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HomeMy WebLinkAboutCouncil Agenda - 2021-09-20Council Meeting Agenda Monday, September 20, 2021, 7:00 p.m. Electronic Meeting 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(a)kitchener.ca. Please refer to the delegations section on the agenda below for registration deadlines. Written comments will be circulated prior to the meeting and will form part of the public record. 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 Pages 1. COMMENCEMENT The electronic meeting will begin with a Land Acknowledgement given by the Mayor and the singing of "O Canada." 1.1. Recognition of September 30 as the National Day for Truth and Reconciliation 2. MINUTES FOR APPROVAL Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting held August 23, 2021 and special meetings held August 23 and September 13, 2021) - Councillor S. Marsh 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. COMMUNICATIONS REFERRED TO FILE 4.1. Flag Request under Policy MUN-FAC-442: 4.1.a. Emancipation Month - August 23 - September 1, 2021 4.1.b. Every Child Matters - September 30 - October 4, 2021 5. PRESENTATIONS 5.1. Reep Green Solutions Annual Report Patrick Gilbride and Mary Jane Patterson Please see the link attached to view Reep Green Solutions annual report: Impact Report 2020-2021 6. DELEGATIONS Pursuant to Council's Procedural By-law, delegations are permitted to address the Committee for a maximum of five (5) minutes. Delegates must register by 5:00 p.m. on September 20, 2021, in order to participate electronically. 6.1. Financial Services Department report FIN -2021-51, listed as Item 12.2.a on the Committee of the Whole agenda. 6.1.a. Matthew Betik, KPMG 6.2. Development Services Department report DSD -2021-124, listed as Item 7.2.b under the Planning and Strategic Initiatives Committee report dated September 13, 2021. 6.2.a. Scott Patterson, Patterson Planning Consultants 7. REPORTS OF COMMITTEES 7.1. FINANCE AND CORPORATE SERVICES COMMITTEE - SEPTEMBER 13, 2021. 7.1.a. DSD -2021-89 - Temporary Artwork Agreements That the Executive Director of Economic Development be authorized to execute agreements with artists & property owners for the creation, installation & presentation of temporary artworks valued at less than $10,000 on private or City property; said agreements to be developed to the satisfaction of the City Solicitor, as outlined in Development Services Department report DSD -2021-89. 7.1.b. DSD -2021-117 - Janet Metcalfe Public School Traffic Safety Improvements That the Uniform Traffic Bylaw be amended to prohibit U-turns on Seabrook Drive from the south intersection with Forest Grove Lane to Amand Drive, and on Amand Drive from Grovehill Crescent to Seabrook Drive, as outlined in Development Services Department report DSD -2021-117. Page 2 of 62 7.1.c. COR -2021-22 - Community Grant Program for Black, Indigenous & Racialized Groups & Organizations That the proposed grant program for Black, Indigenous & Racialized Communities in Kitchener, as outlined in Appendix A of Corporate Services Department report COR -2021-22, be approved with an annual budget of $50,000 for the first three years; and, That the unused Community Grants balance of $138,000 be reallocated to fund the proposed community grant program for the first three years; and, That the Deputy Chief Administrative Officer and General Managers be authorized to execute agreements with recipients pertaining to the proposed community grant program; and, That starting in the Fall of 2021, the City will begin the collection and reporting of demographic data for organizations receiving grants in all other grant streams; and further, That staff be directed to report back following the commencement of year one of the program to provide information on the projects that were supported by the grant program. 7.1.d. DSD -2021-126 - Active Transportation & Trails Advisory Committee New Terms of Reference That the name and mandate of the Kitchener Cycling and Trails Advisory Committee be changed to Kitchener Active Transportation and Trails Advisory Committee, as outlined in Development Services Department report DSD -2021-126; and further, That the new terms of reference for the Kitchener Active Transportation and Trails Advisory Committee be adopted, effective January 1, 2022. Page 3 of 62 7.2. PLANNING AND STRATEGIC INITIATIVES COMMITTEE - SEPTEMBER 13, 2021. 7.2.a. DSD -2021-159 - Draft Plan of Condominium (Vacant Land) 30CDM- 21207 - 60 Trussler Road - Elev8 Properties Inc. That the City of Kitchener, pursuant to Section 51(31) of the Planning Act R.S.O. 1990, c.P.13, as amended, and By-law 2002-164 of the City of Kitchener, as amended, grant draft approval to Condominium Application 30CDM-21207 for 60 Trussler Road in the City of Kitchener, subject to the conditions shown in Appendix "A" to Report DSD -21-159. 7.2.b. DSD -2021-124 - Draft Plan of Condominium (Vacant Land) 30 CDM - 20206 - Demolition Control DC21/019/N/ES - 99-109 North Hill Place & 29 Chicopee Terrace - 99 North Hill Place Inc. That consideration of the following recommendation be referred to the September 20, 2021, Council meeting to allow for an opportunity for staff to provide cost estimates for infrastructure improvements to North Hill Place from Fairway Road to the proposed development; and, to receive confirmation the developer is amenable to constructing an 8 -foot -high privacy fence along the property line shared with 3, 7, 11, 15, 21, and 25 Chicopee Terrace; and further, to receive confirmation the developer commits to address the overland storm water flow issues at the site plan process: That the City of Kitchener, pursuant to Section 51(31) of the Planning Act R. S. 0. 1990, c. P. 13, as amended, and By-law 2002-164 of the City of Kitchener, as amended, grant draft approval to Condominium Application 30CDM-20206 for 99-109 North Hill Place & 29 Chicopee Terrace in the City of Kitchener, subject to the conditions shown in Development Services Department report DSD -21-124, Appendix "A';- and further, That Demolition Control Application DC21/019/N/ES requesting permission to demolish 4 single detached dwellings located at 99-109 North Hill Place & 29 Chicopee Terrace be approved. Page 4 of 62 7.2.c. DSD -2021-161 - City of Kitchener Development Manual Update That the updated City of Kitchener Development Manual be adopted and in force as of Council's approval; and, That the City of Kitchener Development Manual be reviewed by staff every two (2) years for minor revisions and every five (5) years for major revisions to keep current; and further, That the General Manager of the Development Services Department be authorized to approve minor changes to the Development Manual, as needed, with major changes requiring Council approval. 8. UNFINISHED BUSINESS - NIL 9. NEW BUSINESS 9.1. REGIONAL COUNCIL UPDATE — MAYOR B. VRBANOVIC 10. QUESTIONS AND ANSWERS 11. BY-LAWS 11.1. 1ST AND 2ND READING 11.1.a. 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. 11.1.b. Being a by-law to amend Chapter 680 of the Municipal Code to add a site-specific major variance for 105 King Street East. 11.1.c. To confirm all actions and proceedings of the Council. 12. COMMITTEE OF THE WHOLE 12.1. TENDERS 12.1.a. FIN -2021-46 - Q21-077 Decorative Outdoor Lighting Supply Partner 8 That Quotation Q21-077 Decorative Outdoor Lighting Supply Partner, be awarded to Gerrie Electric Wholesale Ltd., Burlington, Ontario, at their quoted price of $2,285,608.00, plus H.S.T. of $297,129.04, for a total of $2,582,737.04, provided a satisfactory contract is executed. Page 5 of 62 12.1.b. FIN -2021-49 - Q21-120 One (1) 19,504 kg (43,000 Ib.) G.V.W. Single 11 Axle Snowplow with Plow Equipment 12.1.c. That Q21-120 One (1) 19,504 kg (43,000 Ib.) G.V.W. Single Axle Snowplow with Plow Equipment, be awarded to Team Truck Centres Inc., London, Ontario, at their quoted price of $296,655., plus H.S.T. of $38,565.15, for a total of $335,220.15. FIN -2021-50 - Q21-121 One (1) All -Terrain Four -Wheel Drive Articulating Sidewalk Sweeper That Q21-121 One (1) All -Terrain Four -Wheel Drive Articulating Sidewalk Sweeper, be awarded to Cubex Equipment Ltd., Brantford, Ontario, at their quoted price of $139,558.73, plus H.S.T. of $18,142.63, for a total of $157,701.36. 12.2. ADMINISTRATIVE REPORTS 12.2.a 12.2. b 12.2.c. FIN -2021-51 - External Audit Planning Report for Fiscal Year 2021 That the Audit Planning Report for the year ending December 31, 2021 prepared by KPMG, attached as Appendix 1 to report FIN - 2021 -51 be approved. FIN -2021-52 - 2021 Debt Issue Revision That a total of $321,000 be transferred from the Tax Capital Reserve to the Capital Pool in order to fund capital projects identified as debt funded in 2021. FIN -2021-53 - 2022 Budget Schedule Revision That the revised 2022 Budget Meeting Schedule, as outlined in report FIN -2021-53 be approved. 14 17 39 41 12.2.d. FIN -2021-47 - Applications for Cancellation, Refund, Reduction of 43 Taxes That the applications to City Council for write-off, cancellation, reduction, or refund of taxes totalling $735,224.27 as attached to Financial Services Department report FIN -2021-47, be approved, pursuant to Sections 354 and 357 of the Municipal Act, S.O. 2001, c. 25 ("the Act"). Page 6 of 62 13. 14 15. 12.2.e. COR -2021-24 - Appeal - Payday Loan Establishment - New Location 45 That Council supports the decision of the Manager of Licensing to refuse the business licence application for Floaters, Inc. to relocate their payday loan establishment to the property municipally addressed as 78 King Street West in accordance with Schedule 17.1 of Chapter 599 (Business Licensing) of the City of Kitchener Municipal Code. 12.2.f. COR -2021-25 - Decision of Licensing Tribunal - Chapter 553 48 (Lodging House) re: 249 Duke Street East, Kitchener, Ontario That the decision of the Licensing Tribunal, attached to Corporate Services Department report COR -2021-25, on the matter of a lodging house licence (Chapter 553 - City of Kitchener Municipal Code) issued to Ann Hamilton (preferred name Ann Tambur) for the operation of a Lodging House, at the property municipally addressed as 249 Duke Street East, Kitchener, Ontario, be adopted. 12.2.g. COR -2021-27 - Recommendations for Interim Nominating 52 Committee responsible for the selection of Equity & Anti -Racism Advisory Committee membership That Council approve the list of recommended members who will make up the Interim Nominating Committee responsible for the appointment of members to the Equity & Anti -Racism Advisory Committee for the Fall of 2021. 12.3. FOR INFORMATION ONLY 12.3.a. FIN -2021-45 - Summary of Bid Solicitations Approved by the 55 Manager of Procurement (April 1, 2021 - June 30, 2021) REPORT OF THE COMMITTEE OF THE WHOLE BY-LAWS 14.1. 3RD READING 14.1.a. 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. 14.1.b. Being a by-law to amend Chapter 680 of the Municipal Code to add a site-specific major variance for 105 King Street East. 14.1.c. To confirm all actions and proceedings of the Council. ADJOURNMENT Page 7 of 62 Staff Report Financial Services Department REPORT TO: Committee of the Whole DATE OF MEETING: 2021-09-20 J KtgR www. kitchener ca SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Steve Rudak, Procurement Specialist, 519-741-2200 ext. 7037 WARD(S) INVOLVED: All DATE OF REPORT: 2021-09-08 REPORT NO.: FIN -2021-46 SUBJECT: Q21-077 Decorative Outdoor Lighting Supply Partner RECOMMENDATION: That Quotation Q21-077 Decorative Outdoor Lighting Supply Partner, be awarded to Gerrie Electric Wholesale Ltd., Burlington, Ontario, at their quoted price of $2,285,608.00, plus H.S.T. of $297,129.04, for a total of $2,582,737.04, provided a satisfactory contract is executed. 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 four (4) quotations received for this procurement; • This report supports Environmental Leadership BACKGROUND: The intent of this contract is to complete the standardization of the City's decorative outdoor street lighting program and to partner with a lighting supply vendor, for the continued supply and coordination of the LED luminaires and related adaptive lighting control equipment, including complementary poles and accessories selected for standardization. This contract is based on fixed unit prices for the immediate installation, and continued supply of materials including ongoing technical support and coordination with Kitchener -Wilmot Hydro, and other installation contractors as required. The actual spend will depend on the level of activity throughout the term of the contract. The term of the contract is to be for a period of five (5) years, with an option to renew for one (1) additional, five (5) year term, subject to mutual agreement. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 8 of 62 REPORT: Quotations were advertised publicly on the City of Kitchener website. Documents were downloaded by fourteen (14) interested parties and by the closing date of Friday July 30, 2021, four (4) quotations had been received. A listing of the respondents follows for your reference: Acuity Brands Lighting Thornhill, ON Gerrie Electric Wholesale Ltd Burlington, ON Salex Scarborough, ON StressCrete Ltd Burlington, ON The respondents submissions were reviewed and rated by the selection committee A. McCrimmon-Jones, Manager Transportation Planning, L. Slijepcevic, Traffic Project Coordinator, F. Hosseini, Transportation Planning Project Manager, E. Reinink, and R. Chamberlain, Stantec, and S. Rudak, Procurement Specialist, who concur with the above recommendation. The committee recommends awarding this contract to the highest rated respondent with the lowest price, Gerrie Electric Wholesale Ltd, Burlington, Ontario. The selection committee rated the submissions on the following criteria: • Company, Management, Experience and Qualifications; • Customer Service, Value and Energy Use Analysis; • Mechanical / Electrical / Photometric Performance; • Ornamental Fixture / Housing Quality; • Warranty; and • Price STRATEGIC PLAN ALIGNMENT: This report supports Environmental Leadership. FINANCIAL IMPLICATIONS The net cost for this quotation (A), is fair and reasonable for a project of this scope and the upset limit is below the funding available (B) for this component of the project. Funding for this project is included within the approved capital budget. The estimated surplus (E) will remain in the account to fund the future installation and other ancillary costs. Page 9 of 62 Q21-077 Decorative Outdoor Lighting Supply Partner Estimated Cost for this Component Quotation Q21-077 costs, including HST less: HST rebate Net Cost Being Awarded Costs incurred to date Projected Costs: Staff Time/Permitting/Signage Total Estimated Cost for this Phase of Work Budget for this Phase of Work Budget for this component of the work Total Budget for this Phase of Work Total Estimated Surplus/(Deficit) COMMUNITY ENGAGEMENT: 2,582,737.04 (256,902.22) 2,325,834.82 A 2,325,834.82 C 3,240,000.00 3,240,000.00 B 914,165.18 E INFORM — This report has been posted to the City's website with the agenda in advance of 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 Page 10 of 62 Staff Report Financia! Services Department REPORT TO: Committee of the Whole DATE OF MEETING: 2021-09-20 l KtgR www. kitchener ca SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung, Associate Procurement Specialist, 519-741-2200 ext. 7216 WARD(S) INVOLVED: N/A DATE OF REPORT: 2021-09-09 REPORT NO.: FIN -2021-49 SUBJECT: Q21-120 One (1) 19,504 kg (43,000 Ib.) G.V.W. Single Axle Snowplow with Plow Equipment RECOMMENDATION: That Q21-120 One (1) 19,504 kg (43,000 Ib.) G.V.W. Single Axle Snowplow with Plow Equipment, be awarded to Team Truck Centres Inc., London, Ontario, at their quoted price of $296,655., plus H.S.T. of $38,565.15, for a total of $335,220.15. 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 the delivery of core services. BACKGROUND: This unit will replace unit 534 in INS — Roads and Traffic, as approved for replacement in the 2021 Annual Fleet Equipment Review. The unit will be used for various road maintenance activities including snow and ice removal activities during the winter. The current unit is twelve (12) years old with a ten (10) year lifecycle. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, "Regardless of 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: *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 11 of 62 d. only one Bid was received in response to a Solicitation". Quotations were advertised publicly on the City of Kitchener website. Documents were downloaded by seven (7) interested parties and by the closing date of Friday September 3, 2021, one (1) quotation had been received. The following Quotation was received: Team Truck Centres Inc. London ON Bid Price $335,220.15 * The quotation was reviewed by M. Lynch, Manager of Fleet Planning, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: The net cost for this Quotation (A), is fair and reasonable for a purchase of this scope, but the upset limit is beyond the allowance provided within the budget (B). Funding for this equipment is included within the approved capital budget. The estimated deficit (D) will be funded from previous surpluses that have been closed out to the Equipment Reserve Fund. Quotation Q21-120 One (1) 19,504 kg (43,000 Ib.) G.V.W. Single Axle Snowplow with Plow Equipment Estimated Cost for this Quotation Quotation Q21-120 including HST less: HST rebate on Quotation Net Cost Being Awarded Projected Costs for Additional Outfitting Total Estimated Cost for this Quotation Budget for this Quotation Replacement of unit 534 in INS — Roads and Traffic Estimated Surplus/(Deficit) for this Quotation (B - C) COMMUNITY ENGAGEMENT: 335,220.15 (33,344.02) 301,876.13 A $301,876.13 C $285,000.00 B (16,876.13) D INFORM — This report has been posted to the City's website with the agenda in advance of the Council / Committee meeting. Page 12 of 62 PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department Page 13 of 62 Staff Report Financia! Services Department REPORT TO: Committee of the Whole DATE OF MEETING: 2021-09-20 l KtgR www. kitchener ca SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214 PREPARED BY: Jenny Ung, Associate Procurement Specialist, 519-741-2200 ext. 7216 WARD(S) INVOLVED: N/A DATE OF REPORT: 2021-09-09 REPORT NO.: FIN -2021-50 SUBJECT: Q21-121 One (1) All -Terrain Four -Wheel Drive Articulating Sidewalk Sweeper RECOMMENDATION: That Q21-121 One (1) All -Terrain Four -Wheel Drive Articulating Sidewalk Sweeper, be awarded to Cubex Equipment Ltd., Brantford, Ontario, at their quoted price of $139,558.73, plus H.S.T. of $18,142.63, for a total of $157,701.36. 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 the delivery of core services. BACKGROUND: This unit will replace unit 12602 in INS — Roads and Traffic, as approved for replacement in the 2021 Annual Fleet Equipment Review. The unit will be used for sidewalk sweeping within the downtown core. The current unit is ten (10) years old with a six (6) year lifecycle. REPORT: As per clause 170.7.3 of the Purchasing By-law 2017-106, it states, "Regardless of 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: d. only one Bid was received in response to a Solicitation". *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 14 of 62 Quotations were advertised publicly on the City of Kitchener website. Documents were downloaded by six (6) interested parties and by the closing date of Friday September 3, 2021, one (1) quotation had been received. The following Quotation was received: Cubex Equipment Ltd. Brantford ON Bid Price $157,701.36 The quotation was reviewed by M. Lynch, Manager of Fleet Planning, who concurs with the above recommendation. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: The net cost for this quotation (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 equipment is included within the approved capital budget. The estimated surplus (D) will remain within the Equipment Reserve Fund to fund future equipment purchases. Quotation Q21-121 One (1) All -Terrain Four -Wheel Drive Articulating Sidewalk Sweeper Estimated Cost for this Quotation Quotation Q21-121 including HST less: HST rebate on Quotation Net Cost Being Awarded Projected Costs for Additional Outfitting Total Estimated Cost for this Quotation Budget for this Quotation Replacement of unit 12602 in INS — Roads and Traffic Estimated Surplus/(Deficit) for this Quotation (B - C) COMMUNITY ENGAGEMENT: 157,701.36 '15.686.401 142,014.96 A $142,014.96 C $213,000.00 B 70,985.04 D INFORM — This report has been posted to the City's website with the agenda in advance of the Council / Committee meeting. Page 15 of 62 PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department Page 16 of 62 Staff Report REPORT TO: Committee of the Whole DATE OF MEETING: September 20, 2021 J KtgR www. kitchener ca SUBMITTED BY: Ryan Hagey, Director of Financial Planning & Reporting PREPARED BY: Greg Demacio, Manager of Financial Reporting & Analysis WARD(S) INVOLVED: All Wards DATE OF REPORT: September 10, 2021 REPORT NO.: FIN -2021-51 SUBJECT: External Audit Planning Report for Fiscal Year 2021 RECOMMENDATION: That the Audit Planning Report for the year ending December 31, 2021 prepared by KPMG, attached as Appendix 1 to report FIN -2021-51 be approved. REPORT HIGHLIGHTS: • The purpose of this report is to approve the 2021 audit plan, prepared by the City's external auditors (KPMG). • The approach being proposed is consistent with previous years. • This report supports the delivery of core services. BACKGROUND: Item 3 (e) in the Audit Committee Terms of Reference states that one of the responsibilities of the audit committee is to "approve external audit plans". It is important to have open communication between the external auditor and the Audit Committee to ensure that both groups are kept up to date on changes in the organization, changes in the accounting/regulatory environment and their related risks. In KPMG's proposal to serve as the External Auditor, they committed to meeting with the Audit Committee twice annually. This is the first of those meetings for the 2021 yearend. A second meeting will be held once their audit is complete to present results and offer an opportunity for questions. REPORT: KPMG will present their Audit Planning Report. Please see attached document titled "The Corporation of the City of Kitchener Audit Planning Report for the year ending December 31, 2021 ". STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 17 of 62 FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM — This report and its attachment have been posted to the City's website with the agenda in advance of the committee meeting. It will provide the public with information to assist them in understanding the scope of the external audit to take place in the spring of 2022. The City's Annual Financial Statements as at December 31, 2021 and for the year then ended will be the subject of this audit. The 2021 audited financial statements, once completed and approved, will be posted on the City website and notice will be provided to all residents through a widely distributed newspaper in accordance with Section 295 (1) of the Municipal Act, 2001. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer ATTACHMENTS: • The Corporation of the City of Kitchener Audit Planning Report for the year ending December 31, 2021 Page 18 of 62 LEE Ij r T a W F- U W X W C"I cn W J LU m J W D W d Z o Q W Z o Y O a a T) w 2J_ a 2 W :) a :3w N T- N Q0 4- 0 O N O to N E E 0 U m N a 0 a W L) 0 Z W IL a b5 co -t 0 CL T C/DO C—D C7:3 0 C—D —cn 0 0 C) (3) cle-) CLD > lU rz. 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REPORT HIGHLIGHTS: • The purpose of this report is to approve the use of capital reserves instead of debt for a small number of 2021 capital projects. • This report supports the delivery of core services. BACKGROUND: The City uses debt as a means to fund a portion of its capital program each year. During the annual budget process, debt funded capital projects are identified and approved by Council. They are then funded by a subsequent debt issue managed by the Region of Waterloo, who as an Upper Tier municipality, has the authority to issue the debt as outlined in the Municipal Act. REPORT: Staff are recommending the list of 2021 capital projects for debt issue be revised to exclude some of the smaller dollar projects and instead be funded by capital reserves. The projects being recommended may not easily qualify for debt financing as they are below the City's capitalization threshold of $50,000 and/or may not extend the life of the asset for the full term of the debt (10 years). As part of the 2021 budget strategy staff sought to maximize the use of debt, given borrowing interest rates were at historically low levels. Using debt also meant funding could remain in reserves and could be used to fund operating deficits caused by COVID-19 (e.g. recreation revenue shortfalls). As noted above, some of the projects originally recommended for debt are not good candidates due to their small dollar amount, or they likely won't increase the useful life of the asset by at least 10 years. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 39 of 62 Finance staff at the Region of Waterloo are aware of the City's proposed revision and are supportive of the City's approach. The listing of projects to be funded from reserve instead of debt is shown in the table below. Projects to Be Funded by Reserve Instead of Debt Fire Vehicles Maintenance $ 56,000 Breithaupt Centre - General Provision $ 47,000 Aquatics - General Provision (NP&S) $ 45,000 Parks - General Provision $ 44,000 Market - General Provision $ 40,000 Kitchener Memorial Auditorium Complex - General Provision $ 33,000 Community Trails - General Provision $ 26,000 Cemeteries - General Provision $ 20,000 Kiwanis Park - General Provision $ 10,000 Total to Be Funded by Reserve $ 321,000 STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Using reserves instead of debt to fund these projects will reduce the City's interest charges, although by a minimal amount (e.g. less than $5,000 per year). The Tax Capital reserve fund has a balance of $2.6M prior to considering the recommended revision. Staff are comfortable using the reserve to fund these projects instead of debt based on the amount of Safe Restart funding provided to the City and the City's projected financial position. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer Page 40 of 62 Staff Report REPORT TO: Committee of the Whole DATE OF MEETING: September 20, 2021 J KtgR www. kitchener ca SUBMITTED BY: Ryan Hagey, Director of Financial Planning & Reporting PREPARED BY: Debbie Andrade, Manager of Budgets WARD(S) INVOLVED: All Wards DATE OF REPORT: September 10, 2021 REPORT NO.: FIN -2021-53 SUBJECT: 2022 Budget Schedule Revision RECOMMENDATION: That the revised 2022 Budget Meeting Schedule, as outlined in report FIN -2021-53 be approved. REPORT HIGHLIGHTS: • The purpose of this report is to revise the existing 2022 budget schedule, including identifying Thursday December 16 as Final Budget Day. • This report supports the delivery of core services. BACKGROUND: Each year the City establishes its financial priorities and sets rates (e.g. tax, utility, user fee) through the annual budget process. This includes a series of reports/presentations providing information and recommendations on user fees, operating budgets, and capital budgets, as well as an opportunity for the public to provide their input on the proposed budget and associated rate changes. REPORT: Many dates for the 2022 budget process have already been identified in the Council calendar and would remain unchanged with the proposed schedule revisions. The timing of core items such as user fee presentation & approval, operating & capital budget presentation, and WIP utility rate approval will be unaffected. The three adjustments recommended by staff will affect 1) public budget input, 2) gas utility rate approval, and 3) final budget day. The recommended changes are outlined below. Public Budget Input — push back from November 1 to November 15 This meeting provides residents an opportunity to give their input on the budget directly to Council. Traditionally this meeting has happened well after the operating and capital budgets have been presented to Council, but Council expressed an interest in having input earlier rather than later in the process. The original date of November 1 will be before any *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 41 of 62 of the budget information is publicly available, so staff are recommending pushing input night back to November 15. At this point in the process, all of the budget information will be publicly available, but it is still in the midst of the presentations, not well after them. Gas Utility Rate Approval — push back from October 18 to November 29 Gas rates have traditionally been set by Council in the fall to come into effect in November. This aligns with the typical heating season, but does not align with the rate changes of other gas utilities in the province or the Gas utility's financial cycle (January to December). Staff are recommending Gas utility rates be set on the same day as the Water Infrastructure Program (WI P) utilities and the rate changes come into effect on January 1, just like the WI utilities and other gas utilities in Ontario. Final Budget Day — advance from January 2022 to December 16 Final budget day is when Council approves the operating and capital budgets for the year. Traditionally this meeting has taken place in mid-January, which means the year has already started without a firm commitment to spending in the year. Staff are recommending advancing this meeting from January 2022 to December 16. This will allow departments to start delivering services and capital projects with fully established budgets heading into the new year. The revised budget schedule is shown in the table below. Dates that have changed are noted with a *. Revised 2022 Budaet Meetina Schedule °iiiuu °°uii6o , m ii f uuuui� uii� November 8 Monday (day) User fee presentation FCSC November 15 Monday (day) Operating Budget presentation FCSC (Special) November 15* Monday (night) Public Budget Input FCSC (Special) November 22 Monday (night) User fees approval Council November 29 Monday (day) Capital Budget presentation (FCSC (Special) November 29* Monday (day) WIP Utility rates & Gas rates approval Council (Special) December 16* Thursday (day) Final Budget approval FCSC (Special) & Council (Special) STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: None. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer Page 42 of 62 StaffRepoit Financia! Services Department REPORT TO: Council DATE OF MEETING: September 20, 2021 l KtgR www. kitchener ca SUBMITTED BY: Saleh Saleh, Director of Revenue, 519-741-2200 ext. 7346 PREPARED BY: Feras Abdulhadi, Tax Specialist, 519-741-2200 ext. 7440 WARD(S) INVOLVED: All DATE OF REPORT: September 1, 2021 REPORT NO.: FIN -2021-47 SUBJECT: Applications for Cancellation, Refund, Reduction of Taxes — September 20th Hearing RECOMMENDATION: That the applications to City Council for write-off, cancellation, reduction, or refund of taxes totalling $735,224.27 as attached to Financial Services Department report FIN -2021-47, be approved, pursuant to Sections 354 and 357 of the Municipal Act, S.O. 2001, c. 25 ("the Act"). BACKGROUND: Sections 354 and 357 of the Act allow the local municipality to write-off, cancel, reduce or refund all or part of taxes levied on land in the year in respect of which the application is made for certain specific reasons as laid out in these sections of the Act. REPORT: Fifty-nine applications for adjustment of taxes under Sections 354 and 357 of the Act were processed, resulting in a net reduction of taxes in the amount of $735,224.27. The required notices to the affected parties were sent out in accordance with the relevant legislation. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 43 of 62 The following table shows a breakdown of the reduction in taxes in this report by the applicable reason. Relevant subsection of the Act Reason for Application Total Taxes Reduced 357(1)(a) Ceases to be liable for tax at rate it was taxed $12,090.17 357(1)(c) Became exempt $236,657.06 357(1)(d)(i) Razed by fire, demolition or otherwise $14,566.63 357(1)(d)(ii) Damaged and substantially unusable $7,310.66 357(1)(f) Gross or manifest clerical/factual error (in the assessment roll) $2,174.26 357(1)(g) Repairs/renovations preventing normal use $462,425.49 Total $735,224.27 In addition to the above, fourteen applications were received under Section 357(1)(d)(ii) with the COVID-19 pandemic provided as the reason. In accordance with the legislation and consistent with a letter dated April 26, 2021 issued by the Ontario Ministry of Finance, these applications have been denied on the basis that the properties were not physically damaged. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendation of this report supports the achievement of the city's strategic vision through the delivery of core service. FINANCIAL IMPLICATIONS: The tax reductions are shared with the Regional Municipality of Waterloo and the School Boards. The net effect to the City of Kitchener is a reduction in current year revenue, including a reduction in City levies of $164,470.70 and a reduction in BIA levies of $15,841.88, both of which are accommodated within the 2021 Operating Budget. The City share forms part of the year's net supplementary taxes and write-offs, which carries a net revenue budget of $1.1 million annually. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council meeting. The required notices to the affected parties were sent out in accordance with the relevant legislation under Section 357 of the Act. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer. Page 44 of 62 J StaffRepoit K� R Corporate Services Department www.kitchener. ca REPORT TO: Committee of the Whole DATE OF MEETING: September 20, 2021 SUBMITTED BY: Tarling, Christine, Director of Legislated Services City Clerk, 519- 741-2200 ext. 7809 PREPARED BY: Fylactou, Helen, Manager of Licensing, 519-741-2200 ext. 7854 WARD(S) INVOLVED: 9&10 DATE OF REPORT: September 1, 2021 REPORT NO.: COR -2021-24 SUBJECT: APPEAL — PAYDAY LOAN ESTABLISHMENT — NEW LOCATION RECOMMENDATION: That Council supports the decision of the Manager of Licensing to refuse the business licence application for Floaters, Inc. to relocate their payday loan establishment to the property municipally addressed as 78 King Street West in accordance with Schedule 17.1 of Chapter 599 (Business Licensing) of the City of Kitchener Municipal Code. REPORT HIGHLIGHTS: • The purpose of this report is to outline the decision to deny the request of the Payday Loan Establishment to relocate by the Manager of Licensing. This report supports the delivery of core services. BACKGROUND: Chapter 599 — Business Licensing By-law (the By-law) of the City of Kitchener Municipal Code regulates all Payday Loan Establishments under Schedule 17.1. The Payday Loan Establishment schedule (the Schedule) was approved and added to the Business Licensing By-law by Council in June 2019. The Payday Loan Establishment Schedule regulates: a) the total number of Payday Loan Establishments citywide; b) the total number of Payday Loan Establishments per ward; c) the requirements and inspection of each location; and d) the current recognized addresses. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 45 of 62 The By-law limits the total number of payday loan establishments to no more than ten (10) citywide and no more than two (2) locations per ward. As all business licences are non- transferable, and any location that closes and looks to move to a new address is deemed a new application; therefore a new location would only be approved if the business met the regulations and conditions within the By-law. The Manager of Licensing (the Manager) has the authority to approve, add conditions, or deny a licence if the business or location does not meet the By-law regulations. A business owner may then choose to appeal that decision to Council or Committee of Council. REPORT: In July 2021, the owner of Floaters, Inc. (Floaters) made Licensing staff aware that the business would no longer be able to operate at its current location at 25 Frederick Street and the owner was looking for a new location. Floaters requested approval to move to 78 King Street West. The Manager advised Floaters that the application for a new licence would be denied because the business did not meet the regulations within the Schedule. The Manager's decision was based on: Business Licences being non -transferable and therefore any relocation of a Payday Loan Establishment would be considered a new licence. • The Schedule only permits 10 citywide Payday Loan Establishments and the total number of locations would have to be under 10 before a new location can be approved. Approval of this location would not reduce the overall number of Payday Loan Establishments but would maintain the current total of 14 licensed Payday Loan Establishments. • The Schedule permits two (2) Payday Loan Establishments per ward and the number of Payday Loan Establishments would need to be under two (2) to approve another in ward 9 or 10. This would not reduce the number of Payday Loan Establishments in ward 10. There are currently two (2) Payday Loan Establishments in ward 9 and four (4) in ward 10. The number in ward 10 would remain at four (4) locations. Consistent messaging provided to other new Payday Loan Establishments which have been told they cannot apply as the City does not permit new locations at this time in accordance with the Schedule. In addition, the proposed location at 78 King Street West was previously licensed as a Payday Loan Establishment, however, that licence was previously surrendered and the business at that location has been operating with an Old Gold business licence only. As such, when the Schedule was amended in January 2021 this address was removed which has rendered it ineligible under the Schedule to operate as a Payday Loan Establishment. If Council approves the appeal for relocation to the proposed location, the applicant will have to complete a new application including the requirement to submit payment, required documentation, and to obtain any required permits. Page 46 of 62 STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services FINANCIAL IMPLICATIONS: The cost of a new 2021 Payday Loan Establishment Licence is $575.00 COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: • COR -21-001 Housekeeping Amendments to Payday Loan Establishment Schedule • COR -19-024 Payday Loan Establishments APPROVED BY: Victoria Raab, GM Corporate Services Page 47 of 62 StaffRepott Corporate Services Department REPORT TO: Committee of the Whole DATE OF MEETING: September 20, 2021 SUBMITTED BY: Licensing Tribunal www. kitchener ca PREPARED BY: Dianna Saunderson, Interim Manager of Council and Committee Services & Deputy Clerk, 519-741-2200 ext 7278 WARD(S) INVOLVED: 10 DATE OF REPORT: August 24, 2021 REPORT NO.: COR -2021-25 SUBJECT: Decision of Licensing Tribunal - Chapter 553 (Lodging House) re: 249 Duke Street East, Kitchener, Ontario RECOMMENDATION: That the decision of the Licensing Tribunal, attached to Corporate Services Department report COR -2021-25, on the matter of a lodging house licence (Chapter 553 - City of Kitchener Municipal Code) issued to Ann Hamilton (preferred name Ann Tambur) for the operation of a Lodging House, at the property municipally addressed as 249 Duke Street East, Kitchener, Ontario, be adopted. REPORT HIGHLIGHTS: Council is being asked to approve the Licensing Tribunal's decision to renew the lodging house licence for 249 Duke Street East subject to the conditions specified in the corresponding Notice of Decision for this matter. This report supports the delivery of core services. BACKGROUND: Chapter 553 of the City of Kitchener Municipal Code (Chapter 553) governs the licensing and renewal of lodging houses. As part of the renewal process, Chapter 553 requires that City staff investigate the impact of every lodging house on the immediate neighbourhood. Both Fire and Property Standards conduct annual inspections of lodging houses, and Licensing Services solicit comments annually from neighbouring properties. Staff also work with Waterloo Regional Police Services and By-law Enforcement to review the number and types of calls to service on each lodging house. Based on inspection reports, calls to service, and public comments, the Manager of Licensing put conditions on the licence in January 2021 for the lodging house at 249 Duke Street East, Kitchener, Ontario (the Property). Following an incident at the Property on February 18, 2021, the Manager of Licensing determined the conditions imposed on the licence were not being adequately addressed and advised A. Tambur (the Licensee) that *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 48 of 62 steps were being taken to convene the Licensing Tribunal (the Tribunal) to render a decision on whether the lodging house licence should not be renewed. REPORT: The initial hearing date was June 21, 2021 but, at the request of the Licensee, the hearing was adjourned to July 13, 2021 so as to permit the Licensee time to gather witnesses. The Tribunal convened a 3 -day hearing on July 13, July 15 and August 10, 2021 to consider evidence and exhibits presented on behalf of the City by H. Fylactou, Manger of Licensing, that the conditions for maintaining the lodging house licence were not being complied with. The Tribunal also considered evidence and testimony from J. Kalbfleisch, Business Licensing Inspector; R. Potvin, Municipal Law Enforcement Officer/Property Standard Officer; and M. & A. Doran, A. Reed, S. Spitale and R. Gissing, Witnesses for the City, that 249 Duke Street East was not being managed in accordance with the conditions imposed on the licence. The Tribunal further heard evidence presented on behalf of the Licensee from A. Hamilton, Licensee, as well as E. Schmidt and B. Emmons, Witnesses on behalf of the Licensee, in opposition to the claim of non-compliance related to the conditions imposed on the lodging house licence. Following the summations, the Tribunal members adjourned to review the matter and agreed to reserve its decision. The Tribunal's decision was forwarded to all the interested parties on Friday September 3, 2021. In accordance with the Municipal Act and Chapter 553 of the City of Kitchener Municipal Code, all decisions of the Tribunal must be ratified by Council before taking effect. In this regard, the recommendation contained herein will appear on the September 20, 2021 Council Agenda. 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 decision of the Licensing Tribunal was served on the Licensee, notifying that the matter would be considered at the Council meeting on September 20, 2021. In addition, this report has been posted to the City's website with the agenda in advance of the council / committee meeting PREVIOUS REPORTS/AUTHORITIES: • COR -2021-12 - Appointment of Tribunal Members - Lodging House • CRPS-08-059 - Rules or Procedure for Licensing Tribunals APPROVED BY: Victoria Raab, General Manager of Corporate Services ATTACHMENTS: Attachment A — Decision of the Licensing Tribunal Page 49 of 62 NOTICE OF DECISION LICENSING TRIBUNAL August 10, 2021 Hearing (APPEAL #2019-01) ISSUED at Kitchener this 2nd day of September, 2021 TO: Ann Hamilton (Ann Tambur) 42 Hohner Avenue Kitchener ON N2H 2V4 IN THE MATTER OF Chapter 553, entitled "Lodging House" of the City of Kitchener Municipal Code; AND IN THE MATTER OF the Ontario Municipal Act, 2001, as amended; AND IN THE MATTER OF the Statutory Powers Procedure Act, RSO 1990, Chapter S. 22, as amended; That the Licensing Tribunal established by the Council of the Corporation of the City of Kitchener pursuant to Chapter 553 of the City of Kitchener Municipal Code, the Ontario Municipal Act, 2001 and the Statutory Powers Procedure Act, sitting on August 10, 2021 to consider the submissions to determine whether or not to refuse a Lodging House Licence to Ann Hamilton (preferred name Ann Tambur), operating at 249 Duke Street East, Kitchener, Ontario, reports as follows: The Tribunal was convened on June 21, July 13, July 15 and August 10, 2021 to consider Appeal 2021-01 related to the Lodging House Licence for the property municipally addressed as 249 Duke Street East. Having considered all of the evidence and exhibits presented on behalf of the City by Helen Fylactou, Manger of Licensing, that the conditions for maintaining the Lodging House licence were not being complied with; as well as the evidence and testimony from J. Kalbfleisch, Business Licensing Inspector; R. Potvin, Municipal Law Enforcement Officer/Property Standard Officer; M. & A. Doran; A. Reed; S. Spitale; and R. Gissing, Witnesses for the City that 249 Duke Street East was not being managed in accordance with the conditions imposed on the licence. The Committee further heard evidence presented on behalf of the Licensee from A. Hamilton, Licensee, as well as E. Schmidt and B. Emmons, Witnesses on behalf of the Licensee in opposition to the claim of non-compliance related to the conditions imposed on the lodging house licence. Following the summations, the Tribunal members adjourned to review the matter and agreed to reserve its decision. The Tribunal's decision is set out herein and is being forwarded to all the interested parties. Page 50 of 62 Page 2 NOTICE OF DECISION: AUGUST 10, 2021 APPEAL #2021-01 — LODGING HOUSE LICENCE Accordingly, the Tribunal recommends the following: That a Lodging House Licence issued to Ann Hamilton (Ann Tambur) for the property municipally addressed as 249 Duke Street East, Kitchener Ontario, be granted subject to the following conditions: 1. That the owner shall, in consultation with the City, create, post and maintain House Rules, 2. That the House Rules be included in any future tenancy agreements; 3. That a superintendent is required to reside on-site at the property to assist in adhering to all conditions of the licence; 4. That the owner shall ensure residents are aware of the licence conditions and House Rules; 5. That the owner ensures compliance with the City's Noise By-law and ensures residents keep the front door closed when not in use; 6. That the owner ensures compliance with Property Maintenance By- law, Animal Control By-laws, as well as the Building Code (Ontario), Criminal Code (Canada), and Fire Code (Ontario); 7. That the owner ensures there is a proper needle disposal location; 8. That the number of lodging house residents shall be restricted to 7 persons, subject to amendment in accordance with City of Kitchener By-laws; and, 9. That no Accessory units are to be erected on the property that are not in accordance with the City's Zoning By-law. It is in the opinion of the Tribunal that the recommendation complies with Schedule A - Business Licence Procedure, Chapter 553 (Lodging House) of the City of Kitchener Municipal Code as: (a) the Manager of Licensing received an unfavourable report related to an investigation that was carried out; and (b) the conditions of the previous licence were not adequately addressed. Following the ratification of the Tribunal's decision by Kitchener City Council, the owner shall be required to complete any outstanding conditions to complete the licensing renewal for 2021. The Licensee, the City, and all witnesses are hereby advised that this matter will be heard by Kitchener City Council at an electronic meeting scheduled for Monday, September 20, 2021 at 7:00 p.m. and, individuals may register as a delegation for the Council meeting to address the matter by 5:00pm on Monday, September 20, 2021 by contacting delegation@kitchener.ca. DATED at Kitchener, this 2nd day of September 2021. Christine Michaud .................. Sitned with onsignO Cloud s Verifywith verifio.com or Adobe Reader. COUNCILLOR C. MICHAUD John Gazzola Signed with ConsignO Cloud . (2021/09/03) Venfywithvenfio.comorAdobe Reader. COUNCILLOR J. GAZZOLA Page 51 of 62 Staff Report Corporate Services Departn7ent REPORT TO: Committee of the Whole DATE OF MEETING: September 20, 2021 J KtgR www. kitchener ca SUBMITTED BY: Elin Moorlag Silk, Project Manager, Equity, Anti -Racism & Indigenous Initiatives PREPARED BY: Elin Moorlag Silk, Project Manager, Equity, Anti -Racism & Indigenous Initiatives WARD(S) INVOLVED: All Wards DATE OF REPORT: September 15, 2021 REPORT NO.: COR -2021-27 SUBJECT: Interim Nominating Committee — recommendations for membership RECOMMENDATION: That Council approve the list of recommended members who will make up the Interim Nominating Committee responsible for the appointment of members to the Equity & Anti -Racism Advisory Committee for the Fall of 2021. REPORT HIGHLIGHTS: • The purpose of this report is to provide recommendations to members of Council regarding membership appointment to the Interim Nominating Committee. • Once appointed, this Interim Nominating Committee will be responsible for the review of applications and selection of members for appointment on the newly -established Equity & Anti -Racism Advisory Committee to Council. • All community members who sat on the Mayor's Task Force on Equity, Diversity and Inclusion were invited to be a part of this Interim Nominating Committee, and thus, the recommendations for appointment to this committee are all former members of the Task Force. • This report supports A Caring Community as one of the elements to make up the comprehensive Equity, Diversity and Inclusion Strategy. BACKGROUND: In order to facilitate a nomination and appointment process for the creation of an Equity and Anti -Racism Advisory Community that fits with the vision of the task force members, a recommendation was brought to Council in August 2021 (COR -2021-21) that an interim Nominating Committee be created. It was further stated in COR -2021-21 that this interim nominating committee will operate in accordance to the guidelines specified in GOV-BOA- 063: Appointments to Boards & Committees, and will be made up of a minimum of five community members who bring a diversity of voices not currently represented in the existing *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 52 of 62 Council -appointed Nominating Committee. It was further recommended that membership for this interim Nominating Committee be made up of community members who sat on the Mayor's Task Force on Equity, Diversity, and Inclusion, who themselves were vetted through a comprehensive application process and who would bring knowledge and expertise of the work that would be a benefit for this inaugural nomination process. These recommendations were approved by Council on August 23, 2021. REPORT: On August 26, 2021, an invitation was sent out to all 25 community members who were part of the Mayor's Task Force on Equity, Diversity and Inclusion, asking if they were interested in being a member of the Interim Nominating Committee, outlining the following criteria: Skills, Experience and/or Requirements • Must be a community member who sat on the Mayor's Task Force for Equity, Diversity, and Inclusion. • Must not currently sit on a City of Kitchener Advisory Committee. • Able to take part in respectful collaboration to build consensus. • Open to diverse perspectives and ideas. • Able to share ideas, suggestions and feedback in a group setting. • Must have the ability to review applications online and attend online meetings. Based on the responses received from members of the Task force, staff recommend that the following community members be appointed to the Interim Nominating Committee for the Fall of 2021: August Adelman — former member of the Task Force Colleen James — former member of the Task Force Eltag Elkhalifa — former member of the Task Force and representative from the Kitchener Waterloo Multicultural Centre Fauzia Baig — former Co -Chair of the Task Force and representative from the Coalition of Muslim Women Scott Williams — former member of the Task Force and representative from Spectrum Tara Bedard — former member of the Task Force and representative from Waterloo Region Immigration Partnership Once appointed, this Interim Nominating Committee will be in effect from September to November of 2021; the sole responsibility of this Interim Nominating Committee will be to review applications and select members for appointment on the newly -established Equity & Anti -Racism Advisory Committee to Council. Support of this Interim Nominating Committee will be provided by City staff, who will play a strictly facilitative function in the process and will not have a role in the decision-making. Page 53 of 62 STRATEGIC PLAN ALIGNMENT: This report supports A Caring Community as one of the elements to make up the comprehensive Equity, Diversity and Inclusion 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 — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. CONSULT — If applicable. COLLABORATE — This Interim Nominating Committee was developed in collaboration with members of the Mayor's Task Force on Equity, Diversity and Inclusion, which is predominantly comprised of community members, whose lived experiences and expertise in a wide variety of areas will directly inform the direction, scope and contents of the review, decision-making and nomination process. ENTRUST — If applicable. PREVIOUS REPORTS/AUTHORITIES: • COR -2021-21: Equity & Anti -Racism Advisory Committee to Council APPROVED BY: Victoria Raab, General Manager, Corporate Services Department Page 54 of 62 Staff Report Financia! Services Department REPORT TO: Committee of the Whole DATE OF MEETING: 2021-09-20 l KtgR www. kitchener ca SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214 WARD(S) INVOLVED: N/A DATE OF REPORT: 2021-09-09 REPORT NO.: FIN -2021-45 SUBJECT: Summary of Bid Solicitations Approved by the Manager of Procurement (April 1, 2021 — June 30, 2021) RECOMMENDATION: For Information REPORT HIGHLIGHTS: • The purpose of this report is to provide a quarterly update on Procurements that have been approved through delegated authority in accordance with the Purchasing By-law 2017-106 • There were nineteen (19) approved bid solicitations in this quarter. • This report supports the delivery of core services. BACKGROUND: In accordance with the Purchasing By-law 2017-106 (Chapter 170 Municipal Code), section 170.7.4 "the City's Director of Supply Services shall prepare a quarterly information only report to Council on Solicitations awarded where the Procurement Value is between $100,000 and $750,000 and the Director of Supply Services approved the award." All recommendations awarded by the Director of Supply Services were within approved budgets, capital projects were specifically identified within the Council approved budget, there aren't other orders of government or granting agencies which require Council approval, and more than one bid was received in response to the bid solicitation. REPORT: Appendix 1 is a listing of the nineteen (19) approved bid solicitations for Council's information. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 55 of 62 STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: All recommendations awarded by the Manager, Procurement, were within approved budgets. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of 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 ATTACHMENTS: Attachment 1 — Listing of Approved Bid Solicitations (April 1, 2021 — June 30, 2021) Page 56 of 62 C H t4 O O= O p E O a> o .3 3x aW Euj E = O C: O r O E -0O 70 0 -0 O 70 0 a C m C m Gs LL :3 LL :3 O O 70 m m > (6 > ,^ Z Z >; Z i O c i (j) o OHO O � p U U i A1 cc U Ui III cor (Q N m(B =w� N N C ILWw< m O V UwU m >O> L (6 N— O 2! 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