HomeMy WebLinkAboutCouncil Agenda - 2022-03-21Council Meeting Agenda
Monday, March 21, 2022, 7:00 p.m.
Electronic Meeting
Beginning March 1, 2022, the City of Kitchener has aligned with provincial changes to COVID-19
restrictions and City Hall is now open for in person services, but appointments are still being
encouraged. The City remains committed to safety of our patrons and staff and continue to facilitate
electronic meeting participation for members of the public. Those people interested in participating in
this meeting can register to participate electronically by completing the online delegation registration
form at www.kitchener.ca/delegation or via email at delegation (a)kitchener.ca. For those who are
interested in accessing the meeting live -stream video it is available at www.kitchener.ca/watchnow.
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.
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Pages
1. COMMENCEMENT
The electronic meeting will begin with a Land Acknowledgement given by the
Mayor and the singing of "O Canada."
1.1. Commemoration of the 2nd anniversary of the Covid-19 pandemic.
2. MINUTES FOR APPROVAL
Minutes to be accepted as mailed to the Mayor and Councillors (regular meeting
held February 28, 2022 and special meetings held February 28 and March 9,
2022) - Councillor D. Schnider.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
4. COMMUNICATIONS REFERRED TO FILE
5. PRESENTATIONS
5.1. International Day For the Elimination of Racial Discrimination
5.1.a. Sharon Van Manen and Saba Oji, Equity and Anti -racism Advisory
Committee
5.1.b. Jasmine Mwangi, Ayesha Munir and Chiharu Sanada Williams, Grand
River Collegiate Institute
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 March 21, 2022, in order to participate electronically.
6.1. TheGrand Watershed Trails Network
6.1.a. Anne Crowe
6.2. Development Services Department report DSD -2022-088, listed as item
7.3.a under the Planning and Strategic Initiatives Committee report
dated March 9, 2022 - Comprehensive Review of the Zoning By-law
(CRoZBy) Stage 2b
6.2.a. Amanda Stellings
7. REPORTS OF COMMITTEES
7.1. COMMUNITY AND INFRASTRUCTURE SERVICES COMMITTEE -
MARCH 7, 2022
7.1.a. Summary Water Report - 2021, INS -2022-039
That the 2021 City of Kitchener Summary Drinking Water Report be
received for information as required by O.Reg. 170/03 Schedule 22 of
the Safe Drinking water Act; and further,
That the City of Kitchener provide a copy of the Summary Drinking
Water Report to the Township of Woolwich and the City of Waterloo
as required by Schedule 22 of O.Reg. 170/03.
7.1.b. Environmental Assessment (EA) Addendum to the Integrated
Stormwater Management Master Plan, INS -2022-102
That Staff be directed to post the Revised Notice of Study Completion
Addendum to the Integrated Stormwater Management Master Plan
Schedule `B' Environmental Assessment Project File for the
mandatory 30 -day review period, as outlined in Infrastructure Services
Department report INS -2022-102.
Page 2 of 86
7.1.c. Naming of a Private Street - 630 and 690 Benninger Drive - Activa
Holding Inc., DSD -2022-064
That the City's Legal Services division be directed to proceed with the
required advertising, preparation, and registration of the necessary
By-law for the naming of "Urbane Boulevard", "Ardor Avenue",
"Reverie Way", "Musing Street", "Moxie Lane", and "Mettle Way", as
outlined in Development Services Department report DSD -2022-064.
7.1.d. Level 2 Type D Pedestrian Crossover - Stirling Avenue North at Lydia
Street, DSD -2022-044
That a Level 2 Type D Pedestrian Crossover (PXO) be implemented
on Stirling Avenue North at Lydia Street, across the north approach of
the intersection, as outlined in Development Services Department
report DSD -2022-044; and further,
That the Uniform Traffic Bylaw be amended accordingly.
7.1.e. Uniform Traffic and Parking By-law Changes - ASE and Rates of
Speed, DSD -2022-092
That the draft by-law attached to report DSD -2022-092 be enacted to
repeal and replace the definition of a School Zone in Part II of By-law
2019-113; and,
That the draft by-law attached to report DSD -2022-092 be enacted to
add the definition of a Neighbourhood Bikeway in Part II of By-law
2019-113; and,
That the draft by-law attached to report DSD -2022-092 be enacted to
repeal and replace Section 11 No Stopping in School Zones in Part V
of By-law 2019-113; and,
That the draft by-law attached to report DSD -2022-092 be enacted to
repeal and replace Part XIV — Rates of Speed (km/h) of By-law 2019-
113; and,
That a new Schedule 28, which is the designated School Zones, be
added to the By-law listing the name and address of each school and
which roadways are covered by the By-law; and,
That Schedule 19, which is the Rates of Speed schedule, be removed
from the By-law; and further,
That the Uniform Traffic Bylaw be amended accordingly.
Page 3 of 86
7.1.f. Provincial Funding Agreement 2022-2024, DSD -2022-099
That the Mayor and Clerk be authorized to sign a two-year funding
agreement with the Province of Ontario for the Small Business Centre
to deliver the core business information services, summer company
and starter company programs, as outlined in Development Services
Department report DSD -2022-099. Said agreement to be to the
satisfaction of the City Solicitor; and
That the General Manager, Development Services be authorized to
execute on behalf of the City of Kitchener any amendments to the
two-year funding agreement provided such amendments are to the
satisfaction of the City Solicitor; and further,
That the Manager, Waterloo Region Small Business Centre, and the
Executive Director, Economic Development, be delegated authority to
execute recipient grant agreements to the satisfaction of the City
Solicitor for the Starter Company Plus and Summer Company
programs.
7.1.g. Corporate Climate Action Plan — 2022 Progress Update, Next Steps
and Close out - DSD -2022-072
That Development Services Department report DSD -2022-072
concludes milestone 4 and 5 for the Federation of Canadian
Municipalities Partners for Climate Protection Program (FCM PCP);
and further,
That staff be directed to develop the next generation City of Kitchener
Corporate Climate Action Plan (CorCAP) utilizing the Council
endorsed TransformWR framework and report back to Council on the
development of the next generation Corporate Climate Action Plan in
2023.
7.1.h. Housing for All Program Update — 2022 Year in Review, COR -2022-
104
That Council receive Corporate Services Department report COR -
2022 -104 (Housing for All Program Update — 2022 Year in Review) for
information.
7.2. PLANNING AND STRATEGIC INITIATIVES COMMITTEE - MARCH 7,
2022.
7.2.a. 30 Francis Street South Official Plan Amendment OPA/21/001/R/DE
and Zoning By-law Amendment ZBA21/002/F/DE - DSD -2022-062
That Official Plan Amendment Application OPA/21/001/F/DE for 30
Francis Kitchener Incorporated requesting a Specific Policy Area be
Page 4 of 86
refused; and,
That Zoning By-law Amendment Application ZBA21/002/F/DE for 30
Francis Kitchener Incorporated for the property municipally addressed
as 30 Francis Street, be approved in the form shown in the `Proposed
By-law', and `Map No. 1', attached to Development Services
Department report DSD -2022-062 as Appendix `A'; and further,
That in accordance with Planning Act Section 45 (1.3 & 1.4),
applications for minor variances shall be permitted for lands subject to
Zoning By-law Amendment Application ZBA21/002/F/DE.
7.3. PLANNING AND STRATEGIC INITIATIVES COMMITTEE - MARCH 9,
2022.
7.3.a. Comprehensive Review of the Zoning By-law (CRoZBy) Stage 2b - 11
Applying New Residential Zones on Properties - DSD -2022-088 and
Information Report DSD -2022-157
That City -initiated Zoning By-law amendment ZBA22/003/COK/RK to
By-law 2019-051 (Comprehensive Review of Zoning By-law
(CRoZBy) Stage 2b — Applying Residential Zones), be approved in
the form shown in the "Proposed By-law", attached to Development
Services Department report DSD -2022-088 as Appendix A, save and
except for the following:
1. The NHC-1 Zoning for all properties on Trussler Road;
2. The NHC-1 Zoning for all properties on Driftwood Drive;
3. The NHC-1 Zoning for all properties on Yellow Birch Drive;
4. The NHC-1 Zoning for all properties on Stonehenge Place;
5. The NHC-1 Zoning for 106 Robertson Crescent;
6. The NHC-1 Zoning for any other properties within the city
who do not want to have the designation report to city staff
prior to ratification at the March 21, 2022, meeting of Council;
7. The AGR -1 Zoning be deferred as it relates to the lands
outside of Dundee North known as the SKPA Activa lands
and the adjoining parcel commonly known as Schlegel Bayer
lands, pending the conclusion of the ongoing Regional Official
Plan review process;
That in accordance with Planning Act Section 45 (1.3 & 1.4)
applications for minor variances shall be permitted for lands subject to
Zoning By-law Amendment Application ZBA22/003/COK/RK; and
further,
Page 5 of 86
That staff be directed to prepare an addendum to Development
Services Department report DSD -2022-088 for the March 21, 2022,
Council meeting responding to the submission from the Region of
Waterloo and addressing the following questions:
1. Does the Region's request for zoning permissions on specific
properties align with the Official Plan;
2. How do current zoning permissions on these specific
properties compare to proposed and requested zoning
permissions; and,
3. Overall, are the requests for zoning permissions on these
specific properties considered a minor or major change from
existing zoning.
7.3.b. 890-900 King Street West Official Plan Amendment OPA21/005/K/BB
and Zoning By-law Amendment ZBA21/008/K/BB - DSD -2022-089
That Official Plan Amendment Application OPA21/005/K/BB for
Cantiro King General Partner Ltd. requesting Special Policy Area 20
to permit a mixed-use development with a Floor Space Ratio of 10.1
on the parcel of land specified and illustrated on Schedule `A', be
adopted, in the form shown in the Official Plan Amendment attached
to Development Services Department report DSD -2022-089 as
Appendix "A", and accordingly forwarded to the Region of Waterloo
for approval; and
That Zoning By-law Amendment Application ZBA21/008/K/BB for
Cantiro King General Partner Ltd. be approved in the form shown in
the "Proposed By-law" and "Map No. 1"; and
That in accordance with Planning Act Regulation 45 (1.3 & 1.4) that
applications for minor variances shall be permitted for lands subject to
this Zoning By-law Amendment ZBA21/008/K/BB; and further,
Pursuant to the Planning Act, section 34(17), Council changes the
proposed by-law, attached as Appendix B to DSD -2022-089, as
amended by Council, and where Council has determined that no
further notice is to be given in respect of the changes to the proposed
zoning by-law amendment.
8. UNFINISHED BUSINESS - NIL
9. NEW BUSINESS
9.1. REGIONAL COUNCIL UPDATE — MAYOR B. VRBANOVIC
10. QUESTIONS AND ANSWERS
Page 6 of 86
11. BY-LAWS
12.
11.1. 1ST AND 2ND READING
11.1.a. Being a by law to provide for the establishing and laying out of part of
Otterbein Road as public highway in the City of Kitchener.
11.1.b. To further amend By-law No. 2008-117, being a by-law to authorize
certain on -street and off-street parking of vehicles for use by persons
with a disability, and the issuing of permits in respect thereof.
11.1.c. To further amend By-law No. 2010-190, being a by-law to prohibit
unauthorized parking of motor vehicles on private property.
11.1.d. Being a by-law to amend Chapter 110 of The City of Kitchener
Municipal Code regarding By-law Enforcement.
11.1.e. To further amend By-law No. 88-171, being a by-law to designate
private roadways as fire routes and to prohibit parking thereon.
11.1.f. 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.g. Being a by-law to amend Chapter 101 of The City of Kitchener
Municipal Code with respect to Appointment of Staff.
11.1.h. Being a by law to provide for the establishing and laying out of part of
South Creek Drive as public highway in the City of Kitchener.
11. U. To confirm all actions and proceedings of the Council.
COMMITTEE OF THE WHOLE
12.1. TENDERS
12.1.a. Q22-027 Gas Pipeline Construction - FIN -2022-110
That Quote Q22-027 Gas Pipeline Construction, be awarded to NPL
Canada Limited, Vaughn, Ontario, at their quoted price of
$5,599,817, plus H.S.T. of $836,754.30, for a total of $6,436,571.77
for the first year of a three (3) year contract, with the option to renew
for one (1) additional two (2) year period.
12.1.b. Q22-057 Montgomery Creek (Wilson Park between Wilson Avenue
and Vanier Drive) Restoration - FIN -2022-145
That Quotation Q22-057 Montgomery Creek (Wilson Park between
Wilson Avenue and Vanier Drive) Restoration, be awarded to 560789
Ontario Limited o/a R&M Construction,
Acton, Ontario, at their adjusted quoted price of $3,100,760.72,
including provisional items and contingencies of $149,425., plus
H.S.T. of $403,098.89, for a total of $3,503,859.61.
23
416
Page 7 of 86
12.1.c. T22-005 Greenfield Avenue and Traynor Avenue (Carrol Street to 30
Connaught Street) RR - FIN -2022-146
That T22-005 Greenfield Avenue and Traynor Avenue (Carrol Street
to Connaught Street) Road Reconstruction, be awarded to Regional
Sewer and Watermain Ltd., Cambridge, Ontario, at their tendered
price of $3,387,196.39, including provisional items and contingencies
of $221,517.50, plus H.S.T. of $440,335.53, for a total of
$3,827,531.92.
12.1.d. Q22-058 Three (3) Hybrid Police Interceptor SUVs and One (1) 33
Standard Hybrid SUV - FIN -2022-148
That Quotation Q22-058 Three (3) Hybrid Police Interceptor SUVs
and One (1) Standard Hybrid SUV, be awarded to Parkway Ford
Sales (1996) Ltd., Waterloo, Ontario, at their quoted price of
$214,202., plus H.S.T. of $ 27,846.26, for a total of $242,048.26.
12.1.e. Q22-018 Roof Replacement — KMA - Cooling Tower - FIN -2022-152 36
That Quotation Q22-018 Roof Replacement - Kitchener Memorial
Auditorium - Cooling Tower be awarded to Atlantic Roofers Ontario
Ltd., Hamilton, Ontario, at their quoted price of $133,900., plus
H.S.T. of $17,602., for a total of $153,002.00.
12.2. ADMINISTRATIVE REPORTS
12.2.a. Funding Support for THEMUSEUM Grant - INS -2022-141 39
That $162,251 be allocated from the Facilities Management State of
Good Repair (SOGR) capital account to complete THEMUSEUM
roof replacement in 2022; and,
That, subject to the satisfaction of the City Solicitor and Chief
Financial Officer, Council approve entering into a legal agreement
with THEMUSEUM outlining the financial and reporting terms to
manage the Investing in Canada Infrastructure Program (ICIP) grant.
12.2. b. Streamline Development Approval Fund (SDAF) - FIN -2022-155 44
That a total budget of $1,625,000 be established for Streamline
Development Approval Fund (SDAF) projects; and,
That funding for $625,000 be budgeted and transferred from the
Building Stabilization reserve fund with the balance coming from the
SDAF grant; and
That the Chief Financial Officer and General Manager of
Development Services be delegated authority, subject to the
Page 8 of 86
13
14.
satisfaction of the City Solicitor, to sign any relevant documentation
and/or agreements pertaining to the Streamline Development
Approval Fund; and further,
That Council Approval Authority be waived, in accordance with the
Purchasing By-law, for the Procurement of Consulting Services
greater than $100,000, for any project that is partially or fully funded
from the SDAF.
12.2. c. Temporary Supply Chain Measures, FIN -2022-149 47
That Council approve the following temporary measures for the
remainder of 2022 in response to current supply chain and inflation
related trends:
• Staff be delegated authority to award Solicitations that are
within the Council Approved Budget, thereby reducing the
overall timing of awards and increasing cost certainty for
vendors; and
• Staff be directed to prioritize capital projects where needed,
and defer projects where appropriate to address anticipated
capital project shortfalls; and
• Staff be authorized to transfer funds of up to 20% between
projects or from appropriate capital reserves to allow high
priority projects to still proceed; and
• Staff be delegated authority to extend existing agreements
by one year to maintain continuity of operations and ensure
a continuous supply of goods or services.
12.2.d. Applications for Cancellation, Refund, Reduction of Taxes - FIN- 55
2022-147
That the applications to City Council for write-off, cancellation,
reduction, or refund of taxes totalling $217,173.11 as attached to
Financial Services Department report FIN -2022-147, be approved,
pursuant to Sections 354 and 357 of the Municipal Act, S.O. 2001, c.
25 ("the Act").
12.3. FOR INFORMATION
12.3.a. 2021 Statement of Remuneration and Expenses - FIN -2022-113 58
12.3. b. 2021 Year End Variance - FIN -2022-130 68
REPORT OF THE COMMITTEE OF THE WHOLE
BY-LAWS
14.1. 3RD READING
14.1.a. Being a by law to provide for the establishing and laying out of part of
Page 9 of 86
Otterbein Road as public highway in the City of Kitchener.
14.1.b. To further amend By-law No. 2008-117, being a by-law to authorize
certain on -street and off-street parking of vehicles for use by persons
with a disability, and the issuing of permits in respect thereof.
14.1.c. To further amend By-law No. 2010-190, being a by-law to prohibit
unauthorized parking of motor vehicles on private property.
14.1.d. Being a by-law to amend Chapter 110 of The City of Kitchener
Municipal Code regarding By-law Enforcement.
14.1.e. To further amend By-law No. 88-171, being a by-law to designate
private roadways as fire routes and to prohibit parking thereon.
14.1.f. 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.g. Being a by-law to amend Chapter 101 of The City of Kitchener
Municipal Code with respect to Appointment of Staff.
14.1.h. Being a by law to provide for the establishing and laying out of part of
South Creek Drive as public highway in the City of Kitchener.
14.1.1. To confirm all actions and proceedings of the Council.
15. ADJOURNMENT
Page 10 of 86
Staff Report
l
IKgc.;i' r� R
Development Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Rosa Bustamante, Director of Planning, 519-741-2200 ext. 7319
PREPARED BY: Natalie Goss, Manager Policy and Research, 519-741-2200 ext. 7648
Richard Kelly-Ruetz, Planner (Policy), 519-741-2200 ext. 7110
WARD(S) INVOLVED: All
DATE OF REPORT: March 18, 2022
REPORT NO.: DSD -2022-157
SUBJECT: Addendum Report to DSD -2022-088 — CRoZBy Stage 2b — Applying
Residential Zones
RECOMMENDATION:
For information.
REPORT HIGHLIGHTS:
• The purpose of this report is to provide additional information as requested by Planning
and Strategic Initiatives Committee at the March 9, 2022 meeting.
• Between March 9 and the date of this report, a request was received from one property
owner to have the proposed NHC-1 zoning removed from their property between March
9 and the date of this report.
• The requested changes in zoning from the Region of Waterloo regarding specific
Regionally owned properties align with the policies of the City's Official Plan, are
generally consistent with and represent minor changes from the zoning currently in
place.
• Property owners and occupants within 120m of the Regionally owned properties on
Weber Street West have not yet been notified of the requested changes. Should Council
change the zoning of these properties as requested staff recommend providing notice
of Council's decision to property owners and occupants within 120m.
BACKGROUND:
On March 9, 2022, the Planning and Strategic Initiatives Committee considered Report
DSD -2022-088 (CRoZBy Stage 2b — Applying Residential Zones) which sought approval of
a Zoning By-law amendment that would apply new residential zones to properties across
Kitchener in conformity with the Official Plan.
At this meeting Committee resolved:
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Page 11 of 86
"That City -initiated Zoning By-law amendment ZBA22/0031COKIRK to By-law 2019-051
(Comprehensive Review of Zoning By-law (CRoZBy) Stage 2b — Applying Residential
Zones), be approved in the form shown in the "Proposed By-law". attached to Development
Services Department report DSD -2022-088 as Appendix A, save and except for the
following:
1. The NHC-1 Zoning for all properties on Trussler Road,
2. The NHC-1 Zoning for all properties on Driftwood Drive;
3. The NHC-1 Zoning for all properties on Yellow Birch Drive;
4. The NHC-1 Zoning for all properties on Stonehenge Place;
5. The NHC-1 Zoning for 106 Robertson Crescent,
6. The NHC-1 Zoning for any other properties within the city who do not want to have the
designation report to city staff prior to ratification at the March 21, 2022 meeting of
Council,
7. The AGR -1 Zoning be deferred as it relates to the lands outside of Dundee North known
as the SKPA Activa lands and the adjoining parcel commonly known as Schlegel Bayer
lands, pending the conclusion of the ongoing Regional Official Plan review process;
That in accordance with the Planning Act Section 45 (1.3 & 1.4) applications for minor
variances shall be permitted for lands subject to Zoning By-law Amendment Application
ZBA22/003/COK/RK, and further,
That staff be directed to prepare an addendum to Development Services Department report
DSD -2022-088 for the March 21, 2022 Council meeting responding to the submission from
the Region of Waterloo and addressing the following questions:
1. Does the Region's request for zoning permissions on specific properties align with the
Official Plan;
2. How do current zoning permissions on these specific properties compare to proposed
and requested zoning permissions; and,
3. Overall, are the requests for zoning permissions on these specific properties considered
to be a minor or major change from existing zoning permissions. "
REPORT:
A statutory public meeting was held at the March 9, 2022 Planning and Strategic Initiatives
Committee (PSIC) meeting regarding CRoZBy Stage 2b. As part of the Committee's
resolution, the NHC-1 zoning was recommended to not be approved for the streets outlined
in the resolution above as well as any other proposed NHC-1 properties where the property
owner indicated to staff prior to March 21, 2022 that they wished to not have the NHC zoning
apply to their property. Between March 9 and the date of this report the owner of 27
Sunbridge Crescent requested to not have the NHC-1 zoning apply to their property.
27 Sunbridge Crescent is currently split zoned A-1 (name of zone), A-1 and 1 R (site specific
provision to require a permit from the Grand River Conservation Authority (GRCA)), and P-
3 (name of zone). Unlike the properties specifically mentioned in the PSIC resolution, this
property does not currently have residential permissions and is currently split zoned with a
portion of the property zoned to conserve the natural features and reflect the GRCA
regulations that apply to the property. Should Council direct the NHC-1 zoning to be
removed from 27 Sunbridge Crescent, this property should be removed from Zoning By-law
2019-051 in its entirety to maintain the existing split zoning of the property.
Page 12 of 86
As part of the March 9, 2022 PSIC meeting, a written submission (Attachment A) was
submitted by the Region of Waterloo requesting modifications to the proposed Zoning By-
law amendment for specific Regionally owned properties. At the meeting, PSIC directed
staff to report back to Council on March 21 with an addendum report that considered the
following for the Region's submission:
• Alignment with the Official Plan
• A comparison of existing, proposed, and requested zoning permissions; and,
• Whether the zoning requested is a minor or major change from existing zoning.
Table 1 provides a summary and comparison of existing Zoning By-law 85-1 and proposed
Zoning By-law 2019-051 permissions, as well as the permissions sought by the Region.
Table 1 — Existina, proposed and requested zonina for Reaion-owned properties
Existing 85-1 zoning
Proposed 2019-051 zoning
Requested zoning permissions*
permissions*
permissions*
273, 277, 281, 285, 289 Weber Street West
225, 231, 237, 241, 245, 249, 253, 257, 261, 265, 269 Weber Street West
R-5 and R-5 (129U)
RES -4
RES -5
Max bldg. height — 10.5m
Max bldg. height — 11 m & 3
Site specific provision requested
storeys
Max bldg. height — 14m
Max FSR — N/A
Max FSR — 0.6
Max FSR — 0.75
Max number of units: 2 or 3
Max number of units: 4
Max number of units: no max
15-105 Moore ate Crescent
R-9
RES -7 (176)
RES -7
Permitted uses — multiple
Permitted uses — multiple
Permitted uses — add street &
dwellings which includes all
dwellings, does not include street
cluster townhouse dwellings to a
forms of townhouse dwellings
or cluster townhouse dwellings
max 0.6 FSR and as per RES -5
regulations
Min. bldg. height — N/A
Min bldg. height — 14m
Min building height— 9m
Bldg. height transition — N/A
Bldg. height transition (general) —
max height of 12m within 15m of
Bldg. height transition — remove site
low-rise res. zone
specific (176) and do not apply
general building height transition.
Building height transition (Site
Replace with a holding provision
Specific Provision 176) —
(H) requiring the submission of an
maximum height of 25m within
Urban Design Brief to the
30m of low-rise residential zone
satisfaction of the Director of
Planning together with a site plan
application
1388 Highland Road West
R-9 (7HSR)
RES -7 (176) (27H)
RES -7 (27H)
Permitted uses — multiple
Permitted uses — multiple
Permitted uses — add street &
dwellings which includes all
dwellings, does not include street
cluster townhouse dwellings to a
forms of townhouse dwellings
or cluster townhouse dwellings
max 0.6 FSR and as per RES -5
regulations
Min. bldg. height — N/A
Min bldg. height — 14m
Min building height— 9m
Bldg. height transition — N/A
Bldg. height transition (general) —
max height of 12m within 15m of
Bldg. height transition — remove site
low-rise res. zone
specific (176) and do not apply
eneral Idg. height transition.
Page 13 of 86
Existing 85-1 zoning
permissions*
Proposed 2019-051 zoning
permissions*
Requested zoning permissions*
Holding provision (7HSR) — to
Bldg. height transition (site specific
Replace with a holding provision
secure servicing and road
176) — max. height of 25m within
(H) requiring the submission of an
works
30m of low-rise res. zone
Urban Design Brief to the
satisfaction of the Director of
Holding provision (27H) — to
Planning together with a site plan
secure servicing and road works
application
Holding provision (27H) — to secure
servicing and road words
*Regulations shown for comparison purposes are those for multiple dwellings and only those that are requested to be changed through
the Region's submission
The requested zoning changes:
• For the Weber Street West properties would allow the development of low-rise multi-
unit apartments or townhouses up to 14 metres in height (about 4 storeys). The
zoning recommended in report DSD -2022-088 would allow a maximum of 4 units up
to 3 storeys in height.
• For the Mooregate Crescent properties and Highland Road West property would
result in similar zoning permissions to the existing R-9 zoning under Zoning By-law
85-1. The low-rise residential transition regulations of new Zoning By-law 2019-051
would be replaced with a Holding Provision requiring an Urban Design brief which
would evaluate the impacts of development on adjacent low-rise residential
properties.
The zoning permissions requested by the Region outlined in Table 1 align with Kitchener's
Official Plan. Additionally, as outlined in their submission, the Region classifies their
requested zoning changes as minor changes from existing zoning on these properties. The
zoning changes requested for the Weber Street West properties are ones that, had they
been proposed through the CRoZBy process, would have resulted in notification to the
owners and occupants of properties within 120m of the subject properties. The Region
submits that the requested zoning is appropriate for the Weber Street West properties as
increases in height/density are permitted along arterial roads per Kitchener's Official Plan.
The Region also submits that these properties are separated by the surrounding
neighbourhood by a rail line and trail. City staff note that the zoning permissions requested
for the Weber Street West properties are more significant than the changes requested for
other Regionally owned properties but are proposed changes that generally align with and
are contemplated by the City's Official Plan policies. Should Council change the zoning of
these properties as reauested staff recommend Drovidina notice of Council's decision to
roperty owners and occupants within 120m.
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:
Community engagement for the CRoZBy project was outlined in report DSD -2022-088.
Page 14 of 86
PREVIOUS REPORTS/AUTHORITIES:
DSD -2022-088 CRoZBy Stage 2b — Applying Residential Zones
APPROVED BY: Justin Readman, General Manager, Development Services
ATTACHMENTS:
Attachment A — March 9, 2022 Region of Waterloo Public Meeting Submission
Page 15 of 86
Sent via Email: Natalie Goss, Manager Policy
Dear Planning & Strategic Initiatives Committee & members of Council,
Re: City of Kitchener Crozby Zoning, Comments from Region of Waterloo
Comprehensive Review of the Zoning By-law (CRoZBy) Stage 2B — Applying New Residential
Zones on Properties — DSD -2022-088
On behalf of the Region of Waterloo Housing Services and Economic Development teams, we thank you
for the opportunity to present these comments (and recommendations) related to the City's Stage 2B
Crozby Zoning report on residential zones being presented to Committee on March 9, 2022. As a new
affordable housing cross -divisional team at the Region, and as part of a collaborative effort with City
staff, we request your consideration of some minor amendments to the proposed residential zoning in
order to support new affordable housing opportunities on regionally -owned properties. The requests
herein are focused on pipeline properties that have been earmarked to advance our Building Better
Futures framework and the delivery of affordable housing opportunities throughout the community.
They are based on a supporting rational, which we ask be considered by Committee/Council as site-
specific amendments prior to the final zoning bylaw being passed. We are open, and look forward to
continuing to work with staff to advance our shared priorities on these properties.
The Context. The housing and economic development teams at the Region have prepared these
comments based on specific considerations, including: conformity to the City of Kitchener Official Plan
policies and policy intent; the Region of Waterloo Building Better Futures affordable housing framework
(and Affordable Housing Master Plan); The City of Kitchener Housing for All strategy; the recently
released Provincial Affordable Housing Task Force; as well as, enabling zoning strategies as permitted by
The Ontario Planning Act. More specifically, these amendments have been prepared to advance a
pipeline of affordable housing opportunities in the City of Kitchener that would be subject to a full
community engagement plan with The City of Kitchener and neighbours. Without these amendments,
the Region will require significant resources (and time) to amend this zoning. A summary of the
recommendations is provided below.
Document Number: 3972667
Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 1 of 7
Page 16 of 86
Recommendation 1. Specific to: Weber Street Properties (273, 277,281,285,289, 293 inclusive.
225, 231, 237, 241, 245, 249, 253, 257, 261, 265, 269 inclusive.)
A missing middle housing solution. Regional staff request to re -zone select regional properties owned
on Weber Street West from RES -4 to RES -5 with site specific provision to allow a maximum 14 metre
height limit (from 11 metres), and, maximum density of 0.75 (vs. 0.6 FSR) which is in conformity with the
Low Rise Residential land use policies (refer to Appendix 1). The subject properties include 225-269
Weber Street West inclusive, and, 273-293 Weber Street West inclusive.
This amendment is requested based on the properties being located on an arterial road and the existing
Official Plan policies (noted in Appendix 1) that permits slightly higher density and uses on these lands.
As a further consideration, this land is separated by the surrounding neighbourhood by an existing rail
line and major trail making it a preferred (and suitable) location for this height and density.
The current proposed RES -4 zoning presents an underutilization of the property and would require a
separate zone change application for the Region to move forward to implement the existing land use
policies. The proposed amendments would enable the existing Low Rise Designation policies and would
better support the Region's Building Better Futures vision for housing on available lands. We kindly
request that this site be rezoned prior to the zoning bylaw being approved.
Recommendation 2. Specific to: 1388 Highland Road West & 15 through 105 Mooregate Crescent
The existing R-9 zone is being re -zoned to RES -7. This new zoning implements the High Density
Residential land use designation in the Official Plan, and, includes a series of performance-based
regulations that will re -shape the built form of this high-density zoned land.
The Region owns a number of sites with the proposed RES -7 zoning. Of these, two sites in particular are
of priority interest in the delivery of affordable housing as part of the Building Better Futures Initiative.
These include a surplus property at 1388 Highland Road West, and the existing Waterloo Region Housing
site at 15-105 Mooregate Crescent. Based on the existing site parameters (including irregular property
dimensions and configurations), surrounding land uses and context, the following site-specific
amendments are recommended to the zoning to deliver on our affordable housing mandate:
1) Expand permitted uses to re -instate permissions for both "street and cluster townhouse
dwellings" on these regionally owned RES -7 sites in order to maintain the opportunity for
greater housing choice and a variety of building typologies on these high density sites. This
expansion of allowable dwelling types is requested to maintain permissions that allow for site-
specific responses to context, housing needs and site parameters, without compromising overall
site density or planned function. An FSR specific to the Street, and/or Cluster Townhouse use
can be applied to ensure a portion of the property is developed for multi -unit residential. We
would suggest a maximum FSR of 0.6 be applied for these dwelling types. The inclusion of this
type of housing will provide greater housing options, as well, some enhanced neighbourhood
transition opportunities.
Document Number: 3972667 Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 2 of 7
Page 17 of 86
2) Reduce the minimum building height of 14 metres, by five (5) metres to maintain flexibility and
contextual built form. For these sites, the minimum building height should be reduced from 14
metres to nine (9) metres. This zoning relief is requested to ensure consistency with the built
form / dwelling type permissions of the zone. The reduction in minimum height adds greater
flexibility in the site design, accommodates construction cost savings opportunities (townhouse
vs higher cost apartment construction), and reduces future zoning bylaw conflicts that would
add time and cost to an affordable housing project. The minimum 2.0 Floor Space Density is still
maintained and as noted above criteria around FSR specific to lower density forms of housing
can be incorporated. By providing greater housing choice on high density sites, this will help to
address affordability through regulation both in construction and in price point to the market.
3) Exempt these properties from the transition provisions to adjacent low rise residential, and put
in place a holding provision requiring an Urban Design Brief be prepared and approved by City
Staff. Both sites (Highland and Mooregate) are subject to General Regulation Section 4.
Regulation 4.19, Transition to Low -Rise Residential, and site specific provision (176)
Where General Regulation Section 4.19, requires a maximum 12 -metre building height within a
15 metre setback from any low rise zone.
Where site-specific provision 176 states — "Within the lands zoned RES -7 and shown as affected
by this provision on Zoning Grid Schedules 11 and 36, the building height shall not exceed 25
metres within 30 metres of a lot with a low-rise residential zone."
These transition provisions pose significant challenge to the development of these properties for
high-density / high-rise residential. While the Region respects and encourages appropriate
transition to low-density neighbourhoods, the regulations suggested have been applied as a
standard across a number of unique properties, where we'd suggest, the most appropriate
transition response be through thoughtful design analysis. With these regulations in place, they
could introduce a significant design barrier in the process. We would also suggest, there is
precedence where taller buildings are compatible with surrounding low-rise neighbourhoods
and those relationships are better understood through the design process rather than a by-law
regulation. Given the notion of transition is often site specific, we would ask that the evaluation
of appropriate transition be considered through design analysis at point of application,
empowering staff, applicant and neighbour to define an appropriate solution for the site, and
remove the need for a potential zoning amendment where appropriate transition can be
achieved.
We kindly ask both sites, be exempt from general provision 4.19 and site specific provision
(176), with a holding zone put in place to instead require submission of an Urban Design Brief as
part of any site plan application.
Document Number: 3972667 Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 3 of 7
Page 18 of 86
Recommendation 3. Specific to: 1388 Highland Road West
Provision 27H states — "Within the lands zoned RES -7 and shown as affected by this provision on Zoning
Grid Schedule 11 of Appendix A, no development on the lands shall occur until such time as the City's
Director of Planning is in receipt of a clearance letter is required from the City of Kitchener's Director of
Engineering advising the City's Director of Planning that adequate City services and/or roadworks are
"available" or that "acceptable arrangements" have been made therefor, and this holding provision has
been removed by by-law."
The Region understands the necessary infrastructure is now in place to secure clearance and lift the
holding zone. The servicing infrastructure was constructed as part of the Highland Road project
completed by the Region of Waterloo. We will continue to expedite clearance with City staff, in the
interest of obtaining a clearance letter prior to final By -Law reading. Should that occur, we request that
the City remove holding provision (27H) through this comprehensive update prior to by-law passing, or,
a following date.
Other Regional Properties:
Beyond those properties listed herein, the Region have a number of other properties within the City of
Kitchener which form part of a broader portfolio of land which could be utilized to advance our
affordable housing initiative. These include, among others, the contiguous properties at Woodview and
Stonegate Crecent (part of the future River Road Reserve), sites within future Major Transit Station
Areas, and others. The Region will continue to work with City staff on these longer term priorities on any
required zoning amendments, as sites are advanced.
Specific to the regionally owned lands at Woodview and Stonegate Crescent. These are two contiguous
parcels of land bound by Stonegate Drive to the East, King Street East to the North and Hofstetter
Avenue to the West and South. They are held in the Region's interest for Road reserve, but also present
a potential long-term opportunity for new affordable housing. They are currently split zoned "R-9/11-3"
and proposed to maintain a split zone between "RES_2/RES-7".
The Region would request that where a split zoning is indicated, we review and consider opportunities
to higher density ("RES -7") across the site's entirety with a holding provision requiring Urban Design
Study to ensure appropriate transition to adjacent low rise residential neighbourhoods.
Summary.
The Regional cross -divisional team commends the City for this significant body of work, which continues
to manage appropriate growth through regulation. We are in support many aspects of the proposed
Crozby residential zoning. We appreciate the City of Kitchener's willingness to work together on the
matter of affordable housing as a community -wide priority, and see these zoning changes as a way to
work together and support our shared affordable housing initiative.
Document Number: 3972667 Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 4 of 7
Page 19 of 86
The Region is responsible to facilitate 2,500 affordable housing units over the next five years, and the
proposed amendments provided in this letter would help advance greater affordable housing options in
the City of Kitchener on regionally owned land. These amendments are supported by the current
Official Plan policies and introduce a level of flexibility that will support greater design options on these
lands. We believe the majority of these site specific amendments can be approved as an amendment
prior to final bylaw being passed. Any future land decision will also involve a thoughtful public
engagement process and engagement with the City of Kitchener.
We thank you for your time and consideration with these requests.
Yours truly,
Ryan Mounsey
Manager of Affordable Housing Development
cc.
Sarah Millar
Manager, Land Portfolio (Economic
Development & Housing)
Bruce Lauckner, CAO
Rod Regier, Commissioner PDLS
Jeff Schelling, Regional Solicitor/ Director, Legal Services
Mathew Chandy, Director of Economic Development and Smart Waterloo Region
Ryan Pettipiere, Director Housing Services
Tom Penwarden, Manager Real Estate Services
Dan Chapman, City of Kitchener CAO
Richard Kelly-Ruetz, City of Kitchener Planner (Policy)
Document Number: 3972667
Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 5 of 7
Page 20 of 86
APPENDIX 1— Official Plan Policy Excerpts
Low Density Residential Land Use
15.D.3.8. The Low Rise Residential land use designation will accommodate a full range of low
density housing types which may include single detached dwellings, additional dwelling units,
attached and detached, semi-detached dwellings, street townhouse dwellings, townhouse
dwellings in a cluster development, low-rise multiple dwellings, special needs housing, and other
forms of low-rise housing.
15.D.3.9. The City will encourage and support the mixing and integrating of innovative and
different forms of housing to achieve and maintain a low-rise built form.
15.D.3.11. A maximum Floor Space Ratio of 0.6 will apply to all development and
redevelopment. Site-specific increases to allow up to a maximum Floor Space Ratio of 0.75 may
be considered where it can be demonstrated that the increase in the Floor Space Ratio is
compatible and meets the general intent of the policies in this Plan. An Official Plan Amendment
will be required to consider an increase in the Floor Space Ratio greater than 0.75.
15.D.3.12. No building will exceed 3 storeys or 11 metres in height, at the highest grade
elevation. Relief from the building height may be considered for properties with unusual grade
conditions and for buildings and/or structures with increased floor to ceiling heights and
architectural features provided the increased building height is compatible with the built form
and physical character of the neighbourhood.
15.D.3.13. Notwithstanding Policy 15.D.3.12, a maximum building height of 4 storeys or 14
metres, at the highest grade elevation, whichever is the lesser, may be permitted on lands having
primary frontage on to a Regional Road or City Arterial Street.
Document Number: 3972667 Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 6 of 7
Page 21 of 86
Appendix 2 — Zoning Bylaw Amendment Request: Municipal Addresses (Regionally Owned Land)
Properties
Official Plan
Current
Proposed
Region of Waterloo Proposed zoning
Designation
zoning
CRoZBY
changes through CRoZBY (2019-051)
(89-1)
(2019-051)
Weber Street West
Low Rise
R-5, and,
RES -4
RES -5 with site-specific provision to
Properties
Residential
R-5 with
permit maximum 14 metres building
273,277,281,285,289,
129U
height and 0.75 FSR.
293 inclusive.
225, 231, 237, 241, 245,
249, 253, 257, 261, 265,
269 inclusive.
Mooregate
High Rise
R-9
RES -7 (176)
RES -7 with site-specific provision to
(15-105 Mooregate,
Residential
reduce minimum building height from
Waterloo Region Housing)
14 metres to 9 metres; permit both
Street and Cluster Townhouse
Dwellings to a maximum FSR of 0.6 in
accordance with the regulations of the
RES -5 zone; delete site specific
provision (176) and exempt the
property from Section 4.19 (Transition
to low-rise residential).
Apply a holding provision (H) requiring
an urban design brief to be approved
by the Director of Planning
demonstrating an appropriate
transition is provided to adjacent low-
rise residential neighbourhoods.
1388 Highland
High Rise
R9
RES -7 (176)
RES -7 with site-specific provision to
Residential
[7HSR]
reduce minimum building height from
14 metres to 9 metres; permit both
Street and Cluster Townhouse
Dwellings to a maximum FSR of 0.6 in
accordance with the regulations of the
RES -5 zone; delete site specific
provision (176) and exempt the
property from Section 4.19 (Transition
to low-rise residential).
Apply a holding provision (H) requiring
an urban design brief to be approved
by the Director of Planning
demonstrating an appropriate
transition is provided to adjacent low-
rise residential neighbourhoods.
Document Number: 3972667 Version: 7
Document Name: Letter City of Kitchener 2022 Crozby Zoning Submission
2022-03-09
Page 7 of 7
Page 22 of 86
Staff Report
J
IKgc.;i' r� R
Infrastructure Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Brad Kowaleski, Procurement Specialist, 519-741-2200 ext. 7063
WARD(S) INVOLVED: N/A
DATE OF REPORT: March 11, 2022
REPORT NO.: FIN -2022-110
SUBJECT: Q22-027 Gas Pipeline Construction
RECOMMENDATION:
That Quote Q22-027 Gas Pipeline Construction, be awarded to NPL Canada Limited,
Vaughn, Ontario, at their quoted price of $5,599,817, plus H.S.T. of $836,754.30, for a total
of $6,436,571.77 for the first year of a three (3) year contract, with the option to renew for
one (1) additional two (2) year period.
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) submissions received for this procurement;
This report supports the delivery of core services.
BACKGROUND:
The Gas Pipeline Construction Contract addresses the need for several types of projects:
To install underground gas mains and services to service new customers. This work is
needed to ensure that the City of Kitchener homeowners and business owners all have
equal and safe access to natural gas, if they require it.
To replace existing piping in locations that conflict with underground infrastructure
proposed by others. This work is needed to comply with regulatory requirements for
utilities to relocate existing infrastructure if requested by the road authority.
To replace aging or failing existing piping. This work is needed to maintain the safety and
reliability of natural gas supply to existing customers.
The Contractor will maintain the roles and responsibilities as the Constructor for the various gas
pipeline installation and replacement projects for the life of this contract. Staff have purposefully
bundled multiple projects under this single contract to align the City with a partner for an
extended period of time, obtain value for money through better pricing, and streamline
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 23 of 86
administrative work. This puts staff in the best possible position to be able to provide quality
customer service to existing customers, shorter timelines to service new customers and address
location conflicts.
The actual spend will depend on the level of activity throughout the term of the contract.
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Submissions were advertised publicly on the City of Kitchener website. Documents were
downloaded by nine (9) interested parties and by the closing date of Thursday February 24,
2022, three (3) quotes had been received.
The following quotes were received:
Bid Price
NPL Canada Ltd. Vaughn, ON $6,436,571,77
Aecon Utilities Toronto, ON $7,998,627.20
Clearway Utilities Inc. Maple, ON $8,341,731,79
The quotes were reviewed by S. Eastman, Utilities Engineer, who concurs with the above
recommendation.
The price for gas pipeline construction has decreased 7% from the 2017 contract.
The prices shown reflect the anticipated spend for year one (1), of the initial three (3) year
contract. Anticipated spend in following years is dependent upon the construction schedule
developed by Utilities.
Annual unit price adjustments shall be automatic, based on the annual inflation figure of the
Ontario Consumer Price Index from the preceding year and renewal subject to mutual
agreement.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The net cost for this quote (A), is fair and reasonable for a project of this scope and the upset
limit is within the funding available (B) for this project. Funding for this project is included within
the approved capital budget. The estimated surplus (E) will remain in the account to fund similar
work conducted by the City. Yearly budgeting for this program is static, however the work
performed fluctuates depending upon growth and redevelopment projects that are outside of
City control.
Page 24 of 86
Q22-027
Gas Pipeline Construction
Estimated Cost
Quote Q22-027 costs, including HST
less: HST rebate
Net Cost Being Awarded
Projected Costs:
Staff Time
Supplies and Materials
Other internal costs
Total Estimated Cost for this Phase of Work
Funding Available
Budget 2022 - Gas Pipelines
Budget 2022 - Gas Capacity Projects
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Balance in Account, net of encumbrances
Total Estimated Surplus/(Deficit)
COMMUNITY ENGAGEMENT:
6,436,571.77
(740,490.56)
5,696,081.21 A
1,018,000.00
849,000.00
101,000.00
7,664,081.21 C
8,589,000.00
1,050,000.00
9,639,000.00 B
1,974,918.79 D
(523,643.71)
1,451,275.08 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 25 of 86
StaffReport
xmllf f ER finance and Corporate Services Department www.kitchener ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Ward 3
DATE OF REPORT: March 11, 2022
REPORT NO.: FIN -2022-145
SUBJECT: Q22-057 Montgomery Creek (Wilson Park between Wilson Avenue and
Vanier Drive) Restoration
RECOMMENDATION:
That Quotation Q22-057 Montgomery Creek (Wilson Park between Wilson Avenue and
Vanier Drive) Restoration, be awarded to 560789 Ontario Limited o/a R&M Construction,
Acton, Ontario, at their adjusted quoted price of $3,100,760.72, including provisional
items and contingencies of $149,425., plus H.S.T. of $403,098.89, for a total of
$3,503,859.61.
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) solicitations received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
Montgomery Creek, a tributary of Lower Schneider Creek, drains a watershed area of 846.3
hectares and is situated entirely within the City of Kitchener (the City). The City has identified a
section of Montgomery Creek between Wilson Ave and Vanier Drive that requires restoration.
This area was prioritized in the Integrated Stormwater Management Master Plan (ISWMMP) in
2016 due to risk associated with an exposed watermain that is located above ground in the
watercourse, under the Vanier Dr bridge. The project is multifaceted and includes design for a
new bridge (Vanier Dr), a new pedestrian bridge, and realignment and paving of existing trails
within Wilson Park. This project will restore degraded sections of the watercourse using the
approach of natural channel design to repair and mitigate the erosive forces associated with
urban stormwater.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 26 of 86
This project is funded in part by the Government of Canada through the Disaster Mitigation and
Adaptation Fund (DMAF). Construction is anticipated to begin this summer and be completed
prior to spring 2023.
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services shall
submit a report to Council recommending award of a purchase greater than $750,000.
Six (6) pre -qualified contractors were invited to submit their bids for this quote. By the closing
date of Monday March 7, 2022, four (4) quotations had been received.
The following quotations were received:
560789 Ontario Limited
o/a R&M Construction
J-AAR Excavating Limited
2220742 Ontario Ltd
o/a Bronte Construction
Dynex Construction Inc.
The quotations were reviewed by S. Brickman, Supervisor of Capital Programs, L. Christensen,
Project Manager of Trails, D. Dychuck, Supervisor of Operations, N. Gollan, Manager of Utility
Planning and Programs, N. Lobley, Director of Parks and Cemeteries, E. Pastrik, Manager of
Maintenance and Operations, R. Roy, Landscape Architect, A. Visneski, Manager of Parks and
Open Space Design and Development, and M. Wilson, Water Resources Engineer, who concur
with the above recommendation.
Bid prices were adjusted by reducing the project contingency amount.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this quotation, 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", and will be itemized when they
exceed $125,000.00. 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.
Page 27 of 86
Bid Price
Adjusted Bid Price
(Incl. Taxes)
(Incl. Taxes)
Acton ON
$3,729,859.62
$3,503,859.61
London ON
$4,679,871.64
$4,453,871.64
Burlington ON
$4,718,273.19
$4,492,273.19
Concord ON
$5,558,696.80
$5,332,696.80
The quotations were reviewed by S. Brickman, Supervisor of Capital Programs, L. Christensen,
Project Manager of Trails, D. Dychuck, Supervisor of Operations, N. Gollan, Manager of Utility
Planning and Programs, N. Lobley, Director of Parks and Cemeteries, E. Pastrik, Manager of
Maintenance and Operations, R. Roy, Landscape Architect, A. Visneski, Manager of Parks and
Open Space Design and Development, and M. Wilson, Water Resources Engineer, who concur
with the above recommendation.
Bid prices were adjusted by reducing the project contingency amount.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
In addition to the costs anticipated in this quotation, 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", and will be itemized when they
exceed $125,000.00. 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.
Page 27 of 86
The net cost for this quotation (A), is fair and reasonable but the upset limit exceeds the budget
allowance (B) for the project. Additional funding for this purchase is provided by a contribution
from Parks & Cemeteries, the Miscellaneous Creek Rehab program, and the Stormwater
Management Fee account. The estimated surplus (E) will be returned to the various sources of
funding upon completion of the project.
Quotation Q22-057
Montgomery Creek (Wilson Park between Wilson Avenue and Vanier Drive) Restoration
The total budget for all phases of this project is $3,735,000.00
Estimated Cost for this Phase of Work
Quotation Q22-057 costs, including HST
3,503,859.61
less: HST rebate on Quotation
(348,525.35)
Net Cost Being Awarded
3,155,334.26 A
Costs Incurred to Date
558,907.56
Projected Costs: Staff Time
10,000.00
Total Estimated Cost for this Phase of Work
$3,724,241.82 C
Budget for this Phase of Work
Stormwater Utility 1,426,000.00
Disaster Mitigation and Adaptation Fund (DMAF) Grant 1,462,000.00
Contribution from Parks and Cemeteries 405,000.00
Miscellaneous Creek Rehab 190,000.00
Stormwater Management Fee 252,000.00
Total Budget for this Phase of Work $3,735,000.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 10,758.18 D
Estimated Surplus/(Deficit) from previous phases -
Total Estimated Surplus/(Deficit) $10,758,18 E
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
Page 28 of 86
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department
Page 29 of 86
Staff Report
Development Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: Ward 3
DATE OF REPORT: March 11, 2022
REPORT NO.: FIN -2022-146
SUBJECT: T22-005 Greenfield Avenue and Traynor Avenue (Carrot Street to
Connaught Street) Road Reconstruction
RECOMMENDATION:
That T22-005 Greenfield Avenue and Traynor Avenue (Carrot Street to Connaught
Street) Road Reconstruction, be awarded to Regional Sewer and Watermain Ltd.,
Cambridge, Ontario, at their tendered price of $3,387,196.39, including provisional
items and contingencies of $221,517.50, plus H.S.T. of $440,335.53, for a total of
$3,827,531.92.
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 six (6) solicitations received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
Engineering Services is proceeding with the reconstruction of Greenfield Avenue (between
Carrol Street and Traynor Avenue, approximately 270 meters long) and Traynor Avenue
(between Greenfield Avenue and Connaught Street, approximately 270 meters long).
Funds for construction have been approved by Council as part of the 2022 budget. The
services were originally constructed in the 1950's and are in need of replacement.
Full funding for this project has been approved by council as part of the 2022 budget
process. The project is scheduled to begin May 2, 2022, weather permitting.
This work is being completed under the City's Water Infrastructure Program (WIP) for road
reconstructions.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 30 of 86
REPORT:
As per clause 170.7.1 of the Purchasing By-law 2017-106, the Director of Supply Services
shall submit a report to Council recommending award of a purchase greater than $750,000.
Tenders were advertised publicly on the City of Kitchener website. Documents were
downloaded by thirty-one (31) interested parties and by the closing date of Monday March
7, 2022, six (6) tenders had been received.
The following tenders were received:
Bid Price
(Incl. Taxes)
Regional Sewer and Watermain Ltd.
Cambridge ON
$3,827,531.92
Steed and Evans Limited
St. Jacobs ON
$3,975,221.35
Sierra Infrastructure Inc.
Woodstock ON
$3,978,000.00
410754 Ontario Limited
o/a Sousa Concrete
Guelph ON
$4,300,000.15
BEECH Infrastructure Group Ltd.
Brantford ON
$4,491,836.13
Oxford Civil Group Inc.
Woodstock ON
$4,891,063.26
The tenders were reviewed by S. Allen, Manager of Engineering Design and Approvals, and
Y. Bhattachan, Design and Construction Project Manager, 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 $125,000.00. 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.
Page 31 of 86
Tender T22-005
Greenfield Avenue and Traynor Avenue (Carrot Street to Connaught Street) Road
Reconstruction
The total budget for all phases of this project is
Estimated Cost for this Phase of Work
Tender T22-005 costs, including HST
less: HST rebate on Tender
Net Cost Being Awarded
Projected Costs: Staff Time/Material Testing
Total Estimated Cost for this Phase of Work
Budget for this Phase of Work
WIP - Road Reconstruction - Sanitary Utility
WIP - Road Reconstruction - Stormwater Utility
WIP - Road Reconstruction - Water Utility
Total Budget for this Phase of Work
Estimated Surplus/(Deficit) for this Phase of Work (B - C)
Estimated Surplus/(Deficit) from previous phases
Total Estimated Surplus/(Deficit)
COMMUNITY ENGAGEMENT:
$4,043,000.00
3,827,531.92
(380,720.70)
3,446,811.22 A
97,090.95
$3,543,902.17 C
1,634,000.00
817,000.00
1,101, 000.00
$3,552,000.00 B
8,097.83 D
19.407.00
$27,504.83 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 32 of 86
StaffReport
xmllf t ER finance and Corporate Services Department www.kitchener ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager of Procurement 519-741-2200 ext. 7214
PREPARED BY: Jenny Ung, Procurement Specialist, 519-741-2200 ext. 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: March 11, 2022
REPORT NO.: FIN -2022-148
SUBJECT: Q22-058 Three (3) Hybrid Police Interceptor SUVs and One (1) Standard
Hybrid SUV
RECOMMENDATION:
That Quotation Q22-058 Three (3) Hybrid Police Interceptor SUVs and One (1) Standard
Hybrid SUV, be awarded to Parkway Ford Sales (1996) Ltd., Waterloo, Ontario, at their
quoted price of $214,202., plus H.S.T. of $ 27,846.26, for a total of $242,048.26.
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:
These units will replace units 16231, 16232 and 16233 in CSD — Bylaw Enforcement and unit
4454 in CSD — Fire. Three units will be used for ongoing support to Bylaw enforcement, and one
will be used to support fire command. All replacements were approved in the 2022 Annual
Equipment Review. Units 16231, 16232, 16233 are currently six (6) years old with an anticipated
lifecycle of four (4) years and unit 4454 is currently ten (10) years old with an anticipated lifecycle
of eight (8) years.
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 33 of 86
Quotations were advertised publicly on the City of Kitchener website. Documents were
downloaded by two (2) interested parties and by the closing date of Friday March 11, 2022, one
(1) quotation had been received.
The following quotation was received: Bid Price
(Incl. Taxes)
Parkway Ford Sales (1996) Ltd. Waterloo ON $242,048.26
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 Q22-058
Three (3) Hybrid Police Interceptor SUVs and One (1) Standard Hybrid SUV
Estimated Cost for this Quotation
Quotation Q22-058 including HST 242,048.26
less: HST rebate on quotation (24,076.30)
Net Cost Being Awarded 217,971.96 A
Projected Costs for Additional Outfitting
Total Estimated Cost for this Quotation
Budget for this Quotation
Replacement of units 16231, 16232 and 16233 in CSD — Bylaw
Enforcement and unit 4454 in CSD — Fire
Estimated Surplus/(Deficit) for this Quotation (B - C)
$217,971.96 C
$205,000.00 B
(12,971.96) D
Page 34 of 86
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
Page 35 of 86
Staff Report
J
IKgc.;i' r� R
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager of Procurement, 519-741-2200 ext. 7214
PREPARED BY: Harvey Mariera, Procurement Specialist, 519-741-2200 ext. 7217
WARD(S) INVOLVED: N/A
DATE OF REPORT: March 14, 2022
REPORT NO.: FIN -2022-152
SUBJECT: Q22-018 Roof Replacement — KMA - Cooling Tower
RECOMMENDATION:
That Quotation Q22-018 Roof Replacement - Kitchener Memorial Auditorium - Cooling
Tower be awarded to Atlantic Roofers Ontario Ltd., Hamilton, Ontario, at their quoted
price of $133,900., plus H.S.T. of $17,602., for a total of $153,002.00
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 five (5) bid submissions received for this procurement;
• This report supports the delivery of core services.
BACKGROUND:
IRC Building Sciences Group conducted a roof condition assessment of the Kitchener Memorial
Auditorium — Cooling Tower. The roofing consultant concluded roof sections at the Cooling
Tower are at the end of their useful service lives. The roofing consultant recommend
replacement of the roof sections according to the specifications.
The work is scheduled to proceed the first week of May 2022, weather permitting.
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 36 of 86
a. the value of the Bid being recommended for award including any contingency
allowance are in excess of the Council approved budget.
The bid was advertised publicly on the City of Kitchener website. Documents were downloaded
by five (5) pre -qualified parties and by the closing date of February 15, 2022, five (5) quotations
had been received.
The following quotes were received;
Bid Price
Atlantic Roofers Ontario Ltd.
Hamilton ON
$153,002.00
Atlas -Apex Roofing Inc.
Toronto ON
$170,042.40
Viana Roofing & Sheet Metal Ltd.
Toronto ON
$178,562.60
Semple Gooder Roofing Corporation
Toronto ON
$188,664.80
Bothwell -Accurate Co. Inc
Mississauga ON
$197,800.85
The bid submission was reviewed by J. Cietwierkowski, IRC Building Sciences Group, the City's
Roofing Consultant, A.TenBruggencate, the City's Project Manager and L. Stewart, Manager of
Projects & Energy Management, who concur 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 project is
included within the approved capital budget. The estimated deficit (D) will be funded from the
existing capital balance in the Aud Roof Account. There are sufficient funds in the account to
fund the deficit.
Page 37 of 86
Quotation Q22-018
Roof Replacement - Roof Replacement - Kitchener Memorial Auditorium -
Cooling Tower
Estimated Cost for this Quotation
Quotation Q22-018 costs, including HST
less: HST rebate on quote
Net Cost Being Awarded
Costs Incurred to Date
Estimated Cost
Roof — Aud (Section 1.4 and Entrance Canopy) budget
$ 153,002.00
(17,602.00)
135,400.00 A
$135.400.00 C
Total Budget: $90.000.00 B
Estimated Surplus/(Deficit) (B - C) (45,400.00) D
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.
Page 38 of 86
StaffReport
xmllf ER finance and Corporate Services Department www.kitchener ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Qureshi, Asad, Director Facilities Management
519-741-2600 X 4424
PREPARED BY: Stewart, Lynda, Manager Projects & Energy Management
519 741 2600 X 4215
WARD(S) INVOLVED: All Wards
DATE OF REPORT: March 1, 2022
REPORT NO.: INS -2022-141
SUBJECT: Funding Support for THEMUSEUM Grant
RECOMMENDATION:
That $162,251 be allocated from the Facilities Management State of Good Repair (SOGR)
capital account to complete THEMUSEUM roof replacement in 2022; and,
That, subject to the satisfaction of the City Solicitor and Chief Financial Officer, Council
approve entering into a legal agreement with THEMUSEUM outlining the financial and
reporting terms to manage the Investing in Canada Infrastructure Program (ICIP) grant.
REPORT HIGHLIGHTS:
• The purpose of this report is to seek Council direction on providing additional financial
resources and cashflow to THEMUSEUM to meet the grant requirements of the Investing in
Canada Infrastructure Program (ICIP) grant program for improvements related to the city -
owned building.
• The key findings of this report are:
o The tenders received for the roof replacement exceed the resources available
within the grant award.
o The funder requires a resubmission of documents to support a revised scope of
work focused on the roof replacement only. A plan to address budget shortfall is
also required to be submitted to the funder.
o The ICIP grant program reimburses grant recipients based on paid invoices.
THEMUSEUM, as the grant recipient, is not in a financial position to cashflow this
project and has requested the City provide support to pay invoices.
o A legal agreement between the City and THEMUSEUM would be formalized for
the repayment of any cash advances, subject to the terms of the funding
agreement.
• The financial implications are an additional $162,251 is needed to award the tender for roof
replacement at THEMUSEUM. This amount could be allocated from the Facilities
Management State of Good Repair (SOGR) capital account.
*** 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 86
• Community engagement included posting the report to the City's website in advance of the
council meeting.
• This report supports the delivery of core services.
BACKGROUND:
In 2019, THEMUSEUM in collaboration with City Facilities Management staff, applied to the
Investing in Canada Infrastructure Program (ICIP): Community Culture and Recreation stream
for a grant to undertake a roof replacement and washroom improvements. The City is
responsible for facility capital renewals of major facility components at THEMUSEUM which is a
city -owned building. This includes substructure, envelope, interior construction and finishes and
services (electrical, plumbing, elevator, HVAC, fire and life protection). Several leaks have been
repaired at this location and the roof is at the end -of -life expectancy. Similarly, the washroom
finishes are worn, and upgrades are required to improve accessibility.
Council considered report FIN 19-080 Community, Culture & Recreation Grant Application and
endorsed an application from THEMUSEUM and committed to funding support for
THEMUSEUM. This program is jointly funded by the provincial (33.3%) and federal (40%)
governments. The applicant was expected to contribute 26.67% of the total value of the project.
The application outlined a project valued at $862,187 in total - funded by $632,242 in combined
provincial and federal grants and a $229,945 contribution from the City of Kitchener.
The scope of work as applied for was budgeted in 2019, but the grant was not approved until
2021. In the intervening period, the pandemic has created significant challenges in the
construction industry resulting in significantly higher costs. To capitalize on this available funding
and complete high priority facility rehabilitation work, a different approach must be considered.
REPORT:
Project Description and Tender Results
In 2019 when this grant application was submitted, THEMUSEUM staff were eagerly preparing
for the exclusive North American premier of the "Unzipped" exhibit, starting in fall 2021 to winter
2022. To avoid disruption to this high-profile programming, the roofing project was slated for
2022-2023. At that time, the roofing consultant rated the condition of the roof as fair, showing
some signs of deterioration and requiring attention. Facilities Management arranges for regular
roof inspection as part of our due diligence. The 2021 inspection of THEMUSEUM noted
portions of the roof system had significant deterioration and the increasing potential for service
disruptions related to failures.
In addition to the roof replacement, a new raised metal walkway to access the elevator machine
room is required by TSSA legislation and elastomeric coatings need to be applied to HVAC units
to fully integrate waterproofing. Interior tarping to protect the exhibits is also required. This is a
complex undertaking due to the large atrium and mezzanine areas of THEMUSEUM.
The only access to THEMUSEUM roof is across a portion of the adjacent Conrad Centre for the
Performing Arts (CCPA). Replacement of the CCPA roof is also required, so FM and
Procurement issued a joint tender for both CCPA and THEMUSEUM which closed in February
2022.
Page 40 of 86
The lowest roofing base bid received for THEMUSEUM roof was $721,600 and was
significantly over the original 2019 pre -pandemic budget of $520,000. Bidders were also asked
to provide separate prices for the walkway, elastomeric coating, and interior protection.
Including this work, and specifications and project oversight, brings the pre-tax total to
$950,365.
Grant Application Revision
The grantor (ICIP) was advised of the project coming in significantly over budget and a project
officer was consulted on options for proceeding with the project. Feedback received indicated
many other grant recipients are in a similar situation, however, there are no additional funds
available from the province or federal levels to address shortfalls. The City was told rescoping
the project and using the entire grant award, and City contributions, towards the priority roof
replacement was an acceptable approach. Furthermore, removing any reference to the
washroom renovation in the ICIP rescoped application was suggested. This would allow
THEMUSEUM to apply to future provincial or federal funding programs for a separate project
to do the washrooms. If the washrooms remain in this ICIP application, a separate project
would not be eligible for any other additional funding.
The scope change request must be approved by the ICIP grant administrator and must include
details on how the additional costs will be covered. The approval process is expected to take 3
months; however, no costs can be incurred prior to receiving approval.
Pricing
Procurement has prepared an intent to award document for the Conrad Centre portion of the
tender and discussed with the contractor the need to delay starting THEMUSEUM project. The
winning bidder has agreed to hold their tendered price for all work for 90 days, as of March 3,
2022.
If approval is not obtained from the funder within the 90 days, there are risks of price
escalation. The roofing consultant has informed us that roofing material costs are expected to
rise 20% to 25% in June 2022. That follows increases in October 2021 and February 2022 of
similar magnitude. If it must be deferred until the next roofing season, the City can expect an
overall price increase even further for materials and labour. A second mobilization and
protecting the new roof on the Conrad Centre would also be additional costs if not completed
this year.
Project Administration
THEMUSEUM submitted the grant application to the ICIP program and signed a transfer
payment agreement with the funder in September 2021. As the recipient of the grant,
THEMUSEUM is responsible for submitting progress reports and claim reports at prescribed
intervals. The claim reports are a request for reimbursement of eligible expenses, supported by
paid invoices and documentation.
During the pandemic, THEMUSEUM has been subjected to repeated shutdowns and
restrictions on attendance to comply with provincial health guidelines. This has drastically
impacted revenues and limited the organization's ability to cashflow a capital project of this
magnitude. THEMUSEUM has requested that the city provide financial resources upfront, so
that verified invoices can be paid, and reimbursement requests submitted to the funder.
Page 41 of 86
THEMUSEUM would then pay back the City, less the agreed City contribution to the project.
This proposed approach would be formalized by an agreement between the City and
THEMUSEUM and must be supported by the City Solicitor and Chief Financial Officer. The
agreement would outline the required documentation; process for submitting invoices and
proof of payment; reporting requirements; and expected repayment process and terms.
Summary
Staff support proceeding with this project in 2022, despite the submitted tenders being
overbudget, for several reasons:
• The rescoped work relating to the roof project is facility infrastructure components the
City would be responsible for completing regardless of grant availability
The deteriorated condition of the roof makes this a priority
Roofing costs are expected to continue to escalate if the project is delayed
Site access and work set-up areas are very limited, so a tandem project with the Conrad
Centre achieves efficiencies
The grant officer has indicated support for this approach of rescoping the project and jointly
managing the financial obligations under the transfer payment agreement. There is also an
awareness of the time limitation of the tender pricing and the grant officer indicated a
willingness to try to expedite approval of the revised scope. An explanation of how additional
costs will be managed, without additional grant resources, is a key consideration during the
approval review. Clear direction from Council in this matter would be very beneficial.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The total cost for the Museum roofing project is projected to be $1.025M. The original project
budget which included an estimate for the washroom was $862K, resulting in a project shortfall
of $162K for the roof and the washroom project being postponed. Staff have identified $162K
from the City's State of Good Repair (SOGR) projects that could be reallocated to the project
as shown in the table below.
Total Project Costs and Proposed Funding
Construction Total, including HST $1,023,215.00
Specifications and Project Management, including HST $50,697.45
Total Project Cost including HST $1,073,912.45
Less - HST Rebate ($49,418.98)
Total Project Costs $1,024,493.47
ICIP Grant - Federal Contribution
ICIP Grant - Provincial Contribution
City Approved Contribution - 2022 Capital Budget
Reallocation: State of Good Repair (SOGR
$344,875.00
$287,367.00
$230,000.00
$162,251.47
Total Project Funding $1,024,493.47
Page 42 of 86
The reallocation of SOGR funds to the Museum Roof project will reduce the City's funding
available in 2022 to complete unplanned, reactive projects throughout the year. Funding for
SOGR capital projects will need to be reviewed, reprioritized, and potentially increased in
future budgets to effectively manage building components as they approach the end of their
useful lives.
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:
0 FIN 19-080 Community, Culture & Recreation Grant Application
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer
Denise McGoldrick, General Manager, Infrastructure Services
Page 43 of 86
StaffReport
xmllf t ER finance and Corporate Services Department www.kitchener ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Hagey, Director of Financial Planning & Reporting, 519-741-2200
ext. 7353
PREPARED BY: Ryan Hagey, Director of Financial Planning & Reporting, 519-741-2200
ext. 7353
Mike Seiling, Director of Building, 519-741-2200 ext. 7669
WARD(S) INVOLVED: All Wards
DATE OF REPORT: March 15, 2022
REPORT NO.: FIN -2022-155
SUBJECT: Streamline Development Approval Fund (SDAF)
RECOMMENDATION:
That a total budget of $1,625,000 be established for Streamline Development Approval
Fund (SDAF) projects; and,
That funding for $625,000 be budgeted and transferred from the Building Stabilization
reserve fund with the balance coming from the SDAF grant; and
That the Chief Financial Officer and General Manager of Development Services be
delegated authority, subject to the satisfaction of the City Solicitor, to sign any relevant
documentation and/or agreements pertaining to the Streamline Development Approval
Fund; and further,
That Council Approval Authority be waived, in accordance with the Purchasing By-law,
for the Procurement of Consulting Services greater than $100,000, for any project that is
partially or fully funded from the SDAF.
REPORT HIGHLIGHTS:
• The purpose of this report is to approve the transfer of $625,000 from the Building
Stabilization fund to contribute to the SDAF projects and waive one requirement of the
purchasing by-law due to the tight timeframe to complete the work.
• The financial implications include $1 M of grant funding and $625,000 of Building enterprise
funding. Any implementation costs beyond the eligible project period would be identified as
part of the annual budgeting process.
• Community engagement occurred with several interested parties as part of the Development
Services Review, the Audit and Accountability Fund, and a Council Strategic Session.
• 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 44 of 86
BACKGROUND:
On January 19th, 2022 the Province of Ontario announced a new $45 million Streamline
Development Approval Fund (SDAF). The fund outlines a range of eligible initiatives related to
streamlining development approvals initiatives. This includes things like e -permitting systems,
temporary staff (including fulltime staff or interns) to address backlogs in residential development
approvals, online application portals, and other provincial priorities. The City of Kitchener is
eligible for $1 million in funding through this initiative.
Through engagement with the development industry, agencies, Council and residents on the
Development Services Review, follow up work through the Digital Transformation Solution
review funded by the Province's Audit and Accountability Fund, and the Council Strategic
Session on Priorities for the Planning Division in August 2021 the City of Kitchener has a clearly
articulated set of eligible initiatives to advance.
SDAF timelines are very tight, with final reporting required by February 2023. Any unfinished
work would also be unfunded by SDAF. Because of this, staff are requesting the delegation of
authority to award SDAF related work to streamline the procurement process This would save
between 20-60 days, which would increase the likelihood of work being completed within the
funding timelines set out by SDAF.
REPORT:
Based on previous feedback, staff have developed a list of projects that can be funded by the
Streamline Development Approval Fund. In addition to the $1M provided by SDAF, staff are
recommending supplemental funding of $625,000 be provided by the Building enterprise to help
move ahead some highest priority projects that would not be fully covered by the SDAF grant.
The different projects and their funding sources are shown in the table below.
Page 45 of 86
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
There is no approved budget for SDAF projects, since the funding announcement was
unexpected at the time the 2022 budget was set. The table below outlines the total budget and
the contributions from the SDAF grant and the Building enterprise.
Proposed Budget for SDAF Proiects
Transfer from Buildina Stabilization Reserve Fund 1 $625.000
The Building Stabilization reserve fund balance at the end of 2021 was $14.5M, which is more
than sufficient to fund this transfer. Further, at it's February meeting, the Chief Building Official
informed the Kitchener Development Liaison Committee (KDLC) of the City's intention to
supplement the SDAF grant with $625,000 of funding from the Building enterprise and there was
no objection from the group to do so.
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:
No formal report has been previously provided to Council on this matter, but information
regarding SDAF was shared on January 28th, 2022 via email (from Justin Readman, General
Manager of Development Services).
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services.
Justin Readman, General Manager, Development Services
Page 46 of 86
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Debbie Andrade, Manager, Budgets, 519-741-2200 ext. 7114
Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
WARD(S) INVOLVED: N/A
DATE OF REPORT: February 28, 2022
REPORT NO.: FIN -2022-149
SUBJECT: Temporary Measures — Supply Chain and Inflationary Trends
RECOMMENDATION:
That Council approve the following temporary measures for the remainder of 2022 in
response to current supply chain and inflation related trends:
• Staff be delegated authority to award Solicitations that are within the Council
Approved Budget, thereby reducing the overall timing of awards and increasing
cost certainty for vendors; and
• Staff be directed to prioritize capital projects where needed, and defer projects
where appropriate to address anticipated capital project shortfalls; and
• Staff be authorized to transfer funds of up to 20% between projects or from
appropriate capital reserves to allow high priority projects to still proceed; and
• Staff be delegated authority to extend existing agreements by one year to maintain
continuity of operations and ensure a continuous supply of goods or services.
REPORT HIGHLIGHTS:
• The recommendations in this report address systematic issues (supply chain, inflation,
labour) impacting the successful procurement of goods and services required for City
operations and capital projects;
• The increased project costs are not an anomaly and are being experienced by municipal
counterparts in the Region and across Ontario;
• Temporary measures are required to streamline administrative tasks from both the
purchasing bylaw and the budget control bylaw to mitigate exposure and provide a sense of
urgency to the procurement;
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 47 of 86
Information on projects awarded through these temporary measures will be captured and
reported back to Council;
This report supports the delivery of core services.
BACKGROUND:
The COVID-19 pandemic has caused international supply chain disruptions, including temporary
closures to production factories, and closures/backlogs at key global shipping ports. The rapid
rebound in demand for skilled labour, raw materials, intermediate goods and various logistics
services has been hampered by limited supply. This has hit several markets and is translating
into exceptional price increases, supply shortages and late deliveries.
In addition, the supply chain has been further impacted by a number of other disruptions such
as the Freedom Convoy border blockages which greatly impacted the automotive industry, the
extreme flooding in British Columbia which washed out and damaged railways and highways
cutting off the Port of Vancouver from the rest of the country, and now the Russian invasion on
Ukraine which is mostly impacting the cost of both oil and gas adding to the sharp increase to
the inflation rate.
The effects of the global economy and the strain on the supply chain and labour resources is
likely to continue for the remainder of the year and into 2023 and 2024. The higher than typical
rise in the inflation rate is also expected to remain beyond 2022.
City projects are being directly impacted by these shortages with increased project costs in the
range of 10% - 50% higher across the board. The City's 2022 approved funding is insufficient
for many of the projects moving forward. The recommendations in this report are to address the
risks and pressures for 2022. Staff will look towards implementing additional measures beyond
2022 as well as adjust budgets in the 2023 budget process.
REPORT:
Economic Outlook
In Canada, the COVID-19 pandemic appears to be largely under control for the moment. Despite
this positive news the Canadian economy is still facing the adverse consequences of the
pandemic, which will continue well into 2022 and create only moderate growth in the country.
The Canadian economy is expected to continue to grow, but the gains will be more modest than
could be expected at this point in the business cycle.'
In addition to the ongoing effects of the pandemic on the global economy, there are several other
factors contributing to the continued supply chain issues and rising inflation costs. The
compounding effects of these global crises are making it difficult to predict when the economy
might see some positive news. The recent Freedom Convoy border blockades have already
inflicted significant economic damage on both the U.S. and Canada, weakening supply chains
' 2022 Economic Outlook for Canada I BDC.ca
Page 48 of 86
already hurt by the pandemic. Traffic on the Ambassador Bridge, for example, accounts for a
quarter of all cross-border trade between the U.S. and Canada — with $360 million in trade per
day, according to Reuters2. The Freedom Convoy protests severely impacted the automotive
industry and the supply of automotive parts as well as critical industrial components that fuel the
economy and support critical infrastructure. The extreme flooding in British Columbia which
washed out and damaged railways and highways cutting off the Port of Vancouver from the rest
of the country also impacted the supply of essential goods and supplies. Finally, the recent
Russian invasion on Ukraine is driving up the price of oil and gas as Russia is one of the world's
largest producers of both oil and gas. This could have prolonged impacts on the global economy
and result in higher inflation rates.
Bank of Canada - Inflation
Inflation is a growing concern as CPI inflation for Ontario in January 2022 was 5.7%. Prices for
many goods and services are rising quickly and the prices for food, gasoline and housing are
rising faster than usual. Global supply chain disruptions, weather-related increases in agricultural
prices and high energy prices have put upward pressure on inflation in Canada, and that is
expected to continue in the months ahead. These pressures should ease in the second half of
2022, and inflation is forecasted to decline relatively quickly to around 3% by year end. Further
out, it is expected that demand will moderate, and supply will increase as productivity improves.
This will ease price pressures and bring inflation gradually back close to the 2% target over 2023
and 2024.
There is some uncertainty about how quickly inflation will come down because no one has
experienced a pandemic like this in recent history. As the pandemic fades, conditions will
normalize, and inflation will come down. However, with Canadian labour markets tightening and
evidence of capacity pressures increasing, the Governing Council expects higher interest rates
will be needed to bring inflation back to the 2% target.3
Cost Drivers
The pandemic has presented significant challenges to accurately estimate costs for goods,
services and construction. The main factors that have been driving the unprecedented increase
in these costs are described below:
1. Supply & Demand: Pricing is highly sensitive to the forces of supply and demand. There
is not an abundant level of supply and the demand is high, which equates to price
increases.
2. Backlog: Backlog is the amount of work currently on the books. When there is a high
volume of available projects it allows companies to charge premiums for their work.
3. Labour Costs: Service and construction are labour intensive. Because of this, a large
portion of costs are determined by labour expenses. The current shortage in skilled labour
increases wage costs.
'-'Freedom Convoy' trucker protests worsened U.S. supply chain issues (cnbe.com)
s Monetary Report Press Conference Opening Statement - Bank of Canada
Page 49 of 86
4. Commodity Pricing: Oil, lumber, steel and copper commodity prices - the raw materials
for regular goods as well as construction materials - are at an all-time high. This results
in higher supply and shipping costs.
5. Local Market Disruption: The Golden Triangle is rapidly expanding which strengthens
the risks described above. Increased competition for a limited pool of labour and materials
increases costs.
6. Global Market Disruption: Supply chain delays from blockades, protests, labour
shortages, and global uncertainty result in higher costs.
City Procurements
Over the past few weeks, staff from the Financial Services Department have facilitated meetings
with each of the City divisions who procure goods, services and construction contracts. Through
these discussions several concerns were heard consistently across the divisions related to risks
associated with pricing increases, resource shortages, and supply chain issues. In some cases,
the City is seeing project costs 10% - 50% higher then approved budgets. This will likely continue
for the remainder of the year and into 2023 and 2024.
With responses coming in over budget, staff have been challenged to successfully procure and
award projects in a timely fashion. Staff believe this trend will more prominently impact
procurements in the coming months and likely into 2023.
Page 50 of 86
Page 51 of 86
Recommended Temporary Measures
As all municipalities are experiencing this in the short term, the recommended path to proceed
forward is to create further efficiencies in the procurement process, which will allow the City to
provide appropriate responsiveness and timely award of procurements and have an appropriate
funding structure in place to cover off projects that are deemed priority. To achieve this, the
following recommendations are being made:
1) Reduce overall timing of awards and increase cost certainty for vendors by providing
staff with delegated authority in 2022 to award Solicitations that are within the Council
Approved Budget.
The Purchasing By-law is prescriptive on the scenarios which require a recommendation to be
approved by Council, they are:
• Consulting Services —greater than $100,000;
• Non -Standard Procurement — greater than $100,000;
• Goods/Services/Construction between $100,000 and $750,000 if
o The value of the Bid being recommended for award including any contingency
allowance are in excess of the Council approved budget;
o The project is not specifically identified within the Council approved budget;
o There are other orders of government or granting agencies that require Council
approval; or
o Only one bid was received in response to the solicitation
• Goods/Services/Construction - greater than $750,000
The current by-law requires Council approval for all consulting contracts greater than $100K and
all goods/service and construction contracts over $750K. This results in an average time to
award the contract of 20-60 days after a bid has closed (best practice is 2-21 days).
As an example, in the City's Request for Tender (RFT) process, Contractors are required to hold
pricing for 90 days. Because of increased cost drivers, this is proving difficult for contractors as
their vendors are only holding pricing for up to 30 days.
By removing the need to bring projects already approved by Council through the budget process
back to Council for award, this will reduce overall timing of awards and increase cost certainty
which will benefit both the City and the vendors. The shorter time period is appreciated by the
vendor community, as it would allow their resources to provide potentially better pricing with the
shorter window and be able to prioritize other opportunities. The efficiencies will provide an
opportunity to award the maximum number of projects within approved funding.
2) Address anticipated Capital Project shortfalls in 2022 by directing staff to prioritize
capital projects where needed, defer projects where appropriate, and authorize the
transfer of funds up to 20% between department projects or from appropriate capital
reserves, to allow high priority projects to still proceed.
In accordance with the budget control bylaw, the practice of delegated authority to transfer
money is limited. Any capital project for which anticipated expenditures will exceed the funding
available by an amount greater than 10% of the original budget or $250,000 requires Council
Page 52 of 86
approval. This practice requires a separate report to Council outlining the amount and reason
for the anticipated over -expenditure. In 2022, the reason for anticipated over -expenditure is
common among all divisions as seen with the recent supply chain issues and increased price of
goods and inflationary trends. The intent of this recommendation is to remove the requirement
to come to Council if a recommended award is within 20% of the approved budget, and a funding
source is identified within the Department to cover the shortfall. This will create efficiencies and
allow timely awards on priority projects to secure contracts and pricing.
When a tender or RFP comes in over budget, staff identify other potential funding sources as
options to fund the overage. This includes reviewing capital projects within their department and
determining if there is funding that could be transferred from existing capital projects that are
near completion. This process is often referred to as capital closeouts and typically happens at
the end of the year, but can also occur at any point throughout the year when a project
approaches completion. This would be the first option that Departments would consider.
A second option is for Departments to consider transferring funding from projects that have not
been tendered yet, where the timing of the work is expected to be delayed, and where there is
an opportunity to re -budget the project through the next budget cycle This could mean that
projects expected to proceed in 2022 may be deferred until 2023 or later. For example, if a
department had 5 projects that it was planning to proceed with in 2022, it may mean only
proceeding with 4 and transferring funding from the lowest priority project to help fund the other
four. The project that didn't proceed in 2022 would then be prioritized against other budget
requests in 2023.
Finally, some departments like Facilities Management, have dedicated general provision
accounts (e.g. State of Good Repair) or reserves to support their capital program. These sources
may also be used to cover budgets overages if a project is still determined to be a high priority
to proceed. As outlined in the budget control policy, any transfer from reserves would require
the approval of the Chief Financial Officer, if it was determined that other department specific
funding sources are not available.
Departments regularly prioritize capital work based on the resource availability and timing of the
work/project schedule. They also consider other important criteria to prioritize projects within
their department including:
• Whether the project is grant funded with specific reporting/ completion date requirements
• Specific work that is identified through asset management plans
• Condition assessment data that supports urgent repair/replacement needs
• Integrated project timelines with other work identified in the capital forecast
Any projects where funds are transferred based on this recommendation would be highlighted
for Council through the regular quarterly solicitation award report.
3) Maintain continuity of operations by providing staff with delegated authority in 2022
to extend existing agreements by one year to ensure a continuous supply of goods or
services.
Page 53 of 86
The intent of this recommendation is to extend existing agreements where a) the goods or
service are in short supply, b) competition currently does not exist, or c) production capacity
does not exist until 2023. These supply agreements are deemed critical to providing continued
service to the public. The best method to mitigate the City's risk is to continue to partner with
existing vendors who have capacity already allocated and available for the City. This will
eliminate the need to bring forward non-standard procurement recommendations that fall within
this scope.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The recommendation in this report has no impact on the approved 2022 budget. Departments
were asked to review existing capital balances and consider options of deferring/closing out
capital projects to fund potential overages on projects moving ahead in 2022 and are deemed
priority.
Where departments are unable to fund their overages through the deferral or closure of existing
capital projects or the projects and are above the recommended 20% of the original Council
approved budget as outlined in this report, a separate report will come forward to Council.
These temporary measures will be re-evaluated later in 2022, and 2023 budgets will be adjusted
accordingly through the annual budget process.
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
Page 54 of 86
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: March 21, 2022
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: March 11, 2022
REPORT NO.: FIN -2022-147
SUBJECT: Applications for Cancellation, Refund, Reduction of Taxes —
March 21St Hearing
RECOMMENDATION:
That the applications to City Council for write-off, cancellation, reduction, or refund of
taxes totalling $217,173.11 as attached to Financial Services Department report FIN -2022-
147, 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:
Forty-five 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 $217,173.11. 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 55 of 86
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
$47,854.74
357(1)(c)
Became exempt
$5,978.45
357(1)(d)(i)
Razed by fire, demolition or otherwise
$13,137.89
357(1)(f)
Gross or manifest clerical/factual error (in the assessment roll)
$62,246.29
357(1)(g)
Repairs/renovations preventing normal use
$87,955.74
Total
$217,173.11
In addition to the above, four 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.
STRATEGIC PLAN ALIGNMENT:
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 $51,749.77 and a reduction in BIA levies of zero dollars, both of
which are accommodated within the 2022 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.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer.
ATTACHMENTS:
Attachment A — Council Tax Adjustment 3/21/2022.
Page 56 of 86
Page 57 of 86
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
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 7, 2022
REPORT NO.: FIN -2022-113
SUBJECT: 2021 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 2021 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.
Page 58 of 86
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
N/A
COMMUNITY ENGAGEMENT:
INFORM - The 2021 Statement of Remuneration and Expenses report has been posted to the
City's website with the agenda in advance of the council / committee meeting and will be posted
on the City of Kitchener's Internet site.
PREVIOUS REPORTS/AUTHORITIES:
• Municipal Act, 2001
• By -Law No. 2021-004
APPROVED BY: Jonathan Lautenbach, CFO and City Treasurer, Financial Services
ATTACHMENTS:
Attachment A — 2021 Statement of Remuneration and Expenses
Page 59 of 86
The Corporation of the City of Kitchener
Statement of Remuneration and Expenses
For the year ended December 31, 2021
Index Title
Page
Summary Summary Statement of Council Remuneration and Expenses 2
Schedule 1 Statement of Remuneration 3
Schedule 2 Conferences and Seminars 4
Schedule 3 Meeting Expenses 5
Schedule 4 Home Office and Technology Expenses 6
Schedule 5 Members of Council - Directors of Kitchener -Wilmot Hydro Inc. 7
and Kitchener Power Corp.
Schedule 6 Honorariums of Council Appointees 8
Committee of Adjustment
Committee of Property Standards
Committee of Dog Designation Appeal
Page 60 of 86
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Schedule 1
The Corporation of the City of Kitchener
Statement of Remuneration
For the year ended December 31, 2021
Members of Council
Mayor Berry Vrbanovic
Councillor Scott Davey
Councillor Dave Schnider
Councillor John Gazzola
Councillor Christine Michaud
Councillor Kelly Galloway-Sealock
Councillor Paul Singh
Councillor Bil loannidis
Councillor Margaret Johnston
Councillor Debbie Chapman
Councillor Sarah Marsh
Total Remuneration
Taxable Employment
Remuneration Benefits Total
$ 107,139
$
19,777
$ 126,916
55,120
$
12,262
67,382
55,120
$
13,883
69,003
55,120
$
5,993
61,113
55,120
$
10,693
65,813
55,120
$
14,206
69,326
55,120
$
14,103
69,223
55,120
$
8,913
64,033
55,120
$
11,315
66,435
55,120
$
12,963
68,083
55,120
$
13,676
68,796
$ 658,339
$
137,784
$ 796,123
N ote:
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 Page 62 of 86
Schedule 2
The Corporation of the City of Kitchener
Conferences and Seminars
For the year ended December 31, 2021
Mayor Berry Vrbanovic
Association of Municipalities of Ontario, AGM & Annual Conference
611
Virtual conference, August 15-18, 2021
Bloomberg Harvard City Leadership Initiative
256
New York, New York, September 26-30, 2021
$
867
Councillor Christine Michaud
Association of Municipalities of Ontario, Navigating Conflict Relationships As An Elected
204
Official
Virtual training course, November 9-10, 2021
$
204
Councillor Margaret Johnston
Association of Municipalities of Ontario, Navigating Conflict Relationships As An Elected
204
Official
Virtual training course, November 9-10, 2021
$
204
Councillor Sarah Marsh
Association of Municipalities of Ontario, AGM & Annual Conference
611
Virtual conference, August 15-18, 2021
Federation of Canadian Municipalities, FCM Annual Conference 2021
610
Virtual conference, May 31 -June 4, 2021
$
1,221
Total Conferences and Seminars
$
2,496
4 Page 63 of 86
The Corporation of the City of Kitchener
Meeting Expenses
For the year ended December 31, 2021
Mayor Berry Vrbanovic
Big City Mayors' Caucus Meeting
Ottawa, ON, October 13, 2021
1,393
Federation of Canadian Municipalities, Board of Directors Meeting
Ottawa, ON, November 24-25, 2021 1,680
Miscellaneous Meeting Expenses
575
Total Meeting Expenses $ 3,648
Schedule 3
Page 64 of 86
Schedule 4
The Corporation of the City of Kitchener
Home Office and Technology Expenses
For the year ended December 31, 2021
Members of Council
Operating
Capital
Total
Mayor Berry Vrbanovic
$ 1,324
$ 4,127
$ 5,451
Councillor Scott Davey
1,351
225
1,576
Councillor Dave Schnider
939
0
939
Councillor John Gazzola
1,844
0
1,844
Councillor Christine Michaud
1,456
0
1,456
Councillor Kelly Galloway-Sealock
1,898
498
2,396
Councillor Paul Singh
1,895
920
2,815
Councillor Bil loannidis
1,497
824
2,321
Councillor Margaret Johnston
738
0
738
Councillor Debbie Chapman
1,613
0
1,613
Councillor Sarah Marsh
1,283
0
1,283
Total Home Office and Technology Expenses
$ 15,838
$ 6,594
$ 22,432
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 Page 65 of 86
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, 2021
Members of Council
Directors of Kitchener -Wilmot Hydro Inc.
Mayor Berry Vrbanovic
Directors of Kitchener Power Corp.
Mayor Berry Vrbanovic
Scott Davey (Jan -May)
Sarah Marsh (Jan -May)
Dave Schnider (June -Dec)
Paul Singh (June -Dec)
Meeting
Remuneration Expenses Total
$ 4,741 $ 1,710 $ 6,451
$ 4,741 $ 1,710 $ 6,451
$ 4,741
$ 1,710
$ 6,451
3,923
1,420
5,343
3,923
1,130
5,053
5,559
2,880
8,439
5,559
2,880
8,439
$ 23,705
$ 10,020
$ 33,725
N
Schedule 5
Page 66 of 86
The Corporation of the City of Kitchener
Honorariums of Council Appointees
For the year ended December 31, 2021
Schedule 6
Council Appointees Honorariums
Committee of Adjustment
Denny Cybalski
$
1,250
Robert McColl
1,250
Scott Hannah
1,200
Michael Kidd
1,100
Jennifer Meader
800
$
5,600
Committee of Property Standards
Muhammad Asad
$
675
Brian Santos
675
Michael Pulley
600
Sharlene Mohlman
600
$
2,550
Committee of Dog Designation Appeal
Anne Lawrence
$ 100
8 Page 67 of 86
Staff Report
Financial Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: March 21, 2022
SUBMITTED BY: Ryan Hagey, Director of Financial Planning & Reporting, 519-741-2200
ext. 7353
PREPARED BY: Debbie Andrade, Manager of Budgets, 519-741-2200 ext. 7114
WARD(S) INVOLVED: All
DATE OF REPORT: March 4, 2022
REPORT NO.: FIN -2022-130
SUBJECT: 2021 Year End Variance
RECOMMENDATION:
For Information
REPORT HIGHLIGHTS:
• The purpose of this report is to provide the yearend financial results for City operations
• City operations in 2021 were negatively impacted by COVID-19, leading to deficits in tax -
supported operations ($4.65M), Parking ($3.06M), and Golf ($509k).
• Deficits were fully offset by Safe Restart funding provided by the Federal and Provincial
governments in 2020 and 2021.
• This report supports the delivery of core services.
BACKGROUND:
This is the third and final formal variance report to Council regarding the City's financial
performance versus the 2021 budget. The report and attached schedules include information
regarding:
• Tax supported operating
• Rate supported enterprises/utilities, and
• Supplementary information related to investment income
REPORT:
The City's tax -supported operations ended the year with a significant deficit related
predominantly to the COVID-19 pandemic. The major contributors to the overall negative
variance are the deficits in Sport recreation revenues, Emergency Operations Centre, and
Investment Income. As COVID-19 related restrictions carried into 2021 causing facility closures
and reduced programming these areas continued to be greatly impacted for 2021 with
considerable losses in income for recreational programs (e.g. pools, arenas, sportsfields, and
community centres). These deficits are offset in part by Gapping savings resulting from COVID-
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 68 of 86
19, as well as, regular vacancies. More details about each of the City's tax supported divisions
are provided in the report below and in Schedule 1.
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 increased expenses due to carrying staff wages and
operation expenses during the Provincial closure between April and May. More details about
each of the City's enterprises are provided in the report below and in Schedules 2-8.
In 2020/2021, the City received a total of $20.4M in Safe Restart & COVID-19 Recovery
funding from the Federal and Provincial governments. The City used $9.04M of this funding to
address its 2020 deficits, meaning there was $11 AM available to fund deficits experienced in
2021. The combined deficits in tax supported operations ($4.65M), Parking ($3.06M) and Golf
($509k) in 2021 are $8.2M and are fully covered by Safe Restart & COVI D-19 Recovery
funding. This also means the City is carrying forward $3.1 M of funding to address deficits in
2022. The table below shows the amount of Safe Restart funding received, how it was
applied, and the amounts remaining to be employed in 2022.
Safe Restart Funding Continuity
Operating Fund — Tax Base (Schedule 1)
The City ended the year with an operating deficit of $4.65M (2.3% of expenditures totalling
$207.8M) in tax -supported operations, largely due to the impacts of COVID-19. The deficit
experienced in 2022 was similar to what was experienced in 2021. This was because of the
ongoing COVID-19 pandemic and provincial mandates. The economic realities of COVID-19
have led the City into significant deficits for 2021 and 2022. This comes after a string of five
years having tax -supported operations end the year in a surplus as shown in the table below.
Tax Suauorted Operations — Yearend Position
Surplus/
(Deficit) $0.98M 0.94M $1.42M $1.73M $0.77M ($5.06M) ($4.65M)
This year's deficit was fully funded by Safe Restart funding from the Federal and Provincial
governments which has allowed the City's Tax Stabilization Reserve Fund to end the year with
a balance of $7.7M. 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
may have a negative financial impact on 2022 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.
Page 69 of 86
Significant Variances (over $200, 000)
Community Services Department:
• Bylaw Enforcement had a deficit of $484,000 due primarily to fine revenues, as the City
had not been issuing as many tickets due to the COVID-19 restrictions in place.
Additionally, the collection of defaulted fine amounts was not back to pre -pandemic
levels since the Ministry of Transportation had not been enforcing license plate
renewals, which would ensure outstanding fines are paid.
• Sport had a deficit of $6,384,000 due to reduced revenues as facilities were closed and
programs suspended/modified due to COVID-19 restrictions.
Financial Services Department:
• Revenue had a surplus of $349,000 due to increased property tax certificates and
property tax administration fees.
Development Services Department:
• Planning had a surplus of $477,000 due to higher than anticipated revenues for
Subdivisions and Site Plans.
• Engineering had a surplus of $730,000 due to higher than anticipated revenues for
Subdivisions and Site Plans for which staff time is incurred over several years.
Infrastructure Services Department:
• Facilities Management had a surplus of $1,676,000 due to reduced utility consumption
as a number of City facilities were closed for a portion of the year and/or operating at
reduced capacity due to COVID-19 restrictions. This resulted in significantly lower than
budgeted utility costs.
Parks and Cemeteries had a deficit of $224,000 due to unbudgeted playground repairs
and unbudgeted forestry clean-up requirements.
General Expense:
• Gapping had a surplus of $2,326,000 due to staff savings related to regular vacancies
and COVID-19, as 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) allowing them to take advantage of various income
support programs offered by the Federal government such as the Canada Emergency
Response Benefit (CERB).
• Emergency Operations Centre had a deficit of $1,493,000 due to the COVID-19
pandemic. Example of costs include:
o Purchases of personal protective equipment and other health & safety supplies
o Staff costs related to managing the City's COVID-19 response
o Additional cleaning and minor retrofits of City facilities
Page 70 of 86
General Revenues:
• Supplementary Taxes/Write-offs had a deficit of $1,114,000 due to increased property
tax write-offs related to assessment appeals.
• Payments In Lieu had a surplus of $253,000 due to supplementary PILs
• Investment income had a deficit of $1,613,000 due to Bank of Canada emergency rate
cuts in March 2020, which is lower than the budgeted rate.
• Penalties & Interest had a surplus of $733,000 due to due to an increase is property
taxes receivable.
Enterprises — (Schedules 2 to 8)
While COVID-19 disrupted the operations of the City's enterprises, only Golf and Parking
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 City's
utilities 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)
The Building Enterprise had a surplus of $705,000, which was $2,213,000 better than
budgeted. The main reason for the surplus is that revenues were higher than budget due to
increased permit applications over what was anticipated in the new low rise residential, duplex
conversions, residential improvements and apartment categories. Additionally, expenses were
lower due to staff vacancies.
Golf Enterprise (Schedule 3)
The Golf Enterprise had a deficit of $509,000, which was $14,000 better than budgeted. Safe
Restart funding was used to fully offset the deficit which was caused mostly by expenses
exceeding budget due to carrying staff wages and operational expenses during the Provincial
closure from April 17, 2021 to May 22, 2021.
Page 71 of 86
Parking Enterprise (Schedule 4)
The Parking Enterprise had a deficit of $3,060,000, which was $1,367,000 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 Utilitv (Schedule 5
The Water Utility had a surplus of $1,414,000 which was $1,621,000 better than budgeted.
Water revenues were significantly better than budgeted due to increased volume sales
throughout the year as well as water supply higher than budget due to increased purchase
volumes from the Region, consistent with the increase in sales. Additionally, administration
expense was lower than budget due to savings in internal overheads. Water maintenance
costs were also lower than budget due to proactive maintenance resulting in fewer reactionary
repairs.
Sanitary Sewer Utilitv (Schedule 6
The Sanitary Sewer Utility had a surplus of $5,540,000 which was $4,838,000 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 decreased volumes arising from a dry spring.
Maintenance costs were also lower than budget due to reduced staffing resources as a result
of COVID-19.
Page 72 of 86
Stormwater Utility (Schedule 7)
The Stormwater Utility had a surplus of $236,000 which was $187,000 better than budgeted
due to increased Stormwater fees as a result of higher than expected development in the year.
Like the Water and Sanitary Sewer utilities, maintenance expense was lower than budget due
to savings in staffing resources impacted by COVID-19 and iDEL absences resulting in
program reductions.
Gas Utility (Schedule 8)
The Gas Utility (Total) had a deficit of $1,068,000 which was $551,000 better than budgeted.
Gas Delivery had an unfavourable variance due to lower than anticipated revenues which were
partially offset by savings in expenses due to staff vacancies and increased program revenues
in tank rentals and recoveries from warranty items. Gas Supply sales revenues were lower
than budget due to lower gas consumption from the warmer than normal winter, while Gas
Supply expenses were lower than budget due to lower volumes of gas purchased.
Investment Report (Schedule 9)
All investments made were in accordance with the City's investment policy. Short-term
investment yields to date averaged 1.07% and were well below the average interest rate of
1.64% for all of 2020. The lower rate environment resulted in a deficit of $1.61 M making up part
of the overall tax supported operations deficit of $4.65M, which was fully funded by Safe Restart
funding received from the Federal and Provincial governments.
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 available in
the reserve to offset future deficits, while deficits decrease funds available to deal with
unanticipated funding needs.
Page 73 of 86
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:
• FIN -21-40 2021 June Operating Variance Report
• FIN -21-64 2021 September Operating Variance Report
APPROVED BY: Jonathan Lautenbach
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
Page 74 of 86
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C7
in
U)
U
00
O
00
N
(B