HomeMy WebLinkAboutCouncil Agenda - 2025-10-27 SSpecial Council Meeting
Agenda
Monday, October 27, 2025, 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/dele.aq tion or via email at dele.atq ion(a)kitchener.ca. Please refer to the
delegation section on the agenda below for registration in-person and electronic participation
deadlines. Written comments received will be circulated prior to the meeting and will form part of the
public record.
The meeting live -stream and archived videos are available at www.kitchener.ca/watchnow
*Accessible formats and communication supports are available upon request. If you require
assistance to take part in a city meeting or event, please call 519-741-2345 or TTY 1-866-969-9994.*
Pages
1. Commencement
The meeting will begin with a Land Acknowledgement given by the Mayor.
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. 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 2:30 p.m. on October 27, 2025, in order to participate electronically.
4. Staff Reports
4.1 2026 Budget Timelines, FIN -2025-408 3
4.2 2026 Council and Committee Calendar, COR -2025-393 6
(Materials to be circulated under separate cover - Note: the proposed
2026 Council and Committee Calendar is due to be published at
approximately 10:00 a.m. on Monday October 27, 2025.
5. Mayoral Business and Updates - Mayor B. Vrbanovic
6. In -camera Meeting Authorization
Note: Any member of Council may question the appropriateness of a listed in -
camera item. This may be done during the special Council meeting or at the
beginning of the in -camera session.
Council is asked to enact the following resolution to authorize an in -camera
meeting:
"That an in -camera meeting of City Council be held immediately following
the special council meeting this date to consider a solicitor client privilege
& potential litigation matter as authorized by Sections 239 239 (2) (e) & (f)
of the Municipal Act, 2001, respectively."
6.1 Legal Advice regarding potential litigation - 30 m
Commercial Lease (Solicitor Client Privilege &
Potential Litigation Matter - Section 239 (2) (e)
& (f))
(Staff will provide information and seek direction from Council)
7. By-laws
7.1 Three Readings
7.1.a To confirm all actions and proceedings of the Council for October 27,
2025.
(By-law 2025-124)
8. Adjournment
Page 2 of 8
Staff Report
Financial Services Department www. kitchen er.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: October 27, 2025
SUBMITTED BY: Ryan Hagey, Director of Financial Planning & Asset Management,
519-904-9347
PREPARED BY: Ryan Hagey, Director of Financial Planning & Asset Management,
519-904-9347
WARD(S) INVOLVED: All
DATE OF REPORT: October 20, 2025
REPORT NO.: FIN -2025-408
SUBJECT: 2026 Budget Process and Timelines
RECOMMENDATION:
That the 2026 budget timelines outlined in Financial Services Department report FIN -
2025 -408 be approved; and further,
That Council shorten the 30 -day period that Council may pass a resolution making an
amendment to the Mayor's proposed budget to coincide with the completion of the
meeting scheduled on December 11, 2025.
REPORT HIGHLIGHTS:
• The purpose of this report is to approve the process and timelines for the 2026 budget.
• This report supports the delivery of core services.
BACKGROUND:
In 2023, the Province passed the Strong Mayors, Building Homes Act and Part V1.1. of the
Municipal Act regarding Special Powers and Duties of the Head of Council. This changed
Kitchener's traditional budget process where staff would propose a budget which would be
presented to and debated by Committee before being approved by Council. The new
process requires the Mayor to propose the budget which would automatically be adopted
after 30 days unless it is amended by Council.
Staff are proposing to use a budget timetable which complies with Strong Mayors legislation,
but still fits within the City's traditional budget calendar and sees Kitchener's budget passed
before the end of the year.
*** 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 8
REPORT:
The Council & Committee meeting calendar includes meetings scheduled for November and
December to discuss the budget. The budget timelines are consistent with Mayoral
Direction 2023-DIR-001 which directs staff to:
• Prepare a draft budget for the Mayor & Council's consideration
• Make the budget publicly available on the City's website
• Provide summary presentations that highlight the key elements of the budget
• Consider ways to encourage public input/participation
• Convene a meeting where the Mayor, in conjunction with the Chair of the Finance
and Corporate Services Committee will propose the budget; and
• Convene meetings of Council to consider the budget allow for any amendments to
be considered.
2025 Budaet Timelines
* In order to achieve the timelines noted in the table, Council needs to agree to shorten the
30 -day period for amendments. For further clarity, a graphical representation of the budget
process under Strong Mayors is also included as an attachment to this report.
Council also need to amend its meeting calendar to combine operating and capital budget
presentations onto the same day instead of having them on November 24 & 25.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
There are no financial implications of this report as the proposed timelines will see the
budget approved in the planned timeframe, before the end of the calendar year.
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:
• Strong Mayors, Building Homes Act 2022 and Part V1.1. of the Municipal Act
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer
ATTACHMENTS:
Attachment A — Budget Process Under Strong Mayor Legislation
Page 4 of 8
Staff Report
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Corporate Services Department www.kitchener.ca
REPORT TO: Special Council
DATE OF MEETING: October 27, 2025
SUBMITTED BY: Dianna Saunderson, Manager, Council and Committee Services / Deputy
Clerk, 519-904-1410
PREPARED BY: Dianna Saunderson, Manager, Council and Committee Services / Deputy
Clerk, 519-904-1410
WARD(S) INVOLVED: N/A
DATE OF REPORT: September 10, 2025
REPORT NO.: COR -2025-393
SUBJECT: 2026 Council and Committee Schedule
RECOMMENDATION:
That the 2026 Council and Committee Calendar, as attached as Appendix `A' to Corporate
Services Department report COR -2024-459, be approved; and,
That the Mayor in consultation with the Chief Administrative Officer and the Clerk will be
delegated the authority to schedule additional Planning and Strategic Initiatives Committee (PSIC)
meetings on Council meeting dates, where required, to address legislated Planning Act timelines;
and further,
That Council be permitted by resolution to reschedule meetings identified on the 2026 calendar
where necessary.
REPORT HIGHLIGHTS:
• The purpose of this report is to establish the Council and Committee Schedule for 2026.
• This report supports the delivery of core services.
BACKGROUND:
Each year, a schedule of Council and Standing Committee meetings is adopted. Meetings are scheduled
on rotating Mondays and generally include a one-week recess between Standing Committee and Council.
This break provides Council with additional time to consider agenda items and connect with constituents
on matters of public interest while also providing an opportunity for staff to gather further information as
requested by Committee. Where possible, the 2026 schedule also takes into consideration the Region of
Waterloo's Council and Committee meetings.
The schedule also considers factors that Council has historically taken into account when scheduling
meetings, such as all Statutory Holidays, March Break, a summer break in July, conferences such as
Federation of Canadian Municipalities (FCM), Association of Municipalities of Ontario (AMO) and
Association of Municipal Clerks and Treasurers of Ontario (AMCTO).
*** 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 8
REPORT:
The proposed 2026 calendar, attached as Appendix `A', was developed based on the factors outlined
above, and also incorporates the following list of Holidays, March Break, and municipal conferences:
• New Year's Day: Thursday, January 1, 2026
• Family Day: Monday, February 16, 2026
• Good Friday: Friday, April 3, 2026
• Easter Monday: Monday, April 6, 2026
• Victoria Day: Monday, May 18, 2026
• Canada Day: Wednesday, July 1, 2026
• Civic Holiday: Monday, August 3, 2026
• Labour Day: Monday, September 7, 2026
• Thanksgiving Day: Monday, October 12, 2026
• Remembrance Day: Wednesday, November 11, 2026
• Christmas Day: Friday, December 25, 2026
• Boxing Day: Monday, December 28, 2026 (Observed)
The calendar also takes feedback from City business units including Planning, Engineering,
Procurement, and Financial Planning and Reporting.
Additionally, the schedule and staff recommendation continue to take into consideration the timelines of
Planning Act Bill 109, More Homes for Everyone Act, 2022 came into effect in April 2022. Bill 109 is a
first step response to the Ontario Housing Affordability Task Force Report, which have the following
approval requirements:
Application Type
Approval Requirement
Zoning By-law Amendment
Decision within 90 days
Official Plan Amendment &
Decision within 120 days
Zoning By-law Amendment
(combined)
Finally, because 2026 is an election year, the schedule limits the number of meetings after
Nomination Day in order to minimize exposure to restrictions on a Council as outlined in Section
275, Restricted Acts After Nomination Day, Municipal Act, 2001, but will still allow for one cycle
of Standing Committee and Council meetings in order to attend to Council business. As in
previous election years, no meetings will be scheduled for the month of October leading to
Election Day.
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.
Page 7 of 8
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Victoria Raab, General Manager, Corporate Services
ATTACHMENTS:
Attachment A - Proposed 2025 Council and Standing Committee Schedule
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