment process. All grant applications are reviewed by a Peer & Staff Review Committee, composed of staff and community volunteers.Oncethereview committeemembers are satisfied that an application meets the criteria, it willmake recommendationsto Council as to which grantsapplications should be approved. 1.Stage 1 Assessment –Primary Criteria Applications arefirstreviewed using the primary criteria noted below. Applications will only proceed to the second stageonce the review committeemembers are satisfied the following criteria are met. 1.The grant applicant must submit a fully completed application form, current financial statement, detailed budget(s), and any other information relevant to the grant request. 2.Services provided by the organization/group for which funding is requested must be intended for the common good of the residents of Kitchener and demonstrably meet Council’s strategic objectives as documented in the City of Kitchener Strategic Plan and other policy documents. 3.Services provided by the organization/group for which fundingis requested must be considered a municipal responsibility (arts and culture/special events, sports and recreation, community support and development) and not be the responsibility of other levels of government; services such as health care, social services, training and education are not eligible. 4.Services provided by the organization/group for which funding is requested must not be precluded under the Municipal Act, e.g. religious services. 5.Services provided by the organization/group for which funding is requested must not already be provided by the City or by other groups funded by the City of Kitchener; requests from organizations/ groups that provide similar services as provided by the municipality must be assessed as to whether there is a duplication of services; the municipality will not issue grants for services that conflict with or are in direct competition with programs operated internally. 6.Services provided by the organization/group for which funding is requested must be provided directly to the citizens of Kitchener, i.e. grants are for direct programs only. Grant applications from organizations that themselves distribute grants to other organizations will not be considered, i.e. fundraising events are not eligible. Service clubs are eligibleto apply for funding if the purpose of the event they are sponsoring is deemed to be a municipal responsibility and the event is city- wide, targeted toward a broad cross-section of the community. 7.Grant applications submitted by individuals or ‘part groups’ of an organization/group will not be considered. 8.Volunteer organizations/groups planning an event to raise funds to support an organization/group that is receiving a City of Kitchener grant will be not considered for Tier 2 funding. 9.Grant requests of a ‘capital’ nature are ineligible for funding. ‘Capital’ is defined as the acquisition of an infrastructure or asset having a lifespan of three years or greater. 10.Any organization/group applying for funds will give regard to the inclusion and accommodation of persons with a disability. 11.Any organization/group applying for funds that is in arrears and/or in litigation with the City of Kitchener is ineligible. 1 - 8 2.Stage 2 Assessment – Secondary Criteria Applications proceeding to the second stage assessment are reviewed using the criteria noted below. If the review committee members aresatisfied that the application meets all of these criteria, the grant application moves to the third stage assessment. 1.Community Need: Does the proposed project or service provided by the organization align with community priorities as stated in the strategicplan or articulated by staff? 2.Organizational Capacity: Applicants must demonstrate an ability to initiate and follow through on projects, events and/or operations, usually evidenced by having an organizational structure in place to lead and manage the activities. Does the sponsoring group or organization have the capacity to deliver the proposed project or service? 3.Financial Analysis: Organizations/ groups do not need to be incorporated as not for profit corporations; however, budgets and subsequent accounting must not show an excess of revenue over expenses. Applicants must demonstrate how they will be accountablefor grant funds, usually evidenced by the existence of an executive committee or coordinating board. Can the organization demonstrate that it (and the proposed project or service) operates according to sound management principles and is financially sound? Can it demonstrate financial accountability and organizational sustainability? 4.Previous Tier 2 Funding (if applicable): Did the organization provide afinancial accounting and quantitative/qualitative measures of successfor the most recentTier 2 grantreceived? 3. Stage 3 Assessment –Guiding Principlesfor Grant Allocations Applications proceeding to the third stage assessment are reviewed by committee membersusing theguiding principles noted below to recommend grant allocations. 1.Requests from organizations where other funding opportunities exist are generally deemed a lower priority (e.g. potential of funding from other levels of government, private sponsorships/donors, other area municipalities if services provided are available to residents of those municipalities, etc.). 2.Requests for the City of Kitchener to fund 100% of the program, project or event costs are generally deemed a lower priority. 3.Requests from organizations demonstrating support from other funders, donors and/or partners are generally deemed a higher priority (e.g. large volunteer base, in kind (non cash) contributions, private donations, other municipal funding, etc.). 4.Requests for a significant amount of funding that cannot be accommodated within the existing Tier 2 budget allocation are deemed a lower priority; partial funding may be considered if by doing so there is little or no impact on the program, project or event. 5.Requests from organizations providing a service, project or event that fits with the demonstrated need of the organization are generally deemed a higher priority. 6.Requests from organizations that demonstrate financial and organizational sustainability are generally deemed a higher priority (e.g. organizing committee or board of directors is in place to ensure accountability). 7.Requests from organizations providing a service, project or event that ensures as much inclusive public participation and access as possible are generally deemed a higher priority (e.g. minimum or no admission charge; fee assistance program in place). 8.Requests that align with sector strategic plans and documents are generally deemed a higher priority. October 2016 1 - 9 REPORT TO: Community & Infrastructure Services DATE OF MEETING: March 5, 2018 SUBMITTED BY: Greg St. Louis, Director, Utilities 519-741-2600 X4538 PREPARED BY: Angela Mick, Utilities Water Engineer 519-741-2600 X4408 WARD(S) INVOLVED: All DATE OF REPORT: February 12, 2018 REPORT NO.: INS-18-005 st SUBJECT: Summary Water Report January 1 to December 31, 2017 ___________________________________________________________________________ RECOMMENDATION: THAT the 2017 City of Kitchener Summary Drinking Water Report be received for information as required by O.Reg. 170/03 Schedule 22 of the Safe Drinking Water Act, AND FURTHER THAT the City of Kitchener provide a copy of the Summary Drinking Water report to the Township of Woolwich and the City of Waterloo as required by Schedule 22 of O.Reg. 170/03. EXECUTIVE SUMMARY: During the 2017 reporting period, the Kitchener Distribution System met the requirements of the Safe Drinking Water Act. BACKGROUND: As outlined in Schedule 22 of the Drinking Water Systems Regulation (O.Reg.170/03) of the Safe Drinking Water Act, 2002, a summary report is to be prepared and given to the members of the municipal council. The following information is required to be included in this report: that the system failed to meet at any time during the period covered by the report and specify the duration of the failures; and (b)for each failure referred to in (a), describe the measures that were taken to correct the failure. The report must also include: 1.A summary of the quantities and flow rates of the water supplied during the period covered by the report. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 2 - 1 REPORT: The following matters are reported to Council in accordance with the requirements of the Safe Drinking Water Act, for the period from January 1 to December 31, 2017: The Kitchener Distribution System is part of an Integrated Urban System, meaning the Regional Municipality of Waterloo is responsible for water treatment and the development and operation of a trunk water network to distribute treated water to Kitchener, Cambridge, Waterloo, Woolwich and Wilmot. The Region provides annual summaries for each supply and the information is available on their website with a link from the Kitchener Utilities website. A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener supplies water to a small section of Waterloo (Ira Needles area) and water travels through the Kitchener distribution system to Breslau. The City of A Ministry of Environment and Climate Change (MOECC) inspection was completed February 1-2, 2018 and covered January 1, 2017 to January 31, 2018.issued their report; preliminary findings did not identify any issues of non-compliance while the inspector reviewed documentation with the City on February 1-2. There were 2,638 chlorine residual samples taken and 2,053 bacteriological samples taken within the distribution system. Of these, there were 35 Adverse Table 1). o The number of low chlorine AWQIs (22) were at repeat locations and were largely due to broken valves, large diameter watermains taken out of service for construction, and other construction activities which created temporary dead ends. These dead ends have now been resolved. o The majority of the total coliform AWQIs (8 total) were on temporary watermains and the resamples were clear. Dead end watermain flushing is a proactive approach to increase the levels of chlorine in the distribution system. The water is initially disinfected (primary disinfection) at the treatment plant and sufficient chlorine is added to protect the water from microbiological contamination as it travels through the pipes in the distribution system (secondary disinfection). Low chlorine does not pose a threat to human health; to have an impact to human health, there must be microbiological contamination and no, or extremely low, chlorine. Temporary watermains are particularly sensitive as they are above ground systems influenced by the water heating up in warmer temperatures. This may cause the potential for bacteriological growth. Due to the sensitive nature, all temporary watermains are sampled on an increased schedule (every 2 weeks at multiple locations). The additional challenge with temporary watermains is the sample port is located outside and subject to unsanitary conditions. Although efforts are made with the design of the ports to prevent contamination, sampling is not completed under ideal sanitary circumstances. The general nature of reconstruction are more reflective of what is on the sampling tap, rather than what is in the 2 - 2 water. Every positive result is reportable and resampling must occur in accordance with regulations. When the resamples are clear, it is an indication that the issue was with the sampling port, not in the water. The presence of total coliform on a test does not necessarily mean the water is unsafe to drink. Coliform bacteria can be found in many different environments. There are several different types of strains of coliform bacteria. Most are -causing organisms, and their detection would prompt further investigation and/or corrective action. It is different than E.coli which is a bacteria only associated with human or animal faecal matter. When total coliform is found, aresample using a different technique, which provides a number of total coliforms to analyze in consultation with Public Health and the MOECC. Based on a risk assessment of a number of factors including: the coliform count, chlorine residuals, upstream/downstream coliform counts, the requirement for a boil water advisory is determined. There were two precautionary self-imposed (2) Boil Water Advisories in 2017. One was due to a contractor hitting a private water service during private side sewer lateral work and potentially contaminating it with sewage. The second was due to construction and dead ends in the area. The sample results showed no contamination. Lead testing sampling programs were completed in February/March and September/ October 2017.There were 2 locations with lead exceedances in the plumbing system and 2 hydrants in the distribution system (4 related AWQIs). The hydrant with repeated high values was replaced and the follow-up sample was free of lead. The City is not obligated to complete any additional corrective actions other than reporting, unless directed by the Medical Officer of Health for the residential plumbing exceedances. A summary of the quantities of the water supplied by the Regional Municipality of Waterloo during the period covered by the report is noted on the attached Table 2. Table 1 Adverse Water Quality Incident Summary January 1 to December 31, 2017 NumberAdverse TypeAdverse AWQI #Site NameSite Location Date 1Low chlorineJanuary 27132325Hydrant 8467Blair Creek Dr 2Low chlorineJanuary 301323411516 Glasgow St 3Total Coliform March 14132638Temporary Charles and PresentmainPreston 4LeadMarch 20132701Hydrant 1276116 Conway 5Total Coliform May 12133061Temporary 290 Belmont Presentmain 6Total Coliform May 23133137Temporary 290 Belmont Presentwatermain 7Total coliform June 6133280Temporary 445 Karn presentwatermain 8Self imposed June 14133383153 Simeon 2 - 3 Table 1 Adverse Water Quality Incident Summary January 1 to December 31, 2017 NumberAdverse TypeAdverse AWQI #Site NameSite Location Date BWA June 14- 15 (water service damaged during sewer repair_ 9Total Coliform June 21133514Temporary 37 Hugo presentwatermain 10Low chlorineJune 30133715618 Bridge St E 11Low chlorineJuly 12134029KID14935 Frederick 12Low chlorineJuly 31134787KID551 Ardelt 13Low chlorineAug 11135209KID14935 Frederick 14Low chlorineAug 15135478KID551 Ardelt 15Low chlorineAug 17135591KID40501 Krug 16Total Coliform Aug 16135606226 Krug present Self imposed BWA Aug 17- 196 units construction related 17Low chlorineAug 29136040KID551 Ardelt 18Low chlorineAug 31136213KID40501Krug 19Low chlorineSept 8136482KID854574 King St E 20Low chlorine Sept 11136597KID551 Ardelt 21LeadSept 22136819Hydrant 241148 Margaret 22LeadSept 28136844Hydrant 241148 Margaret 23Low chlorine Sept 25136845KID551 Ardelt 24LeadSept 27136896Hydrant 241 148 Margaret hydrant was removed and replaced, resample clear 25Total Coliform Sept 27136917Temporary 364 Krug presentwatermain 26Low chlorineOct 5137060KID854574 King St E 27Low chlorineOct 5137075KID14935 Frederick 28Low chlorineOct 11137195Hydrant 109064 Monterey Rd 29Low chlorineOct 12137210Hydrant 253343 Crestview 30Low chlorineOct 13137252KID40501 Krug 31Total Coliform Oct 13137271Temporary 280 Lorne presentmain 32Low chlorineOct 23137510KID551 Ardelt 33Low chlorineNov 2137767KID854574 King St E 34Low chlorineDec 5138244Hydrant 519632 Victoria St N 35Low chlorineDec 14138366KID854574 King St E 2 - 4 Table 2 -Kitchener Distribution System Volume of Water Conveyed from the Region of Waterloo Supply System Variance 2017 2017 from Monthly Average 2016 Monthly Previous MonthTotal (m3)Day (m3)Total (m3)Year January1,726,23955,6461,770,033-2.5% February1,526,75254,5271,636,370-6.7% March1,674,66354,0211,689,724-0.9% April1,643,02754,7681,688,358-2.7% May1,766,21156,9751,891,735-6.6% June1,859,95361,9982,050,493-9.3% July1,863,53860,1142,092,658-10.9% August1,802,44158,1431,933,457-6.8% September1,818,40060,6131,810,0450.5% October1,751,77556,5091,736,8680.9% November1,656,74755,2251,600,0643.5% December1,699,39354,8191,673,0131.6% Total20,789,13921,572,818-3.6% Notes: Volume information taken from invoices submitted by the RegionalMunicipality of Waterloo ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: vision through the delivery of core service. The Annual Summary Water Report relates to the Foundation Plan Efficient and Effective Government Proactively communicate with Kitchener residents in an effort to share information; educate and engage the public, and promote enterprises, programs and services; to create a corporate culture where FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM n advance of the council / committee meeting. The Ministry of the Environment and Climate Change and the Regional Municipality of conditions within the system. Under Schedule 22 of O.Reg. 170/03, the City of Kitchener is required to provide a copy of their Summary Report to each Municipality to which it supplies water, namely the Township of Woolwich and the City of Waterloo. 2 - 5 A similar report - The City of Kitchener Water Distribution Annual Report is provided electronically on the Kitchener Utilities website, and hard copy is available at the Kitchener Operations Facility (131 Goodrich Drive). Residents are informed via a newspaper ad. ACKNOWLEDGED BY: Cynthia Fletcher, Interim Executive Director, Infrastructure Services Department 2 - 6 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 5, 2018 SUBMITTED BY: Ken Carmichael, Interim Director of Transportation Services, 519-741-2200, ext. 7372 PREPARED BY: Steven Ryder,Traffic Technologist, 519-741-2200, ext. 7152 WARD(S) INVOLVED: Ward 7 DATE OF REPORT: February 5, 2018 REPORT NO.: INS-18-011 SUBJECT: On-Street Parking Regulations Yellow Birch Drive ___________________________________________________________________________ RECOMMENDATIONS: That parking be prohibited at any time on the east (odd numbered) side of yellow Birch Drive from Ira Needles Boulevard to a point approximately 155 metres north thereof; and further, That the Uniform Traffic Bylaw be amended accordingly; BACKGROUND: Yellow Birch Drive is a minor neighbourhood collector roadway with primarily residential land use and parkland.In response to concerns related to sightlines along the curvature of Yellow Birch Drive, unsafe two-way operations and restricted access to residential driveways, the existing on-street parking regulations were reviewed. Currently, on-street parking is permitted on the both sides of Yellow Birch Drive from Ira Needles Boulevard to Golden Meadow Drive for a maximum period of three consecutive hoursas outlined in the City of Kitchener Uniform Traffic Bylaw No. 2007-038. REPORT: Residents of Yellow Birch Drive were surveyed regarding a proposal to remove on- street parking along the east (odd-numbered) side of Yellow Birch Drivefrom Ira Needles Boulevard to a point approximately 155 metres north thereof to address concerns related to visibility, access and overall road user safety. A survey letter was mailed out in December 2017. The results of the survey are as follows: Prohibit parking at any time on the east (odd-7votes (64% of 11votes) *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 1 numbered) side of Yellow Birch DrivefromIra Needles Boulevard to a point approximately 155 metres norththereof. In favour of keeping the current regulations in 4votes(36% of 11votes) place: TOTAL: 11out of 17 responded (65% response rate) Based on the results of this survey, Transportation Services is recommending that the current on-street parking regulations on Yellow Birch Drive be amended to prohibit parking on the east (odd-numbered) side of Yellow Birch Drive from Ira Needles Boulevard to a point approximately 155 metres north thereof. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the c vision through the delivery of core service. FINANCIAL IMPLICATIONS: The approximate cost for implementing Parking signage along Yellow Birch Drive is $750 and will be taken from the existing sign maintenance budget. COMMUNITY ENGAGEMENT: INFORM The residents were made aware of this report via a letter through the mail. This report has been posted to the ciadvance of the council / committee meeting. CONSULT Directly affected residents were surveyed regarding the proposed parking regulation change in December 2017. ACKNOWLEDGED BY: Justin Readman,Interim Executive Director Infrastructure Services Department Attached: Appendix A Key Map Yellow Birch Drive Proposed On-Street Parking Regulations *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 2 Key Map Yellow Birch Drive Proposed On-Street Parking Regulations \[ĻŭĻƓķʹ Existing Three (3) Hour Parking to Remain Properties Notified *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 3 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 5, 2018 SUBMITTED BY: Ken Carmichael,Interim Director Transportation Services 519- 741-2200 x7372 PREPARED BY: Aaron McCrimmon-Jones,Transportation Planning Project Manager, 519-741-2200 x7153 WARD(S) INVOLVED: Ward 3 DATE OF REPORT: February 9, 2018 REPORT NO.: INS-18-008 SUBJECT: Fallowfield Drive Traffic Calming Review ___________________________________________________________________________ RECOMMENDATIONS: That an intersection narrowing be installed on Fallowfield Drive at Britton Place; That an intersection narrowing be installed on Fallowfield Drive at Joshua Street; That an intersection narrowing be installed on Fallowfield Drive at Brisbane Drive; That a roadway narrowing be installed on Fallowfield Drive from Brisbane Drive extending approximately 60 meters south thereof; That a raised narrowing be installed on Fallowfield Drive approximately 40 meters south of Brisbane Drive; That an intersection narrowing be installed on Fallowfield Drive at Anastasia Place, further; That amedian island with pedestrian refuge be installed on Fallowfield Drive approximately 127 meters south of Fallview Street; BACKGROUND: Traffic volume and speeding are significant safety related issues frequently raised by residents of affected neighbourhoods in the City of Kitchener. In response to these issues, Council reviewed, updated and subsequently Traffic Calming Policy in 2014 and established an annual budget to address traffic management issues in residential neighbourhoods. The traffic calming policy outlines a number of evaluation criteria that provide a fair and consistent review of streets and communities, while defining and prioritizing the individual streets and/or communities that are most in need of traffic calming from a traffic safety perspective. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 1 In March 2017,through report INS-17-015, Council approved Fallowfield Drive for a formal traffic calming review. REPORT: InMarch 2017, Transportation Services initiated a formal traffic calming review for Fallowfield Drive by means of an initiation survey, the results of which indicated sufficient resident support to proceed. APublic Information Centre (PIC) was held in June 2017 to discuss the traffic calming review process along with the current traffic conditions, potential traffic calming measures and receive resident input.A subsequent PIC was held in November 2017 to review resident feedback, alternative design options, including the advantages and disadvantages of each alternative and present the preferred design alternative as determined by the traffic calming steering committee. In January 2018, Transportation Services staff mailed a final survey to all affected residents along Fallowfield Drive and the surrounding neighbourhood. The intent of the survey was to determine if there is sufficient support for the implementation of the recommended traffic calming measures, which include: three intersection narrowings, oneroadway narrowing, one raised narrowing and one median island with pedestrian refuge. As per the City of Kitchener Traffic Calming policy, a minimum of 50% of directly affected residents must respond to the survey and 60% of the respondents must support the recommended plan for staff to recommend installation of the proposed measures. There were a total of 1,004 addresses surveyed within the boundaries of the study area.This includes 695 addresses located in the four apartment buildings at 101, 121, 141 and 161 Fallowfield Drive. The results of this survey are as follows: Total SurveyedTotal ResponsesYesNo Houses (detached & towns)309785820 Apartment building#101208372611 Apartment building#12116231256 Apartment building#141162322210 Apartment building#161163372710 TOTAL100421515857 Total Participation Summary In favour of installing the proposed traffic calming measures:158(73%) Opposed to installing the proposed traffic calming measures:57 (27%) TOTAL responsesreceived,of 1004 surveyed:215(21%) Based on the results above, the Fallowfield Drive traffic calming review met the required minimum of support in that more than 60% of respondents indicated support of the recommended plan. However, Fallowfield Drive did not meet the minimum 50% response rate of affected residents. Because the survey distribution area included 1,004 addresses, achieving response rate of 50%,would require a minimum 502 responses. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 2 To account for the large survey distribution a separate analysis was done specifically for houses with frontage on Fallowfield Drive. The following numbers are included in the overall results provided above, but summarized below to demonstrate input received from residents more directly impacted by traffic on Fallowfield Drive, given close proximity and direct access. Fallowfield DriveParticipation Summary(Directly Affected Homes) In favour of installing the proposed traffic calming measures:19(79%) Opposed to installing the proposed traffic calming measures:5(21%) TOTAL responsesreceived,of 79surveyedon Fallowfield Drive:24(29%) Although the minimum participation rate was not achieved, there is strong support to implement the proposed traffic calming measures amongst those who responded to the survey. Based on the indicated support, Transportation Services recommends that the proposed traffic calming plan be implemented. The recommended changes would ultimately create a safer environment for all road users. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority:3:Safe and Thriving Neighbourhoods. Strategy:3:2Create safer streets in our neighbourhoods through new traffic calming approaches. Strategic Action:NB39 Traffic Calming FINANCIAL IMPLICATIONS: The total cost of implementing the traffic calming plan is approximately $80,000 and will be taken from the traffic calming capital budget account. COMMUNITY ENGAGEMENT: INFORM Residents of Fallowfield Drive and the surrounding neighbourhood have received ongoing information regarding this traffic calming review since March 2017.Notification of PIC dates were provided via mail out letter and road signage. Information packages were distributed at. The information packages highlighted key topics discussed and included questionnaires for feedback. Presentation materials from both PICs, including the information packages, were made committee meeting. CONSULT The Fallowfield Drive traffic calming review was initiated when an initiation survey mailed out in March 2017. T were held in June 2017 and November 2017 to gain input at key stages of the traffic calming review process, including feedback on the proposed preferred solution. In January 2018, Transportation Services staff mailed out a final survey to all affected residents along Fallowfield Drive and the surrounding neighbourhood to determine support for the preferred plan. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 3 ACKNOWLEDGED BY: Justin Readman, Interim Executive Director, Infrastructure Services Department Attached: Appendix A Fallowfield Drive Recommended Traffic Calming Plan *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 4 Appendix A Fallowfield Drive Recommended Traffic Calming Plan 1) 2) FALLOWFIELD PARK 3) 5) 4) 6) 7) 1)Intersection narrowing on Fallowfield Drive at Britton Place; 2)Intersection narrowing on Fallowfield Drive at Joshua Street; 3)Intersection narrowing on Fallowfield Drive at Brisbane Drive; 4)Roadway narrowing on Fallowfield Drivefrom Brisbane Drive extending approximately 60 meters south thereof; 5)Raised narrowing on Fallowfield Drive approximately 40 meters south of Brisbane Drive (located at the Balzer Creek Trail); 6)Intersection narrowing at Anastasia Place and Fallowfield Drive; 7)Median island with pedestrian refuge on Fallowfield Drive approximately 127 meters south of Fallview Street. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 5 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 5, 2018 SUBMITTED BY: Ken Carmichael,Interim Director Transportation Services (519)741-2200 x7372 PREPARED BY: Steven Ryder, Traffic Technologist,(519)741-2200 x7152 WARD(S) INVOLVED: Ward 5 DATE OF REPORT: February 8, 2018 REPORT NO.: INS-18-009 SUBJECT: Parkvale Drive Traffic Calming Review ___________________________________________________________________________ RECOMMENDATIONS: That a raised, mid-block narrowing be installed in the location of the hydro corridor trail crossing between Parkvale Court and Bianca Court; That parking be prohibited in the immediate vicinity of the raised, mid-block narrowing; That an intersection narrowing be installed at Parkvale Drive and Woodbine Avenue (north intersection); That a left turn lane be added to the existing lane configuration of Parkvale Drive at Huron Road; That stopping be prohibited during school times along the north/west side of Parkvale Drive between Parkvale Court and the hydro corridor trail crossing; and further, That the Uniform Traffic By-Law be amended accordingly. BACKGROUND: Traffic volume and speeding are significant safety related issues frequently raised by residents of affected neighbourhoods in the City of Kitchener. In response to these issues, Council reviewed, updated and subsequently Traffic Calming Policy in 2014 and established an annual budget to address traffic management issues in residential neighbourhoods. The traffic calming policy outlines a number of evaluation criteria that provide a fair and consistent review of streets and communities, while defining and prioritizing the individual streets and/or communities that are most in need of traffic calming from a traffic safety perspective. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 1 In June 2015, Council approved report INS-15-040Traffic Calming Priority - 2015in which staff recommended that a traffic calming review be conducted for Parkvale Drive. REPORT: InSeptember 2015, Transportation Services initiated a traffic calming review for Parkvale Drive through a survey mailed to directly affected residents. Staff also proceeded with an introductory Public Information Centre (PIC) that was held in October 2016. The intent of this PIC was to discuss the traffic calming review process, the current traffic conditions of the roadway, and potential traffic calming measures. A subsequent PIC was held after receiving feedback from residents through the first PIC. The intent of the second PIC was to review the summarized resident feedback, provide alternative design options, including the advantages and disadvantages of each alternative, and present the preferred design option as determined by the traffic calming steering committee. Grand River Transit was consulted regarding the proposed locations and type of traffic calming measures, andconfirmed that generally they had no concerns, but asked that the raised crosswalk be located so as not to impede the bus stop operation that is within the limits of the proposed raised crossing. This has been accommodated through the traffic calming design. Kitchener Fire was also consulted regarding the proposed traffic calming plans and stated that they have no concerns. In January 2018, Transportation Services staff mailed a final survey to all affected area residents along Parkvale Drive. The intent of the survey was to determine if there is sufficient support for the implementation of the recommended traffic calming measures. As per the City of Kitchener Traffic Calming policy, a minimum of 50% of directly affected residents must respond to the survey and 60% of the respondents must support the recommended plan for staff to recommend installation of the proposed measures. There were a total of 184 directly affected properties surveyed within the boundaries of the study area. The results of this survey are as follows: Residents in favour of the recommended plan: 41 (87% of 47 votes) Residents opposed to the recommended plan: 6 (13% of 47 votes) Total 47 responded out of 184(26%) Although the minimum participation rate was not achieved, there is strong support to implement the proposed traffic calming measures amongst those who responded to the survey. Based on the indicated support, Transportation Services recommends that the proposed traffic calming plan be implemented. The recommended changes would ultimately create a safer environment for all road users, however will result in the loss of approximately 6-8 on-street parking spaces. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 2 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority:3:Safe and Thriving Neighbourhoods. Strategy:3:2Create safer streets in our neighbourhoods through new traffic calming approaches. Strategic Action:NB39 Traffic Calming FINANCIAL IMPLICATIONS: The total cost of implementing the traffic calming plan is approximately $40,000 and will be taken from the Traffic Calming capital budget account. COMMUNITY ENGAGEMENT: INFORM Directly affected residents of the Parkvale Drive traffic calming review have received information and communication regarding this review since September 2015. Notification of both Public Information Centres was provided through mail and project signage. Information packages were distributed at both PICs which highlighted key topics discussed and included questionnaires for feedback. Presentation materials, including the information packages, were also CONSULT The Parkvale Drive traffic calming review began with an initiation survey in September 2015. Two (2) Public Information Centres were held to gain input at key stages of the traffic calming review process, including feedback on the preferred solution. In February 2018, Transportation Services staff mailed a final survey to all affected residents along Parkvale Drive and the surrounding neighbourhood to determine support for the preferred plan. ACKNOWLEDGED BY: Justin Readman, Interim Executive Director, Infrastructure Services Department Attached: Appendix A Traffic Calming Plan *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 3 Appendix A: Traffic Calming Plan Parkvale Drive Woodbine Avenue to Huron Road 3) 2) 3) 1) 5) 4) 3) 1) Stopping prohibitions during school times on north side of Parkvale Drive between Parkvale Court and the hydro corridor trail crossing; 2) Raised, mid-block narrowing located at hydro corridor trail crossing; 3) New pavement markings along curves on Parkvale Drive; 4) Intersection narrowing at Parkvale Drive and Woodbine Avenue; 5) New left turn lane on Parkvale Drive to enter Huron Road. - Study boundary *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 4 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 5, 2018 SUBMITTED BY: Ken Carmichael,Interim Director Transportation Services (519)741-2200 x7372 PREPARED BY: Steven Ryder, Traffic Technologist,(519)741-2200 x7152 WARD(S) INVOLVED: Ward 2 DATE OF REPORT: February 8, 2018 REPORT NO.: INS-18-010 SUBJECT: Sims Estate Drive Traffic Calming Review ___________________________________________________________________________ RECOMMENDATIONS: That a painted mid-block narrowing be implemented on Sims Estate Drive between #103 and #111 Sims Estate Drive; That intersection narrowings be installed on Sims Estate Drive at Desmond Street, Morrison Road and William Lewis Street; That speed humps be installed on Sims Estate Drive at Waterbend Crescent and Tremaine Drive; That parking be prohibited on both sides along Sims Estate Drive in the immediate area of all traffic calming measures; and further, That the Uniform Traffic By-Law be amended accordingly. BACKGROUND: Traffic volume and speeding are significant safety related issues frequently raised by residents of affected neighbourhoods in the City of Kitchener. In response to these issues, Council reviewed, updated and subsequently Traffic Calming Policy in 2014 and established an annual budget to address traffic management issues in residential neighbourhoods. The traffic calming policy outlines a number of evaluation criteria that provide a fair and consistent review of streets and communities, while defining and prioritizing the individual streets and/or communities that are most in need of traffic calming from a traffic safety perspective. In March 2016, Council approved report INS-16-020Traffic Calming Priority - 2016in which staff recommended that a traffic calming review be conducted for Sims Estate Drive. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 1 REPORT: In January 2017, Transportation Services initiated a traffic calming review for Sims Estate Drive through a survey mailed to directly affected residents. The survey resulted in proceeding with a Public Information Centre (PIC) that was held in May 2017. The intent of this PIC was to discuss the traffic calming review process, the current traffic conditions of the roadway, and potential traffic calming measures. A subsequent PIC was held in November 2017 after receiving feedback from residents through the first PIC. The intent of the second PIC was to review the summarized resident feedback, provide alternative design options, including the advantages and disadvantages of each alternative, and present the preferred design option as determined by the traffic calming steering committee. Grand River Transit was consulted regarding the proposed traffic calming plan and stated that while Sims Estate Drive is identified as a potential transit route, there are currently no plans for a route to be implemented and thus they have no concerns. Kitchener Fire was consulted regarding the proposed traffic calming plan and has no concerns. In January 2018, Transportation Services staff mailed a final survey to all affected area residents along Sims Estate Drive. The intent of the survey was to determine if there is sufficient support for the implementation of the recommended traffic calming measures. As per the City of Kitchener Traffic Calming policy, a minimum of 50% of directly affected residents must respond to the survey and 60% of the respondents must support the recommended plan for staff to recommend installation of the proposed measures. There were a total of properties surveyed within the boundaries of the study area. The results of this survey are as follows: Residents in favour of the recommended plan: 27(82% of 33 votes) Residents opposed to the recommended plan: 6(18% of 33 votes) Total 33 responded out of 116 (28%) Although the minimum participation rate was not achieved, there is strong support to implement the proposed traffic calming measures amongst those who responded to the survey. Based on the indicated support, Transportation Services recommends that the proposed traffic calming plan be implemented. The recommended changes would ultimately create a safer environment for all road users, however will result in the loss of approximately 10-12 on-street parking spaces where the traffic calming measures are proposed. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority:3:Safe and Thriving Neighbourhoods. Strategy:3:2Create safer streets in our neighbourhoods through new traffic calming approaches. Strategic Action:NB39 Traffic Calming *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 2 FINANCIAL IMPLICATIONS: The total cost of implementing the traffic calming plan is approximately $55,000 and will be taken from Transportation Services Traffic Calming capital budget account. COMMUNITY ENGAGEMENT: INFORM Directly affected residents of the Sims Estate Drive traffic calming review have received information regarding this review since January 2017. Notification of both Public Information Centres was provided through mail out and road signage. Information packages were distributed at both PICs which highlighted key topics discussed and included questionnaires for feedback. Presentation materials, including the information packages, were website after the conclusion of each PIC. CONSULT The Sims Estate Drive traffic calming review began when an initiation survey was mailed out in January 2017. Two (2) Public Information Centres were held to gain input at key stages of the traffic calming review process, including feedback on the proposed preferred solution. In February 2018, Transportation Services staff mailed out a final survey to all affected residents along Sims Estate Drive and the surrounding neighbourhood to determine support for the preferred plan. ACKNOWLEDGED BY: Justin Readman, Interim Executive Director, Infrastructure Services Department Attached: Appendix A Traffic Calming Plan *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 3 Appendix A: Traffic Calming Plan Sims Estate Drive Fairway Road North to Tremaine Drive 6) 5) 4) 1) 2) 3) 1) Painted mid-block narrowing along curvature of Sims Estate Drive; 2) Intersection narrowing at Sims Estate Drive and Desmond Street; 3) Intersection narrowing at Sims Estate Drive and Morrison Road; 4) Speed hump at Sims Estate Drive and Waterbend Crescent; 5) Intersection narrowing at Sims Estate Drive and William Lewis Street; 6) Speed hump at Sims Estate Drive and Tremaine Drive. - Study Boundary *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 4 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 5, 2018 SUBMITTED BY: Mark Hildebrand, Director Community Programs and Services, 519-741-2200 ext. 7687 PREPARED BY: Mark Hildebrand, Director Community Programs and Services, 519-741-2200 ext. 7687 WARD(S) INVOLVED: Ward 4 and 5 DATE OF REPORT: February 19, 2018 REPORT NO.: CSD-18-047 SUBJECT: Facility Partnership with the Waterloo Region District School Board in the Huron - Brigadoon area ___________________________________________________________________ RECOMMENDATION: for its future Tartan Avenue property to determine the feasibility of building a joint school,community centre, child care and EarlyON family and child centre on the property, and That staff report back to a future meeting of the Community and Infrastructure Services Committee with the results of the site fit study, including options for funding community centre space, if results of the site fit show a community centre can fit on the site. EXECUTIVE SUMMARY: As part of the Council approved business plan (2016), staff was directed to investigate and report back on a potential partnership opportunity for a joint school and community centre in the Huron - Brigadoon community. An opportunity exists with theWaterloo Region District School Board (WRDSB) to investigate a joint facility that would provide the City with approximately 8,000 square feet of community centre space, attached to a school child care and EarlyON family and child centre.Benefits of building this community space in partnership with WRDSB include: i) possible savings on construction costs; ii) the ability to leverage additional space (double gymnasium) for community use after school hours, and iii) having community space available in the Huron - Brigadoon area (which will grow significantly in the coming years) as early as 2020. This also satisfies current Provincial Places to Grow legislation that expects public service facilities and public services to be co-located in community hubs and integrated to promote cost-effectiveness, and for municipalities to collaborate and *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7 - 1 consult with service planning, funding and delivery sectors to facilitate the coordination and planning of community hubs and other public service facilities. The 2013 Leisure Facilities Master Plan Update did not consider building a community centre in the Huron area and was therefore not recommended at that time. As a result, this community space is not funded in the 10 year capital forecast and if pursued, funding sources would have to be identified. Staff believes that a community centre in the Huron - Brigadoon area will be identified as a need in the 2019 Leisure Facilities Master Plan update.However, the WRDSB is interested in beginning detailed design at this facility around April 2018 in order to meet their timelines for construction of a new school in the area. As a result, if the City is interested in building a joint facility with them, it cannot wait until the outcome of the next LFMP update, which will not come before Council until early to mid 2019. REPORT: On February 13, 2017, the Community and Infrastructure Services Committee considered CSD-17-013 and directed staff to investigate a potential partnership opportunity with the Waterloo Region Catholic School Board (WCDSB) for a joint school and community centre in the Huron-Brigadoon community. CSD-17-013 also indicated that if 8,000 square feet could not be accommodated on the Catholic board site, staff would make the same enquiry with the public school board,related to their property in the area (further east). WCDSB was contacted to investigate the possibility of adding approximately 8,000 square feet of space to their school at the Huron-Brigadoon site. Although the Board was interested in a potential partnership, they determined that their site was too small to accommodate the school, afamily and child centre, as well as a community center. Staff also met with the Waterloo Regional District School Board (WRDSB) to investigate the possibility of adding an 8,000 square foot community centre to the school at the proposed Tartan Avenue site. WRDSB is proposing an elementary school, with classes from Junior Kindergarten to Grade 8, with the capacity of 591 students.Only recently (January 2018) has funding from the Province for this school been announced. Like the initial request to the Catholic School Board, theCity specified an interest in the following dedicated spaces at the facility including: A Single Gymnasium A Multipurpose Room Mid-sized Program Room Appropriate dedicated storage for each room Appropriate office spaces for staff, neighbourhood association and possible partners Dedicated lobby area and amenities. WRDSB has treated this interest from the City as a priority request for a partnership, along with the child care and EarlyON family and child centre,proposed at this site. 7 - 2 Partnership Benefits Staff believes that considering a partnership with WRDSB at this site has significant benefits for the City and the surrounding neighbourhoods. The Board also recognizes that cooperative and collaborative relationships between school boards and other organizations are part of the foundation of a strong, vibrant and sustainable education system. The two organizations recognize that facility partnerships can strengthen the role of schools in communities, providing a place for programs and facilitating the coordination of, and improving access to, services for the wider community. The City already partners with both school boards in the joint use of facilities in our community. For example, in the aquatics section, the City of Kitchener manages the programs at Cameron Heights pool, which is part of the existing high school. Also, Forest Heights Pool and the Kitchener Public Library are attached to Forest Heights Collegiate Institute.Grand River Collegiate Institute similarly houses a Kitchener Public Library that is in a long-term lease with the Board. A City arena shares the campus of that school as well as oneat Kitchener-Waterloo Collegiate Institute. In the Community Centre section, Stanley Park Community Centre shares a triple gymnasium with St. Anthony Daniels School. Finally, the Downtown Community Centre shares a facility with the Catholic District School Board administration offices.Entering into these types of partnerships permits school access to community programming, cost sharing opportunities for facility maintenance and capital projects, and access to additional spaces that otherwise would not be available to each partner. Entertaining this partnership would allow the City of Kitchener and WRDSB to share construction costs in a cooperative build. Although final cost per square foot has to be confirmed by the Ministry of Education, the estimated cost for 8,000 square feet of program space to the City, considering the requirements,would be approximately $2,900,000. The estimate includes construction costs, architect fees, furniture fixtures and equipment, a 20% contingency (please note , and harmonized sales tax. For the same amount of area, if theCity were to build a stand-alone facility without the school board, it is estimated that it would cost approximately $4,125,000. The following factors contribute to the difference between the construction costs: There are inherent economies of scale on the larger construction associated with building schools, compared to community centres, The board often uses a cloned footprint model for schools, so essentially they are building similar designs on different sites, whereas the City does custom designs for each facility, Finishes and fixtures (e.g. millwork) is different at Community Centres than at schools, Additional costs are incurred as City of Kitchener also include a percent for art component, and 7 - 3 City of Kitchener looks to build to LEED specifications which can add 5-10% to the cost of a project In addition to sharing construction costs in a cooperative build, the benefits associated with this partnership include the following: 1) Although the City would pay for 8,000 square feet of dedicated space, as a partner in the school, we would likely be able to leverage our partnership to ensure the community would also have access to additional space outside of school operating hours, most significantly a double gymnasium.In essence, during hours after school, the community could have access to 3 gymnasiums (the size of Stanley Park). It should be noted that any joint use of space would have to be negotiated between the School Board, the EarlyON centre and City of Kitchener, and that the site fit study does not guarantee commitment by either party until these items have been resolved. 2) Creating community space on this site would allow the City to provide dedicated space to the surrounding neighbourhoods and residents much sooner than we would otherwise be able to. The Rosenberg Secondary Plan for this area has already identified a community centre for the mixed use area south of Huron Road and east of Fischer Hallman Road (around this area). Also, the attached map (Appendix A) also shows a gap in service / community centre coverage in this area (shown by the blue circle). The proposed facility would service a population of approximately 10,900 people currently;12,300 people in 10 years and growing to approximately 37,375 people when the community is completely built out. This facility would be similar in size to Centreville Chicopee Community Centre. Partnering with the WRDSB could see this space opened and serving the community by 2020. It typically takes around 18 months to 2 years to have a school designed, tendered and constructed. As such, if the City of Kitchener is interested in partnering at this site, WRDSB will require a firm commitment by April 2018. Site Fit Study As indicated above, this site is also funded for a child care and EarlyON family and child centre and therefore the school board is recommending that a site fit study be completed prior to April to validate the ability to proceed with the program and space requirements suggested for the site. Specifically, a site fit study looks at site constraints such as topography, site plan requirements (e.g. setbacks, parking), andtests several building footprints, including parking, accesses, and field layouts to determine best fit. In this case, where there is the possibility of other partners, the Board will ask that possible separation of uses in the building also be considered. The building footprint and its size 7 - 4 will be dictated by the minimum number of uses requiring ground floor access. This traditionally includes childcare, gym, administration and kindergarten spaces, and also libraries. It could include other uses however, considering the needs of the partners. Timing with LFMP The usual process that would be followed to make a decision regarding the construction of a community facility of this type includes: completing the Leisure Facilities Master Plan Update, which identifies and prioritizes future indoor and outdoor recreation facilities across the City. Incorporating the results of that prioritization for future investment in recreation facilities (scheduled for completion in the second quarter of 2019). (which would include this facility) as part of the 2020 budget process (which would be completed in early 2020). This means that the usual process would not be completed until well past the WRDS deadline for us to make a decision on this potential shared facility. Despite not having the benefit of this usual process, staff is recommending the City pursue this joint facility at this time in order to take advantage of the partnership opportunity. Staff is confident that given growth projections and community need in the area, additional community space in this area would be a recommendation of the next LFMP. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority: Safe and Thriving Neighbourhoods Strategy: 3.6 Provide opportunities and support for citizens to lead the way in health, happiness and well-being by capitalizing on local community assets such as community centres, pools, arenas, libraries, parks, trails and other public spaces. Strategic Action: # NB14 Huron Woods Community Centre Partnership Explore the potential for a partnership with the school board for the development of a community centre in the Huron Woods Neighbourhood. 7 - 5 FINANCIAL IMPLICATIONS: Considering its current needs,the cost for 8,000 square feet of program space for The City of Kitchener, if built in conjunction with the school, would be approximately $2,900,000. The WRDSB has asked the City to contribute 50 percent of the costs associated with the site fit study, which are not expected to exceed $10,000. Staff are recommending to report back to the April 30, 2018 Community and Infrastructure Services meeting with funding options if the results of the site fit study show that acommunity centre can fit with the school, child care and EarlyONfamily and child centre on the site. COMMUNITY ENGAGEMENT: INFORM advance of the council / committee meeting. ACKNOWLEDGED BY: Michael May, Deputy CAO Community Services 7 - 6 Appendix A 7 - 7 REPORT TO: Community & Infrastructure Services DATE OF MEETING: March 5, 2018 SUBMITTED BY: Greg St. Louis, Director, Utilities 519-741-2600 X4538 PREPARED BY: Angela Mick, Utilities Water Engineer, 519-741-2600 X4408 WARD(S) INVOLVED: All DATE OF REPORT: February 12, 2018 REPORT NO.: INS-18-006 SUBJECT: Drinking Water Quality Management Standard (DWQMS) Management Review Summary for 2017 ___________________________________________________________________________ RECOMMENDATION: For Information. EXECUTIVE SUMMARY: The purpose of this report is to inform Council, as the decision-making authority, about the status of the drinking water system on an annual basis. The Kitchener Water Distribution System meets the requirements under the Safe Drinking Water Act. There are specific areas that must be reported on per regulatory requirements which include, but are not limited to: consumer feedback, results of infrastructure review, results of audits and summary of maintenance. The attached report provides details of the Kitchener Drinking Water System 2017. BACKGROUND: The Safe Drinking Water Act, 2002 and Regulation 188/07, requires the City of Some of the licensing requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the Owner. The City of Kitchener became licensed in August, 2009 with a Financial Plan submitted in July, 2010. A renewal to the licence was made in February 2014, with a revised Financial Plan. Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision-making au Council since they have decision-making authority. Part of the standard of care includes requiring system owners to undertake financial planning and implement the Drinking Water Quality Management System (DWQMS). *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. IF1 - 1 REPORT: This report represents the Annual Management Review Summary for 2017 prepared in results of the management review, the identified deficiencies, decisions and action A detailed DWQMS Management Review for 2017 is attached. AManagement Review was completed by Greg St. Louis, Director, Utilities along with Angela Mick, Utilities Water Engineer and Ras Sonthisay, Quality Management System Specialist onFebruary 5, 2018 in accordance with the Standard. Top Management is a person, persons or group of people at the highest management level within an Operating Authority that makes decisions respecting the QMS and recommendations to the Owner respecting the subject system or subjects The Owner of the water utility is the Corporation of the City of Kitchener, represented by City Council. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: vision through the delivery of core service. FINANCIAL IMPLICATIONS: N/A. COMMUNITY ENGAGEMENT: INFORM in advance of the council / committee meeting.Drinking Water Quality Management Policy is available on Kitchener Utilities Website. ACKNOWLEDGED BY: Cynthia Fletcher, Interim Executive Director, Infrastructure Services Department IF1 - 2 Kitchener Utilities City of Kitchener Drinking Water Distribution System Drinking Water Quality Management Standard Management Review 2017 The contents of this document are the intellectual property of Kitchener Utilities and cannot be reproduced and/or distributed to any individual or organisation without the written authorization of Kitchener Utilities. IF1 - 3 City of Kitchener Water Distribution DWQMS Management Review TABLE OF CONTENTS Part A - Introduction .............................................................................................................................. 3 Purpose............................................................................................................................................... 3 Executive Summary ............................................................................................................................. 3 Background ......................................................................................................................................... 4 Other Related Water Quality Reports ................................................................................................. 5 Quality Management System Policy .................................................................................................... 5 Part B Management Review ................................................................................................................ 6 System Description .............................................................................................................................. 6 Water Infrastructure Program .............................................................................................................. 7 Incidents of Regulatory Non Compliance ............................................................................................ 7 Incidences of Adverse Drinking Water ................................................................................................. 8 Deviations from Critical Control Points Limits and Response ............................................................... 9 Effectiveness of the Risk Assessment Process ........................................................................................ 11 Results of Internal and External Audits ............................................................................................... 12 Operational Performance ................................................................................................................... 13 Raw Water Supply and Drinking Water Quality Trends ...................................................................... 13 Follow-up on Action Items from Previous Management Reviews ....................................................... 14 Status of Management Action Items Identified Between Reviews ........................................................ 14 Changes that could Affect the Quality Management System ............................................................... 14 Consumer Feedback ........................................................................................................................... 15 Resources Needed to Maintain the Quality Management System ....................................................... 15 Results of the Infrastructure Review ................................................................................................... 15 Summary of Maintenance .................................................................................................................. 16 Effectiveness of Maintenance .............................................................................................................. 17 Operational Plan Currency, Content and Updates .............................................................................. 18 Staff Suggestions ................................................................................................................................. 18 Other ................................................................................................................................................. 18 Appendix ............................................................................................................................................. 22 IF1 - 4 City of Kitchener Water Distribution DWQMS Management Review PART A - INTRODUCTION Purpose The purpose of this report is to inform the decision-making authority about the status of the drinking water system. The Drinking Water Quality Management Standard (DWQMS) under the Ministry of Environment and Climate Change (MOECC) requires management to review and evaluate the continuing suitability, adequacy and effectiveness of the Quality Management System at least once a year and that the results of the management review, identified deficiencies, decisions and action items are provided to the Owner. Executive Summary Highlights of the report are: The Water Infrastructure Program (WIP) was initiated in spring 2017 which included a high level review of water maintenance programs and identified gaps including the resourcing of the maintenance programs th 160km of watermains cleaned (approx. 1/6 of the City), 1300 valve operated resulted in 96 fewer discoloured water calls (47) as compared to 2016 (143). 64 valves were replaced under KU direction to address the majority of known broken valves. Approximately 1450 valves were proactively operated (20%); the majority were within the cleaning area and the 2017 reconstruction areas. Although this is below the 30% target, valve operating numbers have greatly increased since 2016 (4%). There were 79 watermain breaks in 2017, which is less than the 5-year average of 110. Completed annual chamber pump outs for those higher risk chambers containing air reliefs Electronic access to standard operating procedure and emergency information in the field via migration to Laserfiche and laptops Replaced approximately 5,000 aging water meters Unaccounted for water was 8.9% (under the 10% target) From 2009 to 2017, experienced an increase in the number of yearly locate requests from 9,076 to 17,541, with the trend anticipated to continue Areas of improvement for 2018 are: Continue to move from reactive to more proactive distribution system maintenance as per WIP recommendations: th o watermain cleaning another 1/6 of the City is scheduled with planning activities underway o proactive valve turning and repair within watermain cleaning area o additional valve chamber inspections and repair IF1 - 5 City of Kitchener Water Distribution DWQMS Management Review Accelerate the backflow prevention program to increase the number of properties protected: o migration from existing standalone program to AMANDA in 2018 will allow for up to date customer information, pull down menus for increased customer service, decreased administrative burden and greater consistency Continue with valve replacement program for broken/damaged valves. As more valves are operated, more valves are found to require replacement. Continue with meter replacement program (current backlog is approximately 16,000 meters target replacement is 15 years old) Watermain connections/cut and caps - new requirements for witnessing/reporting was rolled out January 1, 2018 and will create additional workload Development of maintenance procedures/agreements with ION/Keolis (for water related works (planned and emergency response) around the track area Develop mobile solutions in conjunction with the CityWorks team for field inspections to minimize data entry and free up resources Continue development of a mobile solution for reporting watermain breaks to improve customer communication Provide an agreement for Council approval for Kitchener to act as the Overall Responsible Operator (ORO) for dual ownership watermains (watermains that are jointly owned with the Region). Although the system currently operates this way, an agreement is required by the MOECC to formalize the arrangement Background wners of municipal water also recommended that the Owners and Operating Authorities of these systems implement a quality management approach to operations and management. As a result of these recommendations a Drinking Water Quality Management Standard (DWQMS) under the was released in October 2006. Theand , requires the City of Kitchener to be requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the Owner. The City of Kitchener became licensed in August, 2009 with a Financial Plan submitted in July, 2010. Section 19 of the imposes a statutory standard of care on persons who ho, on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision- IF1 - 6 City of Kitchener Water Distribution DWQMS Management Review decision-making authority. Part of the standard of care includes requiring system owners to undertake financial planning and implement a QMS. Other Related Water Quality Reports The City of Kitchener Summary Water Report January 1st to December 31st 2017 (INS 18-005) is a regulatory report provided to Council, which provides a summary of drinking water including adverse water quality incidences and water volume. The Kitchener Distribution System prepares an annual summary of the number of tests taken within the distribution system as well as the range of the results. A copy of this report is provided on the Kitchener Utilities website. The Kitchener Distribution System is part of an Integrated Urban System, meaning the Regional Municipality of Waterloo is responsible for water treatment and the development, operation of a trunk water network to distribute treated water to Kitchener, Cambridge, Waterloo, Woolwich and Wilmot. There are a variety of wells (80%), treatment facilities as well as a Grand River (20%) source. rastructure system is complex, consisting of numerous supply sources, pressure zones, reservoirs and pumping stations. Ensuring sufficient pressure and quantities to meet current and planned growth requires a long-term, co- ordinated strategy. The Region provides annual summaries for each supply and the information is available on their website with a link from the Kitchener Utilities website. A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener supplies water to a small section of Waterloo (Ira Needles area) and water travels through the Kitchener distribution system to Breslau (Woolwich) report is available on their website. Quality Management System Policy Kitchener Utilities ow Distribution System. At Kitchener Utilities, we are committed to supplying the City with safe drinking water. We work together as the City of Kitchener and the Region of Waterloo to keep water matters top of mind. We are committed to these principles: 1. Quality Kitchener water is safely treated and regularly tested according to government legislation and regulations for the consistent delivery of safe, quality drinking water. We are committed to maintaining and continually improving the Quality Management System, and complying with applicable legislation. IF1 - 7 City of Kitchener Water Distribution DWQMS Management Review 2. Trust Trust us to look after your water needs by delivering quality water and reliable service. 3. Value Tap water is the most economical choice. 4. Communication We will communicate openly with the public concerning matters of drinking water quality. PART B MANAGEMENT REVIEW System Description The scope of the waterworks begins at the point where treated water enters the watermain from the treatment facilities, and ends at the property lines of the consumers. There is no storage, chlorine boosting, secondary disinfection or pressure boosting within the control of the waterworks. As of the end of 2017, the waterworks consists of approximately: 890.5 km of distribution watermain 760 km Kitchener owned, 25 km Dual owned (joint ownership between Kitchener and Region) and 105 km Regional owned (22 km is untreated) 66,110 water meters in service 4,374 hydrants (not including private hydrants) 7,503 valves (not including service valves or hydrant valves) 6,970 Kitchener owned, 137 Dual and 395 Regional (See Appendix 1 map at end of this document) The waterworks system has the following permits and licences: Municipal Drinking Water Licence Drinking Water Works Permit Financial Plan Operational Plan IF1 - 8 City of Kitchener Water Distribution DWQMS Management Review Water Infrastructure Program The Water Infrastructure Program (WIP) was initiated in spring 2017 to evaluate variables that influence the water, sanitary sewer and stormwater rates with the intent of providing rate options for Council consideration and to support the 2018 budget process (INS-17-070). As related to the DWQMS, the report included a detailed review of the capital program including analysis of current pipe condition data and estimated life of pipe; detailed review of the maintenance program including a gap analysis and phase-in strategy to address the gap; and development of a communication plan. Key findings as related to DWQMS included: Estimated pipe life was dependent on material, which influences the replacement schedule (previous practice was 80 years): o Cast iron 50 years o Ductile iron 80 years o Plastic pipe 100 years o Other pipe 80 years Water maintenance program identified a $1.3M annual maintenance gap which included the following areas: o Watermain cleaning program o Valve maintenance and replacement programs o Cross connection control program o Hydrant operation and maintenance (minor gap) o Underground utility locates Identified the relationship between preventative maintenance and prolonging the life of assets. Council supported Option 2, the highlights of Option 2 included: Address the capital needs gap by 2037 Incorporates maintenance program funding needs over five years (water phase in is $260,000/year) 2018 combined rate increase of 7% Action: rates were determined through the budget process Incidents of Regulatory Non Compliance A Ministry of Environment and Climate Change (MOECC) inspection was completed February 1-2, 2018 and covered January 1, 2017 to preparation, the MOECC had not issued their report; preliminary findings did not identify any issues of non-compliance while the inspector reviewed documentation with the City on February 1-2. IF1 - 9 City of Kitchener Water Distribution DWQMS Management Review Action: No further action required for information only Incidences of Adverse Drinking Water There were 35 Adverse Water Quality Incidences (AWQI) during the year, two of which resulted in self-imposed Boil Water Advisories (BWA). The number of low chlorine AWQIs (22) were at repeat locations and were largely due to broken valves, large diameter watermains (portions of Ottawa St N and Victoria St N) taken out of service for construction, and other construction which created temporary dead ends. The majority of the total coliform AWQIs (8 total) were on temporary watermains and the resamples were clear There were 2 locations with lead exceedances in the plumbing system and 2 hydrants in the distribution system (4 related AWQIs). The hydrant with repeat high values was replaced and follow-up sample was free of lead. Since less than 10% of samples had lead exceedances, we can continue to complete a reduced lead sampling program in 2018. The Summary Water Report January 1st to December 31, 2017 report (INS 18-005) discusses water quality compliance further IF1 - 10 City of Kitchener Water Distribution DWQMS Management Review Action: No further action required for information only Deviations from Critical Control Points Limits and Response There were 79 watermain breaks in 2017, which is less than the 5-year average of 110. Watermain breaks are weather dependent due to the frost movement with colder winters resulting in more breaks. Incident debriefs are completed for watermain breaks. This information helps to determine priorities for replacement due to condition. IF1 - 11 City of Kitchener Water Distribution DWQMS Management Review Water loss for 2017 was 8.9%; the MOECC target is 10%. Water loss includes water used for construction watermain commissioning (e.g. new mains and replacement mains), water for temporary main supply during reconstruction, and water use for reactive flushing (e.g. discoloured water). IF1 - 12 City of Kitchener Water Distribution DWQMS Management Review Action: No further action required for information only Effectiveness of the Risk Assessment Process A risk assessment was completed on July 26, 2017. The purpose of the risk assessment was to brainstorm potential risks and identify counter measures, where appropriate. The following is a summary: o Reviewed additional mandatory risks associated with climate change including: long term impacts of climate change, water supply shortfall, extreme weather events and sustained extreme temperatures. o There were new critical control points added, however various work instructions/capital improvements (e.g. additional pumps for watermain breaks, additional protected bulk filling station) were made. Summary of Cross Connection Program (includes the Bulk Water Fill) as of end of the year: 2,100 services are protected by Backflow Prevention (BFP). More premises require isolation than those that are protected (2,678 are not protected). Additional resources were requested and approved under WIP for 2018. IF1 - 13 City of Kitchener Water Distribution DWQMS Management Review Action: Proceed with plan to address backlog in 2018 Results of Internal and External Audits An external audit was completed by a contractor (SAI Global) on June 8, 2017. No non- conformances were found; however, the auditor recommended re-endorsement by council after elections. There have not been any non-conformances to date for the 2017/2018 (Sept-Sept) audits; however, opportunities for improvement have been identified. Action: Follow-up is required on various minor opportunities for improvement Results of the Emergency Response Training/Testing Emergency training for management staff was completed May 24 and November 29, 2017 IF1 - 14 City of Kitchener Water Distribution DWQMS Management Review Staff emergency training occurred in several sessions between February and June, 2017. In addition, debriefs are also completed for selected events. For example, debriefs after Boil Water and Drinking Water Advisories are completed to improve our processes. Action: No further action required for information only Operational Performance Ongoing work with the Region for the Zone 2 and 4 Optimization this will improve water pressures and supply in the south-eastern end of the city. The majority of the work is Regional however; the City responsibilities include installation of PRVs, watermain installation and operational valve closures. This work is dependent on timing of development in the areas and as development proceeds, additional sections of the main are installed. watermain from the Mannheim Water Treatment plant across the southern portion of the City. Work commenced in 2017 and will be ongoing. Future upgrades to Strange St Pumping station (anticipated in 2019-2020) will include additional treatment for manganese which will decrease discoloured water issues in the surrounding area. Action: No further action required for information only Raw Water Supply and Drinking Water Quality Trends There are known seasonal issues with the water supply: Fall - Grand River temperature changes may cause odour challenges in the source water, which may increase flushing requirements Winter temperature extremes may cause more watermain breaks in the system Two large diameter watermains were out of service (different times) on Ottawa St and Victoria St due to construction activities. This combined with broken valves and watermains cut off for reconstruction resulted in a concentrated area of low chlorine residuals in the area east of the expressway and south of Victoria St. Additional flushing occurred to bring fresh water into this area. The issues were resolved by turning on the mains (after construction) and replacing some broken valves in late 2017. Action: No further action required for information only IF1 - 15 City of Kitchener Water Distribution DWQMS Management Review Follow-up on Action Items from Previous Management Reviews Mobile project with direct data entry initial pilot project complete (gas valves), water valve scheduled for spring 2018 Quarterly Joint Supervisor/Top Management Meetings Action: Schedule quarterly meetings and follow-up water valve meeting Status of Management Action Items Identified Between Reviews There were no items identified between the management reviews. There have been changes in Top Management in 2017. Action: No further action required for information only Changes that could Affect the Quality Management System A revised DWQMS document was released in February 2017 (version 2.0). This version includes mandatory review of potential climate change impacts as part of risk assessment and additional guidance surrounding continual improvement. An Overall Responsible Operator Agreement is required between the City and the Region. The agreement formalizes the operating relationship between the two municipalities with respect to dual (shared ownership) watermains. The agreement will be brought forward to council once complete. MOECC has a draft guidance document regarding the roles and responsibilities of the ORO and OIC (Operator in Charge). Impacts are not yet known. Changes have been incorporated as part of watermain break procedures, however additional changes regarding cut and caps and new watermain connections were implemented January 1, 2018. The additional requirements will result in increased coordination and workload for supervisors and staff. O.Reg 170/03 Drinking Water Systems and O.Reg. 169/03 Ontario Drinking Water Quality Standards were updated with new sampling requirements for haloacetic acids (HAAs) a disinfection by-product Ministry of Environment and Climate Change Excess Soil Reuse Regulation o Impacts how soil from excavations (e.g. watermain breaks) is sampled and disposed of. This may have an impact on the overall cost of watermain breaks Action: No further action required for information only IF1 - 16 City of Kitchener Water Distribution DWQMS Management Review Consumer Feedback The number of discoloured water calls has decreased largely due to proactive watermain cleaning from 143 in 2016 to 47 in 2017. The large diameter watermains which were out of service during the ION project are back in service. Action: Continue with proposed watermain cleaning area in 2018 (see Appendix II map at end of this document for approximate circled area). Resources Needed to Maintain the Quality Management System A mobile solution for inspection data entry would decrease administrative burden working towards a second pilot project. Proper completion of paperwork is an on-going struggle (e.g. valve replacements) A dedicated QMS Specialist for the water. The role is currently split between gas and water and there is a sufficient volume of work for two QMS positions. Action: No further action required for information only Results of the Infrastructure Review WIP report identified long term asset planning and condition based assessment rather than age based Individual project selection is based on a number of factors including condition (watermain break history), material, criticality, watermain size, presence of lead services, shallow mains, and other infrastructure needs (storm, sanitary, road) 2017 reconstruction projects were completed as per the 2017 Road & Utility Capital Forecast 2018 projects were finalized Meetings were held with Asset Management and Engineering staff at both the City and the Region to determine future project needs Issue papers are brought forward as part of the budget process, additional funding requests related to maintenance and water-only capital projects. The majority of water- only projects are included as part of Regional road work to minimize disruptions to citizens and be cost effective. Action: No further action required for information only IF1 - 17 City of Kitchener Water Distribution DWQMS Management Review Summary of Maintenance Watermain cleaning - The 2017 watermain cleaning area generally bounded by Victoria St N, the expressway, the Grand River and Fairway Rd N see below in light green. The purpose of watermain cleaning is to remove naturally occurring iron and manganese build up in the watermains. The iron and manganese cause discolouration in the water. Although iron and manganese are not health related, discoloured water causes a public perception of issues with the drinking water. Watermain cleaning consists of two components: preparation of valves to ensure isolation (infrastructure) and the cleaning of the water inside the mains (water quality). The preparation component requires significant time to determine appropriate flushing runs to obtain a clean water supply and move it through the system in a methodical process by opening and closing valves and flushing. The watermain must be isolated via valves for each run. Prior to cleaning the mains, all valves within the area must be exercised, repaired and replaced, if required, so that isolation may be achieved. Approximately 160 km of watermains were cleaned, 1300 valves operated, 75 valves in the area were replaced prior to cleaning (2016-2017), 45 valves initially considered inoperable were brought back into operational condition with new equipment IF1 - 18 City of Kitchener Water Distribution DWQMS Management Review A valve turning/exercising program was completed the majority of valves were operated in the watermain cleaning area with additional valve operation in areas of reconstruction Hydrant maintenance - spring and fall for all hydrants was completed - a contractor was hired to assist. Follow-up work is ongoing. Dead end main flushing to maintain chlorine residuals was completed in spring and fall New development areas are flushed until the subdivision is built-up Hydrant painting was not completed in 2017 The backlog of broken water valves was addressed in 2017 (64 valves were replaced) Leak detection survey 1/3 of city completed each year. Follow-up is completed on potential leaks. In 2017, approximately 300km of mains were surveyed resulting in the identification of possible service leaks: 1 service leak (customer side) and 10 hydrant leaks. Follow-up work for the hydrant leaks was complete. A pilot satellite leak detection survey was completed in conjunction with the surrounding municipalities; however the results were not as beneficial as anticipated. Anodes are installed on existing watermains whenever they are exposed (e.g. watermain breaks, valve repairs, hydrant repairs) PRV maintenance was not completed in 2017. A number of replacement parts were ordered and maintenance will be completed when the parts arrive and are installed. Work is scheduled for early 2018. Chamber inspections continued, chambers containing air relief valves were pumped out. A data cleansing occurred to confirm which valves are in chambers, some follow-up work is required. Where valves within chambers require replacement, they will be replaced with direct bury valves, eliminating the chamber. There are over 700 chambers within the system. Chambers are generally corrosive environments for water infrastructure and can become road hazards if not maintained. Current standards are to direct bury valves without chambers for the majority of installations. Action: No further action required for information only Effectiveness of Maintenance The effectiveness of the maintenance program is determined by the following factors: Number of Adverse Water Quality Incidents Water loss/unaccounted for water Water quality complaints Number of watermain breaks The number of AWQIs increased due to problem sites as a result of construction IF1 - 19 City of Kitchener Water Distribution DWQMS Management Review Water loss/unaccounted for water decreased to 8.9%. The decrease is due to a combination of events fewer watermain breaks, overall less consumption due to a wet st summer, changes in billing system (1 full year of SAP) and water meter replacements. The number of quality complaints decreased in 2017 due to proactive watermain cleaning and completion of the ION work in 2016 There were 79 watermain breaks in 2017, which is lower than the 5 year average of 110 breaks/year. This is largely due to the warmer winter Action: No further action required for information only Operational Plan Currency, Content and Updates There was one significant change to the Operational Plan clarification that the City of Kitchener will act as Overall Responsible Operator for the Dual (jointly owned between Kitchener and Region) watermains. Past practice has been for the City to act as ORO for dual watermains but an agreement must be signed to formalize responsibilities Action: Bring Agreement forward to Council Staff Suggestions Although many documents/maps are updated and created throughout the year for continual improvement, the following changes were made as a result of staff suggestions: rd Staff suggested a simplified process for 3 party inspection controlled reusable booklets were created and new CityWorks templates. Staff suggested a simplified form/templated for water adverse/flushing. Demolition process was documented. Action: No further action required for information only Other Water Meter Replacement - 5069 aging water meters were replaced. There are 66,100 meters in the system with a backlog of approximately 16,000 meters to be replaced (replacement is targeted at 15 years). Meter replacements have been accelerated to address the backlog since additional funding was received in 2015. IF1 - 20 City of Kitchener Water Distribution DWQMS Management Review Water Consumption Trends water consumption continues to decline. Benefits are that decreased consumption means that new sources of water are not needed (Great Lakes Supply was moved out beyond 2051). The downside is decreased consumption means decreased revenue while many costs are the same (fixed). For example, water sampling costs are the same regardless of how much water is used. The decline in consumption is attributed to a number of factors: water conservation and water efficiency efforts, intensification and economic factors. The trend is projected to continue downwards until 2018 (based on 2014 forecasting reports), when the population demand will outpace water conservation measures. It should be noted that the sanitary fees are based on the water consumption data so when consumption declines, it impacts both the water and sanitary budgets. IF1 - 21 City of Kitchener Water Distribution DWQMS Management Review Locates - Kitchener Utilities and their Locate Service Provider physically locate gas and water infrastructure for contractors prior to construction and excavation work. When infrastructure is not properly located, the contractor may damage the infrastructure. Gas escapes may result in high risk/high impact incidents as well as claims and lawsuits. Watermain damages may result in contamination of the drinking water supply and the resulting pressure change may also damage connected mains and appurtenances. It is essential that experienced personnel (with accurate drawings and proper locating equipment) be responsible for locating infrastructure. Increased number of locate requests; due to an increase in locate awareness (via the Ministry of Labor and the Technical Standards and Safety Authority) and increased construction activity within the City. From 2009 to 2017, there has been an increase in the number of yearly locate requests from 9076 to 17541. IF1 - 22 City of Kitchener Water Distribution DWQMS Management Review Benchmarking was completed for 2016 data, highlights include: o Although the annual volume of watermain breaks has decreased (due to the mild weather), the number of watermain breaks occurring are still higher than the national mean; o The preventative maintenance programs of watermain flushing and valve exercising are significantly below the national median although efforts are being made in these areas. Action: No further action required for information only IF1 - 23 City of Kitchener Water Distribution DWQMS Management Review Appendix 1 Water Distribution System Map IF1 - 24 City of Kitchener Water Distribution DWQMS Management Review Appendix 11 Discoloured Water Locations and Proposed 2018 Cleaning Area Map IF1 - 25 COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE Page 1 UNFINISHED BUSINESS2018-03-05 DATE TARGET SUBJECT (INITIATOR)INITIALLYDATE/STAFF CONSIDEREDSTATUSASSIGNED David Bergey Drive Bike Lane Implementation deferred K. May 1, 2017 2019Carmichael Street South Reconstruction project scheduled for Report INS-17-033 2018/2019 IF2 - 1