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HomeMy WebLinkAboutCIS Agenda - 2018-06-18Community &Infrastructure Services Committee Agenda Monday, June 18, 2018 11:00 a.m. 1:00 p.m. Office of the City Clerk 2:00 p.m. 5:00 p.m. Kitchener City Hall nd 200 King St. W. - 2 Floor Council Chamber Kitchener ON N2G 4G7 Page 1 Chair - Councillor K. Galloway-Sealock Vice-Chair - Councillor S. Marsh -law, delegations are permitted to address the Committee for a maximum of 5 minutes. None 1. INS-18-023 - Winter Sidewalk Maintenance Review (120 min) (Staff will provide a 10 minute presentation on this matter) 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. 2. CSD-18-090 - Noise Exemption Bingemans Special Event Series - Bingemans - 425 Bingemans Centre Drive 3. DSD-18-042 - On-Street Parking Regulations Montcalm Drive 4. CSD-18-092 - KW Gymnastic Club Air Conditioning System Loan Agreement 5. INS-18-029 - Financial Plan Kitchener Water Distribution System -law, delegations are permitted to address the Committee for a maximum of 5 minutes. None 6. CSD-18-016 - Boulevard Beautification By-law and Program (30 min) ** 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 ** Community & Infrastructure Services Committee Agenda Page 2 June 18, 2018 7. DSD-18-043 - Special Event Permit By-law & Street Party Events Program (20 min) 8. CSD-18-086 - Doon Pioneer Park Community Centre Expansion Update (30 min) (Staff will provide a 5 minute presentation on this matter) 9. CSD-18-089 - Facility Partnership with the Waterloo Region District School (30 min) Board in the Huron-Brigadoon Area Update 10.DSD-18-031 - Brownfield Remediation Program Application (10 min) - 1 Adam Street (Victoria Common) FIN-18-006 - 2018 April Variance Report CAO-18-015 - Business Plan Status Update April 2018 FIN-18-007 - 2017 Development Charge Reserve Fund 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 ** 1 - 1 1 - 2 1 - 3 1 - 4 1 - 5 1 - 6 1 - 7 1 - 8 1 - 9 1 - 10 1 - 11 1 - 12 1 - 13 1 - 14 1 - 15 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement, 519-741-2200, ext. 7952 PREPARED BY: Gloria MacNeil, Director of By-law Enforcement, 519-741-2200, ext. 7952 WARD(S) INVOLVED: 1 DATE OF REPORT: May 30, 2018 REPORT NO.: CSD- 18-090 SUBJECT: NOISE EXEMPTION BINGEMANS 425 BINGEMAN CENTRE DRIVE BINGEMANS SPECIAL EVENT SERIES ___________________________________________________________________ RECOMMENDATION: That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted to Bingemans for several events being held at 425 Bingeman Centre th Drive, as outlined in the letter provided by Mark Bingeman, dated May 29, 2018, attached to Report CSD-18-090 This exemption is subject to the following conditions, which, if not complied with, will render the noise exemption null and void: a) There shall be no offensive language, in the opinion of City staff, generated from the music events, audible in any adjacent residential neighbourhood. The event organizers will ensure that there is an on-site contact person accessible to correspond with City staff at all times during the event(s); b) The event organizer will be responsible for the cost of a pay-duty Noise Officer, to be assigned specifically to these event(s); c) The event organizers agree to respond accordingly to requests from City staff, during the event(s), in order to address community concerns that may arise with regard to the impact of noise heard within adjacent residential areas; and d) The maximum decibel level (dba) audible from a residential area shall not exceed 65 dba. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 2 - 1 BACKGROUND: Bingemans is a new venue that will be holding several events over the summer season. This venue will host a variety of different types of events, including music concerts, food festivals, as well as other types of programming, they are requesting a noise exemption for several dates, the start times will vary depending on the event however none of the events will go past 11pm. REPORT: Bingemans has expanded their event grounds facilities to accommodate more and larger outdoor events. This new space is an outdoor venue that will allow for the continuation and growth of events of all sizes and uses, including corporate events, community festivals, music concerts and many other activities. In addition to these, there will be the ability for community groups to use the space for unique initiatives which will assist in building increased capacity for community based tourism events. The capacity of the venue for events will range from 5000 to 16,000 patrons depending on the type of event and will vary in terms of start time however none of these events will be scheduled past 11pm. Bingemans has been able to confirm some programming dates for the summer season, however not all dates have been finalized or released. As this is their first year, they are still working through some of the details with the programming and contracts and are requesting consideration on potential proposed dates, as well as dates that have been confirmed with specific events. The dates below have been confirmed: Sean Paul July 20, 2018 7pm 10pm Barenaked Ladies July 21, 2018 I L August 19, 2018 6:30pm 10pm and; th Food Festival with Live Music September 7, 8, and 9 The following dates are potential event dates that are still being considered/negotiated, staff have been advised that not all of the dates below will be used. Staff do not have any additional details relating to the potential event dates listed below at this time. th June 23, 29 or 30 th July 1,6 and 18 th August 10, 11, 17 The stage design for the new venue is directed (facing) North East which will allow the sound to travel through a large wooded and industrial area out towards the city limits, which should minimize impact on surrounding neighbouring properties. 2 - 2 It should be noted that weather conditions can play a role with regard to sound dispersion. At this point we would not be able to predict the impact of weather during these events however it will be closely monitored during the event. Staff will work with the event organizers andwill conduct sound testing to ensure the sound output conforms with the prescribed dba level that has been recommended.The event producers will implement as many possible noise mitigation efforts through placement as well as technology advances for each of the event(s). The By-law Enforcement Division will be assigning a Noise Officer to monitor the event(s). The event organizers will ensure that there is an on-site contact available during the event(s) who will be available to By-law Enforcement staff, if required, to address any concerns raised. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: It is anticipated that the cost of a paid duty Noise Officer, will be a minimum of $150 for each event, depending on the length of the event. This cost will be billed to the event organizer. COMMUNITY ENGAGEMENT: The event organizer is responsible for ensuring that this event is communicated throughout the community in advance of the event. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department Encl. 2 - 3 th May 29, 2018 Ms. Gloria MacNeil Director, By-law Enforcement City of Kitchener 33 Ontario St. N Kitchener, ON N2H 4Y3 Dear Ms. MacNeil, Bingemans will be hosting several events over the summer season and are requesting a blanket noise exception for these events at our property. Event times will vary in terms of start time, however none of these will be scheduled beyond 11pm. The event sizes will range from 5000 patrons to approx. 16,000 patrons in most cases. As has occurred in previous years events, the event producers will have a keen eye to implement as many possible noise mitigation efforts through placement as well as technology advances. Although not all programing is finalized, the potential dates that are being considered are as follows: (please note that not all these dates will be programed with events) Highlighted dates are secured bookings. June 23, 29 or 30 July 1, 6, 20, 21, 28 August 10, 11, 17, 19 September 7,8,9 a food festival with live music September 14, 15, 16, 22, 23, 29 Should you have any questions, please do not hesitate to contact myself directly. Thank you again in advance. Sincerely, Mark Bingeman President 2 - 4 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Ken Carmichael, Interim Director of Transportation Services, 519-741-2200, ext. 7372 PREPARED BY: Ryan Krantz, Traffic Technologist, 519-741-2200, ext. 7302 WARD (S) INVOLVED: Ward 1 DATE OF REPORT: May 30, 2018 REPORT NO.: DSD-18-042 SUBJECT: On-Street Parking Regulations Montcalm Drive ___________________________________________________________________________ RECOMMENDATIONS: Thatthe stoppingprohibition on Monday to Friday from 8:00 AM to 4:30 PM onthe north (even-numbered) side of Montcalm Drive be extended an additional 50 metres westerly to Tecumseh Crescent;and further, That stopping be prohibited on Monday to Friday from 8:00 AM to 4:30 PM on the south (odd-numbered) side of Montcalm Drive from Old York Crescent to a point 70 metres west thereof; and further, That the Uniform Traffic Bylaw be amended accordingly. BACKGROUND: Montcalm Drive is a minor collector roadway with primarily residential land use, along with Crestview Public School. In response to concerns related to stopped vehicles during school pick-up/drop-off times creating visibility issues, causing difficulties with safe two-way vehicle operation, and obstructing drivewaysonMontcalm Drive, the existing on-street parking regulations were reviewed. Currently, on-street parking is permitted on the north (even-numbered) side of Montcalm Drive from Tecumseh Crescent to a point 50 metres east thereof, and on the south (odd-numbered) side of Montcalm Drive from Old York Crescent to Gibson Drive for a maximum period of three (3)consecutive hours,as outlined in the City of Kitchener Uniform Traffic By-law No. 2007- 138. REPORT: Residents on Montcalm Drive were surveyed regarding a proposal to extendthe prohibition of stoppingon Monday to Friday from 8 AM to 4:30 PM onthe north (even-numbered) side of Montcalm Drive to Tecumseh Crescent, and on the south (odd-numbered) side of Montcalm Drive from Old York Crescent to a point 70 metres west thereofto address these concerns. A survey letter was mailed outin March 2018. The results of the survey are as follows: *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 3 - 1 Extendthe prohibition of stoppingMonday to 3 votes(38% of 8votes) Friday from 8:00 AM to 4:30 PM onthe north (even-numbered) side of Montcalm Drive to Tecumseh Crescent, and prohibit stoppingMonday to Friday from 8:00 AM to 4:30 PM on the south (odd-numbered) side of Montcalm Drive from Old York Crescent to a point 70 metres west thereof. Leave existing on-street parking as is:1 vote (13% of 8votes) TOTAL: 4out of 8 responded (50% response rate) Based on the results of this survey, Transportation Services is recommending that the current on-street parking regulations on Montcalm Drive be amended to extendthe prohibition of stoppingon Monday to Friday from 8 AM to 4:30 PM onthe north (even-numbered) side of Montcalm Drive to Tecumseh Crescent, and on the south (odd-numbered) side of Montcalm Drive from Old York Crescent to a point 70 metres west thereof. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: through the delivery of core service. FINANCIAL IMPLICATIONS: The approximate cost for signage along Montcalm Drive is $500 and will be taken from the existing sign maintenance budget. COMMUNITY ENGAGEMENT: INFORM 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 March 2018. ACKNOWLEDGED BY: Justin Readman, General Manager Development Services Department Attached: Appendix A Key Map Montcalm 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 Montcalm Drive Proposed On-Street Parking Regulations \[ĻŭĻƓķʹ Existing Three (3) Hour Parking Existing Existing No Stopping Monday Friday 8:00 AM Proposed No Stopping Monday Friday 8:00 AM 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:June 18, 2018 SUBMITTED BY:Kim Kugler, Director of Sport, 741-2200 ext. 7544 PREPARED BY:Bob Cheyne,Manager of Sport Development and Golf 741-2200 ext. 7689 WARD (S) INVOLVED:Ward8 DATE OF REPORT:May 30, 2018 REPORT NO.:CSD-18-092 SUBJECT:KW Gymnastic Club Air Conditioning System Loan Agreement ___________________________________________________________________ RECOMMENDATION: That the Mayor and Clerk be authorized to execute an agreement with the Kitchener- Waterloo Gymnastics Club (an affiliated minor sport group) to provide an interest free ning space located at the Twin Cities Gymnastics/Judo Training Centre, 805 Victoria Street South, Kitchener, said agreement to be to the satisfaction of the City Solicitor. BACKGROUND: The K-W Gymnastics Club (the Club) is an incorporated not-for-profitaffiliated minor sport group th that celebrated their 50anniversary in 2017. With approximately 3,000 registrants annually, the Club provides a range of programs from an introductory to competitive level helping children achieve their athletic and physical fitness goals in a safe, fun and friendly environment. In 1990, the City of Kitchener and the City of Waterloo entered into an operation agreement with the Kitchener-Waterloo Gymnastics Club and the Asahi Judo to build and operate the facility known as the Twin City Gymnastics/Judo Training Centre. The operating agreement describes the responsibilities as to whom is to bare the costs of capital and operating improvements. The installation of air conditioning system and the additional utility costs to operate the system would be at the expense of the Club. The KW Gymnastics Club has for many years provided summer camps and programs. For these prosperous summer programs to continue the Club needs to respond to the requests from their coaches and athletes to provide a cooler facility by adding air conditioning. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 4 - 1 REPORT: The KW Gymnastics Club approached the City of Kitchener with a request for an interest free loan to assist them with covering the upfront costs of the installation of an air conditioning system. The Club has provided project quotes identifying costs ranging from $110,000 to $150,000. The KW Gymnastics Club currently has $75,000 they can draw from their reserve account to contribute to the air conditioning system and is requesting an interest free loan from the City of Kitchener ranging from $35,000 to $75,000. The final loan amount will be confirmed once the quotes are finalized. The Club is committed to paying back the loan within four (4) years, making monthly payments equalling a repayment to the City of $17,000 to $20,000 annually. To date the Club has collaborated with and provided all the necessary financial information requested them in making the which they annually contribute to the City in the upcoming years Staff from Sport Development, Facilities Management and Financial Planning have reviewed and are supportive of this request. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the through the delivery of core service. FINANCIAL IMPLICATIONS: Facilities Management(FM)has a capital account assigned to the Twin City Gymnastics/Judo Training Centre to manage the capital projects the City is responsible for. This capital account receives funding of approximately $25,000 per year and currently has a balance of $40,000. Staff propose loaning the KW Gymnastics Club their requested amount from the FM capital account. Any deficit created by the loan or by required City spending on its capital costs related to the building would be short-lived and would be funded by planned annual funding identified in the capital forecast and by loan repayments from the KW Gymnastics Club. COMMUNITY ENGAGEMENT: INFORM This committee meeting. ACKNOWLEDGED BY: Michael May, GM/DCAO, Community Services 4 - 2 REPORT TO: Community & Infrastructure Services DATE OF MEETING: June 18, 2018 SUBMITTED BY: Greg St. Louis, Director, Utilities 519-741-2600 X4538 PREPARED BY: Angela Mick, Utilities Water Engineer 519-741-2600 X4408 Sheri Brisbane, Supervisor of Financial Reporting Susan White, Senior Financial Analyst WARD(S) INVOLVED: All DATE OF REPORT: May 23, 2018 REPORT NO.: INS-18-029 SUBJECT: Financial Plan Kitchener Water Distribution System ___________________________________________________________________________ RECOMMENDATION: THAT the"Financial Plan Kitchener Water Distribution System" be approved as it demonstrates the financial viability of the Kitchener drinking water system in accordance with Ontario Regulation 453/07 (Financial Plans) under Subsection 30 of the Safe Drinking Water Act. BACKGROUND: The Drinking Water Quality Management Standard (DWQMS), under the Safe Drinking Water Act, 2002 andRegulation 188/07, required the City of Kitchener to become licensed to operate istribution System. The City became licenced on August 20, 2009. As a condition of the license, a Financial Plan was approved by resolution and submitted to the Province in 2010 (FIN-10-074) and renewed in 2014 (INS-14-008). A renewal license application must be made by December 2018, a condition of which is an updated Financial Plan with 2018as the first year that the Plan needs to apply (covers 2018-2023). There have been numerous reports to council regarding the DWQMS commencing in 2008, including on-going annual Management reviews and the initial Financial Plan. Financial information contained in the report has been approved as part of the 2018 budget process (except for year 2023, which was forecasted). The amounts in the schedules agree to the operating forecast plus capital forecast. Amortization expense has been added and the capital forecast has been divided between amounts that will create tangible capital assets (included as Additions under Tangible Capital assets on Schedule 1 in the attached Financial Plan) and those costs to maintain the capital assets (included as Other Expenses in Schedule 2). *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 5 - 1 REPORT: The requirements of the Financial Plan are outlined in Ontario Regulation 453/07 (Section 3) as follows: Details of the proposed or projected financial position of the drinking water system Details of the proposed or projected financial operations of the drinking water system projected gross cash receipts and gross cash payments Details of the extent to which the information described in the above relate directly to the replacement of lead service pipes The financial plan has been developed using Council-approved budgets, capital asset data and other financial forecasts. The highlights of the Financial Plan are as follows: An annual operating surplus and accumulated surplus is expected for each of the six years covered by the plan, primarily as a result of the significant prior and ongoing investment in capital assets Cash flow is slightly negative for certain years of the forecast this is as a result of continued spending on the accelerated infrastructure program. In light of the above, the drinking water system is considered to be financially viable as required by Ontario Regulation 453/07 (Financial Plans). Refer to the attached Financial Plan for the detailed analysis. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the vision through the delivery of core service. The Financial Plan relates to the Foundation Plan Efficient and Effective Government Proactively communicate with Kitchener residents in an effortto share information; educate and engage the public, and promote enterprises, programs and services; to create a corporate culture where internal communications is FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM advance of the council / committee meeting. 5 - 2 Regulations require the owner of the drinking-water system to: Make the Financial Plan available, on request, to members of the public who are served by the drinking water system without charge Make the Financial Plan available to members of the public without charge through publication on the internet Provide notice advising the public of the availability of the Financial Plan Provide a copy of the Financial Plan to the Ministry of Municipal Affairs and Housing Staff will ensure that these requirements are met subsequent to Council approval. ACKNOWLEDGED BY: Denise McGoldrick,General Manager, Infrastructure Services Department 5 - 3 Kitchener Utilities Drinking Water Distribution System Financial Plan (019-301) Municipal Drinking Water Licence 019-101 June 2018 P age 1 of 7 5 - 4 City of Kitchener Water Distribution Financial Plan TABLE OF CONTENTS Section 1: Introduction ........................................................................................................................ 3 Section 2: Regulatory Requirements .................................................................................................... 3 Section 3: Assets/Liabilities/Net Debt/Tangible Capital Assets ............................................................... 4 Section 4: Revenues/Expenses/Surplus/Deficit ...................................................................................... 5 Section 6: Lead Services ....................................................................................................................... 7 Section 7: Summary ............................................................................................................................ 7 P age 2 of 7 5 - 5 City of Kitchener Water Distribution Financial Plan Section 1: Introduction The Drinking Water Quality Management Standard (DWQMS), under the and , required the City of Kitchener become licensed to operate The City was licensed on August 20, 2009 and as a condition of the license, a Financial Plan was approved by resolution at that time. The e expires in 2019 and a requirement for renewal is a revised Financial Plan. The initial 2010 Financial Plan (019-301) applied to the six year period 2010 to 2015, the 2014 version applied to 2014 to 2019. This Financial Plan applies to the six year period starting in year 2018 through to 2023. Section 2: Regulatory Requirements Ontario Regulation 453/07 requires that financial plans include the following: Details of the proposed or projected financial position of the drinking water system itemized by: A.Total financial assets B.Total liabilities C.Net debt D.Non-financial assets that are tangible capital assets, tangible capital assets under construction, inventories of supplies and prepaid expenses E.Changes in tangible capital assets that are additions, donations, write downs and disposals Details of the proposed or projected financial operations of the drinking water system itemized by: A.Total revenues, further itemized by water rates, user charges and other revenues B.Total expenses, further itemized by amortization expenses, interest expenses and other expenses C.Annual surplus or deficit D.Accumulated surplus or deficit P age 3 of 7 5 - 6 City of Kitchener Water Distribution Financial Plan h receipts and gross cash payments itemized by: A.Operating transactions, that are cash received from revenues, cash paid for operating expenses and financial charges B.Capital transactions, that are proceeds on the sale of tangible capital assets and cash used to acquire capital assets C.Investing transactions, that are proceeds from the issuance of debt and debt repayment D.Changes in cash and cash equivalents during the year E.Cash and cash equivalents at the beginning and end of the year Details of the extent to which the information described in the above relate directly to the replacement of lead service pipes. Section 3: Assets/Liabilities/Net Debt/Tangible Capital Assets A summary of the Assets, Liabilities, Net Debt and Tangible Capital Assets are provided in Schedule 1. Schedule 1 Statement of Financial Position - Water (in thousands) 201820192020202120222023 Financial Assets11,23711,55811,46811,83711,94111,841 Liabilities6,7977,2527,7428,2978,8749,470 Net Financial (Debt) Assets4,4404,3063,7263,5403,0672,371 Non-financial Assets Tangible Capital Assets91,85596,013100,506105,121110,201115,850 Additions5,6795,8056,2186,3936,9207,559 -portion related to lead replacement525252525262 Donations154157160164168172 Disposals212121212121 Write-downs and Depr'n1,7081,7831,8641,9211,9872,061 Assets Under Construction7,4337,5977,7647,9348,1098,287 Inventory of supplies203208212217222227 Prepaid expenses899193959799 Accumulated Surplus104,020108,214112,301116,907121,696126,834 P age 4 of 7 5 - 7 n o i t u b i . r 2 t s e l i u d D e n r h a c l e S t P a l a i W c r age 5 of 7 n P e a n n e i h F c t i K f t i c o i f e y D t / i s u l C p r u S / s e s n e p x E / s e u n e v e R : 4 n o i t c e SA summary of the Revenues, Expenses and Surplus are provided in 5 - 8 n o i t u b. i 3 r e t l s u i age 6 of 7 d e P D h n c r a S l e t P a l a i W c r n e a n n e i h F c t i K f o y t i C A summary of Receipts and Payments are provided in 5 - 9 City of Kitchener Water Distribution Financial Plan Section 6: Lead Services Lead services are replaced as part of road reconstruction projects. The City of Kitchener Engineering Services Road & Utility Capital Forecast outlines the proposed reconstruction projects for the next 10 years. Although not all the streets contain lead services, all of the water services are replaced for every reconstruction project. Financial details relating to the reconstruction projects are included in Schedule 1. Lead services are also replaced individually when they are found in the field, if the full reconstruction project has not been identified in the capital forecast and if the new service can be connected to the customer side. The budget for individual lead service replacement is included under Schedule 1 (portion related to lead replacement). Section 7: Summary The Financial Plan indicates the drinking water system is financially viable as required by Ontario Regulation 453/07 Financial Plans and under Subsection 30 of the Safe Drinking Water Act. The updated Financial Plan is required as a condition of license renewal. P age 7 of 7 5 - 10 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) PREPARED BY: Gloria MacNeil, Director of By-law Enforcement (519-741-2200, ext. 7952) Josh Joseph, Supervisor of Neighbourhood Development Office (519-741-2200, ext. 7082) WARD(S) INVOLVED: All DATE OF REPORT: June 4, 2018 REPORT NO.: CSD-18-016 SUBJECT: BOULEVARD BEAUTIFICATION BY-LAW AND PROGRAM ___________________________________________________________________ RECOMMENDATION: That a by-law be enacted to allow residents flexibility in using different materials, ground cover and plantings as an alternative to sod on city boulevards. BACKGROUND: Over the past few years, staff have seen an increased interest from residents who are looking to use alternatives to sod on the city boulevard directly abutting their homes. With the increased restrictions on lawn watering and pesticide bans, residents are looking for low maintenance options, while improving their streetscape.The City does not currently have a process in place to allow residents to alter the City boulevard. Residents initially expressed an interest in beautifying their boulevards during the initial neighbourhood strategy community engagement process. Since then, the Neighbourhood Development Office has created step-by-step guides for several programs centred on the resident-led, city-supported approach to neighbourhood placemaking in an effort to reduce red tape and make it easier for residents to do great things in their neighbourhoods. These resident guides include resident-led traffic calming, community gardens, neighbourhood markets and, placemaking. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 6 - 1 By-law Enforcement staff and the Neighbourhood Development Office are now working together to develop a step-by-step guide to help residents understand the recommended approach to planning their project. REPORT: The process of beautifying and greening a boulevard has many positive impacts on our community it can support sustainability, provide low-maintenance alternatives to residents, and bring neighbours together through beautification and placemaking. Through an online EngageKitchener survey, staff engaged with residents to get their input on this idea, and received 38 responses. While we recognize that the number of respondents for this survey was relatively low, the idea of boulevard beautification was also expressed often through the initial neighbourhood strategy community engagement process. In the EngageKitchener survey, residents provided feedback on how likely they would be to install an alternative to sod in a boulevard, the types of materials they would be interested in using and their motives for using an alternative. 63.2% indicated they are very likely to install alternatives to sod and 15.8% indicated they were somewhat likely. Overall, the responses were generally positive, with residents wanting lower maintenance options as well as wanting to promote water conservation and naturalization. There were other suggestions including using the boulevard to grow vegetables and edible plants, which staff are not recommending these areas, as boulevards are exposed to exhaust from vehicles and are high traffic areas for dogs. Staff are recommending other alternatives such as creating a vegetable garden on a front lawn provided sightlines are not impeded, or joining a community garden. Some residents were concerned that allowing other options might result in overgrown boulevards. In addition to this public input, By-law staff has also conducted research into other municipalities with similar programs and engaged other City staff with an interest in boulevard beautification, or who might be required to work within the boulevard areas in the future. The concerns and suggestions raised through those internal consultations, as well as the public feedback received, have been incorporated into the proposed bylaw and step-by-step guide being recommended to City Council for approval. Other municipalities that have by-laws to permit boulevard beautification: Guelph Cambridge Oakville Oshawa Whitby Kelowna, BC 6 - 2 Some of the concerns that were raised by City staff throughout this process were: Concern Expressed Resolution Winter Maintenance Equipment Damage By-law prohibits anything that inhibits or obstructs snow removal operations or is likely to cause damage to snow plows Road Safety Maximum height restrictions have been included in order to ensure visibility in not impeded Preservation of Street Trees Digging, excavating or planting is not permitted within 1 meter of a tree trunk. Residents can place mulch or permeable stone within that 1 meter provided it is placed on the ground surface. Fire Hydrants Safety Within 1.5 meters of a fire hydrant,no plants or other objects can exceed 8 inches (20.3cm) in height Minimum Maintenance Standards Any hard surface within 17.72 inches (45cm) of the sidewalk must remain flush with the sidewalk and not create a trip hazard, only flush hard surfaces or plants and vegetation are allowed in this area Overgrown or Unruly Boulevards A provision has been placed in the by- law requiring the abutting property owner to keep the boulevard area maintained Overall Safety Stones smaller than 2 inches (5cm) are not permitted due to water run off concerns. Stones larger than 4 inches (10cm) are not permitted due to safety concerns for pedestrians and vehicular traffic Urban Forestry Staff are in the process of developing a tree planting and soil management plan for city lands, with the focus being on allowing trees to reach their mature size and to have a long life. Enforcement and Urban Forestry staff have worked together to ensure these two projects are consistent with one another, while finding a balance which will allow residents the flexibility of some alternatives within the boulevard area, while protecting our tree resource. 6 - 3 Proposed By-law: Staff are aware this type of activity is already occurring throughout the city, currently we have no regulations in place to ensure the concerns noted above are addressed. Passing a bylaw will encourage more residents to beautify their boulevard while giving the City regulations it can enforce if necessary. Based on all of the information gathered through our public engagement, staff engagement and research of other similar municipal programs, staff are recommending Council permit residents the flexibility to use alternatives to sod within the boulevard area in front of their home, provided they comply with the following regulations: Herbaceous plants are permitted with a maximum height of (76.2cm) Plantings cannot creep or spread onto the sidewalk or over the curb No trees are permitted to be planted on city property, unless planted by the City or Region Decorative stone is permitted provided it is no smaller than 5.08cm) and no in diameter Any hardscaping oulevard must be permeable and allow passage of water through to the underlying soil Noxious weeds or invasive plants are not permitted Grass and weeds on the boulevard ) Minimum maintenance standards area within (45cm)of the sidewalk must remain flush with the sidewalk and not create a trip hazard Boulevard must be kept clear of any objects or materials that may damage road maintenance equipment Objects that are sharp, protruding, dangerous in any way, or which may injure a person are not permitted Vegetable/herb gardens are not permitted Plants or within 1.5 meters of a fire hydrant Cannot obscure or obstruct access to a post office box, utility box, etc. No digging, excavating or planting is permitted within 1 meter of a tree trunk. Residents can place mulch or permeable stone within that 1 meter provided it is placed on the ground surface. Cannot restrict sightlines of pedestrians, cyclists or drivers of vehicles to intersections, driveways, sidewalks, etc. If the boulevard is located next to on-street parking, the boulevard landscaping must not interfere with the ability of people to open car doors or to exit vehicles All landscaping placed in the boulevard could be removed by the City at any time and without notice, and will not be replaced, except with soil and seed or sod The city is not responsible for damages to boulevard landscaping due to road maintenance activities Cannot place sprinklers or other apparatus within the boulevard 6 - 4 In new subdivisions, the residents are not permitted by the bylaw to make improvements while the boulevards are under maintenance or have not yet been assumed by the City Staff believe these regulations provide a balance between permitting residents the flexibility of using alternative materials along the boulevard, while considering liability and risk to the Corporation and the community. -by-Step Guide to Boulevard Beautification: A Love My Hood step-by-step guide is being created that will provide residents with information related to boulevard beautification, including: Setback and height requirements for materials and plantings Best practices when designing and digging Plant lists that are well-suited for a boulevard, such as salt-tolerant and drought- resistant species Outline how to safely work around street trees Describe how neighbours can work together to access grant funding for a street boulevard beautification project, and who to contact when planning their project. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The review and recommendation of this report supports the principle behind ly strategic priority of helping plan, build and foster safe and thriving neighbourhoods. FINANCIAL IMPLICATIONS:N/A COMMUNITY ENGAGEMENT: INFORM- of the council/committee meeting. CONSULT Staff have consulted with Internal and External working groups and area municipalities by way of survey, public meeting and communication to gain input on improving the boulevard beautification process. An online survey was also conducted through Engage Kitchener which provided residents an opportunity to respond to questions and contribute feedback as to whether they supported the initiative. Through a massive community engagement campaign for the creation of the Love My Hood Neighbourhood Strategy, 5,651 residents provided input in 3,942 hours of conversation. Staff heard from a diversity of residents, including neighbourhood associations, schools, faith communities, cultural clubs, sports teams, youth and groups. Staff engaged residents at parks, pools, splash pads, bus stations, 6 - 5 soccer games, events and shopping centers all across the city. The desire for more neighbourhood events, including street parties, was a top priority for residents. ACKNOWLEDGED BY: Michael May, Deputy CAO, Community Services Department 6 - 6 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Ken Carmichael, Interim Director of Transportation Services, 519-741-2200, ext. 7372 PREPARED BY: Stephanie Brasseur, Traffic Project Coordinator 519-741-2200, extension 7373 Darren Kropf, Active Transportation Planning Project Manager 519-741-2200 x7314 WARD (S) INVOLVED: All DATE OF REPORT: May 23, 2018 REPORT NO.: DSD-18-043 SUBJECT: Special Event Permit Bylaw & Street Party Events Program ___________________________________________________________________________ RECOMMENDATIONS: That Council adopt the By-law attached to Report DSD-18-043 (Special Event Permit By- law); That Council Policy #MUN-STRE-1230, formerly Policy #I-(Temporary Closure City Streets)By-law; That an updated Love My Hood Street Party Events Program be approved, as outlined in DSD 18-043 That consideration of a Special Event permit fee be referred to the fees and charges review of the 2019 budget process. BACKGROUND: The City of Kitchener encourages residents to host and participate in special events within their community, which fosters neighbourhood spirit and encourages community connections and a sense of belonging. In 1994, when the special events policy and procedures DOPWR-94-40 was last updated, the City assisted with approximately 50 annual events that occurred within rights-of-way. Of these events, approximately 15 were annual neighbourhood street parties. The amount of events in rights-of- way has since grown to over 100 annually, with approximately 28 of these being street party events. A review of has recently been completed, the purpose to improve processes and ensure a continued positive relationship with residents interested in hosting events. City of Kitchener staff have been working with other municipalities in the Region of Waterloo *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 7 - 1 completing similar updates, aspiring to provide consistent practices throughout the region, including common insurance requirements, standardizing forms, the development of user fees, permitting, etc. Also included in this review of the special events bylaw was the development of a street party event program. During consultations for the Love My Hood Strategy, residents asked the city to make it easier to host street parties. Two Love My Hood action items on the 2018 Business Plan relate to street parties including action item #6: More Neighbourhood Events and action item #15: Reduce Municipal Barriers. Residents indicated that they are ready to plan and lead more events, however a review of approval processes and staff support was necessary. REPORT: Love My Hood Street Party Events Program Along with being a lot of fun and adding to quality of life, small street party events can have a positive impact on residents sense of belonging. When people belong, they are more likely to volunteer or vote in elections, and are generally more satisfied with their neighbourhood and city government. Encouraging residents to take the lead in hosting more street parties in their neighbourhood is a major priority in the Love My Hood neighbourhood strategy. Street party events are identified as a unique type of Special Event in the bylaws given their small-scale nature and limited disruption to transportation needs. By identifying them separately than larger events (such as Blues Fest or parades), we can simplify application processes and requirements to make it easier for volunteer residents to host a street party event in their neighbourhood. A focus group was held inviting residents who hosted a street party in 2017 to comment on their experience. Of the twenty-seven residents who were invited, fifteen attended the workshop. This chart summarizes the resident input from the focus group and how the City is responding through the new Street Party Event program. Resident commentsStaff response A new Street Party Event page on to find information online if you want lovemyhood.ca will be created and to host a street party.promoted with a comprehensive communications plan. Creation of a involved in organizing a street party, host a street partyevent including road closure requirements instructions and resources for hosting but also other approvals (licenses, a street party. public health, etc.) that may be Simplify the road closure petition form needed. and do not require residents to also fill out the Special Event permit application form, which has duplicate fields and some irrelevant information for street parties. Residents want ideas of activities to Greater promotion of the Festival of do while hosting a street party and Neighbourhoods Activity Guide and how to be more inclusive in their Activity Trunk and the lovemyhood.ca 7 - 2 neighbourhood.ideas blog. Getting everyone on the street to sign Continue to inform 100% of residents the petition can be tedious at times, on the street, but reduce the required but also valued for the opportunity to signatures of support from 100% of meet new people and encourage residents on the street to 60%. them to attend the street party. Residents are unaware or confused Mandatory insurancepaid for by the by the safety and liability risks they city for street party eventswith 200 may be taking by hosting a street people or less. party. A new safety checklist in the guide. Greater promotion of the funding is available.Neighbourhood Matching Grant, for one-time financial support. The cornerstone of the Street Party Event Program is (see Appendix C). The guide takes a holistic approach to organizing a street party event by explaining how to get a road closure permit, as well as providing ideas for activities to do, how to host inclusive events, how to apply for licenses or public health approval (if required) and how to plan a safe event. It also lists a single point of contact, arranged through the Neighbourhood Development Office, to support residents throughout the entire planning process. Proposed Special Event Bylaw Currently, Council Policy #MUN-STRE-1230 addresses expectations of events that operate within City of Kitchener right-of-ways.Staff are suggesting the development of a Special Event By-law to better detail and communicate requirements of running special events in the community. As part of the City of event review, a survey was conducted of area municipalities to determine how others processedpermits, insurance requirements and fees. The Region of Waterloo, City of Cambridge, and City of Waterloo were contacted as part of the review for comparisons of current area practices. Additionally, a best practices review was completed relating to insurance, financial incentives and promotional efforts for street party events with the cities of Burlington, Calgary, Ottawa, Red Deer, and Victoria. Finally, a staff working group was established to develop a new street party event program. Appendix A outlines the proposed Special Event Bylaw. The following changes/additions are being proposed: 1. Special Event definition update defined to include Resident Led Traffic Calming 2. Street Party Event changes in attendance increase to maximum of 200 people 3. Insurance updates 4. Consideration of a potential fee Structure: Other area municipalities in the region currently charge a special event permit fee or are moving to implement a charge. The consideration of a fee structure is recommended to be considered as part of the 2019 operating budget process andUser Fee Schedule. Street party events will continue to be covered under community activities with no cost to the organizer provided the event is on local roadways and remains at or below 200 participants as is reflected in the Special Event By-law. 7 - 3 5. Street Parties Event Program: See Appendix C. In Council Policy #MUN-STRE-1230,street parties were defined as including less than 100 people, but through the proposed Special Event Bylaw andnew availability of insurance, staff is proposing expanding street party events to include up to 200 people. One of the advantages of defining street parties to 200 people or less is that events of this sizeare smaller in nature, pose less safety risks,and can be organized by any group of neighboursregardless of whether they have event planning expertise or have an incorporated organization or neighbourhood association supporting them. This keeps the program easy to access and accessible to all groups of people. Events larger than 200 people present additional challenges and require more complex road closure, safety reviews and emergency response considerations and are usually led by organizations with greater capacity to organize an event. If residents express interest in hosting an event larger than 200 people or a street party grows beyond that number with growing popularity each year staff within the NDO and Special Events (Economic Development) will work collectively to provide guidance and support to these resident groups. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this delivery of core service. Strategic Priority: Safe & Thriving Neighbourhoods Strategy: 3.1 Give citizens the tools and opportunities to play an active leadership role in creating great neighbourhoods and fostering a stronger sense of community belonging. Strategic Action: #NB1 Neighbourhood Strategy FINANCIAL IMPLICATIONS: Any consideration of a special event permit fee will be referred to the fees and charges review of the 2019 budget process. Street party events will be exempt from permit fees to make them accessible for neighbourhoods. COMMUNITY ENGAGEMENT: INFORM committee meeting. CONSULT Staff involved in the event planning and road closure process hosted a workshop with 15 residents to explore ways to simplify street parties. Through a massive community engagement campaign for the creation of the Love My Hood Neighbourhood Strategy, 5,651 residents provided input in 3,942 hours of conversation. The desire for more neighbourhood events, including street parties, was a top priority for residents. ACKNOWLEDGED BY: Justin Readman, General Manager, Development Services Department 7 - 4 Attached: Appendix A Proposed Special Event Permit Bylaw Appendix B Street Party Event Petition Road Closure form Appendix C How to Host a Street Party Event guide Appendix D Special Event permit (used Region wide) Appendix E Noise Bylaw Exemption form 7 - 5 BY-LAW NUMBER OF THE CORPORATION OF THE CITY OF KITCHENER (Being a by-law with respect to special events on city roads temporary closing of city roads) WHEREAS section 2 of the Municipal Act, 2001, S.O. 2001, c. 25, states that The Corporation of the City of Kitchener is given powers to foster good government; AND WHEREAS section 11 of the Municipal Act, 2001, S.O. 2001, c. 25, gives The Corporation of the City of Kitchener the power to pass by-laws respecting its highways, including parking and traffic on highways; AND WHEREAS section 27 of the Municipal Act, 2001, S.O. 2001, c. 25, authorizes The Corporation of the City of Kitchener to pass a by-law respecting a highway if it has jurisdiction over the highway; NOW THEREFORE the Council of The Corporation of the City of Kitchener enacts as follows: Definitions 1. In this by-law, (a) (b) the traffic flow in all directions existing before the closure is maintained and no diversion of traffic to another road is required; (c) (d) ad such that a diversion of traffic to another road is required; (e) Services for the City or any successor position or his or her designate; (f) ine of moving or parked vehicles; (g) Corporation of the City of Waterloo, The Corporation of the Township of North Dumfries, The Corporation of the Township of Wellesley, The Corporation of the Township of Wilmot, or The Corporation of the Township of Woolwich; 7 - 6 (h) Region or a local municipality; (i) Event Permit within the previous two (2) calendar years for a similar, day(s) and time, and that the use of or absence of alcohol is the same as described in the prior issued Special Event Permit; (j) -law enforcement officer or a municipal law enforcement officer appointed by the City, or a member of the Waterloo Regional Police Services; (k) partnership, association or corporation; (l) (m) road such that the traffic flow in all directions existing before the closure is maintained and no diversion of traffic to another road is required; (n) (o) road such that a diversion of traffic to another road is required; (p) Event Permit from the City within the previous two (2) calendar years; (q) driveway, square, place, bridge, viaduct or trestle, any part of which is intended for or used by the general public for the passage of vehicles and includes the area between the lateral property lines thereof; (r) Event, parade, procession, ceremony, beer garden, sidewalk or street sale, festival, carnival, bicycle or foot race, walkathon, demonstration, resident-led traffic calming initiatives, or any event that requires a City lane closure or a City road closure or may interfere with the normal flow of traffic on a City road, but does not include: (i) a wedding or funeral procession; (ii) picketing; (iii) loading or unloading necessary for business purposes; or (iv) an activity for which the City has granted permission by way of an agreement or permit; 7 - 7 (s) -law for a Special Event and shall include a permit issued for a Special Event by the City, the Region, or a local municipality provided such permit includes or included a City street and the necessary approval by the Director for use of such City street; (t) section 5(b) of this by-law and where that person is not an individual shall include its authorized representative(s); and (u) (i) has the purpose of fostering Neighbourhood spirit; (ii) is taking place entirely on a road of a local municipality, being either a block to block or intersection to intersection road closure; (iii) is not taking place on a Regional road; (iv) has no alcohol consumption; and (v) has any further attributes as determined by the Director; PROHIBITIONS 2. No person shall hold a Special Event on a City road without first having obtained a Special Event Permit in accordance with this by-law. 3. No person shall attend a Special Event on a City road unless as Special Event Permit has been granted for the Special Event in accordance with this by-law. SPECIAL EVENT PERMIT APPLICATION 4. Every person holding a Special Event shall ensure that an application is made to the Director for a Special Event Permit and that a Special Event Permit is obtained prior to the Special Event taking place. 5.Every person who applies for a Special Event Permit shall provide the Director with: (a) - mail address and when applying on behalf of a Special Event Organizer other than him/herself shall also include any position that they hold with the Special Event Organizer; (b) the legal name of the Special Event Organizer who will carry out the responsibilities or a Special Event Organizer under this by-law and a signature of the Special Event Organizer; (c) where the Special Event Organizer is different from the applicant for the Special Event Permit, additional contact information for the Special Event Organizer including street address, telephone number before and during the Special Event, fax number and e-mail address as applicable; 7 - 8 (d) the legal name, street address, telephone number, fax number and e-mail address of any Special Event sponsor; (e) the type and purpose of the Special Event; (f) the date(s) and day(s) of the week when the Special Event is to be held and, if applicable, the date(s) and day(s) of the week the Special Event was last held; (g) the number and type of participants and vehicles in the Special Event, including individuals, bands, horses, bicycles, cars and floats; (h) for each date of the Special Event, the time that set-up or assembly will commence, the time that the Special Event will commence, and the time that the Special Event will finish inclusive of clean-up time; (i) a description of the assembly and disassembly areas for the Special Event; (j) the road(s) to be used for the Special Event whether or not they are City roads; (k) a Certificate of Insurance, satisfactory to the Director, showing a comprehensive policy of public liability and property damage insurance for the Special Event in respect to any one accident, against loss or damage resulting from bodily injury to or death of one or more persons and loss of or damage to property in a minimum amount of: (i) $5,000,000 for any Special Event that includes the consumption of alcohol on a City road; or (ii) $2,000,000 for a Special Event that does not include the consumption of alcohol on a City Road. (l) an indemnity signed by the Special Event Organizer that is satisfactory to the Director; and (m) any additional information or documentation for the purposes of administering this by-law as requested by the Director. 6.No person applying for a Special Event Permit shall knowingly provide false information to the Director. 7.The Director may require the person applying for a Special Event Permit to prepare and deliver personally or by registered mail a notification setting out the type, purpose, location, date and time of the Special Event to all affected homes, businesses and institutions, as determined by the Director. Each notification shall include a stamped envelope addresse 8. In the event of a Street Party Event, the applicant for the Special Event Permit must ensure a petition provided by the City is circulated to all residents with a municipal address located on the road where the proposed Street Party Event is to be held. The applicant for the Special Event Permit shall provide the original petition to the Director. 7 - 9 A Street Party Event with anticipated attendance of 200 or more people shall be subject to additional requirements at the discretion of the Director. Such requirements may include without limitation, requirements for paid duty police officers, emergency services support and additional insurance. 9.Every applicant for aSpecial Event Permit for a New Special Event shall make their application at least ninety (90) days in advance of the Special Event. 10.Every applicant for a Special Event Permit for a Reoccurring Special Event shall make theirapplication at least thirty (30) days in advance of the Reoccurring Special Event. GRANT, REFUSAL OR REVOCATION OF SPECIAL EVENT PERMIT 11.The Director may grant a Special Event Permit,refuse to grant a Special Event Permit or may grant a Special Event Permit imposing conditions as a requirement of obtaining and continuing to hold it, including, but not limited to, the condition that a notice setting out the type, purpose, location, date, time and other information as required be delivered not less than seven (7) days or as required by the Director in advance of the Special Event to all affected homes, businesses and institutions, as determined by the Director. 12.In considering the grant, refusal or grant with conditions of a Special EventPermit, the Director may have regard to: (a) whether or not, considering any past Special Events, the Special Event is likely to be carried out in compliance with the Special Event Permit and this by-law; (b) any conflict with a previously scheduled activity for which the City, Region or a local municipality has granted a permit; (c) the anticipated disruption of traffic or public transit; (d) the response of Waterloo Regional Police Services to the application; (e) failure to obtain all required responses to any petition required by the Director; (f) the response of any person required to be petitioned under this by-law; (g) whether or not the Special Event may result in a threat to public safety; (h) road construction, construction or any sort, or conflict with municipal by-laws, resolutions or policies; and (i) any opposition to the Special Event, including any safety concerns. 13. At any time after a Special Event Permit has been granted by the Director, the Director may revoke theSpecial Event Permit or impose a condition re-routing the Special Event upongiving verbal notice, in person or over the telephone, or written notice, by regular mail, fax or e-mail to the person who applied for theSpecial Event Permit or the Special Event Organizer. The Director may also impose last minute conditions on the Special 7 - 10 Event due to safety issues or public authorities such as the Waterloo Regional Police Services making changes. GENERAL 14. The Director may modify the time periods prescribed for submitting an application for a Special Event Permit set out in this by-law. 15. Every applicant for a Special Event Permit shall: (a) ensure that the Special Event Organizer is aware of and complies with any conditions imposed under sections 11 or 13 of this by-law; and (b) pay all municipal fees and charges for the Special Event. 16.Every Special Event Organizer shall: (a) be present at the Special Event; (b) produce the Special Event Permit to the Director, a municipal law enforcement officer or any police officer on his or her demand while the Special Event is being held or set up; (c) ensure compliance with any conditions imposed under sections 11 or 13 of this by-law that are required to be carried out while the Special Event is being held; and (d) ensure that the Special Event complies with all provisions of this by-law and the Special Event Permit. 17.The Special Event Organizer shall ensure the clean up and restoration of the City road immediately following the finish of the Special Event. 18.When a City lane or a City road is closed by the Director for a Special Event, the City, an Officer, any person authorized by the City, and any utility may enter the closed road area at any time. 19. The person applying for a Special Event Permit under this by-law, the Special Event Organizer, and the participants in the Special Event shall comply with all applicable municipal by-laws and provincial and federal laws including those pertaining to special events, filming, fees, charges, work within a road, signs, traffic, parking, noise, pyrotechnics, alcohol, firearms, building, and smoking, and shall also comply with the Safe Streets Act, S.O. 1999, c. 8. 20. No person shall install, maintain, move or remove signing and barricades on City roads without the permission of the Directorexcept the Special Event Organizer who may, at an appropriate location, move and then immediately restore a barricade to its original position to allow ingress/egress to the Special Event site without changing the intent of the barricade set up. 7 - 11 21. A Special Event Permit granted under this by-law: (a) shall not be transferable from one person to another, from one Special Event to another, from one date and time to another, or from one location to another without the written permission of the Director; and (b) shall expire when the Special Event finishes as indicated on the Special Event Permit. PENALTY, ADMINISTRATIVE AND ENFORCEMENT 22. Every person who contravenes a provision of this by-law is guilty of anoffence and upon conviction is liable to a fine not exceeding five thousand dollars ($5,000), exclusive of costs, pursuant to the Provincial Offences Act, R.S.O. 1990, c. P.33. 23. Any administrative forms required under this by-law may be prescribed from time to time by the Director. 24. This by-law may be enforced by the Director, an officer, or by any other individual duly appointed for the purpose of enforcing this by-law. 25. If any section or sections of this by-law or parts thereof are found by any Court to be illegal or beyond the power of the Council to enact, such section or sections or parts shall be deemed to be severable and all other sections or parts of this by-law shall be deemed to be separate and independent and shall continue in full force. 26. Each and every provision of this by-law is severable and, if any provision or provisions of this by-law should, for any reason, be declared invalid by any court, it is the intention of Council that each and every of the then remaining provisions of this by-law shall remain in full force and effect. 27. This by-- PASSED at the Council Chambers in the City of Kitchener this day of ,2018 _____________________________ Mayor _____________________________ Clerk 7 - 12 lovemyhood.ca/streetparties Street parties are fun events that foster neighbourhood spirit. The City of Kitchener is excited to support residents who take initiative to plan and host a street party in their neighbourhood. Thank you! Please complete and submit this form, at least four (4) weeks in advance of your event : Stephanie Brasseur, Traffic Project Coordinator, stephanie.brasseur@kitchener.ca, 519-741-2200 x7373 or to Lou Slijepcevic, Lou.Slijepcevic@kitchener.ca, 519-741-2200 x7153. Location/Street: ___________________________________________________ Block From/To: ___________________________________________________ Name of Special Event: ___________________________________________________ Date: ____________________________________________________ Times: ____________________________________________________ Organizer/Supervisor: _____ _________________________________________ Address: ____________________________________________________ Phone Number: _____________________________________________________ Email: _____________________________________________________ Activities planned on-street: ________________________________________________ Noise exemption form to be attached and submitted with petition Insurance Acquired through the Group will provide private coverage on (check one) Municipal Insurance Program. prescribed certificate furnished by City. We, the undersigned, have no objections to the temporary closure of our roadway during the time of the proposed special event detailed below. It is understood that access for all local residents and emergency service vehicles will be maintained at all times. Alcohol is not permitted. If you have concerns or questions for this event, please contactʹ ΝƓğƒĻ ƚŅ ƭƷğŅŅ ĭƚƓƷğĭƷ ŅƩƚƒ ƓĻźŭŷĬƚǒƩŷƚƚķ ƦƩƚŭƩğƒƭ ğƓķ ƭĻƩǝźĭĻƭ źƓƭĻƩƷĻķΞ͵ 7 - 13 NAME ADDRESS SIGNATURE 7 - 14 NAME ADDRESS SIGNATURE 7 - 15 NAME ADDRESS SIGNATURE 7 - 16 7 - 17 How to hosta Street Party 7 - 18 About this guide What are street parties? Street parties are fun events right on your own where to start, this guide is for you! neighbourhood street. They are small gatherings of less than 200 people and the primary audience her all of the common tasks that is people who live in the neighbourhood. go into organizing a street party and clearly laid out the process for getting approval from the city The goal of street parties is to foster to close the street. neighbourhood spirit, and that can often be done with simple, low-cost, easy-to-plan activities. If your event is for more than 200 people or is intended for a city-wide audience, there are Popular activities for a street party include a BBQ additional requirements and costs related to or potluck, live music, games,sports or holiday or emergency planning, safety and sanitation, so cultural celebrations.You can find a bunch of please contact city staff for advice. You can also ideas for your next street party by seeing what visit kitchenerevents.ca for an event planning other neighbourhoods are doing at toolkit to get started. lovemyhood.ca/ideas. Alcohol is not permitted at street parties. Who do I contact to get Inflatables or animal rides are not allowed under started? alternative insurance is arranged. Contact our team to get started. We are here to help! Benefits of street parties Neighbourhood Street parties are fun! Expect lots of laughter as Development Office you meet new people and catch up with old friends. Street parties bring neighbours together Lauren Burr and help to foster a sense of belonging. They can lovemyhood@kitchener.ca 519-741-2200 ext. HOOD (4663) also instil a sense of neighbourhood pride. Often, conversations at street parties can help This information is available in alternative formats neighbours discover common interests and form upon request. Please call 519-741-2200 ext. or strengthen relationships between neighbours. 4663 or TTY 1-866-969-9994 for assistance. Street parties can even foster a safer neighbourhood and prevent crime. When neighbours know each other, they can look out for each other and be ready to help out in times of need. 2 7 - 19 How to make your street How much does a street party inclusive party cost? For over 25 years, Festival of Neighbourhoods Good news! There is no cost from the city for the has collected examples of activities that work well special event road closure permit. in different neighbourhoods. To answer some of Expenses related to hosting an event are your your questions related to how to involve all neighbours and make sure everyone can feel a simple potluck and you have any welcome at your street party, check out these expenses at all! tools: Some residents choose to collect donations from Neighbourhood Activity Guide each neighbour to buy food and drinks or hire a Neighbourhood Activity Trunk band or other entertainment. Local businesses Useful Contacts and Local Resources may be interested in donating food, supplies or Inclusion Challenge cash to your event. You are taking an important step to making your You can apply for up to $2,000 through the neighbourhood more inclusive by inviting all Neighbourhood Matching Grant. Just remember neighbours to come together. Not only are you this is a one-time grant and cannot fund events reshaping a physical space where people can every year. If you are awarded a grant, we will interact in new ways, you are alsocreating the even cover the cost of insurance! potential for long term relationships to flourish. Share with Festival of Neighbourhoods what How long does it take to worked well in your neighbourhood. organize a street party? We recommend starting to plan your street party three to four lots of time to get everyone involved, arrange for the special event permit, road closure and promote your event. Please remember to submit your road closure petition and noise exemption forms at least four weeks before your event. If approval from Public Health is required, provide at least 45 days. 3 7 - 20 8 steps to host a street party Organize logistics Get started 3. Go door-to-door to complete the 1. Form a group to help out road closure petition form Bring together three to five people who are eager A road closure impacts every resident on the to be involved and help plan your street party. also a good idea to identify a coordinator who can the road closure. We also ask you to collect help keep everything on track. signatures of support from 60% of the people on Together, identify a vision for your street party your street. and some key goals you hope to achieve. Use our road closure petition form which has all Brainstorm ideas on what to do. Think about what the relevant information people will need to know might attract different ages and cultural in order to sign in support. You can also apply backgrounds, so everyone feels welcome. online at lovemyhood.ca/streetparties. Contact our team for guidance and support and Submit the form to city staff to receive a special we will have someone connect with you. event permit for closing the road. Please allow 2. Decide when and where to host four weeks for processing. Insurance will also be arranged on your behalf, with no cost to you. your street party Pick a date and time for your street party. If you 4. Submit other paperwork make it an annual event, it is a good idea to stick Your event will likely include some noise that is with the same date year after year. Remember to louder than usual. Complete the noise exemption set a rain date as well! form so our bylaw o Consider hosting your event on Neighbours Day happening in the case of complaints. always the second Saturday in June when You will need a business license if you charge people across Kitchener host and attend events money at the event for admission, food or in their neighbourhood. entertainment (such as food trucks/vendors, retail Choose a residential street for your party. The vendors or busking). street must be closed from block to block, so free or donated food, like potlucks andBBQs. emergency vehicles can quickly identify the closed street and adjust accordingly. basis to cover costs of your event does not require a license. Ask city staff for more direction Collector and major arterial roads are not eligible or learn more at kitchener.ca/businesslicensing. not sure if your street qualifies. 4 7 - 21 5. Promote your street party 8. Have fun! There are lots of ways to spread the word about Set things upand get partying! your event. When going door-to-door bring your take pictures and share on social media, using event flyers or posters. Other ideas include social #lovemyhood! media, emails, media, or advertising. After the street party ends,wrap-up by: Notify your neighbourhood association or local Taking down equipment, cleaning up and community partners and ask them to include in disposing of waste. their newsletters or communications. Ensuring everything is removed from the Think about different ages, demographics, roadway, and then reopen the road. cultural backgrounds or special interest groups. Thanking your volunteers a lot! They will all have preferred ways of Reflecting on how everything went and communicating so reach out in different ways to planning ahead for next year. connect with different people. Safety Checklist 6. Make a schedule and site plan Please take the time to plan so the event can be Time to bring it all together! Sketch out where the safely enjoyed by everyone: different activities will occur, leaving an emergency route free of barriers. Make sure Follow public health food safety guidelines everyone knows their responsibilities and what and contact Region of Waterloo Public time everything is happening from set up to clean Health at 519-883-2008 ext. 5147. up. Identify a single person to make decisions in case of emergency and prepare an Think about safety and possible emergencies. emergency communications plan. Follow our Safety Checklist for guidance. Monitor the weather in case plans need to change. Host the street party Clearly communicate to all event 7. Close the road to vehicles open attendees that alcohol is not permitted. Have a first aid kit and fire extinguisher. it to people! Complete a safety check before the event Barricades will be delivered to your street a day starts, to be sure things like barricades, tents, or tables are set up properly. time to start setting up your event, move the If an accident or injury occurs and you barricades onto the incoming lane to safely close received insurance through the city, the street. Leave the lane exiting the street free of complete an incident report form, found at barricades for emergency vehicles or people lovemyhood.ca/insurance. accessing their driveways. Make sure you have your special event permit at your event. 5 7 - 22 Street parties in Kitchener Picture and story to be inserted from Neighbours Day 2018. For the Westmount Neighbourhood Association, their street is the setting for an annual BYOP party Bring Your Own Picnic on Neighbours Day. The street becomes alive with laughter and conversation. Picture and story to be inserted from Neighbours Day 2018. Ice cream was a big hit when Wilson Avenue was closed for a street party while students painted the crosswalks leading up to the local elementary school. 6 7 - 23 REGIONAL MUNICIPALITY OF WATERLOO AND LOCAL MUNICIPALITIES SPECIAL EVENT PERMIT FILE: T15-20/________ Month Application and Permit to hold a Special Event on a Municipal Road (Region of Waterloo Special Event Permit By-Law 05-076) PRE-APPROVAL INFORMATION AND DOCUMENTATION: NAME OF ORGANIZATION SPONSORING THE EVENT: Street address Telephone number Fax number E-mail address NAME OF APPLICANT: Position with sponsoring organization Street address Telephone number Fax number E-mail address NAME OF SPECIAL EVENT SUPERVISOR: Position with sponsoring organization Street address Telephone number before the event Telephone number during the event Fax number E-mail address TYPE OF EVENT: ______ PURPOSE OF EVENT: Is this a community-sponsored, non-profit event? yes no Will the event include the consumption of alcohol on a Regional road? yes no Will the event include the solicitation of donations from the driver or any other person in a motor vehicle? yes no DAY(S) OF THE WEEK AND DATE(S) OF EVENT: FROM TO DAY/MONTH/DATE/YEAR Day(s) of the week and date(s) that the event was last held: from to day/month/date/year FOR EACH DATE OF THE EVENT: Time that set-up or assembly will commence Time that event will commence Time that event will finish including clean-up NUMBER OF PARTICIPANTS: Individuals Bands Horses Bicycles Cars Floats Other ASSEMBLY AREA: DISASSEMBLY AREA: TABLE 1 ROAD AUTHORITY ROADS TO BE USED (MUNICIPALITY) PAGE 1 OF 3 7 - 24 RMOW FILE: T15-20/ REGIONAL MUNICIPALITY OF WATERLOO APPLICANT: _______________ AND LOCAL MUNICIPALITIES SPECIAL EVENT PERMIT- continued TABLE 2 PARKING PROHIBITIONS ROAD SIDE FROM TO ROAD OR LANE CLOSURES ROAD SIDE FROM TO Changes to traffic control devices including signs, pavement markings, traffic control signals, etc.: Bus stop relocations: Other information required from application: MUNICIPAL STAFF TO FILL IN THIS SECTION: AMOUNT OF CERTIFICATE OF INSURANCE: $2,000,000 $7,000,000 OTHER AMOUNT $ DATE OBTAINED: APPLICANT TO PREPARE AND DELIVER SURVEY? YES NO DATE DELIVERED: CONDITIONS OF APPROVAL: APPLICANT TO PREPARE AND DELIVER NOTICE? YES NO APPLICANT TO ARRANGE FOR ASSISTANCE WITH RED LIGHT CAMERA OPERATIONS? YES NO OTHER CONDITIONS: This Permit is conditional upon the applicant signing below and agreeing to the conditions listed on pages 1, 2 and 3 of this Permit. The Regional Municipality of Waterloo confirms that electronic signature of this document is acceptable provided that the applicant is specifically authorized by the sponsoring organization to enter into and execute this document in such manner. DATE: SIGNATURE OF APPLICANT: This Permit is conditional upon the approval of the Affected Municipalities. The Affected Municipalities include any that are listed as a road authority in Table 1 of this Permit. PERMIT APPPROVED BY MUNICIPALITY DATE Region of Waterloo City of Cambridge City of Kitchener City of Waterloo Township of North Dumfries Township of Wellesley Township of Wilmot Township of Woolwich PAGE 2 OF 3 7 - 25 REGIONAL MUNICIPALITY OF WATERLOO AND LOCAL MUNICIPALITIES SPECIAL EVENT PERMIT- continued Conditions of Approval: 1. The applicant should submit a copy of this Permit to his or her Insurance Company to ensure that a proper Certificate of Insurance is produced. 2. The applicant shall purchase and maintain third party liability insurance acceptable the Affected Municipalities throughout the term of this Agreement. Unless otherwise specified, the terms of the insurance shall be from the date of commencement of set-up or assembly for the Special Event until the date of completion of all related activities on the road system. Such coverage shall protect the Affected Municipalities against all claims for all damages or injury including death to any person or persons and for damage to any property of any Affected Municipality or any other public or private property resulting from or arising out of any act or omission on the part of the applicant or any of his or her servants or agents. Coverage shall consist of a comprehensive policy of public liability and property damage insurance for the Special Event in the amount identified on Page 2 per occurrence. Such insurance shall name the Affected Municipalities as additional insured thereunder. Such insurance shall be extended to include the following endorsements: Blanket Contractual Liability and Cross Liability with a Severability of Interests Clause. If applicable, host Liquor Liability Endorsement will be required for a Special Event that requires a Liquor License. Such insurance shall state that coverage will not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail to the Affected Municipalities. 3. If applicable, the applicant shall purchase and maintain automobile third party liability insurance in the amount of $2,000,000 which is to be acceptable to the Affected Municipalities through the term of the Agreement covering all owned, leased and non-owned automobiles used in connection with the activities governed by this Permit. 4. This insurance coverage shall be primary insurance to the insurance carried by the Affected Municipalities. Any insurance or self-insurance maintained by the Affected Municipalities shall be excess of this insurance and shall not contribute with it. 5. The Affected Municipalities reserve the right to modify the insurance requirements as deemed suitable. 6. The applicant, his or her heirs, executors, administrators and assigns will indemnify and save harmless the Affected Municipalities from any and all claims, demands, suits, actions and judgments made, brought or recovered against the Affected Municipalities and from all loss, costs, damages, charges or expenses that may be incurred, sustained or paid by the Affected Municipalities by reason of the granting of the Special Event Permit. The indemnity provisions of this Agreement shall survive the termination of the Agreement. 7. The applicant has read and understood the Region of Waterloo Special Event Permit By-law, which is available on the Region’s website at www.region.waterloo.on.ca. COLLECTION NOTICE Personal information requested on this form is collected under the authority of the Municipal Act and will be used to assist staff and Councillors of the Affected Municipalities in making a decision on this event. Questions regarding this collection should be forwarded to staff of the Affected Municipalities. REVISED: October 2009 PAGE 3 OF 3 7 - 26 City of Kitchener Application for Noise Enforcement Division Exemption to 33 Ontario Street North Kitchener, Ontario Noise By-law Chapter 450 N2G 4G7 Applicant Name Last First Phone Number Applicant Address Number Street City Postal Code Applicant E-mail Address: Event Title: Location of Event/Street: Date of Event: Contact Name during Event : Phone Number during Event: Type of Event (wedding, birthday, bbq etc.): Date and time of the event: Event end time: Expected attendance: Public event or invitation only: If open to public, please describe: Type of noise expected (Ex. Music, loudspeaker, amplified sound etc): Diagram of setup if possible to determine where sound will be projected (please attach) Will residents in the area be contacted to inform them of the possible noise? If so, how: What measures will be taken if any to limit the amount of noise: Describe the reason(s) why the exemption should be granted (attach an extra sheet if required): OFFICE USE ONLY: Application Accepted by: Application Received: Exemption Approved By: Date Issued: Permit # Special Instruction/Restrictions: 7 - 27 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Mark Hildebrand, Director Neighbourhood Programs and Services, 519-741-2200, X7686 PREPARED BY: Mark Hildebrand, Director Neighbourhood Programs and Services, 519-741-2200, X7686 WARD (S) INVOLVED: Ward Four DATE OF REPORT: May 24, 2018 REPORT NO.: CSD-18-086 SUBJECT: Doon Pioneer Park Community Centre Expansion Update ___________________________________________________________________________ RECOMMENDATION: That $550,000 be added to the Doon Pioneer Park expansion budget to address the project over- expenditure, and That funding for the over-expenditure be considered and referred to the 2019 Development Charges Background Study and the 2019 Capital Budget & Forecast. BACKGROUND: In February 2017, Council approved the Doon Pioneer Park Expansion Business case, including $3.97million in the 2017 capital budget for the expansion. Of the $3.97 million, $2.9 million was specifically allocated for construction, while the remainder was allocated for contingencies, soft costs (e.g. consultant fees, percent for art) and HST. In May 2017, City Council awarded a tender to +VG Architects to work with the project team, to design and develop drawings for the renovation and expansion. The expansion was scheduled to be completed over 2018 and 2019. The project team (including City of Kitchener staff and representatives from the Kitchener Public Library (KPL) and neighbourhood association) worked with +VG architects on drawings that would meet the needs outlined in the business case. The drawings (see appendix A) forwarded by the architects includes an expansion of approximately 9,000 square feet and renovations of existing spaces that would increase and enhance amenities available at the centre. The current concept includes a new gymnasium, two multi-purpose program rooms, a central foyer area, office space, and a new splash pad. REPORT: th Tenders for the Doon Pioneer Park renovation and expansion project closed on March 7 with the goal to commence construction in April 2018. Unfortunately,all of the bids submitted were significantly over- budget, the lowest was approximately $1.14 million over-budget. Post tender analysis and review To understand the significant budget variance, staff asked the architects to engage a professional third party cost consultant to analyze the proposed expansion and renovation developed by the architect, *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 8 - 1 and the estimated costs compared to those included in the bids received. It was the opinion of +VG architects that cost per square foot would be approximately $301, considering the scope of the project. However, the lowest bid came in at approximately $384 /square foot, a 27.5% variance to the Specifically, staff requested the architects to have the third party provide the following: 1. An opinion on the quality and completeness of the tender documents issued by the City, 2. An opinion on the associated cost estimates and whether they fairly represented the contents of the tender documents, 3. An opinion on the construction costs that could be anticipated in March of 2018, and 4. An opinion on the actual tender results, including the possible contributing factors for the higher than anticipated results. That third party cost consultant undertook a review of the documentation provided for the Doon Pioneer Park Expansion and forwarded the following opinion/findings: 1. The tender documents issued by the City appeared to be clear and complete. 2. The market conditions in the Kitchener-Waterloo region appear to be experiencing increased construction activity, which may have resulted in limited availability of trades and/or sub-trades (It should be noted that this poses particular problems for smaller projects like the Doon expansion and renovation). 3. The construction cost as prepared by +VG, may have been on the lower range for some of the elements of this project. Although construction of a stand-alone facility could be anticipated at approximately $300 /square foot, a premium of approximately 10% is expected on the total construction cost of the Doon expansion and renovation because: The construction program is integrating with an existing facility, and There is a loss of economies of scale given small size of the project. The costs estimated for demolition and site work were also believed to be low. 4. In their opinion, having only 3 bidders submit a bid does not constitute a fully competitive process. 5. Had the project been open to a larger pool of contractors with restrictions on the use of non- union trades minimized or eliminated (which is not possible for the City of Kitchener), bid results might have been closer to the budget. 6. The bid form was complex for a project of this size and scope (a small expansion and renovation) in a heated market. Although it was the consultants opinion the bid forms were too complex for a project of this size, staff believe the forms prove to be very helpful when changes (e.g. changes to project scope) occur during the project, to ensure we are working with appropriate pricing. In summary, there may have been a number of factors acting together which contributed to the variance in the pre and post tender cost of this project. 8 - 2 Concerned with the cost per square foot of the tenders (e.g. the lowest bid coming in at $384 / square foot), staff were interested in understanding, historically, what the cost / square foot has been for past community centre projects. Table one outlines past community centre projects and their associated costs. Also provided for each project are inflationary costs, where initial cost /square foot for each project has been escalated 5% per year to get an understanding of what their cost would be in 2018 dollars. Table 1. Cost / Square Foot of past Community Centre Renovations/Additions Inflationary Construction Renovation/Addition Construction Cost/Square Cost Community Centre Area Square (Year)Value ($)Foot($)Square Foot Foot($) Doon Pioneer Park 9,000 + Expansion and Expansion and Renovation$4,043,476renovated $384.00$384.00 Renovation (2018)space Stanley Park Community CentreNew Build3,739,90519,181$ 194.98 $367.66 (2005) Victoria Hills Community CentreExpansion1,604,05713,679$ 117.26 $210.58 (2006) Large Renovation and Bridgeport Community addition (entire interior 1,225,2625,872$ 208.66 $ 339.88 Centre(2008)building renovation, rink boards and site works) Kingsdale Community Reconstruction (Demolition 3,332,81816,533$ 201.59 $283.65 Centre(2011)renovation adaptive reuse) To understand possible approaches to address the over-expenditure experienced with this project, staff reviewed a number of past projects that also experienced over-expenditures. As shown in table two, strategies for addressing over-expenditures falls into 3 categories including: 1. reducing the scope of the project, 2. delaying the project, or delaying a portion the project scope, and/or 3. funding the over-expenditure from other capital and/or reserve accounts. Table 2. Past Project Over-expenditures ProjectInitial Amount Resolution BudgetOver Over-expenditurefunded from the following sources: Victoria Park 1.FM Capital -$65,000 $400,000$150,000 Washrooms2.Parks Improvement fund -$25,000 3.Capital Contingency -$60,000 Over-expenditurefunded from the following sources: Kingsdale 1.FM Capital $86,000 $3.69 million$458,000 Community Centre2.CP&S GP -$200,000 3.Capital Contingency -$172,000 Bridgeport Scope reduced as a result of constraints associated with $2.25 million$1.08 million Community Centrebuilding on a floodplain. Charles/Benton This project was delayedby 5 yearswhen the first round of $16 million$450,000 Parking Garagetendering came in high in 2002. During the second 8 - 3 ProjectInitial Amount Resolution BudgetOver tendering, over-expenditurewas associated with a staircase to be considered forthe Charles Street frontage. It could not be accommodatedin the project budget so it was removed. Over-expenditureaddressed by: Kitchener i.reducing and delaying scope of the project Operations Facility ii. $46 million$2.2 million current iii.funding from asset management reserve fund generated through additional land sales As shown in table two, over-expenditures of past projects were often addressed using a combination of strategies which included reducing project scope, delaying the project or part of the project, and/or funding the over-expenditure from other capital or reserve accounts. Staff have utilized these historic approaches to formulate the recommendation for this project. Recommendation for the Doon Expansion Project Staff have been in compliant bidder Gateman-Milloy Inc., to reduce the cost of the alterations to the project without jeopardizing building functionality, the splash pad, or significantly decreasing the expansion square footage. After reviewing all the elements of the project as part of the discussions, a reduction of approximately $510,000 can be found. In addition, the Doon Pioneer Park Community Association will be contributing $80,000 to the project. In addition to these amounts however, it will still be necessary to add an additional $550,000 to the construction budget. In order to fund this additional amount ($550,000), staff are recommending to pre-commit future development charges in 2019 and staff have contacted the consultant that prepared the 2014 DC study (Hanscomb), to are used to fund growth-related community centres). Hanscomb million of additional funding willlikely be available for indoor recreation as part of the 2019 DC study. If this recommendation were pursued, Supply Services would bring forward a recommendation (report FIN-18-014)to award the tender at the negotiated reduced tendered price to the June 25, 2018 Council meeting. If therecommendationto add to the budget and continue with the current projectwerenot pursued, staff wouldremain dedicated to seeing an expansion and renovation to completion. However, it would require thecancellation of the current tender, and a revised (reduced) scope of work be re-tendered to meet the $2.9 million construction budget, or a revisedbudgetamount as directed by councilat a later date. Re-tendering would not occurbeforeNovember -December 2018 and this would delay the project by at least a year, with estimated construction beginning spring 2019. It is expected that with a smaller renovation, pressure to find programming space would continue with the existing facility in this community. TheDoon Pioneer Park business case projecteda population increase between 8,366 and 11,086 people and a household increase between 3,512 and 4,000 units by the year 2036. This trend indicates that demand for community services will continue to risein this community. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Strategic Priority:Safe and Thriving Neighbourhoods 8 - 4 Strategy: NB42 Doon Pioneer Park Community Centre Expansion Strategic Action: Upon completion of the Business Case, design and construct an addition to the Doon Pioneer Park Community Centre. FINANCIAL IMPLICATIONS: Staff are suggesting to add $550,000 to the Doon Pioneer Park expansion budget in order to help address the project over-expenditure. COMMUNITY ENGAGEMENT: INFORM / committee meeting. ACKNOWLEDGED BY: Michael May, DCAO, Community Services 8 - 5 Appendix A 8 - 6 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Mark Hildebrand, Director Neighbourhood Programs and Services,519-741-2200 ext. 7687 PREPARED BY: Mark Hildebrand, Director Neighbourhood Programs and Services,519-741-2200 ext. 7687 Ryan Hagey, Director Financial Planning,519-741-2200 ext. 7353 WARD(S) INVOLVED: Wards 4 and 5 DATE OF REPORT: June 4, 2018 REPORT NO.: CSD-18-089 SUBJECT: Facility Partnership with the Waterloo Region District School Board in the Huron - Brigadoon area - Update ___________________________________________________________________ RECOMMENDATION: That the Mayor and Clerk be authorized to execute agreements with the Waterloo Region District School Board for the construction and ownership arrangements of a joint facility to include at least a school and a community centre on their Tartan Avenue property; said agreements to be satisfactory to the City Solicitor; and further That the Mayor and Clerk be authorized to execute any agreements necessary to operate the joint facility including common facilities and operating agreements; said agreements to be satisfactory to the City Solicitor; and further Development Charges Background Study and the 2019 Capital Budget & Forecast. BACKGROUND: 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. Opportunity existed 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. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 - 1 On March 5, 2018, the Community and Infrastructure Services Committee considered report CSD-18-047, which outlined the benefits and challenges of partnering with the Waterloo Region District School Board (School Board) to build a joint school, community centre, child care, and EarlyOn family and child centre in the Huron Brigadoon area. Benefits included: 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. The partnership also satisfies the current Provincial Places to Grow legislation that expects public services/facilities to be planned and co-located as community hubs, and integrated to promote cost-effectiveness. As outlined in report CSD-18-047, entering into a partnership with the school board to build a joint facility on this property would save the City significant dollars. Although final cost per square foot has yet to be confirmed by the Ministry of Education, the estimated cost for 8,000 square feet of space designated to the City of Kitchener would be approximately $2,900,000. For the same amount of floor space, if the City were to build a stand-alone facility without the school board, it is estimated that it would cost approximately $4,125,000. Economies of scale associated with building a school, using cloned footprints in school design, using different finishes and fixtures, and not having the additional requirements that the City puts on their own projects (e.g. adding a percent for art or building to LEED standard) all contributes to the schools ability to build at a lower cost. At that time, Council directed staff to participate with the school board in a site fit study, to validate the ability to construct a building that would fit all of those elements onto the .Staff were also asked to report back with the results of the site fit study, as well as options for funding a community centre in this location, if the results of the site fit study confirmedall partners could fit on the property. REPORT: Results of the Site Fit study BluePlan Engineering was engaged by the Waterloo Region District School Board to complete the site fit study for the proposed Tartan Avenue site (see appendix A showing site location). Specifically, the following elements were analysed to see if they could fit on the site: A 65,000 square foot (S.F.) 2 story elementary school An 8,000 S.F. Community Centre (City of Kitchener) An 8,000 S.F. Childcare Centre, and An 8,000 S.F. EarlyON Centre. In addition to the facility space, the following additional areas were also considered for the site, including: A 39,100 S.F. on site parking area, A 38,750 S.F. student/bus drop off area along the Tartan Avenue frontage, 9 - 2 A 58,000 S.F. soccer pitch, A 51,600 S.F. softscape playground area for the school, and A 32,500 S.F. hardscape (i.e. asphalt) playground area for the school. Review and analysis of the site and the above requirements show that there is sufficient space at the Tartan Avenue site to satisfy all the program requirements for each of the partners. Appendix B (attached) includes a confirmation letter from BluePlan Engineering. Possible funding options for Community Centre Portion Staff has investigated several options for funding this facility (e.g. issue debt, fund from non-growth project close outs, fund from reserves with positive balances) but are only recommending options which meet the principle of growth paying for growth. This refers to the premise that any facilities that are built due to needs of a growing community should be paid for by growth related funds, not the tax base.It is important to uphold this principle , many years and because deviating from it means that existing taxpayers are funding a new facility that will primarily service new taxpayers. The two options staff considered to finance this new community centre that meet the principle of are: Pre-committing future development charge (DC) funds, 2) Reallocating DC funds from other growth-related projects. Staff are recommending Option #1, pre-committing future DC funds because this option would not have an impact on the timing of other recreation priorities 10-year capital forecast. OPTION #1 (RECOMMENDED): Pre-commit future development charge (DC) funds: The City determines DC funding by preparing a DC background study and passing the necessary bylaw. By legislation, DC bylaws can last a maximum of five years. The most recent DC study and bylaw were completed in 2014, which means a new bylaw will be required in 2019. In advance of preparing the full background study, staff contacted the consultant used to prepare the 2014 DC study (Hemson), to estimate the 2019 DC calculation for indoor recreation (the section of DCs that are used to fund growth-suggests that $5M of additional funding will be available for indoor recreation facilities as part of the 2019 DC study. This means that the City would be able to fully fund the new community centre utilizing these additional DC funds, without negatively affecting other growth-related indoor recreation projects that are currently in the 2018 Capital Budget & Forecast. 9 - 3 OPTION #2: Reallocate DC funds from other growth-related projects (2017-2022): The 2014 DC study and bylaw included the creation / expansion of three growth-related community centre projects between 2017 and 2022. These community centres are shown in priority order in the table below with their associated budget amounts and timing based on the results of the 2013 Leisure Facilities Master Plan Update. Priority List of Growth Related Community Centre Projects Growth related projectTimingFunding Doon Pioneer Park Community 2017$ 3.974 million Centre Expansion (Priority 1) South End Community Centre 2018 -2021$ 5.056 million New (Priority 2) Mill Courtland Community 2019 -2022$3.293 million Centre Expansion (Priority 3) Staff reviewed projects between 2017 and 2022, analysing the possibility of reallocating funding from these three projects in order to construct the new community centre on the Tartan Avenue property. The Doon Pioneer Park expansion has been designed and construction is planned to begin in 2018. Given the progress of this project, staff do not recommend reallocating any funding from this project. For the other two projects, business cases are scheduled for completion in 2019/2020 with detailed design likely scheduled around 2020/2021 and construction to follow in 2021/2022.Since these projects have not yet started, reallocating funding to the new community centre project would be a possibility, but it is not recommend by staff. Staff has reviewed the budgets for the proposed new South End Community Centre (SECC) and the Mill Courtland Community Centre expansion, and believe that $2.9M can be found taking from these existing projects. If this was done, the expected funding increase for indoor recreation through the 2019 Development Charges study could then beused to replace the amounts reallocated from the SECC and Mill Courtland Community centre projects. Reallocating funding from these two projects will likely delay the opening of each community centre by one year (SECC from 2021 to 2022 and Mill Courtland from 2022 to 2023). For this reason, staff do not recommend this funding approach. 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 health, happiness and well-being by capitalizing on local community assets such as community centres, pools, arenas, libraries, parks, trails and other public spaces. 9 - 4 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. FINANCIAL IMPLICATIONS: The total estimated cost of co-locating a community centre with a school on the Tartan Avenue property is $2.9M. development charge consultant, the next DC study should show adequate room to fund the co-located community centre without affecting any other indoor recreation project. Based on this information, staff recommend including the costs of this new community centre in the 2019 Development Charges Background Study and the 2019 Capital Budget & Forecast. The annual operating budget for a facility this size is estimated to be approximately $305,000 (2018 dollars); $210,000 associated with operating the facility (including staffing costs, administration/materials/supplies, and chargebacks); and $95,000 for maintenance of the facility (including staffing, supplies/equipment/contracts, utilities and fleet/security). The facility would open September 2020, therefore the operating budget can be introduced over two budget cycles, approximately one third of the budget being implemented in 2020 and the remainder of the budget taking affect in 2021. COMMUNITY ENGAGEMENT: INFORM advance of the council / committee meeting. ACKNOWLEDGED BY: Michael May, Deputy CAO Community Services 9 - 5 Appendix A 9 - 6 9 - 7 Appendix B 9 - 8 9 - 9 REPORT TO: Community & Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Brian Bennett, Manager, Business Development, 519-741-2200 x7230 PREPARED BY: Rob Morgan, Brownfield Coordinator, 519-741-2200 x7734 WARD(S) INVOLVED: Ward 10 DATE OF REPORT: May 8, 2018 REPORT NO.: DSD-18-031 SUBJECT: Brownfield Remediation Program Application 1 Adam Street (Victoria Common) RECOMMENDATION: That the Brownfield Remediation Program Application for 1 Adam Street, received from 1841362 Ontario Ltd. be approved, and, That in exchange for a completed and filed Record of Site Condition for the subject property, the owner will be provided a phased tax incremental grant on the phased redevelopment of the property in the form of an annual rebate on City taxes in an amount equal to 100% of the City Tax Increment applied on the basis of the six redevelopment phases; and, That the City Tax Increment be defined as the difference between the City portion of real property taxes for the 2011 taxation year and the new City portion of real property taxes levied as a result of a new assessment by the Municipal Property Assessment Corporation (MPAC) determined for each phase following completion of the redevelopment of each phase, as compensation for the remediation of the above subject property; and, That the total maximum City Tax Incremental Grant for all phases combined is not to exceed $2,025,687.00 payable in phases over a 10 year period; and, That the Region of Waterloo be circulated a copy of any decision made by Kitchener City Council regarding this application; and further, That the Mayor and Clerk be authorized to execute an Agreement, satisfactory to the City Solicitor, with the Regional Municipality of Waterloo and 1841362 Ontario Inc., to implement the provisions of the Brownfield Remediation Program for 1 Adam Street, as outlined in the Development Services Report DSD-18-031. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 10 - 1 BACKGROUND: In September 2011, the City of Kitchener and Region of Waterloo received a Joint Tax Increment Grant (TIG) application from 1841362 Ontario Ltd. (the Applicant) for the remediation and redevelopment of Victoria Common in Kitchener. The property was municipally known as 1 Adam Street, 340 Louisa Street, and 175, 217 and 225 St. Leger Street (please see location map in Attachment A). The 6.12 hectare (15.1 acre) property is a former industrial property that once included a tannery, a woodworking shop and several auto- related businesses. The property, now known as Victoria Commons, is a transit oriented development that is a strong example of reusing underutilized, contaminated lands for intensified residential infill uses. The first three phases included the construction of 208 townhouses and 191 condominium units. An additional 551 condo units are expected in the next three building phases. This TIG would represent the seventh successful joint Municipal and Regional TIG application with approved grants contributing to the development of approximately 1,549 residential units, 55,700 square metres of office and retail space, 39 acres of remediated industrial land and an estimated total post redevelopment tax assessment increase of $528,891,272 vs a pre- redevelopment tax assessment of $8,075,250.00. Based on a detailed assessment of the remediation information and invoices provided, a total of $7,135,059 in direct remediation costs are considered eligible for this TIG. With a 10 per cent allowance for incidental costs afforded under the TIG program ($713,506), the total maximum potential TIG (before deductions for brownfield financial assistance) is $7,848,565. In September 2013, the Regional Municipality of Waterloo approved a Phase Two Environmental Site Assessment Grant of $20,500 and a Brownfield Regional Development Charge Exemption of $2,619,500 for the site. Therefore, the total maximum potential TIG, net of other assistance, for Victoria Common is $5,208,565. Remediation of the site is complete and no other brownfield financial assistance is pending for this development. Eligible Remediation Costs (including 10% allowance)$7,848,565.00 Less other Brownfield Financial Assistance Regional ESA Grant$ 20,500.00 Regional DC Brownfield Exemption$ 2,619,500.00 Total Brownfield Financial Assistance$2,640,000.00 10 - 2 NetEligible Remediation Costs$5,208,565.00 The TIG would be cost-shared between the Region and the City of Kitchener with grant property in the year the application was submitted (2011). Property taxes in 2011 determine that approximately 61.1% (maximum of $3,182,877) of the TIG would be provided by the Region and the remaining 38.9% (maximum of $2,025,689) would be provided by the City of Kitchener. The Cityncremental tax revenue following the phased redevelopment of the property. The Applicant has requested a six phase TIG. Annual payments are expected to last between one and six years for each phase and payments for the first two phases could start as early as 2019. REPORT: Environmental Remediation and Eligible Costs The Phase Two Environmental Site Assessment confirmed the presence of petroleum hydrocarbons and heavy metals in the soil and/or groundwater exceeding Ministry of the Environment and Climate Change standards. The site has been fully remediated and a Record of Site Condition has been filed. City of Kitchener and Regional staff have conducted a detailed multi-year review of the Remedial Work Plan for the site, all subsequent soil testing and disposal work, as well as all submitted invoices. Based on this review, a total of $7,135,059 in direct remediation costs could be substantiated and are accepted as eligible remediation costs for the site. This amount plus a 10 per cent allowance for indirect costs afforded under the joint TIG program ($713,506), results in a net maximum eligible joint TIG of $7,848,565. In September 2013, the Regional Municipality of Waterloo approved a Phase Two Environmental Site Assessment Grant of $20,500 and a Brownfield Regional Development Charge Exemption of $2,619,500 for the site. Therefore, the potential Total Tax Increment Grant net of other assistance for Victoria Common is $5,208,565. No other brownfield financial assistance is pending for this development. Joint TIG Calculations and Payment Schedule The estimated payment schedule for the joint TIG is based on the following information: 10 - 3 The Municipal Property Assessment Corporation (MPAC) assessment value of the property before remediation and redevelopment; An MPAC estimate of the assessed value of the property after remediation and redevelopment; o The estimated increase in Regional and City taxes (tax increment) based on the An estimated total net eligible remediation costs (including a 10 per cent allowance for indirect remediation costs) less any other government financial assistance received. The joint TIG is paid to the Applicant on an annual basis for a maximum of 10 years, or until the net eligible remediation costs have been recovered or the Council approved maximum has been paid, whichever comes first. In the case of Victoria Common, the final net eligible remediation costs are known and were used to calculate the proposed joint TIG and are included in the Recommendation. The joint TIG is cost-shared between the Region and the City of Kitchener, with grant proportions year the application was submitted (2011). While the application was received in 2011, the proposed project was complex and additional time was required to determine eligible remediation costs. Property taxes in 2011 determine that approximately 61.1% (maximum of $3,182,877) of the TIG would be funded by the Region and the remaining 38.9% (maximum of $2,025,689) would befunded by the City of Kitchener. The Applicant has constructed the first three phases of their proposed six phase plan. Depending on the final MPAC assessment of each phase, it is estimated that annual TIG payments would last between one and six years per phase. TIG payments for the first two phases could start as early as 2019. The joint TIG program permits phasing plans of up to 10 years. Pre-Remediation Assessment and Taxes Vs Post Redevelopment Assessment and Taxes The anticipated joint Tax Increment Grant payments and schedule are determined for each application based on the following steps: The first step includes a calculation of the anticipated assessment increment. This is based on 10 - 4 the pre-remediation MPAC assessment value(s) and the estimated post-remediation and redevelopment assessment value(s) for each phase of development as provided by the Applicant. AssessmentAssessmentAssessment Increment* $2,292,301(2011)$268,863,000(est.)$266,570,699(est.) *These values are based on estimates and will be confirmed by MPAC upon project completion. The anticipated assessment increment is then used to calculate the expected annual increase in municipal taxes (Region and City) that would be generated by the remediation and MunicipalMunicipalTotal Area Municipality Tax Increment* City $14,193.86$1,101,330.72$1,087,136.86 Region$22,302.00$1,730,473.44$1,708,171.44 Total$36,495.86$2,831,804.16$2,795,308.30 *Tax amounts do not include the education portion of annual taxes levied as the School Boards do not participate in the program and are rounded to the nearest dollar. Phasing of the Tax Incremental Grant/ Estimated TIG Payment Schedule Due to the size of the residential subdivision, the applicant has requested a 6 phase TIG. The Applicant has constructed the first three phases of their proposed six phase plan. Depending on the final MPAC assessment of each phase, it is estimated that annual TIG payments would last between one and six years per phase. TIG payments for the first two phases could start as early as 2019. Table 1 provides an estimated payment schedule including all six redevelopment phases of Victoria Common. The final payment schedule is not confirmed until each phase is complete and reassessed by MPAC. The share of the TIG would be capped at $2,025,687, as highlighted. 10 - 5 Table 1 Estimated TIG Payment Schedule (Based on Six Phases) Region of YearPhaseCity of KitchenerWaterlooTotal TIG 2019 1 and 2 $ 242,468 $ 380,980 $ 623,448 2020 3 $ 451,532 $ 709,473 $ 1,161,005 2021 $ 267,776 $ 420,746 $ 688,522 2022 4 $ 382,443 $ 600,917 $ 983,360 2023 $ 242,468 $ 380,980 $ 623,448 2024 $ 199,564 $ 313,566 $ 513,130 20255 $ 88,320$ 138,773 $ 227,093 2026 $ 0$ 0$ 0 2027 $ 0$ 0$ 0 20286 $ 151,116 $ 237,443 $ 388,559 Total TIG $ 2,025,687 $ 3,182,878 $ 5,208,565 Impact of the Joint TIG Program in Kitchener The infusion of private investment in the redevelopment of brownfield properties which is supported by the Brownfield Financial Incentive Program (BFIP) is helping to ensure the efficient use of existing infrastructure, as well as helping to achieve the Regions broader economic development and land use planning objectives. Once Victoria Common is complete, MPAC estimates it will have a total assessed value of $268,863,000 compared to $2,292,301 in 2011. 10 - 6 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: through the delivery of core service. FINANCIAL IMPLICATIONS: With the approval of this application the City of Kitchener will provide a total municipal property tax rebate estimated to be a maximum of $2,025,687 payable on a phased basis upon redevelopment and reassessment of each of the 6 phases of this development. The six City of Kitchener TIG payouts range in duration from one year to six years. The range in payout value for the phases is approximately $88,000 to $450,000 per year as described in Table 1. Funding for this application has been accounted for in the Brownfield Capital Account.The source of funding for these grants is ultimately the new tax assessment growth that will result from redevelopment. COMMUNITY ENGAGEMENT: INFORM website with the agenda in advance of the council / committee meeting. This Application has not been circulated to the public. Staff would note that this approval applies only to the City of Kitchener portion of the proposed Tax Incremental Grant. The Region of Waterloo Council has considered and approved its portion of this application at the May 29, 2018 Planning and Works Committee. CONCLUSION: Regional Staff and the Brownfield Steering Committee, ( Investment Advisor, Director of Revenue, City Solicitor, and Director of Planning), reviewed the Brownfield application and are satisfied that the application meets the eligibility and application requirements. Staff support acceptance within the terms and conditions of the Region of Waterloo City of Kitchener Brownfield Remediation Program. The Applicant has requested a six phase TIG. Annual payments are expected to last between one and six years for each phase and payments for the first two phases could start as early as 2019. The Region of Waterloo Council approved the Brownfield Financial Incentive Program application for 1 Adam Street on June 5, 2018. 10 - 7 ACKNOWLEDGED BY: Justin Readman, General Manager, Development Services Attachments: A) Property Location 10 - 8 10 - 9 IF1 - 1 IF1 - 2 Building(604)(414)( 190) Golf4765( 18) Parking 524315 209 Water(82)(111) 29 IF1 - 3 Sanitary Sewer (330)(1,080) 750 Storm Sewer 738590 148 Gas Division (Total) 3,4531,7141,739 Gas Delivery 4,4344,242192 Gas Supply (1,658)(2,844)1,186 Gas Carbon 677316361 IF1 - 4 IF1 - 5 IF1 - 6 IF1 - 7 IF1 - 8 IF1 - 9 IF1 - 10 IF1 - 11 IF1 - 12 IF1 - 13 IF1 - 14 IF1 - 15 Average Short-Term Investment Balance* Investment Report as of April 30, 2018 January to April 2018 Comparison of Short Term Yields IF1 - 16 Operating Fund Accumulated Interest Investment Report as of April 30, 2018 Long Term Investments Cash & Short Term Investments Investment Balances IF1 - 17 REPORT TO: Community Infrastructure and Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Kathryn Dever, Director Strategy & Corporate Performance, 519-741-2200 ext. 7370 PREPARED BY: Jennifer MacLean,Corporate Planning Analyst,519-741-2200 ext. 7263 WARD (S) INVOLVED: All Ward(s) DATE OF REPORT: June 4, 2018 REPORT NO.: CAO-18-015 SUBJECT: Business Plan Status Update April 2018 ___________________________________________________________________________ RECOMMENDATION: For Information BACKGROUND: The City of Kitchener Corporate Business Plan is designed to make progress on the priorities in the 2015-2018 Strategic Plan and the community vision to build an innovative, caring and vibrant community.Having staff commitment to integrate this work into the ongoing operation of the organization provides a management framework that creates clarity and focus for following through on the promises made to the community in the Strategic Plan. The status of projects on the Business Plan is reported to Council three times per year, and progress for ongoing initiatives is reported annually at year-end.The intention of sharing this information regularly with Council and the public is to demonstrate full transparency and accountability for this work. The purpose of this report is to provide Council with the status of all active business plan projects as of April 30, 2018. . This new structure took effect in April 2018 and the 2018 Business Plan has been updated to reflect these changes. As a result, some projects may be found under a new department then in previous reports. REPORT: There were 71 projects in the City of Kitchener 2018 Business Plan that were in progress between January and April of this year. As of April 30th, 83% of all active projects are on track to be completed as planned or have been completed.Significant progress has already been made on a number of projects so far this year with the following projects completed: *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. IF2 - 1 1.Community Engagement Policy (OG15):The Community Engagement Policywas approved by Council on January 29, 2018. This policy provides direction and guidance to ensure that responsibilities to effectively communicate, consult, and engage the community will be fulfilled. 2.Comprehensive Review of Business Licensing (CS31):The review has been completed with a focus on consumer protection, health and safety, and nuisance control and with the purpose of creating a clear concise and modern by-law. In December 2017, a new Comprehensive Business Licensing By-law was passed by Council. The by-law, fees and processes take a customer-focusedapproach to business licensing to support neighbourhood and community organizations as well as to facilitate business development while still protecting the public. 3.Server Systems Failover Capability (CS36):The network and server system failover capabilities were successfully tested. This will allow for business continuity in the event of a loss of operations at the City Hall computer room. 4. Community Energy Investment Strategy (NB20): The purpose of this strategy is to improve and sustain Waterloo Regi through coordination of targeted energy investments. Council, along with other local municipalities and the Region, endorsed the strategy in February 2018. 5. Revenue Comprehensive Review Action Plan and Implementation (CS58): This review resulted in a re-organization of the Revenue division. The new structure will provide a more logical alignment of roles and a better distribution of tasks across roles. It will position the division to meet future challenges such as population growth and new service trends such as e-services. th As of April 30,10 projects have new expected completion dates and two projects have completion dates to be determined due to vacancies in key staff positions, resource constraints and time needed for coordination of work between stakeholders. The status of these projects The projects are listed below with their new expected end dates: 1. Neighbourhood Places Program Neighbourhood Greening Program (Apr-2019) 2. Responsible Pet Ownership Strategy (Apr-2019) 3. Development of Public Internet Access Standard (Dec-2018) 4. Low Impact Development Design Guidelines Stormwater Utility (Aug-2019) 5. Sustainable Development Feasibility Study (Dec-2018) 6. Parking Payment Technologies (Aug-2018) 7. Complete Streets Policy (Aug-2018) 8. Long-term Financial Plan (Aug-2019) 9. Parkland Dedication Policy Update (Apr-2019) 10. Year-round Maintenance of Trails and Pathways Around Schools (Apr-2019) 11. Corporate Climate Action Plan (TBD) 12. Make It Start Advanced Manufacturing Incubator (TBD) IF2 - 2 A full listing of all active projects on the 2018 Business Plan and their status as of April 30, 2018 can be found in Appendix A: Business Plan Status Update April 2018. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: through the delivery of core service. FINANCIAL IMPLICATIONS: None COMMUNITY ENGAGEMENT: INFORM council / committee meeting. ACKNOWLEDGED BY: Dan Chapman, Chief Administrative Officer IF2 - 3 2018 Business Plan Status Update As of April 30, 2018 COMMUNITY SERVICES DEPARTMENT Gloria MacNeil(519) 741-2200 ext. 7952 By-Law Enforcement CS03Responsible Pet Ownership Strategy Status as of Apr 30th 2018: DELAYED Apr-2019 Expected Completion: Description: Recent Progress: Work in conjunction with City of Waterloo and Staff have developed a list of questions relating to licensing, KW Humane Society to development a series of microchipping and best practices. Staff have begun contacting other actions to encourage responsible pet ownership. municipalities who currently license cats and requested information specific to the licensing, microchipping and spay/neuter clinics they may have in their municipalities. Next Steps: Research a variety of options and best practices used by other municipalities to better control the cat population and increase the ability to return cats to their owners when they become lost (including, but not limited to: licensing, microchipping, spay and neuter clinics.) Staff will be reporting back to Council with the results of the best practices research and a recommendation on which option, or combinations of options the City should pursue in early 2019. Status as of Apr 30th 2018: CS56Administrative Monetary Penalties Strategy (AMPS) ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Research and development of removing the City of Kitchener and Waterloo have retained a consultant to move us parking ticket process from the Regional Court forward with the development and implementation of the AMPS House and implementing an internal process program. The consultant is currently researching and developing the that could be shared with Waterloo, resulting in required procedural bylaws, a draft AMPS bylaw, and a Screening and a more efficient and customer-focused process. Hearings Bylaw, that we will be implemented if the process is approved by Council. The consultant has also sent out an email to several municipalities and started charting responses for us to determine best practices. Next Steps: Report to Council in late 2018, early 2019 with an outline of the AMPS program. IF2 - 4 Gloria MacNeil(519) 741-2200 ext. 7952 By-Law Enforcement Status as of Apr 30th 2018: NB53Boulevard Beautification Guidelines ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Review and develop guidelines which will allow Staff held a workshop with several internal staff to discuss ideas and residents flexibility in using different materials, suggestions of what would, or would not work within the boulevard ground cover and plantings as an alternative to area. Internal staff who are directly affected by work done on the city sod on city boulevards. This action supports the right of way also met to review the suggestions that came out of the vision for lovemyhood by creating a system workshop and identify any specific departmental suggestions or where residents can take the lead in these concerns that need to be considered in the bylaw. beautification projects. Next Steps: Staff will be holding a public meeting on May 1st to get feedback from residents. Staff will also be meeting with Legal and Risk Management staff to discuss the bylaw and consider any concerns they may have. A report will be taken to Council at the end of June with a proposed By-law. Jana Miller(519) 741-2200 ext. 7231 Corporate Customer Service Status as of Apr 30th 2018: OG12Customer Service Review ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: This action supports the Customer Service Customer Service Strategy Session completed with Council in Strategy principle of efficiency and February. Extensive staff engagement campaign (online survey, one effectiveness. This work focuses on on ones and focus groups, leadership workshops) is largely complete, understanding the service challenges and having reached 1500+ staff. Soft launch of external campaign has opportunities across the organization and from reached 500 participants so far. Next Steps: include a comprehensive internal customer service review, external citizen engagement Citizen engagement campaign has been developed. Largest push will campaign, employee campaign, and happen May through September. Goal is to reach a minimum of 2000 development of a service brand. citizens. Review recommendations expected to come to Council for approval in 2019. OG22Advance CRM Technology Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: This action supports the Customer Service Development of draft road map, outlining the various projects required Strategy principle of channel integration. This in order to implement full CRM functionality has begun. work focuses on developing a prioritized Next Steps: roadmap/work plan for all initiatives required to integrate the LAGAN/CRM software with other Upgrade to Lagan software is required - planned for later spring, to be key corporate systems. Deliverables will include followed by integration to CityWorks platform. Meetings with the development of a strategy to assess IT/Customer Service, CRM vendor on these matters are ongoing. corporate business lines to be brought on to CRM over time. This work is critical to the development of a future online portal. IF2 - 5 Jana Miller(519) 741-2200 ext. 7231 Corporate Customer Service Status as of Apr 30th 2018: OG23Close the Loop with Citizens ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: This action supports the Customer Service Council support for Close the Loop pilot approach occurred at Strategy principle of customer interactions. Use February Customer Service Strategy Session. Pilot selected = long- the information obtained through the Corporate term customer parking complaints. Initial meeting with Bylaw to Customer Service Review to develop a strategy explain/get agreement on the pilot has occurred. CRM technology for outlining how final resolution to service automatic notifications to customers has been tested & confirmed. interactions will be communicated to citizens, Next Steps: when possible. Bylaw/Customer Service staff to develop messaging for auto- notifications and scripting for call centre staff to use for phone calls. Goal is to begin pilot by end of May. Additional feedback about Close the Loop from citizens to be obtained through Customer Service Review. Priorities for rolling the pilot out to more services to be identified/prioritized later this year. Jon Rehill(519) 741-2200 ext. 5500 Fire Status as of Apr 30th 2018: CS24Regional Emergency Communications Centre ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Incorporate the recommendations from the Kitchener Fire Department, in collaboration with other local fire service regional emergency communications centre stakeholders, have agreed to advance a common technology platform report. which is the first phase in furthering the regional emergency communications centre model. Next Steps: See CS61 Replacement of Fire Department Dispatch System. Status as of Apr 30th 2018: CS61Replacement of Fire Department Dispatch System ON TRACK Aug-2019 Expected Completion: Description: Recent Progress: Implement the Intergraph Computer Aided Project team (which includes staff from Fire, Police and the CAD Dispatch (CAD) system with Waterloo Regional vendor) have participated in design, configuration and deployment Police Services to enhance interoperability planning workshops provided by Integraph. Monitor layouts and between the two public safety agencies. The hardware set up including purchasing of required servers and the current CAD system is approaching the end of creation of a temporary testing site for the new system at Kitchener its life cycle and must be replaced. Fire is completed. Project team continues to develop mapping, response rules and deployment models for the new CAD system. Next Steps: The project is on target for completion in early 2019. Next steps include User Acceptance testing, alignment of operation processes between Waterloo Regional Police Dispatch services and Kitchener Fire Dispatch services and the creation of training resources and training plan for all Kitchener Fire staff. IF2 - 6 Mark Hildebrand(519) 741-2200 ext. 7687 Neighbourhood Programs & Services Status as of Apr 30th 2018: NB42Doon Pioneer Park Community Centre Expansion - ON TRACK Design & Construction Dec-2018 Expected Completion: Description: Recent Progress: Commencement of the design and construction Design complete. Tender documents completed and released for of expanded space at the Doon Pioneer Park responses. Community Centre, including a gymnasium and Next Steps: other program and partner spaces, to meet the needs of the growing community. Tender submissions have now been received. Staff are working through the submissions to determine a recommendation to City Council on the award of the tender. NB44Community Centre Audit Implementation Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: The community centre section completed a 35 of 52 recommendations are completed or has been moved into the significant audit with immediate, short-term, mid- daily work of the section (ongoing). Work over the year has largely term and long-term recommendations. Review focused on positive culture and communication in and between and implementation of these recommendations sections. will consist of a substantial body of work. Next Steps: Review our policy on community centre facility use, looking at how our facilities are accessed by residents through such things as Neighbourhood Association and partner programming as well as rentals.S taff will also be leading a collaborative review and analysis of the current Neighbourhood Association Policy to identify current strengths, weaknesses, opportunities and threats, and developing recommendations for change if needed. F inally, staff will be continuing work on culture in the section, specifically working on a recognition/reward program for community centre staff. Status as of Apr 30th 2018: NB48Snow Angel Program ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: This action is a recommendation from the city's Research into local community-based organizations who provide lovemyhood strategy and supports the snow removal support, focus groups with key stakeholders, and implementation of a program that promotes research into municipally-run Snow Angels programs are complete. neighbourhood safety by connecting volunteers Next Steps: with those who need assistance clearing snow away from sidewalks and driveways. Staff are making arrangements to conduct additional internal engagement to determine the final recommendations. Recommendations will be presented to CLT before the end of September 2018. NB50 Status as of Apr 30th 2018: DELAYED Greening Program Apr-2019 Expected Completion: Description: Recent Progress: Work is underway to finalize the project charter, scope, timelines and lovemyhood strategy and supports the deliverables. Regular project team meetings have been scheduled implementation of improvements to public with internal staff who are supporting this project. Residents and other spaces in the city (specifically neighbourhood external stakeholders will be engaged as part of activities currently greening efforts such as adopt a park, trail, being planned for summer/fall 2018. garbage can, clean-up days, etc), with a focus Next Steps: on providing simple steps for residents to follow when working with city staff to make Development of an internal project team, charter, scope and neighbourhood improvements. timelines. Internal and external community engagement activities are being planned to be launched in summer/fall 2018. IF2 - 7 Mark Hildebrand(519) 741-2200 ext. 7687 Neighbourhood Programs & Services Status as of Apr 30th 2018: NB51 ON TRACK Program Dec-2018 Expected Completion: Description: Recent Progress: Work is underway to finalize the project charter, scope, timelines and lovemyhood strategy and supports the deliverables. Regular project team meetings have been scheduled implementation of improvements to public with internal staff who are supporting this project. Residents and other spaces in the city (such as more benches or external stakeholders will be engaged as part of activities currently rest stops, improvements at bus stops, better being planned for summer/fall 2018. shading or lighting), with a focus on providing Next Steps: simple steps for residents to follow when working with city staff to make neighbourhood Development of an internal project team, charter, scope and improvements. timelines. Community engagement activities are being planned to be launched in summer/fall 2018. Status as of Apr 30th 2018: NB52More Neighbourhood Events ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Developed an inter-departmental and divisional project team with staff lovemyhood strategy and supports the who worked together and with residents to support this new resident- implementation of creating simple steps to led program. Engaged with internal and external stakeholders and follow when residents are working with the City residents through engagement activities (e.g. focus groups). Secured to organize an event, especially street parties. an insurance package for street parties. Next Steps: Staff report is being prepared in collaboration with the Neighbourhood Development Office and the Transportation division on a resident-led street parties program, to be delivered to Council in June 2018. The staff report will include: A new Love My Hood Street Party program, they want to host a street party; An updated bylaw for special events on city road, including a definition of street parties and the conditions included for hosting them; Details on an insurance package for street parties (to be implemented 2018). Kim Kugler(519) 741-2200 ext. 7544 Sport CS66Leisure Facilities Master Plan Status as of Apr 30th 2018: ON TRACK Apr-2019 Expected Completion: Description: Recent Progress: The Leisure Facilities Master Plan (LFMP) The project plan and schedule are approved by project sponsor and provides the foundation for investment in project champion. existing leisure and recreation facilities and Next Steps: services and determines future facilities and services within the City of Kitchener. The final Approval of project plan and schedule by steering committee.T he plan will provide recommendations on new first project team meeting is scheduled for May 2018. S chedule facilities to be incorporated into the meeting with users groups and staff in May and June 2018. development charges by-law. Research studies related to LFMP to be completed by July 31, 2018. IF2 - 8 Kim Kugler(519) 741-2200 ext. 7544 Sport Status as of Apr 30th 2018: SE25Asset Management Plans for Golf ON TRACK Aug-2019 Expected Completion: Description: Recent Progress: Develop the first phase of a detailed asset Kick-off completed. Team structure defined with technical leads management plan outlining the current state of identified. Asset categorization completed. assets within the scope of the plan as well as Next Steps: the data requirements necessary to create a long-range lifecycle management plan. These Schedule meetings to define the level of detail required to collect plans will support data-driven decisions and asset information; conduct and consolidate the inventory of assets. balance maintenance activities to the expected Develop a financial valuation and determine the current position of the levels of service within the asset category. assets within their lifecycle. CORPORATE SERVICES DEPARTMENT Colleen Collins(519) 741-2200 ext. 7094 Corporate Communications & Marketing Status as of Apr 30th 2018: OG15Community Engagement Policy COMPLETED Apr-2018 Expected Completion: Description: Recent Progress: Development of a Council policy for Community On January 29, 2018, Council approved the Community Engagement Engagement that provides direction and Policy (GOV-COU-2010) as presented. Staff groups are currently guidance to ensure that responsibilities to being notified of the new policy with additional outreach plans in place effectively communicate, consult and engage to drive awareness and support. the community are fulfilled. Next Steps: Project work is fully completed. OG16Community Engagement Plans, Tools and Resources Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Development of community engagement plans, Tools are being developed and tested on an ongoing basis. This tools templates and resources to support staff includes a workshop planning template, a mini engagement plan, a in effectively informing and engaging citizens. comprehensive engagement plan and tips for survey design. Initial deliverables will include an intranet Next Steps: presence with engagement plan templates, checklists for public meetings, survey Staff will continue testing and refining these tools, and developing development and online engagement, and additional templates such as evaluation forms. FAQs. OG24Municipal Response to the Truth and Reconciliation Status as of Apr 30th 2018: ON TRACK Commission Calls to Action Dec-2019 Expected Completion: Description: Recent Progress: This project will result in a potential municipal Staff have begun outreach by attending meetings and events held by response for Council consideration to the 2015 local groups. Staff are now meeting regularly with the Region of Waterloo, the City of Cambridge and City of Waterloo to coordinate Report, including its Calls to Action, and identify outreach. and make recommendations for other ways the Next Steps: City can support Indigenous peoples in Kitchener. Deliverables will include a staff report A scoping report is currently being prepared for council consideration. detailing the full scope of the work and a report with recommendations on our approach to key issues defined through the initial project scope. IF2 - 9 Michael Goldrup(519) 741-2200 ext. 7117 Human Resources Status as of Apr 30th 2018: CS25Implementation of the First Phase of the Corporate ON TRACK Talent Strategy Dec-2019 Expected Completion: Description: Recent Progress: Implement actions to ensure commitment to The 2018 talent management priorities were supported by CLT. A 4- becoming a high-performing, credible and month HR co-op placement was successfully completed in April, with dynamic organization, while supporting change the student completing instructional design for eight online learning to move the organization and employees toward courses for various FCS divisions. This was a pilot co-op placement a desired corporate culture. The strategy for the department. A draft probationary performance review system includes initiatives in 7 strategic programs: was completed for permanent full-time, non-union employees. A workforce planning, recruiting & staffing, project plan was completed for a corporate-wide needs assessment onboarding & orientation, learning & to identify future 'supervising/managing' training needs for supervisors development, career management, succession and managers. management, and performance management; Next Steps: as well as development in leadership. Finalize the probationary performance review system for permanent full-time, non-union employees and commence work on a system for permanent full-time union employees. Commence RFP for profiling assessments to support the recruitment function and employee development. Complete a framework and implementation plan for the development of organizational core competencies. Report on talent management strategy results/statistics for 2017. Complete final report on the multi-year recruiting process review results. Christine Tarling(519) 741-2200 ext. 7809 Legislated Services Status as of Apr 30th 2018: CS18Electronic Agenda Management ON TRACK Aug-2018 Expected Completion: Description: Recent Progress: Create, prepare, approve and publish meeting Completed a comprehensive review of the agenda preparation agendas in a more efficient, collaborative, process for Property Standards and Dangerous Dog Designation streamlined manner. Appeals Tribunals through a LEAN perspective to identify and implement efficiencies. Implemented electronic minute-taking to streamline minute production process. Next Steps: Conducting a comprehensive review of the agenda preparation process for standing committees and Council meetings through a LEAN perspective to identify and implement efficiencies. Continue investigating potential implementation of a third-party application that leverages existing technology owned by the City. Report back to Corporate Leadership Team on findings and recommendations. CS31Comprehensive Review of Business Licensing Status as of Apr 30th 2018: COMPLETED Dec-2018 Expected Completion: Description: Recent Progress: Undertake a full review of business licensing Bylaw passed by Council in December 2017. Cross-training and processes for greater customer focus, better education was completed. Tool-kits were created for new businesses use of existing technologies and to implement & pop-up Farmers' Market. New Applications for each schedule industry best practices. Review and update created. Webpage developed (kitchener.ca/businesslicensing) with licensing by-law to provide greater clarity, and fees, applications and regulations. review and update fees. Improve relationships Next Steps: and integration with internal partners, and cross- train staff for improved service provision and Project work is fully completed. personal development. IF2 - 10 Christine Tarling(519) 741-2200 ext. 7809 Legislated Services Status as of Apr 30th 2018: CS37Online Business Licensing ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Implement the first phase of online business New AMANDA folders created for each class of business in both licensing (e.g., pilot with business license AMANDA test and AMANDA production. Automated emails created renewals). that are sent to licensing, and any other division that has inspection requirements. Next Steps: New folders to be moved into AMANDA 7 (waiting on AMANDA support & IT to upgrade). Public Portal 2 & credit card payment to follow the release of AMANDA 7. Develop online renewals, develop new reports dependent on new folder creation. CS402018 Election Status as of Apr 30th 2018: ON TRACK Apr-2019 Expected Completion: Description: Recent Progress: Conduct the 2018 election and report on the Updating policies and procedures to meet Municipal Elections Act outcome. requirements is in progress. Revisions to election worker position descriptions, requirements and training are completed. Procurement of tabulators, laptops, barcode scanners and LTE modems is completed.P rocurement of Voter Notification Card printer is in progress. All forms, manuals and resources for candidates and third party advertisers are completed and on the website.T raining of staff to accept nominations and third party registrations is completed. Have obtained CLT approval to recruit City staff as election workers, including Managing Deputy Returning Officer (MDRO) positions. Next Steps: Complete policy and procedure updates, revisions to election worker requirements and training, and equipment procurement. Print and mail Voter Notification Cards. Complete and execute on communications plan. Develop and deliver candidate orientation. Establish emergency election centre. Hire workers and provide training. Establish Municipal Elections Compliance Audit Committee. Carry out election, report on official results. Plan Inauguration and revise new Council orientation. IF2 - 11 Christine Tarling(519) 741-2200 ext. 7809 Legislated Services Status as of Apr 30th 2018: CS68Electronic Records Management Strategy ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Implement the necessary and appropriate Obtained approval from CLT to make the Records Management (RM) strategies, tools, processes and skills to 101 a mandatory training for City staff who has email account. systematically control the creation, distribution, Developed the module for online RM 101 training. Deployed and promoted the online RM 101 training. Developed a dedicated ERM records/information maintained as evidence of resource page in KHUB where cheat sheets, tips & tricks are posted. business activities and transactions. Held kick-off meeting with designates across the corporation who will coordinate the project among their respective groups. Have 75% completion rate for RM 101 training as of April 27th 2018. Next Steps: Electronic Records Management Strategy, the focus for 2018 is the management of electronic records stored in Q:, S:, O: drives and official email records across the corporation. Continue to work one- on-one where requested to provide support for Division Q:, S:, O: drives clean-up initiatives; Once clean-up is completed, the next step is to organize network drives according to the City's corporate-wide classification system. Dan Murray(519) 741-2200 ext. 7825 Technology Innovation & Services Status as of Apr 30th 2018: CS36Server Systems Failover Capability COMPLETED Apr-2018 Expected Completion: Description: Recent Progress: Accelerate the installation of required The network and server system failover capabilities were tested in equipment to provide comprehensive server March and worked successfully. Further projects will focus on backup capability at the Kitchener Operations specific business applications being moved into this environment and Facility to allow for business continuity in the individually documented but are outside the scope of this project. event a loss of operations at the City Hall Next Steps: computer room. This installation will respond to one of the major recommendations from the Project work is fully completed. business continuity project. Status as of Apr 30th 2018: CS62Development of Public Internet Access Standard DELAYED Dec-2018 Expected Completion: Description: Recent Progress: Digital Kitchener outlined the development of a Public Internet Access Standard as part of the continued to work with the Community Services department to Inclusive theme. This project will include improve the delivery of public internet and computer services. To date working with community partners to define what this work has identified five areas of opportunity related to service attributes would constitute public access and policy, standard technology offerings for public use and future then using that definition, developing a planning. This includes work to identify a benchmark for current minimum standard of free public Internet service, with an aim to target service improvements over time for access to be adopted by the City. This public benefit. minimum standard can then be used to direct Next Steps: future investments for public access terminals or free Wi-Fi in future projects. Throughout spring/summer of 2018 staff will continue create a comprehensive proposal for consideration. Staff anticipate that an update on this initiative will be brought forward to council in mid-2018. IF2 - 12 Dan Murray(519) 741-2200 ext. 7825 Technology Innovation & Services Status as of Apr 30th 2018: CS64Civic Innovation Lab at Communitech ON TRACK Dec-2020 Expected Completion: Description: Recent Progress: The establishment of a Civic Innovation Lab is a The lab began operations on Jan 8th with two co-op staff. The lab significant initiative in support of the Digital has been working on a data platform to consume IoT data from Kitchener strategy. The lab will operate as a devices (Streetlights, sensors) and provide insights from data. The pilot project for 3 years and focus on developing system will leverage artificial intelligence and machine learning. innovative solutions where Internet of Things Investigations into water and gas metering projects, parking (IoT) can help solve municipal challenges. management and snow level monitoring projects are underway. Work to establish the lab will begin in 2017 Next Steps: pending project and budget approval by Council with the intent of having a fully operational lab Gas and Water metering project is likely to be delayed into 2019 due by the end of the year located at Communitech. to the manufacturer's timelines. Parking, snow level monitoring and noise monitoring projects are being planned. Sessions being planned to brainstorm other areas of opportunity are planned for June. CS65Implementation of the Digital Kitchener Strategy Status as of Apr 30th 2018: ON TRACK Dec-2021 Expected Completion: Description: Recent Progress: Digital Kitchener, a four year digital strategy An update to Committee on Digital Kitchener 2017 accomplishments approved by Council in 2017, is a vision to and the 2018 Brave Plan was presented on February 5th. The 2018 make Kitchener more Connected, Innovative, Brave plan was unanimously approved. Work continues in the areas On-Demand and Inclusive. A number of identified. initiatives will be identified on an annual basis Next Steps: that fulfill the action steps outlined in Digital Kitchener and help realize the vision. Staff will Staff plan to return to Committee with an update on the Digital report back to Council on the progress of the Inclusion and Public Access Standard in mid 2018. plan annually. Ongoing communications and marketing of Digital Kitchener and its supporting initiatives will need to continue. Status as of Apr 30th 2018: EC07Broadband & Fibre Optic Infrastructure ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Work collaboratively with stakeholders to With the support of the SWIFT network regionally in 2017, our explore options to either encourage third party attention has turned to being a SWIFT "build-ready" partner. fibre optic investment in Kitchener or partner Discussions with regional partners have taken place to identify areas with others to provide improved high-speed of opportunities to investigate collaborating on. broadband infrastructure for Kitchener. High Next Steps: speed internet access is increasingly viewed as essential infrastructure for a globally A meeting with SWIFT representatives is planned for June to discuss competitive economy. their specific requirements from municipal partners. Discussions are also taking place with local service providers as possible. IF2 - 13 DEVELOPMENT SERVICES DEPARTMENT Justin Readman(519) 741-2200 ext. 7646 Administration - Development Services Status as of Apr 30th 2018: SE04Corporate Climate Action Plan ON HOLD TBD Expected Completion: Description: Recent Progress: Develop a comprehensive Climate Action Plan The corporate climate risk and vulnerability assessment is complete for the organization that integrates both using ICLEI's BARC (Building Adaptive & Resilient Communities) mitigation measures with adaptation strategies methodology. Preliminary mitigation strategies have been developed that work synergistically to reduce vulnerability based on input from key stakeholders within the organization. to climate risks and greenhouse gas emissions. Next Steps: The responsibility for this project has been transferred to the City's new Corporate Sustainability Officer in the Development Services Department. Timing for expected completion will be updated for the next reporting cycle. Mike Seiling(519) 741-2200 ext. 7669 Building CS55AMANDA 7 and Public Portal Review Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: The AMANDA software system requires a IT staff assisted in reviewing server options including a decision on a significant upgrade; AMANDA 7. Prior to go forward basis. implementation, testing of scripts and set-up of Next Steps: security groups and reporting tools is necessary. The existing public portal is integral The vendor will build the public portal after IT confirms the server to the core business. The project will include verification is complete. reviewing the existing public portal including other software options. Cory Bluhm(519) 741-2200 ext. 7065 Economic Development EC04Make It Vibrant - Special Events and Urban Experience Status as of Apr 30th 2018: ON TRACK Strategy Dec-2019 Expected Completion: Description: Recent Progress: Develop a strategy to support the delivery of Economic Development analyst position was vacated and recruitment both world-class and grass roots community to fill the position completed. Initial public consultation is complete. experiences, such as festivals, events, Next Steps: programs and urban experiences. Staff to table a draft strategy with Council in Q1/Q2 of 2019, followed by final public stakeholder consultation. EC08Make it Start - Advanced Manufacturing Incubator Status as of Apr 30th 2018: ON HOLD TBD Expected Completion: Description: Recent Progress: Support the development of an advanced Waterloo Region, Toronto and Hamilton were awarded $230 Million manufacturing incubator in Kitchener, offering from the Federal Government's Innovation Supercluster Fund to specialized accelerator programming for startup support advanced manufacturing. Funding Agreements are currently manufacturers. Funding has been allocated in being drafted for execution by Next Generation Manufacturing. the reserve. Implementation is dependant on Next Steps: the Council approval of the Business Case. Staff continue to work with all partners involved to determine options for advancing the incubator. Staff anticipate identifying options to consider by Q4. IF2 - 14 Cory Bluhm(519) 741-2200 ext. 7065 Economic Development Status as of Apr 30th 2018: EC23Make It Grow - Music and Film Industry Office ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Support the creation of a Music and Film Council has approved a new Film Music and interactive Media Office. Industry office to facilitate local music, film and The establishment of an industry office will lead activities for 2 years. digital media cluster success in Kitchener and Following the pilot period, a migration to a suitable, existing regional area. Funding has been allocated in the entity would be implemented to share future resources and reserve. Implementation is dependent on the investments to strengthen regional sectors. Council approval of the Business Case. Next Steps: Staff are implementing recommendations for the Film Music and Interactive Media Office. EC24Make It Start - Creative Hub at 44 Gaukel Street Status as of Apr 30th 2018: ON TRACK Apr-2019 Expected Completion: Description: Recent Progress: Facilitate the development of a hub for creative A partnership between the Accelerator Centre and ArtsBuild Ontario industry entrepreneurs through affordable has facilitated the use of the second floor of the building for space, networking and professional technology and creative industry practitioners since the fall of 2016. development opportunities. Based on the Currently, there are over 30 people working out of the second floor of results of the 2017 RFP process, develop the building.T o continue momentum for the creative hub and revised implementation options and a re-scoped Accelerator/ArtsBuild Ontario initiatives, staff has been working with pathway forward. Funding has been allocated in creative industry stakeholders to pilot creative hub activities on the the reserve. Implementation is dependent on first floor of 44 Gaukel to explore how the successful model on the the Council approval of the Business Case. second floor could maximize the use of the building. Next Steps: Report is scheduled to come to the FCS Committee May 28. If approved at committee, final approval pending at the June Council meeting. Status as of Apr 30th 2018: EC26Make It Urban - Upper Level Market Transformation ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: As part of the Kitchener Market Strategy Team kick off for Food Incubator has occurred. Beautification implementation, develop and begin processes are underway (i.e. Edison LED Lights installed for ambiance and effect during Market events in the upper level market, upper level and piazza, with the goal of creating outdoor furniture layout, bicycle rack improvement) . a more vibrant, programmable, entrepreneurial Next Steps: and identifiable experience while generating additional revenue. This could include a Beautification to the Lower Piazza by the Pea Pod Fountain targeted refreshed look, improved functionality and the to be completed by July in time for the Eby St. mural launch. Banners introduction of a Food Incubator to support new and hardware in and around the Market District to be installed by July. food startups. NB12Make it Urban - Rockway Centre Partnership Status as of Apr 30th 2018: ON TRACK Development Dec-2019 Expected Completion: Description: Recent Progress: Finalize the evaluation of potential Staff met with Rockway Seniors Community to provide an update. redevelopment opportunities for the land Staff continue to work with neighbouring property owners to find surrounding the Rockway Centre, and provide solutions. Council with options for proceeding with a Next Steps: public-private partnership. Options for proceeding are expected to be presented to Council in Q1 2019. IF2 - 15 Hans Gross(519) 741-2200 ext. 7410 Engineering Status as of Apr 30th 2018: SE05Low Impact Development Design Guidelines - DELAYED Stormwater Utility Aug-2019 Expected Completion: Description: Recent Progress: Low Impact Development (LID) is an approach There have now been 5 full road reconstruction projects tendered with to storm water management that mimics a site's LID incorporated into the design (permeable concrete parking laybys, natural hydrology as the landscape is exfiltration systems in the storm sewer, bioretention and oil and grit developed. Using the Low Impact Development separation units). Additionally, the Stormwater Policy is being approach, storm water is managed on-site and implemented in development projects with the administrative changes the rate and volume of storm water reaching presented to the Waterloo Region Home Builders Association receiving waters is unchanged from presented in April 2018. predevelopment levels. These guidelines will be Next Steps: integrated into the existing Development Manual. An update to the Development Manual will incorporate the administrative changes to corporate policy MUN-UTI-2003 (Stormwater Management Policy) as well as the design guidelines and resources developed by the Toronto Region Conservation Authority and Credit Valley Conservation Authority for LID implementation. Internal engineering standards will be refined as experience is gained in design and construction projects being led by the Engineering Division and Stormwater Utility.The Development Manual Update has been delayed until the Spring of 2019 and as such the completion date for this item is to be revised to mid 2019. Alain Pinard(519) 741-2200 ext. 7319 Planning Status as of Apr 30th 2018: NB11Comprehensive Zoning By-law Review ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Undertake a multi-phase, comprehensive All recent project milestones met. Review of all external comments review of the City's Zoning By-law 85-1 to from the first draft complete and individual responses provided. implement the new Official Plan and other Numerous issues resolved via meetings, additional work, site visits, required changes. etc. A final draft of all of the zones (except Residential) prepared, reviewed internally, comments and issues addressed and a final version posted online, circulated and advertised. Statutory Public Meetings at PSIC to table the final draft zoning by-law and receive formal submissions on April 30th and May 8th. Next Steps: Receive and review formal submissions made for the Statutory Public Meetings (Apr. 30 and May 8). Prepare final by-laws for Council consideration in 2019. NB13Sustainable Development Feasibility Study Status as of Apr 30th 2018: DELAYED Dec-2018 Expected Completion: Description: Recent Progress: Working with partner organizations, under the Phase 1 essentially complete. Phase 2 underway. Background Federation of Canadian Municipalities (FCM) information and direction for Kitchener case study sites provided. Green Municipal Funds program, undertake a Internal team meeting at the end of April. feasibility study to help inform sustainable Next Steps: development practices at a site or neighbourhood scale. The emphasis is to be on Internal team meetings and consultant work on Kitchener case study energy sustainability.sites April-Summer 2018.Consultant is working with 4 municipalities on this multi-year project. Phase 1 is essentially now complete. Phase 2 began in March 2018 which involves Kitchener and Waterloo. Consultant advises this phase should have a draft by Fall and complete by end of year. IF2 - 16 Alain Pinard(519) 741-2200 ext. 7319 Planning Status as of Apr 30th 2018: NB20Community Energy Investment Strategy COMPLETED Dec-2018 Expected Completion: Description: Recent Progress: As a supporting partner with the Region of Kitchener Council endorsed the Strategy, along with other local Waterloo, local municipalities and utility municipalities and the Region, in February 2018. Report submitted to companies, explore opportunities for energy FCM as part of grant requirements. efficiency, optimization of local energy Next Steps: resources and reduction of environmental impact related to energy. The resulting region- Project work is fully completed. wide strategy will set a path to improve how energy is generated, delivered and used throughout the community. NB21Hidden Valley Land Use Study Status as of Apr 30th 2018: ON TRACK Apr-2019 Expected Completion: Description: Recent Progress: To develop a Master/Community Plan for the Project re-scoped. Phase 1 of stormwater flow monitoring and Hidden Valley area that would be implemented modeling complete. Phase 2 underway which will help provide by way of amendments to the Official Plan and technical background work needed for a new land use plan. Initial Zoning By-law. This project would be integrated internal meeting held regarding the preparation of a new land use plan with a servicing study for the area that will be for the area. led by Engineering. The study will also identify Next Steps: any public interest in the Hidden Valley lands including opportunities to protect and/or acquire Future community/stakeholder engagement to be confirmed for the natural features and sensitive lands. land use planning process . Status as of Apr 30th 2018: NB26Urban Design Manual ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Undertake a full review of the urban design A first draft most of the sections in the new Urban Design Manual - manual to implement the new Official Plan, Part A are drafted, reviewed internally, revised and ready for the start make the document more efficient and of external stakeholder review. Industry session, coffeehouse chats effective, complement specific design briefs etc. and other targeted initial stakeholder engagement sessions underway. Next Steps: Table a first draft (not including the technical standards) spring/summer for public/stakeholder review. Report is anticipated to be presented to Council in Q3 2019. NB43Heritage Best Practices Implementation Status as of Apr 30th 2018: ON TRACK Aug-2018 Expected Completion: Description: Recent Progress: In follow up to Report CSD-15-08 which Status update presentation and discussion with Heritage Kitchener in recommended the development of a variety of March 2018 on all of the best practices and upcoming priorities for best practices regarding the conservation of this year. Completion of first draft of a Conservation Plan for a City- cultural heritage resources. owned heritage resource (one of the best practices). Discussion paper on delegated approval by-law update to May 1 Heritage Kitchener. Next Steps: Remaining heritage best practices implementation items will be discussed at Heritage Kitchener starting in May 2018 and will come to Council as they are recommended. IF2 - 17 Ken Carmichael(519) 741-2200 ext. 7372 Transportation Services Status as of Apr 30th 2018: CS54Parking Payment Technologies DELAYED Aug-2018 Expected Completion: Description: Recent Progress: A review of new technologies related to RFP completed and proposals submitted. Committee reviewed payment options for our parking facilities, with a submissions to determine a rating for each proposal. mandate to incorporate more user friendly Next Steps: payment options (ie. Pay By Mobile). Staff is finalizing award. Implementation will follow immediately after. NB18Complete Streets Policy Status as of Apr 30th 2018: DELAYED Aug-2018 Expected Completion: Description: Recent Progress: The City of Kitchener has a number of policies A draft set of principles have been established. and practices that promote complete streets. The development of a complete street policy Next Steps: would review best practices and combine Work will be integrated into the cycling and trails master plan update. elements into a standalone policy document that ensures planning, design and implementation of an element of the city's transportation network considers and aims to meet the needs of all users regardless of age, ability and travel choice. NB34Community Traffic Safety Advisory Committee Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Consider options to revise the mandate of an Research has begun and the concept has been discussed at a existing advisory committee to create a co- Regional level with peers. operative partnership between city staff, Next Steps: community groups and other agencies that seek to enhance traffic and pedestrian safety in Continue research into advisory Committees of other municipalities Kitchener. The Committee will provide input and and report back to Council by end of 2019. feedback on traffic safety issues such as school zone concerns, traffic calming requests and traffic-related education initiatives. NB46Automated Speed Camera Program for Traffic Calming Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Subject to the passing of new Provincial Discussions have taken place at the Regional level to coordinate legislation related to speed cameras, staff to potential implementation of this legislation on a consistent basis investigate the potential use of this technology through all jurisdictions within the Region. This item is a regular to address speeding concerns in school zones. discussion topic at area Regional Traffic Coordinators meetings. Next Steps: Develop an implementation plan, working with the Region, Police, School Boards, MTO and all stakeholders. Work with internal work areas (Legal, Finance, Engineering) on internal requirements to support this program. IF2 - 18 Ken Carmichael(519) 741-2200 ext. 7372 Transportation Services Status as of Apr 30th 2018: SE12Update the Cycling Master Plan ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: This project will entail updating the 2010 Cycling Staff met with internal stakeholders to discuss community Master Plan which previously had only looked at engagement strategy. Project Charter is complete. Draft terms of on-road cycling facilities. The proposed update reference for RFP complete. will update the on-road network as well as Next Steps: incorporate off-road trails cycling infrastructure. This will also include proposing Release of RFP. Establish a steering committee/technical working cycling related education and programming. group. SE26Asset Management Plans for Parking Enterprise Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Develop the first phase of a detailed asset Kick off completed. Team structure defined with technical leads management plan outlining the current state of identified. Asset categorization completed. assets within the scope of the plan as well as Next Steps: the data requirements necessary to create a long-range lifecycle management plan. These A number of key items are required to develop a Phase 1 Asset plans will support data-driven decisions and Management Plan (AMP): 1. Define the level of detail required to balance maintenance activities to the expected collect asset information, 2. Conduct and consolidate an inventory of levels of service within the asset category. established assets, 3. Based on the availability of data, develop a current financial valuation, 4. Establish a current position for which the assets sit within their lifecycle (where possible). FINANCIAL SERVICES DEPARTMENT Brenda Johnson(519) 741-2200 ext. 7647 Accounting CS69Automation of Payment Processing Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Multi-phase project including investigation and Online expense demos with SAP and IT. Attended SAP Smart Cities automation of corporate credit card processing, Forum and learned about other municipalities who have implemented online travel and expense claims, and electronic online expense modules. storage in SAP of payment documentation such Next Steps: as invoices and cheque remittances in an effort to reduce paper and streamline processes. Create a detailed plan for the project. Determine system requirements for online travel and expenses. Ryan Hagey(519) 741-2200 ext. 7353 Financial Planning CS09Long Term Financial Plan Status as of Apr 30th 2018: DELAYED Aug-2019 Expected Completion: Description: Recent Progress: Prepare a consolidated long term financial plan Initial reviews of other municipalities, industry practices and that will be the financial framework for the City government financial associations conducted. going forward. The framework will incorporate Next Steps: policy work pertaining to reserves, debt, and enterprise investments.Continuing work to define scope, develop framework, and deliver the long term financial plan. This will include reviews of other municipalities, industry best practices, and government financial associations. IF2 - 19 Ryan Hagey(519) 741-2200 ext. 7353 Financial Planning Status as of Apr 30th 2018: CS41Development Charges Background Study (2019) ON TRACK Aug-2019 Expected Completion: Description: Recent Progress: Work has begun on the development of the project plan. Charges Background Study and Bylaw as required by legislation. Next Steps: Finalize the development of the project plan. Finalize the terms of reference for hiring a development charges consultant. Retain a consultant prior to the summer recess. OG10Participatory Budgeting Status as of Apr 30th 2018: ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Enable community members to directly decide Staff have completed the first phase of engagement to generate ideas how to spend part of the city's budget, allowing for the ballots. them to make budget decisions that affect their Next Steps: lives. Phase 2 and 3 voting will proceed during the month of May with final ballot results announced in June. Voting will take place at neighbourhood meetings, online at engagekitchener.ca and in community centres. Construction is targeted for the fall of 2018. Joyce Evans(519) 741-2200 ext. 7825 Revenue Status as of Apr 30th 2018: CS58Revenue Comprehensive Service Review Action Plan COMPLETED and Implementation Dec-2018 Expected Completion: Description: Recent Progress: Develop and implement an action plan to Revenue comprehensive review was completed in the fall of 2017. respond to the Revenue comprehensive review Recommendations from this report have been implemented. key findings and recommendations. Next Steps: Project work is fully completed. Jonathan Lautenbach(519) 741-2200 ext. 7334 Supply Services CS70Streamline Procurement Processes Related to Payment Status as of Apr 30th 2018: ON TRACK Processing Dec-2019 Expected Completion: Description: Recent Progress: Streamline procurement processes related to Project plan developed and accounting audit findings reviewed for payment processing by reviewing and revising inclusion in solution development SAP functionality as well as increasing Next Steps: utilization of corporate credit cards. Development of current state process maps for the following functions: parked invoice, cheque requisition, petty cash, field purchase order, purchase requisition / purchase order and corporate credit card payment processing. CS71Purchasing Procedures to Support New By-law Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Development of purchasing procedures related Project plan developed and sample documents have been gathered to the new purchasing by-law including: from other publicly funded agencies. debriefing; procurement protest; supplier Next Steps: performance evaluation; supplier suspension and solicitation document drafting. Draft procedures based on research and validate with internal stakeholders IF2 - 20 Jonathan Lautenbach(519) 741-2200 ext. 7334 Supply Services Status as of Apr 30th 2018: OG08E-Tendering ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: Implement an e-tendering module to enable Project plan developed for Phase 4. Implement electronic vendors to self-identify for interested submissions of proposals by December 2018. commodities, access bid documents and Next Steps: drawings and submit tenders, proposals and quotations electronically. Create bid templates for request for proposals - electronic submissions and notify vendors of upcoming change. INFRASTRUCTURE SERVICES DEPARTMENT Denise McGoldrick(519) 741-2600 ext. 4657 Administration - Infrastructure Services CS22Water & Sanitary - Review of Rate Structure Status as of Apr 30th 2018: ON TRACK Aug-2020 Expected Completion: Description: Recent Progress: Champion a review of the water and sanitary Staff met to review the work performed as part of the Water utilities fixed vs. variable rate structure. Infrastructure Program (WIP) and to develop a strategy on how to move forward with the project. Next Steps: A public education/engagement plan will be developed in 2018 and will build upon the Water Infrastructure Program (WIP) work completed in 2017. Cynthia Fletcher(519) 741-2600 ext. 4424 Facilities Management Status as of Apr 30th 2018: EC28City Hall Outdoor Spaces Detailed Design ON TRACK Dec-2019 Expected Completion: Description: Recent Progress: Develop a detailed design to address critical Based on Council feedback, the functional design was modified to infrastructure repairs for City Hall outdoor address questions raised. Staff confirmed with the original Architect spaces and concurrent work to improve the for City Hall that the current design for re-development of the outdoor functionality of Carl Zehr Square for public spaces is in keeping with the original design intent. events programming. Next Steps: A project charter and project team for this phase of the project will be established. Detailed design will focus on the required elements and the optional elements will only be at a preliminary design stage. Greg St. Louis(519) 741-2600 ext. 4538 Kitchener Utilities CS60Utility Meter Mobile Workforce Management System Status as of Apr 30th 2018: ON TRACK (MWMS) Dec-2019 Expected Completion: Description: Recent Progress: Source a highly configurable and flexible mobile Staff has finalized the documentations that will outline the base for workforce management solution to facilitate in building the solution and integration with SAP. field management of a variety of gas and water Next Steps: related legislated activities. The proposed solution will replace the current paper based The final blueprint document and other documents will be reviewed by systems, integrate through SAP service orders staff. The first group of tablets will be purchased in preparation for and Cityworks work orders allowing dispatchers testing. System testing will begin in June. to input into a queue of work plans delivered to staff by mobile devices through the MWMS. IF2 - 21 Denise McGoldrick(519) 741-2600 ext. 4657 Parks & Cemeteries Status as of Apr 30th 2018: CS59Parkland Dedication Policy Update DELAYED Apr-2019 Expected Completion: Description: Recent Progress: Comprehensive review and update of the A draft policy, by-law and discussion paper has been completed. current Parkland Dedication Policy related to acquiring parkland (or cash-in-lieu payment) Next Steps: through development applications. An internal staff review of the draft policy, by-law and discussion paper is planned. Council will receive the draft information prior to consultation with Committees of Council and community stakeholders.This project is being shifted out to better align with the DC exemption bylaw timelines. NB04Grand River Park - Phase 1 Status as of Apr 30th 2018: ON TRACK Aug-2018 Expected Completion: Description: Recent Progress: This project will include the establishment of Staff presented to the Corporate Recreation and Leisure Steering criteria, the evaluation of potential lands, the Committee and received feedback on opportunities. prioritization of natural space land acquisition Next Steps: opportunities, and the development of a vision, including: potential park programming and cost Staff is presenting to the Corporate Leadership Team to obtain estimates in order to inform future capital direction on opportunities and next steps. budget forecasts. Phase 1 includes the acquisition of the site. The development of a master plan will begin when Phase 1 is completed. Status as of Apr 30th 2018: NB10Upper Canada District Park Master Plan - Priority 1 ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: The re-alignment, consolidation and The park has been stripped, rough graded and prepared for improvement of the Southwest Optimist infrastructure installations such as retaining structures, drainage, Sportsfield baseball diamonds including irrigation and servicing. Due to late Spring ice cover, re-mobilization supporting infrastructure as identified in the from 2017 was delayed until late April. approved Upper Canada District masterplan. Next Steps: Park Opening: Summer 2018. Diamond Opening: Spring 2019 Construction activities have resumed as of April 30th, 2018 and will continue until project completion. NB17Doon Pioneer Park Skate Park Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: The development of the Doon Pioneer Park Public Workshop #2 was held on February 27, 2018 and three Skate Park will be completed through this concept designs of the skatepark were presented to stakeholders for project. The Leisure Facilities Master Plan review and comment. Public consultation also included an online recommended that additional skateboard Engage Kitchener survey. facilities be developed in Kitchener in an effort Next Steps: to expand on the continued success at that time of the Aud Skatepark, and to address the Upcoming public consultation to be scheduled to present the refined growing need for opportunities in skateboarding. Skatepark Concept Plan by the consultant. IF2 - 22 Denise McGoldrick(519) 741-2600 ext. 4657 Parks & Cemeteries Status as of Apr 30th 2018: NB19Implementation of the South Kitchener District Park ON TRACK Master Plan Phase 1 Dec-2018 Expected Completion: Description: Recent Progress: Phase 1 of the development of the South A Heritage report and conservation plan was approved in January Kitchener District Park will include the 2018. The park will be named RBJ Schlegel Park through a development of the sports fields, sponsorship agreement. Temporary park signs have been installed. playground/splash pad, stormwater Approvals from the Ministry of Environment and Climate Change were management features, grading and site received in April. A second submission was made for Site Plan servicing, roads and parking. Approval. Next Steps: Phase 1 Park & Sportfield tender to be issued and awarded in spring/early summer 2018 and construction is to begin in the summer of 2018. SE06Sustainable Urban Forest Management Program Status as of Apr 30th 2018: ON TRACK Dec-2018 Expected Completion: Description: Recent Progress: This project will initiate the development of a After an extensive community engagement and planning process the Sustainable Urban Forest Program with the draft sustainable urban forest strategy has been completed and is creation of an urban forest strategic plan for ready to be reviewed by the community. A video was created and will public and private urban forest, and an asset be shared with the public to encourage input and feedback on the management plan for trees on city lands. A draft strategy. sustainable program sets the course of action Next Steps: for a socially desirable urban forest that can also be achieved and maintained based on the The draft sustainable urban forest strategy will be presented at the true capacity of the city to manage resources. May 7th Council Strategic Session. This will also start eight week public comment period for the draft. Through the summer staff will finalize the strategy and develop the implementation plan. Status as of Apr 30th 2018: SE07Iron Horse Trail Improvement Strategy - Central Section ON TRACK Aug-2018 Expected Completion: Description: Recent Progress: Improvements to the central section (Victoria The project was awarded by council on March 19th. Detour routing Street to Queen Street) of the Iron Horse Trail and communication with stakeholders has been completed in will include trail-road crossings, signage, advance of the upcoming construction. seating & rest areas, trail width & surfacing, Next Steps: connectivity, amenities and landscaping. Construction activity will begin the first week of May, beginning with the northern section between Victoria St and Gage Ave. Construction will continue through the summer and is scheduled to be completed in August 2018. SE08Year-round Maintenance of Trails and Pathways Around Status as of Apr 30th 2018: DELAYED Schools - Pilot Apr-2019 Expected Completion: Description: Recent Progress: Implement the pilot project to asphalt and winter Following two winters of data collection, a project team meeting was maintain trails around Glencairn Public School held to bring together all project stakeholders and coordinate existing and that staff monitor the use of these trails trail counts, upcoming survey work, city wide mapping and cost- through two winter seasons. Continue to meet benefit analysis. with neighbourhood associations on school Next Steps: access routes and report back to council on the finding of the pilot project and future direction. City-wide mapping of trails in school zones is being completed to analyze City-wide implementation evaluation. Engagement plan for feedback on the pilot is being developed. This work is being moved out to align with the first year evaluation of the sidewalk winter maintenance program and will capture an additional year of winter data. IF2 - 23 Denise McGoldrick(519) 741-2600 ext. 4657 Parks & Cemeteries Status as of Apr 30th 2018: SE23Iron Horse Trail Improvement Strategy - North and ON TRACK South Section Dec-2019 Expected Completion: Description: Recent Progress: Improvements to the North (Union to Victoria) A Terms of Reference for professional services was prepared and and South section (Queen to Ottawa) of the Iron posted on our bidding opportunity website. Initial shortlisting has been Horse Trail will include items such as trail completed in order to award the project at the June 11th council paving and widening, improved trail-road meeting. crossings and wayfinding signs, additional Next Steps: seating and garbage bins, as well as, enhanced naturalization and landscaping. Subject to grant Staff will be making a recommendation of award to a consultant at the funding additional trail lighting will be included. June 11th council meeting. Once the project is awarded, work will begin on the conceptual corridor design. IF2 - 24 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: June 18, 2018 SUBMITTED BY: Jonathan Lautenbach,CFO Financial Services,519-741-2200 ext 7334 PREPARED BY: Ruth-Anne Goetz,Senior Financial Analyst,519-741-2200 ext 7335 WARD (S) INVOLVED: All DATE OF REPORT: May 8, 2018 REPORT NO.: FIN-18-007 SUBJECT: 2017 Development Charge Reserve Fund ___________________________________________________________________________ RECOMMENDATION: For Information. BACKGROUND: The Development Charges Act (1997) and its 2015 Treasurer submit to Council an annual statement of the Development Charge Reserve Fund. REPORT: Summary of Development Charges Legislation: The Act provides the authority and process for the imposition and collection of development charges. Development charges (DCs) are generally paid as a part of the building permit process, and are collected to fund growth-related capital costs for services as allowed by provincial legislation. Services are grouped into two categories discounted services and non- discounted services. The Act requires that a discount of 10% be applied to the growth-related capital costs for discounted services when calculating development charge rates. Non- discounted services refer to services for which the legislation does not require a reduction. The following table shows which services within the City of Kitchener fit into the discounted and non-discounted categories: CategoryServices within Category Discounted ServicesGeneral Government Studies Parking Indoor Recreation Outdoor Recreation Cemeteries Library *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. IF3 - 1 Non-DiscountedRoads and Related ServicesSanitary Servicing Watermains Storm/Watercourse Intensification Allowance Engineering Studies Public Works Fire Asummary of the DC Reserve Fund by Category of Service is found in Table A. Determination of Development Charges: A Development Charges Background Study is required to be completed when updating a Development Charges by-law. The by-law is then valid for a period of up to 5 years. The Act stipulates that the DC rates may be indexed, effective January 1 of each year that the by-law remains in effect. As such, the City of Kitchener indexes the DC rates based on the non- residential construction price index, as provided by Statistics Canada.The 2017 DC rates are set out in Table B. Revenue DC collections in 2017 total $8.2M, a large decrease from the 2016 collections of $16.9M. Of the total revenue, $7.4M was attributable to residential development and $0.8M was for non- residential development. During 2017, the City sold an additional 25% of its capacity at the Shirley Drive Pumping Station. A portion of this payment (6.25%, representing a quarter of the 25% additional capacity sold) was allocated to the DC reserve, and is noted as Other Revenue. Expenses Net DC expenses to December 31, 2017 total $10.9M. Detailed lists are included in the DC Reserve Fund Transactions in Tables C, D and E. Since 2004, different rates have been charged for the Central Neighbourhoods as compared to the Suburban Areas of the City (as defined in the DC by-law). Related revenues and expenses broken down by service are shown for both of these areas in Table E. Expenses are allocated to either the Central Neighbourhood or the Suburban Area based on whether the service is considered to be city wide, or related only to a specific area. If a service is considered city wide, the expense is allocated based on estimated population growth in each area as provided in the background study. Reserve Fund Balances The DC Reserve Fund at December 31, 2017 was in a deficit position of $5.6M compared to a $3.4Mdeficit at the end of 2016. It is important to note that although the reserve fund is in a deficit, the current financial position is stronger than what was anticipated in the 2014 DC background study due in large part to the strong level of new construction in the community IF3 - 2 since the 2014 Development Charges Background Study was approved. The overall reserve balance is broken out into further detail in Table E. The detail provided shows the balances in the Suburban Areas and the Central Neighbourhoods, which is then divided intoResidential and Non-Residential services. These services are further divided into the Discounted and Non-Discounted categories, and then split into balances by service. Some services may reflect a deficit while others reflect a surplus. When the background study was completed, the reserve balances in each service were included in the development charge rate calculation, therefore over time, it is anticipated that the deficits will be recovered and the surpluses utilized. Exemptions DC exemptions in 2017 total $2.1M compared to $1.5M in 2016. A summary of major exemptions is included in Table F.Of the total exemptions, $1.4M was attributable to residential development and $0.7M was for non-residential development. Major exemptions are additional dwelling units in existing residential buildings, downtown core exemption, public school board use and redevelopment allowance*. *If a redevelopment occurs and proof of demolition is provided, the development charge applicable shall be reduced by an allowance that equals the number and types of residential units and the non-residential gross floor area of the former development, at the rates applicable at the time the first building permit for the re-development is issued. Credit for Service Agreements The City may, by agreement, permit a developer to provide services for development of land in lieu of payment of the development charge. At December 31, 2017, credits of $11.3M were outstanding compared to $4.9M at the end of 2016.Refer to Table G for more details. By-law A new DC by-law came into effect July 1, 2014 for a term of no longer than five years.Work will commence on a new background study this summer. No Additional levies The City of Kitchener has not imposed, directly or indirectly, a charge related to a development or a requirement to construct a service related to a development, except as permitted by the Act or another Act. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: through the delivery of core service. FINANCIAL IMPLICATIONS: Financial implications are discussed above and detailed in the attached appendices. IF3 - 3 COMMUNITY ENGAGEMENT: INFORM council / committee meeting. In addition, a copy of this report will be provided to the Waterloo Association. ATTACHMENTS: Table A: Development Charges Reserve Fund Summary by Category of Services Table B: Development Charge Rates Table C: 2017 Transactions Table D: 2017 Expenses Table E: Reserve Fund Transactions by Service Table F: 2017 Exemptions Table G: Credit for Service Agreements ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department IF3 - 4 Total 14,957 391,558 8,235,722 (3,395,350)(5,624,254) (10,871,141) - Total 374,109 5,176,3333,384,4113,011,160 (5,923,693) 105,550 (77,243) Non-Res (165,991) (1,341,838)(1,479,522) Discounted Res 451,352 6,518,1713,278,8614,490,682 (5,757,702) Total 391,558 (359,152) 4,851,311 (8,571,683)(4,947,448)(8,635,414) TABLE A 713,832 Non-Res (330,848)(977,896) (6,221,976)(6,816,888) SUMMARY BY CATEGORY OF SERVICES DEVELOPMENT CHARGE RESERVE FUND Non-Discounted Res 391,558 (28,304) 4,137,479 (2,349,707)(3,969,552)(1,818,526) Balance December 31, 2016DC Act RevenueOther RevenueInterest Income (Expense)ExpensesBalance December 31, 2017 IF3 - 5 TABLE B DEVELOPMENT CHARGE RATES CentralSuburban Residential DevelopmentNeighbourhoodsAreas Single detached or semi-detached dwelling$5,618$10,783/ dwelling unit Townhouse or street townhouse dwelling$3,981$7,639/ dwelling unit Multiple or duplex dwelling$3,100$5,951/ dwelling unit Lodging House$1,708$3,279/ dwelling unit Non-Residential Development** Gross floor area of building$16.78$55.53/ square metre $1.56$5.16/ square foot **The rates as shown above represent the full non-residential DC rate. For the period of July 1, 2014 to March 1, 2019, Council approved a 50% reduction of the Non-Residential rate for industrial development. IF3 - 6 TABLE C CITY OF KITCHENER SUBURBAN AREA DEVELOPMENT CHARGE RESERVE 7012002 2017 TRANSACTIONS Surplus (Deficit) Balance December 31, 2016(3,997,138) Revenues DC Act Revenue7,880,077 Other Revenue 391,558 Interest Income (Expense)(99,626) Total Revenues 8,172,009 Expenditures City Share of Subdivisions827,742 Huron Rd14,205 Doon S Cycling Path(250,004) Otterbein/Forwell SPS Upgrades1,460,222 Freeport SPS Upgrades and Forcemain961,058 SCADA30,563 Balzer Creek Rehab214,000 Miscellaneous Creek Rehab106,121 Kolb Creek(18,000) Victoria Park Lake Rehabilitation(74,230) Engineering Studies175,808 Monitor Upper Blair Creek117,000 Master Plan/Feasibility Studies71,101 Fire Technology from Master Plan106,121 Equipment Acquisitions and Upgrades445,873 Equipment Acquisitions Recovery96,000 KOF Recovery487,000 Planning Studies166,091 Heritage Impact Assessments3,258 Library Resources, Furniture & Equipment184,581 Library Technology Upgrade19,498 Doon Pioneer Park Community Centre Addition2,975,246 Community Trails313,836 Neighbourhood Park Development258,080 District Park Development100,918 Neighbourhood Park Rehabilitation15,199 Victoria Park Redevelopment11,116 Huron Natural Area Redevelopment1,988 McLennan Park Redevelopment938 Library Recovery805,266 Civic District Parking Garage Recovery349,711 Charles and Benton Parking Garage Recovery191,487 Total Expenditures10,167,793 Surplus (Deficit) Balance December 31, 2017(5,992,922) IF3 - 7 TABLE C CITY OF KITCHENER CENTRAL NEIGHBOURHOODS DEVELOPMENT CHARGE RESERVE 7012006 2017 TRANSACTIONS Surplus (Deficit) Balance December 31, 2016601,788 Revenues DC Act Revenue355,645 Interest Income (Expense)114,583 Total Revenues470,228 Expenditures Intensification Allowance176,868 Planning Studies18,718 Heritage Impact Assessments367 Library Resources, Furniture & Equipment17,589 Library Technology Upgrade1,858 Doon Pioneer Park Community Centre Addition283,512 Community Trails29,905 Neighbourhood Park Development24,593 District Park Development9,617 Neighbourhood Park Rehabilitation1,448 Victoria Park Redevelopment1,059 Huron Natural Area Redevelopment189 McLennan Park Redevelopment89 Library Recovery76,734 Civic District Parking Garage Recovery39,289 Charles and Benton Parking Garage Recovery21,513 Total Expenditures703,348 Surplus (Deficit) Balance December 31, 2017368,668 IF3 - 8 ---------------- 915 71,31332,91219,48644,88779,536 540,594959,689574,248133,553225,906714,898295,569107,573143,023916,935 Funding (182,000)(665,779) 4,013,258 Total Other 128,375 128,375 Gas Utility 111,468 111,468 Water Utility Utility 73,378 809,689111,468 (182,000)(665,779) Storm Water Utility 71,313 873,375 Sanitary 540,594150,000111,468 Non-Growth Related Funding Grants 65,000 174,758 109,758 200 200 Donations 915 Capital 32,91244,88779,536 (45,514) 111,469133,553225,906714,898295,569107,573142,823807,177 2,651,704 Tax Based TABLE D 2017 EXPENSES CITY OF KITCHENER DEVELOPMENT CHARGE RESERVE 3,6252,1771,027 14,20530,56371,10196,00021,35616,64712,175 (18,000)(74,230) 827,742961,058214,000106,121175,808117,000106,121445,873487,000176,868184,809202,170343,741282,673110,535882,000389,000213,000 Funding Total DC (250,004) 1,460,2223,258,758 10,871,141 89 367189 1,8589,6171,4481,059 18,71817,58929,90524,59376,73439,28921,513 Central 703,348 176,868283,512 DC Reserve Neighbourhoods Growth Related Funding 938 3,2581,988 14,20530,56371,10196,00019,49815,19911,116 (18,000)(74,230) 827,742961,058214,000106,121175,808117,000106,121445,873487,000166,091184,581313,836258,080100,918805,266349,711191,487 (250,004) 1,460,2222,975,246 10,167,793 DC Reserve Suburban Area City Share of SubdivisionsHuron RdDoon S Cycling PathOtterbein/Forwell SPS UpgradesFreeport SPS Upgrades and ForcemainSCADABalzer Creek RehabMiscellaneous Creek RehabKolb CreekVictoria Park Lake RehabilitationEngineering StudiesMonitor Upper Blair CreekMaster Plan/Feasibility StudiesFire Technology from Master PlanEquipment Acquisitions and UpgradesEquipment Acquisitions RecoveryKOF RecoveryIntensification AllowancePlanning StudiesHeritage Impact AssessmentsLibrary Resources, Furniture & EquipmentLibrary Technology UpgradeDoon Pioneer Park Community Centre AdditionCommunity TrailsNeighbourhood Park DevelopmentDistrict Park DevelopmentNeighbourhood Park RehabilitationVictoria Park RedevelopmentHuron Natural Area RedevelopmentMcLennan Park RedevelopmentLibrary RecoveryCivic District Parking Garage RecoveryCharles and Benton Parking Garage Recovery IF3 - 9 938 Total 2,5741,988 35,48311,50624,75685,95894,77057,59284,89776,80019,49815,19911,116 (14,580)(60,127) 391,558670,471778,457173,340142,404356,698389,600131,212184,581313,836258,080100,918805,266276,272151,275973,445 (202,503) 2,584,7007,062,5227,489,5631,182,7802,975,2469,100,818 (1,611,255) ------------------ 938 Total 2,5741,988 78,27819,49815,19911,116 131,212184,581313,836258,080100,918805,266276,272151,275 5,014,1612,990,5103,068,7882,975,2465,247,9992,834,950 (2,179,211) Discounted 19,498 Library (20,420) 530,671510,251184,581805,266 (774,219)(499,094) 1,009,345 (1,273,313) 938 1,988 15,19911,11633,513 (18,523) Outdoor754,111735,588313,836258,080100,918702,075 (945,450)(911,937) Recreation Indoor 135,924 7,639,8281,189,0221,324,9462,975,2462,975,2465,989,528 Recreation(1,650,300) - DISCOUNTED SERVICES 9,9751,604 74,63711,57911,57986,216 Cemeteries Parking (10,621)(11,237) 426,931416,310276,272151,275427,547 (526,859)(538,096) 2,574 (9,686) 79,80070,114 Studies (63,672) 131,212133,786 (453,776)(517,448) --------------- Total 11,50624,75685,95894,77057,59284,89776,800 (42,795)(14,580)(60,127) 391,558670,471778,457173,340142,404356,698389,600567,956 (202,503) 4,072,0124,420,7751,182,7803,852,819 (2,429,461)(1,861,505) Non-Discounted TABLE EFire 308 7,544 84,89784,89715,82623,370 100,415100,723 SUBURBAN AREAS Public Works DEVELOPMENT CHARGE RESERVE FUND 76,800 (50,196) 568,576518,380356,698389,600823,098 RESERVE FUND TRANSACTIONS BY SERVICE (304,718) (2,364,161)(2,668,879) 94,77057,592 Studies (17,288) 168,245150,957142,404294,766 (794,813)(143,809)(938,622) Engineering ------ Intens'n Allowance NON-DISCOUNTED SERVICES StormSewer 95,76069,18585,958 (14,580)(60,127)(19,646) 164,945173,340184,591 3,478,3183,458,672 - Water 32,896 141,645174,541174,541 1,561,9161,736,457 Sewer 36,73524,756 Sanitary999,042391,558778,457 (558,658) 2,121,0091,427,3351,182,7801,985,9931,562,351 Roads 11,506 670,471479,474 (114,435)(202,503) 1,998,3291,883,8941,404,420 (6,439,274)(5,034,854) RESIDENTIALOpening Reserve:DC Act RevenueOther RevenueInterest Income (Expense)Total RevenueCity Share of SubdivisionsHuron RdDoon S Cycling PathOtterbein/Forwell SPS UpgradesFreeport SPS Upgrades and ForcemainSCADABalzer Creek RehabMiscellaneous Creek RehabKolb CreekVictoria Park Lake RehabilitationEngineering StudiesMonitor Upper Blair CreekMaster Plan/Feasibility StudiesFire Technology from Master PlanEquipment Acquisitions and UpgradesEquipment Acquisitions RecoveryKOF RecoveryPlanning StudiesHeritage Impact AssessmentsLibrary Resources, Furniture & EquipmentLibrary Technology UpgradeDoon Pioneer Park Community Centre AdditionCommunity TrailsNeighbourhood Park DevelopmentDistrict Park DevelopmentNeighbourhood Park RehabilitationVictoria Park RedevelopmentHuron Natural Area RedevelopmentMcLennan Park RedevelopmentLibrary RecoveryCivic District Parking Garage RecoveryCharles and Benton Parking Garage RecoveryTotal ExpensesNet Change for the YearClosing Reserve Balance IF3 - 10 ----------- 684 Total 2,6995,807 (3,420) 40,66020,16333,40422,23013,50921,22489,17519,20097,40034,87973,43940,212 (47,501)(14,103) 817,555682,446157,271277,442182,601 (135,109)(384,529) 1,066,975 (6,581,838)(6,966,367)(5,992,922) ---------------------------- 684 Total 81,17034,87973,43940,212 (23,606)(68,044) 104,776149,214 1,617,387 (1,149,519)(1,217,563) Discounted ------- Library (1,273,313) ------- Outdoor (911,937) Recreation ------- Indoor 5,989,528 Recreation ------ DISCOUNTED SERVICES 86,216 Cemeteries 86,92368,21973,43940,212 Parking (18,704)(45,432) 113,651 (915,059)(960,491) (1,498,587) 684 (4,902) 17,85312,95134,87935,563 Studies (22,612) (234,460)(257,072)(774,520) --------------- Total 2,6995,807 (3,420) 40,66020,16333,40422,23013,50921,22489,17519,20097,400 (47,501)(14,103) 712,779601,276157,271277,442182,601917,761 (111,503)(316,485) (5,432,319)(5,748,804)(7,610,309) Non-Discounted TABLE EFire (1,092)(7,197) 15,11914,02721,22421,224 (51,173)(58,370)(35,000) SUBURBAN AREAS Public Works DEVELOPMENT CHARGE RESERVE FUND 94,28672,47389,17519,20097,400 (21,813) 205,775 RESERVE FUND TRANSACTIONS BY SERVICE (133,302) (1,027,018)(1,160,320)(3,829,199) (6,445) 25,77819,33333,40422,23013,50969,143 Studies (49,810) (298,249)(348,059) (1,286,681) Engineering ------- Intens'n Allowance NON-DISCOUNTED SERVICES StormSewer (3,420) 43,76218,61862,38040,66020,16343,30019,080 (14,103) 923,942943,022 4,401,694 - Water 5,964 21,58127,54527,545 285,250312,795 2,049,252 5,807 Sewer (14,606) Sanitary159,461144,855277,442182,601465,850669,555 (571,801)(320,995)(892,796) 2,699 Roads (92,129)(47,501) 352,792260,663157,271112,469148,194 (4,693,270)(4,545,076)(9,579,930) NON-RESIDENTIALOpening Reserve:DC Act RevenueInterest Income (Expense)Total RevenueCity Share of SubdivisionsHuron RdDoon S Cycling PathOtterbein/Forwell SPS UpgradesFreeport SPS Upgrades and ForcemainSCADABalzer Creek RehabMiscellaneous Creek RehabKolb CreekVictoria Park Lake RehabilitationEngineering StudiesMonitor Upper Blair CreekMaster Plan/Feasibility StudiesFire Technology from Master PlanEquipment Acquisitions and UpgradesEquipment Acquisitions RecoveryKOF RecoveryPlanning StudiesHeritage Impact AssessmentsLibrary Resources, Furniture & EquipmentLibrary Technology UpgradeDoon Pioneer Park Community Centre AdditionCommunity TrailsNeighbourhood Park DevelopmentDistrict Park DevelopmentNeighbourhood Park RehabilitationVictoria Park RedevelopmentHuron Natural Area RedevelopmentMcLennan Park RedevelopmentLibrary RecoveryCivic District Parking Garage RecoveryCharles and Benton Parking Garage RecoveryTotal ExpensesNet Change for the YearClosing Reserve BalanceTotal Suburban Areas Reserve IF3 - 11 ----------- 8977 290189 Total 1,8589,6171,4481,0591,8273,9318,251 4,518 14,78717,58929,90524,59376,73431,03816,99560,13576,912 353,818387,565741,383116,733283,512626,436114,947368,668 (981,977)(272,982)(271,155)(348,067) 1,583,7651,698,712 (1,330,044)(5,624,254) ------------- 8977 290189774 Total 1,8589,6171,4481,0593,9318,2514,518 14,78717,58929,90524,59376,73431,03816,99516,777 (53,637)(52,863)(69,640) 288,351373,074661,425283,512509,703151,722 (192,319)(261,959) 1,504,0131,655,7351,393,7763,011,163 Discounted ------- 1,858 51,16830,70181,86917,58976,73496,181 Library (14,312) 137,168122,856122,856 (1,150,457) ------- 89 189 9,6171,4481,059 72,71347,38629,90524,59366,90053,199 Outdoor 174,070120,099227,269227,269 (684,668) Recreation ------- Indoor 114,648277,483392,131283,512283,512108,619 1,120,7571,229,3761,229,3767,218,904 Recreation ------- 962 DISCOUNTED SERVICES 3,4494,4114,411 12,40116,81216,812 103,028 Cemeteries 643 8,2514,518 80,73241,16620,69761,86331,03816,99548,03313,83094,56212,769 Parking (40,162)(39,519)(52,288) (143,931)(196,219)(101,657) (1,600,244) 77 290131 7,6941,0523,9314,008 (6,642) 14,78715,077 Studies (21,115)(14,025)(35,140)(48,388)(13,475)(13,344)(17,352)(65,740) (100,880)(875,400) ------------------------------ Total 1,053 79,75265,46714,49179,95842,97760,13560,135 (36,775) 116,733116,733 (789,658)(219,345)(218,292)(278,427) (1,068,085)(1,025,108)(8,635,417) Non-Discounted ------------- Fire TABLE E (35,000) --------- CENTRAL NEIGHBOURHOODS Public Works DEVELOPMENT CHARGE RESERVE FUND RESERVE FUND TRANSACTIONS BY SERVICE (3,829,199) -------------- Studies (1,286,681) Engineering 1,053 79,75265,46714,49179,95842,97760,13560,135 Intens'n(36,775) 116,733116,733 (789,658)(219,345)(218,292)(278,427) Allowance (1,068,085)(1,025,108)(1,025,108) ------------- NON-DISCOUNTED SERVICES Storm Sewer 4,401,694 ------------- Water 2,049,252 ------------- Sewer Sanitary669,555 --------------- Roads (9,579,930) RESIDENTIALOpening Reserve:DC Act RevenueInterest Income (Expense)Total RevenueIntensification AllowancePlanning StudiesHeritage Impact AssessmentsLibrary Resources, Furniture & EquipmentLibrary Technology UpgradeDoon Pioneer Park Community Centre AdditionCommunity TrailsNeighbourhood Park DevelopmentDistrict Park DevelopmentNeighbourhood Park RehabilitationVictoria Park RedevelopmentHuron Natural Area RedevelopmentMcLennan Park RedevelopmentLibrary RecoveryCivic District Parking Garage RecoveryCharles and Benton Parking Garage RecoveryTotal ExpensesNet Change for the YearClosing Reserve BalanceNON-RESIDENTIALOpening Reserve:DC Act RevenueInterest Income (Expense)Total RevenueIntensification AllowancePlanning StudiesHeritage Impact AssessmentsLibrary Resources, Furniture & EquipmentLibrary Technology UpgradeDoon Pioneer Park Community Centre AdditionCommunity TrailsNeighbourhood Park DevelopmentDistrict Park DevelopmentNeighbourhood Park RehabilitationVictoria Park RedevelopmentHuron Natural Area RedevelopmentMcLennan Park RedevelopmentLibrary RecoveryCivic District Parking Garage RecoveryCharles and Benton Parking Garage RecoveryTotal ExpensesNet Change for the YearClosing Reserve BalanceTotal Central Neighbourhoods ReserveTotal Development Charges Reserve IF3 - 12 TABLE F DEVELOPMENT CHARGE 2017 EXEMPTIONS 50% Industrial Enlargement102,091 Additional Dwelling Unit(s) in Existing760,175 Downtown Exemption609,622 Municipal Use18,782 Public School Board413,344 Redevelopment Allowance233,040 2,137,054 IF3 - 13 * TBD 593,242593,242 $593,242 30-Jun-20 (2003) Limited associated works Strasburg Rd and September 14, 2017 58M-607 (30T-98201) Primeland Developments - Activa 30-Jun-23 1,578,1061,578,106 30T-08204 $1,578,106$2,736,894 Holdings Inc. May 31, 2016 Station and works Ottawa Trussler Pumping - Activa 73,416 30-Jun-22 2,650,5552,577,139 30T-08203 $2,729,075$1,110,925 Holdings Inc. Bridge works Blair Creek Drive February 18, 2014 - 19,500 Monarch 327,283307,783 $545,363 30-Jun-19 30T-07204 $8,269,801 Corporation Station and works December 10, 2013 Doon South Pumping 58M-528, 30T-07202 & TABLE G -- Activa 295,772295,772 $302,776 30T-08204 CREDIT FOR SERVICE Laurentian DEVELOPMENT CHARGE Holdings Inc. March 5, 2013 EA/Design Work - Activa 2,403 26,72924,326 427, 428 $1,642,555 Trunk Sewer Holdings Inc. Strasburg Creek December 8, 2008 Plan 58M-471, 472, 473 Plan 58M-338, 374, 426, East Forest/Decora Lands 6,0036,003 $1,400,000 Plan 58M-422 November 15, 2006 Peter Dietrich Kruse Lower Hidden Valley PS and appurtenances * Refunds for Strasburg Rd and associated works will be determined based on actual costs incurred in 2018. Balance December 31, 2016New creditsCredits usedRefund givenBalance December 31, 2017ServiceRegistered PlanDate of ServiceOriginal CreditEstimated RefundRefund to be given at earliest IF3 - 14 - Total 117,242 4,884,4486,558,738 11,325,944 * TBDTBD Becker 30-Jun-20 1,756,5371,756,537 $1,756,537 Estates Inc. associated works Strasburg Rd and September 14, 2017 * TBDTBD Activa 30-Jun-20 1,756,5371,756,537 $1,756,537 Holdings Inc. associated works Strasburg Rd and September 14, 2017 * TBDTBD TABLE G (continued) Limited 670,392670,392 $670,392 30-Jun-20 CREDIT FOR SERVICE DEVELOPMENT CHARGE associated works Strasburg Rd and September 14, 2017 Freure Developments * TBDTBD Limited 30-Jun-20 1,089,4991,089,499 $1,089,499 Sunvest Reid associated works Strasburg Rd and September 14, 2017 * TBDTBD Limited 692,531692,531 $692,531 30-Jun-20 associated works Strasburg Rd and September 14, 2017 Hallman Construction * Refunds for Strasburg Rd and associated works will be determined based on actual costs incurred in 2018. Balance December 31, 2016New creditsCredits usedRefund givenBalance December 31, 2017ServiceRegistered PlanDate of ServiceOriginal CreditEstimated RefundRefund to be given at earliest IF3 - 15 COMMUNITY & INFRASTRUCTURE SERVICES COMMITTEE Page 1 UNFINISHED BUSINESS2018-06-18 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 IF4 - 1