HomeMy WebLinkAboutCouncil Agenda - 2018-09-10 SSeptember 7, 2018
Mayor B. Vrbanovic and
Members of Council
CHRISTINE TARLING
Director of Legislated Services & City Clerk
Corporate Services Department
Kitchener City Hall, 2nd Floor
200 King Street West, P.O. Box 1118
Kitchener, ON N2G 4G7
Phone: 519-741-2200 x 7809 Fax: 519-741-2705
Christine. tarling@kitchener. ca
Re: Special Council Meeting — Monday, September 10, 2018
Notice is hereby given that Mayor B. Vrbanovic has called a special meeting of City Council
to be held in the Council Chamber on Monday, September 10, 2018 commencing at 1:30
p.m. to consider the following:
1. In -camera Meeting Authorization
Council is asked to enact the following resolution to authorize an in -camera meeting:
"That an in -camera meeting of City Council be held immediately following this special
meeting to consider a land acquisition/disposition matter, a litigation/potential
litigation matter which is subject to solicitor -client privilege, and a personal matter."
Recess and Reconvene
The Special Council meeting will then recess and reconvene immediately following the
Community and Infrastructure Services Committee meeting at approximately 4:30 p.m.
2. CSD -18-098 — Noise Exemption — K -W- Oktoberfest Inc. Concordia Club
K -W Oktoberfest 50th Anniversary Concert September 22, 2018
Council is requested to consider the recommendation arising from the Community and
Infrastructure Services Committee meeting held September 10, 2018.
3. FIN -18-028 — T18-111 Rebuild Salt Conveyor and Preventative Maintenance
Program
Attached is Financial Services Department report FIN -18-028 (L. Stecho), dated August
28, 2018.
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.
CHRISTINE TARLING
Director of Legislated Services & City Clerk
Corporate Services Department
Kitchener City Hall, 2nd Floor
200 King Street West, P.O. Box 1118
Kitchener, ON N2G 4G7
Phone: 519-741-2200 x 7809 Fax: 519-741-2705
Christine. tarling@kitchener. ca
4. DSD -18-124 — Pedestrian Connection between Fairway Road and Traynor
Avenue
Attached is Development Services Department report DSD -18-124 (B. Cronkite), dated
September 5, 2018.
Recess and Reconvene
The Special Council meeting will then recess and reconvene immediately following the
Planning and Strategic Initiatives Committee meeting at approximately 8:00 p.m.
5. DSD -18-079 —Zoning By -Law Amendment — ZC17/003/F/AP
1250, 1270 & 1314 Fisher -Hallman Road
WAM Fisher -Hallman GP Inc. (One Properties)
Council is requested to consider the recommendation arising from the Planning and Strategic
Initiatives Committee meeting held September 10, 2018.
6. By-law for Three Readings
a. To confirm all actions and proceedings of the Council.
Yours truly,
C. Tarling
Director of Legislated Services & City Clerk
c: Corporate Leadership Team
J. Bunn
D. Saunderson
J. Rodrigues
Records
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.
CITY OF KITCHENER
COUNCIL
IN -CAMERA AGENDA
DATE: MONDAY, SEPTEMBER 10, 2018
TIME: IMMEDIATELY FOLLOWING SPECIAL COUNCIL MEETING (1:30 p.m.)
LOCATION: CAUCUS ROOM
Note: Any member of Council may question the appropriateness of a listed in -camera
item. This may be done during the special Council meeting or at the beginning of the in -
camera session.
ITEMS FOR CONSIDERATION
Land Acquisition/Disposition (LRT Pedestrian Crossing)
Staff will seek direction regarding a land acquisition / disposition matter.
2. Litigation/Potential Litigation / Solicitor -Client Privilege (Cap and Trade)
Staff will provide an update and seek direction regarding this matter.
(60 min)
(30 min)
3. Personal (CAO Performance Review) (30 min)
C. TARLING
CITY CLERK
l
Staff Report K u
Financia! Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2018-09-10
SUBMITTED BY: Laurie Stecho, Supervisor of Purchasing, 519-741-2200 ext. 7089
PREPARED BY: Steve Rudak, Buyer, 519-741-2200 ext. 7213
WARD (S) INVOLVED: N/A
DATE OF REPORT: 2018-08-28
REPORT NO.: FIN -18-028
SUBJECT: T18-111 Rebuild Salt Conveyor and Preventive Maintenance Program
RECOMMENDATION:
That Tender T18-111 Rebuild Salt Conveyor and Preventive Maintenance Program, be
awarded to Donkers Millwrighting Services, St. George, Ontario, at their tendered price of
$139,190.59, including a five (5) year preventative maintenance program of $15,508., and
contingencies of $5,000., plus H.S.T. of $18,094.78, for a total of $157,285.37.
BACKGROUND:
The salt conveyor is located at the Kitchener Operations Facility (KOF). Since its installation in
October 2010, the salt conveyor has received maintenance to keep it operational, but it has now
come to the end of its useful life and requires a significant overhaul.
This tender is for the complete rebuild of the entire conveyor system including some
modifications for improvement to flow rate and reach, as well as a five (5) year preventive
maintenance program running from from October 1, 2018 to September 30, 2023.
REPORT:
Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded
by five (5) interested parties and by the closing date of Monday August 20, 2018, three (3)
tenders had been received.
The following tenders were received:
Donkers Millwrighting Services St. George ON
Rassaun Services Inc. Simcoe ON
Mitchell Mill Systems Canada Newton ON
Bid Price
$157,285.37*
$170,568.40
$229,448.76
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
The tender was reviewed by C. Cook, Supervisor Operations, who concurs with the above
recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city's strategic vision through
the delivery of core service.
FINANCIAL IMPLICATIONS:
The net cost for this Tender (A), is fair and reasonable for a project of this scope and the upset
limit is within the funding available (B) for this project. The operating costs are for the 5 -year
preventative maintenance program. Funding for the capital refurbishment and the multi-year
preventative maintenance program is included within the budget. The estimated surplus (D) for
capital costs will remain in the KOF general provision account for other priority items at the facility
and the estimated surplus (D) for operating will be closed out to the tax stabilization reserve
fund.
Estimated Cost
Tender T18-111 costs, including HST
less: HST rebate on tender
Net Cost Being Awarded
Estimated Cost
Budget for this work:
Capital budget
Operating budget
Total Budget:
2018-2023
Capital Operating Total
139, 761.33 17, 524.04 157, 285.37
13,901.92) (1,743.10) (15,645.02
125, 859.41 15, 780.94 141, 640.35 A
125, 859.41 15, 780.94 141, 640.35 C
140, 000.00
140, 000.00
16, 000.00 16, 000.00
140, 000.00 16, 000.00 156, 000.00 B
Estimated Surplus/(Deficit) (B- C) 14,140.59 219.06 14,359.65 D
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
Staff Repod
Development Services Department
REPORT TO:
DATE OF MEETING
SUBMITTED BY:
PREPARED BY:
WARD (S) INVOLVED:
DATE OF REPORT:
REPORT NO.:
SUBJECT:
RECOMMENDATIONS:
1
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FNFR
www. kitch ever. ca
Special Council
September 10, 2018
Barry Cronkite, Director of Transportation Services,
519-741-2200, ext. 7738
Barry Cronkite, Director of Transportation Services,
519-741-2200, ext. 7738
Ward 3
September 5, 2018
DSD -18-124
Pedestrian Connection between Fairway Road and Traynor Avenue
That staff be directed to proceed with the acquisition of lands that are required to
construct a walkway connection from Fairway Road South to the LRT corridor;
That staff be directed to proceed with the acquisition of lands that are required to
construct a walkway connection from Traynor Avenue to the LRT corridor;
That Council fund the potential land acquisition costs from the Land Inventory Reserve
Fund (up to the existing balance) with any remaining costs being funded from the Tax
Capital Reserve Fund; and further,
That capital funding for the walkway construction be referred to the 2019 Capital Budget
process.
BACKGROUND:
The Light Rail Transit (LRT) line currently extends from Conestoga Mall in Waterloo to
Fairview Park Mall in Kitchener. A portion of the route utilizes the existing one kilometre long
hydro corridor between Courtland Avenue East and Wilson Avenue (see map in Appendix A).
Within the hydro corridor there is also a formal stone dust trail that similarly runs east -west
through the corridor from Courtland Avenue to Wilson Avenue, just north of the LRT corridor.
A pedestrian walkway connects the local residential community to the stone dust trail via
Balfour Crescent. There is no formal pedestrian connection on the Fairway Road side of the
corridor; however, in the past residents of the neighbourhood have informally accessed
commercial destinations along Fairway Road by crossing the hydro corridor through existing
parking lots. Access over private property is classified as trespass and could be cut off with
fencing by current owners at any time.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
The LRT system is in the testing phase and is planned to become operational in December,
2018. The portion of the line that runs along the existing hydro corridor between Courtland
Avenue and Wilson Avenue is automated, and as a result security fencing was installed. This
fencing has restricted informal pedestrian access across commercial properties along Fairway
Road South.
REPORT:
Feasibility Study
A feasibility study was conducted to determine the necessity of a pedestrian connection, the
ideal location of a new crossing if deemed to be required through the feasibility study, and the
appropriate type of connection. The first public meeting was held in January, 2017. This
meeting consisted of a series of interactive workshops that included origin/destination surveys
as well as travel mode and trip frequency assessments. The information gathered from the
workshops was then used to assess the need and optimal location of a potential crossing. In
addition, existing conditions, background information, evaluation criteria and alternative
crossing solutions were presented in an effort to follow the Municipal Class Environmental
Assessment approach. The alternatives considered included: do nothing, an overpass (bridge),
an underpass (tunnel), a level crossing, and transit improvements. It is worth noting that a total
of 213 members of the public provided input at the meeting or through additional engagement
with residents in multi -residential properties within the neighbourhood. The vast majority
indicated that the type of crossing is secondary to safe and convenient access.
Following the first public meeting, further review determined that both the overpass and
underpass options were not feasible due to existing underground infrastructure. The
preliminary preferred alternative was determined to be an at grade pedestrian crossing.
The feasibility study determined that the preliminary preferred crossing should be located in
and around the area of 642 Fairway Road South, as shown in appendix A. This location
outlets directly to a signalized crossing of Fairway Road South. A secondary preferred location
was identified in and around 666 Fairway Road South, slightly west of the preliminary preferred
location.
North of the LRT corridor, there is an existing municipal pathway located between 49 and 51
Balfour Crescent that connects a portion of the Vanier neighbourhood to the east -west
pathway. However, through consultation the community indicated that this location is out of the
way for the majority of residents in the community. The preliminary preferred location for an
additional pedestrian connection on the north side of the LRT corridor is along the westerly
property limit of 259 Traynor Avenue.
A second public meeting was held on December 2nd, 2017 to confirm the results of the study
with the community. 47 community members attended the meeting and showed substantial
support for the preferred plan. Based on this support, the Region of Waterloo has initiated a
functional design process, which will ultimately determine physical construction requirements
and land limits required for property acquisition.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Land Acquisition
In order to facilitate a safe pedestrian connection, land acquisition is required to construct a
walkway connection from Fairway Road South to the LRT corridor.
Walkways are generally defined as pedestrian accesses that are perpendicular to a road right-
of-way and connect two road rights -of -ways or a road right-of-way to a trail or park feature.
Walkways are a lower tier municipality responsibility and are typically identified through
secondary plans and/or subdivision planning. Sidewalks run parallel to the roadway and are
generally constructed by the responsible party (municipality or regional government) that has
accountability for the road right-of-way being constructed, or reconstructed. Based on this it is
recommended that the City of Kitchener's responsibility on this project relates to the provision
of a walkway(s) outside of the limits of the LRT corridor right-of-way.
The Region of Waterloo has agreed to assume responsibility for any construction changes to
the LRT corridor (signals, arm gates, signal houses, LRT crossing modifications, etc.) to
facilitate safe pedestrian movement. Given their respective responsibilities for safe pedestrian
passage, the City of Kitchener and Region of Waterloo must work collaboratively to construct
an appropriate pedestrian connection.
By purchasing land and building the walkway and LRT crossing the first true pedestrian access
to commercial properties on Fairway Road South will be created. The access will be AODA
compliant, and will be maintained so it can be used year round.
Next Steps
Regional staff have indicated that a preliminary design will be completed by mid -fall. It is worth
noting that this design is required to identify walkway limits, including any area needed for
ramping to accommodate the grade change from Fairway Road South to the top of rail at the
LRT tracks. It is anticipated that construction of the at -grade crossing and walkway will occur
during the 2019 construction season, subject to land acquisition.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Strategic Priority: Sustainable Environment & Infrastructure
Strategy: 4.4 - Develop a network of safe, comfortable and linked pedestrian and cycling
facilities and improve year-round maintenance on priority routes.
FINANCIAL IMPLICATIONS:
The acquisition of land and construction of a connecting walkway was not included in the 2018
Capital Budget. As an unfunded request, there are two possible funding options for Council to
consider related to the land acquisition.
Option 1 - Land Inventory Reserve Fund (preferred option)
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
The purpose of the land inventory reserve is to acquire land that is of strategic importance for
the City. The reserve would be considered the appropriate and recommended funding source
for the land acquisition costs. The current balance in the reserve fund is $376,195.
Option 2 — Tax Capital Reserve Fund
This reserve is funded from capital close-outs and can be used for funding general capital
projects. The balance is reviewed annually as part of the capital budget process and is
typically allocated to capital projects after assessing multiple priorities/requests. The current
balance in the reserve fund is $592,753.
Based on the expected timing for constructing a crossing, it is recommended that capital
construction costs be included for consideration as part of the 2019 capital budget process.
Staff have investigated potential sponsorship opportunities for the capital construction of the
walkway(s). During approval of the sponsorship strategy, Council deemed trails as naming
rights opportunities and low priority assets for sponsorship opportunities. Walkways, like
sidewalks and roadways, are considered to be part of core service delivery and generally fall
outside of the principles/conditions of the Municipal Sponsorship Policy. The marketing value
of walkways is low in comparison to the capital costs of constructing them and there is no
guarantee that there would be an interest or partnership opportunity. Given the low
marketability and the uncertainty around finding a sponsorship partner, staff do not
recommend pursuing sponsorship opportunities on the walkway at this time.
Staff at the Region and the City will continue to work together to investigate other potential
public infrastructure funding/grant opportunities. Should an opportunity be identified, staff will
update Council accordingly.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
CONSULT — The City of Kitchener and the Region of Waterloo held public consultation on two
separate occasions (January and December 2017). Additionally, local community groups
engaged with affected citizens on site (apartment buildings along Traynor Avenue) to collect
additional feedback.
ACKNOWLEDGED BY: Justin Readman, General Manager
Development Services Department
Attached: Appendix A — Key Map of Area
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Appendix A: KEY MAP OF AREA