Regional Municipality of Waterloo Council Agenda

MEDIA RELEASE: Friday, October 1, 2010, 4:30 P.M.

REGIONAL MUNICIPALITY OF WATERLOO COUNCIL AGENDA

Wednesday, October 6, 2010 Regular Meeting 7:00 p.m. REGIONAL COUNCIL CHAMBER 150 Frederick Street, Kitchener, ON

1. MOMENT OF SILENCE

2. ROLL CALL

3. DECLARATION OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

4. PRESENTATIONS a) Tom Brenner, Vice-Chair & Christiane Sadeler, Executive Director, Waterloo Region Crime Prevention Council Re: Smart on Crime

5. PETITIONS

6. DELEGATIONS

7. MINUTES OF PREVIOUS MEETINGS

a) Closed Council – September 15, 2010 b) Council – September 15, 2010 c) Community Services – September 28, 2010 d) Closed Committee – September 28, 2010 e) Administration & Finance – September 28, 2010 f) Planning & Works – September 28, 2010 g) Licensing & Retail – September 28, 2010

8. COMMUNICATIONS

9. MOTION TO GO INTO COMMITTEE OF THE WHOLE TO CONSIDER REPORTS

10. REPORTS Finance Reports a) F-10-088, Waterloo Region Housing’s 2010/11 General Insurance Program 1

Committee Reports

a) Community Services - attached & marked SS-100928 3

b) Administration & Finance - attached & marked FS-100928 5

c) Planning & Works - attached & marked PS-100928 7

Council Agenda - 2 - 10/10/06

Chief Administrative Officer Regional Chair Regional Clerk a) CR-CLK-10-014, Appointments to Municipal Elections Compliance Audit 9 Committee b) CR-CLK-10-015, Appointments to Waterloo Regional Heritage Foundation 11

11. OTHER MATTERS UNDER COMMITTEE OF THE WHOLE

12. MOTION FOR COMMITTEE OF THE WHOLE TO RISE AND COUNCIL RESUME

13. MOTION TO ADOPT PROCEEDINGS OF COMMITTEE OF THE WHOLE

14. MOTIONS

15. NOTICE OF MOTION

16. UNFINISHED BUSINESS

17. OTHER BUSINESS

18. QUESTIONS

19. ENACTMENT OF BY-LAWS – FIRST, SECOND & THIRD READINGS

a) A By-law to Amend By-Law No. 93-076, as amended, Being the Records Retention and Disposal By-law

b) A By-law to Amend By-Law No. 04-069, a By-law to Licence, Regulate and Govern Brokers, Owners and Drivers of Taxi Cabs Equipped With Taxi-cab Meters Within The Regional Municipality of Waterloo

c) A By-law to Confirm the Actions of Council – October 6, 2010

20. ADJOURN

856297

REGIONAL COUNCIL MINUTES

Wednesday, September 15, 2010

The following are the minutes of the Regular Council meeting held at 7:10 p.m. in the Regional Council Chamber, 150 Frederick Street, Kitchener, Ontario, with the following members present: Chair K. Seiling, J. Brewer, D. Craig, K. Denouden, T. Galloway, J. Haalboom, B. Halloran, R. Kelterborn, C. Millar, J. Mitchell, W. Roth, J. Smola, B. Strauss, S. Strickland, J. Wideman.

Members Absent: C. Zehr

CLOSED SESSION

MOVED by B. Strauss SECONDED by K. Denouden

THAT a closed meeting of Council be held on Wednesday, September 15, 2010, at 6:30 p.m. in the Waterloo County Room, in accordance with Section 239 of the Municipal Act, 2001, for the purposes of considering the following subject matters:

a) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract b) proposed or pending acquisition of land in the City of Cambridge c) proposed or pending acquisition of land in the City of Kitchener d) labour relations matter related to staffing

CARRIED

MOVED by B. Strauss SECONDED by K. Denouden

THAT Council reconvene in Open Session.

CARRIED

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared

DELEGATIONS a) Atinuke Bankole appeared before Council with respect to Report PH-10-042.1/E-10-079.1, EMS Master Plan Update –Traffic Signal Pre-emption. She stated she is in support of the traffic signal pre-emption project as it is important to ensure emergency vehicles can reach their destination as quickly as possible. She referenced a recent example of a delay of ambulance due to the train and stated this project is a worthwhile expenditure that contributes to safer streets and a stronger emergency response system.

Council Minutes - 2 - 10/09/15 b) Maintenance of the Long Gun Registry

i) Andrew Telegdi, Waterloo appeared before Council in support of maintaining the Long Gun Registry. His material was appended to the original agenda. He referenced the work done on crime prevention by the Region in the past, noting crime and justice is a community responsibility. He identified the coalition on gun control and the information stating that the Long Gun Registry saves 500 lives each year. A. Telegdi stated it is important to back the work being done by the various associations in support of the Long Gun Registry. He noted the vote will be taken in Parliament on September 22nd and encouraged Regional Council to pass a resolution to save the program that saves lives in our community.

ii) Ray Massicotte, President of Waterloo Regional Police Association and member of the Canadian Police Association Board of Directors, appeared before Council in support of the Long Gun Registry. He provided history on Bill C-391, Firearms Registry, noting the Canadian Police Association, Police Chiefs and Police Services Boards are united in their support of this Bill. He stated the Bill will enhance community and police officer safety and the Long Gun Registry is a valuable and effective tool. He provided statistics on the use of the Registry by the Waterloo Regional Police Service in 2009. He requested Regional Council to support a resolution to keep the Long Gun Registry.

iii) Margaret Binek, Advocacy Chair of Canadian Federation of University Women – K-W appeared before Council in support of the Long Gun Registry. A copy of her presentation was included with the original agenda. She stated the registration of guns is an issue of public safety. She provided a history of the court perspective on this issue and highlighted the debate on the Registry. She urged Regional Council to pass a resolution that the Region stands behind the various organizations in their collective support for the Long Gun Registry.

iv) Dr. Prakash Ahuja, Waterloo appeared before Council in support of maintaining the Long Gun Registry. He advised he has treated many injuries sustained from guns, many being shot guns. He stated this is a cost to the public health care system and provided statistics related to deaths, injuries and health costs. As a physician, he feels the importance of prevention is foremost and urged Regional Council to vote in favour of the Long Gun Registry.

v) Mark Yantzi, Restorative Opportunities appeared before Council in support of the continuation of the Long Gun Registry. He thanked Council for their support of crime prevention and urged them to support a motion to support the continuance of the Registry.

vi) John Evers, Regional Director Canadian Shooting Sports Association (South Western Ontario) appeared before Council in opposition to the Long Gun Registry. He stated it does not work and there is disinformation being provided with respect to the Registry as the numbers are being used incorrectly. He would rather see funding put towards mental health programs and suicide prevention and noted the homicide rate for domestic violence has dropped. J. Evers stated the Long Gun Registry does not save lives and wastes money.

vii) Andrew Craig, Kitchener appeared before Council in opposition to the Long Gun Registry. He stated Regional Council should not be supporting or opposing the Long Gun Registry as it is a Federal matter. He expressed concern with the inaccuracy of the concept of the registry and noted there are a number of sportsmen and hunters living in

851059 Council Minutes - 3 - 10/09/15

this community who are responsible firearms owners. A. Craig stated they should not be penalized by this Registry and forced to comply and further noted they were not consulted prior to this Bill being introduced. He urged everyone to voice their concerns to their MPs on this matter.

viii) Richard Irvine, Oakville appeared before Council in opposition to the Long Gun Registry. He stated he is a retired reserve Army officer, responsible gun owner and is familiar with the workings of the Long Gun Registry. It is a Federal responsibility and is riddled with errors and is unreliable. He provided an overview of the registration process and stated people should lobby for systems and services that will assist the public. He urged Regional Council to remain neutral and not take sides in a Federal debate.

ix) Phil O’Dell, Puslinch appeared before Council on behalf of himself and Mike Downey in opposition to the Long Gun Registry. He questioned why Regional Council is getting involved in this matter and stated it should be decided by the public in their support of the MPs at the time of the next Federal election.

x) Paul Robertson appeared before Council in opposition to the Long Gun Registry. He stated there are a number of myths related to the registry and more enforcement of existing laws is required. He stated the Registry punishes innocent gun owners and noted hunting and fishing is a major pastime in Canada.

Chair Seiling advised pursuant to Section 53 of the Procedural By-law, Council cannot direct a motion that is out of their jurisdiction but he deemed they could endorse the motions of other bodies or agencies. D. Craig noted a point of order that Council, with a 2/3 majority, could waive the rules of procedure.

Some members of Council gave their reasons for supporting the Long Gun Registry, noting the compromise of endorsing other agencies is more acceptable. It was noted the Waterloo Regional Police Services Board unanimously endorsed their resolution.

S. Strickland requested a recorded vote.

MOVED by J. Mitchell SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo endorse the motions of the Waterloo Region Crime Prevention Council and the Waterloo Regional Police Services Board with regards to the National Long Gun Registry.

CARRIED

Yeas: J. Brewer, D. Craig, K. Denouden, T. Galloway, J. Haalboom, B. Halloran, C. Millar, J. Mitchell, W. Roth, K. Seiling, J. Smola, B. Strauss, S. Strickland, J. Wideman

Nays: R. Kelterborn

The resolution will be sent to the local MPs and the Waterloo Region Crime Prevention Council and the Waterloo Regional Police Services Board.

851059 Council Minutes - 4 - 10/09/15

MINUTES OF PREVIOUS MEETINGS

S. Strickland noted an amendment of page 1 of the Community Services Committee minutes dated September 7, 2010 to reflect a change regarding Report SS-10-045 to indicate that "4 of the 13 short-term recommendations have been implemented”.

MOVED by B. Halloran SECONDED by J. Wideman

THAT the following Minutes be approved, as amended: a) Closed Council – August 19, 2010 b) Council – August 19, 2010 c) Community Services – September 7, 2010 d) Administration & Finance – September 7, 2010 e) Closed Committee – September 7, 2010 f) Planning & Works – September 7, 2010

CARRIED

COMMUNICATIONS a) Waterloo Regional Police Services Board Re: Canadian Firearms Program was received for information.

MOVED by B. Strauss SECONDED by K. Denouden

THAT Council go into Committee of the Whole to consider reports.

CARRIED

FINANCE REPORTS

J. Smola inquired why some reports include taxes and others are plus applicable taxes. Larry Ryan, Chief Financial Officer advised there is no set procedure but it is made clear in the specifications that are issued. a) F-10-078, T2010-021 Elmira Wastewater Treatment Plant, Equalization Tank No. 5 and No. 6, Township of Woolwich

MOVED by S. Strickland SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo accept the tender of Wellington Construction Inc. for T2010-021 Elmira Wastewater Treatment Plant, Equalization Tanks No. 5 and No 6, Township of Woolwich in the amount of $3,058,910.00 including applicable taxes.

CARRIED b) F-10-079, T2010-007 Reconstruction of Regional Road No. 33, Townline Road, Can- Amera Parkway to Gore/Avenue Road, City of Cambridge

851059 Council Minutes - 5 - 10/09/15

There was discussion about the four lanes for Townline Road and C. Millar stated she cannot support it.

Further discussion occurred about potential issues with vendor performance. L. Ryan advised the Purchasing By-law was amended to include a section on vendor performance and a section will be included in all tenders and requests for proposal in the future. He briefly highlighted the process that is enacted as required after the award of the contract. At the request of J. Smola, this item was dealt with at the end of the agenda following the closed session. c) F-10-080, T2010-136 Joseph Schneider Haus – New Wash House Project

There was discussion about the successful bid being significantly lower than the other bid. Rob Horne, Commissioner, Planning, Housing and Community Services advised the second bid priced timber at the retail rate. This project requires skilled trade with additional time for handcrafting and specialized materials. Staff is satisifed with the successful bidder on this project.

MOVED by S. Strickland SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo accept the tender of Victor R. Snow for T2010-136 Joseph Schneider Haus – New Wash House Project in the amount of $133,792.00 including all applicable taxes.

CARRIED d) F-10-081, T2010-028 Recoating of Freeport Water Tank, City of Kitchener

MOVED by S. Strickland SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo accept the tender of MacDonald Applicators Ltd. for T2010-028 Recoating of Freeport Water Tank, City of Kitchener in the amount of $1,170,284.50 including all applicable taxes;

AND THAT the Regional Municipality of Waterloo approve an increase in the project budget of $215,277.44 gross and net for the cost of this contract to be funded by the Water Capital Reserve Fund.

CARRIED e) F-10-082, T2010-131 Conestoga College EMS at 299 Doon Valley Drive, Kitchener, Ontario

MOVED by S. Strickland SECONDED by B. Strauss a) THAT the Regional Municipality of Waterloo accept the tender of Protrend Arrow Construction Inc. for T2010-131 Conestoga College EMS in the amount of $959,693.18 including all applicable taxes; b) AND THAT the Regional Municipality of Waterloo approve an increase in the capital budget for Conestoga College EMS Station in the amount of $269,664, gross and $0 net to facilitate the EMS building of a three bay to be funded by Conestoga College of Applied Arts and Technology.

CARRIED

851059 Council Minutes - 6 - 10/09/15

COMMITTEE REPORTS

Community Services

The Summary of Recommendations of the Community Services Committee was presented by Sean Strickland, Chair of the Committee.

MOVED by S. Strickland SECONDED by J. Brewer

THAT the Summary of Recommendations of the Community Services Committee dated September 7, 2010, Items 1 and 2, be adopted as follows:

1. THAT the Region of Waterloo supports in principle the Social Assistance Review Advisory Council report and recommendations.

AND THAT this resolution be forwarded to the Minister of Community and Social Services and local members of Provincial Parliament, Association of Municipalities of Ontario (AMO) and the Ontario Municipal Social Service Association (OMSSA), the 25 in 5 Poverty Reduction Network and the ALIV(e) group of Waterloo Region as outlined in report SS-10- 045, dated September 7, 2010.

2. THAT the Regional Municipality of Waterloo approve the 2010-2011 Ontario Works Service Plan;

AND THAT the Plan be forwarded to the Ministry of Community and Social Services for approval, as outlined in Report SS-10-043, dated September 7, 2010.

CARRIED

Administration and Finance

The Summary of Recommendation of the Administration and Finance Committee was presented by Tom Galloway, Chair of the Committee.

MOVED by T. Galloway SECONDED by W. Roth

THAT the Summary of Recommendations of the Administration and Finance Committee dated September 7, 2010, Items 1 and 2, and one report from closed session, Item 3, be adopted as follows:

1. THAT the Regional Municipality of Waterloo cancel the scheduled meetings of standing committees on October 12, 2010 and of Council on October 20, 2010.

2. THAT the Regional Municipality of Waterloo approve a donation in the amount of $25,000 toward disaster relief efforts in relation to the Pakistan Floods, to be taken from the contingency;

AND THAT the agency to where these funds are to be donated be left to the discretion of the Regional Chair.

851059 Council Minutes - 7 - 10/09/15

3. THAT the Regional Municipality of Waterloo appoint the following citizens to the Grand River Accessibility Advisory Committee (GRAAC) for a four-month term from September, 2010 to December 31, 2010:

Mike Begin Saul Herzog Paula Saunders

CARRIED

Planning and Works

The Summary of Recommendations of the Planning and Works Committee was presented by Jim Wideman, Chair of the Committee.

MOVED by J. Wideman SECONDED by B. Strauss

THAT the Summary of Recommendations of the Planning and Works Committee, dated September 7, 2010, Items 1 to 6, be and one report from closed session, Item 7, be adopted as follows:

1. THAT the Regional Municipality of Waterloo approve an amendment to the existing Consultant Services Agreement with IBI Group Limited (formerly Giffels Associates Limited) to increase the upset fee limit for the detailed design phase of the Hespeler Road / Canadian Pacific Railway (CPR) grade separation by an amount of $375, 000 (plus HST) to be funded by the Region and CPR pursuant to the terms of Canadian Transportation Agency Decision No. 310-R-2009.

2. THAT the Regional Municipality of Waterloo takes the following action regarding Grand River Transit’s 2011 bus purchase:

a) grant pre-budget approval for the purchase of (18) transit buses prior to the approval of the 2011 budget.

b) accept the proposal from NovaBus, a Division of Prevost Car Inc., for the 2011 delivery of fifteen (15) diesel transit buses and three (3) diesel-electric hybrid buses at a price of $9,656,272.62 including all applicable taxes;

c) authorize the issuance of debentures in an amount not to exceed $8,400,000 for a term not to exceed 10 years for this purchase.

3. THAT the Regional Municipality of Waterloo approve the policy of the use of modern roundabouts on Regional roads as outlined in Report E-10-076, dated September 7, 2010.

4. THAT the Region of Waterloo extend the existing agreement with Golder Associates Ltd. (Golder) to undertake consulting hydrogeology services related to the Threats Inventory and Circumstances Survey (TICS) Follow-up Project to an additional upset limit of $193,380 plus applicable taxes as described in Report E-10-083 dated September 7, 2010.

851059 Council Minutes - 8 - 10/09/15

5. THAT the Region of Waterloo accept P-10-068, Monthly Report of Development Activity for July 2010, dated September 7, 2010.

6. THAT the Regional Municipality of Waterloo request the Ontario Ministry of Transportation (MTO) to expand the proposed Active Traffic Management Study to include the Greater Toronto Area (GTA) West Corridor Study Area and Region of Waterloo highways and incorporate the findings of Metrolinx’s road pricing study into the Transportation Demand Management component of Group 1 for the Niagara-GTA Corridor study and GTA West Corridor study, as described in Report No. P-10-069, dated September 7, 2010.

7. THAT the Regional Municipality of Waterloo approve, enter into, and the Chair and Clerk sign all documentation for the acquisition of the lands and portions of lands owned by Canadian National Railway Company, being an area of approximately 9.73 acres, and described as Part Lot 1 to 2, Concession 1 Beasley’s Lower Block Township of Waterloo, Part Subdivision Lot 2 Concession 12 EGR North Dumfries, Part Subdivision Lot 3 Concession 12 EGR North Dumfries as in B1168 and D54076 PIN 03793-0004 and Lot 17 Plan D5 Cambridge; Part Subdivision Lot 1 Concession 12 EGR North Dumfries; Part Subdivision Lot 2 Concession 12 EGR North Dumfries; PIN 03808-0142; in the City of Cambridge, Region of Waterloo which lands comprise portions of the Canadian National Railway Company rail corridor situated to the west and east of Hespeler Road (Regional Road 24) in the City of Cambridge from the Canadian National Railway Company for the sum of $2,067,917, to be adjusted based on final acreage as established by an Ontario Land Surveyor, plus associated costs, compensation for lost advertising signboard revenue in the amount of $150,000, if applicable; with all terms and conditions to the satisfaction of the Regional Solicitor ;

THAT the Regional Municipality of Waterloo authorize and direct the Regional Solicitor to waive conditions in the Agreement, when satisfied or as appropriate;

THAT the Regional Solicitor be given authority to execute and/or register, electronically or otherwise, any documentation required to give effect to the foregoing

CARRIED

OTHER MATTERS UNDER COMMITTEE OF THE WHOLE a) PH-10-042.1/E-10-079.1, EMS Master Plan Update – Traffic Signal Pre-Emption

MOVED by T. Galloway SECONDED by S. Strickland

THAT the Regional Municipality of Waterloo accept the proposal for the Traffic Signal Pre-emption system submitted by Econolite, at an overall price of $2,769,842.44 including all applicable taxes, and authorize the Chief Financial Officer to negotiate a purchase agreement allowing appropriate equipment draws at a fixed price as necessary, over a twenty-four month period;

AND THAT the overall project budget for Traffic Signal Pre-emption be increased by $1,511,685 to a total amount of $3,011,685 to be funded by the issuance of debentures for a term not to exceed twenty years, as outlined in Report PH-10-042/E-10-079, dated August 10, 2010.

CARRIED

851059 Council Minutes - 9 - 10/09/15

b) Memo re: Ontario Works Caseload: August 2010

Received for Information

MOVED by K. Denouden SECONDED by B. Strauss

THAT Committee of the Whole rise and Council resume.

CARRIED

MOVED by C. Millar SECONDED by B. Halloran

THAT Council adopt the proceeding of the Committee of the Whole.

CARRIED

CLOSED SESSION

MOVED by J. Brewer SECONDED by B. Halloran

THAT a closed meeting of Council be held on Wednesday, September 15, 2010, at 8:35 p.m. in the Council Chambers, in accordance with Section 239 of the Municipal Act, 2001, for the purposes of considering the following subject matter:

a) receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract

CARRIED

MOVED by B. Strauss SECONDED by B. Halloran

THAT Council reconvene in Open Session.

CARRIED b) F-10-079, T2010-007 Reconstruction of Regional Road No. 33, Townline Road, Can- Amera Parkway to Gore/Avenue Road, City of Cambridge

MOVED by S. Strickland SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo:

a) Award the tender to Bel-Air Excavating and Grading Inc. for T2010-007, Reconstruction of Regional Road No.33, Townline Road, Can-Amera Parkway to Gore/Avenue Road, City of Cambridge, in the amount of $11,991,600.05 plus applicable taxes;

b) Approve an increase in project funds to project #5786 (part A) in the amount of $797,000

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to accommodate the increased costs for the rehabilitation of Townline Road from Avenue/Gore Road to Saginaw Parkway, City of Cambridge to be funded from the Road Rehabilitation Capital Reserve Fund and decrease in project funds to project #5204 (part A) of $509,000 (surplus funds not required for this project);

c) Approve an increase in project funds of $651,380.26 (plus applicable GST/HST) gross and $0 net to facilitate the sanitary and water services works undertaken for the City of Cambridge – Portion of Part “A”, Part “C” and Part “D.”

CARRIED (C. Millar opposed)

ENACTMENT OF BY-LAWS – (FIRST, SECOND & THIRD READINGS)

MOVED by C. Millar SECONDED by J. Brewer a) THAT a By-law to Confirm the Actions of Council of September 15, 2010 be read a first, second and third time, finally passed and numbered 10-042 signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.

CARRIED

ADJOURN

MOVED by J. Brewer SECONDED by B. Halloran

THAT the meeting adjourn at 8:56 p.m.

CARRIED

REGIONAL CHAIR, K. Seiling

REGIONAL CLERK, K. Fletcher

851059

REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE MINUTES

Tuesday, September 28, 2010 9:12 a.m. Regional Council Chamber 150 Frederick Street, Kitchener

Present were: Chair S. Strickland, J. Brewer, D. Craig, K. Denouden, T. Galloway, J. Haalboom, B. Halloran, R. Kelterborn, J. Mitchell, K. Seiling, B. Strauss, J. Wideman and C. Zehr

Members absent: C. Millar, W. Roth and J. Smola

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared

REPORTS – Planning, Housing and Community Services a) P-10-074, Provincial Short Term Rent Support Program (STRSP) – Recommended Program Take-up

Deb Schlichter, Director, Housing, provided report highlights including the funding and subsidy details, eligibility requirements and the education strategy. She responded to a Committee inquiry regarding eligibility in relation to wait lists.

MOVED by J. Wideman SECONDED by J. Mitchell

THAT the Region of Waterloo takes the following actions with regard to the use of Provincial funding under the Short Term Rent Support Program (STRSP), as described in Report P-10- 074, dated September 28, 2010:

a) Advise the Ontario Ministry of Municipal Affairs and Housing that, as Service Manager, the Regional Municipality of Waterloo agrees to participate in STRSP under the Shared Delivery option, as described in this report;

b) Authorize the Commissioner of Planning, Housing and Community Services to execute and deliver all documentation required by the Province of Ontario to deliver the STRSP program, to the satisfaction of the Regional Solicitor; and

c) Request the Ministry of Municipal Affairs and Housing to conclude the STRSP in a manner that does not compromise tenant affordability, and to develop and implement a longer term strategy to address lower-income housing needs.

CARRIED

CS Minutes - 2 - 10/09/28

REPORTS – Public Health a) PH-10-047, 2010 Public Health Provincial Budget Approval

Anne Schlorff, Director, Central Services, gave an overview of the report and advised that while a discrepancy exists between provincial funding and the department budget, Public Health will be able to offer the programs at the current level.

Received for Information b) PH-10-048, Public Health Breastfeeding Support in Waterloo Region

Andrea Reist, Director of Child and Family Health, summarized the report and acknowledged community partners. She responded to a Committee inquiry regarding the trends and the local statistics.

Received for Information c) PH-10-049, Low-Income Dental Program – One-Time Capital Funding, Operational Funding and One-Time Administrative Funding

Dr. Robert Hawkins, Dental Consultant, outlined the four components of the program, the eligibility criteria and the pending launch.

Received for Information

INFORMATION/CORRESPONDENCE a) Memo: For Information: Well Aware Program Funding Initiative

Received for Information

REPORTS – Social Services a) SS-10-048, Request for Agreement Under the Domiciliary Hostel Program – Trinity Village Studios

Marie Morrison, Manager, Social Planning, responded to Committee questions regarding the criteria for tenancy at Trinity Village.

MOVED by J. Mitchell SECONDED by J. Haalboom

THAT the Regional Municipality of Waterloo enter into an Agreement under the Domiciliary Hostel Program with Lutheran Homes Kitchener-Waterloo operating as Trinity Village Studios, located at 2711 Kingsway, Kitchener, Ontario, for a maximum of ten beds, at a per diem rate of up to $47.75, effective October 7, 2010, as outlined in Report SS-10-048, dated September 28, 2010.

CARRIED

855327 CS Minutes - 3 - 10/09/28 b) SS-10-049, Request for Agreement Under the Domiciliary Hostel Program – Saginaw House

MOVED by J. Wideman SECONDED by J. Mitchell

THAT the Regional Municipality of Waterloo enters into an Agreement under the Domiciliary Hostel Program with the Cambridge Shelter Corporation, located at 431 Saginaw Parkway, Cambridge, Ontario, for a maximum of five beds, subject to acquirement of the property and successful inspections, at a per diem rate of up to $47.75, effective October 7, 2010, as outlined in Report SS-10-049, dated September 28, 2010.

CARRIED c) SS-10-050, Federal Homelessness Partnering Strategy

Mike Schuster, Commissioner, Social Services, advised that information about the specific funding allocation is still pending. Staff is concerned about the continuance of programs should there be a delay in the funding and will communicate with the federal government about the need for timely funding commitments.

MOVED by T. Galloway SECONDED by C. Zehr

THAT the Regional Municipality of Waterloo request the Government of Canada to: Confirm in writing plans and allocations for the Homelessness Partnering Strategy 2011- 2014 by fall 2010; Review and/or update the formula for calculating allocations across participating Designated Communities; and Recognize Waterloo Region as the Designated Community;

AND THAT a copy of this report be provided to the Association of Municipalities of Ontario (AMO) and the Ontario Municipal Social Services Association (OMSSA) as outlined in Report SS-10-050, dated September 28, 2010.

CARRIED

INFORMATION/CORRESPONDENCE - Continued a) Memo: For Information: Well Aware Program Funding Initiative was brought forward and reviewed following the Public Health reports. b) Memo: Information Profile Sheets on Early Learning and Child Care

Received for Information c) Memo: Replacement of Technology for Delivery of Social Assistance

M. Schuster stated that once the new technology is in place, applicants will be able to apply for benefits online. In response to the Committee’s concerns about applicant access, M. Schuster advised that the system is working well in the Toronto area. He stated that he will come back to the Committee with more information on this initiative.

Received for Information

855327 CS Minutes - 4 - 10/09/28 d) Memo: Update on Families in Transition – Use of Additional Region Owned Houses

Received for Information e) Memo: Crisis Response Training

Received for Information f) Ministry of Children and Youth Services Re: Child Care Stabilization Funding and Service Contracts

Received for Information

OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking List was received for information.

NEXT MEETING – November 16, 2010

MOTION TO GO INTO CLOSED SESSION

MOVED by K. Denouden SECONDED by K. Seiling

THAT a closed meeting of Community Services, Administration & Finance and Planning & Works Committees be held on Tuesday, September 28, 2010 at approximately 9:45 a.m. in the Waterloo County Room, in accordance with Section 239 of the Municipal Act, 2001, for the purposes of considering the following subject matters: a) receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract b) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract c) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a proceeding before an administrative tribunal d) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a proceeding before an administrative tribunal e) proposed or pending acquisition of land in the City of Kitchener

CARRIED

ADJOURN

The meeting adjourned at 9:36 a.m.

COMMITTEE CHAIR, S. Strickland

COMMITTEE CLERK, S. Natolochny

855327

REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE MINUTES

Tuesday, September 28, 2010 11:03 a.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

Present were: Chair T. Galloway, J. Brewer, *D. Craig, K. Denouden, *J. Haalboom, B. Halloran, R. Kelterborn, C. Millar, J. Mitchell, *W. Roth, K. Seiling, B. Strauss, S. Strickland, J. Wideman and C. Zehr

Members absent: J. Smola

MOTION TO RECONVENE IN OPEN SESSION

MOVED by J. Brewer SECONDED by C. Millar

THAT the meeting reconvene into Open Session.

CARRIED

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

DELEGATIONS a) Jim Phillips, Family and Children’s Services of the Waterloo Region re: funding request

J. Philips provided an overview of the grant request from Family and Children’s Services of the Waterloo Region (FACS). He cited FACS materials circulated to Council in their meeting agenda, a summary of FACS’ budget and costs, future benefits of the work undertaken, benefits of the building to the wider community, design and plans for the building, and the sustainability of the building on its own.

The Committee asked the latest date at which FACS could receive a grant without undue hardship. J. Philips indicated that any grant received through the first half of 2011 would be most congruent with the finances of FACS.

The Committee confirmed that FACS expects the building to be complete before the March 2011 deadline for federal stimulus funding.

Some members of the Committee expressed apprehension at the precedent that would be set for filling funding gaps for community projects that have received stimulus funding, as well as spending outside of the Region’s policies and practices. It was noted that exceptions to policy and practice have been made in the past, and that it is the prerogative of Council to overspend certain budget lines.

855233 A&F - 2 - 10/09/28

The Committee noted that any deferral of the issue would result in the issue going to the new Council after the October elections. This funding request would then potentially go forward with other similar pending requests to be considered together.

MOVED by K. Seiling SECONDED by J. Brewer

THAT the funding request from Family and Children’s Services of the Waterloo Region be referred to staff.

CARRIED

The Committee clarified that a meeting with Committee chairs, staff and any interested CounciIlors will occur at the appropriate time to discuss the policy implications of any funding decision. b) Alison Burkett, Chair of Board, and Bill Poole, Executive Director, Canadian Clay and Glass Gallery (CCGG) re: F-10-083

A. Burkett provided a presentation to the Committee which included:

• History of Regional funding for art galleries; • Increases in arts and culture funding from Region; • Communities served by CCGG; • Reasons for CCGG request, and leverage effect for business partners; • Sustainability considerations for the CCGG and relationship to municipal funding; and • Differing nature of work from grants received from the Region of Waterloo Arts Fund.

B. Poole explained how the requested funds would be used for marketing inside and outside of Region.

The presentation is attached to the original minutes.

The Committee obtained details on the re-launch event recently held by the CCGG. c) Atinuke Bankole, Cambridge: re F-10-083

A. Bankole stated the importance of encouraging economic independence of the arts sector, concluding that the Region should not provide the requested grant CCGG. She outlined a number of avenues through which the CCGG receives funding, noted the existence of the Creative Enterprise Enabling Organization (CEEO) funding organization, and expressed that the Region should continue to support similar institutions through the available indirect avenues.

The Committee brought forward item 4(e) on the agenda, being report F-10-083, Grant Request – Canadian Clay and Glass Gallery, which was received for information.

The Committee confirmed with Mike Murray, Chief Administrative Officer, that the Prosperity Council’s CEEO received funding from the Region of $100,000 for startup of the organization, and that there is no base of funding arts organizations presently.

855233 A&F - 3 - 10/09/28

The Committee affirmed the economic development nature of the funding, which would not necessarily be captured through the Arts Fund, and noted comparable marketing of other local events and festivals.

The Committee noted that though the contingency is overdrawn, the Region is running a budget surplus. It was also made clear that the funding request would effectively be coming out of the Region’s surplus, if granted.

The Committee repeatedly expressed that the next Council should examine policies for funding of arts organizations in the Region.

Members of the Committee expressed various concerns of equity and consistency in funding for arts organizations, as well as the merits to the community of doing so, the importance of following funding policies, exceptions made to funding policies, and the purpose of Council to consider funding opportunities where policies are not completely clear. It was noted that in the future the funding to CEEO may pre-empt future similar funding requests to Regional Council.

MOVED by S. Strickland SECONDED by B. Halloran

THAT the Regional Municipality of Waterloo approve one-time financial assistance in the amount of $15,000 for the Canadian Clay and Glass Gallery to be funded from the 2010 operating budget contingency;

AND THAT the Region’s contribution be recognized by the Canadian Clay and Glass Gallery as a funding partner in related promotional material.

CARRIED

REPORTS – Chief Administrative Officer a) CA-10-007 2007-2010 Strategic Planning Progress Update and Proposed 2011-2014 Strategic Planning Process

Received for Information.

M. Murray provided an overview of the report and the results of the 2007-2010 strategic plan. He identified progress in certain areas, significant new initiatives, service improvements/expansions, noting that all were completed on top of day-to-day activities and also on top of the recession. He cited a number of specific accomplishments from those listed in the report.

M. Murray provided an overview of the next strategic planning process which will be undertaken early in the next Council term to facilitate budget decisions for 2011.

The Committee thanked M. Murray as well as Lorie Fioze, Manager, Strategic Planning and Strategic Initiatives, for their contributions to the success of the Region’s strategic plan.

The Committee inquired as to the status of the Region’s rapid transit. M. Murray indicated that having attained knowledge of the funding to be provided by the federal and provincial governments, staff are looking for ways to fine-tune the project and will bring options to the new Council early in their new term, with financial implications. He noted that the scope and cost of all elements of phase one of the rapid transit project will be reviewed. Some members of the Committee took issue with the description of transit between Fairview Mall and Cambridge as 855233 A&F - 4 - 10/09/28

“bus rapid transit”. The Committee indicated that costs of rapid transit should include all costs such as acquisition of land, and not just the cost of vehicles.

The Committee noted that each report to Committees or Council includes a paragraph on the relation of the report subject to the strategic plan.

M. Murray indicated that communication of the strategic plan at the close is being deliberated by staff, with a short form summary expected for the public and the availability of the SeeIt website on the Region’s external website.

REPORTS – Corporate Resources b) CR-CLK-10-012 Feedback on the Proposed Integrated Accessibility Regulation Under the Accessibility for Ontarians with Disabilities Act, 2005

Gary Sosnoski, Commissioner, Corporate Resources, provided an overview of the report and highlighted key points for the Committee’s consideration.

MOVED by J. Wideman SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo forward “Appendix A: Region of Waterloo’s Feedback to the Proposed Integrated Accessibility Regulation” attached to report CR-CLK-10- 012, to the Ministry of Community and Social Services.

CARRIED

*W. Roth entered the meeting at 12:19 p.m.

c) CR-CLK-10-013 Amendment to the Information Retention and Disposal Schedule

G. Sosnoski provided an overview of the report and highlighted key points for the Committee’s consideration. He noted that Council endorsement is required for the proposed amendments.

The Committee obtained clarification as to what documents this schedule applies, and the processes for certain specific types of documents.

MOVED by B. Strauss SECONDED by C. Zehr

THAT the Regional Municipality of Waterloo amend By-Law No. 93-076, as amended, to incorporate several changes to the Information Retention and Disposal Schedule as described in Report CR-CLK-10-013, dated September 2010.

CARRIED d) CR-FM-10-018 Update on Solar Photovoltaic Renewable Energy Initiative

Received for Information.

G. Sosnoski provided an overview of the report including an update on the implementation process for the initiative, noting that progress is being made as anticipated. The net increase in 855233 A&F - 5 - 10/09/28 cash flow, owing to a conditionally approved grant from the Ministry of Municipal Affairs and Housing and accounting for payments in lieu of taxes, is approximately $201,000 over a 20 year time period.

REPORTS – Finance f) F-10-084 Periodic Financial Reporting January – August 2010

Received for Information.

The Committee noted the Region’s surplus position, as well as drawing attention to the status of the tax revenue account and the higher-than-anticipated revenues from Grand River Transit. g) F-10-085 Quarterly Summary of Tenders/Proposals Approved by the Chief Administrative Officer

Received for Information. h) F-10-086 Metrolinx Inventory Supplier

The Committee asked if the proposed agreement would exclusively pertain to bus parts and not to bus purchases. Charles Whitlock, Chief Purchasing Officer, affirmed that understanding and noted that Council would have to separately approve a bus tender through Metrolinx.

The Committee inquired as to the costs of the agreement, and whether the Region would have any exit strategy if savings do not materialize. Larry Ryan, Chief Financial Officer, noted that parts sourced through Metrolinx are subject to a 1% inventory handling fee and that while the Region is obligated to Metrolinx for the three year term there are also performance targets which, if not achieved, allow the Region to source parts by itself without penalty.

MOVED by J. Mitchell SECONDED by S. Strickland

THAT The Regional Municipality of Waterloo enter into a Governance Agreement for the Joint Procurement of Transit Inventory Management Services, subject to such agreement being satisfactory to the Commissioner, Finance and the Regional Solicitor, and that the Chair and Clerk have such necessary authority to execute the said agreement and all other documents necessary to give the agreement effect;

AND THAT The Regional Municipality of Waterloo authorize the Director, Procurement & Supply Services to perform any action, and provide any required recommendations, instructions and approvals to complete the procurement process within the scope of the said agreement, to appoint a designate to act in his or her absence or unavailability and to exercise any other rights in regard to the said agreement, pursuant to Report F-10-086, dated September 28, 2010.

CARRIED

*D. Craig and J. Haalboom left the meeting at 12:30 p.m. i) F-10-087 Water and Wastewater Billing – Township of North Dumfries

Received for Information.

855233 A&F - 6 - 10/09/28

Calvin Barrett, Director, Financial Services/Development Financing, provided an overview of the history of water and wastewater billing in North Dumfries, and outlined actions taken by the Region in that regard.

OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking Sheet was received for information. b) W. Roth raised the issue of purchasing computers used by Councillors for their residual value, and suggested a review of the policies around that issue. Staff will review the issue.

NEXT MEETING – November 16, 2010

ADJOURN

MOVED by B. Halloran SECONDED by K. Denouden

THAT the meeting adjourn at 12:35 p.m.

CARRIED

COMMITTEE CHAIR, T. Galloway

COMMITTEE CLERK, M. Grivicic

855233

11/23/2010

Regional Funding: Public Art Galleries Presentation to the Region of Waterloo 2 Finance and Administration Committee September 28, 2010

Decision re funding for K-W Art Gallery & K-W Symphony [& Cambridge Galleries]

| 2000 The Canadi an Clay & Glass GGllallery CCGG was not included in this decision

11/23/2010 2

Administration and Finance Committee Report Regional Funding: Public Art Galleries – cont’d

3 4

Decision re funding for K-W Decision re funding for Art Gallery & K-W Symphony The Museum [& Cambridge Galleries]

| | 2000 c. 2004

CCGG was not included in Although based in this decision Kitchener, the organization serves the Region

3 4

1 11/23/2010

The Museum is a Visual Arts Facility Regional Funding: Public Art Galleries – cont’d

5 6

Exhibitions + Programs ↑ in Arts & Culture grants by $500,000 Like KW-AG, CCCG

Terminology: Decision re funding for K-W Decision re funding for Funding for CCGG? Art Gallery & K-W Symphony The Museum Art museums = public galleries (per Canada Council) [& Cambridge Galleries]

| | | 2000 c. 2004 2010

CCGG not included in Although based in Although based in this decision Kitchener, The Museum Waterloo, CCGG serves serves the Region. the Region

5 6

We serve more than Waterloo Reason for Request

7 8

Other areas in the Region (Kitchener, Cambridge, To clarify, CCGG is not in financial difficulty

townships) account for Requested funding is to support our go-forward 33% of our members plan to enhance CCGG’s role as a cultural 68% of our school program attendees organization in Waterloo Region.

30% of camp attendees “Leverage” effect for business partners 13% of our exhibit attendees Our research showed that our municipal grants are Highest number of exhibit-specific attendees are visitors to second last of the survey group Waterloo Region (62%) 24% are Waterloo attendees We can’t be sustainable without increased municipal funding No exhibit flyers sent today to Cambridge & townships

7 8

2 11/23/2010

Who* Funds What Major Cultural Organizations? Setting Precedent

9 10

City of Waterloo City of Kitchener City of Cambridge With regard to the risk of “opening the floodgates” The enti re fildfield of publi c art ga llilleries in the RiRegion includes: Homer Oktoberfest Watson Cambridge Button Centre for o K-W Art Gallery, Cambridge Galleries, The Museum, and Factory Cambridge the Arts The Canadian Clay & Glass Gallery KW|AG KWS CITS Galleries

Drayton CCGG The Museum City Waterloo Joseph Museum Schneider Regional McDougall Museum Cottage Building Operating New-2010 Region of Waterloo Visual Arts History Other 9 10 * Funded from property taxes

Region of Waterloo Arts Fund Grants Region of Waterloo Arts Fund – cont’d

11 12

We have received 8 grants, with thanks, from the Amount S/F Year Project Received Arts Fu nd from 2004 to 2008 Spring 2004 Many-to-One ceramic project (youth) $6,000 These grants are different from the operating Fall 2004 Mosaic Live Art Series $8,000 grants discussed on Regional Funding slides Fall 2005 Publications Project $4,000

Spring 2006 The Gateway Project (youth) $6,500 Applicants are encouraged to create new work, to bring

Fall 2006 Docent Training programme $5,000 art to the public, to benefit the Region of Waterloo and SiSpring 2007 Jud y Chicago: Chi cago i n Gl ass ( exhibi t ) $15, 000 to create projects that might not happen without Arts Spring 2008 Frieze Project (youth) $3,000 Fund support. Fall 2008 Annie E. Brown: In Memory (exhibit) $10,000

TOTAL $57,500

11 12

3 11/23/2010

Request: Funding for Marketing Marketing Outside Region

13 14

Requested 2010 funding of $15,000 Objective: bring visitors to the Region by attracting Up to $5,000 to bring visitors to the Region them to the Clay & Glass. The Clay & Glass is one of many places of interest with in the Region. Exhibits & new Programs It’s late in the year to join some promotional efforts Pilot test tourism marketing with the WRTMC. Remainder spent for marketing within Region reach out to and better serve citizens of Waterloo Region Also want to build on working relationships already Let people know we are here, and well worth seeing established re tourism. Marketing funds awarded would be spent within our fiscal We have worked with The Museum and could do more. year ending March 31, 2011 Region would be recognized as our Marketing Sponsor.

13 14

Marketing within the Region

15 16

Your funding would: Enabl e us to bbilduild on the momentum that started with the re-launch on September 24 New logo, new signage on the building, free admission and a more welcoming environment Result in increased awareness of Clay & Glass through a billboard campaign Presenters: Alison Burkett, Chair, Canadian Clay & Glass 3 cities Gallery Board Enable us to distribute exhibit information throughout William (Bill) D. Poole, Interim Executive the Region Director

15 16

4 2007-2010 Strategic Plan

• Vision, Mission • Values (guide how we do our work) • 6 Focus Areas • Strategic Objectives ("what") • Actions (" how" )

Progress on Strategic Plan Environment • Significant progress on strategic • Sustainability Strategy priorities. • GiGreening our fltfleet • In addition to ongoing programs and • Solar photovoltaic systems services. • Expansion of the Green Bin Program • Despite the recession.

1 Growth Healthy & Safe Management Communities • Regional Official Plan • Environmentally • EMS Master Plan Sensitive Landscapes • Street Gang Prevention Project • Rapid Transit • Pandemic Response Plan • New Regional Museum • BiBusiness CtiitPContinuity Program

Human Services Infrastructure

• New Affordable Housing • Unprecedented amount of • Sunnyside Supportive Housing construction on infrastructure • Christopher Children's Centre • Master plans for key infrastructure • Programs and Services to Support areas immigrants (WRIEN, NEWWR) • Inter-city transportation services (GO Transit) • New Development Charges By-law

2 Service Excellence • Service Strategy • Program Reviews • Employee Engagement Strategy • EhEnhance the Region’s Website

3 REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE MINUTES

Tuesday, September 28, 2010 12:37 p.m. Region Council Chamber 150 Frederick Street, Kitchener, Ontario

Present were: Chair J. Wideman, J. Brewer, K. Denouden, *T. Galloway, J. Haalboom, B. Halloran, C. Millar, W. Roth, K. Seiling, B. Strauss, and S. Strickland

Members absent: D. Craig, J. Haalboom, J. Mitchell, J. Smola, and C. Zehr

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES

COMMUNITY PLANNING a) P-10-071 Monthly Report of Development Activity for August 2010

MOVED by B. Strauss SECONDED by C. Millar

THAT the Region of Waterloo accept P-10-071, Monthly Report of Development Activity for August 2010, dated September 28, 2010.

CARRIED b) P-10-072 Five-Year Review of Provincial Policy Statement

Rob Horne, Commissioner Planning, Housing and Community Services introduced the report noting that it is a statutory review of the Provincial Policy Statement and is important because under the Planning Act all decisions on land use planning matters made by municipalities must be consistent with that Provincial Policy Statement. He stated that the Region is continuing to work closely with the area municipalities to voice the same interests and concerns

MOVED by K. Denouden SECONDED by B. Strauss

THAT the Regional Municipality of Waterloo forward Report No. P-10-072, dated September 28, 2010, to the Minister of Municipal Affairs and Housing as Regional Council’s response to the first round of the Province’s five-year review of the Provincial Policy Statement.

CARRIED c) P-10-075 Proposed Alternative to the Standard Regional Emergency Access Condition for Plan of Subdivision 30T-08101 Located on Cheese Factory Road in the City of Cambridge (Sunvest Development Corp.)

P&W - 2 - 07/09/10

MOVED by J. Brewer SECONDED by B. Halloran

THAT the Regional Municipality of Waterloo authorize the Commissioner of Planning, Housing and Community Services to use the following conditions of draft approval in place of the standard Regional condition relating to second access as it relates to the future approval of Plan of Subdivision 30T-08101 by Sunvest Development Corp. on lands described as Part of Lot 7, Concession 9, Township of North Dumfries (City of Cambridge), as described in P-10-075, dated September 28, 2010:

“That the owner enters into an agreement with the Regional Municipality of Waterloo to install in each dwelling unit constructed in this plan of subdivision a sprinkler system in accordance with the design specifications of the N.F.P.A 13 standard (Home Sprinkler R), the Ontario Building Code and the City of Cambridge; and, include in the offers to purchase and sale and rental agreements, a clause identifying the presence of a sprinkler system and advising that the sprinkler system be maintained by the owner in perpetuity.”

“That the owner, the City of Cambridge and all applicable utility providers ensure that any underground services and any street parking be restricted to one side of the street to minimize potential disruption to emergency vehicle access into the subdivision.”

CARRIED

COMMUNITY SERVICES d) P-10-073 Building Permit Activity, January to June 2010

Received for information.

REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES

WATER SERVICES e) E-10-082 Comments on Draft Proposed Grand River Assessment Report

Committee inquired about the report and the next steps. Thomas Schmidt, Commissioner Transportation and Environmental Services indicated that the recommendation would go to the Source Protection Committee and later the plan would have to be approved by the Province of Ontario. He noted that the Region has two main concerns; screening criteria to evaluate the impacts of road salt and Brantford’s water intake essentially looking at ecoli.

MOVED by C. Millar SECONDED by J. Brewer

THAT the Regional Municipality of Waterloo receives the Draft Proposed Assessment Report (AR) for the Grand River Source Protection Area as presented in Report E-10-082 dated September 28, 2010, and directs staff to:

#855247 P&W - 3 - 07/09/10

of the Proposed Assessment Report • Request the SPC provide the Region’s objection to including ecoli as an Issue for the Brantford surface water system directly to the MOE with the submission of the Proposed Assessment Report.

CARRIED f) E-10-086 Hidden Valley High Lift Pumping Station Emergency Mechanical Repairs

MOVED by S. Strickland SECONDED by K.Denouden

That the Regional Municipality of Waterloo approve the addition of the project Hidden Valley Emergency Valve Repair to the Water Services 2010 Capital Budget to be funded from the Water Reserve Fund in the amount of $361,000.

CARRIED g) E-10-087 Phase 2 of the Erb Street Water Supply System Study – Consultant Services Award

MOVED by K. Seiling SECONDED by R. Kelterborn

THAT the Regional Municipality of Waterloo enter into a Consulting Services Agreement with Stantec Consulting Ltd. (Stantec), of Kitchener, Ontario, to provide consulting engineering services for Phase 2 of the Erb Street Water Supply Study, which includes the Class Environmental Assessment and preliminary design, at an upset limit of $419,300 plus applicable taxes, as per Report E-10-087, dated September 28, 2010.

CARRIED

OTHER BUSINESS a) Committee members asked staff for an update on traffic lights being warranted at the intersection of Victoria Street and Stoke Drive as well as the intersection of Fairway Road and Lackner Boulevard. b) Chair J. Wideman announced Jim Archibald, Director Waste Management tendered his resignation and thanked him for his leadership throughout his years at the Region of Waterloo. c) Council Enquiries and Requests for Information Tracking List was received for information.

*T. Galloway entered the meeting at 12:41 p.m.

INFORMATION/CORRESPONDENCE a) Letter of Appreciation

Chair J. Wideman acknowledged Doug Jackson, Contract Inspector, Sergio Polanco, Engineer Technician, and Greg Proctor, Project Manager for exceeding the Region’s vision of service excellence. On behalf of the Committee, he thanked them for their actions and work.

#855247 P&W - 4 - 07/09/10

NEXT MEETING – November 16, 2010, 1:00 P.M./TBD

ADJOURN

MOVED by B. Strauss SECONDED by K. Denouden

THAT the meeting adjourn at 12:45 p.m.

CARRIED

COMMITTEE CHAIR, J. Wideman

COMMITTEE CLERK, E. Flewwelling

#855247

REGIONAL MUNICIPALITY OF WATERLOO LICENSING AND RETAIL COMMITTEE MINUTES

Tuesday, September 28, 2010 3:00 p.m. Regional Council Chamber 150 Frederick Street, Kitchener, ON

Present were: Chair J. Smola, *J. Mitchell, W. Roth, B. Strauss, *K. Seiling and *J. Wideman

Members absent: D. Craig

DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

None declared.

DELEGATIONS

Re: CR-CLK-LIC-10-008/CR-RS-10-036, Taxi Cab Meter By-law and School Boards

Chair J. Smola noted that a deferral of the report CR-CLK-LIC-10-008/CR-RS-10-036, Taxi Cab Meter By-law and School Boards has been requested by one of the delegations in the interest of allowing more time to provide a fulsome response. He asked Dave Byers, President, Waterloo Region Taxi Association, and Benoit Bourgault, General Manager, Student Transportation Services of Waterloo Region Inc., what dates might be convenient for their respective organizations to defer the issue, with D. Byers indicating at least 7-10 days are needed while B. Bourgault stated that any delay would affect his organization but that a two week deferral would be feasible. B. Bourgault also noted that decisions will soon be made by the school board which will affect transportation, and that the process leading up to the present day was initiated over one year ago.

J. Smola suggested that the Committee would hear the staff presentation on the report prior to hearing from delegations, and the Committee indicated its general agreement.

*J. Mitchell entered the meeting at 3:05 p.m.

Richard Brookes, Solicitor, provided an overview of the report, including:

- Request to amend Taxi Cab Meter by-law received from the school board in 2009; - Presently the by-law states that any taxi service has to be in line with established tariffs, allowing no opportunity to negotiate for services; - Regional staff arranged a meeting with both parties on July 19, 2010, and both parties were notified that the issue would be coming to this Committee. The parties have had the opportunity to provide submissions ahead of this meeting; - Staff sees no need to intervene between two sophisticated parties in the same manner as it would in regulating the taxi industry for the purposes of consumer protection; - Staff perceives a benefit to the community by allowing negotiation for student transport services, in the stimulation of competition; and

855238 L&R - 2 - 10/09/28

- Regional staff recognize that the nature of the services being provided for student transport on an ongoing basis differ significantly from taxi transport on demand.

R. Brookes affirmed that Regional staff would consider it fair for the taxi association to have a chance to respond to the proposed by-law amendment, and indicated that staff would support a deferral of the issue for that reason.

The Committee asked whether any potential request for proposals for student transport would be limited to taxi associations in the Region. R. Brookes responded that only local brokers would be able to bid, as the Taxi-cab Meter by-law controls taxi services in the Region when the taxi service originates and ends within the Region. a) Dave Byers, President, Waterloo Region Taxi Association

D. Byers indicated that he would reserve comment on the issue until the deferred date, and asked that any future meeting on the issue take place at a later time of day.

The Committee confirmed with D. Byers the manner of engagement for the taxi association in providing student transportation services.

*K. Seiling entered the meeting at 3:18 p.m. b) Benoit Bourgault, General Manager, Student Transportation Services of Waterloo Region Inc.

B. Bourgault underscored that the primary issue in seeking to negotiate contracts for student transportation is in the accountability in spending public funds, and that the Ministry of Finance has rules that must be followed for procurement above $100,000. He asserted that the current rates are not sustainable, and that he would rather the market determine the rate.

The Committee obtained clarification from B. Bourgault as to how a tendering process would be envisioned to proceed, noting that taxi brokers would be envisioned to compete with one another and discussing how potential service shortfalls might be addressed. c) Jean Leonard, Miller Thomson LLP

J. Leonard noted that the school board is in favour of the report and stated her belief that the by- law was not intended to impede two sophisticated parties in reaching an agreement. She would like to see by-law go forward. d) Doug Bowden, Waterloo

D. Bowden indicated that a great deal of drivers have regular customers and fares, and that services for students are not different in that regard in that a majority of drivers’ business is regular fares. He noted that the Region presently has one of the lowest rates for taxi services in Canada, in line with cities and regions of similar size.

*J. Wideman left the meeting at 3:27 p.m.

D. Bowden noted that the report states there would be no strong reason to regulate taxi services provided to supplement various Grand River Transit service, and predicted that a negative outcome would arise from this. He also questioned the impact of increased busing on the figures cited in the report.

855238 L&R - 3 - 10/09/28

D. Bowden indicated his preference that the by-law amendment be deferred for 30 days, to allow taxi companies to call general meetings to discuss with their membership regarding the issue at hand. e) Ken Versluis, owner/operator of Waterloo Taxi

K. Versluis expressed apprehension at the opening of a bidding process for student transportation and other similar services, citing the potential for outside companies to take business from local taxi companies.

R. Brookes confirmed that only licensed taxi companies would be allowed to provide taxi services in the Region, and that staff are not seeking to amend that portion of the by-law.

REPORTS – Corporate Resources a) CR-CLK-LIC-10-008/CR-RS-10-036 Taxi Cab Meter By-law and School Boards

MOVED by W. Roth SECONDED by B. Strauss

THAT the Licensing and Retail Committee defer consideration of report CR-CLK-LIC-10- 008/CR-RS-10-036, Taxi Cab Meter By-law and School Boards, to a meeting to be held on Tuesday, October 12, 2010 at 5:00 p.m.

CARRIED

Marty Sawdon, Administrator, Licensing and Regulatory Services, noted that the Region has just recently issued its full complement of accessible taxi cab licenses. J. Mitchell noted that this news was well received at the Grand River Accessibility Advisory Committee.

b) CR-CLK-LIC-10-010 Interim Report – Giant Hogweed Reduction Program, Year #1 - 2010

Received for Information.

M. Sawdon provided an overview of the report, noting the success of the program, citing figures in the report of activity in various area municipalities, and relating details of how control of giant hogweed was carried out.

M. Sawdon noted that the Region and several other municipalities had petitioned the Province to classify giant hogweed as a noxious weed, and that the petition has resulted in the classification. He indicated that staff will now look to repeal with Region’s by-law related to the designation of giant hogweed.

Chair J. Smola suggested that staff forward information on giant hogweed to the Association of Ontario Land Surveyors as a courtesy.

NEXT MEETING – Tuesday October 12 at 5:00 p.m.

855238 L&R - 4 - 10/09/28

ADJOURN

MOVED by B. Strauss SECONDED by W. Roth

THAT the meeting adjourn at 3:55 p.m.

CARRIED

COMMITTEE CHAIR, J. Smola

COMMITTEE CLERK, M. Grivicic

855238 Report: F-10-088 REGION OF WATERLOO

FINANCE DEPARTMENT Administration Division

TO: Regional Chair Ken Seiling and Members of Regional Council

DATE: October 6, 2010 FILE CODE: F28-01

SUBJECT: WATERLOO REGION HOUSING’S 2010/11 GENERAL INSURANCE PROGRAM

RECOMMENDATION:

THAT the Regional Municipality of Waterloo accept the bid of Frank Cowan Company Limited for the 2010/11 General Insurance Program for Waterloo Region Housing in the amount of $270,088.35 inclusive of the SHSC fee of $12,861.35, plus applicable taxes.

SUMMARY: Nil

REPORT:

The Waterloo Region Housing’s General Insurance Program is outside the Region of Waterloo’s Municipal Insurance Pool’s Program due to the additional coverage requirements set by the Social Housing Service’s Corporation (SHSC). This insurance program renews on November 1, 2010 and coverage is subject to Council’s approval. This program covers the 2,559 units transferred from the Province in 2001 and now owned by the Region. Staff obtained the required bid from the SHSC’s Group Insurance Program administered by AON Reed Stenhouse Inc. and a bid from the Frank Cowan Company Limited, the only other competitor able to meet the SHSC’s insurance program requirements. The quotes are as follows:

Frank Cowan Company Limited (inclusive of the SHSC fee) $270,088.35* AON Reed Stenhouse Inc. (SHSC fee not applicable) $343,058.50* * Plus applicable taxes

The 2010/11 annual insurance program cost of $270,088.35 is an increase of $7,679.70 or 2.9% over that which was charged in 2009/10. Under legislation the SHSC charges a 5% administration fee, which is mandatory to LHC’s (Local Housing Corporations), to cover their operational costs for administering their insurance program. The Region’s SHSC fee for 2010/11, which is included in the $270,088.35, is $12,861.35.

CORPORATE STRATEGIC PLAN:

Award of this contract meets Focus Area 6 of the Region’s Corporate Strategic Plan in that we ensure all Regional programs and services are responsive, efficient, effective and accountable to the public.

FINANCIAL IMPLICATIONS:

The cost for the 2010/11 General Insurance Program for Waterloo Region Housing will be $270,088.35 including the 5% SHSC administration fee of $12,861.35. Including applicable taxes, the total cost will be $290,893. The total cost for the previous year (2009/10) including applicable taxes was $282,402. Sufficient funds for this expense are included in the preliminary 2011 base

853685 Page 1 of 2

October 6, 2010 Report: F-10-088 budget. OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Planning, Housing and Community Services staff have assisted with the documents submitted to market and are in agreement with the recommendation proposed.

ATTACHMENTS: Nil

PREPARED BY: C. Smith, Risk Manager

APPROVED BY: L. Ryan, Chief Financial Officer

853685 Page 2 of 2 SS-100928

THE REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE

Summary of Recommendations to Council

The Community Services Committee recommends as follows:

1. THAT the Region of Waterloo takes the following actions with regard to the use of Provincial funding under the Short Term Rent Support Program (STRSP), as described in Report P-10-074, dated September 28, 2010:

2. THAT the Regional Municipality of Waterloo enter into an Agreement under the Domiciliary Hostel Program with Lutheran Homes Kitchener-Waterloo operating as Trinity Village Studios, located at 2711 Kingsway, Kitchener, Ontario, for a maximum of ten beds, at a per diem rate of up to $47.75, effective October 7, 2010, as outlined in Report SS-10-048, dated September 28, 2010.

3. THAT the Regional Municipality of Waterloo enters into an Agreement under the Domiciliary Hostel Program with the Cambridge Shelter Corporation, located at 431 Saginaw Parkway, Cambridge, Ontario, for a maximum of five beds, subject to acquirement of the property and successful inspections, at a per diem rate of up to $47.75, effective October 7, 2010, as outlined in Report SS-10-049, dated September 28, 2010.

4. THAT the Regional Municipality of Waterloo request the Government of Canada to: Confirm in writing plans and allocations for the Homelessness Partnering Strategy 2011-2014 by fall 2010; Review and/or update the formula for calculating allocations across participating Designated Communities; and Recognize Waterloo Region as the Designated Community;

September 28, 2010

855356 FS-100928

THE REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE

Summary of Recommendations to Council

The Administration and Finance Committee recommends as follows:

1. THAT the Regional Municipality of Waterloo approve one-time financial assistance in the amount of $15,000 for the Canadian Clay and Glass Gallery to be funded from the 2010 operating budget contingency;

AND THAT the Region’s contribution be recognized by the Canadian Clay and Glass Gallery as a funding partner in related promotional material. [F-10-083]

2. THAT the Regional Municipality of Waterloo forward “Appendix A: Region of Waterloo’s Feedback to the Proposed Integrated Accessibility Regulation” attached to report CR- CLK-10-012, to the Ministry of Community and Social Services.

3. THAT the Regional Municipality of Waterloo amend By-Law No. 93-076, as amended, to incorporate several changes to the Information Retention and Disposal Schedule as described in Report CR-CLK-10-013, dated September 2010.

4. THAT The Regional Municipality of Waterloo enter into a Governance Agreement for the Joint Procurement of Transit Inventory Management Services, subject to such agreement being satisfactory to the Commissioner, Finance and the Regional Solicitor, and that the Chair and Clerk have such necessary authority to execute the said agreement and all other documents necessary to give the agreement effect;

September 28, 2010

855998 PS-100928

THE REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE

Summary of Recommendations to Council

The Planning and Works Committee recommends as follows:

1. THAT the Region of Waterloo accept P-10-071, Monthly Report of Development Activity for August 2010, dated September 28, 2010.

2. THAT the Regional Municipality of Waterloo forward Report No. P-10-072, dated September 28, 2010, to the Minister of Municipal Affairs and Housing as Regional Council’s response to the first round of the Province’s five-year review of the Provincial Policy Statement.

3. THAT the Regional Municipality of Waterloo authorize the Commissioner of Planning, Housing and Community Services to use the following conditions of draft approval in place of the standard Regional condition relating to second access as it relates to the future approval of Plan of Subdivision 30T-08101 by Sunvest Development Corp. on lands described as Part of Lot 7, Concession 9, Township of North Dumfries (City of Cambridge), as described in P-10-075, dated September 28, 2010:

4. THAT the Regional Municipality of Waterloo receives the Draft Proposed Assessment Report (AR) for the Grand River Source Protection Area as presented in Report E-10- 082 dated September 28, 2010, and directs staff to:

• Forward this report to the Lake Erie Source Protection Committee (SPC) as the basis for formal comments on the AR • Request the SPC provide the Region’s comments to develop a better screening criteria to evaluate the impacts of Road Salt threats to groundwater supplies directly to the MOE as part of the Proposed Assessment Report • Request the SPC provide the Region’s objection to including ecoli as an Issue for the Brantford surface water system directly to the MOE with the submission of the Proposed Assessment Report.

846639 PS-100928

5. That the Regional Municipality of Waterloo approve the addition of the project Hidden Valley Emergency Valve Repair to the Water Services 2010 Capital Budget to be funded from the Water Reserve Fund in the amount of $361,000. [E-10-086]

6. THAT the Regional Municipality of Waterloo enter into a Consulting Services Agreement with Stantec Consulting Ltd. (Stantec), of Kitchener, Ontario, to provide consulting engineering services for Phase 2 of the Erb Street Water Supply Study, which includes the Class Environmental Assessment and preliminary design, at an upset limit of $419,300 plus applicable taxes, as per Report E-10-087, dated September 28, 2010.

September 28, 2010

846639 Report: CR-CLK-10-014

REGION OF WATERLOO

CORPORATE RESOURCES DEPARTMENT Council and Administrative Services

TO: Chair Ken Seiling and Members of the Regional Council

DATE: October 6, 2010 FILE CODE: C03-20

SUBJECT: APPOINTMENTS TO MUNICIPAL ELECTIONS COMPLIANCE AUDIT COMMITTEE

RECOMMENDATION:

For Information.

SUMMARY:

Amendments to the Municipal Elections Act require the establishment of a Compliance Audit Committee by October 1st of an election year. The Municipal Elections Act outlines the process for making an application for compliance audits. Regional Council approved the creation of the Municipal Elections Compliance Audit Committee (MECAC) on June 30, 2010. The Regional Clerk was delegated the authority to appoint members to the Committee at that time.

REPORT:

The following motion was approved by Regional Council on June 30, 2010:

THAT the Regional Municipality of Waterloo approve the creation of the Municipal Election Compliance Audit Committee and the Terms of Reference attached as Appendix “A” to Report CR-CLK-10-009;

AND THAT the Regional Clerk or designate be delegated the authority to appoint members of the Municipal Election Compliance Audit Committee;

AND FURTHER THAT the remuneration of $150 per diem be approved for members of the Municipal Election Compliance Audit Committee.

Advertisements for membership to the MECAC were placed in all local newspapers and posted on the respective municipal websites. The MECAC has seven (7) members. The Clerks (or designate) from the Cities of Kitchener and Waterloo, Townships of North Dumfries, Wellesley, Wilmot and Woolwich and the Region of Waterloo met on September 21, 2010 to review the applications. The selection of members was be based on criteria outlined in the terms of references, which included: accounting and auditing; political science and/or local government administration; legal; and municipal election finance rules.

853327 Page 1 of 2 October 6, 2010 Report: CR-CLK-10-014

The following people were unanimously appointed by the Clerks group:

• Lillian Bass • Rennie Brudnjak • Thomas Jutzi • Kent Murray • Robert Sicard • Grace Sudden • Robert Williams

As per the approved terms of reference, the host municipality is defined as the municipality where the compliance audit is received and they are responsible for the administration of meetings, preparation of agendas and minutes, payment of remuneration, etc.

CORPORATE STRATEGIC PLAN:

This report is in response to legislative requirements and is in keeping with the Region’s Corporate Values, and Strategic Plan, Focus Area 6, Service Excellence.

FINANCIAL IMPLICATIONS:

None at this time, however costs will be incurred if a request for a compliance audit is received.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

None.

PREPARED BY: Lee Ann Wetzel, Manager, Council & Administrative Services/Deputy Clerk

APPROVED BY: Kris Fletcher, Director, Council & Administrative Services/Regional Clerk

853327 Page 2 of 2 Report: CR-CLK-10-015

REGION OF WATERLOO

CORPORATE RESOURCES Council & Administrative Services

TO: Chair Ken Seiling and Members of Regional Council

DATE: October 6, 2010 FILE CODE: C05-20

SUBJECT: APPOINTMENTS TO WATERLOO REGIONAL HERITAGE FOUNDATION

RECOMMENDATION:

THAT the Regional Municipality of Waterloo ratify the following appointments to the Waterloo Regional Heritage Foundation (WRHF): Darryl Bonk, Waterloo Region Branch, Ontario Genealogical Society; John Glass, Waterloo Historical Society; and Julia Roberts, University of Waterloo; for a term to expire at the annual general meeting in June 2012.

REPORT:

Regional Council ratification is required for appointments to the WRHF for representatives from certain bodies. The following names are being put forward from the Heritage Foundation:

a) Darryl Bonk, Waterloo Region Branch, Ontario Genealogical Society; b) John Glass, Waterloo Historical Society; c) Julia Roberts, University of Waterloo; and

Elections were held for five director at large positions at the annual general meeting on June 8, 2010. According to the Foundation by-law, these appointments do not require Council ratification. The following people were elected for a 2 year term:

Lyndsay Haggerty, Brenda Kempel, David McKnight, Sandy Lovell, Sandy Rung

Staff await confirmation from Heritage Cambridge as to their representative to the Foundation’s board.

CORPORATE STRATEGIC PLAN:

The recommendation for the appointment of directors to the Foundations promotes Focus Area #6 of the Strategic Focus 2007-2010, specifically in the Region’s objective to “Continue to be open and transparent in decision-making”.

FINANCIAL IMPLICATIONS: NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: NIL

PREPARED BY: Mike Grivicic, Council/Committee Support Specialist

APPROVED BY: Kris Fletcher, Director, Council & Administrative Services/Regional Clerk

814883 Page 1 of 1 MEDIA RELEASE: Friday, September 24, 2010, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE AGENDA

Tuesday, September 28, 2010 9:00 a.m. Regional Council Chamber 150 Frederick Street, Kitchener

1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

2. DELEGATIONS

3. REPORTS – Planning, Housing and Community Services a) P-10-074, Provincial Short Term Rent Support Program (STRSP) – 1 Recommended Program Take-up

4. REPORTS – Public Health a) PH-10-047, 2010 Public Health Provincial Budget Approval 4 b) PH-10-048, Public Health Breastfeeding Support in Waterloo Region 10 c) PH-10-049, Low-Income Dental Program – One-Time Capital Funding, 13 Operational Funding and One-Time Administrative Funding

5. REPORTS – Social Services a) SS-10-048, Request for Agreement Under the Domiciliary Hostel Program – 20 Trinity Village Studios b) SS-10-049, Request for Agreement Under the Domiciliary Hostel Program – 22 Saginaw House c) SS-10-050, Federal Homelessness Partnering Strategy 25

6. INFORMATION/CORRESPONDENCE a) Memo: For Information: Well Aware Program Funding Initiative 30 b) Memo: Information Profile Sheets on Early Learning and Child Care 33 (Attachments distributed separately.) c) Memo: Replacement of Technology for Delivery of Social Assistance 34 d) Memo: Update on Families in Transition – Use of Additional Region Owned 36 Houses e) Memo: Crisis Response Training 37 852844 CS Agenda - 2 - 10/09/28

f) Ministry of Children and Youth Services Re: Child Care Stabilization Funding 39 and Service Contracts

7. OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking List 42

8. NEXT MEETING – November 16, 2010

9. MOTION TO GO INTO CLOSED SESSION

THAT a closed meeting of Community Services, Administration & Finance and Planning & Works Committees be held on Tuesday, September 28, 2010 at approximately 10:00 a.m. (immediately following open Community Services Committee) in the Waterloo County Room, in accordance with Section 239 of the Municipal Act, 2001, for the purposes of considering the following subject matters:

a) receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract b) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a contract c) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a proceeding before an administrative tribunal d) potential litigation and receiving of legal advice and opinion that is subject to solicitor-client privilege related to a proceeding before an administrative tribunal e) proposed or pending acquisition of land in the City of Kitchener

10. ADJOURN

852844 Report: P-10-074 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Housing

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 2010 FILE CODE: D26-06

SUBJECT: PROVINCIAL SHORT TERM RENT SUPPORT PROGRAM (STRSP) – RECOMMENDED PROGRAM TAKE-UP

RECOMMENDATION:

SUMMARY:

The Ministry of Municipal Affairs and Housing (MMAH) recently provided Regional staff with details on the Short Term Rent Support Program (STRSP). This program will provide $50 million across Ontario to provide monthly subsidies to lower-income rental households in need, over the next three years. The Region of Waterloo’s notional allocation is approximately $1.2 million over a three year period, beginning in 2010, and ending in March 2013. MMAH will allow Service Managers to choose either a Shared Delivery option or a Direct Delivery option.

This report describes the new program and recommends the Shared Delivery option, providing a monthly subsidy of $250 to eligible households, as the most appropriate option to implement this new program. Under the Shared Delivery option, the Region would identify households based on local needs and set local delivery criteria, and forward the applications to identified households to complete and send in to the Ministry of Revenue (MOR). MOR in turn will review completed applications for eligibility and make direct payments to tenants.

REPORT:

In late August 2010, the Ministry of Municipal Affairs and Housing (MMAH) advised Housing staff that new funding was available for rent supports for lower income singles and families. The funds are time limited, with the first payments to selected households planned for January 2011, and ending in December 2012 or March 2013, depending on the delivery option (Shared or Direct,

846908 Page 1 of 3 September 28, 2010 Report: P-10-074 respectively).

The Short Term Rent Support Program (STRSP) will provide $50 million across Ontario to provide monthly subsidies to rental households in need, over the next three years. The notional allocation for the Region of Waterloo is approximately $1.2 million, including administration fees.

MMAH is offering two options to Service Managers to select from for the local delivery of STRSP. Under the Shared Delivery option, Service Managers would set the monthly subsidy amount (between $100 and $250), identify target households and distribute the applications to these tenants. The Ministry of Revenue (MOR) would receive the applications, verify eligibility and make the subsidy payments directly to the selected households. MOR would provide monthly reports to Service Managers, and Service Managers would select additional households, should spaces become available. The MOR would also be responsible for the ongoing delivery of the program, communication with households, tracking subsidy payments, confirming ongoing eligibility, addressing overpayments, addressing any claw-back issues associated with other benefits groups and any other matters.

The second option is the Direct Delivery option, and requires Service Managers to prepare and submit a business case to MMAH for review and approval. The Direct Delivery option provides more flexibility by allowing Service Managers to set the eligibility rules and subsidy levels to address specific local needs or possibly enhance existing programs. However, the Service Manager would be responsible for the ongoing delivery of the program, communication with selected households, tracking subsidy payments, confirming ongoing eligibility, addressing overpayments, and addressing any claw-back issues associated with other benefits groups.

To receive a rent subsidy under the STRSP, a household’s income must be below the Household Income Limits (HILs), as set by the Province. In addition, households must not be receiving a rent- geared-to-income rent subsidy. Under the Shared Delivery option, there are additional eligibility criteria set by the Province, including: being a resident of Ontario with appropriate status in Canada, paying more than 30% of Adjusted Family Net Income towards rent and limiting owning a home to one that is not suitable for year-round occupation. Under the Direct Delivery option, the Region would also have to establish similar eligibility criteria to match program requirements of comparable rent assisted programs currently managed by the Region (Housing Allowance and Below Average Market Rent). Annual income testing is required for both delivery options.

Recommended Option Staff recommends that the Region of Waterloo participate in STRSP solely under the Shared Delivery option, providing a monthly subsidy of $250 to eligible households. The Shared Delivery option would allow the Region to establish the target groups, set monthly subsidy amounts and identify households based on local needs, without requiring additional staff resources. The Province through MOR would be responsible for monthly subsidy cheque distribution, confirming ongoing eligibility, and the exit/transition strategy, as the Provincial program under the Shared Delivery option would conclude in December 2012.

The Region of Waterloo would send applications to households on the Coordinated Access Waiting List, based on chronological order. The households would retain their position on the Coordinated Access Waiting List and would be required to submit the STRSP application and supporting documentation directly to the Ministry of Revenue.

The administration fee provided for Shared Delivery would cover 100% of the administrative costs, whereas the administration fee for Direct Delivery would cover less than half of the costs of staffing resources required to effectively deliver the program.

846908 Page 2 of 3 September 28, 2010 Report: P-10-074

Area Municipal Consultation/Coordination

A copy of this report will be distributed to all area municipalities.

CORPORATE STRATEGIC PLAN:

Council’s Strategic Focus Area Six includes actions to ensure all programs and services are focused to meet the needs and expectations of the community. Utilizing the Shared Delivery option will help meet the needs of lower income households through a program that is responsive, efficient, effective and accountable to the public.

FINANCIAL IMPLICATIONS:

The Region of Waterloo’s Short Term Rent Support Program (STRSP) notional allocation of approximately $1.2 million includes administration fees. The Shared Delivery option provides $5,000 over the life of the program, plus 1% of the Service Manager’s program funding as the administration fee. The Direct Delivery option would provide a larger administration fee but would cover less than 50% of the staffing costs to deliver the program, and would also reduce the remaining amount of the notional allocation available for household subsidies.

At the maximum of $250 per household, the notional allocation of $1.2M would assist approximately 153 households, providing approximately $17,500 in administration fees under Shared Delivery option. The Shared Delivery administrations fees are sufficient to implement the program.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Finance and Legal staff have been consulted and concur with the recommendations contained in this report.

ATTACHMENTS:

NIL

PREPARED BY: Jennifer Murdoch, Manager, Housing Programs Deb Schlichter, Director, Housing

APPROVED BY: Rob Horne, Commissioner of Planning, Housing and Community Services

846908 Page 3 of 3 Report: PH-10-047 REGION OF WATERLOO

PUBLIC HEALTH Central Resources

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 1010 FILE CODE: F11-01

SUBJECT: 2010 PUBLIC HEALTH PROVINCIAL BUDGET APPROVAL

RECOMMENDATION:

For Information

REPORT:

Correspondence has been received from the Ontario Ministry of Health & Long Term Care (MOHLTC) regarding Waterloo Region’s 2010 allocation for Public Health Programs and Services. The provision of the provincial funding is in accordance with section 76 of the Health Protection and Promotion Act.

Table 1 below provides details of the 2010 provincial subsidies for Public Health as indicated in the attached letter from Allison J. Stuart, Assistant Deputy Minister dated July 29th, 2010.

Table 1 Region of Waterloo Public Health Provincial Budget Approvals

Mandatory Programs (75% Provincial Share) $18,879,853 Infectious Diseases Control (100% Provincial) 539,400 Infection Prevention & Control Nurses (100% Provincial) 82,400 Small Drinking Water Systems (100% Provincial) 25,345 Vector-Borne Diseases (75% Provincial Share) 358,155 Total 2010 Provincial Subsidies $19,885,153

100% Funded Programs The approval for the 100% funded Infectious Disease Control program is consistent with the allocation previously announced by the Ministry when the program was first implemented following the SARS outbreak in 2004. The funding for the Infection Prevention and Control Nurse has been increased by 3% from last year. The Small Drinking Water System allocation indicated for 2010 is an error; communications with staff at the Ministry have confirmed that the 2010 allocation will remain at $31,300 (the same level as in 2009). Programming levels within these 100% provincially funded areas have been developed and are being implemented within the funding allocations.

Vector Borne Diseases (75%) The Vector Borne Diseases allocation is equal to the Region’s 2010 request. As approved by Regional Council in report PH-10-021, the funding now supports the addition of an additional 1.0 FTE Public Health Inspector as of 2010.

Mandatory Programs (75%) Board of Health grant requests for 2010 were reviewed by the Ministry within a provincial funding envelope that provided for an up to 3% growth for mandatory programs. Waterloo Region Public Health has received the maximum increase of 3%. The approval results in a provincial funding

Page 1 of 6 September 28, 2010 Report: PH-10-047 shortfall of $275,152.

In the absence of information regarding the 2010 provincial funding approval until now, Public Health has taken a conservative approach to spending; current expenditures to date and anticipated spending to year end will be within the approved funding allocation.

CORPORATE STRATEGIC PLAN:

Provincial funding for Public Health programs enables the delivery of programs and services which contribute to the following focus areas of the corporate strategic plan:

Focus Area 1: Environmental Sustainability: Protect and enhance the environment

Focus Area 2: Growth Management: Manage and shape growth to ensure a livable, healthy, thriving and sustainable Waterloo Region.

Focus Area 3: Healthy & Safe Communities: Support safe and caring communities that enhance all aspects of health

Focus Area 4: Human Services: Promote quality of life and create opportunities for residents to develop to their full potential

Focus Area 6: Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs

FINANCIAL IMPLICATIONS:

For the first time since 2006, last year’s provincial funding approval for Mandatory programs represented full cost sharing on the Region’s approved base budget. Now again in 2010, there is a shortfall in provincial funding ($275,152).

As a result of delays in filling vacancies resulting from staff turnover and temporary leaves, sufficient savings have been generated to offset the shortfall in provincial funding. The Public Health Department will operate within the approved Regional and Provincial budget allocations for 2010.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The Finance Department was involved in the preparation of the 2009 Public Health Budget and grant request submission to the Province and have reviewed this report; Finance staff will assist in the resubmission of the budget for Mandatory Programs.

ATTACHMENTS:

Attachment 1: Ministry of Health and Long Term Care 2010 Funding Letter, dated July 29, 2010

PREPARED BY: Anne Schlorff, Director, Central Resources

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health

DOCS #851291 Page 2 of 6 September 28, 2010 Report: PH-10-047

Attachment 1

DOCS #851291 Page 3 of 6 September 28, 2010 Report: PH-10-047

DOCS #851291 Page 4 of 6 September 28, 2010 Report: PH-10-047

DOCS #851291 Page 5 of 6 September 28, 2010 Report: PH-10-047

DOCS #851291 Page 6 of 6 Report: PH-10-048 REGION OF WATERLOO

PUBLIC HEALTH Child & Family Health

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 2010 FILE CODE: P29-01

SUBJECT: PUBLIC HEALTH BREASTFEEDING SUPPORT IN WATERLOO REGION

RECOMMENDATION:

For information

SUMMARY:

In Canada, World Breastfeeding Week will be celebrated October 1st to 7th, 2010. Breastfeeding is the optimal way of providing young infants with the nutrients they need for healthy growth and development.1 The World Health Organization, Health Canada, and the Canadian Paediatric Society recommend exclusive breastfeeding for the first six months of life for healthy term infants, and continued breastfeeding along with appropriate complementary foods up to two years of age and beyond. Health units in Ontario are required to increase the rates of initiation, exclusivity and duration of breastfeeding. In order to support these requirements, Region of Waterloo Public Health is involved in a number of activities ranging from one to one support to peer-based support to the support of development of policy. This work has been made possible through collaboration with community members. This report provides a summary of activities that support breastfeeding in Waterloo Region.

REPORT:

Breastfeeding is the optimal way of providing young infants with the nutrients they need for healthy growth and development.2 Breast milk protects infants from respiratory and digestive illnesses, allergies, and helps to protect against Sudden Infant Death Syndrome. Breastfed children are less at risk for developing high blood pressure, diabetes and obesity. Breastfeeding provides mothers with many benefits as well – breast milk is easy to provide, it is less expensive and breastfeeding reduces the incidence of developing certain cancers. The World Health Organization, Health Canada, and the Canadian Paediatric Society recommend exclusive breastfeeding for the first six months of life for healthy term infants, and continued breastfeeding along with appropriate complementary foods up to two years of age and beyond.

The Ontario Public Health Standards indicate that boards of health shall deliver assessment and surveillance and health promotion and policy development activities to increase the rate of exclusive breastfeeding until six months, with continued breastfeeding until 24 months and beyond.

In 2004 percent of babies breastfed at hospital discharge in Waterloo Region: • 60.1% A growing number of families in Waterloo Region have initiated breastfeeding at birth, • 79.4% in 2003 • 86.3% in 2007-2008.

Page 1 of 3 September 28, 2010 Report: PH-10-048

Similarly, a large number of women have been breastfeeding their babies for longer periods; breastfeeding to 6 months: • 35.2% in 2003 and • 42.8% in 2007-2008. Waterloo Region women indicated breastfeeding for at least 12 months: • 15.3% In 2007/2008. 3

The following is a summary of public health activities that support breastfeeding:

Research shows that a woman’s decision to breastfeed is usually made in the prenatal period. Public Health promotes breastfeeding prenatally through Adolescent Prenatal Classes, the Canada Prenatal Nutrition Program, partnerships with hospitals and through innovative programming in the community. One to one breastfeeding support to new mothers in Waterloo Region is made available through Public Health Nurses at Post Birth clinics at local hospitals, home visits and the Healthy Children Information Line.

In 2009, public health staff produced the Creating a Mother-Friendly Workplace Strategy Manual for workplaces. The development of this manual dovetailed with the Corporate Breastfeeding Support Strategy Workgroup. This group was formed to create a supportive environment to accommodate the needs of lactating mothers in the workplace at the Region of Waterloo. The culmination of this work was the development of the recent policy on supporting breastfeeding upon return to work for regional employees. Members of the workgroup continue to promote awareness of the benefits of breastfeeding to Regional employees as evidenced in the most recent Health Returns newsletter.

Public Health continues to bring key stakeholders together through the Waterloo Region Community BFI (Baby-Friendly™ Initiative) Advisory Group. The goal of this group is to support the initiation and duration of breastfeeding for up to two years and beyond in Waterloo Region. In Canada, World Breastfeeding Week will be celebrated October 1st to 7th, 2010. This year’s theme is “Breastfeeding: Just 10 Steps – The Baby-Friendly™ Way”. The objectives of this year’s World Breastfeeding Week focus on improving breastfeeding rates by making breastfeeding the easy choice for women. One of the initiatives of this advisory group is the hosting of the annual Breastfeeding Challenge during World Breastfeeding Week. The Breastfeeding Challenge will take place at the Kitchener Market on October 2nd, 2010.

Public Health continues to collaborate with the Kitchener Downtown Community Health Centre to deliver the Breast Feeding Buddies program. Each year, women who have breastfed their children are trained to educate and support other breastfeeding mothers in Waterloo Region. In 2009, 73 women were matched with a Breastfeeding Buddy and 22 women were trained to be Buddies. The next training will be offered in November 2010. The Breastfeeding Buddies program also provides breastfeeding classes at no cost. The “Me? Breastfeed?” classes are offered throughout the region to women and their partners 12 times/year. Breastfeeding Buddies also make themselves available to women at 8 community sites.

Health units in Ontario are required to Increase the rates of initiation, exclusivity and duration of breastfeeding. In order to support these requirements, Region of Waterloo Public Health is involved in a number of activities ranging from one to one support to peer-based support to the support of development of policy. This work has been made possible through collaboration with community members.

Document #: 851801 Page 2 of 3 September 28, 2010 Report: PH-10-048

CORPORATE STRATEGIC PLAN:

Support for breastfeeding contributes to the Region’s strategic focus areas of supporting safe and caring communities that enhance all aspects of health (#3) and promoting quality of life and creating opportunities for residents to develop to their full potential (#4).

FINANCIAL IMPLICATIONS:

These programs are carried out within existing budget allocations.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS:

NIL

PREPARED BY: Mary Denomme, Public Health Nurse Andrea Reist, Director of Child & Family Health

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health

1 Breastfeeding. http://www.who.int/topics/breastfeeding 2 Breastfeeding. http://www.who.int/topics/breastfeeding 3 Source: Canadian Community Health Survey, Cycle 2.1 (2003) and 4.1 (2007-2008)

Document #: 851801 Page 3 of 3 Report: PH-10-049 REGION OF WATERLOO

PUBLIC HEALTH Infectious Diseases, Dental and Sexual Health

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 2010 FILE CODE: P04-80

SUBJECT: LOW-INCOME DENTAL PROGRAM: ONE-TIME CAPITAL FUNDING, OPERATIONAL FUNDING AND ONE-TIME ADMINISTRATIVE FUNDING

RECOMMENDATION:

For information only.

SUMMARY: The purpose of this report is to provide Regional Council with an update on the new Low-Income Dental Program, which is being funded 100% by the Ministry of Health and Long-Term Care (MOHLTC). Regional Council previously approved the request to the Ministry for capital funding, operational funding, program implementation and the staff complement; this request was subject to Ministry approval.

The Commissioner/Medical Officer of Health has signed and returned to the MOHLTC the letter regarding the conditions for one-time capital funding, operational funding and one-time administrative funding (see attachment #1). A signed copy of this letter must be received by the MOHLTC to allow funding to be sent to health units.

The Low Income Dental Program will provide preventive and early treatment services to eligible children and youth aged 0 to 17 years. In Waterloo Region, the Low Income Dental Program will consist of: (1) dental treatment services provided by dentists in public health clinics or in private practice; (2) preventive care services provided by public health dental hygienists, or by dentists or dental hygienists in private practice; (3) oral health screening services; and (4) health promotion activities. The program is scheduled to begin implementation in late September or early October 2010 and to be fully operational by April 2011.

REPORT: 1.0 Background As part of Ontario’s Poverty Reduction Strategy, the provincial government committed $45 million per year to provide access to dental services for low-income families. Phase I included the expansion of the Children In Need of Treatment (CINOT) program to include children and youth up to their 18th birthday. On October 13, 2009 the MOHLTC announced Phase II of the low-income dental program strategy, which will build upon and link with current public health programs and expand access to services for children and youth aged 0 to 17 years.

Ontario public health units will implement this new program, which will provide preventive and early treatment services to eligible children and youth aged 0 to 17 years. Dental services may be provided using a mix of service delivery models (e.g., private dental offices, public health clinics, and/or community sites). The model chosen by each health unit will depend upon local capacity and community needs.

Page 1 of 7 September 28, 2010 Report: PH-10-049

Health units will determine eligibility at the local level. Once eligible, children and youth would qualify for services for up to a maximum period of three years provided the resident is under 18 years of age. After three years, children and youth can be reassessed for eligibility and if eligible be extended for another three years. The eligibility criteria for the Low Income Dental Program include financial and non-financial elements. Financial criteria are aligned with the Ontario Child Benefit (OCB) program and will correspond with the OCB maximum payment threshold, which uses an adjusted family net income of $20,000 or under. Non-financial criteria are as follows: children aged 0-17-years; resident of Ontario; and no access to dental or other forms of oral health coverage, including access to other provincial or federal dental programs that provide on-going basic dental care (e.g., Ontario Works).

In Waterloo Region, the components of the Low Income Dental Program will include:

(1) Dental treatment services will be provided by dentists in public health clinics and by dentists in private practice on a fee-for-service basis. Public Health will administer dental claims from private practice dentists and make reimbursement payments using the Oral Health Information Support System (OHISS) provided by the provincial government.

(2) Preventive care services will be provided by public health dental hygienists working in public health clinics and community settings (e.g., Community Health Centres), and by private dental providers on a fee-for-service basis. These services include topical fluoride application, dental sealants, and dental cleanings.

(3) Oral health screening will be provided by public health dental hygienists at public health and community sites to identify children and youth with early signs of dental disease and to assist residents with access to programs.

(4) Dental Health staff will provide health promotion activities and community outreach services in partnership with local community programs and/or providers that service the low-income community. The goals are to raise oral health awareness, promote and support uptake of the program, provide opportunities to work with primary care providers, and facilitate education for preschool age children. Public Health plans to work with local dental providers and dental associations (e.g., Waterloo Wellington Dental Society) and agencies that currently service the low-income population including Community Health Centres (Kitchener Downtown CHC, Langs Farm Village Association CHC, Woolwich CHC), Region of Waterloo Social Services, Mosaic Counselling, Opportunities Waterloo Region, Waterloo Catholic District School Board, YMCA/Ontario Early Years Centres, YMCA Cross-Cultural, and House of Friendship.

The Low Income Dental Program will not replace the CINOT program. Children who have completed their course of treatment under CINOT would be eligible for services under Low Income Dental Program provided they meet the eligibility criteria. If children are not eligible for either CINOT or Low Income Dental Program, they may be eligible to receive preventive oral health services as outlined in Child Health requirement #13 of the Ontario Public Health Standards provided they meet the dental and financial eligibility criteria.

2.0 One-Time Capital Funding, Operational Funding and One-Time Administrative Funding In January 2010 each health unit submitted a business case to the MOHLTC for capital and operational funding. Business cases were revised based on comments from the Ministry and were resubmitted in May. In July 2010, the MOHLTC confirmed approval of funding for Region of Waterloo Public Health for 2010 as follows (see Attachment #1):

One-time capital funding of up to $200,000 (at 100%) for the period up to December 31, 2010 to develop or expand existing community-based dental infrastructure;

DOCS # 854341 Page 2 of 7 September 28, 2010 Report: PH-10-049

Operational funding of up to $276,582 (at 100%) to support community model implementation and access to services starting September 1, 2010. Annualized program funding has been pro- rated for four months of this calendar year (i.e., September 1 to December 31, 2010); and

Additional one-time administrative funding of up to $19,359 (at 100%) for the period up to December 31, 2010 to support initial program start-up.

One-time capital funding will be used to purchase materials and supplies to enhance our ability to perform public health dental services in the public health clinics and community sites. These items include dental instruments, ultrasonic scaling units, handpieces, dental compressors, chairs, stools, curing lights, dental sundries, dental software package for scheduling and e-charting, and laptop computers. Funding will also be used to upgrade chairs and equipment at the Public Health clinics and for the installation of cabinets, sinks, lighting and other upgrades at three Community Health Centre sites so that preventive clinic services can be provided.

Operational funding of $829,746 annually will be allocated for staff positions, purchase of service for a dentist to work at the Public Health dental clinics, payments to dental providers for dental services, clinic supplies and program materials, travel, office expenses, rental space, and communication costs. Staff positions include full-time equivalents (FTE) for Registered Dental Hygienists (2.0 FTE), Dental Assistants (2.5 FTE), Dental Clerk (0.5 FTE), Public Health Planner (0.5 FTE) and Peer Dental Health Worker (1.0 FTE). The budget allocation for dental treatment costs is $253,100.

One-time administrative funding is additional funding provided to health units to support initial program start-up. This funding will assist health units with costs associated with administration of the client eligibility process at the local level. MOHLTC is exploring the possibility of creating a centralized process for program eligibility in the longer-term. It is not known whether additional funding for administration will be received in 2011 and beyond.

3.0 Provincial Announcement and Program Implementation An official government announcement of this new dental program is expected in late September or early October. Health units are asked not to make any local announcements in advance of the official, province-wide launch. The program is scheduled to begin implementation in late September or early October 2010 and to be fully operational by April 2011.

Further information is to be provided by the MOHLTC on the following:

The development of an official name for the program and related communication strategy and materials;

Details on the financial eligibility criteria and the process of determining financial eligibility;

Two new dental schedules of fees and services for dentists and dental hygienists, the coverage provided will closely align with services identified within the Ministry of Community and Social Services (MCSS) schedules which are used for the Ontario Works Children dental program;

New release of the Oral Health Information Support System (OHISS) to allow health units to administer Low Income Dental Program dental claims; and

Whether additional administrative funding will be provided in 2011 and subsequent years.

4.0 Conclusion The new Low-Income Dental Program addresses a significant gap that exists in dental care for children and youth from low income families. Public Health will continue to work with community

DOCS # 854341 Page 3 of 7 September 28, 2010 Report: PH-10-049 partners, such as local dental providers, to improve access for those who cannot access regular dental care due to financial barriers. It is anticipated that over the long-term, the preventive and health promotion activities created by this program will help to reduce the amount of dental disease among children and youth in Waterloo Region. A goal of the Low Income Dental Program is to reduce the need for invasive and costly emergency dental health services for children and youth. Thus, it may help to decrease the need for urgent treatment services covered through the CINOT program. Each year the MOHLTC estimates that approximately 130,000 children in Ontario aged 0 to 17 years will benefit from this new program. In Waterloo Region, there are approximately 7,574 children and youth aged 17 and under who are living below the low-income cut-off (Source: Ministry of Health Promotion, 2008).

CORPORATE STRATEGIC PLAN:

Focus Area 3 - Healthy and Safe Communities; and Focus Area 6 - Service Excellence.

FINANCIAL IMPLICATIONS:

All expenditures for the Low Income Dental Program will be covered by 100% provincial funding. One-time capital funding will be received after the MOHLTC receives a signed copy of the funding letter indicating acceptance of the terms and conditions (see Attachment #1). Operational funding and one-time administrative funding will be provided to Health Units starting September 1, 2010 as long as the health unit has returned to the Ministry the signed copy of the funding letter. Public Health Units will be contractually accountable to the MOHLTC for the use and expenditure of these funds.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS

Appendix 1: Letter from Ministry of Health and Long-Term Care, dated July 2nd, 2010

PREPARED BY: Dr. Robert Hawkins, Dental Consultant

APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health

DOCS # 854341 Page 4 of 7 September 28, 2010 Report: PH-10-049

Appendix 1

DOCS # 854341 Page 5 of 7 September 28, 2010 Report: PH-10-049

DOCS # 854341 Page 6 of 7 September 28, 2010 Report: PH-10-049

DOCS # 854341 Page 7 of 7 Report: SS-10-048 REGION OF WATERLOO

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 2010 FILE CODE: S13-30

SUBJECT: REQUEST FOR AGREEMENT UNDER THE DOMICILIARY HOSTEL PROGRAM – TRINITY VILLAGE STUDIOS

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

1.0 Background Under the Ministry of Community and Social Services Act, municipalities are able to enter into Agreement(s) under the Province’s Domiciliary Hostel Program with local operators to provide permanent accommodation with 24/7 supervision and some supports to daily living for those with physical, cognitive, mental health, and/or substance use issues. Under the Regulations of the Ontario Works Act, 1997, persons who live in such homes and who qualify for assistance may have a per diem paid on their behalf by the Region. Funding provided by the Province under the Domiciliary Hostel Program is capped and cost shared on an 80/20 basis. The maximum per diem is set by the Province at $47.75 (as of April 1, 2009).

The Region currently has Agreements under the Domiciliary Hostel Program with 17 operators for a capacity for 320 beds. Rest/retirement and supervised boarding homes offering accommodation and support to eligible tenants through the Domiciliary Hostel Program are an essential part of the housing continuum providing much needed supportive housing to those people who are often vulnerable to homelessness. Tenants currently involved in the program include frail seniors and people with a variety of disabilities including but not limited to mental health, cognitive, physical and/or substance use issues.

2.0 Trinity Village Studios Lutheran Home Kitchener-Waterloo, operating as Trinity Village Studios is a not-for-profit organization which has been operating in the community since 1991. Trinity Village Studios is a 62 room facility that is focused on providing quality programs that enable seniors with housing, medical, and social needs to live with dignity and respect is an assisted living retirement residence. Trinity Village Studios offers a wide variety of recreation programs that are structured around providing both physical and mental stimulation for those who participate. The organization employs a variety of staff including: registered practical nurses, personal support workers, social workers, as well as dedicated personnel for recreation, nutrition, maintenance, housekeeping, and office administration. Trinity Village Studios offers access to a house physician, physiotherapy clinic,

DOCS# 847558 Page 1 of 3 September 28, 2010 Report: SS-10-048 workshop, hair salon, and dedicated recreation spaces for all residents. The facility is wheelchair accessible and has wide hallways and doorways to accommodate people with mobility issues.

An application from Trinity Village Studios for a Domiciliary Hostel Agreement was received by the Region in August 2010. The application was considered after monitoring the home for compliance with the Domiciliary Hostel Standards (the Standards) (SS-09-065). The application was reviewed by the Domiciliary Hostel Application Review Committee, which includes representatives from Social Services, Finance, and Planning, Housing and Community Services. The application was found to meet the requirements for a Domiciliary Hostel Agreement including satisfactory health and fire inspections, insurance coverage, interview, references, qualifications, and responses to application questions.

In addition, in accordance with a previous report regarding the Domiciliary Hostel Program (SS-09- 064) new Domiciliary Hostel Agreements will focus on serving frail seniors and/or people experiencing persistent homelessness. Trinity Village Studios operates a residence providing support to frail seniors in Kitchener where Regional Staff have identified a need for additional residences for seniors.

Based on existing information, staff recommends entering into an Agreement under the Domiciliary Hostel Program with Lutheran Homes Kitchener-Waterloo operating as Trinity Village Studios, currently located at 2711 Fairway Road, Kitchener Ontario, for a maximum of ten beds at a per diem rate of up to $47.75, effective October 7, 2010.

CORPORATE STRATEGIC PLAN:

Entering into a Domiciliary Hostel Agreement for domiciliary hostel services addresses the Region of Waterloo Strategic Plan Focus Area 4: Human Services: to “promote quality of life and create opportunities for residents to develop to their full potential”; and specifically, Strategic Objective 4.2 to “enhance services to people experiencing or at-risk of homelessness”.

FINANCIAL IMPLICATIONS:

The new Domiciliary Hostel Agreement and per diem rate will be funded from within the approved 2010 Budget for Domiciliary Hostels. The maximum per diem set by the Province is $47.75 and is cost shared on an 80/20 basis with the Region. The maximum number of subsidized tenants at this facility is ten. Actual costs will be dependent on the number of subsidized tenants and their income levels.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Planning, Housing, and Community Services participated on the Social Services Domiciliary Hostel Application Review Committee and Legal Services have been consulted in the preparation of this report.

ATTACHMENTS

Nil

PREPARED BY: Amber Robertson, Social Planning Associate Marie Morrison, Manager, Social Planning

APPROVED BY: Michael Schuster, Commissioner of Social Services

847558 Page 2 of 3 Report: SS-10-049 REGION OF WATERLOO

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September 28, 2010 FILE CODE: S13-30

SUBJECT: REQUEST FOR AGREEMENT UNDER THE DOMICILIARY HOSTEL PROGRAM – SAGINAW HOUSE

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

1.0 Background

Under the Ministry of Community and Social Services Act, municipalities are able to enter into Agreement(s) under the Province’s Domiciliary Hostel Program with local operators to provide permanent accommodation with 24/7 supervision and some supports to daily living for those with physical, cognitive, mental health, and/or substance use issues. Under the Regulations of the Ontario Works Act, 1997, persons who live in such homes and who qualify for assistance may have a per diem paid on their behalf by the Region. Funding provided by the Province under the Domiciliary Hostel Program is capped and cost shared on an 80/20 basis. The maximum per diem is set by the Province at $47.75 (as of April 1, 2009).

2.0 The Application

This program proposed by the Cambridge Shelter Corporation, currently referred to as Saginaw House, will house and support tenants with low income, in need of support, awaiting treatment or returning from treatment for their substance use issues. Before entering this program, tenants will be required to be clean and sober and will have already used all resources related to Withdrawal DOCS#847652 Page 1 of 3 September 28, 2010 Report: SS-10-049

Management Services prior to entry, as appropriate. They will be required to remain clean and sober for the duration of their tenancy, with any violations resulting in their loss of tenancy and an option to stay at the Cambridge Shelter instead as an emergency shelter resident or to move to another place of their choosing.

Affordable, abstinence-based accommodation with support for people recovering from addictions is a need in our community, as it is not currently available through any other form of housing or shelter. In the Region of Waterloo’s Housing Stability Strategy, All Roads Lead to Home: Homelessness to Housing Stability Strategy for Waterloo Region, the Region identifies the non- existence of longer term housing stability programs that target people with substance use issues in the Region as a gap in our Housing Stability System. The Strategy more specifically identifies a need for tailored housing during the early substance use recovery stages, including pre and post substance use treatment services.

An application from the Cambridge Shelter Corporation for a Domiciliary Hostel Agreement was received by the Region in July 2010. The Cambridge Shelter Corporation is an organization that has held an Agreement in good standing with the Region under the Emergency Shelter Program since 2005. Their application under the Domiciliary Hostel Program was considered after a site visit of the proposed location of 431 Saginaw Parkway, Cambridge, Ontario. This location, assuming council approval, would be purchased by a community member and rented to the Cambridge Shelter Corporation for the purposes of this program as mentioned above. The application was reviewed by Social Services Domiciliary Hostel Application Review Committee, which includes representatives from Social Services, Finance, and Planning, Housing and Community Services. The application was found to meet the basic requirements for a Domiciliary Hostel Agreement. Based on existing information, staff recommends entering into an Agreement under the Domiciliary Hostel Program with the Cambridge Shelter Corporation, located at 431 Saginaw Parkway, Cambridge, Ontario, for a maximum of five beds, subject to acquirement of the property and successful inspections, at a per diem rate of up to $47.75, effective October 7, 2010.

In accordance with a previous report regarding the Domiciliary Hostel Program (SS-09-064), new Domiciliary Hostel Agreements will focus on serving frail seniors and/or people experiencing persistent homelessness. This home will operate as a residence providing support to individuals awaiting or returning from treatment for their substance use issues, who could otherwise be experiencing homelessness.

CORPORATE STRATEGIC PLAN:

Entering into a Domiciliary Hostel Agreement for domiciliary hostel services addresses the Region of Waterloo Strategic Plan Focus Area 4, Human Services: to “promote quality of life and create opportunities for residents to develop to their full potential”; and specifically, Strategic Objective 4.1 to “enhance services to people experiencing or at-risk of homelessness”.

FINANCIAL IMPLICATIONS: The new Domiciliary Hostel Agreement and per diem rate will be funded from within the approved 2010 Budget for Domiciliary Hostels. The maximum per diem set by the Province is $47.75 and is cost shared on an 80/20 basis with the Region. The maximum number of subsidized tenants at this facility is five. Actual costs will be dependent on the number of subsidized tenants and their income levels.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Planning, Housing and Community Services participated on the Social Services Domiciliary Hostel

847652 Page 2 of 3 September 28, 2010 Report: SS-10-049

Application Review Committee and Legal Services have been consulted in the preparation of this report.

ATTACHMENTS

NIL

PREPARED BY: Lisa-Dawn Wismer, Social Planning Associate Marie Morrison, Manager, Social Planning

APPROVED BY: Michael Schuster, Commissioner, Social Services

847652 Page 3 of 3 Report: SS-10-050 REGION OF WATERLOO

SOCIAL SERVICES Social Planning, Policy and Program Administration

TO: Chair Sean Strickland and Members of the Community Services Committee

DATE: September, 28, 2010 FILE CODE: S13-20

SUBJECT: FEDERAL HOMELESSNESS PARTNERING STRATEGY

RECOMMENDATION:

THAT the Regional Municipality of Waterloo request the Government of Canada to: Confirm in writing plans and allocations for the Homelessness Partnering Strategy 2011-2014 by fall 2010; Review and/or update the formula for calculating allocations across participating Designated Communities; and Recognize Waterloo Region as the Designated Community;

SUMMARY:

NIL

REPORT:

Since 2002, the Government of Canada has provided funding to the Region for local initiatives to address homelessness. The program was initially titled the National Homelessness Initiative – Supporting Communities Partnership Initiative (SCPI) and as of April 2007 was launched as the Homelessness Partnering Strategy (HPS) (see Appendix A for a list of funding over this period).

In September 2008, the Government of Canada announced $1.94 billion for housing and homelessness investments for low-income Canadians over five years, through to March 31, 20141. With this funding, a number of programs were extended from April 1, 2009 to March 31, 2011 including the Affordable Housing Initiative (AHI), the Residential Rehabilitation Program (RRAP) and the Homelessness Partnering Strategy (HPS).

It was identified that the use and allocation of funds for 2011-2014 had yet to be determined with consultations held in the fall of 2009. Region Staff attended the Ontario Community Roundtable September 15, 2009, followed by a written feedback submission. Region Staff also attended a HPS Ontario Forum February 2-4, 2010. At the Forum, it was identified that further information regarding the fall 2009 consultation and the roll-out of the 2011-2014 HPS program would be released shortly. Notes, reports and/or copies of presentations from both these sessions were sent to participants April 6, 2010; however, there was no further information provided regarding the 2011-2014 roll-out or confirmation of funding allocations.

1 This commitment was repeated in the Throne Speech in November 2008. DOCS#847463 Page 1 of 5 September 28, 2010 Report: SS-10-050

As of September 2010, no further information has been received regarding the 2011-2014 HPS program. If the program and funding is not confirmed by fall 2010, there will likely not be time for a full three year roll-out. Possibilities include an extension of some length (as was done in 2007 with a one year extension followed by another contract for 2008/2009 creating a number of stops and starts), gaps in funding and/or no funding at all.

Currently HPS funding is being used locally for innovative and effective programs such as components of STEP Home (support to end persistent homelessness), youth social enterprise programs through ROOF and Argus Residence for Young People, and continued implementation of the Homeless Individual and Family Information System (HIFIS). If additional funding is not received beyond March 31, 2011, these local programs including two under STEP Home (Streets to Housing Stability and Whatever it Takes – Service Resolution), as well as the youth social enterprise programs and support to HIFIS will likely be terminated.

For the most effective planning and use of resources now and for 2011-2014, Municipalities need the allocation and the three year continuous time-frame confirmed now. Staff recommend Regional Council ask that the Government of Canada to confirm in writing, to participating Designated Communities, their commitment and plans for the 2011-2014 HPS program. The Homelessness and Housing Umbrella Group (HHUG) has already sent a letter in this regard to local MP’s and the Minister of Human Resources and Skills Development Canada (see Appendix B).

The local funding allocation, which was slightly more initially, has totaled $441,805 each year since 2006 and has never been increased (see Appendix A). It was identified at the September 2009 consultation that there were no plans for increasing the allocations despite service demand increases and charitable giving decreases due to the recent economic decline. It is not known what factors were included in the original funding formula other than population, regardless; the allocations are based on outdated data as there have been significant changes and shifts in community (e.g. a 17% increase in local population).

Since 2000, the Government of Canada has referred to the Designated Community as Kitchener. At that time, the community advocated for this funding to apply to Waterloo Region as a whole rather than just Kitchener, which was granted. Despite this, documents generally refer to the Designated Community title as Kitchener. Staff recommends that Region Council officially request to have the Designated Community referred to as Waterloo Region.

CORPORATE STRATEGIC PLAN:

Serving as the Community Entity to administer federal funding for programs that address homelessness is consistent with the Region’s Corporate Strategic Plan, Focus Area 4: Human Services: to “promote quality of life and create opportunities for residents to develop to their full potential”; and specifically, Strategic Objective 4.2 to “enhance services to people experiencing or at-risk of homelessness” through implementing the Homelessness to Housing Stability Strategy.

FINANCIAL IMPLICATIONS:

The HPS is 100% federally funded. The allocation to Waterloo Region from April 1, 2009 to March 31, 2011 is $883,610. It is anticipated to be fully expended.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Staff from Planning, Housing and Community Services, the Crime Prevention Council and Finance have reviewed this report.

DOCS #847463 Page 2 of 5 September 28, 2010 Report: SS-10-050

ATTACHMENTS

Appendix A NHI/HPS Funding to the Regional Municipality of Waterloo Appendix B Letter from the Homelessness and Housing Umbrella Group (HHUG)

PREPARED BY: Marie Morrison, Manager Social Planning

APPROVED BY: Michael Schuster, Commissioner Social Services

DOCS #847463 Page 3 of 5 September 28, 2010 Report: SS-10-050

APPENDIX A NHI/HPS FUNDING TO THE REGIONAL MUNICIPALITY OF WATERLOO 2002-March 31, 2011

Contract Periods and Programs Total Federal Per Population Homelessness Funding Annum SCPI I Program February 11, 2002 to September 30, 2003 $921,117 $453,427* 444,900** (1999) SCPI II Program April 5, 2004 to March 31, 2006 $1,355,189*** $451,730 488,400 (2004) SCPI Extension Year April 1, 2006 to March 31, 2007 $441,805 $441,805 RHF Program (youth funding) June 5, 2006 to March 31, 2007 $201,000 - HIFIS Demonstration Project September 28, 2006 – March31, 2007 $50,000 - HIFIS Local Coordination Project April 1, 2007 – March 31, 2008 $49,079 - HPS Program Transition Year April 1, 2007 – December 31, 2007 $331,352 $441,805 511,800 HPS Program (2007) January 1, 2008 – March 31, 2009 $552,258 HIFIS Local Coordination Project April 1, 2008 to March 31, 2009 $49,079 - HIFIS Local Coordination Project April 1, 2009 to March 31, 2010 $55,214 - HPS Program April 1, 2009 – March 31, 2011 $883,610 $441,805 534,900 (2009) HIFIS Local Coordination Project April 1, 2010 to March 31, 2011 $57,490 - -2.6% +17% Total $4,947,193 decrease population increase 1999-2009 * Program was announced for the smaller 51 Designated Communities for April 2000-March 2003 but funding was not provided locally until 2002. The total $921,117 represents the allocation administered by the Region of Waterloo minus the Urgent Needs funding ($439,164) that had been previously allocated directly by the federal government. Total allocation to Waterloo Region for the time period April 2000-March 2003 was $1,360,281. Additional funding specifically for youth was allocated directly by the federal government totaling $227,471. **The original allocation would have likely been based on 1999 population data. *** Three years of funding (April 2003 – March 2006) was provided in a two year funding timeframe.

DOCS #847463 Page 4 of 5 September 28, 2010 Report: SS-10-050

APPENDIX B

July 30, 2010

Hon. Diane Finley Minister Human Resources and Skill Development Canada 140 Promenade du Portage Phase 4, 14th Floor Gatineau, PQ K1A 0J9

Dear Minister Finley:

On behalf of the Homelessness and Housing Umbrella Group (HHUG), in Waterloo Region, Ontario, I am writing to urge you to make the official announcement regarding the Homelessness Partnering Strategy (HPS) by Fall 2010. It is imperative that the funds allocated by HPS are made available for use by communities by April 1, 2011 to prevent a gap in funding for the many agencies that receive funding under HPS in Waterloo Region. The timely release of funds is required to maintain the important programs and services that agencies provide to those who are experiencing or at-risk of homelessness.

Please provide assurance as soon as possible that funds under the HPS or by transitional funding through the federal government will be available for April 1, 2011. We are grateful for past monies received under HPS which have allowed our Region to address homelessness and housing stability through a number of innovative programs, services and initiatives. However, the needs of those experiencing housing instability in our community are great and the allocation of funds by April 1, 2011 is required to ensure that program and service delivery is not disrupted by a lack of continuity and/or the loss of qualified staff.

The Homelessness and Housing Umbrella Group (HHUG) is a non-partisan group consisting of concerned individuals, including individuals with lived experience, agencies and groups committed to preventing and reducing homelessness in Waterloo Region. Our members have seen first hand the positive impact on people’s lives that the services funded by HPS have made. Once again, I would strongly urge you to put in place the funding to allow these vital programs to continue without interruption.

Yours truly,

Eva Vlasov, Chair, HHUG c. Peter Braid, MP Kitchener Waterloo Stephen Woodworth, MP Kitchener-Centre Harold Albrecht, MP Kitchener-Conestoga Hon. Gary Goodyear, MP Cambridge

Sponsored by Lutherwood 165 King Street East, Kitchener, ON N2G 2K8 Tel: (519) 743-2460 ext 264 Fax: (519) 742-7895 DOCS #847463 Page 5 of 5 PUBLIC HEALTH Health Protection & Investigation

Date: September 28, 2010

MEMORANDUM

To: Chair Sean Strickland and Members of the Community Services Committee

From: Dave Young, Manager, Health Protection & Investigation Rob Bromley, Public Health Planner

File No.: P07-20

Subject: FOR INFORMATION: WELL AWARE PROGRAM FUNDING INITIATIVE ______

Background:

Water is a preferred environment for certain types of bacteria – particularly Escherichia coli (E. coli) O157:H7 and a group of general bacteria known as Total coliform. Consuming well water contaminated with bacteria at levels above Ontario Drinking Water Standards (Regulation 169/03) can lead to serious illness or disease.1

Nitrates - chemicals which are found naturally in soil and groundwater - are also a potential concern for individuals or families relying on drinking water from wells. High nitrate levels can decrease the amount of oxygen carried in the blood, potentially causing methemoglobinemia (Blue Baby Syndrome) in infants less than 6 months of age.

Fluoride is a naturally occurring mineral found in water and soil. Almost all water contains some amount of fluoride. The amount of fluoride in well water can vary between wells, so private wells should be tested before using the water to prepare infant formula to ensure the natural fluoride levels are not too high.2

Report:

Recently, the Residential Energy Efficiency Project (REEP - PH–10-017)3 confirmed the availability of Well Aware educational program funding for residents of Waterloo Region for 2010 and 2011. Program funding is available for 50 clients per season and is delivered on a first-come-first-served basis to homeowners who meet the program criteria (see attached flyer, Appendix A).

1 http://www.health.gov.on.ca/english/public/pub/watersafe/watersafe_pathogens.html 2 http://chd.region.waterloo.on.ca/web/health.nsf/4f4813c75e78d71385256e5a0057f5e1/802C4278C3E2C63885256B14006407A4/$fi le/WATER_FLUORIDATION_BGD.pdf?openelement 3 http://www.region.waterloo.on.ca/web/region.nsf/8ef02c0fded0c82a85256e590071a3ce/1B6F8B8B2FEEBC578525770D0055991E/ $file/PH-10-017.pdf?openelement

DOCS #830855 Page 1 of 3 Representatives of REEP will work with Public Health staff to help identify potential candidates for the Well Aware program. Public Health Nurses who have contact with pregnant women and families (especially those with infants under 6 months of age) dependant on drinking water from private wells, will continue to provide existing educational materials, advise clients of the testing services offered by the Ministry of Health and Long-Term Care and Region of Waterloo and support the Well Aware initiative.

Residents who qualify for the Well Aware program are offered free well check-ups and educational materials on how to protect their well water and our shared groundwater supply. The program is voluntary, non-regulatory and confidential.4 Residents are visited at (their) home by a representative of REEP for a one-and-one-half hour assessment. Participants receive educational material and a mailed report containing a variety of information such as:

• What makes a good well • An assessment on how “well” their well is doing • Identification of safe well priorities • How to take a water sample • Well Aware kits and free publications on well maintenance

It should be noted that the Well Aware program funding provides for a home assessment and educational materials but does not subsidize the cost of testing for nitrates and fluoride. Bacteriological testing for private well water is free to members of the public. Region of Waterloo Public Health provides educational materials to home owners and support for private well water bacteriological testing (E. Coli & total coliform) through the Ministry of Health and Long-Term Care’s London Public Health Laboratory.5 All nitrate and fluoride sample submissions are forwarded to Region of Waterloo Regional Laboratory – charges are levied on a cost-recovery basis only (PH-04-046)6 and tests are performed as a service to the public. As of October 1, 2004, a cost of (now) fourteen dollars and fifty cents ($14.50) is charged for nitrate and fluoride testing.

4 http://www.reepwaterlooregion.ca/prog_wellaware.php Accessed August 4, 2010. 5 http://www.health.gov.on.ca/english/providers/program/pubhealth/oph_standards/ophs/progstds/protocols/drinking_water.pdf 6 http://www.region.waterloo.on.ca/web/region.nsf/8ef02c0fded0c82a85256e590071a3ce/0BE6EB299387F10785256F1200569E72/$f ile/PH-04-046.pdf?openelement

DOCS #830855 Page 2 of 3

APPENDIX A

DOCS #830855 Page 3 of 3 SOCIAL SERVICES Children’s Services

Date: September 28, 2010

MEMORANDUM

To: Chair Sean Strickland and Members of the Community Services Committee

From: Nancy Dickieson, Director, Children’s Services

Copies: Michael Schuster, Commissioner, Social Services

File No.: S04-01

Subject: INFORMATION PROFILE SHEETS ON EARLY LEARNING AND CHILD CARE

Attached to this memorandum are copies of new profile sheets which provide up to date information about licensed Early Learning and Child Care in Waterloo Region. The profile sheets will be updated on a quarterly basis and provides facts, figures and information with regards to Early Learning and Child Care in Waterloo Region. They were developed to support planning and information sharing with community partners, agencies and families.

The sheets are produced in four separate documents with four broad topic headings:

• Accountability – provides an overview of the Regional role in supporting and developing a high, quality system. • Affordability – provides information on cost of child care and funding. • Accessibility – provides information on inclusive programs and services that support children with special needs. • Availability – gives a demographic overview of the types and locations of child care spaces in Waterloo Region.

The profile sheets are available on the Children’s Services website. Colour copies are also available today for distribution. Copies will also be distributed electronically to community partners and advisory groups.

For further information please contact Nancy Dickieson, Director, Children’s Services at Phone: 519-883-2177or [email protected]

Attachments: 1. Accountability: Describes the role of the Consolidated Municipal Service Manager and provides an overview of Quality Initiatives 2. Affordability: Contains information on ELCC parent fees, Child Care Fee Subsidy and Wages for Early Childhood Educators 3. Accessibility: Contains statistics from the Child Care Special Needs Resourcing Partnership as well as the Infant and Child Development Program 4. Availability: Provides an overview of ELCC spaces in Waterloo Region.

DOCS#848598 Page 1 of 1 September 2010 Early Learning and Child Care Profile: Accountability

Role of the Consolidated Municipal Service Manager (CMSM) The Region of Waterloo Children’s Services implemented in consultation with Children’s division as the Consolidated Municipal Services. Service Manager has the responsibility for As the Consolidated Municipal Service service and system management for Manager (CMSM), Children’s Services has licensed early learning and child care the dual roles of being both a system services for children from birth to twelve manager of Waterloo Region’s licensed years of age in Waterloo Region. The early learning and child care system as well implementation of full day early learning for as a direct operator of services. The four and five year olds creates a new role diagram below provides a brief overview of and responsibility for local Boards of the two roles. Education which is currently being

Dual Roles of the Consolidated Services Manager Consolidated Municipal Services Manager (Region of Waterloo, Children's Services Division)

System Management Directly Operated Services

System Service Quality Five Home Child Child Care Quality Administration: System Initiatives: Children's Care Infant & Child Fee Assurance for Management: Centres: Program: Development Subsidy Directly * Child Care Fee * Raising Program: Program: Operated Subsidies * Planning, the Bar on * Inclusive, * Inclusive, development 1700 * Birth to five Programs: Quality, 220 * Fee * Purchased & delivery (Community children 18 children years assistance * HighScope Services peer months to birth to 12 based on curriculum/ * Resources accreditation 5 years) years income test accreditation * Financial and supports initiative) administration & * Supports * Raising the supports (wage * Coordinate for children Bar grants, minor government with special capital) initiatives & needs responsive * Satisfaction * Support for children’s surveys, children with services evaluation special needs

* Child care placement for subsidy eligible families

ELCC Profile 2 of 4 Waterloo Region’s Early Learning and Child Care System: Accountability Page 2 Raising the Bar on Quality In Waterloo Region Raising the Bar on Quality (RTB) is a peer- accreditation initiative that promotes best RTB in Waterloo Region has just completed practices and healthy child care the sixth year (May 2009—May 2010) of environments in licensed child care settings implementation. In year six there were four and in Special Needs Agencies. RTB versions of RTB: participants are asked to complete and document activities each year in the following 1. Early Learning and Child Care programs three categories: 2. School-Age programs 3. Licensed Home Child Care Agencies Quality Assurance: the standards of this 4. Special Needs Resourcing Agencies category reviews the mechanisms and activities in place to monitor service on an The table below shows the participation rate of ongoing basis (e.g., Client satisfaction eligible programs by version of RTB. surveys).

: the Best Practices in Management Version of Raising the Bar % of Eligible standards of this category are communication, written policies and Programs procedures, leadership and supervision Participating strategies which combine to provide a framework and infrastructure for the healthy child environment. Early Learning and Child 88% Care programs (includes Professional Development: the standards School-Age programs) in this category speak to the program’s commitment to professional development of Licensed Home Child Care 100% staff and how they support the broader field programs of early childhood education. Volunteer peer reviewers assess each agencies profile Special Needs Resourcing 100% binder submissions for each program to Agencies determine if the criterion is met for participant, bronze, silver or gold level.

More information on Raising the Bar can be found on the Region of Waterloo website:

http://tinyurl.com/yd5d7da

For more information or to request this profile in alternative formats (e.g., large text) please contact: Nancy Dickieson, Director, Children’s Services Telephone: 519-883-2177 Email: [email protected] September 2010 Early Learning and Child Care Fact Sheet: Affordability

Research has demonstrated that children who have access to high quality licensed early learning and child care (ELCC) have higher scores on achievement and language tests, demonstrate better social skills and exhibit fewer behavioural problems than children who experience low-quality care1. Since cost is one of the main barriers to parents accessing licensed care it is critical to address issues of affordability. Parent Fees: Licensed Centre-Based Care2

Cost range for six hours or more of care in licensed centre-based ELCC programs in Waterloo Region: Cost for a preschool-aged child to attend a centre- • $43.00—$57.33 per day for an infant (birth to 18 months) based licensed early • $26.05—$45.74 per day for a toddler (18 months to 30 months) learning and child care • $27.00—$45.74 per day for a 2.5—5 year-old child program for one year: 3 • $21.57 to $40.00 per day for a 6— 12 year-old child $6,750—$11,435

Parent Fees: Licensed Home-Based Care4 Average costs of licensed home-based care (rates are the same regardless of the age of the child): Cost for a preschool-aged child to attend a home-based licensed early • 5-7 hours: $21.00—$39.00 per day learning and child care program for • 7-10 hours: $28.50—$45.00 per day one year: $7,125—$11,2503

A total of 82.2% of Waterloo Region families with children aged 0-5 participate in the labour force5. This implies that 28,852 children aged 0-5 require some form of non-parental care for at least part of the day.

ELCC Profile 3 of 4 Waterloo Region’s Early Learning and Child Care System: Affordability Page 2

Child Care Fee Subsidy • Child Care Fee Subsidy is available for families Reasons Families are Receiving with children to offset child care costs. a Child Care Subsidy • Eligibility for Child Care Fee Subsidy is based on a Provincial income test. • Parents must be working, attending school, a day Parent Looking for Medical treatment program or have a child with special Work needs who would benefit from attending an Early 1% Special/ 1% Other Learning and Child Care (ELCC) program to be Social Needs 2% eligible for a Child Care Fee Subsidy. 10% • In 2010 the demand for Child Care Fee Subsidies will exceed the available funding. To manage this situation, a wait list was implemented. More information on the wait list can be found at: School http://tinyurl.com/25u84ra Working 22% • 95% of centre-based ELCC programs in Waterloo 64% Region have Purchase of Service agreements with the Region of Waterloo. This means that parents can choose from any of these programs (assuming there is availability) when placing their children in centre-based care. • As of June, 2010 there was an average of 2,900 Child Care Fee Subsidy children receiving a Child Care Fee Subsidy each Budget in 2010: month. • Families have the choice of selecting a placement $14.7 M in a licensed centre-based program or through a licensed home child care agency. • More than half of the Child Care Fee Subsidy caseload is comprised of families who are working (64%) followed by families who are attending school (22%) and families who have children with special needs (10%). $1,000 $916.67 ← Families receiving a $900 Child Care Fee Subsidy $800 pay part of the cost of $700 $666.67 $600 child care if their income is above $20 000. The $500 $416.67 $400 amount they pay is based $300 on their income. For $200 $166.67 example, a family with an $83.33 $100 income of $30 000 would $0 $0 pay $83.33 towards the Monthly Family Contribution Monthly Family $20,000 $30,000 $40,000 $50,000 $60,000 $70,000 cost of child care each month. Family Income Waterloo Region’s Early Learning and Child Care System: Affordability Page 3

Child Care Fee Subsidy Caseload

Age Distribution of Children Receiving a • The majority (54%) of families Child Care Subsidy receiving a Child Care Fee Subsidy have an income of less than School-Age Infant Toddler $20,000 per year, followed by 29% 5% 12% families with an income of $20,000 - $40,000 per year (34%).

• 78% of families receiving a Child Care Fee Subsidy are single-parent families and 22% are two-parent families. SK 12% JK Preschool • Geographic Distribution of the Child 13% 29% Care Subsidy Caseload:

Income Distribution of Families on the Child Care Municipality % Fee Subsidy Caseload City of Kitchener/Waterloo 62% 60% 50% City of Cambridge 35% 40% Township of North Dumfries 0.5% 30% 54% 20% 34% Township of Wellesley 0.5% Caseload 10% 10% 2% 0% Township of Wilmot 1.5% Percentage of the Total 0$- $20,000 - $40,000 - $60,000 Township of Woolwich 0.5% $20,000 $40,000 $60,000 and over Family Income

Public Investment in the Early Learning and Child Care

System Children's Services total budget allocation for 2010 is approximately $35M. This funding is received through a variety of funding envelopes and cost sharing agreements. The distribution of the public investment in the Waterloo Region’s Early Learning and Child Care System for 2010 is as follows : Directly Administration Operated Home 6% Quality Initiatives Directly Child Care 1% 6% Operated Child Care Fee Children's Subsidy Centres 39% 12% Support for Children with Special/ Social Wage Needs Enhancements 10% 23% Waterloo Region’s Early Learning and Child Care System: Affordability Page 4

Wages for Early Childhood Educators The remuneration of staff has a significant impact on the quality of both individual Average base hourly wage for a programs and the overall ELCC system. Supervisor working in a full-day, Insufficient remuneration reduces the centre-based ELCC program: $20.726 likelihood of trained early childhood educators remaining in their positions and decreases the number of people who are attracted to work in Average base hourly wage for a the field. High staff turnover leads to lack of trained ECE Teacher working in a full- day, centre-based ELCC program: consistency for children attending ELCC 6 programs, thereby lowering the quality of care $13.92 provided7. The Region of Waterloo allocates 23% of the Children’s Services budget to Rate paid per child/per day to Region enhancing wages of Early Childhood of Waterloo Home Child Care Educators. On average in 2009 ELCC Caregivers for providing 7-9 hours of programs received $6,400 per full-time child care: $28.50 equivalent position to top-up the wages of Early Childhood Educators.

References 1McCartney K. Current research on child care effects. In: Tremblay RE, Barr RG, Peters RDeV, eds. Encyclopaedia on Early Childhood Development online. Montreal, Quebec: Centre of Excellence for Early Childhood Development; 2004: 1–5. Retrieved June 9, 2010 from http://www.excellence-earlychildhood.ca 2 Source: The rates presented were taken from the per diem costs of the 93 Child Care Programs who contracted with the Region to provide care to children receiving a child care subsidy in 2009. The list is not inclusive of all of the programs in the Region. Actual rates may be higher or lower. 3Based on a child attending the program full-time (more than 6 hours per day, 5 days per week) for 50 weeks per year. 4Ranges derived from the three Wee Watch Agencies in Waterloo Region. Region of Waterloo’s Home Child Care program was excluded because this service is only available to families receiving a child care subsidy. 5Statistics Canada, 2006 Census 6 Salary Survey conducted by Region of Waterloo in March 2009. Base salaries do not include wage enhancement funding. On average in 2009 ELCC programs received $6,400 per full-time equivalent position in wage enhancement funding. 7Beach, Jane and Costigliola, Bozica (2005). Child Care Wages and a Quality Child Care System. Ottawa: Child Care Human Resources Sector Council. Retrieved August 19, 2010 from www.ccsc- cssge.ca/english/pdf/research/2005/wages_e.pdf

What is Accessibility? In a highly inclusive and accessible Early (e.g., Physiotherapists, Speech and Learning and Child Care (ELCC) system all Language Pathologists); and children are able to fully participate in the 1 • Parent involvement . ELCC program of their choice, regardless of whether they are developing typically or Key supports for accessibility within Waterloo if they have special needs. Research has Region’s ELCC system include: identified the following determinants of • The Child Care Special Needs Access Point; inclusivity within ELCC programs: • The services and supports provided by the • ELCC program Director and Early agencies within the Child Care Special Needs Childhood Educator knowledge, training Resourcing Partnership; and attitudes about inclusion; • Region of Waterloo’s Infant and Child • Access to resources and supports such Development program; and as additional trained staff as well as • Region of Waterloo’s directly operated time for planning and consultation; Children’s Centres. • Access to external resources such as

Resource Consultants and Therapists

Infant and Child Development Program

The Infant and Child Development Program is directly Fast Facts about the Infant and Child Development operated by the Region of Program in 2009: Waterloo, Children's Services • 381 referrals to the program. Division. It provides a continuum of preventative and early • 80% of children referred were 1 month of age. intervention services for infants, • 71% of referrals came from the Neonatal toddlers, and preschoolers at-risk of or experiencing developmental Intensive Care Unit at one of the local hospitals. delay. The Infant and Child • Key Services provided include: Developmental Development Program supports Monitoring Services, Early Intervention Services, parents raising a young child with Developmental Assessment, and Linkages to special needs by helping parents other services. give their child the best start for lifelong learning.

Public Investment in 2010 for supporting children with special needs: $4.8M (13% of the total Children’s Services budget)

ELCC Profile 1 of 4 Waterloo Region’s Early Learning and Child Care System: Accessibility Page 2

Region of Waterloo Directly Operated Children’s Centres The Region of Waterloo ensures its directly operated Children’s Centres are fully inclusive by having an onsite Resource Consultant at each of the five centres. Resource Consultants ensure that all children can fully participate in the centre’s programming by providing support, conducting developmental monitoring and by making referrals to external resources. In 2009 approximately 100 children received supports for such reasons as: developmental, socio- emotional, and behavioural concerns; early intervention needs; as well as speech and language issues.

Child Care Special Needs Access Point (CCSNAP) The Child Care Special Needs Access Point (SNAP) is a referral point for parents and professionals who have a developmental concern about a child aged 0–6 who attends a licensed child care program. Concerns about a child’s development can be conveyed through the SNAP phone line (519-741-0076) and the SNAP coordinator will then facilitate a referral with the appropriate special needs agency.

Supporting Children with Special Needs to Child Care Special Needs Attend Licensed Early Learning and Child Care: Resourcing Partnership

The Region of Waterloo funds a partnership of licensed child care programs in identifying and seven local child care special needs meeting the needs of children with special resourcing programs within an integrated needs. The CCSNRP vision is “All children service system model to meet the needs of and their families can participate in quality children in licensed ELCC settings. The Child inclusive child care services”. The pie chart Care Special Needs Resourcing Partnership below shows the distribution of the ages of (CCSNRP) works together to create and children who received services in 2009. support the capacity of Waterloo Region

Distribution of Ages of Children who 2009 CCSNRP Service Statistics: Received Special Needs Resourcing Services in 2009 • 645 SNAP referrals received for 552 children. Infant, • A total of 28,524 hours of enhanced 100, (5%) SK , Toddler, staffing support (an additional trained staff) 287, (15%) 216, (11%) was provided to ELCC programs.

• 1,079 children were served through JK, resource consultations. 522, (27%) Preschool, 786, (42%)

References: 1Irwin, S.H., Lero, D.S., & Brophy, K. (2004). Inclusion: The Next Generation of Child Care in Canada. Sydney, NS: Breton Books. Retrieved on August 24, 2010 from: www.specialinkcanada.org/books/ ING_highlights.pdf For more information or to request this profile in alternative formats (e.g., large text) please contact: Nancy Dickieson, Director, Children’s Services Telephone: 519-883-2177 Email: [email protected] September 2010 Early Learning and Child Care Profile: Availability

Children Aged 0-12 and Licensed Early Learning and Child Care There are 35,100 children aged 0-5 living in Waterloo Region and a total of 78,925 children aged 0-12. The table below shows the distribution of children aged 0-12 living in Waterloo Region.

Number of Children Aged 0-12 in Waterloo Region Under 1 year 1 Year 2 Years 3 Years 4 Years 5 Years 6-12 Years Total 5,930 5,825 6,035 5,665 5,895 5,750 43,825 78,925 Provided by Planning and Community Resources, Region of Waterloo, June 3, 2010 using updated 2006 Census data

Families have two choices when using licensed (regulated) early learning and care programs. Centre-Based Early Learning and Child Care Programs As of August 31, 2010 there were 126 licensed centre-based ELCC programs in Waterloo Region. The distribution of the spaces by age category is shown in the pie chart below. Infant Toddler 3% School Age 12% There has been a 1.4% net 26% increase in centre-based SK ELCC spaces from 2%

JK Preschool 2009-2010*. 15% 42% *2010 includes January-August 2010.

Home-Based ELCC Programs Licensed Home Child Care is care provided in approved private homes, for a maximum of five children. Standards of quality care are set by the Ministry of Children and Youth Services under the Day Nurseries Act. The table below shows the distribution of licensed home based ELCC spaces.

Age Distribution of Children in the Region of Licensed Home Child Care Number Waterloo’s Home Child Care Program Agencies of Spaces Infant 5% Toddler Community Home Child Care 375 10% Agencies (Purchase of Service) Preschool 12% Region of Waterloo – Home Child 1,733 School Age JK Care (directly operated) 54% 9% SK ELCC Profile 4 of 4 10% Waterloo Region’s Early Learning and Child Care System: Availability Page 2

Access to Licensed Child Care A total of 82.2% of families with children aged 0-6 participate in the labour force1. This implies that 28,852 children aged 0-5 require some form of non-parental care for at least part of the day. The distribution of licensed ELCC spaces by age category and the percentage of children with access to a licensed child care space is shown below.

Percentage of Children with Access to a Licensed Child Care Space Based on Labour Force Participation Rate

Age Age # of 82.2% of Number of % of Children Children Who Have Category Range the Total # Licensed in of Children Child Care Access to a 2 Waterloo Spaces Licensed Child 1 Region Care Space Infant 0-1 years 11,755 9,663 303 3% Toddler 2 years 6,035 4,961 1011 20% Preschool, JK/SK 3-5 years 17,310 14,229 4,829 34%

Subtotal 35,100 28,852 6,144 21% School Age 6-12 years 43,825 36,024 2,879 8%

Total 78,925 64,876 9,023 14% 1Statistics Canada, 2006 Census 2Centre Based Spaces: As of August 31, 2010. Home Based Spaces: Calculations based on the Region of Waterloo Home Child Care caseload as of July 19, 2010. Wee Watch estimates are based on the Region of Waterloo Home Child Care caseload as of July 19, 2010. Percentage of Children Aged Birth–12 with Access to a Licensed ELCC Space by Municipality 18% 16% 16% The graph to the left 14% 11% shows the percentage of 12% 9% 9% children aged birth-12 10% with access to a licensed 8% 6% 6% 5% 5% ELCC space by 4% municipality. The 2% percentages were 0% calculated with the total e r s g e e h population of children d n loo ri ri e f b h Wilmot aged 0-12 (78,925). m itc um oolwic K Water D Wellesley W Ca th Nor A map that shows the ratio of children to licensed early learning and child care spaces to children aged 0-12 by neighbourhood can be found on the Region of Waterloo website: http://tinyurl.com/27k7heb For more information or to request this profile in alternative formats (e.g., large text) please contact: Nancy Dickieson, Director, Children’s Services Telephone: 519-883-2177 Email: [email protected]

SOCIAL SERVICES Employment & Income Support

Date: September 28, 2010

MEMORANDUM

To: Chair Sean Strickland and Members of the Community Services Committee

From: David Dirks, Director, Employment & Income Support

Copies: Michael Schuster, Commissioner, Social Services

File No.: S09-01

Subject: REPLACEMENT OF TECHNOLOGY FOR DELIVERY OF SOCIAL ASSISTANCE

The Province has undertaken a project to replace the Service Delivery Model Technology (SDMT), which supports the delivery of social assistance (Ontario Works and Ontario Disability Support Program). The initiative is seen as part of a broader modernization effort by the Province to enhance service delivery and customer service. The replacement of the SDMT is seen as a priority as it is: • Almost a decade old • Costly to maintain • Difficult to adapt to change • Experiencing large volumes, and • Open to accuracy and audit issues

The decision has been made to use a commercially available, specialized software, to be designed for specific function to meet the business and technical needs of social assistance delivery. Curam software has been selected. Curam is also being used by the Ministry of Training, Colleges and Universities for its Employment Ontario information system.

Tentative Roll-out

Full replacement of SDMT is targeted for the Spring 2013. As an interim step citizens will be able to apply online for social assistance in the Spring 2011. Full replacement will focus on the case management related aspects of social assistance delivery. A “phase 2” has not been approved at this time, however it would extend to the integration of other functions, reporting and various business aspects.

The potential outcomes from a Provincial perspective would include: • Effective program delivery • Improved customer service • Quicker implementation of policy/program changes in the future

DOCS#848932 Page 1 of 2 Memo to Community Services Committee September 28, 2010

• Enhanced program integrity, and • Reduced cost

In terms of roll-out information sessions have been proposed across the province for October to introduce the on-line application. Focus groups are being considered for late Fall to look at the identification of business requirements for the full replacement of the SDMT.

Impact

SDMT is central to the delivery of social assistance. The Province has worked over the years to address its limitations. A number remain, which adversely affects citizen service and/or requires the development and maintenance of parallel systems to support service. While staff welcome steps to improve the delivery of social assistance, it is impossible to comment further without the detail. Certainly, the replacement of the SDMT including the introduction of an online application capability, will have significant implications for the work of the Region. Staff will keep Council informed as the project proceeds.

The delivery of social assistance addresses Focus Area 3: Healthy and Safe Communities; Strategic Objective 1: (to) improve health by reducing or preventing the environmental and social conditions or behaviours that lead to poor health and disparity.

For further information please contact David Dirks, Director, Employment & Income Support at Phone: 519-883-2179 or [email protected]

Document #: 468619 Page 2 of 2 SOCIAL SERVICES Social Planning, Policy, and Program Administration

Date: September 28, 2010

MEMORANDUM

To: Chair Sean Strickland and Members of the Community Services Committee

From: Lynn Randall, Director, Social Planning, Policy, and Program Administration

Copies: Michael Schuster, Commissioner, Social Services

File No. S13-30

Subject: UPDATE ON FAMILIES IN TRANSITION – USE OF ADDITIONAL REGION OWNED HOUSES

This memorandum provides information about the ability to assist additional families at-risk of or experiencing homelessness through the Families in Transition (FIT) House component of the FIT Program. Delivered by Lutherwood, the FIT Program began in 2003 and is designed to assist families throughout the region who are at-risk of or experiencing homelessness to access transitional and/or permanent housing in order to prevent them from entering or assist them in exiting the emergency shelter system. There are several components to this program, including the use of single family homes to house families. Region owned homes have been used as FIT Houses within the FIT Program since 2004. The homes are an alternative to staying in emergency shelters or motels, providing families with a stable and more normalized living environment. Families receive support from the FIT worker while focusing on acquiring permanent housing. Stays in the transitional housing are generally three months.

Until recently, there were three FIT Houses, two located in Kitchener and one located in Cambridge. A new FIT House on Benton Street will be added on October 1, 2010 and a second house on Weber Street is planned for January 2011. It is anticipated that the current FIT House on Queen Street in Kitchener will be reclaimed for another use in the next six to eighteen months. Costs related to the program will be accommodated within the Region’s Operating Budget. Rent for the houses continues to be paid to the Region through the FIT Program.

The FIT Program supports the Region’s Corporate Strategic Plan, Focus Area 4: Human Services: to “promote quality of life and create opportunities for residents to develop to their full potential”; and specifically, Strategic Objective 4.2 to “enhance services to people experiencing or at-risk of homelessness” through “implementation of the Homelessness to Housing Stability Strategy”.

For further information please contact Marie Morrison, Manager Social Planning at 519-883- 2238 or [email protected].

DOCS# 844506 Page 1 of 1 SOCIAL SERVICES Employment & Income Support

Date: September 28, 2010

MEMORANDUM

To: Chair Sean Strickland and Members of the Community Services Committee

From: David Dirks, Director, Employment & Income Support

Copies: Michael Schuster, Commissioner, Social Services

File No.: D29-70

Subject: CRISIS RESPONSE TRAINING

Role of Social Services in Emergency Response

The Social Services Department is responsible in a community emergency to provide food, clothing, shelter, registration and inquiry and emotional support. The role is described in the Department’s Emergency Response Plan. The mandate is fulfilled in large part through partnerships with key community agencies such as Red Cross, Salvation Army and others. An important resource in the area of emotional support is the Waterloo Region Emergency Support Team or WREST.

WREST

Social Services hosted trainers from the National Organization for Victim Assistance (NOVA) to provide both basic and advanced crisis training in 2004 and 2006 to professional staff and volunteers from a number of community agencies including the Region. Building upon this commitment and the common training Regional staff developed the Waterloo Region Emergency Support Team.

WREST consists of four teams of NOVA trained volunteers (each with a leader and manager), who are on call for a month in a pre-determined rotation. In the past year WREST leaders have been consulted only a few times in smaller events as part of the First Response Protocol (fewer than 50 persons affected). As well, the leaders organized a one-day event to review key principles and rehearse responses in mock scenarios.

Crisis Training

It has been awhile since the last community training. As well, the number of WREST volunteers has declined to about 30. In response Regional staff with input from the WREST leadership are hosting a number of crisis training events in October. The two trainers who provided the original NOVA training have been engaged from October 13 to October 22, 2010. They will again offer basic crisis training to professional staff from this community and outside from October 13 to October 15. From October 18 to October 20, they will then offer advanced training to those with

DOCS#851618 Page 1 of 2 Memo to Community Services Committee September 28, 2010 basic NOVA who wish to review the principles and practice their skills. On October 21, the trainers will work with current WREST members to refresh their knowledge of crisis response and again rehearse their learnings. Finally on October 22, Regional staff and the WREST leadership will meet with the trainers to develop strategies to strengthen the WREST and its ability to respond to catastrophic events. It is anticipated that between 80 – 100 persons will participate in this training, which will take place at the Delta Chelsea in Kitchener. Interested persons will be invited to join and further strengthen the WREST. One-time funds have been approved to support the Waterloo Region Emergency Support Team by Council.

Ensuring our capacity to respond in a crisis addresses Strategic Focus Area 3; Healthy and Safe Communities; Strategic Objective 4: (to) coordinate and implement emergency management initiatives.

For further information please contact David Dirks, Director, Employment & Income Support at Phone: 519-883-2179 or email: [email protected]

Document #: 851618 Page 2 of 2

Document #: 852845 Page 1 of 3

Document #: 852845 Page 2 of 3

Document #: 852845 Page 3 of 3 COUNCIL ENQUIRIES AND REQUESTS FOR INFORMATION COMMUNITY SERVICES COMMITTEE Meeting date Requestor Request Assigned Department Anticipated Response Date Staff report regarding the impact of the Public As part of Harm Reduction Health Needle Exchange Program on the program report due in March 07-Sep-10 S. Strickland incidence of blood-borne infections Public Health 2011

122904 CS Summary MEDIA RELEASE: Friday, September 24, 2010, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE AGENDA

Tuesday, September 28, 2010 10:30 a.m. (Time is approximate; follows Closed Session) Regional Council Chamber 150 Frederick Street, Kitchener, Ontario

1. MOTION TO RECONVENE INTO OPEN SESSION

2. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

3. DELEGATIONS a) Jim Phillips, Family and Children’s Services of the Waterloo Region re: funding 1 request Attachment distributed separately to Councillors b) Alison Burkett, Chair of Board, and Bill Poole, Executive Director, Canadian Clay and Glass Gallery re: F-10-083

4. REPORTS – Chief Administrative Officer a) CA-10-007 2007-2010 Strategic Planning Progress Update and 5 Proposed 2011-2014 Strategic Planning Process Presentation by Mike Murray, Chief Administrative Officer

REPORTS – Corporate Resources b) CR-CLK-10-012 Feedback on the Proposed Integrated Accessibility Regulation 40 Under the Accessibility for Ontarians with Disabilities Act, 2005 c) CR-CLK-10-013 Amendment to the Information Retention and Disposal 49 Schedule d) CR-FM-10-018 Update on Solar Photovoltaic Renewable Energy Initiative 51

REPORTS – Finance e) F-10-083 Grant Request – Canadian Clay and Glass Gallery 57 f) F-10-084 Periodic Financial Reporting January – August 2010 59 g) F-10-085 Quarterly Summary of Tenders/Proposals Approved by the Chief 66 Administrative Officer h) F-10-086 Metrolinx Inventory Supplier 70 i) F-10-087 Water and Wastewater Billing – Township of North Dumfries 74 852133 A&F Agenda - 2 - September 28, 2010

5. INFORMATION/CORRESPONDENCE

6. OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking Sheet 77

7. NEXT MEETING – November 16, 2010

8. ADJOURN

Report: CA-10-007 REGION OF WATERLOO

OFFICE OF THE CHIEF ADMINISTRATOR

TO: Chair Tom Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: A26-50

SUBJECT: 2007-2010 STRATEGIC PLANNING PROGRESS UPDATE AND PROPOSED 2011-2014 STRATEGIC PLANNING PROCESS

RECOMMENDATION:

For information.

SUMMARY: Nil

REPORT:

1.0 Background

In November 2007, Regional Council adopted the Strategic Plan 2007-2010. The priorities and directions included in the Strategic Plan were identified based on significant public and staff consultation and considerable Council discussion during 2007. Based on the input, a framework for the strategic plan was established to ensure effective and efficient management of the priorities. The main components of this framework include the Region of Waterloo’s Vision, Mission, Values; and the Focus Areas, Strategic Objectives and Actions.

In order to achieve the Region of Waterloo’s vision of an inclusive, thriving and sustainable community, six Focus Areas were identified for the 2007 – 2010 term of Council.

1. Environmental Sustainability: Protect and enhance the environment.

2. Growth Management: Manage and shape growth to ensure a livable, healthy, thriving and sustainable Waterloo Region.

3. Healthy and Safe Communities: Support safe and caring communities that enhance all aspects of health.

4. Human Services: Promote quality of life and create opportunities for residents to develop to their full potential.

5. Infrastructure: Provide high quality infrastructure and asset management to meet current needs and future growth.

6. Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs.

Within each of the six Focus Areas numerous Strategic Objectives were identified which defined “what” the Region was trying to accomplish. Over 95 actions were also included in the strategic plan, which identified “how” the Region would achieve the Strategic Objectives. The Region’s vision will only be achieved with the integration and alignment of these Focus Areas and the related

Page 1 of 37 September 28, 2010 Report: CA-10-007

Strategic Objectives as they are highly interconnected; the success of one Focus Area impacts the progress of another Focus Area(s).

The purpose of this report is to provide Council with some highlights of the progress made in each of the six focus areas. Successes from the strategic plan are complemented by many other initiatives underway across the corporation that are not included in this progress report, but it is important to note that they also help move the organization closer to achieving its vision for the future.

It is also important to note that, in addition to implementing the numerous actions identified in the Strategic Plan, Regional staff continue to deliver the Region’s ongoing programs and services and respond to day-to-day challenges. This was particularly complicated during the current term of Council by the recession in 2008 and 2009. The recession had a dramatic impact on a number of program areas. Unemployment rose from 5% in late 2007 to a high of 10.5% in August 2009, which impacted several program areas. Related to the increase in unemployment, the Ontario Works caseload increased by more than 35% resulting in significant workload increases in Employment and Income Support.

To navigate the impact of the recession, the Federal and Provincial governments launched several infrastructure programs in 2009. The Region received $53.5 million of funding under the infrastructure stimulus program, and $41 million under the housing stimulus program. These programs all had very stringent application and project completion deadlines, which resulted in significant workload increases for staff in these various program areas.

2.0 Progress on the Six Strategic Focus Areas

Despite the challenges over the last four years, the Region has made remarkable progress on the objectives and actions set out in the Strategic Plan. A complete overview of the status of each of the 97 Strategic Plan action items is provided in Appendix A. A few of the more significant accomplishments in each of the six Focus Areas is provided below under each Focus Area.

2.1 Environmental Sustainability – Protect and Enhance the Environment

The Region developed its first comprehensive Environmental Sustainability Strategy, which provides a framework for the dozens of environmental initiatives underway across the organization. The core element of the strategy is that the Region will “embrace environmental considerations in all decision-making.” Staff are in the process of developing more detailed policies and programs to ensure this is actively practiced across the organization.

The Region continues to enhance the environmental sustainability of its fleet of vehicles. Over the last 4 years the Region evaluated the use of hybrid diesel-electric transit buses, and has now purchased 6 of these environmentally friendly vehicles with another 3 to become operational in 2011. The Region has also implemented a number of initiatives to improve fuel efficiency of its corporate fleet including: right-sizing, low emission and hybrid-electric vehicles, testing and installation of fuel saving technologies, along with reducing payload weights and idling time. Both transit and fleet operators are also trained in a Smart Driver program that yields reduced fuel consumption. All of these initiatives have associated GHG emission reductions as well which will be captured in the corporate-wide GHG Inventory and Action Plan (early 2011).

The Region evaluated a number of alternate energy technologies including wind, solar, and biogas, and has implemented various alternative energy systems, including: geothermal systems at Sunnyside Home and Regional Library Headquarters; solar photovoltaic systems at the operations

DOCS #830528 v23 Page 2 of 37 September 28, 2010 Report: CA-10-007 center and EMS fleet center; and recently committed to installing 2.2MW of solar photovoltaic systems on 37 Regional buildings under the Provincial “Feed-in-Tariff” program.

The Green Bin Program has expanded dramatically, and by the end of 2010 will include almost all single-family residential properties in the Region. The amount of waste diverted from landfill via this program will have increased from 1,700 tonnes in 2008 to an estimated 8,000 tonnes by the end of 2010 (a 400% increase!).

2.2 Growth Management – Manage and shape growth to ensure a livable, healthy, thriving and sustainable Waterloo Region

After extensive study and public input, the Region adopted a new Regional Official Plan (ROP) in 2009. The ROP implements the Region’s 2003 Growth Management Strategy and several new provincial policies and plans including the Provincial Policy Statement and the Growth Plan for the Greater Golden Horseshoe. Key elements of the new ROP include: shaping the region's urban form through more compact, mixed-use development; providing greater transportation choice, and encouraging more people to use transit, cycling and walking; protecting valuable farmland, core environmental features and the sources of our drinking water supplies; and encouraging effective collaboration and communication with the Area Municipalities and other key stakeholders.

The Region designated an additional two Environmentally Sensitive Landscapes (ESL) in the new ROP bringing the total to four. The ESLs help conserve clusters of our most significant natural areas around the periphery of our urban core. As well as preserving regional biodiversity, these land designations also benefit water and air quality and contribute to the character and quality of life of the region. To support the ESLs, the Region also created a $500,000 Environmental Stewardship Fund, to support stewardship projects primarily within the ESLs. To-date the Region has provided funding of $182,000 for 24 projects such as trail enhancements, forest restoration, creek rehabilitation and schoolyard naturalization. In 2008, the Region established the Laurel Creek Headwaters E.S.L. Public Liaison Committee, as part of the settlement of an Ontario Municipal Board appeal. This committee advises staff on the implementation of the ESL policies in Laurel Creek Headwaters.

In 2009, after more than 5 years of study, and an unprecedented public involvement program, Regional Council endorsed a preferred Rapid Transit system. The long term vision is for a Light Rail Transit (LRT) system from Cambridge to Waterloo, with the initial phase consisting of a combination of LRT and Bus Rapid Transit. The Provincial government has committed $300 million to the project, and the Federal government has committed one-third of the eligible project costs, to a maximum of $265 million. Regional staff is now evaluating various options to ensure that the initial phase of the project is affordable, and provides best value to the community.

The Grand River Transit (GRT) business plan was updated in 2008. Since the inception of GRT, annual transit ridership has increased from 9.5 million rides in 2000 to 16.5 million rides in 2009; a 74% increase or 6.3% growth annually. Over this term of Council ridership has increased by 29% and revenue service hours have increased by 13%. Transit service improvements have included new routes, increased frequency on existing routes, improved technology and passenger information systems, a pilot service to Elmira, improved MobilityPlus service for people with disabilities; and expansions to the transit fare subsidy for people on a low-income.

The Region has significantly enhanced its support for Arts, Culture and Heritage in the community. Significant initiatives included: the construction of the new Waterloo Region Museum at Doon Heritage Crossroads; support and funding for the new “Creative Enterprise Enabling Organization”; and $500,000 in increased funding for Arts and Culture organizations.

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2.3 Healthy and Safe Community – Support safe and caring communities that enhance all aspects of health

In December 2007, the Region approved a new Emergency Medical Services (EMS) Master Plan, that included a number of recommendations for improving ambulance response times, and responding to the increased demands of a growing and aging population over the next 2 decades. Consistent with the Master Plan, the Region will be implementing a new traffic signal pre-emption system which is expected to improve response times by between 45 and 60 seconds, as well as continuing to look for ways to improve ambulance dispatch – to further improve response times. Between 2006 and 2009 ambulance response times have improved by 1 minute and 5 seconds.

The Waterloo Region Crime Prevention Council received $3.7 million in 2009 from the National Crime Prevention Strategy to implement a street gang prevention project. The project involves many community partners and will implement strategies to reduce the incidence of young people becoming involved in gang-related activities.

The Region of Waterloo is responsible for coordinating and planning the local response to a pandemic influenza outbreak. Over 125 individuals from over 50 organizations worked to develop the Region’s first Community Influenza Pandemic Preparedness Plan (CPIPP) in 2007. The plan provided the basis for the Region’s response to the 2009 pandemic, and is currently being updated to reflect the experience gained during that process.

There are approximately 40 critical functions/services across the organization that each require a continuity of operations plan. Staff have completed a comprehensive business continuity program for the critical functions at the Region of Waterloo.

2.4 Human Services – Promote quality of life and create opportunities for residents to develop to their full potential.

Based on the Region's Affordable Housing Strategy, over 1,500 units of new affordable housing were created between 2001 and 2008. A new Affordable Housing Strategy was endorsed by Regional Council in October 2008 to help create at least 500 more units by the end of 2013. By the end of 2010 we will have an additional 271 affordable housing units completed/occupied.

In 2010, the Region completed the development of a 30 unit supportive housing apartment connected to Sunnyside Home. The facility includes 30 affordable housing units targeted at seniors and people with mental health challenges, and provides them assistance with day-to-day activities which helps them to continue to live at home. The building also includes a wellness center and expansions to the K-W Seniors Day program.

$3.65 million was allocated to expand and redevelop the Christopher Children’s Centre in order to expand operating capacity by an additional 10 toddlers and 15 preschool aged children. The building has been designed to meet the LEED silver designation and will meet the criteria of the HighScope Curriculum Approach; a specialized approach to early childhood education. The expanded building provides many efficiencies for maintenance and will be completed in the fall of 2010.

The Region has implemented and participated in a number of programs to make this a more welcoming and supportive community for immigrants. These include: the development of a web-

DOCS #830528 v23 Page 4 of 37 September 28, 2010 Report: CA-10-007 based portal (www.newwr.ca) to encourage skilled immigrants to locate in Waterloo Region, and to provide information to assist with immigrant settlement, support and integration; funding ($200,000 between 2006 and 2010) and other support of the Waterloo Region Immigrant Employment Network (WRIEN); participation in the WRIEN / YMCA immigrant mentorship program; and leading the development of a Local Immigration Partnership Council (LIPC) to integrate immigrant settlement, support and employment activities in Waterloo Region.

2.5 Infrastructure – Provide high quality infrastructure and asset management to meet current needs and future growth.

The Region has updated and / or created Master Plans in virtually all its major infrastructure areas including: Wastewater Treatment Master Plan (2007), Water Supply Master Plan (2007), Grand River Transit Business Plan (2008), Master Accommodation Strategy for Regional Offices (2009), Airport Master Plan (2009) and Regional Transportation Master Plan (2010).

The Region undertook an unprecedented amount of construction on infrastructure repair, replacement and improvements over the last 4 years. For the Years 2007 to 2010 inclusive, the Region tendered and awarded approximately 125 construction contracts valued at over $ 430 Million. This included: 72 water and wastewater contracts ($ 225 Million); 335 lane kms of road repair and rehabilitation ($125 Million); 14 lane kms of new roads ($ 82 Million); and facilities projects ($124 Million). A number of the projects in 2009 and 2010 were co-funded by the federal and provincial governments under the Infrastructure Stimulus Fund. In addition, the Region has initiated work on several very large projects including the Fairway Road extension and new bridge across the Grand River, the CPR grade separation at “the Delta” in Cambridge, and expansions and upgrades to the Kitchener and Waterloo Wastewater Treatment Plants.

In 2009, the Region completed an update to its Development Charges Bylaw. This is an important mechanism for ensuring adequate funding is available for the Region’s infrastructure expansions needed to accommodate future growth.

The Region has continued to do background work and to lobby the Province to improve inter- regional transit services. As a result of these efforts GO Transit initiated GO Bus service in 2009, and has indicated they plan to initiate GO Train service between Toronto and Kitchener in the near future. The Region also completed a study which demonstrated the feasibility of initiating GO Train service between Toronto and Cambridge (via Milton), and continues to work with VIA Rail to enhance VIA Rail service to the region.

2.6 Service Excellence – Foster a culture of citizen / customer service that is responsive to community needs.

The Region has developed a comprehensive “Service Strategy,” the core element of which is to “secure the trust, confidence and satisfaction of those we serve, providing needed services and a satisfying experience anywhere you go in the organization.” Initial activities to implement the strategy include: the addition of a Citizen Service Associate to the lobby at 150 Frederick St.; the redesign of the Region’s website to make it more citizen-focused and user-friendly; a review of ways to improve how the Region handles telephone calls from the public; and developing a framework to measure how satisfied people are with our services and a process to act on those results.

The Region continues to implement Program Reviews to look for ways to improve the efficiency and effectiveness of our programs. Since 2007, program reviews have been completed in the following areas: • Health and Safety

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• POA Administration • Immunization of School Pupils Administration • Waterloo Region Housing • Purchasing and Materials Management • Capital Program Delivery/Design and Construction • Information Technology Services • External Communications.

The program reviews have resulted in a range of program improvements, including cost savings, changes to policies and procedures, organizational changes, and improved effectiveness and accountability.

The Region is in the midst of implementing an employee engagement strategy aimed at recruiting, retaining and developing skilled, motivated employees focused on providing excellent service. A key element in this process was the completion (in late 2008) of the Region’s first-ever comprehensive employee survey. The survey had an excellent response rate, and based on the results, activities are underway to improve 2 corporate priorities (Recognition and Involvement in Decision-Making). There are 187 actions underway in various work areas to improve employee engagement.

3.0 Communicating progress of the 2007-2010 Strategic Plan

There will be several methods implemented in order to communicate our progress to the public, community partners, area municipalities and Regional staff. As part of our commitment to greener choices, we are significantly reducing the number of printed materials and expanding web-based social media tools to encourage people to view the progress online.

An interactive web-based tool was developed for monitoring and communicating progress on both the Strategic Plan and the Region’s Environmental Strategy. The web-based tool portrays detailed information about each of the actions in graphic and written formats illustrating progress towards Strategic Objectives and Focus Areas in a quick, visible and engaging manner. This web-based tool can be found at http://regionofwaterloo.visiblestrategies.com.

A paper based update summary will be created for individuals who do not have access to a computer.

4.0 Proposed Strategic Planning Process - 2011-2014

With the new term of Council, the Region will be embarking on a process to renew the strategic plan for 2011-2014. This plan will build on the successes of the 2007-2010 Strategic Plan and will provide an opportunity to update the key strategic objectives and actions. In order to directly align with the annual budget process, four stages are proposed in principle to identify strategic objectives and actions for the 2011-2014 Strategic Plan. The proposed approach will be reviewed and finalized by the new Regional Council early in 2011.

Stage 1: Understanding our Current Context – November 2010 – February 2011 In this stage, issues and trends, opportunities and challenges will be identified which will provide a context for the planning work in subsequent phases. Documents such as a demographic profile of Waterloo Region and Departmental descriptions will be generated. Involvement of Regional staff and Councillors is critical to this phase.

Also as part of the Region’s commitment to citizen service, a public survey is proposed to be conducted in November 2010 to inform the development of future strategic priorities. Other

DOCS #830528 v23 Page 6 of 37 September 28, 2010 Report: CA-10-007 methods to gather input from community organizations, priority populations as well as various Regional Advisory Committees will also be implemented later in this stage.

By the end of this phase we will have input and ideas regarding potential priorities from a broad cross section of the community and staff. The information generated will be summarized and provided to Council and the Corporate Leadership Team for the next stage of the planning.

Stage 2: Developing our Strategic Objectives and Actions – Feb 2011 – April 2011 This stage would involve one or more strategic planning sessions with Regional Council. Based on the input and ideas provided by the community and staff, the goal would be for Council to identify high-level strategic objectives for the 2011-2014 term. Ideally this would take place in February, 2011, so that Council can use these priorities as a basis for making decisions regarding the 2011 budget in March. Based on the strategic objectives, staff would draft priority actions for review and approval by Council. The goal would be to present a final draft of the 2011-2014 Strategic Plan to Council in May, 2011.

Stage 3 – Identifying Progress Indicators for Actions – May 2011 – July 2011 Stage 3 will provide the process for the development of progress indicators in order to monitor progress on all of the actions over the next four years. An evaluation of the software to track progress of strategic plan actions will also be conducted in order to assess continuation of use for the 2011-2014 Plan.

Stage 4 – Communication and Implementation – July 2011 - ongoing Stage 4 will ensure that the plan is communicated and understood by community partners, stakeholders and staff through strategic knowledge building, orientation and training, corporate alignment, partnership development and dissemination of the Strategic Plan.

CORPORATE STRATEGIC PLAN:

The corporate strategic planning process identified in this report provides a framework to ensure effective and efficient governance which recognizes and responds to the needs of the community through the priorities identified by Council.

FINANCIAL IMPLICATIONS:

The financial implications of the Strategic Plan actions are addressed during the normal budget process and in individual program budgets.

The costs to undertake the activities for the proposed 2011 – 2014 planning process can be accommodated within existing budgets.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

All Regional Departments have been involved in providing progress updates to the accomplishments outlined in this report.

ATTACHMENTS:

Appendix A. Status Update of each of the 2007-2010 Strategic Plan Action Items

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PREPARED BY: Lorie Fioze, Manager, Strategic Planning and Strategic Initiatives

APPROVED BY: Michael L. Murray, Chief Administrative Officer

APPENDIX A

Status Update of each of the 2007-2010 Strategic Plan Action Items

Over the last four years the Region has made remarkable progress on the Objectives and actions set out in the Strategic Plan. A complete overview of the status of each of the Strategic Plan actions is found in Appendix A.

Environmental Sustainability: Protect and Enhance the Environment

Clean air, water, land, green spaces and sensitive environmental features are all critical to ensuring Waterloo Region remains healthy, sustainable and livable. The Region of Waterloo developed and embraced environmental considerations in decisions and fostered community stewardship of the natural environment. Highlights on the environmental actions are found below.

Actions Status Update 1.1 Develop an integrated approach to environmental sustainability. 1.1.1 Develop an An integrated Environmental Sustainability Strategy was Environmental developed and presented to Regional Council May 12, 2009. Sustainability The goal of the strategy is to integrate existing efforts to Strategy. ensure delivery of high quality programs and services that meet community needs, balance with financial constraints and applicable regulations, and continually improve the Region's environmental performance over time. Since the strategy was approved in 2009, implementation efforts have been focussed on the following initiatives: • Preparation of a corporate-wide greenhouse gas (GHG) emissions inventory and action plan; • Development of strategic local and national GHG partnerships; • Development of Public Promotion Environmental Communications Strategy; • Promotion of strategy to staff and the community (events, internet, advertising, email inbox); • Launch of Corporate Sustainability Fund to support staff environmental initiatives; • Participation in the planning stage of installing a number of solar power systems on the rooftops of various Regional buildings; • Participation in integrating sustainability into the Biosolids Master Plan review.

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Actions Status Update 1.1.2 Review the Region’s Council directed that a review of the pesticides by-law and Pesticide By-law. related enforcement be carried out, however in June of 2008, the Ontario legislature passed the Cosmetic Pesticides Ban Act. This act lays out the framework for a ban on the sale and use of pesticides for cosmetic purposes across Ontario. The act does apply to all of Ontario and replaces any municipal by-laws currently in place. A final report reviewing the implementation of the pesticide bylaw and transition to provincial legislation was presented to Council on May 2009.

1.1.3 Host an The Eco-home and Garden Show (now called ECOFest) was environmentally- held in March 2008, June 2009 and June 2010. The event focused Eco-Home delivers key environmental messages to the public. and Garden Show. Participation in each fair has ranged from 1000-3800 people with more than 20 community partners participating each year. 1.1.4 Develop an integrated An integrated plan was completed in November 2009 with environmental short- mid- and long-term actions pending budget approval. promotion and Recent achievements include various public media education program. advertising and new Sustainability Fact sheets (waste, water, energy and sustainable transportation) as well as a draft Public Environmental Communications Strategy.

A report with options, and a parallel budget issue paper, will be provided to Council within the 2011 budget cycle. 1.2. Improve air quality in Waterloo Region. 1.2.1 Assess the feasibility A feasibility report was initiated in 2009 that explored: of developing a 1. The feasibility of purchasing and operating portable community-wide air air quality monitoring unit(s); quality monitoring and 2. The feasibility of utilizing an air quality modeling modeling program. tool. Based on the results of this study it was determined that this project will not proceed at this time. 1.2.2 Expand initiatives to The Region continues to enhance the environmental operate the Region’s sustainability of its fleet of vehicles. Over the last 4 years the fleet of vehicles in an Region evaluated the use of hybrid diesel-electric transit environmentally buses, and has now purchased 6 of these environmentally sustainable manner. friendly vehicles with another 3 to become operational in 2011. The Region has also implemented a number of initiatives to improve fuel efficiency of its corporate fleet including: right-sizing, low emission and hybrid-electric vehicles, testing and installation of fuel saving technologies, along with reducing payload weights and idling time. Both transit and fleet operators are also trained in a Smart Driver program that yields reduced fuel consumption. All of these initiatives have associated GHG emission reductions as well which will be captured in the corporate-wide GHG Inventory and Action Plan (early 2011).

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Actions Status Update 1.2.3 Develop an Anti-Idling Since 2008, PH has partnered with Reduce the Juice (RTJ), Social Marketing a local environmental NGO, to provide anti-idling messaging Campaign. to residents of the Region of Waterloo. RTJ also conducted an anti-idling campaign at local schools. This campaign continued through the summer 2010. A CSC report on the Health Impacts of Drive-Through Facilities was completed in 2008 which also supports this campaign. Since 2008, 2,228 pledges have been made by residents to reduce idling.

1.3. Effectively use and manage energy resources. 1.3.1 Research and pilot Research was conducted to assess the viability of utilizing alternative energy alternative energy sources in Regional facilities and for sources in Regional development of power for the community including wind, solar facilities. and biogas. The study on Geothermal systems was completed and systems are being installed at Sunnyside Supportive Housing and Regional Library Headquarters. Other projects will be reviewed on an individual basis and systems installed where long term cost savings warrant it. $17.5 Million Region-wide PV project underway as a direct outcome of PV pilot projects

Ongoing monitoring of emerging opportunities under Green Energy Act will continue. 1.3.2 Develop a corporate Action planning to reduce energy consumption and energy efficiency associated emissions from the facilities are being addressed strategy with specific within the Corporate GHG Emissions Inventory and targets for energy Reduction Plan. This Plan, which will include proposed reduction. emission reduction targets, will be submitted to Council for their consideration early in 2011. 1.3.3 Investigate feasibility A report was conducted and it was determined that it would of a community energy not be appropriate to pursue a community energy feasibility planning strategy study at this time. including land use and community design for more efficient energy use. 1.4. Reduce the amount of waste requiring landfill.

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Actions Status Update 1.4.1 Review expansion of Expansion of the Green Bin Program across Waterloo Region the Pilot Green Bin has been occurring over this term of Council. Program. - In 2008, there were approximately 1,700 tonnes diverted - 5,000 tonnes diverted in 2009 - 8,000 tonnes are expected to be diverted in 2010

All homes in the region (except 40,000 apartment dwellers) will be on the green bin program by November 2010. With respect to commercial properties and apartment building green bin trials, Conrad Grebel is on the program and 30 other commercial properties will be added for testing in the next 9 months. 4000 apartment units will be pilot tested and the results of testing will be known by end 2011. 1.4.2 Advocate and educate Activities to incorporate a local effort to educate residents on to reduce plastic and reducing plastic/packaging use, and coordinating a strong packaging. unified municipal voice to advocate for provincial/federal legislation to reduce packaging have taken place. Some examples of activities include articles in Environews, “3R’s” information for school and community groups, and new/revised displays in Children’s Education Centre. 1.4.3 Reduce Waste from The Green Bin program will be implemented in all major Region of Waterloo Region of Waterloo commercial/industrial buildings by the buildings and end of 2010. Actions to divert waste have been successful as facilities. we have reduced waste by 20%. Efforts include, researching best practices, implementing the green bin program, conducting an audit of our waste stream, initiating a corporate wide waste diversion program for batteries, electronics (i.e. cell phones, pagers, computers, etc). The Green Bin program will be implemented in all Region of Waterloo buildings by the end of 2010. The Waterloo Region Museum will be the last building to be implemented. 1.5. Protect the quality and the quantity of our water sources.

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Actions Status Update 1.5.1 Upgrade Waterloo and The Region’s Ten Year Wastewater Capital Program includes Kitchener Wastewater approximately $450 million for the upgrades of the Waterloo Treatment Plants. and Kitchener Wastewater Treatment Plants (WWTP). These projects will substantially improve the quality of the effluent from these two plants improving water quality in the Grand River. Environmental friendly design approaches have been incorporated in these two plants to optimize the production of Green House Gases (GHG) and make the plants more environmentally sustainable.

Completion of the final design and construction of the upgrades is as follows: - Waterloo –Construction for Administration and UV Building scheduled completion 2011 - Kitchener Plant 2 & UV – Construction in progress – scheduled completion 2012 - Kitchener Biosolids Construction in progress – scheduled completion 2011 - Kitchener Assimilative Capacity completed; Plant 3 Pre-design ongoing – completion 2012

All upgrades are expected to be completed by 2017. 1.5.2 Continue to promote Efforts to continue to promote and implement activities and implement Salt outlined in the Salt Management Plan have taken place. Management Plans. Activities such as the “Smart About Salt” winter maintenance program was launched in January, 2008. Smart About Salt is a voluntary recognition program for businesses that provide winter maintenance services, and the sites who require these services. Salt usage on rural Regional roads over the past three years has been documented as: • 14,448 tonnes in 2007 • 19,378 tonnes in 2008 • 13,911 tonnes 2009

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Actions Status Update 1.5. Protect the quality and the quantity of our water sources. 1.5.3 Implement the The Region is continuing to implement existing programs Region’s Source Water such as the Rural Water Quality Program, salt reduction Protection Plan. programs (Smart about Salt and road salt management plans), and source protection comments on development applications. New policies are proposed in the Regional Official Plan which is currently awaiting provincial approval. The Water Resources Protection Strategy also includes tasks for integration with the Clean Water Act and additional technical studies have been completed. 1.5.4 Participate in The Clean Drinking Water Act requires that the Grand River developing the Grand Watershed develop a Drinking Water Source Protection Plan River Watershed for the watershed. This plan is 20% completed. Source Protection A Terms of Reference has been completed and an Plan. assessment report is projected to be completed by the end of 2010.

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Growth Management: Manage and shape growth to ensure a livable, healthy, thriving and sustainable Waterloo Region. Managing and shaping growth is a key element to maintaining the high quality of life enjoyed by the people of this region. The Region of Waterloo has a Regional Growth Management Strategy (RGMS) which will manage and shape growth by: enhancing our natural environment; building vibrant urban places; providing greater transportation choice; protecting our countryside; fostering a strong economy; and ensuring coordination and communication with the community.

Highlights on the actions related to growth management are found below.

Actions Status Update 2.1. Encourage compact urban form, re-urbanization and mixed use development consistent with the goals of the Regional Growth Management Strategy. 2.1.1 Develop the East Side Recommendations from Phase 1 of the East Side Structure Structure Plan. Plan are being implemented and Prime Industrial/Strategic Reserve lands are now designated in the new Regional Official Plan. This plan guides development of the East Side Lands and will consider expansion of the 97/401 Industrial Area. Consideration of Phase 2 of the East Side Structure Plan led to agreement between the Region, Cambridge, the GRCA, Kitchener and Woolwich to undertake a Master Environmental Servicing Plan (MESP). Work is being overseen by a Steering Committee with members from each of the affected area municipalities and the Region as well as the GRCA.

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Actions Status Update 2.1.2 Complete the Region Following consideration of Staff Report P-09-061, Regional Official Plan (ROP). Council passed By-law 09-025 on June 16, 2009 to adopt a new Regional Official Plan (ROP). Provincial approval of the new ROP is expected in September 2010.

The new ROP represents a shift in several specific areas as it implements an extensive range of new provincial planning initiatives. The ROP builds on the Region's long history of progressive planning to accommodate forecast growth in a responsible and innovative fashion, and respects the diversity of the seven Area Municipalities.

The ROP establishes a planned community structure based on nodes and corridors to help shape the region's urban form through more compact, mixed-use development. The ROP also contains new Transit Oriented Development policies and stronger Transportation Demand Management policies to provide greater integration between transportation and land use planning.

The ROP introduces the Regional Recharge Area and Protected Countryside land use designations to protect sensitive source water supplies, significant complexes of Core Environmental Features and Prime Agricultural Areas. It contains new Greenland System policies to further protect our significant Greenlands and provide a framework for new stewardship initiatives. The ROP places great emphasis on effective collaboration and communication with the Area Municipalities and other key stakeholders to achieve successful implementation of ROP policies. 2.1.3 Work with area The Region has developed comprehensive reurbanization municipalities strategies with Area Municipalities, including rapid transit to develop re- station area planning. Another component is to support the urbanization objective of individual and community health through tools such as appropriate design standards in reurbanization areas. development charge Regional Council has approved its first joint tax increment grants, grant for the redevelopment of a Brownfield site in Kitchener community and has provided for two Regional Development Charge improvement exemptions and seven Phase 2 Environmental Site plans and tax Assessment Grants. The Region continues to work with Area increment financing Municipal staff on the development of community programs. improvement plans that would allow for a joint tax increment grant program. 2.1.4 Ensure regional A new Contaminated Site Implementation Guideline was policies and adopted by Regional Council in June 2009. Refinements are procedures support currently being reviewed for Council consideration. redevelopment of Refinements are expected to go to Council for consideration Brownfield sites. late fall or January.

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Actions Status Update 2.1.5 Develop design The objectives of the Transportation Design Guidelines are to guidelines for provide direction to community planners and transportation Regional Roads. infrastructure designers as there are many competing goals and objectives for uses and space on roads including providing adequate capacity to move people and goods and addressing operating and maintenance needs. A one-size solution does not fit all – even on the same road.

The design guidelines have been developed and approved by Council and will provide direction to staff managing capital projects and simplify decision-making to help deliver improved transportation infrastructure in a timely manner. 2.2. Develop a Rapid Transit System in the Central Transit Corridor fully integrated with land use planning and conventional transit. 2.2.1 Complete the Rapid The Rapid Transit Environmental Assessment (EA) helped Transit Environmental Regional Council and the community to select the rapid Assessment. transit technology, route and station locations that best meet the region’s future transportation needs and land-use objectives. Staff will present implementation options for Council's consideration in the future. The Transit Project Assessment (the expedited Provincial EA process for transit projects) will follow. 2.2.2 Develop a Rapid In anticipation of the deployment of a Rapid Transit system, a Transit Transition Plan study has been undertaken to comprehensively redesign the (i.e., changes to current conventional bus network to integrate with the Conventional Transit selected Rapid Transit system (alignment, stations and required to support technology). The objectives of this study have been Rapid Transit). designed to provide GRT with the necessary information to comprehensively redesign the conventional bus network in advance of the start-up of the proposed Rapid Transit system so that it would be fully integrated and would maximize overall transit service quality and efficiency. This study was completed in collaboration with a research team from the University of Waterloo’s Waterloo Public Transportation Institute (WPTI). 2.2.3 Develop pilot land use A pilot is complete for one station area and has established plan(s) for Rapid principles that will be applied to future station area land use Transit Station areas. plans. 2.2.4 Develop a funding and The Provincial government has committed $300 million to the implementation plan project, and the Federal government has committed one-third for Rapid Transit. of the eligible project costs, to a maximum of $265 million. Regional staff is now evaluating various options to ensure that the initial phase of the project is affordable, and provides best value to the community.

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2.3. Enhance, develop, promote and integrate sustainable and active forms of transportation (public transit, cycling and walking). 2.3.1 Implement Major employers along the Central Transit Corridor (CTC) are Transportation being contacted to for a planned TravelWise expansion. The Demand Management Region has invited the City of Waterloo to participate in the (TDM) Initiatives with pilot expansion, along with Sunlife Financial and Equitable Area Municipalities. Life Insurance. A coordinated map of all Regional and City cycling facilities has been provided to Google for their trip planning application. The Region coordinated the 11th annual Commuter Challenge which is the most intensive TDM outreach event of the year.

With the support of Transport Canada's ecoMOBILITIY grant and the Region of Waterloo, the Cities of Cambridge, Kitchener and Waterloo have been working towards a comprehensive TDM and transit supportive parking strategy to support intensification in urban areas. The recommended strategy will be presented to private stakeholders in the fall of 2010. 2.3.2 Increase affordable The Region funds The Transit for Reduced Incomes Program transportation options (TRIP) – collaboratively administered by government and for people with low non-government partners to increase affordable access to incomes. public transit for people with low incomes. In 2007, enrolment in the program was approximately 1500, and in 2010 there have been 2,230 monthly passes sold.

A preliminary strategy and summary report has been completed to identify and test strategies that would increase affordable transportation options for people with low incomes. The consultation has been completed and the results were presented to Council. Based on this consultation, Regional staff will be implementing an affordable pilot by making bus passes available at no cost to Ontario Works participants who are returning to complete their secondary education full time. This pilot will run from Sept 2010 to June 2011.

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2.3.3 Update Grand River Grand River Transit Business Plan was developed and Transit Business Plan provides direction and outlines initiatives that continue to increase GRT's ridership and ensure continued improvement to routes and service. Key recommendations include: - Implementation in 2008, of a region-wide MobilityPLUS service and fixed-route/schedule service for cognitively disabled clients attending workshop day programs. - Annual service improvements; a pilot transit service to the Town of Elmira was implemented in September 2009. - Expansion of the application of advanced transit technology (2009-10) to enhance service monitoring, service development, customer information and transit priority. Annual transit ridership has increased from 9.5 million rides in 2000 to 16.5 million rides in 2009; a 74% increase or 6.3% growth annually. Transit ridership growth over this period has outpaced population growth significantly, with Region of Waterloo population increasing by 1.85% per year between 2000 and 2009. 2.3.4 Implement new Traveler Information System including a web based trip technology to improve planner, interactive voice response, real time information customer service on displays and flat panel displays at terminals was operational GRT. in Dec/07. Transit Management Systems including automatic vehicle locator, automatic passenger counter and traffic signal priority have been implemented. The fleet will be 75% equipped with the new technology by the end of 2010 (161 of 218 buses) with the remaining fleet equipped as older buses are replaced over the next three years. 2.3.5 Develop a Long Term The Long Term Funding Strategy (LTFS) for sidewalks and Funding Strategy cycling facilities has been incorporated into the LTFS for road (LTFS) for sidewalks, repair and construction and all these issues will be cycling and walking considered by the LTFS working group as part of the 2011 facilities. budget process. 2.4. Preserve agricultural land and sensitive environmental areas consistent with the goals of the Regional Growth Management Strategy. 2.4.1 Establish The Greenlands Strategy consists of many initiatives. It has comprehensive green resulted in the designation of four Environmentally Sensitive space system in Landscapes in 2006 and 2009 and the designation of many accordance With new Core Environmental Features in the new ROP. It is also Places to Grow, the proposed to consider the designation of Environmentally Greenland Strategy, Significant Valley Features through a future amendment to and the RGMS, and the Region Official Plan. include in the Regional Official Plan. 2.4.2 Establish individual There have been five Operating and Management plans plans for each completed. Six others are being developed and this should of the 16 Regionally be completed by the end of 2011. owned forests.

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2.4.3 Establish new The Environmental Stewardship Fund was established in programs that educate 2008. The allocation for 2008-2010 Budgets has been the public and support $500,000. In 2009, 24 projects were approved valued at property owners $182,000. The second round of applications are anticipated regarding later in 2010. environmental stewardship of their land. 2.5. Foster a diverse, innovative and globally competitive economy. 2.5.1 Support and promote The Waterloo Region Tourism Marketing Corporation the Regional Tourism (WRTMC) was incorporated in August 2007. The new Initiative. organization is a partnership between the Region of Waterloo, the seven area municipalities and the local tourism industry. The first regional travel guide was published in 2008 and updated in 2009 and 2010. In 2010 WRTMC has 186 members, a budget of $850,000, and will spend approximately $500,000 promoting tourism opportunities in Waterloo Region. 2.5.2 Implement the Long Council approved in principle a long term tax ratio strategy Term Tax Ratio resulting in a ratio of 1.95 for the commercial, industrial and Strategy. multi-residential classes over a period of 3 to 5 years subject to annual review. The tax ratio strategy was a 5 year phase- in strategy and effective April 2010, is 100% complete. Tax ratios for the multi-residential, commercial and industrial classes are now at the same level of 1.95. 2.5.3 Ensure adequate land A Regional Land Budget in support of the new Regional budget for economic Official Plan was endorsed by Regional Council on April 29, development 2009. The Land Budget concluded that no additional (Regional Land residential or commercial land is required to meet forecasted Budget). growth to 2029 and continued to support expansions of the urban area for Prime Industrial/Strategic reserve purposes consistent with the results of the 2006 Industrial and Business Park Vacant Land Inventory and Demand Analysis.

The Land Budget will be updated annually and will be part of the five-year municipal comprehensive review of the ROP required by the Planning Act, or the completion of a municipal comprehensive review as otherwise initiated by Regional Council.

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2.5.4 Continue to support The Region of Waterloo continues to participate and support partnerships that partnerships that foster innovation and economic foster innovation and development. Examples of these partnerships include, economic Canada’s Technology Triangle Inc (CTT), Communitech, development (e.g., Community-University Research Alliance and the Accelerator CTT, Communitech, Center. Regional funding for CTT increased from $416,000 post secondary to $447,000 between 2007 and 2010. Ongoing partnerships institutions). will continue with the three local post-secondary institutions, (e.g., University of Waterloo, R and T Park; Conestoga College paramedic and public health programs).

2.6. Promote and enhance arts, culture and heritage. 2.6.1 Design and develop a Doon Heritage Crossroads was temporarily closed while a new Regional Museum new regional museum was built at the site. Construction on and Visitor’s Centre at the building began in December 2008 and the Waterloo Doon Heritage Region Museum opened in May 2010 as the gateway to Crossroads. Doon Heritage Village. The building includes a theater, gift shop, class rooms, food facilities and lobby space for public use. Long Term and Temporary Gallery exhibits are being developed and will open in Fall 2011. 2.6.2 Develop a plan to The Public Art Advisory Committee obtained Council approval broaden the scope of for direct local artist engagement, expanded criteria for the Public Art artwork placement, and new artwork acquisition processes. Program. Examples include the commissioning of a world renowned local artist to create an artwork utilizing wood from a tree at a Children's Centre, placing artwork in older buildings without the usual trigger of new capital construction, and renting art pieces from graduating Fine Art students at the University of Waterloo. 2.6.3 Support arts, culture The Region was an active participant in the Prosperity council and heritage initiatives “Creative Enterprise” initiative. In 2009 and 2010 budgets the (e.g., the Prosperity Region increased funding for arts and culture initiatives by Council “Creative $500,000. Of this additional funding, $400,000 was allocated Enterprise” Initiative, to Regionally supported arts and culture organizations and Heritage website). $100,00 was to support the start-up of the “Creative Enabling Organization” – one of the key recommendations of the “Creative Enterprise” initiative. The Region has also: • Improved the heritage content on the Region’s website. • Completed the Arts Smart feasibility study.

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Healthy and Safe Communities: Support safe and caring communities that enhance all aspects of health.

In order to foster safe and healthy communities, the Region placed a focus on the fundamental causes of disparity, and how they impact well-being. The understanding of what keeps people healthy and communities safe, with a particular focus on primary prevention and health promotion was continually advanced during the 2007-2010 term of Council. The Region of Waterloo worked with community partners to take action to reduce inequities and helped enhance community health and safety. Highlights on the actions related to healthy and safe communities are found below.

Actions Status Update 3.1 Improve health by reducing or preventing the environmental and social conditions or behaviours that lead to poor health and/or disparity. 3.1.1 Measure and Monitor The project is a response to a call for proposals from the Heart and the Impact of Urban Stroke Foundation and Canadian Institutes for Health Research. Form on Health. Approximately 2000 households in Kitchener, Waterloo and Cambridge participated in the research project. Participants completed surveys that asked about how they get around in the community, what foods they are eating and general questions about their overall health. Previous research has shown a link between where people live and their level of physical activity. This study focuses on the built environment in the three largest cities of Waterloo Region and how the design of our neighborhoods impacts the diet, physical activity and health of our residents. Research results will be available early in 2011. 3.1.2 Enhance the In 2010 Council approved a $90,000 increase to the Basic Needs Community Fund. In 2009 over 8,590 families were served through the program Outreach Program to including 13,023 adults and 19,980 children. In this year the assist families and program experienced a 10% increase in the number of visits to children living in outreach workers. Focus areas for 2010 include: a Social Action poverty. Research project on the Community Outreach Program’s effectiveness in outreaching to linguistically and culturally diverse families; the enhancement of social development strategies specific to food security; the development of a web-based information system; and service planning to address gaps for families living in neighbourhoods not currently served by an outreach worker. 3.1.3 Develop and work The last installment of the one time Best Start funding ended March toward 31, 2009. In 2010, Children’s Services developed a Service Plan implementation of and Stabilization Strategy and was submitted to the Province in June the Waterloo Region 2010. The 2010 Service Plan outlines a plan of action to initiate a Best Start system plan approach for children 0-12 yrs in Waterloo Region. Community Plan. 3.1.4 Conduct The Region of Waterloo has published a series of 3 reports for the surveillance and public. The reports “Can Money Buy you Health” and “The Cost of publish reports on Eating Well” and “Air Quality and Urban Health Impacts for Waterloo the health impacts Region” have been released. associated with environmental and social conditions.

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Actions Status Update 3.2 Improve community safety by reducing and preventing the risks that contribute to crime, victimization and public insecurity. 3.2.1 Facilitate, support The Violence Prevention Plan is intended to be a long term strategy, and implement the that focuses on the healthy development of children, youth and Violence Prevention adults. A community committee has developed six distinct goals Plan. towards the implementation of the plan. The goal for 2010 was to complete a gap analysis regarding victim and offender services and supports in Waterloo Region. The research has been completed including key informant interviews, victim and offenders interviews and service provider surveys. A draft report has been developed and includes recommendations. Results will be shared with the community in October 2010.

Additionally a best practice guide in violence prevention will be shared with the community late 2010. 3.2.2 Identify and develop Waterloo Region Crime Prevention Council received $3.7 million in approaches to funding from the National Crime Prevention Strategy to implement a reduce the risks street gang prevention project over a 3 year period. This is a associated with partnership project with many community organizations. A street youth crime and gang prevention survey has been completed with the community and victimization in high school students. This completes the data gathering with youth Waterloo Region. at risk of entering gangs or already involved in gangs and this will inform the community outreach strategy of the street gang prevention project.

The Violence Prevention Plan implementation committee has collected initial data to develop a universal youth status report which will be complete in 2011. 3.2.3 Enhance and The WRCPC went through an extensive community consultation to monitor the inform its next strategic plan to be released in October 2010. community The Crime Prevention Council is working on actions to enhance and engagement monitor community engagement including: program of the • The creation of a Waterloo Region Integrated Drugs Community Safety Strategy which is to be completed by December 2010. A task and Crime force has been meeting regularly to ensure community buy-in Prevention Council. and to provide multi-sector expertise. • Based on overwhelmingly positive feedback from the community, WRCPC has decided to continue to host In The Mind’s Eye: Issues of Substance Use in Film + Forum (an 8 week series that combines film, forum and workshops on issues related to problematic substance use).

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Actions Status Update 3.3 Provide effective and efficient emergency medical services. 3.3.1 Complete and The EMS Master Plan was developed in order to deal with projected implement the EMS growth in the Region and the dramatic impact a changing population Master Plan. demographic will have on Emergency Medical Services (EMS) Ongoing staged service improvements continue through to 2031.

Two working groups were established to deal with Dispatch Model Review and Traffic Signal Pre-Emption. Work on dispatch improvements continues with a further report to Council scheduled by June 2011. The Traffic Signal Pre-Emption working group’s efforts concluded in September 2010 with an award to upgrade and expand the Region’s traffic signal pre-emption systems, and allow EMS vehicles to take advantage of the technology. The upgrade is expected to be complete by the end of 2012.

The need for three new EMS stations were identified and one of these stations (downtown Kitchener) has been constructed and is now occupied. A construction tender was awarded in September 2010 for the new Conestoga College station, and a relocated station (Cambridge Pinebush) is currently out for construction bids (September 2010) with occupancy expected late in 2010.

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Actions Status Update 3.3.2 Develop a region The EMS Master Plan included an FTE to co-ordinate community wide First Aid and First Aid, CPR and AED training opportunities. CARE (Community CPR strategy Awareness and Response to Emergencies) is a working partnership including of Region of Waterloo EMS and local branches of the Heart and defibrillation. Stroke Foundation of Ontario, the Canadian Red Cross, and St. John Ambulance. In addition to regularly scheduled awareness sessions, CARE has conducted numerous mass CPR training events, and high school train-the-trainer and response team training. To date, some 3,000 individuals have been directly trained, with many thousand more students reached by CARE trained teachers.

Estimates of the number of Region of Waterloo citizens receiving CPR and AED training in this community were presented to Council in August 2010, and will direct changes in the CARE program over the coming years.

Through partnership, funding has been secured for the placement of 200 Public Access Defibrillators (PAD) in public buildings and training of staff in their use. All regional high schools, public recreation and seniors’ facilities have been equipped, with intermediate level schools now receiving PAD units in 2010-2011. Additional partnerships, have enabled all Grade 9 students to receive CPR and AED training. These efforts train approximately 5,000 high school students annually.

3.4 Coordinate and implement emergency management initiatives. 3.4.1 Complete, test and Public Health is responsible for coordinating and planning the local update the Pandemic response to a pandemic. A Steering Committee, comprised of key Response Plan. partners, will work to update the current Community Pandemic Influenza Preparedness Plan (CPIPP) based on a Pandemic exercise and the actual response to H1N1. Over 125 individuals from over 50 organizations worked to develop Waterloo Region's original CPIPP, which is a local, coordinated response and recovery plan for an influenza pandemic. This included representatives from the hospitals, municipalities, emergency response agencies (police, fire, ambulance) and social service agencies. A Pandemic exercise was completed and REPAC received the report and evaluation of H1N1 response and approved recommendations for next steps (June 17, 2010). 3.4.2 Develop and There are approximately 40 critical functions/ services across the implement a organization that each require a continuity of operations plan. Staff Business Continuity have completed a comprehensive business continuity program for Management the critical functions at the Region of Waterloo. Program. 3.5 Advocate for improved health care services in Waterloo Region.

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Actions Status Update 3.5.1 Work with LHIN on Over the past four years Regional Staff have taken an active Community of role participating in the Local Health Integration Network (LHIN) Interest Committees, Communities of Interest in order to advocate for improved health (e.g., health care services in Waterloo Region. The groups Regional staff were promotion, seniors, involved with include: mental health, • Health LHIN Committee palliative care, • Emergency Services Network addictions, • Health Promotion Community of Interest (now disbanded) emergency network). • Waterloo Wellington Geriatric Services Network • Waterloo Wellington Community Services Network • Waterloo Wellington Clinical Services Network • Addictions and Mental Health Network • e-Health • Two initiatives approved through aging at home • Co-Chairing development of system plan for Supportive Housing for WWLHIN • Steering Committee for the Waterloo Wellington LHIN e- Health Architecture Project (project completed) • Champions for Change consultation • Health Promotion Community of Interest (now disbanded) 3.5.2 Develop an In March 2009, Council passed a resolution supporting the advocacy plan for implementation of a new health based allocation model for improved health care communities in Ontario advocating for health care funding that will services and support ensure that communities experiencing higher growth receive ongoing health care adequate funding to maintain services. advocacy initiatives. In 2009, the Region contributed over $8 million to Conestoga College to assist with the college expansion. The Region’s funding was directed to the construction of an EMS station on the College property, and to the expansion of the school of Health Sciences. This will expand the Health Sciences enrollment by 1400 students and increase the supply of a range of health care professionals.

In 2010 the Province announced changes to the under serviced areas program which will benefit Waterloo Region.

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Human Services: Promote quality of life and create opportunities for residents to develop to their full potential.

The Region plans and provides programs and services with community partners to create opportunities and make a positive difference for people at all stages of life. Responding to the changing and diverse needs of the community the Region provided services that were supportive, caring, inclusive and accessible to citizens and communities. Highlights on the actions related to human services are found below.

Actions Status Update 4.1. Improve choice and access to affordable housing in rural and urban settings. 4.1.1 Complete and Based on the Region's Affordable Housing Strategy, over 1,500 units implement the New of new affordable housing were created between 2001 and 2008. A Affordable Housing new Affordable Housing Strategy was endorsed by Regional Council Strategy. in October 2008 to help create at least 500 more units by the end of 2013. By the end of 2010 we will have an additional 271 affordable housing units completed/occupied. 4.2. Enhance services to people experiencing or at risk of homelessness. 4.2.1 Complete and In 2007 Council approved "All Roads Lead to Home: A Homelessness implement the to Housing Stability Strategy for Waterloo Region. The Strategy, which Homelessness to serves as the Region's System Plan, outlines guiding principles, action Housing Stability areas and 92 specific actions. In 2008 the Strategy Monitoring Strategy. Committee was established with representation from community providers, Regional Council and Staff. Close to 90% are complete for the period 2007-2010. Council also endorsed two targets: to prevent persistent homelessness for 100 people and to end persistent homelessness for 50 people by December 2010. These targets are anticipated to be met or surpassed.

4.3. Enhance our child care and family support systems in order to support the healthy growth and development of children and youth. 4.3.1 Invest in the Funds are being invested in non-profit start up grants. The number of Development and subsidized spaces available to families in need of financial assistance Expansion of continues to grow. There has been a 1.4% net increase in centre Quality Child Care based early learning and child care spaces from 2009 - 2010 (up to Services. August 2010). Demand for fee subsidy exceeds funding in 2010. An average of 2,900 families were determined eligible for fee assistance with child care costs while the current funding allows for 2,700 children per month.

Council directed that all new regulated children's programs wanting to enter into a funding agreement with the Region participate in Raising the Bar.

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4.3.2 Re-develop and Council approved as revised budget of $3.65 million to expand and expand the redevelop the Christopher Children’s Centre in order to match the Christopher operating capacity of the Kinsmen and Cambridge Children’s Centre Children’s Centre. (from 45 space to 62 spaces). This project will be completed by the beginning of October 2010. It has been designed to meet the LEED silver designation as well as criteria to meet the HighScope Curriculum Approach; a specialized approach to early childhood education used at the centre. The new building was reconstructed on the same site as the previous centre and is approximately 8,400 square feet in size. The building features five classroom spaces, designed to be pleasing to children, full service kitchen, office space and public areas for parents. The expanded building provides many efficiencies for maintenance and operation and will have an ability to expand operating capacity by an additional 10 toddlers and 15 preschool aged children. A report to expand enrollment will be included in the 2011 budget process. 4.3.3 Continue to deliver Region of Waterloo rural library branches are supporting family literacy Family Literacy by creating family-friendly reading areas, purchasing literacy Programs. resources, and extending the part-time Family Literacy Coordinator position. A customized family reading corner and family literacy resources/kits have been established in each branch. 4,300 patrons accessed programs over 4 years. Many community partnerships were established to promote family literacy. 4.3.4 Explore the A literature and best practices review was completed, including internal feasibility of evaluation reports and community consultations. Regional Council expanding family approved One Stop recommendations on May 5, 2010. One Stop support services to actions, including expansion of services to three new sites within additional sites available resources will be incorporated into the Public Health including rural operational plans over the next three years. locations. 4.4. Enhance programs and services to address the growing needs of seniors. 4.4.1 Build the Supportive Construction is completed and occupied on the 30 unit supportive Housing Project at housing apartment connected to Sunnyside Home. The building Sunnyside Home. includes a Wellness Centre and expansion to the K-W Seniors Day Program. Capital dollars were secured for the seniors’ wellness centre from the Sunnyside Home Foundation. The new building was designed to achieve a Leadership in Energy and Environment (LEED) rating of Silver and includes a geothermal heating system. An operational plan has been approved by Council. 4.4.2 Develop a Region- A Region-wide Planning Body for Seniors’ Services was to be wide planning body developed in order to enrich and enhance the quality of life of seniors for seniors’ in Waterloo Region. At this point in time a planning body has not been services. developed but it is anticipated that this action will be informed by completion of action 4.4.3.

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4.4.3 Develop a Regional A comprehensive planning report has been completed in collaboration Strategy for Seniors across several departments. This report provides a background on that ensures a current demographics, health status data, an overview of programs healthy quality of and services currently being provided and identifies promising life in communities. practices for municipal service delivery. This report, to be presented to Community Service Committee, will inform future strategy development, including the establishment of a region-wide planning body.

4.5. Improve programs and services to support immigrants. 4.5.1 Develop & A web-based portal (www.newwr.ca) was developed to encourage Implement a Web skilled immigrants to locate in Waterloo Region, and to provide based portal for information to assist with immigrant settlement, support and immigrants who are integration. This portal development involved partnerships with newcomers to community organizations, the provincial government, other Canada. municipalities, and representation from the recent immigrant community. 4.5.2 Support and actively The Region of Waterloo is an active partner in WRIEN. The Region participate in the provided $50,000 to WRIEN in 2006, 2007 and 2008. The Region Waterloo Region provided $25,000 for WRIEN in 2009 and in 2010. The Region’s CAO Immigrant Employer chairs the WRIEN steering committee and other regional staff are Network. actively involved in the immigrant support and employment initiatives working groups. The Region is a partner in WRIEN/YMCA Mentorship Program. 4.5.3 Develop a strategy A proposal was submitted to Federal government to obtain funding to to improve access develop a diversity strategy in order to provide the means to integrate to regional diversity and inclusion practices into existing processes and actions programs and across the organization. The funding has been obtained in the services for citizens summer of 2010 and preplanning work is in progress. It is anticipated from diverse that this work will be completed by the summer of 2012. backgrounds.

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Infrastructure: Provide high quality infrastructure and asset management to meet current needs and future growth.

Quality of life is directly impacted by the quality of our infrastructure, including roads, airport, public transit, water supply, waste water treatment and solid waste management. The Region maintained, renewed, replaced and expanded sustainable infrastructure for new growth in order to maintain this quality of life. Other infrastructure owned by the Region (e.g. Regional buildings, housing, child care centers, etc.) was also maintained, replaced and expanded in a timely manner. The Region of Waterloo worked with all orders of government and our community partners to plan, improve and enhance infrastructure, find sufficient resources and include environmental considerations throughout infrastructure development and implementation. Highlights on the actions related to infrastructure are found below.

Actions Status Update 5.1. Optimize the use of existing infrastructure and ensure it is adequately maintained. 5.1.1 Ensure Asset Water services and transportation are implementing asset Management management programs. All Transportation and Programs are in place Environmental Services divisions are participating in PSAB for all Regional accounting requirements which incorporate some aspects of Infrastructure. asset management.

Regional Council adopted a 12 year replacement cycle for transit buses during the 2010 budget process. Between 2010- 2013 all transit buses beyond 12 years will be replaced. This program will generate cost savings and reduce emissions by introducing the most advanced diesel engine technologies sooner. 5.1.2 Continue to review The corridor review is ongoing. In 2008, Transportation staff and optimize the reviewed traffic signal coordination and traffic flows for 81 Region’s Traffic signals on five corridors. In 2009 staff reviewed traffic signal Control Systems. coordination and traffic flows for 80 signals on 9 corridors. By the end of 2010, 83 signals will have been reviewed in 5 control areas. 5.1.3 Review wastewater The Galt process review is complete. The monitoring treatment plant program is to be upgraded and instrumentation upgrade operations and ongoing to be completed by 2011. A flow meter review is implement complete. improvements. The Elmira WWTP process and infrastructure review is complete. The construction contract for the equalization tanks was awarded in 2010 and process upgrades at the plant are scheduled for construction in 2011. 5.1.4 Continue to review Long-term funding strategy working group has been formed and implement a long- and 6 reports to Council were provided by January 15, 2009. term funding strategy for road repair and reconstruction. 5.2. Provide infrastructure needed to accommodate planned growth. 5.2.1 Review the Regional The new Regional Development Charge By-law was Development Charge approved in July 2009 and all appeals have been completed. (RDC) By-law.

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Actions Status Update 5.2.2 Update Master plans The Region has updated and/or created Master Plans in for all key virtually all its major infrastructure areas including: infrastructure areas Wastewater Treatment Master Plan (2007), Water Supply (Transportation, Master Plan (2007), Grand River Transit Business Plan Airport, Waste (2008), Master Accommodation Strategy for Regional Offices Management, Grand (2009), Airport Master Plan (2009), Water Distribution Master River Transit). Plan (2009), Master Accommodation Strategy for Regional Offices (2009), and the Regional Transportation Master Plan (2010). The Biosolids Master Plan will be completed in 2011. 5.2.3 Continue to implement The Region undertook an unprecedented amount of the capital projects construction on infrastructure repair, replacement and (water, wastewater, improvements over the last 4 years. For the Years 2007 to roads and waste 2010 inclusive, the Region tendered and awarded management) required approximately 125 construction contracts valued at over $ to meet the needs of 430 Million. This included: 72 water and wastewater growth. contracts ($ 225 Million); 335 lane kms of road repair and rehabilitation ($125 Million); 14 lane kms of new roads ($ 82 Million); and facilities projects ($124 Million). A number of the projects in 2009 and 2010 were co-funded by the federal and provincial governments under the Infrastructure Stimulus Fund. In addition, the Region has initiated work on several very large projects including the Fairway Road extension and new bridge across the Grand River, the CPR grade separation at “the Delta” in Cambridge, and expansions and upgrades to the Kitchener and Waterloo Wastewater Treatment Plants. 5.2.4 Continue to plan for The Feasibility Study of the proposed Nanticoke Water the Great Lakes System is 85% complete and covered the following Pipeline in 2035. components: • Background review and water needs assessment of each partner. • Conceptual design of a water treatment plant and pipeline options, together with high level costing. • Risk identification. • Project delivery consideration including governance models and funding opportunities. • Preliminary feasibility analysis. Upon completion of the Final Report of the Feasibility Study, each partner will assess the results and determine whether to continue with future phases of implementing the Nanticoke Water Supply System. Communications between partners will be recommended to continue. 5.3 Advocate for improvements to inter-city transportation services to and from Waterloo Region (e.g. VIA, GO). 5.3.1 Develop an advocacy GO Transit completed a feasibility study regarding train plan for improvements service to Waterloo Region in 2008, and commenced GO bus to inter-city service in 2009. There are plans underway to commence transportation peak period GO train service to Kitchener in the near future. services to and from The Region completed a study which demonstrated the Waterloo Region (e.g. feasibility of GO Train service to Cambridge via Milton. VIA is VIA, GO). considering infrastructure and service improvements.

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Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs.

The Region of Waterloo strived to ensure that our programs and services were responsive, efficient, effective and that they meet the needs and expectations of the community. To provide excellent service the Region placed a focus on attracting and retaining excellent staff, and ensured that staff were supported by the right organizational processes, facilities, equipment and resources. Highlights on the actions related to service excellence are found below.

Actions Status Update 6.1 Ensure all Regional programs and services are citizen/customer focused in order to meet the needs and expectations of the community. 6.1.1 Develop Corporate The Corporate Service Strategy is complete and Citizen Service implementation is underway. An integrated communication Strategy and related campaign between the Service Strategy and Values Implementation Plan. Behaviours roll out was launched for all staff called "I am Service". Several projects to improve access to services are underway including a review of how we answer calls from the public, a redesign of our website from a citizen centred point of view and the addition of a Citizen Service Associate to the lobby of 150 Frederick St. The Region is developing a framework to measure how satisfied people are with our services and a process to act on those results. 6.1.2 Investigate the The collaboration between the Government of Canada, the Provincial/ Municipal Province of Ontario, the Region of Waterloo, the Cities of Licensing portal Cambridge and Kitchener and the Township of Wellesley has (BizPaL) with other helped bring BizPaL to Waterloo Region. The one-stop, on- orders of government. line access to permits and licenses reduces costs to the municipality, while reducing time and confusion for the business. 6.2 Increase access, fairness and inclusion to all Regional programs and services. 6.2.1 Continue to improve The development of an Accessibility Survey Tool for the access to Region of Region of Waterloo has been a key strategy to assist staff Waterloo services when identifying and removing barriers. There were nine based on the surveys completed in 2009 across all barrier areas. 12 more Accessibility Survey surveys will be completed by the end of 2010 as described in Tool. the 2010 Accessibility Plan. 6.2.2 Continue to develop The seventh annual accessibility plan in accordance with the the Region of Waterloo requirements of the Ontarians with Disabilities Act, 2001 Annual Accessibility (ODA, 2001) has been published. The development and Plan. implementation of the annual plan is a legislated requirement of the Province. The Province has committed to the development and implementation of standards in the areas of: customer service, built environment, employment, information & communications and passenger transportation (e.g., transit and taxis). The Region will continue to monitor and coordinate ODA and AODA legislative changes. The Region will be required to implement the new standards within a specific timeframe once legislated.

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Actions Status Update 6.2.3 Develop and Work on this strategy will be integrated with work in the action implement a 4.5.3. The intention of the workplace diversity strategy is to Workplace Diversity integrate diversity and inclusive practices into existing Strategy. processes and actions across the organization. It would provide staff with the tools, awareness, skills and supports to provide inclusive services to the community.

Other related activities include: • Participation in a Council for Inclusive Work Environments and Diversity Roundtable. • Implementation of the customer service regulations. • Targeted recruitment for Internationally Trained Professionals through WRIEN and Skills International and promoted internship program for M/MS position • Undertaking a systematic review of our interview & selection tools to ensure they are in plain language. 6.2.4 Implement a training The Region in partnership with Project Read has program for implemented workshops throughout the year for staff who employees to develop write reports and other documents for use in the community. effective plain The workshop provides training to introduce clear language language writing principles. These principles are applied through practical skills. exercises, editing and by receiving feedback on current work. 6.3 Ensure all Regional programs and services are responsive, efficient, effective and accountable to the public. 6.3.1 Develop Public The principles for involving and engaging the public was Involvement/ Citizen pending until the creation of the Service Strategy (6.1.1). Engagement The Service Strategy is now complete and work on the Principles. engagement principles is now underway. A literature review is complete and direction has been established. A Framework is anticipated for late fall 2010. 6.3.2 Enhance the Performance measurement continues at the Region and work Performance includes an Internal Performance Measurement Program that Measurement examines each service and provides key data to Program. management. The Region continues to be an active member of the Ontario Municipal CAO’s Benchmarking Initiative (OMBI) which promotes service excellence in municipal government by acting as a catalyst for the sharing of performance statistics and adoption of better business practices. All appropriate Regional programs eligible for OMBI benchmarking are participating. Most significant Regional programs have Internal Performance Measurement Program summaries (IPMP). 6.3.3 Develop and Bill 130, the Municipal Statute Law Amendment Act, 2006 Implement (the Act) came into force, with some minor exceptions, on Accountability/Transp January 1, 2007. The legislation requires the development of arency Policies. policies on accountability and transparency. Council has approved an overall umbrella policy. The policy identifies component pieces that are linked to the policy, key stakeholders, roles/responsibilities, reporting, process for complaints etc.

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Actions Status Update 6.3.4 Continue to implement Since 2007 program reviews have been completed in the efficiency and following areas: effectiveness program • Health and Safety reviews. • POA Administration • Immunization of School Pupils Administration • Waterloo Region Housing • Purchasing and Materials management • Capital Program Delivery/Design Construction • Information Technology Services • External communications

A program review is currently underway in Facilities Operations and Maintenance area, and one is planned for the Airport later in 2010.

The program reviews have resulted in a range of program changes including cost savings, changes to policies and procedures, organizational changes and improved effectiveness and accountability. 6.3.5 Develop an Electronic Information and management archive program has been very Information and active in implementing records management and electronic Records Management document management initiatives. The projects currently Strategy. underway contribute to a framework for a comprehensive corporate information management strategy. This will encompass our approach to new information systems, data management, handling and security protocols and digital preservation. 6.4 Recruit, retain and develop skilled, motivated and citizen-centered employees. 6.4.1 Enhance staff training Providing excellent service is a priority at the Region of on the Region’s Waterloo, and an enhanced staff training program will be citizen/customer developed and implemented to ensure that staff provide service approach and excellence, consistent service across the organization. principles. Work on this enhanced staff training was pending until the completion of the Service Strategy (6.1.1). Basic refreshing of content based on service information has happened for Management Leadership Development Program (MLDP), New Employee Orientation Program (NEOP) and existing Customer Service training. Research into revision of MLDP is being conducted. Beginning in the fall of 2010, the entire Customer Service Training program will be revisited in conjunction with Human Resources and will also consider AODA and Diversity training needs (4.5.3). This revised training will be implemented early 2012.

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Actions Status Update 6.4.2 Develop and In order to measure employee engagement as well as implement an develop and implement strategies for enhancing employee Employee engagement, an employee survey was implemented across Engagement Strategy. the organization. The survey was conducted by Metrics@Work in November 2008. The overall response was 72% (the average survey response rate for municipalities of comparable size is about 57% to 60%). Over the past year actions have been developed to address priorities both at organization wide and divisional levels. A corporate wide recognition program called – RAVE – recognize, acknowledge and value employees was developed and implemented. This program includes a formal recognition awards program for staff who exemplify the Regional values; a Milestone Award program for the short and long service awards; a Corporate Social Events Planning Group to identify corporate social events.

An involvement in Decision-Making Working Group has developed a framework and tools to assist staff with enhancing involvement in decision-making across the organization.

Divisional Working Groups and divisional actions are implemented. There are 75 divisional priorities selected, with 176 high level actions developed to address these priorities. 6.4.3 Develop and Programs for fill hard to fill positions have been implemented implement an (mentorship project, junior engineer, framework for Employee Recruitment apprenticeships). Marketing and promotion material (e.g. Strategy. banners, pamphlets, website, multi media video clips) were created. A hiring Process Review is underway with recruitment metrics developed so they Region has definitive data to identify hard to fill positions, how long it takes to fill positions and how and where people find out about vacant positions. The Region is currently in the process of finalizing recruitment strategy for Registered Nurses and is piloting recruitment through Facebook. A recruitment strategy for planners is completed. 6.5 Deliver effective and accessible internal and external communication about Regional programs and services. 6.5.1 Enhance the Region of A strategy to enhance external communications has been Waterloo External developed. A social media working group has been Communications developed and approved guidelines for social media Program in order to implementation. An integrated Regional publication has been create awareness developed. It has been distributed to all regional households about our programs since September 2009. Four publications will have been and services. published as of December 2010.

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Actions Status Update 6.5.2 Enhance Work to align and coordinate key messages to staff communication throughout the year have been undertaken through the methods and development of an alignment group. Some of the major distribution of activities to advance internal communications to staff have information to Region included: developing an internal communications program of Waterloo plan, ongoing senior management team meetings and employees. ongoing enhancement of the internal employee portal. 6.5.3 Review and enhance A new web content management system has been purchased the Region’s Website. and the new Region site is being developed based on a service/customer perspective. This system utilizes technology to ensure that the web content fulfills priority 2 for accessibility. A steering group and advisory team have been established. The current Region of Waterloo site has been reviewed. The draft navigation and information architecture has been developed. Focus Group testing with the public has been completed. Delivery of the new website is anticipated in January 2011. 6.6 Strengthen and enhance partnerships with area municipalities, community stakeholders and other orders of government. 6.6.1 Partner with School The Region is currently in the process of developing a Boards on Municipal program to implement area government curriculum for Governance Grades 5 & 10 in partnership with School Boards in the Curriculum. Region. Programs recently prepared by AMCTO and AMO are being used as tools for local government week initiatives. Training sessions with teachers are currently being planned at the Board Offices, after school or part of a PD Day. The Region is preparing an outline of education outreach programs and contacts for the School Boards to post as a resource. The program will be two-fold – Regional staff can present directly to students or the program can be taught directly by the teacher. 6.6.2 Partner with the area An inter-municipal project team was established to partner municipalities to with the area municipalities to create and launch a create and launch a comprehensive voter portal to educate and advise the public comprehensive voter and potential candidates on municipal elections. At this time portal to educate and there was not support to develop an election portal. Regional advise the public on staff are currently identifying alternative processes to municipal elections. enhance and build awareness of municipal election e.g. Facebook. 6.6.3 Support/encourage In order to strengthen partnerships, share promising practices Regional staff to and support ongoing development, staff participate in many participate in community groups and professional associations. Below are community groups just a few examples: and professional • Human Resources Professional Association of associations. Ontario (HRPAO) • The Canadian Society for Training and Development (CSTD) • International Association of Administrative Professionals (IAAP) • Society of Management Accountants of Ontario (CMA)

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Actions Status Update • Certified General Accountants (CGA) • Canadian Institute of Chartered Accountants (CA) • Registered Nurses' Association of Ontario • Professional Engineers Ontario • Ontario Professional Planners Institute • The Ontario Association of Certified Engineering Technicians and Technologists. • Canadian Urban Institute • Leadership Waterloo Region • Municipal Finance Officers' Association of Ontario • Ontario Municipal Social Services Association (OMSSA) 6.6.4 Organize and host Ongoing partnerships with area municipalities is key to the periodic “all council” Region's success. In order to foster communication, meetings. meetings with Council members from all area municipalities will be held annually. All Council meeting dates were held on: • April 26, 2007 • June 18, 2008 • February 26, 2009 • December 3, 2009

DOCS #830528 v23 Page 37 of 37 Report: CR-CLK-10-012 REGION OF WATERLOO

CORPORATE RESOURCES Council and Administrative Services

TO: Chair Tom Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: A34-41

SUBJECT: FEEDBACK ON THE PROPOSED INTEGRATED ACCESSIBILITY REGULATION UNDER THE ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT, 2005

RECOMMENDATION:

THAT the Regional Municipality of Waterloo forward “Appendix A: Region of Waterloo’s Feedback to the Proposed Integrated Accessibility Regulation” attached to report CR-CLK-10-012, to the Ministry of Community and Social Services.

SUMMARY:

The proposed Integrated Accessibility Regulation, developed under the Accessibility for Ontarians with Disabilities Act, has been made available for public comment by the Ministry of Community and Social Services, and outlines provisions for organizations to meet regarding accessible information and communication, employment, and transportation.

Regional staff in various Departments have provided comments and feedback on the proposed Integrated Accessibility Regulation. Appendix A contains staff feedback on the proposed regulation, which, upon approval, will be submitted to the Minister of Community and Social Services.

Further, a preliminary analysis was conducted to determine the kinds of effects the proposed regulation may have at the Region of Waterloo, specifically examining the time and resources that may be required to meet compliance with the proposed regulation. Even though it is anticipated that meeting the provisions outlined in the Integrated Accessibility Regulation will require investments in accessibility, these requirements are made more manageable by the gains the Region has already made to ensure services and facilities are accessible to people with disabilities.

REPORT:

1.0 Background

The Region of Waterloo has a history of improving the accessibility of Regional services and facilities for people with disabilities. Under the Ontarians with Disabilities Act, 2001 (ODA), the Region has produced seven annual Accessibility Plans, documenting the actions all Departments have taken to identify, remove, and prevent barriers for people with disabilities. Notably, over the years significant gains in accessibility have been made by:

• Investing in a 10 year Capital Plan to improve the accessibility of Regional facilities. • Purchasing low floor buses for Grand River Transit.

Page 1 of 9 September 28, 2010 Report: CR-CLK-10-012

• Expanding MobilityPlus services to include cross-boarder transportation between Waterloo, Kitchener, and Cambridge. • Installing automated audible and visible bus stop announcements. • Implementing Human Resources practices to accommodate applicants and employees with disabilities. • Upgrading the Region of Waterloo’s website, including accessibility features, to be launched in early 2011.

These are in addition to the countless actions staff do to meet the needs of customers and citizens with disabilities every day.

The Accessibility for Ontarians with Disabilities Act, 2005 (AODA), enacted five years ago, provided the province with the mandate to create accessibility standards that both public and private sector organizations will eventually be required to meet. The AODA standards provide guidance and direction for organizations in the areas of:

• Customer Service • Information and Communication • Employment • Transportation • Built Environment

To date, the Accessibility Standards for Customer Service are the only standards to be made into regulation. The remaining four accessibility standards have been developed by respective standard development committees and draft standards have all been provided for public review and feedback, a process in which the Region has participated.

In the fall of 2009 the province appointed Charles Beer to conduct an independent review of the AODA, as required under the legislation. In the final report on the review of the AODA Mr. Beer made specific recommendations on the harmonization of the remaining four standards in development (transportation, information and communication, employment, and built environment). This recommendation was consistent with the feedback the Region of Waterloo provided to the province throughout the standard development process.

Minister Meilleur recently responded to the recommendations made in the review of the AODA, announcing that three of the four remaining standards, in transportation, information and communication, and employment, have been integrated into a single regulation. The draft Integrated Accessibility Regulation was made publicly available on September 2, 2010. The province has invited comment on the draft integrated regulation until October 16, 2010.

2.0 Comments on the Proposed Integrated Accessibility Regulation (IAR) Currently the Commissioner of Corporate Resources has been an active member of the Association of Municipalities of Ontario (AMO) sponsored table that is working with the Accessibility Directorate of Ontario and providing input and advice on the proposed Integrated Accessibility Regulation. Through our involvement with this group it is apparent that the Ministry is continuing to seek input on the present proposed Integrated Accessibility Regulation, particularly around the timing outlined for the proposed requirements.

To gather comments on the proposed Integrated Accessibility Regulation, Citizen Service has been working with staff from various Departments across the Region including the CAO’s Office, Corporate Resources, Human Resources, Planning, Housing, and Community Services, and Transportation and Environmental Services. These comments are focused on concerns regarding how the proposed regulation may be implemented at the Region.

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Staff support the general direction outlined in the proposed Integrated Accessibility Regulation, specifically the flexibility provided in many of the provisions of the proposed regulation. Staff believe the proposed IAR can aid in creating an accessible Ontario for both public and private sector organizations by 2025. The key concerns, summarized below, are outlined in Appendix A, which, upon approval will be provided to the Minister of Community and Social Services through the public consultation process by October 16, 2010.

• Staff support the flexibility provided in much of the proposed IAR, allowing the implementation of many of the requirements to meet the priorities of the local community. • The Ministry of Community and Social Services has been clear about not providing funding to meet the AODA standards; however, staff recommend that the Minister explore using existing funding streams to flow funding for the particularly costly components. For example, the Ministry of Transportation could make funding available for the Transportation components of the proposed regulation. This would build implementation costs into the operating areas responsible for that particular component. • Staff support the timing on the proposed IAR, requiring the Government of Ontario to meet the requirements before the broader public sector. However, the one year difference in compliance dates will not provide municipalities with the opportunity to utilize any tools or resources developed by the Government of Ontario. Staff strongly recommend the province provide tools and templates for organizations to aid in compliance, such as templates for emergency and public safety information, accessibility plans, policies and procedures, individual accommodation plans, in a timely manner. • The timeline proposed for in the Integrated Accessibility Regulation is manageable, however there is considerable staff and financial investment for large municipalities prior to 2015, and little staff and financial impact beyond this time. Staff recommend that the implementation for a public sector organization of our size to begin in 2012, shifting the requirements by one year until 2015. • The Integrated Accessibility Standards does not include the Accessible Built Environment, thereby providing an incomplete picture of the accessibility requirements that organizations will be expected to meet over the next 15 years. • Staff are concerned that the proposed Integrated Accessibility Regulation is not yet the final regulation itself. Staff recommend that the Ministry ensure the legislation does not add additional requirements beyond the document circulated for feedback.

In addition, staff in several Departments are connecting with professional networks, including AMO and Canadian Urban Transit Association, to express concerns regarding specific proposed requirements, such as unclear wording or definitions.

3.0 Implications of the Proposed Integrated Accessibility Regulation (IAR) To evaluate the implications of the proposed Integrated Accessibility Regulation (IAR) staff from several Departments at the Region of Waterloo assessed the requirements outlined in the proposed regulation, evaluating the organization’s readiness to meet the requirement and projecting the actions that will be needed to ensure the accessibility of our services and facilities. While implementation plans cannot be created until the province provides more details, it can be expected that both capital and ongoing investments in accessibility will need to be made to meet compliance once the proposed regulation is made into law. However, these investments are mitigated by the work that has been done to improve accessibility over the years.

As outlined in Appendix B, the Region of Waterloo will need to meet the majority of requirements in the proposed regulation between the years 2011 and 2014. This means most costs, both capital and operational, are expected over the first five years of implementation. Capital costs include

DOCS# 845921 Page 3 of 9 September 28, 2010 Report: CR-CLK-10-012 investments in training all existing employees, technical requirements for transit, and costs to upgrade websites and other technologies. In addition, time will be required for assessing, planning, documenting, and implementing the proposed regulation. Ongoing operating costs for compliance are expected to be minimal and include the provision of alternate formats of documents, providing employee accommodation, ongoing employee training, and annual technology costs such as license fees. These costs will be identified in greater detail in future budgeting processes.

CORPORATE STRATEGIC PLAN:

The Region’s involvement in providing comment on the proposed Integrated Accessibility Regulation aligns with Focus Area 6 Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs, and Strategic Objective 2: To increase access, fairness and inclusion to all Regional programs and services.

FINANCIAL IMPLICATIONS: NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Many Departments at the Region provided comment on the proposed Integrated Accessibility Regulation including: Chief Administrator’s Office; Corporate Resources; Finance; Human Resources; Planning, Housing, and Community Services; Public Health, Social Services, and Transportation and Environmental Services.

ATTACHMENTS

Appendix A: Region of Waterloo’s Feedback to the Proposed Integrated Accessibility Standard Appendix B: Summary of Requirements for the Proposed Integrated Accessibility Regulation

PREPARED BY: Vanessa Lopak, Social Planning Associate Deb Bergey, Manager, Citizen Service

APPROVED BY: Gary Sosnoski, Commissioner of Corporate Resources

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Appendix A: Region of Waterloo’s Feedback to the Proposed Integrated Accessibility Regulation

October 9, 2010

Attention: The Hon. Madeleine Meilleur, Minister of Community and Social Services c/o Accessibility Directorate of Ontario Ministry of Community and Social Services 777 Bay Street, Suite 601a Toronto ON Canada M7A 2J4

RE: Feedback on the Proposed Integrated Accessibility Standard

Dear Minister Meilleur,

Thank you for the opportunity to provide feedback on this Proposed Integrated Accessibility Standard. Having all of the components of the Standard integrated into one source has allowed us to complete a comprehensive impact analysis. This memorandum outlines the Region of Waterloo’s primary concerns related to the Standard. This feedback has been approved by Regional Council on October 6, 2010.

As specified in the background documents provided by the Ministry, the proposed Integrated Accessibility Standard does not include the Accessibility Standards for the Built Environment. In evaluating the impact the proposed Integrated Accessibility Standard, we are mindful that there will be additional expectations regarding the built environment that will be placed on municipalities during the time in which the proposed Integrated Standard is to be implemented.

Our continuing concern is that there will be a significant financial component through both physical and human resources to implement this Standard. We understand that the Ministry of Community and Social Services has often stated that no funding will be forwarded from the province to assist with implementation. Our recommendation is that the Ministry use existing funding streams for related components to flow funding for the particularly costly components. For example, the Ministry of Transportation could make funding available for elements of that portion of the Standard. This would build in implementation costs to the operating areas responsible for that component.

As organizations across the province (public and private) implement these standards, we will all be developing tools and resources independently. We recommend that the Ministry coordinate sharing of these tools and resources or provide tools and resources to municipalities in a timely way. While the Ontario Public Service will be first to implement the Standard, the timing of implementation is too close for us to benefit from their learnings. We need tools and resources in the initial stages of planning, not as we are approaching implementation.

In general, we think that the timing is manageable for an organization of the size of the Region of Waterloo and with our resources. However, we do think that it is unrealistic to have any implementation requirements for 2011 considering the Standard will be released partway through the year. In the proposed timelines for an organization of our size, 2015 appears to be a year with out significant requirements. We recommend that timelines be shifted over the

DOCS# 845921 Page 5 of 9 September 28, 2010 Report: CR-CLK-10-012 years into that time frame to allow more time up front for planning the implementation of these large and complex requirements.

Furthermore, examining the proposed timelines for implementation of the Standard, it is unclear if we will need to be compliant by the beginning or end of the specified year (e.g. January 1, 2011 or December 31, 2011). To this end, we have assumed we will be expected to reach compliance by the end of the specified year, similar to what was outlined in the Customer Service Regulation. However, clarity on this issue would be greatly appreciated.

Our final area of concern is that the Standard that has been circulated for feedback is not the final piece of legislation. We understand this document to present the intent of the Ministry. We are concerned that there may be areas that are more fully detailed in the final legislation that may have significant impact. There are a number of areas in the current document that are not clearly defined and when introduced into actual legislation could be more restrictive. We recommend that the Ministry ensure the legislation does not add additional requirements beyond the document circulated for feedback.

Thank you once again for providing an opportunity to give feedback on this proposed Standard. We look forward to working with the Ministry to implement this important and groundbreaking piece of legislation.

Should you have any questions regarding this submission, please contact:

Vanessa Lopak Social Planning Associate Region of Waterloo Citizen Service, Council and Administrative Services 519-575-4757 ex 3861 519-575-4608 (TTY) [email protected]

Sincerely,

Kris Fletcher, Director, Council & Administrative Services / Regional Clerk

DOCS# 845921 Page 6 of 9 Report: CR-CLK-10-012 Appendix B Summary of Requirements for the Proposed Integrated Accessibility Regulation

The following tables provide a summary of the requirements outlined in the proposed Integrated Accessibility Regulation for the broader public sector with 50 or more employees. More details on the proposed regulation are available online at www.mcss.gov.on.ca

The following tables also provide an overview of the Region of Waterloo’s readiness to meet the requirements, using the following scale: Currently Meet: Very little action would be needed to confirm compliance, such as documenting compliance. Partially Meet: Moderate amount of actions would be needed to ensure compliance, such as assessing and revising current practices. Do Not Meet: High level of attention or action would be needed to meet compliance, such as purchasing new equipment, creating new policies or practices, implementing new procedures, etc.

2011 Currently Partially Do Not Requirement Meet Meet Meet Transportation • Technical requirements – signage; indicators; steps; grab bars, handholds, handrails, stanchions; floor 3 surfaces; mobility aid spaces; stop request controls; lighting and colour contrasting • Pre-boarding route or destination announcements 3 (verbal) • On-board announcements (verbal) 3 • Courtesy seating 3 • Maintenance of equipment 3 • Integration of transportation services 3 • Equal fares and fees - Taxis 3

2012 Currently Partially Do Not Requirement Meet Meet Meet General Requirements • Policies and practices 3 • Accessibility Plans 3 • Kiosks 3 Transportation • Accessible boarding / de-boarding 3 • Storage of assistive devices 3 • Companions 3 • Treatment of support persons 3 • Information on accessible equipment and features 3 • Operator Responsibilities 3 • Emergency preparedness and response 3 • Taxi registration on bumper 3 Employment • Workplace emergency information 3

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2013 Currently Partially Do Not Requirement Meet Meet Meet General Requirements • Emergency and public safety information 3 Information & Communications • Public libraries – access to accessible materials 3 • Public libraries – information in accessible formats 3 • Public libraries – rare books, special collections, and 3 archival materials Transportation • Coordinated services between adjacent 3 municipalities • Fair parity for conventional and specialized 3 transportation • Service disruptions 3 • Visitor service 3 • Alternative Accessible method of transportation 3 • Hours of service 3 • Service delays 3

2014 Currently Partially Do Not Requirement Meet Meet Meet General Requirements • Training 3 • Accessible feedback processes 3 Information & Communications • All new internet websites and web content on those 3 sites conforms with WCAG 2.0 level A Employment • Recruitment 3 • Employees returning to work 3 • Employees and accommodation 3 • Performance management, career development, 3 and redeployment Transportation • Training 3 • Accessibility plans 3 • Trip restrictions 3 • Eligibility Application and Process (existing) 3 • Booking 3 • Proportion of accessible taxis 3

2015 Currently Partially Do Not Requirement Meet Meet Meet Information & Communications • Accessible formats and communication supports 3

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2017 Currently Partially Do Not Requirement Meet Meet Meet Transportation • Pre-boarding route or destination announcements 3 (electronic) • On-board announcements of stops and connections 3 (electronic) • Eligibility application and (new) process 3 • Categories of eligibility 3

2021 Currently Partially Do Not Requirement Meet Meet Meet Information & Communications • All existing internet websites and web content conforms with WCAG 2.0 level AA (excluding live 3 captioning and audio description)

DOCS# 845921 Page 9 of 9 Report: CR-CLK-10-013 REGION OF WATERLOO

CORPORATE RESOURCES Council and Administrative Services – Information Management and Archives

TO: Chair T. Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: A10-05

SUBJECT: AMENDMENT TO THE INFORMATION RETENTION AND DISPOSAL SCHEDULE

RECOMMENDATION:

SUMMARY:

As part of the review process, several amendments are proposed to the existing Information Retention and Disposal Schedule.

REPORT:

Sections 254 and 255 of the Municipal Act empowers the Region to pass by-laws prescribing retention periods for records. The Region of Waterloo has a Retention and Disposal By-Law (No. 93-076) containing a detailed Information Retention and Disposal Schedule. This document prescribes the length of time that records are to be kept and whether they should ultimately be preserved in the Corporate Archives or destroyed. Amendments to the Retention and Disposal Schedule are brought forward as needed. This recommendation includes all changes since September 2006.

Some existing retention periods are being changed to reflect legislative requirements or operational need, through research and in consultation with the Office of Primary Responsibility (OPR). Justification for each changes, has been documented by Information Management and Archives. Deletions from the schedule reflect terminology changes; therefore some cross-reference annotations are removed as a result. These terminology changes were made in an effort to bring titles in line with the Region’s classification framework.

A representative from Deloitte & Touche, the Region’s external auditor, will review this proposed amendment to indicate satisfaction with the content. The overall schedule was re-designed in order to achieve better readability and to make changes more clear. All references to transitory records have been removed from sections throughout the schedule because only one introductory definition is needed to capture these records. For these reasons the amendment schedule is 30 pages long. In an effort to reduce paper the amendment is not attached but is available upon request.

The Retention by-law is a living document that changes as programs develop or evolve. There are several areas where there are program changes and these reflect minor modifications to the by-law. Changes will be made to titles in the Development and Planning, Finance and Accounting, Human Resources, Legal Affairs and Licensing/Enforcement Services, Public Health, Social Services Records, and Transportation Services Records sections. Page 1 of 2 September 28, 2010 Report: CR-CLK-10-013

Based upon consultations and discussions with the Public Health and Transportation and Environmental Services departments, new records series are being added: Information Requirements Files, Non-Communicable Disease Cluster Investigation Files, and Public Transport Vehicle Maintenance Files. Only one records series Laboratory Water Analysis Results is impacted by legislative changes and the retention periods has necessitated an increase to 15 years.

CORPORATE STRATEGIC PLAN:

Although the retention schedule is not represented in the strategic plan, the Region’s Information Retention and Disposal schedule responds to a number of sections under the Municipal Act as well as several other pieces of legislation that outline record keeping requirements in various program areas of the Region.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

The proposed amendments were prepared in consultation with appropriate departmental staff, often in conjunction with ongoing implementation or review of the information management program. Once the schedule is approved by Regional Council and signed by the auditor, the retention periods will be implemented by departmental staff, assisted by Information Management and Archives.

ATTACHMENTS

Appendix “A” – Amendment to Information Retention and Disposal Schedule is available upon request.

PREPARED BY: Patti Kraatz, Coordinator, Information Management and Archives Oriana Sharp, Manager, Information Management and Archives

APPROVED BY: Gary Sosnoski, Commissioner, Corporate Resources

DOCS#665020 Page 2 of 2 CR-FM-10-018 REGION OF WATERLOO

CORPORATE RESOUCES Facilities Management and Fleet Services

TO: Chair Tom Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: A20-30(A)

SUBJECT: UPDATE ON SOLAR PHOTOVOLTAIC RENEWABLE ENERGY INITIATIVE

RECOMMENDATION:

For information.

SUMMARY:

On June 16th 2010, Council approved $16 million for Capital Project Renewable Energy Initiative: Solar Photovoltaic (Report CR-FM-10-012) in addition to the $1.5 million approved in the 2009 Capital Program. Since June, there have been two new developments. The Region will be required to make payments in lieu of tax (PILS) on any income received from an OPA contract. Also, the Ministry of Municipal Affairs and Housing (MMAH) has given conditional approval for a grant of $1,080,000 which will reduce debenture requirements and, therefore, interest costs. The net impact is additional cash flow of $201,000 over the 20 year contract timeline.

REPORT: Background:

The passing of the Green Energy Act into law in 2009 and the subsequent implementation of the Ontario Power Authority (OPA) Feed-in-Tariff (FIT) program positioned Ontario as a global leader in the development of green energy. Early in 2010 the Region’s Energy Conservation Office (ECO) began to investigate the opportunities of participating in the FIT program. By the end of March the ECO had completed preliminary screening of over 88% of the Region’s facilities for the suitability of installing roof mounted solar electric photovoltaic (PV) systems. Additional research and investigation confirmed the Region is well positioned to move forward to become a significant participant in the OPA’s FIT and microFit program.

On June 16th 2010 in Report CR-FM-10-012 Council approved a Capital Project, the “Renewable Energy Initiative: Solar Photovoltaic”. The Project funding of $16 million is being used to implement a new solar electricity initiative on Regional facilities as part of the OPA FIT and MicroFit programs with a target generation of 2.2MW. This $16 million is in addition to $1.5 million approved in the 2009 Capital Program. A Process Chart has been attached as Appendix “A” which identifies the Region’s points of commitment and various steps and timelines involved in participating in the FIT program. Turnaround times on contracts has proven longer than our initial experience and has slowed the signing process.

There was concern and confusion in the industry when the OPA advised they were changing the contract rates paid to generators under the MicroFit program from 80.2 cents per kWh to 58.8 cents per kWh for “ground mounted systems”. On August 13, 2010 the OPA announced they would be changing the rates for these systems to 64.2 cents per kWh. The change in contract price is applicable to “ground mount MicroFit” systems only and does not affect any systems the Region will be installing under the approved Project. Our MicroFit projects will be roof mounted and continue to

Page 1 of 4 September 28, 2010 CR-FM-10-018 receive a contract price of 80.2 cents per kWh under the current contract structure. There are no immediate plans to adjust rates for roof mounted systems, however the OPA is scheduled to conduct a formal review of rates in October of 2011.

Present Status:

During the initial review of the Region’s building portfolio nearly 300,000 sq.ft. of available roof area was identified as appropriate for PV installation. This initial evaluation considered factors such as:

• Building location and orientation • Current shading of available roof • Roof size, type and available space • Preliminary roof evaluation • Roof age, condition and scheduled replacement

As the project progressed, the next step was to validate findings made during the initial review and further refine the list of possible sites with additional criteria such as:

• Detailed structural analysis • Impact of future development on roof shading

This validation process revealed limitations on a number of buildings. Replacement buildings are being identified from among the 39% not initially utilized. We are confident the target of 2.2 MW will be met as proposed in the original report.

To date, of the 2,200kW target we have achieved the following:

• 809kW (37%) of applications and “Completion and Performance Security” submitted • 268kW (12%) contracts signed • 170kW (8%) PV installed

Discussion took place regarding a Municipality’s responsibility to pay tax on the revenue generated from producing electricity under the OPA’s FIT and microFit Programs. The Region’s Legal Services Division consulted with Certified Specialists in Environmental Law, Willms & Shier Environmental Lawyers, LLP, who advised if the Region receives income from an OPA contract for its solar PV electricity generation it must make payment in lieu of tax (PILS) to the Ontario Hydro Financial Corporation under the Electricity Act 1998. Subsequent to the above opinion, Deloitte & Touch LLP, the Region’s auditor, was asked to calculate the impact to the cash flow of the Solar PV Project. Because solar power is clean electricity and due to other legislation and tax benefits including the capital cost allowance (CCA), the project will not pay PILS until 2028.

On June 30th Regional Housing staff submitted eight projects for consideration under the Renewable Energy Initiative (REI) administered by the Ministry of Municipal Affairs and Housing (MMAH). Conditional approval was received August 9th for the eight projects submitted for a total of $1,080,000 to be used for the installation of PV systems. Regional Housing will administer any required paperwork with the MMAH and has asked the ECO to look after the installation of the systems on the Housing properties as well as administer the OPA applications and required paperwork for the FIT and microFit program.

Appendix “B” attached to this report updates the costs shown in Appendix A of the previous report (CR-FM-10-012) resulting from the PILS and the anticipated grant monies from the MMAH which will reduce debenture requirements and, therefore, interest costs. The net impact is additional cash

DOCS # 845502v3 Page 2 of 4 September 28, 2010 CR-FM-10-018 flow of $201,000 over the 20 year contract timeline.

The ECO has also had preliminary discussion with the University of Waterloo Centre for Advanced Photovoltaic Devices and Systems (CAPDS) and is exploring options to pilot alternate technologies such as thin film PV systems. We will provide further information in this regard in a future progress update.

The Renewable Energy Initiative presents an opportunity for reinvesting generated electricity revenue into the Region’s environmental sustainability initiatives that will generate further environmental benefits. If revenue is reinvested in energy conservation through our ECO further reductions in Green House Gas (GHG) emissions as well as energy conservation will be achieved. Staff are proposing to report on recommendations for revenue generated under this initiative when approximately 75% of the PV systems have been installed and current estimates are verified with actual revenue figures. The estimated timeline for this report will be early to mid 2012. Any revenue generated until then will be placed in a holding account pending Council direction.

Staff will also present another status report in June of 2011 with information regarding OPA Contracts and applications, installed systems and the overall % of the 2.2MW target attained.

Conclusions:

Overall the Renewable Energy Initiative: Solar Photovoltaic is progressing well and as planned. Staff have been adapting well to challenges presented in this new and exciting opportunity. This Project will significantly reduce GHG emissions and from a financial perspective there remains an attractive return throughout the Project and after the 20 year Contract the Region will own a reliable source of clean electricity generation. Reinvesting revenue from this Project in energy conservation initiatives will further reduce GHG emissions and confirm the Regions commitment to reducing energy consumption and working towards environmental sustainability.

CORPORATE STRATEGIC PLAN:

Successful implementation of energy reduction programs and producing renewable sources of energy support the Corporate Strategic Plan in Strategic Focus Area 1- Environmental Sustainability: protect and enhance the environment. This initiative is a direct result of one of the key actions in Focus Area 1: Research and pilot alternate energy sources in Regional Facilities.

The OPA’s FIT program aligns naturally with the Region’s values of Innovation and Collaboration by setting the groundwork for innovative solutions to the Provinces electricity supply challenges and promoting collaboration between various stakeholders including local distribution companies, municipalities, the greater business community and the solar technology industry.

FINANCIAL IMPLICATIONS:

The capital project Renewable Energy Initiative: Solar Photovoltaic was approved for $16 million (Report CR-FM-10-012) to be funded 100% from debentures. This was in addition to $1.5 million approved in the 2009 Capital Program. MMAH has now conditionally approved a grant for $1.08 million which will lower debenture requirements and, therefore, interest costs. The project will be subject to PILS once the tax benefit of capital cost allowance is exhausted in 2027. The net 20 year impact of the grant and PILS is an increased cash flow of $201,000 to $4.774 million.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Finance and Legal staff have reviewed this report and their comments have been incorporated as

DOCS # 845502v3 Page 3 of 4 September 28, 2010 CR-FM-10-018 appropriate. Staff from all impacted program areas have been consulted in the evaluation of viable buildings.

ATTACHMENTS

Appendix A – OPA FIT Process Chart Appendix B – Revised Solar Photovoltaic Cashflow for term of 20 year contract.

PREPARED BY: Brian Bechtel, Corporate Energy Specialist

APPROVED BY: Gary Sosnoski, Commissioner, Corporate Resources

DOCS # 845502v3 Page 4 of 4 APPENDIX A

OPA PROCESS CHART

Application fee $0.50/kW (minimum of $500; maximum of $5,000) Application fee is non‐refundable

Contract Issued and

Signed

First completion and performance security Due within 10 days of contract offer $50/kW for solar PV projects Returned once project reaches commercial operation

Notice to Proceed Region applies for Notice To Proceed (Must be within 15 months of contract signing)

Second completion and performance security Due within 30 days of notice to $25/kW for solar PV projects proceed Returned when project reaches commercial operation

Region builds project Maximum 3 years from application

Commercial Operation Local Utility notifies OPA of Commercial Operation

OPA Monitoring of Performance updates to Council as Electricity Generation appropriate

847992 Appendix B Solar Photovoltaic Cash Flow $(000)s

Cumulative Operating costs Short term Debt Payment in Annual Cash Annual Cash Year Revenues (inflated) Interest costs Repayment Lieu of Taxes Flow Excess Flow Excess

2010 18 - 18 - - - - 2011 316 9 102 205 - 0 0 2012 1,128 32 131 854 - 111 111 2013 1,579 45 1,264 - 270 380 2014 1,579 46 1,264 - 269 649 2015 1,579 47 1,264 - 268 917 2016 1,579 48 1,264 - 267 1,183 2017 1,579 49 1,264 - 266 1,449 2018 1,579 50 1,264 - 265 1,714 2019 1,579 51 1,264 - 264 1,978 2020 1,579 52 1,264 - 263 2,240 2021 1,579 53 1,264 - 262 2,502 2022 1,579 54 1,264 - 261 2,763 2023 1,579 55 1,264 - 260 3,022 2024 1,579 56 1,264 - 258 3,281 2025 1,579 57 1,264 - 257 3,538 2026 1,579 59 1,264 - 256 3,794 2027 1,579 60 1,264 - 255 4,049 2028 1,579 61 1,264 180 74 4,123 2029 1,579 62 1,264 332 (79) 4,044 2030 1,579 63 1,264 346 (94) 3,949 2031 1,579 65 1,059 360 95 4,044 2032 1,579 66 410 373 730 4,774 Total 33,031 1,141 251 25,274 1,591 4,774

Assumptions 1) Expenditures $2.5M in 2010, $7.92M in 2011, $5.0M in 2012 2) Revenue based on fixed price contract 3) Operating costs indexed @ 2% per year 4) Infrastructure Stimulus Funding of $1.0 M in 2010, Housing Grant $1080K in 2011 5) Debenture @ 5.25%, 20 year term

DOCS_ADMIN-#851335-v1-CR-FM-10-018__APPENDIX_B.XLS Appendix B for CR-FM-10-012 Report: F-10-083 REGION OF WATERLOO

FINANCE DEPARTMENT Treasury Services Division

TO: Chair T. Galloway and Members of the Finance and Administration Committee

DATE: September 28, 2010 FILE CODE: F25-01

SUBJECT: GRANT REQUEST - CANADIAN CLAY AND GLASS GALLERY

RECOMMENDATION:

For Discussion

SUMMARY:

Representatives from the Canadian Clay and Glass Gallery attended Administration and Finance Committee on September 7th to request a one-time grant of $15,000. The request was referred to staff and this report addresses the request, provides background information on the Region’s provision of grants to galleries and identifies potential funding sources if Council was to support the request.

REPORT:

At the September 7, 2010 Administration and Finance Committee meeting, representatives from the Canadian Clay and Glass Gallery (CCGG) appeared as a delegation to request funding in the amount of $15,000 for the Gallery. The CCGG has experienced some funding challenges and its Sustainability Plan has shown a shortfall of $70,000. The City of Waterloo is providing a one-time grant of $51,000. The Region has been asked to provide one time funding of $15,000 which would be used for marketing programs. An amount of $10,000 would be used for a “Get the Word Out” regional marketing program and $5,000 would be used for a tourism marketing program through the Waterloo Region Tourism and Marketing Corporation (WRTMC). CCGG representatives advised that if the one-time funds were not provided by the Region, the marketing initiatives would not proceed. Committee referred the issue to staff to report back on the request.

Funding for Art Galleries

While the Region, in accordance with various policies, provides grants to voluntary community organizations, arts and culture groups and organizations that foster economic development, Region of Waterloo funding for galleries was essentially ended in 2000. As part of the 2000 grants review process, the Grants Committee acknowledged the inequity of Regional funding of local art galleries. At that time, the Region along with the Cities of Kitchener and Waterloo were providing funding for the K-W Art Gallery while only the City of Cambridge was providing funding for the Cambridge Art Gallery. The committee recommended that only the Cities of Kitchener and Waterloo fund the K-W Art Gallery (to be consistent with the City of Cambridge) and that Regional funding that would have been provided to the K-W Art Gallery be directed to the K-W Symphony. This recommendation provided a rationalization of funding for art galleries and a consistent approach between the Region and the area municipalities for funding these organizations.

Effective 2000, Regional funding that would have been provided to the gallery was transferred to the K-W Symphony. The Cities of Kitchener and Waterloo reduced their funding for the K-W

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September 28, 2010 Report: F-10-083

Symphony and increased their funding for the Art Gallery. Total municipal funding for the two organizations was unchanged and the Region ceased funding for galleries. Providing funding for the CCGG could set a precedent and result in requests for financial assistance from other galleries in the Region.

Current Funding For Arts and Culture

Over the past two years, the Region has increased its funding for Arts and Culture grants by $500,000. The 2010 budget includes $769,266 specifically for Arts and Culture grants. Of that amount, $100,000 has been provided to help support the operation of the “Creative Enterprise Enabling Organization” initiated by the Prosperity Council. This initiative recognizes the links between arts, culture, quality of life, community prosperity and sustaining a vibrant work force. Among other activities, the “enabling organization” will provide a range of services to enhance the long term sustainability of arts and culture organizations in the community.

Region of Waterloo Arts Fund

The Region also provides an annual funding to the Region of Waterloo Arts Fund which in turn provides grants to promote, encourage and provide support to art organizations and individuals who contribute to the arts and culture of this Region. Over the past several years (2004-2008), the Canadian Clay and Glass Gallery has received eight (8) grants totaling $57,500 from the Region of Waterloo Arts Fund.

Potential Funding Sources

Approved grants are typically funded from specific program areas within the operating budget. The 2010 budget for grants to Arts, Culture and Community Organizations ($1,062,000) has been fully expended as has the 2010 budget for Economic Development and Promotion Grants ($145,000). The operating budget contingency is an appropriate source of funding for one-time requests that can not be accommodated else where in the operating budget. To date, a total of $57,500 has been approved against the $50,000 operating budget contingency. Should Council decide to support the CCGG request, the operating budget contingency would be further overdrawn and the 2010 budget surplus reduced accordingly.

CORPORATE STRATEGIC PLAN:

Grants provided by the Region promote and enhance arts, culture and heritage and foster economic development as set out in Focus Area Two of the Strategic Plan.

FINANCIAL IMPLICATIONS:

As noted in the report under “Potential Funding Sources.”

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS: Nil

PREPARED BY: A. Hinchberger, Director of Financial Services, Treasury & Tax Policy

APPROVED BY: L. Ryan, Chief Financial Officer

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September 28, 2010 Report: F-10-083

851086 Page 3 of 3 Report: F-10-084 REGION OF WATERLOO

FINANCE DEPARTMENT Financial Services Division

TO: Chair T. Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: F11-30

SUBJECT: PERIODIC FINANCIAL REPORTING JANUARY – AUGUST 2010

RECOMMENDATION:

For Information

SUMMARY: Nil

REPORT:

Regional Council has passed the Financial Management By-law (By-law 05-008) to establish the financial management framework for the Region. The by-law requires that a report to Administration and Finance Committee be prepared periodically on the Budget to Actual variance in appropriations under the Operating and Capital Budgets. This report covers the eight months ended August 31, 2010.

For the first eight months of the year, the Region is reporting a surplus on operations before transfer from reserve funds of $4.1 million compared to a year-to-date budget of $250 million, or 1.69%. This current position assumes the over expenditure in Income Support programs of $2.8 million and is funded from the Tax Stabilization Reserve Fund (TSRF). Excluding the transfer from the TSRF, the Region’s financial position is a $1.3 million surplus (0.52%).

The year to date surplus is generated primarily from higher revenues in POA, Grand River Transit and Supplementary Taxes coupled with lower winter maintenance costs.

Explanations of all significant variances are provided in the notes below. The variances in all other programs are not significant and result mostly from timing differences experienced between budgeted and actual expenditures.

Staff will continue to monitor actual vs. budget expenditures and estimated revenues during the remainder of the year. Where any predicted over expenditures cannot be accommodated within the property tax budget, staff will report to Council recommending appropriate strategies to mitigate the situation. All variances will be reviewed during the 2011 budget process to assess whether sustainable budget adjustment changes are warranted.

Operating Budget

The attached Appendix A provides the net budget, net actual and dollar and percentage variance information for the 2010 Operating Budget appropriations. The budget for the period January – August 2010 has been calculated at 8/12 of the operating budget for the appropriation for the year. In some instances, where the program operation has a pronounced seasonality to the expenditure stream, adjustments have been made to the net budget amount. The net of all operating budget appropriations is the tax levy and this is set for the reporting period at the amount to balance the

850854 Page 1 of 5

September 28, 2010 Report: F-10-084 budget. In reporting actual expenditures and revenues, adjustments have been made to the accounts to reflect expected revenues and expenditures of a material nature which have not been recorded in the general ledger to August 31st.

Further detail is provided in the following notes:

Note 1 – Corporate Resources

The favourable variance relates to temporary staffing vacancies.

Note 2 – POA and Prosecution

POA revenues to August 31, 2010 exceed budget by approximately $711,000. The strong revenue position is the result of General Revenue of $442,000 and Red Light Camera of $327,000, partially offset by lower Collections Revenues of $59,000. General Revenue includes a significant number of one time large fine payments of approximately $190,000.

Note 3 – Planning and Community Services

Saving due to staff vacancies and other expenditure have resulted in a year to date under expenditure.

Note 4 – Transit

The GRT Operating surplus to the end of August is due primarily to ridership revenue which YTD is trending approximately 2.4% greater than planned. During the year it can be difficult to anticipate seasonal impacts on ridership revenue so it is not practical to project this trend to year end. Transit planning staff monitors route performance and ridership revenue on a monthly basis.

Note 5 – Transportation

The under expenditure is due to lower than expected winter maintenance costs from the Cities of Cambridge, Kitchener and Waterloo. In addition, the Region's direct winter maintenance costs are also under budget.

Note 6 – Airport

Airport's net positive variance is a result of under spending of salary, snow removal, security, customs and janitorial due to the cyclical nature of the expenses. Offsetting these savings is the termination of the Westjet Vancouver service effective September 8th.

Note 7 – Children’s Services

The current number of children receiving care in August is approximately 2,800 which is 381 more than the previous year’s monthly average of 2,419 children. To August, the budget is exceeded by $475,803 and is projected to be over budget by $800,000 by year end. As approved by Regional Council, intake for fee subsidy has stopped until caseload is reduced to approximately 2,700 children. For 2010, any over expenditure will be funded on a one time basis from the Best Start unconditional grant.

850854 Page 2 of 5

September 28, 2010 Report: F-10-084

Note 8 - Income Support Programs

Income Support Programs are over budget due to the current economic conditions impacting the Ontario Works caseload. At the end of August, caseload was 8,556 cases vs. a budgeted caseload of 6,400 cases, a variance 2,156 cases. To the end of August, expenditures for Ontario Works payments and benefits exceed the budget by $2.8 million.

Based on the current caseload, three illustrations have been prepared to year end 2010 to determine the ability of the Tax Stabilization Reserve Fund to fund Ontario Works over expenditures. The first projects a decline in the caseload during the last four months of 2010 (optimistic). The second projects no change from the August caseload of 8,556 cases (realistic). The final projection assumes caseload growth to 9,000 cases by the end of 2010 (pessimistic). The results of these scenarios are summarized in the following table. In each case, the projected over expenditure will be financed by the Tax Stabilization Reserve Fund.

Optimistic Realistic Pessimistic 2010 Impact One Two Three 2010 Budgeted Monthly Caseload 6,400 6,400 6,400 December 2010 Caseload 8,300 8,556 9,000

Net Regional Contribution $14,304,664 $14,802,482 $14,962,134 Approved Budget $10,122,253 $10,122,253 $10,122,253 Deficit ($4,182,411) ($4,680,229) ($4,839,881) TSRF - Opening Balance $5,898,082 $5,898,082 $5,898,082

TSRF - Ending Balance $1,715,671 $1,217,853 $1,058,201

It is likely that the 2010 Ontario Works budget will be exceeded by $4.2 to $4.8 million (net Regional contribution) by year end. Any shortfall in the Ontario Works budget will be funded by the Tax Stabilization Reserve Fund. The 2010 surplus will replenish the TSRF. In addition, the planned repayment of $2.5 million in 2011 from uploading savings will increase the balance in the TSRF to fund future budget impacts.

Projecting these scenarios to 2011, there would be sufficient funding in the Tax Stabilization Reserve Fund to fund anticipated Ontario Works over expenditures. Further information on the Ontario Works caseload and expenditures will be presented during the 2011 budget process.

Note 9 – Other Financial

Net interest income is less than budget due to continued low interest rates and higher than expected expenditures in the first few months of the year. The budget provision for net interest income is being reviewed for potential adjustments for 2011 and subsequent years.

Note 10 – Police Services

The net actual expenditure for Police Services are reported as equal to budget as the Police Services Board reviews the Police Services budget and actual financial information independently.

Note 11 – Supplementary Taxes

Three (3) supplementary tax runs were scheduled for 2010. The first run was completed earlier this

850854 Page 3 of 5

September 28, 2010 Report: F-10-084 year. The second run was done in August however data from that run is not yet finalized. The third and final supplementary tax run is scheduled for October. Based on information available, supplementary taxes are expected to exceed the annual budget by $2.0 million and two-thirds of this amount is recognized at August 31st.

User Rates

Appendix A also includes the results of operations for the user rate budgets for the eight months ending August 31, 2010. User rate budgets which are set during the budget process include estimated revenues from user rates and budgeted expenditures. The balancing figure (expected revenues less budgeted expenditures) is the transfer to/from the specific user rate reserve fund.

Note 12 – Water Supply

Water revenues are lower than expected by 5% resulting from decreased consumption. Expenditures for chemicals are lower as a result and delays in some capital projects have kept plants offline for a longer than expected time frame leading to lower operating costs.

Note 13 – Wastewater Treatment

Volumes and revenues for wastewater are lower than expected by 7%, partially due to dry winter and spring conditions. Expenses are less than expected as a result of these volume changes.

Note 14 – Waste Management (Tipping Fees)

Market prices for recyclables continue to strengthen to near historic levels. It is anticipated that the year-end budget for blue box revenue will be met. Tipping fee revenue from the ICI sector is currently running $150,000 per month below budget. Loss of manufacturing is the main reason for this continuing trend from 2009. Staff will monitor ICI tonnage closely over the next reporting period and will determine whether any savings can be realized to offset this shortfall.

Capital Budget

All capital projects are expected to be completed within budget and any capital projects which required approval for increases in funding were reported to Council at the time of tender approval. It is expected that the capital budget will be under spent at year end, but no projections of that under spending have been prepared at this time. Capital projects begin later in the year and do not have a straight line expenditure pattern similar to operating expenditures. The payment and recording of these expenditures often occurs up to 60 days after the expenditure is incurred as a result of the inspection of capital work performed and approvals required within departments.

CORPORATE STRATEGIC PLAN:

The financial reporting process supports the Strategic Plan Focus Area 6 – Services Excellence: Foster a culture of citizen/customer service that is responsive to community needs.

FINANCIAL IMPLICATIONS:

Staff will continue to monitor the budget to actual results on a month by month basis and report to Council on any predicted over expenditures during the coming months. As per Regional policy, the tax supported annual operating surplus is transferred to the Operating Budget ($600,000), Roads Rehabilitation Reserve Fund ($500,000) and the balance to the Tax Stabilization Reserve Fund.

850854 Page 4 of 5

September 28, 2010 Report: F-10-084

The 2010 surplus will assist greatly with funding future OW caseload over expenditures through the Tax Stabilization Reserve Fund. OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

All departments reviewed the financial information for the reporting period and provided input to Finance for inclusion in this report.

ATTACHMENTS:

Appendix A – Operating Budget – Program Appropriations and User Rates Operating Results

PREPARED BY: L. Parent, Manager of Financial Services

APPROVED BY: L. Ryan, Chief Financial Officer

850854 Page 5 of 5 THE REGIONAL MUNICIPALITY OF WATERLOO Appendix A Actual vs. Budget by Appropriation As of August 31, 2010 Y-T-D 31-Aug-10 Budget Actual Variance % Variance Note PROPERTY TAX SUPPORTED BUDGETS

General Support Corporate Resources $10,582,832 $10,343,652 $239,180 2.26% 1 POA and Prosecution (2,447,624) (3,177,142) 729,518 29.81% 2 Total Corporate Resources $8,135,208 $7,166,510 $968,698 11.91% Elected Offices 942,536 935,242 7,294 0.77% Chief Administrative Officer 940,840 910,786 30,054 3.19% Finance 3,055,392 3,001,645 53,747 1.76% Human Resources 2,320,760 2,332,627 (11,867) (0.51%) Total General Support $15,394,736 $14,346,809 $1,047,927 6.81%

Planning and Community Services Planning & Community Services $3,472,080 $3,317,884 $154,196 4.44% 3 Housing 21,032,460 21,032,460 - 0.00% Heritage Services 3,380,256 3,355,917 24,339 0.72% Total Planning, Housing and Community Services $27,884,796 $27,706,261 $178,535 0.64%

Transportation and Environmental Services Design and Construction $12,720 $7,610 $5,110 40.17% Waste Collection 14,985,704 14,987,447 (1,743) (0.01%) Transit 30,245,457 29,954,789 290,668 0.96% 4 Engineering / Planning Admin and Construction 16,566,792 16,633,323 (66,531) (0.40%) Transportation 12,362,688 11,150,645 1,212,043 9.80% 5 Airport 3,942,336 3,792,399 149,937 3.80% 6 Total Transportation and Environmental Services $78,115,697 $76,526,214 $1,589,483 2.03%

Social Services Social Planning $2,400,584 $2,367,800 $32,784 1.37% Seniors' Services 4,575,888 4,544,164 31,724 0.69% Children's Services 4,946,416 4,946,416 0 0.00% 7 Ontario Works Administration 8,857,712 8,761,125 96,587 1.09% Income Support Programs 12,912,584 15,578,445 (2,665,861) (20.65%) 8 Benefits and Social Assistance 1,335,984 1,437,012 (101,028) (7.56%) 8 Transfer from Tax Stabilization Reserve Fund - (2,835,467) 2,835,467 0.00% 8 Total Social Services $35,029,168 $34,799,495 $229,673 0.66%

Public Health Public Health $4,431,824 $4,394,211 $37,613 0.85% Emergency Medical Services 5,777,032 5,713,362 63,670 1.10% Total Public Health $10,208,856 $10,107,573 $101,283 0.99%

Other Financial $1,458,362 $1,791,695 ($333,333) (22.86%) 9 Gapping (975,333) (975,333) 0 0.00% Associated Agencies 4,972,080 4,972,080 0 0.00% Crime Prevention Council 381,248 378,789 2,459 0.64% Arts and Culture and Community Organizations 1,291,336 1,291,336 0 0.00%

Total Direct Regional $173,760,946 $170,944,919 $2,816,027 1.62%

Police $75,626,368 $75,626,368 $0 0.00% 10

Net Before Tax Revenue $249,387,314 $246,571,286 $2,816,027 1.13%

Tax Revenue Tax Revenue $245,595,109 $245,595,109 $0 0.00% Supplementary Taxes 533,333 1,866,666 1,333,333 250.00% 11 Appropriations From Reserves and Reserve Funds 400,000 400,000 0 0.00% Payments in Lieu 2,858,872 2,858,872 0 0.00% Total Tax Revenue $249,387,314 $250,720,647 $1,333,333 53.46%

Net Regional Levy $0 $4,149,361 $4,149,360 1.69%

Finance #852455v1 Printed 11:12 AM 24/09/2010 THE REGIONAL MUNICIPALITY OF WATERLOO Appendix A Actual vs. Budget by Appropriation As of August 31, 2010 Y-T-D 31-Aug-10 Budget Actual Variance % Variance Note

USER RATE SUPPORTED BUDGETS

WATER SUPPLY Expenses $22,481,856 $22,039,575 $442,281 1.97% Revenues 28,867,576 28,564,664 (302,912) (1.05%) Contribution to Capital 6,385,720 6,385,720 0 0.00% Total $0 ($139,369) $139,369 0.48% 12

WASTE WATER TREATMENT Expenses $18,047,968 $17,023,624 $1,024,344 5.68% Revenues 29,492,520 29,392,104 (100,416) (0.34%) Contribution to Capital 11,444,552 11,444,552 0 0.00% Total $0 ($923,928) $923,928 3.13% 13

WASTE MANAGEMENT Expenses $17,622,048 $17,028,592 $593,456 3.37% Revenues 17,627,328 16,423,806 (1,203,522) (6.83%) Contribution to Capital 5,280 5,280 0 0.00% Total $0 $610,066 ($610,066) (3.46%) 14

Finance #852455v1 Printed 11:12 AM 24/09/2010 Report: F-10-085 REGION OF WATERLOO

FINANCE DEPARTMENT Procurement & Supply Services Division

TO: Chair T. Galloway and Members of Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: F18-30

SUBJECT: QUARTERLY SUMMARY OF TENDERS/PROPOSALS APPROVED BY THE CHIEF ADMINSTRATIVE OFFICER

RECOMMENDATION:

For information

SUMMARY: Nil

REPORT:

The updated Purchasing By-law which came into effect July 2010 requires that administrative awards for Request for Proposals (RFP’s) and tenders between $100,000 and $500,000 must be reported to Administration and Finance Committee. As a result of the new by-law, consultant awards of between $100,000 and $300,000 are to be reported as well. Administrative awards for tenders can occur if three criteria are met. These criteria include a minimum of three bids received, awarded to the lowest bidder and the amount of the bid is within budget. For RFP’s and consultant awards, the three criteria are a minimum of three bids received, awarded to the highest score and the bid is within budget. See Appendix 1 for details of the awards made by staff from April 1, 2010 through August 31, 2010. As required by the by-law, a quarterly summary report will be submitted to Administration and Finance Committee outlining all tenders and proposals awarded by staff. This revised tender/proposal award process has resulted in a more efficient and timely procurement process.

CORPORATE STRATEGIC PLAN:

Supports and meets the objectives of Focus Area 6 “Service Excellence – foster a culture of citizen/customer service that is responsive to community needs, by ensuring a fair and open tender process and that all interested suppliers have an equal opportunity to bid on Regional projects.

FINANCIAL IMPLICATIONS: Nil

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS: Appendix 1

PREPARED BY: C. Whitlock, Director, Procurement & Supply Services

APPROVED BY: L. Ryan, Chief Financial Officer

851956 Page 1 of 1 APPENDIX 1

TENDER NUMBER DESCRIPTION AWARDED COST OF LIST OF BIDDERS BID PRICE BUDGET COMMENTS & NAME AWARD ¹

T2010-109 Supply of Toilets To supply 2000 Toilets Emco Corporation $293,800.00 Emco Corporation $293,800.00 Total Budget of Approved for Energy Projects as part of the ROW Marks Supply $309,620.00 $2,500,000 April 7, 2010 Energy Project for Social Desco Plumbing $320,920.00 Housing Renovation and Wolseley Canada $429,660.00 Retrofit Program (SHRRP)

T2010-111 Carpet The work of this contract Cooksville Interiors $103,300.00 Cooksville Interiors $103,300.00 Total Budget of Approved Replacement at 99 Regina St is to replace carpet as Decortile Ltd. $111,455.00 $150,000 April 27, 2010 part of the 2010 capital ISO Installation $149,505.07 maintenance plan for 99 Regina St.

P2010-23 Storm Sewer To supply all labour, Benko Sewer Services $347,872.15 Benko Sewer Services $347,872.15 Total Budget of Approved Flushing & Catch Basin materials and equipment Diamond Jett Plumbing $618,770.00 $600,000 May 10, 2010 Cleaning necessary for the Veolia ES Canada flushing of the catch Industrial Services Inc. $901,790.00 basin

T2010-110 OPS Flat Roof The work of this contract Alliance & Sheet Metal $189,000.00 Alliance Roofing & $198,450.00 Total Budget of Approved Replacement – Phase 2 at is to replace the final Ltd. Sheet Metal Ltd. $300,000 May 13, 2010 Regional Operational Centre, phase of the OPS Flat Nortex Roofing Ltd. $253,575.00 100 Maple Grove Road, Roof Replacement – Palmer Roofing $254,245.95 Cambridge Phase 2 at Regional Crawford Roofing $261,408.00 Operations Centre, Nedlaw Roofing $273,082.95 Conestoga Roofing $274,874.25 Eileen Roofing Inc. $295,050.00 Roque Roofing Inc. $299,250.00 Flynn Canada Ltd. $311,208.42

851999 ¹ Includes GST/HST rebate. F-10-085

TENDER NUMBER DESCRIPTION AWARDED COST OF LIST OF BIDDERS BID PRICE BUDGET COMMENTS & NAME AWARD ¹

T2010-020 Landscape The work of this contract Moser Landscape Group $238,345.73 Moser Landscape $238,345.73 Total Budget of Approved Planting on Queen Street, Erb is generally focused on Inc. Twin-City Interloc Inc. $269,010.80 $360,000 May 26, 2010 Street, Waterloo Street, the planting of trees Irwing Foster Inc. $339,340.25 Pinebush Road/Thompson Drive Roundabout and George Street in the cities of Kitchener, Waterloo, Cambridge and the Township of Wilmot

P2010-37 2010 Geotechnical The ROW requires a AMEC Earth & $115,327.00 AMEC Earth & $115,327.00 Total Budget of Approved Investigation Program 2010 Geotechnical Environmental LVM Inc. $122,922.60 $136,000 June 16, 2010 Investigation Program to Golder Associates Ltd. $143,668.00 be conducted on approx. Peto MacCallum Ltd. $192,504.00 21,870 metres of Regional road sections identified for rehabilitation in the 2010 Transportation Capital Program.

T2010- 20 Supply of To supply a chlorine Advanced Air Solutions $224,668.08 Advanced Air Solution $224,668.08 Total Budget of Approved Emergency Chlorine Scrubber scrubber at the Ltd. ENV Treatment $266,142.50 $400,000 July 9, 2010 for Mannheim WTP Mannheim WTP Metcon Sales $321,119.40

Q2010-1141 Refrigerator To supply and install Boshart Electric Limited $120,583.00 Bashart Electric Ltd $136,258.79 Total Budget of Approved Replacements at various refrigerators TA Appliance Inc. $143,876.12 $177,000 July 16, 2010 housing properties City Applicances $152,748.88

T2010-128 Masonry Repair To repair masonry and Tower Restoration Ltd. $122,430.00 Tower Restoration Ltd. $138,345.90 Total Budget of Approved and Siding at 84 Wilson Ave., re-point mortar from KIB Building $198,880.00 $160,000 July 16, 2010 Kitchener bottom to top of building Triumph Sheet Metal $238,387.51 Brook Restoration Ltd. $278,432.00

851999 ¹ Includes GST/HST rebate. F-10-085

TENDER NUMBER DESCRIPTION AWARDED COST OF LIST OF BIDDERS BID PRICE BUDGET COMMENTS & NAME AWARD ¹

T2010-133 Charles St. Transit To replace flat roof and Shear Metal Products $150,701.77 Shear Metal Products $170,293.00 Total Budget of Approved Terminal – Pod and Skywalk retrofit the existing Aveiro Constructors $198,043.80 $360,000 July 21, 2010 Roof Areas and Siding curved metal roofs on the Conestoga Roofing $200,417.93 pod and skywalk walkways

P2010-05 Adult Incontinence To supply and manage Medical Mart Supplies $158,464.30 Canadian Clinical $112,356.82 Total Budget of Approved Products incontinence products for Quality Life Services $146,098.27 $175,000 July 28, 2010 Sunnyside Home Medical Mart $158,464.30 residents Futuremed Healthcare $184,229.49 Source Medical $184,435.30

P2010-15 General Medical To supply general Futuremed Health Care $128,175.46 Medical Mart Supplies $125,590.00 Total Budget of Approved Supplies Medical supplies for Products Futuremed Health $128,175.46 $292,109 July 28, 2010 Sunnyside Home and Source Medical $247,568.70 Public Health Bowers Medical Supply $400,369.54

P2010-46 Detailed Design & To provide detailed AECOM $226,790.00 MTE Consultants Inc. $195,625.00 Total Budget of Approved Services During Construction design and construction AECOM $226,790.00 $500,000 Aug. 15, 2010 for Pumping Station 2 administration services Conestoga Rovers $289,037.00 Replacement at the Waterloo for the Pumping Station 2 Landfill Site

Q2010-1142 Window To replace existing Bowie Contracting Ltd. $133,388.00 Bowie Contracting Ltd. $150,728.44 Total Budget of Approved Replacement at 150 Main St. windows on the 2nd floor Gold Star Development $169,521.47 $465,000 Aug. 23, 2010 Cambridge and partial ground floor Stracor Inc. $215,536.20 areas

T2010-134 Collection of To provide the service for Waste Management of $301,880.00 Waste Management $301,880.00 Total Operating Approved Organic Waste Carts collection of organic Canada Corporation BFI Canada Inc. $424,834.80 Budget of Aug. 23, 2010 waste from select IC& I Wasteco $429,000.00 $3,196,893 locations across the Plein Disposal Inc. $616,200.00 Region and transfer to the Regional landfill sites

851999 ¹ Includes GST/HST rebate. F-10-085 Report: F-10-086 REGION OF WATERLOO

FINANCE DEPARTMENT Procurement & Supply Services

TO: Chair T. Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: F18-01

SUBJECT: METROLINX INVENTORY SUPPLIER

RECOMMENDATION:

AND FURTHER THAT The Regional Municipality of Waterloo authorize the Director, Procurement & Supply Services to perform any action, and provide any required recommendations, instructions and approvals to complete the procurement process within the scope of the said agreement, to appoint a designate to act in his or her absence or unavailability and to exercise any other rights in regard to the said agreement, pursuant to Report F-10-086, dated September 28, 2010.

SUMMARY:

Nine municipal partners along with GO Transit are participating in a joint program for the procurement of bus parts. This project is being facilitated by Metrolinx. Due to the large buying power of this group, it is estimated that savings to the Region could be in the range of 10% annually for the purchase of bus parts. These savings are expected to materialize beginning in 2012.

REPORT:

Background and Intent

Metrolinx is a provincial government agency (formerly known as the Greater Toronto Transportation Authority) that oversees the development of public transportation within southern Ontario. Metrolinx has been working with Ontario municipal transit operations to jointly develop detailed requirements for Transit Inventory Management Services (TIMS) that can be used for joint bus parts procurement.

Ontario municipal transit systems are faced with competing demands for limited resources and are looking for ways to reduce costs. In addition, the sourcing and stocking of required inventory can sometimes be challenging. Lack of timely availability of parts can result in extended downtime for buses leading to loss of revenue hours as well as lower maintenance productivity.

Metrolinx, along with the participating municipalities and GO Transit, realize the potential financial benefits associated with the joint procurement and inventory management of bus parts. Metrolinx, on behalf of the participating agencies, will issue a Request for Proposal (RFP). The evaluation of the RFP will be the responsibility of the participating agencies. The award for the bus parts supply agreement will be with a single supplier, who will have negotiated contracts with many suppliers

851935 Page 1 of 4

September 28, 2010 Report: F-10-086 which will include an expanded supplier base.

The Municipalities of Brampton, Burlington, Durham Region, Hamilton, Mississauga, Oakville, Waterloo Region, and York Region and London Transit Commission and GO Transit have indicated their interest to participate in the joint Transit Inventory Management Services to commence in 2011 for a three year term, with two consecutive one (1) year options, under the issuance of an RFP through Metrolinx.

The above ten participating transit properties, hereafter referred to as “Purchasers” possess a diverse fleet of approximately 2,307 conventional transit buses consisting of twenty two different transit bus models with a wide variety of sub-components such as transmissions. The size of fleet ranges from 53 buses in Burlington to 409 buses in Mississauga with an overall average fleet size of 230 buses.

Grand River Transit fleet consists of a total of 220 conventional buses and 32 MobilityPLUS vehicles, consisting of 11 different bus models, purchased from 3 different manufacturers. During fiscal year 2009, over 4,072 purchase orders were issued for 8,446 parts quantities. These parts were purchased from over 90 vendors and charged out to over 39,000 line items on work orders in support of the parts and equipment required by GRT. The annual expenditures for all bus part purchases is approximately $4,100,000.

In the latter part of 2009, the Region met with other interested municipalities and Metrolinx to review the concept of joint procurement and to jointly develop detailed requirements for Transit Inventory Management Services that can be used for this procurement.

This is the first time that Procurement & Supply Services will participate in this type of external parts contract, headed by Metrolinx. Although the Region is a member of the local purchasing cooperative, this contract will be the first of its kind in bringing together the major transit services in southern Ontario in the formation of and participation in this Agreement. The Purchasing By-law under section 24 allows for the cooperative purchasing agreements with other government organizations.

The benefits associated with this type of joint procurement for the Region of Waterloo are:

• Reduce overall costs in procurement through economies of scale for inventory and materials management by improving operational efficiencies (e.g., less time spent searching for and pricing of inventory purchases);

• Improve management and control of inventory;

• Increase availability of just-in-time inventory to yield improved productivity of maintenance staff and less downtime for revenue vehicles;

• Reduce inventory risks (i.e. obsolete Inventory and Inventory shrinkage) and repetitive operational costs;

• Increase availability of inventory to cover demand fluctuation through the pooling of inventory; and

• Lower purchase order costs through, for example consolidated monthly billing.

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September 28, 2010 Report: F-10-086

• Increasing staff productivity by reducing the number of bids, blanket and standard orders issued. It reduces expediting and follow-up time. It streamlines the order process by issuing purchase orders from a reorder report to one supplier. It streamlines the pay process as there will be one monthly billing from one supplier. It reduces the performance and negotiation levels from multiply suppliers to one supply.

Scope of and Deliverables and Services

The proposed contract includes procurement services along with professional inventory management services. The deliverables to be provided to individual purchasers can include all or some of the following services relating to inventory: procurement, delivery, tracking, and Inventory Management and staffing necessary to operate an efficient and effective inventory operation that spans all hours of operation of the Purchasers’ transit maintenance facilities.

The Supplier will be responsible for the procurement of all supply parts for all Purchasers. The type of supply parts and established inventory to be provided to each Purchaser will be determined by each Purchaser at the outset of the contract. Certain types of Inventory may be excluded, for example, parts rebuilt by the Purchaser. Furthermore, Purchasers reserve the right to purchase Inventory from other suppliers when the Supplier is unable to provide to satisfy the Performance Requirements; certain Inventory is considered to be critical to service and repair vehicles and equipment during emergency situations; for product testing purposes.

Impact of Implementation

As identified above during fiscal year 2009, over 8,400 part quantities were purchased from approximately 90 vendors. The major parts vendors are located in Quebec and Manitoba. There are also a number of local (Ontario) smaller trades that form part of the GRT supply chain.

Savings to the Region could be in the range of 10% annually. Based on 2009 parts expenditure of $4,077,105, the potential estimated parts costs reduction based on the current fleet could be up to the range of $400,000. These savings are expected to begin in 2012.

GRT monitors on a weekly basis parts service levels. In 2008, GRT determined that vehicle and equipment “down time” was to be no less than 5 buses or no more than 2% of the bus fleet to be out of service waiting for parts, regardless if the part was an inventory item or a non-inventory item. Procurement and Supply Services have maintained and exceeds this mandate weekly. This performance requirement and indicator has been adopted by Metrolinx.

Other performance indicators that the supplier will be required to meet are:

• Parts supply must be delivered within 24 hours after an order has been placed. Failure to meet this requirement may result in liquidated damages.

It is important to note that the Region has the ability to opt out of the Agreement once the RFP has been evaluated. Should the anticipated benefits not materialize; the Region will not proceed with this initiative.

Under this Agreement both Procurement and Supply Services along with GRT will continually evaluate the cost effectiveness and savings of bus parts, impacts on cost, impact on inventory turn over rates. Once the program savings are realized, we can potentially expand this program to the Region’s Fleet Services.

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September 28, 2010 Report: F-10-086

CORPORATE STRATEGIC PLAN:

Under the 2007-2010 Strategic Focus 6.3: Strengthen and enhance partnerships with area municipalities, community stakeholders and other orders of government. FINANCIAL IMPLICATIONS:

This report has outlined potential efficiencies and significant potential cost savings (approximately $400,000). These are consistent with the procurement goals and GRT goals. It is staff’s recommendation that we enter into an Agreement with Metrolinx (up to 5 years). Ongoing monitoring cost savings and efficiencies will allow staff to continue to evaluate the renewal or expansion of this Agreement.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Legal Services and Transportation and Environmental Services staff has been consulted on the preparation of this report.

ATTACHMENTS: Nil

PREPARED BY: C. Whitlock, Director, Procurement & Supply Services

APPROVED BY: L. Ryan, Chief Financial Officer

851935 Page 4 of 4 Report: F-10-087 REGION OF WATERLOO

FINANCE DEPARTMENT Financial Services and Development Financing

TO: Chair T. Galloway and Members of the Administration and Finance Committee

DATE: September 28, 2010 FILE CODE: F01-80

SUBJECT: WATER AND WASTEWATER BILLING – TOWNSHIP OF NORTH DUMFRIES

RECOMMENDATION:

For Information

SUMMARY: Nil

REPORT:

The Region assumed the ownership and billing functions for the water distribution and sewage collection systems within the Townships of North Dumfries and Wellesley in 2005. As part of this transfer, the Region continued the administrative arrangements for billing customers which were in place in each of the Townships. The Township of Wellesley continued to provide meter reading and customer service functions through the township staff for customers of the water system in Wellesley. The Region entered into a successor contract with the Cambridge and North Dumfries Hydro (CNDH) to continue to provide meter reading and customer service functions for customers of the water system in North Dumfries (and CNDH continued to provide a similar service for the City of Cambridge). In North Dumfries, the water/wastewater billing was included on the electric bill. In fall 2009, CNDH advised both the City and the Region that it would no longer provide this service for either of the municipalities effective September 30, 2010.

Regional staff met with CNDH staff to review the transition plan and then approached Township of North Dumfries staff to determine if they were interested in setting up arrangements for meter reading and customer service functions for the customers in North Dumfries. Township staff indicated that they were unable to take on these activities. Region staff considered other options including complete outsourcing of the meter reading and customer service functions and providing the services through Regional staff. Preliminary enquiries were made with the other municipalities in the Region to determine how this service is provided in each municipality. Most municipalities engage a meter reading company to provide this service and then use software from a third party and municipal staff for the billing and customer service functions.

Regional staff currently provides similar billing and customer service functions through specialized software for billing aircraft landings at ROWIA, landfill fees at the Waste Management site, false alarms for WRPS, day care for the Day Care Centres, tenants at housing locations and other services that the Region provides. While other options were considered, it was decided that the most effective solution would be for the Region to provide the water/wastewater billing services using specialized water billing software.

Meter Reading Services and Billing and Customer Service Software

The Region issued separate proposal calls for meter reading services and for billing software and customer services. The area municipalities were advised of these proposal calls as well. One

852768 Page 1 of 3 September 28, 2010 Report: F-10-087 proposal was received for meter reading services and the company bidding (Olameter) is the current provider of service to CNDH and other municipalities in the Region, including now the City of Cambridge. The Region engaged Olameter Inc. to provide these services for the customers in North Dumfries at an annual cost of approximately $8,000 plus applicable taxes. Three proposals were received for the provision of software and/or customer services and the proposal which received the highest score was Vailtech Inc. which is the provider of specialized tax and water billing software for both the cities of Waterloo and Cambridge. The Region engaged Vailtech Inc for the provision of the software for water billing at a project cost of approximately $66,000 plus applicable taxes.

Finance and Water Services staff has been working to ensure an effective transition of the water/wastewater meter reading, billing and customer service functions. CNDH and Township staff has assisted in the transition planning.

Communications

CNDH has advised all the customers in the township of the impending changes through inserts in the water/electric bill. The Region has been contacting the customers directly through the following activities:

- Advertisements – ads have been placed in the Ayr News starting in August advising of the change and phone numbers and website address for customers to obtain more information.

- Website – Water Services set up a website at www.region.waterloo.on.ca/ND with information and Frequently Asked Questions (FAQ) to assist customers with more detailed information.

- Letter – a letter was sent to each of the Region’s customers in North Dumfries advising of the change in billing, information regarding the ending of their pre-authorized payment (PAP) plan with CNDH and forms and instructions to establish pre-authorized payment for their water bill with the Region. Customer service staff in Accounts Receivable in Finance were identified as the contact for questions and have been responding to many inquiries from residents.

- Copies of the letter and enrolment forms for PAP have been provided to the Township and CNDH staff for walk-in customers who may request them.

Implementation of the Billing System and Transfer from CNDH

Vailtech and the Region are currently implementing the water/wastewater billing software for use by Regional staff. This implementation process has been streamlined as the City of Cambridge is currently implementing the same software for their water billing processes. CNDH staff has provided conversion files for all customers with information on customer names, addresses, previous bills, meter serial numbers and locations and other required information to set up the system.

Olameter and the Region have been implementing the meter reading process which includes the transfer of the current meter reader routes from CNDH (who previously used Olameter for reading both water and electric meters) and then reviewing these routes to establish the new water routes as not all customers have both electric and water services provided to the property.

Policies

852768 Page 2 of 3 September 28, 2010 Report: F-10-087

The Region continued all the business practices and policies of the former water systems in each of the townships after the transfer in 2005. The policies in place in North Dumfries were applicable to both water and electric services to the property and Regional staff identified during the transition from CNDH that some of these policies are not consistent with those in place in Wellesley. Regional staff is undertaking a review of all policies related to water/wastewater services and will be bringing forward recommendations for consideration by Regional Council to harmonize the practices and policies in early 2011.

Regional staff anticipates a smooth transition from Cambridge and North Dumfries Hydro to the Region for the water/wastewater billing and customer service functions on September 30, 2010.

CORPORATE STRATEGIC PLAN:

Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs.

FINANCIAL IMPLICATIONS:

The costs of providing meter reading, billing and customer service functions are included in the annual operating budgets for the Retail Water and Wastewater Programs in the Water Services Division of Transportation and Environmental Services. Funds for the acquisition of software in the amount of $66,000 were provided through capital projects in the 2010 capital budget approved for corporate financial software.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil

ATTACHMENTS: Nil

PREPARED BY: C. Barrett, Director, Financial Services and Development Financing

APPROVED BY: L. Ryan, Chief Financial Officer

852768 Page 3 of 3 COUNCIL ENQUIRIES AND REQUESTS FOR INFORMATION ADMINISTRATION AND FINANCE COMMITTEE Meeting date Requestor Request Assigned Department Anticipated Response Date Approach Bell Canada to conduct an economic analysis into the establishment of the local calling area 04-Dec-07 Committee and report back to Committee. CR-Information Technology TBA

Budget Comparison of reserves, expenditures and debt-per- 09-Dec-09 Committee capita between Region and comparator municipalities Finance Fall 2010 Review current funding for the tax increment grant 08-Jun-10 A&F program, with full range of funding options. Finance Fall 2010

Report on a policy related to development charge grants, exemptions and deferral requests, to include 26-Jan-10 Committee past history/practice, implications, and options. Finance Jan-2011 04-Mar-08 P&W Best Value Bidding Finance/Purchasing Jan-2011 MEDIA RELEASE: Friday, September 24, 2010, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE AGENDA

Tuesday, September 28, 2010 11:30 a.m. (Time is approximate, following Administration and Finance) Region Council Chamber 150 Frederick Street, Kitchener, Ontario

1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

2. DELEGATIONS

3. REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES

COMMUNITY PLANNING a) P-10-071, Monthly Report of Development Activity for August 2010 1 b) P-10-072, Five-Year Review of Provincial Policy Statement 6 c) P-10-075, Proposed Alternative to the Standard Regional Emergency Access 13 Condition for Plan of Subdivision 30T-08101 Located on Cheese Factory Road in the City of Cambridge (Sunvest Development Corp.)

COMMUNITY SERVICES d) P-10-073, Building Permit Activity, January to June 2010 17

REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES

WATER SERVICES e) E-10-082, Comments on Draft Proposed Grand River Assessment Report 23 f) E-10-086, Hidden Valley High Lift Pumping Station Emergency Mechanical Repairs 34 g) E-10-087, Phase 2 of the Erb Street Water Supply System Study – Consultant 37 Services Award

4. INFORMATION/CORRESPONDENCE a) Letter of Appreciation 42

5. OTHER BUSINESS a) Council Enquiries and Requests for Information Tracking List 43

7. NEXT MEETING – November 16, 2010, 1:00 P.M./TBD

8. ADJOURN

PW Agenda - 2 - September 28, 2010

NEXT MEETINGS

Date Time Description Location Water Efficiency Advisory Committee Sept. 29, 2010 3:00 p.m. Water Efficiency Advisory Room 218, Regional Committee Administration Building, 150 Frederick Street, Kitchener Transportation and Environmental Services November 25, 2010 5:30 p.m. Bridge Street Improvements, Bridgeport Public Bloomingdale Road to School, 59 Bridge Kitchener/Woolwich Boundary Street West, Kitchener – Public Consultation Planning and Works Committee Tues., Oct. 12, 2010 CANCELLED Planning and Works Committee

Tues., Nov. 16, 2010 1:00 p.m./ Planning and Works Council Chamber TBD Committee 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario

*Document Number : 826027 Report: P-10-071 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: D18-01

SUBJECT: MONTHLY REPORT OF DEVELOPMENT ACTIVITY FOR AUGUST 2010

RECOMMENDATION:

THAT the Region of Waterloo accept P-10-071, Monthly Report of Development Activity for August 2010, dated September 28, 2010.

SUMMARY:

In accordance with the Regional By-law 01-028, as amended, the Commissioner of Planning, Housing and Community Services has:

1. Accepted the following plans of condominium; 2. Draft approved the following plans of subdivision; 3. Modified the following plans of subdivision and plans of condominium; 4. Released for registration the following plans of subdivision and plans of condominium; and 5. Approved the following official plan amendment.

REPORT:

City of Cambridge

1. Plan of Condominium Application 30CDM-10106 Date Accepted: August 27, 2010 Applicant: Preston Meadows Developments Ltd. Location: 505, 535 and 565 Margaret Street Proposal: To permit the development of 82 townhouse units, 61 apartment units geared towards affordable housing and 56 apartment units. Processing Fee: Paid July 21, 2010

2. Draft Approval of Plan of Subdivision 30T-07104 Applicant: Cook Homes Limited Location: Bismark Drive Proposal: To permit the development of 29 single detached units. Processing Fee: Paid August 6, 2010 Commissioner’s Approval: August 6, 2010 Came Into Effect: August 26, 2010

847257 Page 1 of 5 September 28, 2010 Report: P-10-071

3. Modification to Draft Plan of Condominium 30CDM-09102 Draft Approval Date: June 28, 2010 Applicant: Pidel Homes, 723033 Ontario Inc. Location: 35 Greengate Boulevard Proposal: To modify condition No. 10 to specify the means necessary to mitigate noise from Regional Road No. 36. Processing Fee: Not applicable, due to nature of application. Commissioner’s Approval: August 18, 2010 Came Into Effect: Immediately

4. Registration of Draft Plan of Condominium 30CDM-10102 Draft Approval Date: March 10, 2010 Phase: Entire Plan Applicant: Properties R’Us Location: 485 Pinebush Road Proposal: To permit the development of 10 industrial units. Processing Fee: July 12, 2010 Commissioner’s Release: August 16, 2010

City of Kitchener

1. Registration of Draft Plan of Subdivision 30T-04204 Draft Approval Date: December 13, 2004 Phase: Stage 1 Applicant: LVH Developments Inc. (formerly Doon Creek Limited) Location: 374 Tilt Drive Proposal: To permit the development of 157 single detached units. Processing Fee: Paid August 20, 2010 Commissioner’s Release: August 26, 2010

2. Registration of Draft Plan of Subdivision 30T-04204 Draft Approval Date: December 13, 2004 Phase: Stage 3 Applicant: LVH Developments Inc. (formerly Doon Creek Limited) Location: 374 Tilt Drive Proposal: To permit the development of 68 single detached units. Processing Fee: Paid August 20, 2010 Commissioner’s Release: August 26, 2010

3. Official Plan Amendment No. 87 Applicant: Community Expansion Inc. Location: 30-40 Margaret Avenue Proposal: To amend the existing Medium Density Multiple Residential designation in the Civic Centre Secondary Plan by adding a Special Policy to permit a maximum Floor Space Ratio of 2.5 for a multiple dwelling development. Processing Fee: July 14, 2010 Commissioner’s Approval: August 4, 2010 Came Into Effect: August 24, 2010

847257 Page 2 of 5 September 28, 2010 Report: P-10-071

City of Waterloo

1. Plan of Condominium Application 30CDM-10403 Date Accepted: August 11, 2010 Applicant: K-W Palco Holdings Inc. Location: 75 Rankin Street Proposal: To permit the conversion of 7 industrial units to condominium ownership. Processing Fee: July 28, 2010

2. Plan of Condominium Application 30CDM-10404 Date Accepted: August 27, 2010 Applicant: 1568532 Ontario Limited and 1266267 Ontario Ltd. Location: 80 Churchill Street Proposal: To permit the conversion of 39 townhouse rental units to condominium ownership. Processing Fee: Paid August 24, 2010

3. Modification to Draft Plan of Subdivision 30T-08401 Draft Approval Date: April 13, 2010 Applicant: Activa Holdings Inc. Location: 700 and 705 Woolwich Street Proposal: To reflect the final number and types of 616 residential units proposed; to add 6 blocks for Landscape Features and to request that the extension of Millennium Boulevard be completed after registration of this plan. Processing Fee: June 17, 2010 Commissioner’s Approval: August 19, 2010 Came Into Effect: September 9, 2010

Township of Wilmot

1. Registration of Draft Plan of Condominium 30CDM-01601 Draft Approval Date: August 2, 2001 Applicant: Stonecroft Corporation Location: Haysville Road Proposal: To permit the development of 54 single detached units. Processing Fee: Paid August 25, 2010 Commissioner’s Approval: August 31, 2010

Township of Woolwich

1. Modification to Draft Plan of Condominium 30CDM-10703 Draft Approval Date: June 25, 2010 Applicant: Thomasfield Homes Ltd. Location: 31 Townsend Drive, Breslau Proposal: To reflect the Township’s Zoning By-law requirements of 6.0 metres for Private Outdoor Living Area, whereas the original plan only provided 4.5 metres. Processing Fee: Paid August 6, 2010 Commissioner’s Approval: August 11, 2010 Came Into Effect: Immediately

847257 Page 3 of 5 September 28, 2010 Report: P-10-071

2. Registration of Draft Plan of Condominium 30CDM-10703 Draft Approval Date: June 25, 2010 Phase: Stage 1 Applicant: Thomasfield Homes Ltd. Location: 31 Townsend Drive, Breslau Proposal: To permit the development of 15 townhouse units. Processing Fee: Paid August 6, 2010 Commissioner’s Release: August 12, 2010

Residential Subdivision Activity January 1, 2010 to August 31, 2010 Area Municipality Units in Residential Residential Units Draft Pending Registered Plans Approved Plans (Units Submitted) *Kitchener 347 N/A N/A Waterloo 0 807 0 Cambridge 340 47 119 Woolwich 70 37 0 Wilmot 74 0 0 North Dumfries 0 0 0 Wellesley 0 0 0 Region of Waterloo 831 891 119

*The acceptance and/or draft approval of plans of subdivision and condominium processed by the City of Kitchener under delegated approval authority are not included in this table.

For comparison, the following table has also been included:

Residential Subdivision Activity January 1, 2009 to August 31, 2009 Area Municipality August 2009 Totals Units in Residential Residential Units Draft Pending Registered Plans Approved Plans (Units Submitted) *Kitchener 101 N/A N/A Waterloo 151 0 0 Cambridge 476 138 1982 Woolwich 23 0 44 Wilmot 71 0 0 North Dumfries 0 236 0 Wellesley 92 0 0 Region of Waterloo 914 374 2026

*The acceptance and/or draft approval of plans of subdivision and condominium processed by the City of Kitchener under delegated approval authority are not included in this table.

Area Municipal Consultation/Coordination

These planning approvals, including associated consultation with Area Municipalities, have been completed in accordance with the Planning Act. All approvals contained in this report were supported by the Area Municipal councils and /or staff.

847257 Page 4 of 5 September 28, 2010 Report: P-10-071

CORPORATE STRATEGIC PLAN:

This report reflects actions taken by the Commissioner in accordance with the delegation By-law adopted by Council consistent with the streamlining objectives reflected in Focus Area 1: Manage Regional Growth to Enhance Quality of Life in the Corporate Strategic Plan.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

PREPARED BY: Andrea Banks, Program Assistant

APPROVED BY: Rob Horne, Commissioner of Planning, Housing and Community Services

847257 Page 5 of 5 Report: P-10-072 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: D01-01

SUBJECT: FIVE-YEAR REVIEW OF PROVINCIAL POLICY STATEMENT

RECOMMENDATION:

SUMMARY:

The Provincial government has initiated a five-year review of the Provincial Policy Statement (PPS), which was last updated in 2005. The main goal of the review is to determine whether the PPS is working effectively, and to assess whether any changes are needed to the PPS to address new or emerging planning issues. As part of the review, the Province has invited municipalities, stakeholders and the public to provide input into the process. Regional staff would like to express its gratitude to the Province for providing an opportunity to comment.

Regional staff continues to support the overall vision and policy framework of the PPS. Taken as a whole, the PPS reflects good land use planning principles and provides a solid foundation for community planning in Ontario. These principles align closely with Regional Council’s vision for a more liveable, healthy and thriving community, and also provide the basis for the new Regional Official Plan (ROP). However, staff believes that some policies of the PPS need to be revised to go beyond the current minimum standards set by the Province. This recommendation is especially relevant in Waterloo Region with respect to balancing the need for mineral aggregate extraction and other important public interests, such as farmland preservation, heritage conservation, and environmental and source water protection. The PPS could benefit from additional refinements in the following key policy areas:

1. Incorporating “sustainability” into the policy framework; 2. Improving links between land use, transportation and public health; 3. Achieving greater consistency between the PPS and the Provincial Growth Plan for the Greater Golden Horseshoe; 4. Providing more direction on the conversion of lands within employment areas; 5. Balancing environmental protection and mineral aggregate resources extraction; 6. Planning for Infrastructure Beyond the 20-Year Planning Horizon 7. Making modifications to specific housing policies; 8. Making modifications to specific Cultural Heritage policies; 9. Introducing new policies on access to local and healthy food; and 10. Including further guidance on alternative energy renewal systems.

This report elaborates on the modifications to the PPS that staff recommends regarding the key policy areas.

836756 Page 1 of 7 September 28, 2010 Report: P-10-072

REPORT:

The Province of Ontario is undertaking a five-year review of its land use planning policies contained in the Provincial Policy Statement (PPS). The PPS sets out the Province’s interests in land use planning and development and provides direction on matters of provincial interest. These interests include building strong communities, wise use and management of resources and protecting public health and safety. Under the Planning Act, all decisions on land use planning matters made by municipalities, the Province and the Ontario Municipal Board must be consistent with the PPS.

The Province has invited municipalities, stakeholders and the public to provide input and advice on the PPS by October 29, 2010. The purpose of the review is to determine whether the current policies are effective, and to assess whether any changes are needed to the PPS to address new or emerging land use planning issues.

General Comments

The overall goal of the PPS is to create strong, liveable and healthy communities. Many of the key principles of the PPS, which were introduced as part of the 2005 PPS review, reflect the principles that Waterloo Region and area municipalities have been advocating for many years. Examples include promoting efficient development and land use patterns, protecting natural features and areas (including agricultural land), promoting economic development and competitiveness, and achieving an appropriate range and density of housing. It is staff’s opinion that the 2005 PPS generally provides strong and consistent policy direction on matters of provincial interest related to land use planning and development. It also aligns closely with Regional Council’s vision for a more liveable, healthy and thriving community, and provides a solid foundation for the new Regional Official Plan (ROP).

However, staff is of the opinion that there are some key areas where the PPS can be revised to make it more effective. The next section of this report provides more specific comments regarding ten key policy areas.

Key Policy Areas

Incorporating “Sustainability” Into the Policy Framework

The concepts of sustainability and sustainable development are not new and can date back more than 20 years to the Brundtland Commission. The idea that there must be a meaningful balance between environmental protection, economic development and social engagement is cited as a Provincial interest in the Planning Act and is highlighted in Regional and Area Municipal official plans. More recently, there has been the addition of a cultural element to the definition of sustainability in various peer reviewed journal articles and academic literature.

The PPS infers these concepts yet does not explicitly use the term “sustainable” or “sustainability”. In the update to this document, staff suggests the inclusion of the terms “sustainable” or “sustainability”, particularly in the introductory sections. This suggested modification could then allow for more obvious links to be made, in policy at the regional and area municipal level, between land use, transportation and public health.

836756 Page 2 of 7 September 28, 2010 Report: P-10-072

Improving the Links Between Land Use, Transportation and Public Health

Staff is of the opinion that the 2005 PPS provides the necessary policy direction on matters of provincial interest related to land use planning and development. However, the PPS does not have a sufficiently developed policy framework that links land use, transportation and public health. For example, built environments that facilitate walking and cycling can help remedy air pollution while promoting physical activity. This can help address health issues such as heart disease, asthma and diabetes.

As many municipalities are moving towards improved transit-oriented development and pedestrian- friendly communities, there is limited guidance in the PPS on how to further strengthen these essential elements. The Growth Plan provides some significant direction on these links and the Planning Act identifies the integration of land use, transportation and public health as a Provincial interest. Staff suggests that the PPS needs to be consistent with these documents by introducing a stronger and more integrated policy framework.

Achieving Greater Consistency Between the PPS and The Growth Plan

The Province issued the current PPS on March 1, 2005, which predates the approval of the Province’s Growth Plan for the Greater Golden Horseshoe in 2006. Some of the terminology and definitions used in the Growth Plan are not the same as, or consistent with, the terminology used in the PPS. Given that the Growth Plan is intended to build on and complement the PPS, the differences in language between the two documents can create interpretation and implementation problems. Examples of some of the inconsistencies include:

• The vision and Section 1.0 of the PPS emphasize the “building of strong communities”, which is not defined in the PPS. By contrast, the Growth Plan contains policies for the creation of “complete communities.” Regional staff prefers the concept of “complete communities”, which is defined in the Growth Plan and refers to the establishment of communities with a wider mix of jobs, local services, housing and convenient access to transit.

• The PPS requires that planning decisions pertaining to settlement area expansions and employment land conversions be considered only as part of a “comprehensive review.” The Growth Plan has similar provisions, but uses the term “municipal comprehensive review.” The definitions and policy requirements of the two terms are different, leading to potential inconsistencies in how the policies are applied. Staff has a preference for the Growth Plan’s definition of “municipal comprehensive review”, but suggests that further clarification of this matter is required.

• Sections of the PPS refer to “intensification” and “redevelopment” while the Growth Plan simply refers to “intensification”. The PPS does not elaborate further on when and how these terms should be used and as such, staff suggests that further clarification in the PPS is required.

Employment Areas

The PPS currently includes policies to restrict the conversion of lands within employment areas to promote economic development and competitiveness. Although Regional staff strongly supports this policy, we would like to see more specific direction in the PPS on how it should be implemented. For example, the definition of “employment areas” in the PPS refers to “clusters of business and economic activities including, but not limited to manufacturing, warehousing, offices, and associated retail and ancillary facilities.” This definition is too open-ended and has led to several different interpretations by the OMB as to what constitutes an employment area. Clearer policy direction is needed on which land uses make up an employment area.

836756 Page 3 of 7 September 28, 2010 Report: P-10-072

The employment land conversion policies in the Growth Plan help to address this problem in part by clarifying that “major retail uses” are not considered employment uses. However, the term major retail is not defined in either the Growth Plan or the PPS, leading to additional interpretation problems when reviewing development applications.

Overall, Regional staff, together with our counterparts from the Cities of Cambridge, Kitchener and Waterloo, recommends that the PPS be revised to provide clearer policy direction with respect to the conversion of lands within employment areas. There should be more consistency between the associated policies in the Growth Plan and the PPS. It would also be helpful to have a definition of what constitutes “major retail uses” in terms of building size and in relation to the number of employees.

Balancing Environmental Protection and Mineral Aggregate Resources Protection

The implementation section of the PPS (Section 4.3) states that the PPS must be read in its entirety and all relevant policies applied to each section. This provision is intended to help balance the competing land use interests established by the PPS. However, Regional staff believes that the PPS policy framework and its application by Provincial staff consistently places priority on mineral aggregate resources extraction above the protection of other important Provincially significant resources such as agricultural lands, sensitive environmental areas and water. The resources where this situation presents a very significant concern in Waterloo Region include surface and ground water resources, and Core Environmental Features (e.g., Environmentally Sensitive Policy Areas). Mineral aggregate is essential for infrastructure development and maintenance and the construction of homes and businesses. Waterloo Region is currently the sixth largest mineral aggregate producer in Ontario and mineral aggregate production makes an important contribution to the Regional and provincial economies. However, this reality needs to be balanced by the fact that the Region is the owner of a municipal drinking water system where approximately 75% of the water supply comes from groundwater sources that overlap with many key mineral aggregate resource areas. Extracting mineral aggregate resources has the potential to increase the risk of groundwater contamination through spills caused during the extraction of mineral aggregate (e.g., fuel spills), or through contamination related to inappropriate post-extractive uses (e.g., road salt, fuel spills, agricultural pesticides or nutrients). Contamination that results in the need for more expensive water treatment measures and/or the closure of municipal wells could significantly impede Region’s ability to meet its legal obligations under the Safe Drinking Water Act. There is also a broader concern that extensive mineral aggregate extraction could adversely impact the ability of the groundwater aquifers to continue to discharge water into the Grand River watershed in the quantity and quality necessary to ensure the long-term health of the watershed and an adequate drinking water supply for communities located downstream of the Region of Waterloo.

Regional staff has been working with Provincial staff on four specific policy areas in the new Regional Official Plan where Regional Council is explicitly placing greater emphasis on source water protection relative to the extraction of mineral aggregate resources:

• Prohibiting mineral aggregate extraction within the Two Year Time-of-Travel around Regional wellheads. • Requiring amendments to municipal zoning by-laws to permit mineral aggregate extraction below the water table. • Requiring studies that address the issue of cumulative impacts of mineral aggregate extraction at a subwatershed level. • Prohibiting asphalt plants at mineral aggregate extraction operations located within certain Wellhead Protection Sensitivity Areas.

836756 Page 4 of 7 September 28, 2010 Report: P-10-072

Another point of concern relates to the way in which the PPS deals with secondary uses associated with sand and gravel pits, such as asphalt or concrete production facilities. Under the PPS, the definition of “mineral aggregate operation” specifically includes “associated facilities used in extraction, transport, beneficiation, processing or recycling of mineral aggregate resources and derived products such as asphalt and concrete, or the production of secondary related products.” In the context of PPS policy 2.5.2.4, this definition may be interpreted to permit asphalt or concrete production facilities within existing sand and gravel pits without the need for any further planning approvals by the municipality. As a result, the MNR could, in theory grant, such permission even if a municipality has identified legitimate planning concerns related to compatibility, truck traffic, source water protection and other planning matters.

Overall, Regional staff believes that the PPS needs to be revised to provide municipalities with more opportunity to prioritize the protection of other Provincially significant resources over mineral aggregate extraction in the context of local circumstances, particularly where the mineral aggregate resource would remain protected for possible future use. In the case of Waterloo Region, this is an especially significant issue with regard to source water protection.

Planning for Infrastructure Beyond the 20-Year Planning Horizon The PPS currently provides a growth management framework designed to restrict urban designations to a maximum time horizon of 20 years. Although Regional staff supports the use of a maximum 20 year timeframe to designate the amount of land available for urban development at any given time, we believe the PPS must make provisions for municipalities to pre-determine the location of future urban expansions. This would enable municipalities to better inform longer-term infrastructure planning and municipal investment decisions. Identification of such future expansion areas should only be permitted through longer-term strategic planning studies linked to longer-term infrastructure master plans. In the Region of Waterloo, such master plans have a planning horizon of 35 to 40 years. This would also provide greater support for planning tools such as the Countryside Line and Protected Countryside designation in the new Regional Official Plan.

Modifications to Specific Housing Policies

The policies relating to housing in the PPS are effective and provide a significant amount of guidance for regional and area municipalities. There are two policies, however, that staff suggests further clarification regarding policy use and implementation, as they are currently difficult to interpret.

Policy 1.4.1 (a & b) states, “[T]o provide for an appropriate range of housing types and densities required to meet projected requirements of current and future residents of the regional market area identified in policy 1.4.3, planning authorities shall…”. In terms of implementing these policies, providing a definition for “appropriate range” would be helpful and could potentially link with the density and intensification targets set out in the Growth Plan.

Modifications to Specific Cultural Heritage Policies

There are two policies that staff suggests should be modified.

Regarding PPS policy 2.6.2, the draft Standards and Guidelines for Consultant Archaeologists from the Ministry of Tourism and Culture (MOTC) emphasizes that the preferred treatment of archaeological resources is avoidance and protection strategies followed by excavation. Staff suggests that for clarification, the MOTC hierarchy of preferred approaches be included within this policy.

836756 Page 5 of 7 September 28, 2010 Report: P-10-072

PPS policy 2.6.3 refers to "protected heritage property". It would better reflect Regional and area municipal practice if this policy and the corresponding definition of heritage attributes were expanded in scope to apply to significant built heritage resources and significant cultural heritage landscapes.

Introducing New Policies on Access to Local and Health Food

There has been growing recognition among professional planners of the role of land use planning in strengthening local and regional food systems. A food-system generally refers to the chain of activities in a community related to the growing, processing, distribution, consumption and eventual disposal of food. In the past, planners have often dealt with these food-related issues separately (e.g., preserving agricultural land for food production). More recently, planners are paying increasing attention to food systems planning because it provides a more integrated approach to addressing several interconnected planning and public health issues. For example, a strong and diverse food system can facilitate peoples’ access to locally grown and other healthy foods, which contributes to healthier eating choices and the achievement of broader public health objectives. Food systems planning can also help to shorten the distance that food travels and that people travel to buy food, thereby reducing the demand on transportation infrastructure and the growth in greenhouse gas emissions.

Considering the Province’s broad mandate and responsibility for health care as well as food production, Regional staff believes that the PPS should be revised to incorporate the concept of food systems planning as a matter of Provincial interest. This revision would be consistent with the broader goals of the PPS to create healthy, liveable and environmentally sustainable communities.

Including Further Guidance on Alternative Energy Renewal Systems

The PPS terminology and definitions for “alternative energy systems” and “renewable energy systems” are confusing. In addition, Section 1.8.3 states that in “rural areas and prime agricultural areas, alternative energy renewal systems should be designed and constructed to minimize impact on agricultural operations.” This provision may be redundant given the scope of the Green Energy Act, which does not allow for this matter to be addressed through a municipal development approval process.

Area Municipal Consultation/Coordination

All Area Municipalities are aware of this Provincial process. Regional staff has shared and received preliminary comments regarding suggestions and advice on the Provincial Policy Statement, and Regional comments are generally aligned with our Area Municipal counterparts. This report has also been circulated to Area Municipalities for their information.

CORPORATE STRATEGIC PLAN:

This report supports all six focus areas of the Corporate Strategic Plan providing suggestions to the Province regarding updates to the Provincial Policy Statement, in areas such as sustainability, transportation, public health, housing, cultural heritage and growth management.

836756 Page 6 of 7 September 28, 2010 Report: P-10-072

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Staff within the Planning, Housing and Community Services department has been consulted and their comments have been included in this report. The comments in this report have also been informed through planning staff’s ongoing dialogue and collaboration with staff from the Public Health department.

ATTACHMENTS:

NIL

PREPARED BY: John Lubczynski, Principal Planner Cushla Matthews, Principal Planner

APPROVED BY: Rob Horne, Commissioner of Planning, Housing and Community Services

836756 Page 7 of 7 Report: P-10-075 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Planning

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: D18-30

SUBJECT: PROPOSED ALTERNATIVE TO THE STANDARD REGIONAL EMERGENCY ACCESS CONDITION FOR PLAN OF SUBDIVISION 30T-08101 LOCATED ON CHEESE FACTORY ROAD IN THE CITY OF CAMBRIDGE (SUNVEST DEVELOPMENT CORP.)

RECOMMENDATION:

SUMMARY:

The Region’s standard condition of draft plan approval relating to the provision of second access requires that all plans of subdivision proposing more than 26 dwelling units on individual lots provide a second street access or a permanent emergency access to ensure access is available at all times for emergency vehicles. Draft Plan of Subdivision 30T-08101 (by Sunvest Development Corp.) in the City of Cambridge currently proposes 56 single detached dwelling units with a single road access. Due to topographic constraints, the subdivision cannot reasonably be provided with a second street access or a permanent emergency access. Regional staff has worked in consultation with the City of Cambridge staff, including the Cambridge Fire Department, in order to determine suitable alternatives to the second street access or emergency access requirement outlined in the Region’s standard condition. As a result of this consultation, Regional and City staff are proposing to permit the development to proceed subject to a combination of risk mitigation measures including: installation of sprinkler systems in each of the proposed dwelling units within the plan; an increased road width for the single point of access; and, provisions to restrict vehicle parking and the installation of underground services to one side of the road to minimize disruption of emergency vehicle access, particularly during utility repair activities. Both, Regional and City staff are

849414 Page 1 of 4 September 28, 2010 Report: P-10-075 supportive of the proposed alternative to the Region’s second street access or emergency access requirement. The Regional Commissioner of Planning, Housing and Community Services delegation by-law does not apply where “(i) the proposed conditions of draft approval substantially vary from the then standard conditions of draft approval or the conditions do not substantially conform to the then current policies, standards and regulations of the Region”. As a result, Regional staff is seeking Regional Council’s direction in this matter.

REPORT:

The Region’s standard condition of draft plan approval relating to the provision of second access requires that all plans of subdivision proposing more than 26 individual lots for single detached, semi-detached or townhouse dwellings provide a second street access or a permanent emergency access to ensure access is available at all times for emergency vehicles.

Regional staff is currently reviewing an application for a proposed plan of subdivision (file 30T- 08101 by Sunvest Development Corp.) located on Cheese Factory Road in the City of Cambridge, as shown in Attachment 1 – Proposed Plan of Subdivision 30T-08101. The draft plan of subdivision proposes 56 single detached dwelling units with a single road access from Cheese Factory Road. The developer is unable to reasonably provide a second street access or a permanent emergency access to the subdivision due to topographic constraints and the irregular shape of the property.

Regional staff has worked in consultation with the City of Cambridge staff, including the Cambridge Fire Department, in order to determine suitable alternatives to the second street access or emergency access requirement in the proposed draft plan. The ability to provide for adequate fire protection in unforeseen emergency situations was the key concern associated with the lack of an emergency access to this site. Although Regional and City staff agree that a 56-unit single detached residential development should typically provide a second street or a separate emergency access; Regional and City staff are proposing to permit the development to proceed subject to a combination of risk mitigation measures including: installation of sprinkler systems in each of the proposed dwelling units within the plan; an increased road width for the single point of access; and, provisions to restrict vehicle parking and the installation of underground services to one side of the road to minimize disruption of emergency vehicle access, particularly during utility repair activities.

Regional Water Services staff has carried out the necessary field work and confirmed that any required sprinkler systems would operate effectively in this area without water pressure related problems. All required sprinkler systems would be in conformity with the N.F.P.A 13 standard (Home Sprinkler R) and the Ontario Building Code. Regional staff is proposing the following draft plan condition for the installation of the sprinkler systems:

In order to further enhance emergency vehicle access to the proposed development, particularly during utility repair activities, additional risk mitigation measures are also proposed including an increased road width for the single point of access and a restriction on vehicle parking and the installation of underground services to one side of the road. Regional and City staff would require the proposed draft plan to include and clearly identify a road width of 11 metres, as a minimum, along the proposed Street “A” up to the intersection of Street “A” with Street “B”. Further, Regional staff is proposing the following draft plan condition for the provision of parking and the installation of underground services to one side of the road:

849414 Page 2 of 4 September 28, 2010 Report: P-10-075

The Regional Commissioner of Planning, Housing and Community Services delegation by-law does not apply where “(i) the proposed conditions of draft approval substantially vary from the then standard conditions of draft approval or the conditions do not substantially conform to the then current policies, standards and regulations of the Region”. As a result, Regional staff is seeking Regional Council’s direction in this matter.

The alternative proposed by this report is intended to address the unique challenges associated with the subject lands and should not be considered as a new standard for general use. The provision of a second means of access, either through second street access or permanent emergency access remains the preferred means of addressing this issue.

Area Municipal Consultation/Coordination Regional staff has been working closely in consultation with the City of Cambridge staff, including the Fire Department, on the proposed draft plan of subdivision 30T-08101. The City of Cambridge staff consequently support the alternative proposed by this report.

CORPORATE STRATEGIC PLAN:

This report addresses Focus Area 3 of the Region’s Strategic Plan which is to support safe and caring communities.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Water Services staff has been consulted regarding the proposed use of sprinkler systems (related to water pressure issues) as an alternative to the Region’s standard condition of a second street access or a permanent emergency access.

ATTACHMENTS:

Attachment 1 – Proposed Plan of Subdivision 30T-08101

PREPARED BY: Sylvia Rafalski-Misch, Principal Planner

APPROVED BY: Rob Horne, Commissioner of Planning, Housing and Community Services

849414 Page 3 of 4 September 28, 2010 Report: P-10-075

849414 Page 4 of 4 Report: P-10-073 REGION OF WATERLOO

PLANNING, HOUSING AND COMMUNITY SERVICES Community Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: D07-40

SUBJECT: BUILDING PERMIT ACTIVITY, JANUARY TO JUNE 2010

RECOMMENDATION:

For information.

SUMMARY:

This interim report on building permit activity in the Region covers the first half of 2010. It reflects building permit data related to new construction (as provided by the Area Municipalities) for the period of January to June 2010. A subsequent year-end report on building permit activity will be compiled in early 2011, providing a summary of 2010 with comparisons to previous years.

Building permit activity across the Region was substantially higher in the first half of 2010 than in the same period in 2009. Residential permits were issued for 1,548 units in the first half of 2010, up 75% from the 885 units in the first half of 2009. The value of these permits increased 79% to $306.3 million from $171.3 million. The City of Kitchener had the highest number of new units created (591), and the City of Waterloo had the largest year-over-year increase in new units, with 352 more units constructed in 2010.

New non-residential floor space increased 165% to 2.4 million square feet from 923,000 square feet in the first half of 2009. The value of non-residential permits issued in the first half of 2010 increased 224% to $494.2 million from $152.6 million in the same period in 2009. Notable non- residential projects in the first half of 2010 include the Conestoga College expansion in Cambridge valued at $63.1million, and three new office buildings for Research in Motion in Waterloo valued at $100 million.

While the year-over-year increases are high, construction activity in the first half of 2010 reflects a return to previous levels of activity. The first half of 2009 had the lowest number of units and the third lowest level of non-residential floor space constructed in the past 15 years. However, Canada Mortgage and Housing Corporation (CMHC) in their Housing Market Outlook – Canada Edition, Third quarter 2010 forecasts a dampening in new home construction in the last half of 2010 and into 2011.

REPORT:

Building permit activity is one indicator of the strength of a local economy. This report summarizes building activity in both the residential and non-residential sectors for each Area Municipality in the Region of Waterloo, for the first two quarters of 2010 (January to March, and April to June). Building activity data for the same period in 2009 is provided for comparison. These figures are compiled by Planning, Housing and Community Services staff, based on data supplied by the Area Municipalities.

839903 Page 1 of 6 September 28, 2009 Report: P-10-073

Comments on Residential Activity

• A total of 1,548 units were issued construction permits in the Region in the first half of 2010. Of these permits, 45% (700) were single detached units, 6% (100) were semi-detached, 15% (229) were townhouse units and 34% (519) were apartment units.

• The number of single detached units increased 58%, from 444 units in 2009 to 700 in 2010; semi-detached units increased 113% from 47 to 100; apartment units increased 102% from 257 to 519; and townhouse units increased 67% from 137 to 229.

• Apartment unit construction is highly variable. The City of Waterloo was the only municipality with an increase in apartment construction in the first half of 2010. Waterloo was boosted by three large projects (126 units at 333 King St N, 72 units at 223 Erb St W, and 68 units at 201 Lester St). Cambridge had a 61 unit project at 565 Margaret St (Preston Meadows). Meanwhile, apartment construction in Kitchener decreased 45 % from 80 units in 2009 to 44 units in 2010.

• According to Canada Mortgage and Housing Corporation (CMHC), two key factors have contributed to the strong growth of the residential construction sector in the first half of 2010 in the Kitchener Census Metropolitan Area (CMA), namely low mortgage rates, and a recovering job market. CMHC also noted that increasing mortgage rates, rising housing costs, and fewer first-time home buyers are anticipated to dampen activity in 2010 and into 2011.

• Figures 1 through 9 illustrate building activity in each Area Municipality by quarter. The change from 2009 to 2010 was generally positive across all municipalities. Waterloo led the way in the first half of 2010 with 352 more units constructed over the same period in 2009; followed by Kitchener with 269 more units; Wilmot (34); Wellesley (15); North Dumfries (14); and Woolwich (6), and Cambridge (-27).

Figure 1: First Quarter 2009 and 2010: Figure 2: Second Quarter 2009 and 2010: Total Total New Residential Units By City New Residential Units By City

300 400 250 300 200 2009-Q2 150 2009-Q1 200 2010-Q2 Units 100 2010-Q1 Units 100 50 0 0 CAM KIT WAT CAM KIT WAT City City

839903 Page 2 of 6 September 28, 2009 Report: P-10-073

Figure 3: First Quarter 2009 and 2010: Figure 4: Second Quarter 2009 and 2010: Total Total New Residential Units By Township New Residential Units By Township

60 100 50 80 40 2009-Q1 60 2009-Q2 30 2010-Q1

Units 40 Units 20 2010-Q2 10 20 0 0 NDU WEL WIL WOO NDU WEL WIL WOO Township Township

Figure 5: Total New Residential Units By Type, January - June * Single Semi Townhouse Apartment Total Detached Detached 2009 2010 2009 2010 2009 2010 2009 2010 2009 2010 CAM 93 106 0 1 31 44 115 61 239 212 KIT 157 306 9 76 76 165 80 44 322 591 WAT 38 54 4 1 21 8 61 413 124 476 NDU 7 21 0 0 0 0 0 0 7 21 WEL 15 28 8 10 0 0 0 0 23 38 WIL 35 58 6 10 0 6 0 1 41 75 WOO 99 127 20 2 9 6 1 0 129 135 RMW 444 700 47 100 137 229 257 519 885 1,548 * Permits cancelled during the year are reflected in this table

Figure 6: First Quarter 2009 and 2010: Figure 7: Second Quarter 2009 and 2010: Total Total New Residential Construction Value By New Residential Construction Value By City City

50,000 80,000 40,000 2009-Q1 60,000 2009-Q2 30,000 40,000 20,000 2010-Q1 2010-Q2 ($'000) 10,000 ($'000) 20,000 0 0 Construction Value Value Construction Cam Kit Wat Value Construction Cam Kit Wat City City

Figure 9: Second Quarter 2009 and 2010: Total Figure 8: First Quarter 2009 and 2010: Total New Residential Construction Value By New Residential Construction Value By Township Township

15,000 20,000 15,000 10,000 2009-Q1 2009-Q2 2010-Q1 10,000 2010-Q2 5,000 ($'000) ($'000) 5,000 0 0 Construction Value Value Construction Ndu Wel Wil Woo Value Construction Ndu Wel Wil Woo Township Township

839903 Page 3 of 6 September 28, 2009 Report: P-10-073

Comments on Non-Residential Activity

• In the first half of 2010, institutional building permits accounted for 52% of total floor space, commercial 39% and industrial 9%.

• The value of non-residential permits increased 224% to $494.2 million from $152.6 million in the same period in 2009.

• The highest construction values for a project in the first half of 2009 by type are: Institutional - $63.1 million for the new Conestoga College Campus in Cambridge; Commercial - $100 million for three new office buildings by Research in Motion (two on University Ave E and another located on Westmount Rd N); Industrial – $2.6 million for an addition at 55 Columbia St E by 2203931 Ontario Inc

• Of the 21 permits with a construction value over $5 million, 11 were in Waterloo; Cambridge and Kitchener had three each; Woolwich had 2; and North Dumfries and Wilmot had one each.

Figures 10 through 18 illustrate non-residential building activity in each of the Area Municipalities. Non-residential building activity can be highly variable from year to year. Total floor space constructed increased 165% from 923,000 square feet to 2.44 million square feet.

Figure 10: Total New Non-Residential Floor Space By Type, January - June* Commercial Industrial Institutional Total 2009 2010 2009 2010 2009 2010 2009 2010 CAM 71,738 14,660 104,814113,931 1,778 559,558 178,330 688,149 KIT 241,414 69,841 30,175 43,333 113,048 110,991 384,637 224,165 WAT 183,603 770,864 0 12,105 60,474 404,938 244,077 1,187,907 NDU 15,928 2,144 6,299 10,275 0 87,822 22,227 100,241 WEL 0 0 11,10628,040 34,285 0 45,391 28,040 WIL 0 0 12,854 0 2,335 65,285 15,189 65,285 WOO 0 108,752 3,1072,164 30,913 39,776 34,020 150,692 RMW 512,683 966,261 168,355 209,848 242,833 1,268,370 923,871 2,444,479 * Values in square feet

Figure 11: First Quarter 2009 and 2010: Figure 12: Second Quarter 2009 and 2010: Total Non Residential Floor Space By City Total Non Residential Floor Space By City

800,000 500,000 600,000 400,000 2009-Q1 300,000 2009-Q2 400,000 2010-Q1 200,000 2010-Q2 200,000 Square Feet Square Square Feet Square 100,000 0 0 CAM KIT WAT CAM KIT WAT City City

839903 Page 4 of 6 September 28, 2009 Report: P-10-073

Figure 13: First Quarter 2008 and 2009: Figure 14: Second Quarter 2008 and 2009: Total Non Residential Floor Space By Total Non Residential Floor Space By Township Township

40,000 200,000 30,000 150,000 2009-Q1 2009-Q2 20,000 100,000 2010-Q1 2010-Q2 10,000 50,000

Square Feet Square 0 Feet Square 0 NDU WEL WIL WOO NDU WEL WIL WOO Township Township

Figure 15: First Quarter 2009 and 2010: Figure 16: Second Quarter 2009 and 2010: Total Non Residential Construction Value By Total Non Residential Construction Value By City City

200,000 150,000 150,000 2009-Q1 100,000 2009-Q2 100,000 2010-Q1 2010-Q2 50,000 50,000 Value ($'000) Value ($'000) Construction Construction Construction Construction 0 0 Cam Kit Wat Cam Kit Wat City City

Figure 17: First Quarter 2009 and 2010: Figure 18: Second Quarter 2009 and 2010: Total Non Residential Construction Value By Total Non Residential Construction Value By Township Township

6,000 40,000 30,000 4,000 2009-Q1 2009-Q2 20,000 2,000 2010-Q1 2010-Q2 10,000 Value ($'000) Value ($'000) Construction Construction Construction Construction 0 0 Ndu Wel Wil Woo Ndu Wel Wil Woo Township Township

Area Municipal Consultation/Coordination

Building permit data are collected by Area Municipal staff and submitted either electronically or in hardcopy. They are compiled by Regional staff for use in Regional development charge calculations, development tracking, forecasts, and reporting. Municipal staff is consulted for verification and insight into the data. It should be noted that some municipalities reported that heavy workload at the end of 2009 resulted in some building permits not being issued until early 2010. Copies of this report will be circulated to the Area Municipalities.

CORPORATE STRATEGIC PLAN:

Tracking and reporting building permit activity contributes to Strategic Focus Area 1: Manage Regional Growth to Enhance Quality of Life.

839903 Page 5 of 6 September 28, 2009 Report: P-10-073

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS:

NIL

PREPARED BY: Chris Rumig, Planning Technician

APPROVED BY: Rob Horne, Commissioner of Planning, Housing and Community Services

839903 Page 6 of 6 Report: E-10-082 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: C06-60/WS.10

SUBJECT: COMMENTS ON DRAFT PROPOSED GRAND RIVER ASSESSMENT REPORT

RECOMMENDATION:

SUMMARY:

The Draft Proposed Assessment Report for the Grand River Source Protection Area (Draft AR) was released for public comment on August 16, 2010. The publication of the Draft AR is the next step in developing a drinking water Source Protection Plan (SPP) to protect municipal drinking water systems in the Grand River watershed as required by the Clean Water Act. The risk to municipal drinking water systems, significant groundwater recharge areas and areas of high vulnerability are documented in the report, which provides the technical basis for development of the SPP. The results of the vulnerability mapping and water quality risk assessment for the Region’s municipal water supply systems as well as the water quantity stress assessment are consistent with information that was presented to Regional Council previously.

Region staff have two concerns regarding the Draft AR. Firstly, that the Ministry of the Environment (MOE) criteria for evaluating road-salt impacts are insufficient to meet the Region’s needs to address salt threats to drinking water supply wells. Secondly, that Region staff do not support the identification of ecoli as a drinking water Issue for the Brantford surface water intake. Accordingly, Region staff recommend that these concerns be appended directly to the Proposed AR and submitted directly to the MOE as required by regulation.

DOCS 841471 Page 1 of 11 September 28, 2010 Report E-10-082

REPORT:

Background

The Clean Water Act, 2006 establishes the legislative framework for undertaking watershed-based source water protection. The purpose of this initiative is to reduce the risk of water quality and water quantity from threats to drinking water sources. Risk will be determined by identifying and ranking Threats (existing and future land uses and activities, intake water quality Issues and historic water contamination Conditions) in vulnerable drinking water areas including municipal well head and surface water intake protection areas. The risk to municipal drinking water systems, significant groundwater recharge areas and areas of high vulnerability will be documented in an Assessment Report, which provides the technical basis for development of the Source Protection Plan (SPP). All the work for these documents including public consultation is to be undertaken following extensive MOE regulations, Technical Rules, and guidance documents.

The Draft Proposed Assessment Report for the Grand River Source Protection Area (Draft AR) was submitted to the Lake Erie Source Protection Committee (SPC) and posted for municipal/public comment on August 16, 2010. The closing date for municipal/public comments on the Draft AR was September 24, 2010.

The completion of technical work for the Draft AR and policy development in the SPP is a collaborative effort between municipalities and the Grand River Conservation Authority (GRCA) staff. The Terms of Reference for this work was approved by the MOE in July 2009 and sets out the tasks that need to be completed, and the approximate cost and organization responsible for completing the work. For the assessment report, these tasks and responsible organizations include the following:

• Delineating vulnerable areas and assessing risks to municipal drinking water systems in Waterloo Region (Region of Waterloo); • Delineating significant recharge areas, areas of high vulnerability across the watershed and assessing the risks to drinking water sources in these areas (GRCA); • Developing a watershed-scale water budget (Tier 2 Water Budget) and identifying sub watersheds with a high water use (GRCA); and • Developing a Local Area Water Budget and Stress Assessment (Tier 3 Water Budget) to assess the sustainability of municipal water supplies in sub watersheds identified in the Tier 2 Water Budget (Region of Waterloo).

Accordingly, the results of the vulnerability mapping and water quality risk assessment were documented in reports to Regional Council dated November 17, 2009 (E-09-110) and February 16, 2010 (E-10-012), respectively. This information was then presented to the SPC in December 3, 2009 and March 4, 2010, respectively, as a basis for public consultation and for inclusion in the Draft AR. Water Services staff are also in the middle of the Tier 3 Water Budget assessment which is anticipated to be completed in 2011. A summary of the status of this project was presented in a report to Regional Council dated August10, 2010 (E-10-068).

This report provides an overview of the content and implications of the Draft AR to Waterloo Region and area municipalities. The next steps in the development of the SPP will also be presented.

Assessment Report

The publication of the Draft AR is the next step in developing a drinking water SPP to protect municipal drinking water systems in the Grand River watershed. The report contains a detailed assessment of drinking water sources in the Grand River watershed, including:

DOCS# 841471 Page 2 of 11 September 28, 2010 Report E-10-082

• a physical description of the watershed; • a water budget for the watershed; • a delineation of vulnerable areas where drinking water sources may be at risk; • an assessment of drinking water issues and possible threats to municipal drinking water systems; and, • work plans to address uncertainties and data gaps.

The report is organized into chapters for each of the categories above with the risk assessment for each county, region or single-tier municipal system included as its own chapter. In total the report contains 21 chapters and over 1000 pages of text, figures and tables.

Risk to municipal drinking water systems is calculated by multiplying a vulnerability score for the protection areas around each well and surface-water intake to a threat score for each of the 21 threats identified in regulation, which includes Conditions associated with previous soil and/or groundwater contamination. Each of the vulnerability and threat scores can range from 1 to 10 to get a maximum risk score of 100. Scores are calculated on a property by property basis and properties with scores of 80 or greater are classified as having significant threats. Significant threats can also be identified through an assessment of Issues at the municipal intake. Issues represent elevated and/or increasing concentrations of chemicals in the drinking water system. If a system has a drinking water Issue, all threats within the vulnerable area that contribute to the intake is classified as significant. The Clean Water Act requires risk mitigation measures to be identified for each significant threat in the SPP.

The watershed characterization section provides an overview of the human and physical geography of the watershed. It includes information on current and future populations and densities as well as information on the physical components such as groundwater and surface flow systems, climate and aquatic habitat.

The water budget section provides the results of the Tier 2 Water Budget and Water Quantity Stress Assessment for the Grand River watershed. The stress assessment calculates the percentage of water use compared to the water available within a given subwatershed area. Areas of high water use to water availability are identified as potentially significantly stressed and the sustainability of any municipal water supply system within these potentially stressed watersheds is required to assessed in a Tier 3 Water budget. Table 1 presents the list of subwatersheds within Waterloo Region that are classified as having a high potential stress. As the Region’s Tier 3 assessments are still being undertaken, there is no discussion of this project in the Draft AR.

The next section presents the water quality risk assessment for highly vulnerable aquifers and significant groundwater recharge areas. Highly vulnerable aquifers are generally shallow sandy aquifers with little natural protection to contamination. Significant Groundwater Recharge areas were identified as areas that contribute more than 115% of the average recharge of the entire watershed. Both of these areas are presented in Figure 1 and 2, respectively. The maximum vulnerability that can be calculated for these areas is six. Therefore no significant threats are identified on properties in these areas.

The risk assessment for the Region’s drinking water intakes is presented in Chapter 9 of the report. As discussed above, Region staff undertook this assessment and the results were previously presented to Regional Council. Accordingly, Region staff provided a first draft of the wording of this chapter to the GRCA. The Draft AR presents the results of this assessment in a revised format designed to present the results from all the municipal systems in the watershed in a similar manner. A summary of the number of properties with significant threats and whether there are water quality Issues for each well system in Waterloo Region is provided in Table 2.

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Implications and Concerns

As noted in Appendix B, a total of 2,543 properties were identified to have significant threats related to the Region’s municipal water supply systems. This number is slightly slower than that presented in E-10-012 as some minor modifications to the assessment were undertaken following additional guidance from the MOE. Accordingly, risk mitigation measures will be required for each of these in the SPP. Several further implications arising from the protection areas delineated for the Region’s municipal systems and the implications related to the delineation of vulnerable areas and threat assessment for protection areas not related to the Region’s municipal systems are presented below. Region Water Supply System Risk Assessment

As noted in the report to Regional Council E-10-012, there are several implications arising from the threat assessment for the Region’s supply wells including the following:

• The identification of significant threats does not necessarily indicate any impact to the water supply as this assessment only looks at the potential for impact. Similarly, the identification of these threats does not necessarily mean that property owners are mishandling chemicals on their property because “credit” for using appropriate handling practices is not considered in the risk formula stipulated in the regulations. • A total of 42 Conditions were identified and of these 19 were ranked as significant due to the detection of chemicals in the groundwater that have moved off the property in a high vulnerability area. • No Conditions or Issues were detected for the Region’s Surface Water Intake. • Water quality Issues were identified in 15 well fields. Of these, six wellfields had water quality trends associated with nitrate, ten had trends associated with sodium and/or chloride, and three had trends associated with the organic solvent Trichloroethlyene (TCE). • All water quality Issues were known to Region staff. For each Issue, water quality monitoring, additional assessment, land-management, and/or treatment upgrades are being developed and implemented. The water quality in the wells and reservoirs supplying water to the Region continue to meet all health-based Ontario Drinking Water Standards. Additional work plans are included in the Draft AR to gather additional data to determine the relative contribution of different types of threats to the Issue. • The majority of the significant threats (86 percent) were ranked as significant because they are related to water quality Issues. For chloride, sodium and nitrate, the application of deicing salts and agricultural nutrients are the primary sources of these chemicals and are applied over large areas and in some cases at considerable distances from the intake. • The total number of significant threats not including those associated with Issues represents approximately two percent of the total number of properties ranked.

As presented in this report, the risk assessment has identified many properties that have threats to drinking water and will be impacted by the Clean Water Act. The extent to which risk mitigation will be required to address significant threats has not been established by the MOE and the SPC has only just initiated the development of the SPP that will stipulate the policies required to reduce risk to drinking water supplies. While specific risk-reduction thresholds have not been established by the MOE, it is envisioned that programs will be similar to several of those already initiated by the Region such as municipal salt reduction programs, private salt applicator accreditation, implementing nutrient management programs and spill prevention measures including staff training.

Finally, the method developed by the MOE to identify properties that could contribute to the road salt threat uses calculation of percent impervious cover and identifies thresholds of less than one percent, one to eight percent, eight to 80 percent and greater than 80 percent impervious as circumstances that will influence the threat score. Only those areas with greater than 80 percent

DOCS# 841471 Page 4 of 11 September 28, 2010 Report E-10-082 impervious could be significant threats. These calculations are required to be undertaken on a one- kilometre square grid across the Region. When this was done, no properties were identified as significant threats within the Region. This result is inconsistent with the increasing sodium and chloride concentrations present in most of the Region’s supply wells and does not support that 10 well fields are identified as having salt related water quality Issues. As a result of this discrepancy, Region staff used a modified method that calculated percent impervious within each WHPA and established two new circumstances (8 to 15 percent and greater than 15 percent). The thresholds were established by reviewing the percent impervious distribution for wells with Issues. This resulted in the identification of numerous significant threats in each well field related to road salt threats. Based on this assessment the MOE’s criteria for evaluating road-salt impacts are insufficient to meet the Region’s needs to address salt threats to drinking water supply wells. It is recommended that the MOE develop a more representative measure to identify sites that have may have road-salt threats on their properties.

Other Jurisdiction Risk Assessments

As noted above, the Draft AR includes the identification of areas of high intrinsic vulnerability and significant recharge areas within Waterloo Region and that the maximum vulnerability scoring prevents the identification of significant threats in these areas. While no mandatory risk measures will be included for these areas, the SPC has the option to develop risk management measures for moderate and low threats. This topic has not been brought up at the SPC.

The completion of the Tier 2 Water Budget was an important milestone as it related to the mapping and policies for the Regional Recharge Area in the proposed Regional Official Plan. Region staff concluded that the delineation of the significant recharge area as part of the Tier 2 Water Budget supported the delineation of the Regional Recharge Area and is one of several documents that provides technical justification to the delineation of the area despite difference in the function and the calculation method.

Several well head and intake protection zones extend into the Region of Waterloo from other jurisdictions. These areas and their implications are as follows:

• The Intake Protection Zone – 3 (IPZ-3) for the Brantford surface water intake extends upstream of the IPZ-2 and like the IPZ-3 extends up to the top of the watershed following a 100 m or the 100 year water elevation along all the surface water features. This includes the area within Waterloo Region. The vulnerability scoring for this area includes a small portion of the southern portion of Cambridge and identifies the Galt Waste Water Treatment Plant as a significant threat. Region staff have discussed the delineation and ranking approach with GRCA and have concluded that although overly conservative it follows similar principles that were used in the delineation of the Region’s IPZ-3. • The WHPA-D (25-yr TOT) for the North Paris Well Field covers a considerable portion of the Township of North Dumfries as far north as Roseville and overlapping the Region’s well head protection area for Ayr. This well field obtains its water from the bedrock beneath the location of the Ayr overburden wells. The area is generally ranked with a low vulnerability so no significant threats will be identified for this area. However, Region staff have identified concerns with the technical approach used to delineate this WHPA and is working with SPA staff to develop a work plan to reduce the uncertainty surrounding the delineation. It is anticipated that the results of the additional work will be included in the amended assessment report. • The issues assessment undertaken by Brantford identifies ecoli as an Issue to the surface water intake due to its highly variable and elevated levels at the intake. Accordingly all sources of ecoli within the contributing area, which in this case, is the IPZ-3 area are automatically identified as a significant threat. Region staff do not support the identification of ecoli as an Issue because of its ubiquitous presence in surface water and the environment in general, and that it is impractical to

DOCS# 841471 Page 5 of 11 September 28, 2010 Report E-10-082

identify risk mitigation measures for every one of the sources of ecoli in this massive area as is required by the Clean Water Act. Region staff recognize that reduction of ecoli is an important component of watershed management. However, the appropriate means to mitigate this threat is through the other water quality improvement programs within the watershed including the Rural Water Quality Program. Region staff recommends that the SPC include the Region’s objection to including ecoli as an Issue for the Brantford intake as a comment to be provided directly to the MOE with the submission of the Proposed Assessment Report.

Several of the Region’s well head protection areas overlap with adjacent jurisdictions. These include the following:

• WHPA-D (25 yr TOT) for the New Hamburg well extends into the Perth County; • the WHPA-D for the Clemens Mill, Pinebush, and Hespeler well fields in Cambridge and a very small portion of WHPA-C for the Clemens Mill wellfield extend into Wellington County; and • the IPZ-3 extends into Dufferin, Grey, Perth, and Wellington Counties.

The vulnerability ranking for each of these areas is low so that it is not possible for significant threats to be identified in these areas.

Next Steps

As discussed above, public consultation is required as part of the development of the Assessment Report. In addition to comments on the Draft AR, the SPC held public information sessions across the watershed presenting the contents of the Draft AR including two sessions in the Region held on September 9 and September 13, 2010. The GRCA has also mailed out letters to property owners with significant threats within the watershed notifying them of their threat ranking and of the public sessions. Comments received by the SPC before September 24, 2010 will be considered by the SPC and included in the Proposed AR as appropriate. The Proposed AR is scheduled to be released on November 4, 2010 which will be followed by another municipal/public commenting period until December 21, 2010. The Proposed AR is to be submitted to the MOE for final approval on December 23, 2010.

Due to the timing of the release of the Draft AR, Region staff were not able to review the document in sufficient time and provide a report for Regional Council’s consideration to meet the formal submission deadline of the SPC. Notwithstanding the above, Region staff have made editorial comments on the Region’s municipal water supply system and GRCA staff have included them in the Proposed AR. In addition, Region staff will advise GRCA staff of the public release date of this report which is before the submission deadline for comments.

As noted above Region staff have three concerns with the impacts of risk assessment from adjacent municipalities. Region staff have met GRCA staff to discuss these concerns, have resolved concerns relative to the delineation of the IPZ-3 for Brantford, and a work plan is proposed in the Draft AR to address the North Paris WHPA. The only outstanding municipal concern is related to the Brantford ecoli Issue. GRCA staff have indicated it is unlikely that Brantford will remove this issue and have suggested that the only way to possibly resolve it is to include it directly with the Proposed AR. The Regulations state that any unresolved municipal concerns are to be appended to the Proposed AR and submitted directly to the MOE along with documented correspondence with the SPC and the actions that were taken to try to resolve the concerns. Region staff will work with GRCA staff to discuss these concerns further with Brantford. In addition, Region staff have recommended that the concern with the road-salt screening criteria be provided directly to the MOE.

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• Development of the Source Protection Plan is the next step in the process. The Clean Water Act mandates that the Source Protection Plan contain risk-reduction policies to address significant threats. Additional information gathering will be required related to chemical handling practices on individual properties to determine appropriate risk-mitigation policies for each property. Detailed requirements have not yet been released by the MOE but it is expected that these policies would require monitoring or beneficial management practices be put in place for many significant threats. The responsible parties to implement these measures could include one or more of the property owners, municipalities, conservation authorities, or the province. The Regional Official Plan may need to be amended once the SPP is approved by the MOE, which will be based on the amended Assessment Report. It is appropriate that municipalities establish and implement source water protection programs, including policies in their official plans, for their drinking water supplies in advance of approval of the SPP. The MOE supports this approach.

CORPORATE STRATEGIC PLAN:

The Region of Waterloo’s inclusion and support of the Grand River Assessment Report under the Clean Water Act, 2006 supports the Corporate Strategic Plan Focus Area 1: Environmental Sustainability by “protecting and enhancing the environment”.

FINANCIAL IMPLICATIONS:

NIL

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS Figure 1: Map of Highly Vulnerable Aquifers Figure 2: Map of Significant Groundwater Recharge Areas Table 1: List of Watersheds and Associated Municipal System Requiring Tier 3 Assessment Table 2: Enumeration of Significant Threats by Wellfield

PREPARED BY: Eric Hodgins, Manager, Hydrogeology and Source Water

APPROVED BY: Thomas Schmidt, Commissioner, Transportation and Environmental Services

DOCS# 841471 Page 7 of 11 September 28, 2010 Report E-10-082

Figure 1: Map of Highly Vulnerable Aquifers

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Figure 2: Map of Significant Groundwater Recharge Areas

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Table 1: List of Watersheds and Associated Municipal System Requiring Tier 3 Assessment

Assessment Area Municipal Water Supply

Canagagigue Creek West Montrose Conestogo Golf and Plains Elmira (E10)

Central Grand All wells within the Integrated Urban System for Breslau, Browns subdivision, Cambridge, Elmira, Kitchener, St. Jacobs, and Waterloo

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Table 2: Enumeration of Significant Threats by Wellfield

Number of Total Number Properties with Total of Properties Wellhead Protection Area Significant Drinking Water Quality Number of with Threats Related to / Intake Protection Zone Properties1 Significant Issues Drinking Water Threats Quality Issues Grand River Hidden 1092 0 0 Valley Intake Ayr 158 4 0 Baden 64 54 54 Nitrate Blair Road 143 1 0 Branchton Meadows 13 10 10 Salt Clemens Mill 291 14 0 Conestogo 195 35 0 Dunbar Road 144 0 0 Elgin Street 153 100 100 Salt, TCE Elmira 79 5 0 Erb Street 205 3 0 Fountain Street 97 5 0 Foxboro Green 11 0 0 Greenbrook 772 152 149 Salt Heidelberg 171 14 0 Salt (H3), Salt and Hespeler 354 106 105 Nitrate (H4) Lancaster 929 6 0 Linwood 165 17 0 Mannheim 784 290 285 Nitrate (K23 and K26) Maryhill 130 25 - Middleton Street 1893 731 673 Salt, TCE New Dundee 45 32 0 New Hamburg 434 5 0 Parkway 685 253 250 Salt Pinebush 464 121 99 Salt (G5) Pompeii / Forwell 3826 8 0 Roseville 78 22 0 Shades Mill 205 9 0 St. Agatha 139 129 129 Nitrate St. Clements 190 41 0 Strange Street 414 12 4 Salt (K10A) Strasburg 488 3 0 Waterloo North 784 5 0 Wellesley 141 3 0 West Montrose 137 5 0 Willard 264 2 0 William Street 818 308 302 Salt, TCE Wilmot Centre 95 89 91 Nitrate Woolner 2638 6 0 Total 19673 2625 2251

DOCS# 841471 Page 11 of 11 Report: E-10-086 June REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: E03-20/04162-01

SUBJECT: HIDDEN VALLEY HIGH LIFT PUMPING STATION EMERGENCY MECHANICAL REPAIRS

RECOMMENDATION:

SUMMARY:

NIL

REPORT:

The Mannheim Water Treatment Plant (MWTP) supplies water to approximately 25% of the Region’s Integrated Urban Water Supply System, which includes the Cities of Cambridge, Kitchener and Waterloo, and the Towns of Elmira and St. Jacobs. This facility treats water from the Grand River, which is pumped approximately 10 km from the Grand River raw water intake near Hidden Valley Road, City of Kitchener, to the MWTP. Water collected at the Grand River intake is pumped by the Hidden Valley Low Lift Pumping Station (HVLL) to a four-cell open reservoir. From this reservoir, water is pumped by the Hidden Valley High Lift Pumping Station (HVHL) to the Mannheim WTP.

In December 2009, while investigating leakages at the discharge valve and the associated check valve on one of the three pumps at the HVHL, it was determined that both valves would have to be removed, transported off site for rehabilitation and then replaced. These valves are considered critical to the operation of the pumping station.

The HVHL valves are approximately 20 years old, and are used for raw water pumping, which increases the wear of internal parts of the valve due to presence of small solid particles present in raw water. Water Operations and Maintenance staff performs regular inspections of the external parts of the valves. However, inspection of the internal components in contact with raw water are only done once the 10 km raw watermain feeding the Mannheim WTP is dewatered, which is infrequent due to the required down time of the WTP to drain this watermain. For this reason, the failure of internal parts of the valves was more difficult to be predicted during the inspections for regular maintenance procedures.

Water Services staff discussed the above situation with the Director, Procurement and Supply Services, and it was decided that due to the importance of the Mannheim WTP to water supply to the Region, the preferred approach to implement the required repairs was to use Part VIII of By-Law

Document #811087 Page 1 of 3 September 28, 2010 Report: E-10-086

04-093 for the Procurement of Goods and Services for the Region. This Part of this By-Law, allows the Chief Purchasing Office, hereby referred as the Director, Procurement and Supply Services, to acquire goods and services to respond to an emergency, reporting after the completion of the required work to Regional Council any expenses in excess of $100,000.

Section 12 of By-Law 05-008, Financial Management, also requires that the appropriate Commissioner and Chief Financial Officer report to the appropriate Committee or Council describing the emergency expenditures and recommending the approval of the new Capital Project in the Capital Budget, and identifying source(s) of funding for the expenditure.

The activities for repairing the HVHL valves were as follows:

• Retaining an Engineering Consultant to assist with the implementation, procurement of parts and contractors, contract administration, and work commissioning; • Draining the 10 km raw water watermain twice from the HVHL to the Mannheim WTP; • Inspecting all other raw water valves in at the HVHL facility; • Repairing the problematic valves, including the valves approaching its operational life; and • Commissioning the works.

The Region retained Stantec Consulting Limited to prepare a strategy to repair the above valves, with the goal of minimizing the downtime of the Mannheim WTP. The opportunity was also taken to inspect and refurbish valves in the other 2 pumps at the HVHL.

The total cost for the above project was as follows:

• Engineering Consulting Fees (including GST) $49,439.25 • Contractors for repair of valves and all associated work (including GST and HST where applicable) $328,823.19 • In-House Engineering (not subject to GST and HST) $5,000.00

Sub-Total $383,262.44

• Less: Municipal Rebate of GST (5%) $12,596.73 • Less: Municipal Rebate of 86.46% of paid HST (11.24%) $10,268.23

Net Total Cost $360,397.48

This project was completed in July 2010, and no other costs are expected.

CORPORATE STRATEGIC PLAN:

This project meets the Region’s corporate strategic plan objective to “optimize the use of existing infrastructure and ensure it is adequately maintained” under Focus Area 5 to “provide high quality infrastructure and asset management to meet current needs and future growth”.

FINANCIAL IMPLICATIONS:

Funding for this project is available from the Water Reserve Fund and will be incorporated into the calculation of the 2011 user rates to be presented during the budget process.

Document #811087 Page 2 of 3 September 28, 2010 Report: E-10-086

OTHER DEPARTMENTAL CONSULTATION/CONCURRANCE:

NIL

ATTACHMENTS:

NIL

PREPARED BY: Franklyn Smith, Supervisor of Infrastructure Management, Water Services

APPROVED BY: Thomas Schmidt, Commissioner, Transportation and Environmental Services

Document #811087 Page 3 of 3 Report: E-10-087 REGION OF WATERLOO

TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services

TO: Chair Jim Wideman and Members of the Planning and Works Committee

DATE: September 28, 2010 FILE CODE: E03-20/4106-20; C04-30

SUBJECT: PHASE 2 OF THE ERB STREET WATER SUPPLY SYSTEM STUDY – CONSULTANT SERVICES AWARD

RECOMMENDATION:

SUMMARY:

Stantec was retained by the Region in March 2008 to complete the Erb Street Water Supply Study (E-08-019). As part of this Council report, only Phase 1 of the study was awarded with award of Phase 2 to the same Consultant being conditional on successful completion of Phase 1 of the study. Consultant selection for this study followed the Region’s Council approved consultant selection policy and Purchasing By-Law.

Phase 1 included the completion of a detailed hydrogeological investigation of the Erb Street Well Field and an update to the existing Permit to Take Water, which would be used for better defining the scope of Phase 2. Stantec has successfully completed Phase 1 of this assignment, and the Region has been satisfied with their performance to date.

A Request for Detailed Work Plan, including a comprehensive terms of reference was provided to Stantec to prepare their work plan and upset fee for Phase 2, which include completing a Class Environmental Assessment (Class EA) based on the Municipal Engineers Association process, and the preliminary design for addressing the water treatment needs identified in Phase 1.

The Consultant’s detailed work plan was carefully reviewed by the Region’s Water Services staff, and considered appropriate for the completion of Phase 2 of this assignment. The upset fee for Phase 2 was negotiated after careful scrutiny of the project work plan. Based on this evaluation and Stantec’s successful performance during Phase 1, the Project Team recommends that Stantec be retained to undertake Phase 2 of this assignment at a total upset fee of $419,300 plus applicable taxes.

REPORT:

Background

The Erb Street Water Supply System consists of four (4) wells (W6A, W6B, W7 and W8) and an 18 ML reservoir connected to two pumping stations, which supply water to the west side of the City of Page 1 of 5 September 28, 2010 Report: E-10-087

Waterloo. The wells are located near the border of the Township of Wilmot west of the intersection of Erb Road and Wilmot Line.

The purpose of the Erb Street Water Supply System Study was to better understand the Erb Street well field, and to identify and recommend water treatment needs for the wells in this well field. The study has been divided in two phases.

The purpose of Phase 1 was to undertake a detailed hydrogeological assessment of the Erb Street well field. Some of the well field investigations included the potential influence of surface water in some of the wells, occurrence of iron and/or manganese in the wells, and increasing levels of chlorides in the well field. The findings from Phase 1 are described below, and will provide the basis for evaluating treatment options for the well field, which will be part of Phase 2 of this study.

Phase 2 will include completing a Class Environmental Assessment (Class EA) based on the Municipal Engineers Association process, and the preliminary design for addressing the water treatment needs identified in Phase 1. This Phase will also recommend alternatives to optimize the operation of the Erb Street well field, and investigate the feasibility of integrating into the Erb Street system a recently drilled well between the boundary of the City of Waterloo and the community of St. Agatha.

Phase 2 of the Erb Street Water Supply System Study is the subject of this report.

Groundwater Wells:

The Erb Street wells were classified as true groundwater wells in the 2001 Integrated Urban System Engineer’s Report. However, since this time, the Ontario Ministry of the Environment (MOE) has developed stricter guidelines defining the criteria for better assessing groundwater under direct influence of surface water (GUDI). Phase 1 found that all of the wells in this well field are true groundwater wells.

Iron and Manganese:

Treated water from the Erb Street wells meets all health related standards. However, elevated levels of iron and manganese (aesthetic quality parameters) have been detected in raw and treated water. It is believed that the presence of these two parameters may be related to discoloured water complaints received by the City of Waterloo from customers located in the area serviced by these wells. Phase 1 found that increased water taking from certain wells may elevate the iron and manganese concentrations above the Province’s aesthetic objectives. Treatment options will be investigated for these parameters as part of the Class EA.

Chlorides:

Chloride levels in the Erb Street well field are substantially lower than the Ontario Drinking Water Aesthetic Objective of 250 mg/L. However, long term trending of these wells has shown a steady increase of this parameter (up to 37 mg/L). The Region has identified similar increasing trend in several supply wells across the Region, generally attributed to winter road de-icing. As chlorides have also been used as a historical indicator of landfill impacts, the MOE had requested the source(s) of chloride in the Erb Street well field be investigated. The hydrogeological investigation found that the elevated chlorides were not as a result of influence from the Erb Street landfill or the former Sanico landfill. A report in this regard has been submitted to the MOE. No further investigation is anticipated on this subject.

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Consultant Selection

Stantec was retained by the Region in March 2008 to complete the Erb Street Water Supply Study (E-08-019). As part of this Council report, Phase 1 was awarded at an upset fee limit of $294,230 plus applicable taxes. Phase 2 would be awarded as part of a separate Council report, upon successful completion of Phase 1 by Stantec. Stantec has successfully completed Phase 1 of this assignment, and the Region has been satisfied with their performance to date.

In August 2010, a Request for Detailed Work Plan and Upset Fee, including comprehensive terms of reference, was provided to Stantec to prepare their work plan and upset fee for Phase 2 of the above project. The Consultant’s detailed work plan was carefully reviewed by the Region’s Water Services staff, and considered appropriate for the completion of Phase 2 of this assignment. The upset fee for Phase 2 was negotiated after careful scrutiny of the project work plan.

The upset fee for Phase 2 of this work, as developed by Stantec, is higher than the estimated value presented in Report E-08-019. This is due to an expansion of the scope of work to include testing of the recently drilled well between the City of Waterloo and St. Agatha replacing the test well with a full size production well, and including the results from the well testing into the Class EA process. This well had not been identified at the time of the previous report. This new well will allow the Region to optimize the operation of the Erb St. system.

Water Services Project Team involved in the review of Stantec’s work plan and upset fees consisted of:

Jorge Cavalcante, Manager, Engineering and Planning, Water Services Pam Law, Project Engineer, Engineering and Planning, Water Services Lisa Lachuta, Project Engineer, Engineering and Planning, Water Services Tammy Middleton, Senior Hydrogeologist, Water Services Richard Wootton, Senior Hydrogeologist, Water Services

Stantec is very familiar with all of the important background information and key factors that are necessary to consider during the Class EA and preliminary design of this project. The work plan submitted by Stantec demonstrated this good understanding of the project, supported by a capable project team with experience on a number of similar projects.

Based on the above evaluation, the Project Team recommends that Stantec be retained to undertake Phase 2 of the Erb Street Water Supply Study at an upset fee of $419,300 plus applicable taxes.

Scope of Work

The scope of work for this assignment includes:

• Collection and review of background information; • New Production and Monitoring Well Testing; • Review of Well Field Quality and Quantity; • Identification and Evaluation of Water Supply and Treatment Alternatives; • Preparation of Environmental Study Report; and • Preliminary Design of Proposed Treatment and New Supply Well House.

Schedule

Subject to Council’s approval of this assignment, the proposed schedule for the assignment is approximately 44 months commencing in October 2010 and ending in July 2014. DOCS# 846134 Page 3 of 5 September 28, 2010 Report: E-10-087

Consultant Upset Limit

The upset limit for consulting fees and disbursements for the Phase 2 of the Erb Street Water Supply System Study is $419,300 plus applicable taxes. A breakdown of the successful consultant’s upset fee is included in Appendix A attached to this report.

CORPORATE STRATEGIC PLAN:

The Erb Street Water Supply Study supports the Corporate Strategic Plan Focus Area 1: Environmental Sustainability: Protect and Enhance the Environment; Strategic Objective: Protecting the Quality and the Quantity of our Water Sources.

FINANCIAL IMPLICATIONS:

The Council approved 2010 Water Capital Program includes a total of $374,000 in 2010 and $500,000 in 2011 for undertaking Phase 2 of the Erb Street Water Supply System Study, and for drilling a full size production test well near the new test well between the City of Waterloo and St. Agatha. The above funds are sufficient for completing Phase 2 of this project.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

NIL

ATTACHMENTS

Appendix A: Breakdown of Consultant’s Upset Fee.

PREPARED BY: Pam Law, Project Engineer, Water Services

APPROVED BY: Thomas Schmidt, Commissioner, Transportation and Environmental Services

DOCS# 846134 Page 4 of 5 September 28, 2010 Report: E-10-087

Appendix A

Breakdown of Consultant’s Upset Fee – Phase 2

Task 1 Groundwater Investigation – New Supply Well $126,916

Task 2 Class Environmental Assessment $213,157

Task 3 Preliminary Design $79,227

Total Consultant Upset Fee: $419,300

DOCS# 846134 Page 5 of 5

COUNCIL ENQUIRIES AND REQUESTS FOR INFORMATION PLANNING AND WORKS COMMITTEE Meeting date Requestor Request Assigned Department Anticipated Response Date Staff report on obtaining changes to Highway Traffic Transportation and 01-Dec-09 P&W Act to give right of way to pedestrians Environmental Services Late 2010

122904 MEDIA RELEASE: Friday, September 24, 2010, 4:30 p.m.

REGIONAL MUNICIPALITY OF WATERLOO LICENSING AND RETAIL COMMITTEE AGENDA

Tuesday, September 28, 2010 3:00 p.m. Regional Council Chamber 150 Frederick Street, Kitchener, ON

1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

2. DELEGATIONS

Re: CR-CLK-LIC-10-008/CR-RS-10-036, Taxi Cab Meter By-law and School Boards

a) Dave Byers, President, Waterloo Region Taxi Association

b) Benoit Bourgault, General Manager, Student Transportation Services of Waterloo Region Inc.

c) Dan Schmidt, Miller Thomson LLP

d) Doug Bowden, Waterloo

3. REPORTS – Corporate Resources a) CR-CLK-LIC-10-008/CR-RS-10-036 Taxi Cab Meter By-law and School Boards 1

b) CR-CLK-LIC-10-010 Interim Report – Giant Hogweed Reduction Program, 13 Year #1 - 2010

4. INFORMATION/CORRESPONDENCE

5. OTHER BUSINESS

6. NEXT MEETING

7. ADJOURN

852142 Report: CR-CLK-LIC-10-008/CR-RS-10-036 REGION OF WATERLOO

CORPORATE RESOURCES Council and Administrative Services Licensing and Regulatory Services Legal Services

TO: Chair Jake Smola and Members of the Licensing and Retail Committee

DATE: September 28, 2010 FILE CODE: L18-30(A)

SUBJECT: TAXI-CAB METER BY-LAW AND SCHOOL BOARDS

RECOMMENDATION:

THAT The Regional Municipality of Waterloo amend the Taxi-cab Meter By-law pursuant to Appendix “A” so that fees prescribed in the By-law do not apply to taxi-cab services that are carried out pursuant to an ongoing contract with a public transportation provider, pursuant to Report CR-CLK-LIC-10-008 / CR-RS- 10-036, dated September 28, 2010.

SUMMARY:

In 2009, the Region received correspondence from the Student Transportation Services of Waterloo Region (STSWR), Inc., which is a transportation consortium formed by the Waterloo Catholic District School Board and the Waterloo Region District School Board to provide joint transportation for school students in Waterloo Region (the "School Boards"). The School Boards wrote with a request that the Region amend its Taxi-cab Meter By-law so that the School Boards could conduct a competitive process in order to acquire taxi-cab services for its students.

In the 2009/2010 school year, over 375 students were transported by taxi-cabs at a cost of over $2,000,000. The School Boards pay for the taxi-cab services based on the meter rate as prescribed by the Taxi-cab Meter By-law. This is because the By-law sets the fare for all taxi-cab services within Waterloo Region including those that are provided for school boards and students.

Docs # 839555 Page 1 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036 REPORT:

1. Background

As background, in the 2009/2010 school year, over 375 students were transported by taxi-cabs at a cost of over $2,000,000 (over $5,300/student). The School Boards pay for the taxi-cab services based on the meter rate as prescribed by the Taxi-cab Meter By-law. This is because the By-law sets the fare for all taxi-cab services within Waterloo Region including those that are provided for school boards and students. The School Boards receive approximately $10,000 per student in total grant funding from the Province, so this transportation cost accounts for a considerable amount of that per pupil allotment.

The students were transported in taxi-cabs for the following reasons:

(i) One quarter of the students transported by taxi-cab were regular students residing outside the regular school boundaries and consequently outside of the regular school bus network; (ii) The majority of the students transported were special education, attending special programs from very advanced programs or specially designed programs for special needs. Based on the distance to the program, these students were transported by taxi-cabs for efficiency; and (iii) 38 students were required to be transported by taxi-cab for behaviour reasons.

The School Boards had 330 taxi-cab runs in the 2009/2010 school year, morning and afternoon, at an average distance of 12 km each way.

The School Boards request an amendment to allow a competitive process in regard to the cost for the taxi-cab services. The School Boards state that Provincial policy requires that it carry out a competitive process and that potential lower costs will benefit the School Boards and the public as a whole. The School Boards state that the school boards in Sudbury, Ottawa, London, Lindsay, North Bay, South River, Sturgeon Falls and Parry Sound have conducted competitive processes in order to acquire taxi-cab services. The School Boards’ position is set out in its correspondence, dated October 14, 2009 and June 22, 2010 (Miller Thomson, LLP), which are attached as Appendix “B” to this Report.

The Association is against the requested amendment. The Association states that the current process works well and that the School Boards are charged a fair rate for the specialized taxi-cab services that are provided.

Again, staff met with the School Board and Association on July 19, 2010. Information from all sides was presented, received and discussed. It was explained to both sides that the information received would be used to create a report to be presented to the Licensing and Retail Committee of Regional Council. The meeting concluded with both sides being offered the opportunity to present written submissions before or after the Report was finalized. It is understood that the Association has recently retained legal counsel and are intending on providing additional submissions to this Committee.

Page 2 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

2. Grand River Transit

It should be noted that the Region’s Grand River Transit, which includes MobilityPLUS and TaxiSCRIP, also use taxi-cabs to supplement transportation services for its eligible disabled customers. Specifically, MobilityPLUS has contracts with four taxi-cab brokers to provide taxi-cab services to disabled customers in Kitchener, Waterloo and Cambridge. MobilityPLUS uses taxi-cabs when its regular dedicated van service is at capacity. Like the School Boards, MobilityPLUS is not exempt from the Taxi-cab Meter By-law and it pays the meter rate pursuant to the By-law for its contracted services. The MobilityPLUS budget in 2010 for contracted taxi-cab services is almost $1.1 million. (Kiwanis Transit which serves Woolwich, Wilmot & Wellesley Townships also has a net budget for taxi-cab services of almost $90,000.)

TaxiSCRIP is a service where eligible MobilityPLUS customers purchase taxi-cab vouchers at half of the face value of the voucher and then use them to pay for taxi-cab services within the Kitchener-Waterloo & Cambridge Service Area. The taxi-cab companies then redeem the vouchers with the Region for their full face value. The TaxiSCRIP budget in 2010 for taxi-cab services is almost $260,000.

3. Legislative Framework

The Municipal Act, 2001 gives the Region authority to regulate taxi-cabs within Waterloo Region. This authority includes the power to restrict the number of taxi-cab licences and to establish the rates or fares to be charged to passengers. It is believed that this authority has a dual purpose. First, it is intended to prevent a proliferation of persons using their private motor vehicles as taxi-cabs. Second, it prevents taxi- cab drivers from charging passengers excessive or arbitrary fees. Consumer protection is the primary principle.

It is interesting to note that section 156(2) of the Municipal Act, 2001 states:

(2) A business licensing by-law of a municipality with respect to the owners and drivers of taxi-cabs is void to the extent that it restricts, limits or prevents the owners and drivers of taxi-cabs from engaging in conveyances that meet both of the following criteria: 1. The purpose of the conveyance is to transport persons with physical, emotional or mental disabilities from any point in the municipality to any point outside the municipality. 2. The conveyance is made pursuant to a written contract for the use of a taxi-cab which can legally operate in the municipality in which the conveyance begins or ends.

This section does not apply to the Region's Taxi-cab Meter By-law because the By-law only applies to taxi-cab services that are commenced and concluded within Waterloo Region. This section of the Municipal Act, 2001 only applies to taxi-cab services that are commenced and concluded in two separate municipalities. The purpose of this provision in the Municipal Act, 2001 is not fully known. However, the section infers the Province's desire that some special accommodation should be made where taxi-cabs are under contract to transport persons with disabilities.

Section 33 of the Region's Taxi-cab Meter By-law states that every taxi-cab meter shall comply with the Schedule A (fees) of the By-law. Section 33 further states that every fee charged to a passenger shall be in accordance with the taxi-cab meter. This means that taxi-cab drivers can not charge a fee for a taxi- cab service that is either above or below the prescribed fees in schedule A of the Taxi-Cab Meter By-law. This requirement protects the consumer / passenger from excessive or arbitrary fees. The negative result, however, is that it prevents price competition amongst taxi-cab owners and drivers.

Page 3 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

It should be noted that the Region’s Special Transportation Taxi-cab By-law specifically exempts special transportation taxi-cab services (the use of a motor vehicle without a meter that exclusively transports children) that are carried out by a school board or a contractor for a school board. This exemption was to essentially exclude small school buses from regulation by the Region on the basis that the principles of consumer protection did not apply in regard to school boards.

4. Other Municipalities / Jurisdictions:

Staff has consulted with a sampling of licensing officials of other municipalities about competitive tendering between school boards and taxi-cab companies. The results are as follows:

Municipality Permits Competitive Permits Competitive Tendering Process - Yes Tendering Process - No Toronto Yes, does not prohibit Ottawa Yes Windsor Yes, with principle that it not adversely affect compensation for ‘drivers.’ Mississauga Yes Oakville Yes, if pre-arranged Brampton No, but are considering such a provision. Oshawa Yes, by-law is silent on issue London No Hamilton No, but there is a provision for children with disabilities. Thunder bay Yes, by-law is silent on issue. City of Greater Sudbury Yes Region Of Niagara No, but permits a 10% reduction for students and a flat rate if travelling from one area municipality to another. Brantford No City of Calgary No Province of Manitoba Yes, with approval by Manitoba Taxi-cab Board Province of British Columbia Yes, with approval of BC Passenger Transportation Board; this includes taxi-cabs.

5. Options

The Region has two general options in regard to the request of the School Boards. These options are as follows:

(i) Do nothing; or (ii) Amend Taxi-cab Meter By-law in regard to fares to exempt all taxi-cab services that are carried out pursuant to an ongoing contract between a taxi-cab broker / driver and a public transportation body.

Page 4 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

There are two primary factors when considering these options. The first consideration is policy. Specifically, is there a policy basis that supports the status quo or an amendment to the Taxi-cab Meter By-law? The second consideration is implementation. That is, can an amendment be implemented on a practical basis given the limitations that may be imposed based on the operations or regulation of the taxi-cab industry?

Based on policy considerations, there does not appear to be any strong reason that the Region needs to regulate the cost of a taxi-cab service that has been negotiated by contract between a taxi-cab company and a school board. Both are sophisticated entities that can adequately protect their own interests. This appears to be supported by section 156(2) of the Municipal Act, 2001 and the Special Transportation Taxi-cab By-law which both exempt contracted transportation services that involve disabled persons and school boards, respectively. In fact, forcing the two parties to set a prescribed fee for a contracted service contradicts the competing policy consideration that competition is in the public good. These same principles can also be applied to Grand River Transit and other public transportation bodies.

The Association contends that it needs to charge a fee that properly compensates the taxi-cab industry for its rendered services. However, allowing taxi-cab companies and public transportation providers to negotiate a contracted fee does not prevent such. The taxi-cab companies are free to bid on services if they choose and to submit a price that they believe is adequate. In fact, a competitive process could result in fares that are above the prescribed fees in the Taxi-cab Meter By-law.

On a practical basis, there is no impediment from the Region’s perspective in amending the Taxi-Cab Meter By-law and allowing taxi-cab companies and public transportation providers to negotiate and contract for the desired services. Taxi-cab companies and public transportation providers can agree to use a meter rate (as-is or with a discount or premium) or use a flat rate. In either case, the Region can verify such during any inspection.

The Association has voiced concerns about how a competitive process would be carried out for taxi- cab services. This, however, is an issue that the public transportation providers and taxi-cab companies can address on their own without the involvement of the Region’s Licensing and Regulatory Services.

6. Recommendation

It is the recommendation of staff that the Taxi-cab Meter By-law be amended in regard to fares to exempt all taxi-cab services that are carried out pursuant to an ongoing contract between a taxi-cab broker / driver and a public transportation body. The policy consideration of consumer protection does not apply and requiring a prescribed fee between two sophisticated parties undermines the public benefit of competition.

It should be noted that the same principles could apply in relation to negotiated contracts between taxi-cab brokers / drivers and private corporations. This would open any by-law amendment to all corporations and not just public transportation bodies. The difficulty, however, is that not all private corporations are large entities that have access to procurement and legal resources. Thus, the principle of consumer protection may still apply. Further, there has not been any request from private corporations to amend the by-law in this regard.

CORPORATE STRATEGIC PLAN:

Strategic Focus Area 6: Service Excellence: Foster a culture of citizen/customer service that is responsive to community needs.

Page 5 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036 FINANCIAL IMPLICATIONS:

Nil

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Grand River Transit staff was consulted in the preparation of this Report.

ATTACHMENTS:

Appendix A – Draft Amending By-law Appendix B - Correspondence from School Boards dated October 14; December 14, 2009; and from Miller Thomson, LLP, June 22, 2010 on behalf.

PREPARED BY: M. (Marty) Sawdon, Administrator – Licensing and Regulatory Services Richard Brookes, Solicitor

APPROVED BY: Kris Fletcher, Director, Council & Administrative Services / Regional Clerk Richard Brookes, Acting Regional Solicitor

Page 6 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036 APPENDIX “A”

BY-LAW NUMBER "\"Insert By-law Number\""

THE REGIONAL MUNICIPALITY OF WATERLOO

A By-law to Amend By-law 04-069, A By-law to Licence, Regulate and Govern Brokers, Owners and Drivers of Taxi-Cabs Equipped with Taxi-cab Meters within The Regional Municipality of Waterloo, as amended

The Council of the Regional Municipality of Waterloo enacts as follows:

1. Section 1 of By-law 04-069, A By-law to Licence, Regulate and Govern Brokers, Owners and Drivers of Taxi-Cabs Equipped with Taxi-cab Meters within The Regional Municipality of Waterloo, as amended, is hereby amended by adding the following subsection:

(18.1) “Public Transportation Provider” means any public body that has the authority to transport members of the public, which includes but is not limited to students;

2. Section 33 of By-law 04-069, A By-law to Licence, Regulate and Govern Brokers, Owners and Drivers of Taxi-Cabs Equipped with Taxi-cab Meters within The Regional Municipality of Waterloo, as amended, is hereby deleted and replaced with the following:

33. (1) Every Driver providing a Taxi-cab Service or Accessible Taxi-cab Service shall ensure that:

(i) his or her Taxi-cab is fully operational and accurate;

(ii) his or her Taxi-cab Meter is sealed;

(iii) his or her Taxi-cab Meter conforms to the fees as prescribed in Schedule "A" of this By- law, attached;

(iv) his or her Taxi-cab Meter is located where it is visible to all Passengers; and

(v) the fee charged to the Passenger or Passengers conforms to that as set out on the Taxi- cab Meter or, where applicable, the fee as prescribed in Schedule "A" of this By-law, attached.

(2) Subsection (1)(v) of this section shall not apply where the Taxi-cab Service or Accessible Taxi-cab Service is being carried out pursuant to an ongoing contract for Taxi-cab Services or Accessible Taxi-cab Services with a Public Transportation Provider.

3. This By-law comes into force and effect on the date of final passage hereof.

By-law read a first, second and third time and finally passed in the Council Chamber in the Regional Municipality of Waterloo this 6th day of October, A.D., 2010.

REGIONAL CLERK REGIONAL CHAIR

Page 7 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036 APPENDIX“B”

Page 8 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

Page 9 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

Page 10 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

Page 11 of 12 September 28, 2010 CR-CLK-LIC-10-008 / CR-RS-10-036

Page 12 of 12 Report: CR-CLK-LIC-10-010 REGION OF WATERLOO

CORPORATE RESOURCES Council and Administrative Services Licensing and Regulatory Services

TO: Chair Jake Smola and Members of the Licensing and Retail Committee

DATE: September 28, 2010 FILE CODE: L19-03

SUBJECT: INTERIM REPORT – GIANT HOGWEED REDUCTION PROGRAM, YEAR #1 - 2010

RECOMMENDATION:

For information.

SUMMARY: In 2008, Regional Council passed By-Law 08-024 designating Giant Hogweed (GHW) as a local noxious weed. Council also directed that a program be initiated that provided a more proactive approach to identifying and eliminating this plant. Three university students were hired this past summer to carry out the new initiative. The students educated the public, carried out site inspections, and took initiative by conducting proactive inspections. Through these methods, the GHW Team discovered approximately 6,300 GHW plants throughout the Region of Waterloo (ROW). They travelled approximately 18,000 kilometres by walking, driving, and canoeing. The majority of plants were discovered in Wellesley and Woolwich Townships due to the major waterways. The team also received approximately 810 calls asking for assistance and inspection; 80% ended up being GHW while the remaining 20% were another plant (angelica, wild carrot, and ragweed). The aim of the 3-year GHW Reduction Program is to reduce the numbers of GHW plants within the Region. GHW seeds can lay dormant for up to ten years. Similar programs in other Regions will ensure that Area and City Weed Inspectors will be able to collaborate to ensure seeds are not being transported over boundaries and plants are being destroyed.

This report includes information and data collected and prepared by the summer students.

The Ministry of Agriculture and Rural Affairs has just announced that Giant Hogweed has been recognized as a noxious weed under the Weed Control Act.

REPORT:

Introduction Heracleum mantegazzianum (Giant Hogweed, GHW) was first recorded in Ontario in 1949 where the alien plant escaped from horticulture and established dense stands in natural, rural, and agricultural ecosystems (Page, N.A., et al, 2006). With the rapid expansion of GHW onto agricultural lands, it was necessary to take corrective action. In 2008, Regional Council passed By-Law 08-024 designating Giant Hogweed (GHW) as a local noxious weed. Furthermore in 2010, Regional Council directed staff to undertake a GHW Reduction Program in the ROW. The goal of this program is to reduce the range expansion and plant growth through strategic land management, eradication of existing infestations, and education of the public.

Docs # 850556 Page 1 of 14 September 28, 2010 CR-CLK-LIC-10-010

Figure A: GHW Plant in the Flowering Stage (Page, N.A., et al, 2006)

Methods:

The Regional Municipality of Waterloo hired three university students to undertake the program under the direct supervision of Area (Regional) Weed Inspector, Larry Martin. The following methods were used in successfully locating and destroying the noxious plant:

1. Education:

Knowing that the public is an essential tool for locating most of the GHW infestations throughout the ROW, educating the community was one of the primary focuses for the 2010 team. The GHW team distributed informational pamphlets to several Mennonite schools located throughout Wellesley and Woolwich Township. Distributing the pamphlets at the schools allowed the team to effectively educate a younger demographic about the dangers associated with GHW. Furthermore, the students brought home the pamphlets for their families’ knowledge. This resulted in a noticeable increase of calls to report the whereabouts of previously undiscovered plants.

The media was a prime source of creating public awareness about the eradication program set in place for the 2010 season. Newspaper articles, television reports (including CTV national news reports), and radio interviews were among the many methods for communicating the severity of this plant. Team leader, Larry Martin and Marty Sawdon, the team’s Administrator, were in contact with the media to provide correct information on the development of the program and to further emphasize the hazards of

Page 2 of 14 September 28, 2010 CR-CLK-LIC-10-010 GHW.

2. Property Inspections:

Throughout the course of the summer, the team carried out inspections of properties throughout the ROW on a complaint basis. One member of the team would be designated as the official for investigating the complaint. That member would contact and then meet with the property owner or occupant. An inspection of the property would take place with the concerned citizen present. This method provided the best results, as the citizen would be able to show the member specifically which plant was in question. The member would also be able to answer any questions that the citizen may have in a face-to-face conversation. If GHW was present on the property, the team member would advise the property owner of the issue and that Section 4 of the Weed Control Act states that any noxious plant must be destroyed by one of four methods.

A follow-up inspection would be conducted about two weeks after the initial inspection to ensure action had been taken. If not, then a team member would re-visit the property owner or occupant and remind them of their responsibilities under the Act and By-law. In almost all cases, no further action was required by the team.

The Ontario Weed Control Act makes it very clear that it is the legal and if necessary financial responsibility of the property owner to eradicate a designated noxious weed, including GHW, which is located on their property. Methods to achieve compliance are contained within the Act and include Orders. In two cases, the Area Weed Inspector, Larry Martin had to issue Weed Control Act Orders for GHW on 2 property owners which then resulted in compliance.

3. Phone Interviews:

Calls regarding GHW and other noxious weeds were reported to the team on a regular basis. The inquiry would be directed to a telephone “mail-box” under the Area Weed Inspector’s name, Larry Martin. When a message was left concerning GHW it would be returned by one of the Assistant Area Weed Inspectors to find out any relevant information left on the phone message. The team member would advise the caller not to remove the plant until one of the team members could confirm the unknown plant as GHW or any other noxious plants. At times, phone interviews became numerous and complex. The team had to sort through the calls and determine the priority of inquiries. It was difficult for the public to personally contact any one of the Assistant Area Weed Inspectors.

4. Pro-active Inspections:

For the majority of the time, the team took the initiative and conducted inspections on walking trails, biking trails, river and stream banks, and roadside ditches. Walking trails were determined by maps given to the team from the townships and were high traffic areas with several access points. Examples of these trails are: Health Valley, Walter Bean and Kissing Bridge. The main biking trail inspected was the “hydro- cut“behind the Erb Street Landfill, in which several plants were located and destroyed. The team joined a cyclists’ website to inform and warn them about GHW. All the major rivers in the ROW (Grand River, Conestoga River, and Nith River) were canoed throughout the summer months because the GHW seeds travel best through the waterways. Canoe Inspections were most efficient for discovering new plants. The team has now proven that the plants are quickly moving down the water ways due to the high densities of plants upstream. Several streams and ditches were inspected for GHW growth along agricultural properties.

When carrying out a property inspection, the surrounding properties were inspected to ensure that GHW has not spread elsewhere. With notification to the property owner or occupant, a thorough inspection was

Page 3 of 14 September 28, 2010 CR-CLK-LIC-10-010 completed to guarantee that their property did not contain GHW and provided a well-organized, professional service.

When out in the field making visits to property owners or occupants, it became clear that they were interested in destroying the plants. Once educated, people were intrigued about the program and informed others about the GHW and the program. Identification of an immature plant can be easily missed by the homeowner. Therefore, it was important that the Assistant Area Weed Inspectors went to each call.

Before a land exterminator was summoned to destroy a suspected plant, landowners or occupants were encouraged to have it confirmed by one of the Assistant Area Weed Inspectors to be GHW or not. Without doing so, a landowner or occupant could be billed for removal of non-GHW plant due to improper identification. This was known to have happened on at least 1 occasion.

The table below depicts the amount of distance traveled by the team throughout the summer of 2010. They traveled approximately 18,000 kilometres, broken up into the following methods of transportation:

Figure 4: Distance Travelled Throughout Summer 2010:

Method of Travel Approximate Distance Travelled (km)

Walk 850

Drive (Noxious Weed Van) 7500

Drive (Personal Vehicle) 9503

Canoe 567

The kilometers walked by the team were typically along trails, stream banks, and road side ditches. On average each team member walked three kilometres per day for four months, which added up to approximately 850 kilometres for the 2010 season. Boots were provided to keep dry and protected which helped with rough terrain inspections. Driving (personal vehicles and the noxious weed van) was the main source of transportation due to the size of the ROW and number of the calls reported in the different townships. Driving also took up a lot of the team’s time; however, with good organization, the driving was kept to a minimum. In the late summer months, canoeing became more prominent due to the weather and the growth of the GHW. All the major rivers were canoed and several plants were found along the water ways.

Page 4 of 14 September 28, 2010 CR-CLK-LIC-10-010

Results:

The results are summarized with the following illustrations and graphs:

Figure 1:

Figure 1 illustratesApproximate the approximate Number number of GHW of GHW Plants plants per that Month the GHWT In Each found Area each Municipality month for each township. The majority of the plants were situated within Woolwich and Wellesley Township due to 1000several creek and river systems. The month of May included locations in which GHW was found prior to the 2010 summer season and the month of August showed an influx of GHW plants due to re- growth.900

800 700

600 May June 500 July 400 August

300 200

100

0 Wellesley Woolwich Wilmot Waterloo North Kitchener Cambridge Dumfries

Figure 1 illustrates the approximate number of GHW plants that the team found each month for each area municipality. The majority of the plants were situated within Woolwich and Wellesley Townships due to several creek and river systems. The month of May included locations in which GHW was found prior to the 2010 summer season. The month of August showed an influx of GHW plants due to re-growth.

Percent of New GHW Clusters Found

7% 1% 11% 1 to 5 6 to 20 21 to 99 100 to 499 55% 26% 500+

Page 5 of 14 September 28, 2010 CR-CLK-LIC-10-010

Figure 2:

Figure 2 shows the likeliness of finding GHW in different sized clusters. Finding a cluster of one to five plants happens 55 percent of the time which indicates that the team was implemented at a responsible time. As well, 26 percent of the time, six to twenty plants were found, showing that the majority of clusters are not unmanageable. However, if this problem is not addressed, these plants will spread, creating clusters on average of 100 plants or more.

The following figures represent the GHW clusters found throughout the ROW. Figure 3:

05 10203040 Kilometers NTS

Figure 3 displays the clusters of GHW throughout the entire ROW. Most clusters are found in the northern areas of the ROW, whereas the southern areas are not yet significantly affected. This is due to the seeds traveling down the waterways and not yet establishing further down stream.

A breakdown of GHW by area municipality is provided in Appendix “A” to this report, Figures 5-11.

Recommendations:

The team has encountered areas in which they feel need to be considered for the following season to better educate the public, reduce/eradicate GHW, and increase efficiency:

• Increase communications between the Assistant Area Weed Inspectors and the City Weed Inspectors (example: e-mail addresses and personal work cell phone numbers)

• Pamphlets and posters handed out to the Regional School Boards early in the spring

Page 6 of 14 September 28, 2010 CR-CLK-LIC-10-010 • Maintain or increase awareness through earlier media contact

• Signs of GHW posted through infested public facilities (the City of Waterloo has created signs for their parks)

• Direct authorization to call in a landscaping company when the GHW is on ROW property

• Ability to remove small clusters of GHW plants on ROW property

• Capability to collaborate with other municipal weed inspectors to develop a method of eradication along bordering lands

• Have a separate telephone “mail box” for GHW calls.

• Be given the opportunity to attend garden shows and other garden centers to increase public awareness about GHW (e.g. Kitchener’s Home and Garden Show and Rockway Gardens perennial exchange)

• Ability to use “smart” phones to improve communications with the public and other regional and city employees. As an example, the team could take a photo of a suspect plant in the field and then e-mail it directly to the weed identification site of the Ontario Ministry of Agriculture, Food and Rural Affairs for speedier identification.

• A more efficient ‘Inspection Report’ forms (more concise and in a booklet format)

• To have separate follow-up inspection forms (door-knob hanger style) to leave on the door when the homeowner is not there

Designation of GHW as a Provincial Noxious Weed

On September 10, 2010, the Ontario Ministry of Agriculture, Food and Rural Affairs announced that GHW has been designated as a noxious weed under the Weed Control Act and added it to the list of noxious weeds in Regulation 1096 of the Act; refer to Appendix “B” of this report. Staff will now investigate the necessity for our By-law. It is likely that we will repeal our by-law before next summer, 2011.

The repealing of the by-law however will have no impact on the GHW reduction program currently in place. The provincial government provides no funding for weed inspectors and the Region’s GHW Reduction Program; the Ministry simply permits the appointment of inspectors and the legal authorities under which they operate.

Conclusion:

The GHW in the Region of waterloo will be difficult to fully eradicate; however, implementing the GHW Reduction program has reduced the spread of GHW to other municipalities and properties throughout the ROW. The current project is required to ensure landowners are complying with By-Law 08-024 and they are taking the proper methods to eradicate this plant. Furthermore, education will need to be continued in the upcoming years to inform the current and future residents of the dangers of GHW. Providing more educational programs to the public will create awareness; thus creating the likelihood of reporting GHW.

Throughout the 2010 season, the GHW Team responded to approximately 810 calls and follow up visits which resulted in finding approximately 6300 plants within the ROW. It is the team’s intention to decrease the number of plants significantly in the upcoming years by educating the public, enforcing eradication, and searching pro-actively. The continuation of the GHWRP will help implement such a program in other regions, allowing for intercommunication throughout Ontario. Page 7 of 14 September 28, 2010 CR-CLK-LIC-10-010

GHW can affect recreational, horticultural and agricultural enjoyment, which also creates a fear in society as their safety is jeopardized. Sporting fields, parks, and hiking trails are among the many places that GHW plants could potentially proliferate. Therefore, the municipalities throughout Ontario must collaborate with each other. This will be more easily accomplished now that GHW has been added to the provincial regulation.

The GHW Reduction Program will continue in 2011. However, the number of students required will be reduced to 2.

CORPORATE STRATEGIC PLAN:

Focus Area 1: Environmental Sustainability: Protect and enhance the environment Weed Control Act: A legislative requirement.

FINANCIAL IMPLICATIONS:

Funding for the three-year program was provided by Regional Council. No change to the program is required at this time.

OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:

Nil

ATTACHMENTS:

Appendix “A” - GHW Clusters by Area Municipalities Appendix “B” – OMFRA announcement

PREPARED BY: K. Shaw, W. Stevenson and K. Verkindt – Assistant Area Weed Inspectors M. (Marty) Sawdon, Administrator, Licensing and Regulatory Services

APPROVED BY: Kris Fletcher, Director, Council & Administrative Services / Regional Clerk

Page 8 of 14 September 28, 2010 CR-CLK-LIC-10-010

Appendix “A” - GHW Clusters by Area Municipalities

Giant Hogweed Team:

Katrina Shaw, Warren Stevenson, Kevin Verkindt – Assistant Area Weed Inspectors Larry Martin, Area Weed Inspector – Team Leader.

Page 9 of 14 September 28, 2010 CR-CLK-LIC-10-010

05 10203040 Kilometers NTS Figure 5: GHW Clusters Found Within Wellesley Township

Figure 5 demonstrates that there are two properties in the Wellesley Township with more than 500 GHW plants. These properties are a major concern because it is evident that GHW has existed at these locations for several years prior to the current reduction program. Furthermore, it will take a number of years and extensive land management before the problem will be eliminated.

Figures 6 through to Figure 11 represent the spatial distribution of GHW throughout Woolwich, Wilmot, North Dumfries, Waterloo, Kitchener, and Cambridge. It is important to note that the majority of the GHW was found along the Conestoga and the Grand Rivers. This is of concern to the team because the rivers transport the seeds to other locations further downstream and could eventually leave the ROW and establishing GHW populations throughout the Great Lakes.

Page 10 of 14 September 28, 2010 CR-CLK-LIC-10-010

05 10203040 Kilometers NTS

Figure 6: GHW Clusters Found Within Woolwich Township

05 10203040 Kilometers NTS

Figure 7: GHW Clusters Found Within Wilmot Township

Page 11 of 14 September 28, 2010 CR-CLK-LIC-10-010

Figure 8:

05 10203040 Kilometers NTS

Figure 8: GHW Clusters Found Within North Dumfries Township

Figure 9:

05 10203040 Kilometers NTS

Figure 9: GHW Clusters Found Within the City of Waterloo

Page 12 of 14 September 28, 2010 CR-CLK-LIC-10-010 Figure 10:

05 10203040 Kilometers NTS

Figure 10: GHW Clusters Found Within the City of Kitchener

Figure 11:

05 10203040 Kilometers NTS Figure 11: GHW Clusters Found Within the City of Cambridge

Page 13 of 14 September 28, 2010 CR-CLK-LIC-10-010 Appendix “B”

Page 14 of 14 THE REGIONAL MUNICIPALITY OF WATERLOO

CORPORATE RESOURCES Council and Administrative Services

Date: Friday, October 1, 2010

M E M O R A N D U M

TO: Regional Councillors & Senior Staff

FROM: Kris Fletcher, Director, Council and Administrative Services/Regional Clerk

SUBJECT: Council Correspondence – For Information

Attached are responses to resolutions, requests for Regional Council endorsements, and general information. If any member of Council wishes to include any of this information on the next Council agenda, please contact Kris Fletcher at 575-4029 or Lee Ann Wetzel at 575-4410.

Responses to Council Resolutions Attached are copies of correspondence received in response to Council Resolutions on various matters listed below: Page a) The Honourable Tony Clement, P.C., M.P. Minister of Industry Re: 2011 Census Population, dated September 10, 2010 1

Resolutions From Other Municipalities Attached are copies of resolutions from the following Councils, which are forwarded for Regional Council endorsement: a) Durham Region Re: Elimination of the 2011 Census Long Form Questionnaire, dated 3 September 17, 2010 b) City of Waterloo Re: Appointments to the Grand River Accessibility Advisory Committee 7 (GRAAC), dated September 17, 2010

General Information a) Regional Municipality of Waterloo Police Services Board (WRPSB) Re: Agenda from September 8, 2010 and Minutes from July 7, 2010 & August 11 17, 2010 (For Full Package Contact Clerk’s Office x4427) b) Communities in Bloom Ontario Re: News Release: 50 Ontario Communities Honoured at 2010 Communities 18 in Bloom Ontario Awards, dated September 2010

Page 1 of 1

NEWS RELEASE For immediate release to your local media. September, 2010

Visit our website at www.cibontario.ca for more information or contact Ms. Lee Rozon - Executive Director, CiB – Ontario toll-free at 1-877-640-4005 or email [email protected].

50 Ontario communities honoured at 2010 Communities in Bloom Ontario Awards

Representatives of communities across Ontario were present in Sarnia on September 24th & 25th, 2010 to celebrate their achievements at the Ontario Communities in Bloom Awards Ceremonies. Each received a certificate and, where applicable, a Trillium Bloom Rating of Excellence and Special Mention of the community’s remarkable attributes or projects.

Nine communities were presented with Ontario Special Category Awards in:

Tidiness Environmental Awareness Community Involvement Natural & Cultural Heritage Conservation Urban Forest Management Landscaped Areas Floral Displays Turf & Groundcovers Park Revitalization

Communities in Bloom – Ontario, the Ontario Edition of the National Canadian Organization, is a non-profit Canadian organization committed to fostering civic pride, environmental responsibility and beautification through community participation and the challenge of friendly competition. The program strives to improve the tidiness, appearance and visual appeal of Canada’s neighbourhoods, parks, open spaces and streets through the imaginative use of flowers, plants and trees. A focus on environmental awareness and the preservation of heritage and culture is an integral part of its success resulting in an improved quality of life.

Ontario Category Award Winners

CRITERIA AWARD SPONSORED*/PRESENTED BY RECIPIENT

Tidiness *Trystan Site Furnishings Municipality of Lambton Shores *Association of Municipalities of Ontario – Prince Edward County Community Environmental Awareness AMO Greenspace – Picton Shire Hall Parkette Community Involvement City of Sarnia Town of Lincoln Natural & Cultural Heritage Town of Goderich – Restoration of Conservation *Ontario Small Urban Municipalities – OSUM Goderich Lighthouse & Garden *International Society of Arboriculture – City of Markham – Grandview Park Urban Forest Management Ontario Chapter Woodlot Restoration *Landscape Ontario Horticultural Trades City of Sarnia – Sarnia Horticultural Landscaped Areas Association Society Park Upgrade Crystal Beach Beautification Committee – Floral Displays EXPO (formerly Garden EXPO) Crystal Beach Streetscaping Program Municipality of North Glengarry – Turf & Groundcover CiB Ontario Beautification of Alexandria Town Hall City of Hamilton – Extreme Park Park Revitalization Ontario Parks Association - OPA Makeover CIB ONTARIO FULL PROGRAM – JUDGED

The CiB Full Program is for those who aspire to excel in the CiB Ontario Program and advance to the National and International CiB Program. Two CiB Judges visit your community over a two day period using a comprehensive evaluation form will report on the particular features and projects that the community has undertaken and presented. The judges will offer constructive suggestions and recommendations, in each of the eight criteria areas of Tidiness, Environmental Awareness, Community Involvement, Natural and Cultural Heritage Conservation, Urban Forest Management, Landscaped Areas, Floral Displays, Turf & Groundcovers.

COMMUNITIES IN BLOOM – ONTARIO 2010 “Trillium Bloom” Ratings for Provincial Edition

Population Category Community Bloom Rating 5,001 – 10,000 Municipality of Bluewater 4 Blooms Municipality of South Huron 4 Blooms

10,001 – 20,000 Municipality of Lambton Shores 5 Blooms

20,001 – 50,000 Town of Lincoln 5 Blooms City of Cornwall 5 Blooms Scoring: 64% - 72.9% 3 Blooms; 73% to 81.9% - 4 Blooms; 82% or more - 5 Blooms

Congratulations to the 21 Ontario National Participants: City of Barrie, City of Brampton, City of Dryden, Town of Essex, City of Kawartha Lakes, City of Kingston, City of Oshawa, City of Pembroke, City of Stratford, City of Toronto, City of Vaughan, Community of Glen Morris (County of Brant), Municipality of Chatham-Kent, Town of Aylmer, Town of Goderich, Town of Gravenhurst, Town of Ingersoll, Town of Minto, Town of Whitby, CFB – Kingston, CFB – Petawawa.

These National/International Finalists will receive their results at the national Communities in Bloom National Symposium and Awards to be held in Halifax, NS on October 27 to 30, 2010.

COMMUNITY SHOWCASE – MEMBERSHIP

CiB Ontario makes it easy for you to showcase your community and assist you in your efforts to promote all the great things in your community. Enjoy all the benefits of membership in the CiB Program in a “Membership Only” capacity to help you in your efforts to maintain Communities in Bloom Ontario standards with ongoing membership, continued support and networking through CiB-O to keep up to date on current trends and practices.

Program Participating Community Category Community Showcase City of London Membership Community Showcase City of Peterborough Membership Community Showcase Municipality of Red Lake Membership Community Showcase Municipality of Southwest Middlesex Membership Community Showcase Municipality of Trent Hills Membership Community Showcase Town of Carleton Place Membership Community Showcase Town of Fort Erie Membership Community Showcase Town of Huntsville Membership Community Showcase Township of Front of Yonge Membership COMMUNITY AWARD OF EXCELLENCE

Showcase your community project! Do you have an outstanding project, event or organization that should receive special recognition? This program is suited to community groups with specific projects or geographical segments within a community who are interested in participating in the Communities in Bloom program.

In partnership with Landscape Ontario Horticultural Trades Association and Municipal Cultural Planning Inc., each project is evaluated by a jury of professionals based on Community Spirit, Innovative Ideas & Environmental Sustainability with one community selected as the winner of the CiB Ontario Award of Excellence.

Program Participating Community/Group Project

Award of Excellence City of Hamilton Community Clean Trailer Award of Excellence City of Hamilton Extreme Park Makeover( Award of Excellence City of Hamilton Hamilton Trillium Awards Program Award of Excellence City of Markham Grandview Park Woodlot Restoration( Award of Excellence City of Niagara Falls – Park in the City Olympic Torch Run Legacy Trail: Committee Revitalizing an Abandoned Rail Corridor Award of Excellence City of Sarnia Sarnia Horticultural Society Park Upgrade( Award of Excellence City of Waterloo – University Downs University Downs Park Playground Neighbourhood Association Award of Excellence Crystal Beach Beautification Committee Crystal Beach Streetscaping Program( Award of Excellence Friends of Pelee Beautification of Pelee Award of Excellence Municipality of Kincardine Tiverton Environmental Green School Project*** Award of Excellence Municipality of North Glengarry Beautification of Alexandria Town Hall( Award of Excellence Municipality of Southwest Middlesex 2010 Open Garden Tour Award of Excellence Prince Edward County Community Picton Shire Hall Parkette( Greenspace Award of Excellence Town of Bradford West Gwillimbury The Bear Carving Award of Excellence Town of Goderich Restoration of Goderich Lighthouse & Garden( Award of Excellence Town of Huntsville The Brunel Historic Lift Locks Renewal Project Award of Excellence Town of Wasaga Beach Schooner Town Heritage Site Restoration Award of Excellence Township of Red Rock Church Park Rehabilitation Award of Excellence Village of Neustadt Keeping Neustadt Blooming ( Category Award Winners

***Congratulations to the 2010 Winner of the CiB Ontario Award of Excellence:

MUNICIPALITY OF KINCARDINE Tiverton Environmental Green School Project

ANNOUNCING TWO EXCITING EVENTS in partnership with Landscape Ontario Horticultural Trades Association

We cordially invite all Mayors & Councillors to be our guest to the 3rd Annual Green Communities, Parks & Partnerships Event on Tuesday, January 11, 2011 at Toronto Congress Centre

There is excitement in the air these days as Ontario Parks Association, Communities in Bloom and Landscape Ontario have come together to Celebrate, Educate and Advocate for the “Enjoyment and Healthy Lifestyles” of our treasured parks and greenspace sector.

These groups have over 150 years of collective greenspace and community leadership behind them. By combining their mandates, Ontario Parks Association’s “Protecting Tomorrow Today,” Communities in Blooms’ “People, Plants and Pride” and Landscape Ontario’s “Green for Life,” we can directly influence our sector’s future, and enhance lives for those of all ages and abilities

Green Communities, Parks & Partnerships event is designed to bring together over 200 municipal leaders, parks staff and community stakeholders to develop strategies encouraging people of all ages and abilities to enjoy gardening, recreational parks, parklands and landscapes.

For your free invitation or more information, please call Lee Rozon, CiB Ontario at 1-877-640-4005.

Exciting news - Communities in Bloom Ontario in partnership with Landscape Ontario's Expo is very pleased to announce that the 2011 CiB Awards will be held at EXPO - Canada's largest fall trade show for the floral and garden industry!

Expo is produced by Landscape Ontario in partnership - for the third year in a row - with Flowers Canada (Ontario) Inc., Master Gardeners of Ontario, Niagara Economic Development Corporation, The Canadian Academy of Floral Art (CAFA) and Plant Agriculture, University of Guelph. And for the first time ever, Expo will be the place to be for the Communities in Bloom Provincial Awards, at the Toronto Congress Centre in October 2011.

The setting could not be more perfect and we extend an invitation for you to explore Expo 2010 on October 19-20, 2010. Expo connects more than 3,000 industry professionals — well-known retailers, greenhouse growers and nursery operators, garden centre owners, florists, gift and mass merchant retailers plus hundreds of landscape designers and interior plantscape professionals — in Canada’s largest horticultural events. For the past two years, the show has been re-designed to focus on the opportunity for visitors to network with their peers and make new connections.

Be our guest at Attend Expo 2010 and be inspired, network, learn new trends, see Expo 2010 - exciting displays of vivid and fragrant floral displays! Register by register for free by October 1, 2010 to attend FREE at www.gardenexpo.ca Oct. 1, 2010

A very special thanks to our Sponsors and Partners