HomeMy WebLinkAboutFCS Agenda - 2025-02-241
KiTc��R
Finance and Corporate Services Committee
Agenda
Monday, February 24, 2025, 4:00 p.m. - 4:30 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@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.*
Chair: Councillor S. Davey
Vice -Chair: Councillor B. loannidis
Pages
1. Commencement
2. Disclosure of Pecuniary Interest and the General Nature Thereof
Members of Council and members of the City's local boards/committees are
required to file a written statement when they have a conflict of interest. If a
conflict is declared, please visit www. kitchener. ca/conflict to submit your written
form.
3. Consent Items
The following matters are considered not to require debate and should be
approved by one motion in accordance with the recommendation contained in
each staff report. A majority vote is required to discuss any report listed as
under this section.
3.1
Uncollectable Miscellaneous Receivable Accounts Write -Off December
3
2024, FIN -2025-023
3.2
Uncollectable Utility Write -Off December 2024, FIN -2025-022
6
3.3
2025 Neighbourhood Association Affiliation, CSD -2025-079
9
3.4
2025 Community Grants Tier 2, CSD -2025-047
13
3.5
Proposed Changes to Kitchener's Great Places Awards Program, DSD-
20
2025-067
3.6 Drinking Water Quality Management System (DWQMS) Management 28
Review Summary for 2024, INS -2025-008
3.7 Summary Water Report 2024, INS -2025-009 61
4. 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 2: 00 p.m. on February 24, 2024 in order to participate electronically.
4.1 Item 5.1 - R. Kelly
5. Discussion Items
5.1 New Dundee Road Local Improvement, DSD- 15 m 66
2025-080
6. Information Items
6.1 Belmont BIA Boundary Expansion Update, DSD -2025-065 73
7. Adjournment
Marilyn Mills
Committee Coordinator
Page 2 of 77
i
Staff ReportKAZR
Financial Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Saleh Saleh, Director, Revenue, 519-904-6308
PREPARED BY: Marcy Ignor, Manager Utility Billing and Customer Service, 519-783-
8057
WARD(S) INVOLVED: All
DATE OF REPORT: January 7, 2025
REPORT NO.: FIN -2025-023
SUBJECT: Uncollectable Miscellaneous Receivable Accounts Write -Off
RECOMMENDATION:
That uncollectable miscellaneous receivable accounts amounting to $28,642 be
written off against the Allowance for Doubtful Receivables.
REPORT HIGHLIGHTS:
• As per council policy, approval from Council is required for accounts to be written -off
and sent to an outside collection agency for third party collection efforts.
• Staff have worked diligently in attempting to collect on these accounts but have not been
successful in the process.
• This report recommends that accounts totalling $28,642 be written off and forwarded to
an outside collection agency.
• This report supports the delivery of cores services.
BACKGROUND:
As per council policy FIN -FEE -517 Utility and Miscellaneous Receivable policy, approval
from Council is required for accounts to be written -off and sent to an outside collection
agency for third party collection efforts.
This report represents miscellaneous receivables accounts that are deemed to be
uncollectable by collections staff. Miscellaneous receivables represent services that are
generally billed through the City's financial system (SAP). Examples of miscellaneous
receivables include Direct Detect for alarm monitoring, Parking and Cemetery sales.
Property tax and utility accounts are not included in miscellaneous receivables.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 3 of 77
REPORT:
Staff are recommending that accounts totalling $28,642 be written off and forwarded to a
collection agency. Staff have worked diligently in attempting to collect on these accounts
but have not been successful in the process.
The collection procedures staff have undertaken include:
• Sending customers statements and demand letters.
• Verbal request by telephone or in person.
• Negotiating revised payment terms.
• Applying any deposits held to the outstanding amounts.
• Transferring uncollectable items to the customer's property tax account were
permitted by the Municipal Act.
The current amount being recommended to be written off relates to 20 customer accounts
for services provided in the following areas:
Cemeteries
8,838
Parking
595
Economic Development
3,714
Fire
392
Utilties
15,103
Tota 1
28,642
The cumulative amount of write-offs identified in this report equal $28,642 and relate to the
years 2023 and 2024. The cumulative write-offs are shown in the table below and the
average is well below the targeted upper limit for write-offs set at 0.3% previously approved
by Council.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 4 of 77
Miscellaneous Receivables Write-off
Cumulative
Total $ Invoiced
Write-offs as a
Write-offs for the Year
Year to Date
% of Sales
2024
$
3,591
$
39, 474, 200
0.0091%
2023
$
45,575
$
37,174, 640
0.1226%
2022
$
32,228
$
30,280,755
0.1064%
2021
$
38,573
$
27, 380, 864
0.1409%
2020
$
55,769
$
23, 088, 516
0.2415%
Total
1 $
175,736
$
157,398,975
0.1117%
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 uncollectable accounts will be written off against the Allowance for Doubtful
Receivables account.
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 -FEE -517 Collections- Utility and Miscellaneous Receivable
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 5 of 77
Staff Report
Financia( Services Department www.kitchener.co
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Saleh Saleh, Director, Revenue, 519-904-6308
PREPARED BY: Marcy Ignor, Manager Utility billing and Customer Service, 519-783-8057
WARD(S) INVOLVED: ALL
DATE OF REPORT: January 7, 2025
REPORT NO.: FIN -2025-022
SUBJECT: Uncollectable Utility Receivable Account Write -Off
RECOMMENDATION:
That uncollectable utility accounts amounting to $101,518 be written off against the
allowance for doubtful utility receivables.
REPORT HIGHLIGHTS:
• As per council policy, approval from Council is required for accounts to be written -off and
sent to an outside collection agency for third party collection efforts.
• Staff have worked diligently in attempting to collect on these accounts but have not been
successful in the process.
• This report recommends that accounts totalling $101,518 be written off and forwarded to an
outside collection agency.
• This report supports the delivery of core services.
BACKGROUND:
As per council policy FIN -FEE -517 Utility and Miscellaneous Receivable policy, approval from
Council is required for accounts to be written -off and sent to an outside collection agency for
third party collection efforts.
Utilities receivable represent invoices generally billed through the city's SAP utility billing system.
The majority of these invoices relate to usage for Gas and Water. The current report represents
write-off of utility accounts which have been deemed to be uncollectible up to the end of
December 31, 2024.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 6 of 77
REPORT:
Staff are recommending that accounts totalling $101,518 be written off and forwarded to the
collection agency. Staff have worked diligently in attempting to collect on these accounts but
have not been successful either due to the customer declaring bankruptcy or having no
forwarding address. Any tenant deposits previously received on the uncollectible accounts
have been applied to reduce the debt outstanding. A total of 156 customer accounts are being
recommended to be written off and transferred to a third -party collection agency.
The collection procedures staff have undertaken include:
• Sending customers statements and demand letters.
• Verbal request by telephone or in person.
• Negotiating revised payment terms.
• Applying any deposits held to the outstanding amounts.
• Transferring uncollectable items to the customer's property tax account where permitted
by the Municipal Act.
The cumulative amount of utility write-offs identified in this report equal $101,518 and relate to
the years 2022, 2023 and 2024. The cumulative write-offs are shown in the table below and the
average is well below the targeted upper limit for write-offs set at 0.3% previously approved by
Council.
A five-year summary of write-offs is included in the table below.
Utility Accounts Write-off
Cumulative
Total $ Invoiced
Write-offs as a
Write-offs for the Year
Year to Date
% of Sales
2024
$ 105,873
$ 250, 506, 834
0.0423%
2023
$ 189,874
$ 248, 049, 552
0.0765%
2022
$ 154,220
$ 233, 620, 592
0.0660%
2021
$ 171,585
$ 216, 217, 805
0.0794%
2020
$ 219,812
$ 213, 604, 976
0.1029%
Total
I $ 841,364
$ 1,161,999,759
0.0724%
STRATEGIC PLAN ALIGNMENT:
Page 7 of 77
The recommendation of this report supports the achievement of the city's strategic vision through
the delivery of core service.
FINANCIAL IMPLICATIONS:
The uncollectable accounts will be written off against the Allowance for Doubtful Utility
Receivables account.
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 -FEE -517 Collections- Utility and Miscellaneous Receivable
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Page 8 of 77
Staff Report
1
KI PC'.HENL" R
Community Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Mark Hildebrand, Director, Neighbourhood Programs and Services
PREPARED BY: Teagan McKenna, Manager, Community Centres,
WARD(S) INVOLVED: All
DATE OF REPORT: February 24, 2025
REPORT NO.: CSD -2025-079
SUBJECT: 2025 Neighbourhood Association Affiliation
RECOMMENDATION:
That the list of proposed Neighbourhood Associations, as attached to the Community
Services Department report CSD -2025-079, be approved for affiliation for the year 2025
and added to the City's third -party liability insurance program.
REPORT HIGHLIGHTS:
• The purpose of this report is to seek affiliation approval for Neighbourhood Associations.
• There are no financial implications to this report.
• Community engagement involved the Neighbourhood Association completing a renewal
form to express their interest in reaffiliation. Ongoing, regular engagement with
Neighbourhood Associations continues to be a priority.
• This report supports the delivery of core services.
BACKGROUND:
In July 2002, Kitchener City Council approved Affiliation Policy (MUN-FAC-324) for
Neighbourhood Associations. Developed jointly by City staff and NA representatives, the policy
outlined the roles and responsibilities of both the NAs and the City, and clearly defined NAs
access to City supports and resources. In June 2023 City staff introduced recommendations to
update and modernize the policy (report CSD -2023-125), developed in consultation with NAs
and reflecting current operations of Kitchener's 14 community centers.
To summarize, the updated policy requires NAs to:
• Be a voluntary, not-for-profit, non-partisan, non -denominational group based in a
geographic neighbourhood within the borders of the City of Kitchener.
• Be inclusive of and responsive to the needs of the community within the specific
geographic area defined by the group.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 9 of 77
• Be open to the public and make this known through communication to the residents of
that neighbourhood by, at a minimum, publishing a contact number or through other
means such as a newsletter.
• Report their financial information to the City if they offer programs out of a City -owned
community centre, and have generated more than $20,000 in revenue during the previous
fiscal year.
• Have some level of activity with, at minimum, a contact person.
• Publish an equity, diversity and inclusion policy for the association which commits to
providing a variety of programs that meet diverse needs of the residents. (Staff to assist
NAs to develop in 2025 for 2026 implementation).
• Have some structure for accountability.
The City of Kitchener provides affiliated NAs:
• Coverage by a commercial general liability insurance policy, provided through the
Waterloo Region Municipalities Insurance Pool.
• Access to facilities, program grants, fee assistance program, staff assistance, use of the
City of Kitchener's registration software, and printing for newsletters (subject to guidelines
and budgetary availability).
• Access and use of our registration software for administrative purposes was identified
and added as benefit to NA's
• Access to the City's inclusion support worker program at no cost to the NA
• Access to the City's Leisure access fee assistance program to cover all programming that
is provided by NAs
REPORT:
Staff are seeking council's approval for the annual renewal and affiliation of NAs. This affiliation
is reviewed and approved each year for the following reasons:
• To ensure that NAs on the list are active and continue to meet the criteria for affiliation,
• To ensure that the contact information for affiliated NAs is current, and
• To obtain permission to release contact information to the public and staff.
Twenty-two Neighbourhood Associations are being recommended for affiliation in 2025 (see
attachment A for complete list by ward)
STRATEGIC PLAN ALIGNMENT:
This report supports fostering a caring city together and the delivery of core services.
FINANCIAL IMPLICATIONS:
There are currently no financial implications. Services to NAs are provided through the
Neighbourhood Programs and Services budget and printing process.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting. The approved 2025 affiliation list will be shared with internal
Page 10 of 77
divisions such as Information Technology, Clerk's, and Communications to maintain updated
information for access by the public, Council and staff.
CONSULT — Staff have engaged with Neighbourhood Associations regarding the affiliation
process and will confirm affiliation status for 2025 once approved. Ongoing information sharing,
consultation, and collaboration are taking place with existing Neighbourhood Associations.
Additionally, staff will continue to inform, consult, and collaborate with new and emerging groups
about the affiliation process as needed.
PREVIOUS REPORTS/AUTHORITIES:
• MUN-FAC-324 Affiliation — Neighbourhood Association
• MUN-FAC-415 Facility Booking, Guidelines for Non -Profit Groups
• CSD -2023-125 Modernizing the City's Community Centre Operating Model and
Related Guiding Policies
APPROVED BY: Michael May, Deputy CAO, Community Services
ATTACHMENTS:
Attachment A — List of 2025 Neighbourhood Associations
Page 11 of 77
APPENNDIXA
2025 NAAffiliation by Ward
Ward
Neighbourhood Association
Councillor
1
Bridgeport Community Association
Davey
1 Stanley Park Community Association
2
Centreville -Chicopee Community Association
Schnider
2 Stanley Park Community Association
4
Doon Pioneer Park Community Association
Michaud
5
Huron Community Association
Owodunni
5 Williamsburg Community Association
6
Alpine Neighbourhood Association
Singh
6 Country Hills Recreation Association
6 North Six Neighbourhood Association
8
Cherry Park Neighbourhood Association
Johnston
8 Green Belt Neighbourhood Association
8 Victoria Hills Neighbourhood Association
8 Westmount Neighbourhood Association
9
Cedar Hill Community Group
Chapman
9 Cherry Park Neighbourhood Association
9 Downtown Neighbourhood Alliance
9 Highland -Stirling Community Group
9 Mill Courtland Neighbourhood Association
9 Victoria Park Neighbourhood Association
10
Auditorium Neighbourhood Association
Stretch
10 Central Frederick Neighbourhood Association
10 Downtown Neighbourhood Alliance
10 Eastwood Neighbourhood Association
10 Old Berlin Town Neighborhood Association
Page 12 of 77
'Staff Report Ki�CR
Community Services Department www.kitchener.ca
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Helena Foulds, Manager, Service Coordination & Improvement, 519-904-
5802
PREPARED BY: Carrie Kozlowski, Executive Assistant & Grant Administrator, 519-783-
8144
WARD(S) INVOLVED: All Wards
DATE OF REPORT: February 10, 2025
REPORT NO.: CSD -2025-047
SUBJECT: 2025 Community Grants Tier 2
RECOMMENDATION:
That 2025 community grants (Tier 2) in the amount of $233,653 be approved as outlined
in Attachment A to Community Services Department report CSD -2025-047.
REPORT HIGHLIGHTS:
This report:
• outlines the process used to assess community grant applications.
• lists the organizations/groups that applied for 2025 Tier 2 funding, including the amount of
each request and the recommended grant allocations (see Attachment A).
supports the delivery of core services.
BACKGROUND:
Tier 2 community grants assist organizations/groups providing not for profit services intended
for the common good of residents within the City of Kitchener. These grants typically fund new
or emerging community organizations, events, and/or initiatives. Organizations providing
municipal services in the following sectors are eligible for funding:
• arts and culture
• special events
• sports and recreation
• community support and development
A Peer and Staff Review Committee (PSRC) composed of three community volunteers and five
to six staff (from arts/creative industries, special events, sport development, community
development and grant administration) review applications based on the eligibility criteria set out
in the Council approved Community Investment policy (FIN -GRA -525). This committee allocates
resources within budget availability and makes funding recommendations to Council (outlined in
this report).
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 13 of 77
In November 2018 (CSD -18-088), Council delegated the consideration of appeals to a panel of
staff, which is comprised of the Director of Sport, Director of Economic Development, and
Director of Neighbourhood Programs & Services.
REPORT:
For 2025, the City received 81 Tier 2 grant applications ($816,263 in requested funding). The
total amount of Tier 2 funding available for 2025 is $211,800. The PSRC/appeal panel
recommends funding 53 applications ($233,653).
Highlights of the 2025 Tier 2 grant process include:
• Information sharing: With Corporate Communications and Marketing, a campaign was
developed to promote the 2025 community grant funding opportunity and its benefits to
eligible groups.
• Thorough review of applications: PSRC members completed an independent
review/assessment of the applications against the grant criteria using an online decision-
making platform. Then the committee participated in two group sessions (December 9
and 16, 2024) to develop funding recommendations.
• Opportunity for appeals: Applicant organizations had the opportunity to appeal their
recommended funding allocations. The appeal deadline was January 28, 2025.
• Communication: applicants were notified of the recommended allocations.
Assessment process
PSRC members, both community volunteers and staff, dedicate considerable time and effort to
reviewing/assessing the applications. Each member spent 20+ hours independently reviewing
the applications. Then, the committee came together to review their feedback and make funding
recommendations as a group. The PSRC's diversity of knowledge and expertise, in combination
with the detailed review process whereby applications are considered against the Council -
approved eligibility criteria ensures that funding recommendations are made responsibly within
budget availability.
Appeal process
Tier 2 grant applicants are notified of the PSRC's recommended funding allocations and advised
of the option to appeal the recommendation via an online form. In total, nine organizations
appealed (7 appealed the PSRC's recommended denial of their applications, and two appealed
the grant amount recommended by the PSRC). The total value of the appeal requests is
$86,330. Upon review of the appeal submissions, the appeal panel upheld the PSRC's
recommended denial of 4 of the 9 appellant groups, and allocated 5 an additional $20,275
($12,375 cash, $7,900 in kind).
Page 14 of 77
Organization name
Amount requested
PSRC's
Appeal panel's
recommended
recommended
amount
amount
Afghan Association of
$7,000
$0
$3,400
Waterloo Region
($2,000 cash, $5,000
(in kind)
in kind)
Arts4All
$10,000
$0
$7,000
Canadian Arab Women
$17,549
$7,500
$9,000
Association
($4,000 cash, $13,549
(in kind)
(in kind)
in kind)
Canadian Arabic
$9,000
$0
$0
Orchestra
Crossroads Productions
$1,500
$0
$0
ForUsGirls Foundation
$27,656
$2,625
$5,000
Inc.
($25,000 cash, $2,625
(in kind)
($2,375 cash, $2,625
in kind)
in kind)
Inter Arts Matrix
$9,750 ($7,750 cash,
$0
$0
$2,000 in kind)
Live with Sway
$4,000
$0
$0
Nigerians in the Region
$10,000
$0
$6,000
of Waterloo
($5,000 cash, $5,000
($3,000 cash, $3,000
in kind)
in kind)
Total
$96,455
$10,125
$30,400
Transfers to Tier 1
FIN -GRA -525 outlines that organizations receiving Tier 2 funding for five or more years may be
considered for Tier 1 funding. To be eligible for Tier 1, organizations must:
• be incorporated as a not-for-profit entity or agree to become incorporated within a set
timeframe (12 months, for example),
• enter into a legal agreement with the City, from one to five years in length. The agreement
outlines the responsibilities of the City and the responsibilities of the organization,
including details of services/events for which the grant is provided, financial reporting
requirements, and insurance/indemnity requirements.
Four organizations have received five consecutive Tier 2 grants and thus could be considered
for transfer to Tier 1 with the 2026 grant cycle. However, staff intend to leave these
organizations in the Tier 2 program, given that the community grant program will be
reviewed and revamped in 2025-2026.
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 budget for 2025 Tier 2 community grants is $211,800. The PSRC
recommended allocations $213,378 ($1,578 overallocated). Subsequently, the appeal panel
Page 15 of 77
allocated an additional $20,275 (a total recommended community grant allocation of $233,653),
resulting in a negative variance of $21,853.
Fortunately, a positive variance arising from underusage of in-kind grants allocated in 2024 is
available to fund the negative variance.
COMMUNITY ENGAGEMENT:
INFORM — The 2025 Tier 2 community grant program was advertised on the city's website and
on social media. Previous Tier 2 grant recipients were informed of the 2025 application process.
All grant applicants were informed of the PSRC's recommended grant allocations and were
given the opportunity to appeal their allocations via an online form.
This report has been posted to the City's website with the agenda in advance of the council /
committee meeting.
CONSULT — The PSRC provided invaluable expertise throughout the assessment process.
Their commitment and dedication are very much appreciated. Both applicants and PSRC
members are provided an opportunity to comment on the grant process, and comments are
considered for implementation in the next grant cycle.
ENTRUST — Through the provision of grants, community groups/organizations are entrusted to
deliver valued programs, initiatives and services to the community.
PREVIOUS REPORTS/AUTHORITIES:
• CSD -18-088 Community Grants Appeal Process Update
• FIN -GRA -525 Community Investment Policy
APPROVED BY: Michael May, Deputy CAO, Community Services Department
ATTACHMENTS:
Attachment A — CSD -2025-047
Page 16 of 77
Attachment A: CSD -2025-047
2025 Community Grants Tier 2
Organization Name
2025 grant
2025 type of grant
2025
2025 type of grant
request
request
recommended
recommended
10769142 CANADA INSTITUTE -
$44,100
$0
AFROPOLITAN CANADA
Afghan Association of Waterloo
$7,000
($2,000 cash,
$3,400
(in kind)
Region
$7,000 in kind)
AFKW Association des
$5,000
$0
Francophones de Kitchener -
Waterloo
Arts4AII
$10,000
$7,000
Arts Integration
$7,900
$5,000
Brain Injury Association Waterloo
$2,500
$0
Wellington
Bulgarian Folk Dance School
$3,200
($400 cash, $2,800
$2,800
(in kind)
"Hopa-Tropa, Eha-Ha", Kitchener
in kind)
Canadian Arab Women
$17,549
($4,000 cash,
$9,000
(in kind)
Association
$13,549 in kind)
Caribbean Dreams
$10,000
($8,000 cash,
$2,000
(in kind)
$2,000 in kind)
Cherry Park Neighbourhood
$840
(in kind)
$840
(in kind)
Association
Community Justice Initiatives of
$5,000
$0
Waterloo Region
Community Kitchen Co -Operative
$23,000
$7,720
Kitchener Waterloo Inc.(CKCKW)
COMPASS Refugee Centre
$33,715
$0
Crossroads Productions
$1,500
$0
Cultural Research & Development
$12,000
$0
Projects
Destination55
$43,462
($38,049 cash,
$5,000
$5,413 in kind)
Dog Friendly KW
$9,000
($3,000 cash,
$4,000
(in kind)
$6,000 in kind)
Epilepsy South Central Ontario
$20,000
$0
Forest Hill T -Ball Association
$6,000
($1,000 cash,
$6,000
($1,000 cash,
(FHTBA)
$5,000 in kind)
$5,000 in kind)
ForUsGirls Foundation Inc.
$27,625
($25,000 cash,
$5,000
($2,375 cash,
$2,625 in kind)
$2,625 in kind)
Freedom Centre
$3,500
$0
Freedom Marching Project
$11,850
($10,000 cash,
$5,000
$1,850 in kind)
Grand River Artist Collective
$9,904
($7,000 cash,
$5,000
$2,904 in kind)
Grand River New Horizons Music
$5,000
$3,000
Grand River Opera
$1,000
$1,000
Grassroots Response to the
$25,000
$0
Ukrainian Crisis
Hohner Avenue Porch Party
$4,500
$4,500
Home Range Story Kitchen
$4,970
($4,400 cash, $570
$2,700
($2,200 cash, $500
in kind)
pri kind)
HopeSpring Cancer Support
$15,000
($10,000 cash,
$0
Centre
$5,000 in kind)
Page 17 of 77
Attachment A: CSD -2025-047
2025 Community Grants Tier 2
Organization Name
2025 grant
request
2025 type of grant
request
2025
recommended
2025 type of grant
recommended
How to Get to the Library
$7,174
($2,760 cash,
$4,414 in kind)
$0
Humanity First Waterloo Region
$1,250
($500 cash, $750
in kind)
$0
Inter Arts Matrix
$9,750
($7,750 cash,
$2,000 in kind)
$0
KaPa Seniors Tye & Dye Group
(Informal/Grassroots Group)
$5,550
$1,500
($1,000 cash, $500
in kind)
Keep Your Head Up Foundation
$5,000
$2,500
Kind Minds Family Wellness
$10,000
($9,400 cash, $600
in kind)
$7,500
Kitchener and Waterloo
Cambodian Association
$6,368
$2,500 cash,
$3,868 in kind)
$3,868
(in kind)
Kitchener Blues Community Inc.
$26,300
$20,000 cash,
$6,300 in kind)
$5,000
Kitchener Easy Riders Cycle Club
$7,225
($5,875 cash,
$1,350 in kind)
$7,225
($5,875 cash,
$1,350 in kind)
Kitchener Musical Society Band
$3,500
$2,000
Kitchener Waterloo Youth
Symphony Orchestra Inc.
$5,000
$5,000
Kitchener's Finest
$4,800
$1,500
KW Cycling Academy
$6,731
(in kind)
$6,000
(in kind)
KW Flamenco Fest
$2,500
$2,500
K -W Musical Productions
$13,000
$13,000
K -W Oktoberfest Inc.
$10,000
$10,000
KW Sentro
$19,980
$0
Last Minute Gallery
$10,000
$4,000
Levant Canada
$10,000
$5,000
Level Up
$3,620
$3,150 cash, $470
in kind)
$3,150
LiftOff Black Innovation Hub
$10,000
$6,312 cash,
$3,688 in kind)
$0
Live with Sway
$4,000
$0
Marillac Place
$10,000
$0
Midtown Radio
$10,000
$4,500
Muslim Social Services Waterloo
Region
$10,000
$0
Nigerians in the Region of
Waterloo (NI ROW)
$10,000
$5,000 cash,
$5,000 in kind)
$6,000
($3,000 cash,
$3,000 in kind)
NoteWorthy Singers
$2,500
$2,500
Optimist Club of Southwest
Kitchener
$1,250
(in kind)
$1,250
(in kind)
Pakistan Canada Association
(PCA) Waterloo -Wellington
Counties (WWC)
$5,000
$3,000 cash,
$2,000 in kind)
$3,000
($1,000 cash,
$2,000 in kind)
Persian Group In Kitchener
$11,500
$5,000 cash,
$6,500 in kind)
$2,500
Pinch Arts Company Inc.
$10,000
$6,000
RadioWaterloo Inc.
$6,500
$3,300
Red Maple Seniors Club (RMSC)
$2,300
$0
Red Raccoon Bike Rescue
1$4,000
1$4,000
Page 18 of 77
Attachment A: CSD -2025-047
2025 Community Grants Tier 2
Organization Name
2025 grant
request
2025 type of grant
request
2025
recommended
2025 type of grant
recommended
Ronald McDonald House
Charities South Central Ontario
$25,500
$0
Schneider Creek Porch Party
$4,500
$4,500
Sporas Scattered
(Palestine Art Camp)
$5,000
$2,500 cash,
$2,500 in kind)
$5,000
Sporas Scattered
(Palestine Festival)
$17,000
($10,000 cash,
$7,000 in kind)
$5,000
($2,000 cash,
$3,000 in kind)
Textile
$3,500
$2,000
The Canadian Arabic Orchestra
$9,000
$0
The Canadian Helpers Society
$8,000
$0
The Creek Collective
$4,300
$3,200
The Humane Society of Kitchener
Waterloo and Stratford Perth
$5,000
$0
Three Sisters Cultural Centre
$5,000
$5,000
Tout en Connexion Art Society
Incorporated (TENCAS) - Latin
Dance Wave at Kiwanis
$4,850
($3,850 cash,
$1,000 in kind)
$0
Tout en Connexion Art Society
Incorporated (TENCAS) - Salsa
Fiesta
$5,000
($4,000 cash,
$1,000 in kind)
$0
Unwrap Theatre
$5,000
$5,000
Waterloo Coin Society
$2,500
(in kind)
$2,500
(in kind)
Waterloo Organization of Disc
Sports (WODS)
$5,700
(in kind)
$5,700
(in kind)
Waterloo Wellington Down
Syndrome Society (WWDSS)
$20,000
$0
Women of Dignity International
$6,500
$4,000
Women's Crisis Services of
Waterloo Region (WCSWR)
$45,000
$0
Total
1$816,263
1$233,653
Page 19 of 77
Staff Report
Development Services Department www.kitchener.co
REPORT TO: Planning and Strategic Initiatives Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Rosa Bustamante, Director, Planning and Housing Policy,
519-783-8929
PREPARED BY: Oluseyi Ojurongbe, Project Manager (Planning), 519-783-8941
WARD(S) INVOLVED: All
DATE OF REPORT: February 4, 2025
REPORT NO.: DSD -2025-067
SUBJECT: Kitchener's Great Places Awards program update
RECOMMENDATION:
That the proposed amendments to Kitchener's Great Places Awards program as
detailed in DSD- 2025-067 be endorsed.
REPORT HIGHLIGHTS:
• The purpose of this report is to recommend proposed changes to modernize and
streamline the Kitchener's Great Places Awards (KGPA) program.
• The key findings of this report are that staff are recommending two key changes to
the KPGA, namely, an additional award category to showcase affordable housing
projects and to establish a selection process for the Mike and Pat Wagner Heritage
Awards, consistent with other award categories.
• This recommendation will be accommodated in the KGPA capital budget.
• This report supports the delivery of core services.
BACKGROUND:
In 2015, Council endorsed the establishment of a new comprehensive planning awards
program celebrating a broad range of categories related to excellence in urban design and
cultural heritage conservation. Known as the Kitchener's Great Places Awards (KGPA), the
program honours outstanding development projects that show a commitment to design
excellence and innovation in urban design, sustainability and heritage conservation and
contribute to a built environment that enhances quality of life. Since inception, the program
has brought people together, fostered community pride and contributed to the quality -of -life
Kitchener residents expect. Over the years, the award ceremony has recognized awardees
across 9 categories as listed below:
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 20 of 77
1. Future Design Leaders
2. Master Planning
3. Mike and Pat Wagner Heritage Awards
4. Neighborhood Design
5. People's Choice
6. Placemaking
7. Schmalz Award for Design Leadership
8. Sustainable Kitchener
9. Urban Design Excellence
In preparation for the 2025 edition, staff identified opportunities to improve the program and
highlight additional project types. With a Council priority to build more housing including
affordable housing, a new category is proposed as detailed in this report.
REPORT:
Building on the success of previous editions and as part of the KGPA program going forward,
staff are proposing changes to modernize and enhance consistency in the program in the
two areas below:
1. To include an additional award category, the Affordable Housing Solutions Award to
Kitchener's Great Places Awards:
To further showcase the efforts of housing developers across the city to address the housing
crisis, staff are proposing to include an additional award category focused on affordable
housing. Staff is of the opinion that this award category will highlight and celebrate projects
that incorporate affordable housing while sharing the story of their success, which can
encourage others to take advantage of the City's affordable housing incentives and explore
creative models, programs, and partnerships to create more affordable housing in our
community. Attachment A provides an overview of the Affordable Housing Solutions Award
including eligibility requirements, jury panel composition and nomination criteria.
As detailed in Attachment A, this category seeks to recognize developments that deliver
affordable housing as defined in Kitchener's Official Plan. Staff propose that the jury panel
for this category will include the Director of Planning & Housing Policy and up to four
professionals representing such expertise as urban planning, affordable housing, social
services, urban design and architecture.
Winning project selection will consider projects that incorporate creative or innovative
solutions that prioritize affordability, supportiveness and groups that face greater housing
challenges. Winning projects may spotlight the relationship between other orders of
government, City of Kitchener, and community partners in the successful creation of
affordable housing in our community.
Staff is of the opinion that this addition will further spotlight the City's effort in celebrating the
people, and organizations who make Kitchener a great place to live, work and play,
especially through the provision of affordable housing. Projects nominated in this category
will also be eligible for the People's Choice Award (community vote process) and the
Schmalz Award for Design Leadership (given to a project that demonstrates excellence in
two or more award categories).
Page 21 of 77
2. Jury Panel for award recipient selection for the Mike and Pat Wagner Heritage Awards
as recommended to Heritage Kitchener Committee in DSD -2025-037:
Staff requested and received Heritage Kitchener Committee's endorsement on February 4,
2025, to update the program for the Mike and Pat Wagner Heritage Awards to establish a
heritage jury panel to select award winners.
Staff are seeking to refine the selection process of this category to align with how winning
projects are chosen in other categories. Attachment B provides an overview of the Mike and
Pat Wagner Heritage Award including existing eligibility requirements, award categories,
nomination criteria, and the proposed jury panel composition. Staff propose that the jury
panel for this category will include a representative from the Heritage Kitchener Committee,
the Director of Development & Housing Approvals and up to four other professionals with
expertise in heritage conservation, urban planning, urban design, architecture, and
landscape architecture. The jury panel will review nominated projects and may select up to
four winning projects in a program year, outlining reasons why projects were selected.
This change in process will allow a more comprehensive review of the nominations among
experts in heritage and other related fields. The representative from the Heritage Kitchener
Committee will be selected by that Committee, and staff will maintain communication
throughout the program.
Conclusions:
Staff recommend changes to modernize and streamline the KGPA program which will
continue to showcase and celebrate excellence in city -building supported by the program
enhancements. While timelines for the 2025 KGPA program are still being finalized, staff
anticipate a nomination period to be open this spring with the award event to be held in the
fall. Pending Council's endorsement of the subject program updates, the timelines will be
finalized.
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:
This recommendations in this report will be accommodated in the KGPA capital budget. The
Kitchener Great Places Awards event has steadily grown in scale and attendance over the
last few years and staff will undertake a comprehensive evaluation of the allocated KGPA
budget after the 2025 KGPA event.
COMMUNITY ENGAGEMENT:
INFORM - This report has also been posted to the City's website in advance of the
Committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
CSD -15-083: Urban Design Awards Program Update
DSD -2025-037: Kitchener's Great Places Awards program update
Page 22 of 77
REVIEWED BY: Janine Oosterveld, Manager, Customer Experience and Project
Management
APPROVED BY: Justin Readman, General Manager, Development Services Department
ATTACHMENTS:
Attachment A - Overview of the Affordable Housing Solutions Award
Attachment B - Overview of the Mike and Pat Wagner Heritage Awards
Page 23 of 77
Attachment A: Overview of the Affordable Housing Solutions Award
Eligibility Requirements
The Affordable Housing Solutions Award is open to projects that:
1. Delivered on or supported the vision of affordable housing units in the timeline
identified in the call for nominations.
2. Project must include units that meet the definition of Affordable Housing per the
City's Official Plan.
3. Received all required approvals, is constructed, and occupied.
Award Criteria
The primary criteria for assessing the merit of the projects will be:
• Affordability of the project for residents
• How groups who face greater housing challenges have been supported.
• Innovation or creativity of the housing project or plan including but not limited to
partnerships, construction methods, financing or operations that support affordability,
approaches to community -building, etc.
• Models and programming that could help address affordable housing and housing
security in a sustainable manner.
• Design that provides a positive contribution to the community
Jury Panel
Awardees will be selected by a jury panel comprised of the following:
• Director of Planning and Housing Policy (or designate)
• Up to four professionals which represent such expertise as urban planning, affordable
housing, social services, urban design and architecture.
This jury panel will review the nominated projects for the Affordable Housing Solutions Award to
select one or more winning projects.
Awards selected from among various nomination categories:
Eligible Affordable Housing Solutions Award nominees will also be eligible for two other KGPA
award categories:
1. People's Choice Award: given to a project that receives the greatest number of votes
from the community through a variety of polling options. Projects for consideration will be
short-listed to a group of up to 10 projects from those eligible in the Urban Design,
Page 24 of 77
Neighbourhood Design, Placemaking, Mike & Pat Wagner Heritage, Affordable Housing
Solutions, and Sustainable Kitchener award categories that contribute to making
Kitchener a great city.
2. Schmalz Award for Design Leadership: given to an exceptional project that achieves
overall excellence in meeting the City's objectives in two or more categories - urban
design, heritage conservation, affordable housing and sustainable design. It represents
the best overall project of the awards program. Named after W.H.E. Schmalz, the architect
who designed Kitchener's first City Hall and clock tower (which is now a landmark in
Victoria Park) along with numerous other buildings in the city. His father, W.H. Schmalz,
was mayor when the Town of Berlin became a city.
Page 25 of 77
Attachment B: Overview of the Mike and Pat Wagner Heritage Awards
Eligibility Requirements
The Mike & Pat Wagner Heritage Awards are open to all individuals, businesses,
organizations and institutions that have conserved cultural heritage resources or have
demonstrated commitment to the conservation of cultural heritage resources within
Kitchener. For the award program, cultural heritage resources are defined as:
• properties designated under the Ontario Heritage Act;
• properties listed as a non -designated property of cultural heritage value or
interest on the Municipal Heritage Register; or
• properties identified on the Heritage Kitchener Inventory of Historic Buildings.
Award Categories
Up to 4 heritage awards may be presented in a given award year, and nominations
may be received in one of three categories as follows:
Preservation / Restoration of Cultural Heritage Resources
Preservation projects involve protecting, maintaining and stabilizing the existing form,
material and integrity of a cultural heritage resource while protecting its heritage
attributes and values. Preservation projects generally relate to cultural heritage
resources that are intact and do not require extensive repair, extensive replacement,
alterations or additions.
Restoration projects involve revealing, recovering or representing the state of a cultural
heritage resource or of an individual heritage attribute as it appeared at a particular
period in its history, as accurately as possible, while protecting its heritage value.
Restoration projects are based on physical and documentary or oral evidence.
Rehabilitation / Adaptive Reuse of Cultural Heritage Resources
Rehabilitation and Adaptive Reuse projects involve the sensitive adaptation of a cultural
heritage resource or of an individual heritage attribute for a continuing or compatible
contemporary use, while protecting its heritage value. This may be achieved through
repairs, replacements, alterations and/or additions.
Individual Contributions to the Field of Heritage Conservation
Awarded to individuals, businesses, organizations, institutions who have made
exceptional and/or long-lasting contributions to the conservation of cultural heritage
resources.
Nomination Criteria
Nominations for a Mike Wagner Heritage Award must demonstrate that:
• The conservation project involves a cultural heritage resource;
• The conservation project conserves the heritage attributes and values
associated with the cultural heritage resource;
• The conservation project is located within the City of Kitchener;
• The conservation project is complete; Page 26 of 77
• The conservation project obtained all required approvals such as Building
Permits and Heritage Permits;
• The conservation project has not received a previous Mike Wagner Heritage
Award for the same work; and,
• The individual, business, organization or institution nominated has made
exceptional or long-lasting contributions to the conservation of cultural
heritage resources within the City of Kitchener.
Awards selected from among various nomination categories
Eligible Mike & Pat Wagner Heritage Award nominees in the Preservation / Restoration
of Cultural Heritage Resources and Rehabilitation /Adaptive Reuse of Cultural
Heritage Resources categories will also be eligible to be nominated and receive an
award under two other KGPA award categories:
People's Choice Award: given to a project that receives the greatest number of
votes from the community through a variety of polling options. Projects for
consideration will be short-listed to a group of up to 10 projects from those
eligible in the Urban Design, Neighbourhood Design, Placemaking, Mike & Pat
Wagner Heritage, Affordable Housing Solutions and Sustainable Kitchener award
categories that contribute to making Kitchener a great city.
2. Schmalz Award for Design Leadership: given to an exceptional project that
achieves overall excellence in meeting the City's objectives in two or more
categories - urban design, heritage conservation, affordable housing, and
sustainable design. It represents the best overall project of the awards program.
Named after W.H.E. Schmalz, the architect who designed Kitchener's first City
Hall and clock tower (which is now a landmark in Victoria Park) along with
numerous other buildings in the city. His father, W.H. Schmalz, was mayor when
the Town of Berlin became a city.
Jury Panel
Award winners will be selected by a jury panel comprised of the following:
• A Heritage Kitchener Committee member
• Director of Development & Housing Approvals (or designate)
• Up to four professionals which represent such expertise as heritage
conservation, urban planning, urban design, architecture and landscape
architecture
Page 27 of 77
Staff Report
1
KI PC'.HENL" R
Infrastructure Services Department www.kitchener.co
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Greg St. Louis, Director, Gas & Water Utilities, 519-783-8792
PREPARED BY: Angela Mick, Manager, Quality Management and Water Programs, 519-
783-8792
WARD(S) INVOLVED: Ward(s)
DATE OF REPORT:
REPORT NO.:
January 30, 2025
INS -2025-008
SUBJECT: Drinking Water Quality Management Standard (DWQMS): Management
Review Summary for 2024
RECOMMENDATION:
That the City of Kitchener Drinking Water Quality Management Standard (DWQMS):
Management Review Summary for 2024 Report be received for information.
REPORT HIGHLIGHTS:
• The purpose of this report to inform the decision-making authority about the status of the
drinking water system.
• The key finding of this report is that the Kitchener distribution system meets the requirements
under the Safe Drinking Water Act.
• There are no financial implications of this report.
• This report supports the delivery of core services.
BACKGROUND:
The Safe Drinking Water Act, 2002 and Regulation 188/07, requires the City of Kitchener to be
licensed to operate and maintain Kitchener's water distribution system. Some of the licensing
requirements include the development and management of a Quality Management System
(QMS) and Operational Plan as well as communication to the owner. The City of Kitchener
became licensed in August, 2009 with a Financial Plan submitted in July, 2010. The licence was
renewed in 2024.
Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons who
oversee the municipal drinking water system: "... every person who, on behalf of the municipality,
oversees the accredited operating authority of the system or exercises decision-making authority
over the system". This standard of care includes Council since they have decision-making
authority. Part of the standard of care includes requiring system owners to undertake financial
planning and implement the Drinking Water Quality Management System (DWQMS). The
following link is a guide for municipal councillors to help understand their responsibilities under
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 28 of 77
the Safe Drinking Water Act, 2002 and provides information on how Ontario's drinking water is
safeguarded: Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils
I ontario.ca
Three things to remember as a municipal councillor (as outlined in the above Guide):
• It's your duty. There are legal consequences for not acting as required by the standard of
care, including possible fines or imprisonment.
• Be informed. Your decisions can have an impact on public health. You don't have to be
an expert in drinking water operations, but you do need to be informed about them.
• Be vigilant. It is critical you never take the drinking water safety for granted or assume all
is well with the drinking water systems under your care and direction.
REPORT:
The purpose of this report is to inform Council as the decision-making authority about the status
of the drinking water system on an annual basis. The Kitchener water distribution system meets
the requirements under the Safe Drinking Water Act. There are specific areas that must be
reported per regulatory requirements, which include; but are not limited to consumer feedback,
results of infrastructure review, results of audits and summary of maintenance.
The DWQMS requires Top Management to "report the results of the management review, the
identified deficiencies, decisions and action items to the Owner". Top Management is defined
as "a person, persons or group of people at the highest management level within an Operating
Authority that makes decisions respecting the QMS and recommendations to the Owner
respecting the subject system or subjects systems". The Owner of the water utility is the
Corporation of the City of Kitchener, represented by City Council.
The 2024 Management Review was completed with Top Management: Denise McGoldrick,
General Manager, Infrastructure Services, Greg St. Louis, Director, Gas & Water Utilities, and
Tammer Gaber, Manager, Operations (Gas & Water) as well as Ras Sonthisay, Supervisor,
Training (Gas and Water Utilities), Angela Mick, Manager, Quality Management and Water
Programs and Dean Chapman, Quality Management System Specialist. The Management
Review report is attached.
Highlights of the report are:
• The Summary Water Report -2024 (INS -2025-029) confirmed that the drinking water
system was in compliance with regulatory water sampling requirements during 2024. The
DWQMS Management Review confirms the continuing adequacy and effectiveness of
the quality management system which includes compliance, customer feedback,
operational performance, audit information etc. as outlined in this report.
• The Water Infrastructure Program (WIP) maintenance achievements (specific areas of
improvement identified by WIP):
o Cleaned approximately 135km of watermain in 2024.
o Water quality complaints increased slightly in 2024. There were 140 complaints
total with 28 discoloured water complaints for 2024; which has increased slightly
from 2023. The majority of complaints are internal issues (e.g. low pressure from
a water softener).
0 20 broken valves and/or failing valves were either replaced or removed which
allows for quicker isolation for water emergencies. This number does not include
Page 29 of 77
the majority of valve replacements through road reconstruction projects. Broken
valves are tracked in real time and the majority are addressed within weeks (except
for winter or if they are part of future reconstructions).
o Approximately 1,877 valves were proactively operated (23%); the majority were
within the watermain cleaning area and the 2024 reconstruction areas. Operating
valves ensures that they will work when they are needed in an emergency or for
construction activities.
o Completed spring and fall maintenance of fire hydrants.
o Underground utility locates — continued to meet regulatory requirements with a
combination of in-house and contract staff (approximately 14,300 locates
completed).
0 2,295 services are protected by Backflow Prevention Devices (BFP) — the focus is
on high-risk use. These devices prevent cross connections and potential
contamination of the distribution system. A dashboard was developed to track
customer notification by grids and compliance.
o Lead testing program was completed in spring and fall.
• Air relief valves in chambers inspections/chamber pump outs (approximately 1020) were
not completed in 2024; however they have been started in 2025. There were 2 boulevard
style air reliefs installed in 2024 to eliminate flooding risk within the chambers.
• There were 55 watermain breaks in 2024, which is lower than the 5 -year average of 66.
The 5 -year average also dropped from 73 to 66/year.
• Approximately 1,115 aging/problem water meters were replaced. A new process was
developed for metering large buildings under construction. The process to install new
build meters was streamlined which resulted in faster billing for consumption.
• Approximately 350 hydrants were painted as part of the corrosion protection program,
painting will continue in 2025. Hydrants are also stencilled with the watermain diameter
for the Fire Department.
• Unaccounted for water was 4.5% which is significantly lower than the average. The
unaccounted for water generally fluctuates around 10% (9-12%), with 10% being the
approx. 10 year average). This significant drop is under further investigation.
• Pressure reducing valve maintenance was completed.
• Replaced watermains as outlined in the 2024 City of Kitchener Engineering & Water Utility
Capital Forecast.
• The Drinking Water Licence was renewed.
• External audit determined that the management system is effectively implemented and
maintained and recommended continued certification of accreditation for the municipal
drinking water system.
• As a result of a locating process review, council approved the new positions of:
Supervisor, Damage Prevention, four new Locators, Damage Prevention and one new
Draftsperson. These positions allowed the corporation to respond in more timely manner
in accordance with the new Ontario One Call Regulations. All positions except for the
Draftsperson were filled.
• Watermain Break App was modified to include the most critical infrastructure information
(water and gas) to staff via Smartphones or tablets.
• Developed a SharePoint site to manage watermain commissioning as well as emergency
response.
Page 30 of 77
Commenced the water component of the Official Plan to identify any water upgrades
required and /or potential limitations for future growth.
Continuing Areas of Focus are:
• Continue with the mapping QA/QC for the remainder of the City.
• Build upon the success of the hydrant spring mobile field inspections and develop a fall
mobile field inspection.
• Proceed with new mapping solution to replace ArcReader infrastructure mapping.
• Various system upgrades including SAP and CityWorks (work management system).
• On-going work related to the Water Asset Management Plan including Levels of Service,
Risk and Lifecycle Management.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The recommendation has no impact on the Capital or Operating Budgets.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting. The Drinking Water Quality Management Policy is available on the
Kitchener Utilities website.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter; however the Management
Review Summary Reports are provided on an annual basis with the last report being INS -
2024 -050.
APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services
ATTACHMENTS:
Attachment A — Drinking Water Quality Management Standard Review - 2024
Page 31 of 77
r6
Kitchener
Utilities
Kitchener Utilities
City of Kitchener Drinking Water Distribution System
Drinking Water Quality Management
Standard
Management Review - 2024
The contents of this document are the intellectual property of Kitchener Utilities and cannot be reproduced
and/or distributed to any individual or organisation without the written authorization of Kitchener Utilities.
Page 32 of 77
Mtchener� City of Kitchener Water Distribution
Utilities
DWQMS Management Review
TABLE OF CONTENTS
PartA - Introduction..................................................................................................................................................3
Purpose..................................................................................................................................................................3
ExecutiveSummarY...............................................................................................................................................3
Background............................................................................................................................................................5
Other Related Water Quality Reports.................................................................................................................
6
QualityManagement System PolicY.....................................................................................................................7
PartB — Management Review..................................................................................................................................7
SystemDescription................................................................................................................................................7
Water Infrastructure Program (WIP)..................................................................................................................
8
Incidents of Regulatory Non Compliance...........................................................................................................
8
Incidences of Adverse Drinking Water................................................................................................................
8
Deviations from Critical Control Points Limits and Response...........................................................................10
Effectiveness of the Risk Assessment Process..................................................................................................
15
Results of External and Internal Audits..............................................................................................................i6
OperationalPerformance...................................................................................................................................
17
Raw Water Supply and Drinking Water Quality Trends.....................................................................................i8
Follow-up on Action Items from Previous Management Reviews...................................................................i8
Status of Management Action Items Identified Between Reviews.................................................................i8
Changes That Could Affect the Quality Management System..........................................................................i8
ConsumerFeedback............................................................................................................................................19
Resources Needed to Maintain the Quality Management System..................................................................
zo
Results of the Infrastructure Review................................................................................................................
zo
Summaryof Maintenance...................................................................................................................................
21
Effectiveness of Maintenance............................................................................................................................i4
Operational Plan Currency, Content and Updates............................................................................................i5
StaffSuggestions.................................................................................................................................................i5
WaterConservation.............................................................................................................................................i5
Other....................................................................................................................................................................
25
2
Page 33 of 77
Kitchener City of Kitchener Water Distribution
Utilities
DWQMS Management Review
PART A - INTRODUCTION
Purpose
The purpose of this report is to inform the decision-making authority about the status of the drinking
water system. The Drinking Water Quality Management Standard (DWQMS) under the Ministry of
Environment, Conservation and Parks (MECP) requires management to review and evaluate the
continuing suitability, adequacy, and effectiveness of the Quality Management System at least once
a calendar year and that the results of the management review, identified deficiencies, decisions and
action items are provided to Council as the `Owner' of the drinking water system.
Executive Summary
Highlights of the report are:
• The Summary Water Report -2024 (INS -2025-029) confirmed that the drinking water system
was in compliance with regulatory water sampling requirements during 2024. The DWQMS
Management Review confirms the continuing adequacy and effectiveness of the quality
management system which includes compliance, customer feedback, operational
performance, audit information etc. as outlined in this report.
• The Water Infrastructure Program (WIP) maintenance achievements (specific areas of
improvement identified by WI P):
o Cleaned approximately 135km of watermain in 2024.
o Water quality complaints increased slightly in 2024. There were 140 complaints total
with 28 discoloured water complaints for 2024; which has increased slightly from 2023.
The majority of complaints are internal issues (e.g. low pressure from a water
softener).
o zo broken valves and/or failing valves were either replaced or removed which allows
for quicker isolation for water emergencies. This number does not include the majority
of valve replacements through road reconstruction projects. Broken valves are tracked
in real time and the majority are addressed within weeks (except for winter or if they
are part of future reconstructions).
o Approximately 1,877 valves were proactively operated (23%); the majority were within
the watermain cleaning area and the 2024 reconstruction areas. Operating valves
ensures that they will work when they are needed in an emergency or for construction
activities.
o Completed spring and fall maintenance of fire hydrants.
o Underground utility locates — continued to meet regulatory requirements with a
combination of in-house and contract staff (approximately 14,300 locates completed).
o 2,295 services are protected by Backflow Prevention Devices (BFP) — the focus is on
high-risk use. These devices prevent cross connections and potential contamination of
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the distribution system. A dashboard was developed to track customer notification by
grids and compliance.
o Lead testing program was completed in spring and fall.
• Air relief valves in chambers inspections/chamber pump outs (approximately 1020) were not
completed in 2024; however they have been started in 2025. There were z boulevard style air
reliefs installed in 2024 to eliminate flooding risk within the chambers.
• There were 55 watermain breaks in 2024, which is lower than the 5 -year average of 66. The 5 -
year average also dropped from 73 to 66/year.
• Approximately 1,115 aging/problem water meters were replaced. A new process was
developed for metering large buildings under construction. The process to install new build
meters was streamlined which resulted in faster billing for consumption.
• Approximately 35o hydrants were painted as part of the corrosion protection program,
painting will continue in 2025. Hydrants are also stencilled with the watermain diameter for
the Fire Department.
• Unaccounted for water was 4.5% which is significantly lower than the average. The
unaccounted for water generally fluctuates around 10% (9-12%), with 1o% being the approx. to
year average). This significant drop is under further investigation.
• Pressure reducing valve maintenance was completed.
• Replaced watermains as outlined in the 2024 City of Kitchener Engineering & Water Utility
Capital Forecast.
• The Drinking Water Licence was renewed.
• External audit determined that the management system is effectively implemented and
maintained and recommended continued certification of accreditation for the municipal
drinking water system.
• As a result of a locating process review, council approved the new positions of: Supervisor,
Damage Prevention, four new Locators, Damage Prevention and one new
Draftsperson. These positions allowed the corporation to respond in more timely manner in
accordance with the new Ontario One Call Regulations. All positions except for the
Draftsperson were filled.
• Watermain Break App was modified to include the most critical infrastructure information
(water and gas) to staff via Smartphones or tablets.
• Developed a SharePoint site to manage watermain commissioning as well as emergency
response.
• Commenced the water component of the Official Plan to identify any water upgrades required
and /or potential limitations for future growth.
Continuing Areas of Focus are:
• Continue with the mapping QA/QC for the remainder of the City.
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• Build upon the success of the hydrant spring mobile field inspections and develop a fall mobile
field inspection.
• Proceed with new mapping solution to replace ArcReader infrastructure mapping.
• Various system upgrades including SAP and CityWorks (work management system).
• On-going work related to the Water Asset Management Plan including Levels of Service, Risk
and Lifecycle Management.
Background
One of recommendations from Justice O'Connor's Part Two Report of the Walkerton Inquiry was
"The Ministry of the Environment should require the owners of municipal water systems to obtain
an owner's licence for the operation of their waterworks". Justice O'Connor also recommended
that the Owners and Operating Authorities of these systems implement a quality management
approach to operations and management. As a result of these recommendations a Drinking Water
Quality Management Standard (DWQMS) under the Safe Drinking Water Act, 2002 was released in
October 2006.
The Safe Drinking WaterAct, 2002 and Regulation 188/07, requires the City of Kitchener to be licensed
to operate and maintain Kitchener's Water Distribution System. Some of the licensing requirements
include the development and management of a Quality Management System (QMS) and Operational
Plan as well as communication to the Owner. The City of Kitchener became licensed in August 2009
with a Financial Plan originally submitted in July 2010. Renewals of the Licence and Financial Plan
were complete and brought forward to Council every 4-5 years thereafter prior to each Drinking
Water System License renewal. The Licence was renewed in 2024.
Section 19 of the Safe Drinking Water Act, 2002 imposes a statutory standard of care on persons who
oversee the municipal drinking water system: "...every person who, on behalf of the municipality,
oversees the accredited operating authority of the system or exercises decision-making authority
over the system." This standard of care includes Council since they have decision-making authority
as the `Owner" of the system. Part of the standard of care includes requiring system owners to
undertake financial planning and implement a QMS.
The following link is a guide for municipal councillors to help understand their responsibilities under
the Safe Drinking Water Act, 2002 and provides information on how Ontario's drinking water is
safeguarded: Taking Care of Your Drinking Water: A Guide for Members of Municipal Councils I
ontario.ca
Three things to remember as a municipal councillor (as outlined in the above Guide):
• It's your duty. There are legal consequences for not acting as required by the standard of care,
including possible fines or imprisonment.
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• Be informed. Your decisions can have an impact on public health. You don't have to be an
expert in drinking water operations, but you do need to be informed about them.
• Be vigilant. It is critical you never take the drinking water safety for granted or assume all is
well with the drinking water systems under your care and direction.
Other Related Water Quality Reports
The City of Kitchener Summary Water Report for 2024 is a regulatory report provided to Council,
which provides a summary of drinking water including adverse water quality incidences and water
volume.
The Kitchener Distribution System prepares an annual summary of the number of tests taken within
the distribution system as well as the range of the results. A copy of this report is available on the
Kitchener Utilities website.
The Kitchener Distribution System is part of an Integrated Urban System, meaning the Regional
Municipality of Waterloo is responsible for water treatment and the development and operation of
a trunk water network to distribute treated water to Kitchener, Cambridge, Waterloo, Woolwich, and
Wilmot. There is a variety of groundwater supply wells (8o%), treatment facilities as well as a Grand
River (20%) source. The Region of Waterloo's water infrastructure system is complex, consisting of
numerous supply sources, pressure zones, reservoirs, and pumping stations. Ensuring sufficient
pressure and quantities to meet current and planned growth requires a long-term, co-ordinated
strategy. The Region provides annual summaries for each supply and the information is available on
their website with a link available at the Kitchener Utilities website.
A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener supplies water
to a small section of Waterloo (Ira Needles area) and water travels through the Kitchener distribution
system to Breslau (Woolwich). The City of Waterloo's water quality report is available on their
website.
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Quality Management System Policy
Kitchener Utilities owns, maintains, and operates the City of Kitchener's Drinking Water Distribution
System. At Kitchener Utilities, we are committed to supplying the City with safe drinking water. We
work together as the City of Kitchener and the Region of Waterloo to keep water matters top of
mind. We are committed to these principles:
1. Quality
Kitchener water is safely treated and regularly tested according to government legislation and
regulations for the consistent delivery of safe, quality drinking water. We are committed to
maintaining and continually improving the Quality Management System and complying with
applicable legislation.
2. Trust
Trust us to look after your water needs by delivering quality water and reliable service.
3. Value
Tap water is the most economical choice.
4. Communication
We will communicate openly with the public concerning matters of drinking water quality.
PART B — MANAGEMENT REVIEW
System Description
The scope of the waterworks begins at the point where treated water enters the watermain from
the treatment facilities and ends at the property lines of the consumers. There is no storage, chlorine
boosting, secondary disinfection or pressure boosting within the control of the waterworks.
At the end of 2024, the waterworks consists of approximately:
• 933.6 km of distribution watermain — 799.4 km Kitchener owned, 23.5 km Dual owned (joint
ownership between Kitchener and Region) and 110.7 km Regional owned.
• 72,788 water meters in service.
• 4,797 hydrants (not including private hydrants).
• 8,276 valves (not including service valves or hydrant valves) — 7,683 Kitchener owned, 129 Dual
and 464 Regional.
(See Appendix for a map at end of this document)
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The waterworks system has the following permits and licences:
• Municipal Drinking Water Licence
• Drinking Water Works Permit
• Financial Plan
• Operational Plan
Water Infrastructure Program (WIP)
The 2024 WIP Summary and Rate Options Report (INS-2023-437)was brought forward to Council in
2023 to address capital and maintenance requirements and rates for 2024-2o27.
The WIP was initiated in spring 2017. Maintenance targets were continued as part of the 2024-2027
WI P. The 2024 planned program of maintenance -related work was achieved and included:
• Watermain cleaning program - cleaned 168km of the City (this is the largest main cleaning
area.
• Valve maintenance and replacement programs — operated approximately 1,877 valves and
replaced zo broken or failing valves.
• Hydrant operation and maintenance — completed as required.
• Underground utility locates — continued to meet regulatory requirements with a combination
of in-house and contract staff (14,300 locates completed).
• Approximately 2,295 services are protected by Backflow Prevention Devices (BFP). These
devices prevent cross connections and potential contamination of the distribution system. A
dashboard was developed to track customer notification by grids and compliance numbers.
Additional funding was provided in the WIP to raising air relief valves/chambers in areas prone to
flooding to reduce the risk of drinking water contamination. Two (z) air relief valves were replaced
in 2024.
Funding was provided to commence water -only infrastructure replacement projects. The design of
three (3) projects began in 2024: sections of Holborn Dr/Carnaby Cres, Prospect Dr and Forest Hill Dr.
Incidents of Regulatory Non Compliance
A Ministry of Environment, Conservation and Parks (MECP) completed an inspection on June 11-17,
2024, and covered June 9, 2023 to June 13, 2024. There were no notices of non-compliance.
Incidences of Adverse Drinking Water
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There were 18 Adverse Water Quality Incidences (AWQI) during the year. There were 4,232 chlorine
residual samples taken and 2,191 bacteriological samples taken within the distribution system. There
were no self-imposed Boil Water Advisories (BWA) initiated in 2024. The volume of AWQIs decreased
slightly from 2023.
Low chlorine AWQIs (g total)
Total coliform AWQIs (g total)
o Eight were at temporary main sampling locations.
o One was at a distribution sampling location.
Although not AWQIs, there were Lead (3) plumbing exceedances, two of which were are the same
location.
In general, corrective actions include reporting, flushing and resampling. The above AWQIs were all
resolved. The Summary Water Report for 2024 discusses water quality compliance and corrective
actions further.
Action: No further action required — for information only
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Adverse Water Quality Incidents
(AWQIs)
45
Deviations from Critical Control Points Limits and Response
• There were 55 watermain breaks in 2024, which is lower than the 5 -year average of 66 (the 5 -
year average also dropped). Of the 55, 12 were deemed to be Category 2. Category 2
watermain breaks require bacteriological sampling upon completion. Watermain breaks are
influenced by the watermain age/condition, material type, and is also heavily weather
dependent due to the frost movement with colder winters resulting in more breaks. Incident
debriefs are completed for watermain breaks and break history is included as part of asset
condition. This information helps to determine priorities for replacement due to condition.
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160 1 Number of Watermain Breaks by Year
140
120
Y 100
Ca
a>
ML
W p
CU
80
E
L
a>
60
0
L
40
E
z
W
Year 0 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Number of Breaks 1 140 1 140 1 69 1 79 1 95 1 90 1 61 1 78 1 94 1 44 1 55
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100
90
80
70
60
50
40
30
20
10
Watermain Breaks - Cummulative 5 Year
0 lanmry Feb sry March April May itme I July August September October November December
.2020 9 18 21 21 25 28 35 37 38 43 51 61
-2021 13 34 43 43 45 47 52 59 62 63 67 78
2022 21 35 46 51 56 59 66 74 78 82 86 94
—2023 6 14 18 19 21 25 28 29 33 35 41 44
2024 15 22 22 24 24 27 32 39 42 44 46 55
--5 year Cu mmulatiwe Month ly Average 128 24.8 30.0 316 34.2 i 372 42.6 47.6 50.6 53.4 582 1 66.4
—2f. —2021 —2022 —2023 —2024 —5 yea r Cummulatnu Monthly Avera@,
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Number of Watermain
Breaks per 100 km
18.0 —
16.0
14.0
12.0
E
Y
c 10.0
v
8.0
m
6.0
4.0
2.0
Year 0.02014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024
Breaks/100 km 16.1 15.8 7.8 8.9 10.7 10.0 6.8 8.5 10.2 4.7 5.9
• Unaccounted for water for was 4.5.%; the MECP target is to%. Water loss includes water used
for construction watermain commissioning (e.g., new mains and replacement mains), water
for temporary main supply during reconstruction, and water use for reactive flushing). The lo -
year average for Kitchener is typically around to%, although the percentage fluctuates.
Investigation is ongoing to determine the reason(s) for the significant drop. There have been
some billing improvements, however the impact does not solely explain the drop.
Improvements include:
o Anew process was developed for metering large buildings under construction.
o Streamlining the process to install new -build meters which resulted in faster billing for
consumption.
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Percentage Unaccounted For Water
Infrastructure Leak Index (ILI) is a performance indicator which is the ratio of the level of
Current Annual Real Losses (CARL) to the Unavoidable Annual Real Losses (UARL). The UARL
considers the total length of watermain in the distribution system, number of hydrants,
average pressures, number of service connections, length of service and hydrant connections.
The UARL is the theoretical low limit of leakage that could be achieved if all the current best
leakage management could be implemented. The UARL is specific to each water system. For
example, the UARL for a large system with high pressure will be higher than a small system
with low pressure. Leakage in any water system can never be totally eliminated. One caveat
is that the calculation is made based on an average pressure. Kitchener has several pressure
zones with a great deal of variation across the city. As part of the National Water and
Wastewater Benchmarking Initiative (Benchmarking), Kitchener recently began reporting ILI
and trending will be established as more data is generating. Benchmarking is completed on
the previous year's data. The 2023 ILI value was 1.78 meaning the current level of real losses
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is 1.78 times greater than the theoretical low level losses. The ILI graph below is a comparison
to other Cities participating in 2023 benchmarking (Kitchener is below the median of 2.3).
ILI for cities participating in 2023 Benchmarking
0 ILI 750h Percentile M., i- 751h Percenill®
7
d
7 Q
� P
FL 3
Y
Z
Displaying: Infrastructure Leakage Index - Non Outliers
KI1
Action: No further action required — for information only
Effectiveness of the Risk Assessment Process
• A risk assessment was completed on November 12, 2024. The purpose of the risk assessment
is to brainstorm potential risks and identify counter measures, where appropriate. The
following is a summary for the 2024 risk assessment:
o Reviewed all risks to ensure all information and assumptions are current and valid.
o Discussed and added the following new potential risks as well as potential counter
control measures:
■ Failures and/or repairs on Regional transmission mains (critical infrastructure)
■ Large outages resulting from construction - no backfeed
■ Emergency Phone line - backup
■ Parts Supplies received are not as advertised - e.g. says NSF but may not meet
the criteria
o Preventive / Control measures and risk scores were updated for several existing risks
and added for the new risks above.
o One previously identified risk was removed from the risk table.
o One previously identified critical control point was downgraded — valves left
accidentally closed after watermain cleaning due to the App where staff track open
and close valves in real time
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Action: For Information Only
Results of External and Internal Audits
The DWQMS Standard is divided into Plan, Do, Check, and Improve sections. Audits are completed
to analyze processes to confirm that what is stated in the procedures and work instructions is what
is being done. External Audits are completed by a third party while Internal Audits are completed by
accredited City staff.
External:
• In August 2024, a 12 Month Surveillance audit was conducted and completed by a certified
external auditor (SAI Global) recommending continued accreditation for the City of
Kitchener.
o No non -conformances were found. No opportunities for improvement were
identified.
Internal:
5 Field/Process audits were conducted in 2024:
o Mobile Hydrant Operating Checks
o Curb Stop Replacement
o Final Watermain Connections
o Tracer Wire —Final Watermain Connections —Lawrence Ave
o Tracer Wire —New Subdivision — Ottawa-Trussler
• 11 Element audits were conducted in 2024.
• There were 21 opportunities for improvement identified from internal audits:
0 5 (24%) of these opportunities have been acted upon and implemented;
0 8 (38%) of these opportunities could not be implemented; and
0 8 (38%) of these opportunities are still being investigated
• Zero nonconformances and zero non -compliances were found during the internal audits.
• 11 nonconformances were found outside of the internal audits. Ten of the eleven
nonconformances have been resolved with one still open (involves the phone system).
Continuous Improvement
Continual Improvement is a key element of all quality management systems and we are regulated to
have a process to identify and implement preventative actions to eliminate the occurrences of
potential non -conformities. Opportunities for improvement can come from many sources, such as
external audits, staff suggestions, public concerns, management reviews, debriefs, or the risk
assessment meeting. Opportunities which have either been acted upon and implemented or are not
implemented are communicated back to staff as part of regular meetings. In total for 2024, excluding
the results from internal audits, there were:
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• 77 opportunities for improvement were identified outside of internal audits. These
opportunities for improvement can come from other avenues as well, such as external audits,
staff suggestions, public concerns, management reviews, or the risk assessment meeting:
0 39 (51%) of these opportunities have been acted upon and implemented;
0 5 (6%) of these opportunities could not be implemented; and
0 33 (43%) of these opportunities are still being investigated.
OFI's, Non -Conformances, Non -Compliances by Year
120
1D
so
60
40
20
2019
2020 2021
I
2022 2023 2024
■ Audit CFI's ■ Other ON's ■ Nnr►Cnnfnrrrr NorrCamplianre-
Action: The Continual Improvement Log is updated monthly to discuss new items, track process and
circle back to determine the effectiveness of implementation. The log is be reviewed annually with
Top Management as part of the Management Review.
Results of the Emergency Response Training/Testing
• New On -Call Management Staff continue to take the IMS -loo Introduction to the Incident
Management System (IMS) for Ontario training.
• Water Emergency — new training for Managers was developed in 2024 and continues into
2025. This training is scenario based.
• Debriefs are also completed for selected events. For example, debriefs after Boil Water and
Drinking Water Advisories are completed to improve our processes.
Action: No further action required —for information only
Operational Performance
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• Ongoing work with the Region for the Pressure Zone z and 4 Optimization — this will improve
water pressures and supply in the southeastern end of the city. The majority of the work is
Regional; however, there is coordination work with the City. The section between Strasburg
Road and Robert Ferrie Drive is awaiting the completion of the Environmental Assessment for
the Robert Ferrie Drive extension.
• Ongoing work to support the Region's East Side Lands pressure zone changes, which includes
the on-going installation of Regional watermain.
Action: No further action required — for information only
Raw Water Supply and Drinking Water Quality Trends
There are known seasonal issues with the water supply:
• Fall - Grand River temperature changes may cause odour challenges in the source water,
which may increase flushing requirements.
• Winter— temperature extremes may cause more watermain breaks in the system.
Region of Waterloo commenced the Water Supply Strategy Update to ensure a safe, secure,
sustainable water supply through to 2051.
Action: No further action required — for information only
Follow-up on Action Items from Previous Management Reviews
Action items were completed as part of the revised report and associated council report.
Action: No further action required — for information only
Status of Management Action Items Identified Between Reviews
There were no items identified between the management reviews.
Action: No further action required — for information only
Changes That Could Affect the Quality Management System
• The Federal government has a manganese limit, however the current provincial regulations,
which Kitchener is required to follow only has an aesthetic limit. It is anticipated that the
Province will follow the federal guidelines and implement a maximum allowable
concentration. The Strange Street upgrades were completed in anticipation of this regulatory
change.
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• There are indications that the lead maximum allowable concentration will be reduced, which
will likely increase the number of lead tests that exceed the regulatory limits. Customers are
not required to complete any corrective actions when elevated lead exists. The City is required
to flush and resample if there is a lead adverse in the distribution system. The City tracks
streets with lead or suspected lead and includes them as part of the considerations for
replacement. It is most cost effective to replace a number of lead services as part of a road
reconstruction project, rather than individual services.
• The City commenced an Official Plan update in 2024; which included a water component to
identify undersized watermain in infill areas and/or potential areas for concerns.
• Continue to support the City's development approval goals with respect to water with
ongoing design/construction support throughout the process.
• The Canada Post Strike at the end of 2024 impacted customer communications and
compliance in the Cross Connection Control Group and the Water Meter Shop. The strike also
increased the number of customer phones calls both incoming and outgoing for Dispatch and
Revenue.
• The telephone system was upgraded across the City which impacted and continues to impact
the Dispatch emergency and back -door lines. Issues are being logged and reported to the
project team as they arise.
Action: No further action required — for information only
Consumer Feedback
• The number of customer water complaints slightly increased in 2024. Dispatch staff guide
customers through a number of questions to determine whether the problem is suspected to
be internal (plumbing) or external (distribution system).
• The problem, cause, and remedy are tracked for each complaint.
• Discoloured water complaints are often the result of changes in flow in the system. This can
be due to reconstruction, watermain cleaning, watermain breaks, valve replacement and
other construction.
• Low pressure complaints are largely internal issues (softeners, internal plumbing).
• Other complaints include water hardness, no water, odour/taste, air in lines (white water),
customer sample requests. We are seeing more residents moving into Kitchener who may not
be familiar with water hardness and education is a component of resolving the concerns.
• In general, a number of customer complaints can be resolved by educating the customer
(water hardness), flushing/sampling (discoloured water) or confirming private side issue
(water softener, pressure reducing valve, drain issues).
• An On -boarding process and manual was created for Dispatch staff to respond to customers
and dispatch staff (85 procedures).
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450
150
■ 100
4W
7
350
_%
A
300
0
2022 2025 2024
105 97 140
250
31 52 41
46 i 26 71
200
28 I 19 I 28
I
150
100
50
0
2016
Customer Water Complaints
395
■ Other
167
Low Pressure
81
■ Discoloured WEter
147
DWQMS Management Review
Distribution of Customer Water Cornplaints
I I I
2017 2018 2619
242 279 295
63 65 83
96 UM 107
83 113 105
450
400
350
300
250
200
.
150
■ 100
7
■-
_%
A
2u2. 2021
142 148
0
2022 2025 2024
105 97 140
52 42
47 66
31 52 41
46 i 26 71
13 40
28 I 19 I 28
I
Action: Continue with proposed watermain cleaning area in 2025
Resources Needed to Maintain the Quality Management System
• The WIP report identified a shared resource to improve data management and risk
prioritization; however this is not planned for 2026.
Action: No further action required — for information only
Results of the Infrastructure Review
• The WIP Review was completed which 2024-2027, which included water -only projects.
• Individual project selection is based on a number of factors including condition (watermain
break history), material, criticality, watermain size, presence of lead services, shallow mains,
and other infrastructure needs (storm, sanitary, road). Design commenced for 3 projects
• 2024 reconstruction projects were largely completed as per the 2024
Engineering/Storm/Sanitary/Water Capital Forecast
• The Region replaces some Kitchener infrastructure as part of their projects (Kitchener funded
and some may be water -only projects).
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• 2025 projects were finalized; however, it should be noted that there were a number of
Regional projects moved out to future years in the Regional capital program.
• Meetings were held with Asset Management and Engineering staff at both the City and the
Region to determine future project needs.
• Issue papers are brought forward as part of the budget process, additional funding requests
related to maintenance and water -only capital projects. The majority of water -only projects
are included as part of Regional roadwork to minimize disruptions to citizens and be cost
effective.
Action: No further action required — for information only
Summary of Maintenance
• Watermain cleaning — Approximately 135kms of watermain was cleaned in 2024. The 2024
watermain cleaning area map is shown below. The next map shows the proposed 2025 area
in pink/red. The 2024 area is the largest main cleaning area. The purpose of watermain
cleaning is to remove iron and manganese build up in the watermains. The iron and
manganese cause discolouration in the water. Although iron and manganese are naturally
occurring and not health related, discoloured water causes a public perception of issues with
the drinking water. Provincial health related regulations are anticipated for iron and
manganese.
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Completed 2024 Watermain Cleaning Area (light green)
WAT 4
u�
L)
9
cq
a
7
N
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proposed 2025 watermain cieaning Area (jignt green)
WAT4
0-
�G
F
0
• Hydrant maintenance — spring maintenance was completed on all hydrants and all hydrants
were dipped in the fall.
• Hydrants are flushed to maintain chlorine residuals was completed in spring and fall.
• New development areas are flushed monthly until the subdivision is built-up.
• A valve turning/exercising program was completed for 1,877 valves — the majority of valves
were operated in the watermain cleaning area with additional valve operation in areas of
reconstruction. Critical valves along the LRT were also operated. Operating valves ensures
that they will work when they are needed in an emergency or for construction activities.
• There were 20 broken valves and/or failing valves were either replaced or removed which
allows for quicker isolation for water emergencies. Broken valves are tracked in real time and
the majority are addressed within weeks (except for winter). At the end of 2024 there were 11
broken valves remaining, 7 of which will be replaced as part of future reconstruction work.
• 352 hydrants were painted.
• Leak detection survey — a third of city completed each year. Follow-up is completed on
potential leaks. Approximately 33okm of mains were surveyed resulting in one detected water
service leak and four possible hydrant leaks — the hydrants were not found to be leaking upon
further investigation.
23
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Kitchener[ City of Kitchener Water Distribution
Utilities
DWQMS Management Review
• Staff continue to inspect new connections and cut and caps for reconstruction and new
development. Staff complete all new service tappings for development as well as witness old
service abandonment. This work requires 48 hours to schedule and is driven by new
development and watermain replacement work.
• Anodes are installed on existing watermains whenever they are exposed (e.g., watermain
breaks, valve repairs, hydrant repairs).
• Pressure Reducing Valves (PRVs) were inspected.
• Chamber inspections/pump outs for chambers containing air relief valves were not completed
in 2024; however they started in early 2025 (approximately 120). Air reliefs are a potential risk
to the system if they become submerged and there is a watermain break or incident in the
distribution system. Two boulevard style air reliefs were installed in 2024 to replace existing
air reliefs in chambers.
• Staff continue to use the watermain break app for reporting breaks and water service leaks,
which improves customer communication for breaks. Additional functionality to the
watermain break app has been added.
• Approximately 25% of the city's water mapping has been QA/QC'd resulting in dozens of
missing water valves being added as well as corrections to services and chambers. Once
added to the maps, the assets can be maintained. This work will continue over the next few
years until the entire city has been reviewed.
Action: No further action required —for information only
Effectiveness of Maintenance
Completion of numerous maintenance programs associated with the water and the infrastructure
are essential for the delivery of safe drinking water. This report does not summarize every
maintenance program: for example hydrants are operated annually to comply with Fire -.related
regulations but that activity has minimal impact on the drinking water and does not have an
associated key factor. Other maintenance programs may impact more than one key factor — for
example proactive dead end main flushing may decrease water quality complaints and Adverse
Water Quality Incidents. The effectiveness of the maintenance program is determined by the
following key factors:
• Number of Adverse Water Quality Incidents (AWQI)
• Water loss/unaccounted for water
• Water quality complaints
• Number of watermain breaks
24
Page 55 of 77
Kitchener City of Kitchener Water Distribution
Utilities
DWQMS Management Review
The system performance has demonstrated effectiveness by achieving:
• There were 18 AWQIs (an indication of water quality). Less than 1% of samples taken are
AWQIs. See the Summary Water Report for further details.
• Water loss/unaccounted for water was 4.5% (below the target of 10%).
• The number of quality complaints was at 140, 20% of which were related to discoloured water
and 51% pressure (largely internal issues). The remainder included complaints relating to hard
water (new residents are not always familiar with hard water), and general safety concerns.
The watermain cleaning program has decreased the number of complaints.
• There were 55 watermain breaks in 2024, which is a lower than the 5 -year average of 66
breaks/year.
Action: No further action required —for information only
Operational Plan Currency, Content and Updates
• The Operational Plan is updated annually.
Action: No further action required —for information only
Staff Suggestions
Staff suggestions are included under the new Continual Improvement section of the report.
Water Conservation
Water conservation programs are developed and delivered through the Region of Waterloo in
effort to mitigate high water consumption usage. These programs are part of the Water Efficiency
Master Plan through the Region.
Kitchener Utilities supports communication and promotion of the Region of Waterloo's water
conservation programs such as the water by-law and the WET program — in-home water audit
program. Kitchener Utilities supports and partners on bill inserts semi-annually to Kitchener
residents and promotes the programs on the Kitchener Utilities website.
Other
• Water Meter Replacement — 1,114 aging/problem water meters were replaced. Approximately
1,864 service orders generated (e.g. remotes not working, potential stopped meters, new
large meter inspections, removals, leaking meters, etc.). There are 72,788 meters in the
system.
25
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Kitchener[ City of Kitchener Water Distribution
Utilities
DWQMS Management Review
• On-going work related to the Water Asset Management Plan including Levels of Service, Risk
and Lifecycle Management.
• Water Consumption Trends — water consumption has increased since 2018 as population
growth demands increase. Average residential daily consumption values were decreasing
prior to the pandemic but increased in 2020. The 2021-2023 values decreased slightly; however
2024 benchmarking values are not yet available. Kitchener average residential daily
consumption levels are lower than many comparison municipalities (around the 25th
percentile). Water purchases are slightly down from 2024.
• Development of additional dashboards including water valve replacement costs and a Cross
Connection Control Dashboard.
• Developed a SharePoint site to manage watermain commissioning as well as emergency
response.
The Region of Waterloo is progressing on an update to their Water Supply Strategy, to look at
current water supply sources, assessing future water demands and investigating possible new
water sources. The Strategy will develop and evaluate recommendations to meet future water
supply needs in Waterloo Region to 2051. The Water Supply Strategy will build on previous master
plans, and will look at:
• Current sustainable water supply sources and water demands.
• Population growth and how it impacts future water demands.
• The gap between today's water supply and tomorrow's needs and resourcing that gap in a
sustainable, efficient way.
• The effect of climate change on our water supply resources.
26
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Mtchener City of Kitchener Water Distribution
Utilities, r
DWQMS Management Review
25,000,000
20,000,000
15,000,000
Water Purchased (m3/year)
10,000,000
5,100,000
0
2014
2015 2016 2017 2018 2019 2c2c _021 2022 2023 2024
Year
Displaying: Average Residential Daily Consumption (L / Cap / day)
• KIT ♦25th Percentile 0 Median • 75th Percentile
200 • --- - �'
150 -
Y 100
50
[j;j[j
0
2014 2015 2016 2017 2018 2019 2020 2021 2022 2023
2/
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Mtchener� City of Kitchener Water Distribution
Utilities
DWQMS Management Review
• Locates - Kitchener Utilities and their Locate Service Provider physically locate gas and
water infrastructure for contractors prior to construction and excavation work.
Approximately 14,300 locates completed. Locate volumes are driven by customer
requests and construction.
Action: No further action required — for information only
28
Page 59 of 77
lUtchener� City of Kitchener Water Distribution
Utilities
DWQMS Management Review
Appendix
Water Distribution System Map
29
Page 60 of 77
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Greg St. Louis, Director, Gas & Water Utilities 519-783-8792,
PREPARED BY: Angela Mick, Manager, Quality Management and Water Programs,
519-783-8778
WARD(S) INVOLVED: All Wards
DATE OF REPORT: January 15, 2025
REPORT NO.: INS -2025-009
SUBJECT: Summary Water Report - 2024
RECOMMENDATION:
That the 2024 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.
REPORT HIGHLIGHTS:
• The key finding of this report is that the City of Kitchener is in compliance with regulatory
water sampling requirements of the reporting period of January 1 to December 31, 2024.
• There are no financial implications of this report.
• The report supports the delivery of core services.
BACKGROUND:
As outlined in Schedule 22 of the Drinking Water Systems Regulation (O.Reg.170/03) of
the Safe Drinking Water Act, 2002, a Summary Report is to be prepared and given to the
members of the municipal council. The following information is required to be included in
this report:
(a) list the requirements of the Act, the regulations, the system's approval and any order
that the system failed to meet at any time during the period covered by the report and
specify the duration of the failures; and
(b) for each failure referred to in (a), describe the measures that were taken to correct the
failure.
The report must also include a summary of the quantities and flow rates of the water
supplied during the period covered by the report.
Page 61 of 77
REPORT:
The following matters are reported to Council in accordance with the requirements of the
Safe Drinking Water Act, for the period from January 1 to December 31, 2024:
• The Kitchener Distribution System is part of an Integrated Urban System, meaning
the Regional Municipality of Waterloo is responsible for water treatment and the
development and operation of a trunk water network to distribute treated water to
Kitchener, Cambridge, Waterloo, Woolwich, and Wilmot. The Region provides
annual summaries for each supply and the information is available on their website
with a link from the Kitchener Utilities (KU) website. Reports from the connected
systems have been or will be received.
• A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo.
Kitchener supplies water to a small section of Waterloo (Ira Needles area) and
water travels through the Kitchener distribution system to Breslau. The City of
Waterloo's water quality report is available on their website.
• The Ministry of Environment, Conservation and Parks (MECP) completed an annual
inspection from June 11 to June 17, 2024, which covered June 9, 2023 to June 13,
2024. There were no non -compliances found.
• There were 4,232 chlorine residual samples taken and 2,191 bacteriological
samples taken within the distribution system. Of these, there were 18 Adverse
Water Quality Incidents (AWQI's) reported in this time period (see Table 1) and all
resamples were clear.
• There were three (3) samples with lead exceedances in the plumbing system and
one hydrant within the distribution system. Plumbing lead exceedances are not
reported as AWQIs. Two of the three lead exceedances were at the Rockway
Community Centre. Previous tests (2019) were below the limits. Additional sampling
was undertaken throughout the facility and the high lead was limited to a single
faucet. The faucet and tap supply line was replaced and resamples showed that the
lead levels were below the limits. Homeowners were provided with test results and
information about lead from the Health Unit. The City is not obligated to complete any
additional corrective actions other than reporting, unless directed by the Medical
Officer of Health for the residential plumbing exceedances.
Summary of AWQIs
An AWQI does not necessarily mean that the water is a risk to the customer. It means that
a potential problem has been identified and corrective actions must be taken to resolve the
problem. City staff work with ministry staff and the local public health unit to resolve the
issue, which generally includes resampling.
Low Chlorine Residual AWQIs
• Low chlorine AWQIs can occur in areas of new subdivisions with no houses yet built.
Along with dead end watermains, KU proactively flushes areas with new watermains
until there are homes built and water is being used.
• There were four (4) low chlorine adverses associated with the same location — a
school at 225 Thomas Slee Drive. Lower chlorine levels can sometimes be
experienced in schools or facilities when the facility usage and water usage is lower
than normal like in the summer. When the chlorine levels didn't increase after
Page 62 of 77
classes started, the school was contacted and an internal flushing program was
commenced. There haven't been low chlorines adverses since implementing the
flushing program.
• Dead end watermain and new development flushing is a proactive approach to
increase the levels of chlorine in the distribution system. The water is initially
disinfected (primary disinfection) at the treatment plant and sufficient chlorine is
added to protect the water from microbiological contamination as it travels through
the pipes in the distribution system (secondary disinfection). Low chlorine does not
pose a threat to human health; to have an impact to human health, there must be
microbiological contamination and no, or extremely low, chlorine.
Bacteriological AWQIs
• The presence of total coliform on a test does not necessarily mean the water is
unsafe to drink. Coliform bacteria can be found in many different environments.
There are several different strains of coliform bacteria. Most are harmless and do
not cause illness. Coliform bacteria are used as an "indicator organism" to assess
the possibility of other disease -causing organisms, and their detection would
prompt further investigation and/or corrective action. It is different than E.coli, which
is a bacteria only associated with human or animal faecal matter.
• When total coliform is found, a resample is done using a different technique, which
provides a number of total coliforms to analyze in consultation with Public Health
and the MECP. Based on a risk assessment of a number of factors including the
coliform count, chlorine residuals, and upstream/downstream coliform counts, the
requirement for a boil water advisory is determined.
• Eight (8) total coliform AWQIs were at temporary sampling locations (Temp) within
reconstruction projects. Reconstruction streets have multiple sample ports and
sometimes more than one AWQI would occur on the same day. Temporary
watermains are particularly sensitive as they are above ground systems influenced
by the water heating up in warmer temperatures. This may increase the potential for
bacteriological growth. Warmer weather seems to increase the incidences of Total
Coliform. The additional challenge with temporary watermains is the sample port is
located outside and subject to unsanitary conditions. Many contractors remove the
sampling ports when not in use because they are subject to vandalism/theft. These
ports need to be maintained in a sanitary condition between uses. The general nature
of reconstruction projects often leads to "false positives", where the results received
are more reflective of what is on the sampling tap, rather than what is in the water.
Every positive result is reportable, and resampling must occur in accordance with
regulations. When the resamples are clear, it is an indication that the issue was with
the sampling port, not in the water.
Page 63 of 77
Table 1 — Adverse Water Quality Incident Summary —
January 1 to December 31, 2024
#
Adverse Type
AWQI Date
AWQI #
Site Name
Site Location
Results/Notes
(verbal)
1
Low Chlorine
May 13
164944
Hydrant 14054
215 Histand
Free=0.04mg/L
Trail
2
Total Coliform
June 13
165196
East Ave Temp
139 East Ave
TC Present,
Main
resample clear
3
Total Coliform
July 19
165665
KID 906
38 Parkview
TC Present,
Cres
resample clear
4
Total Coliform
Aug. 8
165924
Islington Ave Temp
85 Islington
TC Present,
Main
Ave
resample clear
5
Total Coliform
Aug 13
165995
Wilson Ave Temp
221 Wilson Ave
TC Present,
Main
resample clear
6
Low Chlorine
Aug 19
166072
KID 124
225 Thomas
Free=0.04mg/L
Slee Dr
Combined=0.21 m /L
7
Low Chlorine
Aug 23
166077
KID 124
225 Thomas
Free=0.03mg/L
Slee Dr
Combined=0.20mg/L
8
Low Chlorine
Sept 3
166176
KID 124
225 Thomas
Free=0.04 mg/L
Slee Dr
Combined=0.08mg/L
9
Low Chlorine
Sept 5
166206
42 Admiral Rd
42 Admiral Rd
Free=O.Omg/L
(Reconstruction)
Combined=0.0mg/L
10
Low Chlorine
Sept 16
166319
KID 124
225 Thomas
Free=0.02 mg/L
Slee Dr
Combined=0.25mg/L
11
Total Coliform
Sept 17
166340
Roxborough Temp
15 Admiral Rd
TC Present,
Main (Stage 2)
resample clear
12
Low Chlorine
Sept 30
166489
KID 141
300 Chicopee
Free = 0.03mg/L,
Hills Dr
Combined =0.14mg/L
13
Total Coliform
Oct 2
166521
East Ave Temp
350 East Ave
TC present,
Main
resample clear
14
Total Coliform
Oct 3
166552
Roxborough Temp
15 Admiral Rd
TC present
Main (Stage 2)
15
Total Coliform
Oct 4
166566
Roxborough Temp
15 Admiral Rd
TC=1
Main (Stage 2)
16
Total Coliform
Oct 5
166578
Roxborough Temp
15 Admiral Rd
TC=1, resamples
Main (Stage 2)
clear
17
Low Chlorine
Oct 22
166716
Hydrant 2144
40 Dumart PI
Free=0.03mg/L
Combined =0.15m /L
18
Low Chlorine
Dec 30
167135
KID 140
80 Tartan Ave
Free=0.03mg/L
Combined =0.10mg/L
A summary of the quantities of the water supplied by the Regional Municipality of Waterloo
during the period covered by the report is noted in Table 2. Overall, the 2024 water volumes
were slightly lower than 2023; however there are variations on a monthly basis, largely due
to weather.
Page 64 of 77
Table 2 - Kitchener Distribution System
Volume of Water Conveyed from the Region of Waterloo Supply System
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget — The recommendation has no impact on the Capital or Operating Budgets.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting. Water quality information is posted on the Kitchener Utilities
website.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter; however the summary
reports are provided on an annual basis with the last report being INS -2024-051
APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services
Page 65 of 77
2024 Monthly
Total (m3)
Average
Day (m3)
2023 Monthly
Total (m3)
Variance from
Previous Year
January
1,953,983
63,032
1,863,148
5%
February
1,794,185
64,078
1,694,195
6%
March
1,846,881
59,577
1,897,631
-3%
April
1,809,609
60,320
1,862,674
-3%
May
1,982,997
63,968
2,109,735
-6%
June
1,965,512
65,517
2,176,111
-10%
July
2,052,059
66,195
2,096,766
-2%
August
2,072,225
66,846
2,003,517
3%
September
2,063,503
68,783
2,009,712
3%
October
1,907,037
61,517
1,965,537
-3%
November
1,812,135
60,405
1,850,343
-2%
December
1,871,431
60,369
1,941,850
-4%
Purchases from
Waterloo
159,195
156,103
2%
Total
23,290,753
23,627,322
-1%
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget — The recommendation has no impact on the Capital or Operating Budgets.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting. Water quality information is posted on the Kitchener Utilities
website.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter; however the summary
reports are provided on an annual basis with the last report being INS -2024-051
APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services
Page 65 of 77
Staff Report
1
KI PC'.HENL" R
Development Services Department www.kitchener.co
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Chris Spere, Director, Engineering Services, 519-783-8897
PREPARED BY: Chris Spere, Director, Engineering Services, 519-783-8897
WARD(S) INVOLVED: Ward 4
DATE OF REPORT: January 16, 2025
REPORT NO.: DSD -2025-080
SUBJECT: New Dundee Road Local Improvement
RECOMMENDATION:
That a By-law to undertake the construction of a sanitary sewer and watermain on
New Dundee Road, Regional Road 12, From Pinnacle Drive to 100m east of Robert
Ferrie Drive, as a local improvement with petition in accordance with O.Reg. 586/06
be approved in the form shown attached to staff report DSD -2025-080; and,
That the General Manager of Development Services be authorized to approve and
execute any agreements required to implement the local improvement project to
construct a sanitary sewer and watermain on New Dundee Road as described in staff
report DSD -2025-080, to the satisfaction of the City Solicitor.
REPORT HIGHLIGHTS:
• The purpose of this report is to seek authorization to proceed with a resident initiated
local improvement to be undertaken by the City of Kitchener under O.Reg 586/06 for
the construction of a sanitary sewer and watermain along New Dundee Road (Between
525 New Dundee and 375 New Dundee).
• The key finding of this report is there is adequate support from the benefiting properties
for the City to install sanitary and water servicing with full payback from the properties
• The financial implications are that this project is initially funded by the City with payback
from the benefiting properties
• Community engagement included a resident led petition and City notification to the
properties within the local improvement area
• This report supports the delivery of core services.
BACKGROUND:
Ontario regulation O.Reg. 586/06 — Local Improvement Charges is a regulation that covers
work, such as sanitary servicing, that would otherwise be privately completed to be
completed by the municipality with no financial burden to the municipality, as the work is
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
Page 66 of 77
funded by the benefiting property owners. A local improvement is typically petitioned for by
benefiting residents and requires support from two-thirds of the impacted properties and that
support must represent more than 50% of the total assessed property value of the properties
included in the local improvement.
A local improvement, including construction and engineering costs, is wholly funded by the
benefiting properties with cost dispersed based on frontage of each property. A cost
estimate was included in the petition, and final costs will be determined through a Region of
Waterloo tender. The Region of Waterloo is undertaking a reconstruction of this section of
New Dundee Road in 2025. The sewer and watermain will be installed through this tender.
The project is funded by the City, and all costs are recovered from the benefiting properties.
Property owners can elect to pay the balance through their annual tax bill and take up to 10
years to pay this with an annual interest charge.
A resident -led petition for local sanitary service along a portion of New Dundee Road was
initiated in the fall of 2024. The City carries the responsibility to review the request to
determine the limits and scope of the request. Once received, the City evaluated the request
to determine that it was technically, administratively, and economically feasible.
a) The City determined feasibility based on catchment wide analysis and can confirm
that there are no detrimental impacts to public or private property.
b) The City has determined that the project is economically feasible and the addition to
the Regional contract is economically efficient. Staff have also determined that there
is adequate funding available to complete the project.
c) In approving the petition, staff determined the logical project limits of the project
(based on the system design requirements and a cost benefits analysis (entire
street/sector, etc.).
d) The feasibility assessment considered the number of properties that will be affected.
e) Staff circulated to the Region as regional roads are impacted to ensure that the City
can obtain the authority to undertake the work and to assess the feasibility.
f) The proposal for this local improvement is appropriate in the proposed area and will
be cost efficient, minimize disruption, and provides consistent levels of service to
adjacent properties.
New Dundee Road is located near the southern border separating Kitchener and North
Dumfries, located in Ward 4. Sanitary and water servicing is available in the area, but not
within this specific area. Properties within this area are either serviced by private well and
septic system or are vacant land.
The City will retain the same consultant who has completed the engineering design for this
work including application for permits on behalf of one of the property owners. This work
has included all preliminary investigation work such as geotechnical and hydrogeological
studies needed to support the design and can be incorporated into the Region of Waterloo's
tender and engineering drawings. These costs will be re-imbursed in full by third parties, the
benefiting properties.
Staff are seeking council endorsement for a bylaw to accept this local improvement, to
support the reduction in special charges for specified properties.
Page 67 of 77
REPORT:
New Dundee Road between Pinnacle Drive and Robert Ferrie Drive contains 12 properties
with frontage varying between 25 and 350m and has 9 registered owners. The segment
under consideration is approximately 750m in length.
A resident -led petition for local sanitary sewers was initiated in the fall of 2024. On February
4, 2025, the city received a completed petition. Regulations state that more than two-thirds
of the owners representing at least one-half of the value of the lots to be specially changed
are necessary to consider a petition to have been successful. This petition included support
by more than two-thirds of the property owners (9 in favour or 75%) and more than 50% of
the assessment value ($14,082,500 of a total assessment of $16,738,500 or 84%) of the
impacted properties. The properties included in the petition included 375, 398, 404, 410,
424, 425, 430, 448, 508, 583 Pinnacle Drive, 32 Ridgemont Street, and vacant Commercial
Land (New Dundee). 508 New Dundee, 583 Pinnacle and the vacant Commercial Land
properties did not sign the petition.
The scope of the work will include the installation of a new sanitary sewer and new
watermain, with necessary infrastructure components and service connections where a
connection can be determined and/or is imminent. Service connections will be charged on
a per -lot basis.
Time is of the essence for this work, as the Region of Waterloo is undertaking a
reconstruction project in 2025 that includes road improvements along this section of New
Dundee Road. Including the sewer and watermain in this project will ensure timing
alignment, proper coordination between projects, cost savings, and efficiencies. The Region
of Waterloo is a willing partner to accommodate the installation of the servicing.
Following the approval of the by-law, staff will work with the Region to undertake the work.
It is acknowledged and anticipated that reduction in special charges will apply to various
properties within the Local Improvement Boundary at the discretion of the City Engineer and
in accordance with Ontario Regulation 586/06.
Following completion of the work, property owners will be issued a provisional invoice
summarizing the costs that associated to each property owner, based on the regulation and
benefits associated. Property owners will have the opportunity to appeal the initial
assessment to the Court of Revision, who will assess each appeal on their own merits. The
Court of Revision will issue decision, for final determination of associated costs, and staff
will then bring forward a Special Charges By-law with final Local Improvements Charges
which will then be directed to the tax roll. If no appeals are received, staff bring forward a
Special Charges By-law for council's consideration.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget — The recommendation has no impact on the Capital Budget.
Page 68 of 77
Operating Budget — The recommendation has no impact on the Operating Budget.
The project will be funded through Sanitary and Water reserves with full payback expected
within 10 years.
COMMUNITY ENGAGEMENT:
A resident led petition was completed by property owners to gauge if there was sufficient
interest in proceeding with this local improvement and formally submitted to the City.
Adhering to standard notification timelines, the City mailed and emailed (were email
addresses were provided through the petition) letters to each of the properties to notify them
of the next steps which includes notification of the February 24, 2025 committee meeting.
INFORM — This report has been posted to the City's website with the agenda in advance of
the council / committee meeting.
APPROVED BY: Justin Readman, General Manager, Development Services
ATTACHMENTS:
Attachment A - Draft Bylaw
Page 69 of 77
BY-LAW NUMBER
OF THE
CORPORATION OF THE CITY OF KITCHENER
(To authorize the construction of certain works on
New Dundee Road, Kitchener as shown in
Schedule "A" hereto as local improvements)
WHEREAS the Council of The Corporation of the City of Kitchener has received a
private petition in favour of undertaking the design, construction and installation of a
sanitary sewer and watermain on New Dundee Road between the properties municipally
addressed as 525 New Dundee Road and 375 New Dundee Road, pursuant to section 5
of Ontario Regulation 586/06 made under the Municipal Act, 2001, which petition has
been determined and certified by the Clerk to be sufficient;
AND WHEREAS the Council of The Corporation of the City of Kitchener has
determined that it is desirable that the design, construction, and installation of a sanitary
sewer and watermain on New Dundee Road between the properties municipally
addressed as 525 New Dundee Road and 375 New Dundee Roa (the "Work"), should
be undertaken as local improvements;
AND WHEREAS, a notice of this council's intentions to undertake the Work was
published on February 10, 2025 in the Waterloo Region Record, a newspaper having
general circulation, and in accordance with the requirements of 586/06;
NOW THEREFORE the Council of The Corporation of the City of Kitchener,
enacts as follows:
1. That it is desirable that the design, construction, and installation of a sanitary
sewer and watermain on New Dundee Road between the properties municipally
addressed as 525 New Dundee Road and 375 New Dundee Road should be
undertaken as local improvements under the provisions of Ontario Regulation
586/06 made under the Municipal Act, 2001;
2. The estimated cost of the Work is $2,440,126.00;
3. The owner's share of the cost of the Work is 100%;
4. The City's share of the cost of the Work is 0%;
5. The final cost of the Work will be imposed by a special charge in accordance with
Ontario Regulation 586/06 by separate by-law; and,
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day of
PASSED at the Council Chambers in the City of Kitchener this
A.D. 2025.
Mayor
Clerk
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SCHEDULE A
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Staff Report
1
KI PC'.HENL" R
Development Services Department www.kitchener.co
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: February 24, 2025
SUBMITTED BY: Cory Bluhm, Executive Director, Economic Development,
519-783-8262
Amanda Fusco, Director of Legislative Services & City Clerk,
519-904-1402
PREPARED BY: Lauren Chlumsky, Economic Development Analyst, 519-783-8263
WARD(S) INVOLVED: Wards 8 and 9
DATE OF REPORT: February 6, 2025
REPORT NO.: DSD -2025-065
SUBJECT: Belmont Business Improvement Area Expansion Update
RECOMMENDATION:
For information.
REPORT HIGHLIGHTS:
• The purpose of this report is to provide the results of the statutory circulation process
that was undertaken based on the request from the Belmont Business Improvement
Area (BIA) to expand its' boundaries.
• The key finding of this report is that the tests of Section 210 of the Municipal Act, 2001
(the Act) were not met, and thus an expansion to the BIA boundary is not permitted.
The BIA remains in effect within its' existing boundary area.
• There are no financial implications of this report. With no change to the boundary, there
would be no additional funds collected from new properties through a BIA levy.
• Community engagement included formal notice in accordance with Section 210 of the
Act, information postcards provided to businesses, two public information sessions held
on November 21, 2024, and individual meetings with affected property and business
owners.
• This report supports the delivery of core services.
BACKGROUND:
A Business Improvement Area (BIA) is a designated geographic area within a municipality
where local property owners and businesses join together to oversee beautification,
promotion and economic development. A BIA operates as a Board of Management and is
established by City Council. Members are subject to an additional levy on top of their
municipal property taxes, which is transferred to the Board.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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The Belmont BIA was established in August 1977 and includes all properties located along
Belmont Avenue West between Union Boulevard and Glasgow Street. In September 2024,
Council received a request from the Belmont BIA to expand its boundaries through report
DSD -2024-372 Belmont BIA Boundary Expansion, which initiated a legislated process to
consider the expansion as prescribed by the Municipal Act, 2001 (the Act).
REPORT:
Belmont Village is a vibrant gem nestled between Downtown Kitchener and Uptown
Waterloo. One of two BIAs in Kitchener, it is home to independent shops, services, and
eateries. As commercial and residential growth continues in the surrounding area, the BIA
requested an expansion to its boundaries to enable broader support to more businesses.
An expansion to the BIA boundaries requires a legislated process to be undertaken by the
municipality, to notify and seek input from affected property owners and businesses. The
following offers a description of that legislated process and its application in this request.
Municipal Act Powers
Section 209 of the Act gives authority to a municipal Council to alter the boundaries of an
improvement area. Prior to the passing of such a by-law, notice must be sent by prepaid
mail to every person who is assessed for relatable property that is in a prescribed business
property class within the existing boundaries, as well as in the geographic area that a
proposed by-law would add to the improvement area. Property owners who receive notice
are required to notify any tenants and to provide the Clerk of the municipality with a tenant
list and the share of the taxes that each tenant is required to pay.
A municipality is not permitted to pass a by-law to expand the boundaries of an improvement
area if the following conditions are met:
• written objections are received by the Clerk within 60 days;
• the objections have been signed by at least one-third of the total number of persons
entitled to notice; and,
• the objectors are responsible for at least one-third of the taxes levied on relatable
property in all prescribed business property classes in:
a. the improvement area, or
b. in the geographic area a proposed by-law would add to the improvement area.
The Clerk determines whether the conditions set out by the Act have been met, and if they
are, shall issue a certificate affirming that fact. The determination by the Clerk is final.
Belmont BIA Boundary Process
On September 30, 2024, Council directed staff to give notice of its intent to consider a by-
law to change the boundaries of the Belmont BIA. All prescribed notices were prepared and
sent by prepaid mail, and available electronically on the city's website, in accordance with
the Act by October 15, 2024, initiating the 60 -day notification and objection period.
Recipients were required to give a copy of the notice to each tenant of the property and to
provide a completed tenant list form to the Clerk by November 14, 2024. Written objections
were required to be submitted no later than December 14, 2024.
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Upon completion of the prescribed 60 -day notification and objection period, the City Clerk
determined that the conditions set out in the Act for objections were met:
1. A total of 49 objections were received from property owners and tenants, exceeding
the minimum threshold of 46 required to prevent the expansion; and,
2. The objectors were responsible for 67% of the share of the taxes in the geographic
area the proposed by-law would add to the existing improvement area, exceeding the
minimum threshold of 33% required to prevent the expansion.
The decision of the Clerk on the request to expand is included in Attachment A.
As a result of the prescribed conditions being met, Council is not permitted to pass a by-law
to expand the boundaries of the BIA. The Belmont BIA remains in effect within its existing
boundary area with no change to its membership.
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. Notice of the proposed by-law was sent by prepaid mail to
every person who is assessed for rateable property that is in a prescribed business property
class. In addition to formal notices, the City distributed postcards to affected businesses in
the proposed expanded area providing information about the proposed expansion.
CONSULT — Community engagement included two public information sessions held on
November 21, 2024, and individual meetings with affected property and business owners
as requested. Those affected by the proposed expansion were generally supportive of the
existing BIA and the community stewardship BIAs provide. However, concerns were raised
about the financial implications of an expansion given the current economic climate. BIAs
are self-funded, and an expansion would have imposed a levy on new members, of which
the objectors were not supportive. The conditions set out in the Act give affected property
owners and businesses legislated authority to directly impact whether an expansion by-law
could be considered by Council.
PREVIOUS REPORTS/AUTHORITIES:
DSD -2024-372 Belmont BIA Boundary Expansion
Municipal Act, 2001
APPROVED BY: Justin Readman, General Manager, Development Services
ATTACHMENTS:
Attachment A — Decision of Clerk on Request to Expand
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AMANDA FUSCO
Director of Legislated Services & City Clerk
Corporate Services Department
Kitchener City Hall, 2114 Floor
200 King Street West, P.O. Box 1118
Kitchener, ON N2G 4G7
Phone: 519.904.1402 Fax: 519.741.2705
amanda.fusco n_,kitchener.ca
=. 1-866-969-9994
SENT VIA EMAIL
January 20, 2025
JD Zehr
Chair, Belmont Business Improvement Area (BIA)
678 Belmont Avenue West I Suite 301
Kitchener, ON N2M 1 N6
RE: Request from Belmont Business Improvement Area (BIA) to Expand
The Board of Management of the Belmont Business Improvement Area ("the Board") passed a motion
requesting that City of Kitchener Council proceed with the process to expand the Belmont Business
Improvement Area ("BIA") on November 28, 2023. Kitchener Council received the request and passed
the following motion at a meeting on September 30, 2024:
That pursuant to Section 209 of the Municipal Act, 2001 (the Act), notice of the proposed by-law to alter
the boundaries of the Belmont Business Improvement Area (BIA) be sent to every person who is
assessed for rateable property that is in a prescribed business property class which is located within the
existing and newly proposed boundaries, as outlined in Attachment A' of report DSD -2024-372.
In accordance with section 210 of the Act notice of the proposed by-law was sent by prepaid mail to
every person who is assessed for rateable property that is in a prescribed business property class
which is located within the existing boundaries of the BIA; as well as in the geographic area the
proposed by-law would add to the improvement area.
A municipality shall not approve the expansion of a Business Improvement Area, following notice, if:
• written objections are received by at least one-third of the total number of persons entitled to
notice, and,
• those who have objected represent;
o at least one-third of the taxes levied for purposes of the general local municipality levy
on rateable property in all prescribed business property classes in the improvement
area, or
o at least one-third of the taxes levied for purposes of the general local municipality levy
on rateable property in all prescribed business property classes in the geographic area
the proposed by-law would add to the existing improvement area, or
o in all other cases, at least one-third of the taxes levied for purposes of the general local
municipality levy on rateable property in all prescribed business property classes in the
improvement area.
Results of the Request to Expand
The City issued 140 notices and received 49 objections from those entitled to notice. To satisfy the first
condition of the Act, a total of 46 objections was required. As outlined in the chart below, based on the
responses received the first condition, not to expand, was met.
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Notices
Responses Received by December 14
Notices Issued pursuant to Section 210(1)
(Property Owners and Board Members)
60
Notices Issued pursuant to Section 210(2)
(Tenants)
80
Total Number of Persons Entitled to Notice
140
$1,547,616.77
1/3 of Taxes needed to object under Section 210(3)(c)(i)(B)
1/3 needed pursuant to Section 210(3)(b)
46
Total Taxes of Property Responses Received
Total Responses Received from Property
Owners, Board and Tenants
49
To satisfy the second condition pursuant to the Act, the required total taxes payable must exceed
$1,547,616. The total taxes payable by those that submitted objections was $2,662,139. As outlined in
the chart below, the second condition, not to expand, was met.
2024 Taxes Levied (For City Purposes)
Total Taxes for Purposes of the general local municipality levy on rateable
property in all prescribed business property classes in the improvement area
Section 210(3)(c)(i)(A)
$ 4,642,850.31
Total Taxes levied for purposes of the general local municipality levy on
rateable property in all prescribed business property classes in the geographic
area the proposed by-law would add to the existing improvement area Section
2103 c i B
$3,976,784.89
1/3 of Taxes needed to object under Section 210(3)(c)(i)(A)
$1,547,616.77
1/3 of Taxes needed to object under Section 210(3)(c)(i)(B)
$1,325,594.96
Total Taxes of Property Responses Received
$2,662,139.42
Based on the responses received, the conditions required by the Act to expand the BIA were not
satisfied and therefore the request by the Board is not supported. In accordance with the Act, City
Council is therefore not permitted to expand the boundary of the BIA.
Sincerely,
Amanda Fusco
Director of Legislated Services & City Clerk
2
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