REGIONAL COUNCIL MINUTES
July 9, 2003
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, D. Bergman, J. Brewer, D. Craig, T. Galloway, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, J. Smola, B. Strauss, S. Strickland, and J. Wideman.
Regrets: L. Woolstencroft and C. Zehr.
Chair Seiling requested a moment of silence in memory of Amanda Finch, a Regional Emergency Medical Services paramedic who passed away suddenly this week.
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
T. Galloway declared a pecuniary conflict of interest with respect to the proposed amendment to Controlled Access By-law #58-87 for a Temporary Construction Access and a Permanent Access on Regional Road #50 (Westmount Road), in the City of Waterloo due to his employment with the University of Waterloo.
DELEGATIONS a) Rolling Meadows Transit Expansion
i. Connie Sachan, 84 Newbury Drive, Kitchener appeared in support of the proposed bus route on Rolling Meadows Drive, stating there are people who want the bus. She advised the closest bus stop to her home is approximately 10 minutes away and one on rolling Meadows Drive would be 3 minutes.
ii. Mary Ann Wasilka, 90 Chestnut Street, Kitchener appeared on behalf of the Friends of Public Transit in support of the transit expansion, but supporting the residents in the request to have smaller buses on this street. She encouraged the Region to invest more in mini buses and to hold GRT budget meetings in September, not January each year. She highlighted programs such as Bus Plus, late night bus service and smog day discounts to be considered by the Region. It was noted the smog day discount program is operated in Windsor with support from the Federal government. Staff will monitor this program.
iii. Kim McCutcheon, 248 Rolling Meadows Dr., Kitchener appeared on behalf of Larry Knowles, in opposition to the proposed bus route on Rolling Meadows Drive. Her concerns are with increased pollution, garbage and noise and she stated there are a number of walkways for residents to get to streets where there are bus stops. She requested this proposal be deferred to fully investigate Ira Needles Blvd as a viable option or shelved completely and that Council honour the public feedback.
iv. Eric Hagedorn, 317-14 Birkshire Court, Kitchener appeared with a concern that the only 2 options proposed are the bus or no bus. He questioned why the Region is not considering smaller buses.
Council - 2 - 03/07/09
John Ciccutin, Manager, Transit Development, provided maps to show the areas under consideration and the location of Ira Needles Blvd., which is scheduled for construction in 2004. He reviewed the population statistics for these areas.
There was additional discussion about the purpose of Ira Needles Blvd. and that it was intended as a major arterial road with restricted access. There are other major arterial roads such as Fischer-Hallman which also have bus service.
D. Bergman requested a recorded vote.
MOVED by J. Wideman SECONDED by T. Galloway
THAT the Summary of Recommendations of the Planning and Works Committee, dated July 2 2003, Item 1 be adopted as follows:
The Planning and Works Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo defer the implementation of the Rolling Meadows Drive portion of Route 24 HIGHLAND until such time as Ira Needles Boulevard can be used as an alternative. [P -03-049.1]
MOTION LOST
Yeas: D. Craig, T. Galloway, J. Smola, J. Wideman
Nays: D. Bergman, J. Brewer, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, K. Seiling, B. Strauss, S. Strickland
J. Martens requested a recorded vote.
MOVED by D. Bergman SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo approve the implementation of the proposed transit routes on Rolling Meadows Drive in the Kitchener west area, illustrated by Figure 2, and operating at the level of service outlined in Table 1, effective Tuesday September 2, 2003, as detailed in Report P-03-049, dated June 17, 2003;
AND FURTHER THAT a review of the Rolling Meadows Drive portion of Route 24 be undertaken when Ira Needles Boulevard is completed from Highways 7 and 8 to Victoria Street in Kitchener.
CARRIED
Yeas: D. Bergman, J. Brewer, D. Craig, T. Galloway, J. Haalboom, F. Kent, J. Martens, J. Mitchell, W. Roth, K. Seiling, J. Smola, B. Strauss, S. Strickland, J. Wideman
b) Jim Perry, 11 Hillcrest Drive, Cambridge appeared in opposition to the bus route on Hillcrest Drive in Cambridge. He suggested the GRT planners should revisit the routing and consider a route that is more efficient and realistic to reach the ridership goals. He stated the current route is a disservice to the residents.
Chair Seiling noted the 1 year review will be done on this route in 6 months time. Council - 3 - 03/07/09 c) Robert Milligan, 128 Main Street, New Dundee appeared with respect to his presentation at Community Services Committee on July 2, 2003 related to Immune System Status and Public Health. He requested consideration be given to establishing a Health Determinants/Indicators Advisory Committee and offered his assistance with such a group. The Medical Officer of Health has taken this request under advisement and R. Milligan will be notified when the matter comes to Community Services Committee.
W. Roth requested a hard copy of R. Milligan’s presentation. It is appended to these minutes.
MINUTES OF PREVIOUS MEETINGS
J. Haalboom requested additional comments be included in the June 25, 2003 Council minutes related to the Growth Management Strategy and the Countryside Line between Baden and New Hamburg. She noted there is an organic farm located in this area which should be preserved.
MOVED by S. Strickland SECONDED by D. Bergman
THAT the following Minutes be approved: a) Council – June 25, 2003 b) Planning & Works – July 2, 2003 c) Community Services – July 2, 2003 (REVISED) d) Administration and Finance – July 3, 2003
CARRIED
COMMUNICATIONS a) Elizabeth & Gerald Heuther re: Review of GRT Service in West Galt was received for information. b) Edna Drmay re: Review of GRT Service in West Galt was received for information. c) Mona Haskell re: Review of GRT Service in West Galt was received for information. d) J.W. Perry re: Review of GRT Service in West Galt was received for information. e) Sherry Bennett re: Proposed Bus Route on Rolling Meadows Drive was received for information. f) Shirley Evans re: Bus Route on Rolling Meadows Drive was received for information. g) His Worship Justice of the Peace Robert P. Ponton re: response to letter concerning request for reallocation of Justice of the Peace resources was received for information. h) Regional Senior Justice Alexander M. Graham re: Kitchener Provincial Offences Court was received for information. i) Anne Lavender, Executive Director, Leadership Waterloo Region re: appreciation given to Region for continued support was received for information. j) Dianne Boston Nyp, Independent Living Centre re: appreciation given to Region for continued support was received for information. Council - 4 - 03/07/09
MOVED by B. Strauss SECONDED by J. Wideman
THAT Council go into Committee of the Whole to consider reports.
CARRIED
FINANCE REPORTS a) F-03-071: Tender T2003-028 Fairway Road Extension Lackner Blvd. to Woolner Drive, City of Kitchener
MOVED by J. Wideman SECONDED by F. Kent
THAT the Regional Municipality of Waterloo accept the tender of Sierra Construction (Woodstock) Ltd. for the Fairway Road Extension Lackner Blvd. to Woolner Drive, City of Kitchener at a total tender price of $1,725,310.53 including all applicable taxes, subject to approval from GRCA and the Department opf Fisheries and Oceans.
CARRIED b) F-03-072: Tender T2003-011 Kitchener Wastewater Treatment Plant Central Control Centre
MOVED by J. Wideman SECONDED by F. Kent
THAT the Regional Municipality of Waterloo accept the tender of Land Construction Co. Ltd., for the Kitchener Wastewater Treatment Plant Central Control Centre at a price of $1,694,880.00 including all applicable taxes, subject to approval from the Ministry of Environment.
CARRIED c) F-03-073: T2003-119 Catalytic Mufflers MOVED by J. Wideman SECONDED by F. Kent
THAT the Regional Municipality of Waterloo accept the tender of Cummins Ontario Inc. for the supply of Catalytic Mufflers at a price of $244,403.25 including all applicable taxes;
AND THAT the Regional Municipality of Waterloo approve the issuance of debentures in an amount not to exceed $360,000 for a term not to exceed five years for this purchase.
CARRIED d) F-03-074.1: Tender T2003-013 Well K34 Upgrade, Kitchener, Ontario
Larry Ryan, Chief Financial Officer, highlighted the revised report that was circulated.
MOVED by J. Wideman SECONDED by F. Kent
Council - 5 - 03/07/09
THAT the Regional Municipality of Waterloo accept the tender of H2 Ontario Ltd. for Well K34 Upgrade, Kitchener, Ontario in the amount $2,163,696.47 including all applicable taxes subject to approval from the Ministry of Environment (MOE).
CARRIED e) F-03-075: T2003-031 Installation Of Underground Traffic Signal Equipment
Councillors noted the disparity in the bids for this project and that only 2 were submitted. Staff responded they have worked with the successful bidder in the past and have been pleased with their work. They will attempt to obtain additional bids in the future.
MOVED by J. Wideman SECONDED by F. Kent
THAT the Regional Municipality of Waterloo accept the tender of Enasco Limited for the Installation of Underground Traffic Signal Equipment at a total price of $83,391.52 including all applicable taxes.
CARRIED
COMMITTEE REPORTS
Planning & Works Committee
The Summary of Recommendations of the Planning and Works Committee was presented by F. Kent, Chair of the Committee. Item 1 was dealt with under Delegations. Item 16 was taken separately de to T. Galloway’s conflict.
MOVED by F. Kent SECONDED by J. Wideman
THAT the Summary of Recommendations of the Planning and Works Committee, dated July 2 2003, Item 16 be adopted as follows:
The Planning and Works Committee recommends as follows:
16. THAT the Regional Municipality of Waterloo Controlled Access By-law #58-87 be amended, as outlined in Report P-03-057, dated July 2, 2003, for the following:
a) A temporary construction access on Regional Road #50 (Westmount Road) located approximately 410 metres north of Columbia Street;
b) A permanent access on Regional Road #50 (Westmount Road) located approximately 693 metres north of Columbia Street; and
c) A permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street.
CARRIED
MOVED by F. Kent SECONDED by D. Bergman
Council - 6 - 03/07/09
THAT the Summary of Recommendations of the Planning and Works Committee, dated July 2 2003, Items 2 through 15, Item 17 and three recommendations, Items 18 through 20, from Closed Session, be adopted as follows:
The Planning and Works Committee recommends as follows:
2. THAT the Regional Municipality of Waterloo approve the routing and service hours proposed for an express service as per Figure 1 of Report P-03-060, dated July 2, 2003, to be implemented September 2, 2003.
3. THAT the Regional Municipality of Waterloo approve an annual large item collection day in the Township of Wellesley beginning in the fall of 2003; subject to input from Wellesley Township Council. [E-03-086]
4. That the Regional Municipality of Waterloo enter into agreement with Christopher E. Van Bargen, the developer of four building lots facing onto Manser Road (Regional Road 5), being Part of Lot 10, Concession 10, West Section, Township of Wellesley, to extend the Linwood water distribution system to service the four lots at the expense of the developer, as detailed in Report No. CR-RS-03-041 dated July 2, 2003, such agreement to be to the satisfaction of the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
5. THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Giffels Associates Limited of Cambridge, Ontario to provide engineering services for detailed design, contract administration and construction inspection for the widening of Homer Watson Boulevard, Bleams Road to Block Line Road, in the City of Kitchener at an upset limit of $184,000 plus applicable taxes for the design phase, with contract administration and construction inspection to be paid on a time basis;
AND FURTHER THAT the Commissioner of Transportation and Environmental Services be authorized to sign any incidental agreements necessary to obtain agency approvals and to implement the project to tender-ready stage in accordance with Report E-03-084, dated July 2, 2003, provided said agreements are satisfactory to the Regional Solicitor.
6. THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the road improvements on King Street North between Columbia Street and University Avenue, in the City of Waterloo, in the Region of Waterloo as detailed in Report CR-RS-03-038, dated July 2, 2003;
a) Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the road improvements on King Street North at Columbia Street to University Avenue and described as follows:
Partial takings: · Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 70, Subdivision of Lot 13, German Company Tract (278 King Street North) · Part Lots 4, 5 and 6, Plan 721 (303 King Street North) · Part Lot 7, Plan 721 (309 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North) · Part Lot 28, Subdivision of Lot 13, German Company Tract (349 King Street North) · Part Lot 27, Subdivision of Lot 13, German Company Tract (351 King Street North)
Easements: Council - 7 - 03/07/09
· Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North);
b) Give notices of the above application required by the Expropriations Act;
c) Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information; and
d) Do all things necessary and proper to be done, and report thereon to Regional Council in due course.
7. THAT the Regional Municipality of Waterloo authorize the Commissioner of Transportation and Environmental Services to execute an agreement with Goderich-Exeter Railway, on terms and conditions agreeable to the Commissioner and Regional Solicitor, to permit the installa tion and maintenance of a drainage pipe under railway track as detailed in Report CR-RS-03-040, dated July 2, 2003.
8. THAT the Regional Municipality of Waterloo enter into an agreement to renew and extend the Agreement with Woolwich Transit Inc. (operating as Kiwanis Transit) to provide specialized transit service to the rural service area for the calendar year 2003, and to renew and extend the companion Vehicle Lease with Woolwich Transit Inc. for 2003, as detailed in Report CR-RS-03- 034 dated July 2, 2003, and on terms and conditions satisfactory to the Regional Solicitor.
9. THAT the Regional Municipality of Waterloo take no action with regards to the prohibition of the use of engine brakes on Regional roads;
AND THAT the Regional Municipality of Waterloo install “Please Avoid Use of Engine Brakes” signs on a complaint basis only on Regional roads where the grade of the road exceeds 4% and there are residential properties within 200 metres of the section of road in question. [E-03-006]
10. THAT the Regional Municipality of Waterloo adopt the Transportation Association of Canada (TAC) warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049.1 dated April 1, 2003;
AND THAT the lower tier municipalities be reimbursed for the installation of unwarranted signals that become warranted using these warrants.
11. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law #00-032, as amended, to provide for an all-way stop at the intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road in the City of Cambridge/Township of Puslinch/Township of North Dumfries. [E-03-089]
12. THAT the Regional Municipality of Waterloo take the following action regarding salt reduction measures in the Region of Waterloo:
a) designate the 10-year capture zones for Greenbrook, Middleton, Parkway, William Street well fields, identified in Report E-03-073, dated July 2, 2003, as Winter Maintenance Sensitive Areas in the Winter Maintenance Policy and Procedures and develop appropriate means to track and reduce road salt application rates within these areas;
b) approve in principle a road-deicing pilot test using calcium magnesium acetate within the capture zone of the Parkway well field conditional upon development of implementation details; Council - 8 - 03/07/09
c) develop guidelines and initiate amendments to the ROPP, if necessary, to require consideration of road salt in transportation route selection, community planning, subdivision design, and storm water management; and
d) forward Report E-03-073, dated July 2, 2003 to the area municipalities, request they designate the appropriate capture zones in their respective Winter Maintenance Policy and Procedures and request they develop appropriate means to track and reduce road salt application rates within these areas.
13. THAT the Regional Municipality of Waterloo approve installation of well head protection signs on Regional roads, as detailed in Report E-03-078, dated July 2, 2003.
14. THAT the Region of Waterloo allocate up to $50,000 from the Water Efficiency Capital Budget toward a dual flush toilet research project in the Housing Division;
AND THAT the Region of Waterloo sponsor the installation of up to three dual flush toilets in the Rotary Dream Home for demonstration purposes. [E-03-088]
15. THAT the Regional Municipality of Waterloo accept the report entitled 2003 Water and Wastewater Monitoring Report summarized in Report E-03-075/P-03-053, dated July 2, 2003 as the account of water supply and wastewater treatment capacity for 2003.
17. THAT the Regional Municipality of Waterloo declare part of the Regional Road #22 (Northfield Drive) road allowance described as Part 1 of Plan No. 58R-14108, in the Township of Woolwich, surplus to the needs of the Region of Waterloo and convey the lands to the abutting owner as outlined in P-03-058, dated July 2, 2003, subject to the following:
a) The abutting owner pay fair market value for the land, plus all applicable taxes, legal, surveys and advertising costs associated with the closing and conveying the surplus road allowance and enter into an Agreement of Purchase and Sale satisfactory to the Regional Solicitor;
b) The Region of Waterloo receive no objection through the standard public notification of the proposed road closure.
18. THAT The Regional Municipality of Waterloo accept the offer to settle of Coolsaet Contracting Ltd. as outlined in report CR-RS-03-30/E-03-091, dated July 2, 2003, with the net payment to Coolsaet Contracting Ltd. of $89,109.00.
AND THAT The Regional Municipality of Waterloo execute all necessary minutes of settlement, consent orders, releases and indemnities to effect the settlement.
19. THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the Waterloo Regional Airport in the Township of Woolwich.
1. Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the Transport Canada certification of the extended runway 07/25 at the Waterloo Regional Airport, and is described as follows:
Part Lot 6, Plan 583, and Part Lots 110, 111 and 116, German Company Tract, Township of Woolwich
Council - 9 - 03/07/09
2. Give notices of the above application required by the Expropriations Act.
3. Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information.
4. Do all things necessary and proper to be done, and report thereon to Regional Council in due course.
20. THAT Regional staff be authorized to attend any pre-hearings scheduled by the Ontario Municipal Board in connection with the appeal being filed by Bridgecam Shopping Centres Limited re the lands located at Pinebush and Hespeler Roads in the City of Cambridge
CARRIED
Community Services Committee
The Summary of Recommendations of the Community Services Committee was presented by S. Strickland, Chair of the Committee. Item 2 was taken separately.
MOVED by S. Strickland SECONDED by J. Brewer
THAT the Summary of Recommendations of the Community Services Committee, dated July 2, 2003, Items 1, and 3 through 7, be adopted as follows:
The Community Services Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo approve a maximum of $149,917 for the pilot of Support of Regional Programs in Neighbourhoods as outlined in Report PH-03-047, dated July 2, 2003 to be funded from the 2001 unallocated surplus;
AND THAT staff communicate broadly with all Neighbourhood Associations and Community Groups throughout the Region on Report PH-03-047;
AND THAT staff be authorized to monitor and evaluate this allocation, and bring forward a report to the Community Services Committee at the end of 2003 describing the results of this pilot.
3. THAT the Regional Municipality of Waterloo authorize the Waterloo Local Housing Corporation (“WLHC”) to enter into an arrangement with the Waterloo Region Non-Profit Housing Corporation (“WRNPHC”), including the amalgamation of the WLHC with WRNPHC effective December 31st, 2003, pursuant to section 182(1)(d) of the Ontario Business Corporations Act, and for such purpose to enter into an Arrangement Agreement with WRNPHC, in a form and content satisfactory to the Regional Solicitor and the Commissioner of Planning, Housing & Community Services, as detailed in Report P-03-051/CR-RS-03-035, dated July 2, 2003;
AND THAT the Regional Chair and Regional Clerk be authorized to execute an Arrangement Agreement on behalf of the WLHC and to do all acts and things and to execute all such transfers, assignments, instruments, agreements and documents, to apply for consent to the proposed restructuring from the Province of Ontario , obtain the requisite order of the Ontario Court of Justice and to send Articles of Arrangement to the Director under the Ontario Business Corporations Act, all as may be necessary or desirable to secure approval and to complete the arrangement. Council - 10 - 03/07/09
4. THAT the Regional Municipality of Waterloo approve the submission of the Supporting Communities Partnership Initiative Plan Assessment to the National Homelessness Secretariat as detailed in Report SS-03-049, dated July 2, 2003.
5. THAT the Regional Municipality of Waterloo approve funding for the following proposals from within the 2003 Provincial Homelessness Initiative Fund (PHIF) as outlined in Report SS-03-050, dated July 2, 2003:
House of Friendship $10,938 Cambridge Shelter Corporation - Out of the Cold $10,000 Cambridge Shelter Corporation - Welcome Aboard $15,000 Mennonite Central Committee $22,177 Reaching Our Outdoor Friends (ROOF) $25,274 Cambridge Kiwanis Non-Profit Housing Corporation $ 9,600 Lutherwood-CODA - Betty Thompson Youth Centre $17,038 Marillac Place $ 6,661 Elizabeth Fry Society $20,400 Waterloo Region Homes for Mental Health $21,456 Canadian Mental Health Association $21,456 Total $180,000
AND that Argus Residence for Young People’s request under PHIF for operational funding in 2003/2004 be granted, subject to submission of audited financial statements, for up to $70,610, to be funded through unused 2002 shelter deficit funds.
6. THAT the Regional Municipality of Waterloo allocate one-time Ministry of Health and Long Term Care Transition Funding to cover unforeseen expenditures as outlined in Report SS-03-051, dated July 2, 2003.
7. THAT the Regional Municipality of Waterloo apply for 100% Provincial funding under the Enhanced Family Support Initiative and hire one additional Family Support Worker as outlined in Report SS-03-053, dated Wednesday, July 2, 2003.
CARRIED
With respect to Item 2, S. Strickland requested deferral of this matter until the September 10 Council meeting to provide additional time to obtain more information and have discussions with the City of Kitchener.
MOVED by S. Strickland SECONDED by J. Brewer
THAT Item #2 of the Summary of Recommendations of the Community Services Committee related to the development of an Emergency Medical Services Station at 32 Wilfrid Avenue, Kitchener, be deferred to the September 10, 2003 Council meeting to provide an opportunity to further review additional information.
CARRIED
Administration and Finance Committee
The Summary of Recommendations of the Administration and Finance Committee was presented by T. Galloway, Chair of the Committee. Council - 11 - 03/07/09
MOVED by T. Galloway SECONDED by J. Wideman
THAT the Summary of Recommendations of the Administration and Finance Committee, dated July 3, 2003, Items 1 through 5, and one recommendation, Item 6, from Closed Session be adopted as follows:
The Administration and Finance Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo approve the selection of Linda Covit to create the public art for the Waterloo Regional Airport Terminal Building;
And that, with regard to the creation of public art for the new Region of Waterloo Children Centre, the Regional Municipality of Waterloo approve an expenditure of $60,000 from the Public Art Reserve Fund and invite four artists to submit detailed proposals for consideration by a jury as outlined in Report CR-FM-03-028 dated July 3, 2003.
2. THAT the Regional Municipality of Waterloo author ize the Regional Chair and Regional Clerk to enter into an agreement amending the original Regional Development Charge deferral agreement to extend the maximum term of the agreement (as specified in part (c) of the original resolution) for a period of one year, that is to May 24, 2004, with such amending agreement to be to the satisfaction of the Region’s Chief Financial Officer and Regional Solicitor as outlined in Report F-03-067 dated July 3, 2003.
3. THAT the Regional Municipality of Waterloo limit tax increases for 2003 for commercial, industrial and multi-residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class;
AND THAT the Area Municipalities be notified accordingly. [F-03-068]
4. THAT the Regional Municipality of Waterloo approve the transfer of $1.5 million from the WSIB Reserve Fund to the Sick Leave Reserve Fund as outlined in Report F-03-069 dated July 3, 2003.
5. THAT the Regional Municipality of Waterloo approve the following operating principles as Human Resources policies on Workplace Hazardous Materials Information System, Workplace Safety and Insurance, Working Alone and Relocation/ Interview Expenses for External Job Candidates as outlined in Report CA-HR-03-006 dated July 3, 2003.
6. THAT the Regional Municipality of Waterloo approve the lease renewal of approximately 6,000 square feet at the Emergency Medical Services Station located at 485 Charles Street, Kitchener, subject to the terms and conditions outlined in report CR-FM-03-030, dated July 3, 2003.”
CARRIED
OTHER MATTERS UNDER COMMITTEE OF THE WHOLE
CC-03-003: Appointments to Ad Hoc Environmental Advisory Committee
MOVED by J. Mitchell SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve the appointments to the Ad Hoc Environmental Advisory Committee: Council - 12 - 03/07/09
Steve Crossman, Sarah Fretz, Doug Hain, John Jackson, Ian MacDonald, Donna Penrose, Peter Rasberry, Jane Mitchell, Jake Smola.
CARRIED (D. Bergman opposed)
MOVED by J. Haalboom SECONDED by B. Strauss
THAT Committee of the Whole rise and Council resume.
CARRIED
MOVED by B. Strauss SECONDED by D. Bergman
THAT Council adopt the proceeding of the Committee of the Whole.
CARRIED
OTHER BUSINESS a) J. Brewer requested direction be given to staff to advertise for nominees for the Jack Young Award as part of the 150th Anniversary. b) D. Bergman invited all members to Wellesley on Monday, July 14th at 7:00 p.m. when the Township will receive its new fire pumper.
ENACTMENT OF BY-LAWS (FIRST, SECOND & THIRD READINGS)
MOVED by D. Bergman SECONDED by J. Wideman a) THAT a By-law to Close and Convey Part of the Road Allowance at Regional Road 15 (King Street North) City of Waterloo be read a first, second and third time, finally passed and numbered 03-038, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. b) THAT A by-law to Limit Taxes for Certain Property Classes for 2003 be read a first, second and third time, finally passed and numbered 03-039, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. c) THAT A By-law to amend Traffic and Parking By-law # 00-032, as amended, to provide for an all- way stop at the intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road in the City of Cambridge/Township of Puslinch/Township of North Dumfries be read a first, second and third time, finally passed and numbered 03-040, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. d) THAT A By-law to amend the Region's Controlled Access By-law #58-87, as amended, to construct temporary access on Regional Road #50 (Westmount Road) approximately 410 metres north of Columbia Street; permanent access on Regional Road #50 (Westmount Road) approximately693 metres north of Columbia Street and; a permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street be read a first, second Council - 13 - 03/07/09
and third time, finally passed and numbered 03-041, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. e) THAT A By-law to amend the Region's Controlled Access By-law #58-87, as amended, be further amended to include the following schedule amendments: Regional Road #17 (Fountain Street) from Regional Road #17 (Woolwich Street northerly to Regional Road #17 (Ebycrest Road); Regional Road # 70 (Ira Needles Boulevard) from Regional Road #70 (Trussler Road) northerly to Regional Road #16 (Erbsville Road); and Regional Road #12 (New Dundee Road) northerly to Regional Road #4 (Ottawa Street) be read a first, second and third time, finally passed and numbered 03-042, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. f) THAT A By-law to authorize the Chief Administrative Officer to submit Payment Requests, Reports and other supporting and other documentation, all as provided by the City of Cambridge, to the Province of Ontario pursuant to the SuperBuild Agreement pertaining to the City of Cambridge Project to relocate the University of Waterloo School of Architecture in Cambridge be read a first, second and third time, finally passed and numbered 03-043, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. g) THAT A By-law to Confirm the Authorization of Additional Long Term Financing for Transportation Capital Projects included in the 2003 Capital Budget as amended be read a first, second and third time, finally passed and numbered 03-044, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. h) THAT a By-Law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 03-045, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.
CARRIED
ADJOURN
MOVED by F. Kent SECONDED by D. Bergman
THAT the meeting adjourn.
CARRIED
REGIONAL CHAIR, K. Seiling
REGIONAL CLERK, K. Fletcher MEDIA RELEASE:IMMEDIATE
REGIONAL MUNICIPALITY OF WATERLOO CONSOLIDATED COUNCIL AGENDA
Wednesday, July 9, 2003 Closed Session 6:45p.m. WATERLOO COUNTY ROOM Regular Meeting 7:00 p.m. REGIONAL COUNCIL CHAMBER 150 Frederick Street, Kitchener, ON
* Denotes Items Not Part of Original Agenda
1. MOMENT OF SILENCE 2. ROLL CALL 3. MOTION TO GO INTO CLOSED SESSION (if necessary) 4. MOTION TO RECONVENE IN OPEN SESSION (if necessary) 5. DECLARATION OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT 6. PRESENTATIONS 7. PETITIONS 8. DELEGATIONS a) Rolling Meadows Transit Expansion (see PW Summary - Item #1, Page 20) * i. Bernie Kuiack, 240 Rolling Meadows Dr., Kitchener (CANCELLED) ii. Connie Sachan, 84 Newbury St., Kitchener * iii. Mary Ann Wasilka, 90 Chestnut Street, Kitchener * iv. Larry Knowles, 236 Rolling Meadows Dr., Kitchener * v. Eric Hagedorn, 317-14 Birkshire Court, Kitchener
* b) Jim Perry, 11 Hillcrest, Cambridge re: Bus Route on Hillcrest
9. MINUTES OF PREVIOUS MEETINGS a) Council – June 25, 2003 b) Planning & Works – July 2, 2003 * c) Community Services – July 2, 2003 (REVISED) d) Administration and Finance – July 3, 2003 10. COMMUNICATIONS a) Elizabeth & Gerald Heuther re: Review of GRT Service in West Galt. Attached for information. 1 b) Edna Drmay re: Review of GRT Service in West Galt. Attached for information. 2 c) Mona Haskell re: Review of GRT Service in West Galt. Attached for information. 3 d) J.W. Perry re: Review of GRT Service in West Galt. Attached for information. 7 * e) Sherry Bennett re: Proposed Bus Route on Rolling Meadows Drive. Attached for information. 8A * f) Shirley Evans re: Bus Route on Rolling Meadows Drive. Attached for information. 8B * g) His Worship Justice of the Peace Robert P. Ponton re: response to letter concerning request for reallocation of Justice of the Peace resources. Attached for information. 8C - 2 -
* h) Regional Senior Justice Alexander M. Graham re: Kitchener Provincial Offences Court. Attached for information. 8H
* i) Anne Lavender, Executive Director, Leadership Waterloo Region re: appr eciation given to 8J Region for continued support. Attached for information.
* j) Dianne Boston Nyp, Independent Living Centre re: appreciation given to Region for continued support. Attached for information. 8K
11. MOTION TO GO INTO COMMITTEE OF THE WHOLE TO CONSIDER REPORTS 12. REPORTS Finance Reports a) F-03-071: Tender T2003-028 Fairway Road Extension Lackner Blvd. to Woolner Drive, City of Kitchener 9
b) F-03-072: Tender T2003-011 Kitchener Wastewater Treatment Plant Central Control Centre 11 c) F-03-073: T2003-119 Catalytic Mufflers 13 * d) F-03-074.1: Tender T2003-013 Well K34 Upgrade, Kitchener, Ontario (REVISED) 15
e) F-03-075: T2003-031 Installation Of Underground Traffic Signal Equipment 17 Committee Reports a) Planning & Works - attached & marked PS-030702 20 b) Community Services - attached & marked SS-030702 24 c) Administration and Finance – attached & marked FS-030703 26 Chief Administrative Officer Regional Chair Regional Clerk 13. OTHER MATTERS UNDER COMMITTEE OF THE WHOLE 14. MOTION FOR COMMITTEE OF THE WHOLE TO RISE AND COUNCIL RESUME 15. MOTION TO ADOPT PROCEEDINGS OF COMMITTEE OF THE WHOLE 16. MOTIONS 17. NOTICE OF MOTION 18. UNFINISHED BUSINESS 19. OTHER BUSINESS * a) Jane Brewer – Jack Young Award 20. QUESTIONS 21. ENACTMENT OF BY-LAWS – FIRST, SECOND & THIRD READINGS a) A By-law to Close and Convey Part of the Road Allowance at Regional Road 15 (King Street North) City of Waterloo
b) A by-law to Limit Taxes for Certain Property Classes for 2003
Document Name: COUNCIL AGENDA - JULY 9, 2003 Document #: 50929 - 3 -
c) A By-law to amend Traffic and Parking By-law # 00-032, as amended, to provide for an all-way stop at the intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road in the City of Cambridge/Township of Puslinch/Township of North Dumfries
d) A By-law to amend the Region's Controlled Access By-law #58-87, as amended, to construct: temporary access on Regional Road #50 (Westmount Road) approximately 410 metres north of Columbia Street; permanent access on Regional Road #50 (Westmount Road) approximately693 metres north of Columbia Street and; a permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street
e) A By-law to amend the Region's Controlled Access By-law #58-87, as amended, be further * amended to include the following schedule amendments: Regional Road #17 (Fountain Street)
from Regional Road #17 (Woolwich Street northerly to Regional Road #17 (Ebycrest Road);
Regional Road # 70 (Ira Needles Boulevard) from Regional Road #70 (Trussler Road) northerly
to Regional Road #16 (Erbsville Road); and Regional Road #12 (New Dundee Road) northerly
to Regional Road #4 (Ottawa Street).
f) A By-law to authorize the Chief Administrative Officer to submit Payment Requests, * Reports and other supporting and other documentation, all as provided by the City of Cambridge, to the Province of Ontario pursuant to the SuperBuild Agreement pertaining to the City of Cambridge Project to relocate the University of Waterloo School of Architecture in Cambridge
* g) A By-law to authorize Long Term Financing for Transportation Capital Projects included in the 2003 Capital Budget as amended
h) A By-Law to Confirm the Actions of Council
22. ADJOURN
Document Name: COUNCIL AGENDA - JULY 9, 2003 Document #: 50929
REGIONAL COUNCIL MINUTES
June 25, 2003
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, D. Bergman, J. Brewer, D. Craig*, T. Galloway, J. Haalboom, F. Kent, J. Mitchell, W. Roth, J. Smola, B. Strauss, S. Strickland, J. Wideman, L. Woolstencroft, and C. Zehr.
Regrets: J. Martens
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
T. Galloway disclosed a pecuniary interest with respect to a report from caucus related to SuperBuild Millennium funding and the University of Waterloo as he is employed by the University of Waterloo.
DELEGATIONS a) Sheila Hultquist, Teacher at Franklin Public School and students Kitryna Wiens, Naomi Ruston and Mikki Seperic appeared before Council regarding the issue of spraying of mosquitoes for West Nile Virus. Each of the students read their submission to Council that was circulated with the agenda. Chair Seiling thanked the delegates for their presentation. b) Bob Cruickshank, 50 Four Seasons Court, Kitchener, on behalf of Waterloo Regional Council of Union Retirees presented two resolutions regarding minimum wage and social assistance rates to Council for consideration. Council agreed to refer the resolution regarding social assistance rates to Community Services Committee for research on past resolutions approved on this subject.
MOVED by S. Strickland SECONDED by T. Galloway
WHEREAS the minimum wage has been frozen at $6.85 since 1995, despite increases in the cost of living;
AND WHEREAS a full time worker earning the current minimum wage in a large city is $5,904 below the poverty line, and to reach the poverty line would need an hourly wage of at least $10;
AND WHEREAS the minimum wage should provide people with an adequate standard of living;
THEREFORE be it resolved that Waterloo Region’s Council request that the Ontario government immediately increase the minimum wage to $8.00 an hour and index it to the cost of living.
CARRIED c) David Jones, 463 Kingsford Place, Waterloo appeared before Council with respect to litter in Waterloo Region and initiatives being undertaken by the Region. He proposed a co-ordinated effort between area municipalities, the Region and interested residents to share ideas and develop strategies to get results.
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Chair Seiling highlighted the staff report presented at Planning & Works Committee and advised this request is contained in that report. A copy of the report will be provided to D. Jones and he offered to be involved in the initiative. d) Trevor Unruh, Chair, Habitat for Humanity Waterloo Region Inc. appeared before Council regarding the Affordable Home Ownership Strategy and Pilot funding recommendation from Community Services Committee. He reviewed the Habitat for Humanity program, stating mortgage money is recycled into additional homes. He expressed concern with the level of financial support and also the type of housing the strategy proposes. He requested consideration be given to semi-detached and single family homes in addition to townhouses.
Staff were directed to have further meetings with Habitat for Humanity regarding these concerns. e) Regional Growth Management Strategy
Larry Kotseff, Commissioner of Planning, Housing and Community Services provided a power point presentation on the Regional Growth Management Strategy which is appended to these minutes.
i. Robert Milligan, 128 Main St., New Dundee appeared before Council and provided suggestions with respect to the proposal for new roads in Cambridge. His submission is appended to these minutes.
ii. Dave Sabola appeared on behalf of Brian Hiff, 355 Chilligo St., Cambridge and read the letter that was listed as correspondence on the Consolidated Council agenda.
iii. Mary Ann Wasilka, 90 Chestnut St., Kitchener appeared before Council and expressed concern with human rights and two tier planning. She cautioned that what is being proposed will result in two sets of planning principles and it does not reflect a balanced approach.
iv. Kevin Thomason, on behalf of Sunfish Lake Association appeared before Council supporting the protection of the Sunfish Environmentally Sensitive Area. His submission is appended to these minutes.
v. Paul Puopolo, Planning and Engineering Initiatives appeared before Council on behalf of two clients, Milla/Thurr/Weiland lands (Kitchener Westside lands) and New Breslau Business Park. They are supportive of the balanced approach with this strategy. The concern is the flexibility of the countryside line to the east and the need to start the implementation process earlier for these developments in partnership with the developers, Region and area municipalities.
vi. Glen Scheels, Green Scheels Pidgeon, on behalf of Paul and Eric and Dee Ann Dirksen, presented his submission as attached to the Consolidated Council agenda. They are opposed to any alteration of the present City Urban Area at Wilmot Line in northwest Waterloo.
vii. Paul Britton, MacNaughton Hermsen Britton Clarkson appeared before Council in reference to 4 areas, being southwest Kitchener, west side of Kitchener, east side of Waterloo and Highway 401 at Fountain Street. He urged Council to carry forward the action plan highlighted on page 4 of the report.
viii. Todd Letts, Greater Kitchener-Waterloo Chamber of Commerce appeared before Council on behalf of the Greater K-W Chamber of Commerce, Cambridge Chamber of Commerce, Canada’s Technology Triangle (CTT) and Communitech. He expressed concern with confusion regarding the participation in an economic development strategy and the mandate. They are proposing an opportunity to partner and provide a double check to ensure there is adequate industrial land to keep the economy strong in the Region. There was discussion with the employment lands review Council - 3 - 03/06/25
and the participation of the private sector. Some members of Council expressed concern with the mixed message being received from the private sector groups.
ix. Mark Reusser appeared on behalf of the Waterloo Federation of Agriculture and stated their concerns with the Countryside Line around Baden and New Hamburg. His submission is attached to the minutes.
x. Sam Head, Dryden, Smith & Head appeared before Council on behalf of Bob Snyder and family to request inclusion of the Snyder and Hiff properties in the Urban Area of Cambridge. His submission is attached to these minutes.
xi. Robert Snyder appeared before Council requesting the revision of the Countryside Line to include his property, along with the Hiff property in the Cambridge Urban Area. His submission is appended to these minutes.
xii. Susan Smith, Carmel-Koch Rd., St. Agatha appeared before Council in support of the amendment to exclude the northwest corner of Waterloo.
xiii. Emil Frind appeared before Council and encouraged implementation of this strategy as soon as possible without further delays.
MOVED by J. Brewer SECONDED by S. Strickland
THAT the Regional Municipality of Waterloo approve the following with regard to ”Planning Our Future – Regional Growth Management Strategy”, as outlined in Report P-03-055, including Attachments #1 and #2, dated June 25, 2003: a) That Report P-03-055, Planning Our Future - Regional Growth Management Strategy, be received; b) That the Regional Growth Management Strategy, as outlined in Report P-03-055, as amended, including Attachments #1 (Map) and #2 (Immediate Actions), be approved as the final Regional Growth Management Strategy; c) That the stakeholders involved in the process be forwarded a copy of the final Regional Growth Management Strategy; d) That appreciation be extended to the Regional Growth Management Strategy Steering Committee members for their participation and that the members be forwarded a copy of the final Regional Growth Management Strategy; and e) That a copy of the final Regional Growth Management Strategy be forwarded to the Minister of Municipal Affairs and Housing as Regional Council’s response to the Province’s “Smart Growth” initiative.
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Growth Management Strategy be amended to further revise the Countryside Line to include in the urban area those parts of the Brian Hiff and Robert Snyder lands fronting on Chilligo Road in Cambridge deemed appropriate, following completion of the necessary servicing and environmental studies and that this be reflected on the final RGMS Map. Council - 4 - 03/06/25
MOVED by J. Smola SECONDED by J. Haalboom
THAT the amendment regarding inclusion of the Hiff and Snyder lands in the Urban area be referred to staff.
MOTION LOST
S. Strickland requested a recorded vote on the amendment.
AMENDMENT CARRIED
Yeas: D. Bergman, J. Brewer, D. Craig, T. Galloway, F. Kent, J. Mitchell, W. Roth, K. Seiling, J. Wideman, L. Woolstencroft, C. Zehr
Nays: J. Haalboom, J. Smola, B. Strauss, S. Strickland
MOVED by J. Wideman SECONDED by J. Brewer
THAT as the Regional Growth Management Strategy directs the majority of the new greenfield growth required to accommodate the household and employment needs of a population of 700,000 to the east of the Grand River, should there be a need to plan for a population in excess of 700,000 or the need for increased employment lands as identified in the future, the first priority would be to evaluate re- urbanization opportunities within the Countryside Line and particularly the Central Transit Corridor and the second priority would be to consider some new greenfield opportunities. In this regard, a portion of the east side in Woolwich and Cambridge would be considered for additional greenfield development.
AMENDMENT CARRIED
MOVED by W. Roth SECONDED by T. Galloway
THAT the Regional Growth Management Strategy be amended to delete the Countryside Line between Baden and New Hamburg.
AMENDMENT CARRIED
MOVED by C. Zehr SECONDED by T. Galloway
THAT a Regional Official Policies Plan Amendment be initiated to designate lands in westside Kitchener as Urban Area in order to resolve the outstanding Deferral Area #6, and in areas of Waterloo Rural East and Cambridge West/ 401 Industrial Lands.
AMENDMENT CARRIED
Council requested a recorded vote on the main motion.
ORIGINAL MOTION CARRIED AS AMENDED
Yeas:, D. Bergman, J. Brewer, D. Craig, T. Galloway, J. Haalboom, F. Kent, J. Mitchell, W. Roth, K. Seiling, J. Smola, B. Strauss, S. Strickland, J. Wideman, L. Woolstencroft, C. Zehr.
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Direction was given to staff to prepare an inventory of already redeveloped brownfield locations.
*D. Craig left the meeting at 10:30 p.m. f) Rolling Meadows Transit Expansion
i. Geoffrey Money, 101 Rolling Meadows Drive appeared before Council to speak against recommendation 1 from the Planning & Works Committee dated June 17, 2003 related to the expansion of transit service on Rolling Meadows Drive. He expressed concern with noise and visibility on the street and noted the street is served by transit access at both ends. He supported the speed limit reduction, noting it will be difficult to enforce.
ii. Larry Knowles, 236 Rolling Meadows Drive, appeared before Council and referred to a petition that was submitted to Planning & Works Committee last week. He questioned the justification for rerouting this service.
iii. Kim McCutcheon, 248 Rolling Meadows Drive, appeared before Council, advising she attended the open house on this transit expansion and received unprepared answers to her questions. She requested Council to defer or modify this expansion.
iv. Brenda Shepherd, 181 Rolling Meadows Drive, expressed concern for safety and the high percentage of children that are driven to the school on this street.
F. Kent brought forward items 1 and 2 of the Pla nning & Works Committee Summary of Recommendations.
J. Smola inquired as to the possibility of Bus Plus operating on Rolling Meadows Drive. L. Kotseff replied there are issues of feasibility, cost and appropriateness with Bus Plus.
MOVED by F. Kent SECONDED by T. Galloway
1. THAT the Regional Municipality of Waterloo approve the implementation of the proposed transit routes in the Kitchener west, southwest and south areas, with the exception of Rolling Meadows Drive, illustrated by Figures 1, 2, 3 and 4, and operating at the level of service outlined in Table 1, effective Tuesday, September 2, 2003, as detailed in P-03-049, dated June 17, 2003;
CARRIED
MOVED by D. Bergman SECONDED by F. Kent
THAT Item 2 of the Summary of Recommendations from the Planning & Works Committee meeting of June 17, 2003, along with consideration of transit service expansion on Rolling Meadows Drive, be deferred to the Planning & Works Committee meeting of July 2, 2003.
CARRIED
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MINUTES OF PREVIOUS MEETINGS
MOVED by B. Strauss SECONDED by J. Haalboom
THAT the following Minutes be approved: a) Economic Development and Promotion – June 10, 2003 b) Council – June 11, 2003 c) Regional Growth Management Strategy - Special Public Meeting – June 11, 2003 d) Planning & Works – June 17, 2003 e) Community Services – June 17, 2003 f) Administration and Finance – June 18, 2003
CARRIED
COMMUNICATIONS a) Franklin Public School re: the issue of spraying of mosquitoes for West Nile Virus was received for information. b) The Corporation of the City of Cambridge re: Report P-30-03 – T05.03.02.01.01 – Detailed Transportation Network Review of the Cambridge Area was received for information. c) The Corporation of the Township of Wilmot re: resolution relating to the revised subdivision plan of Vista Hills Developments was received for information. d) Mayor Carl Zehr, City of Kitchener re: shortages of Justices of the Peace, and Council resolution was received for information. Council agreed to support this resolution and request appointment of additional justic es of the peace.
MOVED by C. Zehr SECONDED by L. Woolstencroft
WHEREAS the Regional Municipality of Waterloo has received correspondence from the City of Kitchener, dated June 19, 2003, regarding the shortage of Justices of the Peace and wishes to support the City of Kitchener position;
AND WHEREAS the Regional Municipality of Waterloo continues to be concerned about the upcoming Court closures;
AND WHEREAS the number of Court dates available for Provincial Offences Court between July through October 2003 has been reduced;
THEREFORE be it resolved that the Regional Chair, on behalf of Regional Council be instructed to send a letter advising the Regional Senior Justice of the Peace and the Regional Senior Justice of the West Region of the problems associated with the closures;
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AND FURTHER THAT the Regional Senior Justice of the Peace and the Regional Senior Justice of the West Region be asked to reallocate judicial resources to the local Provincial Offences Court, particularly to provide trial time for the prosecution of offences throughout August and September 2003. CARRIED e) City of Waterloo re: Regional Growth Management Strategy Report DS03-33 was received for information. f) City of Kitchener re: Light Rail Transit resolution was received for information g) Trevor Unruh, Chair, Habitat for Humanity Waterloo Region Inc. re: Affordable Home Ownership pilot project was received for information. h) Brain Hiff re: Smart Growth Plan and inclusion of the Hiff and Snyder Properties was received for information. i) Green Scheels Pidgeon re: Report P-03-055 Planning Our Future – Regional Growth Management Strategy was received for information. j) Thomas Hardacre, Planning & Engineering Initiatives re: Regional Growth Management Strategy was received for information.
MOVED by B. Strauss SECONDED by J. Haalboom
THAT Council go into Committee of the Whole to consider reports.
CARRIED
FINANCE REPORTS a) F-03-061: T2003-118 Wheelchair Accessible Buses
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Pearson Bus Sales Limited for the supply of three (3) Wheelchair Accessible Buses at a total cost of $246,690.00 including all applicable taxes.
CARRIED b) F-03-062: T2003-128 Kitchener ERC Renovation, 235 King Street
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Charterhouse Projects Inc. for Kitchener ERC Renovation, 235 King Street, Kitchener, Ontario at a price of $363,740.70 including all applicable taxes
CARRIED Council - 8 - 03/06/25 c) F-03-063: T2003-129 Concession Road Child Care Centre, City of Cambridge
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Maple Engineering & Construction Ltd. for Concession Road Child Care Centre, City of Cambridge, at an adjusted price of $1,836,656.07 including all applicable taxes.
CARRIED d) F-03-064: T2003-027 King Street Reconstruction – University Avenue To Weber Street, City Of Waterloo
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Steed & Evans Ltd. for King Street Reconstruction – University Avenue to Weber Street, City of Waterloo in the amount of $2,560,510.00 including all applicable taxes, subject to approval from the Ministry of Environment (MOE).
CARRIED e) F-03-065: T2003-019 Mill Creek Bridge Rehabilitation, Dundas Street Soper Park, City Of Cambridge
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of MTM Hugo Services Corp. for Mill Creek Bridge Rehabilitation, Dundas Street Soper Park, City of Cambridge in the amount of $845,479.49 including all applicable taxes, subject to approval from Department of Fisheries and Oceans (DFO) and Canadian Coast Guard.
CARRIED f) F-03-066: T2003-024 Cambridge Landfill Site, Landfill Capping, City Of Cambridge
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo accept the tender of Bel-Air Excavating & Grading Ltd. for Cambridge Landfill Site, Landfill Capping, City of Cambridge in the amount of $1,745,578.74 including all applicable taxes.
CARRIED
COMMITTEE REPORTS
Economic Development and Promotion Committee
The Summary of Recommendations of the Economic Development and Promotion Committee was presented by J. Wideman, Chair of the Committee. Council - 9 - 03/06/25
MOVED by J. Wideman SECONDED by S. Strickland THAT the Summary of Recommendations of the Economic Development and Promotion Committee, dated June 16, 2003, Items 1 through 3, be adopted as follows:
The Economic Development and Promotion Committee recommends as follows :
1. THAT the Regional Municipality of Waterloo allocate up to an additional $25,000 per year within the Grand River Transit budget for in-kind services.
2. THAT the Regional Municipality of Waterloo provide bus sign rental space as available and approve a one time grant of an amount up to $3,800, pending the completion of an overall policy, for 2 days of bus transportation and/or shuttle for Kidspark to be held August 16 and 17, 2003 in Victoria Park, Kitchener.
3. THAT the Regional Municipality of Waterloo approve $5,000 from the sesqui-centennial fund for the Contemporary Art Forum/Kitchener Area.
CARRIED
Planning & Works Committee
The Summary of Recommendations of the Planning and Works Committee was presented by F. Kent, Chair of the Committee. Items # 1 and 2 were dealt with under Delegations.
MOVED by F. Kent SECONDED by J. Wideman
THAT the Summary of Recommendations of the Planning and Works Committee, dated June 17, 2003, Items 3 through 13, and one recommendation, Item 14, from Closed Session, be adopted as follows:
The Planning and Works Committee recommends as follows:
3. THAT the Regional Municipality of Waterloo grant permission to the Southern Ontario Locomotive Restoration Society to operate heritage steam train excursions on the Waterloo Spur from October 10, 2003 to October 20, 2003, as outlined in Report E-03-082 dated June 17, 2003 subject to the Southern Ontario Locomotive Restoration Society enterin g into an agreement with the Regional Municipality of Waterloo satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
4. THAT the Regional Municipality of Waterloo approve the implementation of the proposed transit routes in the Cambridge area, illustrated by Figure 1 and operating at the level of service outlined in Table 1, effective Tuesday September 2nd, 2003, as described in Report P-03-048, dated June 17, 2003.
5. THAT the Regional Municipality of Waterloo approve P-03-047, Monthly Report of Development Applications for May 2003, dated June 17, 2003.
6. THAT the Regional Municipality of Waterloo approve the following with regard to the Phase 1 Interim Report of the Detailed Transportation Network Review for the Cambridge Area as detailed in P-03-054, dated June 17, 2003:
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a) The list of transportation network opportunities as illustrated in Appendix A be adopted for the Phase 2 work program for more detailed evaluation for improving existing and short-term transportation problems in the Cambridge area; b) Initiate an amendment to the ROPP to consider the deletion of the West Side arterial, the East-West arterial and several new bridge crossings of the Grand River, and the East Side bypass route;
c) Initiate the process to designate the Cruickston lands, the south portion of the Grand River in North Dumfries containing the old growth Carolinian forest, and the Dumfries Conservation Area as Environmentally Sensitive Landscape;
d) Request that the City of Cambridge undertake an Official Plan and Zoning Review to develop a land use plan that reduces the longer-term need to cross the Grand River and supports the Region’s higher order transit initiative and greater use of alternative modes.
7. THAT the Regional Municipality of Waterloo, having accepted the recommendation of the City of Cambridge regarding the Cambridge Area Route Selection Study, refer any further suggestions of river crossings back to the City of Cambridge as a local project. [P-03-054]
8. THAT the Regional Municipality of Waterloo:
a) Support a coordinated effort with all Area Municipalities, the MTO and local educational institutions to promote anti-littering behaviour, and to clarify responsibilities for litter cleanup and by-law enforcement on public and private lands including high density student housing in the City of Waterloo;
b) Circulate this report to all Area Municipal Councils, the MTO, Public and Catholic School Boards, Conestoga College, Wilfrid Laurier University (WLU) and the University of Waterloo (UW) for information and request their participation on a litter reduction task force;
c) Authorize staff to convene the task force with all interested parties by September 2003, and report back to all respective Councils/Boards by February, 2004 with a draft plan for implementation;
d) Engage local community groups, interested private citizens and the private sector in both the prevention and cleanup of litter; and
e) Approve an annual budget allocation of $50,000 beginning in 2004 as the Regional share of a combined promotion and education effort, and $30,000 beginning in 2004 for litter cleanup expenses, to be funded through the Waste Management waste collection operating budget subject to approval by Budget Committee of the Whole as outlined in Report E-03-065, dated June 17, 2003.
9. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law No. 00-032, as amended, to reflect 30-minute parking on the east side of Regional Road #8 (King Street North) from Cedar Street to Albert Street, in the settlement area of St. Jacobs, Township of Woolwich as outlined in Report E-03-071, dated June 17, 2003.
10. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law No. 00-032, as amended, to reflect a “No Stopping Anytime” prohibition on both sides of Regional Road #8 (King Street East) from Sportsworld Drive/Baxter Place to Deer Ridge Drive, in the City of Kitchener as outlined in Report E-03-072, dated June 17, 2003.
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11. THAT the Regional Municipality of Waterloo approve the following with respect to the Region’s five strategic road capacity and connectivity improvement projects which have been approved for SuperBuild Millennium Partnership funding:
a) Regional staff be directed to negotiate:
(i) a funding agreement with the Province of Ontario pursuant to which the Provincial Government will provide $12.7 million of capital funding through the SuperBuild Millennium Partnership Fund and the Region will provide $22.367 million of capital funding (includes a $1 million contribution from the City of Cambridge as part of the Townline Road/Highway #401 interchange improvement project) of the estimated $41.267 million for the strategic road capacity and connectivity improvement projects; and
(ii) related side agreements with area municipalities pertaining to the area municipalities’ projects as detailed in Report E-03-083 dated June 17, 2003; and
b) The Regional Chair and Clerk be authorized to execute an agreement with the Province of Ontario pertaining to the Ministry of Transportation’s role and responsibilities for the Homer Watson Boulevard at Highway #401 project including the Ministry’s provision of $6.2 million in capital funding as detailed in Report E-03-083 dated June 17, 2003, subject to such agreement being satisfactory to the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
12. THAT the Regional Municipality of Waterloo nominate the Regional Airport Runway Extension project for the approximate remaining $1 million of capital funds available to the Region from the total $40 million in SuperBuild Millennium Partnership funding to the Province of Ontario, and approve revisions to the 2003 Airport Capital Program relative to the Runway 07/25 Extension, Runway Re-certification and Leased Land Development projects as noted in Report E-03-077, dated June 17, 2003;
AND THAT the Regional Municipality of Waterloo approve the addition of the Breslau/Regional Road #17 watermain project to the 2003 Water Capital Program in the amount of $300,000.
13. THAT The Regional Municipality of Waterloo enter into an Agreement to permit entry onto Hydro corridor lands, such Agreement to be as detailed in Report CR-RS-03-031, dated June 17, 2003, and on terms and conditions satisfactory to the Regional Solicitor.
14. THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the Waterloo Regional Airport, in the Township of Woolwich as outlined in Report CR-RS-03-032, dated June 25, 2003.
1. Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the Transport Canada certification of the extended runway 07/25 at the Waterloo Regional Airport, and is described as follows:
Part Lot 102, German Company Tract, Township of Woolwich
2. Give notice of the above application required by the Expropriation Act.
3. Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information.
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4. Do all things necessary and proper to be done, and report thereon to Regional council in due course.
CARRIED
Community Services Committee
The Summary of Recommendations of the Community Services Committee was presented by S. Strickland, Chair of the Committee. He noted an amendment to Recommendation #4 related to the funding and an additional clause related to the Habitat for Humanity request.
MOVED by S. Strickland SECONDED by J. Brewer
THAT the Summary of Recommendations of the Community Services Committee, dated June 17, 2003, Items 1 through 4, and one recommendation, Item 5, from Closed Session, be adopted as follows:
The Community Services Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo approve entering a Recreational Program Purchase of Service Agreement with the Kitchener-Waterloo Young Women’s Christian Association (Camp Clover Day Camp), as outlined in Report SS-03-046, dated June 17, 2003 and effective June 30th, 2003 as follows:
Kitchener-Waterloo YWCA – Camp Clover Full Day $23.50 Full Day with extended afternoon care $25.50
2. THAT the Regional Municipality of Waterloo enhance information on food safety and food premise inspection activities by:
a) establishing a “hotline” for public use to obtain information on food safety and food premise inspection reports; b) establishing internet access to post all charged and closed food premises and results of routine inspections of food premises, as outlined in Report PH-03-041, dated June 17th 2003.
3. THAT the Regional Municipality of Waterloo write to the Minister of Education to encourage school boards to follow the Quality Daily Physical Education guidelines in school curriculums;
AND THAT the Regional Municipality of Waterloo direct staff to report back on the progress of the local school policy working group, as outlined in Report PH-03-045, dated June 17th, 2003.
4. THAT the Regional Municipality of Waterloo approve the following with regard to the Region of Waterloo Affordable Home Ownership Strategy and Pilot funding, as outlined in Report P-03- 050, dated June 17, 2003:
a) the Region of Waterloo Affordable Home Ownership Strategy, described in Appendix A of Report P-03-050;
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b) the two pilot affordable ownership proposals submitted by Habitat for Humanity and Options for Homes under EOI 2002-03 to achieve short-term affordable ownership initiatives, described in Appendix B of Report P-03-050;
c) the requirement of participants in the Region’s ownership pilot projects to access any available affordable ownership funds announced as part of the forthcoming Federal/Provincial housing program for affordable ownership pilot projects;
d) request Canada Mortgage and Housing Corporation (CMHC), financial institutions, and members of the Law Society of Upper Canada to participate in the Ownership Strategy by reducing or waiving their fees to further assist moderate income households to achieve home ownership;
e) approve an amount not to exceed $300,000 for loans to purchasers as well as loans to offset Regional Development Charges (RDCs) for pilots and limited additional opportunities to implement the Strategy;
f) amend, as required, the Region of Waterloo’s Municipal Housing Facilities By-law to incorporate “affordable home ownership”; and
g) authorize the Regional Solicitor to draft appropriate agreements for ownership proponents and purchasers to sign in order to properly secure Regional financial assistance within the policy framework contained in this report, and authorize the Commissioner of Planning, Housing and Community Services and the Commissioner of Finance (or their designates) to enter into agreements with affordable ownership proponents and purchasers.
h) direct staff to have further communications with Habitat for Humanity to resolve any outstanding issues with respect to how the Habitat for Humanity model will be accommodated within the Affordable Home Ownership Strategy.
5. THAT the Regional Municipality of Waterloo approve the lease renewal of approximately 6,027 square feet at 385 Fairway Road, Kitchener for Waterloo Region Housing, subject to the terms and conditions outlined in report CR-FM-03-027, dated June 17, 2003.
CARRIED
Administration and Finance Committee
The Summary of Recommendations of the Administration and Finance Committee was presented by L. Woolstencroft, Vice-Chair of the Committee.
MOVED by L. Woolstencroft SECONDED by J. Haalboom
THAT the Summary of Recommendations of the Administration and Finance Committee, dated June 18, 2003, Items 1 through 4 be adopted as follows:
The Administration and Finance Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo establish a reserve fund with regard to the Waterloo Regional Emergency Services Training & Research Complex for capital expansion of the facility,
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AND THAT the budget surplus of $100,000 be transferred to the reserve fund. [CR-FM-03-026]
2. THAT the Regional Municipality of Waterloo take the following actions regarding the Grand River Transit 2004 bus purchase as outlined in Report E-03-076/F-03-056, dated June 17th and 18th, 2003:
a) endorse the use of clean diesel engine technology including Continuously Regenerating Technology (CRT) for Grand River Transit’s 2004 bus purchases;
b) grant pre-budget approval for the purchase of eighteen (18) transit coaches prior to the approval of the 2004 budget;
c) accept the tender of Nova Bus, a Division of Prevost Car Inc. for the supply of eighteen (18) transit coaches at a price of $8,393,746.50 including all applicable taxes;
d) authorize the issuance of debentures in an amount not to exceed $8,000,000 for a term not to exceed 10 years for this purchase.
3. THAT the Regional Municipality of Waterloo approve the Lease Financing Policy attached to Report F-03-058, dated June 18, 2003, as Appendix 1, AS AMENDED, to include a requirement for the Regional Treasurer and the Regional Solicitor to seek financial and legal advice from a source independent of the Region when the annual lease payments exceed 0.3% of the Region’s net revenue fund revenue ($1.0 million based on the calculatio ns provided by the Ministry of Municipal Affairs and Housing).
4. THAT the Regional Municipality of Waterloo approve amendments to the Investment Policy – General Portfolio to allow for a broader range of investments as permitted under the Municipal Act as outlined in Report F-03-059, dated June 18, 2003.
CARRIED
Due to T. Galloway’s pecuniary interest, Item 5 from the closed session was voted on separately. T. Galloway did not vote on this matter.
MOVED by L. Woolstencroft SECONDED by J. Haalboom
THAT the Summary of Recommendations of the Administration and Finance Committee, dated June 18, 2003, Item 5, from Closed Session be adopted as follows:
The Administration and Finance Committee recommends as follows:
5. THAT the Regional Municipality of Waterloo (the “Region of Waterloo”) enter into an agreement with Her Majesty the Queen in Right of Ontario (by its Ministry of Municipal Affairs and Housing) to provide for SuperBuild Millennium Partnerships funding to the City of Cambridge for the relocation of the University of Waterloo School of Architecture to Cambridge (the “Project”) in accordance with Report No. CR-RS-03-036 (the “Superbuild Agreement”), provided that the Superbuild Agreement is amended to reflect the requested revisions set out in Report No. CR-RS-03-036 and that an agreement is first executed with the Corporation of the City of Cambridge (the “City of Cambridge”) to provide for the City of Cambridge to fulfill all obligations of the Region of Waterloo under the SuperBuild Agreement and indemnification in favour of the Region of Waterloo in respect of the SuperBuild Agreement;
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And further that the Regional Municipality of Waterloo enter into an agreement with the City of Cambridge to provide for the City of Cambridge to fulfill all obligations of the Region of Waterloo under the SuperBuild Agreement and indemnification in favour of the Region of Waterloo in respect of the SuperBuild Agreement and the Project as set out in Report No. CR- RS-03-036;
And further that the Region of Waterloo pass a by-law to authorize the Region’s Chief Administrative Officer to submit any and all Payment Requests, Reports and supporting and other documentation, all as provided by the City of Cambridge, in order to facilitate requests for disbursements pursuant to the SuperBuild Agreement.
CARRIED
T. Galloway brought forward a report from the closed session related to a Job Evaluation Plan.
MOVED by T. Galloway SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo approve the Job Evaluation Plan negotiated with CUPE Local 1656 effective January 1, 2003.
CARRIED
OTHER MATTERS UNDER COMMITTEE OF THE WHOLE a) P-03-055: Planning Our Future – Regional Growth Management Strategy
This report was dealt with under Delegations.
MOVED by B. Strauss SECONDED by J. Haalboom
THAT Committee of the Whole rise and Council resume.
CARRIED
MOVED by D. Bergman SECONDED by W. Roth
THAT Council adopt the proceeding of the Committee of the Whole.
CARRIED
OTHER BUSINESS a) Jane Brewer presented a National Brownfields Redevelopment Strategy for Canada and requested that the Mayors circulate this to their respective Councils. b) M. Murray circulated the “Mini” Environews that is being sent to every household with municipal water outlining the new outdoor water use by-law provisions.
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ENACTMENT OF BY-LAWS (FIRST, SECOND & THIRD READINGS)
MOVED by D. Bergman SECONDED by J. Wideman a) THAT A By-law to amend Traffic and Parking by-law 00-032, as amended, to reflect parking changes on Regional Road #8 (King Street) Cedar Street to Albert Street, Woolwich be read a first, second and third time, finally passed and numbered 03-034, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. b) THAT A By-law to amend Traffic and Parking by-law 00-032, as amended, to reflect a proposed "No Stopping" prohibition on both sides of Regional Road #8 (King Street East) from Sportsworld Drive/Baxter Place to Deer Ridge Drive, Kitchener be read a first, second and third time, finally passed and numbered 03-035, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal. c) THAT A By-law to amend Traffic and Parking by-law 00-032, as amended, to reflect a "No Stopping" anytime prohibition on both sides of Regional Road #8 (King Street) from Henry Street to 160 m south of Henry Street, Waterloo be read a first, second and third time, finally passed and numbered 03-036, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal d) THAT a By-Law to Confirm the Actions of Council be read a first, second and third time, finally passed and numbered 03-037, signed by the Regional Chair and Regional Clerk and sealed with the Regional Seal.
CARRIED
ADJOURN
MOVED by F. Kent SECONDED by J. Wideman
THAT the meeting adjourn.
CARRIED
REGIONAL CHAIR, K. Seiling
REGIONAL CLERK, K. Fletcher REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE MINUTES
July 2, 2003 8:30 a.m. Council Chamber, Regional Administration Building 150 Frederick Street, Kitchener, Ontario
Present were: Chair F. Kent, D. Bergman,* T. Galloway, J. Haalboom, K. Seiling, B. Strauss, J. Wideman and L. Woolstencroft
Regrets: J. Martens
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
T. Galloway declared a pecuniary conflict of interest with respect to Report P-03-057, the proposed amendment to Controlled Access By-law #58-87 for a Temporary Construction Access and a Permanent Access on Regional Road #50 (Westmount Road), in the City of Waterloo due to his employment with the University of Waterloo.
CLOSED SESSION
MOVED by D. Bergman SECONDED by L. Woolstencroft
That the Planning and Works Committee convene in Closed Session in accordance with Part II, Section 14 (1) c), e) and f) of Procedural By-law 00-031, as amended.
CARRIED
OPEN SESSION
MOVED by J. Haalboom SECONDED by L. Woolstencroft
That committee convene in open session.
CARRIED
The regular meeting commenced at 9:05 a.m.
PRESENTATIONS a) John Cicuttin , Manager, Transit Development appeared before committee indicating Regional Council had asked staff to evaluate the potential use of a BusPLUS van service to serve Rolling Meadows Drive instead of the proposed regular route and to evaluate the potential use of the future Ira Needles Boulevard as an alternative routing to Rolling Meadows Drive. J. Cicuttin indicated by replacing the proposed Route 24 HIGHLAND on Rolling Meadows Drive with a BusPLUS van service, the Region would incur additional operating costs of approximately $142,000 annually. A shorter regular Route 24 HIGHLAND would require the same number of buses with no cost savings and the route would be less efficient due to excessive layover time. He also indicated delaying the proposed transit service on Rolling Meadows Drive would leave approximately 1,300 residents outside the 450 metre walk distance to transit. P&W - 2 - 03/07/02
J. Cicuttin advised the future construction of Ira Needles Boulevard will provide the opportunity to evaluate new route options for this area; however, the lack of access to Ira Needles Boulevard limits its potential as a transit route.
J. Cicuttin and Paula Sawicki, Transportation Planner responded to questions regarding safety records, BusPLUS van service, future routing onto Ira Needles Boulevard and procedures in place to ensure pedestrian safety.
DELEGATIONS a) Geoffrey Money, 101 Rolling Meadows Drive , Kitchener appeared before committee opposed to the expansion of transit service on Rolling Meadows Drive. He expressed concern with noise, garbage, impaired visibility on the street and safety for school children. He suggested the close proximity of public foot paths allows for only a short walk to existing bus stops. b) Kim McCutcheon, 248 Rolling Meadows Drive, Kitchener expressed concerns regarding the public consultation process and suggested implementation of the Rolling Meadows Drive Route be deferred until Ira Needles Boulevard is constructed. c) Lori Struck, 57 Rolling Meadows Drive, Kitchener appeared before committee opposed to the inclusion of Rolling Meadows Drive as part of the service improvements for Route 24. L. Struck expressed concerns for pedestrian safety and increased noise pollution and garbage. She suggested the existing bus service is adequate for the area. d) Roney Price, who lives at the corner of Rolling Meadows Drive and Newbury Court, expressed concerns for the safety of school children and indicated bus service on Rolling Meadows Drive is not necessary.
REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES
TRANSPORTATION PLANNING a) P-03-049.1 Kitchener Area Transit Service Review – Phase 1 (Deferred from Council Meeting, June 25, 2003)
J. Cicuttin and P. Sawicki responded to questions regarding information distributed to the public, workshops and public information centres and alternative routes considered.
J. Wideman requested clarification of the staff recommendation, indicating the recommendation from the Planning & Works Committee, deferred by Council, included a request for the City of Kitchener to consider a reduction in the speed limit on Rolling Meadows Drive, the placement of a crossing guard at John Darling Public School and approval of transit service on Rolling Meadows Drive subject to a review when Ira Needles Boulevard is completed. J. Cicuttin indicated staff is supportive of implementation, including Rolling Meadows Drive with a review after one year or when Ira Needles is constructed.
MOVED by T. Galloway SECONDED by J. Wideman
THAT the Regional Municipality of Waterloo defer the implementation of the Rolling Meadows Drive portion of Route 24 HIGHLAND until such time as Ira Needles Boulevard can be used as an alternative.
CARRIED P&W - 3 - 03/07/02
PRESENTATIONS – continued b) John Cicuttin indicated a new route structure was implemented in West Galt in September 2002 as part of the Cambridge Area Transit Service Review – Phase 1. Three new routes were implemented as a replacement of the existing two routes. They were designed to expand service coverage, directness of service and improve the service reliability. J. Cicuttin explained that in response to concerns expressed by residents of Hillcrest Drive and Stanley Street, staff was asked to undertake an interim six-month review of these routes. J. Cicuttin indicated a review of the service revealed ridership has increased by 24% relative to the previous year. This rate of growth is roughly twice the growth of the Cambridge area as a whole .
DELEGATIONS – continued e) Mona Haskell, 10 Hillcrest Drive, Cambridge appeared requesting the Region reconsider its decision to provide bus service on Hillcrest Drive. M. Haskell expressed concerns regarding excessive pollution caused by noise, fumes, dirt and dust from the buses. M. Haskell offered suggestions including the use of smaller buses, improved marketing techniques to encourage ridership, expansion of Route 62 to south of Cedar Street and realignment of Routes 55 and 62 to service areas such as Victoria Street to Third Avenue and Tait Street. f) Jim Perry, 11 Hillcrest Drive, Cambridge read letters from Edna Durmay, 9 Hillcrest Drive and Elizabeth & Gerald Heuther, 5 Hillcrest Drive requesting Hillcrest Drive be returned to a quiet residential neighbourhood by removing the bus service. The letters expressed concerns regarding noise and air pollution. J. Perry suggested a realignment of Routes 57 and 62 would save both time and money while at the same time provide excellent service to the area residents.
REPORTS - REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES b) P-03-061 Review of GRT Service in West Galt
John Cicuttin and Mike Murray, Commissioner of Transportation and Environmental Services responded to questions regarding extending service to Westcliff Way and future technology for quieter running buses.
Report was received for information.
DELEGATIONS – continued g) Jason Hammond, Representing University of Waterloo Sustainability Project appeared in support of the proposed GRT Express Service. J. Hammond indicated the express service will improve mobility and access for students. J. Hammond indicated the implementation of the express service will empower students to do their part in reducing emissions and saving air quality.
REPORTS - continued c) P-03-060 GRT Express Service – Phase I
MOVED by D. Bergman SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve the routing and service hours proposed for an express service as per Figure 1 of Report P-03-060, dated July 2, 2003, to be implemented September 2, 2003. CARRIED P&W - 4 - 03/07/02
REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES
WASTE MANAGEMENT d) E-03-086 Large Item Collection in the Township of Wellesley
MOVED by D. Bergman SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo approve an annual large item collection day in the Township of Wellesley beginning in the fall of 2003; subject to input from Wellesley Township Council.
CARRIED
WATER SERVICES e) CR-RS-03-041 Agreement with Christopher E. Van Bargen for Extension of Township of Wellesley (Linwood) Water Distribution System
MOVED by D. Bergman SECONDED by K. Seiling
THAT the Regional Municipality of Waterloo enter into agreement with Christopher E. Van Bargen, the developer of four building lots facing onto Manser Road (Regional Road 5), being Part of Lot 10, Concession 10, West Section, Township of Wellesley, to extend the Linwood water distribution system to service the four lots at the expense of the developer, as detailed in Report CR-RS-03-041, dated July 2, 2003, such agreement to be to the satisfaction of the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
CARRIED
*D. Bergman left the meeting at 11:05 a.m.
DESIGN AND CONSTRUCTION f) E-03-084 Consultant Selection – Widening of Homer Watson Boulevard, Bleams Road to Block Line Road, City of Kitchener
MOVED by J. Wideman SECONDED by T. Galloway
THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Giffels Associates Limited of Cambridge, Ontario to provide engineering services for detailed design, contract administration and construction inspection for the widening of Homer Watson Boulevard, Bleams Road to Block Line Road, in the City of Kitchener at an upset limit of $184,000 plus applicable taxes for the design phase, with contract administration and construction inspection to be paid on a time basis;
AND FURTHER THAT the Commissioner of Transportation and Environmental Services be authorized to sign any incidental agreements necessary to obtain agency approvals and to implement the project to tender-ready stage in accordance with Report E-03-084, dated July 2, 2003, provided said agreements are satisfactory to the Regional Solicitor. P&W - 5 - 03/07/02
g) Appointment of Regional Councillor Representatives for Project Teams
B. Strauss volunteered to participate on the project team for the Class Environmental Assessment and Design for Lobsinger Line (Regional Road 15) Improvements, Heidelberg (2004) construction.
F. Kent volunteered to participate on the project team for the Class Environmental Assessment and Design for Hespeler Road Grade Separation at CP Rail, North of Dundas Street, Cambridge (2005-2006) construction.
h) CR-RS-03-038 Authorization to Expropriate Lands for Road Improvement to King Street North Between Columbia Street and University Avenue, in the City of Waterloo
Duncan Leggett, Solicitor, appeared before committee and responded to questions.
MOVED by J. Wideman SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the road improvements on King Street North between Columbia Street and University Avenue, in the City of Waterloo, Region of Waterloo, as detailed in Report CR-RS-03-038, dated July 2, 2003;
a) Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the road improvements on King Street North at Columbia Street to University Avenue and described as follows:
Partial takings:
· Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 70, Subdivision of Lot 13, German Company Tract (278 King Street North) · Part Lots 4, 5 and 6, Plan 721 (303 King Street North) · Part Lot 7, Plan 721 (309 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North) · Part Lot 28, Subdivision of Lot 13, German Company Tract (349 King Street North) · Part Lot 27, Subdivision of Lot 13, German Company Tract (351 King Street North)
Easements:
· Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North);
b) Give notices of the above application required by the Expropriations Act;
c) Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information; and
d) Do all things necessary and proper to be done, and report thereon to Regional Council in due course.
CARRIED P&W - 6 - 03/07/02 i) CR-RS-03-040 Breslau Bypass – Standard Pipe Crossing Agreement
MOVED by B. Strauss SECONDED by T. Galloway
THAT the Regional Municipality of Waterloo authorize the Commissioner of Transportation and Environmental Services to execute an agreement with Goderich-Exeter Railway, on terms and conditions agreeable to the Commissioner and Regional Solicitor, to permit the installation and maintenance of a drainage pipe under railway track as detailed in Report CR-RS-03-040, dated July 2, 2003.
CARRIED
TRANSIT SERVICES
j) CR-RS-03-034 Woolwich Transit Inc. (Kiwanis Transit) Rural Service Area Specialized Transit Service Agreement and Lease
MOVED by B. Strauss SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo enter into an agreement to renew and extend the Agreement with Woolwich Transit Inc. (operating as Kiwanis Transit) to provide specialized transit service to the rural service area for the calendar year 2003, and to renew and extend the companion Vehicle Lease with Woolwich Transit Inc. for 2003, as detailed in Report CR-RS-03-034, dated July 2, 2003, and on terms and conditions satisfactory to the Regional Solicitor.
CARRIED
TRANSPORTATION
k) E-03-006 Use of Engine Brakes
Lisa Pasternak, Manager of Prosecutions/Solicitor appeared before committee and responded to questions.
MOVED by B. Strauss SECONDED by J. Wideman
THAT the Regional Municipality of Waterloo take no action with regards to the prohibition of the use of engine brakes on Regional roads;
AND THAT the Regional Municipality of Waterloo install “Please Avoid Use of Engine Brakes” signs on a complaint basis only on Regional roads where the grade of the road exceeds 4% and there are residential properties within 200 metres of the section of road in question.
CARRIED P&W - 7 - 03/07/02 l) E-03-049.1 Traffic Control Signal Warrants
Dave Banks, Manager, Transportation Engineering appeared before committee and responded to questions.
MOVED by J. Haalboom SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo adopt the Transportation Association of Canada (TAC) warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049, dated April 1, 2003;
AND THAT the lower tier municipalities be reimbursed for the installation of unwarranted signals that become warranted using these warrants.
CARRIED m) E-03-089 Installation of an All-Way Stop at the Intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road, City of Cambridge/Township of Puslinch/Township of North Dumfries
MOVED by J. Haalboom SECONDED by J. Wideman
THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law #00-032, as amended, to provide for an all-way stop at the intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road in the Cit y of Cambridge/Township of Puslinch/Township of North Dumfries.
CARRIED
WATER SERVICES n) E-03-063 2002 Wastewater Operations and Maintenance Contract Performance
Thomas Schmidt, Director Water Services and David Andrews, Manager, Wastewater Operations appeared before committee and responded to questions regarding the wastewater operation and maintenance agreement with the Ontario Clean Water Agency, compliance checks, storage of biosolids, historical wastewater treatment performance and compliance with Provincial requirements.
Report was received for information. o) E-03-073 Road Salt Reduction Measures in Well Head Protection Areas
T. Schmidt gave a brief overview of the report and responded to questions regarding adoption of the Winter Maintenance Policy and Procedures by the area municipalities.
MOVED by T. Galloway SECONDED by J. Wideman
THAT the Regional Municipality of Waterloo take the following action regarding salt reduction measures in the Region of Waterloo:
a) designate the 10-year capture zones for Greenbrook, Middleton, Parkway, William Street well fields, identified in Report E-03-073, dated July 2, 2003 as Winter Maintenance Sensitive Areas P&W - 8 - 03/07/02
in the Winter Maintenance Policy and Procedures and develop appropriate means to track and reduce road salt application rates within these areas;
b) approve in principle a road-deicing pilot test using calcium magnesium acetate within the capture zone of the Parkway well field conditional upon development of implementation details;
c) develop guidelines and initiate amendments to the ROPP, if necessary, to require consideration of road salt in transportation route selection, community planning, subdivision design, and storm water management; and
d) forward Report E-03-073, dated July 2, 2003 to the area municipalities, request they designate the appropriate capture zones in their respective Winter Maintenance Policy and Procedures and request they develop appropriate means to track and reduce road salt application rates within these areas.
CARRIED p) E-03-078 Well Head Protection Area Road Signs
Eric Hodgins, Manager, Water Resources Protection appeared before committee and responded to questions regarding the placement and design of the proposed signs and other methods planned to raise public awareness.
MOVED by B. Strauss SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve the installation of well head protection signs on Regional roads, as detailed in Report E-03-078, dated July 2, 2003.
CARRIED q) E-03-087 Final Report – Ayr Water Efficient Toilet Replacements
Report was received for information. r) E-03-088 Community Housing Water Efficiency Project
MOVED by J. Wideman SECONDED by B. Strauss
THAT the Regional Municipality of Waterloo allocate up to $50,000 from the Water Efficiency Capital Budget toward a dual flush toilet research project in the Housing Division;
AND THAT the Region sponsor the installation of up to three dual flush toilets in the Rotary Dream Home for demonstration purposes.
CARRIED
INTERDEPARTMENTAL REPORTS s) E-03-075/P-03-053 2003 Water & Wastewater Monitoring Report
T. Schmidt distributed copies of the complete report and responded to questions.
P&W - 9 - 03/07/02
MOVED by B. Strauss SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo accept the report entitled 2003 Water and Wastewater Monitoring Report summarized in Report E-03-075/P-03-053, dated July 2, 2003 as the account of water supply and wastewater treatment capacity for 2003.
CARRIED
REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES
TRANSPORTATION PLANNING
T. Galloway, having declared a pecuniary interest on the next item, did not participate in the discussion or vote on the matter. t) P-03-057 Amendment to Regional Municipality of Waterloo Controlled Access By-Law #58-87 for a Temporary Construction Access and a Permanent Access on Regional Road #50 (Westmount Road), in the City of Waterloo
MOVED by L. Woolstencroft SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo Controlled Access By-law #58-87 be amended, as outlined in Report P-03-057, dated July 2, 2003, for the following:
a) A temporary construction access on Regional Road #50 (Westmount Road) located approximately 410 metres north of Columbia Street;
b) A permanent access on Regional Road #50 (Westmount Road) located approximately 693 metres north of Columbia Street; and
c) A permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street.
CARRIED u) P-03-058 Disposal of Surplus Road Allowance – Northfield Drive, Regional Road #22, Township of Woolwich
MOVED by B. Strauss SECONDED by T. Galloway
THAT the Regional Municipality of Waterloo declare part of the Regional Road #22 (Northfield Drive) road allowance described as Part 1 of Plan No. 58R-14108, in the Township of Woolwich, surplus to the needs of the Region of Waterloo and convey the lands to the abutting owner as outlined in P-03-058, dated July 2, 2003, subject to the following:
a) The abutting owner pay fair market value for the land, plus all applicable taxes, legal, surveys and advertising costs associated with the closing and conveying the surplus road allowance and enter into an Agreement of Purchase and Sale satisfactory to the Regional Solicitor;
P&W - 10 - 03/07/02
b) The Region of Waterloo receives no objection through the standard public notification of the proposed road closure.
CARRIED
ADJOURN
MOVED by T. Galloway SECONDED by L. Woolstencroft
THAT the meeting adjourn
CARRIED
COMMITTEE CHAIR, F. Kent
COMMITTEE CLERK, K. O’Kane REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE MINUTES
July 2, 2003 1:00 p.m. Council Chamber, Regional Administration Building 150 Frederick Street, Kitchener, Ontario
Present were: Chair S. Strickland, J. Brewer, D. Craig, J. Mitchell, W. Roth*, K. Seiling, J. Smola and C. Zehr
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
PRESENTATIONS a) Andrew Taylor and D’arcy Farlow from the Centre for Research & Education in Human Services appeared before Committee regarding the Safe & Sound National Demonstration Project. The outcomes, trends and observations were outlined and presented to Committee. The Safe & Sound Project has made positive changes to communities.
In response to a question from J. Brewer on how Neighbourhood Associations were chosen for the project, A. Taylor indicated a Region wide invitation was sent to all interest groups and groups responded to the invite.
S. Strickland indicated the Federal Government has not extended the funding, but S. Strickland recognized the hard work involved with the project.
DELEGATIONS a) Robert Milligan of 128 Main St., New Dundee in the Township of Wilmot appeared before Committee regarding Public Health’s responsibility to protect and strengthen the immune system. R. Milligan outlined the three indicators of health that can affect the immune system, such as, the economy, the environment and the community. R. Milligan provided a brief overview of factors that affect the three indicators and requested staff to establish a working group to deal with issues affecting the immune system.
Dr. Liana Nolan, Commissioner & Medical Officer of Health recognizes a need to produce more health status reports in order to address and educate the public on certain health issues, and indicated Public Health is moving in that direction. b) Laurie Strome, appeared before Committee representing Neighbourhood Groups of Waterloo Region, regarding Report PH-03-047, Funding Model for Regional Programs in Neighbourhoods. L. Strome is in support of the Neighbourhood Funding Model and indicated the funding model provides a positively, significant impact on Neighbourhood Groups.
M. Mulherm, Chairperson of the Board of Directors, Christopher Champlain Community Centre in Cambridge appeared before Committee representing Neighbourhood Groups currently participating in the program. M. Mulherm indicated the need for Regional funding for Neighbourhood Groups, and through the innovative partnership with the Region of Waterloo Neighbourhood Groups would be able to reach out and provide Regional programs. The proposed funding formula would assist in supplying child care CSC - 2 - 03/07/02 supplies, and other expenses necessary to deliver Regional programs in neighbourhoods, and allow for integration of services within the neighbourhoods to provide efficient delivery of programs. M. Mulherm indicated the consultation process was inclusive and accessible to all groups , which provided input to working group members who designed the formula over a time period of sixteen (16) months.
Jackie Burge also expressed her support for the proposed recommendation and although certain details are still required to be worked out, J. Burge indicated many families would benefit through these programs.
Bill Davidson, a member of the Working Group advised Committee members that all interested Neighbourhood Groups had a chance to participate and urged the Committee’s support for Neighbourhood Groups and their needs.
In response to a question from W. Roth regarding the diversity of people reached by a Neighbourhood Group, Theresa Schumilas, Director of Health Determinants, Planning and Evaluation indicated the numbers vary. Neighbourhood Groups can extend beyond their area and the range can extend from 1,000 to 10,000 participants. W. Roth requested a total be provided from staff to Committee, and indicated that in the Township of Wilmot, similar to the other Townships, the Neighbourhood Group serves the entire population base of the Township.
REPORTS – Public Health a) PH-03-047 Funding Model for Regional Programs in Neighbourhoods - Presentation by Theresa Schumilas, Director, Health Determinants, Planning & Evaluation
T. Schumilas provided the Committee with a brief overvie w of the consultation model and a brief background history of the Neighbourhood Consultation Steering Committee, which began the process on July 3, 2001. The Steering Committee consisted of municipal representatives, regiona l representatives and citizens recommended through the municipal representatives. Through the consultation process a Working Group was developed and reported their finds to the Community Services Committee. The three programs that were the focus of the Working Group were the Outreach Worker Program, the Peer Health Worker Program and the Community Nutrition Program. Presently the Region funds 22 different “sponsoring agencies” to deliver these three programs, with 33 rural and urban sites and a budget of $819,728.
T. Schumilas outlined the three components captured by the funding model, which are administrative support, specific program expenses for peer programs, and the unanticipated demands. Through the evaluation process feedback will be reported to the Committee in November 2003. The report will address the funding and community results of the pilot program, the benefits to continue the funding model, and the sites willing to participate in the program.
In response to a question from J. Brewer regarding access to funding, T. Schumilas advised it was the responsibility of the Social Services and Public Health Departments to ensure funds would be administered properly. T. Schumilas indicated applications by interested sites would be accepted at the beginning of the year and chosen for funding approval.
J. Smola expressed concern on the limited amount of time available to groups to review the staff report PH-03-047, and suggested the report be returned to staff for updating. T. Schumilas advised the pilot phase would address these questions and concerns through community consultation.
J. Haalboom expressed concerns by the Neighbourhood Association regarding the lack of awareness of a Steering Committee at the Region of Waterloo and indicated the importance of sharing information.
D. Craig indicated the report’s outline of support to the Neighbourhood Groups is positive in relation to the Region’s growing population. CSC - 3 - 03/07/02
MOVED by J. Brewer SECONDED by J. Mitchell
THAT the Regional Municipality of Waterloo approve a maximum of $149,917 for the pilot of Support of Regional Programs in Neighbourhoods as outlined in Report PH-03-047, dated July 2, 2003 to be funded from the 2001 unallocated surplus;
AND THAT staff communicate broadly with all Neighbourhood Associations and Community Groups throughout the Region on Report PH-03-047;
AND THAT staff be authorized to monitor and evaluate this allocation, and bring forward a report to the Community Services Committee at the end of 2003 describing the results of this pilot.
CARRIED, as amended b) PH-03-044 Healthy Communities Report: The Health of the Region of Waterloo – Presentation by Bethany Mazereeuw, Health Promotion Officer
Bethany Mazereeuw, Health Promotion Officer indicated the purpose of the report is to provide a snapshot of factors that affect the quality of health in Waterloo Region and to identify areas requiring improvement. The framework consists of the three indicators economy, environment and community.
B. Mazereeuw outlined factors of livability, prosperity, equity, education, conviviality, sustainability and viability, which are general health indicators. Other indicators, such as air quality, water quality, infant mortality, and low birth weights are indicators that Waterloo Region is progressing in a positive manner. B. Mazereeuw outlined current strategies to address specific needs within the Region of Waterloo.
J. Mitchell requested staff look into other indicators, such as, smoking, drinking, dental health and car accidents.
T. Schumilas advised that Councillor Mitchell’s request could be incorporated into the indicators, and that this report would be used as a basis for a yearly update.
D. Craig expressed concern with using a wider variety of indicators. T. Schumilas advised there are an endless number of indicators that could be used, and rather than individually selecting factors, staff used an existing model.
Report was received for information.
*W. Roth left the meeting at 2:40 p.m. c) PH-03-050 West Nile Virus – Update
Report was received for information. d) PH-03-048 Charged Food Premise - N-K Asian Food Market
Report was received for information. e) PH-03-049 Update on Smog Alert Response Plan Activities
Report was received for information.
CSC - 4 - 03/07/02
REPORTS - Facilities Management and Fleet Services f) CR-FM-03-029 EMS Station – Sunnyside Area – Second Update
Committee members expressed concern regarding the unavailability of the Nottingham and Ottawa property as the most suitable site. John Prno, Director of Emergency Medial Services Division indicated the Wilfred and Weber site had significantly better emergency call response statistics.
Doug Gilmore, Facilities Planning Engineer advised the Region has purchased the land at Wilfred and Weber from the City of Kitchener, but title is yet to be registered in the Region of Waterloo’s name.
K. Seiling advised Wilfred and Weber is the preferred site.
MOVED by D. Craig SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo authorize staff to proceed with the development of an Emergency Medical Services Station at 32 Wilfred Avenue, Kitchener (Wilfred and Weber) to serve the Sunnyside area, as outlined in Report CR-FM-03-029, dated July 2, 2003.
CARRIED
REPORTS – Planning, Housing & Community Services g) P-03-051/CR-RS-03-035 Restructuring of Housing Administration
MOVED by J. Brewer SECONDED by J. Mitchell
THAT the Regional Municipality of Waterloo authorize the Waterloo Local Housing Corporation (“WLHC”) to enter into an arrangement with the Waterloo Region Non-Profit Housing Corporation (“WRNPHC”), including the amalgamation of the WLHC with WRNPHC effective December 31st, 2003, pursuant to section 182(1)(d) of the Ontario Business Corporations Act, and for such purpose to enter into an Arrangement Agreement with WRNPHC, in a form and content satisfactory to the Regional Solicitor and the Commissioner of Planning, Housing & Community Services, as detailed in Report P-03-051/CR- RS-03-035, dated July 2, 2003;
AND THAT the Regional Chair and Regional Clerk be authorized to execute an Arrangement Agreement on behalf of the WLHC and to do all acts and things and to execute all such transfers, assignments, instruments, agreements and documents, to apply for consent to the proposed restructuring from the Province of Ontario, obtain the requisite order of the Ontario Court of Justice and to send Articles of Arrangement to the Director under the Ontario Business Corporations Act, all as may be necessary or desirable to secure approval and to complete the arrangement.
CARRIED h) P-03-056 Social Housing Services Corporation – Update
Received for information
Larry Kotseff, Commissioner of Planning, Housing and Community Services introduced the new Manager of Housing Program, Steve Garrison.
CSC - 5 - 03/07/02
REPORTS – Social Services i) SS-03-049 Supporting Community Partners Initiatives Plan Assessment
MOVED by J. Brewer SECONDED by J. Smola
THAT the Regional Municipality of Waterloo approve the submission of the Supporting Communities Partnership Initiative Plan Assessment to the National Homelessness Secretariat as detailed in Report SS- 03-049, dated July 2, 2003.
CARRIED j) SS-03-050 2003 Provincial Homelessness Initiative Fund Allocations
Mic hael Schuster, Commissioner of Social Services advised the report proposes funds to those agencies which met one of the three priority areas and ranked highest based on the selection criteria. Funding was only available for the ten highest ranked of the thirteen priority #3 projects.
MOVED by C. Zehr SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo approve funding for the following proposals from within the 2003 Provincial Homelessness Initiative Fund (PHIF) as outlined in Report SS-03-050, dated July 2, 2003:
House of Friendship $10,938 Cambridge Shelter Corporation - Out of the Cold $10,000 Cambridge Shelter Corporation - Welcome Aboard $15,000 Mennonite Central Committee $22,177 Reaching Our Outdoor Friends (ROOF) $25,274 Cambridge Kiwanis Non-Profit Housing Corporation $ 9,600 Lutherwood-CODA - Betty Thompson Youth Centre $17,038 Marillac Place $ 6,661 Elizabeth Fry Society $20,400 Waterloo Region Homes for Mental Health $21,456 Canadian Mental Health Association $21,456 Total $180,000
AND that Argus Residence for Young People’s request under PHIF for operational funding in 2003/2004 be granted, subject to submission of audited financial statements, for up to $70,610, to be funded through unused 2002 shelter deficit funds.
CARRIED k) SS-03-051 Transition Funding for Sunnyside Home
M. Schuster advised the transition of funds for Sunnyside Home for unforeseen expenditures is one hundred percent Provincially funded.
CSC - 6 - 03/07/02
MOVED by K. Seiling SECONDED by J. Mitchell
THAT the Regional Municipality of Waterloo allocate one-time Ministry of Health and Long Term Care Transition Funding to cover unforeseen expenditures as outlined in Report SS-03-051, dated July 2, 2003.
CARRIED l) SS-03-053 Application for Funding Under Enhanced Family Support Initiative
M. Schuster advised the transition of funds for Under Enhanced Family Support Initiative for the period April 1, 2003 to March 31, 2006 is one hundred percent Provincially funded.
MOVED by J. Mitchell SECONDED by J. Smola
THAT the Regional Municipality of Waterloo apply for 100% Provincial funding under the Enhanced Family Support Initiative and hire one additional Family Support Worker as outlined in Report SS-03- 053, dated Wednesday, July 2, 2003.
CARRIED m) SS-03-048 Placement Promotions Project
M. Schuster introduced the Employment & Income Support General Information brochure and indicated the brochure won an advertising award.
Report was received for information.
INFORMATION/CORRESPONDENCE a) Letter from Deborah K. LucasSwitzer, Team Leader, Community Development/Programming, City of Waterloo, dated May 28, 2002 to Theresa Schumilas, Director of Health Determinants, Planning & Evaluation, Public Health, re: Neighbourhood Steering Committee, received for information. b) Letter from Jim King, Commissioner, Community Services Department, City of Cambridge, dated June 17, 2003 to Theresa Schumilas, Director of Health Determinants, Planning & Evaluation, Public Health, re: Neighbourhood Steering Committee, received for information.
ADJOURN
MOVED by J. Brewer SECONDED by J. Mitchell
THAT the meeting adjourn
CARRIED
COMMITTEE CHAIR, S. Strickland
COMMITTEE CLERK, I. Sa Melo
DOCS #50422 REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE MINUTES
July 3, 2003 9:00 a.m. Regional Council Chamber 150 Frederick Street, Kitchener, ON
Present were: J. Brewer, T. Galloway, J. Haalboom, F. Kent, J. Mitchell, K. Seiling, S. Strickland*, J. Wideman and L. Woolstencroft
Regrets: D. Craig
DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
None declared.
REPORTS a) CR-FM-03-028 Public Art Competitions
A request will go to the Public Art Advisory Committee to consider preparing a brochure identifying the various pieces once a collection is accumulated.
MOVED by J. Wideman SECONDED by J. Haalboom
THAT the Regional Municipality of Waterloo approve the selection of Linda Covit to create the public art for the Waterloo Regional Airport Terminal Building;
And that, with regard to the creation of public art for the new Region of Waterloo Children Centre, the Regional Municipality of Waterloo approve an expenditure of $60,000 from the Public Art Reserve Fund and invite four artists to submit detailed proposals for consideration by a jury as outlined in Report CR- FM-03-028 dated July 3, 2003.
CARRIED b) CA-EM-03-002 Waterloo Regional Voice Radio System – In House Maintenance of Infrastructure
The report was received for information. c) F-03-067 Trinity Village RDC Deferral Agreement
MOVED by J. Haalboom SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo authorize the Regional Chair and Regional Clerk to enter into an agreement amending the original Regional Development Charge deferral agreement to extend the maximum term of the agreement (as specified in part (c) of the original resolution) for a period of one A & F - 2 - 03/07/03 year, that is to May 24, 2004, with such amending agreement to be to the satisfaction of the Region’s Chief Financial Officer and Regional Solicitor as outlined in Report F-03-067 dated July 3, 2003.
CARRIED d) F-03-068 Property Tax Capping – 2003
Angela Hinchberger, Director of Financial Services, Treasury and Tax Policy, highlighted the report, stating no significant increases are expected based on the preliminary data. If the resolution is approved a by-law will be brought forward. She noted the capping applies to commercial, industrial and multi- residential properties and there is no impact on residential properties at this time.
MOVED by J. Wideman SECONDED by J. Brewer
THAT the Regional Municipality of Waterloo limit tax increases for 2003 for commercial, industrial and multi-residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class;
AND THAT the Area Municipalities be notified accordingly.
CARRIED e) F-03-069 Reserves and Reserve Funds – Year-End Positions
Larry Ryan, Chief Financial Officer, reviewed the report, noting the Region has modest reserve fund levels. A request was made for reserve fund amounts per capita in comparison to other Regions. Staff will prepare this information, qualified by service provision as not all municipalities provide the same level of service.
*S. Strickland entered the meeting at 9:20 a.m.
There was further discussion about the investment interest income and how it is transferred into the reserve funds.
MOVED by SECONDED by
THAT the Regional Municipality of Waterloo approve the transfer of $1.5 million from the WSIB Reserve Fund to the Sick Leave Reserve Fund as outlined in Report F-03-069 dated July 3, 2003.
CARRIED f) F-03-070 2002 Municipal Performance Measurement Program(MPMP) Results
It was noted the hiring process is underway for the Program Auditor and it is anticipated the position will be filled by September.
Committee members discussed the comparison figures for the Municipal Performance Measurement Program.
The report was received for information. A & F - 3 - 03/07/03 g) CA-HR-03-006 Additions to the Human Resources Policy Manual
MOVED by J. Brewer SECONDED by F. Kent
THAT the Regional Municipality of Waterloo approve the following operating principles as Human Resources policies on Workplace Hazardous Materials Information System, Workplace Safety and Insurance, Working Alone and Relocation/ Interview Expenses for External Job Candidates as outlined in Report CA-HR-03-006 dated July 3, 2003.
CARRIED h) Financial Statements – Presentation by Peter Barr, Deloitte & Touche
Peter Barr provided a powerpoint presentation and circulated copies of it to members of Committee. The presentation highlighted the financial reporting responsibilities, audit objectives and scope, review of financial statements and accounting estimates, results of 2002 audit, audit opinion, statement of independence and provision of the management letter.
OTHER BUSINESS
J. Brewer advised she has been requested to sit on Standing Committees through the Federation of Canadian Municipalities.
CLOSED SESSION
MOVED by J. Brewer SECONDED by S. Strickland
That the Administration and Finance Committee convene in Closed Session in accordance with Part II, Section 14 (1) b) and c) of Pursuant to Procedural By-law 00-031, as amended,
CARRIED
ADJOURN
MOVED by J. Brewer SECONDED by S. Strickland
THAT the meeting adjourn
CARRIED
COMMITTEE CHAIR, T. Galloway
COMMITTEE CLERK, L. Wetzel
Report: F-03-071 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: July 9, 2003 FILE CODE:
SUBJECT: TENDER T2003-028 FAIRWAY ROAD EXTENSION LACKNER BLVD. TO WOOLNER DRIVE, CITY OF KITCHENER
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of Sierra Construction (Woodstock) Ltd. for the Fairway Road Extension Lackner Blvd. to Woolner Drive, City of Kitchener at a total tender price of $1,725,310.53 including all applicable taxes, subject to approval from the GRCA and the Department of Fisheries and Oceans.
SUMMARY: Nil
REPORT:
Tenders were called for Fairway Road Extension, Lackner Blvd. to Woolner Drive, City of Kitchener, and were opened in the presence of J. Lee, D. Kramp and L. Buitenhuis.
The following tenders were received:
Sierra Construction (Woodstock) Ltd. Woodstock, ON $1,725,310.53 Network Site Services Ltd. Cambridge, ON $1,880,966.10 Cecil Shaver Ltd. Brantford, ON $1,935,739.95 E & E Seegmiller Ltd. Kitchener, ON $1,943,183.40 Subterra Inc. Kitchener, ON $1,981,470.27
The work of this contract is for the construction of a new Regional roadway along the existing Woolner Road right-of-way from Lackner Blvd. 780 metres easterly. The following work is included in this contract: clearing and grubbing, earth fill, installation of sanitary sewers, storm sewers and watermain, a reinforced concrete box culvert, as well as a complete new 2-lane roadway with turning lanes. The sanitary sewer and watermain are included on behalf of the City of Kitchener as well as a concrete sidewalk on one side.
Construction is scheduled to commence on July 21, 2003 with completion expected on October 24, 2003.
The existing Woolner Road (future Fairway Road) will be closed during construction, and only open to local residents for access to private driveways.
CORPORATE STRATEGIC PLAN:
To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.
Page 1 of 3
July 9, 2003 Report: F-03-071
FINANCIAL IMPLICATIONS:
Based on the low tender, costs are shared as follows:
Region of Waterloo Transportation Division $1,402,537.60 City of Kitchener 322,772.93 Total $1,725,310.53
Region of Waterloo Transportation Division Costs
T2003-028 $1,402,537.60 Engineering – Consultant 100,000.00 Consultant Construction Administration 75,675.75 Engineering – Regional 22,000.00 Materials Inspection and Testing During Construction 10,000.00 Pavement Markings & Sign Replacements 10,000.00 Approval Fees 9,745.89 Sub-Total $1,629,959.24 Less Municipal Rebate of 4% GST (59,375.03) Total $1,570,584.21
The Region of Waterloo’s share of the project costs are 100% financed by Lyndale Estates Inc. pursuant to the terms of a servicing agreement entered into with the Region of Waterloo in 2001, which includes payback by the Region in 2004 and 2006. The developer has provided sufficient security to cover all the Region’s costs for this work.
City of Kitchener Costs
T2003-028 $322,772.94 Engineering – Consultant 16,275.00 Engineering – Regional 5,000.00 Materials Inspection & Testing During Construction 2,000.00 Sub-Total $346,047.94 Less Municipal Rebate of 4% GST (12,749.46) $333,298.48 Total
The City of Kitchener’s share of the project costs are 100% financed by Lyndale Estates Inc. and the developer has provided sufficient security for this work.
The total estimated costs for the Region of Waterloo and the City of Kitchener is $1,903,951.82 and the developer (Lyndale Estates Inc.) has submitted a Letter of Credit in the amount of $2,119,814 to cover this work.
The final date of acceptance for this tender is August 23, 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 2 of 3 Report: F-03-072 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: July 9, 2003 FILE CODE:
SUBJECT: TENDER T2003-011 KITCHENER WASTEWATER TREATMENT PLANT CENTRAL CONTROL CENTRE
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of Land Construction Co. Ltd., for the Kitchener Wastewater Treatment Plant Central Control Centre at a price of $1,694,880.00 including all applicable taxes, subject to approval from the Ministry of Environment.
SUMMARY: Nil
REPORT:
Tenders were called for the Kitchener Wastewater Treatment Plant Central Control Centre and were opened in the presence of H. Fourie, C. Grummett and L. Buitenhuis.
The following tenders were received:
Land Construction Co. Ltd. Markham, ON $1,694,880.00 Sona Construction Limited Hamilton, ON $1,739,134.00 Morocas General Contractors Ltd. Toronto, ON $1,991,971.00 Nadeco Limited Guelph, ON $2,031,132.83 * One other bid was disqualified.
In 1997, the Region completed an evaluation of the condition and functionality of the existing buildings at the Kitchener Wastewater Treatment Plant (WWTP). One of the main recommendations was the demolishing of the salt storage hopper because of the presence of asbestos in its exterior panels. However, the salt storage hopper is currently being utilized for storage, and the loss of the hopper would result in a severe shortage of storage space, as the original storage area for the plant was previously converted into a much needed boiler room.
In 2001, a consultant was retained to develop the requirements for the demolition of the salt storage hopper structure and to provide preliminary design options for the provision of an additional parts storage space. The scope of the project was later extended to include the development of options for various additions and renovation work to the existing filter and administration buildings and to transform the facility into an administrative hub plant for waste water, similar to Mannheim Water Treatment Plant.
Construction is anticipated to begin in August 2003, with completion in spring of 2004.
Page 1 of 2
July 9, 2003 Report: F-03-072
CORPORATE STRATEGIC PLAN:
To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.
FINANCIAL IMPLICATIONS:
T2003-011 $1,694,880.00 Engineering – Consultant 192,576.46 Engineering – Regional 32,000.00 Advertising and Printing 4,000.00 Approvals 2,000.00 Sub- $1,925,456.46 Total Less Munic ipal Rebate of 4% GST (70,783.42) $1,854,673.04 Total
The 2003 Wastewater Twenty Year Capital Forecast provides $1,827,000 for the Kitchener WWTP Central Control Centre Project funded from the Wastewater Capital Reserve and the Wastewater Capital RDC Reserve Fund. The Wastewater Capital Forecast also provides $543,000, funded from the Wastewater Capital Reserve and the Wastewater Capital RDC Reserve Fund, for the replacement of MCC’s (Motor Control Centre), $50,000 of which is allocated for the replacement within the Central Control Centre.
The final date of acceptance for this tender is September 21, 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 2 of 2
REGION OF WATERLOO Report: F-03-073
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: July 9, 2003 FILE CODE:
SUBJECT: T2003-119 CATALYTIC MUFFLERS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of Cummins Ontario Inc. for the supply of Catalytic Mufflers at a price of $244,403.25 including all applicable taxes;
AND THAT the Regional Municipality of Waterloo approve the issuance of debentures in an amount not to exceed $360,000 for a term not to exceed five years for this purchase.
SUMMARY: Nil
REPORT:
Regional Council, as part of the 2003 budget process, approved the addition of $360,000 (2003 - $180,000; 2004 - $180,000) to the GRT Capital Budget and Ten Year Forecast (Clean Air and Green Power budget issue paper) to implement a two year catalytic muffler retrofit program. The program calls for the retrofit of 86 older diesel buses (43 in 2003; 43 in 2004) with post emission control devices, or catalytic exhaust mufflers, to reduce particulate matter (PM), carbon monoxide (CO), hydrocarbons (HC) and nitrogen oxides in support of the Region’s Clean Air Program. The use of catalytic mufflers in conjunction with ultra low sulphur diesel fuel will reduce vehicle emissions significantly.
Tenders were called for the supply of 86 catalytic mufflers (43 in 2003 and 2004, respectively) and were opened in the presence of P. Arnold, A. Michelucci and L. Buitenhuis.
The following tenders were received:
Cummins Ontario Inc. Mississauga, ON $244,403.25 Baker Transit Parts Inc. Sombra, ON $276,606.27
Bid documents were issued to four known suppliers of catalytic mufflers. Two bids were received and one bid was rejected due to late delivery of bid.
CORPORATE STRATEGIC PLAN:
To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.
Page 1 of 2
July 9, 2003 Report: F-03-073
FINANCIAL IMPLICATIONS:
T2003-119 Catalytic Mufflers Including Applicable Taxes $244,403.25 Estimated Installation Costs 60,000.00 Contingency for Additional Sheet Metal Work, Brackets, Labour 60,000.00 Sub-Total $364,403.25 Less Municipal Rebate of 4% G.S.T. (8,500.99) Total $355,902.26
The 2003 GRT Capital Budget and Ten Year Forecast provides $360,000 (2003 - $180,000; 2004 - $180,000) for the catalytic muffler retrofit program to be funded by debentures (opportunity bonds). The contingency provision, included above, provides funding for any unforeseen additional work that may be required as part of the installation process and will only be spent if required.
The final date of acceptance for this tender is August 22, 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 2 of 2 Report: F-03-074.1 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: July 9, 2003 FILE CODE:
SUBJECT: TENDER T2003-013 WELL K34 UPGRADE, KITCHENER, ONTARIO
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of H2 Ontario Ltd. for Well K34 Upgrade, Kitchener, Ontario in the amount $2,163,696.47 including all applicable taxes subject to approval from the Ministry of Environment (MOE).
SUMMARY: Nil
REPORT:
Tenders were called for Well K34 Upgrade, Kitchener, Ontario and were opened in the presence of C. Grummett, H. Fourie and L. Buitenhuis.
The followings tenders were received:
H2 Ontario Ltd. Shakespeare, ON $2,163,696.47 Detra Builders Inc. St. Clements, ON $2,230,364.00 CRA Contractors Limited Waterloo, ON $2,248,359.00 ASCO Construction Ltd. Mississauga, ON $2,548,740.00
In November 2001, the Regional Municipality of Waterloo completed a Class Environmental Assessment (Class EA) to address concerns regarding the aesthetic quality of the water drawn from the Wells K34 and K36, and also to address the physical condition and the future use of the wells. The preferred solution identified by the Class EA process, is to upgrade both wells. The Well K34 upgrades include the construction of a new well house building, enhancing the existing disinfection, providing a new filtration system for iron and manganese removal and providing features to improve operator safety. The upgrades to Well K36 have been completed.
It is anticipated that construction will begin in August 2003, with completion in the spring of 2004.
CORPORATE STRATEGIC PLAN:
To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.
FINANCIAL IMPLICATIONS:
Page 1 of 2
July 9, 2003 Report: F-03-074
T2003-013 $2,163,696.47 Engineering – Consultant 244,043.46 Rehabilitation of Well (IWS) 45,000.00 Engineering – Regional 35,000.00 Advertising and Printing 5,000.00 Approvals 4,000.00 Sub- $2,496,739.93 Total Less Municipal Rebate of 4% GST (92,027.66) $2,404,712.27 Total
The 2003 Water Twenty Year Capital Forecast provides $3,058,000 for the Well K34 and K36 Upgrade Projects funded from the Water Capital Reserve and the Water Capital RDC Reserve Fund. The Well K36 project is separate from this tender and has been under way since 2001 and will require an estimated amount of $100,000 leaving $2,958,000 for K34. The savings for this project are due to competitive pricing on the process equipment and building works on the K34 project. Unless otherwise directed by Council, it is proposed to retain the surplus funds in the Water Capital Reserve and the Water Capital RDC Reserve Fund for future projects.
The final date of acceptance for this tender is September 22, 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 2 of 2 Report: F-03-075 REGION OF WATERLOO
FINANCE DEPARTMENT Purchasing Division
TO: Regional Chair Ken Seiling and Members of Regional Council
DATE: July 9, 2003 FILE CODE:
SUBJECT: T2003-031 INSTALLATION OF UNDERGROUND TRAFFIC SIGNAL EQUIPMENT
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the tender of Enasco Limited for the Installation of Underground Traffic Signal Equipment at a total price of $83,391.52 including all applicable taxes.
SUMMARY: Nil
REPORT:
Tenders were called for the Installation of Underground Traffic Signal Equipment and were opened in the presence of F. Smith, L. Parent and L. Buitenhuis.
The following tenders were received:
Enasco Limited Waterloo, ON $ 83,391.52 AGI Traffic Technology Scarborough, ON $202,245.52
Advertisements were placed in one local newspaper, a construction newspaper, the Region’s website and the Ontario Public Buyers web-site. Several contractors that have worked for the Region in the past were contacted and asked why they did not bid on the project. One company replied that they did not see the advertisement, and another was unable to obtain bonding. Staff from the Transportation and Environmental Services Department have reviewed the prices submitted, and the project is within the estimated budget.
The low tender, Enasco Limited, has successfully completed projects with similar scope for the Region. Staff indicated satisfactory performance on these projects.
The contract is for the installation of new underground signal equipment at the following locations:
· Franklin Street at Franklin Public School; · Ottawa Street at Stanley Park Mall; · Weber Street at Broadview Avenue; · Lackner Boulevard at Zeller/Oldfield Drive; · Erb Street West at Roslin Avenue; and · Queen Street at Margaret Avenue.
Construction is anticipated to commence upon Councils approval and be completed by approximately September 5, 2003.
All intersections affected by the works of this contract will remain open to traffic at all times.
Page 1 of 3
July 9, 2003 Report: F-03-075
CORPORATE STRATEGIC PLAN:
To ensure that we spend wisely the dollars that we are entrusted with and maximize their use for those we serve.
FINANCIAL IMPLICATIONS:
Based on the low tender, costs are shared as follows:
Region Transportation Division $ 5,000.22 City of Kitchener 46,751.08 City of Waterloo 5,908.49 Zehrs 19,760.11 Price Chopper 5,971.62 Total $83,391.52
Region of Waterloo Transportation Division Costs
T2003-031 Contract $ 5,000.22 Regional Engineering 600.00 Road/Sidewalk Restoration 120.00 Pavement Markings 120.00 Above Ground Traffic Signals 24,922.00 Street Sign Placement 60.00 Sub-Total $30,822.22 Less Municipal Rebate of 4% G.S.T. (188.27) Total $30,633.95
The approved 2003 Transportation Capital Budget includes $35,000 for this work to be funded from the Roads Rehabilitation Capital Reserve Fund or debentures (opportunity bonds).
City of Kitchener Costs
Contract $ 46,751.08 Regional Engineering 5,600.00 Road/Sidewalk Restoration 1,120.00 Pavement Markings 1,120.00 Above Ground Traffic Signals 94,407.00 Street Sign Placement 560.00 Sub-Total $149,558.08 Less Municipal Rebate of 4% G.S.T. (1,839.47) Total $147,718.61
The City of Kitchener has budgeted sufficient funds for this project and have asked that we proceed with the work on their behalf.
City of Waterloo Costs
Page 2 of 3
July 9, 2003 Report: F-03-075
Contract $ 5,908.49 Regional Engineering 700.00 Road/Sidewalk Restoration 140.00 Pavement Markings 140.00 Above Ground Traffic Signals 29,687.00 Street Sign Placement 70.00 Sub-Total $35,645.49 Less Municipal Rebate of 4% G.S.T. (294.53) Total $35,350.96
The City of Waterloo has budgeted sufficient funds for this project and have asked that we proceed with the work on their behalf.
Zehrs Costs
Contract $19,760.11 Regional Engineering 2,400.00 Road/Sidewalk Restoration 480.00 Pavement Markings 480.00 Above Ground Traffic Signals 42,563.00 Street Sign Placement 240.00 Total $65,923.11
The developer Zehrs has not yet provided security; however, security will be provided prior to the commencement of this work. If this financial security is not received, this work can be deleted with no penalty to the Region.
Price Chopper Costs
Contract $ 5,971.62 Regional Engineering 700.00 Road/Sidewalk Restoration 140.00 Pavement Markings 140.00 Above Ground Traffic Signals 46,305.00 Street Sign Placement 70.00 Total $53,326.62
The developer Price Chopper has not yet provided security; however, security will be provided prior to the commencement of this work. If this financial security is not received, this work can be deleted with no penalty to the Region.
The final date of acceptance for this tender is August 24, 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: C. Whitlock, Chief Purchasing Officer
APPROVED BY: L. Ryan, Chief Financial Officer
Page 3 of 3 PS-030702
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 Regional Municipality of Waterloo defer the implementation of the Rolling Meadows Drive portion of Route 24 HIGHLAND until such time as Ira Needles Boulevard can be used as an alternative. [P-03-049.1]
2. THAT the Regional Municipality of Waterloo approve the routing and service hours proposed for an express service as per Figure 1 of Report P-03-060, dated July 2, 2003, to be implemented September 2, 2003.
3. THAT the Regional Municipality of Waterloo approve an annual large item collection day in the Township of Wellesley beginning in the fall of 2003; subject to input from Wellesley Township Council. [E-03-086]
4. That the Regional Municipality of Waterloo enter into agreement with Christopher E. Van Bargen, the developer of four building lots facing onto Manser Road (Regional Road 5), being Part of Lot 10, Concession 10, West Section, Township of Wellesley, to extend the Linwood water distribution system to service the four lots at the expense of the developer, as detailed in Report No. CR-RS-03-041 dated July 2, 2003, such agreement to be to the satisfaction of the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
5. THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Giffels Associates Limited of Cambridge, Ontario to provide engineering services for detailed design, contract administration and construction inspection for the widening of Homer Watson Boulevard, Bleams Road to Block Line Road, in the City of Kitchener at an upset limit of $184,000 plus applicable taxes for the design phase, with contract administration and construction inspection to be paid on a time basis;
AND FURTHER THAT the Commissioner of Transportation and Environmental Services be authorized to sign any incidental agreements necessary to obtain agency approvals and to implement the project to tender-ready stage in accordance with Report E-03-084, dated July 2, 2003, provided said agreements are satisfactory to the Regional Solicitor.
6. THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the road improvements on King Street North between Columbia Street and University Avenue, in the City of Waterloo, in the Region of Waterloo as detailed in Report CR-RS-03-038, dated July 2, 2003;
a) Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the road improvements on King Street North at Columbia Street to University Avenue and described as follows:
1 of 4 PS-030702
Partial takings: · Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 70, Subdivision of Lot 13, German Company Tract (278 King Street North) · Part Lots 4, 5 and 6, Plan 721 (303 King Street North) · Part Lot 7, Plan 721 (309 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North) · Part Lot 28, Subdivision of Lot 13, German Company Tract (349 King Street North) · Part Lot 27, Subdivision of Lot 13, German Company Tract (351 King Street North)
Easements: · Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North);
b) Give notices of the above applicatio n required by the Expropriations Act;
c) Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information; and
d) Do all things necessary and proper to be done, and report thereon to Regional Council in due course.
7. THAT the Regional Municipality of Waterloo authorize the Commissioner of Transportation and Environmental Services to execute an agreement with Goderich-Exeter Railway, on terms and conditions agreeable to the Commissioner and Regional Solicitor, to permit the installation and maintenance of a drainage pipe under railway track as detailed in Report CR-RS-03-040, dated July 2, 2003.
8. THAT the Regional Municipality of Waterloo enter into an agreement to renew and extend the Agreement with Woolwich Transit Inc. (operating as Kiwanis Transit) to provide specialized transit service to the rural service area for the calendar year 2003, and to renew and extend the companion Vehicle Lease with Woolwich Transit Inc. for 2003, as detailed in Report CR-RS-03- 034 dated July 2, 2003, and on terms and conditions satisfactory to the Regional Solicitor.
9. THAT the Regional Municipality of Waterloo take no action with regards to the prohibition of the use of engine brakes on Regiona l roads;
AND THAT the Regional Municipality of Waterloo install “Please Avoid Use of Engine Brakes” signs on a complaint basis only on Regional roads where the grade of the road exceeds 4% and there are residential properties within 200 metres of the section of road in question. [E-03-006]
10. THAT the Regional Municipality of Waterloo adopt the Transportation Association of Canada (TAC) warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049.1 dated April 1, 2003;
AND THAT the lower tier municipalities be reimbursed for the installation of unwarranted signals that become warranted using these warrants.
11. THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law #00-032, as amended, to provide for an all-way stop at the intersection of Regional Road #33 (Townline 2 of 4 PS-030702
Road) and Avenue Road/Gore Road in the City of Cambridge/Township of Puslinch/Township of North Dumfries. [E-03-089]
12. THAT the Regional Municipality of Waterloo take the following action regarding salt reduction measures in the Region of Waterloo:
a) designate the 10-year capture zones for Greenbrook, Middleton, Parkway, William Street well fields, identified in Report E-03-073, dated July 2, 2003, as Winter Maintenance Sensitive Areas in the Winter Maintenance Policy and Procedures and develop appropriate means to track and reduce road salt application rates within these areas;
b) approve in principle a road-deicing pilot test using calcium magnesium acetate within the capture zone of the Parkway well field conditional upon development of implementation details;
c) develop guidelines and initiate amendments to the ROPP, if necessary, to require consideration of road salt in transportation route selection, community planning, subdivision design, and storm water management; and
d) forward Report E-03-073, dated July 2, 2003 to the area municipalities, request they designate the appropriate capture zones in their respective Winter Maintenance Policy and Procedures and request they develop appropriate means to track and reduce road salt application rates within these areas.
13. THAT the Regional Municipality of Waterloo approve installation of well head protection signs on Regional roads, as detailed in Report E-03-078, dated July 2, 2003.
14. THAT the Region of Waterloo allocate up to $50,000 from the Water Efficiency Capital Budget toward a dual flush toilet research project in the Housing Division;
AND THAT the Region of Waterloo sponsor the installation of up to three dual flush toilets in the Rotary Dream Home for demonstration purposes. [E-03-088]
15. THAT the Regional Municipality of Waterloo accept the report entitled 2003 Water and Wastewater Monitoring Report summarized in Report E-03-075/P-03-053, dated July 2, 2003 as the account of water supply and wastewater treatment capacity for 2003.
16. THAT the Regional Municipality of Waterloo Controlled Access By-law #58-87 be amended, as outlined in Report P-03-057, dated July 2, 2003, for the following:
Conflict T. a) A temporary construction access on Regional Road #50 (Westmount Road) located Galloway approximately 410 metres north of Columbia Street;
b) A permanent access on Regional Road #50 (Westmount Road) located approximately 693 metres north of Columbia Street; and
c) A permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street.
17. THAT the Regional Municipality of Waterloo declare part of the Regional Road #22 (Northfield Drive) road allowance described as Part 1 of Plan No. 58R-14108, in the Township of Woolwich, surplus to the needs of the Region of Waterloo and convey the lands to the abutting owner as outlined in P-03-058, dated July 2, 2003, subject to the following: 3 of 4 PS-030702
a) The abutting owner pay fair market value for the land, plus all applicable taxes, legal, surveys and advertising costs associated with the closing and conveying the surplus road allowance and enter into an Agreement of Purchase and Sale satisfactory to the Regional Solicitor;
b) The Region of Waterloo receive no objection through the standard public notification of the proposed road closure.
July 2, 2003
4 of 4 SS-030702
THE REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE
Summary of Recommendations to Council
The Community Services Committee recommends as follows:
1. THAT the Regional Municipality of Waterloo approve a maximum of $149,917 for the pilot of Support of Regional Programs in Neighbourhoods as outlined in Report PH-03-047, dated July 2, 2003 to be funded from the 2001 unallocated surplus;
AND THAT staff communicate broadly with all Neighbourhood Associations and Community Groups throughout the Region on Report PH-03-047;
AND THAT staff be authorized to monitor and evaluate this allocation, and bring forward a report to the Community Services Committee at the end of 2003 describing the results of this pilot.
2. THAT the Regional Municipality of Waterloo authorize staff to proceed with the development of an Emergency Medical Services Station at 32 Wilfred Avenue, Kitchener (Wilfred and Weber) to serve the Sunnyside area, as outlined in Report CR-FM-03-029, dated July 2, 2003.
3. THAT the Regional Municipality of Waterloo authorize the Waterloo Local Housing Corporation (“WLHC”) to enter into an arrangement with the Waterloo Region Non-Profit Housing Corporation (“WRNPHC”), including the amalgamation of the WLHC with WRNPHC effective December 31st, 2003, pursuant to section 182(1)(d) of the Ontario Business Corporations Act, and for such purpose to enter into an Arrangement Agreement with WRNPHC, in a form and content satisfactory to the Regional Solicitor and the Commissioner of Planning, Housing & Community Services, as detailed in Report P-03-051/CR-RS-03-035, dated July 2, 2003;
AND THAT the Regional Chair and Regional Clerk be authorized to execute an Arrangement Agreement on behalf of the WLHC and to do all acts and things and to execute all such transfers, assignments, instruments, agreements and documents, to apply for consent to the proposed restructuring from the Province of Ontario, obtain the requisite order of the Ontario Court of Justice and to send Articles of Arrangement to the Director under the Ontario Business Corporations Act, all as may be necessary or desirable to secure approval and to complete the arrangement.
4. THAT the Regional Municipality of Waterloo approve the submission of the Supporting Communities Partnership Initiative Plan Assessment to the National Homelessness Secretariat as detailed in Report SS-03-049, dated July 2, 2003.
5. THAT the Regional Municipality of Waterloo approve funding for the following proposals from within the 2003 Provincial Homelessness Initiative Fund (PHIF) as outlined in Report SS-03-050, dated July 2, 2003:
House of Friendship $10,938 Cambridge Shelter Corporation - Out of the Cold $10,000 Cambridge Shelter Corporation - Welcome Aboard $15,000 Mennonite Central Committee $22,177 SS-030702
Reaching Our Outdoor Friends (ROOF) $25,274 Cambridge Kiwanis Non-Profit Housing Corporation $ 9,600 Lutherwood-CODA - Betty Thompson Youth Centre $17,038 Marillac Place $ 6,661 Elizabeth Fry Society $20,400 Waterloo Region Homes for Mental Health $21,456 Canadian Mental Health Association $21,456 Total $180,000
AND that Argus Residence for Young People’s request under PHIF for operational funding in 2003/2004 be granted, subject to submission of audited financial statements, for up to $70,610, to be funded through unused 2002 shelter deficit funds.
6. THAT the Regional Municipality of Waterloo allocate one-time Ministry of Health and Long Term Care Transition Funding to cover unforeseen expenditures as outlined in Report SS-03-05, dated July 2, 2003.
7. THAT the Regional Municipality of Waterloo apply for 100% Provincial funding under the Enhanced Family Support Initiative and hire one additional Family Support Worker as outlined in Report SS-03-053, dated Wednesday, July 2, 2003.
July 2, 2003
DOCS #50424
FS-030703
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 the selection of Linda Covit to create the public art for the Waterloo Regional Airport Terminal Building;
And that, with regard to the creation of public art for the new Region of Waterloo Children Centre, the Regional Municipality of Waterloo approve an expenditure of $60,000 from the Public Art Reserve Fund and invite four artists to submit detailed proposals for consideration by a jury as outlined in Report CR-FM-03-028 dated July 3, 2003.
2. THAT the Regional Municipality of Waterloo authorize the Regional Chair and Regional Clerk to enter into an agreement amending the original Regional Development Charge deferral agreement to extend the maximum term of the agreement (as specified in part (c) of the original resolution) for a period of one year, that is to May 24, 2004, with such amending agreement to be to the satisfaction of the Region’s Chief Financial Officer and Regional Solicitor as outlined in Report F-03-067 dated July 3, 2003.
3. THAT the Regional Municipality of Waterloo limit tax increases for 2003 for commercial, industrial and multi-residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class;
AND THAT the Area Municipalities be notified accordingly. [F-03-068]
4. THAT the Regional Municipality of Waterloo approve the transfer of $1.5 million from the WSIB Reserve Fund to the Sick Leave Reserve Fund as outlined in Report F-03-069 dated July 3, 2003.
5. THAT the Regional Municipality of Waterloo approve the following operating principles as Human Resources policies on Workplace Hazardous Materials Information System, Workplace Safety and Insurance, Working Alone and Relocation/ Interview Expenses for External Job Candidates as outlined in Report CA-HR-03-006 dated July 3, 2003.
July 3, 2003
MEDIA RELEASE: Friday, June 27, 2003, 4:30 P.M. REGIONAL MUNICIPALITY OF WATERLOO PLANNING AND WORKS COMMITTEE AGENDA
Wednesday, July 2, 2003 8:30 A.M. – Closed Session – Waterloo County Room 9:00 A.M. – Regular Meeting – Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street, Kitchener, Ontario
1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
2. CLOSED SESSION (motion required)
Pursuant to Part II, Section 14 (1) c), e) and f) of Procedural By-law 00-031, as amended
3. DELEGATIONS
4. REPORTS – TRANSPORTATION AND ENVIRONMENTAL SERVICES
DESIGN AND CONSTRUCTION a) E-03-084, Consultant Selection – Widening of Homer Watson Boulevard, Bleams Road to 1 Block Line Road, City of Kitchener b) Appointment of Regional Councillor Representatives for Project Teams: - Class Environmental Assessment and Design for Lobsinger Line (Regional Road 15) Improvements, Heidelberg (2004) construction - Class Environmental Assessment and Design for Hespeler Road Grade Separation at CP Rail, North of Dundas Street, Cambridge (2005-2006 construction).
c) CR-RS -03-038, Authorization to Expropriate Lands for Road Improvement to King Street 8 North Between Columbia Street and University Avenue, in the City of Waterloo
d) CR-RS -03-040, Breslau Bypass – Standard Pipe Crossing Agreement 12
TRANSIT SERVICES
14 e) CR-RS -03-034, Woolwich Transit Inc. (Kiwanis Transit) Rural Service Area Specialized Transit Service Agreement and Lease
TRANSPORTATION f) E-03-006, Use of Engine Brakes 16 g) E-03-049.1, Traffic Control Signal Warrants 20
Agenda 2 July 2, 2003
h) E-03-089, Installation of an All-Way Stop at the Intersection of Regional Road #33 52 (Townline Road) and Avenue Road/Gore Road, City of Cambridge/Township of Puslinch/Township of North Dumfries
WASTE MANAGEMENT
i) E-03-086, Large Item Collection in the Township of Wellesley 55
WATER SERVICES
j) E-03-063, 2002 Wastewater Operations and Maintenance Contract Performance 57
k) E-03-073, Road Salt Reduction Measures in Well Head Protection Areas 70
l) E-03-078, Well Head Protection Area Road Signs 78
m) E-03-087, Final Report – Ayr Water Efficient Toilet Replacements 80
n) E-03-088, Community Housing Water Efficiency Project 87
o) CR-RS -03-041, Agreement with Christopher E. Van Bargen for Extension of Township of 89 Wellesley (Linwood) Water Distribution System
INTERDEPARTMENTAL REPORTS
p) E-03-075/P-03-053, 2003 Water & Wastewater Monitorin g Report 92 (Attachment to be handed out at Planning & Works Committee)
REPORTS – PLANNING, HOUSING AND COMMUNITY SERVICES
TRANSPORTATION PLANNING
q) P-03-057, Amendment to Regional Municipality of Waterloo Controlled Access 99 By-Law #58-87 for a Temporary Construction Access and a Permanent Access on Regional Road #50 (Westmount Road), in the City of Waterloo
r) P-03-058, Disposal of Surplus Road Allowance – Northfield Drive, Regional Road #22, 105 Township of Woolwich
s) P-03-060, GRT Express Service – Phase I 109
t) P-03-061, Review of GRT Service in West Galt 117
u) P-03-049.1, Kitchener Area Transit Service Review – Phase 1 (Deferred from Council Meeting, June 25, 2003) (Circulated Separately)
5. INFORMATION/CORRESPONDENCE
6. OTHER BUSINESS
7. NEXT MEETING
8. ADJOURN Agenda 3 July 2, 2003
NEXT MEETINGS
Date Time Description Location
Planning and Works Committee
Tues., Aug. 12, 2003 9:00 A.M. Planning and Works Committee Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Tues., Sept. 2, 2003 9:00 A.M. Planning and Works Committee Council Chamber 2nd Floor, Regional Administration Building 150 Frederick Street Kitchener, Ontario
Report: E-03-084 REGION OF WATERLOO
TRANSPORTATION AND ENVIRONMENTAL SERVICES Design and Construction
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C-06-60, 5331
SUBJECT: CONSULTANT SELECTION – WIDENING OF HOMER WATSON BOULEVARD, BLEAMS ROAD TO BLOCK LINE ROAD, CITY OF KITCHENER
RECOMMENDATION:
THAT the Regional Municipality of Waterloo enter into an Engineering Agreement with Giffels Associates Limited of Cambridge, Ontario to provide engineering services for detailed design, contract administration and construction inspection for the widening of Homer Watson Boulevard, Bleams Road to Block Line Road, in the City of Kitchener at an upset limit of $184,000 plus applicable taxes for the design phase, with contract administration and construction inspection to be paid on a time basis.
AND FURTHER THAT the Commissioner of Transportation and Environmental Services be authorized to sign any incidental agreements necessary to obtain agency approvals and to implement the project to tender-ready stage in accordance with Report No. E-03-084, provided that such agreements are satisfactory to the Regional Solicitor.
SUMMARY:
The Region of Waterloo (Region) wishes to proceed in 2004 with the widening of Homer Watson Boulevard, Bleams Road to Block Line Road in the City of Kitchener. In order to meet this timeline, an engineering consultant must be hired now to complete the detailed design and construction contract administration/inspection.
An invitation for Letters-of-Interest to provide engineering services was advertised in the Kitchener-Waterloo Record. Six firms submitted proposals and of these, three firms were short-listed and were asked to submit detailed work plans and fee estimates.
Based on the evaluation criteria, review of the detailed work plans, schedules and upset fees provided, the Consultant Selection Team recommends that Giffels Associates Limited be retained to undertake this assignment at an upset fee limit of $184,000 plus taxes for the detailed design phase, with contract administration and construction inspection to be paid on a time basis. Funding for this project is being shared with the provincial government under the Superbuild Millenium Partnership (MP) Fund.
Page 1 of 5 July 2, 2003 Report E-03-084
1.0 Background
A Class Environmental Assessment (Class EA) for the widening of Homer Watson Boulevard from Old Carriage Drive to Block Line Road to 4 lanes was completed in September 1994 for the Regional Municipality of Waterloo by McCormick Rankin Corporation. In 1995 and 1996, the 5 km section between Old Carriage Drive and Bleams Road was widened and reconstructed to a 4 lane cross-section with raised centre median. The 2003 Transportation Capital Program has scheduled the last remaining section of Homer Watson Boulevard between Bleams Road and Block Line Road for construction in 2004. A project key plan is included in Appendix A.
This section of Homer Watson Boulevard between Bleams Road and Block Line Road was formerly approved as part of the Class EA process in 1994 and is therefore exempt from any further approvals under the Environmental Assessment Act. Since the time that the overall widening of Homer Watson Boulevard was approved, the widening of this section between Bleams Road and Block Line Road has been identified as a future project to be completed based on funding availability. The project is now scheduled for construction in 2004 and was included as a candidate project in the Region’s application for MP funding which is now approved by the province.
In order to accommodate two additional lanes, the existing bridge over Balzer Creek needs to be widened and rehabilitation works are required on the existing bridge.
As part of this assignment, the Region wishes to proceed with the following new construction and improvement works in 2004:
· Widening of Homer Watson Boulevard, from its present two lanes to four lanes including 5m median, storm water drainage, grassed boulevards, and landscaping between Bleams Road and Block Line Road;
· Widening of the existing concrete bridge over Balzer Creek to accommodate the roadway widening; and
· Rehabilitation of the existing bridge over Balzer Creek.
The estimated total project cost of the project is $3,020,000.
2.0 Consultant Selection
An invitation for Letter-of-Interest to provide engineering services for this project was advertised in the Kitchener-Waterloo Record. Six consultants submitted Letters-of-Interest. From a review of the submissions, three firms were shortlisted based on their qualifications and these consultants were asked to submit detailed work plans and upset fees for the design phase and an estimate of fees for contract administration and construction inspection services.
The three shortlisted consultants were:
· Giffels Associates Limited; · MTE Consultants Inc.; and · Stantec Consulting Ltd.;
Page 2 of 5 July 2, 2003 Report E-03-084
The Consultant Selection Team was comprised of the following Regional staff:
· Gary MacDonald, Head, Transportation Engineering, Design and Construction Division; · Robert Gallivan, Manager, Program Development, Transportation Division; · Yam Bhattachan, Senior Project Manager, Design and Construction Division.
The evaluation criteria used for selecting the successful consultant were consistent with the Region’s Consultant Selection Policy, which includes price as a factor in the selection process. These evaluation criteria and their respective weightings were as follows:
Quality Factors
Project Approach and Understanding 25% Experience of the Project Manager 20% Experience of the Project Support Staff 15% Experience on Similar Projects 20%
Equity Factors
Current Workload for Region 3% Local Office 2%
Price Factor
Upset Price 15%
The Letters-of-Interest and detailed Work Plans submitted by the three shortlisted consultants demonstrated a good understanding of the project, capable project teams and experience on numerous similar projects. When considering the combination of quality, equity and price factors described above, Giffels Associates Limited scored the highest of the shortlisted consultants. Giffels Associated Limited’s upset fee of $184,000 for the detailed design component was the lowest of the prices submitted.
Based on the above evaluation criteria, including the review of the detailed work plans, schedules and upset fees provided, the Consultant Selection Team recommends that Giffels Associate Limited be retained to undertake the detailed design, contract administration and construction inspection of this project.
3.0 Scope of Work
For this engineering assignment, the consultant will: conduct a Public Information Centre; update the noise study; complete final design for the widening of the existing roadway and associated storm drainage including design of a bridge widening and rehabilitation of the existing bridge over Balzer Creek; prepare contract drawings, specifications and tender documents; obtain all necessary agency approvals; assist during the tendering period; provide contract administration and construction inspection services during construction; prepare record drawings; conduct final completion inspections and provide post- construction services during the warranty period. A breakdown of the successful consultant’s upset fee is included in Appendix B attached to this report.
Page 3 of 5 July 2, 2003 Report E-03-084
4.0 Authorization to Sign Agreement
In order to obtain agency approvals and implement the project to tender-ready stage, it may be necessary for agreements such as Consents to Enter or temporary easements to be signed in order to facilitate development of the detailed design and obtain the various agency approvals. Such agreements are nominal or minor in consideration (and within the approved budget allotment) and provide for the Region to be responsible for any damage or injury resulting from its activities.
It is recommended therefore that the Commissioner of Transportation and Engineering Services be authorized to sign such incidental agreements that are necessary to implement the project to tender-ready stage.
5.0 Schedule
Subject to Council’s approval of the consultant assignment on July 9, 2003, the proposed project schedule is as follows:
· Design Start July 11, 2003 · Public Information Centre Fall, 2003 · Tender February, 2004 · Construction Start April, 2004 · Construction Completion October, 2004
6.0 Consultant’s Upset Fee
The upset limit for Giffels Associates Limited to undertake the design phases for this assignment is $184,000 (plus applicable taxes) for consultant fees and disbursements. This fee represents approximately 6% of the estimated total cost of the project , which is within the expected fee range for a project of this type and complexity.
On road and bridge projects, the time required for contract administration and construction inspection can vary significantly depending on weather conditions, the actual contractor hired for construction and other unknown variables. Because an upset fee does not lend itself well to these types of services, it has been the Region’s practice on road and bridge projects to pay for contract administration and construction inspection fees on a time basis. It is recommended that this same practice be followed for this project. For budgetary purposes, staff has estimated for the cost of the contract administration and construction inspection services to be $68,500, which is based on the preliminary estimate of fees submitted by Giffels Associates Limited and a review of costs on similar projects.
CORPORATE STRATEGIC PLAN:
This consultant selection process meets the Corporate Strategic Plan goal of ensuring that we spend wisely the dollars that we are entrusted with and maximizing their use for those we serve. Implementation of this project will serve to accommodate the needs of the community and to encourage economic prosperity.
Page 4 of 5 July 2, 2003 Report E-03-084
FINANCIAL IMPLICATIONS:
The Region's approved 2003 Transportation Capital Program and 10 Year Capital Forecast includes a total project budget of $3,020,000 from 2003 to 2005 for the project which is to be funded from the Roads Capital Levy Reserve Fund and the Development Charge Reserve Fund. Of the total project cost of $3,020,000, the Region is funding $2,013,000 and the Province will provide MP funding of $1,007,000.
Giffels Associated Limited’s fees for design and contract administration/construction inspection are within the consulting fee allowance provided for in the total project budget for this project.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division of Corporate Resources Department has been consulted in the preparation of this report.
PREPARED BY: Yam Bhattachan, Senior Project Manager
APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services
Page 5 of 5 Report: E-03-084 APPENDIX B WIDENING OF HOMER WATSON BOULEVARD BLEAMS ROAD TO BLOCK LINE ROAD, CITY OF KITCHENER PROJECT NO. 5331
BREAKDOWN OF CONSULTANT’S UPSET FEE
Field Surveys, Data Collection and Study Updates $8,000
Complete Road Design 61,300
Complete Bridge Design 74,600
Prepare Contract Drawings and Specifications, Tendering 3,300
Project Management 28,900
Disbursements 1,300
Total $184,000
Report: CR-RS-03-038 REGION OF WATERLOO
CORPORATE RESOURCES Legal Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: AUTHORIZATION TO EXPROPRIATE LANDS FOR ROAD IMPROVEMENT TO KING STREET NORTH BETWEEN COLUMBIA STREET AND UNIVERSITY AVENUE, IN THE CITY OF WATERLOO
RECOMMENDATION:
THAT the Regional Municipality of Waterloo direct the Regional Solicitor to take the following action with respect to the expropriation of lands for the road improvements on King Street North between Columbia Street and University Avenue, in the City of Waterloo, in the Region of Waterloo as detailed in report CR- RS-03-038 dated July 2, 2003;
1. Complete an application to the Council of the Regional Municipality of Waterloo for approval to expropriate land, which is required for the road improvements on King Street North at Columbia Street to University Avenue and described as follows:
Partial takings: · Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 70, Subdivision of Lot 13, German Company Tract (278 King Street North) · Part Lots 4, 5 and 6, Plan 721 (303 King Street North) · Part Lot 7, Plan 721 (309 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North) · Part Lot 28, Subdivision of Lot 13, German Company Tract (349 King Street North) · Part Lot 27, Subdivision of Lot 13, German Company Tract (351 King Street North)
Easements: · Part Lots 36 and 39, Subdivision of Lot 13, German Company Tract (255 King Street North) · Part Lot 29, Subdivision of Lot 13, German Company Tract (345 King Street North);
2. Give notices of the above application required by the Expropriations Act;
3. Forward to the Chief Inquiry Officer any requests for hearing that may be received and then report to the Regional Council for information; and
4. Do all things necessary and proper to be done, and report thereon to Regional Council in due Page 1 of 4 July 2, 2003 Report: CR-RS-03-038
course.
SUMMARY: NIL
REPORT:
In 2002/2003 the Region of Waterloo undertook a Class Environmental Assessment (EA) Study to investigate road improvements on King Street North between University Avenue and Weber Street. The approved design concept includes widening and reconstruction of King Street to provide a centre two-way left turn lane between University Avenue and Hickory Street and between Columbia Street and Weber Street. The approved design concept also includes the reconstruction of King Street between Hickory Street and Columbia Street as well as the addition of dedicated left turn lanes on King Street at Columbia Street (approved as part of an earlier EA Study). The design concept was approved in June, 2003 and construction of these improvements will occur over the 2003 and 2004 construction seasons.
The widening of King Street North resulted in the need to relocate some existing hydro service poles and a fire hydrant along the east side of King Street North. The road widening and hydro pole and fire hydrant relocations require that property be purchased and some easements be obtained from several adjacent land owners on King Street North.
Land acquisitions are required from 7 property owners. The Region has obtained signed agreements for two properties, of which neither transaction has been completed to date. All land acquisitions are partial takings for road widening purposes. The lands described above in the recommendation represent all 7 required land acquisitions, both with and without negotiated agreements, where ownership of the land has not been conveyed to the Region. The Region is in negotiation with the 5 outstanding property owners in an attempt to reach settlements and obtain ownership of the land. Once the transactions have been completed with the Transfer/Deed of Land being registered on title conveying ownership of the land to the Region, the property will be dropped from the expropriation process by the Regional Solicitor.
Transportation and Environmental Services staff advises that there are no environmental concerns with respect to the subject lands. The expropriation of the lands is on an “as is” basis and upon closing the Region assumes all responsibility for the lands.
CORPORATE STRATEGIC PLAN:
The following goals of the Corporate Strategic Plan are giving direction to this project: · Ensuring our community is the safest in Canada; and · Ensuring we spend wisely the dollars that we are entrusted.
Page 2 of 4 July 2, 2003 Report: CR-RS-03-038
FINANCIAL IMPLICATIONS:
The 2003 Roads Capital Program and 10 Year Capital Forecast includes $2,350,000 for this project to be funded from the Roads Rehabilitation, Development Charges and Roads Capital Levy Reserve. Of this amount, $90,000 has been identified for property acquisition.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The continued assistance of the Transportation and Environmental Services staff will be required in order to obtain the Plan of Expropriation.
PREPARED BY: Joan Moore, Property Agent
APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor
Page 3 of 4 Report: CR-RS-03-040 REGION OF WATERLOO
CORPORATE RESOURCES Legal Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2nd, 2003 FILE CODE:
SUBJECT: BRESLAU BYPASS – STANDARD PIPE CROSSING AGREEMENT
RECOMMENDATION:
THAT the Regional Municipality of Waterloo authorize the Commissioner of Transportation and Environmental Services to execute an agreement with Goderich-Exeter Railway, on terms and conditions agreeable to the Commissioner and Regional Solicitor, to permit the installation and maintenance of a drainage pipe under railway track as detailed in Report CR-RS-03-040 dated July 2, 2003.
SUMMARY:
NIL
REPORT:
Canadian National Railway (“CN”) owns the section of railway located parallel to Highway #7 and running through the Village of Breslau. The Goderich-Exeter Railway (“GEXR”) leases this track from CN for the purposes of its railway operations between Kitchener and Guelph and GEXR is authorized to act as CN’s agent regarding the granting of rights in connection with this track. In order to accommodate stormwater run-off from the Breslau Bypass, it is to necessary to construct a 600mm stormwater drainage pipe under the railway track. This drainage pipe will be installed immediately adjacent to the location where the Breslau Bypass will span the railway track.
The licence agreement requires the Regional Municipality of Waterloo to pay a one-time fee to GEXR of $1,850 plus GST. The agreement shall remain in force in perpetuity subject to GEXR’s right to require the Region to remove or relocate its drainage pipe upon giving the Region reasonable notice if GEXR needs to make repair or improvement to the Railway. Under the terms of the agreement, the Region is responsible for installation and maintenance of the drainage pipe, indemnifying the railway and maintaining insurance coverage in respect of any claims arising from the presence of the drainage pipe.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan is to provide good client service.
Page 1 of 2 July 2nd, 2003 Report: CR-RS-03-040
FINANCIAL IMPLICATIONS:
The one-time fee of $1,850 associated with this agreement can be accommodated within the approved budget for the Breslau Bypass construction.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff from Design & Construction have been consulted in the preparation of this report.
PREPARED BY: Jeff Schelling, Solicitor, (Corporate)
APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor
Page 2 of 2 Report: CR-RS-03-034 REGION OF WATERLOO
CORPORATE RESOURCES Legal Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: WOOLWICH TRANSIT INC. (KIWANIS TRANSIT) RURAL SERVICE AREA SPECIALIZED TRANSIT SERVICE AGREEMENT AND LEASE
RECOMMENDATION:
That the Regional Municipality of Waterloo enter into an agreement to renew and extend the Agreement with Woolwich Transit Inc. (operating as Kiwanis Transit) to provide specialized transit service to the rural service area for the calendar year 2003, and to renew and extend the companion Vehicle Lease with Woolwich Transit Inc. for 2003, as detailed in Report CR-RS-03-034 dated July 2, 2003 and on terms and conditions satisfactory to the Regional Solicitor.
SUMMARY:
Nil.
REPORT:
The Agreement with Woolwich Transit Inc. to provide specialized transit service to the rural service areas had a term ending December 31, 2002. This agreement provided for renewal and extension. The renewal was approved by Council through the 2003 budget deliberations. Further, the companion Vehicle Lease could also be renewed by its terms but requires amendment as to identification of vehicles as certain vehicles have been removed from this service and replacement vehicles provided. To implement these renewals and extensions the parties must enter into agreements to include the 2003 fee payable, and to describe the vehicles currently being provided under the lease to Woolwich Transit Inc.
CORPORATE STRATEGIC PLAN:
The recommendation of this Report supports the goal to provide and enforce strong, effective policies that ensure responsible and sustainable growth which recognizes the varying needs of our urban and rural citizens and communities.
FINANCIAL IMPLICATIONS:
The approved 2003 GRT budget includes $306,150 for Mobility Plus rural contracted service.
Page 1 of 2 June 25, 2003 Report: CR-RS-03-034
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Transportation and Environmental Services staff and Financial Services staff have been consulted in the preparation of this Report.
PREPARED BY: W. Duncan Leggett, Solicitor, Property
APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor
Page 2 of 2
REGION OF WATERLOO Report: E-03-006
TRANSPORTATION AND ENVIRONMENTAL SERVICES Transportation
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: January 7, 2003 FILE CODE: C06-60, T05-30/ENG
SUBJECT: USE OF ENGINE BRAKES
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve in principle the prohibition of the use of engine brakes on all Regional roads within the Regional Municipality of Waterloo.
And that the Regional Municipality of Waterloo request the area municipalities to consider the prohibition of the use of engine brakes on all roads within their municipalities.
SUMMARY:
Over the past few years Transportation Division staff have received numerous requests for the installation of “Please Avoid Use of Engine Brakes”signs on Regional roads throughout the Region. As the use of engine brakes is considered a noise issue the regulation of their use is a responsibility of the area municipalities. Staff are recommending that the area municipalities be requested to regulate the use of engine brakes within their municipality.
REPORT:
Transportation staff have received numerous requests over the past few years for the installation of “Please Avoid Use of Engine Brakes” signs on many Regional roads. The Region does not have any policies or standards with regards to the installation of these signs. It has been staff’s practice to review each complaint on an individual basis and either install or not install signs depending on the degree of use of engine brakes by truckers. Staff were recently asked to consider the prohibition of the use of engine brakes on Regional roads except for emergency use.
Compression release engine brakes are the most popular type of supplemental vehicle retarder used in North America. Their function is to turn a power producing diesel engine into a power absorbing air compressor. It does this by quickly opening the exhaust valve near top dead centre of the compression stroke. This causes a sudden release of compressed air from an engine cylinder into the exhaust system. This is what causes the characteristic staccato sound of an engine brake in operation.
Heavy duty commercial vehicles are manufactured to comply with current noise regulations, including factory- installed items such as the engine brake. The engine brake is intended to be a safety device, however it has become popular to use the device as a device to save wear and tear on the braking systems on trucks. With a very few exceptions (e.g. Shantz Hill Road) there are few sections of road in the Region where the grade is steep enough that the use of engine brakes would be expected for safety reasons other than an emergency response to a situation on a road.
Page 1 of 3 January 7, 2003 REPORT: E-03-006
Sections 75 (1) and 75 (4) of The Highway Traffic Act read as follows:
Section 75 (1)
“Every motor vehicle or motor assisted bicycle shall be equipped with a muffler in good working order and in constant operation to prevent excessive or unusual noise and excessive smoke, and no person shall use a muffler cut-out, straight exhaust, gutted muffler, hollywood muffler, by-pass or similar device upon a motor vehicle or motor assisted bicycle.”
Section 75 (4)
“A person having the control or charge of a motor vehicle shall not sound any bell, horn or other signalling device so as to make an unreasonable noise, and a driver of any motor vehicle shall not permit any unreasonable amount of smoke to escape from the motor vehicle, nor shall the driver at any time cause the motor vehicle to make any unnecessary noise, but this subsection does not apply to a motor vehicle of a municipal fire department while proceeding to a fire or answering a fire call.”
The Waterloo Regional Police Service was asked to comment on the effectiveness of enforcing these sections of The Highway Traffic Act. The police advised that these sections of The Highway Traffic Act are not specifically designed to capture the use of engine brakes, and as such, the application of the these sections to capture the use of engine brakes is not a feasible way to proceed and presents cumbersome enforcement and prosecution barriers.
The police also advised that to overcome enforcement and prosecutable barriers, the prohibited use of engine brakes should be regulated by amending current municipal noise by-laws.
As a result of the request staff also consulted the Region’s Legal Division. The Legal Division has advised that the new Municipal Act allows local municipalities to pass by-laws to prohibit and regulate with respect to noise. There is no authority under the new Municipal Act for the Region to pass by-laws concerning the noise of engine brakes.
As there would appear to be very few locations where the use of engine brakes would be necessary for the safe operation of a truck, except under emergency situations, it is recommended that the area municipalities be requested to consider the prohibition of the use of engine brakes within their municipalities.
The following is possible wording that could be incorporated into each area municipality’s noise by-law.
“No person shall engage, operate, apply or otherwise use an engine brake on any vehicle being driven within (insert name of municipality), except in an emergency where it is necessary in the circumstances to do so.”
If all of the area municipalities adopt a by-law signs indicating that the use of engine brakes is prohibited in the Region except in the case of emergency would be placed at all points of entry into the Region.
Under the Highway Traffic Act only a police officer can stop a moving vehicle. Therefore, any by-law passed by a municipality governing the use of engine brakes would have to be enforced by the Waterloo Regional Police Service.
CORPORATE STRATEGIC PLAN:
This report addresses the Region’s goal of providing policies which recognize the varying needs of our urban and rural citizens and communities.
Page 2 of 3 January 7, 2003 REPORT: E-03-006
FINANCIAL IMPLICATIONS:
If a by-law is adopted by all of the area municipalities it would cost approximately $3,500 to install signage at all entry points to the Region on Regional roads. Monies for this work are included in the Sign Maintenance Budget.
The cost of enforcement is included in the Waterloo Regional Police Service Operating Budget. As the by-law governing the offense is an area municipality by-law any revenues generated by offenses would go to the area municipality.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division and the Waterloo Regional Police Service were involved in the preparation of this report.
PREPARED BY: David Banks, Manager, Transportation Engineering
APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services
Page 3 of 3
REGION OF WATERLOO Report: E-03-049.1
TRANSPORTATION AND ENVIRONMENTAL SERVICES Transportation
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60, T08-40/GEN
SUBJECT: TRAFFIC CONTROL SIGNAL WARRANTS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo adopt the Transportation Association of Canada (TAC) warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049 dated April 1, 2003;
And that the lower tier municipalities be reimbursed for the installation of unwarranted signals that become warranted using these warrants.
SUMMARY:
NIL
REPORT:
On April 9, 2003 Regional Council adopted the following resolution regarding Report E-03-049, Traffic Control Signal Warrants:
“THAT the Regional Municipality of Waterloo adopt in principle the Transportation Association of Canada warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049 dated April 1, 2003 subject to receiving comments from the lower tier municipalities on the use of these warrants for the installation of traffic control signals, Intersection Pedestrian Signals and midblock signals.”
Report E-03-049 is attached to this report for your information.
Comments have been received from the lower tier municipalities and all are in support of the use of the proposed new TAC warrants and the proposed new Intersection Pedestrian Signal (IPS) and midblock signal warrants.
The City of Waterloo also requested that the Region pay back the lower tier municipalities based on the new TAC warrants.
Page 1 of 3 July 2, 2003 Report: E-03-049.1
The City of Kitchener requested that the Region undertake reviews at the following intersections to determine if traffic control signals are warranted using the new TAC warrants:
- Fischer-Hallman Road at Stoke Drive; - Victoria Street at Stoke Drive/Oprington Drive; - Victoria Street at Eastforest Trail/Westforest Trail; - Victoria Street at Westforest Trail; - Courtland Avenue at Siebert Avenue; - Ottawa Street at David Bergey Drive; - Ottawa Street at Old Chicopee Drive; and - Ottawa Street at Montcalm Drive.
If the new warrants are adopted, these intersections will be reviewed and the City will be advised of the findings of the review. As noted in Report E-03-049 staff undertook a review of 15 intersections to determine if signals would be warranted using the new TAC warrants. If the Region adopts the new TAC warrants signals would be warranted at the following locations:
- King Street at Hickory Street, Waterloo; - St. Andrews Street at Grand Ridge Drive, Cambridge; and - Northfield Drive at Skylark Road, Waterloo.
Staff also reviewed the impact of the use of these new warrants at existing unwarranted locations where signals have been installed at the expense of the lower tier municipality. If the Region adopts the new TAC warrants the following locations would become warranted:
- Block Line Road at Kingswood Drive, Kitchener; - Bridge Street at Chesapeake Drive, Waterloo; - Davenport Road at Old Abbey Road, Waterloo; and - River Road at Krug Street, Kitchener.
As noted above there are currently 4 existing unwarranted signalized locations (paid for by the lower tier municipality) that would become warranted under the TAC warrants. Regional policy is to pay back a lower tier municipality for the costs of installation of an unwarranted signal when they become warranted on a pro-rata basis (i.e.: 10% reduction per year over 10 years). If the TAC warrants are adopted by Regional Council staff recommends that the Region pay back the lower tier municipalities based on the new warrants.
CORPORATE STRATEGIC PLAN:
The adoption of these new warrants addresses the Region’s goal of providing a safe community.
FINANCIAL IMPLICATIONS:
As noted in the report, if the warrants are adopted by the Region, 4 existing traffic control signals that are currently not warranted would become warranted and the Region would be required to pay back approximately $114,000 to the lower tier municipalities. As well, the Region would be responsible for assuming the annual maintenance and operating costs of these 4 intersections which are approximately $15,600 per year. The installation of signals at the 3 new locations would cost approximately $230,000. The annual maintenance and operating costs for these 3 locations would be approximately $12,000 per year.
Page 2 of 3 July 2, 2003 Report: E-03-049.1
The installation of signals at the intersection of St. Andrews Street at Grand Ridge Drive in the City of Cambridge will also require the construction of left turn lanes at the intersections to ensure the safe and efficient operation of the traffic signals. The cost of the left turn lanes is estimated at $150,000.
If the new warrants are adopted, the pay back for the existing 4 signalized locations will be considered in the 2004 Transportation Capital Program along with the installation of any other new warranted locations on a prioritized basis.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
PREPARED BY: David Banks, Manager, Transportation Engineering
APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services
Page 3 of 3
REGION OF WATERLOO Report: E-03-049
TRANSPORTATION AND NVIRONMENTAL SERVICES Transportation
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: April 1, 2003 FILE CODE: C06-60, T08-40/GEN
SUBJECT: TRAFFIC CONTROL SIGNAL WARRANTS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo adopt in principle the Transportation Association of Canada warrants for the installation of traffic control signals and the Intersection/Midblock Pedestrian Signal Warrant Criteria as per Appendix B and C of Report E-03-049 dated April 1, 2003, subject to receiving comments from the lower tier municipalities on the use of these warrants for the installation of traffic control signals, Intersection Pedestrian Signals and midblock signals.
SUMMARY:
Regional Planning and Works Committee and the City of Kitchener have requested staff to develop new warrants for the installation of traffic control signals in the Region. Staff have reviewed new warrants for traffic control signals, as well as for Intersection Pedestrian Signals (I.P.S.), and midblock signals and are recommending that the Region adopt these new warrants for use in the Region.
REPORT:
Over the past few years there have been discussions at Planning and Works Committee meetings regarding the warrants presently used for the installation of traffic control signals, Intersection Pedestrian Signals (I.P.S.), and midblock signals in the Region.
As well, on April 30, 2001, Kitchener City Council adopted the following resolution:
“That the Region of Waterloo be requested to review the warrants for the installation of traffic control signals to address peak hour demands from adjacent developments.”
It has been staff’s practice to recommend the installation of traffic control signals at an intersection at such time as the warrants for signals established by the Ministry of Transportation (MTO) are satisfied and other less restrictive measures, such as all-way stops, oversized signs, geometric improvements, etc., have failed to improve the operation of the intersection. These warrants are described in detail in Appendix A to this report. These warrants are based on traffic counts for the highest 8 hours of a day.
Signals are considered to be warranted when any of these warrants are satisfied 100% or any two of the warrants are satisfied at least 80%.
Concern has been expressed over the past couple of years that the MTO warrants do not properly address the problems that are occurring at several intersections during the morning and afternoon peak periods. As well, the warrants do not take into account parameters such as, the type of pedestrian crossing an intersection and the presence of buses and heavy commercial vehicles on the minor road at an intersection. Some concern has also been expressed that too much emphasis is placed on the number of collisions that occur at an intersection.
Page 1 of 5 April 1, 2003 Report: E-03-049
As a result of these concerns staff were requested to investigate other signal warrant procedures. This review was accomplished through the Region’s participation in a study undertaken by the Transportation Association of Canada’s (TAC) Traffic Operations and Management Standing Committee (TOMSC). The author of this report is a member of TOMSC.
Traffic Control Signal Warrants (Excluding I.P.S.)
TOMSC recently retained a consultant to review traffic signal warrants currently used in North America and Europe. Included in their review was a review of the warrants presently used in Ontario. This study excluded an evaluation of Intersection Pedestrian Warrants as TAC had recently adopted warrants for pedestrian signals.
The steering committee directing the study, of which the author was a member, directed the consultant to review both a Discrete Factors Methodology similar to those in use in Ontario and Quebec, as well as a Cumulative Factors Methodology which was not in use in any jurisdiction in North America or Europe. It was agreed from the outset that the new warrants should be for the highest 6 hour period and not 8 hours as is presently used in Ontario. The use of the highest 6 hour period addresses the issue of peak hour demands included in the resolution from the City of Kitchener.
The Discrete Factors Methodology uses hourly vehicle volumes, collision history, and pedestrian volumes. The Cumulative Factors Methodology uses factors such as average vehicle volume, average pedestrian volume, pedestrian demographics (i.e. elementary school, seniors, etc.), intersection spacing, vehicle classification (i.e. percentage of heavy vehicles), speed, geographic area based on population, roadway geometrics, and the presence of transit routes on the minor street. The warrants are based on a formula utilizing these criteria as shown on page 7 of Appendix C attached to this report.
The Cumulative Factors Methodology does not include any collision statistics in the warrant calculation. The factors used in the calibration of the new warrant are typically used to calculate probable collision frequency at an intersection. It was felt that by including the actual number of collisions at an intersection the weighting of the collision factor would be doubled.
The Cumulative Factors Methodology is based on a points system. If the number of points calculated is 100 or more then signals are considered to be warranted. The use of this point system can be used to prioritize the installation of new signals for budget purposes. As with any warrant system they are only a guideline. Sound engineering judgment should be utilized when using the warrants. As such, care should be taken not to install signals at locations where a potentially hazardous situation could be created (i.e. on a very steep grade, etc.).
The consultant also reviewed the impacts both warrants would have on the number of new intersections at which signals would become warranted. In some jurisdictions the number of warranted locations increased and in others it decreased.
After the detailed review the steering committee recommended that TAC adopt the Cumulative Factors Methodology as it was felt that it dealt with all factors that should be considered in a warrant procedure.
Region staff undertook a review of 15 intersections that are presently close to meeting the MTO warrants and compared them to the Cumulative Factors Methodology. If the Region adopts the Cumulative Factors Methodology new signals would be warranted at the following locations:
- King Street at Hickory Street, Waterloo; - St. Andrews Street at Grand Ridge Drive, Cambridge; and - Northfield Drive at Skylark Road, Waterloo.
Page 2 of 5 April 1, 2003 Report: E-03-049
Staff also reviewed the impact of the use of these new warrants at existing unwarranted locations where signals have been installed at the expense of the lower tier municipality. If the Region adopts the Cumulative Factors Methodology the following locations would become warranted:
- Block Line Road at Kingswood Drive, Kitchener; - Bridge Street at Chesapeake Drive, Waterloo; - Davenport Road at Old Abbey Road, Waterloo; and - River Road at Krug Street, Kitchener.
The Chief Engineers’ Committee of TAC recently adopted the new warrants for the installation of traffic control signals, excluding I.P.S. These warrants are being put to use in many municipalities in Canada, especially in Western Canada. The Province of Ontario is not a member of TAC and has not adopted the new warrants approved by TAC.
There is no legal requirement for the Region to continue using the warrants developed by the MTO. In the past the Region was required to use the MTO warrants in order to receive subsidy from the province. As there is no longer any subsidy for signals the Region is only required to utilize a recognized warrant procedure for the installation of new signals.
Staff agree with the findings of the TOMSC steering committee that the Cumulative Factors Methodology more properly addresses the criteria that should be evaluated when reviewing the need for traffic control signals at a particular location. Therefore, staff recommend that the Region adopt the warrants recently approved by TAC for use in the Region.
As noted above there are currently 4 existing unwarranted signalized locations (paid for by this local municipality) that would become warranted under the TAC warrants. Regional policy is to pay back a lower tier municipality for the costs of installation of an unwarranted signal when they become warranted on a pro-rata basis (i.e. 10% reduction per year over 10 years). If the TAC warrants are adopted by Regional Council staff considered two options for payback as follows:
1. Pay back the lower tier municipalities based on the new warrants; or 2. Pay back the lower tier municipalities based on the MTO warrants under which they were originally considered.
Regional staff recommend that if the new warrants are adopted the lower tier municipalities be paid back based on the new warrants and would like Committee’s input on this issue.
Intersection/Midblock Pedestrian Signal Warrants
There are currently 5 Intersection Pedestrian Signals (I.P.S.) and 9 midblock signals in the Region. The City of Hamilton, in co-operation with the MTO, developed a series of warrants and point rating system for the establishment of I.P.S. locations. The warrants and points rating system have been established since 1996 and are presently used by the City of Hamilton and the Region.
The system of evaluation consists of the following four tests:
- Combined pedestrian volume and delay warrant; - Average number of preventable collisions involving pedestrians; - Distance to nearest pedestrian crossing; and - Vehicle operating speed
Page 3 of 5 April 1, 2003 Report: E-03-049
Based on Regional staff investigations, it is recommended that the Region continue to use similar warrant criteria. An I.P.S. policy has been developed based on the experiences of other municipalities, the MTO, and staff reviews. The policy is attached as Appendix B to this report. This policy includes pedestrian and vehicle delay, and pedestrian collision data that are not currently used by the Region.
The policy outlines the criteria and tests that are required for a location to meet the warrant for an I.P.S., or midblock signal. Field observations are conducted, data is gathered and evaluated against minimum criteria, and the priority point system is completed. Some highlights of the criteria and tests include: adjusted pedestrian volume for the challenged, children and seniors, 10 year pedestrian collision experience, and the proximity of the nearest signalized intersection or supervised school crossing.
Staff recommends that the Region adopt the policy attached as Appendix B to this report for the installation of I.P.S. and midblock signals.
Agency Comments
These warrants have been discussed with staff of the lower tier municipalities and they expressed no objections to the proposed new warrants. It was agreed between lower tier municipality staff and Regional staff that Regional staff would obtain approval in principle for the new warrants prior to lower tier municipality staff taking any reports forward to their Council for approval. If Regional Council adopts the use of the new warrants in principle Regional staff will circulate the new warrants to the lower tier municipalities and ask for comments by May 16, 2003.
CORPORATE STRATEGIC PLAN:
The adoption of these new warrants addresses the Region’s goal of providing a safe community.
FINANCIAL IMPLICATIONS:
As noted in the report, if the warrants are adopted by the Region, 4 existing traffic control signals that are currently not warranted would become warranted. For the 4 locations where signals would become warranted the Region would be required to pay back approximately $ 114,000 to the lower tier municipalities. As well, the Region would be responsible for assuming the annual maintenance and operating costs of these 4 intersections which are approximately $15,600 per year. The installation of signals at the 3 new locations would cost approximately $230,000. The annual maintenance and operating costs for these 3 locations would be approximately $12,000 per year.
If the new warrants are adopted the pay back for the existing 4 signalized locations will be considered in the 2004 Roads Capital Budget along with the installation of the 3 new warranted locations and any other new warranted locations, all on a prioritized basis.
Traffic signals are being installed in 2003 at the intersection of Northfield Drive and Skylark Road. The cost of installing these signals is being shared between the Region, funded from the Transit Capital Program, and the City of Waterloo since this location does not meet the current MTO warrants. If the new warrants are approved the cost of these signals will be considered for inclusion in the 2003 Roads Capital Program at mid-year review.
Page 4 of 5 April 1, 2003 Report: E-03-049
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
PREPARED BY: David Banks, Manager, Transportation Engineering
APPROVED BY: Michael Murray, Commissioner of Transportation and Environmental Services
Page 5 of 5
REGION OF WATERLOO Report: E-03-089
TRANSPORTATION AND ENVIRONMENTAL SERVICES Transportation
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60, T05-20/33
SUBJECT: INSTALLATION OF AN ALL-WAY STOP AT THE INTERSECTION OF REGIONAL ROAD #33 (TOWNLINE ROAD) AND AVENUE ROAD/GORE ROAD, CITY OF CAMBRIDGE/TOWNSHIP OF PUSLINCH/TOWNSHIP OF NORTH DUMFRIES
RECOMMENDATION:
THAT the Regional Municipality of Waterloo amend Traffic and Parking By-law #00-032, as amended, to provide for an all-way stop at the intersection of Regional Road #33 (Townline Road) and Avenue Road/Gore Road in the City of Cambridge/Township of Puslinch/Township of North Dumfries.
SUMMARY:
NIL
REPORT:
In May 2002, City of Cambridge staff advised Regional Transportation Division staff that a request had been received to investigate the possibility of installing an all-way stop at the intersection of Townline Road and Avenue Road/Gore Road. City of Cambridge staff indicated that they were conducting a review of the area that might address concerns at this intersection, and requested that the Region of Waterloo not pursue the installation of an all-way stop until the review was completed.
In November 2002, Regional Transportation Division staff contacted the City of Cambridge to enquire regarding the status of the review. City of Cambridge staff indicated that the results did not address the concerns at the intersection and that they would be in favour of the installation of an all-way stop.
Regional Transportation Division staff conducted traffic studies at the intersection of Townline Road and Avenue Road/Gore Road. The results are as follows:
ALL-WAY STOP ANALYSIS
Existing Conditions
The intersection of Townline Road at Avenue Road/Gore Road is a 3-leg intersection. Sight visibility is restricted on the west approach due to the alignment at the intersection. Townline Road currently has a stop condition for southbound traffic. No traffic control currently exists for eastbound and westbound vehicles on Avenue Road/Gore Road. Figure 1 illustrates the location of the intersection as well as the existing traffic control at the intersection.
Page 1 of 3 July 2, 2003 REPORT: E-03-089
Figure 1 - Townline Road at Avenue Road/Gore Road
Vehicular Volumes
An 8-hour turning movement count was conducted at the intersection on Thursday, June 20, 2002 between the hours of 7:30 a.m. and 6:00 p.m. in 3 intervals (7:30 a.m.-10:30 a.m., 11:30 a.m.-1:30 p.m. and 3:00 p.m.-6:00 p.m.). The combined total vehicular volume approaching the intersection on all 3 legs during this time period was 4069.
Collision History
The following table illustrates the traffic collisions that have occurred at the intersection of Townline Road and Avenue Road/Gore Road from January 1, 2000 to December 31, 2002. There were a total of 11 collisions during this time period with the majority classified as “rear end”.
The following table summarizes the collision history:
Accident Type Number of Collisions Severity Rear End 7 3 Personal Injury, 2 Property Damage, 2 Non-reportable Right Angle 1 Non-reportable Turning Movement 1 Personal Injury Fixed Object 2 Property Damage
Page 2 of 3 July 2, 2003 REPORT: E-03-089
Warrant Analysis
An all-way stop is warranted based on traffic volume if:
a) The total vehic ular volume on all intersection approaches averages 500 vehicles per hour for eight hours of the day. The total vehicular volume at this intersection averages 509 vehicles for eight hours of the day.
b) The combined vehicular and pedestrian volume on the minor street averages 200 units per hour for the same eight hours. The combined vehicular and pedestrian volume averages 253 units per hour on the minor street at this intersection.
c) The volume split does not exceed 70/30. Volume on the major street is defined as vehicles only. Volume on the minor street includes all vehicles plus any pedestrians wishing to cross the major roadway. The volume on Townline Road averages 52% of the total vehicular volume approaching the intersection while the total vehicular and pedestrian volume on Avenue Road/Gore Road averages 48%.
Based on the existing volumes at the intersection of Townline Road and Avenue Road/Gore Road, it has been determined that this intersection meets the guideline criteria set out in the Ontario Traffic Manual, March 2000 (Regulatory Signs) for an all-way stop. Regional staff recommend that an all-way stop be installed.
Staff of the Township of North Dumfries and the Township of Puslinch concur with Regional Transportation Division’s staff recommendation.
CORPORATE STRATEGIC PLAN:
The installation of an all-way stop at the intersection of Townline Road at Avenue Road/Gore Road addresses the Region’s objective of providing a safe community.
FINANCIAL IMPLICATIONS:
The cost to implement the all-way stop is approximately $700 and is provided for in the Sign Maintenance Budget.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Council and Administrative Services Division will be required to prepare the amending by-law.
PREPARED BY: Patricia Heft, Engineering Technologist (Traffic)
APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services
Page 3 of 3
REGION OF WATERLOO Report: E-03-086
TRANSPORTATION AND ENVIRONMENTAL SERVICES Waste Management
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/ER.03
SUBJECT: LARGE ITEM COLLECTION IN THE TOWNSHIP OF WELLESLEY
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve an annual large item collection day in the Township of Wellesley beginning in the fall of 2003; subject to input from Wellesley Township Council.
SUMMARY:
Nil.
REPORT:
Following a request from Councillor Doug Bergman (Township of Wellesley Mayor), staff sought bids for an annual large item collection day in Wellesley Township. Wellesley residents are currently limited to three bags of garbage per week for a flat rate annual fee of $80. The proposed annual large item collection day will permit residents to place white goods (stoves/freezers/refrigerators) and other large items such as sofas at the curb or roadside for pick up on their regular collection day during a designated week.
The first collection event is proposed for the fall of 2003 with subsequent events likely occurring in the spring.
Bids to complete the work were obtained from the Region’s two current collection contractors. Bids received are as follows:
Cost Per Year Plein Disposal $5,300 plus GST Canadian Waste Services $7,500 plus GST
The low bid from Plein Disposal is considered fair and reasonable for this work given the level of effort required. Costs for waste collection service in the Township of Wellesley are recovered through an annual flat rate fee per household. The proposed service level increase will better match services provided in the rest of the Region. Regional staff believe that the township request is reasonable and can be readily implemented.
Prior to the launch of the program, staff will roll out a promotion campaign that will include advertising in the Woolwich Observer, Elmira Independent and the New Hamburg Independent. The newspaper advertisements will provide residents with information on event days, acceptable and non-acceptable items and bundling requirements.
Page 1 of 2 July 2, 2003 Report: E-03-086
CORPORATE STRATEGIC PLAN:
Implementation of this program is consistent with the Corporate Strategic Goal of ensuring that we spend wisely the dollars with which we are entrusted and that we maximize their use for those we serve.
FINANCIAL IMPLICATIONS:
The current annual flat fee of $80 per household will cover the cost of the large item collection service. No change is expected in the $80 annual fee in 2004.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This report has been reviewed by the Finance Department.
PREPARED BY: Susan J. White, Supervisor, Waste Collection & Diversion
APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services
Page 2 of 2
REGION OF WATERLOO Report: E-03-063
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/PW/W3.03
SUBJECT: 2002 WASTEWATER OPERATIONS AND MAINTENANCE CONTRACT PERFORMANCE
RECOMMENDATION:
For information
SUMMARY:
In October 1997 Regional Council approved a recommendation to award a wastewater operations and maintenance service agreement to the Ontario Clean Water Agency (OCWA). At the time of award the need for an annual summary of wastewater performance was identified.
During 2002, OCWA continued to maintain an appropriate level of treatment performance while making a major effort to achieve the other goals outlined in the agreement. Actual wastewater operations and maintenance costs were $12,205,585 in 2002 compared to a budget of $12,157,601. These costs are significantly lower than those of similar facilities compared as part of the National Water and Wastewater Benchmarking Initiative.
In 2002, the inability to land apply biosolids had an impact on operating performance. Despite this, effluent compliance was at least as good as in previous years with 1,207 of the compliance checks meeting or bettering the provincial requirements. This represents a 98.5% level of compliance. Of the 36 historical performance targets 35 or 97% were met or bettered. The one historical performance target that was not met was directly related to the biosolids issue.
OCWA continued to maintain the Region’s wastewater treatment assets according to a predetermined preventative maintenance program. Maintenance activities were carried out through a computerized maintenance management system introduced as part of the original agreement. In addition to routine operations and maintenance, OCWA continued to provide input and information to capital projects.
REPORT:
Background
Page 1 of 14 July 2, 2003 Report: E-03-063
In October 1997 Regional Council approved a five year (1998-2002) contract for the operations and maintenance of the Region's wastewater treatment facilities. The contract was awarded to the Ontario Clean Water Agency (OCWA) based on their operating proposal, which represented the best overall value to the Region. The final agreement, negotiated with OCWA, resulted in a significant change from the historical approach to wastewater operations. The agreement was more complex than any previous agreement and increased the overall service provided by the contractor. Despite the increased level of service, the agreement reduced wastewater operating costs by approximately $1,000,000 in the first year. In 2002, Council approved a three-year extension to the existing agreement, retaining OCWA as the Region’s wastewater operations and maintenance contractor until the end of 2005.
Wastewater treatment performance is monitored to ensure that appropriate services are provided to the Region and its residents, on an ongoing basis. In 2001, the Region joined the National Water and Wastewater Benchmarking Initiative (NWWBI) to obtain additional information on wastewater treatment performance. The Region’s three major plants (Kitchener, Waterloo and Galt) were selected for benchmarking since their combined flow represents 83% of the total wastewater flow. The information and benchmarks, developed through this program, establish a basis for year to year performance comparisons, allow comparisons with other similar utilities and assist in the development and measurement of performance improvements.
This report provides a summary of the overall Regional wastewater performance during 2002 and compares it to past performance and the performance of other similar utilities across Canada. It contains information on financial performance, treatment performance, the protection of Regional wastewater assets and other wastewater agreement highlights.
Performance Overview
Early in 2002 a need developed to receive and treat hauled waste and septage generated by residents of the Region. In past years this material had been applied to agricultural land or stored during the winter months. Concern expressed with these practices had led to limited winter application, an accumulation of material and no outlet. The Region and OCWA worked to develop and operate a pilot project to receive this material at the newly expanded New Hamburg wastewater treatment plant. The pilot was very successful and has continued while options for a permanent facility are studied.
In March the Ontario Public Sector Employees Union went on strike. This strike affected many provincial workers including the OCWA employees responsible for the operation of the Region’s wastewater treatment plants. There was limited impact on wastewater operations, over the six week strike period, largely due to an essential services agreement which requires an appropriate number of wastewater operators to work during a strike.
The largest operating impact was caused by the inability to land apply biosolids in a manner conducive to good operating practice. This inability stemmed from the difficulty in obtaining site approvals and weather conditions, for short periods of time. The Region is committed to maintaining the high quality of its biosolids program and will not land apply in less than ideal conditions. Biosolids are stored during the winter months when fields are frozen and only land applied when fields are dry, so that potential runoff does not occur. To
Page 2 of 14 July 2, 2003 Report: E-03-063 address the unfavorable conditions, operating processes were modified to increase the solids content and reduce the volume of sludge produced. These modifications made it even more difficult to maintain the tight performance requirements the contract places upon the operator. Even with these actions, the conditions made it impossible for the operator to completely empty the biosolids storage lagoons by the end of the spreading season.
During 2002 a significant amount of effort, by both OCWA and the Region, was focused on developing an approach to wastewater operations and maintenance beyond the end of the original term of the contract. After reviewing the options, Council approved a three year extension to the current agreement. The extension contains the same basic terms and conditions as the original agreement, includes some new facilities and provides some additional services, at a slightly lower price, for those factors within the control of the operator. Factors beyond the control of the operator include the unit prices for electricity and biosolids application and the costs associated with expanded facilities.
Large upgrades were completed and commissioned in Ayr, Elmira, Cambridge (Preston) and Waterloo. Many smaller capital improvements were also completed at most of the other treatment facilities. Many of the improvements involved additional treatment and stricter performance requirements. The amount of capital work has a significant impact on wastewater operations both from the time it takes to provide input to the project and from the actual disruption in the treatment process caused by the construction activities. The improvements increased the number and frequency of compliance requirements, under the new Certificates of Approval (C of As), and added to the cost of operations. The Kitchener wastewater treatment plant also received a new consolidated C of A which contained new administrative and monitoring requirements.
In addition to the disruptions caused by construction activities there were a few significant incidents where abnormal discharges to the collection system impacted plant operations. These incidents were responded to in a timely fashion by both operations staff and Regional enforcement staff to minimize the impact on the treatment process. The most notable were unknown discharges causing upsets at the Alt Heidelberg, St. Jacobs and Cambridge (Galt) plants. Some of these incidents led to the operations staff being unable to maintain historical performance. There were a few bypass events during 2002; both Elmira and St. Jacobs had one short bypass event caused by high flows and Preston had several small bypasses linked to the new equipment and the upgrade.
In spite of these challenges, OCWA was able to maintain an excellent level of Certificate of Approval compliance during 2002. Most of the treatment plants performed significantly better than their design objectives. The Region's wastewater treatment assets were suitably maintained protecting their long term value and minimizing any potential disruption in service. OCWA initiated several activities to improve overall operating efficiency and the basic cost of wastewater operations was maintained. Added costs were evident, during 2002, because of increased operating costs from expanded treatment plants and the Region’s portion of additional maintenance work undertaken by the contractor.
Financial Performance
Page 3 of 14 July 2, 2003 Report: E-03-063
Actual wastewater operations and maintenance costs were $12,205,585 in 2002 compared to a budget of $12,157,601. Actual costs were slightly higher than the budgeted amount due to increased costs at the newly expanded plants in Elmira, Preston and New Hamburg. The operating costs for these plants have increased significantly because of the added capacity and treatment capabilities included in the upgrades. Wastewater operations and maintenance costs include the fixed contract fee, adjustments to the original scope of services, a Regional component for maintenance, wastewater administration, sewer use control, and general administrative costs.
For comparison in 1997, the last year before the present agreement, Regional wastewater operations and maintenance costs were $11,480,526 based on a budget of $12,352,476. The actual operating and maintenance costs have only increased 3.3% in five years, despite the significant adjustments attributed to the new facilities. The actual costs for the original facilities have remained unchanged over the same five years. Operational changes intended to improve overall efficiency, in preparation for the new agreement, were implemented later in 1997 which accounted for additional savings during that year. Additional information on the financial performance appears in Table 1 of Appendix A.
In comparing Galt with the remainder of the tertiary plants in the NWWBI summary, the operating and maintenance costs for 2001 were the lowest in this class. These costs did not change significantly in 2002. The costs for Kitchener and Waterloo were not the lowest but were significantly below the average. This is impressive considering both plants are operating at 60 % of their design flow. Many of the plant being used as comparison are near their design capacity which significantly reduces their unit operating cost. Additional information appears in Table 1 of Appendix A.
Treatment Performance
One of the main objectives of the contract selection process was to maintain or improve historical wastewater treatment performance. To achieve this objective the agreement contains two sets of performance criteria; (1) compliance with existing provincial criteria and (2) historical treatment performance. The historical performance criteria are based on the most current information available just prior to the new agreement (1993 to 1997). These criteria apply to those facilities which have remained essentially unchanged since the start of the contract. Upgraded or expanded facilities are covered by new more stringent Certificate of Approval (C of A) requirements.
The Region’s participation in the NWWBI allows performance to be compared to similar facilities across the country. Although the measures are not as specific and local factors enter into the analysis, the benchmarks provide a relative measure of treatment performance within the Region.
Compliance with Provincial Requirements
Each wastewater treatment plant operates under its own C of A, which describes the sampling frequency and compliance limits for the effluent produced by the plant. These requirements vary significantly from plant to plant based on the treatment process in place, the receiving watercourse, and age of the facility. In Ontario, wastewater treatment is also governed by general guidelines which represent minimum
Page 4 of 14 July 2, 2003 Report: E-03-063 requirements in the absence of specific requirements listed in the C of A. The C of A and guidelines resulted in 1,226 compliance checks for Regional treatment plants in 2002.
In 2002, compliance performance was slightly better than previous years with 1,208 of the compliance checks meeting or bettering the provincial requirements. This represents a 98.5% level of compliance. Additional information on the 2002 compliance including the parameters which were monitored appears in Table 2 of Appendix A.
Of the eleven Regional plants, eight achieved 100% compliance with provincial requirements. Of the remaining three, two did not meet due to abnormal influent from an industrial discharger and one did not meet one compliance point because of a mechanical failure at one of the facilities. Individual compliance summaries for each treatment plant appear in Table 3 of Appendix A. Non compliance related to the quality of wastewater entering the plant has been reviewed and action has been taken to address the sources of abnormal influent. Because of the circumstances surrounding the non compliance events, no penalties have been assessed for non compliance with provincial requirements.
Compliance with Historical Performance
As previously described the new agreement introduced new performance criteria designed to ensure that historical performance was maintained or improved upon. Information from 1993 to 1997 was used to develop standards for six key parameters at each plant; biochemical oxygen demand (BOD), suspended solids (SS), total phosphorous (P), Ammonia, total kjeldahl nitrogen (TKN) and fecal coliforms. The average performance and variations were considered in developing the standards. In all, this resulted in an additional 66 performance targets. In 2002 only 36 performance standards were applied because of upgrades and expansions at the other facilities. As a result of these upgrades, performance at these facilities was significantly better than historical performance.
As previously mentioned, 2002 performance was impacted by issues related to the biosolids program. OCWA performed well, given the circumstances, and maintained an appropriate level of treatment performance. Notwithstanding the conditions, many of the Region’s plants produced effluent of higher quality than their design objectives. Only one of the thirty-six performance targets were not met during 2002. The Kitchener WWTP averaged 21.7 mg/l Total Kjeldahl Nitrogen which exceeded its historical performance of 18.1 mg/l. This event was a direct result of the need to change operating practices to address the inability to remove biosolids from the storage lagoon. Because of the circumstances the exceedence was deemed to be beyond the control of the operator. In all the performance was met 97% of the time.
Performance Compared to Other Treatment Facilities
Information on treatment plant performance, developed by the NWWBI, is collected and verified over a twelve month period. As a result the most current information is for the year 2001. Two main benchmarks relate to treatment performance: number of regulated tests out of compliance and kilograms of BOD discharged to the environment per capita.
Page 5 of 14 July 2, 2003 Report: E-03-063
The number of tests out of compliance varies greatly with local requirements and the individual C of A’s. The NWWBI information suggests that the number of tests out of compliance varies between 0 and 195 per facility, with an average of 10 for the facilities reviewed. The three Regional plants had a combined total of 1 test out of compliance in 2001 and 0 in 2002.
The BOD discharged to the environment is a measure of treatment effectiveness. In 2001, total kilograms discharged per capita varied from 0.15 to 1.62, and averaged 0.54 for tertiary plants. The Galt plant was included in this category and discharged 0.59 kilograms per capita in 2001 and 0.40 kilograms per capita in 2002. In 2001, total kilograms discharged for secondary plants varied from 0.4 to 11.2. The Kitchener and Waterloo plants discharged 0.8 and 1.2 kilograms per capita respectively. In 2002 these values were 0.58 and 1.2 respectively. In general Regional performance is excellent compared to other facilities. Additional information appears in Appendix B.
Protection of Wastewater Assets
During 2002 OCWA continued to maintain the Region’s wastewater treatment assets according to a predetermined preventative maintenance program. This maintenance included mechanical and electrical equipment as well as buildings and structures. The agreement included provisions to further document the preventative maintenance activities and to eventually automate the process. The agreement also makes OCWA responsible for only the first $7,500 of routine maintenance and repairs. Provisions are included in the Region’s wastewater budget to cover the additional cost of larger maintenance activities. The Regional portion of repair costs was limited to $182,642 during 2002 compared to a budget of $250,000.
As part of the agreement OCWA and the Region selected a computerized maintenance management system (CMMS) which was purchased by the Region. This system was originally to be installed on a computer system purchased by the Region. Through discussion it was agreed that the CMMS would be installed on OCWA's system for the first three years of the contract allowing the Region to defer the cost of the computer purchase to 2002. The CMMS was introduced in the first year of the agreement after OCWA had populated the data base with information on all the mechanical and electrical equipment from the various treatment plants and other wastewater facilities. This allows preventative maintenance schedules to be programmed into the system which will automatically generate work orders.
Biosolids
The Region land applies almost all of the biosolids generated by its wastewater treatment plants. This material replaces more expensive commercial fertilizers by providing valuable nutrients necessary for crop development. During 2002, 186,471 cubic meters of anaerobically stabilized biosolids were applied to 2982 acres of land. In addition, 14,447 cubic meters of aerobically stabilized biosolids were applied to 142 acres of land. The majority of these biosolids were applied and immediately incorporated by subsurface injection. A relatively small amount was spray irrigated to provide nutrients to emerged crops.
Land application programs faced increased scrutiny during 2002, which resulted in additional pressures on the Region’s program. Increased public interest led to delays in approvals and municipal restrictions
Page 6 of 14 July 2, 2003 Report: E-03-063 on the application of biosolids. To maintain the application schedule, additional land was required which was obtained at greater distances from the site where the biosolids originated. In all 64 sites received biosolids, 59 percent of which were outside the Region. This environment contributed to the contractor’s inability to completely empty the storage lagoon. Approximately 30, 000 cubic meters remained at the end of the spreading season.
Some of these issues may be addressed by regulations connected to the Nutrient Management Act. This legislation may also place additional pressure on land application programs. The Region is currently preparing a Biosolids Master Plan which will consider these factors and provide direction for the next 20 years. In the short term, the Region is participating in several studies and projects to enhance the current program.
OCWA’s agreement with the current application contractor, Terratec, expired on December 31, 2002. In reviewing the market a very limited number of contractors, with sufficient experience and resources to handle the Region’s contract, were identified. Based on these conditions, OCWA followed its purchasing procedure and requested prices for providing land application services from 2003 to 2005. This timeframe coincided with the extension of their operations and maintenance agreement. Only Terratec expressed interest and submitted a proposal for providing the necessary services. Through negotiations, a combined price of $ 5.69 per cubic meter was tentatively developed. This represents an approximate 12 % increase over the current unit prices. It was noted, when the price was being developed, that there had been no increase since 2000. It was felt that this increase was justified based on the increase in fuel prices over that time period and the added difficulty in obtaining the necessary land bank. This new price was compared to other unit prices in Ontario which ranged from $ 6.14 to $ 14.25 per cubic meter. Based on the review, market conditions and the need to maintain the quality of our biosolids program, OCWA has recommended extending Terratec’s contract from 2003 to 2005. The resulting increased cost has been provided for as an adjustment in the 2003 wastewater operating budget.
CORPORATE STRATEGIC PLAN:
Safe and efficient operation of the wastewater plants supports the Strategic Goals to create and support a climate that encourages economic prosperity and to ensure our community is the safest in Canada both in terms of statistics and community perception of safety and security.
FINANCIAL IMPLICATIONS:
NIL.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Issues related to the wastewater operations and maintenance contract are discussed with Financial Services and Legal Services on an ongoing basis.
PREPARED BY: David Andrews, Manager, Wastewater Operations
Page 7 of 14 July 2, 2003 Report: E-03-063
APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services
Page 8 of 14 A – 1 E-03-063
APPENDIX A
Table 1
WASTEWATER FINANCIAL PERFORMANCE
BUDGET ACTUAL
1997 2002 CHANGE 1997 2002 CHANGE
Operations and Maintenance Costs 1 $ 8,373,911 $ 7,200,500 ($ 1,173,411) $ 7,618,962 $ 7,870,423 $ 251,461
Wastewater Administrative Costs 2 $ 121,389 $ 242,314 $ 120,925 $ 126,810 $ 163,911 $ 37,101
Laboratory and Sewer Use Control $ 1,326,778 $ 1,819,062 $ 491,284 $ 1,218,545 $ 1,507,824 $ 289,279 Program Costs
Other Administrative Costs 3 $ 2,530,398 $ 2,895,725 $ 365,327 $ 2,516,209 $ 2,663,427 $ 147,218
TOTAL WASTEWATER OPERATING $ 12,352,476 $ 12,157,601 ($ 194,875) $ 11,480,526 $ 12,205,585 $ 725,059 COSTS
1. Operations and maintenance costs generally include the fixed contract fees, any adjustments, the regional share of maintenance and taxes. 2. Wastewater administrative costs include contract management costs and all general wastewater management costs. 3. Other administrative costs include interdepartmental charges from other sections in Water Services, Finance, Legal and Human Resources.
Page 9 of 14 A – 2 E-03-063
Table 2
2000 WASTEWATER TREATMENT COMPLIANCE
BY PARAMETER
PARAMETER COMPLIANCE CHECKS* NON COMPLIANCE PERCENT COMPLIANCE EVENTS
Biochemical Oxygen 298 2 99.3 Demand
Suspended Solids 298 2 99.3
Phosphorous 331 5 98.5
Phenol 2 0 100
Ammonia 214 9 95.8
Total Kjeldahl Nitrogen 2 0 100
Nitrate 24 0 100
Fecal /E Coli 54 1 98.1
Acute Lethality 3 0 100
OVERALL 1226 19 98.5
· NOTE:The number of compliance checks varies from plant to plant depending on the Certificate of Approval conditions regarding number and frequency of parameters to be monitored.
Page 10 of 14 A – 3 E-03-063
Table 3
2000 WASTEWATER TREATMENT COMPLIANCE
BY TREATMENT PLANT
TREATMENT PLANT COMPLIANCE* NON COMMENTS CHECKS COMPLIANCE EVENTS
Alt Heidelberg 132 13 Plant upsets were attributed to abnormal influents from an unknown source and mechanical breakdowns.
Ayr 36 0
Elmira 44 0
Galt 393 0
Hespeler 295 0
Kitchener 19 1 Non compliance was linked to monthly E- Coli included in a new Certificate of Approval.
New Hamburg 43 0
Preston 57 0
St. Jacobs 75 4 Plant upsets were attributed to abnormal influents from an unknown source
Waterloo 36 0
Wellesley 96 1 Non compliance events for ammonia linked to a mechanical breakdown
TOTAL 1226 19
· NOTE:The number of compliance checks varies from plant to plant depending on the Certificate of Approval conditions regarding number and frequency of parameters to be monitored.
Page 11 of 14 B – 1 E-03-063
APPENDIX B
# of Regulated Tests out of Compliance Secondary, BNR and Tertiary WWTPs with Flows Below 40 ML/day
80
1999 2000 2001
60
40
20
0 RMOW - Galt
-20
Negative values - no data available WWTPs on X-axis - in order of increasing flow
# of Regulated Tests out of Compliance Secondary, BNR and Tertiary WWTPs with Flows Above 40 ML/day
200
1999 2000 2001
150
100
50
0 RMOW - Waterloo -50 RMOW - Kitchener Negative values - no data available WWTPs on X-axis - in order of increasing flow
Page 12 of 14 B – 3 E-03-063
kg of BOD Discharged to Environment per capita Tertiary WWTPs
2.0 1999 2000 2001
1.5
1.0
0.5
0.0 RMOW - Galt
-0.5
Negative values - no data available X-axis - in order of increasing flow
kg of BOD Discharged to Environment per capita Secondary and *BNR WWTPs with Flows Above 40 ML/day 12
1999 2000 2001
10
8
6
4
2
0
-2 RMOW - Waterloo
RMOW - Kitchener Negative values - no data available X-axis - in order of increasing flow
Page 13 of 14 B – 3 E-03-063
Total Operating Cost with Activity Based Indirect Cost / ML Treated 2001 Tertiary WWTPs $1,400
2001 Activity Based Indirect
$1,200 2001 O&M
$1,000
$800
$600
$400
$200
$- RMOW - Galt Zero values are provided where data was not available. WWTPs on X-axis - in order of increasing flow
Total Operating Cost with Activity Based Indirect Cost / ML Treated 2001 Secondary and *BNR WWTPs with Flows Above 40 ML/day $240 2001 Activity Based Indirect
2001 O&M $200
$160
$120
$80
$40
$- RMOW - Waterloo RMOW - Kitchener Zero values are provided where data was not available. WWTPs on X-axis - in order of increasing flow
Page 14 of 14
REGION OF WATERLOO Report: E-03-073
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/PW/WS.03
SUBJECT: ROAD SALT REDUCTION MEASURES IN WELL HEAD PROTECTION AREAS
RECOMMENDATION:
That the Regional Municipality of Waterloo take the following action regarding salt reduction measures in the Region of Waterloo:
a) designate the 10-year capture zones for Greenbrook, Middleton, Parkway, William Street well fields , identified in Report E-03-073, as Winter Maintenance Sensitive Areas in the Winter Maintenance Policy and Procedures and develop appropriate means to track and reduce road salt application rates within these areas; b) approve in principle a road-deicing pilot test using calcium magnesium acetate within the capture zone of the Parkway well field conditional upon development of implementation details; c) develop guidelines and initiate amendments to the ROPP, if necessary, to require consideration of road salt in transportation route selection, community planning, subdivision design, and storm water management; and d) forward report E-03-073 to area municipalities, request they designate the appropriate capture zones in their respective Winter Maintenance Policy and Proceedures and request they develop appropriate means to track and reduce road salt application rates within these areas.
SUMMARY:
Road salt has affected the Region’s water supply to the extent that approximately five percent of municipal groundwater supply capacity exceeds the Ontario Drinking Water Standard (ODWS) for chloride, and sodium and chloride levels are increasing in all supply wells. As one component of an overall road salt reduction strategy, Regional Council adopted a Winter Maintenance Policy and Procedures on April 1, 2003. To assess the impact of various road salt reduction options on four priority well fields, a simplified mass balance model was developed to predict future concentrations of chloride. A cost-benefit analysis was completed for each of the above scenarios and for installing and operating reverse osmosis (RO) water treatment systems to remove chloride at each of the well fields.
Results show that a 25 percent road salt reduction will have a significant affect on chloride levels in the four priority well fields. The 25 percent reduction scenario also had the highest scores from the cost-benefit analysis. At Greenbrook and Middleton well fields, this reduction will be sufficient to maintain chloride concentrations below the ODWS. At Parkway and William Street well fields, chloride levels are predicted to rise above the ODWS for a 10 to 15 year period and additional short term measures are recommended to reduce the time period where chloride levels exceed the ODWS. Next steps in the chloride reduction strategy include developing appropriate tools for tracking/monitoring salt reduction, designing an alternate-deicing pilot test, integrating road
Page 1 of 8 July 2, 2003 Report: E-03-073 salt concerns into road route selection, subdivision design, and storm water management, and increasing public awareness to encourage salt reduction on private parking lots and sidewalks.
REPORT:
Background
In 1997, an assessment of water quality in all the Region's production wells indicated that chloride concentrations in 6 of the 122 wells (representing 5% of the groundwater supply) exceeded the aesthetic Ontario Drinking Water Standard (ODWS) and that chloride and sodium levels were increasing in most of these wells. The ODWS for chloride is established for aesthetic reasons (corrosion and taste problems) and is not health related. At the time, chloride concentrations entering the distribution system did not exceed the aesthetic ODWS because affected water is mixed in the reservoirs with water from less impacted wells in the well field.
The source of chloride is infiltration of salt from roads, sidewalks and parking-lot deicing operations and their presence in the supply wells reflects the cumulative impact of deicing with salt since the 1940s. In the Region, winter road maintenance is provided by Region Transportation, three cities, four townships, and the Ontario Ministry of Transportation. The Province, Region, cities and the Township of Wilmot use rock salt on all major urban roads for winter road maintenance. The remaining townships use a sand/salt mixture on major roads.
Since increasing chloride levels were first identified in the supply wells, Water Services staff have been evaluating the potential scope of the chloride impact. These activities included detailed monitoring along Manitou Drive in Kitchener and loading calculations to confirm the movement of road salt from the road surfaces to the wells. At the same time Transportation staff began modifying deicing trucks and improving tracking systems to more effectively manage winter road maintenance activities. Jointly, Water Services and Transportation established an advisory committee to coordinate road salt reduction efforts in the Region. The committee has representatives from each agency that maintains roads in the Region.
In addition to Region issues, Environment Canada announced in December 2001 its intention to add road salt to the List of Toxic Substances of the Canadian Environmental Protection Act, 1999 (CEPA). Since then Environment Canada has been consulting with stakeholders to develop management options directed towards reducing the impact of road salt on the environment from patrol yards, roadway applications, and snow disposal. The announcement stressed that management solutions must not compromise human safety and that "any action taken to reduce the impacts on the environment is also likely to reduce the potential for contamination of groundwater-based drinking water supplies, which is clearly desirable."
Reducing chloride concentrations in municipal supply wells is necessary to ensure the long term viability of the municipal water supply. Some reduction in chloride levels in the wells can be accomplished through changes in winter road maintenance practic es such as reduced road salt application rates and use of alternate deicing compounds. It is also anticipated that these approaches will increase the effectiveness of winter road maintenance activities for existing roads and assist in achieving anticipated CEPA requirements. And while it is hoped that these measures will reduce existing levels in the supply wells, changes in road design may also be necessary to ensure that future growth does not compromise overall reduction efforts. Options for development include improvements in road design and storm water management to reduce infiltration of salt-laden recharge water, and consideration of vulnerable recharge areas in route selection and in subdivision design. Finally, where the implementation of these options do not reduce chloride concentrations sufficiently, treatment of the water prior to distribution may be necessary.
While it is recognized that reducing road salt usage will result in less chloride reaching the groundwater, the extent to which reduction may be needed to stabilize and/or reduce chloride levels at the well was unknown. On July 11, 2001, Regional Council approved a project to compile information on road salting practices in the region and in
Page 2 of 8 July 2, 2003 Report: E-03-073 consideration of Region-wide road salt reduction initiatives, assess the impact of these reduction measures at four supply well fields (Greenbrook, Middleton, Parkway and William Street) where chloride levels were approaching the ODWS (E-01-037). This project also included evaluation of more aggressive chloride reduction options for these well fields including possible treatment alternatives at the supply wells.
The results of the project have been completed in phases. The compilation of region-wide salting practices was presented to Regional Council on June 4, 2002 (E-01-037.1). In addition to identifying several options to enhance reduction efforts for each of the agencies in the Region, the report recommended development of a standard Winter Maintenance Policy and Procedures to strive towards a consistent level of service and a reduction in the application of road salt. The Winter Maintenance Policy and Procedures was approved by Regional Council on April 1, 2003 (E-03-043) and is subsequently being presented for approval to all township and municipal councils in the Region. The report to Regional Council on the above also provided a summary of progress on salt reduction by Transportation. Finally, the assessment report identified that salt use on private parking lots and sidewalks is substantive but accounts for less than ten percent of the total salt loading.
This report summarizes the evaluation of possible chloride reduction scenarios for winter maintained roads to reduce and/or stabilize chloride levels in priority well fields. An overview of the assessment approach, results of the cost-benefit analysis of options, and recommended reduction measures at each of the four priority well fields are provided. Next steps for implementation of recommendations made in this report, and for implementing other components of the chloride reduction strategy are presented.
Assessment of Reduction Options at Priority Supply Wells
Based on projections provided by various agencies, a 25% reduction in application rates is anticipated to be achievable through the combined efforts of the Winter Maintenance Policy and Procedures and specific application rate reductions and tracking measures proposed by each agency. As this percentage is somewhat arbitrary, it was necessary to assess whether this degree of reduction would reduce and/or stabilization the chloride concentrations at the high priority well fields below the ODWS. For comparison purposes, four reduction scenarios were evaluated as follows.
· road salt is applied at the same rate as previous years without any reductions (No Change); · 25% reduction in loading gradually from 2003 to 2007 on all roads within the steady-state well field capture zone; · road salt elimination (100% reduction) within the five-year capture zone; and · road salt elimination within the ten-year capture zone.
Assessment of the impact of road salt application rates on the supply wells required a predictive tool for determining future chloride concentrations under the four scenarios. While Water Services has developed comprehensive groundwater flow models to map well head protection areas, these models are not capable of simulating the movement of chemicals through the groundwater. Given that the development of salt transport models for each well field would be very expensive, a spreadsheet based, mass-balance model was developed using simplified calculations and relying on existing capture zone modeling. The mass-balance model was calibrated against historic chloride concentrations at each well field reservoir. As a further check, the results of the mass-balance model for Greenbrook were compared to a sophisticated, 3-D, solute transport model developed by the University of Waterloo as part of its research into modeling techniques for capture zone delineation.
Finally, a cost-benefit analysis was completed for implementing each of the above scenarios and for installing and operating reverse osmosis (RO) water treatment systems to remove chloride at each of the well fields. Each option was evaluated on impact on groundwater and well field chloride concentrations, long term water supply security, environmental impacts, impact on winter road maintenance operations, public acceptance and estimated cost. Estimated costs were developed for equipment purchases, equipment maintenance and replacement costs,
Page 3 of 8 July 2, 2003 Report: E-03-073 replacement of process water lost due to treatment requirements, and staffing.
Results and Recommendations
Predictions of the impact of current salting practices at the high priority well fields were determined using the No- Change scenario and are presented in Figure 1, Appendix A. Results for all well fields show increasing chloride levels for the next 5 to 10 years, followed by a leveling off or decline before beginning to rise again. This trend is created by a combination of reducing salt application in the early 1990s, a decrease in new road additions in the well capture zones, and delays in the time it takes salt-impacted groundwater to travel from the extremities of the well field to the supply wells. Modeling under the No-Change scenario predicts chloride concentration in the reservoirs at the Greenbrook and Middleton well fields will not exceed the ODWS by 2041. Chloride concentrations at Parkway will exceed the ODWS before 2004 and continue to rise to over 300 mg/L by 2041. The concentration of chloride in the Parkway reservoir is currently at the ODWS. Because of the delayed impact of historic application rates, chloride concentrations will rise above the ODWS at the William Street well field between 2004 and 2016 and thereafter decline to below the ODWS.
Under the 25 percent reduction scenario (refer to Figure 2, Appendix A) chloride concentrations are predicted to decrease by 13 to 22 percent and to be less than the ODWS in 2041 at all of the priority well fields. At Parkway, the chloride concentration is predicted to exceed the ODWS for a short time around 2004 and remain close to the ODWS for the next 40 years. At William Street, chloride levels exceed the ODWS between 2004 and 2008 before falling to 180 mg/L in 2041. Maximum concentrations at the Greenbrook and Middleton well fields are predicted to reach 210 mg/L and 154 mg/L, respectively, by 2041.
Further declines in chloride concentrations were predicted where road salt was eliminated in the 5-year and 10- year capture zones. Immediate and substantial reductions in chloride levels were predicted at each of the well fields (21 to 76 percent) with the exception of Middleton where the 5-year and 10-year capture zones for the well field are small and therefore elimination of salt in these areas is less significant.
The 25 percent reduction scenario for each of the well fields also had the highest scores from the cost-benefit analysis. This approach achieves needed chloride reduction, reduces impact on the environment, minimizes changes in operating practices, and avoids the high cost of using alternate deicing materials or treating the water supply. The net-present value of this option at each of the well fields is also projected to be 4 to 21 percent lower than that of the No-Change scenario meaning that this approach may result in reduced winter maintenance costs.
Based on the above analysis, it appears that a 25 percent reduction will have a significant affect on chloride levels in the four priority well fields. For Greenbrook and Middleton, this reduction will be sufficient to maintain chloride concentrations below the ODWS. However, at Parkway and William Street, even with this reduction, chloride levels are predicted to rise above the ODWS for up to 5 years. Therefore additional short term measures are needed to attempt to reduce chloride levels more quickly and thereby reduce the time period for which chloride in the wells exceeds the ODWS. It is also important to recognize that there is considerable uncertainty associated with the predicted trends and final concentrations including the following:
· Simplifications in the mass-balance model and hydrogeologic variability will influence predicted concentrations. · Special road conditions such as dangerous curves or hills may limit reductions in some areas. · Of the total road salt applied, the percentage infiltrating to the water table and the percentage removed by surface drainage are not accurately known. Geologic conditions may induce a higher infiltration rate in some areas so that a 25% reduction in road application rate may not translate into the same level of reduction in the groundwater.
Page 4 of 8 July 2, 2003 Report: E-03-073
· Building of new roads and changes in road classification due to increased volume may reduce or negate the impact of reduced application rates. The above analysis assumed that an overall 25 percent reduction application rates was maintained within the capture zone.
In light of the above, staff recommend that the 10-year capture zones for each of the wells be identified as Winter Maintenance Sensitive Areas in the Winter Maintenance Policy and Procedures and that Transportation staff and local municipalities develop appropriate means to track and reduce road salt application rates within these areas. These areas are presented in Figure 3, Appendix A. Water Services staff will also explore opportunities to modify valve settings and/or wells providing water to the Parkway and William Street reservoirs to help improve predicted water quality. Finally, it is recommended that Transportation staff develop a work plan for pilot testing calcium magnesium acetate as an alternate road deicing measure to verify its effectiveness and that this testing occur within the capture zone of the Parkway well field. This location would also provide a unique opportunity to field verify the mass balance modeling and to monitor reductions in chloride using the existing groundwater monitoring network along Manitou Drive.
The reduction assessment discussed above focused on ways in which road salt application rates can be reduced to improve water quality. It did not assess the extent to which increases in the number of winter-maintained roads could negate application reductions and did not evaluate the extent to which road route selection, community planning, subdivision design, and storm water management could contribute to reducing the impact of road salt. The impact of road salt arising from new development has been raised by staff as an issue in recent development applications such as Vista Hills in Waterloo and proposed development on the west side of Kitchener. To ensure that new development minimizes the impact of road salt, it is recommended that Water Services staff work with Planning, Housing and Community Services staff to develop guidelines and initiate amendments to the ROPP, if necessary, to require consideration of road salt in transportation route selection, community planning, subdivision design, and storm water management.
Next Steps
Road salt reduction is critical for reducing or stabilizing chloride concentrations in priority well fields below the ODWS and a number of measures are proposed to achieve this reduction. The following steps are to be taken by staff to ensure the appropriate level of reduction is achieved and the impacts tracked:
· Transportation and Water Services staff will continue working with area municipal staff through the Road Salt Advisory Committee to develop appropriate tools for tracking/monitoring salt reduction throughout the region and encourage capital upgrades to be prioritized for the well capture areas proposed to be designated as winter maintenance sensitivity areas. · Transportation staff will continue developing initiatives to reduce road salt application rates. Transportation staff have indicated that an additional staff person (one FTE) will be required to implement the monitoring/tracking at well fields, to develop details of CMA pilot program and to investigate new application technology for chloride reductions. The budget implications for this staff person will be brought back to Regional Council as part of the 2004 budget process. · Water Services will undertake similar mass balance assessments of lower priority well fields to determine appropriate road salt reduction strategies for those wells. · Water Services staff are developing a fact sheet to raise awareness of the impact of road salt deicing on water resources. Water Services is also developing a broader public awareness campaign on the impacts of road salt, including an approach to encourage reduction of salt application on private parking lots and sidewalks. It is anticipated that this program will be developed prior to the 2003/2004 winter maintenance season.
CORPORATE STRATEGIC PLAN:
Page 5 of 8 July 2, 2003 Report: E-03-073
Road salt reduction is an important step in achieving the Region’s Strategic Plan goal of developing policies and practices to protect our groundwater and surface water resources.
FINANCIAL IMPLICATIONS:
The approved 2003 Water Capital Budget and the 20-Year Capital Forecast include $754,000 for road salt reduction activities for 2003 to 2005. This includes a 50% cost share on several Transportation capital upgrades in 2003 and 2004 and costs to develop and implement monitoring programs to assess impact of reduction
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Water Services and Transportation staff are working closely together on road salt reduction and both participate on the agency advisory committee. Transportation planning staff of the Planning, Housing, and Community Services Department and Community Health Department staff will participate in development of education programs for salt reduction.
PREPARED BY: Jim Robinson, Senior Hydrogeologist, Water Resource Protection Eric Hodgins, Manager, Water Resources Protection
APPROVED BY: Michael L. Murray, Commissioner, Transportation and Environmental Services
Page 6 of 8 Appendix A Report: E-03-073
FIGURE 1: Predicted Chloride Levels with no Change in Salt Application Rates
300 )
L ODWS for Chloride / 250 g m (
n
o 200 i t a r t n
e 150 c n o C 100
e PREDICTED CHLORIDE CONCENTRATION
d NO CHANGE i r William Street o l
h 50 Parkway
C Middleton Street Greenbrook 0 1940 1950 1960 1970 1980 1990 2000 2010 2020 2030 2040 2050
FIGURE 2: Chloride Levels Predicted with a 25 Percent Reduction in Application Rates
300 )
L ODWS for Chloride / 250 g m (
n
o 200 i t a r t n
e 150 c n o C 100 PREDICTED CHLORIDE CONCENTRATION e
d 25%REDUCTION i r William Street o l
h 50 Parkway
C Middleton Street Greenbrook 0 1940 1950 1960 1970 1980 1990 2000 2010 2020 2030 2040 2050
Page 7 of 8 July 2, 2003 Report: E-03-073
FIGURE 3: 10-Year Capture Zone for Priority Wells
Page 8 of 8
REGION OF WATERLOO Report: E-03-078
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/PW/WS.03
SUBJECT: WELL HEAD PROTECTION AREA ROAD SIGNS
RECOMMENDATION:
That the Regional Municipality of Waterloo approve installation of well head protection signs on Regional roads.
SUMMARY:
NIL
REPORT:
The Region is implementing a comprehensive Water Resources Protection Strategy (WRPS) to minimize the impact of historic, existing and future land uses on water resources. Key components of the strategy include identifying sensitive groundwater areas; collecting information on potential sources of contamination; developing policies and programs to reduce land use impacts, and increasing public awareness and education on source water protection issues. Community education and participation is essential for source water protection initiatives.
Efforts to increase awareness and educate residents on the importance of and need for source water protection have been implemented over the last 10 years. In general, these efforts have been guided by a Public Awareness Program (PAP) designed in 1994 to support and be aligned with the WRPS. The PAP identified three priority target areas for education and awareness activities: businesses, farmers, and urban and rural homeowners. While focusing on these groups, the program recognized the important contribution children provide in educating their parents and in helping to achieve broader source protection goals. Key education activities undertaken in recent years include: on-going promotion activities and extension efforts by program staff associated with the Rural and Business Water Quality Programs; numerous meetings, public notices, and newsletters for businesses potentially affected by new non-residential development policies in well head protection areas (Regional Official Policies Plan Amendment No. 12) during 1999 and 2000; business activity and chemical use surveys in several well head protection areas in 1998 and 2000; participation in the Waterloo Wellington Children’s Groundwater Festival for the previous 7 years, which provides hands-on water education activities for approximately 800 elementary school children each year. In addition, numerous Environews articles, presentations, and other traditional awareness raising activities have been undertaken.
Throughout these education efforts, residents have had difficulty understanding well head protection area concepts: well head protection areas have irregular shapes, well head protection areas only cover portions of the region; areas close to the supply well are sensitive to spills and other land-use activities. To raise awareness of these issues, staff are proposing to install road signs marking the location of the more sensitive well head areas
Page 1 of 2 July 2, 2003 Report: E-03-078 within the region. The details concerning the location and number of the signs to be installed have not been finalized and Water Services staff are working with Transportation staff and the Water Resources Protection Liaison Committee to finalize details as discussed below.
It is proposed that well head protection area signs be located along selected major regional roads upon entrance into each of the approximately 50 well fields. However, each of these well fields has up to three sensitivity zones; therefore, selection of the most appropriate zone at which to locate the signs is essential to balance sign visibility, driver impact and sign saturation. Options for consideration include posting signs at the Sensitivity 2 or the Sensitivity 4 boundaries or amalgamating zones to reduce the number of signs in the Region. Staff will concentrate initially on erecting signs in Cambridge, Kitchener and Waterloo due to the percentage of the overall supply capacity in these areas. A different approach is being considered for rural areas where both those on private and municipal supplies depend on local groundwater resources.
The signs will measure approximately 60 cm by 75 cm – the size of a speed limit sign – with black lettering on a white background to maximize driver impact. These signs will identify drinking water protection areas and include a contact number in the event of a spill. Larger signs are being considered for high visibility areas, such as the regional or city boundaries, or on major highways to emphasize the importance of groundwater to our region.
To launch these signs and raise the profile of Water Resources Protection initiatives, staff are planning a media event for late fall. Invitations to appropriate provincial, Regional and area municipal politicians have been initiated. To complement this event, staff are working in consultation with the University of Toronto’s Health Communication Unit to develop a communication plan and an awareness campaign to educate residents about well head protection areas, the need to report spills, and other source water protection programs. Together, the signs and the education campaign will encourage residents to respond to spills and will promote community responsibility for groundwater protection.
CORPORATE STRATEGIC PLAN:
This initiative supports the strategic plan objective of developing policies and programs to protect the Region’s groundwater resources.
FINANCIAL IMPLICATIONS:
The approved 2003 Water Services capital budget allocated $133,000 for Public Involvement. The signs will be built and installed by Transportation staff.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Transportation staff have participated in sign design and identifying suitable locations. Graphic Services has also been consulted for road sign design. Representatives from Public Health and the CAO’s Office are involved in Water Services Education and Awareness activities for source water protection.
PREPARED BY: Leanne Lobe, Water Resources Technician, Water Resources Protection
APPROVED BY: Michael L. Murray, Commissioner, Transportation and Environmental Services
Page 2 of 2
REGION OF WATERLOO Report: E-03-087
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/P&W/WS.03
SUBJECT: FINAL REPORT - AYR WATER EFFICIENT TOILET REPLACEMENTS
RECOMMENDATION:
For information only
SUMMARY:
A total of 711 6-litre low flush toilets were installed in the Village of Ayr as part of an intensive water efficiency program that ran from November 24, 2001 to March 31, 2003. This represents 38.7 percent of the target 1,839 replaceable water guzzling toilets in Ayr, and a daily water savings of approximately 100 m3. The water saved is enough to supply the average needs of approximately 110 households and the maximum day needs of approximately 55 households.
The intensive Water Efficiency program in Ayr featured a Region of Waterloo rebate of up to $200 per voluntary 6-litre toilet replacement, and home consultations with participating households to provide further water saving information. Participating households were also given free shower heads and tap aerators wherever inefficient fixtures were observed.
The replacement of toilets in Ayr resulted in a noticeable decrease in wastewater flows at the Ayr Wastewater Treatment Plant (AWWTP). This decrease provided some short term capacity and also helped to ensure that the AWWTP met its regulatory discharge volume requirements.
REPORT:
Background
Due to housing and population growth in the settlement of Ayr in North Dumfries Township, the water supply and wastewater treatment systems are currently at or near capacity. Ayr's population increased from 2,870 in 1994 to 3,843 in 2001. Growth is anticipated to continue with a population of 4,630 projected for 2011. Corresponding to the population increases are increases in water demands and wastewater flows. Future water supply and wastewater expansions are scheduled in the Region of Waterloo’s capital budget beginning in 2004 and 2005 respectively. The budgeted cost of the water and wastewater expansions is $3.3 million and $4.3 million.
In an effort to “buy capacity” the Region of Waterloo’s Ayr Water Efficiency project, featuring a $200 rebate to homeowners for each 6-litre toilet installed, was launched on November 24, 2001 and concluded on March 31, 2003. The goal of the program was to have residents voluntarily replace 80 percent of an estimated 1,839 old toilets in the settlement area with efficient models and save approximately 78,862 cubic metres (m3) of water per year. The target households were those built before 1996 that had toilets flushing at least 13-litres per use.
A cost-benefit analysis in mid-2001 revealed that if 80 percent of target toilets in Ayr were replaced, water and wastewater treatment plant expansions could be deferred by four to seven years. It was estimated that at an 80 Page 1 of 7 July 2, 2003 REPORT: E-03-087 percent replacement rate, the net present value of the deferred expansions would be $949,000 less than proceeding without the water efficiency program.
Due to process and metering changes at the Ayr Wastewater Treatment Plant (WWTP) and the potential connection of J.M. Schneider Inc. to the sewage collection system, the WWTP expansion must now be completed by 2005 as originally scheduled. The result is that no capital savings will be achieved on the wastewater side of the equation. The Ayr Water Efficiency Program did reduce flows to the Ayr Wastewater Treatment Plant (detailed later in this report).
If a toilet replacement rate of 80 percent were achieved in Ayr, the water supply plant expansions could potentially have been deferred by four years, with an estimated net present value savings of $107,000. If 50 percent of target toilets were replaced in Ayr, the water supply plant expansion may have been deferred by one year, with a net present value savings of $6,000. The replacement rate achieved by the Ayr Water Efficiency Program resulted in additional available capacity but the capacity was not sufficient to justify deferral of the proposed water supply expansion.
Method
The Ayr Water Efficiency Program was delivered in a similar way to Waterloo Region’s regular Toilet Replacement Program (TRP), except that toilet replacement rebates were increased from $40 each to a maximum of $200 each. Residents were encouraged through advertising to register the number of toilets they wished to replace. Once replacements were done, Region staff would visit participating homes to verify installation and educate residents about other ways to save water around the home. The Region then issued a maximum of $200 toward the purchase and installation of each efficient 6-litre toilet.
An important factor in this project was the short timeline. Beginning with the launch on November 24, 2001 target residents were given until December 31, 2002 to register for toilet replacements. Last minute registrants then had a deadline of March 31, 2003 to install their efficient toilets and receive the rebate.
Regional Council approved a slight expansion to the Ayr Water Efficiency Program in July, 2002 to include residential-type toilets replaced by local businesses. It was estimated that there were 40 inefficient toilets in local businesses and institutions.
The 16-month Ayr program was developed, launched and administered by regular Water Efficiency Section staff for the initial three months, then a full time temporary staff person carried the bulk of the program for 10 months. The final two months of the program were again administered by permanent water efficiency staff.
Marketing and Promotion
A comprehensive mix of marketing communications was delivered to promote the Ayr Water Efficiency Program. The list below highlights the communications delivered.
13 local newspaper advertisements (several news articles also published) 3 open houses/displays (November 2001; April & June 2002) Posters in public locations Direct marketing pamphlets, mailouts, news inserts, flyers Cold-call door-to-door canvassing and telemarketing Take-home flyers for elementary school children Thank-you and reminder letters Lawn signs Utility bill insert Tax bill insert
During intensive cold-call telemarketing in June 2002, staff learned that 86 percent of the target audience knew of
Page 2 of 7 July 2, 2003 REPORT: E-03-087 the program. Based on this information, it is safe to assume that 90 to 100 percent of Ayr homeowners were aware of the $200 per toilet rebate prior to the December 31, 2002 registration deadline.
Program Results
The total number of efficient toilets installed in Ayr by March 31, 2003 was 711. The toilets were installed in 305 households and 21 businesses. This represents 38.7 percent of the target 1,839 replaceable water wasting toilets in Ayr, and a daily water savings of approximately 100 m3. The water saved is enough to supply the average needs of approximately 110 households and the maximum day needs of approximately 55 households. The typical Region of Waterloo formula used to calculate this water savings is noted below:
4 flushes/person/day X avg. 12 litres/flush saved X 2.926 people per unit X #toilets / 1000 = m3/day
Another way staff are monitoring the success of this program is through wastewater treatment plant flow data. Base wastewater flows are relatively consistent throughout the year due to minimal variations in surface and subsurface inflow and infiltration in Ayr. Ayr wastewater flow trends, adjusted for population growth and metering changes, clearly indicate a downward trend in flow during recent months as the number of efficient toilet replacements increased. By February of 2003, the wastewater flow trend was down by 55 m3 per day, and the full impact of the program had not yet been felt. More detail is provided in Appendix A.
A total of 1,010 toilets were actually registered for replacement during the Ayr program and, if replaced, would have resulted in a 56 percent replacement rate. Of the toilets registered, 70 percent were actually installed and rebated within the time limit given.
Toilet Facts
All CSA or Warnock-Hershey approved 6-litre toilets were eligible for the $200 replacement rebate during the Ayr program. The average rebate per toilet, with installation, was $198. In October of 2002, the average cost per toilet was $238, but the more significant indicator is the median cost per toilet, which was $194, tax included. This means that the $200 rebate would fully finance the purchase of a mid-market 6-litre toilet. The only extra cost would be if residents chose to hire a plumber to install units at an average rate of $56 per toilet.
The majority of toilets replaced in Ayr through the program were one of three models: the Kohler “Wellworth Light,” American Standard “Cadet,” and the Mansfield “Alto.”
Public Attitudes
One method used to collect information about homeowner attitudes was through a two week telemarketing campaign at the mid-point of the program. From June 3 – 14, water efficiency staff members made 426 calls and actually spoke to 202 Ayr homeowners. Of the 202 homeowners contacted during this period, 59 registered to replace 118 toilets. The top five reasons given by the remaining 143 households for not participating are listed below.
1. They believed their existing toilets were already “efficient” or “not that old” and worked well (33%). 2. They were “not interested,” but no reason was given (18%). 3. They were not certain and wanted more information first (9%). 4. They did not like/trust 6-litre toilets (7%). 5. They felt it was bad timing to replace the toilet, saying “not right now” (6%).
Since the June telemarketing blitz, staff continued with cold-calling and direct door-to-door canvassing. This continued and ongoing contact with Ayr residents has resulted in further anecdotal evidence to support the reasons noted above. It is clear that there are a variety of reasons why residents in Ayr did not replace toilets to the extent hoped. However, a significant sub-group within the target audience said their toilets (often 10-12 years
Page 3 of 7 July 2, 2003 REPORT: E-03-087 old) work fine, and the potential water bill savings for switching to 6-litre units was too low to entice them. In many cases, these residents were “sitting on the fence.”
A conclusion to be made about the “fence sitters” who did not take the final step and replace their toilets for little or no cost is that they place low intrinsic value on water. These residents will not act unless their toilets no longer function.
Conclusions
1. Due to growth and operational factors beyond the influence of the Ayr Toilet Replacement Program, capital deferrals on the wastewater treatment side of the equation will not be possible. The number of toilets replaced was not sufficient to allow deferral of any capital projects but did result in some short term capacity and overall reductions in water use. 2. The wastewater flow data, however, suggests that the 711 efficient toilets installed have reduced base water consumption and wastewater production and will have a positive environmental impact. 3. Increasing the length of the program may be an effective way to increase participation rates. The challenge, however, would be to lengthen the timeline without feeding complacency and slowing the rate of participation down. The answer might be to offer front-door service with toilet orders and installation by Region-approved contractors. 4. Of the 1,010 toilets registered under the program, 70 percent (711 units) were actually installed by the deadline. It may be worthwhile investigating why approximately 30% of the registrants did not follow through and replace their toilets. 5. A range of public attitudes and opinions can influence the replacement rate in a voluntary program, from resistance to growth, to the age/repair of toilets targeted for replacement. Future programs should focus on promoting the intrinsic value of water as a resource that must be conserved. 6. A final conclusion about the Ayr Water Efficiency project is that the 711 toilets did supply short term water and wastewater capacity for a community under pressure to grow.
CORPORATE STRATEGIC PLAN:
The Ayr water efficiency program builds on the enhanced water efficiency program, and is consistent with the Strategic Plan goal of providing and enforcing strong, effective policies that ensure responsible and sustainable growth.
FINANCIAL IMPLICATIONS:
The first $40 of each toilet rebate is funded from the Region’s Toilet Replacement Program capital project. The remaining portion of the rebate, to a maximum of $160, is funded from the Ayr Water Efficiency Program capital project. The rebate/installation costs for 711 toilets replaced during the 16-month program breaks down as follows:
Rebates, regular TRP budget $ 28,440 Rebates, Ayr Program budget 111,998 Total rebates & installation $ 140,438
Page 4 of 7 July 2, 2003 REPORT: E-03-087
The full Ayr Water Efficiency Program cost breakdown is summarized below.
Total Rebates & Installation $ 140,438 Salary, benefits, mileage 36,023 Newspaper Advertising 7,215 Other Promotion Expenses 1,524 Showerheads/Aerators 3,978 TOTAL $189,178
From a development perspective, the Ayr program cost the equivalent of $1,719 per building lot at base flow volume, or $3,439 per lot at peak flow volume (total program cost divided by water saved on a per household equivalent basis).
The approved Ayr Water Efficiency Program budget is $300,000 and the unspent funds will be returned to the Water Capital Reserve Fund and Regional Development Charges. The budget for the regular Toilet Replacement Program (TRP) is $209,000 annually, and is sufficient to cover the $28,440 portion of the Ayr rebates.
WEAC DISCUSSION
The Water Efficiency Advisory Committee reviewed the program results at its meeting on June 12. The brief discussion focused mainly around the cost of the program relative to housing development fees. Staff suggested that the Ayr replacement program succeeded in being a “break even” program from the perspective of supplying water and wastewater infrastructure to new housing on a per single family dwelling basis.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: Steve Gombos, Manager, Water Efficiency Section, Water Services
APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services
Page 5 of 7 July 2, 2003 REPORT: E-03-087
APPENDIX A
Ayr Wastewater Flow Analysis
1,700.00
1,600.00 New Flow Meter 1,500.00 Installed March 1/03
1,315 m3 1,400.00
1,300.00
1,200.00 1,260 m3 Avg. m3/day 1,100.00
1,000.00
900.00
800.00
Jan_01Feb_01Mar_01Apr_01May_01Jun_01July_01Aug_01Sep_01 Oct_01Nov_01Dec_01 Jan_02Feb_02Mar_02Apr_02May_02Jun_02July_02Aug_02Sep_02Oct_02Nov_02Dec_02 Jan_03Feb_03 Month Wastewater Flow m3/day Projected Flows with Growth Meter Adjusted Flow Linear (Meter Adjusted Flow)
Page 6 of 7 July 2, 2003 REPORT: E-03-087
Appendix B - Cumulative Ayr Toilet Replacements by Quarter
800
700
600
500
400
300 #Toilets Replaced
200
100
0 2001_4 2002_1 2002_2 2002_3 2002_4 2003_1 Quarter
Number of Toilets Replaced
Page 7 of 7 REGION OF WATERLOO Report: E-03-088
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: C06-60/PW/WS.03
SUBJECT: COMMUNITY HOUSING WATER EFFICIENCY PROJECT
RECOMMENDATION:
THAT the Region of Waterloo allocate up to $50,000 from the Water Efficiency Capital Budget toward a dual flush toilet research project in the Housing Division; and
That the Region of Waterloo sponsor the installation of up to three dual flush toilets in the Rotary Dream Home for demonstration purposes.
SUMMARY:
Nil
REPORT:
The Water Efficiency Section has begun discussions with the Housing Division regarding the possibility of testing dual flush 3/6-litre toilets in community housing buildings. The general plan would be to gather baseline information about the efficiency of toilets currently installed in community housing and to determine both water savings and long term maintenance costs associated with using dual flush toilets.
The four main objectives of the project are listed below:
1. To measure the water savings, costs and benefits of installing dual-flush 3/6 litre toilets in community housing. 2. To review toilet replacement opportunities to target multi-residential units for a pilot dual-flush 3/6 litre toilet replacement. 3. To inventory the number of toilets in public housing, noting their efficiency, and to assist Housing staff with developing a replacement schedule where applicable. 4. To report project results to both the public and peers in Housing and Water Services.
The prime benefit of this project will be the Region will be seen as a leader in water efficiency and operational innovation. Other benefits include: · Potential water and cost savings for the Region. · Saving the environment. · Potential savings in maintenance costs. · Monitoring and assessing performance of dual-flush toilets.
Timing for this project would be as follows: · Scoping and project decision June 2003 · Water Efficiency audit June to August 2003
Page 1 of 2 July 2, 2003 REPORT: E-03-088
· Replace toilets in one or two properties September 2003 · Monitor results, develop recommendations and report September 2003 to late 2004 · Implement recommendations as appropriate 2005+
WEAC DISCUSSION
Water Efficiency Advisory Committee (WEAC) members reviewed the proposed Community Housing project at its June 12 meeting and were supportive. Members suggested that staff ensure accurate data be collected during the project, and that staff provide regular project updates during future WEAC meetings. A motion was then passed in support of designating $50,000 in capital funds to the project.
A WEAC member then suggested that the Region of Waterloo offer to finance the purchase and installation of 3/6 litre dual flush toilets in the Waterloo Rotary Dream Home now being constructed. This would help promote the new technology, as many people tour the Rotary homes. A motion was then passed in support of the purchase and installation of up to three dual flush toilets in the Rotary Dream Home.
CORPORATE STRATEGIC PLAN:
The proposed project is consistent with the Strategic Plan goal of providing and enforcing strong, effective policies that ensure responsible and sustainable growth.
FINANCIAL IMPLICATIONS:
It is recommended that a maximum of $50,000 be allocated to the proposed Community Housing Project in 2003. The Water Services Capital Budget for Water Efficiency currently has sufficient funds to cover this project. Water Efficiency projects are funded from the Water Reserve Fund and Regional Development Charges.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Nil
PREPARED BY: Ruth Hildebrand, Coordinator, Water Efficiency, Water Services
APPROVED BY: Michael Murray, Commissioner, Transportation and Environmental Services
Page 2 of 2 Report: CR-RS-03-041 REGION OF WATERLOO
CORPORATE RESOURCES Legal Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: AGREEMENT WITH CHRISTOPHER E. VAN BARGEN FOR EXTENSION OF TOWNSHIP OF WELLESLEY (LINWOOD) WATER DISTRIBUTION SYSTEM
RECOMMENDATION:
That the Regional Municipality of Waterloo enter into agreement with Christopher E. Van Bargen, the developer of four building lots facing onto Manser Road (Regional Road 5), being Part of Lot 10, Concession 10, West Section, Township of Wellesley, to extend the Linwood water distribution system to service the four lots at the expense of the developer, as detailed in Report No. CR-RS-03-041 dated July 2, 2003, such agreement to be to the satisfaction of the Commissioner of Transportation and Environmental Services and the Regional Solicitor.
SUMMARY: NIL
REPORT:
The Region operates the water distribution systems in the Township of Wellesley under an agreement as approved by Regional Council on December 12, 2001 (joint report E-01-015.2/CR-RS-01-030). Christopher E. Van Bargen obtained approval to develop the four lots (shown as the “Subject Properties” on Schedule “A” attached). At that time the Region advised that there was not sufficient capacity in the Linwood water distribution system to service the four lots and as a result approval was granted on the basis of private well water systems on each lot. In the interim, at the request of the Township and the developer, Water Services has revisited the capacity issue and determined that there is sufficient capacity to service the four lots of the developer. The developer requested that the water distribution system be extended to the four lots and, subject to Council approval, Water Services has agreed to this request, subject to a written agreement pursuant to which the developer would fund all engineering and construction costs and provide appropriate indemnities and security.
CORPORATE STRATEGIC PLAN:
The recommendation of this Report supports the goal to provide and enforce strong, effective policies that ensure responsible and sustainable growth which recognizes the varying needs of our urban and rural citizens and communities.
FINANCIAL IMPLICATIONS:
The full capital cost of the extension of the Linwood water distribution system to the four lots is to be paid by the developer.
Page 1 of 3 July 2, 2003 Report: CR-RS-03-041
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Transportation and Environmental Services staff have been consulted in the preparation of this report.
PREPARED BY: W. Duncan Leggett, Solicitor, Property
APPROVED BY: Connie Peterson Giller, Commissioner of Corporate Resources and Regional Solicitor
Page 2 of 3 REGION OF WATERLOO Report: E-03-075/P-03-053
TRANSPORTATION AND ENVIRONMENTAL SERVICES Water Services
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE: C06-60/PWC/WS.03
SUBJECT: 2003 WATER & WASTEWATER MONITORING REPORT
RECOMMENDATION:
THAT the Regional Municipality of Waterloo accept the report entitled 2003 Water and Wastewater Monitoring Report summarized in Report E-03-075/P-03-053 as the account of water supply and wastewater treatment capacity for 2003.
SUMMARY:
NIL
REPORT:
Background
The Region of Waterloo Transportation and Environmental Services Department produces the Water and Wastewater Monitoring Report annually with input from the Region's Planning, Housing and Community Services Department. The purpose of this report is as follows:
1. to document actual water use and wastewater flows,
2. to provide a basis for water use and wastewater flow forecasts required in preparing the capital budgets and user rates,
3. to document water production and wastewater treatment capacities,
4. to update Regional Council with respect to remaining uncommitted capacities of water supply and wastewater treatment infrastructure, and
5. to provide a basis for engineering staff to provide comments on the water and wastewater aspects of development applications
The 2003 Water and Wastewater Monitoring Report (2003WWWMR) deals with the Regional water supply and wastewater treatment facilities' ability to accommodate the current and anticipated short to medium term demands, i.e. to 2011. The report will be one of a number of inputs used in assessing the needs for Regional water and wastewater infrastructure, in preparing the 2004 capital budget, the 20 year water and wastewater capital forecast, and in formulating responses to development applications.
This report separates servicing commitments into the following two categories:
Category 1 - Unbuilt Units in Registered Plans and recent Building Permits issued for units not occupied as of December 31, 2002, and Servicing Agreements signed, and
Category 2 - #1 above, plus the units in draft approved plans without any special conditions.
Page 1 of 7 July 2, 2003 REPORT: E-03-075/P-03-053
Tables 1 and 2 (metric and imperial respectively), and Table 3 (metric only), attached, summarize the data collected and commitments for the Region's water supply systems and wastewater treatment plants (WWTP). Areas of concern with respect to capacity or commitments are highlighted.
Servicing Agreements
In 1996, Regional Council adopted a resolution establishing new procedures that no longer committed water and wastewater servicing capacity at the draft plan approval stage of development. Servicing commitments are now made through separate servicing agreements between the Region and the developer, which are executed once a development is ready to proceed to registration. Developers seek an agreement for servicing just prior to registration of the plan, and the servicing agreement expires within six to eighteen months of being signed, at which time the developer would be required to seek a new commitment for servicing if registration has not taken place.
2002 Water Supply Capacity and Commitments
Firm or system water supply capacities were adequate to meet actual maximum demands in all communities in 2002, except in the case of Ayr.
The Integrated Urban System (IUS) (Cambridge, Kitchener, Waterloo, Elmira and St. Jacobs water system) has 14,298 available units of uncommitted Category 2 capacity remaining (39,648 persons).
The Baden/New Hamburg water system has 3,378 available units of Category 2 capacity remaining (8,867 persons).
The Ayr water system has no available uncommitted Category 2 capacity as of December 31, 2002. A Class Environmental Assessment for water supply system and wastewater treatment system expansions is underway and an expansion to the Ayr water system is scheduled to be completed by late 2005 or early 2006. Until the capacity upgrades are completed, there are various on going actions that could increase effective capacity of the system. These actions include an enhanced water efficiency program (initiated in 2001) and an odd-even day lawn watering by-law (enacted by North Dumfries Council in May 2000).
The Wellesley water system has an uncommitted Category 2 capacity of 88 available units (268 persons). A new stand-by well is to be constructed in 2004/2005 that will effectively double the capacity of the Wellesley water system.
The St. Clements water system has an uncommitted Category 2 capacity of 154 available units (507 persons). Capacity calculations for St. Clements are based on design data due to the limited amount of historical water use data.
Firm or system water supply capacities in 2012 resulting from implementation of the Region's current budget and 10 year forecast for water are anticipated to be adequate to accommodate all current development commitments for water supply. With regard to the IUS, on May 10, 2000, Regional Council approved the recommendations of the Long Term Water Strategy Study as the Region's Water Supply Master Plan to provide water servicing to the Region for at least the next 40 years. As the plan is implemented, capacity increases of 13 to 15 million imperial gallons per day (MIGD) are anticipated over the next seven year period for the IUS. A 5 MIGD capacity Aquifer Storage and Recovery (ASR) system is currently under construction on the Mannheim Water Treatment Plant site and another 5 MIGD expansion is schedule to be completed in 2010. Also, a groundwater exploration program is projected to add 3 to 5 MIGD of capacity by 2009. 13 MIGD of system capacity will service an additional 114,000 persons at current per capita consumption rates.
There is currently water servicing capacity available for an additional 18,000 persons in the Region of Waterloo. Tables 1 and 2 summarize the data relating to water supply.
Small Water Supply Systems
Limited historical water usage data is available for the 14 small water supply systems owned and operated by the Region. These systems include Branchton Meadows, Brown’s Subdivision and Roseville in North Dumfries; Linwood and Heidelberg (reported as one system including that portion of Heidelberg in Woolwich) in Wellesley;
Page 2 of 7 July 2, 2003 REPORT: E-03-075/P-03-053
New Dundee, Foxboro Green and St. Agatha in Wilmot; and Conestogo (Conestoga Golf Course and Conestoga Plains), Maryhill and Village Heights in Maryhill, and West Montrose in Woolwich.
Reporting on these small systems began with the 98WWWMR. The data is limited due to the lack of historical consumption data available. All numbers reported, excluding actual average and maximum day demand figures, are design numbers based on Ministry of Environment water usage guidelines for small communal water supply systems. Most of these systems were designed to only service specific sub-divisions in the respective settlement areas and have no additional capacity to service units beyond the design capacity of these systems. Available system capacity will be calculated on an individual basis prior to commenting on development applications. Table 3 summarizes the data on small water systems.
In 2002, the Linpine and Eastgate Meadows supply systems in Linwood were abandoned and these customers were connected to an upgraded Regional system now serving the entire community.
2002 Wastewater Treatment Capacity and Commitments
WWTP capacities were sufficient at all Regional plants to treat actual average flows in 2002.
The Kitchener (48,971 units or 179,000 persons), Waterloo (2,029 units or 5,900 persons), Galt (12,943 units or 37,000 persons), Hespeler (997 units or 3,000 persons), Baden/New Hamburg (923 units or 2,500 persons), Elmira (1,593 units or 4,360 persons), St. Jacobs (22 units or 65 persons) and Wellesley (287 units or 875 persons) WWTPs have uncommitted Category 2 capacity available.
In Preston in 1996, 4,020 m3/d of capacity was held in reserve to service development in the Cambridge Business Park (CBP). Over the past few years, that reserve allocation has been reduced to account for development in the CBP. As of the end of 2002, the CBP is approximately 75% occupied. Therefore, the reserve allocation has been reduced by 75% to a total of 1,005 m3/d. As of December 31, 2002, the Preston WWTP has 2,626 units of available Category 2 capacity, which will service 6,570 persons.
As stated earlier, measures are being considered that could reduce water usage and wastewater production in Ayr, and it is anticipated that implementation of these measures will reduce loading on both the water and wastewater systems. A project to re-rate (increase of plant capacity) of the Ayr WWTP was also completed in late 2001. The plant capacity was increased from 1,180 m3/d to 1,500 m3/d. However, not all the re-rated capacity of the plant is available for treating additional wastewater flows, as the old flow meter in the plant was inaccurate and readings were probably undervalued by approximately 15% to 20%. Additionally, a study on Inflow and Infiltration (I/I) conducted for the Township of North Dumfries has identified a major I/I issue at a sewage manhole adjacent to the Rose Street Sewage Pumping Station. The Township and Region are currently working together to repair the manhole and reduce I/I at this location. Until some historical information is available for the new flow meter at the plant, and the impact of the manhole repairs is known, no additional Category 2 capacity will be allowed for the Ayr WWTP. As noted earlier, a Class EA is underway for water supply and wastewater treatment capacity expansion. It is anticipated that system expansions will be completed by late 2005 or early 2006.
Implementation of the Region's 20 year capital forecast for wastewater is anticipated to be adequate to accommodate all current development commitments for wastewater treatment. Therefore, the Region's overall water supply and wastewater treatment commitments are provided for, given the accomplishment of projects now in the Region's capital budgets and 20 year capital forecasts. Currently, there is sufficient wastewater treatment capacity in the Region of Waterloo for an additional 239,000 persons. Tables 1 and 2 summarize data relating to wastewater treatment.
CORPORATE STRATEGIC PLAN:
The Water and Wastewater Monitoring Report supports the Strategic Plan goal "to create and support a climate that encourages economic prosperity".
Page 3 of 7 July 2, 2003 REPORT: E-03-075/P-03-053
FINANCIAL IMPLICATIONS:
The financial implications of this report will be addressed in the 2004 budget process.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff from the Planning, Housing & Community Services Department contributed to the production of this report.
PREPARED BY: Scott Clarke, Technologist I, Water Services
APPROVED BY: Michael L. Murray, Commissioner of Transportation & Environmental Services
Page 4 of 7
REGION OF WATERLOO Report: P-03-057
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: T15-40/50 WAT
SUBJECT: AMENDMENT TO REGIONAL MUNICIPALITY OF WATERLOO CONTROLLED ACCESS BY-LAW #58-87 FOR A TEMPORARY CONSTRUCTION ACCESS AND A PERMANENT ACCESS ON REGIONAL ROAD #50 (WESTMOUNT ROAD), IN THE CITY OF WATERLOO
RECOMMENDATION:
THAT the Regional Municipality of Waterloo Controlled Access By-law #58-87 be amended, as outlined in Report P-03-057, dated July 2, 2003, for the following: a) A temporary construction access on Regional Road #50 (Westmount Road) located approximately 410 metres north of Columbia Street; b) A permanent access on Regional Road #50 (Westmount Road) located approximately 693 metres north of Columbia Street; and c) A permanent emergency access on Regional Road #50 (Westmount Road) located approximately 773 metres north of Columbia Street.
SUMMARY:
The University of Waterloo is proposing to expand its residential development located at the northwest corner of the intersection of Columbia Street and Westmount Road, by adding 300 townhouse units. The University of Waterloo has requested the Region’s Controlled Access By-law be amended to permit a temporary construction access, a permanent right-in and right-out only movement access and a permanent emergency access on Westmount Road.
REPORT:
By-law #58-87, “A By-law to Designate and Regulate Controlled Access Roads”, was enacted to control the construction or alteration to the geometric design of any private means of access to a Regional road. All Regional roads are included in either Schedule”A” or Schedule “B” of the By-law. Regional roads included in Schedule “A” (Controlled Access – Prohibited), include arterial roads and freeways where access to these roads must be restricted due to high traffic volume and speed. All requests for changes to existing accesses or for new accesses require an amendment to the By-law. Regional roads included in Schedule “B” (Controlled Access – Regulated) include all remaining arterial roads within the Regional road system. Typically, these roads are front-lotted with access available only to the Regional road or are comparatively lower volume roads.
Page 1 of 2 July 2, 2003 Report: P-03-057
The University of Waterloo is proposing to expand its residential development located at the northwest corner of the intersection of Columbia Street and Westmount Road. (Refer to Appendix A). The residential development proposes to utilize an existing access on Columbia Street and has requested a second access on Westmount Road. (Refer to Appendix B).
The University of Waterloo has also requested a temporary construction access (refer to Appendix C) and a permanent emergency access on Westmount Road. (Refer to Appendix D). The temporary construction access is expected to expire on April 1, 2004 in conjunction with the commencement of construction of Westmount Road.
This section of Regional Road #50 (Westmount Road) is designated as a Controlled Access – Prohibited road. As a result, Council approval is required prior to the issuance of an access permit by staff.
Transportation Planning staff have reviewed the proposed emergency access, permanent access, and construction access on Westmount Road and are recommending the by-law amendment be approved.
CORPORATE STRATEGIC PLAN:
Provisions of safe access is an operational activity used to assist in the implementation of the Region’s strategic objective of providing a safe community.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Corporate Resources Department will be required to amend Controlled Access By-law #58-87.
PREPARED BY: Brian Soehner, Supervisor, Corridor Management
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 2 of 2
REGION OF WATERLOO Report: P-03-058
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE: T15-40/22
SUBJECT: DISPOSAL OF SURPLUS ROAD ALLOWANCE – NORTHFIELD DRIVE, REGIONAL ROAD #22, TOWNSHIP OF WOOLWICH
RECOMMENDATION:
THAT the Regional Municipality of Waterloo declare part of the Regional Road #22 (Northfield Drive) road allowance described as Part 1 of Plan No. 58R-14108, in the Township of Woolwich, surplus to the needs of the Region of Waterloo and convey the lands to the abutting owner as outlined in P-03-058, dated July 2, 2003, subject to the following: a) The abutting owner pay fair market value for the land, plus all applicable taxes, legal, surveys and advertising costs associated with the closing and conveying the surplus road allowance and enter into an Agreement of Purchase and Sale satisfactory to the Regional Solicitor; b) The Region of Waterloo receive no objection through the standard public notification of the proposed road closure.
SUMMARY:
Following the reconstruction of the Scheifele Bridge carrying Regional Road #22 (Northfield Drive) over the Conestoga River, a remnant parcel remained. Over the years the parcel has been used for canoe launching, fishing, picnics and late night parties. The local Fire Department has been called out to extinguish abandoned fires and the Region’s Road Maintenance staff have been required to clean up garbage left on the site.
In accordance with the Region of Waterloo Policy for the Disposal of Surplus Regional Property, the property must be offered to the Area Municipality at the appraised value. If the Area Municipality has no interest in acquiring the land, the land is to be offered to the abutting property owner at the appraised value and failing an agreement with the abutting owner, the land can be offered for sale on the open market. Due to the location and size of the property, staff believe that should an agreement not be completed with the abutting owner, the parcel not be placed on the market.
REPORT:
In 1957, the former County of Waterloo realigned the Conestoga River at Northfield Drive (Regional Road #22). The Scheifele Bridge was constructed over the new crossing of Northfield Drive at the Conestoga River. The river realignment left surplus land to the north of Northfield Drive. Appendix “A” illustrates the location of the Scheifele Bridge and the surplus road allowance. Appendix “B” illustrates the surplus land as Part 1 of Plan 58R- 14108.
Page 1 of 2 July 2, 2003 Report: P-03-058
The surplus land located on the northeast quadrant of the Northfield Drive crossing of the Conestoga River is accessible from Northfield Drive and has been used for canoe launching, picnics and parties and water supply by the Conestoga Fire Department. The Conestoga Fire Department has been called out to extinguish camp fires and Regional Roads Maintenance staff have been required to clean up garbage on the site. The access to Northfield Drive is substandard. Improving the access would require the purchase of land from the abutting owner and the excavation of a substantial amount of soil.
The previous owner of the abutting property used the Northfield Drive access to reach a lane that leads to the rear of the farm. The current owner is prepared to install a fence and gate to prevent public use of the land. In accordance with the Region of Waterloo Policy for the Disposal of Surplus Regional Property, the property has been offered to the Township of Woolwich at fair market value. The Township of Woolwich has advised the Region that it has no interest in purchasing the land. The abutting owner has provided the Region with the initial deposit for the legal and advertising costs. The parcel will be conveyed to the abutting owner as a lot extension.
CORPORATE STRATEGIC PLAN:
Conveying the surplus land to the abutting owner will reduce the maintenance cost of this section of road and will reduce the response costs of the Woolwich Fire Department and Regional Polic e.
FINANCIAL IMPLICATIONS:
The purchaser will pay fair market value as well as all legal, survey and advertising costs attributed to the closure and conveyance of the surplus road allowance.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Services Division will prepare the necessary deed to convey the surplus land to the abutting owner. The Corporate Resources Department will advertise the proposed road closure.
PREPARED BY: Brian Soehner, Supervisor, Corridor Management
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 2 of 2
REGION OF WATERLOO Report: P-03-060
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: GRT EXPRESS SERVICE – PHASE I
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the routing and service hours proposed for an express service as per Figure 1 of Report P-03-060, dated July 2, 2003, to be implemented September 2, 2003.
SUMMARY:
As part of the GRT 5-year Business Plan approved by Regional Council, a need for express service was identified. The proposed express route (Figure 1) would travel between the University of Waterloo and Fairview Park Mall with stops in Uptown Waterloo and at the Kitchener Transportation Centre. The express service would operate Monday to Friday in the AM and PM peak hours on a 15 minute frequency. The proposed express routing recommended in this report would be the first phase of the Central Transit Corridor Express project (Figure 2) which was submitted to the federal Urban Transportation Showcase Program.
Implementing the express service in September 2003 will coincide with the start of the double cohort at the University of Waterloo, thereby, maximizing ridership potential. The proposed express service could be implemented in September 2003 but would require the leasing of four buses at an additional cost outlined in the financial implications section.
REPORT:
Background
The geographic extent of Waterloo Region means relatively long travel times to get from one end of the urban area to major destinations at the other end (even by auto). This significantly limits the degree to which these trips are attracted to transit. These long travel times could be reduced considerably with a faster express service that will be essential to attract significant ridership in the future that will support higher-order transit.
Service Description and Travel Time Savings
This proposed express route will complement the Route 7 MAINLINE service that exists today. It would operate Monday to Friday in the morning and afternoon peak hours. GRT is expecting to attract new customers and service existing customers more effectively for trips between Fairview Mall, Kitchener Transportation Centre, Uptown Waterloo and the University of Waterloo. Table 1 compares the current scheduled travel times on Route 7 MAINLINE to the travel times of the new express service. The expected time savings are listed beside each destination by direction.
Page 1 of 8 July 2, 2003 Report: P-03-060
Table 1: Comparison of Scheduled and Express Service Travel Times
Express Service Route 7 Scheduled Potential Time Northbound Travel Time Travel Time Savings (minutes) (minutes) (minutes) FROM Fairview Park Mall TO Kitchener Transportation Centre 12 15 - 19 3 - 7 Uptown Waterloo 17 28 - 33 11 - 16 U of W ( South) 25 47 - 54 22 - 29 U of W (North) 28 47 19 Seagram Drive 31
Express Service Route 7 Scheduled Potential Time Southbound Travel Time Travel Time Savings (minutes) (minutes) (minutes) FROM University of Waterloo (South) TO Uptown Waterloo 7 10 - 14 3 - 7 Kitchener Transportation Centre 12 19 - 26 7 - 14 Fairview Park Mall 24 42 - 56 18 - 32
Future Phasing
The route proposed in this report will be the first phase of a full express route. The full implementation of the express as proposed by our Central Transit Corridor Express (Figure 2) submission to the Urban Transportation Showcase Program (UTSP) is planned for April 2005.
With the UTSP proposal, the route would be extended north from the University of Waterloo, through the proposed University Research and Technology Park, to Conestoga Mall and extended south from Fairview Park Mall to the Ainslie Street transit terminal in south Cambridge. The hours of operation would be extended to 6:00 am to 7:00 pm, maintaining a 15-minute service during peak periods and 30-minutes during the off-peak.
In addition to the Central Transit Corridor express routing, other express corridors will be evaluated as part of the ongoing transit service improvement program.
Implementation and Monitoring
The proposed routing options would be implemented on Tuesday September 2, 2003 and would operate on a one- year trial basis. After the trial period, the route performance would be reviewed and be subject to revision, including a potential future increase in service levels.
Depending on the on-road operating experience of this route, the roads used between stops may change to avoid traffic bottle necks and other delay conditions. As part of the UTSP project, a system of transit priority measures including traffic signal priority and queue-jump lanes would be implemented for this route in April 2005, in order
Page 2 of 8 July 2, 2003 Report: P-03-060 to reduce travel time and improve service reliability.
Marketing
Marketing of this route will include a unique express route name that will be used to identify this route and future express routes.
Marketing of the new express service will include:
· Unique bus stop signs to differentiate the express stop including an "EXPRESS Coming Soon" label · Distinct “100” series route numbering system for express services · Posters at key locations and on buses · Community information event at Fairview Park Mall and the University of Waterloo · Newspaper and radio ads
Planning Process and Public Notification
· In September 2002, a Steering Committee of local and Regional Councillors and staff was established and met on several occasions to guide the Express Service Project.
· In October/November 2002, public workshops were held in the neighborhoods of Forest Heights, Glencairn, Pioneer Park and Stanley Park, and at Regional Headquarters to identify both local service issues and potential express destinations and routes. Appendix A summarizes the public notification process.
· In October 2002, meetings were held with bus drivers and on-road supervisors to receive feedback on potential express stop locations and routings.
· Staff subsequently developed routing options. Extensive field testing of the routing options was performed.
· In March/April 2003, public open houses were held again in the neighborhoods of Forest Heights, Glencairn, Pioneer Park and Stanley Park, and at Regional Headquarters. Feedback was obtained on the proposed express routing for September 2003 implementation. Approximately 165 residents attended the open houses and Appendix B summarizes their feedback as it pertains to the express route.
· Based on public feedback, staff has developed the recommendations in this report regarding Phase 1 implementation of the Express Service.
· The proposed express service received many approvals and generated much interest among non-transit riders.
CORPORATE STRATEGIC PLAN:
The proposed transit service improvements support the Region's sustainable growth objective and also support the automobile reduction goals established in the Regional Transportation Master Plan. These service improvements are consistent with the Grand River Transit 5-year Business Plan that was approved by Regional Council.
FINANCIAL IMPLICATIONS:
The costs to implement the proposed express service have been included in the approved 2003 GRT operating budget as part of the funding required for the implementation of the GRT 5-Year business plan. The proposed
Page 3 of 8 July 2, 2003 Report: P-03-060 express service requires the hiring of 4 bus operators and deployment of 4 additional peak buses.
However, as a result of delays in the delivery of new buses, the deferral of the implementation of the proposed express service from September 2003 to January 2004 was proposed in Report 03-049-June 17, 2003. This report recommended that the savings resulting from the deferral of the express service be used to finance bus lease costs of $45,000 for the September 2003 implementation of the Kitchener Area Transit Service Improvement Plan. These savings would not be available to finance the $45,000 bus lease cost if the express service is to be implemented September 2003 (rather than January 2004).
An alternative funding source for this estimated $45,000 bus lease cost would, therefore, be required. In addition, in order to implement the express service in September 2003 (rather then in January 2004), GRT would be required to lease four more buses for three to four months at an estimated cost of $55,000.
In summary, to implement the planned express service in September 2003 an estimated $100,000 ($45,000 + $55,000) will be required to finance bus lease costs. It is proposed that this amount be funded from the 2003 budget of $100,000 for the planned GO Service that is not expected to be implemented in 2003.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This project was done in collaboration with the Transit Services Division of the Transportation and Environmental Services Department.
PREPARED BY: Paula Sawicki, Principal Planner
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 4 of 8
Page 5 of 8
Figure 2: Urban Transportation Showcase Program Central Transit Corridor Express Project
$$Conestoga $$$Mall $$$ University of Waterloo $$ Uptown $$Waterloo Kitchener Transportation Grand River Centre Hospital / Clarica $$ %% $$$
Fairview Park Mall$$ $$ Sports World $$$
Preston$$
Cambridge Hospital $$$ LegendLegend Cambridge LegendLegend Bus Terminal $$$ Express Service Routing $$$ Express Stops
Appendix A Public Process
October 2002
Public open houses were held throughout Kitchener, advertised via; · flyers sent through Canada Post ad mail to approximately 30,000 households · posters on buses , at terminals & community centres and libraries · newspaper ads
Kitchener Area Workshop Attendance Numbers Attendance Area Meeting Date Number Express and Kitchener East East Ave/ Kitchener Service Review wrap-up 14-Nov-02 25 Kitchener Southwest Forest Glen Plaza/ Laurentian Hills Area 22-Oct-02 12 Kitchener South St. Timothy's Catholic School 29-Oct-02 21 Kitchener West Highland Hills Mall/ Forest Heights Area 05-Nov-02 28 Kitchener East Kitchener East/ Stanley Park Mall Area 30-Oct-02 16 102
March - April 2003
Following staff analysis of input & analysis of options, further public open houses were held. At each open house the proposed express service route was displayed.
Kitchener Area Open House Attendance Numbers Attendance Area Location Date Number Express and Kitchener East Regional HQ 02-Apr-03 19 Kitchener Southwest Glencairn Public School 27-Mar-03 37 Kitchener South St. Timothy's Catholic School 20-Mar-03 14 Kitchener West Forest Heights Collegiate Institute 01-Apr-03 47 Kitchener East Stanley Park Public School 26-Mar-03 48 165 Advertising via: · ads in the Waterloo Chronicle and Kitchener Waterloo Record (March 14 &26) · posters advertising three open house dates were sent for display at Kitchener community centres, libraries and the terminal · website page outlined the open houses with maps showing the proposed route changes
May 2003
Prior to report to Planning & Works Committee
Advertising via: · letter explaining next steps including a map of preferred option mailed to all individuals who had provided input (approximately 180) · letter hand delivered to Park Street residents that included map of proposed routes, the proposed bus stops and the date of the Planning and Works Meeting (July 2, 2003) · website page included map of preferred option
Appendix B: Public Feedback Issue Number of Specific Comments Response Responses More Stops – Uptown Waterloo 6 Initially there was no planned stop in Uptown Waterloo, after the public feed back a stop was planned for Uptown Waterloo on Caroline Street. More Stops – Clarica and Grand River 2 **Initially, the stops need to be limited until Hospital more operational experience is gained for the route in order to understand the actual travel time. More stops may be considered in the future. Should run all the way from Conestoga 5 Future phases are planned for expansion to Mall to Ainslie Street Terminal Conestoga Mall and Down into Cambridge. Route name should be unique 2 Route name proposed is Route 101 Good that it takes less traveled streets 1 Advantage to connect the University to 2 Kitchener to allow students to disperse Good choice of route 1 Fairview to U of W frequency is a good 2 Please consider running all day Future phases will include expanded midday start. service. Thanks for doing a great jog promoting 2 Like the region’s willingness to involve the transit in the Region public. Quite far from East Waterloo 1 Serves area of heavy concentration of 1 jobs Want more stops on Park Street 1 See **
REGION OF WATERLOO Report: P-03-061
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Fred Kent and Members of the Planning and Works Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: REVIEW OF GRT SERVICE IN WEST GALT
RECOMMENDATION:
For Information.
SUMMARY:
Service improvements took place in West Galt in September 2002. When the routes were approved by Council, and in response to resident concerns, staff was asked to provide a review of the service after six months. The performance review of the three routes in the area indicates that ridership in the first seven months of service has increased by 24% relative to the previous year. This rate of growth is roughly twice the growth of the Cambridge area as a whole, which in itself is growing significantly.
REPORT:
A new route structure was implemented in West Galt in September 2002 as part of the Cambridge Area Transit Service Review – Phase 1. Three new routes were implemented as a replacement of the existing two routes. These were designed to expand service coverage, directness of service and improve the service reliability. As shown in Figure 1, these routes are 55 ST. ANDREWS, 57 BLAIR ROAD and 62 WOODSIDE. In response to concerns expressed by residents of Hillcrest Drive and Stanley Street, Council approved report P-02-114 recommending that an interim six-month review of these routes take place. This report outlines the results of that review.
Route Performance
Table 1 illustrates that ridership in West Galt for September 2002 to March 2003 increased by 24%, approximately twice the growth in the rest of Cambridge. Transit service improvements in Cambridge have resulted in significant ridership growth, particularly in the West Galt area.
Transit service standards for local routes establish a performance target of 25 boardings per hour and a revenue/cost ration (R/C) of 30%. Typically, new routes or restructured routes are evaluated after a one-year trial period. Table 2 outlines the performance of the three routes in West Galt. Routes 55 ST. ANDREWS and 62 WOODSIDE in most cases meet the performance targets after only 7 months of operation. Based on the ridership growth trend, these routes will exceed the performance targets after one year of service. It is expected that Route 57 BLAIR ROAD will meet the performance targets once Westcliff Way is completed between Princess Street and Bismark Drive, and Route 57 BLAIR ROAD can be extended to its ultimate alignment and an additional 1080 residents fall within the service coverage area.
Figures 1 to 3 show the daily activities at each bus stop on each of the three routes. These are based on a survey conducted in November 2002. Results from one-day passenger counts need to be used with caution because a Page 1 of 6 July 2, 2003 Report: P-03-061 route can exhibit significant variation in daily ridership. Typically low use bus stops vary widely in daily activity since individual travel patterns change daily.
The survey indicated that there were 9 boardings and 6 alightings at the 4 stops on Hillcrest Drive. Along with the activities on Hillcrest Drive, the street is also critical to providing service in the whole neighbourhood.
Stanley Street had significant amounts of activity, with 36 boardings and 47 alightings at the 6 stops. Of the 33 stops on the 62 WOODSIDE route, 3 of the 5 busiest stops were on Stanley Street.
Operational Issues
There have been no significant operational problems with the service in West Galt. Planned radius improvements at the intersection of Stanley Street and St. Andrews Street were implemented in the fall of 2002 to facilitate bus turning movements. On-going road supervision will continue to monitor service delivery.
Future Service Opportunities
With the submission to the City of Cambridge of a subdivision plan for the remaining portion of Westcliff Way, it is anticipated that Route 57 BLAIR ROAD can be extended to its full alignment next year. This will provide service coverage to Princess Street, Westcliff Way and Bismark Drive, as approved in the original Phase 1 Cambridge Area Transit Services Review.
Conclusion
The results in West Galt have been positive and have shown general community approval of the restructuring. With additional evening service on 55 ST ANDREWS as part of the Phase 2 implementation this fall, the extension of service to Westcliff Way and additional service on the core route in Cambridge (51 HESPELER ROAD), ridership is anticipated to grow further in the next few years.
CORPORATE STRATEGIC PLAN:
The West Galt routes, as introduced in September 2002, support the Regional strategic goal of sustainable growth and contribute to the transit ridership targets in the Regional Transportation Master Plan.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Transit Services Division of the Transportation and Environmental Services Division was consulted on this matter.
PREPARED BY: Blair Allen, Principal Planner
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 2 of 6 July 2, 2003 Report: P-03-061
Table 1: Ridership Growth in West Galt
Cambridge West Galt Area Percent Percent 2001-2002 2002-2003 Change Change September 10,554 14,756 39.8% 14.0% October 12,682 14,469 14.1% 15.3% November 13,503 16,641 23.2% 11.1% December 11,756 15,202 29.3% 9.4% January 13,633 19,169 40.6% 13.4% February 13,338 15,808 18.5% 16.8% March 15,229 16,400 7.7% 9.7%
Summary since route restructuring 90,695 112,445 24.0% 12.8%
Table 2: Route Performance (Revenue/Cost Ratio and Boardings per Hour)
Route Performance to Date (2002-2003) 55 St. Andrews 57 Blair Road 62 Woodside Boardings Boardings Boardings R/C per Hour R/C per Hour R/C per Hour 2002 September 30.1% 21.7 22.2% 16.1 43.1% 26.7 October 31.9% 23.1 23.5% 17.3 25.6% 18.6 November 38.6% 28.5 25.5% 19.0 29.8% 21.5 December 34.8% 25.6 26.1% 19.6 28.0% 20.3 2003 January 36.0% 26.0 28.0% 24.0 37.3% 26.5 February 39.0% 28.7 21.3% 17.7 28.6% 22.0 March 36.4% 27.7 23.5% 18.5 31.1% 23.2
Summary since route restructuring 35.3% 25.9 24.3% 18.9 31.9% 22.7
Page 3 of 6
Figure 1:
Route 55 - St. Andrews 0 0 17 8 6 Total Ons and Offs Ainslie 4 Street 3 0 2 12 Terminal
189 145 4 1 0
20 14 1 9 47 5
0 2 13 4 CEDAR ST 42 8 SOUTHWOOD DR
26
TAIT ST 5 4 ST ANDREWS ST 1 3 38 5 8 10 9 2 30 1 Summary: 9 Total Ons - 398 0 Total Offs - 395 12 1 FOURTH AVE 6
5 3 Ons Offs 12 2 CULHAM DR 10 0 0 7
10 GRAND RIDGE DR
7 11 Survey Completed Fall 2002
Page 4 of 6 July 2, 2003 Report: P-03-061
Figure 2:
1 2
3 7 Route 57 - Blair Road 2 SUNSET BLVD 2 Total Ons and Offs 7 2 6 12
1 GEORGE ST N BLAIR RD
4
3 4 7 2 0 1 0 0
3 3
2 7
0 5 BLENHEIM RD 1 0 1 3 3 2 0 16 8 2 3
2 0 1 Ainslie Street
SALISBURY AVE HILLCREST DR 0 Terminal 0 1 Summary: 86 57 7 Total Ons - 178 1 2 CHURCHILL DR ST ANDREWS ST Total Offs - 176 22 23 6 8 4 4 4 1 Ons Offs CEDAR ST
Survey Completed Fall 2002
Page 5 of 6 July 2, 2003 Report: P-03-061
Figure 3:
Route 62 - Woodside Total Ons and Offs PARK HILL RD W
BLENHEIM RD
148137
Ainslie Street 0 0 Terminal SALISBURY AVE0
HILLCREST DR
5 4 0 2 0 CHURCHILL DR 1 CONCESSION ST 2 3 1 0 9 2 1
1 0 0 3 0 KENT ST 1 1 CEDAR ST 8 2 4 2 11 1 0 2 38 MIDDLETON ST
WOODSIDE AVE ST ANDREWS ST Summary: CEDAR ST 6 2 21 5 6 Total Ons - 303 8 4 4 27 0 8 8 Total Offs - 297 8 3 8 0 1 16 2 2 2 0 5 Ons Offs 0 STANLEY ST FIRST AVE 3 4 1 12 0 5 22 2 16 0
Survey Completed Fall 2002
Page 6 of 6
REGION OF WATERLOO Report: P-03-049.1
PLANNING, HOUSING AND COMMUNITY SERVICES Transportation Planning
TO: Chair Fred Kent and Members of the Planning, Housing and Community Services Committee DATE: July 2, 2003 FILE CODE:
SUBJECT: ROUTE 24 HIGHLAND – ROLLING MEADOWS DRIVE
RECOMMENDATION:
That the Regional Municipality of Waterloo approve the implementation of Route 24 HIGHLAND as per the June 17, 2003 Planning and Works Committee report P-03-049, Kitchener Area Transit Service Review- Phase 1.
SUMMARY:
NIL
REPORT:
At the Regional Council meeting of June 25, 2003, the KITCHENER AREA TRANSIT SERVICE REVIEW – PHASE 1 (Report P-03-049) was approved with the exception of the proposed use of Rolling Meadows Drive. Staff was requested to evaluate the potential use of a BusPLUS van service to serve Rolling Meadows Drive instead of the proposed regular route. As well, staff was requested to evaluate the potential use of the future Ira Needles Boulevard as an alternative routing to Rolling Meadows Drive.
Background
The Forest Heights area is currently served by Routes 1 QUEEN SOUTH and 15 FOREST HEIGHTS WEST (Figure 5 of attached report P-03-049). As part of the implementation of the Timed-Transfer System, the Highland Hills Mall transit terminal was constructed and began operation in December 2002. Subsequently, staff developed a service plan that addressed major service issues including uncoordinated transfer connections at the Highland Hills Mall transit terminal, schedule adherence difficulties and residential areas beyond the 450 metre walk distance.
The proposed new Routes 24 HIGHLAND and 25 QUEEN SOUTH (Figure 2 of attached report P-03-049), approved by Regional Council (excluding Rolling Meadows Drive) to be implemented September 2, 2003 provide for timed-connections between routes at Highland Hills Mall, improved schedule adherence and increased service coverage (pending use of Rolling Meadows Drive).
Improving service coverage to the Rolling Meadows Drive area has historically been a common request from some residents. Feedback at the public open houses and more recent correspondence also indicates there is demand for the service. Extending service to Rolling Meadows Drive provides an additional 1,300 residents access to transit service.
Page 1 of 3 \July 2, 2003 Report: P-03-049.1
The following are service options for Rolling Meadow Drive:
BusPLUS van service to Rolling Meadows Drive
Replacing the proposed Route 24 HIGHLAND on Rolling Meadows Drive with a BusPLUS van service would incur additional operating costs for the BusPLUS van service. The cost to operate a BusPLUS van service for the same hours of service as the proposed Route 24 HIGHLAND would amount to approximately $142,000 annually. A shorter regular Route 24 HIGHLAND would require the same number of buses; therefore, there would be no savings and the route would be less effic ient because of excessive layover time in the schedule.
BusPLUS van service to Rolling Meadows Drive and Adjacent Neighbourhoods
BusPLUS van service has limited application for the Rolling Meadows Drive area and adjacent neighbourhoods. The BusPLUS van service would not have sufficient capacity to carry existing ridership demand on Route 15 FOREST HEIGHTS WEST or Route 19 VICTORIA SOUTH.
Delay proposed Rolling Meadows Drive Route until Ira Needles Boulevard is constructed
The future construction of Ira Needles Boulevard will provide the opportunity to evaluate new route options for this area. However, the lack of access to Ira Needles Boulevard limits its potential as a transit route. Delaying proposed transit service on Rolling Meadows Drive would leave approximately 1,300 residents outside the 450 metre walk distance to transit. As well, Route 24 HIGHLAND would be less efficient because of excessive layover time in the schedule.
Implement and Monitor Recommended Route 24 HIGHLAND
Staff recommend that proposed Route 24 HIGHLAND, including use of Rolling Meadows Drive, as outlined in the June 17, 2003 Planning and Works Committee report P-03-049 – KITCHENER AREA TRANSIT SERVICE REVIEW- PHASE 1 (attached) be approved for implementation September 2, 2003.
After a 1 year trial period, the performance of Routes 24 HIGHLAND and 25 QUEEN SOUTH will be evaluated and reported back to Planning and Works Committee. This review would also include ridership activity along Rolling Meadows Drive. Correspondingly, the 2004 Transit Service Plan process will evaluate the routing options related to the construction of Ira Needles Boulevard and build out of new residential areas.
It is recommended that a decision on the proposed routing for the Forest Heights area be made at the July 9, 2003 Regional Council meeting in order that the new public timetable for Route 24 HIGHLAND and new transit guide accurately reflect the proposed route changes for September 2003, and that the corresponding marketing plan reflect an integrated service improvement package.
CORPORATE STRATEGIC PLAN:
The proposed transit service improvements in Kitchener support the Region’s sustainable growth objective and also support the automobile reduction goals established in the Regional Transportation Master Plan. These service improvements are consistent with the Grand River Transit 5-Year Business Plan.
FINANCIAL IMPLICATIONS:
The financial implications of the recommended Route 24 HIGHLAND are outlined in report P-03-049 (attached). The BusPLUS van service option would result in additional annual operating cost of $142,000.
Page 2 of 3 \July 2, 2003 Report: P-03-049.1
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This project was done in collaboration with the Transit Services Division of the Transportation and Environmental Services Department.
PREPARED BY: John Cicuttin, Manager, Transit Development
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 3 of 3
MEDIA RELEASE: Friday, June 27, 2003 4:30 P.M. REGIONAL MUNICIPALITY OF WATERLOO COMMUNITY SERVICES COMMITTEE AGENDA
Tuesday, July 2, 2003 1:00 p.m. Regional Council Chamber 150 Frederick Street, Kitchener, Ontario
1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
2. PRESENTATIONS a) Andrew Taylor, Centre for Research & Education in Human Services re: Safe & Sound 1 National Demonstration Project: Outcomes/Trends/Observations
3. DELEGATIONS a) Robert Milligan, 128 Main St., New Dundee, Township of Wilmot re: Public Health Protecting & Strengthening Immunization System b) Laurie Strome, City of Cambridge Citizen & Margaret Mulholland, City of Waterloo Citizen, representing Neighbourhood Groups of Waterloo Region re: Funding Model for Regional Programs in Neighbourhoods (see Item #4a)
4. REPORTS – Public Health a) PH-03-047 Funding Model for Regional Programs in Neighbourhoods - 12 Presentation by Theresa Schumilas, Director, Health Determinants, Planning & Evaluation b) PH-03-044 Healthy Communities Report: The Health of the Region of 21 Waterloo – Presentation by Bethany Mazereeuw, Health Promotion Officer (Information Booklet Distributed Separately) c) PH-03-050 West Nile Virus – Update (Distributed Separately) d) PH-03-048 Charged Food Premise - N-K Asian Food Market 24 e) PH-03-049 Update on Smog Alert Response Plan Activities 26
REPORTS - Facilities Management and Fleet Services f) CR-FM-03-029 EMS Station – Sunnyside Area – Second Update 28
REPORTS – Planning, Housing & Community Services
g) P -03-051/ Restructuring of Housing Administration 30 CR-RS-03-035
CSC 2 03/07/02
h) P -03-056 Social Housing Services Corporation - Update 45
REPORTS – Social Services
i) SS-03-049 Supporting Community Partners Initiatives Plan Assessment 49
j) SS-03-050 2003 Provincial Homelessness Initiative Fund Allocations 69
k) SS-03-051 Transition Funding for Sunnyside Home 75
l) SS-03-053 Application for Funding Under Enhanced Family Support Initiative 79
m) SS-03-048 Placement Promotions Project 82
5. INFORMATION/CORRESPONDENCE
a) Letter from Deborah K. LucasSwitzer, Team Leader, Community 85 Development/Programming, City of Waterloo, dated May 28, 2002 to Theresa Schumilas, Director of Health Determinants, Planning & Evaluation, Public Health, re: Neighbourhood Steering Committee, received for information. (refer to Item #4a)
b) Letter from Jim King, Commissioner, Community Services Department, City of 86 Cambridge, dated June 17, 2003 to Theresa Schumilas, Director of Health Determinants, Planning & Evaluation, Public Health, re: Neighbourhood Steering Committee, received for infor mation. (refer to Item #4a)
6. OTHER BUSINESS
7. NEXT MEETING
8. CLOSED SESSION (motion required)
9. ADJOURN
DOCS #50056
HISTORY
NEIGHBOURHOOD n July 3, 2001 – delegation n Nov. 20, 2001 - directed a region-wide consultation FUNDING MODEL n Jan - June, 2002 - surveys and focus groups n September 2002 - meetings to ratify findings with neighbourhood groups n Nov 5, 2002 - presentation of findings n 2003 budget process - reserve $150,000 in 2003 n Feb 18, 2003 - approve working group terms n April - May, 2003 - Working Group deliberations n July 2, 2003 - recommended funding approach Building Healthy and Supportive Communities Building Healthy and Supportive Communities
CONSULTATION PROCESS WORKING GROUP
n Regional staff, area municipal staff, neighbourhood n Steering committee representatives n Met 4 times n Focus groups n Reviewed different approaches to neighbourhood development n Surveys n Reviewed existing Regional programs in n Ratification meetings neighbourhoods n Reviewed municipal funding approaches from other jurisdictions n developed a funding model
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
1 EXISTING REGIONAL PROGRAMS IN PRESENT ACTIVITY
NEIGHBOURHOOD/COMMUNITY n 22 different sponsoring agencies
SITES n 33 rural and urban sites, and communities of interest n Focused on 3 existing Regional programs: n $819, 728 collectively n Outreach Worker (Social Services)
n Peer Health Worker (Public Health) n Outreach Worker (NCB) - $761,256
n Community Nutrition Worker (Public Health) n Peer Health Worker - $25,367 n Community Nutrition Worker - $33,105
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
COMPONENT 1 - OVERALL FUNDING MODEL ADMINISTRATIVE SUPPORT
n Based on a site by site analysis of need n Compensates for administrative costs (versus a universal per site allocation) associated with these 3 Regional programs n Composed of 3 different components n Maximum eligible = $3,600 per site (or n Specifies maximum eligibility for each $100 per hour of peer/outreach worker component time) n Requires a detailed application n subtract current allocation made by Outreach Worker program
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
2 COMPONENT 2 - COMPONENT 3 - SPECIFIC PROGRAM EXPENSES OF PEER PROGRAMS UNANTICIPATED DEMANDS
n Compensates for program expenses not n Compensates sites for linkages and fully covered to date program referrals n Workshops, cooking classes, n Based on 2 hrs/week of site staff time educational events costs n Diminishing scale : n Only for those sites with a CNW or PHW n 1 program - $2,000 n Maximum eligible = $2,250 - $450 (current) = $1,800 per program n 2 programs - $3,000 n 3 programs - $3500
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
IMPACT ADDITIONAL SEED FUNDING n Overall Administration - $4,317 n To develop capacity in other sites n Specific Program Costs - $57,600 n $2,500 in 2003 n Unanticipated Demands - $85,500
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
3 EVALUATION REPORT BACK n Review indicators in each funding n Update and success component n Estimates for annualization n Overall Admin
n supervision time, completion of records n Forecast new sites
n Specific Program Costs
n number of events and participation
n Unanticipated Demands
n phone calls, referrals made
Building Healthy and Supportive Communities Building Healthy and Supportive Communities
4 Report: PH-03-047 REGION OF WATERLOO
PUBLIC HEALTH Health Determinants, Planning and Evaluation Division
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: FUNDING MODEL FOR REGIONAL PROGRAMS IN NEIGHBOURHOODS
RECOMMENDATION:
THAT the Region of Waterloo approve a maximum of $149,917 for the pilot of Support of Regional Programs in Neighbourhoods as outlined in report PH-03-047 dated July 2, 2003 to be funded from the 2001 unallocated surplus;
AND THAT the Region of Waterloo authorize staff to monitor and evaluate this allocation, and bring forward a Community Services Report describing the results of this pilot toward the end of 2003.
SUMMARY:
In February, Council directed The Regional Role in Supporting Neighbourhoods Working Group to explore feasibility and costs associated with funding neighbourhood groups delivering Regional programs, and to develop a funding model which recognized the diversity of needs and capacities of these groups. Council ear-marked $150,000.00 in 2003 for this purpose. The Working Group has completed its work, and is recommending a funding model with 3 different components - each designed to meet different site needs If approved, staff will undertake a site by site analysis and allocate funds as per the model to assist sites with: overall administrative support, specific program expenses and costs associated with unanticipated demands, to a maximum of $147,417.00. The Working Group has also suggested that a seed fund be established to support the development of new sites, and staff have recommended a 2003 allocation of $2,500.00 for this purpose, bringing the overall allocation to $149,917.00.
REPORT:
Background A presentation to Community Services Committee on July 3, 2001, by representatives of several neighbourhood groups, highlighted their capacities and challenges. On November 20, 2001, (report # CH-01-065/SS-01-067) staff was directed to undertake a consultation with a full range of neighbourhood groups across the Region and make recommendations about the Region’s role in supporting such groups. The Neighbourhood Consultation Steering Committee presented its findings and recommendations to Community Services Committee on November 5, 2002 (report # PH-020074). Committee directed staff to form a Working Group, including representatives from area municipalities to examine the structural and funding impacts of the recommendations and report findings back through Community Services Committee. On February 18, 2003 (PH-03-010) Committee approved the terms of reference for the Regional Role in Supporting Neighbourhoods Working Group.
The Working group was directed to explore the feasibility and costs associated with funding neighbourhood groups, giving consideration to the work of local municipalities. The group was to develop a funding model or models for Community Services Committee and Regional Council’s consideration.
The Working Group’s Process Page 1 of 9 July 2, 2003 Report: PH-03-047
The Working Group met 4 times between early April and the end of May. (Working group membership is attached in Appendix A). The following tasks were completed:
- reviewed the different approaches to neighbourhood development across area municipalities - reviewed existing Regional supports/programs to neighbourhoods (Appendix B) - reviewed municipal funding approaches from other jurisdictions - developed a Waterloo Region funding model
Existing Regional Programs Funded in Neighbourhood Sites As per the Terms of Reference for the Working Group, three programs in particular were the focus of the Working Group’s discussions. These were the Community Nutrition Worker Program, The Peer Health Worker Program and the Outreach Worker Program. (Appendix 3 shows which combinations of these programs are currently delivered in which communities.) At present the Region funds 22 different “sponsoring agencies” to coordinate and deliver these 3 different programs across 33 rural and urban neighbourhoods and communities of interest. These programs are all based on peer/outreach models with proven effectiveness. Each of these programs has demonstrated that this citizen and neighbourhood based delivery model is effective at reaching vulnerable and hard to serve populations.
For each of these programs, the site is selected based on expressed interest and need in the neighbourhood and the capacity of the sponsoring agency to take on the program by providing basic infrastructure, space and support. The Region then provides each sponsoring agency with wages to pay the peer/outreach workers along with program/support funds. Sites offer between 3 and 36 hours of paid peer/outreach worker time per week. For this reason, the Working Group advised that the funding approach selected must be sufficiently flexible to take this great diversity in level of programming across sites into account.
Funding Model The Working Group agreed that the funding model recommended needed to take into account:
- the different program models used in each municipality - the different scope of Regional activity across sites - the differing capacity among sponsoring agencies and their need for flexibility - the need for strong fiscal accountability
The Working Group further agreed that the only way to take the above factors into account was through a funding model based on a site by site analysis of need (versus a universal per site allocation).
The funding model recommended, is composed of 3 different categories of funding - each designed to meet different site needs. If this model is approved, each site will be invited to complete an application which itemizes the needs specific to their site to the maximums outlined below.
Category A: Overall Administrative Support This category compensates sites for administrative costs associated with Regional programs. The maximum costs for an agency delivering all 3 Regional programs is estimated to be $3,600, which equates to approximately 10% of peer/outreach worker wages (Appendix C contains the details of the eligible costs.) This allocation is scaled by the number of peer/outreach worker hours that the Region funds and is subject to review by Regional staff. The Region already contributes to these costs through the Outreach Worker Program, and each sponsor’s current allocation for administration will be subtracted from its eligible amount to arrive at a net administrative amount.
Based on current programs, the increased annual cost for the overall administrative support component is $4,317.00.
Page 2 of 10 July 2, 2003 Report: PH-03-047
Category B: Specific Program Expenses of Peer Programs This funding component acknowledges that program expenses associated with the existing Peer Health Worker and Community Nutrition Worker projects are not adequately compensated at present. This component of funding compensates only those sites that are carrying out specific program activities such as educational events, workshops and cooking classes. As with the administrative costs, any existing allocation to sites is subtracted from their eligible amount. The maximum program costs per site is estimated at $1,800.00 for each of the Peer Health Worker and Community Nutrition Worker programs (details in Appendix C).
Based on current programs, the increased annual amount needed to cover eligible program expenses for the Peer Health and Community Nutrition Worker programs is $57,600.00
Category C: Unanticipated Demands This component of funding acknowledges that when Regional programs are active in a community of interest or neighbourhood site, the sponsoring agency incurs costs associated with the increased and complex resident demands associated with these programs. Costs such as reception and referrals and the time needed to provide the public with information and linkages are not compensated at present. This component of funding is calculated on a sliding scale, recognizing the efficiency when several Regional programs are operated in the same community. Once a sponsor is compensated for this role with a base amount, each additional Regional program they deliver incurs a diminishing cost. - 1 Regional program - eligible for $2,000 - 2 Regional programs - eligible for $3,000 ($2,000 + $1,000) - 3 Regional programs – eligible for $3,500 ($2,000 + $1,000 + $500)
Based on current programs, the increased annual cost associated with these unanticipated demands is $85,500.00
Appendix D outlines the allocation for each site currently operating Regional programs using the above funding model. Implementation of the entire funding model (all 3 of the above components) will cost $147,417.00.
Additional Seed Fund The Working Group recognized that there are other neighbourhood sites in development, and some actively pursing either an Outreach Worker, Peer Health Worker or Community Nutrition Worker program. The Working Group recommended to staff that a seed fund be established to help these neighbourhoods develop the capacity to run one of the Regional programs. Seed grants would be awarded for citizen mobilization projects such as: conducting a door-to-door survey of needs or holding a forum or conference with neighbourhood residents. Staff agrees that such activities can strengthen the neighbourhood capacity that is a necessary pre-requisite for Regional programs, and is recommending an allocation of $2,500.00 for such projects in the remainder of 2003.
Evaluation With Council’s approval, staff will engage in a site by site review to identify the exact requirements of each site, and allocate the supplemental funding over the summer. Throughout the fall staff will engage in an evaluation of this allocation in order to ensure that the funds have been used to advance and improve upon existing Regional programs. Staff will report the results of this pilot, along with estimates for annualizing this support before the end of 2003.
CORPORATE STRATEGIC PLAN:
To provide appropriate health and social services for our residents.
Page 3 of 10 July 2, 2003 Report: PH-03-047
FINANCIAL IMPLICATIONS:
The Region currently provides $819,728 in funding to neighbourhood groups in Waterloo Region ($25,367 through the Peer Health Worker Program, $33,105 through the Community Nutrition Worker Program and $761,256 through the Outreach Worker Program). This funding model will increase the funding to these agencies by a maximum of $147,417 during 2003.
During the 2003 Budget Process, Council approved an amount up to $150,000 for funding neighbourhood groups for 2003 in the event recommendations requiring funding were approved by Regional Council during 2003. The funding source was an unspecified reserve fund. It is recommended that the 2003 allocation be funded from the 2001 unallocated surplus.
Council approved the carry forward to $2.0 million from the 2001 surplus to the 2003 Budget. To date, including this recommendation, all these funds have been earmarked for one time projects.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Public Health, Planning, Housing & Community Services, Social Services and Finance Departments have worked collaboratively to develop and review the funding models. Representatives from the Community Safety and Crime Prevention Council and Police Services were invited to participate in the Working Group. . PREPARED BY: Theresa Schumilas, Director, Health Determinants, Planning & Evaluation
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health Mike Schuster, Commissioner, Social Services
Page 4 of 10 July 2, 2003 Report: PH-03-047
Appendix A
Regional Role in Supporting Neighbourhoods Working Group Membership
Region of Waterloo Staff Theresa Schumilas (Public Health) chair Barb Powel (Public Health) ex-officio recorder Lee Parent (Finance) Lynn Randall (Social Services) Rob Horne (Planning, Housing and Community Services) Christiane Sadeler (Community Safety and Crime Prevention Council) Kevin Chalk/Matt Torrigian (Waterloo Regional Police Services)
Area Municipal Staff Jim King (City of Cambridge) Debi Lucas Switzer (City of Waterloo) Shelley Adams (City of Kitchener) Vicky Luttenberger (Township of Wilmot)
Neighbourhood Representatives drawn from the Original Consultation Committee Lynda Kohler (Community Support Services of Ayr and North Dumfries) Karen Finn (Wellesley Township) Bill Davidson (Langs Farm Village Association) Don Harloff (Woolwich Community Services) Laurie Strome (Sunnydale Community Association) Deb Schlichter (House of Friendship)
Page 5 of 10 Report: PH-03-047 Appendix B
Regional Programs Currently Provided in Neighbourhood Settings - 2003
Neighbourhood or Geographic Sponsoring Agency Peer Health Community Outreach Community Served Worker Nutrition Worker Worker
Kitchener Sites King St. east Our Place x x x Commercial Core Kit Downtown CHC x x Commercial Core Salvation Army RC x x Cedar Hills (Eby Village) House of Friendship x Highland Stirling Highland Stirling CG x x Vanier (Kingsdale) House of Friendship x x x Mill Courtland Mill Courtland CC x Mill Courtland KW Counselling x Courtland Shelley House of Friendship x Southdale (Chandler-Mowatt) House of Friendship x x x Victoria Hills KW Counselling x Mt Hope Breighthaup KW Counselling x Centreville Chicopee KW Counselling x Country Hills KW Counselling x Steckle Heritage Homestead (1) x Multicultural Centre (1) x Parents of Multipble Births (1) x Selaam Ethiopian Womens Assoc (1) x
Waterloo Sites Westvale/Karen Walk Catholic Family Counselling x x Lakeshore N – Sunnydale House of Friendship x
Cambridge Sites Northview, Elgin Park Greenway Chaplin CC x x x City Core, Riverview Camb ridge Family RC x x x Glenview, Southview Christopher Chaplain CC x x x Preston Hts Preston Heights CG x x x Southwood, St. Andrews, Southwood CC x x x Langs Langs Farm Village Neighbourhood x x x Hespeler, Centennial John Howard Society x Alison FCC of Camb and ND x Cambridge-wide Camb. Self Help Food Bank x x
Wilmot Wilmot Family Resource Centre x x N Dumfries FCC of Camb and ND x Woolwich CAPC x Wellesley CAPC x
Footnotes:
1. These sponsoring agencies deliver programs beyond specific geographic communities, and include communities of interest from across the Region.
2. The chart shows those Regional programs where cash transfers are made to sites, and the sponsoring agencies hire the peer/outreach workers. The Working Group focused on these sites and programs in developing the funding model. In addition to these programs, both Public Health
Page 6 of 9 July 2, 2003 Report: PH-03-047
and Social Services Departments have programs where Regional staff time may be allocated to neighbourhood sites, for specific purposes (ie: Healthy Babies Healthy Children program provides Public Health Nurse time to various neighbourhood sites.) These programs were not considered part of the funding model because in these situations, the Region covers program and administration costs.
3. Planning, Housing and Community Services Department, via Waterloo Regional Housing, funds 6 Community Centres at various locations through direct financial contributions and/or contributions “in kind”. Direct financial contributions are made to the 4 Community Centres in Cambridge as well as “in kind” donations consisting of free amenity space, and either partial or all utility costs. These “in kind” contributions are the only funding provided to the 2 Community Centres located in Kitchener and Waterloo. The direct financial support payments are provided to the Cambridge Community Centres to enable center staffing and programs. This is funding was established by the former South Waterloo Housing authority. The Centre locations are: Greenway Chaplin Community Centre, Southwood Community Centre, Christopher-Champlain Community Centre, Langs Farm Youth Centre, Courtland-Shelley Community Centre and Sunnydale Community Centre.
4. Safe and Sound has established strong ties with Kingsdale, Sunnydale, Christopher-Champlain and Southwood. The program continues to draw on the expertise of these neighbourhoods in the CONNECT process. Langs Farm has been instrumental in building these relationships and continues to advise on the Cambridge communities.
Page 7 of 10 July 2, 2003 Report: PH-03-047
Appendix C Funding Model Details
If the proposed funding model is approved, each neighbourhood/community site currently operating one of the 3 Regional peer/outreach programs will be invited to submit an application describing their funding needs to the following maximums.
Category A: Overall Administration Costs
Maximum Eligibility = $3,600 The following costs are considered eligible if incurred by the site: - Functional supervision with peers (1 hrs/wk) - $1,000 - Contribution to payroll& bookkeeping - $500 - Record keeping (2 hrs/mo) - $500 - Site maintenance contribution - $400 - Compensation for travel - $200 - General Office Supplies - $500 - Share of utilities - $500 Costs are scaled based on the number of peer/outreach worker hours the Region funds. The maximum number of peer/outreach hours = 36. Sites qualify for a maximum of $100 per hour of peer/outreach worker time. The current administration allocation through the Outreach Worker Program is subtracted from the site’s eligible amount.
Category B: Specific Program Costs for Peer Worker Programs Maximum Eligibility per program = $2,250, minus current program allocation of $450 = additional maximum of $1,800 The following costs are considered eligible for each peer program: - printing promotional materials - $500 - mailing costs - $900 - meeting refreshments/ food for demonstrations - $200 - childcare during workshops/meetings - $150 - large room rental for workshops - $100 - recruitment of peer workers (1/2 day/mo) - $400 Costs are allocated based on site needs, and an annual work plan
Category C: Unanticipated Demands Maximum Eligibility = $3,500 per site, if all 3 Regional programs are being offered. This amount is based on an estimated 2 hrs/week of site staff in making resident linkages and program referrals associated with the first Regional program in the site, with diminishing cost for each additional program offered.
Page 8 of 10 July 2, 2003 Report: PH-03-047
Appendix D
Site by Site Estimates of Maximum Eligibility for Each Component of the Funding Model
Neighbourhood or Geographic Sponsoring Agency Additional Additional Unanticipated Total Community Served Admin Specific Demands Support Program Component (maximum) Costs (maximum) (maximum)
Kitchener Sites King St. east Our Place 263 3,600 3,500 7,363 Commercial Core Kit Downtown CHC 600 3,600 3,000 7,200 Commercial Core Salvation Army RC 500 3,600 3,000 7,100 Cedar Hills (Eby Village) House of Friendship 300 1,800 2,000 4,100 Highland Stirling Highland Stirling CG 600 3,600 3,000 7,200 Vanier (Kingsdale) House of Friendship 406 3,600 3,500 7,506 Mill Courtland Mill Courtland CC 300 1,800 2,000 4,100 KW Counselling - - 2,000 2,000 Courtland Shelley House of Friendship - - 2,000 2,000 Southdale (Chandler-Mowatt) House of Friendship 206 3,600 3,500 7,306 Victoria Hills KW Counselling - - 2,000 2,000 Mt Hope Breighthaup KW Counselling - - 2,000 2,000 Centreville Chicopee KW Counselling - - 2,000 2,000 Country Hills KW Counselling - - 2,000 2,000 * Region-wide Steckle Heritage Homestead 300 1,800 2,000 4,100 * multicultural groups Multicultural Centre - 2,000 2,000 * parents of multiple births POMBA 300 1,800 2,000 4,100 * Ethiopian women Selaam Ethiopian Womens A. 300 1,800 2,000 4,100
Waterloo Sites Beechwood, Westvale/Karen Walk Catholic Family Couns. - 1,800 3,000 4,800 Lakeshore, Lakeshore N, House of Friendship - 2,000 2,000 Sunnydale
Cambridge Sites Northview, Elgin Park Greenway Chaplin CC - 3,600 3,500 7,100 City Core, Riverview Camb Family RC 159 3,600 3,500 7,259 Glenview, Southview Christopher Chaplain CC 83 3,600 3,500 7,183 Preston Hts Preston Hts CG - 3,600 3,500 7,100 Southwood, St. Andrews, Southwood CC - 3,600 3,500 7,100 Langs Langs Farm Village A - 3,600 3,500 7,100 Hespeler, Centennial John Howard Society - - 2,000 2,000 Alison FCC of Camb and ND - - 2,000 2,000 Cambridge-wide Camb. Self Help Food Bank - 1,800 3,000 4,800
Wilmot Wilmot Fam Resource Centre - 1,800 3,000 4,800 N Dumfries FCC of Camb and ND - - 2,000 2,000 Woolwich CAPC - - 2,000 2,000 Wellesley CAPC - - 2,000 2,000
Page 9 of 10 July 2, 2003 Report: PH-03-047
4,317 57,600 85,500 147,417
Page 10 of 10 Report: PH-03-044 REGION OF WATERLOO
REGION OF WATERLOO PUBLIC HEALTH Health Determinants, Planning and Evaluation Division
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: HEALTHY COMMUNITIES REPORT: THE HEALTH OF THE REGION OF WATERLOO
RECOMMENDATION:
For information.
SUMMARY:
The Healthy Communities Report is a snapshot of the health of Waterloo Region, based on indicators of community health. The attached report gives more detail about each of the indicators. Where possible, the report compares Waterloo Region to other communities, provincial averages, and/or national averages. It would be helpful to use this report as a baseline to compare to longitudinally in any subsequent Healthy Communities Reports. Many partnerships (both internal and external) were strengthened with the creation of this report.
REPORT:
In this report, 28 indicators from a Healthy Community framework are applied to the Region of Waterloo. There are some areas where it appears that Waterloo Region is measuring above other communities, provincial averages and national averages in terms of community health, and there are other areas where improvements could be made. The following points highlight aspects of the health of Waterloo Region:
LIVABILITY · The quality of housing may be improving, but estimates of homelessness remain concerning · Automobile travel remains dominant, especially in commutes to work · A very high percentage of urban residents have access to public transit, but few use it to commute to work · Places of worship are in close proximity to almost half of urban residents · Food stores, especially small food retail chains and specialty shops, are within walking distance of approximately one-quarter of Waterloo Region residents. · Violent crime is decreasing, while property crime is increasing · The majority of people are not exposed to second-hand smoke, and the majority of workplaces restrict smoking on site
PROSPERITY · Waterloo Region enjoys a diverse economy, but not many of the businesses are locally controlled · Unemployment rates remain below the national average · The majority of workers believe that they do not have a lot of freedom and say about their job
EQUITY
Page 1 of 3 July 2, 2003 Report: PH-03-044
· Economic disparity (between high and low income levels) is greater than provincial and national averages · A significant number of people have experienced some level of food insecurity · The proportion of tenants spending more than 30% of their income on shelter is rising, and waiting lists for subsidized housing are long · Approximately 1/3 of the management occupations in Waterloo Region are held by females; this is higher than 1996, but is below the provincial average
EDUCATION · Senior kindergarten students (in the Catholic Board) are rating better than the national cohort in early child development · Approximately 24% of adult residents are at the lowest level of literacy · High illiteracy rate among seniors is particularly concerning
CONVIVIALITY · Almost 15% of people have self-perceived unmet health care needs · Charitable donations are higher than other communities and the national average
SUSTAINABILITY · There is a high rate of recycling (of waste) in this community · Further research is required in terms of local food products which remain in Waterloo Region
GENERAL HEALTH · Both infant mortality rates and low birth weight rates are lower than provincial averages
This report can be considered a baseline to which similar data can be compared in the future to further explore and define the health of Waterloo Region. This report is in addition to other, complimentary studies that the Region is involved in (e.g. Federal Canadian Municipalities Quality of Life Report, Food and Economy Study, Health Status Reports, several Food Access studies, etc.).
The Region of Waterloo is currently undertaking numerous initiatives to address the indicators mentioned in the Healthy Communities Report. These include (but are not limited to): · Housing: The Affordable Housing Strategy (interim solution) and Community Action Plan for Housing (long term) · Air Quality: Smog Alert Response Plan, the Idling Reduction and Education Program, an educational CD-ROM for high school students, the Commuter Challenge, corporate transit passes (sold at a discount), more bike lanes, several changes made to GRT fleet to improve air quality · Transportation and Walkability: Strategies to encourage greater public transit use, encourage greater cycling use, and encourage greater pedestrian activity; support for the People’s Car Co-op and a Pedestrian Charter; implementation of a fare discount program for public transit · Early Child Development: Healthy Babies, Healthy Children program; Child Health Fairs; implementation of Routine, Universal, Comprehensive Screening (RUCS) Protocol
CORPORATE STRATEGIC PLAN:
To provide appropriate health and social services for our residents.
FINANCIAL IMPLICATIONS:
Page 2 of 3 July 2, 2003 Report: PH-03-044
The Healthy Communities report was completed with resources in the Public Health existing budget.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff from the following divisions contributed information and interpretation for the Healthy Communities Report: Grand River Transit Development; Planning, Housing and Community Services; Social Planning, Policy and Programs; Waste Management; Water Services and Waterloo Region Police Services
PREPARED BY: Bethany Mazereeuw, Health Promotion Officer, Planning and Evaluation
APPROVED BY: Dr Liana Nolan, Commissioner/Medical Officer of Health
Page 3 of 3 Report: PH-03-050 REGION OF WATERLOO
PUBLIC HEALTH Environmental Health & Lifestyle Resources
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: PROGRESS UPDATE ON WEST NILE VIRUS MOSQUITO CONTROL
RECOMMENDATION:
For Information
SUMMARY:
This report provides an update to report PH-03-046. A larviciding contract with Abell Pest Control Inc. has been signed and a permit to conduct larviciding has been submitted to the Ministry of the Environment. Regional and Provincial surveillance data suggest that larviciding may begin July 7th, 2003.
REPORT:
Surveillance Data
Mosquito larval surveillance continues to be carried out by Abell Pest Control Inc. for the entire Region of Waterloo. Samples have been taken from representative sites in Ayr, Cambridge, Elmira, Kitchener, New Hamburg, St. Jacobs, Waterloo and Wellesley. A total of 457 samples have been taken over a seven week period. Sample sites include catch basins, ditches, storm water management ponds and temporary standing water. A total of 274 larva have been found. The warm, dry weather has decreased the number of larvae found in temporary pooling water and increased the number found in catch basins. Staff have carried out adult mosquito surveillance bi-weekly since May 27, 2003. The number of mosquitoes trapped has increased each week, however, at this point none of the mosquito samples have been positive for West Nile virus. Five crows have been sent for testing; three are negative, two results are pending. Close to 2,200 calls have been responded to from the West Nile Virus hotline, approximately two-thirds of calls were to report dead birds. The reports of dead birds is increased relative to last year for the same time period. The phone system has been adapted to provide additional messages and better client service and the website continues to be updated, as new material is available.
Provincially, a total of 14 birds have been confirmed positive for West Nile virus so far this year in the following Health Units: Durham, Haldimand-Norfolk, Hamilton, Oxford, Ottawa, Simcoe, Timiskaming and York. The first positive mosquito pool of 2003 was found in York Region on June 18th , 2003 (as compared with June 20th in 2002). There has been no confirmation of West Nile virus in humans to date this year anywhere in the province.
Control Measures
A contract for larviciding was signed last week with Abell Pest Control Inc. The increased allocation for larval control, to a maximum of $175,000, was outlined in report PH-03-034. The letters of permission to conduct larviciding have been received from all area municipalities and a permit application was submitted by Abell Pest Control Inc. to the Ministry of the Environment. Public notification in local newspapers, which is required by the
Page 1 of 2 July 2, 2003 Report: PH-03-050
Ministry, will appear beginning July 3rd. Based on the anticipated increase in the number of mosquito larvae at sites in the Region of Waterloo as the summer season progresses; evidence of the virus in birds in adjacent jurisdictions; positive mosquitoes in another jurisdiction in southern Ontario; and Ontario Regulation 199/03 which requires a risk assessment for West Nile Virus for the purposes of larviciding, Abell Pest Control Inc. is likely to begin larviciding areas of concern in Kitchener, Waterloo, Cambridge, St. Jacobs and Elmira at the direction of the Medical Officer of Health beginning the week of July 7th.
CORPORATE STRATEGIC PLAN:
Public education, surveillance and control measures for West Nile virus address the Region of Waterloo goal of providing appropriate strategies to protect the public from communicable disease.
FINANCIAL IMPLICATIONS:
Funding for the larviciding contract was outlined in report PH-03-034.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
PREPARED BY: Shawn Zentner, Manager Environmental Health and Injury Prevention
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
Page 2 of 2 Report: PH-03-048 REGION OF WATERLOO
PUBLIC HEALTH Environmental Health/Lifestyle Resources
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: CHARGED FOOD PREMISE
RECOMMENDATION:
For Information.
SUMMARY:
NIL
REPORT:
The following establishment was charged under the Health Protection and Promotion Act, Ontario Food Premise Regulation 562, by staff of the Region of Waterloo Public Health:
Name of Establishment: N-K Asian Food Market 19-561 Hespeler Road Cambridge Cambridge N1R 1J4
Owner/Operator: Houmphanh Phachanhla Charge: Store hazardous foods at internal temperature between 5?C and 60?C ($460)
Total Charges: $460
A routine compliance inspection of the above premise on June 5, 2003 found hazardous food stored at internal temperatures between 5 and 60 degrees Celsius. The operator had numerous hazardous foods stored at room temperature, the internal temperatures of the foods ranged from 14.5 degrees Celsius to 22.4 degrees Celsius. All hazardous food subjected to temperature abuse was disposed during inspection. A Provincial Offence Notice was issued to the operator on June 9, 2003 for the temperature infraction that incurred on June 5, 2003. The premise was reinspected on June 12, 2003, and was found to be in compliance with the Ontario Food Premises Regulations.
CORPORATE STRATEGIC PLAN:
To protect the health and well-being of the citizens of the Regional Municipality of Waterloo.
FINANCIAL IMPLICATIONS: Page 1 of 2 July 2, 2003 Report: PH-03-048
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
PREPARED BY: Cathy Egan, Director, Environmental Health and Lifestyle Resources Division
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
Page 2 of 2 Report: PH-03-049 REGION OF WATERLOO
PUBLIC HEALTH Environmental Health & Lifestyle Resources
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: UPDATE ON SMOG ALERT RESPONSE PLAN ACTIVITIES
RECOMMENDATION:
For information.
SUMMARY:
Based on a recent evaluation of the Region of Waterloo Public Health’s Smog Alert Response Plan, revisions have been made to the plan. This report provides an update on the implementation of these revisions, changes to the previous Heat Alert program and information on the first Smog Alert of 2003.
REPORT:
On May 6th, 2003 a report was submitted to CSC entitled “Revisions to Regional Smog Alert Response Plan” (PH- 03-031). Within the report, several program changes were outlined based on an evaluation of the plan and services provided last year, as well as research on the smog alert activities of other health units within southern Ontario. This report provides an update on the implementation of these revisions to the SARP, subsequent changes to the Heat Alert program and on how the new changes were implemented with the first smog alert of the season.
The evaluation of last year’s plan identified that of the 175 contacts within the Public Health smog alert data base; only 14 identified the need to still receive a fax notice from our department. Staff have completed notifying all contacts on how to receive email notices directly from the Ministry of the Environment (MOE) when they issue air quality advisories. As part of this process the database was updated and now includes over 260 contacts comprised largely of long-term care facilities and hospitals, daycares and school boards, social service agencies and shelters, area municipal and regional representatives, local universities and colleges as well as local media contacts. Customized education kits have been provided to all 260 contacts containing information on reducing exposure and local contributions to smog and air pollution. This contact list is expanding as staff receive new requests for information kits.
Public health staff also contacted regional managers responsible for operations and staff working outdoors and sent education kits which included instructions on how to receive smog alert notification directly from the MOE. In addition, on June 23rd 2003 an email was sent to all Regional employees indicating actions that they could take to during smog and heat alerts, how they could sign up to receive smog alert notifications and advising them that smog alerts would no longer be sent to all staff each time there is a smog alert a issued by the MOE. Staff can subscribe to the MOE alert network in order to receive direct emails when there are air quality advisories for this region by visiting the provincial Air Quality Ontario web site: www.airqualityontario.com .
This month, staff will meet with local media contacts to explore their role in the public education efforts regarding local air quality, smog and public health protection. Staff will develop a variety of health promotion messages that
Page 1 of 2 July 2, 2003 Report: PH-03-049
can be communicated via television, newspaper and radio to raise the profile of air quality issues. These messages will be consistent with the information contained in the education kits and elaborate on activities to reduce exposure to air pollution as well as promote emission reduction opportunities. Other Regional departments , through the internal Clean Air Committee, will be invited to participate in developing the communication messages.
In addition Public Health is preparing a request for proposals for a public survey to determine awareness, knowledge and behaviour changes regarding local air quality and smog to be conducted in the fall of this year. The data obtained from this study along with the previous SARP evaluation will assist staff in developing a more comprehensive public education campaign. This campaign will also involve other regional staff to include initiatives that promote local transit for example.
As last year’s SARP notification system was also used to provide information on heat alerts. As the new information kits sent out includes information on heat alerts, there is no longer a need to fax/email database contacts or staff regarding relevant precautionary health measures. The following phone number provides local weather forecasts and humidex advisories for this region, 658-5442 (automated). Furthermore, local radio and television forecasts regularly include smog alerts and humidex advisories when they are issued by the provincial and federal environment ministries for this region.
Staff has monitored response to the first smog alert of the season, issued by the MOE on June 23rd 2003. The new response system has worked well. Staff will continue to offer support to those few who have requested help with obtaining information directly from the MOE and will update any new contacts that will require fax notification. Additional education kits are being provided on request.
CORPORATE STRATEGIC PLAN:
To provide appropriate health and social services for our residents.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Planning, Housing and Community Services, Corporate Communications and Citizen Service were consulted in the preparation of this report.
PREPARED BY: David Roewade, Health Promotion Officer
APPROVED BY: Dr. Liana Nolan, Commissioner/Medical Officer of Health
Page 2 of 2 Report: CR-FM-03-029 REGION OF WATERLOO
CORPORATE RESOURCES Facilities Management and Fleet Services
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: EMS Station – Sunnyside Area – Second Update
RECOMMENDATION:
THAT the Regional Municipality of Waterloo authorize staff to proceed with the development of an Emergency Medical Services Station at 32 Wilfred Avenue, Kitchener (Wilfred and Weber) to serve the Sunnyside area.
SUMMARY:
Due to the unavailability of the property at Nottingham and Ottawa, Regional staff reviewed the remaining suitable sites to determine the best long term location for the Emergency Medical Services (EMS) station to serve the Sunnyside area of Kitchener. As a result of this re-evaluation, it is recommended that the EMS station be located at Wilfred and Weber Avenues (32 Wilfred Avenue) as it had significantly better emergency call response statistic s by 17 to 19%, when compared to the Fire Hall at River and Ottawa.
REPORT:
Background
The approved Redesign of Emergency Medical Services (report CH-00-058 dated October 25, 2000) called for the construction of an EMS station in the Sunnyside area of Kitchener. In 2002, staff conducted an extensive property search and identified a number of suitable sites in this area. These sites were evaluated using a number of factors including response time, accessibility, cost, interdependence, and longevity. The top three sites are, in highest to lowest score order: Nottingham and Ottawa, Wilfred and Weber, and the Fire Hall at River and Ottawa.
Report CR-FM-03-001 dated January 7, 2003 recommended that the new EMS station be located at Nottingham and Ottawa as it had the best score overall and was the best site in the critical subfactors comprising response time. Since then it has been determined that this site is not available.
Alternate Preferred Site
On learning that the Nottingham and Ottawa site was not available, staff intensified its examination of alternatives but ended up returning to the initially identified sites as the best available. The following table summarizes the response time subfactors of the top two sites using 2002 call statistics.
Fire Hall at River Wilfred and Amount more Percent more 2002 DATA and Ottawa Weber at Wilfred at Wilfred Land Area Covered 37.2 sq. km. 44.3 sq. km. 7.1 sq. km. 19% Roadway Covered 335.5 km. 392.7 km. 57.2 km. 17% Code 4 calls Covered 4401 calls 5246 calls 845 calls 19%
Page 1 of 2 July 2, 2003 Report: CR-FM-03-029
When comparing both the overall land area and road kilometers that could be covered within the nine minute target response time, a station at Wilfred and Weber would outperform a station at River and Ottawa by 17 to 19%. The key indicator of Code 4 emergency call coverage of 19% in favor of Wilfred and Weber is directly related to this station’s proximity to the higher call volumes that come from downtown Kitchener. This is a significant operational advantage.
The cost to construct the EMS station at Wilfred and Weber is estimated at $400,000. This estimate takes into account the particular soil conditions that exist and underground hydro, gas, water and sewer services that would be needed for a station at this location. The property is beneficially owned by the Region, however the title is still in the name of the City of Kitchener. There remains an outstanding deed transfer which reflects a 1985 agreement by the Region and the City that the property belongs to the Region. The transfer remained outstanding for these many years due to its bundling with other property matters. The Region has had recent discussions with the City on expediting this transfer.
The cost to construct an EMS station by adding to the Fire Hall at River and Ottawa is estimated at $275,000. This addition would be 1,063 square feet in size to create a lounge, kitchen, washrooms, showers, workstation and storage. Other options for integrating EMS crews in this Fire Hall were reviewed in report CR-FM-03-008 dated February 4, 2003 and not recommended. An existing full building length vehicle bay would be leased from the Fire Department for use by EMS to create the drive through access which is the new station standard. Preliminary discussion held earlier this year with the Fire Department indicates it would cost $2,200 annually to lease this vehicle bay plus a proportionate share of utilities and operating costs.
Over the twenty year useful life of this EMS station at the recommended location it is expected that potentially 17,000 extra emergency calls can be attended to in the nine minute target if the station is placed at Wilfred and Weber. While it will cost $125,000 extra in one time capital costs to construct the station at Wilfred and Weber, the benefit of higher call response coverage is a significant benefit to the residents of the Sunnyside area and will make a difference in timely provision of Health Services.
CORPORATE STRATEGIC PLAN:
The construction of an EMS station at Wilfred and Weber will ensure the Region is able to provide appropriate health and social services to our residents and ensure that Regional dollars are spent wisely.
FINANCIAL IMPLICATIONS:
The 2003 Capital Budget for EMS includes a provision of $400,000 for the cost of an EMS station in this area of Kitchener. This project will be funded from provincial grants ($350,000) and the Capital Levy Reserve Fund ($50,000).
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This report has been prepared in conjunction with Emergency Medical Services with input from Finance. In addition this report has been reviewed and approved by the Commissioner/Medical Officer of Health.
PREPARED BY: Doug Gilmore, Facilities Planning Engineer
APPROVED BY: Connie Peterson Giller, Commissioner, Corporate Resources and Regional Solicitor
Page 2 of 2
Report P-03-051/CR-RS-03-035 REGION OF WATERLOO
PLANNING, HOUSING AND COMMUNITY SERVICES CORPORATE RESOURCES Housing/Legal Services
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: RESTRUCTURING OF HOUSING ADMINISTRATION
RECOMMENDATIONS:
THAT the Regional Municipality of Waterloo authorize the Waterloo Local Housing Corporation (“WLHC”) to enter into an arrangement with the Waterloo Region Non-Profit Housing Corporation (“WRNPHC”), including the amalgamation of the WLHC with WRNPHC effective December 31st, 2003, pursuant to section 182(1)(d) of the Ontario Business Corporations Act, and for such purpose to enter into an Arrangement Agreement with WRNPHC, in a form and content satisfactory to the Regional Solicitor and the Commissioner of Planning, Housing & Community Services, as detailed in P-03-051/CR-RS- 03-035, dated July 2, 2003;
AND THAT the Regional Chair and Regional Clerk be authorized to execute an Arrangement Agreement on behalf of the WLHC and to do all acts and things and to execute all such transfers, assignments, instruments, agreements and documents, to apply for consent to the proposed restructuring from the Province of Ontario, obtain the requisite order of the Ontario Court of Justice and to send Articles of Arrangement to the Director under the Ontario Business Corporations Act, all as may be necessary or desirable to secure approval and to complete the arrangement.
SUMMARY:
As Council is aware, at the request of the Boards of Directors of each of the Waterloo Local Housing Corporation and the Waterloo Region Non-Profit Housing Corporation, it is being recommended that these corporations be combined to form a single new corporation. This restructuring is recommended to further improve and simplify the governance and administration of housing in the Region of Waterloo. Details of the proposed restructuring have been presented to the Board of Directors of each corporation. Each of the boards of the Waterloo Local Housing Corporation and the Waterloo Region Non-Profit Housing Corporation has endorsed the proposed restructuring.
REPORT:
Since the devolution of the responsibility of housing from the provincial government to municipal governments across Ontario in 2001, many municipal service managers have reviewed their existing governance and administrative structures. Some service managers, the Region of Halton and the Region of York, for example, have taken advantage of the provisions of the Social Housing Reform Act to consolidate their housing infrastructure in one entity. This consolidation has resulted in the streamlining of administrative responsibility and processes. Similar opportunities exist in the Region of Waterloo to consolidate and streamline the entities having responsibility for the operation and maintenance of community housing.
Existing Administrative Structure
At present, the Region’s responsibility for direct administration community housing is vested within three entities, namely:
· The Waterloo Local Housing Corporation (“WLHC”) – The WLHC was originally intended to assume the duties of administering the 2,557 housing units transferred to the Region by the province. This transfer was, instead, permitted to be made directly to the Region of Waterloo. The WLHC, as a “private corporation” is a July 2, 2003 - 2 - WLHC-03-001
unique entity within the municipal corporate structure of the Region and can play an important role in the area of liability and asset management of the community housing infrastructure.
· The Regional Municipality of Waterloo – The responsibility for direct management of 2,557 housing units and oversight responsibility as service manager of approximately 5,500 other units owned by non-profit corporations and co-operatives rests with the Council of the Region of Waterloo. In addition, the Region of Waterloo is the sole shareholder of the WLHC described above.
· The Waterloo Region Non-Profit Housing Corporation (“WRNPHC”) – This non-profit corporation owns and manages 132 units of affordable housing. Its Board includes four members of Regional Council (Councillors Bergman, Roth, Strauss and Woolstencroft).
Rationale for Restructuring
Under the existing governance structure, considerable overlap exists both at the staff level and Regional Council representation at the various entities. This duplication can be minimized through either the dissolution of both the WLHC and the WRNPHC or the combination of those two entities into one corporation solely owned by the Region of Waterloo. Staff has analyzed both options and recommended the combination of the WLHC and the WRNPHC into a new corporation. This form of restructuring can be accomplished under the provisions of the Social Housing Reform Act with no adverse financial implications. Although the dissolution of the both entities would result in the most significant efficiencies, mortgage penalties and land transfer taxes, estimated to be in excess of $200,000, associated with the transfer of WRNPHC properties directly to the Region make this option unnecessary at this time.
The proposed restructuring and combination of the WLHC and the WRNPHC represents the next step towards greater administrative and governance efficiency. The following financial implications and efficiencies are of particular significance:
· Reduction of board meetings and associated reduction in staff time to prepare meetings and materials; · Flexible asset and liability management – the combination of the WLHC and the WRNPHC to form one independent “business entity” gives the flexibility to hold mortgages and take advantage of future corporate-based opportunities that could benefit the broader Regional community; · Avoidance of unnecessary one-time expenses such as land transfer tax, retail sales tax and mortgage penalties which would be incurred if the WRNPHC were to be transferred directly to the Region.
On April 22nd, 2003 the Board of Directors and members of the WRNPHC approved the recommendation to restructure the WRNPHC and the WLHC to form a new independent entity. Similarly, on June 4th, 2003, the Board of Directors of the WLHC endorsed the recommendation for restructuring outlined in this report. A complete copy of the report submitted to the WLHC is attached to this report for information purposes.
Next Steps
Provincial approval is required for the restructuring in accordance with the Social Housing Reform Act and the Ontario Business Corporations Act. A detailed request for approval together with a plan of arrangement and draft agreement outlining the terms of the restructuring must be submitted to the Province in support of the request for approval. Once Provincial approval is obtained an application must be submitted to the Ontario Court of Justice for approval. The Legal Services division will prepare the necessary documentation and submit the request for approval to the court with a view to completing the restructuring by December 31, 2003 so that the new corporation can start a new fiscal year on January 1, 2004. Regional Council would be expected to appoint a new Board, with a recommendation that, in addition to Regional Councillors, some existing members of the WRNPHC and the WLHC boards be considered for appointment.
CORPORATE STRATEGIC PLAN:
July 2, 2003 - 3 - WLHC-03-001
The Region of Waterloo’s Corporate Strategic Plan includes a direction to seek corporate effectiveness and value to the tax payer, and more specifically to review the current corporate structure for potential streamlining in service and decision- making.
FINANCIAL IMPLICATIONS:
The proposed restructuring option represents the next step toward greater administrative and governance-based efficiency. The Region of Waterloo has already assumed the administrative (support) role for both the WRNPHC and the WLHC. Waterloo Region Housing (a staff section of the Region of Waterloo) is also under contract as the property manager for the WRNPHC’s 132 housing units. Both Boards include members of Regional Council as well.
In undertaking the proposed restructuring, the following financial implications are particularly significant:
$ Reduction of Board meetings – an associated reduction in staff time to prepare meetings and materials, and time required of Board members to review materials and attend meetings; $ Avoidance of unnecessary one-time expenses – the complete dissolution of both Boards in the absence of a new business entity would trigger associated mortgage penalties, land transfer and other tax payments estimated to be in excess of $200,000; $ Flexible asset/liability management – an “arms-length” corporation, as proposed under Option 3, maintains a business entity with such key abilities as holding mortgages and managing physical and liquid assets and liabilities; and $ Longer term opportunities – the proposed restructuring does not preclude additional future corporate-based opportunities that could benefit the broader Regional community.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff from the Finance department was consulted in the preparation of this report. Also, a copy of this report has been provided to the Chair of each of the Board of Directors of the Waterloo Local Housing Corporation and the Waterloo Region Non-Profit Housing Corporation.
PREPARED BY: Rob Horne, Director of Housing Jeff Schelling, Solicitor (Corporate)
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services Connie Peterson Giller, Commissioner of Corporate Resources & Regional Solicitor
July 2, 2003 - 4 - WLHC-03-001
APPENDIX A
WATERLOO LOCAL HOUSING CORPORATION
TO: Chair G. Vandermey and Members of the Waterloo Local Housing Corporation
DATE: June 2, 2003
SUBJECT: REVIEW OF GOVERNANCE AND ADMINISTRATIVE STRUCTURES
RECOMMENDATION:
THAT the directors and members approve the restructuring of the Waterloo Local Housing Corporation and the Waterloo Region Non-Profit Housing Corporation pursuant to s. 182(1)(d) of the Ontario Business Corporations Act, as described in Option 3 of Report No. WLHC-03-001;
THAT the directors and members authorize the Chief Executive Officer of the Waterloo Local Housing Corporation, in consultation with the Board of Directors, to execute an agreement outlining the plan of arrangement, and any other documents or instruments necessary to give effect thereto;
AND THAT the members authorize the Chief Executive Officer of the Waterloo Local Housing Corporation and/or the Solicitor of the Corporation to take any steps necessary in respect thereto in order to effect the arrangement under s. 182(1)(d) of the Ontario Business Corporations Act.
REPORT:
1. Introduction
It has now been three years since the Provincial government proclaimed the Social Housing Reform Act, triggering one of the largest public sector shifts of responsibility in Ontario’s history. In the space of these three years, forty- seven service managers, including the Region of Waterloo, are now responsible for establishing and maintaining the local governance and administrative structures for “social” or “community” housing in their service areas. For the Region of Waterloo, this has meant the assumption of responsibility for approximately 8,000 affordable housing units, requiring a gross annual budget of almost $50 million.
At the present time, many service managers across Ontario are beginning to review their existing governance and administrative structures to identify opportunities to be more efficient and effective. In all cases, the long term maintenance of quality affordable housing for people in need remains the highest priority, and changes in operating structures should be seamless and not impact tenants.
The purpose of this report is to review the overall governance and administrative structures for community housing in which the Region of Waterloo has a direct interest, and to identify associated opportunities for improvement. More specifically, these opportunities have been identified to further attain the following three objectives:
$ Streamlining administrative processes;
July 2, 2003 - 5 - WLHC-03-001
$ Reducing costs to tax payers; and $ Providing for more flexible financing and liability/asset management.
These three objectives, which have also been major considerations used by other service managers, are applied in this report. The recommended option represents the next step toward greater overall efficiency. The Region of Waterloo already provides the administrative (support) role for both Boards. Waterloo Region Housing (a staff section of the Region of Waterloo) is also under contract as the property manager for the Waterloo Region Non- Profit Housing Corporation’s (WRNPHC) 132 units. Both Boards include members of Regional Council as well.
At its meeting of April 22, 2003, the Waterloo Region Non-Profit Housing Corporation formally endorsed the recommended option described in this report, which would bring the WRNPHC and the Waterloo Local Housing Corporation together as a new entity.
2. Existing Governance and Administrative Structures
The transfer of community housing has involved, to varying degrees, three “Regional” bodies:
i) The Region of Waterloo, which directly assumed ownership of 2,557 units from the Province. The Region also became the employer of former Provincial housing staff, enhanced its resources, and mobilized existing staff to fully support the total community housing portfolio of approximately 8,000 units (including non-profit, co-operative and rent supplement units). Broad policy decision-making lies with Regional Council.
ii) The Waterloo Local Housing Corporation (WLHC), which was initially established as the intended body to assume ownership of the 2,557 Provincially-owned units in the Region of Waterloo. However, this transfer was instead permitted by the Province to occur directly to the Region of Waterloo. The WLHC is wholly owned by the Region of Waterloo, and is overseen by a Board of Directors, including Regional Councillor Strauss. The WLHC can also play an important role as a business entity, particularly in the areas of liability and asset management.
iii) The Waterloo Region Non-Profit Housing Corporation (WRNPHC), which oversees 132 affordable housing units. The WRNPHC was established as a separate Corporation with the assistance of the Region of Waterloo, and its Board includes four members of Regional Council (Councillors Bergman, Roth, Strauss and Woolstencroft).
An overview of the existing structure is presented in Table 1 of this report, which describes key roles and responsibilities.
3. Applying the Three Key Objectives to Existing Conditions
The achievement of greater efficiency and effectiveness for community housing can be evaluated under the following three objectives:
$ Streamlining administrative processes; $ Reducing costs to tax payers; and $ Providing for more flexible financing and liability/asset management.
July 2, 2003 - 6 - WLHC-03-001
Each of these objectives is reviewed below in the context of the Region of Waterloo, the WRNPHC and the WLHC.
3.1 Streamlining Administrative Processes
Duplication can occur at two levels. The first is in the area of governance. Between Regional Council, and the Boards of the WRNPHC and the WLHC, there is duplication in membership, specifically pertaining to Regional Council representation. This is particularly the case for the WRNPHC, which includes four members of Regional Council.
Considerable overlap also exists administratively, and the following are a few examples:
$ The Regional Commissioner of Planning, Housing and Community Services reports to Regional Council and is also the General Manager of the WRNPHC, and the Chief Executive Officer of the WLHC; $ The Regional Director of Housing is also the Assistant General Manager of the WRNPHC, oversees the preparation of reports and agendas to the WRNPHC and the WLHC, and also reports directly to Regional Committees and Council; $ The Chief Financial Officer reports to Regional Council and is also the Treasurer of the WLHC and the WRNPHC; $ The Regional Clerk reports to Regional Council and is the Secretary of the WLHC and the WRNPHC; and $ Regional staff from many Departments and Divisions (e.g. Housing, Legal Services, Finance, Facilities Management, Council and Administrative Services) provide the same roles for these different bodies, including agenda preparation and Board support, financial control, legal issues, property management, rent collection and reporting requirements.
Under existing conditions, considerable overlap exists.
3.2 Reducing Costs to Tax Payers
Quantifying expenses is a challenging task, and can be approached by assigning a dollar value to time spent supporting a variety of similar structures. However, in order to avoid any arbitrary assignment of dollars to time, the following two issues are focal:
$ Issues that pertain to service managers and housing providers can require Regional Council, the WRNPHC and the WLHC to all be involved. For example, changes under the Social Housing Reform Act and/or its regulations or other Provincial legislation can have implications for all three bodies. $ Administratively, the preparation of agendas and meetings, separate record keeping, and the preparation of individualized reports all make these and other administrative housing roles more complex and time- consuming.
The existing structure could be altered to realize greater efficiencies.
3.3 Providing for more Flexible Financing and Liability/Asset Management
July 2, 2003 - 7 - WLHC-03-001
In 2001, the Region of Waterloo adopted its own Affordable Housing Strategy, with the goal of helping to create 1,000 new affordable housing units by the end of 2005. More recently, the Provincial and Federal governments announced available funds for affordable housing, which could amount to $8 to $10 million for Waterloo Region alone. In addition, changes to the Municipal Act are intended to enable a much more flexible environment for municipalities to exercise their responsibilities.
Some key considerations in ensuring flexible financing and liability/asset management are as follows:
$ Municipalities do not possess the explicit prescribed legal entitlement to hold mortgages as an investment or as a means of long term financing. However, business corporations, such as the WLHC, can do so; $ A transfer of ownership of real estate and chattels to a municipality can trigger the payment of Land Transfer Tax, Provincial Sales Tax, and (potentially) Goods and Services Tax, while this liability is not necessarily incurred if the transfer is made to a new entity; $ It is desirable to retain a “corporate vehicle” to limit liability. This may be particularly important for the Region of Waterloo, as any developments financed through the Affordable Housing Strategy which encounter financial difficulty may desirably revert to an arm’s length body for which the Region of Waterloo has a majority interest; $ The assumption of new assets may be best placed in the control of a body such as the WLHC.
The ability for flexible financing and liability/asset management is an increasingly important consideration.
4. Key Options
In order to identify a desired future structure, a review of three key options was undertaken. These options are:
i) Status quo, leaving the Region of Waterloo, the WRNPHC and the WLHC as they are now;
ii) Dissolution of the WRNPHC and the WLHC, with the Region of Waterloo directly assuming their former responsibilities;
iii) Combining the WRNPHC and the WLHC to form a new entity.
A comparison of the options to the three objectives is provided in Table 2 attached to this report. Given the range and scope of considerations, a qualitative and where possible, relative evaluation was undertaken.
4.1 Option 1: Status Quo
Keeping the existing structure does not generally achieve any of the three key objectives. Duplication remains, as does unnecessary expense to the tax payers, particularly for administrative roles. However, the ability for flexible financing and liability/asset management could still occur through the WLHC.
4.2 Option 2: Dissolve WRNPHC and WLHC/Direct Regional Assumption of Responsibilities
This option contains very dynamic implications. A key attribute would be the reduction of duplication. However,
July 2, 2003 - 8 - WLHC-03-001 while this option would avoid unnecessary expense to the tax payers in the longer term, there are two major drawbacks. First, the Land Transfer Tax would be incurred, as WRNPHC properties would be transferred directly to the Region of Waterloo. Land transfer tax is calculated on the present value of the three WRNPHC properties and, depending on the outcome of valuations of each property, land transfer tax would likely exceed $200,000. Secondly, as the Region of Waterloo does not have a prescribed right to hold mortgages as a means of long term financing, it would have to incur substantial penalties to terminate mortgages early and to replace them with traditional (allowable) municipal long term financing. This option would also eliminate the WLHC as a “business entity” that could be used for more flexible financing and liability/asset management.
4.3 Option 3: Combine WRNPHC and WLHC to form a new entity
This option is the most desirable overall. Duplication between the Boards of the WRNPHC and the WLHC would be eliminated, although Regional Council would retain involvement as required. The avoidance of unnecessary expense to tax payers would be achieved with less administrative support being required and fewer meetings expected. The combination of the two bodies can also be achieved without necessitating the payment of land transfer taxes, substantial mortgage penalties, Provincial Sales Tax, and (potentially) Goods and Services Tax. Once the new entity has been created, the Region would have the flexibility to continue to operate the former WRNPHC properties under the new corporation. Finally, a “business entity” would still be in place to deal with flexible financing and liability/asset management.
5. Financial Implications
The proposed restructuring option represents the next step toward greater administrative and governance-based efficiency. The Region of Waterloo has already assumed the administrative (support) role for both the WRNPHC and the WLHC. Waterloo Region Housing (a staff section of the Region of Waterloo) is also under contract as the property manager for the WRNPHC’s 132 housing units. Both Boards include members of Regional Council as well.
In undertaking the proposed restructuring, the following financial implications are particularly significant:
$ Reduction of Board meetings – an associated reduction in staff time to prepare meetings and materials, and time required of Board members to review materials and attend meetings; $ Avoidance of unnecessary one-time expenses – the complete dissolution of both Boards in the absence of a new business entity would trigger associated mortgage penalties, land transfer and other tax payments estimated to be in excess of $200,000; $ Flexible asset/liability management – an “arms-length” corporation, as proposed under Option 3, maintains a business entity with such key abilities as holding mortgages and managing physical and liquid assets and liabilities; and $ Longer term opportunities – the proposed restructuring does not preclude additional future corporate- based opportunities that could benefit the broader Regional community.
6. Conclusion
In order to further improve and simplify the governance and administrative structure pertaining to the Region of Waterloo, the WRNPHC and the WLHC, Option 3 is the most desirable approach. This option would create a new entity. Regional Council would be expected to appoint a new Board, with a recommendation that some
July 2, 2003 - 9 - WLHC-03-001 existing members of the WRNPHC and WLHC Boards would be considered for appointment. This would be particularly important to maintain continuity and to bring expertise to the new Board. The implementation of changes to governance and administration is detailed in a memo from the Region of Waterloo’s Legal Services Division, attached as Appendix A to this report.
CORPORATE STRATEGIC PLAN:
The Region of Waterloo’s Corporate Strategic Plan includes a direction to seek corporate effectiveness and value to the tax payer, and more specifically to review the current corporate structure for potential streamlining in service and decision-making.
CONSULTATION WITH OTHER DEPARTMENTS:
This report was prepared in consultation with the Finance and Legal Services Division.
PREPARED BY: Rob Horne, Assistant General Manager
APPROVED BY: Larry Kotseff, General Manager
TABLE 1: OVERVIEW OF EXISTING STRUCTURE
OTHER TENANT PROPERTY OWNERSHIP/ ENTITY ADMINISTRATIVE SERVICES MANAGEMENT (GOVERNANCE) SUPPORT*
Waterloo Region WRNPHC (Board Non-Profit Housing Region of Region of Region of Waterloo includes 4 Regional Corporation Waterloo Waterloo Councillors) (WRNPHC – 132 units)
Region of Waterloo Region of Region of Waterloo Region of Region of Waterloo (2,557 units) Waterloo (Regional Council) Waterloo
Region of Waterloo Waterloo Local Housing (Regionally Appointed Region of N/A N/A Corporation (WLHC) WLHC Board, including Waterloo 1 Regional Councillor)
* Particularly Financial, Legal, and Council and Administrative Services
N/A – Not Applicable Report: P-03-051/CR-RS-03-035
TABLE 2: KEY OPTIONS
OPTION 2: OPTION 3: DISSOLVE WRNPHC “COMBINE” OPTION 1: and WLHC/DIRECT OBJECTIVE WRNPHC AND WLHC STATUS QUO REGIONAL TO FORM A NEW ASSUMPTION OF ENTITY ROLES
Reduction of No - 2 existing separate Yes, with need to maintain Yes - Boards eliminated Duplication Boards would remain one (separate) Board
Avoidance of Substantial one time Yes, and avoids one-time Unnecessary expenses (Land Transfer No expenses incurred under Expense to Tax Tax, PST, Mortgage Option 2 Payers Penalty, potentially GST) Good, but subject to Ability for Flexible Limited, as WRNPHC has municipal constraints Most flexible, particularly in Financing and less financial latitude than (e.g. long term financing the area of long term Liability/Asset WLHC could not involve financing. Management mortgages)
Page 11 of 15 July 2, 2003 Report: P-03-051/CR-RS-03-035
Appendix “A”
MEMORANDUM
TO: Chair G. Vandermey and Members of the Waterloo Local Housing Corporation
DATE: June 2, 2003
SUBJECT: LEGAL FRAMEWORK FOR HOUSING RESTRUCTURING
1. INTRODUCTION
This report has been prepared in support of Report WLHC-03-001 outlining the advantages and disadvantages of the various options associated with restructuring the existing ownership and operation of housing units affiliated with the Region of Waterloo.
2. ANALYSIS OF OPTIONS FOR RESTRUCTURING
The purpose of this report is to outline, in greater detail, some of the legal issues associated with each option outlined in the above-noted report. The options, namely maintenance of the status quo, dissolution of both the WLHC and the WRNPHC and a restructuring of the WLHC and the WRNPHC, are discussed separately as follows:
(i) Option 1: Maintaining the Status Quo
WRNPHC – This entity would be continued as a non-share capital corporation incorporated under the provisions of the Ontario Corporations Act with separate rules for corporate governance of its Board and independent financial reporting and auditing requirements.
WLHC – This entity would continue as a share capital corporation wholly owned by the Region of Waterloo and incorporated under the Ontario Business Corporations Act (“OBCA”). Again, separate governance standards and financial reporting requirements apply to the operation of this corporation. Although this corporation does not have any operational responsibility, the OBCA compels the Board and sole shareholder to have annual meetings. In addition, the corporation will continue to require minimum insurances such as directors and officer’s liability insurance.
Regional Municipality of Waterloo – The Region will continue in its role as “service manager” in respect of the affairs of the WRNPHC, sole shareholder of the WLHC and manager of the 2,557 units transferred by the Ontario Housing Corporation pursuant to the Social Housing Reform Act.
(ii) Option 2: Dissolve WRNPHC and WLHC with Direct Regional Assumption of Responsibilities
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WRNPHC - Pursuant to section 230 of the Ontario Corporations Act, a non-share capital corporation may be voluntarily wound up. “Winding up” a non-share capital corporation entails the mandatory transfer of all assets of the corporation and settlement of all outstanding liabilities. As each of the three properties owned by the WRNPHC is encumbered by a mortgage, each of the three mortgages would have to be paid in full or assigned to the entity taking ownership of the properties.
Particulars of the three mortgages are as follows (as of December, 2002):
Property Principal Monthly Payments Due Date
Erb Court $3,707,392 $26,374 February 1, 2005
Cushman Court $2,484,892 $17,162 June 1, 2011
Kingscourt $2,956,378 $20,069 September 1, 2003
Each of the three mortgages is a “closed” mortgage with no right of early payment. Nonetheless, section 18 of the Mortgages Act does permit early payment provided payment of three months of interest in lieu of notice is made by the mortgagor. Accordingly, dissolution of the WRNPHC would trigger the payment (assuming dissolution after September 1, 2003) of three months interest as penalty in respect of the mortgages registered on title to the Erb Court property in Waterloo and the Cushman Court property in New Hamburg.
In addition, transfer of the three properties owned by the WRNPHC would trigger the payment of land transfer tax calculated at a rate of 1.5% of the present fair market value of each of the properties. Provincial sales tax (8%) would also be payable on the transfer of chattels (refrigerators, stoves, etc.).
Depending on a number of variables (i.e. the outcome of valuations on the properties), taxes and mortgage penalties on the transfer of the three properties would likely amount to more than $200,000.
WLHC – Under section 193 of the Ontario Business Corporations Act, the WLHC could be voluntarily dissolved by its sole shareholder, the Region of Waterloo. It is recommended that this corporation not be dissolved at the present time. This corporation is a rather unique entity having been created with special permission and delegation of authority from the Province for the purpose of facilitating the transfer of social housing. This share capital corporation has all of the rights and powers of a natural person. Even with the implementation of new municipal legislation effective January 1, 2003, it would not be possible for the Region to incorporate a new company with similar powers in the event a need arises in the future for such a special purpose corporation (for example, such a special purpose corporation could play a role in the development of new affordable housing by partnering with either private or non-profit organizations).
Regional Municipality of Waterloo – In terms of eliminating duplication of administrative responsibility the dissolution of both the WRNPHC and the WLHC is recommended however the costs of transferring the properties, as alluded to above, make this option much less desirable. In addition,
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the assumption of the debt associated with the three WRNPHC properties would require debenture or other tax-based financing. Although new provisions of the Municipal Act do permit loan-style financing for municipal undertakings, the Act expressly prohibits the giving of security for such financing which requirement may eliminate loan financing as an option.
(iii) Option 3: Combining WRNPHC and WLHC to Form a New Corporation
WRNPHC – In drafting the Social Housing Reform Act, the Provincial government was mindful of the potential for the need to combine one or more social housing entities following devolution of the Province’s housing portfolio to Ontario municipalities. Section 26(2) of the Social Housing Reform Act permits the merger of a municipal non-profit housing corporation with a local housing corporation pursuant to a plan of arrangement under section 182(1)(d) of the Ontario Business Corporations Act. Such a plan of arrangement was made and approved the Region of York with a similar restructuring of its housing entities having taken effect on December 31st, 2002.
In essence, this form of restructuring entails the combination of two or more corporations which, in themselves cease to exist, and the simultaneous creation of a new corporation.
Some of the advantages of this form of restructuring include:
· Greater flexibility of corporate governance under the Ontario Business Corporations Act rather than the Corporations Act; · The new corporation would have the powers of a natural person; · Reduction in the number of meetings of members/shareholder/directors; · Tenants are unaffected and the Region continues to provide management services to the properties presently owned by the WRNPHC; · Decision making process should be easier under the Ontario Business Corporations Act as the appropriate signatories (i.e. Chair and Regional Clerk) may sign on behalf of the sole shareholder; · Penalties for early termination of existing mortgages and land transfer tax are not incurred in this form of transaction;
WLHC – The result of this restructuring would be the discontinuance of the WLHC and the creation of a new corporation subject to the same regulatory and legislative framework. The new corporation could be directed by a Board comprised of Regional Councillors and some directors from each of the WRNPHC and WLHC. The Region of Waterloo would continue as the sole shareholder of the new corporation. The tax benefits of a non-profit corporation owning property would not be lost in a restructuring, as the new corporation would be exempt from income tax pursuant to section 149(1)(d.5) of the Income Tax Act so long as its shares continue to be owned by the Region and its income will be derived from housing projects within the Region.
Regional Municipality of Waterloo – Following restructuring, the Region would continue to support the new corporation through the provision of support services and management services, the latter pursuant to an arm’s length property management agreement. It is recommended that the Commissioner of Planning, Housing & Community Services and the Director of Housing continue in Page 14 of 15 July 2, 2003 Report: P-03-051/CR-RS-03-035
their roles as officers of the newly created corporation reporting to the Region as sole shareholder. In addition, it is recommended that the roles of Treasurer and Secretary of the newly created corporation be respectively undertaken by the Region’s Chief Financial Officer and the Regional Clerk.
3. CONCLUSIONS
The restructuring of the WRNPHC and the WLHC is a lengthy process which requires resolutions from each of the Boards of the two corporations, approval from each of the mortgagees having a secured interest in the three properties owned by the WRNPHC (which is usually obtained as a matter of course in this form of transaction) and, ultimately, approval by a local judge of the Superior Court of Justice. It is recommended that the timing of the transaction be such so as to coincide with the year end of each corporation thereby minimizing accounting and auditing expense. The legal work in completing the transaction can be performed by the Legal Services Department at the Region.
Considering all options for restructuring housing entities in the Region, the combination of the WLHC and the WRNPHC affords the most flexibility with minimal impact of penalties, costs and other expenses normally associated with corporate restructuring.
PREPARED BY: Jeff Schelling, Solicitor (Corporate)
Page 15 of 15
REGION OF WATERLOO Report: P-03-056
PLANNING, HOUSING AND COMMUNITY SERVICES Housing
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE:
SUBJECT: SOCIAL HOUSING SERVICES CORPORATION - UPDATE
RECOMMENDATION:
For information.
SUMMARY:
The Social Housing Services Corporation (SHSC) is a body created by Provincial legislation, which continues to have important ongoing roles in the administration of community (social) housing.
This report has been written to describe the mandate of the SHSC, its recent initiatives, and how the SHSC affects the Region of Waterloo (as service manager) and prescribed housing providers in the Region. With upcoming changes to SHSC Board composition in 2004, the Region of Waterloo and other service managers will have an opportunity to be considered for Board membership.
REPORT:
Overview of the SHSC
The following information was directly obtained from the Social Housing Services Corporation (SHSC) through its web-site:
In 1997, the Government of Ontario announced that social housing programs (public housing, non-profit housing and rent supplement programs) administered by the Province would be devolved to the municipal level under an initiative called Local Services Realignment.
In anticipation of social housing devolution, the Province created two advisory groups to make recommendations about how to make social housing work best under municipal administration: the Advisory Council on Social Housing Reform, which reported its recommendations in 1997, and the Social Housing Committee, which submitted its report in 1998. Both these groups recognized the need for some social housing services to be coordinated or provided on a Province-wide basis.
In 2000, the Province passed legislation to devolve social housing to the municipal level. This legislation, the Social Housing Reform Act, 2000, established a Social Housing Services Corporation to administer certain programs Province-wide on behalf of service managers and social housing providers.
Social housing programs were transferred to service managers between January 2001 and May 2002. The board of the Social Housing Services Corporation was named in early 2002 and met for the first time in March 2002.
The Province has provided initial funding for SHSC’s first three years; after that, the corporation will be self- Page 1 of 4 July 2, 2003 Report: P-03-056 sufficient.
The SHSC has responsibility for four services:
1. Group Insurance 2. Investing Capital Reserves 3. Bulk Purchasing (Gas Purchase Program) 4. Performance Indicators & Best Practices
These services are provided to prescribed housing providers (i.e. providers are provided to purchase goods and services and invest through the SHSC), with “non-prescribed” providers also being encouraged to participate on a voluntary basis. The SHSC further notes that its goal is to “…work with service managers and housing providers to design programs that add value”.
Role of the SHSC in the Region of Waterloo
The SHSC is beginning to develop strategic relationships with the Region of Waterloo, as a service manager, Waterloo Region Housing, Housing Providers and sector organizations.
The Social Housing Reform Act has mandated Waterloo Region Housing to participate in the bulk insurance program as well as the gas purchase program. Waterloo Region Housing has seen significant increases in insurance premiums of approximately 80% over the past two years. The SHSC has addressed concerns over the increased premiums with the Province. Waterloo Region Housing has also seen an approximate 20% increase in the price of gas. The SHSC is currently negotiating a fixed rate for 2004 and anticipates a more favourable rate.
Any benefits to non-profit and co-operative housing providers will be determined as programs are implemented.
The Region of Waterloo continues to advocate “best value” for the taxpayer, regardless of where the goods or service is procured or the investment made.
SHSC Governance
SHSC’s 15-member founding board was appointed by the Minister of Municipal Affairs and Housing. As set out in the Social Housing Reform Act, the board is made up of the following:
$ Eight service manager representatives $ Five housing provider representatives $ Two representatives appointed by the Minister
The current Chair and CEO is Dr. Gordon Chong, past Chair of the Metropolitan Toronto Housing Authority. Presently, there are no representatives from Waterloo Region on the SHSC Board. However, with terms for existing service manager representatives ending December 2004, there will be an opportunity for the Region of Waterloo and other service managers to be considered for board membership in 2004. The SHSC has advised that additional information will be forthcoming.
The nomination process for service manager representatives will begin with the SHSC soliciting nominations from all 47 service managers through their Chief Administrative Officers. This process was designed to ensure equal opportunity to all service managers. The SHSC will then form a nominating committee which will review all nominations and make selections based on board-wide criteria.
CORPORATE STRATEGIC PLAN:
Page 2 of 4 July 2, 2003 Report: P-03-056
The Corporate Strategic Plan includes “Effectiveness, Efficiency, and Economy” as a key value, making the best use of available resources to achieve the best possible results.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Finance and Legal Services were consulted in the preparation of this report.
PREPARED BY: Mary Pinto, Housing Co-ordinator Rob Horne, Director of Housing
APPROVED BY: Larry E. Kotseff, Commissioner of Planning, Housing and Community Services
Page 3 of 4 July 2, 2003 Report: P-03-056
APPENDIX A
Social Housing Services Corporation Activity in the Region of Waterloo
SHSC ACTIVITY APPLICABLE TO* STATUS/TIME FRAME
INSURANCE $ To co-ordinate insurance $ Waterloo Region Housing $ SHSC released an RFP in Spring programs for prescribed housing $ Non-profit providers formerly 2003 with an implementation providers under prescribed administered by the Province date for the new program for housing programs EXEMPTIONS September 2003 $ Co-operative Providers formerly administered by the Province $ Non-profit housing providers formerly administered by CMHC INVESTMENT PROGRAM $ To manage the Pooling of $ Non-profit providers formerly $ Funds are now open for Capital Reserve Funds for administered by the Province investment Prescribed providers to help $ Co-operatives providers maximize returns on capital formerly administered by the reserve investments Province EXEMPTIONS $ Toronto Housing Company Inc., Peel Non-Profit Housing Corporation and City of Ottawa Non-Profit Housing Corporation GAS PURCHASE PROGRAM $ To establish and manage $ Waterloo Region Housing $ Effective May 1, 2003, the price schemes for the joint purchase of gas was established at 30¢ of goods and services by per cubic metre. SHSC will prescribed housing providers. forecast a price for 2004 by August 2003 and obtain a fixed price by November 2003 for the entire year of 2004. BEST PRACTICES & PERFORMANCE INDICATORS $ To undertake studies and $ Participation is voluntary and $ An upcoming workshop has provide advice to the Province, available to all been scheduled for July 2003 for the ROW and prescribed social housing stakeholders. housing providers with respect *NOTE: This column represents all to the establishment and use of providers which are mandated by benchmarks and best practices the Social Housing Reform Act; to achieve the efficient and however, non-prescribed providers effective provision of housing. are able to participate on a voluntary basis.
Page 4 of 4
REGION OF WATERLOO REPORT: SS-03-049
SOCIAL SERVICES Social Planning, Policy and Program Administration
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE: S01-20
SUBJECT: SUPPORTING COMMUNITY PARTNERS INITIATIVES PLAN ASSESSMENT
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the submission of the Supporting Communities Partnership Initiative Plan Assessment to the National Homelessness Secretariat as detailed in report SS-03-049, dated July 2, 2003.
SUMMARY:
NIL
REPORT:
Under the Supporting Communities Partnership Initiative (SCPI), the Region fulfills the role of the Community Entity. In this regard the Region administers and manages project funding and facilitates community planning. In April 2003 the National Homelessness Secretariat (NHI) advised that the Region would be required to carry out an assessment of the Community Homelessness Plan signed off by Minister Bradshaw as part of the SCPI process in 2002, prior to the Region taking on the role of the Community Entity. The requirements included the need for a community consultation. A template (questionnaire) for the assessment was received in early May with a deadline for the submission of the assessment by May 31, 2003.
The Community Plan Assessment is a progress report on the community’s implementation of its Community Plan. Communities are expected to assess their progress in addressing homelessness against the Community Homelessness Plan: whether priorities and objectives as outlined in the Community Plan have been achieved; what impact this has had on the community and; how community projects and other activities carried out by the Community Entity and Committees have contributed to the immediate outcomes of the National Homelessness Initiative (NHI).
The Plan Assessment consists of 7 required elements as follows: Geographic Area, Objectives, Assets and Gaps, Priorities, Sustainability, Evaluation Strategy, and Community Strategy. The template format (i.e. fill in the blanks and choosing from pre-set menus) included questions related to the projects undertaken and the planning processes.
Staff met with representatives of the Homelessness Network (the committee which oversees the SCPI process locally) as well as the local and regional offices of the HRDC to discuss the requirements for the assessment as well as the impossible timelines. As a result, the HRDC staff agreed that a draft assessment would be submitted by the end of May with a final assessment submitted early July, 2003. Staff then completed the assessment with the input from representatives of the Homelessness Network, the Cambridge Action on Homelessness & the
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Youth Homeless Coordinating Group. A completed copy of the assessment is attached in Appendix A.
CORPORATE STRATEGIC PLAN:
Participation in the Supporting Communities Partnership Initiative Program will address two priorities in the corporate Strategic Plan:
1) Identifying gaps and developing local responses; and 2) Ensuring appropriate interventions and services are in place for vulnerable and at-risk children, youth, adults and families within the community.
FINANCIAL IMPLICATIONS:
NIL
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL
PREPARED BY: Debbie Clue, Co-ordinator, Supporting Community Partnerships Initiatives
APPROVED BY: Michael Schuster, Commissioner, Social Services
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This template is intended to assist communities in the preparation of their Community Plan Assessment report. Please refer to the accompanying document, Guidelines for Communities Completing Community Plan Assessments for further information on the rationale and requirements for Community Plan Assessments in the context of the National Homelessness Initiative (NHI). The assessment will cover seven of the nine elements of the Community Plan.
Nine Elements of the Community Plan
Element 1. Geographic Area Element 2. Objectives Element 3. Community Plan Development Process [n/a] Element 4. Assets and Gaps Element 5. Priorities Element 6. Sustainability Element 7. Evaluation Strategy Element 8. Communication Strategy Element 9. Community’s Financial Contribution [n/a]
A text box will be provided at the end of the assessment for any additional information, comments or questions that communities wish to add to the assessment.
General Information
Completed by: Debbie A. Clue Community Regional Municipality of Waterloo Contact Phone Number (519) 883-2375 Address: 99 Regina Street S., Waterloo, Ontario N2J 4G6 Date: June 20, 2003
REH Sign-Off
Signature Region: Regional Municipality of Waterloo Date: June 20, 2003
Please select which, from list below, this assessment covers:
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Element 1 Geographic Area:
1.1. Geographic area, over which the SCPI funding applied, change over the course of the Initiative?
Yes If yes, please describe how and why? Funding was originally applied to the City of Kitchener. It was later agreed that funding would be applied to all communities in the Regional Municipality - Kitchener, Waterloo, Cambridge, North Dumfries, Wilmot, Wellesley and Woolwich.
Element 2 Objectives (N.B. You may wish to answer this section after you have completed the rest of the assessment)
2.1. Please list your 2.2. Please 2.3. Please describe progress briefly objectives as stated in the assess your Community Plan progress to date in achieving the overall objectives described in the Community Plan. Objective #1: SCPI Funded projects helped in meeting immediate Increase the ability of the Partially achieved needs of the homeless as follows: Homelessness community to meet the If other, please outreach, literacy and advocating for women at risk of immediate needs of people describe being homeless who are in conflict with the law, who are experiencing upgrades to a drop-in facility and increase shelter beds homelessness or who are at in Cambridge. In addition to this, risk of homelessness and to information pamphlets on services for the homeless have decrease the hardships they been developed and distributed to community agencies. face. Objective #2: As of April 2003, primarily through the Region's Increase the supply, variety Partially achieved innovative Affordable Housing Strategy, 133 units are and accessibility of If other, please either under construction or have been built. affordable housing stock for describe the people of Waterloo Under the Urgent Needs process, the YWCA received Region. support for 4 transitional units with supports for women and families leaving the shelter system. The Working Centre also received support for 2, 3- bedroom transitional housing units homeless men.
Under SCPI 1, 23 transitional units with supports are being built. In addition to this, 20 transitional bachelor apartments will be built through a combination of municipal, provincial and federal funds, in Cambridge. Objective #3: Partially achieved It has been harder to sustain these services because it If other, please is difficult to access sustainable funding. Programs that Enhance supports for describe are not sustained create demand in the community (e.g individuals with special Outreach services witing lists for servi ces that cannot be fulfilled). needs, increase efforts to funded under SCPI prevent homelessness and for those The work of the Waterloo Region Community build the community's experiencing or Homelessness Network has in part built the capacity of capacity to respond to who were at the community to respond to homelessness. Although homelessness. imminent risk of the groups within the community were activiely involved
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Homelessness. in issues of homelessness prior to SCPI, SCPI served to Significant learning enhance their efforts and strengthened the existing in the community network. This is true of groups such as the Kitchener on what it takes to Downtown Collaborative (KDCC), the Cambridge Action accomplish the on Homelessness Group (CAHG), the Youth work Homelessness Coordinating Group (YHCG) and the Aboriginal Strategic Reference Group (ASRG). See objective 4. Objective #4: The Waterloo Region Community Homelessness Foster knowledge and Partially achieved Network and its partners have launched a series of expertise about If other, please activities aimed at increasing awareness and homelessness issues in describe participation. These include: quarterly meetings; order to increase advocacy campaigns; articles in the print media and the community awareness and homelessness website. participation. Additionally, recruitment of volunteers & volunteer programs have involved the broader community and has significantly increased the capacity of the community to respond to issues of homelessness. Articles in the print media and media coverage has resulted in a heightened awareness of the issue in the community. Objective #5: Click Here To Choose If other, please describe
2.4. Please describe three factors which have hindered or 2.5. Please indicate whether the factor helped you in attaining your objectives. hindered or helped you in attaining your objectives. Factor #1: Although this initiative was a very good start, the lack Hindered of sustained resources to: facilitate ongoing community If other, please describe development - education/awareness & advocacy objectives; coordinate various funding sources; ensure the continuity of funding under this initiative from the previous SCPI program to the newly announced program (funding gap) resulted in significant challenges. Factor #2: A very strong community collaboration around issues Helped of homelessness as well as partnerships between individuals, If other, please describe community organizations (who serve the needs of the homeless) and the regional government has been helpful to the successful planning and implementation of projects. Factor #3: Regional government support to advocate for, plan and Helped provide administrative support in project development and If other, please describe community planning and action.
Element 3 Community Plan Development Process
Given that the planning process has been assessed by the NHI evaluation through extensive case studies in 20 communities and that a number of communities reported to the Minister on the planning process, communities will not be required to address this element in their assessment. Questions related to sustainability in element 6 however, do ask that you draw on your community planning experience.
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Element 4 Assets and Gaps
4. Please list the gaps identified in the Community Plan and indicate the extent to which they have been filled.
4.1. Gaps 4.2. Extent to which gaps 4.3. If not at all, 4.4. If exceeded, have been filled please provide please provide an an explanation explanation
Gap #1: Click Here To Choose The gap analysis was not completed. The community was in the initial stages of identifying gaps, and identified gaps in services to specific population groups. The planning process that is currently underway will result in the completion of that process and the clear identification of gaps in the community.
Gap #2: Click Here To Choose
Element 5 Priorities
5. Please report on 1) each of the priorities listed in the Community Plan, 2) assess the impact of activities in support of each priority on the community in terms of the 9 immediate outcomes of the NHI, and 3) identify the methods used to assess performance.
The nine immediate outcomes of the NHI are as follows:
1. Increased awareness of NHI and homelessness issues 2. More coordinated response between sectors to address homelessness 3. Increased local capacity to deal with homelessness 4. Enhanced access to information 5. Better information and data on the homeless population and homelessness issues 6. Better ways of researching and gathering information on homelessness issues in Canada 7. Increased inclusion of homelessness in policy options at all levels of government
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8. Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people 9. Improved decision making around investments
5.1. 5.2 5.3 5.4 5.5 5.6 Please list priorities as How Please elaborate on Does the How have activities in Please identify outlined in the well answer to 5.2 community still support of this methods used Community Plan was need to address priority impacted the to assess this this priority? community in terms these impacts (e.g. Increase priority of the 9 immediate community awareness of achieve outcomes of the NHI? homelessness) d? Please select the relevant outcome(s) below Priority #1: Partially Strong progress has YesOther, Increased awareness Non SCPI Service of NHI and been made in the please explain: providers inquiry homelessness issues Meeting Immediate shelter service SCPI provided about SCPI Need: system in that one temporary More coordinated response between Focus groups new shelter is being funding for with the Meeting a) Provide more sectors to address developed in programs that homelessness Immediate Needs emergency shelters, Cambridge and are still in great sub-committee of Increased local the Waterloo another will be demand. capacity to deal with b) Provide direct Region renovated. This is Hence, even homelessness financial support to being financed by though SCPI Community Enhanced access to Homelessness assist with federal, provincial, funding information Network housing/shelter costs. municipal and contributed to Better information and (WRCHN) private sector meeting the c) Provide 24 hour data on the homeless dollars. SCPI has immediate Monthly project basic need services to population and also coordinated the needs of the homelessness issues reviews homeless people. outreach to the homeless, the Better ways of Wrap up homeless at discontinuation researching and d) Provide integrated evaluation shelters and various of services (due gathering information and coordinated session drop-in locations. to lack of on homelessness supports issues in Canada At the Regional sustained Community Plan government level, resources) and Increased inclusion of Assessment work continues to the subsequent homelessness in Meeting improve the funding breaking of policy options at all levels of government options for shelters trusting through Regional relationships Concrete actions by dollars and between service communities to improve services and leveraging provincial providers and facilities in order to funds. the homeless alleviate the hardship population has of homeless people
created a Improved decision greater making around problem. investments Other-Please provide narrative description:
Priority #2: Partially SCPI funds have YesOther, Increased awareness Non SCPI service of NHI and been used to please explain: providers inquiry homelessness issues Creating a New Supply establish At the Regional about SCPI
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of Housing: transitional and level there has More coordinated Focus groups supportive housing been inclusion response between with the New 1) More funding options projects. Research of sectors to address Supply sub- homelessness for affordable housing on new supply of homelessness committee) development housing continues in policy Increased local Monthly Project through the Region's options. capacity to deal with homelessness reviews 2) Create different Affordable Housing types of units in Enhanced access to Strategy(AFS) and Project wrap up information appropriate locations. the Community evaluation Action Plan for Better information and session 3) Advocate for Housing; 1000 new data on the homeless population and housing and shelter units will be Community Plan homelessness issues Assessment policy changes. established by Better ways of Meetings. 2005. 4)Build housing with researching and supports gathering information on homelessness issues in Canada 5) Identify property The WRCHN's New that is available and Increased inclusion of Supply Committee's homelessness in suitable for housing mandate in part is development. policy options at all to identify the gaps levels of government in new supply and 6) Create and use Concrete actions by advocate for more incentives for communities to supportive housing improve services and affordable housing units and for the facilities in order to development and inclusion of those in alleviate the hardship renovation. need of affordable of homeless people Improved decision 7) More research, housing in the planning. making around Planning and co- investments ordination Other-Please provide narrative description: 8) Find creative Advocacy for housing options for building and first policy and the rennovations. reduction of sub- standard housing 9) Involve those needing affordable housing in the planning and design of housing.
Priority #3: Partially SCPI funding YesOther, Increased awareness Non SCPI of NHI and supported projects please explain: service providers homelessness issues Supports for Special that provided inquiry about SCPI Needs; Prevention; outreach support to More coordinated Building Community response between special needs sectors to address Focus groups Capacity; populations (e.g. homelessness with the Circle of Friends Preventing Increased local 1) Develop informal Homelessness and mental health capacity to deal with and formal supports for sub-committee outreach). In homelessness the homeless and regards to Enhanced access to Monthly Project those at risk of preventing information reviews homelessness,
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homelessness. SCPI funding has Better information and Wrap up partially helped to data on the homeless evaluation 2) Develop discharge institute programs population and session homelessness issues protocols with and services to help institutional facilities to preserve tenancy Better ways of Community Plan Assessment ensure individuals are (e.g. Eviction researching and Meetings not released into the gathering information Prevention Program, on homelessness community without Rent Bank, Housing issues in Canada support and shelter. Action Centre and Increased inclusion of supportive housing homelessness in 3) Provide appropriate for youth. The policy options at all and co-ordinated funding has also levels of government supports for people helped to enhance Concrete actions by with special needs. employment communities to opportunities (e,g. improve services and 4) Put eviction Ray of Hope's facilities in order to prevention plan in place Morning Glory alleviate the hardship for people held in Café's employment of homeless people hospitals for extended and lifeskill training Improved decision periods of time so that project. Efforts to making around investments when they are build the capacity of discharged they will the community to Other-Please provide have a home to go address issues of narrative description: bacjk to. homelessness is limited by the
inadequate amount 5) Develop a team of of available, housing advocates and sustained funding. develop interventions for people with disabilities, mental illness and /or addictions.
Priority #4: Partially Although there was YesOther, Increased awareness Non SCPI of NHI and some voluntary please explain: service providers homelessness issues Information, action through the inquiry about SCPI Education and Waterloo Region More coordinated Community Awareness response between Homelessness sectors to address Focus groups Network and the homelessness with the 1) Advocate for all Cambridge Action Communication/ Increased local homeless populations, Community on Homelessness capacity to deal with particularly the mentally Education sub- Group. Limited homelessness ill, youth, women and funding for this committee of the Enhanced access to Waterloo Region children, and the initiative prevented information Community relatively homeless. a sustained effort in Better information and Homelessness this area. Network 2) Develop an data on the homeless population and (WRCHN) information campaign homelessness issues to raise public Monthly project Better ways of awareness around the reviews researching and scope, causes of and gathering information Wrap up solutions to the on homelessness evaluation
Waterloo Region Community Plan Assessment Waterloo Region Community Plan Assessment Page 8 of 19 homelessness crisis in issues in Canada session Waterloo Region. Increased inclusion of homelessness in Community Plan 3) Use social policy options at all Assessment Meeting marketing techniques levels of government to change attitudes Concrete actions by toward people who are communities to homeless. improve services and facilities in order to 4) Promote alleviate the hardship of homeless people collaborative processes and broad- Improved decision based partnerships making around investments among all stakeholders - i.e. private, non-profit Other-Please provide narrative description: and voluntary sectors, labour organizations and all levels of government.
5) Get community involved in finding solutions.
6) Develop a base of kbnowledge, expertise and data about homelessness and share it among all the concerned parties and the general public
Element 6 Sustainability
Inclusion, partnerships and capacity building are among the most effective strategies for achieving sustainability of community processes and projects.
The following questions provide an opportunity for communities: · to report on activities and achievements related to sustainability · to reflect on what helped and hindered their progress · to use these achievements and reflections to begin to think ahead about gaps, priorities for future involvement and activities and strategies to be employed.
6.1. Please assess your overall progress in achieving the overall sustainability objectives and activities described in the Community Plan.
Not achieved If other, please describe The community did not complete its sustainability plan, hence sustainability objectives and activities were not identified in the original plan submitted and approved by NHI.
Sustainability of Projects. Being a second phase SCPI community, the timeline to complete the contractual process with HRDC, meant that projects had to be completed within a shorter timeframe, i.e. 6 -
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8 months. The SCPI model did not recognize the value of the "pilot projects" and although all proposals were required to have a sustainaibility strategy, the timeline limited the ability of project sponsoring agencies to establish sustainable projects.
Voluntary and non-profit agencies have been spending significantly more time trying to access funding to sustain their services (as opposed to investing the time in service or program development) because of the critically reduced amount of available, community funding. This has resulted in competition between agencies and donor-fatigue in the volunteer sector.
6.2 Please describe some factors which have hindered or helped you in attaining your sustainability objectives, goals and activities. 6.2.1 Helped (Please select from below) 6.2.2 Hindered (Please select from below) Prior community experience in Lack of new funding partnerships approaches to sustainability Lack of visibility of issue in community Substantial visibility of issue in the Federal/provincial issues community Few funders, potential contributors at community Federal/provincial/municipal collaboration planning table Range of funders and potential Time constraints contributors at the community planning Lack of prior community experience in approaches table to sustainability Project selection process required Timing of funding announcements with other demonstration of sustainability governments/foundations Collaboration between homelessness and Other: please list Lack of clarity on SCPI direction; other sectors difficulty of agencies to coordinate resources from Innovative funding partnerships multi-funders. In the absence of sustainable funding Service Club involvement (e.g. Rotary models in the community, the difficulty to transition Club) projects into a sustainable service when such transition Private sector involvement was deemed necessary (i.e. the large gap between SCPI 1 and 2). Other
INCLUSION: Community planning and implementation processes are enriched by involving those who use homeless services, those who are at risk of homelessness and/or advocates and groups that represent them.
6.3. Did your community’s planning and implementation processes involve people who use homelessness services, those who are at risk of homelessness and/or advocates and groups that represent them?
Yes
If difficult to assess, please explain
6.3.1. If yes, please indicate individuals or 6.3.2 Which activities were individuals or advocate groups that were involved from list advocate groups se lected in question 6.3.1 below. involved in? Please select from list below Needs identification Homeless people Planning committee
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Proposal review Decisions on resource allocation Evaluation Other: please list Youth Needs identification Planning committee Proposal review Decisions on resource allocation Evaluation Other: please list Aboriginal people Needs identification Planning committee Proposal review Decisions on resource allocation Evaluation Other: please list People with mental illness Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list People with addictions Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list Ex-offenders Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list Immigrants/refugees Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list People with disabilities Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list Victims of family violence and their children Needs identification Planning committee
Proposal review Decisions on resource allocation Evaluation Other: please list Others: please list Faith Groups, Needs identification
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Private Sector, Seniors, Community Health Groups, Planning committee Local and Regional Governments. Proposal review Decisions on resource allocation
Evaluation Other: please list
6.4 Please describe some factors which may have hindered or helped the inclusion of the individuals and groups selected in question 6.3.1 above 6.4.1 Helped (Please select from below) 6.4.2 Hindered (Please select from below) Prior community experience with mechanisms Lack of prior community experience with for inclusion mechanisms for inclusion Individuals and advocate groups were already Lack of prior involvement of individuals and active on homelessness issues advocate groups Local community planning process identified Limited timeframe inclusion as a priority Limited resources – financial and/or human Other sector tables existed and were able to be Meeting formats and venues restricted involved (e.g. youth, Aboriginal, family violence) ability to be fully inclusive Community consultations were designed to Other: please list: Challenges in creating an involve individuals and advocacy groups inclusive environment that is less intimidating Other, please list: Child Care and transportation to persons with lived experience. was provided to large forums. For regular monthly and quartely meetings, bus tickets were also issued.
PARTNERSHIPS – The Supporting Communities Partnership Initiative (SCPI) is based on the understanding that partnerships are the key to each community’s response to homelessness.
6.5 At the community level (i.e. planning, implementation, decision making, etc.) which of the following potential partners were involved? Municipal government First Nations governments representatives Band Councils Provincial government Métis Nations representatives Community Volunteers Federal government department Universities/Colleges representatives Hospitals and Health Institutions Other funders, (i.e. The United Service Clubs e.g. Kiwanis, Lions Way, Foundations) Club Homelessness service providers Faith Communities Housing providers Unions Addictions services Corporations e.g. Banks Mental health services Local Businesses Other health services Media Family violence service providers
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Others, please specify: Aboriginal reps, Multi-cultural, Immigrant groups.
6.6 At the project level, were partnerships used to increase assets and fill some gaps?
Yes If yes, please highlight the three best examples of this in table below (questions 6.6.1 to 6.6.3)
6.6.1. Asset or Gap 6.6.2. Partner Name (e.g. 6.6.3. Please provide a narrative Please indicate which asset or Hotel International Inc.) description of the way the gap the partnership addressed partnership helped to address the (e.g. emergency needs) asset/gap.
Example #1: Shuldice Designer Stones Contributed stones for the entire "The Bridges" Emergency building valued at $70,000.00 Shelter, Drop-in, transitional housing with supports Petterson Foundation Contributed $50,000.00 Trillium Foundation Contributed $ 53,000.00 Cost $3.3m Kiwanis Club of Cambridge Contributed $ 50,000.00 over 5 years $200,000.00 City of Cambridge Contributed $ 570,000.00 Region of Waterloo Contributed $ 198,000.00 SCPI Example #2: Trillium $120,000.00 renovation and The Working Centre. Renovation operational costs of 2 apartments to transition 6 HRDC $90,500 approx. student placement, homeless persons from off the community voicemail, youth services streets and out of shelters, into a for construction. shared accommodation with supports. City Of Kitchener $ 4,500.00 construction costs St. Jerome’s University $ 2,000.00 Cost $425,000.00 Foundations $28,000.00 Hallman Terraces $ 2,000.00 kitchen & washroom cabinets PHIF $20,000.00 Affordable Housing Strategy $20,000.00 SCPI $70,000.00
Example #3: Argus Youth Hostel RJ Petterson Foundation $ 25,000.00 Polymor Industries $ 5,000.00 Cost $440,000.00 Provincial Homelessness $ 26,245.00 Initiative Fund $ 11,000.00 Trillium $ 35,000.00 Community Grants: Service
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Clubs & Churches $ 2,500.00 United Way. $180,000.00 CMHC $ 3,000.00 City of Cambridge $150,000.00 SCPI
6.6.4. Are there some outstanding gaps that partnerships could fill? Yes
6.6.5. If yes, give one or more examples of which gap/what partnership? There are a wide range of gaps existing in our community, ranging from the need for more support services, supports to housing and supports to maintain housing. There are also many opportunities to develop partnerships, but little, if any resources to pursue them. Consequently, it is difficult to speak definitively to the partnership possibilities that may exist.
In this regard, the gap is finding sustained coordinated funding. There is need for sustained funding for bricks and mortar incusive of a model which supports community space and support dollars.
6.7 Generally speaking, how interested were your current partners in continuing to partner? Moderate interest
COMMUNITY CAPACITY – Community capacity development is important for the sustainability and responsiveness of services for people who are homeless and those at risk of homelessness.
6.8.1 Please rate your overall 6.8.2 If desired, please provide further comments on your progress in increasing selection in 6.8.1 (e.g. you may wish to list major achievements community capacity to and/or factors that contributed to or hindered capacity address homelessness development) through either SPCI projects or related community processes and activities?
Moderate progress Progress has been made through a combination of the efforts of If other, please explain multiple funding partners, of which SCPI is one partner. These programs include the Provincial Homelessness Initiative Fund (PHIF), Off the Streets Into Shelter (OSIS), Emergency Hostel Redirection Funding, National Child Benefit reinvestment by Regional Government, the Region's Affordable Housing Strategy, Community Rental Housing, the provincial Rent Supplement Program and the shelter and domicillary hostel per diems.
Of equal importance is the work of the Waterloo Region Community Homelessness Network and its sub- committees, as well as the formation of the Aboriginal Strategic Reference Group on Homelessness and the continued work of the Cambdridge Action on Homelessness Group and the Youth Homeless Coordinating Group. These groups have been actively engaged in public education and advocacy campaigns, as well as lobbying the private sector to get involved in efforts geared at reducing homelessness.
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Element 7 Evaluation Strategy
7.1. Please indicate the 7.2. Please provide a brief description of each of the processes processes and procedures and procedures employed in this Assessment employed in undertaking the Community Plan Assessment Interviews Key contact interviews with persons involved with the process from the initial stages. Purpose of interviews was to determine their perspectives of what went well and what did not go so well. Surveys
Questionnaires
Community Meetings SCPI Evaluation workshop with SCPI projects and community groups to determine impact of projects on the community, sustainability and continued challenges; to assess the community planning process and the role of the role/work of the municipal government (Strengths and challenges) in addressing issues of homelessness. Research Reports
Project results Monthly project reports along with final project reports
NSH reports
Other: Evaluation SCPI Evaluation Workshop - March 31st 2003 Community Plan Assessment Review - May 22nd 2003
7.3. Did the criteria for this assessment 7.4. Please elaborate (i.e. if yes, please provide an provide a thorough assessment of the explanation of why it worked and if no, please describe Community Plan? what you would have done differently) Other While the criteria was adequate the response format If other, please explain did not allow for critical assessment of achievement or detailed sharing of findings. The required response time was inadequate
7.5 Was the process you undertook to complete the Community Plan Assessment inclusive of: No Homeless population/clients If no, please provide an explanation: The lack of administrative resources and the short timeframe did not allow for adequate consultation. Yes Aboriginal people If no, please provide an explanation: Yes Youth
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If no, please provide an explanation: Yes Persons with Disabilities If no, please provide an explanation: Yes Municipal government If no, please provide an explanation: No Provincial/territorial government If no, please provide an explanation: Yes Private sector If no, please provide an explanation: Other stakeholders (please list) Click Here To Choose If no, please provide an explanation:
Element 8 Communication Strategy
8. Please list the key activities and objectives of the communication strategy described in the Community Plan and describe the impact of the communications activities on the community in terms of the 9 immediate outcomes of the NHI.
8.1 8.2 8.3 8.4 8.5 Please list How well was Does the How has this communications How did you communication this activity/ community activity impacted the community determine activity/objectives as objective still need to in terms of the 9 immediate the impact? achieved? address this outlined in the outcomes of the NHI? activity/ Community Plan (e.g. Please select the relevant Web site, produce newspaper objective? outcome(s) below articles)
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Priority #1: No Increased awareness of NHI and Community homelessness issues Plan A number of venues set to Fully achieved More coordinated response between Assessment distribute the Community sectors to address homelessness meetings Plan Increased local capacity to deal with homelessness Distribution Enhanced access to information list Better information and data on the homeless population and homelessness issues Better ways of researching and gathering information on homelessness issues in Canada Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description:
Priority #2: Fully achieved Yes Increased awareness of NHI and Community homelessness issues Plan A Website More coordinated response between Assessment www.waterlooregion.org/ho sectors to address homelessness meetings melessness/& e-mail Increased local capacity to deal with address, homelessness- homelessness Number of [email protected] Enhanced access to information hits to the to allow community Better information and data on the website members to access homeless population and homelessness inofrmation pertaining to issues homelessness and to Better ways of researching and contact the Network re gathering information on homelessness questionsand/or issues in Canada suggestions. Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description:
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Priority #3: Somewhat Yes Increased awareness of NHI and File on homelessness issues number of Articles in the Print Media More coordinated response between artilces in sectors to address homelessness print media Increased local capacity to deal with homelessness ocassional Enhanced access to information monitoring of Better information and data on the letters to the homeless population and homelessness editor issues Better ways of researching and Casual gathering information on homelessness conversation issues in Canada Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description: Increased awareness on issues of homelessness in the community
Priority #4: Fully achieved No Increased awareness of NHI and Consultation homelessness issues doument and Annual Community More coordinated response between documented Consultations to examine sectors to address homelessness feedback progress and revisit gaps & Increased local capacity to deal with from Annual update of the Plan. homelessness consultations Enhanced access to information held. Better information and data on the homeless population and homelessness issues Better ways of researching and gathering information on homelessness issues in Canada Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description: Opportunity to engage those with lived homeless experience provided.
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Priority #5: Somewhat Yes Increased awareness of NHI and Very little homelessness issues work done on Contact data base of More coordinated response between this due to agencies and groups sectors to address homelessness lack of funds. involved in homelessness Increased local capacity to deal with The contact initiatives, as well as homelessness list is concerned community Enhanced access to information outdated and Members, stakeholders Better information and data on the the database and government for homeless population and homelessness is not current. community use. issues Better ways of researching and gathering information on homelessness issues in Canada Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description:
Priority #6: Fully achieved No Increased awareness of NHI and Media homelessness issues coverage of Public launch of the Plan More coordinated response between the event. with maximum media sectors to address homelessness coverage Increased local capacity to deal with homelessness Enhanced access to information Better information and data on the homeless population and homelessness issues Better ways of researching and gathering information on homelessness issues in Canada Increased inclusion of homelessness in policy options at all levels of government Concrete actions by communities to improve services and facilities in order to alleviate the hardship of homeless people Improved decision making around investments Other-Please provide a description:
Element 9 Community’s Financial Contribution Communities will not be required to report on the financial contribution element in this assessment. [Final financial statements will be completed separately]
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OVERALL COMMUNITY PLAN ASSESSMENT CONCLUSIONS
Please feel free to provide any additional information or reflection in the text box below.
Homelessness planning and action predates the Supporting Communities Partnership Initiative (SCPI) in the Region of Waterloo. Groups in the community were already planning and taking action to respond to the homeless when SCPI was announced. At that time, SCPI facilitated greater coordination and collaboration between groups working in homelessness.
As the service system managers for homelessness, the Regional Municipality of Waterloo has, and continues to, play a significant role in addressing homelessness through program delivery, system planning, quality assurance and resource coordination.
Over the last 18 months the community has been engaged in intensive community planning and action in an effort to update the homelessness plan. In this regard, the Network organised to review the 4 objective areas, to make recomendations and to prepare an action plan. The Youth Homelessness Coordinating Group, the Cambridge Action on Homelessness Group as well as the Aboriginal Strategic Reference Group were involved in this process and the continuation of their work as well.
As a community we feel that it would be unfortunate if additional and adequate support is not given to continue to build the capacity of the community. We have had significant success in garnering volunteer and private sector support in building the capacity of community to address issues of homelessness. Additional and continued support is required to sustain this.
Regarding the suitability of the Plan Assessment Template, as indicated previously the questions are good but the response options prejudice the responses, forcing a certain type of response. While we value the opportunity to provide feedback, the limited timeframe again resulted in the community being rushed to respond.
Waterloo Region Community Plan Assessment
REGION OF WATERLOO REPORT: SS-03-050
SOCIAL SERVICES Social Planning, Policy and Program Administration
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE: S01-22
SUBJECT: 2003 PROVINCIAL HOMELESSNESS INITIATIVE FUND ALLOCATIONS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve funding for the following proposals from within the 2003 Provincial Homelessness Initiative Fund (PHIF) as outlined in report SS-03-050 dated July 2, 2003:
House of Friendship $10,938 Cambridge Shelter Corporation - Out of the Cold $10,000 Cambridge Shelter Corporation - Welcome Aboard $15,000 Mennonite Central Committee $22,177 Reaching Our Outdoor Friends (ROOF) $25,274 Cambridge Kiwanis Non-Profit Housing Corporation $ 9,600 Lutherwood-CODA - Betty Thompson Youth Centre $17,038 Marillac Place $ 6,661 Elizabeth Fry Society $20,400 Waterloo Region Homes for Mental Health $21,456 Canadian Mental Health Association $21,456 Total $180,000
AND that Argus Residence for Young People’s request under PHIF for operational funding in 2003/2004 be granted, subject to submission of audited financial statements, for up to $70,610, to be funded through unused 2002 shelter deficit funds.
SUMMARY:
NIL
REPORT:
1.0 Overview and Background
On January 29, 1998 the Ministry of Community and Social Services (MCSS) (now Ministry of Community Family and Children’s Services) announced the creation of a Provincial Task Force on Homelessness. Concurrent with the formation of the Task Force, MCSS announced that the Province would commit $4M to address recommendations of the Task Force. On October 22, 1998, the MCSS provided municipalities with an outline of the intended implementation of the Task Force recommendations. Included in this plan were details of how the $4M provincial fund would be allocated to municipalities. On the basis of population, the Regional Municipality received $120,000. In March 1999, the MCSS announced the expansion of the Homelessness Initiative Fund whereby each Consolidated Municipal System Manager (CMSM) would receive a 50% increase to the original
Page 1 of 6 July 2, 2003 Report: SS-03-050 allocation. For the Regional Municipality, this meant an increase of $60,000 for a total of $180,000. Under the PHIF, funds are to be used for new services and not to be used to replace existing CMSM expenditures, including those on cost-shared programs.
The three objectives of the PHIF are as follows: • moving people from the street to emergency accommodation; • moving people from emergency to permanent accommodation; and • preventing homelessness by supporting the retention of permanent accommodation.
The Region has received and allocated money under the PHIF for the past five years (see Appendix A for a summary of funding allocations from previous years). Considering operational support for shelters from PHIF was identified in conjunction with the pilot shelter funding measures developed December 2002 (SS-02-073).
2.0 2003 Allocation Process
In May 2003, Council approved the following priorities for the 2003 PHIF (SS-03-037): 1) Supporting emergency shelters with any potential operating shortfalls in 2003 2) Supporting the implementation of HIFIS 3) Continuing existing PHIF and SCPI projects
The allocations process was carried out by a staff working group chaired by Social Planning. A request for proposals was e-mailed to eligible organizations on May 15, 2003 requesting information on the project, timeline, partners, budget, priorities and ability to sustain the project. Applications were due on June 11, 2003. A total of 15 applications were received. A meeting was held on June 13, 2003 with those who had submitted applications in order to share ideas among the agencies and to clarify proposals. Members of staff working group met on June 16, 2003 to review applications using predetermined criteria and to make recommendations.
Funds are recommended to those agencies which met one of the three priority areas and ranked highest based on the selection criteria. Of the 15 applications received, one met priority #1, one met priority #2 and thirteen met priority #3. While all were very worthwhile proposals, funding was only available for the ten highest ranked of the thirteen priority #3 projects (see Appendix B for a brief description of recommended projects).
Argus was the only shelter that made a request at this time for operational support based on the new pilot shelter funding measures which are to be reviewed at the end of 2003 as outlined in report SS-02-073. Through this report, it was identified that the new shelter funding measures did not assist Argus to the degree that they assisted YWCA-Mary’s Place and House of Friendship’s Charles Street Men’s Hostel. The size of the request is also based on the fact that the rebuild of one of Argus’ residences has reduced the number of beds from 20 to 16 for a six month period resulting in a loss of revenue during this time. In order to ensure funding for as many projects as possible, it is recommended that the funding for Argus be provided through unused 2002 shelter deficit funding.
Prior to disbursement of funding, the Region will finalize a service contract with each agency. This contract will delineate the reporting relationship, the scope of accountability framework and the schedule of funding flow. Those projects over $15,000 will have a 10% hold back until the final evaluation has been submitted following the completion of the project.
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CORPORATE STRATEGIC PLAN:
Providing funds to community initiatives, through the Provincial Homelessness Initiative Fund (PHIF) will address two priorities in the Corporate Strategic Plan: I. identifying gaps and developing local responses; and II. ensuring the appropriate interventions and services are in place for vulnerable and at-risk children, youth, adults and seniors within the community.
FINANCIAL IMPLICATIONS:
The PHIF is 100% provincial dollars. The total funding available for allocation in 2003 is $180,000. A total allocation of $180,000 is recommended.
Argus’ request of $70,610 can be funded through the remaining 2002 shelter deficit fund. Council approved utilizing the remaining 2001 deficit fund and Reinvestment of Placement Funds for the 2002 shelter deficit fund in the amount of $290,375 (Report S-02-073). The amount actually required by shelters was $186,884 which is $103,491 less than originally approved. It is recommended that $70,610 of this remaining fund be used as a 2003/2004 operational grant for Argus. A total of $32,881 would remain from the 2002 shelter deficit fund.
Shelter Approved 2002 Deficit Actual 2002 Deficit Remaining House of Friendship Hostel $ 75,000 $38,000 $37,000 YWCA – Mary’s Place $134,920 $125,723 $9,197 Salvation Army $ 39,528 $ 0 $39,528 Argus $ 40,927 $23,161 $17,766 Total $290,375 $186,884 103,491
Costs incurred by the Region related to PHIF are those of staff time for administration of the fund and management of the project contracts.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Staff from Planning, Housing and Community Services and Public Health participated in the process. Corporate Resources and Finance Department staff will be involved in the contract development and payment of funds.
PREPARED BY: Marie Morrison, Planning Associate
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 3 of 6 July 2, 2003 Report: SS-03-050
APPENDIX A
HOMELESSNESS INITIATIVE FUND OVERVIEW OF INITIATIVES FUNDED 1998/1999, 2000, 2001 AND 2002
1998-1999 Argus – Pilot to Serve Under 16 Out of the Cold Program – Increase Nights – Start-Up Out of the Cold Program – Increase Nights – Start-Up Welcome Aboard – Cambridge – Increase Hours YWCA – Mary’s Place – Outreach Pilot
2000 House of Friendship – Rent Bank Feasibility Study Lutherwood-CODA – Expanding Housing Help Services to Cambridge Marillac Place – Pilot Education and Skills Training in Expanded Facility Mennonite Central Committee – Circle of Friends Out of the Cold Program - Cambridge Out of the Cold Program - Kitchener – Add Additional Sites Reaching Our Outdoor Friends (ROOF) – Outreach and Education The Working Centre – Supportive Housing Welcome Aboard Drop-In Centre – Phone System, Message Board and Services
2001 Cambridge Out of the Cold Welcome Aboard Drop-In Centre – New Group K-W Out of the Cold – Overflow Sites and April Expansion ROOF – Values and Life-skills Development Program Argus – Project Warmth Canadian Mental Health Association – Mental Health Advocacy and Outreach K-W Urban Native Wigwam Project – Needs Assessment/Feasibility Study Betty Thompson Youth Centre – Create Three Additional Beds Ray of Hope – Offender Re-Integration Program Lutherwood-CODA – Rend Bank and Eviction Prevention
2002 Argus Residence for Young People – Argus Rebuild Betty Thompson Youth Centre – Renovations Betty Thompson Youth Centre – Prevention Bed Cambridge Shelter Corporation – Out of the Cold Cambridge Shelter Corporation – Welcome Aboard Drop-In Centre Mennonite Central Committee – Circle of Friends – Short Support ROOF – Direct Support
Total = 31
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APPENDIX B
OVERVIEW OF RECOMMENDED INITIATIVES
House of Friendship – HIFIS - $10,938 House of Friendship has agreed to sponsor the Homelessness Individual and Family Information System (HIFIS) Phase 1 costs on behalf of the HIFIS Implementation Working Group. HIFIS is a data management system that will assist shelters in their day-to-day activities as well as collect valuable information on homelessness. HIFIS is currently being implemented at Argus Residence for Young People, YWCA-Mary’s Place and House of Friendship’s Charles Street Men’s Hostel. This funding will cover the cost of HIFIS training for front-line shelter staff, a 260 hour contract for data entry to ensure all shelters have data entered from January 1, 2003 and computer upgrade/maintenance.
Cambridge Shelter Corporation – Cambridge Out of the Cold - $10,000 PHIF will provide a portion of funding for operating expenses for Cambridge Out of the Cold for the winter of 2003. Seven churches will provide emergency overnight accommodations as well as meals seven nights per week from November 1, 2003 until March 31, 2004. It is anticipated that over 5,000 meals and 2,500 overnight stays will be provided during this period. Out of the Cold is the only organization providing emergency shelter to adults in Cambridge. It is anticipated that this will be the last year of operations for Cambridge Out of the Cold (as it currently exists) due to the plans for building a new shelter in Cambridge expected to open in the spring of 2004.
Cambridge Shelter Corporation – Welcome Aboard - $15,000 PHIF funding will assist with operating expenses at the Welcome Aboard Drop-In Centre in Cambridge between July – December 2003. The drop-in is open all year, weekdays from 6:00 a.m. - 4:00 p.m. and provides a safe indoor place for over 100 homeless and low income individuals each day. Programs include a daily meal program, showers, laundry facilities, weekly medical and foot care clinic, literacy counseling, addiction support groups, identification clinics, help in accessing drug and alcohol treatment, job and volunteer placements, help accessing and maintaining housing, mailbox, dedicated phone lines, message centre as well as assistance with food, clothing and furniture. Welcome Aboard is the only centre in Cambridge offering daily services to people who are homeless.
Mennonite Central Committee – Circle of Friends- $22,177 Circle of Friends is a program of the Mennonite Central Committee, created and offered in partnership with the YWCA – Mary’s Place and area faith groups. Circle of Friends employs one full time Coordinator who matches repeat clients moving out of Mary’s Place with trained volunteers. These volunteers support the women in transitioning and maintaining their new housing so the women will not become homeless again. Also part of the program is Temporary Transition Peer Support which assists women who do not meet the criteria for a Circle of Friends but who need short-term assistance in their transition to long-term independent living. Volunteers will be matched with a woman leaving YWCA-Mary’s Place to provide assistants with the actual move, setting up her new household and introducing her to resources and community programs in her neighbourhood. This funding will allow for operations from July – December 2003.
Reaching Our Outdoor Friends (ROOF) – Direct Support Program - $25,274 The Direct support program is a partnership between ROOF and the K-W Out of the Cold. Last year, the Direct Support workers provided daily support, intervention, guidance and follow-up care to 176 youth aged 15-17 who were utilizing K-W Out of the Cold. This year the project will work to reduce the actuality of youth needing Out of the Cold shelter in the winter of 2003/2004. During the winter, the Direct Support Program will provide support and linkages to guests of all ages who utilize K-W Out of the Cold and will partner with Waterloo Region Homes for Mental Health Outreach Worker to connect guests to mental health services. The funding will support two full-time positions between July – December 2003.
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Cambridge Kiwanis Non-Profit Housing Corporation – Supportive Housing for Youth- $9,600 The Supportive Housing for Youth Project is a partnership with Argus to assist youth age 16-25 transitioning from Argus to long-term/permanent supportive housing in subsidized rental units at Cambridge Kiwanis Village (five-2 bedroom units house 10 male and female youth). Landlords are being recruited from the private rental market to participate in the program and provide accommodation to youth. The project is also recruiting and training adult mentors who will provide further support to assist youth to obtain and retain permanent housing. The funding will support a full-time staff person from October – December 2003 when it is hoped additional funding will be secured to continue the program.
Betty Thompson Youth Centre – Prevention Bed - $17,038 PHIF will provide operating funds for one of the 10 beds within Safe Haven Shelter to be utilized as a “prevention bed”. The bed will be available within 2003 for youth aged 12-15 who are not necessarily homeless but who may become homeless if the family does not received needed respite support. The project will target families who are experiencing high conflict and communication and parenting breakdowns but who are still committed to parenting their youth. The shelter will provide short-term residential placement (up to 10 days) over which time the parents will be encouraged to stabilize the home environment and develop a family plan for when the youth returns. Safe Haven staff will also work with the youth so that they are better able to reintegrate back into the family home. The results of this pilot project showed an 89% success rate in returning youth to their families.
Marillac Place – Outreach Program - $6,661 The Outreach Program provides continuing life-skills coaching and training opportunities to assist pregnant and parenting youth ages 15-30 who are exiting Marillac Place to move from homelessness to self-sufficiency. The Program has developed a relationship with two landlords willing to accept tenants from Marillac Place if the Outreach Worker is available to support and mediate if issues arise. This funding will allow the program to continue for November and December 2003.
Elizabeth Fry Society – Court Advocacy and Support - $20,400 The Court Advocacy and Support project advocates on behalf of women who are entering the justice system on various offence charges. The goal of this project is to prevent incarceration for these women who find themselves in this situation as a direct result of abuse issues, poverty and/or homelessness and to provide a positive and supportive social service network, advocacy, programming and emergency/temporary housing. The funding will allow for a full-time staff person from July – December 2003.
Waterloo Region Homes for Mental Health - $21,456 Funding to hire a full-time mental health housing outreach worker to provide formalized outreach support to residents of the Region between July-December 2003. Outreach will occur through Grand River Hospital, Regional Health Care London, Out of the Cold, St. John's Soup Kitchen and shelters (funding is recommended for a similar service for Cambridge through the Canadian Mental Health Association). The project will help people with serious mental health issues to find and maintain whatever decent, affordable housing is available in Waterloo Region. Currently, WRHMH has a Housing Coordinator who provides a Housing Registry Service but due to demand is not able to provide formalized outreach. A stronger partnership with ROOF’s outreach programs will be pursued.
Canadian Mental Health Association - $21,456 The funds will be used to provide a full-time Outreach Worker between July and December 2003. The Outreach Worker will be a Ahands-on@ member of a mobile response team that will seek out and provide a variety of direct services to individuals experiencing mental health issues and homelessness in Cambridge and North Dumfries. The project will also enable coordinated discharge planning from at least two mental health hospitals serving Cambridge and North Dumfries (i.e., Cambridge Memorial Hospital and Cambridge residents in Homewood Health Centre).
Page 6 of 6
REGION OF WATERLOO REPORT: SS-03-051
SOCIAL SERVICES Sunnyside Home
TO: Chair S. Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE: S03-07
SUBJECT: TRANSITION FUNDING FOR SUNNYSIDE HOME
RECOMMENDATION:
THAT the Regional Municipality of Waterloo allocate one-time Ministry of Health and Long Term Care Transition Funding to cover unforeseen expenditures as outlined in SS-03-051 dated July 2, 2003.
SUMMARY:
In February, 2003, a request for Enhanced Transition Funding was resubmitted to the Ministry of Health and Long Term Care on the direction of Regional Council for $482,000. This resubmission included an additional $77,000 to cover increased staffing costs related to a longer transition period and was specific to additional staff hours required to maintain an acceptable level of care for residents now occupying two buildings. Approval for this request has been received from the Ministry. This report requests that the approved funds be allocated as follows: $77,000 to previously identified staffing costs; $232,000 to one-time operational costs, $125,000 to offset a provincial revenue shortfall resulting from construction delays; and that the remainder, $48,000 be reserved to cover unforeseen costs that may arise during relocation of residents to Phase II.
REPORT:
1.0 Background
The use of one- time funding for expenditures related to the phased construction of Sunnyside Home was approved by Regional Council at its meeting of October 24, 2001(SS-01-064/FIN-1-088). A total of $405,000 was approved for increased staffing during the 18-month period between the completion of Phases I and II. This expenditure was funded by one-time high-wage transition cost funding. The additional staff hours were approved to maintain an acceptable level of care for residents now occupying two separate buildings.
In February, 2002, the Region made application under the Ministry of Health and Long Term Care Transition Support Program for one-time funding for unavoidable expenditures the Region has incurred as a result of the phased redevelopment of Sunnyside Home. While the Province approved some of the request, funding for the additional staffing required during Phase II construction was not approved at that time.
Based on a revised construction schedule, this additional staffing is predicted to be required for a period of 22 months—an increase of four months over the previous estimates of 18 months presented to Council in October 2001. This represents increased staffing costs of $77,000 (report #SS-02-077 dated December 3, 2002).
At its December 11, 2002 meeting, Regional Council gave direction to submit a further request to the Province to
Page 1 of 3 July 2, 2003 Report: SS-03-051 reconsider the decision not to fund the entire additional staffing costs requested in the first Transition Support Program submission in February, 2002. This resubmission included the original $405,000 amount and the additional $77,000 required for the longer transition period for a total of $482,000.
In a letter dated April 30, 2003, the Ministry of Health and Long-Term Care has responded positively to the Region’s request for reconsideration of eligibility of temporary staffing services as a transition support cost. The Provincial Transition Support Committee has agreed to provide for these staffing costs to a maximum of $482,000. A copy of this letter of approval is attached as Appendix A.
A breakdown of the recommended allocation of these funds follows.
2.0 Staffing Costs $77,000
As noted earlier, because of the revised construction schedules, an additional $77,000 for staffing will be required to appropriately staff the two separate buildings for the extended period of 4 months.
3.0 Operating Costs $232,000
Several unanticipated costs have arisen throughout the current fiscal year, which are described briefly in the following paragraphs.
A recent review of utility costs for the operation of Sunnyside Home has identified that the projected utilities costs will exceed the budgeted amounts for both electricity and natural gas, for this fiscal year because of increased market costs of these utilities. The anticipated over budget costs are projected to be $37,000 for hydro and $105,000 for natural gas in this fiscal year.
Provincial standards for Food Services requiring nutritional analysis for resident menus and the ongoing pressure to provide meals including special diets at a low cost per day, have necessitated a review of software systems to manage menus, recipes, ordering of ingredients and inventory control. A process is currently underway to review available software systems for this purpose. A cost of $20,000 is anticipated to purchase Food Services software.
Throughout the past year of occupancy in the Phase One building, three operating issues related to resident and staff safety have been identified. These are changes to the original specifications for the project which are now required to enhance the operation of Sunnyside Home. Overhead emergency paging has been installed to provide effective communication of emergency procedures and status. Shutters in the kitchenettes on each floor require a motorized method of opening and closing to prevent staff injuries while doing so manually. Thirdly, manual reset mechanisms for external doors are required to ensure that doors are checked for wandering residents, when alarms are triggered. Together these retrofits are projected to cost approximately $50,000.
With the experience of the move into the first building, several areas requiring extra planning have been identified. An amount of $20,000 is anticipated to ensure that a move coordinator and other supports are in place throughout the first three months of 2004.
4.0 Provincial Subsidy for Redevelopment $125,000
The financing plan for the redevelopment of Sunnyside Home anticipates a debenture of $31.4 million to be financed over twenty years. The associated financing costs of the debenture will be recovered by provincial capital grants, increased preferred accommodation revenue and the Regional Property Tax contribution of $1.5 million approved in 1999.
Page 2 of 3 July 2, 2003 Report: SS-03-051
To date, the Region has issued $25.0 million in debentures for the redevelopment. These funds have been used to finance the construction activity to date.
During the preparation of the 2003 budget, it was anticipated that phase II of the project would be occupied by the fall of 2003. When Phase II is occupied, the province will begin payment of the balance of capital funding for the redeveloped Sunnyside. It was anticipated that the balance of the provincial grant would be sufficient to offset the 2003 financing costs. Due to the delay in construction, there will be an associated delay in the balance of the provincial grant, resulting in a projected 2003 revenue shortfall of $125,000.
5.0 Unforeseen Expenses $48,000
Over the past two months additional costs of approximately $30,000 to provide the necessary screening for Severe Acute Respiratory Syndrome (SARS) have been incurred. While it is expected that these costs will be reimbursed, this guarantee has not yet been made formal by the provincial government.
It is proposed that the remaining $18,000 be set aside for any other unforeseen expenses that may arise during the relocation of residents to Phase II.
CORPORATE STRATEGIC PLAN:
This report supports the development of appropriate health and social services for the residents of Waterloo Region while ensuring that the use of resources is maximized.
FINANCIAL IMPLICATIONS:
The following table summarizes the recommended uses of the one time provincial funding:
Staffing Costs (one-time) $77,000 Operating Costs (one-time) 232,000 Provincial Revenue Shortfall 125,000 Unforeseen Expenditures 48,000 Total $482,000
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This report has been prepared in conjunction with staff from Finance and Facilities.
PREPARED BY: Helen Eby, Acting Administrator, Sunnyside Home
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 3 of 3
REGION OF WATERLOO REPORT: SS-03-053
SOCIAL SERVICES Employment & Income Support
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE: S04-10
SUBJECT: APPLICATION FOR FUNDING UNDER ENHANCED FAMILY SUPPORT INITIATIVE
RECOMMENDATION:
THAT the Regional Municipality of Waterloo apply for 100% Provincial funding under the Enhanced Family Support Initiative and hire one additional Family Support Worker as outlined in report SS-03-053, dated Wednesday, July 2, 2003.
SUMMARY:
The Province has introduced a second phase of its Enhanced Family Support Initiative (EFSI) for the period April 1, 2003 to March 31, 2006. It is proposed that the Region of Waterloo apply for 100% Provincial funding under this initiative to enhance the Family Support program provided through Social Services (Employment & Income Support).
REPORT:
1.0 Background The Province introduced phase one of the Enhanced Family Support Initiative during the period September 2000 to March 2003. It was determined by staff in consultation with representatives of the then Ministry of Community and Social Services that the Region of Waterloo would not benefit from this initiative at that time. A second phase (for the period April 1, 2003 to March 31, 2006) has been announced and staff feel that the Region can take advantage of the revised guidelines.
Family Support is intended to help Ontario Works (OW) participants, who are sole support parents, obtain the financial support, to which they are legally entitled and so reduce their reliance on social assistance. It also serves to protect both Provincial and municipal interests in outstanding arrears.
The Region’s Family Support Unit (FSU) is comprised of one Supervisor, seven Family Support Workers (FSW’s) and three clerical support. Offices are maintained at both 150 Main Street, Cambridge and 99 Regina Street, Waterloo. Out of a sole support caseload of approximately 2,600 about 36% have support provisions in place.
2.0 Goals of Enhanced Family Support Initiative: Phase Two The objectives of the second phase of the EFSI initiative are: § To increase and then maintain the percentage of sole support parents receiving Ontario Works with support provisions § To increase and then maintain the average amount of support in pay consistent with the Child
Page 1 of 3 July 2, 2003 Report: SS-03-053
Support Guidelines, and § To defend any arrears owed to the Province or a municipality.
Baselines have been established by the Province for the first two objectives with the expectation of a 10% increase over the full life of the initiative. Funding, while 100% Provincial, is performance based.
3.0 Region of Waterloo Proposal The Province has established a funding envelope for the Region of Waterloo of $137,500. It is proposed that the Region apply for only $78,000 (annualized) in the first year. The amount of funds approved would be prorated to the date of the approval. Application for year two and three would be based upon our experience and would be incorporated into the Region’s regular budget process.
3.1 Targets Provincially established targets under this initiative require the Region through its Family Support Unit to increase the percentage of sole support parents with support provisions in place as follows: 39.18% (Year One), 43.18% (Year Two), and 46.18% (Year Three).
Similarly, the average amount of support in pay would increase to the following sums: $259.23 (Year One), $269.30 (Year Two), and $276.85 (Year Three).
3.2 Program Activity The following activities to achieve Year One targets are proposed: § Add one additional Family Support Worker to ensure timely service to participants and additional resources to review current support provisions § Contract with professional location and investigation services to pursue potential payors (estimate 14 cases) § Arrange for special training by local professionals to enrich skills of staff in such areas as mediation and courtroom presentation, at the same time enhancing our relationships with key community partners § Contract with outside legal counsel as needed
3.3Budget An annualized budget of $78,000 would include: § One FSW (salary and benefits) $62,000 § Locator service $ 2,000 § Training $ 9,000 § Purchase of legal counsel $ 5,000 TOTAL $78,000
CORPORATE STRATEGIC PLAN:
The use of 100% Provincial funding supports that we spend wisely the dollars with which we are entrusted and maximize their use for those we serve. At the same time, this ensures the provision of appropriate health and social services for the residents of Waterloo Region.
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FINANCIAL IMPLICATIONS:
With the achievement of targets, funding is 100% Provincial. Commitment to Year Two and Three would be based upon Year One experience and be addressed through the regular Regional budget process.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
This report has been reviewed with Finance and Human Resources.
PREPARED BY: David Dirks, Director, Employment & Income Support
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 3 of 3
REGION OF WATERLOO REPORT: SS-03-048
SOCIAL SERVICES Employment & Income Support
TO: Chair Sean Strickland and Members of the Community Services Committee
DATE: July 2, 2003 FILE CODE: S04-09
SUBJECT: PLACEMENT PROMOTIONS PROJECT
RECOMMENDATION:
For Information.
SUMMARY:
Social Services, through Employment and Income Support (E&IS), submitted a number of proposals to the then Ministry of Community and Social Services’ Placement Innovation Fund and received funding for five projects. The purpose of this fund was to increase the number of Ontario Works (OW) participants active in placement (community participation and employment) by assisting municipalities on a one-time basis to develop new ideas. All five projects are now completed. While four of the projects provided an opportunity to try different placement approaches, the Placement Promotions Project, was intended to develop needed promotional materials to increase awareness of placement programs hosted by the Region. As the promotional plan was developed, it became evident that a longer term promotional strategy was required for all programs delivered by Employment and Income Support.
REPORT:
1.0 Background
The Placement Promotions Project began in May 2002 as one of five projects funded by the then Ministry of Community and Social Services’ Placement Innovation Fund. This one year project focused on the development of an Ontario Works promotional strategy for placement services. It was expected that 100 new placements involving 80 participants would be created as a result of this initiative. Three specific foci were proposed: promotion of all placement programs (Community Placement, Experience Matters, Employment Placement, Self- Employment), translation of placement promotional materials into 7 languages and specific activities targeted at Ontario Disability Support Program (ODSP) participants. It was also projected that the number and variety of placement opportunities would increase as a result of activities.
2.0 Results
A Placement Promotions Coordinator was hired who was instrumental in the development and delivery of a variety of promotional activities. Creative design services were purchased from Pathways Promotions and Marketing. Key highlights of the project included:
· Development of a broadly focused “marketing plan” for Employment and Income Support with assistance from the CAO’s office
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· Development and launch of a “Look” for E&IS to promote, coordinate and increase general understanding of how the programs and services fit together. In May 2003, this “Look” was awarded first place at the iCON Advertising Awards for Creative/Graphic Design of a logo or trademark · Production of a general booklet which outlines all E&IS services · A recognition breakfast for placement hosts, held in September 2002, which was attended by 90 community members · Creation of a number of “interim” brochures, pamphlets, and appointment cards · Development of a “marketing strategy” for each E&IS office. This strategy will be implemented with the completion of current construction projects · Creation of an inventory of placement opportunities and hosts · Documentation of placement success stories which are used in presentations to local businesses and placement hosts · Production of targeted display boards which were used for over 10 community trade show functions · Direct marketing to E&IS and ODSP Employment Support staff, Chambers of Commerce and local businesses
The results to date have been significant. In excess of 100 placements have been developed as a result of increased outreach using the above tools and supports. Currently, over 300 ODSP participants are active in placement programs. In addition, these strategies have resulted in increased referrals to placement programs of approximately 35 per month. Finally, staff, participants and the community have reported an increased understanding of the range of programs and services offered by E&IS. Although this broader impact was not a stated goal of the project, it is perhaps the most important outcome.
3.0 Next Steps
Feedback to-date has highlighted the need to continue to coordinate promotions and publications for each of the programs and services E&IS delivers as part of a longer term strategy. The goals would include: increased understanding of the range of services available through E&IS by the community, use of a common “Look” in all promotional materials and E&IS offices, production of key information for all programs in a variety of languages, increased awareness of placement programs among the business community, and development of electronic materials. Funds have been made available by Regional Council for the second phase of this project through the Provincial Reinvestment of Placement Fund allocation process (see report SS-02-75 Reinvestment of Placement Funds, dated December 3, 2002).
CORPORATE STRATEGIC PLAN:
The Placement Promotions Project through its provision of accurate targeted promotional materials supports the Region’s value of being accessible and providing clear and timely information. The use of feedback from OW participants, community members, agencies, and the business community ensures the provision of a citizen- centred service delivery system.
FINANCIAL IMPLICATIONS:
The former Ministry of Community and Social Services provided $87,400 (100% Provincial dollars) for the Placement Promotions Project. The second stage of this project is financially supported through 100% Provincial dollars which have been generated by Employment and Income Support exceeding provincially set targets for placements.
Page 2 of 3 July 2, 2003 Report: SS-03-048
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
NIL.
PREPARED BY: Nancy Schwindt, Manager, Employment Services David Dirks, Director, Employment and Income Support
APPROVED BY: Michael Schuster, Commissioner, Social Services
Page 3 of 3
MEDIA RELEASE: Friday, June 27, 4:30 P.M. REGIONAL MUNICIPALITY OF WATERLOO ADMINISTRATION AND FINANCE COMMITTEE AGENDA
Thursday, July 3, 2003 9:00 a.m. Regional Council Chamber 150 Frederick Street, Kitchener, ON
1. DECLARATIONS OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT
2. DELEGATIONS
3. REPORTS a) CR-FM-03-028 Public Art Competitions (Circulated Separately) b) CA-EM-03-002 Waterloo Regional Voice Radio System – In House 1 Maintenance of Infrastructure c) F-03-067 Trinity Village RDC Deferral Agreement (Circulated Separately) d) F-03-068 Property Tax Capping – 2003 (Circulated Separately) e) F-03-069 Reserves and Reserve Funds – Year -End Positions (Circulated Separately) f) F-03-070 2002 Municipal Performance Measurement Program (MPMP) Results (Circulated Separately) g) 3 CA-HR -03-006 Additions to the Human Resources Policy Manual h) Financial Statements – Presentation by Peter Barr, Deloitte & Touche
4. INFORMATION/CORRESPONDENCE
5. OTHER BUSINESS
6. NEXT MEETING – August 13, 2003
7. CLOSED SESSION - (motion required)
Pursuant to Procedural By-law 00-031, as amended, Part II, Section 14 (1).
A&F 2 03/07/03
8. ADJOURN
Report: CR-FM-03-028 CORPO REGION OF WATERLOO
CORPORATE RESOURCES Facilities Management and Fleet Services
TO: Chair Tom Galloway and Members of the Administration & Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: Public Art Competitions
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the selection of Linda Covit to create the public art for the Waterloo Regional Airport Terminal Building;
And that, with regard to the creation of public art for the new Region of Waterloo Children Centre, the Regional Municipality of Waterloo approve an expenditure of $60,000 from the Public Art Reserve Fund and invite four artists to submit detailed proposals for consideration by a jury as outlined in report CR-FM-03-028 dated July 3, 2003
SUMMARY:
As the final step in approving the creation of public art at the Waterloo Regional Airport, the recommendation is to award the artwork commission to Linda Covit represented by her maquette entitled “Forest for Wind”. This recommendation comes out of deliberations of the jury identified in report CR-FM-03-014 dated April 16, 2003. The jury referenced comment cards submitted during the public display period of the four short listed artists proposals and were provided a presentation by each artist.
As the initial steps in creating artwork at the new Region of Waterloo Children Centre, the recommendation is to approve an expenditure of $60,000 to create a public art piece that will be outdoors for appreciation by daycare children, parents and the general community. Four artists have been short listed for this art competition by a jury and will be asked to do detailed proposals. These proposals will be on public display for a short period before the jury reconvenes to make its final recommendation for approval in the fall of 2003.
REPORT:
Waterloo Regional Airport Public Art
With approval of report CR-FM-03-014 dated April 16, 2003, Regional Council initiated the process of having four artists create detailed proposals for the public art to be located at the new Terminal Building at the Waterloo Regional Airport. The artists included Linda Covit from Montreal, John Dickson from Toronto, Brian Scott from Belleville, and Andrew Wright from Kitchener.These proposals, including maquettes, have been on display in the lobby of 150 Frederick Street since June 13, 2003. Many Regional Staff and Councillors, members of the general public, and other interested parties have taken the time to view these proposals and provide comments.
The members of the jury which included Jean Haalboom, Bill Strauss, Alf Bogusky, Suzanne Luke and Mary Catherine Newcomb met to make their decision on June 26th, 2003. They used the comments provided along with the oral presentations of the artists and their own opinions in their deliberations. After carefully considering the proposals from the viewpoints of longevity, maintenance needs, structural integrity, aesthetics, fit with the Page 1 of 3 July 3, 2003 Report: CR-FM-03-028 architecture, historic linkage, and public appeal the jury recommends that the public art award in the value of $75,000 should be made to Linda Covit represented by her proposal entitled “Forest for Wind”. The artist, during her presentation described the proposal as follows: “an installation, it comprises two groupings of sculptural elements. One references the history of the airport, the other the architectural form of the Airport Terminal building.” Comments that were received include “refined and purposeful, it engages and inspires the experience of flying”, “the historical, environmental and spacial issues are sensitively addressed”, “will be appreciated over the years and not become dated”, “the inscribed posts on the walkway provide a processional walk through history”, and “well researched, both technically and historically”.
If approved by Regional Council, Linda Covit will sign a contract for the creation of the artwork in accordance with the proposal. The target for installation is late in 2003.
New Region of Waterloo Children Centre Public Art
The acquisition of art for the new Region of Waterloo Children Centre would occur in a similar way to that for the Airport public art. The Public Art Advisory Committee established a budget of $50,000 for this artwork which includes all costs for the installed art piece except the plaque. This budget amount was based on the scope of the project, the property where it would be situated, and is comparable to the $75,000 artwork for the Airport and other recent public art awards in other communities within Waterloo Region. Given the profile of the prominent location in Cambridge, but the smaller scope and property size, a value of two thirds of that spent at the Airport was determined to be appropriate. The Public Art Advisory Committee has determined that an outdoor artwork is best suited to the new Region of Waterloo Children Centre. This will allow for appreciation of the artwork not only by children and parents who frequent the Centre, but also by the general community, tourists and visitors.
The acquisition process for this artwork so far has involved an advertisement for interested artists, province wide, which attracted forty submissions. A jury was assembled comprised of Regional Councillors Jane Mitchell and Jane Brewer, Louisa Dyck – head of Early Childhood Education at Conestoga College, Doug Kirton – Fine Art Professor at the University of Waterloo and Mary Misner – Director of the Cambridge Galleries. From the forty submissions they were able to choose a short list of four to proceed to the detailed proposal stage. Their choice of the following four artists was based on submitted visual examples of their work which exhibited the quality and characteristics needed for this particular artwork installation. The recommended artists are:
1. Tom Benner, London, Ontario 2. Carol Bradley, Kitchener, Ontario 3. Iris Haussler, Toronto, Ontario 4. Alexander Moyle, Toronto, Ontario
These four artists will be required to submit comprehensive proposals including details of structure, support, installation, safety, materials and time to create. Since their submissions will also include a maquette, it is recommended that a payment of $1,500 each be made for their proposals, which is considered reasonable in the art community.
Once the proposals are received, they will be put on display for public comment and the jury will reconvene to deliberate. For this work and the short listing process it is recommended that public jury members be paid $500 each. The jury recommendation will be brought forward to the Administration and Finance Committee and Regional Council for approval in early fall. The schedule for artwork creation and installation will need to consider winter conditions and a schedule will be developed when the characteristics of the final artwork are known.
CORPORATE STRATEGIC PLAN:
The acquisition of public art promotes the Region as a citizen centred community recognizing its regional
Page 2 of 3 July 3, 2003 Report: CR-FM-03-028 leadership role.
FINANCIAL IMPLICATIONS:
The balance in the Public Art Reserve Fund is $156,051. After payment of costs for the Airport Public Art already approved, the Public Art Reserve Fund will have a remaining amount of $71,051. For the new Region of Waterloo Children Centre an expenditure of $60,000 is recommended as follows:
· $50,000 for the artist’s costs and commission for the installed artwork · $ 6,000 for maquette fees for the artist’s proposals · $ 1,500 for honorariums for the general public members of the jury · $ 2,500 for the plaque and miscellaneous administrative costs.
This will leave a balance in the Reserve Fund of $11,051, though it is unlikely that the final payments will be completed until after installation in 2004. The balance in the Reserve Fund will increase in 2004 once the Regional Budget is approved and the annual contribution of $55,000 is transferred.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Public Art Advisory Committee and the Finance Department have reviewed this report and their comments have been incorporated as appropriate.
PREPARED BY: Doug Gilmore, Facilities Planning Engineer
APPROVED BY: Connie Peterson Giller, Commissioner, Corporate Resources and Regional Solicitor
Page 3 of 3 Report: CA-EM-03-002 REGION OF WATERLOO
CHIEF ADMINISTRATOR’S OFFICE
TO: Chair Tom Galloway and Members of the Administration and Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: WATERLOO REGIONAL VOICE RADIO SYSTEM – IN-HOUSE MAINTENANCE OF INFRASTRUCTURE
RECOMMENDATION:
For Information Only
SUMMARY:
In response to escalating contract maintenance costs, Waterloo Regional Police Services Board, at its October 30, 2002 meeting, approved instituting an in-house maintenance facility for the Waterloo Regional Voice Radio System (WRVRS) within the Waterloo Regional Police Service. On February 13, 2003, Regional and Police Administration agreed that the management of the WRVRS would migrate to the Regional Chief Administrator’s Office, under the direction of the Emergency Measures Specialist. The Region will construct and operate an Infrastructure Maintenance Shop within the Regional Operations Centre for the WRVRS on July 1, 2003.
REPORT:
In December 1997, the Region of Waterloo entered into a five-year Infrastructure Maintenance Agreement with Ericsson Communications Inc. for the repair and maintenance of the Waterloo Region Voice Radio System (WRVRS). The contract was later assumed from Ericsson by M/A-COM Private Radio Systems Canada Corp. (M/A-COM). The agreement was to terminate on September 1, 2002 but due to M/A-COM’s delay in presenting renewal prices, the company agreed to honour the existing contact until November 30, 2002. In the interim, the renewal contract was presented to the Region and Police in July 2002. Although the terms and conditions of the renewal offer did not substantially change, the contract price increased by 77.6 percent from $164,036 to $291,310, an increase of $127,274 per annum.
Primarily for cost reasons but also because of some reservations concerning the level of service offered, the Region had decided to conduct a Feasibility of In-house Maintenance, and hired Neil MacKinnon and Associates Limited. The consultant looked at four possible maintenance options:
Option 1: Renew the M/A-COM Contract Option 2: Find another Maintenance Supplier Option 3: Region to Undertake Maintenance of Portions of the System Option 4: Institute an In-house Maintenance Facility in the Region for the WRVRS
On October 30, 2002, the Waterloo Regional Police Services Board approved the following recommendation: “The Service adopts the recommendation of Neil MacKinnon and Associates Limited (Consultants in Communications) by instituting an in-house maintenance facility in the Region for the Waterloo Regional Voice Radio System”. The report detailed that “it is agreed that the most prudent alternative as it relates to the M/A-COM contract renewal issue is the in-house alternative and the subsequent need to hire a technician”. The consultant’s report outlined the provisioning of 24/7 service, need for additional technical staff, upgrading staff training, requirements
Page 1 of 2 July 3, 2003 CA-EM-03-002 for a maintenance shop, purchasing additional technical back-up, obtaining test equipment, spare parts and modules , the benefits of in-house maintenance and the associated estimated costs of establishing such a facility.
M/A-COM was hired on a month-to-month basis for the transition period of December 1, 2003 to June 30, 2003 to provide Infrastructure Maintenance, until such time that the in-house maintenance facility was established.
On February 13, 2003, Regional and Police Administration agreed that the management of the WRVRS would migrate to the Regional Chief Administrator’s Office, under the direction of the Emergency Measures Specialist. The Region of Waterloo, being the largest user group on the Radio System, purchased the infrastructure initially in 1994.
Status of Voice Radio Infrastructure Transition
The Region will manage the WRVRS effective July 1, 2003. A transition team consisting of staff from the CAO’s Office, Human Resources, Facilities Management & Fleet Service, Finance and Regional Police continue to have ongoing deliberations to undertake all transition tasks. Marcel Pare, the Voice Radio System Administrator, will be transferred from the Waterloo Regional Police Service to the Region effective July 1, 2003. The Regional Operations Centre is currently being retrofitted to accommodate the new WRVRS Maintenance Facility. Job descriptions for the System Administrator and Technician(s) are currently being finalized. The transition budget is currently being prepared. Test equipment and shop benches, racking, etc. have been ordered.
CORPORATE STRATEGIC PLAN:
To ensure that our emergency measures are adequate to handle natural disasters and potential crisis situations.
FINANCIAL IMPLICATIONS:
Regional staff and Police Services are working on the transfer of budget dollars related to the Voice Radio operating costs from the Police Services budget to the Direct Regional budget (including the staffing costs for the position that is being transferred). It is expected that additional dollars will be required in the Regional budget for the required technician position and a fully developed capital budget. Issue papers outlining the requirements will be developed for the 2004 budget.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Finance, Corporate Resources and the Waterloo Regional Police Service have provided input to this report.
PREPARED BY: Marg Verbeek, Emergency Measures Specialist
APPROVED BY: Gerald A. Thompson, Chief Administrative Officer
Page 2 of 2 Report: F-03-067 REGION OF WATERLOO
FINANCE DEPARTMENT Financial Services
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: TRINITY VILLAGE RDC DEFERRAL AGREEMENT
RECOMMENDATION:
THAT the Regional Municipality of Waterloo authorize the Regional Chair and Regional Clerk to enter into an agreement amending the original Regional Development Charge deferral agreement to extend the maximum term of the agreement (as specified in part (c) of the original resolution) for a period of one year, that is to May 24, 2004, with such amending agreement to be to the satisfaction of the Region’s Chief Financial Officer and Regional Solicitor.
SUMMARY:
In 2001, Trinity Village requested a deferral of Regional development charges related to the development of the new Trinity Village long term care facility located at 2727 Kingsway Drive in Kitchener. Regional Council approved a deferral to the earlier of two years from the issuance of the building permit of the new structure, and the issuance of the building permit for the redevelopment of the existing building. The redevelopment of the existing building has been delayed relative to original expectations, with the result that, under the terms of the agreement, the outstanding development charges became due on May 24, 2003. Trinity is now requesting an extension to the time frame specified in the original agreement.
REPORT:
In 2001, Trinity Village approached the Region requesting a deferral of Regional Development Charges (RDC’s). Trinity operated a long term care facility at 2727 Kingsway Drive in Kitchener consisting of 85 rooms accommodating 150 beds, and was initiating the development of a new facility consisting of 120 rooms (lodging units) housing 150 beds. This facility was completed in 2002, and the residents of the existing building were relocated to the new facility.
Trinity requested that the construction of the new 120 room facility be interpreted as no new development on the grounds that it was replacing the function being served by the existing facility. It was intended that upon completion of the new facility, and the relocation of the residents, the existing facility would be renovated to contain some other form of residential accommodation. Under this interpretation, the increase in development would occur when the existing building was redeveloped, and Trinity Village would pay Regional Development Charges for the units created at that time. Under normal application of the Region’s Development Charge by-law, the RDC must be paid before the building permit is issued, and the renovation of the existing structure would give rise to a redevelopment allowance which would offset some or all of the RDC otherwise payable on that development. This approach recognizes that the impact of growth on municipal infrastructure is best measured and assessed at or prior to construction of new space, rather than at point of occupancy or some other time, and insures the collectibility of the RDC. In general, the Region has not entered
Page 1 of 4
July 3, 2003 Report: F-03-067 into deferral agreements for payment of Regional Development Charges1. Deferral agreements would be favourable to most parties undertaking new development, and could be requested routinely. However, their use would result in a loss of leverage by the Region in collecting the amount due, with the primary recourse being legal proceedings to enforce the agreement.
Given the circumstances surrounding this particular project, Regional Council approved a deferral agreement per the attached resolution (Exhibit A). As a result, an agreement with Trinity was entered into under which the RDC’s owing would be deferred to essentially the earlier of
(a) issuance of the building permit for the renovation of the existing structure or (b) two years from the date of issuance of the building permit for the new structure.
A fixed term was established to prevent an indefinite deferral of RDC’s. It was expected by Trinity that the renovation of the existing structure would occur within the two year period.
The RDC’s deferred consisted of two components
(1) a development charge payable in the amount of $130,900 in respect of the 85 lodging units in the new building intended to replace the 85 lodging units of the existing building and
(2) a development charge of $53,900 in respect of the additional 35 lodging units of the new building.
Interest would accrue on both portions of the deferred charge at the Region’s average rate of return on its investments. However, should the deferred charge become due as the result of the issuance of a building permit for the renovation of the existing structure under (a) above, the amount owing on this portion of the charge (i.e. part (1)) would be replaced by the RDC owing for the units to be created as a result of the renovation.
The amount owing under (2) above, i.e. the portion relating to the additional 35 lodging units created with the construction of the new building, would not be reduced or eliminated by the redevelopment of the existing building. This portion of the charge, with accrued interest, was paid by Trinity in August of 2002.
Trinity Village has advised staff that its plans for the redevelopment of the original building have been delayed (see letter to L. Ryan in Exhibit B), and hence a building permit for the renovation was not issued within the two year time frame envisaged by the original agreement. Under the terms of the 2001 agreement, the remaining portion of the charge (i.e. part (1)), became due and payable on May 24, 2003 (accumulated amount owing, with interest, of $145,330 as at May 24, 2003). As per Exhibit B, Trinity is requesting an extension of the two-year term and is indicating that redevelopment may be delayed until fall 2003. Trinity recognizes that interest will continue to accrue on the outstanding amount.
The original maximum time frame of two years was established with the expectation that redevelopment would be well underway by that time. Trinity has advised that the original building is vacant and remedial work has commenced. Given Trinity’s assurance that they are actively pursuing the project to renovate the existing structure and that they expect to begin construction by late 2003, it is proposed that the original term be extended by one year, i.e. to May 24, 2004. This term would be consistent with that of a similar agreement between Trinity and the City of Kitchener which provided for a three-year timeframe. Interest would continue to accrue on the amount owing, and should a building permit not be obtained by that time, the full amount would become due and payable. If a building permit is obtained within that time period, this debt will be discharged by the
1 Apart from the Trinity deferral agreement, the only other deferral agreement previously approved by the Region under the 1999 by-law was for the Wings of Paradise Butterfly Conservatory in January 2000. Amounts owing under that agreement were paid in April 2001. Page 2 of 4
July 3, 2003 Report: F-03-067 payment of development charges on the units created by the redevelopment. If the debt, with interest, is paid by May 2004, and a building permit for the renovation were subsequently obtained, a redevelopment allowance would be applicable to offset or reduce the RDC’s which would otherwise be payable at that time.
Affordable Housing Strategy Issues
Regional staff in the Housing Division have also met with representatives of Trinity to discuss proposed additional development opportunities, including the Region’s Affordable Housing Strategy. The Trinity representatives were advised that units would need to be self-contained and meet affordability and other eligibility criteria. In addition, the proposal would need to be submitted through a public call for Expressions of Interest, which is regularly made by the Region of Waterloo. Subsequently, Council would need to consider any specific proposal (as is the case with all proposals). Application through the Federal/Provincial “Community Housing Rental Program” could also be made.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan is to insure that development charge rates meet stakeholders’ needs and provide sufficient capital funding for the Region’s capital programs.
FINANCIAL IMPLICATIONS:
Under normal application of the Region’s Development Charge by-law, the issuance of the building permit for the 85 lodging units of the new structure intended to replace those in the existing structure would have required an RDC payment of $130,900 in May 2001. Under the deferral agreement approved in 2001, if such redevelopment did not occur within two years, the original amount, plus accrued interest, would become due. On May 24, 2003, an amount of $145,330 became payable.
Should an extension of the due date be granted, interest would continue to accrue. If redevelopment of the existing building occurs within the extended time frame (one year is proposed), the Region would, at the time of the issuance of the building permit for that redevelopment, charge full development charges on the units created at that time in place of the debt described above.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
The Legal Division of Corporate Resources and the Housing Division of Planning, Housing and Community Services have been consulted in and contributed to the preparation of this report.
PREPARED BY: R. Bronson, Director of Financial Services
APPROVED BY: L. Ryan, Chief Financial Officer
Page 3 of 4
July 3, 2003 Report: F-03-067
Exhibit A
WHEREAS Trinity Village is considered to be a D facility under the long-term care classification system and as such is deemed a high priority for replacement;
THEREFORE BE IT RESOLVED THAT the Regional Municipality of Waterloo authorize the Regional Chair and Regional Clerk to enter into an agreement with Lutheran Homes Kitchener-Waterloo for the deferral of Regional Development Charges payable on all lodging units in the new long-term care facility at 2727 Kingsway Drive, Kitchener, to a point in time which is the earliest of the following: a) issuance of the building permit for the renovation of the existing structure, b) the occupancy, in any manner, of the existing structure, c) two (2) years from the date of issuance of the initial building permit for the new structure, according to the principles described in Report F-01-017 dated April 4, 2001, with the deferred payment to be structured in two components: i) payment in respect of the number of lodging units in the existing structure (85):
• If the issuance of the building permit for that renovation occurs within two (2) years, obligation to be discharged by the payment of development charges calculated on the basis of the renovation of the existing structure;
• In other cases, payment to be calculated as development charges owing, at 2001 rates, plus interest at the Region's investment rate; ii) payment in respect of the additional lodging units in the new development (35):
• Payment to be calculated as development charges owing, at 2001 rates, plus interest at the Region's investment rate; such agreement to be to the satisfaction of the Region's Chief Financial Officer and Regional Solicitor.
Page 4 of 4
Report: F-03-068 REGION OF WATERLOO
FINANCE DEPARTMENT Treasury Services
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: PROPERTY TAX CAPPING - 2003
RECOMMENDATION:
THAT the Regional Municipality of Waterloo limit tax increases for 2003 for commercial, industrial and multi- residential properties as required under Bill 140, the Continued Protection for Property Taxpayers Act, 2000 by limiting tax decreases for properties in the same class;
AND THAT the Area Municipalities be notified accordingly.
SUMMARY:
Bill 140, the Continued Protection for Property Taxpayers Act, 2000, requires municipalities to continue limiting tax increases for commercial, industrial and multi-residential properties for 2001 and subsequent years. This report addresses the 2003 capping program and recommends funding the tax limits or capping costs by limiting tax decreases on properties within the same class.
REPORT:
Background
In 1998, the Province passed legislation to protect Ontario businesses from large property tax increases resulting from property tax reform. The legislation limited property taxes for commercial, industrial and multi-residential properties (capped classes) to 10% in 1998 and a further 5% in each of 1999 and 2000. The 10-5-5 limits applied to tax increases related to property tax reform and budgetary increases were in addition to the limits. The limits on tax increases for the capped classes were financed by limiting tax decreases for other properties within the same class and there were no impacts on the uncapped property classes, including the residential class. For 2000 and subsequent years, the Province committed to continue the limits on tax increases until tax fairness was fully achieved and the former outdated assessment system was transitioned to the new current value assessment system. The Continued Protection for Taxpayers Act, 2000 (Bill 140) established a permanent program to implement the Province's commitment of limiting tax increases for the capped classes and this report addresses the Region’s 2003 requirements under that legislation.
Limits on Tax Increases for 2003 Under Bill 140, municipalities are required to limit reform-related property tax increases for commercial, industrial and multi-residential property to 5% over the previous year’s annualized taxes (excluding budget increases where applicable) and the limits are to remain in place until properties reach their current value taxation. With Bill 140, the ability to pass municipal levy increases on to the capped classes depends on the ratios established for the capped classes relative to threshold ratios prescribed by the Province. Municipal levy or budget increases are in addition to the 5% provided municipalities are at or below the threshold ratios for the capped classes as is the case in this Region. Municipalities can finance all or part of the capping costs by limiting tax decreases for properties in the same class, through internal revenues, or through the general levy. Page 1 of 4
July 3, 2003 Report: F-03-068
Recommended Capping Program for 2003
Since the inception of the capping program, capping costs in the Region of Waterloo have been funded by limiting tax decreases. As part of the 2003 tax ratio review, it became evident that under the existing (2001–2002) tax ratios, tax decreases were not sufficient to cover the capping costs. The reassessment for 2003 had a direct impact on the capped classes as the capped classes increased significantly in value relative to the residential class. This resulted in a shift of taxation off the residential class (-1.62%) and onto the multi-residential (7.45%), commercial (1.74%) and industrial (0.47%) classes. The shift of taxation onto the capped classes and the impacts for new construction properties resulted in capping costs exceeding tax decreases for properties in the same class. The capping shortfall was expected to be approximately $3.8 million across all three capped classes. Under the legislation, any shortfall under the capping program (including the education portion) is shared between the Region and the area municipalities in the same proportion that they share in the taxes levied on the property class for municipal purposes. This would have resulted in the Region funding close to 62% of the shortfall.
After considering a number of tax ratio options with various capping shortfalls, Committee took a pro-active approach and approved reductions in the tax ratios for the commercial, industrial and multi-residential classes which would, based on the preliminary analysis, result in sufficient tax decreases to cover the capping costs (i.e. no capping shortfall). Due to the shift in taxation off the residential class as a result of the reassessment, the reduction in ratios for the capped classes has a minimal impact on the residential taxpayer.
The recommended option for funding the 2003 capping costs is by limiting tax decreases for properties within the same property class. This option is recommended for a number of reasons:
< With the 2003 tax ratio changes, there are sufficient tax decreases in the capped classes to fund the increases; < this is the same method of financing in effect for 1998 - 2000 and approved by Council for 2001 and 2002; < there is no impact on the residential property class; < there is no impact on municipal levies or other funding sources.
Preliminary Impacts
Capping impacts are calculated by the Ontario Property Tax Analysis System (OPTA), a financial modeling tool provided by the Province. The model uses applicable 2003 tax ratios, municipal tax rates and education tax rates and updated property assessments to calculate the impacts. Calculations are done on a Region wide basis as tax capping is a Regional tax policy issue which also applies to the Area Municipalities. The assessment data in the OPTA system is still being refined and review and revision will continue through early July. Although all the data and the analysis are not yet finalized, the most recent impacts based on the recommended funding option are noted in the following table:
Preliminary 2003 Capping Data Multi-Res Commercial Industrial Total Properties Capped 261 1,551 811 2,623 Properties with Clawback 598 3,013 225 3,836 Properties With No Impact 107 623 459 1,189 Total Properties 966 5,187 1,495 7,648 Capping Costs $1,424,877 $7,421,734 $1,987,678 $10,834,289 Clawback Percentages 84.9% 75.5% 73.7% --
The recommended funding for the capping costs is to limit or "clawback" tax decreases within the same class. The limits on tax decreases or the clawback amounts are calculated on a Region-wide basis so the clawback
Page 2 of 4
July 3, 2003 Report: F-03-068 percentage is the same for each applicable property within a capped class. Clawback percentages differ between the capped classes. Properties with no impact are those properties where the tax increase from 2002 to 2003 (excluding municipal budget changes) does not exceed 5%.
It should be noted that the above information is preliminary. The data is currently being refined in the OPTA system and being reviewed by finance staff at the area municipalities and the Region. Based on the preliminary data available in April when the tax ratios were reviewed, the clawback percentages were estimated to be 91.0% for the multi-residential class; 97.3% for the commercial class and 94.8% for the industrial class. While the current clawback percentages as noted above are lower than anticipated, this will be a benefit for future years as it provides more room to cover capping costs in those years. The final capping costs and clawback percentages may change however, the changes are not expected to be significant or result in a capping shortfall. Should the impacts be significantly different, staff will provide an update at the July 3 Administration and Finance Committee meeting.
Comparison to 2002 Capping
Although one might expect to see both the capping costs and the clawback percentages declining from year to year, that is not the case as 2003 was a reassessment year. The shift of taxation onto the capped classes resulting from the reassessment and impacts for new construction properties significantly increased the capping costs for all three capped classes. Based on the 2002 tax ratios, the capping costs for 2003 would have been approximately $15.0 million as compared to $7.35 million for 2002. The reductions in tax ratios approved for 2003 have reduced the preliminary capping costs to $10.8 million which is still considerably higher than the 2002 costs. It is hoped that the annual reassessments that begin in 2004 will result in less dramatic tax shifts and reduced capping costs from year to year.
The following table compares the impacts of the 2002 capping program to the preliminary impacts for 2003.
Comparison of Capping Impacts – 2002 and Preliminary 2003 2002 Preliminary 2003 Properties Capped 1,708 2,623 Properties with Clawback 4,540 3,836 Properties with No Impact 1,393 1,189 Total Properties 7,641 7,648 Multi-res Capping Costs $55,994 $1,424,877 Multi-res Clawback % 23.2% 84.9% Commercial Capping Costs $6,122,513 $7,421,734 Commercial Clawback % 82.1% 75.5% Industrial Capping Costs $1,175,225 $1,987,678 Industrial Clawback % 19.9% 73.7% Total Capping Costs $7,353,732 $10,834,289
The comparison to the 2002 capping impacts highlights some of the difficulties with the current property tax system as it relates to the capped classes. The capping program was initially intended to phase in tax increases yet it has become a permanent program for all municipalities in Ontario regardless of whether or not it is needed. The capping program has made the property tax system far too complex and there is limited understanding among the taxpayers. The inclusion of capping protection for new construction increases the capping costs and adds further confusion to the tax system. Municipalities require additional resources to deal with the capping impacts yet they lose interest income due to delays in issuing final tax bills. Finally, as noted above, capping costs and clawback percentages are not decreasing on an annual basis as one would expect. The capping program has had a tremendous impact on municipalities and taxpayers alike. Consequently, it is hoped that that the Province will take action on the recommendation in the Beaubien report and begin consultations on the issue of the Page 3 of 4
July 3, 2003 Report: F-03-068 continuation of the mandatory capping program while staff continue to work with the Ministry of Finance on simplifying the capping program.
Future Impacts
The reductions in tax ratios for the commercial, industrial and multi-residential classes resulted in sufficient tax decreases to fund the capping costs in 2003 and no capping shortfall. Annual reassessments commence in 2004 and while the reassessment for the 2004 taxation year and any provincial direction on threshold ratios will also impact the capping costs and clawback percentages for that year, it is not known whether the impacts will be beneficial or detrimental. In the event that there are insufficient tax decreases to fund the capping costs in a given year, other sources of funding will be required.
Required By-law
In order to enable municipalities to issue final tax bills, the Region must pass a by-law to adopt the recommended option of funding the capping costs by limiting tax decreases for properties in the same class. Since Regional Council has a limited number of meetings during the summer, it is planned that the by-law will be included in the agenda for the July 9, 2003 Council meeting.
Area Municipal Involvement
Provincial legislation requires capping programs to be implemented on a Region-wide basis. This requires all of the area municipalities to progress through the implementation within the same time frame. Since late 1998, a sub-group of the Area Treasurers and a representative from the local office of the Municipal Property Assessment Corporation have been working on the implementation of the provincial capping program. This same group is now working on the 2003 capping program and will continue to work together on future capping requirements.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan is to ensure that the tax levels are reasonable for the levels of services provided. Tax policy determines the distribution of Regional taxes across the various property classes.
FINANCIAL IMPLICATIONS:
Provincial legislation requires municipalities to limit tax increases for commercial, industrial and multi-residential property to 5% over the previous year's taxes. Provided municipalities are at or below the threshold ratios for these property classes, municipal budget increases are in addition to these limits. While the legislation allows municipalities some options in funding the tax limits or capping costs, it is recommended that the costs be financed by limiting tax decreases in the same property class. The recommendation in this report has no impact on the other property classes and no impact on the total amount of property taxes collected.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: A. Hinchberger, Director of Financial Services, Treasury and Tax Policy
APPROVED BY: L. Ryan, Chief Financial Officer
Page 4 of 4 Report: F-03-069 REGION OF WATERLOO
FINANCE DEPARTMENT Financial Services
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: RESERVES AND RESERVE FUNDS – YEAR-END POSITIONS
RECOMMENDATION:
THAT the Regional Municipality of Waterloo approve the transfer of $1.5 million from the WSIB Reserve Fund to the Sick Leave Reserve Fund.
SUMMARY:
The management of Reserve and Reserve Funds is a critical element of the long term financial planning of the Region. The prudent use of these funds can reduce costs and stabilize user rates and tax rates. In addition, maintaining adequate Reserve Fund balances is a key component of retaining a Aaa credit rating. Overall, Reserve and Reserve Fund balances are comparable to other Aaa credit rated municipalities. Staff review the adequacy of Reserve Fund balances on an annual basis. As part of this review it is recommended that $1.5 million be transferred from the WSIB Reserve Fund to the Sick Leave Reserve Fund to address the significant underfunding within the Sick Leave Reserve Fund. During the 2003 budget process, Budget Committee requested that a Reserve and Reserve Fund report be discussed at Administration and Finance Committee.
REPORT:
Long Term Financial Planning
The management of Reserves and Reserve Funds is a critical element of the long term financial plan for the Region. The prudent management of Reserves and Reserve Funds allows the Region to stabilize future user rates and tax rates and in certain situations reduce expenditures. Reserve and Reserve Funds can be established for a variety of purposes. Reserve Funds are put in place to plan for unforeseen expenditures (Tax Stabilization Reserve Fund) which can limit the "spike" effect on tax rates. Similarly, Reserve Funds allow for self-insurance for claims against the Region (Workplace Safety & Insurance Board and General Insurance) which in the long run is the most cost-effective manner to fund these expenditures. Other Reserve Funds are put in place to fund liabilities (Sick Leave). However, the majority of the Reserve Funds utilized at the Region are established to fund future capital expenditures. The total Reserve and Reserve Fund balance for 2002 was $175,663,811 million of which $133,150,336 million (76%) is set aside to fund future equipment and capital expenditures. The benefit of using Reserve Funds to finance future capital is to limit long term borrowing (reduces expenditures - interest costs) and secondly, stabilize rate impacts resulting from larger capital projects. Maintaining adequate Reserve Fund balances is a critical component of retaining a Aaa credit rating.
Overview
The purpose of this report is to provide Council with an overview of the nature and purpose of the Region's reserve and reserve funds and projected position for the years ending 2003 and 2004. A summary of the projected balances and final 2002 balance, which in total amount to $175,663,811, are shown on Appendix 1. Details for each of the funds are shown in Appendix 2. Page 1 of 2 July 3, 2003 Report: F-03-069
Tabled below is a summary of Reserve and Reserve Fund balances from 2000 to 2004.
Projected Actual ($ millions) ($ millions) 2004 2003 2002 2001 2000 Reserve & Reserve Fund Balance December 31st $111 $130 $176 $165 $141
The $11.0 million increase in 2002 is primarily due to an increase in the Housing Reserve Fund ($6.3 million) and the $4.75 million set aside for the purchase of 150 Main in Cambridge.
The projection for the overall level of the Reserves and Reserve Funds is to decrease by $65 million to $111 million by the end of 2004. The largest decrease will occur within the Hospital Capital Reserve Fund ($22 million) which will be fully expended in the near term. The balance of the decrease is primarily due to planned reductions in the user rate Capital Reserve Funds. The Region's overall balance for Reserve and Reserve Funds should remain around the $120 million level in future years.
Status of Reserve and Reserve Fund Balances
Overall, compared to other Aaa municipal credits, the Region’s Reserve and Reserve Fund balances are comparable. Individually, two Reserve Funds (Sick Leave and WSIB) warrant adjustment. The 2002 Sick Leave Reserve Fund equals $1.6 million while the current liability equals $24.7 million. This funding level represents 6.3% of the outstanding liability. This Reserve Fund will be depleted by 2006 and a $400,000 budget adjustment will be required at that point in time to fund the annual expenditures. Based on the last round of negotiations, vast majority of new employees will not receive sick leave payouts. Eventually, the sick leave liability will fall as the number of employees eligible for payout decreases. Conversely, the WSIB Reserve Fund is overfunded. An actuarial evaluation of the Region’s WSIB has projected the liabilities to equal $4.7 million. This liability has increased significantly over the past few years as new services have been assumed by the Region. The current balance in the WSIB Reserve Fund is $7.7 million. In 2002 a budget adjustment was made to reduce the fringe benefit contributions to this fund. It is recommended that one half of the excess amount or $1.5 million be transferred to the Sick Leave Reserve Fund. This transfer will defer the planned budget sick leave contribution increase in 2007 to 2010.
CORPORATE STRATEGIC PLAN:
One of the goals of the Corporate Strategic Plan (under the Corporate Finance section) is for the Region to maintain a healthy corporate financial position.
FINANCIAL IMPLICATIONS:
The Region's reserves and reserve funds were created for a variety of individual purposes. In general, they are part of the Region's financing policies designed to assist in reducing short-term financing costs of operations, smoothing large fluctuations in the Regional levy and user rates as a result of specific large expenditures and reducing the need for long-term debenture financing when projects proceed.
Appendix 1 summarizes the balances of the funds while Appendix 2 provides details for each of the funds.
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Nil
PREPARED BY: A. Higginson, Manager of Financial Services
Page 2 of 2 July 3, 2003 Report: F-03-069
APPROVED BY: L. Ryan, Chief Financial Officer
Page 3 of 2
Report: F-03-069
APPENDIX 2
Definitions
A reserve is an appropriation from net revenue after the provision for all known expenditures. It has no reference to any specific asset and does not require the physical segregation of money or assets as in the case of a Reserve Fund. While interest earned by the investments of a reserve may be allocated to that reserve, the general practice, including that used by the Region, is to treat the interest earned on reserve as revenue in the property tax budget.
A Reserve Fund differs from a reserve in that the Reserve Fund assets are segregated and restricted to meet the purpose of the Reserve Fund. Reserve Fund monies can only be invested in securities as prescribed by the Municipal Act and any interest earned by the assets of a Reserve Fund accrue to that Reserve Fund, rather than to general revenues.
Uses of Reserve and Reserve Funds
Reserve funds are established for specific purposes. Some reserve funds may serve, in part, a "contingency" purpose, that is, as a source of funds for future events, the timing and/or magnitude of which is uncertain. However, most Regional reserves and reserve funds are earmarked for specific purposes over the near term, as discussed in the individual reserve fund description below. Hence reserve fund assets must be invested such that they are available for their intended use when required.
From time to time, the issue of using reserve or reserve fund balances to address budgetary pressures in a particular year arises. In considering such options, the following factors are relevant:
1. The use of reserve fund monies for such purpose would mean that such funds would not be available to fund the expenditures for which they were originally earmarked, with the result that future expenditures may need to be reduced or replacement revenues generated from future tax or user rates;
2. If budgetary pressures arise from one-time expenditure needs, such as a unique capital or emergency requirement, one-time funding from a reserve may be a viable option, provided that such reserve monies are not earmarked for other future uses. However, for expenditures which will need to be funded on an ongoing basis, special funding from a reserve or reserve fund serves only to defer the funding problem to the following year. That is, one-time draw downs on reserves and reserve funds do not represent an available source of funding on an ongoing basis.
The report contains a brief explanation of the purpose of each reserve or reserve fund, the balance of the reserve or reserve fund at December 31, 2002, the projected balance of the reserve or reserve fund at December 31, 2003 and a summary of future commitments of the reserve or reserve fund.
RESERVES
1. Reserve for Equipment Replacement
The reserve was established for the replacement of vehicles and heavy equipment and other equipment, with the exception of police vehicles. The contributions to the reserve are based on annual usage and the anticipated life of the vehicles. The actual net contribution to the reserve each year is a function of the contribution less all operating costs. At best, this reserve should be adequate to replace the entire Regional fleet once on a pro-rata basis and at worst, to meet the annual replacement program.
Page 1 of 12
Balance, December 31, 2002 $ 4,749,478 Projected Balance, December 31, 2003 $ 4,800,000
Committed Applications: Budgeted Expenditures for Vehicle and Equipment Replacement for the next three years. $11,041,823
2. Working Funds Reserve
The Working Funds Reserve was primarily established to provide a source of working funds during the year in order to reduce or eliminate interest costs on temporary borrowing pending the receipt of revenues such as taxes (first payment received April 1st of each year) and grants. Interest earned on this fund (approximately $500,000/year) is transferred to the operating budget annually.
It is Council's policy to transfer one-half of the year-end surplus to the Working Funds Reserve up to the cap of $10.0 million.
Balance, December 31, 2002 $10,000,000 Projected Balance, December 31, 2003 $10,000,000
Committed Applications: 2003 Appropriation to Property Tax Levy $ 0
3. Reserve for Pay Equity
The reserve was established by Council to provide funding for the Region's share of retroactive awards under the Pay Equity Act.
Balance, December 31, 2002 $494,735 Projected Balance, December 31, 2003 $494,735
Committed Applications: The Region has negotiated pay equity plans with all employee groups.
Staff will review its pay equity obligations under the Pay Equity Act and report to Council detailing these obligations and the potential use of this reserve.
4. National Child Benefit Reserve
In Ontario, social assistance recipients who receive the National Child Benefit supplement have this amount deducted from their social assistance payments. Municipalities are required to reinvest their 20% savings in a manner that addresses the objectives of the National Child Benefit program.
The reserve was established in 1998 to carry forward unspent allocations to future years.
Balance, December 31, 2002 $1,812,764 Projected Balance, December 31, 2003 $ 0
Page 2 of 12
Committed Applications: Funds will be dispersed according to the National Child Benefit Re-investment plan forwarded to Regional Council. It is projected that all funds will be spent in 2003 as approved by Regional Council (SS-02-057).
5. Police Capital and Equipment Reserve
The reserve was established to finance the replacement of police equipment and facilities without adversely affecting the property tax rate. The source of funds for this reserve was a portion of the employer's (Police) savings resulting from the OMERS contribution holiday. The reserve is now funded by contributions or transfers approved by the Waterloo Regional Police Services Board (WRPSB).
Balance, December 31, 2002 $851,207 Projected Balance, December 31, 2003 $437,000 *
* Balance will depend on WRPSB contributions or transfers and capital projects financed during the year.
Committed Applications: The reserve is committed to finance future police capital expenditures.
RESERVE FUNDS
User Rate Capital Reserve Funds
The water, wastewater and waste management capital reserve funds serve essentially three purposes:
· Financing of future capital projects. · Stabilization of the user rate, allowing rate changes to be smoothed or minimized while underlying spending requirements vary from year to year. Differences between the total revenue received and operating expenditures are contributed to (or taken from) the reserve fund in any given year. · A source of funding for unforeseen or emergency expenditures.
The reserve fund balance for a particular user rate area is one factor incorporated into the rate model used to develop recommendations for the particular user rate. The model also takes into account future operating and capital expenditures, future revenues and other sources of funding such as grants, development charges and debentures. Over the past number of years, the Region has moved to a pay-as- you-go approach for funding capital in the three user rate areas. Risks and uncertainties (including those associated with unforeseen operational requirements and provincial legislation) are also considered.
The appropriate balance in the user rate reserve funds depends on many factors. From time to time, it has been suggested that target balances for User Rate Capital Reserve Funds be established, possibly as a percentage of revenues. As outlined above, there are many factors and uncertainties (including those associated with unforeseen operational requirements and provincial legislation) affecting user rates and User Rate Capital Reserve Fund balances. Any attempt at establishing target balances would eventually result in developing some arbitrary formula that would be subject to change and modification in any given year.
1. Water Capital Reserve Fund
Balance, December 31, 2002 $14,086,811 Projected Balance, December 31, 2003 $11,350,000 Page 3 of 12
Committed Applications: The 2003-2022 forecast of the reserve fund balance is portrayed in Appendix 3 attached. Balances will be utilized for future water expenditures. Balances may be affected by provincial legislation such as the Sustainable Water and Sewage Systems Act and the Safe Drinking Water Act. Staff will be evaluating the impact of the legislation as information becomes available.
2. Wastewater Capital Reserve Fund
Balance, December 31, 2002 $28,462,406 Projected Balance, December 31, 2003 $21,700,000
Committed Applications: The 2003-2022 forecast of the reserve fund balance is portrayed in Appendix 4 attached. The reserve fund is projected to drop to a minimal balance by 2012 before increasing to more reasonable levels. As is the case for the Water Capital Reserve Fund, balances may be affected by provincial legislation.
3. Wellesley Retail Water & Wastewater Reserve Fund
On January 1, 2002, the Region assumed operations of the Township of Wellesley’s water and wastewater systems. As part of the assumption, Wellesley’s wastewater reserve fund of approximately $400,000 was transferred to the Region. This reserve fund is to be used to finance future capital projects in the Wellesley system.
Balance, December 31, 2002 $481,098 Projected balance, December 31, 2003 $557,000
Committed Applications: This balance will be utilized for future water and wastewater capital works in the Township of Wellesley.
4. Waste Management Capital Reserve Fund
Balance, December 31, 2002 $14,315,724 Projected Balance, December 31, 2003 $ 7,450,000
Committed Applications: The 2003-2012 forecast of the reserve fund balance is portrayed in Appendix 5 attached. The reserve fund is projected to drop to a minimal level in 2008, before increasing to more reasonable levels.
5. Land Servicing
In accordance with the Agreement with the Province, the remaining funds from the Ontario Land Corporation development project have been set aside to finance Phase II costs of O.L.C. land development, in particular, the widening of Maple Grove Road.
Balance, December 31, 2002 $4,220,024 Projected Balance, December 31, 2003 $4,300,000
Committed Applications: The widening of Maple Grove Road is scheduled for 2004-2005. This project will utilize the entire available balance from this Reserve Fund.
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6. Sick Leave Liability Reserve Fund
The purpose of this fund is to offset some of the unfunded liability for sick leave payouts which are currently reported in the Region's financial statements.
Regional Council has approved the financing of all future payouts from the reserve fund while assessing a minimal payroll charge to budget areas.
In 1997, Regional Council amended its Sick Leave Policy to remove payout of sick leave banks upon termination of Management/Management Support employees hired on or after July 1, 1997. In 2002, Regional Council amended its policy to remove the payout of sick banks upon termination for employees of a number of union locals hired on or after dates established in their respective collective agreements.
Balance, December 31, 2002 $1,563,822 Projected Balance, December 31, 2003 $1,308,000
Committed Applications: Anticipated Payments to Eligible Employees for the next three years $2,530,109
The total liability at December 31, 2002 for vested sick leave credits for the Region was $24,745,707. The balance on hand in the Sick Leave Reserve Fund represented only 6.3% of the outstanding liability.
It is projected that the Reserve Fund will be depleted by the end of 2006. A budget increase of $400,000 will be required in 2007 to fund these costs. In order to defer this budget increase it is recommended that a transfer of $1.5 million from the WSIB Reserve Fund to the Sick Leave Reserve Fund be made in 2003. This transfer will result in deferring the budget increase until approximately 2010.
In the long run the unfunded liability will decrease as the number of existing employees eligible for payout decreases.
7. Building Reserve Fund
In 1979, Council adopted a policy of transferring lease revenues from the Courthouse to this fund with the intent of accumulating a balance to finance or assist in financing the cost of Regional accommodation. This practice was discontinued in 1992 with all new revenue of the Courthouse being applied against the tax levy. In prior years, annual charges of $150,000 from the Administration and CH&SS Buildings were contributed to this reserve fund. Budget reductions in 1996 and 1997 eliminated these contributions. In 2003, Council authorized the allocation of any year end surpluses resulting from operations at 150 Main Street, Cambridge to this reserve fund.
To the extent possible, the fund will be used to repair or replace major components in the buildings, such as carpet, roof, pavement in the underground garage, exterior wall and mechanical equipment such as air handlers, boilers, elevators and chillers. It will be used to upgrade building components such as the fire evacuation system, the building control system, lights and other building code or efficiency improvements, and to fund necessary renovations and leasehold improvements. For 150 Main Street, the fund will be used to offset any year end operating deficits, so there is no adverse impact on the property tax levy.
Page 5 of 12
Balance, December 31, 2002 $538,992 Projected Balance, December 31, 2003 $368,000
Committed Applications: Repair and replacement of major components, renovations and leasehold improvements of the Administration, CH&SS and 150 Main Street buildings, as well as any year end operating deficits for 150 Main Street.
8. Heritage Resources Reserve Fund
In 1983, Council established the reserve fund for the purpose of financing artifacts and projects at Doon Heritage Crossroads and Joseph Schneider Haus. The reserve fund is also used as a holding account for any public donations received until expenditures are made.
Balance, December 31, 2002 $48,233 Projected Balance, December 31, 2003 $44,000
Committed Applications: Purchase of Artifacts for Doon Heritage Crossroads and Joseph Schneider Haus as needed. The 2003 projected balance will depend on acquisition decisions made in 2003.
9. Hospital Capital Reserve Fund
In 1985, Council established the reserve fund in anticipation of Regional involvement in future hospital capital expenditures. Annual contributions are determined as part of the budget process and savings from the employer portion of the OMERS contribution holiday through 2001 were transferred to the reserve fund. Regional Council approved an additional annual contribution of $4,040,000 beginning in 2000 and continuing for six years to fund HSRC and Cardiac Care projects.
Due to delays in the timing of payment of the Region’s grants, the balance in the Reserve Fund has increased such that the Region will be able to meet its commitments with a lower annual contribution. As part of the 2003 budget process, Regional Council approved a $1.0 million reduction in the additional annual contribution for the years 2003 through 2005.
Balance, December 31, 2002 $21,876,214 Projected Balance, December 31, 2003 $ 8,090,000 *
* Balance will depend on the timing of payment of the Region’s grants for HSRC and Cardiac Care projects.
Committed Applications: Regional Council has approved $37.3 million for HSRC/Cardiac Care projects over the years 2000 to 2005. Of this amount, $5.8 million has been paid at December 31, 2002. Council has also previously approved a grant of $1.975 million for the K-W Health Centre, of which $1.725 million is yet to be paid.
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10a) General Insurance Reserve Fund
The reserve fund was established in order to finance the deductibles ($250,000) on the Region's insurance policies. Over the past five years, the Pool has enjoyed very favourable insurance premiums. The Pool has been able to stabilize premiums over two consecutive three year periods at very low premium levels. The current insurance market has experienced massive price increases over the past two years. It is anticipated that these increases will impact the Region in 2004 when the Insurance Pool renews its insurance coverage. The General Insurance Reserve Fund will be utilized to absorb the impacts of increased Regional insurance premiums in 2004.
Balance, December 31, 2002 $5,439,048 Projected Balance, December 31, 2003 $5,400,000
Committed Applications: To finance deductibles on the Region's insurance policies and self-insured risks. Amounts vary from year to year dependent on successful claims. Presently, $1,000,000 in potential payments are outstanding. In 2002, $515,733 was paid out for claims.
10b) Environmental Insurance Reserve Fund
This is the portion of the insurance reserve fund relating to environmental liability exposures. Instead of paying for inadequate environmental insurance coverage, under very restrictive policies, the fund is being built up by contributing the premiums that would otherwise be paid for outside coverage while the Region assumes 100% of the risk.
Balance, December 31, 2002 $4,409,518 Proje cted Balance, December 31, 2003 $4,450,000
Committed Applications: To cover potential environmental liability claims. Presently, $100,000 in potential claims are outstanding.
10c) Workplace Safety & Insurance Board Reserve Fund
In 1991, Council approved the transfer from Schedule I to Schedule II status with the Workplace Safety & Insurance Board. The transfer involved the one-time funding of the liability for outstanding claims and the responsibility for future claims. The Region has benefited substantially from Schedule II status. The intention is to maintain the fund in order to provide for full self insurance on Workplace Safety & Insurance Board related claims, rehabilitation costs, and future liabilities.
Balance, December 31, 2002 $7,683,538 Projected Balance, December 31, 2003 $7,996,000
Committed Application: All present, future and ongoing Workplace Safety & Insurance Board claims, including those related to new services, such as Transit and Emergency Medical Services, and other program costs such as Wellness, Rehabilitation/Return to Work and Health and Safety. Staff decreased WSIB Reserve Fund rates in 2002 which reduced the costs in the 2002 and subsequent years operating budgets.
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At the end of 2002, WSIB liabilities equa led $4.7 millio n. This liability has increased significantly over the past few years as new services have been assumed by the Region. The current balance of $7.7 million will more than cover the growth in liability over the next few years. It is recommended that $1.5 million of this Reserve Fund be transferred to the Sick Leave Reserve Fund. The Sick Leave Reserve Fund is significantly underfunded and the transfer will defer a potential operating budget increase required in 2007.
11. Library Capital Reserve Fund
The reserve fund was established in 1987 by Regional Council to receive annual contributions for the purpose of providing sufficient funds for automating library functions, and to finance other Library capital projects.
Balance, December 31, 2002 $157,199 Projected Balance, December 31, 2003 $ 70,000
Committed Applications: Ongoing automation implementation, wireless network upgrade and furnishing of branches will be financed. Exact amounts will be determined when the projects are undertaken.
12. Capital Levy Reserve Fund
Starting in 1986, an annual amount of 2% of the previous year's net Regional Levy was set aside to finance capital expenditures which would otherwise be debentured as a component in a plan that would allow the Region to move toward a pay-as-you-go capital financing policy. The outstanding balance each year was used to finance capital works which would otherwise have been debentured.
With the completion of the two headquarters buildings, most of the annual contribution to the Capital Levy Reserve Fund had been replaced by the ongoing financing costs of the new headquarters. A small contribution continued annually through 1996. The current balance is committed to projects in process.
As part of the 2002 year end process, Council approved the transfer of the uncommitted operating budget surplus to the reserve fund to finance future capital expenditures for the “non-engineering” program areas that would otherwise have to be debentured. The 2002 transfer was $296,295.
Balance, December 31, 2002 $3,817,333 Projected Balanced, December 31, 2003 $3,383,000 *
* Balance will depend on the uncommitted 2003 surplus.
Committed Application: Funds to be used for capital projects which would otherwise have to be financed from debentures. The current ten-year capital forecast includes $3.0 million for such projects.
13. Deferred Payroll Reserve Fund
The reserve fund was established to hold deferred salaries of employees who have leave of absence approval.
Bala nce, December 31, 2002 $260,273 Projected Balance, December 31, 2003 $365,000
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Committed Applications: Payments due to employees on approved future leaves of absences.
14. Winter Maintenance Reserve Fund
In 1994, Regional Council approved the establishment of a reserve fund to be used to smooth the impacts of annual surpluses and deficits which occur due to the normal unpredictability of winter maintenance expenditures. An initial allocation of $600,000 was made to the Fund from the 1993 Regiona l surplus.
Balance, December 31, 2002 $784,490 Projected Balance, December 31, 2003 $824,000
Committed Applications: Future balances will depend on the weather and the extent of winter maintenance activities required in 2003 and beyond. The sole funding source for this Reserve Fund is limited to winter maintenance savings in any fiscal period.
15a). Roads Capital Levy Reserve Fund
In 1993, Council approved the creation of a Roads Capital Levy to be included in the Regional Property Tax budget, with the proceeds to be used to fund the portion of the Roads expansion program not funded by Regional Development Charges (RDC). The levy increases by approximately $700,000 annually. These increases are planned to continue until 2004 (subject to 2004 RDC by-law review), after which time the annual increases will be utilized by the roads replacement program as approved by the roads rehabilitation program.
Balance, December 31, 2002 $1,266,299 Projected Balance, December 31, 2003 $1,175,000
Committed Applications: Future balances have been earmarked to fund Roads expansion capital projects and related debt service.
15b). Roads Rehabilitation Capital Reserve Fund
As part of the 2001 budget process, Regional Council approved the creation of the Roads Rehabilitation Capital Reserve Fund to receive annual property tax contributions. The reserve fund will be used to finance Roads and Traffic construction projects in the Region’s annual Transportation Capital Base Budget program.
Balance, December 31, 2002 $4,051,068 Projected Balance, December 31, 2003 $2,080,000
Committed Applications: Future balances have been earmarked to fund Roads and Traffic base program capital expenditures.
16. G.I.S. Maintenance Reserve Fund
In August of 1994, Council adopted a policy of transferring all revenue generated from the sale of G.I.S. data including, but not limited to, base maps, parcel data, assessment data and MEIS imagery to this fund. The purpose of this fund is to help defray the cost of maintaining the G.I.S. in a current and sound operating condition as determined by the Commissioner of Corporate Resources.
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Balance, December 31, 2002 $47,727 Projected Balance, December 31, 2003 $55,200
Committed Applications: To maintain the G.I.S.
17. MTO Transfer Reserve Fund
In 1997 and 1998 the Province transferred responsibility for certain provincial highways to the Region (Hwy 8 in 1997, Hwys 24 and 86 in 1998). Associated with these transfers was onetime provincial funding to cover at least a portion of the associated capital and operating costs.
In 1997, a reserve fund was established to hold these funds to finance the associated expenditures.
Balance, December 31, 2002 $1,941,343 Projected Balance, December 31, 2003 $ 981,000
Committed Applications: It is expected that these funds will be utilized to finance capital requirements relating to the transferred highways over the next two to three years.
18. Tax Stabilization Reserve Fund
In 1998, Council approved the creation of the Tax Stabilization Reserve Fund. The fund is to be used to smooth tax rate increases by funding expenditures that would otherwise be financed from the tax levy. The fund may also be used to finance one-time capital expenditures or other non-recurring expenditures. Annual surpluses are the source of funding. It was Council's policy to transfer one half of the year end surplus to the Tax Stabilization Reserve Fund up to a $10.0 million cap. The $10 million cap was reached in 2001. There is no further contribution to this fund, other than interest earned. As part of the 2003 budget, Council approved the transfer of interest earned by this fund to reduce the tax levy. Interest earned in the amount of $519,167 has been included in the 2003 budget.
Balance, December 31, 2002 $10,000,000 Projected Balance, December 31, 2003 $10,000,000
Committed Applications: The reserve fund is committed to smoothing the tax rate increases and funding expenditures that would otherwise be funded from the tax levy as approved by Council.
19. Housing Reserve Fund
The Social Housing Reserve Fund was established in 1999. The reserve fund is funded from contributions from the Social Housing operating budget, and is to be used for the maintenance of the existing stock, replacement of any existing social housing facilities and the expansion of the number of social housing units in the Region.
Balance, December 31, 2002 $24,089,040 Projected Balance, December 31, 2003 $21,147,000
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Committed Applications: A total of $8.1 million has been committed to capital grants and RDC grants under the Affordable Housing Partnership Program. In addition, $1.97 million is committed to the existing non-profit and cooperative housing providers while another $1.0 million is committed to the WRH capital program.
20. Grand River Transit Reserve Fund
The Grand River Transit Reserve Fund was established in 2000 to finance expenditures associated with Transit facilities and equipment. The reserve fund is financed through contributions from the annual operating budget.
Balance, December 31, 2002 $ 995,713 Projected Balance, December 31, 2003 $1,100,000
Committed Applications: All of these funds are committed to funding future Transit Capital expenditures.
21. Public Art Reserve Fund
In 2002, Council approved the establishment of a Public Art Reserve Fund. The purpose of this reserve fund is to fund costs associated with the acquisition, de-accessing, restoration or refurbishment of public art. The reserve fund was initially established with $50,000 from 2001 unallocated surplus. As part of the 2003 budget process, Council approved annual contributions of $50,000 for the acquisition of public art and $5,000 for the periodic restoration or refurbishment of current and future purchases. The reserve fund is also supplemented by a $25,000 flat sum contribution being applied to capital budgets of the projects where public art would be displayed.
Balance, December 31, 2002 $76,051 Projected Balance, December 31, 2003 $45,500
Committed Applications: $85,000 is committed to the acquisition of public art at the Airport Terminal Building at the Waterloo Regional Airport. Other projects expected to include public art as part of the construction process over the next eighteen months are the Kinsmen Child Care Centre replacement and the Emergency Medical Services Fleet Centre.
22. Airport Capital Reserve Fund
As part of the 2001 budget process, Regional Council approved the creation of the Airport Capital Reserve Fund. The reserve fund is financed through contributions from the Regional Airport budget. The reserve fund will be used to finance capital projects approved as part of the Regional Airport Capital Budget.
Balance, December 31, 2002 $378,330 Projected Balance, December 31, 2003 $165,000
Committed Applications: Future balances have been committed to fund Regional Airport capital expenditures.
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23. Cycling Path Capital Reserve Fund
As part of the 2001 budget process, Regional Council approved the creation of the Cycling Path Capital Reserve Fund. The reserve is financed through contributions from the Transportation property tax budget. The reserve fund will be used to finance cycling path projects in the Roads Capital Budget.
Balance, December 31, 2002 $106,040 Projected Balance, December 31, 2003 $170,000
Committed Applications: Future balances have been committed to fund Cycling Path capital expenditures.
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Report: F-03-070 REGION OF WATERLOO
FINANCE DEPARTMENT Financial Services
TO: Chair T. Galloway and Members of the Administration and Finance Committee
DATE: July 3, 2003 FILE CODE:
SUBJECT: 2002 MPMP RESULTS
RECOMMENDATION:
For Information
SUMMARY:
The Province’s Municipal Performance Measurement Program (MPMP) is in its third year of development. The 2002 list of measures is essentially consistent with the list for 2001.
As per provincial requirements, the Region has filed the MPMP results with the Province prior to the June 30, 2003 deadline. In addition, this report will be posted on the Region's web site to comply with Provincial communication requirements.
REPORT:
Background
On October 3, 2000, the Ministry of Municipal Affairs and Housing announced that the Province was implementing a mandatory program in which all Ontario municipalities would measure and report on their performance in nine core service areas. The stated objectives of this program are to promote better local services, mprovei taxpayer awareness of municipal service delivery and to compare costs and level of performance of municipal services both internally within and externally among municipalities.
MPMP measures tend to be broad and high-level in nature. In discussions with other municipalities we have found that the measures can and are being defined in different ways. In addition, other factors such as urban form, different service levels, organization form and financial policies make comparisons across municipalities difficult.
Ontario Municipal CAO’s Benchmarking Initiative
The CAOs of the Regional Municipalities & large Single-Tier cities of Ontario have established a framework whereby the Regions would be able to make program comparisons across municipalities on the basis of utilizing benchmarks. The organization is called OMBI (Ontario Municipal CAO’s Benchmarking Initiative) which has grown to twenty full participants that include regional municipalities, single tier cities and counties.
The Regional Municipality of Waterloo is a full participant in OMBI. The objective is to establish benchmarks that will serve as meaningful management tools. OMBI is self funded and self managed by the participating municipalities. A project office has been established which includes a project manager that coordinates this initiative. A conservative estimate would be that over 100 staff from various municipalities have invested time and resources into working on OMBI. Page 1 of 3
July 3, 2003 Report: F-03-070
This initiative is in the process of developing benchmarking statistics across five service areas (Waste, Water/Wastewater, EMS, Long-term Care and Roads). Expert panels consisting of staff from each participating municipality have been established for each of these service areas as well as a Finance Panel. These panels are working together to develop consistent, understandable and relevant benchmarks. The Region of Waterloo chairs the Finance group and the Region has a representative on all of the direct service expert panels.
The Region of Waterloo continues to be at the forefront of the OMBI’s efforts. In 2002/2003 efforts continue on establishing consistent performance measures, developing a Data Warehouse for performance management, financial and other data, developing a municipal Fixed Asset model, and working with the Province on the future direction of the MPMP program.
OMBI is a long-term program that is attempting to develop time-series measures that are comparable across municipalities to enable all participants to not only assess their own performance but also to begin to understand best practices at other participating municipalities.
Program Review
During the 2003 budget process, Council approved an additional FTE in the CAO’s office for a Program Auditor. The Program Auditor’s function will ensure existing budgets and programs are reviewed on an ongoing basis to ensure maximum value to the taxpayer. The Program Audit mandate will emphasize value-added contributions based on a balance between evaluating how well program resources are deployed (i.e. efficiency) and how well program results meet expectations (i.e. effectiveness). The Program Auditor’s position will be filled this fall. At that point in time a corporate plan will be developed to roll out the program across the organization. This plan will be brought forward to Administration and Finance Committee in 2004.
Regional Municipality of Waterloo 2002 Results
A summary of the results of the 2002 MPMP measures with comparator data from previous years is shown in Appendix 1. Two new measures appear in this appendix, measures for Water Distribution and for Wastewater Collection have been added this year for the systems now operated by the Region in the Township of Wellesley.
Appendix 2 provides a commentary on each specific measure including a narrative which highlights the different factors impacting the comparability of each measure and comments on the change in the result of the measure from year to year.
There are two measures regarding Police Services which have not been included at this point in time. Police Services staff are planning to report these measures to a future Police Services Board Meeting.
CORPORATE STRATEGIC PLAN:
One of the four themes identified in the Corporate Strategic Plan is Service Improvement. The Strategic Plan notes that service improvement is achieved through increased emphasis on Performance Measures and Benchmarking and Best Practices.
FINANCIAL IMPLICATIONS:
Nil
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE: Page 2 of 3
July 3, 2003 Report: F-03-070
Staff from Transportation and Environmental Services and Planning, Housing and Community Services assisted in the preparation of commentary notes on each of the performance measures.
PREPARED BY: S. Loker, Financial Analyst
APPROVED BY: L. Ryan, Chief Financial Officer
Page 3 of 3 REPORT: CA-HR-03-006 REGION OF WATERLOO
HUMAN RESOURCES DEPARTMENT Employee and Organizational Effectiveness Division
TO: Chair Tom Galloway and Members of the Administration and Finance Committee
SUBJECT: Additions to Human Resources Policy Manual
MEETING: July 3, 2003
RECOMMENDATION:
That the Regional Municipality of Waterloo approve the following operating principles as Human Resources policies on Workplace Hazardous Materials Information System, Workplace Safety and Insurance, Working Alone and Relocation/ Interview Expenses for External Job Candidates.
SUMMARY:
NIL
REPORT:
In November of 1994, Regional Council approved the Human Resources Policy Manual. As new policies are developed or existing policies revised, they are presented for approval. The following are new policies:
Workplace Hazardous Materials Information System (WHMIS) Policy (IV-16) has been developed to ensure that systems are in place for the safe handling of hazardous materials by employees. The responsibilities of the various parties involved in implementing this system are listed.
Workplace Safety and Insurance Policy (IV-19) formally sets out the procedures and responsibilities required for the Region to comply with the Workplace Safety and Insurance Act. This legislation governs benefits for eligible employees who sustain personal injury or occupational disease arising out of and in the course of their employment.
Working Alone Policy (IV-20) requires that systems be in place to minimize safety risks for those employees who are required to work alone during the performance of their duties.
Relocation/ Interview Expenses for External Job Candidates Policy (V-14) applies to external candidates for management and management support positions. It sets out the specific conditions under which relocation or interview expenses may be reimbursed, if determined necessary by senior management.
CORPORATE STRATEGIC PLAN:
Corporate policies that are up to date, consistent, and aligned with legislation ensure fair and equitable treatment of employees and promote consistency in delivering human resources services.
FINANCIAL IMPLICATIONS:
Not applicable.
Page 1 of 2
July 3, 2003 REPORT: CA-HR-03-006
OTHER DEPARTMENT CONSULTATIONS/CONCURRENCE:
Consultation regarding the development of these policies has occurred with senior management through the Coordinating Committee process.
PREPARED BY: Mark Hertzberger, Policy and Employee Communications Specialist
APPROVED BY: Cheryl Lowe, Assistant CAO, Human Resources
Page 2 of 2
Section No. Policy No. HUMAN RESOURCES IV 16 POLICIES
Title: WORKPLACE HAZARDOUS MATERIALS INFORMATION SYSTEM (WHMIS)
Applies to: Revision Date: All Employees July 2003 (New)
Operating Principle:
The Region will make every reasonable effort to ensure that an effective Workplace Hazardous Materials Information System is implemented and maintained which will provide employees with the information necessary to safely work with WHMIS controlled products.
Details: · The Workplace Hazardous Materials Information System (WHMIS) is a system that provides information to employees about the potential hazards posed by WHMIS controlled products in the workplace. · Potential hazards are communicated through Training - both Generic and Specific - Material Safety Data Sheets (MSDSS), and Labels. Corporate Health and Safety · Corporate Health and Safety is responsible for ensuring that a Generic WHMIS training program is available and presented on a regular basis. · Corporate Health and Safety acts as an advisory/resource for all employees to help understand, implement, and maintain a WHMIS program that meets or exceeds the standards. Supervisors · Supervisors are responsible for ensuring that employees receive WHMIS training - both Generic and Specific. · Supervisors are responsible for ensuring that current (i.e. less than 3 years old) Material Safety Data Sheets (MSDS) are readily available for all WHMIS controlled products used in their areas and that these products are not used where a current MSDS is unavailable. · Supervisors shall ensure that all WHMIS controlled products in the workplace have Supplier labels and that adequate workplace labels are available at the workplace for products that are decanted. Employe es · Employees are responsible for attending the training and applying the knowledge gained to their respective workplaces. · Employees who purchase WHMIS controlled products are responsible for obtaining an MSDS for this product.
Section No. Policy No. HUMAN RESOURCES IV 16 POLICIES
· Employees shall review the applicable MSDS and product label prior to working with a new WHMIS controlled product and apply the appropriate controls. · Employees are responsible for applying workplace labels when dispensing chemicals or where a supplier label is illegible. Joint Health and Safety Committees · The Joint Health and Safety Committee is responsible for reviewing the WHMIS training requirements for their location annually and making recommendations for change to the Manager, Workplace Health and Safety. · Ongoing monitoring for compliance and understanding of WHMIS shall be done through regular workplace inspections. Purchasing/Stores · Purchasing is responsible for ensuring that any WHMIS controlled products purchased through a central Stores location are received with an MSDS. · Purchasing is responsible for ensuring that when WHMIS controlled products are ordered from Stores, by other Regional departments, an MSDS is shipped with the product.
See Also: Mandatory Training Procedure WHMIS Procedure
For Further Information please contact: Manager, Health & Safety Human Resources Department
Section No. Policy No. HUMAN RESOURCES IV 19 POLICIES
Title: WORKPLACE SAFETY & INSURANCE
Applies to: Revision Date: All Employees (New) July 2003
Operating Principle:
The Region will comply with the Workplace Safety and Insurance Act for employees who sustain personal injury or occupational disease arising out of and in the course of their employment.
Details:
· To be considered for benefits under the Workplace Safety and Insurance Act, the worker must have been injured by an accident or have a disease "arising out of and in the course of employment". The determination of whether an accident or illness arose in the course of employment is made by the Workplace Safety and Insurance Board after reviewing the "place, time and activity" of events surrounding the accident. · The Region will ensure first aid is available and provided where required. If treatment beyond first aid is required, transportation to a medical facility is offered and provided if necessary. · A worker must report all on-the-job injury or occupational diseases to their supervisor immediately. The supervisor must then complete the Health and Safety Occurrence Report (HR18) and fax it to Human Resources immediately. If the worker seeks medical attention at any time for treatment of this injury or disease, they must advise their supervisor. · Human Resources will provide a copy of the Health and Safety Occurrence Report (HR18) to the Co-chairs of the applicable Joint Health and Safety Committee or Health & Safety Rep. · The supervisor will complete the following forms prior to giving them to the employee to take to their health care professional: · Treatment Memorandum (0156c) · Worker’s Claim/Consent Form (1492c) · Functional Abilities Form for Timely Return to Work (2647a) · The employee will ensure that the completed Functional Abilities Form for Timely Return to Work (2647a) is returned to their supervisor immediately after medical treatment is obtained. …Cont’d/
· Human Resources must forward an Employer’s Report of Injury/Disease (Form 7) to the
Section No. Policy No. HUMAN RESOURCES IV 19 POLICIES
WSIB within 3 working days of a work related injury or occupational disease which causes a worker to: a. obtain health care, b. be absent from regular work, c. require modified duties at regular pay or less, or d. earn less than regular pay at regular work. · Human Resources will provide a copy of the completed Form 7 to the worker. · Workers must provide Human Resources with a copy of the Claim for Benefits (WSIB Form 6) at the same time that they provide a copy to the WSIB. · The WSIB determines a worker's entitlement to benefits and communicates decisions. · If a worker seeks medical treatment and they are entitled to benefits as a result of a work- related injury, the Region is required to pay the worker's full wages and employment benefits for the day of injury. · Any absence beyond the day of the incident must be under the written direction of a health professional and a medical certificate must be provided to qualify for WSIB Loss of Earnings benefits. WSIB Loss of Earnings benefits is equal to 85% of the worker's pre- injury net average earnings · Full time employees, who are not covered by a collective agreement and have available sick credits, are eligible for full pay until such time as their sick credits are exhausted. If the claim is allowed and payment is being sent to the Region, the Region will make up the difference between WSIB payments and their regular pay (wage top up) by debiting sick leave credits with one (1) hour per day of absence If an employee does not have enough sick credits to cover the period of absence until a decision is made or is a part-time employee, a record of employment will be issued to apply for Employment Insurance (EI) benefits and the employee is placed in an unpaid state. · Employees who are covered by collective agreements will be paid in accordance with the applicable agreement. · The Region is required to offer to re-employ a worker if the worker was continuously employed with them for one year at the time of the injury or disease. · The Region and its workers must work co-operatively in developing and implementing early and safe return to work (ESRTW) programs.
See Also:
Accommodation of Special Needs Policy (III-17) Workplace Safety & Insurance Act (1997) Workplace Incident & Occupational Disease Policy (IV-11)
For Further Information please contact:
Section No. Policy No. HUMAN RESOURCES IV 19 POLICIES
Claims Management Coordinator, Human Resources Department
Manager, Workplace Health & Safety Human Resources Department
Section No. Policy No. HUMAN RESOURCES IV 1 POLICIES
Title: WORKING ALONE
Applies to: Revision Date: All Employees July 2003 (new)
Operating Principle:
Regional employees will, at times, be required to work alone during the performance of their duties. The Region will make every reasonable effort to ensure that systems are in place to provide safety measures to manage risks in such situations.
Details: · This policy applies to all employees who may be required to work alone during the performance of their duties. · Risks associated with working alone may include, but are not limited to: work related injury, emergency medical conditions and acts of violence. · Supervisors will, in conjunction with his/her employee(s) who may be required to work alone, ensure that: * Jobs/tasks within the department are identified which require employees to work alone; * An evaluation is conducted of each identified job or task giving due consideration to the degree and nature of the risk inherent in the job/task and through this evaluation, determine if a Working Alone Procedure is required; * Where required, a Working Alone Procedure shall be developed specific to the job being performed. This procedure shall contain provisions for periodically monitoring the well-being of the employee which may include but is not limited to: call-in/check- in systems, personal down alarms, panic alarms, two-way radios, cell phones, global positioning (GPS) systems and leaving visitation lists with supervisors; and * The above-mentioned Procedure shall include a contingency plan which will be carried out where it is found that the employee is in need of assistance. This contingency plan may include, but is not limited to, response by other Region of Waterloo employees and/or emergency services such as police, ambulance, and fire. · Supervisors shall communicate the requirements of the Working Alone Procedure to the employee(s) affected and monitor its ongoing effectiveness. · Employees are responsible for following the provisions of the Working Alone Procedure(s) specific to their job(s)/task(s). In addition, any deficiencies identified in the Procedure by the employee shall be brought to the attention of his/her supervisor.
· The Joint Health and Safety Committee and the Health and Safety Representative monitor
Section No. Policy No. HUMAN RESOURCES IV 1 POLICIES
Working Alone protocols and processes through their regular workplace inspections. · Guidelines and assistance with the implementation of the requirements of this Policy can be obtained from the Corporate Health and Safety program.
See Also:
Workplace Incident and Occupational Disease Policy (IV-11) Workplace Violence Prevention Policy (IV-15)
For Further Information please contact:
Manager, Workplace Health & Safety Human Resources Department
Section No. Policy No. HUMAN RESOURCES V 14 POLICIES
Title: RELOCATION/INTERVIEW EXPENSES FOR EXTERNAL JOB CANDIDATES
Applies to: Revision Date: Management/Mgmt Support Staff July 2003 (New)
Operating Principle:
Where it is necessary to recruit outside the boundaries of the Region of Waterloo in order to meet operational requirements, external job candidates for Regional positions may be reimbursed for interview and\or relocation expenses at the discretion of senior management.
Details: · This policy applies to external job candidates for Regional positions where: a) the candidate permanently resides outside the geographical boundaries of the Region of Waterloo and it is determined that the candidate should be interviewed, or b) the successful candidate permanently resides outside the geographical boundaries of the Region of Waterloo and it is determined appropriate that the candidate relocate within Regional boundaries. · To qualify for reimbursement of interview or relocation expenses, a position must be designated by Human Resources and the hiring department. · Eligible expenses incurred by a short-listed candidate to attend a final interview process include transportation or mileage, overnight accommodation, meals, and incidentals. These expenses will be reimbursed at the current rates approved for Regional employees. · Eligible relocation expenses include: professional movers, truck rental, transportation, storage, legal fees, real estate fees, interest fees, utility hook ups, and house cleaning. Also covered are reasonable costs for overnight accommodation, meals and incidentals incurred by the employee while visiting the Region to seek accommodation; or during the move itself by the employee and any spouse or other dependents residing in the employee's immediate household. · Under normal circumstances eligible relocation expenses will be reimbursed to successful candidates, up to a maximum total of $7500. If there are reasonable expenses which exceed this amount, additional funding may be authorized at the discretion of the Assistant CAO, Human Resources. · To qualify for reimbursement, receipts for expenses must be submitted to the head of the hiring department within one year of the date of hire.
· If an employee voluntarily terminates their employment within three years of their date of
Section No. Policy No. HUMAN RESOURCES V 14 POLICIES
hire, they will be required to reimburse the Region, on a prorated basis, for any relocation payments made to them. As a condition of hire, they will be required to agree to this provision in writing.
See Also: Mileage Allowance Policy (III-10) Reimbursement of Conference Expenses Policy (II-4) Employment Offers Policy (V-5)
For Further Information please contact:
Manager, Employee Services and Systems