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HomeMy WebLinkAboutCouncil Minutes - 2020-03-23 SSPECIAL COUNCIL MINUTES MARCH 23, 2020 CITY OF KITCHENER A special electronic meeting of City Council was held in the Council Chamber at 6:30 p.m. this date, Chaired by Mayor B. Vrbanovic with all members present. Notice of this meeting had been previously given to all members of Council by the City Clerk pursuant to Chapter 25 (Council Procedure) of the Municipal Code. MUNICIPAL EMERGENCIES ACT, 2020 — ELECTRONIC MEETING PARTICIPATION Council considered Mayor B. Vrbanovic's Notice of Motion regarding the authorization of emergency electronic meeting participation by members of Council. Moved by Councillor M. Johnston Seconded by Councillor D. Schnider "WHEREAS the World Health Organization (WHO) on March 11, 2020 declared COVID-19 a pandemic, pointing to the over 118,000 cases of the coronavirus illness in over 110 countries and territories around the world and the sustained risk of further global spread; and, WHEREAS the Prime Minister has spoken about the need for all Canadians to increase our focus on social distancing as a way of slowing down the spread of the virus — and on March 17, 2020 the Province of Ontario declared a state of emergency; and, WHEREAS the City of Kitchener as of March 18, 2020 has closed all of its facilities to the public; and, WHEREAS Coronaviruses is spread mainly from person-to-person and to limit interactions Members of Council and City staff are being encouraged to conduct all meetings electronically where possible; and, WHEREAS the Ministry of Municipal Affairs and Housing introduced Bill 187 on March 19, 2020 that would permit electronic participation in Council meetings without achieving in-person quorum; THEREFORE IT BE RESOLVED that City Council temporarily permit electronic meeting participation for all meetings of council (special council and caucus); THEREFORE IT BE FURTHER RESOLVED that during any period where an emergency has been declared to exist in all or part of the municipality under section 4 or 7.0.1 of the Emergency Management and Civil Protection Act, despite subsection (3.1) of the Municipal Act, 2001, a member of Council who is participating electronically in a meeting may be counted in determining whether or not a quorum of members is present at any point in time; and, despite subsection 3.2), a member of council can participate electronically in a meeting that is closed to the public; THEREFORE IT BE FURTHER RESOLVED that members participating electronically be permitted to vote on any matter before the Council and that electronic participants will be required indicate their vote by saying the words "For" or "Against" the motion when their name is called by the Mayor; THEREFORE IT FINALLY BE RESOLVED that a By-law be given three readings to amend the City of Kitchener Municipal Code Chapter 25 (Procedure) to allow for electronic participation." Carried Unanimously. IN -CAMERA MEETING AUTHORIZATION Moved by Councillor P. Singh Seconded by Councillor M. Johnston "That an in -camera meeting of City Council be held immediately following this special council meeting to consider a matter related to the security of municipal property, and labour relations which is also subject to solicitor -client privilege." Carried Unanimously. SPECIAL COUNCIL MINUTES MARCH 23, 2020 -46- CITY OF KITCHENER The meeting then recessed at 6:34 p.m. and reconvened electronically at 7:29 p.m. Chaired by Mayor B. Vrbanovic with all members present. ��1►1�]�Jil[y:7�y1�7►�y��1�U���� Mr. Dan Chapman, Chief Administrative Officer, provided a verbal update on the City's Pandemic Response. Mr. Chapman noted for the past few weeks, the City has worked collaboratively with regional municipalities and the Regional Public Health Unit to respond to the rapidly changing pandemic and to slow the spread of the virus in the community. He highlighted actions including: closure of all public facilities to public access; directing city staff to work from home unless they are required to report to the workplace to support critical services; actively engaging with the Region's Community Support Control Group to aid those vulnerable in the community, including the homeless; and finally, working with other regional municipalities and community partners to mitigate the economic impacts of the pandemic to our residents, workforce and businesses. It was noted the Emergency Operations Centre Management Team is also responding and planning to the medium and long-term needs of the community. 4. HOUSEKEEPING UPDATE TO PANDEMIC POLICY —WITHDRAWN Staff requested and Council agreed that the Housekeeping Update to Pandemic Policy report be withdrawn from consideration. DSD -20-064 — FINANCIAL & ECONOMIC SUPPORTS FOR RESIDENTS AND BUSINESSES Council considered Development Services Department report DSD -20-064 (C. Bluhm), dated March 20, 2020, recommending economic support for residents and businesses impacted by COVID-19. Mr. C. Bluhm, Executive Director, Economic Development, participated electronically to respond to questions from Council. Moved by Councillor S. Davey Seconded by Councillor J. Gazzola "That as part of a municipal financial and economic recovery response to COVID-19, in support of residents, the workforce and local businesses who have been impacted by COVID-19, the City initiate the following: a) Implementation of the Early Economic Support Plan for Residents and Businesses, as outlined in report DSD -20-064; b) In partnership with regional business development and workforce organizations, mobilization of working groups to identify interventions to support specific sectors of our economy; c) Development of a community financial support & recovery plan for residents and businesses; and, That the City provide support to residents and businesses for 60 days by: a) Waiving penalties and interest on property taxes for the months of April and May 2020; b) Waiving late payment charges on utility bills and miscellaneous receivable invoices for the months of April and May 2020; c) Suspending utility disconnection and collection activities until May 31, 2020; d) Waiving Non Sufficient Fund (NSF) fees charged by the City on customer accounts for the months of April and May 2020, and further, That Kitchener City Council request the Minister of Energy direct the Ontario Energy Board to set all time -of -use rates for weekdays at the off-peak rate for the next 60 days or the period of the provincial public health emergency to provide relief, and that this resolution be forwarded to the Minister of Energy, the Premier, Waterloo Region's MPPs, and other Waterloo Region municipalities; and further, That any necessary by-laws be enacted." Carried Unanimously. SPECIAL COUNCIL MINUTES MARCH 23, 2020 -47- CITY OF KITCHENER TENDERS Moved by Councillor K. Galloway-Sealock Seconded by Councillor S. Marsh "That Tender T19-220 Fire Hall No. 4 Roof Replacement, be awarded to Atlas -Apex Roofing Inc., Etobicoke, Ontario, at their tendered price of $231,482., plus H.S.T. of $30,092.66, for a total of $261,574.66." - and - "That Tender T19-221 Rockway Golf Course Roof Replacement, be awarded to Atlas -Apex Roofing Inc., Etobicoke, Ontario, at their tendered price of $133,451, plus H.S.T. of $17,348.63, for a total of $150,799.63." - and - "That Tender T20-009 Storm Water Management Facility (SWMF) 65 Retrofit, be awarded to Clearway Construction Inc., Concord, Ontario, at their tendered price of $4,648,999.57, including provisional items and contingencies of $1,221,880.00, plus H.S.T. of $604,369.94, for a total of $5,253,369.51." - and - "That Tender T20-013 Hebel Place (Courland Avenue East to St. George Street) and Peter Street (Church Street to Whitney Place) Road Reconstruction, be awarded to Sierra Infrastructure Inc., Woodstock, Ontario, at their tendered price of $4,130,078.05, including provisional items and contingencies of $376,717., plus H.S.T. of $536,910.15, for a total of $4,666,988.20." - and - "That Tender T20-018 Ready Mix Concrete — Supply and Delivery, be awarded to Tri City Ready Mix Ltd., Kitchener, Ontario, at their tendered price of $293,236., plus H.S.T. of $38,120.68., for a total of $331,356.68., for a one (1) year term, with an option to renew for two (2) additional, twelve (12) month terms." - and - "That Tender T20-027 Closed Circuit Television (CCTV) Inspection of Gravity Sewers, be awarded to Dambro Environmental Inc., Oakville, Ontario, at their tendered price of $898,953.70, including contingencies of $30,000 plus H.S.T. of $116,863.98 for a total of $1,015,817.68, for three (3) year term." - and - "That Tender T20-032 Elmsdale Park Improvements, be awarded to JB Construction Management Corporation, St. George, Ontario, at their tendered price of $689,974.67, including provisional items and contingencies of $196,451.45, plus H.S.T. of $89,696.71, for a total of $779,671.38." - and - "That Tender T20-037 Roof Replacement — Kitchener Memorial Auditorium, be awarded to Atlantic Roofers Ontario Ltd., Hamilton, Ontario, at their tendered price of $962,000, including provisional items of $52,000 plus H.S.T. of $125,060, for a total of $1,087,060." - and - "That Tender T20-039 Mill Street (Stirling Avenue to Ottawa Street) Road Reconstruction, be awarded to Terracon Underground Ltd., Brantford, Ontario, at their tendered price of $4,321,169.88, including provisional items and contingencies of $283,643.50, plus H.S.T. of $561,752.09, for a total of $4,882,921.97." - and - SPECIAL COUNCIL MINUTES MARCH 23, 2020 -48- CITY OF KITCHENER "That Tender T20-046 Uniroyal -Goodrich Park Rehabilitation, be awarded to JB Construction Management Corporation, St. George, Ontario, at their tendered price of $220,649.50, plus H.S.T. of $28,684.43, for a total of $249,333.94." - and - "That the City of Kitchener's portion of Cooperative Tender T20-050 Containerized and Manual Collection of Waste and Recyclables, be awarded to: • GFL Environmental Inc., Pickering, Ontario, for regular servicing of roll off, compactor, front load containers, recycling totes and barrels, at their tendered price of $111,737.98, plus H.S.T. of $14,525.94, for a total of $126,263.92 and; • Wasteco, Toronto, Ontario, for molok container collection and cleaning and for special event servicing, at their tendered price of $104,956.00, plus H.S.T. of $13,644.28, for a total of $118,600.28, for a combined total price of $244,864.20 for one (1) year, with an option to renew for four (4) additional, twelve (12) month terms." It was requested Clauses 1 and 2 of the Tenders be voted on separately. Clause 1 (Tender T19-220 Fire Hall No. 4 Roof Replacement) — Carried. Clause 2 (Tender T19-221 Rockway Golf Course Roof Replacement) — Carried. Balance of Tenders — Carried Unanimously. 7. REPORTS OF COMMITTEES — FINANCE AND CORPORATE SERVICES COMMITTEE — MARCH 9, 2020 Moved by Councillor S. Davey Seconded by Councillor J. Gazzola "That the Finance and Corporate Services Committee report, dated March 9, 2020, be adopted." It was requested Clause 6 of the Finance and Corporate Services Committee report be voted on separately. Clause 6 (Budget Control Policy) — Carried. Balance of the report — Carried Unanimously. 7. REPORTS OF COMMITTEES — COMMUNITY AND INFASTRUCTURE SERVICES COMMITTEE — MARCH 9, 2020 Moved by Councillor K. Galloway-Sealock Seconded by Councillor D. Schnider "That the Community and Infrastructure Services Committee report, dated March 9, 2020, be adopted." It was requested Clauses 8 and 10 of the Community and Infrastructure Services Committee report be voted on separately. Clause 8 (Vision Zero Strategy) — Carried. Clause 10 (Disaster Mitigation and Adaptation Fund Additional Staff Resources) —Carried. Balance of the report — Carried Unanimously. SPECIAL COUNCIL MINUTES MARCH 23, 2020 -49- CITY OF KITCHENER 8. BY-LAWS FOR THREE READINGS Moved by Councillor B. loannidis Seconded by Councillor M. Johnston "That leave be given the Mover and Seconder to introduce the following by-laws for three readings and that the same be taken as read a first, second and third times, and finally be passed and numbered serially by the Clerk." a Being a by-law to amend Chapter 25 of The City of Kitchener Municipal Code with respect to Procedure. (By-law No. 2020-025) h To confirm all actions and proceedings of the Council. (By-law No. 2020-026) Carried. On motion the meeting adjourned at 8:59 p.m. ........................ M YOR C RK REPORTS ADOPTED MARCH 23, 2020 _50- CITY OF KITCHENER FINANCE AND CORPORATE SERVICES COMMITTEE — MARCH 9, 2020. 1. That uncollectable Miscellaneous Receivable Accounts amounting to $33,472. be written off against the Allowance for Doubtful Receivables, as outlined in Financial Services Department report FIN -20-007. 2. That uncollectable Utility Accounts amounting to $105,890. be written off against the Allowance for Doubtful Utility Receivables, as outlined in Financial Services Department report FIN -20-008. 3. That for the fiscal year 2020, donations received by the City of Kitchener on behalf of City -related organizations, namely Minor Sports Groups, Neighbourhood Associations, KW Golf Committee, KW Chamber of Commerce Physicians Recruitment and Advocacy Group, and Tier 1 and Tier 2 grant recipients, as outlined in Financial Services Department report FIN -20-012, be redistributed to those organizations as intended by the donor. 4. That staff be directed, as outlined in Development Services Department report DSD -20-040, as amended, to undertake a comprehensive review of the Collaborative Municipal Funding process, in partnership with Municipal Cultural Partners and Key Cultural Institutions, to identify opportunities to continuously improve the process, with any recommended changes being presented to Council for consideration in advance of the 2021 annual report; and further, That the table summarising municipal contributions for 2020 be amended to show full cost of support including market rent subsidy for utilization of City -owned building, related cost for capital improvements and of any building maintenance costs. That the Mayor and Clerk be authorized to execute master license agreements, subject to the satisfaction of the City Solicitor, with wireless telecommunications providers to permit the use of appropriate city assets to host wireless telecommunications equipment, as outlined in Corporate Services Department report COR -20-004. That financial policy FIN -PLA -2021 'Budget Control Policy' be approved, as outlined in Financial Services Department report FIN -20-016. COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE — MARCH 9, 2020 1. That the existing Council Policy MUN-FAC-325, Municipal Alcohol Policy, attached to Community Services Department report CSD -19-028, be repealed and replaced with the revised Council Policy MUN-FAC-325, Municipal Alcohol Policy, dated March 9, 2020, effective April 1, 2020. 2. That the 2019 City of Kitchener Summary Drinking Water Report be received for information as required by O.Reg. 170/03 Schedule 22 of the Safe Drinking Water Act; and further, That the City of Kitchener provide a copy of the Summary Drinking Water report to the Township of Woolwich and the City of Waterloo as required by Schedule 22 of O.Reg. 170/03, as outlined in Infrastructure Services Department report INS -20-003. 3. That the Uniform Traffic Bylaw be amended for a parking prohibition on the west (odd -numbered) side of Severn Avenue from Union Boulevard to city limits, as outlined in Development Services Department report DSD -20-037; and further, That the Uniform Traffic Bylaw be amended accordingly. 4. That the 2019 City of Kitchener Drinking Water Quality Management Standard (DWQMS) Management Review Summary for 2019 report be received for information, as outlined in Infrastructure Services Department report INS -20-004. 5. That the 2020 Tier 2 Community Grants in the amount of $177,176. be approved, as outlined in Appendix 'A' attached to Community Services Department report CSD -20-003; and further, That the following organizations be approved to move to the Tier 1 grant process for the 2021 grant cycle: REPORTS TO BE CONSIDERED BY COUNCIL MARCH 23, 2020 _51- CITY OF KITCHENER COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE — MARCH 9, 2020 (CONT'D) a) The New Quarterly Literary Society (Wild Writers Festival) b) NUMUS c) Spiritus Ensemble 6. That Behnaz Fatemi be appointed as the 2020 City of Kitchener Artist -in -Residence as recommended by Public Art Working Group and Arts and Culture Advisory Committee, as outlined in Development Services Department report DSD -20-038; and further, That the Mayor and Clerk be authorized, subject to the satisfaction of the City Solicitor, to execute an agreement with Behnaz Fatemi, outlining the obligations of the Artist -in -Residence appointment. 7. That the commissioning and installation of art work by the City's 2019 Artist -in -Residence, Mary Neil, as outlined in Development Services Department report DSD -20-039, 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 2019 Commission Agreement with Mary Neil. 8. That Transportation Staff be directed to develop a formal Vision Zero Strategy for the roads under the jurisdiction of the City of Kitchener, that incorporates evaluation, engineering, engagement and education; that are within the span of the City of Kitchener's control; and, That City staff continue to work with Regional partners on enforcement and education related efforts that impact roads under the jurisdiction of the City of Kitchener; and further, That staff be directed to circulate both the report and recommendation to members of Council and staff of the neighbouring municipalities urging them to join the City of Kitchener and other Canadian and global municipalities by joining the Vision Zero movement. 9. That traffic calming reviews be initiated in 2020, as outlined in Development Services Department report DSD -20-036 for the following roadways: • East Avenue — between Weber Street East and Krug Street • Pioneer Tower Road — between Baxter Place and Pioneer Ridge Drive • Biehn Drive — between Old Huron Place and Caryndale Drive 10. That the addition of one (1) Design and Construction Project Manager, one (1) Water Resources Modeller and one (1) Program Assistant, to meet the program obligations identified in the Disaster Mitigation and Adaptation Fund agreement, be approved, as outlined in Infrastructure Services Department report INS -20-002.