HomeMy WebLinkAboutCouncil Agenda - 2019-04-01
COUNCIL AGENDA
MONDAY, APRIL 1, 2019 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER (TELEVISED) 200 KING STREET WEST
1. COMMENCEMENT
Singing of "O Canada".
2. MINUTES
Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held March 4,
2019 and special meetings held March 4 & 18, 2019) Councillor B. Ioannidis.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
4. COMMUNICATIONS REFERRED TO FILE NIL
5. PRESENTATIONS
a. Jerry Van Ooteghem, President and CEO, and Jim Phillips, Chair, Kitchener-Wilmot
Hydro, Inc. To present the 2018 Annual Report.
b. Mark Dineen Regarding the alteration of the intervention funding model for children with
Autism Spectrum Disorder by the Province of Ontario.
6. DELEGATIONS
a. Myron Daniel Steinman Regarding the support and operation of the Local Planning Appeal
Support Centre, listed as item 9.b. under New Business.
7. REPORTS OF COMMITTEES
8. UNFINISHED BUSINESS
9. NEW BUSINESS
a. Kitchener Power Corporation Councillor B. Ioannidis has given notice that he will introduce
the following motion for consideration this date:
annual circulation of audited financial statements and the appointment of auditors for the
ensuing fiscal year;
THEREFORE BE IT RESOLVED that the audited financial statements of Kitchener Power
Corporation for the year ended December 31, 2018 as audited by KPMG, LLP, as
presented, be hereby received; and,
BE IT FINALLY RESOLVED that KPMG LLP, be hereby appointed Auditors of Kitchener
Power Corporation for the ensuing fiscal year and Directors are authorized to set their
remuneration.
b. Local Planning Appeal Support Centre Councillor D. Chapman has given notice that she
will introduce the following motion for consideration this date:
WHEREAS the Ontario Municipal Board (OMB) was replaced by the Local Planning
Appeal Tribunal (LPAT) in April, 2018, which is an independent, administrative tribunal
responsible for hearing appeals on a variety of Planning Act applications; and,
WHEREAS the Ministry of Municipal Affairs and Housing established the Local Planning
Appeal Support Centre (LPASC) to provide support to the public on how to navigate the
appeal process under the Planning Act; and,
*Accessible formats and communication supports are available upon request. If you require*
assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994.
COUNCIL AGENDA
MONDAY, APRIL 1, 2019 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER - 2 - 200 KING STREET WEST
__________________________________________________________________________________________
WHEREAS the LPASC also provides legal and planning advice to residents who would
not otherwise be able to afford, or have the expertise, to appeal Planning Act decisions;
and,
WHEREAS the LPASC has stopped accepting new requests and is scheduled to close
on June 30, 2019; and,
WHEREAS public participation in local decision-making is fundamental to democracy as
it builds a sense of community and pride;
BE IT RESOLVED that the City of Kitchener encourage the Ministry of Municipal Affairs
and Housing to continue supporting and operating the Local Planning Appeal Support
Centre; and further,
THAT IT FINALLY BE RESOLVED that a copy of this resolution be forwarded to the
Minister of Municipal Affairs and Hou
of Canadian Municipalities, to the Association of Municipalities of Ontario, and to the
Region of Waterloo and local area municipalities.
c. Regional Government Review Consultation Mayor B. Vrbanovic has given notice that he
will introduce the following motion for consideration this date:
That staff be directed to commission a statistically representative survey of Kitchener
residents that will augment provincial and regional efforts to engage the community in
shared with the public, the Premier of Ontario, the Minister of Municipal Affairs and
MPPs and all
local heads of Council.
d. Ontario Autism Program Mayor B. Vrbanovic has given notice that he will introduce the
following motion for consideration this date:
WHEREAS, Autism Spectrum Disorder (ASD) is now recognized as the most common
neurological disorder affecting 1 in every 66 children (over 100,000 Ontarians), as well
as their friends, family and community; and,
WHEREAS, representatives of the local autism community have been raising awareness
of the impacts of the province's changes to autism funding in Waterloo region including
seeking support of community partners; and,
WHEREAS, Applied Behaviour Analysis (ABA) is the scientific process based on
objective evaluation and empirically based interventions used to achieve meaningful,
generalizable and enduring behavioural change. Intensive Behavioural Intervention (IBI)
is an application of the principles of ABA in an intensive setting used to effect behaviour
change and improvement; and,
WHEREAS, the Province of Ontario has announced it is altering the intervention funding
and family income; and,
WHEREAS, as ASD affects all people differently, their sensory, behavioural and
educational needs must be individually addressed by qualified clinicians in order to
facilitate better long-term outcomes; and,
WHEREAS, the new funding model will be insufficient to provide minimal clinically
indicated intensity, leaving families requiring IBI with an untenable budget shortfall; and,
COUNCIL AGENDA
MONDAY, APRIL 1, 2019 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER - 3 - 200 KING STREET WEST
__________________________________________________________________________________________
WHEREAS
Program that will extend services for up to six more months only for children currently in
service, leaving up to 23,000 Ontario children with insufficient funding for appropriate
clinical intervention; and,
WHEREAS, program enhancements have not arrested the layoffs and voluntary
departures from the field of dozens of therapists in Waterloo Region and hundreds
throughout the province; and,
WHEREAS, considerable concern has been expressed about these changes by a broad
range of stakeholders including Autism Ontario, physicians, psychologists,
behaviourists, educators and parents;
BE IT RESOLVED that the Council of the Corporation of the City of Kitchener requests
that the Minister of Children, Community and Social Services suspend implementation
of its planned changes (including enhancements) to the Ontario Autism Program pending
meaningful consultation with a broad range of qualified stakeholders and inclusion of
necessary revisions to the program to ensure that autistic children receive the support
they need to thrive within their communities, and that a copy of this resolution be
forwarded to Premier Ford, Minister MacLeod, the Association of Municipalities Ontario
and all municipalities in Waterloo region.
e. Regional Council Update Mayor B. Vrbanovic
10. QUESTIONS AND ANSWERS
11. BY-LAWS --- 1ST READING
a) To further amend By-law No. 88-171, being a by-law to designate private roadways as
fire routes and to prohibit parking thereon. (Amends By-law 88-171 to add or delete areas
of jurisdiction)
b) To further amend By-law No. 2008-117, being a by-law to authorize certain on-street and
off-street parking of vehicles for use by persons with a disability, and the issuing of permits
in respect thereof. (Amends By-law 2008-117 to add or delete areas of jurisdiction)
c) To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking
of motor vehicles on private property. (Amends By-law 2010-190 to add or delete areas of
jurisdiction)
d) Being a by-law to amend By-law 2017-052 to extend the time period for exemption from
Part Lot Control Block 1 to 7 inclusive, Registered Plan 58M-368 Bridgemill Crescent
and Bridgemill Court. (This is an extension of the time period set out in By-law 2017-052 for
a further two year period).
e) Being a by-law to provide for the stablishing and laying out of part of Forest Creek Drive
and Hollybrook Trail as public highways in the City of Kitchener. (Conveys 0.3m reserves
pursuant to conditions of Subdivision 30T-04208 agreement)
f) To confirm all actions and proceedings of the Council.
12. COMMITTEE OF THE WHOLE
Chair, Councillor B. Ioannidis.
13. REPORT OF THE COMMITTEE OF THE WHOLE
14. BY-LAWS --- 3RD READING
a) To further amend By-law No. 88-171, being a by-law to designate private roadways as
fire routes and to prohibit parking thereon.
COUNCIL AGENDA
MONDAY, APRIL 1, 2019 CITY OF KITCHENER
7:00 P.M. - COUNCIL CHAMBER - 4 - 200 KING STREET WEST
__________________________________________________________________________________________
b) To further amend By-law No. 2008-117, being a by-law to authorize certain on-street and
off-street parking of vehicles for use by persons with a disability, and the issuing of permits
in respect thereof.
c) To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking
of motor vehicles on private property.
d) Being a by-law to amend By-law 2017-052 to extend the time period for exemption from
Part Lot Control Block 1 to 7 inclusive, Registered Plan 58M-368 Bridgemill Crescent
and Bridgemill Court.
e) Being a by-law to provide for the stablishing and laying out of part of Forest Creek Drive
and Hollybrook Trail as public highways in the City of Kitchener.
f) To confirm all actions and proceedings of the Council.
COMMITTEE OF THE WHOLE AGENDA
MONDAY, APRIL 1, 2019
CHAIR COUNCILLOR B. IOANNIDIS
ND
A. BY-LAWS LISTED ON THE AGENDA 2 READING
That the by-laws considered by this Committee be taken as read a second time and be
recommended for enactment.
B. ADMINISTRATIVE REPORTS
1. Tenders
Attached are reports from M. Fisher, Director of Procurement, recommending:
i. FIN-19-023 T19-013 Sandra Avenue (Belmont Avenue West to Patricia Avenue),
Third Avenue (Connaught Street to Kingsway Drive) and Connaught Street
(Second Avenue to Third Avenue) Road Reconstruction
That Tender T19-013 Sandra Avenue (Belmont Avenue West to Patricia
Avenue), Third Avenue (Connaught Street to Kingsway Drive) and
Connaught Street (Second Avenue to Third Avenue) Road Reconstruction,
be awarded to Regional Sewer and Watermain Ltd., Cambridge, Ontario, at
their tendered price of $3,372,798.49, including contingencies of $255,000.,
plus H.S.T. of $438,463.80, for a total of $3,811,262.29.
ii. FIN-19-024 T19-040 Earl Street and Rock Avenue (Union Boulevard to Glasgow
Street and Earl Street to Belmont Avenue West) Road Reconstruction
That Tender T19-040 Earl Street and Rock Avenue (Union Boulevard to
Glasgow Street and Earl Street to Belmont Avenue West) Road
Reconstruction, be awarded to Sierra Infrastructure Inc., Woodstock,
Ontario, at their tendered price of $2,405,247.33, including provisional items
and contingencies of $220,225., plus H.S.T. of $312,682.15, for a total of
$2,717,929.48.
iii. FIN-19-025 T19-032 Charles and Benton Parking Garage Level P6 Repairs
That Tender T19-032 Charles and Benton Street Parking Garage, Level
P6 Repairs, be awarded to Heritage Restoration Inc., Stouffville, Ontario,
at their tendered price of $524,891., including an allowance of $10,000.,
plus H.S.T. of $68,235.83, for a total of $593,126.83.
iv. FIN-19-027 T19-048 Natural Gas and Electric Residential Water Heaters
That Tender T19-048 Natural Gas and Electric Residential Water Heaters,
be awarded as follows:
Tender items 1, 2, 3, 4, 5, 6, 7, 8, 12, 15, 16 and 20 to Usines GIANT
Factories Inc., Montreal, Quebec, at their tendered unit prices for
$2,501,004., plus H.S.T. of $325,130.52, for a total of $2,826,134.52; and,
Tender items 9, 10, 11, 13, 14, 17, 18 and 19 to A.O. Smith Enterprises
Ltd., Fergus, Ontario, at their tendered unit prices for $524,149., plus
H.S.T. of $68,139.37, for a total of $592,288.37, for a one (1) year term,
with an option to renew for two (2) additional twelve (12) month terms.
v. FIN-19-028 T19-046 Dalewood Drive (75 Dalewood Drive to Rosewood Drive)
That Tender T19-046 Dalewood Drive (75 Dalewood Drive to Rosewood
Replacement, be awarded to 410754 Ontario Limited o/a Sousa Concrete,
Cambridge, Ontario, at their tendered price of $1,278,829.31 including
contingencies of $70,000., plus H.S.T. of $166,247.81, for a total of
$1,445,077.12.
2
COMMITTEE OF THE WHOLE APRIL 1, 2019
B. ADMINISTRATIVE REPORTS - CONT'D
2. COR-19-018 Sign Variances 1275 Bleams Road; 1415 Huron Road; 540
Bingemans Centre Drive
Attached is Corporate Services Department report COR-19-018 (D. Saunderson) dated
March 22, 2019.
That the application of FIRST CHRISTIAN REFORMED CHURCH OF
KITCHENER (SG 2019-005 - 1275 Bleams Road) requesting permission to
replace an existing sign with a ground-supported sign having automatic changing
copy that is 38% of the sign area rather than the maximum permitted 30%; and, to
be located 34m from a residential zone rather than the required 100m, on Part Lot
3, Plan 1471, 1275 Bleams Road, Kitchener, Ontario, BE APPROVED, subject to
the following conditions:
1. That the owner shall obtain a sign permit from the Planning Division.
2. That the owner shall ensure the automatic changing copy portion of the sign
is turned off between the hours of 10:00 p.m. and 6:00 a.m.
3. That the above noted Condition 1 shall be completed prior to October 1,
2019. Any request for a time extension must be approved in writing by the
Manager of Development Review (or designate), prior to the completion
date set out in this decision. Failure to fulfill these conditions will result in
this approval becoming null and void.
- and -
That the application of HURON CROSSING DEVELOPMENTS INC. (SG 2019-
006 - 1415 Huron Road) requesting permission to install a ground-supported sign
having automatic changing copy located 30m from a residential zone rather than
the required 100m; having automatic changing copy that is 50% of the sign face
rather than the permitted maximum 30%; and, to have third party advertising on
the sign whereas the By-law does not permit third party advertising, on Part Lot
153, German Company Tract, 1415 Huron Road, Kitchener, Ontario, BE
APPROVED, subject to the following conditions:
1. That the owner shall obtain a sign permit from the Planning Division.
2. That the owner shall ensure the automatic changing copy portion of the sign
is turned off between the hours of 10:00 p.m. and 6:00 a.m.
3. That third-party advertising shall be restricted to tenants of 1415 Huron Road
and the property directly to the north (corner of West Oak Trail and Fischer
Hallman Road).
4. That the above noted Condition 1 shall be completed prior to December 1,
2019. Any request for a time extension must be approved in writing by the
Manager of Development Review (or designate), prior to the completion date
set out in this decision. Failure to fulfill these conditions will result in this
approval becoming null and void.
- and -
That the application of VESTERRA 540 BINGEMANS INC. (SG 2019-007 - 540
Bingemans Centre Drive) requesting permission to install a ground-supported sign
located 30m from another ground-supported sign on the subject property rather
than the required 50m; and, located 28m from another ground-supported sign on
the subject property rather than the required 50m distance separation, on Level 1,
Unit 1 and Common Elements, Waterloo Condo Plan 535, 540 Bingemans Centre
Drive, Kitchener, Ontario, BE APPROVED, subject to the following conditions:
3
COMMITTEE OF THE WHOLE APRIL 1, 2019
B. ADMINISTRATIVE REPORTS - CONT'D
1. That the owner shall obtain sign permits from the Planning Division.
2. That the above noted Condition 1 shall be completed prior to October 1, 2019.
Any request for a time extension must be approved in writing by the Manager
of Development Review (or designate), prior to the completion date set out in
this decision. Failure to fulfill these conditions will result in this approval
becoming null and void.
3. DSD-19-067 55 Bramm Long Term Parking Agreement and Land Lease (295
Joseph)
Attached is Development Services Department report DSD-19-067 (B. Bennett) dated
March 22, 2019.
That the Mayor and Clerk be authorized to execute a 3 year land lease with a 1
year renewal option on a portion of the property municipally known as 55 Bramm
St; and a 3 year Parking Agreement with a 1 year renewal option at the 55 Bramm
St parking facility with 2184647 Ontario Limited & Breithaupt Block Inc, on the
terms outlined in Staff Report DSD -19-067, and satisfactory to the City Solicitor.
4. COR-19-020 Appointments to Various Sector-Specific Vacancies on Advisory
Committees
Attached is Corporate Services Department report COR-19-020 (C. Tarling) dated March
27, 2019.
That Lillian Stojanski be appointed as the Major Retail (outside the downtown)
representative for the Economic Development Advisory Committee for the term
ending November 30, 2020; and,
That John Lintzeris be appointed as the Financial/Banking representative for the
Economic Development Advisory Committee for the term ending November 30,
2020; and,
That David Gundrum be appointed as a Member-at-Large to Heritage Kitchener
for the term ending November 30, 2020; and,
That Laura Lee Roberts be appointed as the Ward 9 representative for the Safe
and Healthy Advisory Committee for the term ending November 30, 2020; and
further,
That Gratiana Achim be appointed as the Social Planning representative for the
Safe and Healthy Advisory Committee for the term ending November 30, 2020.
C. FOR INFORMATION
5. COR-19-019 2018 Election Debrief
Attached is Corporate Services Department report COR-19-019 (C. Tarling), dated March
22, 2019.
6. FIN-19-026 Summary of Tenders Approved by the Chief Administrative Officer
Road Reconstruction with Council Approved Sidewalk Infill
Attached is Financial Services Department report FIN-19-026 (M. Fisher), dated March
15, 2019.
Rise and Report
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher,Director of Procurement,519-741-2200 ext. 7214
PREPARED BY:Polina Semenov, ProcurementSpecialist,519-741-2200 ext. 7037
WARD (S) INVOLVED:Wards3 and 9
DATE OF REPORT:2019-03-13
REPORT NO.:FIN-19-023
SUBJECT:T19-013Sandra Avenue (Belmont AvenueWestto Patricia Avenue),
Third Avenue (Connaught Streetto Kingsway Drive) and Connaught
Street (Second Avenueto Third Avenue)Road Reconstruction
__________________________________________________________________________________________
RECOMMENDATION:
That Tender T19-013 Sandra Avenue (Belmont AvenueWestto Patricia Avenue), Third
Avenue (Connaught Streetto Kingsway Drive) and Connaught Street (Second Avenueto
Third Avenue) Road Reconstruction, be awarded to Regional Sewer and Watermain Ltd.,
Cambridge, Ontario, at their tendered price of $3,372,798.49,including contingencies of
$255,000.,plus H.S.T. of $438,463.80, for a total of $3,811,262.29.
BACKGROUND:
Engineering Services is proceeding with the reconstruction of SandraAvenue between Belmont
Avenue Westand Patricia Avenue having a length of approximately 270 m, Third Avenue
between Kingsway Drive and Connaught Street, approximately 410 m long, and a 120 m section
of Connaught Street between Third Avenue and Second Avenue. This work is being completed
The work includes the replacement of the existing sanitary sewer, storm sewer, water supply
system, roadway, curb and gutter, sidewalks and municipal service connections to the street
property line.
replacement.
Council as part of the 2019 budget process has approved full funding for this project. A surplus
is projected in the project.
The project is scheduled to begin April 22, 2019, weather permitting.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
1.i - 1
REPORT:
Tenders were advertised publiclyonthe City of Kitchener website. Documents were
downloaded by thirty-four (34) interested parties and by the closing date of Friday February 15,
2019, seven (7) tenders had been received.
The following tenders were received:
Bid Price
Regional Sewer and WatermainLtd.Cambridge ON$3,811,262.29*
J.Weber Contracting LimitedBreslauON$3,985,164.58
Sierra Infrastructure IncWoodstock ON$4,261,337.36
Navacon Construction Inc.Brantford ON$4,263,469.43
Gedco Excavating Ltd.Brantford ON$4,350,546.32
Elgin ConstructionSt. ThomasON$4,358,868.54
Steed and Evans LimitedSt. Jacobs ON$4,415,880.54
The tenders were reviewed by A. Lootsma,IBI GROUP
S.Shah,Design Engineerwho concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
1.i - 2
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this tender, the design and implementation of these types
of projects typically involves city staff and resources from across the corporation. These costs
are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be
itemized when they exceed $125,000. Included in this line item are staff time and expenses for
all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation
Planning. The line item also includes allregulatory permitting, geotechnical and material testing,
detouring and traffic control, alternate access and parking requirements and any other
miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during
construction and contract administration.
The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset
limit is within the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital forecast. The estimated surplus (E) will be returned to the
WIP Road Reconstruction general account, and will be used to fund unexpected deficits in WIP
Road Reconstruction projects.
Tender T19-013
Sandra Ave. and Third Ave. Reconstruction
The total budget for all phases of this project is $4,896,168.00
Estimated Cost for this Phase of Work
Tender T19-013 costs, including HST3,811,262.29
less: HST rebate on tender(379,102.38)
Net Cost Being Awarded3,432,159.91 A
Costs Incurred to Date
Projected Costs: Staff Time/Material Testing 57,257.00
Total Estimated Cost for this Phase of Work$3,489,416.91 C
Budget for this Phase of Work
WIP Road Reconstruction -Sanitary Utility2,001,543.00
WIP Road Reconstruction -Stormwater Utility1,000,771.00
WIP Road Reconstruction -Water Utility1,348,866.00
$ 4,351,180.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C)861,763.09 D
Estimated Surplus/(Deficit) from previous phases(7,191.51)
Total Estimated Surplus/(Deficit) $854,571.58 E
1.i - 3
COMMUNITY ENGAGEMENT:
INFORM This report has been posted
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not Applicable
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
1.i - 4
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher,Director of Procurement,519-741-2200 ext. 7214
PREPARED BY:Polina Semenov,ProcurementSpecialist,519-741-2200 ext. 7037
WARD (S) INVOLVED:Ward8
DATE OF REPORT:2019-03-05
REPORT NO.:FIN-19-024
SUBJECT:T19-040Earl Street and Rock Avenue (Union Boulevard to Glasgow
Street and Earl Street to Belmont Avenue West) Road Reconstruction
__________________________________________________________________________________________
RECOMMENDATION:
That Tender T19-040Earl Street and Rock Avenue (Union Boulevard to Glasgow Street
and Earl Street to Belmont Avenue West) Road Reconstruction, be awarded to Sierra
Infrastructure Inc.,Woodstock, Ontario, at their tendered price of $2,405,247.33, including
provisional items and contingencies of $220,225., plus H.S.T. of $312,682.15, for a total of
$2,717,929.48.
BACKGROUND:
Engineering Services is proceeding with the reconstruction of Earl Street (Union Boulevard to
Glasgow Street) and Rock Avenue (Earl Street to Belmont Avenue). The total length of the work
nd are in need
of replacement. Program
(WIP) for road reconstructions.
Council as part of the 2019 budget process has approved funding for this project. A deficit is
projected in the project and will be funded from the WIP Roads Reconstruction general account.
The project is scheduled to begin May 6, 2019, weather permitting.
REPORT:
Tenders were advertised publiclyonthe City of Kitchener website. Documents were
downloaded by thirty-seven (37) interested parties and by the closing date of Thursday February
28, 2019, eight (8)tenders had been received.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
1.ii - 1
The following tenders were received:
Bid Price
Sierra Infrastructure Inc.Woodstock ON $2,717,929.48*
Gedco Excavating Ltd. Brantford ON $2,768,490.36
Steed and Evans Limited St. Jacobs ON $2,936,067.14
Navacon Construction Inc. Brantford ON $2,973,133.85
Elgin Construction St. Thomas ON $3,060,648.67
Regional Sewer and Watermain Ltd Cambridge ON $3,192,390.41
Network Sewer and Watermain Ltd Cambridge ON $3,497,536.53
410754 Ontario Limited o/a Sousa ConcreteCambridge ON $3,730,866.76
The tenders were reviewed by D.Roga,MTE Consultants Inc.,Consultant for the
project and K.Mick,Design & Approvals Engineer,who concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
1.ii - 2
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this tender, the design andimplementation of these types
of projects typically involves city staff and resources from across the corporation. These costs
are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be
itemized when they exceed $125,000. Included in this line item are staff time and expenses for
all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation
Planning. The line item also includes all regulatory permitting, geotechnical and material testing,
detouring and traffic control, alternate access and parking requirements and any other
miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during
construction and contract administration.
The net costfor this tender (A), is fair and reasonable for a purchase of this scope but the upset
limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital forecast. The estimated deficit (E) will be funded from the
WIP Road Reconstruction general account. There are sufficient funds in the account to fund the
deficit.
Tender T19-040
Earl and Rock Reconstruction
The total budget for all phases of this project is $2,670,057.00
Estimated Cost for this Phase of Work
Tender T19-040 costs, including HST2,717,929.48
less: HST rebate on tender(270,349.68)
Net Cost Being Awarded2,447,579.80 A
Projected Costs: Staff Time/Material Testing41,935.00
Total Estimated Cost for this Phase of Work$2,489,514.80 C
Budget for this Phase of Work
WIP -Road Reconstruction -Sanitary Utility1,031,653.00
WIP -Road Reconstruction -Stormwater Utility515,826.00
WIP -Road Reconstruction -Water Utility695,244.00
Contribution from Storm Water Utility -Low Impact Development 50,000.00
Total Budget for this Phase of Work$2,292,723.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C)(196,791.80)D
Estimated Surplus/(Deficit) from previous phases31,527.71
Total Estimated Surplus/(Deficit) ($165,264.09)E
1.ii - 3
COMMUNITY ENGAGEMENT:
INFORM This report has been posted to the
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not Applicable
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
1.ii - 4
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher,Director of Procurement,519-741-2200 ext. 7214
PREPARED BY:Steve Rudak, Procurement Specialist,519-741-2200 ext. 7213
WARD (S) INVOLVED:Ward9
DATE OF REPORT:2019-03-15
REPORT NO.:FIN-19-025
SUBJECT:T19-032 Charles and Benton Parking Garage Level P6 Repairs
__________________________________________________________________________________________
RECOMMENDATION:
That Tender T19-032 Charles and Benton Street Parking Garage, Level P6 Repairs,be
awarded to Heritage Restoration Inc.,Stouffville, Ontario, at their tendered price of
$524,891.,including anallowance of $10,000.,plus H.S.T. of $68,235.83, for a total of
$593,126.83.
BACKGROUND:
The City is proceeding with the repairprogram of the Charles andBenton parking garage as
condition survey review, dated June 26, 2015.The
report recommends repairs to address current areas of both hot rubberized and thin traffic deck
waterproofing deterioration. Additional work identified in the report includes localized removal
and replacement of existing mortar joints and soffit sealant, repair damaged concrete curbs and
cracked masonry unit blocks.
These repairs are required to maintain the waterproofing systems that are designed to protect
the structural systems and integrity of the parking structure.
REPORT:
Tenders were advertised publicly on the City of Kitchener website.Documents were
downloaded by fifteen(15) interested parties and by the closing date of Friday February 15,
2019, nine (9) tenders had been received.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
1.iii - 1
The following tenders were received:
Bid Price (Incl. Taxes)
Heritage Restoration Inc. Stouffville ON$ 593,126.83 *
Restorex Contracting Ltd. Brampton ON$ 642,043.40
Complete Concrete Restoration Ltd. Caledon ON$ 671,926.25
United Building Restoration Ltd. Toronto ON$ 714,172.00
Lancoa Contracting Ltd. Caledon ON$ 759,868.50
SST Group of Construction Companies Ltd. Toronto ON$ 772,582.07
Associated Building Restoration Ltd. Toronto ON$ 790,548.00
Mass Contracting Ltd. Brampton ON$ 798,006.00
Brook Restoration Ltd. Toronto ON$1,074,225.35
Consultant for the project and P. McCormick, Manager Parking Enterprise, who concur with the
above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
1.iii - 2
FINANCIAL IMPLICATIONS:
The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset
limit is within the budget allowance (B) provided within the budget. Funding for this tender is
included within the approved capital budget. The estimated surplus (D) will remain within the
Parking capital account to fund future parking garage repairs.
Tender T19-032
Charles & Benton Level P6 Parking Garage Repairs
Estimated Cost for this Tender
Tender T19-032 costs including HST593,126.83
less: HST rebate on tender(58,997.75)
Net Cost Being Awarded534,129.08 A
Projected Additional Costs -
Total Estimated Cost for this Tender$534,129.08 C
Budget for this Tender
Provisionfor Charles & Benton Concrete & Membrane Repairs in
Parking Capital Account 59501004 (including contingency & engineering
fees)$568,400.00 B
Estimated Surplus/(Deficit) for this Tender (B -C)34,270.92 D
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
FCS-18-002Charles and Benton Parking Lot Repair
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
1.iii - 3
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher, Director of Procurement, 519-741-2200 ext. 7214
PREPARED BY:Steve Rudak, Procurement Specialist,519-741-2200 ext. 7213
WARD (S) INVOLVED:N/A
DATE OF REPORT:2019-03-20
REPORT NO.:FIN-19-027
SUBJECT:T19-048 Natural Gas and Electric Residential Water Heaters
__________________________________________________________________________________________
RECOMMENDATION:
That Tender T19-048 Natural Gas and Electric Residential Water Heaters,be awarded as
follows:
Tender items 1, 2, 3, 4, 5, 6, 7, 8, 12, 15, 16 and20 to Usines GIANTFactories Inc., Montreal,
Quebec, at their tendered unit prices for $2,501,004.,plus H.S.T. of $325,130.52, for a total
of $2,826,134.52; and,
Tender items 9, 10, 11, 13, 14, 17, 18 and19 to A.O. Smith Enterprises Ltd., Fergus,
Ontario, at their tendered unit prices for $524,149., plus H.S.T. of $68,139.37, for a total of
$592,288.37,for a one (1) year term, with an option to renew for two (2)additional twelve
(12)month terms.
BACKGROUND:
Water h
The rental water heater programwas established in 1989 to ensure affordable hot water service
water needs by delivering a program with economical rental rates and great customer service.
Kitchener Utilities offer a full range of water heaters with the latest technologies including high
efficiency Energy Star compliant water heaters.
The estimated annual spend from May 1, 2018 to April 30, 2019 will be approximately
$3,000,000. The actual spend will depend on the level of activity throughout the term of the
contract.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
1.iv - 1
REPORT:
Tenders were advertised publicly on the City of Kitchener website. Documents were
downloaded by eleven (11)interested parties and by the closing date of WednesdayFebruary
27, 2019,three (3)tenders had been received.
The following tenders were received:
Bid PriceAward Price(incl. HST)
Usines GIANT Factories Inc.Montreal PQ$2,894,702.92$2,826,134.52*
A.O.Smith Enterprises Fergus ON$3,371,038.60$592,288.37*
Rheem Canada Ltd.Brampton ON $3,790,651.67
Award has been split between two (2) companies, to the lowest price per water heatercomplete
to specificationas follows:
Usines GIANTFactories Inc.,providing the following water heaters with an eight (8) year
warranty: Conventional Vented 40, 50, 60 and 75 gallon, Power Vented 40, 50, 60 and 75 gallon
with standard vent discharge, Direct Vent Power Vent 50 gallon, Hi Input Direct Vent Power Vent
50 gallon, Hi Input Power Vent 50 gallon and Electric 60 gallon.
A.O. Smith Enterprises Ltd.,providing the following water heaters with a six(6) year warranty:
Conventional: Power Vented 40 and 50 gallon with a multi-position vent discharge, Hi Input /
Output Power Vented 34 gallon, Direct Vented 50 gallon, Hi Input Direct Vent 50 gallon, High
Efficiency Condensing Power Vent 50 gallon and Electric 40 gallon.
The price for natural gas and electric residential water heaters has increased 11%from 2018
pricing.
The tender was reviewed by P. Pavlinich, Manager Customer Relations and D. Oswald,
Supervisor Customer Service, who concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of
the delivery of core service.
FINANCIAL IMPLICATIONS:
Water heaters are a capital asset and their installation/replacement is funded through rental
rates.
1.iv - 2
COMMUNITY ENGAGEMENT:
INFORM This report has been posted
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
FIN-18-033Natural Gas and Electric Residential Water Heaters -Extension
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
1.iv - 3
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher,Director of Procurement,519-741-2200 ext. 7214
PREPARED BY:Polina Semenov,Procurement Specialist,519-741-2200 ext. 7037
WARD (S) INVOLVED:Wards3 and 8
DATE OF REPORT:2019-03-20
REPORT NO.:FIN-19-028
SUBJECT:T19-046Dalewood Drive (75 Dalewood Drive to Rosewood Drive)and
Queens Boulevard (Kelly Drive to Warren Road)Infrastructure
Replacement
__________________________________________________________________________________________
RECOMMENDATION:
That Tender T19-046Dalewood Drive (75 Dalewood Drive to Rosewood Drive) and
Queens Boulevard (Kelly Drive to Warren Road) Infrastructure Replacement, be awarded
to 410754 Ontario Limited o/a Sousa Concrete,Cambridge, Ontario, at theirtendered price
of $1,278,829.31including contingencies of $70,000.,plus H.S.T. of $166,247.81, for a total
of $1,445,077.12
BACKGROUND:
Engineering Services is proceeding with sanitary sewer and watermain replacement on
Dalewood Drive (75 Dalewood Drive to Rosewood Drive), and sanitary sewer replacement on
Queens Boulevard (Kelly Drive to Warren Road) at a total distance of approximately 400 metres
in length. Funds for construction have been approved by Council as part of the 2019 budget
and through Council approved transfer of maintenance funding to the capital budget for the
repair of the Dalewood Drive sewer (DSD-18-167). The services were originally constructed in
The administration, design and tendering of this project has been completed by City staff, the
construction administration and inspection of this project will be completed by City staff as well.
The project is scheduled to begin May 13, 2019, weather permitting.
REPORT:
Tenders were advertised publiclyonthe City of Kitchener website. Documents were
downloaded by thirty (30) interested parties and by the closing date of Thursday March 14, 2019,
nine (9) tenders had been received.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
1.v - 1
The following tenders were received:
Bid Price
410754 Ontario Limited o/a Sousa Concrete Cambridge ON $1,445,077.12*
Elgin Construction St. Thomas ON $1,456,877.83
CH Excavating (2013) London ON $1,488,818.14
Oxford Civil Group Inc. Woodstock ON $1,514,134.97
GedcoExcavating Ltd. Brantford ON $1,543,017.21
Steed and Evans Limited St. Jacobs ON $1,561,999.01
Sierra Infrastructure Inc Woodstock ON $1,575,528.46
Bel-Air Excavating & Grading Ltd. Cambridge ON $1,578,533.89
Regional Sewer and Watermain Ltd Cambridge ON $1,698,999.40
The tenders were reviewed by J. Seip,Engineering Technologistwho concurswith the above
recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievemen
the delivery of core service.
1.v - 2
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this tender, the design and implementation of these types
of projects typically involves city staff and resources fromacross the corporation. These costs
are included in the line item "Projected Costs: Staff Time/Permitting/Material testing", and will be
itemized when they exceed $125,000. Included in this line item are staff time and expenses for
all city staff in support of the project such as Engineering, Kitchener Utilities, and Transportation
Planning. The line item also includes all regulatory permitting, geotechnical and material testing,
detouring and traffic control, alternate access and parking requirements and any other
miscellaneous costs. Projects utilizing in-house staff will include costs for inspection during
construction and contract administration.
The net cost for this tender (A), is fair and reasonable for a purchase of this scope and the upset
limit is within the budget allowance (B) provided within the budget. Funding for this purchase is
included within the approved capital budget, as well as the funding transfer set out in DSD -18-
167. The estimated surplus (E) will be returned to the sanitary and water utilities capital reserve
upon completion of the project, on a pro-rated basis.
Tender T19-046
Dalewood Drive and Queens Boulevard Infrastructure Replacement
The total budget for all phases of this project is $ 1,522,484.00
Estimated Cost for this Phase of Work
Tender T19-046 costs, including HST 1,445,077.12
less: HST rebate on tender (143,740.35)
Net Cost Being Awarded 1,301,336.77 A
Costs Incurredto Date 20,801.74
Projected Costs: Staff Time/Material Testing 12,610.00
Total Estimated Cost for this Phase of Work$ 1,334,748.51 C
Budget for this Phase of Work
Sanitary Utility 1,167,994.00
Water Utility 254,490.00
Total Budget for this Phase of Work$ 1,422,484.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B -C) 87,735.49 D
Estimated Surplus/(Deficit) from previous phases (21,816.41)
Total Estimated Surplus/(Deficit) $ 65,919.08 E
1.v - 3
COMMUNITY ENGAGEMENT:
INFORM the
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
Not Applicable
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
1.v - 4
REPORT TO:Committee of the Whole
DATE OF MEETING:April 1, 2019
SUBMITTED BY:Dianna Saunderson, Secretary-Treasurer, Committee of Adjustment
(519-741-2200 ext. 7277)
PREPARED BY:Holly Dyson, Administrative Clerk (519-741-2200 ext. 7594)
WARD(S) INVOLVED:1 & 5
DATE OF REPORT:March 22, 2019
REPORT NO.:COR-19-018
SUBJECT:Sign Variances-1275 Bleams Road; 1415 Huron Road; 540 Bingemans
Centre Drive
RECOMMENDATIONS:
That the application of FIRST CHRISTIAN REFORMED CHURCH OF KITCHENER (SG 2019-
005-1275 Bleams Road) requesting permission to replace an existing sign with a ground-
supported sign having automatic changing copy that is 38% of the sign area rather than the
maximum permitted 30%; and, to be located 34m from a residential zone rather than the required
100m, on Part Lot 3, Plan 1471, 1275 Bleams Road, Kitchener, Ontario, BE APPROVED,
subject to the following conditions:
1.That the owner shall obtain a sign permit from the Planning Division.
2.That the owner shall ensure the automatic changing copy portion of the sign is turned off
between the hours of 10:00 p.m. and 6:00 a.m.
3.That the above noted Condition 1 shall be completed prior to October 1, 2019. Any
request for a time extension must be approved in writing by the Manager of Development
Review (or designate), prior to the completion date set out in this decision. Failure to fulfill
these conditions will result in this approval becoming null and void.
-and -
That the application of HURON CROSSING DEVELOPMENTS INC. (SG 2019-006 -1415
Huron Road) requesting permission to install a ground-supported sign having automatic
changing copy located 30m from a residential zone rather than the required 100m; having
automatic changing copy that is 50% of the sign face rather than the permitted maximum 30%;
and, to have third party advertising on the sign whereas the By-law does not permit third party
advertising, on Part Lot 153, German Company Tract, 1415 Huron Road, Kitchener, Ontario, BE
APPROVED, subject to the following conditions:
1.That the owner shall obtain a sign permit from the Planning Division.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
2 - 1
2.That the owner shall ensure the automatic changing copy portion of the sign is turned off
between the hours of 10:00 p.m. and 6:00 a.m.
3.That third-party advertising shall be restricted to tenants of 1415 Huron Road and the
property directly to the north (corner of West Oak Trail and Fischer Hallman Road).
4.That the above noted Condition 1 shall be completed prior to December 1, 2019. Any
request for a time extension must be approved in writing by the Manager of Development
Review (or designate), prior to the completion date set out in this decision. Failure to fulfill
these conditions will result in this approval becoming null and void.
-and -
That the application of VESTERRA 540 BINGEMANS INC. (SG 2019-007 -540 Bingemans
Centre Drive) requesting permission to install a ground-supported sign located 30m from another
ground-supported sign on the subject property rather than the required 50m; and, located 28m
from another ground-supported sign on the subject property rather than the required 50m
distance separation, on Level 1, Unit 1 and Common Elements, Waterloo Condo Plan 535, 540
Bingemans Centre Drive, Kitchener, Ontario, BE APPROVED, subject to the following
conditions:
1.That the owner shall obtain sign permits from the Planning Division.
2.That the above noted Condition 1 shall be completed prior to October 1, 2019. Any request
for a time extension must be approved in writing by the Manager of Development Review
(or designate), prior to the completion date set out in this decision. Failure to fulfill these
conditions will result in this approval becoming null and void.
REPORT:
The Committee of Adjustment met as a Standing Committee of City Council on March19, 2019 to
consider threeapplications pursuant to Chapter 680 (SIGNS) of the City of Kitchener Municipal Code.
These recommendations are being forwarded to you on behalf of the Committee of Adjustment for your
consideration.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendations
delivery of core service.
FINANCIAL IMPLICATIONS:
None
COMMUNITY ENGAGEMENT:
INFORM -As directed by the Sign By-law and Fence By-Law, notice of Applications for Variance to the
Sign By-law and Fence By-law are published in the Record 15 -18 days prior to the Committee of
2 - 2
Adjustment meeting at which the application will be considered. Notice of an application is also mailed
to property owners within 30 metres of the subject property.
INFORM -
committee meeting.
ENTRUST -The Committee of Adjustment is a Quasi-Judicial Committee of citizen members operating
as a Standing Committee of City Council.
ACKNOWLEDGED BY: Justin Readman, General Manager Development Services
2 - 3
REPORT TO:Committee of the Whole
DATE OF MEETING:April 1, 2019
SUBMITTED BY:Brian Bennett, Manager Business Development 519-741-2200 ext 7230
PREPARED BY:Brian Bennett, Manager Business Development 519-741-2200 ext 7230
Paul McCormick, Manager Parking Enterprise 519-741-2200 ext 7155
WARD (S) INVOLVED:Ward 9
DATE OF REPORT:March 22, 2019
REPORT NO.:DSD-19-067
SUBJECT:55 Bramm Long Term Parking Agreement and Land Lease (295 Joseph)
___________________________________________________________________________
RECOMMENDATION:
That the Mayor and Clerk be authorized to executea3 year land lease with a 1 year
renewal option on a portion of the property municipally known as 55 BrammSt; anda 3
year Parking Agreement with a 1 year renewal option at the 55 Bramm St parking facility
with 2184647 Ontario Limited & Breithaupt Block Inc,onthe terms outlined inStaff Report
DSD-19-067,andsatisfactory to the City Solicitor.
BACKGROUND:
2184647 Ontario Limited & Breithaupt Block Inc(Perimeter Development Corporation) will
commence construction of Breithaupt Block 3 in the Fall of 2019, and accordingly will lose their
onsite parking that supports the employees of Breithaupt Block 1 & 2.
REPORT:
To accommodate this loss of parking, Perimeter has requested that the City of Kitchenerenter
into a land lease foritsunoccupied vacant property located at 55 Bramm St (295 Joseph St,
Enclosure #1), where they will establish a temporary parking facility for 3 years with a 1 year
renewal option, while Breithaupt Block 3 is under construction. Perimeter will be responsible
for the full operation of the interim facility including all capital and operating costs, maintenance,
property taxes, insurance and liability
Perimeter will also enter into a 3 year Parking Agreement with a 1 year renewal option, with the
Parking Enterprise for 126 parking spaces located at the 55 Bramm Stparking facility,at annual
market rates,with the proceeds directed to the Parking Enterprise.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
3 - 1
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
strong and resilient economy and dynamic Downtown.
FINANCIAL IMPLICATIONS:
The land lease will be $115,920 per annum + HSTplus an annual increase representing the rate
of inflation. The lease rate is the average rate for land leases executed by the City of Kitchener
in the Downtown. It is recommended that the land lease proceeds be directed to the Economic
Development Reserve (EDR) as this parcel is vacant, does not formpart of the Parking
inventory, and a previous land sale at 55 Bramm St wasallocated to the EDR.
Perimeter will enter into a 3 year Parking Agreement with a 1 year renewal option with the
Parking Enterprise for 126 parking spaces located at 55 Bramm St at annual market rates, with
the proceeds directed to the Parking Enterprise.
COMMUNITY ENGAGEMENT:
INFORM the
council / committee meeting.
ACKNOWLEDGED BY: Justin Readman, General Manager Development Services
Enclosure #1 55 Bramm St Map
3 - 2
3 - 3
REPORT TO:Committee of the Whole
DATE OF MEETING:April 1, 2019
SUBMITTED BY:Christine Tarling, Director of Legislated Services/City Clerk, 519-741-
2200, ext. 7809
PREPARED BY:Christine Tarling, Director of Legislated Services/City Clerk, 519-741-
2200, ext. 7809
WARD (S) INVOLVED:All
DATE OF REPORT:March 27, 2019
REPORT NO.:COR-19-020
SUBJECT:Appointments to Various Sector-Specific Vacancies on Advisory
Committees
_________________________________________________________________________________________
RECOMMENDATION:
ThatLillian Stojanski be appointed as the Major Retail (outside the downtown) representative for
the Economic Development Advisory Committeefor the term ending November 30, 2020; and,
That John Lintzeris be appointed as the Financial/Banking representative for the Economic
Development Advisory Committeefor the term ending November 30, 2020; and,
ThatDavid Gundrumbe appointed as a Member-at-Large to Heritage Kitchenerfor the term ending
November 30, 2020; and,
That Laura Lee Roberts be appointed as the Ward 9 representative for the Safe and Healthy
Advisory Committeefor the term ending November 30, 2020; and further,
That Gratiana Achim be appointed as the Social Planning representative for the Safe and Healthy
Advisory Committeefor the term ending November 30, 2020.
BACKGROUND:
After every municipal election, appointments to advisory and quasi-judicial committees take place at the
Striking Committee meeting based on the recommendations of the Nominating Committee (the
Committee). After the November 19, 2018 Striking Committee, there remained some sector-specific
vacancies on some advisory committees
include:
Economic Development Advisory Committee Major retail (outside the downtown)and
Financial/Banking;
Heritage Kitchener Member-at large; and,
Safe and Healthy Advisory Committee Ward 9 and Social planning.
As well, at theNovember 19, 2018 Striking Committee meeting, Council directed staff to undertake an
enhanced recruitment process for the Economic Development Advisory Committee to fill the sector-
specific vacancies as outlined in staff report COR-18-014.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
4 - 1
Staff determine the eligibility of individuals who apply to fill a specific sector and once their eligibility is
confirm
vacancies, the applications are first forwarded to the Nominating Committee to make a recommendation
for Councildecision. If thereare not, the Director of Legislated Services/City Clerk makes a
recommendation directly to Council.
REPORT:
Economic Development Advisory Committee
In response to the enhanced recruitment process,staff received one (1) application from Lillian Stojanski
to fill the vacancy of Major Retail (outside the downtown) and one (1) application from John Lintzeris to
fill the Financial/Banking vacancy for the Economic Development Advisory Committee.Because the
number of applicants is the same asthe number of vacancies for each of the sectors for this committee,
the applicationsdid not go to the Nominating Committee but rather arebeing presented directly to Council
for consideration.
Heritage Kitchener
In response to the sector-specific vacancies listed on the two (2)
applications for the Member-at-Large vacancyon Heritage Kitchener, David Gundrum and Zyg Janecki.
Because there were more applicants than vacanciesfor this committee, the applications wentto the
Nominating Committee, which hasrecommended David Gundrumfor Councilconsideration.
Safe and Healthy Advisory Committee
In response to the sector-one (1)
application from Laura Lee Roberts to be the Ward 9 representative on Safe and Healthy. Since there is
only one application for one vacancy, the applicationdidnot go to the Nominating Committee but rather
isbeing presented directly to Council for consideration.
The City also received three (3) applications for the Social Planning representative on the Safe and
Healthy Advisory Committee as follows:
Gratiana Achim,
Christopher Mulhern, and,
Amanda Parker.
Because there are more applicants than vacancies, the applications wentto the Nominating Committee,
which has recommended Gratiana Achim.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report
delivery of core service.
FINANCIAL IMPLICATIONS:
None at this time.
COMMUNITY ENGAGEMENT:
INFORM council /
committee meeting.
4 - 2
PREVIOUS CONSIDERATION OF THIS MATTER:
COR-18-014 Nominating Committee Appointments to Advisory and Quasi-judicial Committees (2018-
2020)
ACKNOWLEDGED BY: Victoria Raab, General Manager, Corporate Services Department
4 - 3
Recommended Appointees
Economic Development Advisory Committee
Lillian Stojanski (1)Major Retail (outside the downtown)
John Lintzeris (7)Financial/Banking
Heritage Kitchener
David Gundrum (2)Member-at-Large
Safe and Healthy Advisory Committee
Gratiana Achim (4)Social Planning
Laura Lee Roberts (8) Ward 9
Unassigned Applicants
Heritage Kitchener Member-at-Large
Zyg Janecki (3)
Safe and HealthyAdvisory Committee Social Planning
Christopher Mulhern(5)
Amanda Parker (6)
Note: Number in brackets indicates application number.
4 - 4
REPORT TO:Committee of the Whole
DATE OF MEETING:April 1, 2019
SUBMITTED BY:Christine Tarling, Director of Legislated Services & City Clerk, 519-741-
2200, ext. 7809
PREPARED BY:Christine Tarling, Director of Legislated Services & City Clerk, 519-741-
2200, ext. 7809
WARD (S) INVOLVED:All
DATE OF REPORT:March22, 2019
REPORT NO.:COR-19-019
SUBJECT:2018 Election Debrief
___________________________________________________________________________
RECOMMENDATION:
For Information.
BACKGROUND:
The purpose of this report is toprovide Council with an overview of the Kitchener Municipal and School
Board Election held on October 22, 2018. While the election is a statutory function over which Council
does not exercise decision-making authorityas stipulated by the Municipal Elections Act(MEA), this
report serves as a transparent public assessment of the 2018election.The reportprovides information
on new initiatives undertaken for the2018election as well as possible improvements for 2022and is
grouped by the key themesof:
1.Accessibility;
2.
3.Voter Notification Cards;
4.Voting Locations;
5.Voting Equipment, Ballots and Process;
6.Election Workers and Training; and,
7.Services for Candidates.
REPORT:
The Election Steering Committee (the Steering Committee) was comprised of a cross-functional team of
City staff whowereresponsible for planning and executing the 2018municipal electionwith the
involvement of multiple divisions acrossthe Corporation. The Steering Committeespent 18 months
preparing for the election. This included reviewing the results from the 2014 election as well as reviewing
andidentifying changes in the MEA as a result the Municipal Elections Modernization Act(MEMA)to
ensurethose changes were reflected within policies, processes and forms accordingly.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
5 - 1
The Steering Committee re-adopted the 2014 vision statement to facilitatean open, fair and impartial
process that encouragesparticipation and inspiresconfidence in the municipal election.In support of
that vision, the Steering Committee relied on the following principles to guide decision-making:
Ensurealegally-bindingelection by adhering to all legislated requirements and applying these
requirements in a consistent and impartial manner;
Balancefiscal responsibilitywith service delivery;
Beasfair and equitableas possible for all eligible electorsand candidates;
Facilitateaccessibilityfor voters, candidates and elections workers;
Communicateinformation in an open and transparentmanner;
Encouragebroad participationin the election in a variety of ways;
Provideour election workers with enhanced training and tools;and,
Lookfor and employcontinuous improvementmeasures as appropriate.
Looking for and employing continuous improvement measures was key to supporting the other principles
to which the Steering Committee adhered. In many cases, this involved completely de-constructing
procedures and processesas well as reaching out to various municipal colleaguesregarding their best
practices. This approach service
excellence for the election,andresulted in the implementation of improvements that supported the
principles as described above. A number of these improvements are highlighted in this report.
1.Accessibility
Both the MEA and the Accessibility for Ontarians with Disabilities Act(AODA)govern the election with
respect to promoting accessibility for all voters, candidates and election workers. Staff were committed
to providing an accessible election not onlybecause of the legislative requirements but also because of
their high regard for the principle of being fair and equitable to all. The 2018 City of Kitchener Municipal
Election Accessibility Report ()goes into more detail regarding the actions taken to address
barriers but an overviewof the seven (7)categories fromthe Accessibility Report is highlighted below:
ConsultationConsultedwith individuals and community groups to betterprovidean accessible
election for persons with a disability and to receive feedback on the Election Accessibility Plan.
CommunicationProvidedelection information in an accessible format and utilizedmultiple
broadcast mediums to maximize access.
CandidatesProvidedcandidates with information on how to make their campaigns accessible
andprovided election information that is accessible and in alternative formats upon request.
Voting locationsEnsured voting locations met accessibility requirementsand were easy to
navigate.
Voting processEnsuredthe voting process was accessible to persons with a disability.
Election workersFocused training for election workers on accessibility to increase familiarity
with accessible options.
Additional initiatives
voting to voters who are precariously housed and those who are homeless.
5 - 2
2.
The lack of an up-to-date, accurateproblemfor all
Ontario municipal clerks. Dialogue betweenthe Province and the Municipal Property Assessment
Corporate (MPAC),which supplies the municipal Preliminary List of Electors(PLE),has thus far not been
effective in resolvingthis issuebut the Association of Municipal Clerks and Treasurers of Ontario
(AMCTO) continues to lobby the Province for change. Requiring Elections Ontario to provide their
information to MPAC or to municipalities directly is one possible
solution.Anticipating no substantial improvementsby the Province/MPAC in populating the municipal
staff proactively:
Increased messaging on our website, via social media and media releases regarding the need
Onelection earlier and made that
link more prominentalong with information to guide voters on how to contact MPAC with any
concerns they might have regarding their information;
Made the Amendment
Created and distributed 5,000 door hangers to approximately 40 multi-residential rental apartment
buildings
information as appropriate;
Facilitated quick, real-time voter amendments at the voting locations using laptop computers.
3.Voter Notification Cards
List can receive a Voter Notification Card (VNC),and whilethere is no statutory
requirement under the MEAto produce VNCs, staff does so as a service to voters in order to help facilitate
themin knowing where and when to vote, and to expedite voting. It follows, then, that an incomplete and
PLE
had in VoterView was 98%.,
which avoided mail handling surcharges, enabled us to obtain the best postage rates possible, and
allowed for quick delivery of the VNCs. In addition to the initiati,
staff also worked to improve the VNC process as follows:
Selected a VNC vendor withmore election experience and was located closer to the main sorting
facility in Mississauga to reduce the delivery time and thechances for VNCs to go missing;
Moved the delivery time for VNCs to an earlier date;
Closely monitored the Canada Post contract negotiations, which enabled the VNCs to be
delivered in advance of the Canada Post strike;
Made the postcard-size VNCs larger so they would be more noticeable by voters;and
Increased the size of the barcodes to make it quicker for election workers to scan.
4.Voting Locations
The MEA gives the Clerk the statutory authority to establish the number and location of voting locations
ass/he considers most convenient for the electors. Almost always this involves having the voting location
withinthevoting subdivisionit serves but the MEA recognizes this is not always possible soallows voting
locations to be placed outside of the voting subdivision and even outside of municipality where warranted.
5 - 3
Doing sois not preferred but is necessary as a last resort where there areno suitable voting locations
within the voting subdivision.In establishing voting subdivisions and specific voting locations, staff
considers a number of selection criteriaas indicated below:
Accessibility(as required by the AODA);Adequate free parking;
Availability of the location for dates/timesSize and location of the room within the location;
needed;
Ability to secure equipment/supplies at the
Population concentrations/density and optimallocation (AdvancedPolls);
thresholds for voting locations;
General comfort level for voters and election
Fairness and equity for all voters;workers at the location;
Previous voter turnout;Whether the location was used in 2014 and
2010;
Recognized as the neighbourhood school,
library or community centre;Previous problems with the location (e.g., lack of
heat, poor lighting, etc.); and,
Travel distance/walkability;
Cost.
Proximity to transit and major roads/highways;
Staff in Legislated Services and GeoSpatial Data and Analytics spent overfour (4) months reviewing the
voting subdivisions and locations used in 2014 using a variety of tools in order to meet all legislative
requirements under the MEA and the AODA,and implementingmany of thesuggested improvements
from 2014. Staff from both areasworked closely together to map the voting subdivisions andlocations
trying to obtain the optimal balance of the selectioncriteria above, and to seek strategies for uniquely
challenging subdivisions and locations (e.g., southwest Ward 5, the Hidden Valley area, Alpine Public
Schoollocation, etc.).In some instances, this included looking beyond traditional voting subdivision lines
for voting locations to try toensure voters had access to a voting location nearest to them andno further
away than where it is anticipated voters typically shop, do their banking, or send their children to school.
With respect to institutions, the MEA requires municipalities to have a separate voting locationfor those
residentsand only those residents. The MEAis also This
representsanother limitation to having voting locations close to their voting population.
Throughout the process of determining voting subdivisions and locations,
rigorously vetted and approved by the Clerkwitha variety of improvements implemented as indicated
below.
Advanced Poll Voting Locations and Dates
Locatedat community centres which are well-known within the community and easy to find using
the election website;
Ensuredthe hours were consistent across all weekdaysand the opening hour wasnot earlier
than on Election Day;
Testeda location at SportsWorld to see if that would facilitate voters who live in that area or
regularly travel to/work in that area;and,
Established
frequent those locations and/or do not have a permanent home,and advertisedthese voting
locations inshelters and at other social agencies.
Election Day Voting Locations
Reviewed the 2014 voting subdivision boundariesand all 2014 feedback regarding specific voting
locations to ensure suitability of locations in conjunction with selection criteria;
5 - 4
Usedlocations well-known inthe community such as public and separate schools, community
centres, and libraries;
Highlighted voting location changes from 2014 on the election website and informed voters who
called in;
Reviewedvoting locations used in the provincial and federal elections to see if those locations
couldbe used by the City;
Re-inspected all 2014 voting locations and worked with facility staff, principals and school board
administrators to resolve location-specific issues identified by voters and election workers in 2014;
Ensured election workers were clear about the accessible entrances to voting locations and
trained them to place signage strategically to assistvoters;
Increasedsignage outside and insidevoting locations;
Investigatedthe possibility of using local malls as voting locationsunsuccessful;
IncreasedElection Assistants atthose voting locations where identified as needed in 2014;
Double-checkedtransit routes for voting locations to ensure convenience of accessandaddeda
edto
take public transit to vote;
Lobbied both the Waterloo Region District School Board and the Waterloo Catholic District School
Board to declare Election Day as a PD/PA day unsuccessful;and,
Increasedthe number of Legislated Services staff on the telephones from 5-9pm on Election Day
to better assist with voter inquiries.
Institutions
Workedwith GIS and the institutions in advance of establishing voting locations to confirm all the
facilities/addresses that form part of their complexincluding life lease units;and,
Communicatedwith institutions in advance of the election to ensure theyknew the hours when
the pollswouldbe open in their institution and workedwith them to communicate this information
to their residents.
5.Voting Equipment, Ballotsand Process
Much
important to ensure that everyone who is entitled to vote hasthe opportunity to do so. Equipment, ballots
and the voting process were reviewed and enhanced to expedite voting and to better facilitate voters.
Staff closely scrutinized feedback from 2014 to address issues that hindered or discouraged voters from
voting. Improvements in 2018 included:
Updatingthe analysis of internet voting determined circumstances had not changed sufficiently
to warrant potential adoption in 2018;
Procuringan upgraded model of tabulatorthat is proven reliable, easy to use and able to withstand
scrutiny in the event of a challenge including accessible tabulators with Audio Tactile Interface
(ATI), headphones and accessible ballot marking devices at all the Advanced Polls;
Arrangingfor two on-site technical support representatives from Dominion on Election Day to
assist with technical issuesthat election workers were unable to resolve themselves;
5 - 5
Utilizinglaptops at all voting locations at Advanced Polls and on Election Day for full electronic
voter strike-off with barcode scanning technology to expedite voting and adding voters/changing
voter information;
Designingballots that were correct, easy to understand,and easy to be markedby voters;
Providingextra training to election workers on how to communicate voting instructionsbetter;
Extendingthe acceptance of proxy votes for all Advanced Poll dates;
Providinginformation about the proxy process in plain language on the election website and to
voters who came in personor called;
Makingthe proxy form available on-line;and,
CreatingExpress and General Lines at the voting locations to expedite voterswith VNCs and
dedicated
information.
6.Election Workers & Training
The City, like other municipalities and levels of government, relies on citizens to work theelection. Their
participation is critical to dispersingvoting locations across thecityand facilitatingvoters. The City also
gives opportunities to staff to be involved at voting locations andin other capacities. Feedback from
citizens and stafffrom 2018 indicatesit is an enjoyable, interesting and valuable experienceso it is
desirable to continue to try to provide election employment opportunities for citizens and staff.
Theincrease in the use of technology, the visibility of elections, and other sociological factors, has made
it more challenging to find qualified election workers. Hiring over 450 election workers precludes
interviewing each person and makes it difficult to matchperfectlyeach person with the right position.
Ensuring election workers receive the proper training and tools is paramount to their success in fulfilling
their functions ably and confidently.To improve in 2018, we:
Created a Tabulator Assistant position ateach voting location to operate the tabulator equipment
which allowedthe Managing Deputy Returning Officers (MDROs) to better focus on the overall
management of the voting locations and to address problems;
Evaluated each election worker position and developed better position descriptions and
qualifications for each to aid in recruitment;
Began the recruitment process earlier in the election planning process;
Created an Election 101 e-training module for election workers so that in-person training could
focus more on position-specific functions and responsibilities;
Improvedthe in-person training and allowed for more hands-on training;
Increased accessibility training including how to facilitate voters without a permanent residence
and/or identification;
Updated the procedure manuals for each positionand improved the tools to make it easier to find
information in order to facilitate voters more quickly;
Re-evaluated and adjusted thestaffing needs at each voting location as per feedback from 2014
and projected increases in voters;
Increased theelection worker pay to keep on par with neighbouring municipalitiesand current
legislation;and,
Used an online Ticket Management System for MDROs to manage and prioritize voting location
issues on Election Day.
5 - 6
7.Services for Candidates
ategic Plan for the Environment, the SteeringCommittee wascommittedto playing
their part by going more greenin how information was provided to candidatesin addition to providing
more information to candidates.Specific improvements included:
Creating election webpages for candidates which provided links to various electronic resources
such as candidate guides, interactive maps, legislation, etc.;
Making
Implementing an email address for candidates to contact staff to answer questions or resolve
issues;
Employing a staff resource as a first point-of-contact for candidates; and,
Making resources available in hardcopy format for those candidates who did not wish to use
electronic resources.
Possible Improvements for 2022
The Steering Committee met its objective to deliver a legally-binding(non-controverted), accessible and
democratic election but continuous improvement is a hallmark of this team. Looking ahead to 2022, the
Steering Committee has once again solicited, received and compiled feedback from various stakeholders
in order to obtain a wide perspective on the election concerning what went well and what potentially could
be improved upon for the next election. While it is impossible to know exactly what the landscape will
look like in 2022, staff have amassed improvements they will evaluate and possibly implement, budget
permitting.
1.Accessibility
Provide flash cards for election workers to use at all voting locations for voters who are deaf,
deafened, or hard of hearing.
Continue to advocate with our vendor to enlarge the check boxes on the ballot for2022 to better
facilitate voters.
Meet with the Mayors Advisory Council for Kitchener Seniors (MACKS)regarding accessibility
concerns for seniors.
2.andVoter Notification Cards(VNCs)
Make it even cleareron the election website that voters do not need aVNC to vote, just the
required identificationas prescribed by the Province.
Investigate other meansto communicate with voters earlier.
Ensure voters can find information more easily on the
MPAC with any concerns they might have regarding their information
List.
Ensure all voters at an address are listed in the window of the VNC envelope and the envelope
indicates there are multiple VNCs contained inside.
Add accessibility information to VNCs.
5 - 7
3.Voting Locations
Continue advocacy efforts with the school boards to declare Election Day as a PA/PD day to help
address location concerns (e.g., Student safety, parking issues).
Assess voting location criteria to ensure relevancy.
Consider super polls and increase communication to votersif this results in fewer locations.
Ensure the locations are safe and accommodating after darkfor both voters and election workers.
Review how to improve access to those schools where entrances are locked all day (e.g.,
Increase the number of Election Assistants, improve signage directing voters as to what to do).
4.Voting Equipment, Supplies and Process
Investigate various voting options for voters with mobility challenges and/or are unable to leave
their home and do nothave anyone to appoint as a proxy but do
Have accessible tabulators at more than the advanced polls only.
Enable use of City WiFi to access VoterView, especially where LTE signal is weak or connectivity
is unreliableand consider a hybrid solution where city polling locations use a wired connection
and non-city polling locations use LTE modems.
Enhance testing of barcode scanners.
Re-evaluate the apportioning of French Public, French Separate and NST ballotsto decrease
delays at voting locations.
5.Election Workers
Increase amount of time for training for election workers to ensure sufficient time for hands-on
training and pay for training (would require an increase in the budget).
Give VoterView login information to MDROs to hold in case DROs forget it to reduce logindelays
at the start of Advanced Polls and Election Day.
Analyze the data from the Ticket Management System to identify the most common requests from
MDROs and put strategies in place to proactively address.
6.Servicesto Candidates
Update the Corporate Resources Policy to address issues that arose during this election (e.g.,
Neighbourhood Associations holding all candidate debates, clearer indication of what constitutes
City facilities) to provide greater clarity to candidates as to what is and what is not permitted.
Improve communication with candidates regarding the form of names on the ballot.
7.Additional Improvements
Have two(2) telephone extensions one(1)for the public and one (1) for staff andelection
workers.
Advertise the Electionsign@kitchener.ca reporting method moretoexpedite complaints and
inquiries regarding election campaign signage.
5 - 8
Postelection-related videos sooner in the campaign asthey were popular, andlaunch an
educational campaign in advance of the election.
Review a means to obtain more voter input into the planning of the 2022 election.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recom
delivery of core service.
FINANCIAL IMPLICATIONS:
Total Budget for the 2018 Election$558,000.00
Total Cost of the 2018 Election$559,444.35
-$1444.35
Deficit
This translates as follows:
$6,660per location on average;
$7,664per candidate on average;
$13.33per elector who voted; and,
$3.67per eligible elector.
COMMUNITY ENGAGEMENT:
INFORM agenda in advance of the council
/ committee meeting. In addition, acommunication strategy was developed and executed for the 2018
Municipal Election ensuring information about the election was actively promoted on
website as well as through thesocial media and thelocal media.
CONSULT The following groups were consulted with respect to possible improvements for 2022:
Stakeholder GroupMethods Used
VotersOngoing before, during and after the election via
telephone, email, in person, social media, and
election workers at the voting locations.
CandidatesOngoing before, during and after the election via
email,telephone, in person and via survey.
Managing Deputy Returning Officers (MDROs)One surveyemailed to 66 MDROs in addition to
feedback obtained from individual election workers.
The Election Steering CommitteeTwo (2) debriefing sessions.
Major vendors (Dominion Voting and DataFix)Debriefmeetings.
Waterloo Catholic Region District School BoardMetwith representativesin advance of the election.
Waterloo Region District School BoardMet with representativesin advance of the election.
Waterloo Region Area ClerksDebrief meeting.
5 - 9
COLLABORATELegislated Services staff presented its accessibility plan to the Grand River
Accessibility Action Committee for feedback. Members of GRAAC were pleased with the breadth of the
plan and their suggestions for improvement were incorporated into the plan. As well, members of the
Steering Committee continually collaborated with their colleagues across the Region of Waterloo on joint
messaging concerning the election via the website, WRVotes, and with petitioning the school boards to
have Election Day declared a PD/PA day. In addition, Legislated Services worked with administration
staff from each of the school boards and with school principals directly to overcome issues experienced
in 2014. Finally, staff worked very closely with theand Ray of Hope to bring
voting to those locationsfor voters who have precarious housing or are homeless.
ACKNOWLEDGED BY:Victoria Raab, General Manager, Corporate Services Department
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2018 City of Kitchener
Municipal Election
Accessibility Report
FOR INFORMATION OR ASSISTANCE, PLEASE CONTACT:
Christine Tarling, City Clerk 519-741-2200 x7809
Jeff Bunn, Deputy City Clerk 519-741-2200 x7278
Email AccessibleElection@kitchener.ca
Website: www.Kitchener.ca/elections
5 - 11
1.Consultation Barriers:
Consult with individuals and groups in the community to gain an increased understanding into
providing an accessible election for persons with a disability and to receive feedback on this Plan.
Consultation Initiatives Post-election Action Analysis
Review comments from electors, candidates, Comments from electors, candidates, and election
and election workers regarding 2014 election. workers were reviewed and taken into consideration
when making election-related decisions for the 2018
election.
Consult with Grand River Accessibility City staff presented the Accessibility report to
Advisory Committee (GRAAC) early in the GRAAC on Thursday October 26, 2017 where
process to obtain Committee feedback on valuable feedback was provided. Adjustments to the
potential barriers and methods to overcome Plan were made based on this feedback to overcome
these barriers. potential accessibility barriers.
Collaborate with disability groups and networks -Cultural
to help disseminate election information Centre and many of the institutions used as voting
through the City's website, social media, etc. locations allowed us to place posters there prior to
Election Day which advertised election information.
Additionally, election information was disseminated
reach a wider audience.
Conduct a post-election survey to receive A post-election survey has been distributed to
additional feedback including follow up with candidates and the Manager Deputy Returning
disability groups Officers to gather feedback. Additionally, any
feedback from electors at voting locations,
especially regarding accessibility concerns, have
been collected for review and consideration for the
2022 municipal election.
Attend any meetings or events that promote City staff attended GRAAC to bring attention to
accessibility to bring attention to accessibility-possible accessibility-related election barriers and to
related barriers for elections.
accessible election initiatives.
Consider having a preview day for accessible The delivery date of the voting equipment did not
voting equipment to increase comfort level for allow sufficient time to prepare for a preview day to
voters with disability. view the accessible voting equipment.
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2.Communication Barriers:
Provide election information in an accessible format and utilize multiple broadcast mediums to
maximize access.
Communications Initiatives Post-election Action Analysis
Focus on presenting election information in a All election information was written using plain
clear and easy to understand manner. language and election jargon was eliminated where
possible. Where needed, jargon was
explained/defined. Additionally, all election
information on the election website was written to
comply with AODA standards.
Dedicate a section of the City of Kitchener
election website to accessibility. dedicated to accessibility. These pages included:
Publish updates continuously on the City's
election website throughout the 2018 election. updated during the 2018 election to ensure new
information and data was released in a timely
manner.
Ensure election web pages are W3C All election pages are W3C Consortium WCAG 2.0
Consortium WCAG 2.0 Level AA Compliant. Level AA Compliant.
Create a dedicated e-mail address regarding The email AccessibileElection@kitchener.ca was
accessibility
method of corresponding with candidates, electors
and the media. Staff monitored the email account
closely to respond to inquiries or comments
promptly.
Provide equipment to facilitate communication
for elections staff and members of the public communicate with any deaf, deafened and hard of
who are deaf, deafened or hard of hearing. hearing candidates, electors and potential election
workers.
An ASL interpreter was provided to facilitate
training an election worker who has a hearing
disability. He was also provided with flash cards
(made by staff) for easy/clear communication with
electors at the voting location. Staff have discussed
supplying all locations with the flash cards for
electors who have a hearing disability at all locations
in the 2022 election.
Additionally, 5 Advanced Poll locations were
provided with accessible vote tabulators to facilitate
voting for those who had a hearing/vision/mobility
impairment.
5 - 13
3.Candidate Campaign Barriers:
Provide candidates with election information on how to make their campaigns accessible and election
information that is accessible and available in alternative formats upon request.
Assistance to Candidates Initiatives Post-election Action Analysis
Provide candidates with AMCTO guide for All candidates were provided with the AMCTO
running an accessible campaign. guide via the City of Kitchener's website.
Provide candidates with list of locations and
services to connect with electors without a website. Outreach to agencies serving people
permanent residence. without a permanent residence was done which
included a poster campaign.
Provide information regarding accessibility to The AMCTO guide for running an accessible
candidates in an information package and also
post on the City website. included various topics concerning accessibility.
Hold candidate information sessions at There were no candidate information sessions held.
accessible location(s). Candidates who had questions were welcomed to
come to City Hall, 2nd floor, Legislated Services (an
accessible location) to have them answered.
Candidates were also welcomed to contact City staff
via any other communication method (phone, email,
mail etc.)
Make information available in alternative All election-related information was posted to the
formats upon request. City's website where electors, candidates etc. could
download the appropriate document or view the
information online. Those that did not have access to
the electronic versions were provided with hard
copies when requested. City Staff also prepared
documents in both English and French which were
available upon request.
5 - 14
4.Voting Location Barriers:
Ensure voting locations are accessible and easy to navigate.
Voting Locations Initiatives Post-election Action Analysis
Perform a site visit to inspect all potential All election voting locations were assessed on their
voting locations for accessibility. accessibility and those that were accessible and met
other criteria were selected as 2018 voting locations.
Ensure voting locations have adequate signage All voting locations were supplied with numerous
for easy navigation. signs to be placed on both inside and outside of the
location. Election workers were instructed during
training that it was their responsibility to place the
signs in areas with high visibility to ensure ease in
accessing the voting location. Change of copy signs
at locations were used where available. Locations
that were challenging to navigate internally were
assigned additional election workers to assist voters.
Ensure there is an accessible entrance to the All voting locations were inspected to ensure the
voting location. entrances were compliant with our accessibility
standards. Those that developed an issue after the
inspections were rectified. For example, Alpine
Public School had to change their main entrance
from the accessible entrance to a side door to
compensate City staff built and delivered a ramp on
Election Day so that electors with accessibility
needs would be able to enter the location with ease.
Enhance walkability from parking lots to voting City staff increased the number of city facilities used
locations to reduce any arduous distances. as voting locations from 2014 to help increase
walkability. Additionally, City staff worked with
schools to maximize the number of available
signs in school lots) for use by voters. Additionally,
when possible, the most accessible entrance was
used at each voting location
Establish voting locationused as
Community Kitchen and Ray of Hope that are Advanced Poll locations on Thursday October 11th
accessible to electors without a permanent for electors who were without a permanent
residence. residence.
Establish voting locations at retirement homes Voting locations were implemented at 16 institutions
and institutions to assist electors. (including Long-Term Care facilities) across the
City.
5 - 15
5.Voting Process Barriers:
Ensure the voting process is accessible to persons with a disability.
Voting Process Initiatives Post-election Action Analysis
Ensure accessible voting equipment is available 5 Advanced Poll locations were supplied with
at polling locations. accessible voting equipment for electors who had
hearing/vision or mobility impairments.
Train election worker to assist voters when All election workers were provided training on
requested. This includes accommodating AODA standards and assisting voters with
bedside voters. disabilities. They were also trained on how to assist
voters with voting including accommodating
bedside voters.
Produce a clear guide to using accessible voting Each Manager Deputy Returning Officer (MDRO)
equipment. and Tabulator Assistant (TA) was provided clear,
hands-on instructions on how to use the accessible
voting equipment in order to be able to guide/assist
electors at the Advanced Poll locations.
Design ballots with ballot vendor and City staff met with Dominion Voting, the ballot
accessibility groups to make them easier to vendor, to discuss increasing the size of the target
mark voting selections. box. Unfortunately, the vendor was unable to
increase the size as it would interfere with coding
but City staff has emphasized the need to do
something for the 2022 election.
Additionally, City staff ensured the correct
pronunciation for each candidate
audio ballots.
Provide Affidavits of Residence and Oaths of These forms were supplied to all voting locations
Identification to facilitate voters with no including St. John's Kitchen and Ray of Hope to
permanent residence and/or identification. enable such voters to receive a ballot and vote.
Provide text magnifiers to assist electors who All voting locations were supplied with magnifiers
have limited vision. at Advanced Polls and on Election Day.
Supply notepads to facilitate communication All voting location were supplied with notepads at
with electors who are hard of hearing or Advanced Polls and on Election Day.
deafened.
Have chairs or stools available for electors who All voting location were supplied with chairs/stools
cannot stand for a prolonged period. at Advanced Polls and on Election Day.
Create a process to notify electors in the case of Emergency procedures were created and
an emergency or disruption to services. Communications staff were prepared to
publish/distribute a notification in the case of an
emergency.
Assess the state of alternative voting options for Alternative voting options will be assessed for the
next election. 2022 election after reviewing feedback from City
staff, electors, election workers and candidates
including the feasibility of offering more accessible
voting locations on Election Day.
5 - 16
6.Training for Election Workers to Overcome Barriers:
Training for election workers will include a focus on accessibility to increase familiarity with
accessible options.
Voting Process Initiatives Post-election Action Analysis
Train all election workers on accessible election All Advanced Poll Manager Deputy Returning
equipment and assisting electors with a Officers (MDRO) were trained on how to set up and
disability. use the accessibility voting equipment as well as
how to appropriately assist electors during the
process. All election workers were trained on how
to respectfully assist voters with disabilities.
Train election workers on not restricting service All election workers received training material
persons or animals who are assisting a person regarding the appropriate actions to take when in the
with a disability. presence of a service person/animal who are
assisting a person with a disability. The training
material included situational accessibility dos and
Hire additional election worker so assist at Certain voting locations in larger subdivisions were
certain voting locations to enhance provided with additional election worker to enhance
accessibility. accessibility. Locations that had additional election
workers included Alpine Public School and the
Kitchener Memorial Auditorium Complex.
Provide election workers with accommodation An election worker with a hearing disability was
upon request to ensure training is accessible to provided with an ASL interpreter for the Election
all election workers. Worker training. City staff also prepared flash cards
to use at the voting location for easy communication
between the election worker and voters.
Hire election workers for
Kitchen and Ray of Hope who understand the of Hope and were able to hire election workers who
needs of the voters at these locations. were volunteers at those organizations and
understand the needs of that community. Staff also
worked with these organizations to ensure a balance
between meeting the legislative requirements of the
Municipal Elections Act and reducing barriers for
their community.
Include information on processing forms in the The Manager Deputy Returning Officer and Deputy
election worker training guide. Returning Officers received training material with
instructions on processing forms to enable voters
without a permanent residence or identification to
vote.
Review Accessibility Course to familiarize Highlights and key points from Accessibility for
election workers with providing an accessible Ontarians with Disabilities Act (AODA) literature as
election to all voters. well as other accessibility organizations were
included in election worker training.
5 - 17
7.Additional Initiatives:
Additional initiatives not included in the initial Accessibility plan that were carried out.
Subject Initiative
Training An election worker with a hearing disability was
hired and provided with an ASL interpreter in order
to complete the mandatory Election Worker training.
City staff also prepared flash cards to use at the
voting location for easy communication between the
election worker and the voter. Correspondence with
this worker took place via video relay service. City
Hall as per the requirements of the election position.
Voting locations City staff allowed voters to park on the street near
voting locations without receiving a ticket if parking
at the location was limited providing fire routes were
not blocked and accessible parking spots were not
used by those who did not have a disability.
Voting Process An elector with a mobility disability mistakenly
came to Kitchener City Hall on Election Day
thinking it was open for voting as it was for
Advanced Polls. The elector did not have enough
time to take the bus to their correct location before
the close of polls and so a City staff member drove
the elector to their correct location, providing the
elector with the ability to successfully cast their
vote.
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City of Kitchener
2018 Election Stats & Facts
Voting Locations:
Type of Voting Date Hours Location
Advanced Voting (Vote Wed. October 10 to Fri. 2pm to 8pm 4 City facilities and City Hall
anywhere) October 12, 2018
Advanced Voting Thurs. October 11, 2018 10am to 2pm
4pm to 8pm Ray of Hope
Advanced Voting (Vote Sat. October 13, 2018 10am to 2pm 4 City facilities and City Hall
anywhere)
Election Day Mon. Oct. 22, 2018 10am to 8pm 77 voting locations including 16
institutions
Poll Turnout Location Number of voters/%
Highest Advance Poll Stanley Park Community Centre 1,083 voters
Lowest Advance Poll Sportsworld Arena 275 voters
Highest Election Day Poll 8-30 St. Paul Catholic School36.89%
Lowest Election Day Poll 3-30 Activa Sportsplex14.49%
Candidates:
73candidatesand 1 third party advertiser
Voters:
Over 152,000 as of the end of Election Day;
o
o
Over 41,000 eligible electors facilitated in voting
o 28% voter turnout2%lower than in 2014buton parwith the 50-year average;
Turnout by Age:
Age % of Turnout
18-21 1.76%
22-29 5.74%
30-39 13.54%
40-49 15.49%
50-59 19.52%
60-69 21.43%
70-79 15.42%
80-89 5.78%
Over 90 0.64%
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Election Workers
Approximately 500 election workers trained over approximately 50 hours
Marketing
Digital marketing played a large role in promoting and creating awareness about the 2018
election. The marketing campaign used various media channels from May 1 to October 23,2018
and included working in collaboration with other local municipalities as well as WRVotes:
Social Media Analytics What Does it Mean?
Total clicks 20,911 How many people clicked on our content and were
redirected to additional information on our website
Facebook video views 3,130 How many times users viewed the videos we shared
Facebook reactions 400
Signifies the overall media campaign was well-received by
the public
Kitchener.ca/election What Does it Mean?
Page views 42,464 How many people viewed the election page on
website
Visitors for first time 12,373 How many people had not visited this website previously
Most popular page Am I on the Signifies the success of our outreach campaign to
within the Election
section
nd
2 most popular page Where to Signifies the success of our outreach campaign to
within the Election Vote encourage voters to find out where to vote
section
Avg time spent on a 3 minutes How long, on average, a user spent viewing the content on
webpage and 21 any given webpage
seconds
Live Results page 10,838 How many people viewed this page
Avg time spent on the 6 minutes How long, on average, a user spent viewing this content
Live Results page and 15
seconds
Digital marketing proved to be an effective tool forboth awareness and engagement, as
evidenced by click-
website.
In 2018, election--10 most visited pages.
The Information on Candidates page was the 4th most-viewed page with 61,570 page views; the
th
Election Landing Pagewas the 9most viewed page on Kitchener.ca with 42,464 page views.
Comparatively, the number one-viewed page year over year Career & Employment Opportunities
garners ~190,000 page views annually.
5 - 20
REPORT TO:Committee of the Whole
DATE OF MEETING:2019-04-01
SUBMITTED BY:Margaret Fisher, Director of Procurement, 519-741-2200 ext. 7214
PREPARED BY:Laurie Stecho, Supervisor of Purchasing,519-741-2200 ext. 7089
WARD (S) INVOLVED:Wards2 and 3
DATE OF REPORT:2019-03-15
REPORT NO.:FIN-19-026
SUBJECT:Summary of Tenders Approved by the Chief Administrative Officer
Road Reconstruction with Council Approved Sidewalk Infill
__________________________________________________________________________________________
RECOMMENDATION:
For Information Only
BACKGROUND:
In accordance with Staff Report INS-15-051where it was resolved that:
he Chief Administrative Officer be delegated authority to approve tenders for road
reconstruction projects with Council-approvedsidewalk infill, provided the total costs are within
the approved budgets contained in the relevant departmental budgets and that a report
This report fulfills therequirement of the Council resolution.
REPORT:
The following recommendations for award were within budget and approved:
T19-006 Centreville Neighbourhood Centreville Street, Jansen Avenue, Guerin Avenue,
Florence Avenue, Huber Street and Walker Street (From Morgan Avenue / Jansen
Avenue to Kinzie Avenue) Road Reconstruction
T19-009 Vanier Drive (Walton Avenue to Shelley Drive) Road Reconstruction
Administrative awards allow for an efficient and timely procurement process. Appendix 1
provides the details of the tender awards made by the Chief Administrative Officer since the
previous Council meeting.
***This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994for assistance.
6 - 1
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
the delivery of core service.
FINANCIAL IMPLICATIONS:
As set out in Appendix 1
COMMUNITY ENGAGEMENT:
INFORM This rep
council / committee meeting.
PREVIOUS CONSIDERATION OF THIS MATTER:
INS-15-051 Sidewalk Infill Policy
DSD-18-035-2019 Sidewalk Infill through Roadway Reconstruction
ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
6 - 2
is:is:
00.00
122
stimated stimated
232.,
,
ee
urplusurplus
Budget
339
,
899
738.97
,
otal otal
,
3
275.75
7
,
e total budget for all
: $: $
h
51344
The total budget for all phases of this project isThe tproject s$Tphases of this project isThe tproject s$
98
.
Price
563.15250
,,
HST)
719086
(Including
Applicable
,,
Award
63
$$
Ltd
Ltd.
ed
imited
Limited
c
CAO Tender Awards
In
List of Bidders
Contracting L
Infrastructure Inc
Air Excavating & GradingAir Excavating & Grading Ltd.
--
(Successful Bidder Indicated in Bold)
AAR Excavation Limited
AAR Excavation Limited
-
-
Appendix 1
JSierra J.Weber Contracting LimitElgin ConstructionNavacon Construction Inc.Regional Sewer and WatermainSteed and Evans LimitedBelGedco Excavating Ltd.E.& E. Seegmiller LimitedCapital
Paving Nabolsy Contracting Inc.J.Weber Elgin ConstructionSierra Infrastructure IncNavacon Construction Inc.Gedco Excavating Ltd.Steed and Evans Limited JRegional Sewer and Watermain
LtdBelE.& E. Seegmiller
Tender Number & Name
006 Centreville Neighbourhood 009 Vanier Drive (Walton
--
Centreville Street, Jansen
T19Avenue, Guerin Avenue, FlorenceAvenue, Huber Street and WalkerStreet (From Morgan Avenue /Jansen Avenue to Kinzie Avenue)Road ReconstructionT19Avenue to Shelley Drive) Road Reconstruction
6 - 3
REPORTS TO BE CONSIDERED BY COUNCIL
APRIL 1, 2019 CITY OF KITCHENER
COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 2019
1. That 220 King Street West be used for community programming, pop-up retail opportunities and
temporary art installations from March 2019 through May 2020, as outlined in Development
Services Department report DSD-19-045; and further,
That staff report back to Council on a long-term use for 220 King Street West before May 2020.
2. That 2019 Community Grants Tier 2 in the amount of $173,081 be approved, as outlined in
Appendix A attached to Community Services Department report CSD-19-003; and,
That the following organizations be approved to move to the Tier 1 grant process for the 2020
grant cycle:
a) Community Music School of Waterloo Region
b) Royal Medieval Faire
c) Summer Lights Festival; and further,
That the outstanding balance of $122 remain in the account and be posted as a positive variance
at the end of the year and then transferred into the tax stabilization reserve.
3. That the Mayor and Clerk be authorized to execute an agreement, subject to the satisfaction of
the City Solicitor, with the Waterloo Wellington Local Health Integration Network for the Multi-
Sector Service Accountability Agreement; and further,
That the Deputy CAO & GM of Community Services be authorized to execute the necessary
documentation relating to compliance, reporting and operational matters required by the Multi-
Sector Accountability Agreement between The Corporation of the City of Kitchener and the
Waterloo Wellington Local Health Integration Network, as outlined in Community Services
Department report CSD-19-004.
4. That pursuant to its Animal and Dog Control And Pound Services Agreement dated January 1,
2018 with the Animal Welfare Agency South Central Ontario operating as the Kitchener-Waterloo
Humane Society now called The Humane Society of Kitchener-Waterloo & Stratford Perth (the
services or any portion thereof provided the subcontractor executes an agreement satisfactory
to the City Solicitor to ensure that City data and personal information is adequately protected, no
additional costs are incurred by the City, and the allocation of dog licensing revenue pursuant to
the Agreement is not changed; and further,
That the Deputy CAO & GM of Community Services be authorized to execute an agreement,
subject to the satisfaction of the City Solicitor, with any subcontractor used by The Humane
Society for dog licensing services and to which the Humane Society may also be a party to
ensure adequate protection of City data and personal information, as outlined in Community
Services Department report CSD-19-005.
5. That the traffic calming measures (two (2) speed cushions, two (2) intersection narrowings, one
(1) pedestrian refuge island and one (1) intersection improvement) located on Doon South Drive
between Homer Watson Boulevard and Robert Ferrie Drive remain in place on a permanent
basis, as outlined in Development Services Department report DSD-19-046.
6. -in-Residence, Julie
Sperling, as outlined in Development Services Department report DSD-19-042, be approved;
and further,
That the Mayor and Clerk be authorized, subject to the satisfaction of the City Solicitor, to execute
the Artist-in-Residence 2017 Commission Agreement with Julie Sperling.
REPORTS TO BE CONSIDERED BY COUNCIL
APRIL 1, 2019 CITY OF KITCHENER
COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 201
7. That an exemption to Chapter 450 (Noise) of the City of Kitchener Municipal Code be granted
th
for the Ever After Music Festival, to be held at Bingemans Center on June 6, 7, 8, and 9, 2019,
between the hours of 6:00 p.m. and 11:00 p.m. on the Thursday evening, 1:00 p.m. and 11:00
p.m. on the Friday evening, 1:00 p.m. and 11:00 p.m. on the Saturday evening, and 1:00 p.m.
and 9:00 p.m. on the Sunday evening, as outlined in Community Services Department report
CSD-19-006; and further,
That the 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 this
music festival, 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.
b) The event organizers agree to respond accordingly to requests from City staff, during the
event, in order to address community concerns that may arise with regard to the impact
of noise heard within adjacent residential areas.
c) The maximum decibel level (dBA) audible from a residential area shall not exceed 55
dBA.
d) The event organizer will be responsible for the cost of a paid-duty Noise Officer, to be
assigned specifically to this event which shall be paid in full prior to the event.
8. That the attached policy FIN-GRA-2014 Water Leak Adjustment be approved, as outlined in
Financial Services Department report FIN-19-012.
9. TFCM/GMF Feasibility Study: Municipal Tools for Catalyzing
Net-Zero be received for information and shared with interested
stakeholders, as outlined in Development Services Department report DSD-19-047; and,
FCM/GMF Feasibility Study: Municipal Tools for Catalyzing Net-Zero
Ene be used to conduct specific business cases, establish targets and engage
with landowners for one or more pilot projects for:
Areas undergoing significant redevelopment, such as the King/Victoria area
The planning of new communities or neighbourhoods
Other City-owned land that may be deemed surplus and available for development; and
further,
That, through continuous improvement, the City refine its development review process to allow
for ease of implementation of net-zero energy development.
10. That the Conditions of Service City of Kitchener Natural Gas Distribution System document,
be endorsed in principle, as outlined in Infrastructure Services Department report INS-19-005.
11. That the 2019 Leisure Facilities Master Plan (LFMP) attached as Appendix A to Community
Services Department report CSD-19-007 be received; and,
That consideration of the recommendations be referred to future departmental business planning
and budget processes; and further,
That the following list of indoor and outdoor leisure facilities that have been prioritized for
development charge (DC) funding be approved and referred to the 2019 Development Charge
Study and by-law update for consideration of specific funding allocations and timing:
REPORTS TO BE CONSIDERED BY COUNCIL
APRIL 1, 2019 CITY OF KITCHENER
COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE MARCH 18, 201
Indoor Recreation Facilities Outdoor Recreation Facilities
Huron-Brigadoon community centre (CSD-18-089)
1. Indoor pool (RBJ Schlegel Park) 1. Trails
2. Indoor turf (RBJ Schlegel Park) 2. Sport fields (RBJ Schlegel Park)
3. Mill-Courtland community centre expansion 3. Neighbourhood parks and playgrounds
4. Rosenberg community centre 4. Sport fields (general)
5. Forest Heights community centre 5. City wide parks (Victoria Park, McLennan Park,
expansion Huron Natural Area, Kiwanis Park)
PLANNING AND STRATEGIC INITIATIVES COMMITTEE MARCH 18, 2019
1. That the City of Kitchener, pursuant to Section 51(31) of the Planning Act R.S.O. 1990, c.P.13,
as amended, and By-law 2002-164 of the City of Kitchener, as amended, hereby grants draft
approval to Condominium Application 30CDM-18207 for 280 Tall Grass Crescent in the City of
Kitchener, subject to th, as outlined in Development Services
Department report DSD-19-032.