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HomeMy WebLinkAboutCouncil Agenda - 2021-03-22 COUNCIL AGENDA Electronic Meeting MONDAY, MARCH 22, 2021 CITY OF KITCHENER 7:00 PM - ELECTRONIC MEETING (TELEVISED/LIVE STREAMED) 200 KING STREET WEST Due to COVID-19 and recommendations by Waterloo Region Public Health to exercise physical distancing, City Hall is open for select services. Members of the public are invited to participate in this meeting electronically by accessing the meeting live-stream video at kitchener.ca/watchnow. While in-person delegation requests are not feasible at this time, members of the public are invited to submit written comments or participate electronically in the meeting by contacting delegation@kitchener.ca. Delegates must register by 5:00 p.m. on March 22, 2021, in order to participate electronically. Written comments will be circulated prior to the meeting and will form part of the public record. 1. COMMENCEMENT 1.a. Land Acknowledgement 1.b. Singing of "O Canada" 2. MINUTES 2.a. Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held February 22, 2021 and special meetings held February 22 and March 8, 2021). 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - NIL 4. COMMUNICATIONS REFERRED TO FILE - NIL 5. PRESENTATIONS - NIL 6. DELEGATIONS 6.a. Beth Hanson - Regarding Development Services Department report DSD-21-041, listed as Item 7.c.1. under the Heritage Kitchener report dated March 2, 2021. 6.b. David Waverman, Stantec - Regarding Development Services Department report DSD-21- 041, listed as Item 7.c.1. under the Heritage Kitchener report dated March 2, 2021. 6.c. John Ariens - Regarding Development Services Department report DSD-21-041, listed as Item 7.c.1. under the Heritage Kitchener report dated March 2, 2021. 6.d. Adam Zimmer - Regarding Development Services Department report DSD-2021-4, listed as Item 7.a.7. under the Community and Infrastructure Services report dated March 8, 2021. 6.e. Martin Asling - Regarding Development Services Department report DSD-2021-11, listed as Item 7.b.2. under the Planning & Strategic Initiatives Committee report dated March 8, 2021. 6.f. Sana Banu - Regarding Development Services Department report DSD-2021-11, listed as Item 7.b.2. under the Planning & Strategic Initiatives Committee report dated March 8, 2021. 2 6.g. Laura McQuillen - requesting an exemption to Chapter 408 (Animal Regulation) of the City of Kitchener Municipal Code to keep ducks which are identified as restricted. 6.h. Paul Ott - requesting an exemption to Chapter 408 (Animal Regulation) of the City of Kitchener Municipal Code to keep various exotic reptiles which are identified as restricted. *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, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 2 - 200 KING STREET WEST __________________________________________________________________________________ 7. REPORTS OF COMMITTEES 7.a. COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE - MARCH 8, 2021 7.a.1. outlined in Development Services Department report DSD-2021-6; and further, preparation and registration of the necessary By- 7.a.2. That the list of proposed Neighbourhood Associations, as attached to Community Services Department report CSD-2021-3, be approved for affiliation for the year 2021 and added to 7.a.3. That parking be limited to 2 hours on both sides of Rock Avenue from Belmont Avenue West to Belmont Lane West, as outlined in Development Services Department report DSD- 2021-3; and, That parking be limited to 1 hour on the south side of Belmont Lane West from Rock Avenue to a point 18 metres east thereof; and further, That the Uniform Traffic Bylaw be amended accordingly. 7.a.4. That for the fiscal year 2021, 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- 2021-6, be redistributed to those organizations as intended by the donor. 7.a.5. That the City of Kitchener Drinking Water Quality Management Standard (DWQMS): Management Review Summary for 2020 Report, as outlined in Infrastructure Services Department report INS-2021-2, be received for information. 7.a.6. That the 2020 City of Kitchener Summary Drinking Water Report, as outlined in Infrastructure Services Department report INS-2021-1, 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. 7.a.7. That on Holborn Drive a segment of sidewalk be constructed at Holborn Court to improve the pedestrian connection between the court and the bus stop, as outlined in Development Services Department report DSD-2021-4; and, That on Holborn Drive a narrowing be installed midblock between Holborn Court and Old Chicopee Drive; and, 3 That on Holborn Drive a speed hump be installed on the northern leg at the intersection with Carnaby Crescent adjacent Eby Park; and, That on Holborn Drive a speed cushion be installed midblock between the northernmost intersection with Carnaby Crescent and Coventry Drive; and, That on Robert Ferrie Drive a raised crosswalk be installed at the Tilt Drive trail; and, That on Robert Ferrie Drive an intersection narrowing be installed at the intersection with Bridleridge Street; and, That on Robert Ferrie Drive a speed cushion be installed between Bridleridge Street and Doon South Drive; and, COUNCIL AGENDA MONDAY, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 3 - 200 KING STREET WEST __________________________________________________________________________________ That on Deer Ridge Drive a narrowing be installed midblock between Lantern Street and Fall Harvest Drive; and, That on Deer Ridge Drive speed cushions be installed midblock between Terrace Wood Drive and Deer Ridge Drive, and between Winifred Street and Master Court; and, That the Deer Ridge Drive neighbourhood speed limit be reduced to 40 km/h; and further, That the Uniform Traffic By-law be amended accordingly. 7.a.8. That Councillors C. Michaud, S. Marsh, D. Schnider and J. Gazzola (Alternate) be appointed as the members of the Licensing Tribunal for a term ending November 14, 2022, as outlined in Corporate Services Department report COR-2021-12. 7.b. PLANNING AND STRATEGIC INITIATIVES COMMITTEE MARCH 8, 2021 7.b.1. That the comments included as Attachment A to Development Services Department report DSD-2021-5 (Regional Official Plan Review) be endorsed; and further, That staff be directed to forward this Staff Report DSD-2021- Plan. 7.b.2. Services Department report DSD-2021-11, be approved; and, That Planning staff undertake a Secondary Plan for Lower Doon which will include identifying a Heritage Character Area in Lower Doon, accompanying Official Plan and Zoning By-law amendments, related urban design guidelines and heritage guidelines/preservation, which will include additional public engagement and consultation, in order to implement the recommendations of the Lower Doon Land Use Study Final Report; and, That Planning staff conduct further research to determine the potential cultural heritage value of the following properties inventoried previously and situated outside of the Upper Pinnacle Heritage Character Area: No. 55 and No. 75 Pinnacle Drive, No. 500 Doon Valley Drive, Nos. 1751, 1754, 1763, 1765, 1857 Old Mill Road; and, That Planning Staff pursue designating key properties under Part IV of the Ontario Heritage Act: Willowlake Park (including the southern portion between Homer Watson Boulevard and Old Mill Road and the Doon Mill ruin); and, That Parks and Planning staff pursue opportunities to create new public space, in the Lower Doon Area; and, That Planning staff collaborate with Conestoga College on options for purpose-built student housing on lands owned by Conestoga College; and, 4 -law for Lodging Houses; and, That Planning staff design and implement heritage interpretation in the Lower Doon area; and further, That Planning staff direct Lower Doon residents to connect with the Neighbourhood Development Office for support in forming a formal neighbourhood association for all Lower Doon residents. COUNCIL AGENDA MONDAY, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 4 - 200 KING STREET WEST __________________________________________________________________________________ 7.c. HERITAGE KITCHENER - MARCH 2, 2021 7.c.1. That pursuant to Section 33 of the Ontario Heritage Act, Heritage Permit Application HPA- 2021-IV-006 to permit the construction of a detached garage on the property municipally addressed as 300 Joseph Schoerg Crescent, outlined in Development Services Department report DSD-21-041, be approved. 8. UNFINISHED BUSINESS - NIL 9. NEW BUSINESS 9.a. Planning Act Timelines - Councillor S. Marsh has given notice that she will introduce the following motion for consideration this date: WHEREAS the City of Kitchener, like many Ontario municipalities, is experiencing significant growth; and, WHEREAS the City of Kitchener has conducted extensive work through its Development Services Review to remove red tape and improve public engagement; and, WHEREAS the Province of Ontario's Planning Act provides a legislative framework for processing development applications including established timeframes which permit applicants to appeal to the Local Planning Appeal Tribunal if a Council fails to make a decision within a prescribed timeline; and, WHEREAS the passing of Bill 108 in 2019 reduced the timelines for processing development applications before they can be appealed to the Local Planning Appeals Tribunal (LPAT) for a non-decision from those outlined in Bill 139, the Building Better Communities and Conserving Watersheds Act, 2017 as follows: amendments; -law amendments; and and WHEREAS the shortened timeframes create unreasonable pressures on municipalities, even outside the context of navigating city business in a global pandemic, and result in reduced opportunities for meaningful public engagement and limited time for the public to provide written submissions on a development application; THEREFORE BE IT RESOLVED that Kitchener City Council urge the Province of Ontario to review and reconsider the current timelines established for review of Planning Act applications before an appeal is permitted to the Local Planning Appeals Tribunal and to return to the timelines that were in effect under Bill 139, the Building Better 5 Communities and Conserving Watersheds Act, 2017; THEREFORE BE IT FURTHER RESOLVED that a copy of this resolution be sent to the Federation of Canadian Municipalities, to the Association of Municipalities Ontario, and all other municipalities in Ontario. 10. QUESTIONS AND ANSWERS 11. BY-LAWS - 1ST AND 2ND READING 11.a. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By- law Enforcement. COUNCIL AGENDA MONDAY, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 5 - 200 KING STREET WEST __________________________________________________________________________________ 11.b. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. 11.c.To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. 11.d. 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. 11.e. To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. 11.f. To confirm all actions and proceedings of the Council. 12. COMMITTEE OF THE WHOLE 12.a. TENDERS 12.a.1. FIN-2021-10 - T21-006 Delta Street (Sydney Street S to Charles Street E), Sydney Street S (Delta Street to King Street E) and Maurice Street (Sydney Street S to Ottawa Street S) Reconstruction and Sydney Street S Multi-Use Trail (Delta Street to Nyberg Street) Reconstruction That Tender T21-006 Delta Street (Sydney Street S to Charles Street E), Sydney Street S (Delta Street to King Street E) and Maurice Street (Sydney Street S to Ottawa Street S) Reconstruction and Sydney Street S Multi-Use Trail (Delta Street to Nyberg Street) Reconstruction, be awarded to J-AAR Excavating Limited, London, Ontario, at their tendered price of $3,444,626.51, including provisional items and contingencies of $301,315.50, plus H.S.T. of $447,801.45, for a total of $3,892,427.96. 12.a.2. FIN-2021-11 - T21-015 Guelph Street (Saint Vincent Street to Lancaster Street West) and Englewood Place (Full Street) Reconstruction That Tender T21-015 Guelph Street (Saint Vincent Street to Lancaster Street West) and Englewood Place (Full Street) Reconstruction , be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $1,657,547.10, including provisional items and contingencies of $125,500.00, plus H.S.T. of $215,481.12, for a total of $1,873,028.22. 12.a.3. FIN-2021-13 - T21-016 Natural Gas and Water Infrastructure Locate Services That Tender T21-016 Natural Gas and Water Infrastructure Locate Services, be awarded to Canadian Locators Inc., Calgary, Alberta, at their tendered price of $766,600.00, plus H.S.T. of $99,658.00, for a total of $866,258.00. 12.a.4. FIN-2021-15 - T21-022 Downtown Cycling Network Construction 6 That Tender T21-022 Downtown Cycling Network Construction, be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $2,600,884.96, including provisional items and contingencies of $240,180.00, plus H.S.T. of $338,115.04, for a total of $2,939,000.00. 12.a.5. FIN-2021-18 - T21-025 Supply and Delivery of Golf Carts That Tender T21-025 Supply and Delivery of Golf Carts, be awarded to Products Mobilicab, Acton Vale, Quebec, at their tendered price of $351,956.00, less trade in value of $112,200.00, plus H.S.T. of $31,168.28., for a total of $270,924.28., for a one (1) year term, with an option to renew for four (4) additional twelve (12) month terms. COUNCIL AGENDA MONDAY, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 6 - 200 KING STREET WEST __________________________________________________________________________________ 12.b. ADMINISTRATIVE REPORTS 12.b.1. INS-2021-3 - Grant Application Municipal Asset Management Program That a project grant submission to the Municipal Asset Management Program to advance the Facilities Asset Management Plan be approved; and, That the City of Kitchener commits to the following activities in its proposed project: 1. Validate the facility asset data framework to support a state of facilities infrastructure report and the overall asset management plan requirements, and 2. Develop an asset management plan for facilities, including asset condition; levels of service; risk management; climate resilience; lifecycle & financial management strategy; creation of proactive maintenance plans; key performance indicators evaluating overall condition; and, That, if successful in the application, the City of Kitchener commits to fund $40,000 towards the costs of this project; and further, That the Chief Financial Officer and General Manager of Infrastructure Services be delegated authority to sign any relevant documentation and/or agreements pertaining to the project application to the Municipal Asset Management Program, subject to the satisfaction of the City Solicitor. 12.b.2. FIN-2021-16 - Fire Safety Grant Funding approved. 12.b.3. DSD-2021-40 - YWCA Land Lease That the Mayor and Clerk be authorized to execute both a Land Lease Agreement with the Kitchener - Agreement with the YWCA and the Regional Municipality of Waterloo for the property located at 1470 Block Line, Kitchener; the land is to be leased for $1 and the term of the lease shall not exceed 50 years less one day; with said agreements to be to the satisfaction of the City Solicitor. 12.b.4. COR-2021-3 - Board Appointments for Kitchener Housing Inc. and Kitchener Non- Profit Management Inc. That Barb Blundon be appointed to the Board of Directors of Kitchener Housing Inc. and Kitchener Non-Profit Property Management Inc. for the term of May 1, 2021 to November 14, 2021; and further, That Mary Henein Thorn be appointed to the Board of Directors of Kitchener Housing 7 Inc. and Kitchener Non-Profit Property Management Inc. for the term of March 1, 2021 to November 14, 2022. 12.c.FOR INFORMATION ONLY 12.c.1. FIN-2021-7 - 2020 Year End Variance 12.c.2. FIN-2021-14 - 2020 Statement of Remuneration and Expenses 13. REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL AGENDA MONDAY, MARCH 22, 2020 CITY OF KITCHENER 7:00 P.M. - ELECTRONIC MEETING - 7 - 200 KING STREET WEST __________________________________________________________________________________ 14. BY-LAWS - 3RD READING 14.a. Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. 14.b. To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. 14.c.To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. 14.d. 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. 14.e. To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. 14.f. To confirm all actions and proceedings of the Council. 8 REPORT TO: Committee of the Whole DATE OF MEETING: 2021-03-22 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Polina Semenov, Procurement Specialist, 519-741-2200 ext. 7037 WARD(S) INVOLVED: Ward 9 DATE OF REPORT: 2021-02-22 REPORT NO.: FIN-2021-10 SUBJECT: T21-006 Delta Street (Sydney Street S to Charles Street E), Sydney Street S (Delta Street to King Street E) and Maurice Street (Sydney Street S to Ottawa Street S) Reconstruction and Sydney Street S Multi-Use Trail (Delta Street to Nyberg Street) Reconstruction RECOMMENDATION: That Tender T21-006 Delta Street (Sydney Street S to Charles Street E), Sydney Street S (Delta Street to King Street E) and Maurice Street (Sydney Street S to Ottawa Street S) Reconstruction and Sydney Street S Multi-Use Trail (Delta Street to Nyberg Street) Reconstruction, be awarded to J-AAR Excavating Limited, London, Ontario, at their tendered price of $3,444,626.51, including provisional items and contingencies of $301,315.50, plus H.S.T. of $447,801.45, for a total of $3,892,427.96. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; There were twelve (12) tenders received for this procurement; This report supports the delivery of core services. BACKGROUND: Engineering Services is proceeding with the reconstruction of Delta Street (Sydney Street to Charles Street), Sydney Street (Delta Street to King Street) and Maurice Street (Ottawa Street to Sydney Street) and Sydney Street (Delta Street to Nyberg Street) Multi-Use Trail construction. The total length of the underground work is approximately 760 m. The services were reconstructions. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 9 The project is scheduled to begin April 6, 2021, weather permitting. REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by forty-two (42) interested parties and by the closing date of Wednesday February 17, 2021, twelve (12) tenders had been received. The following tenders were received: Bid Price J-AAR Excavating Limited London ON $3,892,427.96 * Nabolsy Contracting Inc. Mississauga ON $4,070,161.24 J. Weber Contracting Limited Breslau ON $4,071,058.46 Network Sewer and Watermain Ltd Cambridge ON $4,248,336.75 Gedco Excavating Ltd. Brantford ON $4,366,568.54 Sierra Infrastructure Inc Woodstock ON $4,378,000.01 Steed and Evans Limited St. Jacobs ON $4,489,665.24 Regional Sewer and Watermain Ltd Cambridge ON $4,556,728.85 Bel-Air Excavating & Grading Ltd. Cambridge ON $4,563,759.83 410754 Ontario Limited o/a Sousa Concrete Cambridge ON $4,789,047.86 Oxford Civil Group Inc. Woodstock ON $4,866,143.43 E. & E. Seegmiller Limited Kitchener ON $5,047,288.50 The tenders were reviewed by K. Mick, Design & Approvals Engineer, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. 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 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 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 T21-006 Delta/Sydney/Maurice Reconstruction The total budget for all phases of this project is $ 4,598,000.00 Estimated Cost for this Phase of Work Tender T21-006 costs, including HST 3,892,427.96 less: HST rebate on tender (387,175.85) Net Cost Being Awarded 3,505,252.11 A Projected Costs: Staff Time/Material Testing 73,828.00 Total Estimated Cost for this Phase of Work $ 3,579,080.11 C Budget for this Phase of Work WIP - Road Reconstruction - Sanitary Utility 1,778,000.00 WIP - Road Reconstruction - Stormwater Utility 889,000.00 WIP - Road Reconstruction - Water Utility 1,198,000.00 Total Budget for this Phase of Work $ 3,865,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 285,919.89 D Estimated Surplus/(Deficit) from previous phases 64,269.54 Total Estimated Surplus/(Deficit) $ 350,189.43 E COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 21 REPORT TO: Committee of the Whole DATE OF MEETING: 2021-03-22 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Polina Semenov, Procurement Specialist, 519-741-2200 ext. 7037 WARD(S) INVOLVED: Ward 10 DATE OF REPORT: 2021-03-08 REPORT NO.: FIN-2021-11 SUBJECT: T21-015 Guelph Street (Saint Vincent Street to Lancaster Street West) and Englewood Place (Full Street) Reconstruction RECOMMENDATION: That Tender T21-015 Guelph Street (Saint Vincent Street to Lancaster Street West) and Englewood Place (Full Street) Reconstruction , be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $1,657,547.10, including provisional items and contingencies of $125,500.00, plus H.S.T. of $215,481.12, for a total of $1,873,028.22. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; There were nine (9) tenders received for this procurement; This report supports the delivery of core services. BACKGROUND: Engineering Services is proceeding with the reconstruction of Guelph Street and Englewood Place. The total length of the underground work is approximately 340 m. 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. The This reconstructions. The project is scheduled to begin April 26, 2021, weather permitting. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 22 REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by thirty-three (33) interested parties and by the closing date of Thursday March 4, 2021, nine (9) tenders had been received. The following tenders were received: Bid Price Steed and Evans Limited St. Jacobs ON $1,873,028.22 * J. Weber Contracting Limited Breslau ON $1,899,786.63 Gedco Excavating Ltd. Brantford ON $1,918,962.64 410754 Ontario Limited o/a Sousa Concrete Cambridge ON $1,966,761.92 Nabolsy Contracting Inc. Mississauga ON $1,980,418.78 Bel-Air Excavating & Grading Ltd. Cambridge ON $2,062,674.26 Network Sewer and Watermain Ltd Cambridge ON $2,081,529.77 Oxford Civil Group Inc. Woodstock ON $2,287,672.83 Sierra Infrastructure Inc Woodstock ON $2,305,000.00 The tenders were reviewed D. Lupsa, Design & Construction Project Manger, who concur with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. 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 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 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. 23 Tender T21-015 Guelph/Engelwood The total budget for all phases of this project is $ 2,226,000.00 Estimated Cost for this Phase of Work Tender T21-015 costs, including HST 1,873,028.22 less: HST rebate on tender (186,308.21) Net Cost Being Awarded 1,686,720.01 A Projected Costs: Staff Time/Material Testing 63,765.00 Total Estimated Cost for this Phase of Work $ 1,750,485.01 C Budget for this Phase of Work WIP - Road Reconstruction - Sanitary Utility 850,000.00 WIP - Road Reconstruction - Stormwater Utility 425,000.00 WIP - Road Reconstruction - Water Utility 573,000.00 Total Budget for this Phase of Work $ 1,848,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) 97,514.99 D Estimated Surplus/(Deficit) from previous phases 27,233.31 Total Estimated Surplus/(Deficit) $ 124,748.30 E COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 24 REPORT TO: Committee of the Whole DATE OF MEETING: 2021-03-22 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Brad Kowaleski, Procurement Specialist, 519-741-2200 ext. 7063 WARD(S) INVOLVED: All Wards DATE OF REPORT: 2021-03-12 REPORT NO.: FIN-2021-13 SUBJECT: T21-016 Natural Gas and Water Infrastructure Locate Services RECOMMENDATION: That Tender T21-016 Natural Gas and Water Infrastructure Locate Services, be awarded to Canadian Locators Inc., Calgary, Alberta, at their tendered price of $766,600.00, plus H.S.T. of $99,658.00, for a total of $866,258.00. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; The reason this report is coming forward is that the value of the bid being recommended for award is in excess of the Council approved budget; There were three (3) tenders received for this procurement; This report supports the delivery of core services. BACKGROUND: The City owns and maintains gas and water infrastructure within the City of Kitchener boundaries and the Gas & Water Utilities Division is required to provide locate services for the infrastructure. An increased volume of infrastructure locate requests occur in the spring when contractors commence work on projects as well as in the fall when contractors are completing work prior to winter. However, the volume of locate requests have nearly doubled over the past 10 years and we now rely to some extent throughout the entire year on a contract locate service provider to help provide this service. The Ontario Underground Infrastructure Notification System Act requires members to make all reasonable attempts to respond to a notification within five business days, provided that the excavation is reasonably expected to start within 30 days. Under the act the failure of a member to provide a locate within the timeframes established in the Act, or failure to state in writing that the infrastructure will not be affected by an excavation may be fined. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 25 Late in 2020, two full-time locator positions were approved by council to take on a portion of this work and these positions are anticipated to come on board in March 2021. This tender is based on fixed unit prices on estimated quantities representative of natural gas and water infrastructure locate services over the previous year. The quantities included with the tender were not reflective of the anticipated changes with internal staff taking on a portion of this work. The average annual spend over the past three (3) years was $602,319 before taxes. The estimated spend through this contract is anticipated to be less than the actual budget amount and actual spend will depend on the level of activity throughout the term of the contract. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017- Procurement Value, the Manager of Procurement shall submit a report to Council recommending award of a purchase greater than $100,000 if any one or more of the following conditions apply: a. the value of the Bid being recommended for award including any contingency allowance are in excess of the Council approved budget; Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by nine (9) interested parties and by closing date of Wednesday February 10, 2021, three (3) tenders had been received. The following tenders were received: Bid Price Mark It Locators Inc. Stoney Creek, ON $421,264.00 Canadian Locators Inc. Calgary, AB $866,258.00 * G-Tel Engineering London, ON $1,011,208.75 Mark It Locators Inc failed to comply with the requirements of the tender and their bid was deemed non-compliant. The tender was reviewed by M. Ryan, Manager of Training and Programs, Infrastructure Services Department, who concurs with the above recommendation. 26 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 project is included within the approved operating budget. As noted earlier in the report, the estimated deficit (D) will likely be much smaller given the addition of two locator positions late in 2020, but should a deficit materialize, it will remain within the operating accounts and be funded by the appropriate stabilization reserve fund. T21-016 Natural Gas and Water Infrastructure Locates Total Estimated Cost T21-016 costs, including HST 866,258.00 less: HST rebate on tender (92,911.92) Net Cost Being Awarded 773,346.08 A One call locating 15,000.00 Estimated Cost 788,346.08 C Budget Contracted Services - Gas 255,334.14 Contracted Services - Water 272,835.14 Total budget 528,169.28 B Estimated Surplus/(Deficit) (B - C) (260,176.80) D PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 27 REPORT TO: Committee of the Whole DATE OF MEETING: 2021-03-22 SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214 PREPARED BY: Polina Semenov, Procurement Specialist, 519-741-2200 ext. 7037 WARD(S) INVOLVED: Ward 9 and 10 DATE OF REPORT: 2021-03-12 REPORT NO.: FIN-2021-15 SUBJECT: T21-022 Downtown Cycling Network Construction RECOMMENDATION: That Tender T21-022 Downtown Cycling Network Construction, be awarded to Steed and Evans Limited, St. Jacobs, Ontario, at their tendered price of $2,600,884.96, including provisional items and contingencies of $240,180.00, plus H.S.T. of $338,115.04, for a total of $2,939,000.00. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106; The reason this report is coming forward is that only one (1) bid was received in response to this solicitation; This report supports People-friendly Transportation by installing a continuous and protected cycling network. BACKGROUND: Transportation Planning in collaboration with Engineering Services is proceeding with the construction of the modified first phase of the Downtown Cycling Network. The installation of a Protected Downtown Cycling Grid (the grid) delivers on the Strategic Plan goal of providing more People-Friendly Transportation options and addresses the immediate priorities identified in the approved Cycling and Trails Master Plan. The work is comprised of two (2) separate parts of which the limits are defined as follows: Part 1 Joseph Street from Victoria Street South to Queen Street South, Water Street from Joseph Street to Weber Street West, and Queen Street from Joseph Street to Church Street; *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 28 Part 2 Cedar Street from Church Street to Lancaster Street East and Chapel Street at Samuel Street and Simeon Street. The tender allowed the work to be awarded in full (both parts) or in partial (part 1 and part 2 independently). Only part 1 is being recommended for award for the construction of the separated bike lanes on Water Street, Joseph Street and Queen Street. This allows a substantial portion of work to be completed of the downtown cycling grid. Given the unique nature of this work, future phases of construction (including part 2) will be re-evaluated on contract size, project management and traffic control requirements which will aid in increasing interest in these projects from multiple contractors. Funding for this project has been approved by council as part of the 2021 budget process. The project is scheduled to begin April 6th, 2021. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017- Procurement Value, the Manager of Procurement shall submit a report to Council recommending award of a purchase greater than $100,000 if any one or more of the following conditions apply: a. only one Bid was received in response to the Solicitation; Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by twenty (20) interested parties and by the closing date of Tuesday March 9, 2021, one (1) tender had been received. The following tender was received: Bid Price Bid Price (Part 1 and 2) (Part 1) Steed and Evans Limited St. Jacobs ON $3,625,000.01 $2,939,000.00 The tenders were reviewed by J. Seip, E.T., Engineering Technologist, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports People-friendly Transportation by installing a continuous and protected cycling network. 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 29 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 but the upset limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated surplus (E) will remain in the account to fund future phases of this project. Tender T21-022 Downtown Cycling Construction Estimated Cost for this Phase of Work Adjusted Tender T21-022 costs, including HST 2,939,000.00 less: HST rebate on tender (292,339.34) Net Cost Being Awarded $ 2,646,660.66 A Costs Incurred to Date - Projected Costs: Regional Traffic Signal Adjustments 117,700.00 Projected Costs: Consultant Inspection 185,000.00 Projected Costs: Staff Time/Material Testing 23,103.00 Total Estimated Cost for this Phase of Work $ 2,972,463.66 C Budget for this Phase of Work Cycling Infrastructure account- Phase 1 budget 2,657,000.00 Total Budget for this Phase of Work $ 2,657,000.00 B Estimated Surplus/(Deficit) for this Phase of Work (B - C) (315,463.66) D Balance in account, net of encumbrances 672,864.14 Total Estimated Surplus/(Deficit) $ 357,400.48 E COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 2: REPORT TO: Committee of the Whole DATE OF MEETING: 2021-03-22 SUBMITTED BY: Ryan Scott, Manager of Procurement 519-741-2200 ext. 7214 PREPARED BY: Adam Buchholtz, Associate Procurement Specialist, 519-741-2200 ext. 7217 WARD(S) INVOLVED: Wards 4 and 9 DATE OF REPORT: 2021-03-12 REPORT NO.: FIN-2021-18 SUBJECT: T21-025 Supply and Delivery of Golf Carts RECOMMENDATION: That Tender T21-025 Supply and Delivery of Golf Carts, be awarded to Products Mobilicab, Acton Vale, Quebec, at their tendered price of $351,956.00, less trade in value of $112,200.00, plus H.S.T. of $31,168.28., for a total of $270,924.28., for a one (1) year term, with an option to renew for four (4) additional twelve (12) month terms. REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with an award as per Purchasing By-law 2017-106. There were three (3) tenders received for this procurement. This report supports the delivery of core services. BACKGROUND: Kitchener Golf currently carries a fleet of 136 motorized golf carts to service golfers at both Doon Valley and Rockway Golf Courses. The golf cart fleet has a mix of electric and gas carts. This year 44 carts will be replaced that have reached the end of their lifecycle. Kitchener Golf has managed to extend the life of the motorized golf carts beyond the five- year lifespan through battery replacement and regular maintenance. These carts have aged to a point that the batteries are failing, or the carts are breaking down while on the course. The carts are no longer reliable for customers to use and maintenance down time and repairs have increased leading to customer dissatisfaction and higher repair costs. The existing carts will be replaced with lithium battery golf carts. The lithium battery provides a greater energy efficient product that holds a charge longer than a lead-acid battery and is fully charged in half the time. The lithium batteries require no monthly maintenance and *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 31 have a longer life span than lead acid batteries. The lithium battery golf cart also has a higher trade in-value when it comes to future replacement. This tender is based on fixed unit prices for lithium battery golf carts. The actual spend will depend on the level of activity throughout the term of the contract. REPORT: Tenders were advertised publicly on the City of Kitchener website. Documents were downloaded by seven (7) interested parties and by the closing date of Friday March 5, 2021, three (3) tenders had been received. The following tenders were received: Adjusted Bid Price Bid Price Products Mobilicab Acton Vale QC $270,924.28 * G.C. Duke Equipment Ltd. Burlington ON $531,615.28 $303,581.28 Toromont Industries Ltd. Concord ON $807,900.28 $788,012.28 Bid prices were adjusted on two submissions as the trade in values were inputted incorrectly in the bidding system. The tender was reviewed by B. Cheyne, Manager Sport Development & Golf, and T. Margetts, Interim Superintendent Golf Grounds, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports Environmental Leadership. FINANCIAL IMPLICATIONS: The net cost for this tender (A), is fair and reasonable for a project of this scope, although the upset limit exceeds the budget allowance (B) provided within the budget. Funding for this project will come from the Golf Capital Reserve Fund and the deficit (D) will be paid off by the annual contribution to the reserve. 32 T21-025 Supply and Deliver Golf Carts Estimated Cost for this Work Tender T21-025 costs, including HST 397,710.28 less: Cart trade ins, (126,786.00) Cost Including HST 270,924.28 less: HST rebate (31,168.28) Net Cost Being Awarded 239,756.00 A Projected Costs: Staff Time/Permitting - Total Estimated Cost for this Work 239,756.00 C Budget for this Work Golf Capital Reserve - account balance 236,427.00 Total Budget for this Work 236,427.00 B Total Estimated Surplus/(Deficit) (3,329.00) D COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 33 REPORT TO: Community and Infrastructure Services Committee DATE OF MEETING: March 22, 2021 SUBMITTED BY: Qureshi, Asad, Director Facilities Management, 519-741-2600 ext. 4424 PREPARED BY: Stewart, Lynda, Manager Projects & Energy Management 519-741-2600 ext. 4215 Powell, Beatrice, Project Manager Facilities Asset Management 519-741-2600 ext. 4147 WARD(S) INVOLVED: All DATE OF REPORT: March 14, 2021 REPORT NO.: INS-2021-3 SUBJECT: Grant Application Municipal Asset Management Program RECOMMENDATION: That a project grant submission to the Municipal Asset Management Program to advance the Facilities Asset Management Plan be approved; and, That the City of Kitchener commits to the following activities in its proposed project: 1. Validate the facility asset data framework to support a state of facilities infrastructure report and the overall asset management plan requirements, and 2. Develop an asset management plan for facilities, including asset condition; levels of service; risk management; climate resilience; lifecycle & financial management strategy; creation of proactive maintenance plans; key performance indicators evaluating overall condition; and, That, if successful in the application, the City of Kitchener commits to fund $40,000 towards the costs of this project; and further, That the Chief Financial Officer and General Manager of Infrastructure Services be delegated authority to sign any relevant documentation and/or agreements pertaining to the project application to the Municipal Asset Management Program, subject to the satisfaction of the City Solicitor. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 34 REPORT HIGHLIGHTS: The purpose of this report is to outline the requirements of the Municipal Asset Management Program (MAMP) and propose that the development of a facilities asset management plan be submitted as a project for consideration. This program is funded by the Government of Canada and delivered by the Federation of Canadian Municipalities (FCM). A Facilities Asset Management Plan is required to be completed by July 1, 2023 and the development of an Asset Management Plan is a key part of the workplan over the next two years. Facilities are a complex asset category. Staff propose that internal staff with the support of consultants would prepare the asset management plan for facilities. The financial implications are a contribution of $40,000 from the City of Kitchener and a potential grant of $50,000 from the MAMP program. Community engagement included informing the community by posting the report and agenda prior to the meeting. This report supports the delivery of core services. BACKGROUND: Provincial regulation O.Reg. 588/17 requires municipalities to have an approved asset management plan for all municipal infrastructure assets that identifies current levels of service and the cost of maintaining those levels of service by July 1, 2023. An approved asset management plan for all municipal infrastructure assets that builds upon the 2023 requirements is due by July 1, 2024. The 2024 plan must include an identification of proposed levels of service, what activities will be required to meet proposed levels of service, and a strategy to fund these activities. Facilities are considered a specific category of assets under the O. Reg. 588/17 framework and require an approved asset management plan. The Municipal Asset Management Program (MAMP) is delivered by the Federation of Canadian Municipalities and funded by the Government of Canada. The purpose of the program is to support Canadian municipalities to develop robust infrastructure and asset management policies and programs. REPORT: Corporate Asset Management staff have identified thirteen different types of assets owned and operated by the City of Kitchener. These include water, gas, sanitary and stormwater utilities; golf and parking enterprises; roads & bridges; fleet; facilities; forestry; transportation services; cemeteries; and parks & open spaces. By July 1, 2021 the City must prepare an asset management plan for core municipal infrastructure. As per the O. Reg 588/17 regulations, core municipal infrastructure is defined as water assets, wastewater assets, stormwater management assets, roads and bridges/culverts. The asset management plans must include the current levels of service; current performance of each asset category; the lifecycle activities needed to maintain the 35 current levels of service; and relevant financial management components including replacement cost and approach to replacing or rehabilitating assets within the category. The City of Kitchener has completed detailed asset management plans for all core municipal assets as defined in the regulations. A collaborative effort is underway to satisfy expectations to complete similar asset management plans for all other non-core infrastructure assets by July 1, 2023. As well, on-going monitoring and updating of these detailed lifecycle plans have been integrated within the operational divisions so as to ensure that lifecycle can be maximized in the most cost-effective ways. The City of Kitchener owns and operates 255 facilities ranging from city hall and the Kitchener Operations Facility to recreational facilities, fire stations, arts and culture venues and community centres and smaller ancillary structures. Facilities are a complex asset category for several reasons. Within the structure of a building are several different types of components, such as electrical, mechanical, interior finishes, elevators, fire and life safety systems and furnishings. Building and related structures also do not take one standardized form and they support several specialized functions. For example, an aquatics centre and an administrative building would be constructed very differently, and the mechanical systems and operations would be very different. Finally, facilities are assets that are retained for a long period of time and need to be maintained for their intended function and at an on-going expected level of service. Facilities Management and Asset Management staff have been working collaboratively over the last several years to develop and implement procedures and tools to collect facility data. This is an ongoing exercise to incorporate maintenance and operations activities along with facility and component renewals and/or upgrades. Due to the number of facilities, the volume of data to be analyzed and the complexity of the asset class, staff propose to submit a grant application to support the development of the required facility asset management plan. The Municipal Asset Management Program (MAMP) is an eight-year, $110-million program funded by Infrastructure Canada to support Canadian municipalities and communities in making informed infrastructure investment decisions based on reliable data and sound asset management practices. The program offers municipal grant funding to increase skills within local governments to sustainably maintain their asset management programs now and in the future. The Federation of Canadian Municipalities delivers the program. Projects submitted for consideration must focus on municipally owned assets and must lead to improvement of a . Creating an asset management plan for a specific type of asset, like facilities, is identified as an acceptable scope. Projects must be completed within a 12 - month timeframe. The maximum contribution from MAMP is $50,000. A further stipulation limits the MAMP grant to 80% of eligible project costs in communities with a population greater than 1,000 people. Subject to funding availability, FCM will accept applications for projects on a continuous basis, year-round, until October 31, 2022. Staff propose to undertake a project in 2022 that will focus on a state of local infrastructure report and an asset management plan specific to facilities. This will include a validation of 36 the data collected, such as condition, replacement cost, useful life etc. and will inform the state of infrastructure report. Subsequently, in collaboration with stakeholders, an asset management plan will be created and will include:community and technical levels of service; risk mitigation strategies; long-term financial plans; and lifecycle management strategies. This is the foundation of the Facilities Asset Management Plan required by the provincial regulations by July 1, 2023. These activities will be conducted by staff from Facilities Management and Asset Management divisions supported by consultants familiar with the ISO 5500 standard for elements of leading AM practices. The estimated cost of this undertaking is $90,000. If the maximum allowable grant of $50,000 is awarded by FCM, the City would be responsible for the remaining $40,000. This would be funded from the 2022 Facilities Management capital budget. A requirement of the grant application is a Council resolution authorizing the asset management project, clearly STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget In the 2022 budget year, staff would allocate $40,000 in the Facilities The development of an asset management plan is required by provincial regulation and the City would be responsible to fund this work regardless of the outcome of the grant. The grant provides an opportunity to offset the costs of these efforts. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services 37 REPORT TO: Committee of the Whole DATE OF MEETING: March 22, 2021 SUBMITTED BY: Bob Gilmore, Acting Fire Chief, 519-741-2200 ext. 5501 PREPARED BY: Sheri Brisbane, Supervisor Financial Reporting, 519-741-2200 ext. 7349 WARD(S) INVOLVED: All DATE OF REPORT: March 16, 2021 REPORT NO.: FIN-2021-16 SUBJECT: Grant Application Fire Safety Grant RECOMMENDATION: That grant submission to the Ontario Fire Marshal dated March 16, 2021 be approved. REPORT HIGHLIGHTS: The purpose of this report is to outline the requirements related to the funding announcement and . Staff proposed that the funds be allocated to various training initiatives as documented in attached application. The financial implications include a potential grant of up to $62,100. Community engagement included informing the community by posting the report and agenda prior to the meeting. This report supports the delivery of core services. BACKGROUND: On March 11, 2021 the Ontario Government announced $5 million in funding to help municipal fire services address the impacts of the COVID-19 pandemic. The funding will enhance fire safety training across the province and support safety inspection programs to ensure compliance with the Ontario Fire Code. This program is funded by the Ontario Government and administered by the Office of the Fire Marshal (OFM). *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 38 COVID-19 created risks and unprecedented challenges for fire departments to conduct training and fire safety inspections. This one-time funding will enhance in-person and online educational instruction needs by increasing access to additional training. It will also support updates to specialized critical equipment, such as high-speed internet, to enhance virtual training and enable remote options to support fire safety and compliance with Ontario's Fire Code while minimizing exposure to the virus. The City of Kitchener is eligible to receive up to $62,100 as part of this grant program. REPORT: The grant is intended to provide fire departments with the flexibility to support two priority areas. First, this grant may be put towards ongoing training needs including registration, administrative programming, technology upgrades and associated costs for attending as well as for providing services. In addition, if code compliance and inspections continue to be challenging, addressing opportunities for an inspection program may include technology, capital costs and training to ensure that fire services are able to meet the demand of this need at the local level. Due to a very tight turnaround time, the program has allowed the fire chief to accept the grant in principle on behalf of the municipality, pending formal approval from council. The fire department has submitted an application proposing the funding is used for a variety of training initiatives that meet the eligibility requirements of the grant. Please see attached application that was submitted to the Office of the Fire Marshal on March 16, 2021. Staff are confident that these training initiatives are all eligible in accordance with the funding requirements. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget The recommendation has no impact on the Capital Budget. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. 39 PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authoritiesrelated to this matter APPROVED BY: Michael May, General Manager, Community Services Department ATTACHMENTS: Attachment A Kitchener Fire Safety Grant Application 3: 41 42 REPORT TO: Committee of the Whole DATE OF MEETING: March 22, 2021 SUBMITTED BY: Cory Bluhm, Executive Director Economic Development, 519-741- 2200 EXT 7065 PREPARED BY: Brian Bennett, Manager, Business Development, 519-741-2200 EXT 7230 WARD(S) INVOLVED: 5 DATE OF REPORT: March 17, 2021 REPORT NO.: DSD-2021-40 SUBJECT: Request to execute both a Land Lease Agreement with the Kitchener - (YWCA) and an Agreement with the YWCA and the Regional Municipality of Waterloo for the property located at 1470 Block Line, Kitchener RECOMMENDATION: That the Mayor and Clerk be authorized to execute both a Land Lease Agreement with the Kitchener - the YWCA and the Regional Municipality of Waterloo for the property located at 1470 Block Line, Kitchener; the land is to be leased for $1 and the term of the lease shall not exceed 50 years less one day; with said agreements to be to the satisfaction of the City Solicitor. REPORT HIGHLIGHTS: Authority to execute both a Land Lease Agreement with the Kitchener - Waterloo Young Municipality of Waterloo for the property located at 1470 Block Line, Kitchener No financial implications This report supports A Caring Community by creating an Affordable Housing Strategy. BACKGROUND: The Kitchener the Regional Municipality of Waterloo to provide 41 supportive housing units for women experiencing or at risk of homelessness. On December 14, 2020 Kitchener City Council declared the 1.1 acre parcel located at 1470 Block Line surplus. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 43 REPORT: The lands at 1470 Block Line Road, which have been declared surplus, are zoned Major Institutional (I-3), and can accommodate the construction and operation of supportive housing. The City will on a 50 year less one day Land Lease with the YWCA to enable them to construct and operate the 41 supportive housing units. The agreement with the YWCA and the Region pertains to the funding obligation. STRATEGIC PLAN ALIGNMENT: This report supports A Caring Community by creating an Affordable Housing Strategy. FINANCIAL IMPLICATIONS: Capital Budget The recommendation has no impact on the Capital Budget. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: Committee of the Whole Staff Report dated December 14, 2020, where the property located at 1470 Block Line was declared surplus. APPROVED BY: Justin Readman, General Manager Development Services ATTACHMENTS: Attachment A Map of 1470 Block Line Rd 44 45 REPORT TO: Committee of the Whole DATE OF MEETING: March 22, 2021 SUBMITTED BY: Tarling, Christine, Director of Legislated Services/City Clerk, 519- 519-741-2200 ext. 7809 PREPARED BY: Tarling, Christine, Director of Legislated Services/City Clerk, 519- 519-741-2200 ext. 7809 WARD(S) INVOLVED: All DATE OF REPORT: March 17, 2021 REPORT NO.: COR-2021-3 SUBJECT: Board Appointments for Kitchener Housing Inc. and Kitchener Non- Profit Management Inc. RECOMMENDATION: That Barb Blundon be appointed to the Board of Directors of Kitchener Housing Inc. and Kitchener Non-Profit Property Management Inc. for the term of May 1, 2021 to November 14, 2021; and further, That Mary Henein Thorn be appointed to the Board of Directors of Kitchener Housing Inc. and Kitchener Non-Profit Property Management Inc. for the term of March 1, 2021 to November 14, 2022. REPORT HIGHLIGHTS: The purpose of this report is to appoint board members to the Boards of Kitchener Housing Inc. (KHI) and Kitchener Non-Profit Property Management Inc. (KNPPMI) to fulfill mid-term vacancies created by the departure of two current Board members. This report supports the recommendations of the KHI/KNPPMI Board. The financial implications are none. Community engagement included posting this report online. This report supports the delivery of core services. BACKGROUND: On November 23, 2020, Council approved a change in the appointment terms for KHI/KNPPMI to align with the term of council as set out in Section 6 (1) of the Municipal Elections Act, 1996. In order to transition to the new term of council, Council approved the appointment of board members for the remainder of the 2018-2022 council term. The 4- year term takes effect on November 15, 2022 for the 2022-2026 term of council. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 46 REPORT: The Board of KHI/KNPPMI is requesting Council approval to have two current non-voting members to become Board Directors to fill the vacancies created by the resignation of Filipe Mendes effective March 1, 2021 and Richard Parent effective May 1, 2021. Both recommended candidates have been non-voting participants to the Board and are knowledgeable about the organization and have the requisite skills to be board directors. 2021 and Mary Henein Thorn will assume the balance of Filipe November 14, 2022. The recommendation was approved by resolution of the Board of Directors at the February 17, 2021 Board meetings for both KHI and KNPPMI. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget The recommendation has no impact on the Capital Budget. Operating Budget The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: COR-20-016 Nominating Committee Citizen Appointments to Advisory/Quasi- judicial Committees and Boards (2020-2022) APPROVED BY: Victoria Raab, General Manager, Corporate Services Department ATTACHMENTS: Attachment A Letter from Lori Trumper, General Manager, Kitchener Housing Inc. and Kitchener Non-Profit Property Management Inc. 47 CĻĬƩǒğƩǤ ЋЋͲ ЋЉЋЊ Kitchener City Council c/o Office of the City Clerk 200 King Street West Kitchener, ON N2G 4G7 Dear Kitchener City Council, For your consideration, please receive the recommendation from the Board of Directors of Kitchener Housing Inc., and Kitchener Non-Profit Property Management Inc. for two current non-voting members to become Board Directors and fill the vacancies created by the resignation of Filipe Mendes effective March 1, 2021 and Richard Parent effective May 1, 2021. Both Barb Blundon and Mary Henein Thorn have been nonvoting participants to the Board and are knowledgeable about the organization and have the requisite skills to be board directors. ends November 14, 2021 4, 2022 or as soon as possible thereafter. The positions and terms are per the revised KHI Bylaw no. 12 and KNPPMI Bylaw no. 6 as approved at the November 18, 2020 KHI and KNPPMI Special Meeting of the Members. The recommendation was approved by resolution of the Board of Directors at the February 17, 2021 Board meetings for both KHI and KNPPMI. Name Position Term Notes Barb Blundon Board Director New Board Recommendation (formerly Non-Voting Participant) Mary Henein Thorn Board Director New Board Recommendation (formerly Non-Voting Participant) I trust this is all the information you require. Respectfully submitted, Lori Trumper General Manager Kitchener Housing Inc. and Kitchener Non-Profit Property Management Inc. 48 REPORT TO: Committee of the Whole DATE OF MEETING: March 22, 2021 SUBMITTED BY: Ryan Hagey, FIN-Financial Planning PREPARED BY: Ryan Hagey, FIN-Financial Planning WARD(S) INVOLVED: All DATE OF REPORT: February 25, 2021 REPORT NO.: FIN -2021-7 SUBJECT: 2020 Year End Variance RECOMMENDATION: For information. REPORT HIGHLIGHTS: The purpose of this report is to provide the yearend financial results for City operations As reported throughout the year, most City operations were negatively impacted by COVID-19, leading to significant deficits in tax-supported operations ($5.06M), Parking ($2.3M), and Golf ($595k). Deficits in 2020 were fully offset by Safe Restart funding provided by the Federal and Provincial governments, with some funds available to be carried over to 2021, in accordance with the parameters of the Safe Restart funding allocation. Carried over Safe Restart funds will expected continuing deficits in 2021. This report supports the delivery of core services. BACKGROUND: This is the third and final formal variance performance versus the 2020 budget. The report and attached schedules include information regarding: Tax supported operating Rate supported enterprises/utilities, and Supplementary information related to investment income REPORT: -supported operations ended the year with a significant deficit related predominantly to the COVID-19 pandemic. Almost all City operations were disrupted in some way due to the pandemic, with some services/programs being completely suspended to comply with Provincial health guidelines. These major alterations to normal operations resulted in considerable losses in income for recreational programs (e.g. pools, *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 49 arenas, sportsfields, and community centres), as well as economic relief measures approved by Council such as waiving fees for portable signs, and waiving penalty and interest charges on late payments. Likewise, many rate supported operations were impacted by COVID-19, with Parking and Golf being the most severely hit. Parking saw major decreases in the number of downtown parkers due to the pandemic, and Golf had reduced revenues as a result of the pandemic from delayed opening of courses, no food & beverage service, and reduced memberships in 2020. Fortunately, the City was successful in receiving enough Safe Restart funding from the Federal and Provincial governments to completely offset all deficits realized in 2020, with some funding remaining to be carried over into 2021 in order to offset expected deficits tax supported operations as well as Parking and Golf. The table below shows the amount of Safe Restart funding received, how it was applied in 2020, and the amounts remaining to be employed in 2021. Safe Restart Funding Continuity 2020 Funding 2020 Funding 2020 Funding 2021 Funding 2021 Funding Received Applied Carryover Received Available Tax $ 8,472,000 $ 5,062,000 $ 3,410,000 $ 1,693,000 $ 5,103,000 Parking $ 2,852,000 $ 2,263,000 $ 589,000 $ 673,000 $ 1,262,000 Golf $ 619,000 $ 596,000 $ 23,000 $ 146,000 $ 169,000 Utilities $ 1,119,000 $ 1,119,000 $ - $ - $ - Total $ 13,062,000 $ 9,040,000 $ 4,022,000 $ 2,512,000 $ 6,534,000 Further to the Safe Restart funding provided in 2020, on March 4, 2021, the Provincial government announced an additional $500M for Ontario municipalities to deal with the ongoing impacts of COVID-19. This funding was unanticipated at the time of its announcement, but will help Kitchener and other municipalities fund additional costs and this funding is $4.8M and is in addition to the $6.5M of Safe Restart funding available to the City in 2021. Based on the actual variance experienced in 2020 and the ongoing nature of the pandemic, it is expected the full amount of funding available through Safe Restart and the additional Provincial funding will be needed to offset sizeable deficits anticipated in 2021. Operating Fund Tax Base (Schedule 1) The City ended the year with an operating deficit of $5,060,000 in tax-supported operations, largely due to the impacts of COVID-19. This result is 2.5% of budgeted expenditures totaling $205,193,000. The deficit experienced in 2020 breaks a stretch of five years where tax-supported operations ended the year in a surplus as shown in the table below2020 is almost as large as all the surpluses experienced over the past five years ($5.84M). Tax Supported Operations Yearend Position 2015 2016 2017 2018 2019 2020 Surplus/ $0.98M 0.94M $1.42M $1.73M $0.77M ($5.06M) (Deficit) 4: deficit was fully funded by Safe Restart funding from the Federal and Provincial governments Tax Stabilization Reserve Fund to end the year witha balance of $8.1M.This reserve balance will be available to fund any future deficit in tax supported operations, which is good news for the City as the financial realities of COVID-19 are anticipated to have a negative financial impact on 2021 and possibly beyond. Significant variances (over $200,000) are summarized below by division. Schedule 1 provides a little more detail by including information for variances that exceed $100,000 of the budget. Significant Variances (over $200,000) Community Services Department: Bylaw Enforcement had a deficit of $571,000 due to decreased enforcement activity during the pandemic. Staff continued to enforce any bylaws related to the health and safety, but suspended other enforcement activities during the year. Fire had a surplus of $481,000 due to discretionary expense savings, Regional computer aided dispatch (CAD) cost savings, and various program savings due to COVID-19. Neighbourhood Programs & Services had a deficit of $331,000 due to reduced revenues as facilities were closed and programs were suspended/modified due to COVID-19 restrictions. Sport had a deficit of $6,624,000 due to reduced revenues as facilities were closed and programs suspended/modified due to COVID-19 restrictions. Examples of closed facilities include arenas, pools, and the Budd Park indoor facility. Development Services Department: Economic Development had a deficit of $309,000 due to reduced revenues at the Kitchener Market and Victoria Park Pavilion in addition to providing funding for the Reimagine Winter campaign. Planning had a deficit of $310,000 due to the waiving portable sign permit fees in order to help businesses still trying to operate during the pandemic, and a reduction in the number of some applications because of COVID-19. Transportation Services had a surplus of $308,000 due to revenues from work permit road closures & administration fees, and discretionary expense savings. Infrastructure Services Department: Facilities Management had a surplus of $1,479,000 due to reduced utility consumption. A number of City facilities were closed for a portion of the year and/or operating at reduced capacity due to COVID-19 restrictions which resulted in significantly lower than budgeted utility costs. 51 General Expense: Gapping had a surplus of $4,168,000 primarily due staff savings related to COVID- 19. A number of staff whose facilities or programs were suspended during the pandemic were put on designated emergency leave (DEL) or infectious disease emergency leave (IDEL) throughout the year, which allowed them to take advantage of various income support programs offered by the Federal government such as the Canada Emergency Response Benefit (CERB). Other had a deficit of $925,000 due to year-end provisions for contingent liabilities. Emergency Operations Centre had a deficit of $1,743,000 due to the COVID-19 pandemic. Example of costs include: o Purchases of personal protective equipment and other health & safety supplies o Additional Citrix licenses for a higher number of staff working from home o -19 response o Additional cleaning and minor retrofits of City facilities General Revenues: Supplementary Taxes/Write-offs had a deficit of $594,000 due to lower supplementary tax revenues and an increase in property tax write-offs. Investment income had a deficit of $389,000 due to reduced interest rates throughout most of the year. Penalties & Interest had a deficit of $337,000 due to due to waiving of penalties & interest as an economic support for citizens and businesses impacted negatively by COVID-19. Enterprises (Schedules 2 to 8) While COVID-19 disrupted the operations of ended the year with financial results worse than budget. The other enterprises were less directly impacted by the pandemic, as building activity continued to be strong, and the were more impacted by weather (e.g. amount of rainfall, or winter temperatures) than the global health crisis. Summary information about each Enterprises are noted below, with more detailed information provided in the schedules attached to this report. Building Enterprise (Schedule 2) Actual Budget Variance Favourable/(Unfavourable) Building $1,186 ($467) $1,654 The Building Enterprise had a surplus of $1,186,000, which was $1,654,000 better than budgeted. The main reason for the surplus is that revenues were higher than budget due to increased permit applications in the apartment, commercial, government/ institutional and single detached categories. As well, expenses were lower due to staff vacancies and reduced discretionary spending in accordance with the rest of the City. 52 Golf Enterprise (Schedule 3) Actual Budget Variance Favourable/(Unfavourable) Golf ($595) $14 ($610) The Golf Enterprise had a deficit of $595,000, which was $610,000 worse than budgeted. Safe Restart funding was used to fully offset the deficit which was caused mostly by reduced revenues. The golf courses opened approximately one month later than normal with a reduced number of memberships, and offered a reduced cost of membership. In addition due to COVID-19 restrictions there were no revenues from normal golf course offerings such as food & beverage, driving range, or pitch and putt. Parking Enterprise (Schedule 4) Actual Budget Variance Favourable/(Unfavourable) Parking ($2,263) ($100) ($2,163) The Parking Enterprise had a deficit of $2,263,000, which was $2,163,000 worse than budgeted. Safe Restart funding was used to fully offset the deficit which was caused mostly by reduced revenues. Parking revenues were down significantly as many downtown businesses were closed and/or running at reduced capacity either due to economic reasons or to comply with provincial stay-at-home orders. This translated into much less vehicle traffic requiring monthly or hourly parking in the downtown core. Water Utility (Schedule 5) Actual Budget Variance Favourable/(Unfavourable) Water $2,557 $45 $2,511 The Water Utility had a surplus of $2,557,000 (including $197,000 of Safe Restart funding), which was $2,511,000 better than budgeted. Water revenues were significantly better than budgeted due to increased volume sales from a dry summer. As well, some maintenance costs were delayed due to COVID-19 and were not incurred in 2020. Sanitary Sewer Utility (Schedule 6) Actual Budget Variance Favourable/(Unfavourable) Sanitary Sewer $6,486 $71 $6,415 53 The Sanitary Sewer Utility had a surplus of $6,486,000 (including $256,000 of Safe Restart funding), which was $6,415,000 better than budgeted. Sewer surcharge revenues were significantly better than budgeted, which is consistent with increased volume sales noted in the Water utility. In addition, sewage processing costs were less than budgeted due to lower than normal inflow/infiltration. And much like the Water utility, some maintenance costs were delayed due to COVID-19 and were not incurred in 2020. Stormwater Utility (Schedule 7) Actual Budget Variance Favourable/(Unfavourable) Stormwater $519 $102 $417 The Stormwater Utility had a surplus of $519,000 (including $86,000 of Safe Restart funding), which was $417,000 better than budgeted. Like the Water and Sanitary Sewer utilities, some maintenance costs were delayed due to COVID-19 and were not incurred in 2020. Gas Utility (Schedule 8) Actual Budget Variance Favourable/(Unfavourable) Gas Utility (Total) ($687) ($2,040) $1.353 Gas Delivery ($1,453) ($1,653) $200 Gas Supply $766 ($387) $1,153 The Gas Utility (Total) had a deficit of $687,000 (including $581,000 of Safe Restart funding), which was $1,353,000 better than budgeted. Gas Delivery was very close to budget, while Gas Supply was considerably better than budget, due mainly to reduced commodity prices for natural gas during the global pandemic. Investment Report (Schedule 9) - term investment balances remained healthy, but short-term investment yields averaged 1.64%, which is considerably lower than originally projected prior to the COVID-19 pandemic. The lower rate environment resulted in a deficit of $388,000, which made up part of the overall tax supported operations deficit of $5.06M which was fully funded by Safe Restart funding received from the Federal and Provincial governments in 2020. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Final results for tax supported operations and rate supported enterprises/utilities have been closed out to the appropriate stabilization reserves. Surpluses increase the funds 54 available in the reserve to offset future deficits, while deficits decrease funds available to deal with unanticipated funding needs. COMMUNITY ENGAGEMENT: INFORM of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: FIN-20-055 2020 June Operating Variance Report FIN-20-062 COVID Financial Impacts - Request for Phase 2 Safe Restart Funding ATTACHMENTS: Schedule 1: Statement of Operations Tax Supported Services Schedule 2: Statement of Operations Building Schedule 3: Statement of Operations Golf Schedule 4: Statement of Operations Parking Schedule 5: Statement of Operations Water Schedule 6: Statement of Operations Sanitary Sewer Schedule 7: Statement of Operations Stormwater Schedule 8: Statement of Operations Gas Schedule 9: Investment Report 55 56 57 58 59 5: 61 62 63 64 65 Bwfsbhf!Tipsu.Ufsn Jowftunfou!Cbmbodf+ Jowftunfou!Sfqpsu!bt!pg!Efdfncfs!42-!3131 Kbovbsz!up!Efdfncfs!3131 Dpnqbsjtpo!pg!Tipsu!UfsnZjfmet! 66 Pqfsbujoh!Gvoe Bddvnvmbufe!Joufsftu Jowftunfou!Sfqpsu!bt!pg!Efdfncfs!42-!3131 Mpoh!Ufsn!Jowftunfout Dbti!'!Tipsu!Ufsn!Jowftunfout Jowftunfou!Cbmbodft 67 REPORT TO: Council DATE OF MEETING: March 22, 2021 SUBMITTED BY: Jonathan Lautenbach, CFO and City Treasurer, (519) 741-2200 extension 7334 PREPARED BY: Lisa Dueck, Supervisor of Accounting, (519) 741-2200 extension 7659 WARD(S) INVOLVED: ALL DATE OF REPORT: March 11, 2021 REPORT NO.: FIN-2021-014 SUBJECT: 2020 Statement of Remuneration and Expenses RECOMMENDATION: For information REPORT HIGHLIGHTS: The purpose of this report is to provide an annual itemized Statement of Remuneration and Expenses for each member of Council as required by the Municipal Act BACKGROUND: Section 284(1) of the Municipal Act, 2001 provides that the Treasurer of a Municipality shall, in each year on or before March 31, provide to the Council of the Municipality an itemized statement on remuneration and expenses paid in the previous year to: (a) each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council; (b) each member of council in respect of his or her services as an officer or employee of the municipality or other body described in clause (a); and (c) each person, other than a member of council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body. REPORT: The detailed Statement of Remuneration and Expenses for the year 2020 is attached to this report. The by-law under which the remuneration or expenses were authorized to be paid is 2021-004. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. 68 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: through the delivery of core service. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: INFORM - The 2020 Statement of Remuneration and Expenses report has been posted to will ACKNOWLEDGED BY: Jonathan Lautenbach, CFO and City Treasurer, Financial Services 69 The Corporation of the City of Kitchener Statement of Remuneration and Expenses For the year ended December 31, 2020 IndexTitlePage SummarySummary Statement of Council Remuneration and Expenses2 Schedule 1Statement of Remuneration3 Schedule 2Conferences and Seminars4 Schedule 3Meeting Expenses5 Schedule 4Home Office and Technology Expenses6 Schedule 5Members of Council - Directors of Kitchener-Wilmot Hydro Inc.7 and Kitchener Power Corp. Schedule 6Honorariums of Council Appointees8 Committee of Adjustment Committee of Property Standards Committee of Dog Designation Appeal 6: 75,520 68,905 63,709 66,805 75,988 67,639 71,274 66,767 66,350 77,038 145,045845,040 Summary Total $ $ 7,4185,3485,0637,418 12,19237,439 KPC Sch 5 KW Hydro/ $ $ 68,10268,90563,70966,80570,64067,63966,21166,76766,35069,620 132,853807,601 Subtotal $ $ 600 1,451 2,051 Expenses Automobile $ $ 518451 807102185185244245 1,954 Events Community $ $ 936815 1,782 1,9662,8821,3992,3021,1491,5891,0021,584 17,406 Sch 4 Tech 2 $ $ Home Office & 44 3,2873,331 Sch 3 Meeting Expenses For the year ended December 31, 2020 The Corporation of the City of Kitchener $ $ 71 682555555 Summary Statement of Council Remuneration and Expenses 1,6233,486 Sch 2 Seminars $ $ Conferences & 66,08567,88560,22764,70568,15366,43962,99965,21265,10467,720 124,844779,373 Sch 1 $ $ Remuneration Total Members of Council Mayor Berry VrbanovicCouncillor Scott DaveyCouncillor Dave SchniderCouncillor John GazzolaCouncillor Christine MichaudCouncillor Kelly Galloway-SealockCouncillor Paul SinghCouncillor Bil IoannidisCouncillor Margaret JohnstonCouncillor Debbie ChapmanCouncillor Sarah Marsh Schedule 1 The Corporation of the City of Kitchener Statement of Remuneration For the year ended December 31, 2020 Taxable Employment RemunerationBenefits Members of CouncilTotal Mayor Berry Vrbanovic$ 105,382 $ 19,462 $ 124,844 Councillor Scott Davey 54,216 11,869 66,085 Councillor Dave Schnider 54,216 13,669 67,885 Councillor John Gazzola 54,216 6,011 60,227 Councillor Christine Michaud 54,216 10,489 64,705 Councillor Kelly Galloway-Sealock 54,216 13,937 68,153 Councillor Paul Singh 54,216 12,223 66,439 Councillor Bil Ioannidis 54,216 8,783 62,999 Councillor Margaret Johnston 54,216 10,996 65,212 Councillor Debbie Chapman 54,216 10,888 65,104 Councillor Sarah Marsh 54,216 13,504 67,720 Total Remuneration$ 647,542 $ 131,831 $ 779,373 Note: Employment benefits consist of costs such as Canada Pension Plan (CPP), Employer Health Tax (EHT), Group Life Insurance benefits, Health and Dental benefits, OMERS and RRSP contributions. 3 72 Schedule 2 The Corporation of the City of Kitchener Conferences and Seminars For the year ended December 31, 2020 Mayor Berry Vrbanovic Association of Municipalities of Ontario, AGM & Annual Conference611 Virtual conference, August 17-19, 2020 Federation of Canadian Municipalities, 2020 Virtual Sustainable Communities 71 Virtual conference, October 20-22, 2020 $ 682 Councillor Christine Michaud Non-refundable travel costs due to COVID cancellation555 Credit to be used for future booking $ 555 Councillor Bil Ioannidis University of Waterloo, Fundamentals of Community Economic Development1,623 Virtual course, Waterloo, ON, $ 1,623 Councillor Margaret Johnston Non-refundable travel costs due to COVID cancellation555 Credit to be used for future booking $ 555 Councillor Sarah Marsh Federation of Canadian Municipalities, 2020 Virtual Sustainable Communities 71 Virtual conference, October 20-22, 2020 $ 71 Total Conferences and Seminars $ 3,486 4 73 Schedule 3 The Corporation of the City of Kitchener Meeting Expenses For the year ended December 31, 2020 Mayor Berry Vrbanovic Big City Mayors' Caucus Meeting Ottawa, ON, February 5-6, 2020 1,596 Federation of Canadian Municipalities, Board of Directors Meeting Ste. Hyacinthe, QC, March 4-7, 2020 1,057 Miscellaneous Meeting Expenses634 $ 3,287 Councillor Christine Michaud Miscellaneous Meeting Expenses44 $ 44 Total Meeting Expenses $ 3,331 5 74 Schedule 4 The Corporation of the City of Kitchener Home Office and Technology Expenses For the year ended December 31, 2020 Members of CouncilOperatingCapitalTotal Mayor Berry Vrbanovic$ 1,782 $ 0 $ 1,782 Councillor Scott Davey1,2547121,966 Councillor Dave Schnider9360936 Councillor John Gazzola2,1827002,882 Councillor Christine Michaud1,321781,399 Councillor Kelly Galloway-Sealock2,2001022,302 Councillor Paul Singh1,14901,149 Councillor Bil Ioannidis1,2992901,589 Councillor Margaret Johnston693122815 Councillor Debbie Chapman1,00201,002 Councillor Sarah Marsh1,1674171,584 Total Home Office and Technology Expenses$ 14,985 $ 2,421 $ 17,406 Note: Capital technology expenses may include purchases of furniture, computers, laptops, scanners, printers, etc. Operating expenses may include office supplies, monthly cell phone charges, home phone, home internet, etc. A detailed breakdown of Home Office and Technology expenditures can be found at: https://www.kitchener.ca/en/taxes-utilities-and-finance/remuneration-and-expenses.aspx 6 75 Schedule 5 The Corporation of the City of Kitchener Members of Council - Directors of Kitchener-Wilmot Hydro Inc. and Kitchener Power Corp. For the year ended December 31, 2020 Meeting Members of CouncilRemunerationExpensesTotal Directors of Kitchener-Wilmot Hydro Inc. Mayor Berry Vrbanovic$ 4,648 $ 1,448 $ 6,096 $ 4,648 $ 1,448 $ 6,096 Directors of Kitchener Power Corp. Mayor Berry Vrbanovic$ 4,648 $ 1,448 $ 6,096 Scott Davey (Jun-Dec)5,4481,9707,418 Sarah Marsh (Jun-Dec)5,4481,9707,418 Bil Ioannidis (Jan-May)3,8481,2155,063 Kelly Galloway-Sealock (Jan-May)3,8481,5005,348 $ 23,240$ 8,103 $ 31,343 7 76 Schedule 6 The Corporation of the City of Kitchener Honorariums of Council Appointees For the year ended December 31, 2020 Council Appointees Honorariums Committee of Adjustment Robert McColl$ 850 Scott Hannah800 Michael Kidd800 Denny Cybalski750 Jennifer Meader700 $ 3,900 Committee of Property Standards Michael Pulley$ 300 Aamir Sohail225 Brian Santos150 Sharlene Mohlman 150 $ 825 Committee of Dog Designation Appeal Anne Lawrence$ 600 8 77