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HomeMy WebLinkAboutCouncil Agenda - 2023-09-251 KiTc�ivER Council Meeting Agenda Monday, September 25, 2023, 7:00 p.m. Council Chambers - Hybrid City of Kitchener 200 King Street W, Kitchener, ON N2G 4G7 People interested in participating in this meeting can register online using the delegation registration form at www.kitchener.ca/delegation or via email at delegation(a)kitchener.ca. Please refer to the delegation section on the agenda below for registration in-person and electronic participation deadlines. Written comments received will be circulated prior to the meeting and will form part of the public record. The meeting live -stream and archived videos are available at www.kitchener.ca/watchnow *Accessible formats and communication supports are available upon request. If you require assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994.* Pages 1. COMMENCEMENT The electronic meeting will begin with a Land Acknowledgement given by the Mayor and the singing of "O Canada." 2. MINUTES FOR APPROVAL Minutes to be accepted as circulated to the Mayor and Councillors (regular meeting held August 28, 2023, and special meetings held August 28 and September 18, 2023) - Councillor B. loannidis. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 4. COMMUNICATIONS REFERRED TO FILE 4.1 Flag Request Under Policy MUN-FAC-442 4.1.a Association des Francophones de Kitchener -Waterloo - September 25, 2023 4.1.b ARTA The Romanian Association - December 1, 2023 4.1.c Ink -stained Wretches - May 3, 2024 5. A 7. PRESENTATIONS 5.1 REEP Green Solutions - Impact Report 5.1.a Mary Jane Patterson, Executive Director and Patrick Gilbride, Associate Director/Manager of Green Infrastructure Programs, REEP Green Solutions. DELEGATIONS Pursuant to Council's Procedural By-law, delegations are permitted to address the Committee for a maximum of five (5) minutes. All Delegations where possible are encouraged to register prior to the start of the meeting. For Delegates who are attending in-person, registration is permitted up to the start of the meeting. Delegates who are interested in attending virtually must register by 5:00 p. m. on September 25, 2023, in order to participate electronically. 6.1 Official Plan Amendment Application OPA22/004/V/KA, Zoning By-law Amendment Application ZBA22/006/V/KA, 130-142 Victoria Street South, 1936026 Ontario Inc., DSD -2023-365, listed as item 7.2.i 6.1.a Victor Labreche, Arcadis Professional Services (Canada) Inc. 6.2 Blue Community 6.2.a Robyn Hamlyn 6.3 Notice of Motion - J. Deneault - Ontario Disability Support Program and Ontario Works Program Rate Increase Advocacy, listed as item 9.3 6.3.a Allan Mills, Extend -A -Family Waterloo Region, and Mary Tindale and Curtis Harjn 6.4 Notice of Motion - D. Chapman - Guaranteed Basic Income, listed as item 9.4 6.4.a Caterina Lindman, Ontario Basic Income Network 6.4.b Beatrice Henry, Basic Income Waterloo Region 6.5 Official Plan Amendment Application OPA23/010/C/CD, Zoning By-law Amendment Application ZBA23/016/C/CD, 332 Charles Street East, 332 Charles GP Inc., DSD -2023-300, listed as item 7.2.j 6.5.a Pierre Chauvin, MHBC Planning and Stephen Litt, Vive Development REPORTS OF COMMITTEES 7.1 HERITAGE KITCHENER - SEPTEMBER 5, 2023 7.1.a Heritage Permit Application HPA-2023-V-015, 30-40 Margaret Avenue, New Building - Townhome Development, DSD -2023-367 "That pursuant to Section 42 of the Ontario Heritage Act, Heritage 15 Page 2 of 55 Permit Application HPA-2023-V-015 be approved, as outlined in Development Services Department report DSD -2023-367, to permit the construction of eight blocks of townhome dwellings, an amenity space, and an internal roadway system with two access points onto Margaret Avenue, on the property municipally addressed as 30-40 Margaret Avenue, in accordance with the plans and supplementary information submitted with the application and subject to the following conditions: 1. That the final Heritage Impact Assessment and Cultural Heritage Protection Plan (Brief) be submitted and approved by the Director of Planning prior to the issuance of a Heritage Permit; 2. That final samples of the building materials and colours be submitted for review by Heritage Planning staff in conjunction with Urban Design prior to the issuance of a building permit; and 3. That the final building permit drawings be reviewed, and heritage clearance provided by Heritage Planning staff prior to the issuance of a building permit." 7.1.b Notice of Intention to Designate, 35 & 43 Sheldon Avenue North Under Part IV of the Ontario Heritage Act, DSD -2023-362 "That pursuant to Section 29 of the Ontario Heritage Act, the Clerk be directed to publish a Notice of Intention to Designate the property municipally addressed as 35 & 43 Sheldon Avenue North as being of cultural heritage value or interest, as outlined in Development Services Department report DSD -2023-362." 7.1.c Notice of Intention to Designate, 90-92 Queen Street South Under Part IV of the Ontario Heritage Act, DSD -2023-358 That pursuant to Section 29 of the Ontario Heritage Act, the Clerk be directed to publish a Notice of Intention to Designate the front facade of the property municipally addressed as 90-92 Queen Street South as being of cultural heritage value or interest, as outlined in Development Services Department DSD -2023-358. 7.2 PLANNING AND STRATEGIC INITIATIVES COMMITTEE - SEPTEMBER 18, 2023 Page 3 of 55 7.2.a Zoning By-law Amendment Application ZBA23/013/S/CD, Lifting of Holding Provision 24H, 134-154 Shanley Street, 2701098 Ontario Inc., DSD -2023-263 That Zoning By-law Amendment Application ZBA23/013/S/CD for 2701098 Ontario Inc., for the property municipally addressed as 134- 154 Shanley Street, for the purpose of removing Holding Provision 24H from the lands specified in the attached 'Map No.1', in the form shown in the 'Proposed By-law' attached to the Development Services Department report DSD -2023-263 as Appendix 'A', be approved. 7.2.b Zoning By-law Amendment Application ZBA23/032/V/CD, Lifting of Holding Provision 43H, 120 Victoria Street South, Glovebox (2019) Inc, DSD -2023-400 That Zoning By-law Amendment Application ZBA23/032/V/CD for Glovebox (2019) Inc., for the property municipally addressed as 120 Victoria Street South, for the purpose of removing Holding Provision 43H from the lands specified in the attached 'Map No.1', in the form shown in the 'Proposed By-law' attached to Development Services Department report DSD -2023-400 as Appendix 'A', be approved. 7.2.c Uncollectable Miscellaneous Receivable Accounts Write -Off, FIN - 2023 -293 That uncollectable Miscellaneous Receivable Accounts amounting to $19,485 be written off against the Allowance for Doubtful Receivables, as outlined in Financial Services Department report FIN -2023-293. 7.2.d Uncollectable Utility Receivable Write -Off, FIN -2023-294 That uncollectable utility accounts amounting to $109,658 be written off against the allowance for doubtful utility receivables, as outlined in Financial Services Department report FIN -2023-294. 7.2.e Applications for Cancellation, Refund, Reduction of Taxes, FIN -2023- 354 That the applications to City Council for write-off, cancellation, reduction, or refund of taxes totalling $656,395.31 as attached to Financial Services Department report FIN -2023-354, be approved, pursuant to Sections 354 and 357 of the Municipal Act, S.O. 2001, c. 25 ("the Act"). 7.2.f Kitchener Public Library, Southwest Public Artwork Commission, DSD -2023-368 That the commission and installation of a new artwork, "Wintertime Stories" by Isaac Murdoch and Nyle Miigizi Johnston, at the Kitchener Page 4 of 55 Public Library's new southwest community facility, be approved, as outlined in Development Services Department report DSD -2023-368; and further, That the Mayor and Clerk be authorized to implement an agreement, satisfactory to the City Solicitor, with the artists' representative, Highness Global Inc., outlining the obligations of the library public art commission. 7.2.g Active Transportation Progress Report, DSD -2023-007 That Development Services Department report DSD -2023-007 be received as the first progress report for the Cycling and Trails Master Plan. 7.2.h Zoning By-law Amendment Application ZBA23/019/W/TS, 229 Wellington Street North, Peter Markin, DSD -2023-382 That Zoning By-law Amendment Application ZBA23/019/W/TS requesting to amend Zoning By-law 2019-051, for Peter Markin, for the property municipally addressed as 229 Wellington Street North, be approved in the form shown in the `Proposed By-law' and `Map No. 1' attached to Development Services Department report DSD -2023-382 as Attachments 'Al' and `A2'. 7.2.i Official Plan Amendment Application OPA22/004/V/KA, Zoning By-law Amendment Application ZBA22/006/V/KA, 130-142 Victoria Street South, 1936026 Ontario Inc., DSD -2023-365 That Official Plan Amendment Application OPA/22/004/V/KA for 1936026 ONTARIO INC. requesting a land use designation change from `Mixed Use' to `Mixed Use with `Specific Policy Area 7' to permit a 25 -storey mixed-use development on the lands specified and illustrated on Schedule `A', be adopted, in the form shown in the Official Plan Amendment attached to Development Services Department report DSD -2023-365 as Appendix `A', and accordingly forwarded to the Region of Waterloo for approval; and, That Zoning By-law Amendment Application ZBA22/006/V/KA for 1936026 ONTARIO INC., for the property municipally addressed as 130-142 Victoria Street South, be approved in the form shown in the `Proposed By-law', and `Map No. 1', attached to Development Services Department report DSD -2023-365 as Appendix `B'; and further, That the Development Concept as provided in the `Addendum to Urban Design Brief dated December 23, 2021, 130-142 Victoria Street South, Kitchener', prepared by Arcadis Professional Services Page 5 of 55 (Canada) Inc., and dated June 14, 2023, attached to Development Services Department report DSD -2023-365 as Appendix `F' be endorsed. 7.2.j Official Plan Amendment Application OPA23/010/C/CD, Zoning By- law Amendment Application ZBA23/016/C/CD, 332 Charles Street East, 332 Charles GP Inc., DSD -2023-300 That Official Plan Amendment Application OPA/23/010/C/CD for 332 Charles GP Inc., for the property municipally addressed as 332 Charles Street East, requesting a land use designation change from `Mixed Use Corridor with Special Policy Area 1' to `Mixed Use Corridor with Special Policy Area 12' to permit a 17 -storey mixed use development on the lands specified and illustrated on Schedule `A', be adopted, in the form shown in the Official Plan Amendment attached to Development Services Department report DSD -2023-300 as Appendix `A', and accordingly forwarded to the Region of Waterloo for approval; and further, That Zoning By-law Amendment Application ZBA23/016/C/CD for 332 Charles GP Inc. be approved in the form shown in the `Proposed By- law', and `Map No. 1', attached to Development Services Department report DSD -2023-300 as Appendix `B'; and, That staff be directed to engage with the applicant to assess the potential for additional density commensurate with community benefits that prioritize, but are not limited to, affordability, and/or environmental considerations; and further, That staff bring forward any viable options for additional density to Council on September 25, 2023. 8. UNFINISHED BUSINESS 8.1 Lived Expertise Working Group - First Year Review, DSD -2023-295, 39 DSD -2023-366 AND Follow-up Report DSD -2023422 "That the following motion be deferred to the September 25, 2023 Council meeting, to allow for an opportunity to further discuss the partnership with the Lived Expertise Working Group (LEWG) and Social Development Centre Waterloo Region (SDCWR) about the preferred approach to establish a City driven Lived Experience Working Group, and during this two month deferral, the City will continue to provide funding to the SDCWR in accordance with the previously approved agreement for the month of September 2023: "That the $30,000 already committed to the operation of the Lived Expertise Working Group (LEWG) for year 2 from Kitchener's Page 6 of 55 operating budget be allocated as outlined in DSD -2023-295; and, That the City transfer $23,600 to the SDCWR (Social Development Centre Waterloo Region) for year 2 costs in accordance with the Purchase of Services Agreement signed June 13, 2022; and further, That staff, together with the facilitator of the Lived Expertise Working Group, report back to Council at the conclusion of the pilot program in 2024 on next steps for the LEWG." Note: An addendum report, Development Services Department report DSD -2023-422 on this matter has been provided for consideration, which was deferred to the Council meeting this date. 9. NEW BUSINESS 9.1 MAYORAL BUSINESS AND UPDATES - MAYOR B. VRBANOVIC 9.2 Notice of Motion - P. Singh - Boulevard Signage Councillor P. Singh has given notice to introduce the following motion for consideration this date: "WHEREAS excessive boulevard signs contribute to visual clutter within our community and pose a safety hazard; and, WHEREAS the current bylaw provision of allowing a 30 -day sign hold after removal is ineffective in deterring the proliferation of boulevard signs; and, WHEREAS utilizing digital innovation could provide an effective solution to monitor and regulate the placement of signs on boulevards; and, WHEREAS providing clearer information of scheduled dates on real estate open houses would benefit residents and deter misuse; and, WHEREAS increasing the fee for infractions would serve as a deterrent for violators of the sign bylaw, THEREFORE be it resolved that the Kitchener Council direct staff take the following actions: a. Work with the Kitchener digital innovation team to investigate the feasibility of developing an app that allows residents to easily report the geo location of boulevard signs. Page 7 of 55 b. Review and amend the Sign Bylaw to require realtors to prominently display either the date or the name of the day of the week for scheduled open houses. c. Remove the provision in the Sign Bylaw that requires a 30 - day sign hold after removal, as it is deemed ineffective in addressing the issue of excessive boulevard signs. d. Implementation of set fines for infractions of the Sign Bylaw to provide a stronger deterrent to violators." 9.3 Notice of Motion - J. Deneault - Ontario Disability Support Program and Ontario Works Program Rate Increase Advocacy Councillor J. Deneault has given notice to introduce the following motion for consideration this date: "WHEREAS social assistance recipients are living in extreme poverty and food insecurity and are at great risk to develop associated health issues; and, WHEREAS the Ontario Works (OW) program is meant for people who have financial need; and, WHEREAS the Ontario Disability Support Program (ODSP) is meant for persons with a disability who are in financial need; and, WHEREAS OW and ODSP rates are below Canada's Official Poverty Line and since social assistance rates were reduced by 21.6% in 1995, rate increases have been nominal, representing an approximate 10% increase over 26 years; and, WHEREAS OW rates have not been increased since 2018 and are not indexed to inflation causing further income inequality, poverty and housing unaffordability; and, WHEREAS a single person can receive up to $1,308 a month on ODSP which is well below the average rent for a one bedroom apartment in the Region of Waterloo; and, WHEREAS a single person can receive up to $733 a month on OW which is well below the average rent for a one bedroom apartment in the Region of Waterloo; and, WHEREAS rental rates in Kitchener, along with other communities, have risen dramatically in recent years, with average one -bedroom rental rates of $2,132 per month according to a July 2023 RBC report; and, Page 8 of 55 WHEREAS provincial programs for affordable housing are based on rent at 80% of market rates so a one bedroom apartment with "affordable rent" is $1,705 in Kitchener; and, WHEREAS Canada Mortgage and Housing Corporation defines housing as "affordable" if it costs less than 30% of a household's before -tax income. Based on this definition, a single person on ODSP can afford rent of $392.40 per month; and, WHEREAS a shelter allowance for an ODSP recipient living on their own is up to $556 per month which is intended to help with rent/mortgage, utilities and other housing costs; and, WHEREAS there are over 12,852 ODSP recipients in Waterloo Region and over 500,000 across the province; WHEREAS there are over 394,000 OW recipients across the province; and, WHEREAS ODSP has been indexed to increase with the inflation rate but is currently $666.67 below the low income cut-off and $1,259.07 below the disability -adjusted low income cut-off, so with the current model, it will consistently rest below the low income cut-off, with even affordable housing rental rates significantly out of reach; and, WHEREAS OW and ODSP perpetuate a welfare trap as funds or benefits are clawed back should a recipient receive income from other sources i.e., employment. This disincentivizes people from working, and/or those who do work are penalized for earning money; THEREFORE BE IT RESOLVED that the City of Kitchener call on the Provincial Government to double current social assistance rates for ODSP and OW recipients to reflect the cost of living and to tie these new rates to inflation so that people can afford to live a dignified life in the Province of Ontario; THEREFORE BE IT FINALLY RESOLVED that a copy of this resolution be sent to the Premier of Ontario, local and area MPs and MPPs and the Association of Municipalities of Ontario for further consideration." 9.4 Notice of Motion - D. Chapman - Guaranteed Basic Income Councillor D. Chapman has given notice to introduce the following motion for consideration this date: Page 9 of 55 "WHEREAS, the City of Kitchener passed a motion in May 2020 calling on the Ontario and Canadian governments to establish a Universal Basic Income (UBI) which is a flat amount paid to all residents; and, WHEREAS a Guaranteed Liveable Basic Income (GLBI) goes to those most in need and phases out as income from other sources increases; and, WHEREAS studies from the Ontario Basic Income pilot, which ended abruptly in 2018, demonstrated improvements in the physical and mental health, labour market participation, food security, housing stability and financial and social well-being of pilot participants; and, WHEREAS The Government of Canada's report Building Understanding: The First Report of the National Advisory Council on Poverty from 2020 used 2016 census data to highlight how poverty disproportionately impacts racialized individuals at twice the rate as compared to non-racialized individuals in Canada at 20.6% and 10.6% respectively; and, WHEREAS the pandemic, rising cost of living and surges in food and housing prices have worsened income inequality and created scenarios where more people find it difficult to meet their basic needs -,and, WHEREAS social assistance recipients are living in extreme poverty and food insecurity and are at great risk of developing associated health concerns; and, WHEREAS in lieu of a provincial or federal anti -poverty strategy, the City of Kitchener has developed programs to decrease the impacts of poverty and income inequality, and to make it possible for residents to participate in programs that provide a better quality of life which can positively improve mental and physical well-being; and, WHEREAS these programs and services are the result of downloading by the provincial and federal governments which would be more fully addressed by a GLBI program; and, WHEREAS implementing a GLBI program has been shown to reduce the need for individuals to apply for multiple support programs in order to maintain a healthy and dignified life; and, WHEREAS the Region of Waterloo and the City of Waterloo Page 10 of 55 recently passed a similar motion and the City of Cambridge will be discussing similar motions; THEREFORE BE IT RESOLVED that the City of Kitchener requests that the Government of Canada and the Province of Ontario work collaboratively to establish an income -tested GLBI to combat poverty, income inequality and economic insecurity within our community; THEREFORE BE IT FINALLY RESOLVED that a copy of this resolution be sent to the Prime Minister of Canada, the Premier of Ontario, local and area MPs and MPPs, the Federation of Canadian Municipalities and the Association of Municipalities of Ontario for further consideration." 10. QUESTIONS AND ANSWERS 11. BY-LAWS 11.1 1 STAND 2ND READING 11.1.a To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. 11.1.b Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. 11.1.c To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. 11.1.d To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. 11.1.e 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.f To confirm all actions and proceedings of the Council for September 25, 2023. 11.2 LATE STARTER BY-LAWS TO BE ADDED TO THE AGENDA, PENDING APPROVAL OF THE REPORTS OF THE COMMITTEES 11.2.a Being a by-law to amend By-law 2019-051, as amended known as the Zoning By-law for the City of Kitchener — 2701098 Ontario Inc. — 134 and 152 Shanley Street. 11.2.b Being a by-law to amend By-law 85-1, as amended known as the Zoning By-law for the City of Kitchener — Glovebox (2019) Inc. — 120 Victoria Street South. Page 11 of 55 12. 13. 14. 11.2.c Being a by-law to amend By-law 2019-051, as amended, known as the Zoning By-law for the City of Kitchener — Peter Markin — 229 Wellington Street North. 11.2.d Being a by-law to adopt Amendment No. 32 to the Official Plan - 130- 142 Victoria Street South. 11.2.e Being a by-law to amend By-law 85-1, as amended, and By-law 2019-051, a amended, known as the Zoning By-laws for the City of Kitchener - 1232119 Ontario Inc. and 1936026 Ontario Inc. — 130 - 142 Victoria Street South. 11.2.f Being a by-law to adopt Amendment No. 131 to the Official Plan - 332 Charles Street East. 11.2.g Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener — 332 Charles GP Inc, 332 Charles Street East. COMMITTEE OF THE WHOLE 12.1 ADMINISTRATIVE REPORTS 12.1.a Nominating Committee Reappointments and Equity, Diversity and 46 Inclusion Enhancements to the Process, COR -2023-337 12.1.b NSP23-044 Multiyear Non -Standard Procurement Suppliers, FIN- 51 2023-420 REPORT OF THE COMMITTEE OF THE WHOLE BY-LAWS 14.1 3RD READING 14.1.a To further amend By-law No. 2019-113, being a by-law to regulate traffic and parking on highways under the jurisdiction of the Corporation of the City of Kitchener. (By-law 2023-121) 14.1.b Being a by-law to amend Chapter 110 of The City of Kitchener Municipal Code regarding By-law Enforcement. (By-law 2023-122) 14.1.c To further amend By-law No. 88-171, being a by-law to designate private roadways as fire routes and to prohibit parking thereon. (By-law 2023-123) 14.1.d To further amend By-law No. 2010-190, being a by-law to prohibit unauthorized parking of motor vehicles on private property. (By-law 2023-124) Page 12 of 55 14.1.e 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. (By-law 2023-125) 14.1.f To confirm all actions and proceedings of the Council for September 25, 2023. (By-law 2023-133) 14.2 LATE STARTER BY-LAWS TO BE ADDED TO THE AGENDA, PENDING APPROVAL OF THE REPORTS OF THE COMMITTEES 14.2.a Being a by-law to amend By-law 2019-051, as amended known as the Zoning By-law for the City of Kitchener — 2701098 Ontario Inc. — 134 and 152 Shanley Street. (By-law 2023-126) 14.2.b Being a by-law to amend By-law 85-1, as amended known as the Zoning By-law for the City of Kitchener — Glovebox (2019) Inc. — 120 Victoria Street South. (By-law 2023-127) 14.2.c Being a by-law to amend By-law 2019-051, as amended, known as the Zoning By-law for the City of Kitchener — Peter Markin — 229 Wellington Street North. (By-law 2023-128) 14.2.d Being a by-law to adopt Amendment No. 32 to the Official Plan - 130- 142 Victoria Street South. (By-law 2023-129) 14.2.e Being a by-law to amend By-law 85-1, as amended, and By-law 2019-051, a amended, known as the Zoning By-laws for the City of Kitchener - 1232119 Ontario Inc. and 1936026 Ontario Inc. — 130 - 142 Victoria Street South. (By-law 2023-130) 14.2.f Being a by-law to adopt Amendment No. 131 to the Official Plan - 332 Charles Street East (By-law 2023-131) 14.2.g Being a by-law to amend By-law 85-1, as amended, known as the Zoning By-law for the City of Kitchener — 332 Charles GP Inc, 332 Charles Street East. (By-law 2023-132) Page 13 of 55 15. ADJOURNMENT Page 14 of 55 OOA ''w Impact Report 2022-2023 We believe that by acting today, we can leave our children a community that is more resilient, vibrant, caring and sustainable. Elanor, Waslander, Board Chair Meaningful actions: it's something we talk a lot about at Reep. Recognizing the global challenge of dramatically reducing carbon emissions, we have a goal of supporting 10,000 meaningful actions by 2030. What do we mean by that? A meaningful action is one that yields results or change: a tree planted, a rain garden installed, a home made more energy or water efficient. Supportive actions such as workshops or energy evaluations are also important, because they give people in the region, and beyond, the tools and knowledge they need to take meaningful action. We look back on this year with awe and appreciation for our community's response to the climate crisis. So many residents come to us with genuine concern and a strong desire to be part of the solution. Page 15 of 55 In particular we've seen a surge of participation in home energy upgrades. Homeowners smartly took advantage of federal and utility incentives to make homes more comfortable and reduce greenhouse gas emissions at the same time. Adapting to our changing climate is also important, through increased tree canopy, native species and flood prevention. We saw strong sustained interest in healthy beautiful yards that perform all of those functions: rain gardens in Kitchener and Guelph, Bloom fin} Box pollinator plants throughout the Region (we've heard of some going as far as Chatham!), and backyard trees planted in Cambridge, Waterloo, Guelph and Kitchener. Reep participants are digging in and Mary Jane Patterson, Executive Director painting our town green. We look forward to next year with a sense of gratitude and excitement for the changes ahead, as longtime board member and Reep co- founder Paul Parker retires, Elanor yields the board chair role to Michelle Watson, and Executive Director Mary Jane plans her retirement in December 2023. We've been preparing for these transitions for several years, and with a strong staff, volunteer and board team in place, we are ready for what lies ahead. Waterloo Region and the Grand River watershed are located on the traditional territory of Indigenous Peoples, including the Haudenosaunee, Anishinaabe and Neutral Peoples. We recognize the enduring presence of the Indigenous peoples we share this land with today, and their contributions to our community. iteaa our full territorial acknowiemehim How Close Are We To Our 2030 Target? By 2030, people impacted by Reep Green Solutions have taken 10,000 meaningful actions to collectively shift our community to a resilient, low -carbon future. Here is our total so far: 3JS4 Meaningful Actions (2020-2023) Page 16 of 55 Program Updates All reported numbers are from the most recent fiscal year (April 1, 2022 to March 31, 2023). 1,130 Meaningful Actions Supportive Actions In 2020, we set a target to empower 10,000 meaningful actions by the year 2030. We also committed to tracking our results to make sure we're achieving that goal, and having an impact in the community. This year, participants in our programs accomplished 1,130 meaningful actions. They installed heat pumps, planted native species, insulated basements and dug into rain gardens, making our community more sustainable with each action. These actions contribute directly to meeting our community targets for adapting to climate change, and reducing greenhouse gases. Participants also took 5,112 supportive actions to learn how to live sustainably through personalized home consultations, webinars, and on -the -ground workshops. Home Energy Efficiency 868 EnerGuide Evaluations There's never been a bettertime to upgrade the o._ 4�410,37s Invested in the Local Economy Home energy upgradesare good for the local 382 Retrofits Installed Out of the 382 energy efficiency upgrades we energy efficiency of our homes. The federal economy! Our participants made significant documented, the most common were attic Greener Homes grant combined with Home investments in their home retrofits last year, insulation, windows and heating/cooling systems, Efficiency Rebate Plus program from Enbridge Gas totaling $4,414,378. including a number of heat pump installations. makes it a perfect time to get an EnerGuide Evaluation. These are dollars that stay in our community and These homeswi li save an estimated $185,040 Last year, we visited 609 homes to provide initial evaluations and 259 homes for a follow-up create local jobs. Participants also received $801,409 in rebate incentives to help cover those costs. annually on energy costs and reduce 410 tonnes of greenhouse gas emissions every year. Congratulations homeowners! evaluation after they followed our Page 17 of 55 recommendations. Reflecting on Water Efficiency Efforts with WET Home Reviews After working with the Region of Waterloo for five years on WET Home Reviews, Reep is no longer delivering this program. During that time, we're proud to have helped residents in 1,964 homes save water. We not only provided advice on ways to conserve water; we also installed 1,498 measures on the spot that helped people to lower their water bills and save water immediately. It was a great experience for us and we're thankful for the chance to be a part of this important program, which is still available through the Region of Waterloo. Our partnership with the Region is still strong. With their help, our team of water advisors has become experts in working with property owners to check how much salt they use in winter. This check is an important first step in making a plan to protect the water we all need. We have also partnered with the City of Guelph to research and provide recommendations on saving water in multi -residential buildings Understanding Energy Poverty in the Waterloo Region Our Senior Energy Programs Manager, Lisa Truong, presenting at Clear Air Partnership's workshop about Applying an Equity Lens to Climate Actions in Toronto City Hall. Embedding equity into the design was a goal from the very beginning of our explorations into an energy efficiency loan program for Waterloo Region. Last year we shared our learning on equity in municipal finance programs across the country. Over the course of 4 different workshops and conferences, 300 attendees heard our equity recommendations, including municipalities, utilities, energy partners, and non-profit organizations. Page 18 of 55 Continuing this work, we developed a data dashboard to analyze and better understand energy poverty in Waterloo Region. We learned that 32,000 people in Waterloo Region pay more than twice the average Canadian for their energy bills, as a percentage of their income. Some demographics are more highly represented. For example, 26% of senior households experience energy poverty, compared with 19% among the general population. Energy costs can be a real financial burden for some households in our community. At 70 years old, Joyce (Kitchener, ON) talks about the challenges: "I always pay my bills. I have learned to live frugally. However that has meant if I'm going to keep warm in my house, for instance, then I don't have the cash to buy gas to go visit my grandchildren as often as I'd like." Read the full blog Reep continues to increase our understanding of energy poverty, and look for ways to develop local solutions. It is one small piece of the larger and urgent issue of affordable housing in our community. Read our "Considerations of Equity in an Efficiency Financing Program" report to learn more. Lisa's Decarbonization Journey Lisa originally had an energy evaluation with us back in 2015 at her home in Kitchener, Ontario. "I was curious about my house, so I had it evaluated;' she said. "When I sold the house, those evaluation documents came in handy." Lisa moved to Cambridge and decided to have an energy evaluation in 2022 after the launch of the Canada Greener Homes Grant. Her main motivation for having an evaluation was to access the rebate program for window replacements. Although she was only initially considering replacing her windows, Lisa's Registered Energy Advisor, Colin, planted the idea of upgrading her heating system with a heat pump. "The best part of his visit was at the end when he turned to me and said would you consider upgrading your furnace. At that time, we had an oil furnace. I hadn't really thought of it and that led us 7/0 down the road to looking at heat exchangers," she said. Reduction in Energy Costs 0.5 Tonnes of GiHG Emissions Reduced Annually $5,600 Received in Rebate Incentives "Colin did a great job on the evaluation. I was amazed that he managed to work around our two cats, and they didn't escape! He was very thorough, and I learned a lot." In the end, she decided on a cold climate air source heat pump, which turned out to be a great success! The heat pump was eligible for the maximum S5,600 rebate incentive through the Canada Greener Homes Grant. She also replaced four windows. Page 19 of 55 4 330 Property Consultations When participants enroll in anyof our Healthy Yards and Neighbourhoods programs, they receive an in-person consultation from ouron-staff Arborist or Healthy Yards Advisor. Each consultation provides our program participants with advice tailored to the needs of 291 Healthy Yards Features 762 Outreach Event Participants Last year, we planted 231 trees chosen by Our tree walks, workshops and community homeowners through the Backyard Tree Planting presentations presented plenty of opportunity for program, and supported residents in installing 64 rain smart features such as rain gardens, i nfiltration galleries and other meaningful actions that make their yards healthier and more resilient. people to learn and then take action in their own back yard. We saw lots of interest: 762 people attended 28 Healthy Yards outreach events this year. A big their property. Whether you plan to install a rain thanks to all who participated for showing your garden or plant a tree, our Healthy Yard Advisors commitment to sustainable living, will work with you to help you achieve your healthy yard goals Leah's Rain Smart Yard "it was fun to educate [others] about rain gardens and their positive impact." Leah Bowman started working on her rain garden project two years ago after discovering Reep through social media and learning that she was part of a "Rain Smart Neighbourhood". Becca, Reep's Healthy Yards Advisor and Manager of Stormwater and Healthy Landscapes Programs, helped Leah brainstorm ideas and construction techniques. In addition to her rain garden, Leah also built an infiltration trench between her house and her neighbour's house. This feature directed runoff further from their houses and towards the strip of land between their driveways, where it can safely soak into the soil. Leah shares, "We're planning to make the above -ground part of the infiltration trench very natural, with plenty of plants and flowers, like a pollinator garden." While Leah collaborated with her neighbour on the infiltration trench, she took charge of the rain garden, with help from her kids. Page 20 of 55 Looking back, Leah recalls, "A few neighbours would stop and ask what was happening. Sometimes I'd see them outside, chatting and pointing towards my yard. It was fun to educate them about rain gardens and their positive impact." 601 Webi nar Attendees Building on the popularity of web inarsduring the pandemic years, we hosted 641 viewers in virtual events from across our different program areas, Among the most popular were our Home Efficiency Rebate Plus live learning sessions, Guelph Rain Garden workshops and Healthy Yards webinar series. 158 Zero Waste Challengers Our Zero Waste Challenge welcomed 158 people and 69 pets in reducing the amount of waste they generate. The new 14 -day challenge was a popular option, with 47 participants trying it out Several events added learning opportunities, including an outdoor screening of Going Circular, a documentary about recycling. 1 jA 4 Youth Cutting Carbon Workshops We took a different approach this year in our Youth Cutting Carbon program.. 25 participants attended 4 workshops focusing on how climate change makes us feel, ways we can take climate action, and the importance of talking about climate change with friends, family and -others in our communty. Justin Trudeau Visits the Reep House for Sustainable Living We were honoured to welcome Prime Minister Justin Trudeau to the Reep House on a beautiful Friday morning in October 2022. The Reep team (and media) were stationed throughout the house and grounds, and the Prime Minister made stops along the way, asking questions and trying out our displays. His visit focused on the anada Greener Homes Initiative which helps people make their homes more energy-efficient in ways the Reep House demonstrates. Prime Minister Trudeau also got down in the soil and planted a native pollinator species in our Habitat Garden. Page 21 of 55 Afterwards we were delighted to have Prime Minister Trudeau stay for pizza, along with Members of Parliament Bardish Chagger, Bryan May, Tim Louis and Valerie Bradford. From the RCMP advance team to the pre -visit inspection (featuring an excellent explosives sniffer dog) to relaxing over pizza and heat pumps with the Prime Minister, this was a visit to remember! ClimateActionWR ATEA1 6n't In• is a collaboration between local municipalities, organizations and community members focused on climate change. It is co -led by Reep Green Solutions and our colleagues at Sustainable Waterloo Ke9hofl. ClimateActionWR transitioned to implementing TransformWR last year, with a main focus on building a strong foundation, engaging more organizations, and accelerating a transition towards an equitable, prosperous, resilient, and low -carbon community. The ClimateActionWR Sector Committees created a visual guide for building owners to reduce emissions, organized home energy retrofit webinars, and conducted research on equity in active transportation and parking incentives for electric vehicles. This year, ClimateActionWR made significant changes to how we engage with the community. We participated in 7 community events, like festivals, gatherings, and farmer's markets, in the Waterloo Region. We had more than 250 conversations with community members about the TransformWR plan and ways people can take action on climate change. Page 22 of 55 Donors Drive Climate Action J��- `_�' -y N love how Reep takes a grassroots approach, educating and taking action to make a real impact in our community.." Mary Ann Vanden Elzen has known about Reep for as long as she can remember. It all began in the mid-90s when she had an energy audit done for her house, although it was through another organization connected to Reep. Since then, she has been a devoted supporter and donor, truly believing in our mission. When it comes to working with Reep on projects alongside the Lakeside Neighborhood and the Friends of Lakeside Park, Mary Ann speaks highly of the experience. "Working with Reep has been really great. Together, we've accomplished some amazing things. In 2017-2018, Reep partnered with the Lakeside Neighborhood to pilot the Rain Smart Neighborhood program, resulting in 40 different installations of rain smart features..." Mary Ann proudly emphasizes her appreciation for Reep's work, stating, "What Reep does is super important. I love how you take a grassroots approach, educating and taking action to make a real impact in our community. I've been supporting Reep for around three to four years now, and it's an organization I really believe in. If anyone is looking to start their sustainability journey, I would encourage them to check out Reep." Donating is a Meaningful Action Donations are an important way for people to create a $28J20 positive impact. By donating to Reep Green Solutions{ donors support programs that lead directly to Total Donations meaningful actions that help fight climate change. Donations are vital to the sustainability of Reep. We extend our deepest gratitude to the donors who decided to support us this year. Page 23 of 55 The financial information in this section is derived from the financial statements for April 1, 2022 to March 31, 2023 which were audited by Clarke Starke & Diegel LLP. Given our strong results in 2021 and the growing urgency for climate action, in 2022 we invested heavily in the future. We increased capacity to meet our community's environmental goals—enhancing Reep's energy programs and data management to support all of our programs. Concurrently, one of our contracts was not renewed, and a grant -funded project was completed, leading to less revenue than the prior year. As all hands come on deck to address our communities' challenges, Reep is prepared and eager to play an increasing role. Financial Summary Expenses Revenue Salaries and benefits $901,635 Core Funding ft Grants $208,219 Contracts $423,689 Client fees $411,537 Donations $28,120 Other income $33,692 Total revenue $1,105,257 Expenses Salaries and benefits $901,635 Program delivery — contracted services and supplies $100,391 Outreach and community engagement $12,801 Rent and occupancy $11,610 Professional fees $35,242 Staff and organizational development $13,588 Office and administration $14,847 Insurance $14,539 Amortization $5,485 Interest and bank charges $16,112 Total expenses $1,126,300 Totals Canada Emergency Rent and ►huge Subsidies Excess (Deficiency) of Revenue over Expenses ($21,043) Page 24 of 55 Grants (Local, Federal, Prnvinninll 14% Other Income 3% Donations 3% Tree Stewards 21% Stormwater Manageme 22% Fee Tor service 37% Revenue Expenses Climate Action WR 3% Water Conservation 8% 1� Contracts 38% Home Energy Efficiency 45% Page 25 of 55 Thank You to Our Funders! Core Funders We couidn't do it withoutyou1 N/ ��0o E nova Region of Waterloo I KiTcHENER LCAMBF IDLE CANADA PEOPLE• PLACE• PROSPERITY Partners in Sustainability 1 Enova CAMB[ZIDGE Region of Waterloo K,R p" WELLESLEY X Wll�110t THE CITY OF WOOLWICH Wati loo TOWNSHIP WATGreen Q Ages I -- Foundation 4911.1 TiN`M'HIPaf^ -[ por [mss Guelph sustainable WATERLOO , REGION I+ I G.— n1 G.—.—I WATERLOO REOI.N ac- . du Canada Kitchener WR O„„,i° �� EcMatldn � s Community COMMUNITY ��� m , Tdlfio i Foundation Utilities ENERGY Canada `°°"d °° ll ae O I roaarmura:9 CCONESTOGA LAURIER C.,— Lif—d Leeming L�cPkrir2g IAvec Treesfar Wool . Woolwich Charitable Research Reserve Ontario 0 Ministry of Colleges and Universities Page 26 of 55 0 I D Tm- Goal: To achieve 10,000 meaningful actions by 2030 R 7 Meaningful Actions (2020-2023) 2022-2023 1,130 Meaningful Actions 5, 112 Supportive Actions Reep Green Solutions Page 28 of 55 v �V SUSTAINABLE GovohotioA4w*4 LS DEVELOPMENT UN SDG 7: Affordable and Clean Energy UN SDG 11: Sustainable Cities and Communities UN SDG 12: Responsible Consumption and Production UN SDG 13: Climate Action Page 29 of 55 M AT E ACT I O Climate ActionWR 250 climate -action focused conversations The ClimateActionWR Sector Committees: • organized home energy webinars • conducted research on equity in active transportation • created a visual guide for building owners to reduce emissions Page 30 of 55 Home Energy Efficiency EnerGuide Evaluations $4,410,378 Invested in the Local Economy Retrofits Installed Reep 4,-irreen Solutions Page 31 of 55 � • Accauntability, measuring equity and Impact of the program: CTJO indicators and stakeholder risk Indicators a • Defrrne the target maritet demo;riphdcs Offering free services as a Rrst step for Income eligible participants Total Debt Service ratio for Participants • Income eldglble participants receive more flexible and lenient loan terms • [eCrne the customer journey One -Stop Window netude financial literacy mformatia Agreement • Energy Coach su energy literacy and edu Healthy Yards & Neighbourhoods 330 Property Consultations 291 Healthy Yard Features r[L Outreach Event Participants Reep li,-1reen Solutions Page 33 of 55 a 1 Join the Zero Waste Challenge 7 -Day Challenge: October 16 - 22, 2023 Register now at reepgreen.ca/zwc Community Engagement 601 Webinar Attendees Zero Waste Challengers kI Youth Cutting Carbon Workshops me: Solutions Page 34 of 55 s y� i ing %ff Wellbe Waterloo i ng / egion N71. OM-' f„• 4 j C nMR�pat � 'Y� f �o RepmoFvreeloo �y �a ICLIIMATE �' 1 AV 1 IONWR �,CQNES7QGA I(n6rldge eP reen� ISolutions aM k.r,EA. E, WR C©MMUN" ENERGY Green ^r� EnergY'�' Communities cRn�o• / 50 ty 2030 Waterloo Region Contradors and Registered Energy 2►► KI N D R E D Advisors Ni Credit Union What's Coming Up? • Home Energy Loan Program Page 36 of 55 Financial Summary Grants (Local, Federal, Provincial) 19% Other Income 3% Donations 3/ Revenue Fee for Service 37 Contracts 38% / 1401 ep Green Solutions Page 37 of 55 Thanks to our Core Funders! Region of Waterloo leem c "I CAMBIDGE CANADA m w- PEOPLE• PLACE PROSPERITY r4 -4 KiTcf-iE-N-ER 40A Enova Page 38 of 55 Staff Report r NJ :R Development Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: September 25, 2023 SUBMITTED BY: Rosa Bustamante, Director of Planning, 519-741-2200 ext. 7319 PREPARED BY: Natalie Goss, Manager, Policy & Research, 519-741-2200 ext. 7648 Garett Stevenson, Manager of Development Review, 519-741-2200 ext. 7070 WARD(S) INVOLVED: All DATE OF REPORT: September 19, 2023 REPORT NO.: DSD -2023-422 SUBJECT: Supplemental Report to DSD -2023-295 Housing for All Strategy Lived Expertise Working Group RECOMMENDATION: That the $30,000 already committed to the operation of the Lived Expertise Working Group (LEWG) for year 2 from Kitchener's operating budget be allocated as outlined in DSD -2023-295; and, That the City transfer $23,600, inclusive of interim funds authorized by resolution of Council on June 26, 2023, to the Social Development Centre Waterloo Region (SDCWR) for year 2 costs in accordance with the Purchase of Services Agreement signed June 13, 2022, extended to August 31, 2023; and, That staff be authorized to extend the Purchase of Services Agreement, signed June 13, 2022 (and extended to August 31, 2023) to June 30, 2024 to complete the second year of the LEWG pilot; and further, That staff, together with the facilitator of the Lived Expertise Working Group, report back to Council at the conclusion of the pilot program in 2024 on the outcome of the pilot. REPORT HIGHLIGHTS: The purpose of this report to provide an update on conversations between Planning staff, the Social Development Center Waterloo Region (facilitator) and the Lived Expertise Working Group. Planning staff recommends to continue proceeding with year 2 of the Lived Expertise Working Group with a specific focus on matters outlined in the LEWG Charter and work plan described in this report. The financial implications are outlined in report DSD -2023-295. *** 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 55 This report has been posted to the City's website with the agenda in advance of the council / committee meeting. The LEWG year 2 work plan was prepared, discussed and agreed to by members of the LEWG and Kitchener Planning staff. This report supports A Caring community through the City's commitment to recognize that stable, secure and affordable housing is a human right. Further, that the City will use equity, diversity and inclusion principles to realize the right to housing. BACKGROUND: On June 26, 2023, Council considered report DSD -2023-295 which sought Council support for the continued funding and work of the Lived Expertise Working Group (LEWG). At this meeting Council resolved: "That the following motion be deferred to the August 28, 2023, Council meeting to allow for an opportunity to further discuss the partnership with the Lived Expertise Working Group (LEWD) and Social Development Centre Waterloo Region (SDCWR) about the preferred approach to establish a City driven Lived Experience Working Group, and during this two month deferral, the City will continue to providing funding to the SDCWR in accordance with the previously approved agreement: • That the $30,000 already committed to the operation of the Lived Expertise Working Group (LEWG) for year 2 from Kitchener's operating budged be allocated as outlined in DSD -2023-295, and, • That the City transfer $23,600 to the SDCWR (Social Development Centre Waterloo Region) for year 2 costs in accordance with the Purchase of Services Agreement signed June 13, 2022, and further, • That staff, together with the facilitator of the Lived Expertise Working Group, report back to Council at the conclusion of the pilot program in 2024 on next steps for the LEWG." On August 28, 2023, Council received a report from Planning staff requesting additional time to confirm a work plan for year 2 with the LEWG, with a commitment to report back to Council on September 25, 2023. REPORT: Throughout July and August, City staff and staff from the Social Development Center Waterloo Region (SDCWR) had conversations about opportunities to continue to work together in the space of lived expertise on housing related matters within Kitchener's jurisdiction. These conversations have led to a mutual understanding of the following; - during year 1, there were some gaps in City staff support, - consistent City staff resourcing is required to support the LEWG work program and help to guide the work of the LEWG, - that Planning staff will continue to provide staff support to the LEWG and will attend two evening meetings a month until June 2024, - a lived expertise lens is irreplaceable and lived experts are valued and bring a diverse perspective to housing related work that is currently underway by the Planning Division, Page 40 of 55 - that decision making and consultation on encampments and encampment related issues are not within the mandate of LEWG and not part of the year 2 work program, - that the mandate of the LEWG, as outlined in the Housing For All Strategy is "A two- year pilot project for staff to work with and learn from a Lived Experience Working Group on addressing housing issues in the city, to gain advice on strategy implementation and monitor progress", and - that stable, secure, affordable housing is a human right and needs to be available for everyone. Additionally, over these same months staff from Kitchener's Planning Division continued to attend and participate in dialogue with the LEWG. The result of these collaborative discussions is a Charter that includes a work plan for year 2 of the LEWG that focuses on: • A re -confirmation of the role/mandate of the LEWG as outlined in the attached Charter and work plan, how its work will advance the implementation of Kitchener's Housing for All Strategy, and a human rights approach to housing as defined in the Housing For All Strategy. • Working collaboratively with City Planning staff on housing related policy matters including the Official Plan review; Rental Housing, Eviction and Displacement Study, and; Housing For All Implementation and Monitoring (e.g. housing needs assessment, understanding and unpacking the success and challenges of implementing Housing for All, understanding housing needs for specific communities, and tracking and monitoring renovictions). Planning staff are supportive of the continuation of the second year of the LEWG pilot and the prioritization of work outlined above. The year 2 Charter and work plan for LEWG refocuses on matters that will assist with the continued implementation of the Housing for All Strategy and will also provide the opportunity to understand and consider lived expertise perspectives on housing as Kitchener embarks on a comprehensive review of its Official Plan. Staff, together with the LEWG, will report back to Council on the successes and areas for improvement of applying a lived expertise lens to the Housing For All Strategy implementation including next steps for the LEWG or alternative. STRATEGIC PLAN ALIGNMENT: This report supports A Caring community through the City's commitment to recognize that stable, secure and affordable housing is a human right. Further, that the City will use equity, diversity and inclusion principles to realize the right to housing. FINANCIAL IMPLICATIONS: As outlined in report DSD -2023-295, there is no impact on the Capital Budget. Kitchener has committed to contributing up to $30,000 annually for the term of the 2 -year pilot to help remove barriers to participation and to remunerate participants for their time and contributions. The recommended allocation of year 2 funds for the LEWG are outlined in DSD -2023-295. Funds for July and August have not yet been provided. Upon signing an extension agreement to the Purchase of Services Agreement signed June 13, 2022, extended to August 31, 2023, staff will transfer $23,600, inclusive of interim funds authorized by resolution of Council on June 26, 2023, to the Social Development Centre Waterloo Region (SDCWR) for year 2 costs in accordance with the Purchase of Services Agreement. Page 41 of 55 COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. COLLABORATION — The LEWG year 2 work plan was prepared, discussed and agreed to by members of the LEWG and Kitchener planning staff. PREVIOUS REPORTS/AUTHORITIES: • DSD -20-214 Housing for All — City of Kitchener Housing Strategy • COR -2022-104 - Housing for All Program Update — 2022 Year in Review • DSD -2023-295 - Housing for All Strategy Lived Expertise Working Group — First Year Review and Rental Housing, Eviction and Displacement Study Update + Year 1 Report • DSD -2023-366 - Supplemental Report to DSD -2023-295 Housing for All Strategy Lived Expertise Working Group APPROVED BY: Justin Readman, General Manager, Development Services ATTACHMENTS: Attachment A — Draft LEWG Year 2 Charter and work plan Page 42 of 55 PROJECT CHARTER AND WORK PLAN Lived Expertise Working Group (LEWG) Year 2 September 19, 2023 Section 1: Overview 1.1 What is Lived Expertise: Lived expertise combines lived experiences of housing marginalization with advocacy experience and connections to diverse communities. Bringing all three elements together is important to ensure the group has the knowledge, experience and supports needed to act as a bridge between the City and diverse communities. 1.2 What is a Human Rights Based Approach: The Human Rights Based Approach we take declares that everyone has the right to permanent and adequate housing. That stable, secure, affordable housing is a human right and needs to be available for everyone (Housing For All Strategy, 2020). Rooted in the International Covenant on Economic, Social and Cultural Rights and affirmed in the National Housing Strategy Act governments in Canada are expected to maintain the right to adequate housing. This has been further informed by developments in case law and the work of advocates, into a human rights lens that affirms everyone's right to safe and dignified housing. 1.3 Meeting Format Evening meeting the first and third Wednesday of every month. Meetings are facilitated by the Social Development Centre Waterloo Region (SDCWR) and attended by Lived Experts, SDCWR staff, and City Planning staff. Section 2: Working Group Member Roles and Responsibilities 2.1 Lived Experts The Lived Expertise Working Group consists of 12 representatives from communities experiencing housing marginalization in the community who provide advise and collaborate on the implementation of the Housing For All Strategy. 2.2 Social Development Centre of Waterloo Region Funds facilitation services (15hr/week) and administer stipends. The facilitation team acts as a bridge of communication and trust between the working group, the City and other members of the community as necessary. Page 43 of 55 2.3 City of Kitchener Staff from the Planning Division who meet with the working group and connect them to projects and other City divisions to ensure lived expertise throughout City housing related initiatives. The City provides funding for stipends and associated meeting supports. Section 3: Mandate 3.1 Housing For All Strategy 2020 A two-year pilot project for staff to work with and learn from a Lived Experience Working Group on addressing housing issues in the city, to gain advice on strategy implementation and monitor progress. (Housing For All Strategy 2020). Section 4: Principles 4.1 Lived Expertise should be incorporated throughout all decision-making regarding housing, homelessness and poverty reduction: from planning to implementation to evaluation and accountability. 4.2 Lived Experts are irreplaceable. Municipalities may not have staff working in these areas that understand the impacts of housing marginalization and the solutions to prevent, mitigate and get people out of homelessness unless you have experienced it yourself. 4.3 Lived experts should be treated the same as other experts, including appropriate compensation (ie. stipends, travel, childcare) and respect. 4.4 The ongoing loss, harm and failure of the housing system needs to be acknowledged and dignified. Lived experience is the harms that arise from the failures and gaps of the system. Group members and consultants need to honour the loss and acknowledge the gaps. 4.5 Lived Experts authentically express themselves and all group members shall do the same. There are limitations such as legal and financial obligations, however group members need to be transparent about limitations. 4.6 The LEWG operates from a human rights -based approach and the enabling of permanent housing with individualized supports. 4.7 Bridges are necessary for success. Lived Experts are bridges to our communities and have very different experiences than others and help is sometimes needed to facilitate communication and understanding across that difference. Lived Experts have partnered with the Social Development Centre to help communicate across power and marginalization. Page 44 of 55 Section 5: Year 2 Work Plan Working collaboratively with City Planning staff on housing related policy matters including the Official Plan review; Rental Housing, Eviction and Displacement Study, and; Housing For All Implementation and Monitoring (e.g. housing needs assessment, understanding and unpacking the success and challenges of implementing Housing for All, understanding housing needs for specific communities, and tracking and monitoring renovictions). Projects within the Scope of Year 2 include: Updating the Official Plan • Applying a Human Rights Based Approach • Lived Expertise Informed Approach Rental Housing, Eviction and Displacement Study • Tenant protections • Displacement toolkit • Rental Replacement Options • How the city facilitates information and tools to community • Data collection Housing for All Strategy Implementation and Monitoring • Housing Needs Assessment • Housing data and monitoring Section 6: Evaluation 6.1 Metrics of success: At the end of this pilot the working group, the City of Kitchener, and the Social Development Centre will collaborate on an anonymous review of the pilot to evaluate our work plan and our scope of work on the Housing For All Strategy. This review will assess our progress on our projects, how the City engaged the working group and incorporated our voices, and how the Social Development Centre facilitated the process. The review will result in a series of recommendations on how lived expertise engagement should continue moving forward. Section 7: Assumptions • Effective problem -solving approaches will be taken to resolve issues. • Decisions, where required, will be made on a timely basis to keep the project on track. Page 45 of 55 Staff Report Corporate Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: September 25, 2023 SUBMITTED BY: Amanda Fusco, Director of Legislated Services, 519-741-2200 ext. 7809 PREPARED BY: Amanda Fusco, Director of Legislated Services, 519-741-2200 ext. 7809 WARD(S) INVOLVED: All DATE OF REPORT: August 17, 2023 REPORT NO.: COR -2023-377 SUBJECT: Nominating Committee — Reappointments for 2022-2024 Term & Equity, Diversity and Inclusion Enhancements to the Process RECOMMENDATION: That representatives' or their designates from the Waterloo Region Community Foundation, Kitchener -Waterloo Multicultural Centre, the United Way Waterloo Region Communities, Capacity Canada, and the Greater Kitchener Waterloo Chamber of Commerce as outlined in Corporate Service Department report COR -2023-377, be re- appointed to the Nominating Committee for a two-year term from November 2022 to November 14, 2024; and, That Clause 2 [eligibility requirement to either reside, work or own property in the City of Kitchener] of Policy 1-63 (Appointment to Boards and Committees) be suspended only for appointment to the Nominating Committee; and, That, in lieu of the Interim Nominating Committee, the Nominating Committee composition be amended to include two Equity Anti -Racism staff members when considering applications to the Equity & Anti -Racism Advisory Committee, in accordance with report COR -2023-377; and further, That the Nominating Committee Terms of Reference, GOV-BOA-010, be amended to reflect the equity, diversity and inclusion enhancements outlined in report COR -2023-377. REPORT HIGHLIGHTS: The purpose of this report is to re -appoint members to the Nominating Committee. The financial implications are none Community engagement includes posting this report online, and consulting with current nominating committee, interim nominating committee and city staff. This report supports the delivery of core services. BACKGROUND: *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 46 of 55 The Nominating Committee (the Committee) has been in place since 2012, with amendments in 2014 and 2021 to reflect changes to the membership and composition noted below. The Committee's mandate is to assess applicants for the City's various Advisory Committees of Council and to present Council with a list of suggested candidates for each committee When assessing applicants, the Committee considers the Terms of Reference for each Advisory Committee as well as the following criteria to determine the best fit for applicants 1) The applicant's 1st choice of committee, whenever possible; 2) The applicant's expertise and interest as outlined in the application; 3) A mix of returning members and new members to support succession planning and continuity within the Committee; and, 4) That, where possible based on citizen interest and application, committee composition reflects the diverse demographics of the City of Kitchener (e.g. diversity in terms of age, residency, race, gender identity, sexuality etc.). The following organizations were appointed to the Committee in 2021 for a term ending November 14, 2022: • Kitchener Waterloo Community Foundation (KWCF) now Waterloo Region Community Foundation - President/Chief Executive Officer or Director of Philanthropy (2021 amendment); • Kitchener -Waterloo Multicultural Centre (KWMC) - Chief Executive Officer; • United Way Waterloo Region Communities (UWayWRC) - Chief Executive Officer or Vice -President of Strategy and Business Development (2021 amendment); • Capacity Canada (CC) - Chief Executive Officer; and, • Greater Kitchener Waterloo Chamber of Commerce (GKWCC) - President/Chief Executive Officer. The members of these organizations have brought their governance and recruiting experience along with their broad community perspective to the selection process for the Advisory Committee recruitments. They have consistently reviewed applications from individuals in a careful and thoughtful way ensuring their selections are in keeping with the Terms of References for the various Advisory Committees as well as the aforementioned criteria. REPORT: Nominating Committee Process In 2021, through report COR -2021-21 staff were directed to support a review of the current Nominating Committee responsible for all Council Advisory Committee appointments through an equity and anti -racism lens to ensure diverse representation for future Nominating Committee appointments. Staff continue to monitor practices undertaken by other municipalities to recruit, select and appoint individuals to advisory committees. The current Committee process is under review with further options being considered to expand the organizations appointed and/or to establish a roster of organizations that could be used to diversify the Committee and its appointment process. However, at this point given the success of the current approach, staff recommends re- appointment of the Committee. Any changes to the Nominating Committee process would be presented in early 2024 in preparation for the 2024-2026 Committee recruitment process. Page 47 of 55 Policy GOV-BOA-63 (Appointment to Boards and Committees) has not been revised with respect to Clause 2 [eligibility requirement to either reside, work or own property in the City of Kitchener] so there is still the need to suspend this Clause to enable the Committee members to serve when the offices of their organizations are not located in Kitchener and/or when the representative does not reside or own property in Kitchener. Interim Nominating Committee In 2021, an Interim Nominating Committee for appointments to the Equity & Anti -Racism Committee was established. The Interim Nominating Committee consisted primarily of members from the former Mayor's Task Force on Equity, Diversity and Inclusion. Staff experienced some difficulties in finding members for the Interim Nominating Committee given its scope and time requirements. The Committee and Interim Nominating Committee were both used at the beginning of the new Council term (November 2022) to recruit and select the slate of applicants required. Enhanced messaging and social media support was undertaken to promote the opportunity for all individuals to apply to serve on advisory committees, quasi-judicial tribunals and local boards, with emphasis that the City was looking for a diverse range of volunteers to lend their unique voices and perspectives to help guide the City's decision-making. In addition to social media and website presence, the recruitment information was circulated to community organizations and stakeholders and disseminated through staff liaisons and members of Council. The Nominating Committee considered 117 applications for advisory committee and quasi- judicial appointment (not including the Equity & Anti -Racism Advisory Committee, and local boards) and recommended 89 members for appointment. The Nominating Committee used the application data fields to assess; ■ skills and interest in serving on the committee, ■ a mix of previously served/serving and new members, ■ a range of ages were reflected, ■ a range of incomes were reflected, ■ a range of genders were reflected, and ■ applicants identifying as a person with a disability or from a racialized or other marginalized group(s). The Interim Nominating Committee considered 28 applications for the Equity & Anti -Racism Advisory Committee and recommended 12 members for appointment. The selection process differed slightly in that the Interim Nominating Committee used an Applicant Review Table with items to consider while reviewing the applicants' responses: • Do they have an active interest in equity and anti -racism at the local level? • Do they have the expertise, knowledge, and experience needed to address social • issues at the municipal level? • Will they attend committee meetings and be actively engaged? • Would serving on the committee enhance their skills, knowledge, or networks? • Would the committee benefit from their participation? • Are they representative of the community the committee aims to amplify (i.e., historically, and intentionally excluded groups)? Page 48 of 55 The Interim Nominating Committee reported on the voluntary demographic data received for both the 28 applicants and the selected 12 to be appointed. Equity, Diversity and Inclusion Enhancements to the Nominating Committee Process In keeping with the 2021 direction from Council, and in consultation with Equity, Anti -Racism & Indigenous Initiatives (EARII) staff, members of the Nominating Committee were surveyed regarding their general experiences on the committee and an equity tool was developed in tanden with the use of equity, diversity and inclusion practices to ensure representation of racialized, marginalized and underrepresented groups in the selection process was considered in conjunction to their qualifications. Results supported the need to assess which organizations participate in the Nominating Committee to ensure diversification of voices, smaller grassroots organization involvement, and cultural and Indigenous representation as well. Members expressed support for including an equity toolkit into their process, similar to the Applicant Review Table used by the Interim Nominating Committee. It is recommended that the voluntary demographic data for all applicants and those recommended for selection be communicated to Striking Committee to further support that recommended appointments are reflective of the community as a whole (diverse in terms of age, residency, race, gender identity, sexuality etc.). Further, Equity staff are; enhancing the equity toolkit for use by the Nominating Committee, recommending the Nominating Committee participate in unconscious bias training and diversification of organizations serving on the Nominating Committee continue to occur. In light of the proposed enhancements above and due to the challenges with filling the open call for the Interim Nominating Committee, EARII staff are also recommending that the Nominating Committee be used for mid-term appointments to the Equity and Anti -Racism Advisory Committee, with the addition of two Equity & Anti -Racism staff members joining the Nominating Committee for those specific selections, in lieu of the Interim Nominating Committee. If supported by Council, it is recommended that the Nominating Committee Terms of Reference, GOV-BOA-010 be amended to reflect the enhancements noted above to ensure the importance of diversification and actions be undertaken are transparent. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Capital Budget — The recommendation has no impact on the Capital Budget. Operating Budget — The recommendation has no impact on the Operating Budget. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. Page 49 of 55 CONSULT – This report has been authored in consultation with Equity Anti -Racism and Indigenous Initiatives staff. COLLABORATE – The Nominating Committee is comprised of individuals who provide direct advice and recommendations regarding the composition of the City's advisory committees and boards. The Interim Nominating Committee is compromised of individuals that participated in the Mayor's Task Force on Equity, Diversity and Inclusion. PREVIOUS REPORTS/AUTHORITIES: • COR -2021-19 - Nominating Committee — Reappointments for 2020-2022 Term • COR -2021-21 - Equity & Anti -Racism Advisory Committee to Council • COR -2022-475 - Nominating Committee – 2022 Appointments to Advisory and Quasi- judicial Committees • COR -2022-477 - Equity & Anti -Racism Advisory Committee Membership Appointments APPROVED BY: General Manager, Corporate Services ATTACHMENTS: em Page 50 of 55 Staff Report Financia( Services Department www.kitchener.ca REPORT TO: Committee of the Whole DATE OF MEETING: September 25, 2023 SUBMITTED BY: Ryan Scott, Chief Procurement Officer, 519-741-2200 ext. 7214 PREPARED BY: Brad Kowaleski, Procurement Specialist, 519-741-2200 ext. 7063 WARD(S) INVOLVED: N/A DATE OF REPORT: September 8, 2023 REPORT NO.: FIN -2023-420 SUBJECT: NSP23-044 Multiyear Non -Standard Procurement Suppliers RECOMMENDATION: That the City proceed with non-standard procurement and enter into agreements with the suppliers listed in Attachment 1 for a period of up to five (5) years; REPORT HIGHLIGHTS: The purpose of this report is to obtain approval to proceed with non-standard procurement in accordance with Procurement By-law 2022-109; The City has arrangements with the suppliers named in Attachment 1 for many years and continuing these partnerships will allow the City to continue standardization of products and delivery of services both internally and externally; This report supports the delivery of core services. BACKGROUND: Through a number of longer-term sourcing activities, the City has standardized on products and services to be able to deliver services both internally and externally to the public through various business models. We are looking to improve and leverage our relationships through longer agreements with each supplier that falls under specific requirements for non-standard procurement, which would provide benefits such as cost control, reduction in sourcing lead time, administration and control, and better pricing. Through analysis of these arrangements, there are a handful where there is an absence of competition due to being the only supplier in Canada, or exclusive rights to distribution in Canada, or due to standardization of products here at the City, or other, and those are being brought forward for recommendation to utilize non-standard procurement, which is allowed under Procurement Bylaw 2022-109. The actual spend will depend on the level of activity throughout the term of the contracts. *** This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994 for assistance. Page 51 of 55 REPORT: In accordance with the Procurement By-law 2022-109, Section 15 — Non -Standard Procurement, Council's approval is required as the total value of the deliverables for this non-standard procurement exceeds the delegated authority. A non-standard procurement is the acquisition of goods, services or construction through a process or method other than the process and method normally required for the type and value of the required deliverables, as identified below: Requirement Procurement Value Excluding Taxes Procurement Process Approval Authority Goods, Services or $30,001 - Non -Competitive or Chief Procurement Construction under the $120,000 Limited Competition Officer circumstances included in Schedule "C". Goods, Services or $120,001 or more Non -Competitive or Council Construction under the Limited Competition circumstances included in Schedule "C". In accordance with the Procurement By-law 2022-109, Schedule "C", The City may acquire goods, services and construction through a non-standard procurement process within specific circumstances listed. Below are the applicable clauses within Schedule "C" and additional information providing justification supporting their use: 2. Where only one supplier is able to meet the requirements of a procurement in order to: a) ensure compatibility with existing products The City has partnered with specific suppliers over the past decade and in some instances, theses partnerships are multiple decades old. To ensure compatibility and standardization with existing products and services being delivered, only one supplier is able to meet specific requirements. The City has run open competitive procurement several times, however, only receive one response from the sole supplier whom can meet the requirements with existing products and service levels. The costs for these products and services are funded in full by a third party via the business model that the division is operating at the end user level. 3. Where there is an absence of competition for technical reasons and the goods or services can only be supplied by one particular supplier and no alternative or substitute exists. For Fire and Fleet specialty vehicles, there is often an original equipment manufacturer, and an authorized distributor of parts and services or repair facility in Ontario only or Canada wide. For that reason, an absence of competition exists and the product or services can only be provided by one supplier and the City procures from those suppliers directly. Page 52 of 55 4. The procurement is for additional deliverables by the original supplier of the goods or services that were not included in the initial procurement if a change of supplier for such additional goods or services: a) cannot be made for economic or technical reasons such as requirements of interchangeability or interoperability with existing equipment, software, services or installations procured under the initial procurement; and b) would cause significant inconvenience or substantial duplication of costs for the City. Considerations include health and safety approval requirements for equipment and arrangements that support standardization Region wide. STRATEGIC PLAN ALIGNMENT: This report supports the delivery of core services. FINANCIAL IMPLICATIONS: Funding for these goods and services are available in the approved annual operating and capital budgets. It is anticipated that the total estimated annual value through these agreements represent approximately $1,820,000. COMMUNITY ENGAGEMENT: INFORM — This report has been posted to the City's website with the agenda in advance of the council / committee meeting. PREVIOUS REPORTS/AUTHORITIES: There are no previous reports/authorities related to this matter. APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department ATTACHMENTS: Attachment 1 — Listing of Non -Standard Procurement Suppliers Page 53 of 55 Attachment 1 — Listing of Non -Standard Procurement Suppliers Item Division Supplier Description of Service Estimated Annual Reason Value 1 Utilities FORTISBC ENERGY Test and Rebuild Meters $50,000/year Ensure compatibility INC. with existing products Repairing and Sealing of Gas Meters 2 Utilities LAKESIDE Gas Meter and Regulator Retrofit $500,000/year Ensure compatibility PERFORMANCE GAS Service with existing products SERVICES 3 Utilities NEPTUNE Water Meters, Appointment Setting $200,000/year Ensure compatibility TECHNOLOGY GROUP Install Services with existing products CANADA 4 Utilities ROMET LIMITED Rotary Meters $135,000/year Ensure compatibility with existing products 5 Fire CITY VIEW BUS & Rosenbauer Parts & Service $30,000/year Goods can only be TRUCK REPAIR supplied by one particular supplier 6 Fire C -MAX FIRE KME Parts & Service $50,000/year Goods can only be SOLUTIONS supplied by one particular supplier 7 Fire COMMERCIAL TRUCK Pierce Parts & Service $50,000/year Goods can only be EQUIPMENT supplied by one articular supplier 8 Fire CHIEFS HEAVY TRUCK Collision/Paint/Body Work on Fire $50,000/year Authorized Repair COLLISION Apparatus Facility for Warranty and other Repair 9 Fire A J STONE COMPANY Misc Fire Supplies - Gas Detection, $95,000/year Health and Safety LTD Vehicle Parts, Equipment approval requirements Helmets and Accessories for equipment, regional Apparatus Firefighting Foam standardization 10 Fire MOTOROLA P25 Radio Hardware Replacement $120,000/year Health and Safety SOLUTIONS CANADA approval requirements INC for equipment, regional standardization Page 54 of 55 11 Fire/Fleet KW SPRING & Spring & Suspension $50,000/year Authorized Repair SUSPENSION LTD Facility for Warranty and other Repair 12 Fleet EPOKE NORTH Epoke Parts and Equipment for $100,000/ year Goods can only be AMERICA INC. Spreaders (standardized) supplied by one particular supplier 13 Fleet JOE JOHNSON Vactor and Elgin Parts and Service $100,000/year Goods can only be EQUIPMENT INC supplied by one articular supplier 14 Fleet WORK EQUIPMENT Trackless Parts & Service $100,000/year Goods can only be (standardized) supplied by one particular supplier Page 55 of 55