THIS MEETING MAY BE TELECAST ON PUBLIC TELEVISION OR WEBCAST ON THE CITY S PUBLIC WEBSITE Mayor Jaworsky in the Chair SPECIAL COUNCIL MEETING Monday, November 6, 2017 6:30 PM AGENDA 1. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF 2. COMMITTEE PRESENTATIONS a) Title: Audit Committee Annual Update Presenter: Noel Butler, Chair b) Title: Advisory Committee on Culture Presenter: Kuldip Bachher, Vice Chair and Elvan Suzer, Member c) Title: Municipal Heritage Committee Presenter: Nick Lawler, Chair Page 1 of 19 November 6, 2017
d) Title: Uptown Vision Committee Presenter: Rami Said, Chair e) Title: Waterloo Economic Development Advisory Committee Presenter: Grant Gingrich, Chair f) Title: Sustainability Advisory Committee Presenter: Mathew Thijssen, Chair 3. COMMITTEE REPORTS AND PRESENTATIONS b) Title: Waterloo Park Advisory Committee Autumn Page 4 2017 Update Report Report No.: CTTEE2017-003 Prepared By: Paul McKone Presentation: Paul McCone, Chair a) Title: Waterloo Advisory Committee on Active Page 7 Transportation Annual Report Report No.: CTTEE2017-005 Prepared By: Anne Crowe c) Title: Annual Report Page 9 Report No.: CORP2017-037 Prepared By: Lissy Spencer Page 2 of 19 November 6, 2017
d) Title: Kitchener-Waterloo Joint Service Initiatives Page 16 Committee Update Report No.: CAO2017-029 Prepared By: Brad Witzel 4. ENACTMENT OF BY-LAWS Recommendation: That the By-laws listed below be read a first, second and third time and finally passed, numbered sequentially commencing with By-law Number 2017-069 and that the Mayor and Clerk be authorized to sign them accordingly. a) By-law establishing a public highway in the City of Waterloo know as Wes Graham Way. Pt reserve block 15, Plan 58M-350. Pt 3, 58R-19718. 420 Wes Graham Way. (CofA B-27/17) b) By-law to amend By-law no. 1418, being a Zoning By-law controlling land use development within the City of Waterloo. 2050 University Avenue East. Hospice Waterloo Region. (IPPW2017-054, October 23, 2017) c) By-law to confirm all actions and proceedings of Council, November 6, 2017 Special 5. ADJOURNMENT Page 3 of 19 November 6, 2017
COMMITTEE OF COUNCIL REPORT Waterloo Park Advisory Committee Autumn 2017 Update Report #: CTTEE2017-003 Recommendations: For Information Executive Summary: Over the past year, the Waterloo Park Advisory Committee of Council (WPAC) has continued to identify and develop initiatives toward implementation of the 2009 Waterloo Park Master Plan (WPMP). Last year, we spoke of improvements to the Central Street Parking Lot and Park Entrance. The lot itself is now complete, and a trail is in place to separate pedestrians and cyclists from Tennis Club traffic. Work on the Central Street Entrance feature has yet to be completed, but we hope to see that happen soon. Now that conditions upstream have been tended to, an addendum to the Silver Lake Environmental Assessment is underway to diagnose problems and provide solutions for the Park s watercourse. Once this EA Addendum is complete, we ll be able to better plan for Laurel Creek, Silver Lake, and the aging infrastructure that surrounds them. The Festival Entrance to Waterloo Park is nearer to completion with the installation of the long-awaited Harvest Table by artist Ted Fullerton. Visitors who arrive at the Park via Father David Bauer Drive have immediately made good use of this practical, functional, interactive and thought-provoking piece of public art, enjoying a meal while they contemplate the eternal tension between squirrel and nut. The Waterloo Public Library unveiled the Harvest Table as part of their Picnic in the Park event in August, Prepared By: Paul McKone, Chair Date: November 6, 2017 Committee Chair Signature: Page 4 of 19 November 6, 2017
with some on-the-day help from the Friends of Waterloo Park. In September, a Waterloo Rib Fest was held as a sort of trial-run of the kind of event that the Festival Area will one day support. Throughout the three-day event, the place was full of happy people enjoying barbecued ribs, roasted corn, deep-fried onions, and a selection of craft beers. Construction has begun to rework the entire 900 metre length of the Central Promenade, one of the main routes into, and through, Waterloo Park. The Central Promenade runs across the Park, from Canada s most architecturally renowned corner Caroline and Erb to the new Waterloo Park/Laurier LRT station. Ground was broken in July for the twinning of the bridge across Laurel Creek, in anticipation of the multi-use trail and dedicated cycle lane that will make up much of length of the Central Promenade. The Central Promenade s route includes three LRT crossings, which will strengthen east-west connections across the Park for pedestrians and cyclists, and make it easier to access the Park in its entirety. Along the route, it will be possible to stop, rest, and reflect on one of the many comfortable benches that will be installed. The chosen model, Victor Stanley RB-28, is also starting to appear UpTown, so there will be a sense of visual continuity as the Park spills into the City, and the City leads into the Park. Adjacent to the Park, it s exciting to see sidewalks and multi-use trails appearing along Seagram Drive, a tangible demonstration of the City s continuing commitment to support multiple ways for people to get where they want to go. The long-awaited improvement to the Central Promenade is perhaps the largest and most extensive project in the Park in its 125 year history; when complete, it will serve the Park and the City well for its next 125 years. The Friends of Waterloo Park, the group involved in implementing elements of the Waterloo Park Master Plan that are without current capital funding, have begun public engagement with a series of weeding, planting, and mulching events at the Eby Farm House. As the Friends transition from WPAC subcommittee to volunteer organization, recruitment will soon be underway to populate the variety of functional teams that the Friends have identified. It s been a busy year in Waterloo Park. Next year, WPAC hopes to look at wayfinding strategies within the Park, detailed planning for the Festival Area, and pedestrian access at, and across, Father David Bauer Drive, in order to maintain a welcoming, pedestrian-friendly atmosphere. We d like to finish our update with thanks: Prepared By: Paul McKone, Chair Date: November 6, 2017 Committee Chair Signature: Page 5 of 19 November 6, 2017
We d like to express our gratitude to Central Promenade project manager John Griffin, whose planning and daily updates have made it possible for people to continue to use this most-heavily-travelled section of trail in the Region. WPAC and the Friends of Waterloo Park extend our thanks to Environmental Stewardship Coordinator Peggy Stevens for helping with Friends planting events. They would not have been as great a success without her help. We offer thanks to Park staff for all their day-to-day maintenance, painting and upkeep. We recognize the importance of managing our existing resources well, particularly in the context of the changes underway. Finally, the Waterloo Park Advisory Committee would like to thank Council for their continuing vision and support of WPAC and Waterloo Park, maintaining our Jewel of the City, and adding new facets so that it will sparkle ever brighter in its sterling setting. Financial Implications: Planning is based on the scheduled increase in capital funding that began in 2016. Technological Implications: Implementation of the WPMP will require such things as renewed or improved electrical services, water and sewage upgrades, additional washrooms, communication infrastructure, Wi-Fi access. Legal Considerations: None. Link to the Strategic Plan: Implementation of the WPMP and its various projects and transitions reflect the City's strategic plan in multiple ways: Priority Areas: o Multi-modal transportation o Infrastructure renewal o Strong community o Environmental leadership Goal: o Economic Development Minor Linkage: o Corporate Excellence Prepared By: Paul McKone, Chair Date: November 6, 2017 Committee Chair Signature: Page 6 of 19 November 6, 2017
COMMITTEE OF COUNCIL REPORT Waterloo Advisory Committee on Active Transportation 2017 Annual Report Report #: CTTEE2017-005 Recommendations: That Report CTTEE2017-005 be received as information Executive Summary: The priorities of WACAT are the following: Complete and extend High Priority Network Improve connectivity of network Improve safety for cyclists and pedestrians Collaborate with other regional municipalities in connectivity and mapping Increase volunteer capacity for committee activities Participate in Grand Trail Project Work on the 5 E s to attain the Share the Road Gold Award in 2019 Engineering Education Encouragement Enforcement Evaluation and Planning Prepared By: Anne Crowe Date: October 22, 2017 Committee Chair Signature: Page 7 of 19 November 6, 2017
Financial Implications: None Technological Implications: None Legal Considerations: None Link to the Strategic Plan: WACAT links to all areas of the strategic plan. Multi-modal transportation Infrastructure renewal Strong community Environmental leadership Corporate excellence Economic development Prepared By: Anne Crowe Date: October 22, 2017 Committee Chair Signature: Page 8 of 19 November 6, 2017
1 Chief Administrative Officer STAFF REPORT Chief Administrative Officer Title: CAO2017-029 Kitchener-Waterloo Joint Service Initiatives Committee Update Report Number: CAO2017-029 Author: Brad Witzel Meeting Type: Committee of the Whole Meeting Council/Committee Date: November 6, 2017 File: N/A Attachments: N/A Ward No.: All Wards - City Wide Recommendation: 1. That Council receives CAO2017-029 as information. A. Executive Summary This report is intended to provide Council with an update on the 2016-2017 Kitchener-Waterloo Joint Service Initiatives undertaken and summarizes the projects that have been prioritized for collaboration in 2017-2018 by the Joint Service Initiatives Committee at the June 8, 2017 annual meeting. B. Financial Implications There are no financial implications associated with this progress report. C. Technology Implications There are no technology implications associated with this report. D. Legal Considerations Staff did not seek legal advice. Page 9 of 19 November 6, 2017
2 Chief Administrative Officer E. Link to Strategic Plan (Strategic Priorities: Multi-modal Transportation, Infrastructure Renewal, Strong Community, Environmental Leadership, Corporate Excellence, Economic Development) Corporate Excellence strive for continued improvement of customer service through the reinvigoration of joint service initiatives with local municipalities F. Previous Reports on this Topic CAO2006-002 Shared Services Program Review and Update CAO2016-010 - Kitchener-Waterloo Joint Service Initiatives Committee Update G. Approvals Name Signature Date Author: Brad Witzel Director: N/A Commissioner: N/A Finance: N/A CAO Page 10 of 19 November 6, 2017
3 Chief Administrative Officer CAO2017-029 Kitchener-Waterloo Joint Service Initiatives Committee Update CAO2017-029 Section #1 Background The cities of Kitchener and Waterloo have a long history of undertaking cooperative initiatives on an ad hoc basis. Pursuit of a more formalized approach to joint initiatives began in 2004, in recognition of similar dynamics between the two municipalities and the contiguous geography of the urban areas. In 2006, the original program was refreshed and rebranded as the Kitchener-Waterloo Joint Service Initiatives Committee (JSIC). Over the last 11 years collaborative work between Kitchener and Waterloo has continued, largely informally. Over 70 joint initiatives have taken place during this period with many remaining active practice today, the balance being project specific and since completed. In 2015, staff from both municipalities renewed efforts to re-establish formal planned joint initiatives for the upcoming year, and did so again in 2016 and 2017. The JSIC is also supportive of other collaboration opportunities that arise throughout the year that might not have been formally planned, as long as the project provides mutual benefit and the efficient use of collective resources. Section #2-2016-2017 Initiative Highlights Over the course of 2016-2017 numerous joint initiatives were undertaken including ongoing active practices and projects of one-time nature. The following highlights some of these key one-time projects; Kitchener-Waterloo - Federation of Canadian Municipalities (FCM) 2019 Board Meeting Joint Proposal o In February 2017, the councils of Kitchener (CAO-17-007 February 13, 2017) and Waterloo (CAO2017-003 February 6, 2017) approved staff reports recommending the submission of the Kitchener-Waterloo joint proposal to host a 2019 Federation of Canadian Municipalities Board Meeting o On March 28, 2017 FCM advised that the Kitchener-Waterloo joint proposal was selected to host the September 10-13, 2019 event o Event planning work will be ongoing throughout 2018 and 2019 Page 11 of 19 November 6, 2017
4 Chief Administrative Officer Corporate Contact Centre o Expanding the City of Kitchener s Corporate Contact Centre after-hours emergency services support to other City of Waterloo divisions (i.e. Municipal Enforcement) o This initiative is ongoing with scripts being developed, call volumes being tracked (for planning purposes) and an implementation strategy being developed o Full implementation is expected in 2019 External Grants Collaboration o Coordinate efforts on external grant opportunities including advocating, researching available grants, liaising with divisions regarding potential projects and writing reports for senior staff and councils o This initiative is ongoing, with both parties agreeing to pilot external support for identifying new potential grant opportunities from outside organizations (organization other than the Federal or Provincial governments) Cycling Infrastructure o An opportunity was identified to better coordinate on cycling infrastructure and programming opportunities o Both cities have representatives attending regular IMPACT meetings o Discussions are ongoing regarding developing a shared bike valet program including sharing volunteer resources Section #3-2017-2018 Joint Service Initiatives In June the JSIC held its annual joint services meeting and prioritized the following initiatives for the upcoming year; Assessment Base Management o Collectively identify methods for reviewing and inspecting vacancy applications and seek ways to improve the flow of information from MPAC to the municipality s ensuring property assessments are accurate and fairly captured in our growing communities o This initiative will also include Kitchener reviewing Waterloo s assessment base software which is being used on a pilot basis to evaluate vulnerable properties Sanitary Sewer Rebate Program o Collaborate to reform the existing sanitary sewer rebate programs in both municipalities, looking for consistent practices regarding eligibility criteria and methods for verifying rebates volumes Page 12 of 19 November 6, 2017
5 Chief Administrative Officer Election Equipment/Services o In preparation for the next municipal election, collectively look for way to achieve cost-effective procurement pricing on the required election equipment/services including laptops, printing, and voter notification cards o This initiative will exclude any election equipment/services already contracted (tabulators) o This initiative may also be broadened to include other local municipalities (if they are interested) Stormwater Management Design and Operations o The cities of Kitchener and Waterloo have long been leaders in the field of stormwater management dating back to the implementation of our respective stormwater utilities in 2011 o Continue to take a leadership approach in this ever evolving industry and look for opportunities to collaborate on stormwater issues, particularity around flood risk mitigation, climate change adaptation, communication, emergency preparedness and contract services Forsyth Drive / Aberdeen Road Re-profiling and Reconstruction o Project scope includes the re-profiling of Forsyth Drive (Waterloo) and the reconstruction of Aberdeen Road (Kitchener) to correct ongoing drainage issues o Project design work has been completed o Reconstruction work deferred to 2018 Prior to each JSIC meeting, input is sought from senior management from each municipality on opportunities for joint service initiatives. Initiatives are then scoped out with preliminary activities with a 12 month outlook using a common template. The JSIC then selects a short list of initiatives for the upcoming year based on consensus. Keeping with existing practice, selected initiatives for the ensuing year will be led by Kitchener or Waterloo, in collaboration with the other municipality. Section #4 - Opportunities for Broader Collaboration Recognizing the merits of broader collaboration, the JSIC is committed to including other area municipalities where applicable. Given the extensive suite of active practices that have already been established between Kitchener and Waterloo, it would be very difficult to retroactively include other municipalities on those past items. Instead, the JSIC actively considers the participation of other area municipalities on a case-by-case basis as opportunities are identified. While the work of the JSIC focuses specifically on local-local Kitchener-Waterloo initiatives (initiatives within the scope of jurisdiction for lower tier municipalities), there has also been interest in recent years to pursue local-regional initiatives that overlap lower tier and upper tier jurisdiction. The JSIC has identified that the most appropriate Page 13 of 19 November 6, 2017
6 Chief Administrative Officer channel to pursue these opportunities is through collaboration between the areas CAO s, whom already discuss opportunities for region-wide collaboration as part of their regular meetings. A perfect example of a local-regional initiative is the July 2017 Region of Waterloo Voice Radio Infrastructure Replacement project. The Region s voice radio system provides reliable public safety grade two-way voice radio communications for Waterloo Regional Police Service (WRPS), all municipal Fire Departments, all Regional Departments (principally Grand River Transit and Roads Operations) and various local municipal operations departments. It serves as the primary link between 911 dispatch and Police and Fire personnel for all day-to-day communications and provides critical interoperability between all users in the event of a City, or Region-wide emergency. The Region led stakeholder group comprised of senior management representatives from all the user groups selected Motorola Solutions Canada Inc. as the new voice radio system provider from the list of pre-qualified vendors. Another example of a local-regional initiative is the April 2017 Region of Waterloo investment in Southwestern Integrated Fibre Technology (SWIFT) Network project. This Region of Waterloo led project also included input from the local municipalities. The Region approved a total contribution of $2.23M over 2018-2021 to SWIFT providing faster and more cost effective fibre-based internet service to some of the Region s residents and businesses. Being connected via SWIFT to the rest of southwestern Ontario and Niagara Region, as well as through more robust connections to major nodes in Toronto, is a benefit to the Region's residents, businesses, governments, healthcare providers and academic institutions. SWIFT has committed to a minimum 4:1 ratio for the value of infrastructure installed vs. municipal contribution. So based on the Region s $2.23 million contribution, SWIFT will build a minimum of $8.9 million of fibre related infrastructure in Waterloo Region. Additionally another prime example of a local-regional initiative is the ongoing light emitting diode (LED) streetlight conversion project which was initiated in 2016 and substantially completed in 2017. The Region led working group with representatives from the Region of Waterloo (lead agency) cities of Kitchener, Cambridge, Waterloo and the townships of Wilmot, Wellesley, Woolwich, and North Dumfries is one of the largest region-wide collaborative projects in recent history and through collaboration all parties were able to realize economies of scale and project efficiencies. In 2017 Fairway Electrical Services Inc. installed approximately 16,000 LED streetlights in Kitchener and approximately 8,000 more in Waterloo. Section #5 - Ongoing Communications Both cities maintain up-to-date information about current shared services as well as upcoming joint projects on the respective websites, Kitchener.ca/jointservices and Waterloo.ca/jointservices. In addition, the JSIC actively seeks opportunities to highlight joint work through various communications opportunities (council reports, community messaging, public meetings, etc.). As part of both city s communications planning Page 14 of 19 November 6, 2017
7 Chief Administrative Officer protocol, when a project is of a joint nature, this fact is clearly reinforced in all external communications to our residents, local media and stakeholders along with emphasis on the inherent benefits of working together. Image #1 JSIC Joint Project Logo: An annual overview on joint service successes and future profiled projects will be published and posted on the /jointservices.ca section of each city s website after Council has received the annual update report. Page 15 of 19 November 6, 2017
1 Corporate Services STAFF REPORT Legislative Services Title: Annual Report Report Number: CORP2017-087 Author: Lissy Spencer Meeting Type: Committee of the Whole Meeting Council/Committee Date: November 6, 2017 File: [File] Attachments: [Attachments] Ward No.: City-Wide Recommendation: That Report CORP2017-087 be received as information. C. Technology Implications Information A. Executive Summary is an annual opportunity for Committees of Council to provide an overview of activities undertaken in the previous year and planned for the year ahead. It is also an opportunity to address administrative matters relating to Committees of Council. This report includes the annual update for Committees not submitting a separate report or presentation. B. Financial Implications None. D. Legal Considerations None E. Link to Strategic Plan (Strategic Priorities: Multi-modal Transportation, Infrastructure Renewal, Strong Community, Environmental Leadership, Corporate Excellence, Economic Development) Strong Community engaging the public to create a strong community Corporate Excellence strengthening Committee communication and collaboration Page 16 of 19 November 6, 2017
2 Corporate Services F. Previous Reports on this Topic G. Approvals Name Signature Date Author: Lissy Spencer Director: Olga Smith Commissioner: Keshwer Patel Finance: CAO Page 17 of 19 November 6, 2017
3 Corporate Services Annual Report CORP2017-087 Committee Updates: The following committees will not be submitting a separate report or presentation for Council. This is not uncommon in particular for quasi-judicial committees. The following represents an overview of the Committee mandate and information about the 2017 meetings. Appeals Tribunal The Appeals Tribunal hears appeals relating to Property Standards Orders, Fence Variance applications, Rental Housing Licensing and Business Licensing appeals. Fence Variance decisions may be appealed to Council but all other decisions are final. The Appeals Committee heard two fence variance appeals and two rental housing appeals in 2017. Committee of Adjustment The Committee of Adjustment is an independent, quasi-judicial committee and its function and role are governed by the Planning Act. Appeals of Committee of Adjustment decisions are made to the Ontario Municipal Board. In 2017 the Committee has considered 98 minor variance applications and 28 consent applications as of the date of writing this report. Community Cash Grants Advisory Committee The Committee is mandated to review annual community cash grant applications, make recommendations to Council regarding the distribution of community grant funds and to evaluate the grant process. A Committee report is included along with a staff report presented to Council for consideration at a Finance and Strategic Planning Committee meeting early spring. The Committee received 60 applications with a total request value of $252,809 for the 2017 community cash grant year. The committee recommended 42 organizations receive funding totaling $71,604 which represented the total budget available. The 2018 community cash grant cycle is now open for applications and closes on Wednesday, December 6, 2017 at 2 p.m. Page 18 of 19 November 6, 2017
4 Corporate Services Dog Designation Appeal Committee The Dog Designation Appeal Committee considers appeals by dog owners whose dog has been designated as a potentially dangerous, dangerous, restricted or prohibited animal by the Kitchener-Waterloo Humane Society. The Committee meets as required within 30 days of the Legislative Services office receiving an appeal. To date, the Committee has not heard any appeals in 2017. Grand River Accessibility Advisory Committee The Grand River Accessibility Advisory Committee (GRAAC) continues to advise 7 municipalities. GRAAC is working on creating 3 new resources for staff to use which will include standard accessibility comments for recreational trails, playgrounds and rest areas. GRAAC hopes that these resources for staff will be used to address accessibility in earlier stages of municipal design of public spaces projects. GRAAC's goal is to have these resources completed by the end of this (2017) year. Sign Variance Committee The Sign Variance Committee reviews and makes decisions on Sign applications that require a variance to the Sign By-Law. Decisions of the Committee may be appealed to Council. The Committee has received 26 sign variance applications regarding 89 signs to date in 2017. Page 19 of 19 November 6, 2017